2008-2009 MAUNA KEA WINTER LOGISTICS

MAUNA KEA OBSERVATORIES  177 Maka`ala St.  Hilo , Hawaii   96720

SUPPORT SERVICES                     Phone (808) 974-4205 Fax (808) 974-4215

MEMORANDUM                                                                                   November, 2008

To:                                MKSS Oversight Committee

                                    Mauna Kea Safety Officers

From:                           Ron Koehler

Subject:                       Preparation for 2008-2009 Winter Weather

It is time to remind everyone of the hazards associated with winter weather and the logistics involved with the response to these conditions.  The MKSS staff will do all they can to keep the roads open to the observatories and the public in a safe and orderly manner.  But, the observatory staff must cooperate in this effort. 

Please distribute the attached Winter Logistics package to all of your staff and let them know that the winter weather must be taken very seriously.  Because the recent winter weather has been relatively mild, I am concerned about observatory staff complacency.  Observatory staff and observers are frequently on the summit during the critical evening hours when storm conditions usually reach their peak.  Most of the observatory staff and observers have not experienced the really severe snowstorms that were encountered on Mauna Kea from 1970 to 1990, and may not have the appropriate level of respect for the potential conditions.  During this period, the road was often closed to the summit for periods of over a week. 

For this reason, I need to emphasize the importance for staff to evacuate the summit when conditions begin to become hazardous.  This is especially true in the evening when the pavement can quickly become icy, snowdrifts form in short order, and blowing snow creates zero visibility.  Please make sure the observatory staff evacuates the summit before these conditions make the decent dangerous.  Remember, entrapment at the summit is life threatening, as some people may develop serious altitude illness before the roads can be cleared.  It is imperative that the summit is evacuated before this happens. 

Also remind staff that the road will frequently be closed to the general public while open to observatory vehicles.  There is significant pressure from the public to have access when they see observatory vehicles allowed up the road.  During these public road closures, it is imperative that these observatory vehicles have appropriate identification logos and that all passengers are official observatory staff who will be performing critical activities at the facility.  Family members or friends must not be transported and snowplay equipment must not be in the vehicles.  Once at the summit, observatory staff must not participate in snowplay activities until the road is open to the general public. 

CC:      MKSS Staff

            OMKM Staff

            Rangers          

MAUNA KEA OBSERVATORIES  177 Maka`ala St.  Hilo , Hawaii   96720

SUPPORT SERVICES                     Phone (808) 974-4205 Fax (808) 974-4215

2008-2009 MAUNA KEA WINTER LOGISTICS

For distribution to ALL Mauna Kea Observatory Staff

MAUNA KEA WEATHER CENTER (http://mkwc.ifa.hawaii.edu/index.cgi) The weather center is a comprehensive source for determining the current conditions, forecasts, and links to other resources.  The forecast is updated at 9 a.m. and 5 p.m. every weekday.  Weather data, summit images, satellite images, etc. are updated continuously. 

MAUNA KEA RANGERS (Contact at VIS : 961-2180, 934-9244)

The Rangers are the primary source for information on Road conditions.  Rangers will monitor road conditions, update the general public phone message, and communicate with all of the other entities to insure up-to-date information is available.  Rangers will also determine whether or not to close the road and set up roadblocks when appropriate.   It is best to contact them through the VIS phone systems. 

VISITOR INFORMATION STAFF (961-2180, emerg. 934-9244)

The VIS is the center of operations when there are roadblocks and other emergencies on Mauna Kea .  VIS staff will support the Rangers by helping them with the phone message, assisting at the roadblocks, interacting with visitors, and helping with all logistical support.

UTILITIES STAFF -Road Crew (HP office 935-0193)

The road crew’s first priority is to open the road for the observatory vehicles.  Once that is accomplished, they will work on clearing the rest of the pavement and parking areas so that the road can be opened to the general public.  It is important for the road crew to communicate with the rangers and managers so that decisions and updates can be made. 

HP STAFF (935-7606)

HP staff will help with the communications between the Rangers/Road Crew and observatory staff.  The HP staff will update the “white board” so that observatory staffs have the latest road condition status.  

HILO OFFICE STAFF (974-4205)

The Hilo office staff will assist with the communication logistics, including the radio/news message, the road-conditions email, and the road conditions website. 

DAVE BYRNE/RON KOEHLER-GWEN BIGGERT

These managers will support the Rangers/VIS staff/and Road Crew.  Their specific duties are designated below, but all of them are able to perform these tasks in the absence of others.  There are five communications that must be routinely updated when there are road closures.  They are the road conditions phone message, the road-conditions email message, the road conditions website message, the fax to radio and newspapers, and the white board at Hale Pohaku. 

DAVE BYRNE (961-2180, 934-9244, 935-6260)

From the VIS , Dave will assign the ranger duties, including early morning inspections.  He will assist the Rangers in carrying out their activities.  When on duty, generally on weekends, Dave will update the road-conditions email, road conditions website, media message, and white board message.  Dave will assist the Rangers with the phone message as needed. 

RON KOEHLER (974-4205)

From the Hilo office, generally on weekdays, Ron will update the messages above when Dave is not on duty or otherwise unable to do so.  Since the Hilo office is away from the numerous activities and distractions on the mountain, it is often easier for the communication updates to be done from the Hilo office on weekdays. 

GWEN BIGGERT (974-4205)

Gwen will help out with the communication logistics on weekdays when Ron and Dave are unavailable.  

OBSERVATORY STAFF (see emergency phone number list)

The observatory staff are often the first persons to experience the weather and road conditions.  It is important that they communicate what they experience via a phone call, message on the white board, or email to the road-conditions server. 

