TRAFFIC ENGINEERING DIVISION

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1 VIRGINIA DEPARTMENT OF TRANSPORTATION TRAFFIC ENGINEERING DIVISION MEMORANDUM GENERAL SUBJECT: Radio Systems/Highway Signs SPECIFIC SUBJECT: Use of Radio Systems by VDOT & Localities: HAR and TIS Informational Signs DIRECTED TO: District Administrators SIGNATURE: J. L. Butner NUMBER: TE-265 DATE: August 8, 1997 SUPERSEDES: TE-210 It has become necessary to clarify the use of and signing for Highway Advisory Radio (HAR) and Traveler Information Station (TIS) radio systems. A general review of the subject and Traffic Engineering Memorandum Number TE-210 (superseded by this memorandum) revealed several discrepancies in previous policies and procedures related to the approval and use of these types of radio systems. HAR systems are defined as those systems that function as traffic control devices and are operated by VDOT or its authorized agent (contractor). These systems are usually installed either permanently or on mobile equipment within the right of way or on VDOT-owned property to provide additional guide or warning information for specific traffic control situations which may be temporary or long term. TIS radio systems are those operated by entities other than VDOT or an authorized agent of VDOT. Generally, the only involvement by VDOT with these types of facilities has been the approval of highway signs advising motorists that they may tune to the appropriate radio frequency to hear the message being broadcast. The key distinction between the two types of systems is that HAR generally provides traffic control information while TIS provides tourist/motorist services information. Although there is a distinct difference between HAR and TIS, there is a common interest in developing permanent broadcast systems for both purposes in many areas of the state. Rather than compete with the localities for radio frequency assignments, VDOT has recognized the benefit of establishing partnerships to operate "dual purpose" broadcast systems. Using this concept, VDOT provides a portion of the cost of installing and maintaining broadcast equipment for a locality desiring to operate a TIS. In return, VDOT is granted the right to pre-empt the locality's broadcast of tourist information when necessary for traffic control or safety. Normally, the locality will be the primary owner and operator of a system installed for this purpose. In such a partnership, any or all of the broadcast equipment may be located on property belonging to either the locality or VDOT, as necessary for effective service and as mutually acceptable to both parties in each case.

2 Although VDOT's actual use time of such a broadcast system "I probably amount to a relatively small percentage, the pre-emption rights granted to VDOT are a key element of the agreement. Because of this, VDOT's share of the total cost of the system should be negotiated based on the value of the pre-emption rights rather than potential use time. The circumstances in each case and any other relevant factors, such as location, maintenance responsibility, license ownership, ownership of the system, etc., should also be considered in the negotiations with the locality. An agreement between VDOT and Augusta County for a dual purpose system was executed on July 26, The attached copy of this agreement should be used as a model for similar joint ventures in other areas. Generally, these partnerships will be coordinated through the district traffic engineer's office. The Traffic Engineering Division has developed standard signs for informing motorists of HAR and TIS systems. These design standards are attached for your ready reference. Please note that there are several variations of the sign message to be used under different circumstances. A chart is included with the design standards to assist in determining the appropriate sign message in each case. The underlying purpose of the former HAR agreement used with TE-210 was to allow the placement of official highway signs advising motorists to tune to the specified broadcast, usually in conjunction with a TIS radio system operated by others. This is now covered in the Guidelines for the Installation of Supplemental Guide Signs on State Highways, which allow signs to be installed for these types of systems. All new or replacement signs for TIS radio systems shall be in accordance with the attached standards. Existing signs should be left in place as long as they are serviceable, but may be replaced sooner at the option of the district traffic engineer. The HAR agreement form that was furnished with TE-210 is now obsolete and its use should be discontinued. cc: Mr. David R. Gehr Mr. J. G. Browder, Jr. Mr. Claude D. Garver, Jr. Mr. P. R. Kolakowski Division Administrators Mr. K. W. Wester Resident Engineers District Traffic Engineers Mr. T. F. Chu Mr. S. D. Hanshaw Ms. Kathe Jefferson

