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  moving minnesota through employee communication July 9, 2003    No. 105
  This week's top stories
 Storms cause widespread damage to state’s highway system
 Mn/DOT receives salute for supporting employees in military service
 Brochure helps staff communicate construction timelines to customers, partners
 Summary of 2003 legislative session available on Web

 Storms cause widespread damage to state’s highway system

Man in backhoe

Tony Gage, a transportation generalist at Baxter, clears debris in order to replace a collapsed culvert on Hwy 27 near Little Falls. Photo by Gary Niemi

Mn/DOT’s maintenance and construction forces kept busy during the past weeks repairing roads damaged by flooding and working with contractors to minimize the effects of heavy storms on highway construction projects.

Storm systems that swept across the state brought tornadoes, fierce straight-line winds and intense downpours.

In Brainerd/District 3, heavy rains flooded Hwy 27 in several locations, requiring maintenance crews to escort motorists through water-covered sections of the highway or to close some roadway sections to traffic until floodwaters subsided.

A section of Hwy 27 remains closed near Little Falls when waters from a heavy downpour caused a culvert to collapse. Traffic is detoured on county roads until repairs are completed.

Crews from the Willmar District’s Hutchinson sub-area worked for three days in Buffalo Lake after that city was devastated by a tornado on June 24. They cleared debris and provided traffic control for the city located on busy Hwy 212.

A five-inch downpour caused several problems in the Twin Cities, including minor washouts and flooded ramps on the freeway system.

Orange cones  block ramp

Metro District maintenance crews provided traffic control on I-35E where heavy rains flooded some freeway ramps. Photo by David Gonzalez

Heavy rains exceeded the drainage capacity of the exit from I-35E to Roselawn Avenue in Roseville, forcing its closure until city crews pumped excess water out while Metro crews provided traffic control.

The most serious damage occurred on I-94 in Minneapolis when super-saturated soil on the in-slope gave way near the Broadway Avenue bridge, sending an eight-inch-thick layer of mud across the freeway’s Fourth Street exit that carries traffic into downtown Minneapolis.

The slide closed the ramp for more than 24 hours until crews could remove the mud and replace reinforcing material on the slope.

Crews from the Camden and Spring Lake Park truck stations responded quickly. The Camden crew removed the mud from the exit lanes and brought in clay and granular material while the bridge crew from Spring Lake Park started reinforcing the damaged in-slope.

Mark Pribula, bridge inspection engineer, Metro District, said the crews worked quickly to remedy the situation and prepare for a contractor to drive a 20-foot section of sheet pile (sections of corrugated metal) to support a new concrete wall and replace the sidewalk that collapsed when the in-slope gave way.

The weather also contributed to several traffic crashes, further complicating efforts by Mn/DOT crews to deal with effects of the weather.

By Craig Wilkins


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 Mn/DOT receives salute for supporting employees in military service

Man in camoflage, woman

Shortly before his unit's deployment to Bosnia, Kevin Gutknecht, Metro District public affairs coordinator and an officer in the National Guard, met with his supervisor, Betsy Brown, the district's director of Business Operations and Services. Photo courtesy of National Guard

Mn/DOT earned recognition for its support of employees in service with the National Guard and Reserve forces from the state’s Department of Military Affairs during Employer Day activities at Camp Ripley on June 24.

Mike Olson, business manager, Finance and Administration, accepted the award for Mn/DOT’s Central Office. Olson serves as a chief warrant officer with the Guard’s 34th Division Support Command.

Mike Robinson, district engineer at Duluth, also visited Camp Ripley to accept the award for the district’s support of its employees in military service. Robinson accompanied Jody Gunlock, a management analyst at Duluth now on active duty with the National Guard.

The department was one of 500 Minnesota employers honored for their commitment to employees in military service. Statewide, about 18,500 people serve in Guard and Reserve units.

More than 80 Mn/DOT employees are in military service

2 men eating

At left is Jody Gunlock, Duluth/District 1, a major with the Minnesota National Guard, participates in a training mission at Camp Ripley. He’s pictured with Mike Robinson, district engineer at Duluth. Photo courtesy of John Bray.

Gunlock, a management analyst at Duluth, is serving his second active duty tour as a Guard officer. He served in Croatia from April 2000 until March 2001 and will return to peacekeeping duties in the region this month when his unit, the 2nd Battalion of the 136th Infantry, deploys to Bosnia.