GENERAL PUBLIC PHONE MESSAGE  (935-6268)

This has been the primary means for communicating road closures and road conditions to the general public.  During the winter months, this message is regularly updated by the Rangers every morning.  When there are road closures or predicted road closures, the rangers generally update this message by 6 a.m..  The system is actually connected to three phone lines, which makes it more accessible during high traffic periods. 

PUBLIC ROAD CONDITIONS WEBSITE (http://mkwc.ifa.hawaii.edu/current/road-conditions/index.cgi)

This message is for the general public.  The message will essentially be the same as the phone message, but easier to access during busy periods.  There is a link to this site on the Weather Center forecast page and the VIS website.

MEDIA MESSAGE:  This message is faxed to the radio stations, newspapers, and Civil Defense whenever there are road closures that are expected to last more than a few hours. 

OBSERVATORIES ROAD-CONDITIONS EMAIL SERVER (road-conditions02@ifa.hawaii.edu) 

This email is broadcast to most of the observatory staff who need to know the road conditions or other emergency situations.  When there are road closures, the message will generally be updated by 6 a.m.  The accessibility to each observatory during snow removal operations will be updated regularly via this message.  This is a very powerful communication tool and can be used by any of the observatory staff to report hazardous conditions they may encounter.  The number imbedded in the address (in this case 02) is changed to match the month (in this case February) in order to reduce the likelihood of SPAM. 

HP WHITE BOARD:  This board is located at the HP lobby and observatory staff can use it to report hazards they have experienced.  When there are road closures, this board is used to update observatory staff about accessibility to their facilities.  One way to keep accurate information on the board is to print and post the text of the “road-conditions” message. 

HALE POHAKU WEATHER MONITOR:  A monitor is mounted on the Hale Pohaku Lobby West wall, opposite the front desk.  It is linked to the summit weather resources.  The standard home page is the JAC Weather Kiosk (http://www.jach.hawaii.edu/weather), which formats numerous weather source information in an easy to use page.  On the top and bottom toolbars, the “Road Status” box will display the latest observatory road-conditions email message. 

OBSERVATORY ROAD CLOSURES:  Generally, MKSS will not close the road to the observatories in the evening unless the snow is too deep to transit with chains.   Each Observatory must have their own set of rules that determine whether or not staff should attempt to drive up in the evening.  However, it is imperative that the summit MUST be abandoned before conditions become severe enough to prevent evacuation.  Entrapments at the summit or stranding a vehicle in the snow are not options to be considered. 

When the weather forecast predicts snow, a chain barrier will often be placed across the road in order to keep the general public from putting themselves in danger.  This chain is normally not locked, and the observatory vehicle that has good reason to go up may remove the chain and replace it after passage.  The chain must NOT be opened for recreational or sight seeing purposes.

In the morning, MKSS will often close the road to observatory vehicles in order to keep vehicles from interfering with road clearing operations.  Accessibility announcements will be made using the communications systems listed above.   It must be emphasized that, when the observatory vehicles are allowed to go up during road closures to the general public, passengers MUST be official observatory staff, and these staff MUST NOT participate in snow play activities until the road is open to the general public.   There should not be any “snowplay” equipment in the official vehicles.  

SAMPLE LOGISTICS DURING A ROAD CLOSURE DUE TO SNOW OR ICE

¹ Ranger notes mile mark where snow starts, depth of snow at landmarks, traction, drifting, current snowfall, etc.

² When Ron and Dave are both on duty, they will share these tasks.  Gwen and Bill are available as backup. 

³ May start earlier if alerted night before.

⁴ These messages need to be updated every couple of hours until the road is opened. 

⁵ The fax machine should have a “media group” button that sends the fax to the local newspapers, radio stations, and Civil Defense. 

RAK November ‘07

MAUNA KEA WINTER RECOMMENDATIONS:

1.       Evacuate the summit before road conditions become severe. 

2.       Chains and studded tires are very useful for driving on icy surfaces.  Chains should be available for each summit vehicle and staff trained on installation.

3.       Drivers experienced in driving on ice are preferred. 

4. If the Rangers, MKSS, or OMKM issues an absolute evacuation or road closed order, all facilities must comply.

5. Make sure you communicate with the other observatories or your destination once you decide to evacuate.  Try to provide a reasonable estimated arrival time, so that those waiting for you do not worry unnecessarily. 

6. Some conditions might make staying in the facility overnight the most attractive alternative.  However, it is very important to evacuate the facility before this happens, as it is always possible that the road will not be cleared for over a week - which can be life threatening because of long term exposure to altitude. 

7.    Post the enclosed flyer at your facility, and make sure your visiting astronomers understand the hazards and rules.

8.    Although the summit road will be closed to the public during snow clearing operations, official observatory vehicles will be allowed to drive up as soon as access is available to each facility.  Only official observatory staff is allowed up at this time, and they MUST NOT participate in snow-play activities until after the general public is allowed to drive up the road.  Skis, boards, and other snowplay equipment should not be in the vehicle. 

9.    Observatory vehicles should not drive up during road clearing operations until they are informed that it is O.K..  Premature travel on the roads interferes with the snow removal activities and clogs the roadways.    

10.   When observatory vehicles are allowed up the road before the snow removal operations are complete, the drivers must make sure they stay well out of the way of the equipment.  Blowing snow limits the visibility of the operators who are also concentrating on the pavement directly in front of them.  

11.    Observatory vehicles must also be careful where they park, as the snow crew needs to clear the path to the water inlets and clear the parking lots.  After the main roads are cleared, staff should try to move the vehicles away from these locations.