3 ATTACHMENT - TE- 265 JOINT USE OF RADIO BROADCAST SYSTEM FOR TOURIST INFORMATION AND HIGHWAY ADVISORY RADIO COOPERATIVE AGREEMENT BETWEEN AUGUSTA COUNTY AND THE VIRGINIA DEPARTMENT OF TRANSPORTATION THIS AGREEMENT IS MADE AND ENTERED INTO by and between the Commonwealth of Virginia, Department of Transportation, hereinafter referred to as VDOT, whose office is in the City of 'Richmond, Virginia, acting by and through its duly authorized Commissioner, and Augusta County, hereinafter referred to as the County. WHEREAS, in the interest of public safety, comfort, and convenience, VDOT desires to provide the motoring public in the Augusta County area with pertinent and timely data concerning traffic conditions on 1-64 at Afton Mountain and on other major roadways, both in the immediate area and other parts of the Commonwealth; and WHEREAS, the County desires to provide a public service to the motoring public in the Augusta County area by providing information about tourism within the local area; and WHEREAS, it is the desire of both parties to provide the respective information to motorists via an AM radio broadcast system; NOW,, THEREFORE, in consideration of their mutual desires, the parties agree as follows: 1) The County agrees to procure all licenses and equipment necessary to operate the broadcast system as described in Appendix A, attached herewith and hereby made a part of this. Agreement, to provide the initial installation of all equipment, and to maintain such equipment in an operational condition at all times as described in Appendix A.

4 2 ) VDOT agrees to reimburse the County in the amount of $13,417.00, to be used toward the costs incurred by the County in purchasing and installing the equipment necessary for this radio broadcast system. VDOT agrees to reimburse the County for no more than 25 percent of the actual costs of maintenance and repair of the transmitting and communications equipment and hardware, and no more than 25 percent of the actual cost of electrical power and telephone line usage. Such reimbursement to the County from VDOT shall be in the form of an annual payment upon presentation of appropriate documentation of actual costs by the County. 3 ) The County may enter into supplemental agreements with other governmental entities located within the County for use of the broadcast facilities for purposes similar to those of the County. Any supplemental agreements the County may enter into with others shall not contradict in any way the provisions of this Agreement. 4 ) VDOT agrees to use the broadcast facilities only at those times when it is necessary to relay information that may affect the safe movement of traffic in the vicinity, or when it is necessary to provide information to motorists traveling through the vicinity that may affect their safe movement at locations in other parts of the state. 5) The County agrees to allow VDOT to immediately preempt any broadcasts in progress by the County or other users of the broadcast system in order to broadcast emergency traffic information. Such preemption may continue until, at the sole discretion of VDOT, the need for broadcast of emergency traffic information ceases to exist. 6 ) The County agrees to notify VDOT as soon as possible of any equipment malfunctions or other conditions that render the broadcast system inoperable, and to provide advance notice to VDOT of any scheduled shutdown of the equipment necessary for maintenance or other purposes as outlined in Appendix A. 7 ) VDOT agrees to install signs to inform motorists of the availability of tourist and traffic information along with the radio frequency of the broadcast at nine locations on 1-64 and 1-81 in advance of the transmitter locations listed in Appendix A. COMPLIANCE WITH LAWS AND-REGULATIONS. Both parties at all times shall observe and comply with all federal, state, and local laws, regulations, ordinances, orders, and decrees applicable to the operation of this type of broadcast facility. (2)

5 PERIOD OF AGREEMENT. This Agreement shall be in full force for a term of one (1) year'from the date of execution of this Agreement and shall renew automatically for successive terms of one (1) year until terminated by either party. TERMINATION OF AGREEMENT. This agreement may be terminated at the end of any term by either party providing the other party with written notice of their intent to terminate at least sixty (60) days prior to the end of that term. Upon termination of this agreement, the party initiating the termination shall relinquish its rights to any and all of the equipment, ownership of which shall be transferred to and/or retained by the other party. WITNESS WHEREOF, the parties to this agreement have hereunto set their hands as of the day and year written below. COMMONWEALTH OF VIRGINIA DEPARTMENT OF TRANSPORTATION WITNESS: DATE: (SAMPLE) COMMISSIONER AUGUSTA COUNTY WITNESS: DATE: (SAMPLE) (Signature) (Title) (3)