Gunlock said his military experience in planning, staffing and leadership have benefited him and his career with Mn/DOT.

"My experience and training is easily transferable to my work at Mn/DOT," he said, "and the district has been very supportive during my active duty tours."

The Army and Air National Guard units have dual roles. They serve their respective states in case of domestic emergencies or natural disasters and can be federalized to support the country’s military missions. Reserve forces provide combat-ready forces for various branches of the military.

Current Minnesota National Guard assignments include providing security at two U. S. Air Force bases in Minnesota and preparing Guard units for deployment for extended duty in Bosnia and Kosovo.

More than 80 Mn/DOT employees serve in National Guard or Reserve forces.

State agencies, Olson said, grant employees 15 days of paid military leave

In addition, the 2003 Legislature passed a law requiring the state to make up the difference if employees’ military pay is less than their regular salary when serving on active duty.

Eric Davis, Office of Workforce Development, an officer in the Air Force Reserve, is assigned with to the Employer Support of the Guard and Reserve national headquarters in Washington, D. C. ESGR recognizes the efforts made by Mn/DOT, other state agencies and the Pawlenty Administration to create a supportive culture for members of the military and their families.

Davis served on active duty at the Pentagon briefly during the war in Iraq. His duties included mediating conflicts between Guard and Reserve members called to active duty and their employers.

"Since Sept. 11, it’s been easier to get employers to do the right thing," he said. "We need to build a culture that makes the work force friendly to those who volunteer for military service and bring honor to our nation."

Employer support "crucial" to maintaining military force

Military staff, woman

Col. Gerald Lang briefs Lucy Kender, director, Office of Communications, and Mike Olson, business manager, Finance and Administration, during their Employer Day visit to Camp Ripley. Photo by Craig Wilkins

According to the Minnesota National Guard’s Col. Gerald Lang, the states provide 50 percent of the staffing needs of the major military branches, whether they are providing security at airports and other facilities or serving in places such as Afghanistan, Bosnia, Kosovo or Iraq.

Lang, who leads the 34th Division’s Support Command based in Bloomington, said employer support is crucial to maintaining a citizen-soldier military force. During a briefing at Camp Ripley, Lang cited Guard and Reserve forces comprise an integral part of the national defense effort.

Lang cited the contributions of Minnesota’s volunteer citizen-soldiers, from the First Minnesota Regiment, the first unit to volunteer for service in the Civil War, to the current campaign in Iraq and peacekeeping missions in places such as Bosnia and Kosovo.

The impact of Mn/DOT’s contribution shows in the number of employees now on active duty or who have recently completed active duty tours.

In one instance, four employees from the Metro District serve in the same squadron of the Air Force Reserve’s 934th Airlift Wing based at the Minneapolis-St. Paul International Airport. Three more Mn/DOT employees from the Mankato District serve with them in the wing’s 934th Civil Engineering Squadron.

Stan Thompson, a Metro project engineer and an engineering officer with the squadron, said their Mn/DOT experience and their military duties are complementary.

"We provide expertise in areas such as plumbing, carpentry, surveying and running heavy equipment while acquiring new skills that enhance our Mn/DOT careers," he said.

Bob Eddy, an information technology specialist with Willmar/District 8, has been a member of the Minnesota National Guard for 36 of his 37 years with Mn/DOT. Eddy currently serves as the first sergeant with the Guard’s 84th Troop Command in Roseville.

Eddy said the department’s support of his role with the Guard has been constant.

"There’s never been a question about my being able to meet my service obligation," he said.

Ron Gipp, director of the Audit Section, said his staff adapted well to cover for auditor Gary Morr, an Air National Guard member who just returned from four months’ active duty at Scott Air Force Base in Illinois.

"We reassigned people to share Gary’s responsibilities; the Air Force needed financial experts and Gary’s assignment made it possible for regular Air Force staff to serve in Iraq where they were most needed," Gipp said.

By Craig Wilkins


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 Brochure helps staff communicate construction timelines to customers, partners

Road and bridge construction projects typically can take from five to eight years from planning to opening to travel. The illustration above, which is in Mn/DOT's new brochure, "ROAD CONSTRUCTION: It Takes Time," shows the various phases a project goes through. Graphic design by Jenny Seelen

Road and bridge construction doesn’t happen overnight—in fact, even projects that encounter relatively few obstacles can take from five to eight years from planning to opening to travel. And projects that face challenges such as extensive environmental studies, conflicts over sensitive issues or delays in funding can take much more time.

"The public, legislators and transportation partners may not understand the time it takes to construct a road and the many steps involved in the project development process," said Del Gerdes, streamlining program manager. "Project delays and cost increases can occur at any stage of construction for reasons that are not always clear."

To help planners, project managers, construction and maintenance staff discuss construction timelines with their customers and partners, Mn/DOT has developed a new brochure and PowerPoint presentation entitled, "ROAD CONSTRUCTION: It takes time."

"Project development is a dynamic process that Mn/DOT is working to streamline," Gerdes said. "Mn/DOT hopes this brochure will increase understanding of the process and also create awareness that citizen input is welcome at every stage of a project from planning through construction."

There are nine versions of the brochure that include department facts specific to each Mn/DOT district and Central Office. These are all available on iHUB at http://ihub.dot.state.mn.us/information/itt/ in PDF format and can be printed out for use at public meetings, open houses, the State Fair and other public venues. The brochure also is posted on Mn/DOT’s external Web site at http://www.dot.state.mn.us/roadconstruction/it_takes_time/.

For more information about the brochure and presentation, contact Donna Lindberg, Communications, at 651/297-8138.

Streamlining initiatives help speed up construction process

Mn/DOT uses many streamlining "tools" to help accelerate the program delivery process in response to the public who has said they want projects done faster.

Emphasis on public involvement, environmental reviews, land acquisition and other factors often add a substantial amount of time to a project, but are also important. Streamlining looks at ways to simplify or speed up these processes with particular emphasis on changing internal processes over which we have the most control.

"We are evaluating processes and business practices to ensure more timely delivery of construction projects while still meeting safety, quality and cost-effectiveness goals," said Dick Stehr, director, Engineering Services Division.

Streamlining initiatives in the pre-construction phase have helped decrease the time it takes to deliver a construction project. Methods such as design-build are used to save time by allowing contractors to design and build a project in overlapping stages such as with the ROC 52 project in Rochester. Mn/DOT expects to save several years on this project due to this new approach.

"Design-build is just one of approximately 82 areas we’ve identified where we can streamline our processes and make Mn/DOT work better," said Stehr. "With the help of our internal and external partners, we have implemented 59 of these initiatives whenever appropriate."

Other areas in which streamlining can be effective include:

  • Concurrent processes – right-of-way "footprint" approach, which begins lengthy right-of-way processes earlier and overlaps right-of-way with preliminary design (estimated time savings of three to12 months)

  • Technology advances – electronic bidding for construction projects to reduce errors, contractor travel, key punching (estimated savings of $60,000 annually)

  • Organizational changes – use of one project manager for the entire pre-construction process to improve project coordination and accountability

  • Consultant process improvements – use of T-contracts and, more recently, a pre-qualification process for consultants to speed up contracting processes

  • Environmental process improvements – use of the "Letter of Understanding" for early coordination with agencies to obtain written concurrence at various key stages of project development to avoid backtracking

  • Right-of-way process improvements – expanded use of consultants for certain functions to meet peak workloads

  • Design process improvements - reducing plan content requirements to reduce plan size (reduced a 1,000-page plan by 200 sheets for the Wakota Bridge plan set, shaving an expected three months off the project)

Del Gerdes, streamlining program manager, recently completed visits to each district and program support offices where he conducted evaluations, solicited ideas and recommendations and reviewed the success of implemented streamlining initiatives.

"We’ve received some great ideas and feedback from the offices and districts," Gerdes said. "Once these initiatives are implemented, I anticipate more great benefits in time savings, reduced cost and improved relationships with our internal and external partners."

By Daneeka Marshall-Oquendo

 

 


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 Summary of 2003 legislative session available on Web

A summary of laws enacted in 2003 that may affect transportation or state employees is now posted on Mn/DOT’s Web site.

The summary is divided into two sections—the first part lists new laws that affect Mn/DOT; the second describes each new law and shows the effective date.

Contact Diane Leuzinger at 651/297-2932 to obtain a copy of the actual law or to get further background information. The laws are also available online at www.leg.state.mn.us.

For general information about state and federal legislative activities, see Mn/DOT’s Government Relations Web site.


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