6 JOINT USE OF RADIO BROADCAST SYSTEM FOR TOURIST INFORMATION AND HIGHWAY ADVISORY RADIO COOPERATIVE AGREEMENT BETWEEN AUGUSTA COUNTY AND THE VIRGINIA DEPARTMENT OF TRANSPORTATION APPENDIX A I. NUMBER AND LOCATION OF TRANSMITTERS There shall be four transmitters installed under this Agreement on property to which VDOT and the County have reasonable access. Initially, these transmitters will be installed at the following locations: a) On the Blue Ridge Community College Campus, located on Route 11 near Weyers Cave. b) At the Museum of American Frontier Culture, located on Route 250 near the 1-64 interchange with I-81. C) At VDOT's Mint Spring Area Headquarters, located on Route 11 near the Greenville interchange with d) On the westbound on-ramp at-the Route 624 interchange with 1-64 west of Afton Mountain. II. MAINTENANCE The County shall be responsible for all maintenance of the transmitting and communications equipment and hardware. Maintenance of the transmitter shall be performed by a licensed radio technician employed by the County or, at the option of the County, a maintenance contract with a firm that is mutually acceptable to both parties may be entered into by the County. Upon notification of the need for repairs to any equipment that impacts the ability to broadcast messages, or the ability to activate or alter messages for broadcast, the person or persons responsible for maintenance shall respond (A-1)

7 to the site of the needed repairs immediately. In such cases, the response time by repair personnel shall not exceed two hours. VDOT reserves the right to review any maintenance contract and shall be provided a copy of such contract. The name and phone number of key personnel responsible for maintenance of equipment shall be furnished to VDOT. Under normal circumstances, VDOT shall report the need for maintenance to the County, but reserves the right to call the appropriate maintenance personnel directly after normal working hours or during emergency situations. No more than one transmitter shall be shut down for routine maintenance at any one time. Upon determination'that a shutdown period, either scheduled or unscheduled, for any transmitter is expected to last longer than six hours, the County shall notify VDOT immediately of this condition. (A-2)

8

9 HAR 1, 2 & 3 SHAPE COLOR Message and Border: Field: Horizontal Rectangle Black (Non-reflectorized) Yellow (Reflectorized) SIZE HAR-1 HAR-2 HAR-3 Horizontal: 258" 192" 114" Vertical: 108" 84" 48" MESSAGE Line 1 Capitals: 13.3" E(M) 10" E 6" E Line 2 Capitals: 10" E(M) 8" E 4" E Line 3 Capitals: 13.3" E(M) 10" E 6" E Line 4 Capitals: 13.3" E(M) 10" E 6" E BORDER WIDTH 2" 1.75" 1" CORNER RADIUS 12" 10" 3" Notes: Sign HAR- 1: Vertical spacing between the message and the border is 12". Vertical spacing between Line I & 2 is 10. I". Vertical spacing between all other lines is 10". Sign HAR-2. : Vertical spacing between the message and the border is 8.75". Vertical spacing between Line I and 2 is 9". Vertical spacing between all other lines is 8". Sign HAR-3: Vertical spacing between the message and the border is 5". Vertical spacing between Lines I & 2 and 3 & 4 is.5". Vertical spacing between Line 2 & 3 is 4". * When installed for use with construction projects, the colors shall be black (non-reflectorized) for the message and border and orange (reflectorized) for the field.

10 HAR-4, 5 &6 SHAPE COLOR Lines 1 thru 3 Message and Border: Field: Horizontal Rectangle White (Reflectorized) Blue (Reflectorized) Lines 4 thru 6 Message and border: Black (Non-reflectorized) Field: Yellow (Reflectorized) SIZE HAR-4 HAR-5 HAR-6 Horizontal: 210" 156" 102" Vertical: 150" 114" 60" MESSAGE Line 1 Capitals: 13.3" E(M) 10" E 6" E Line 2 Capitals: 10" E(M) 8" E 4" E Line 3 Capitals: 13.3" E(M) 10" E 6" E Line 4 Bar:: 2" 1.75" 1" Line 5 Capitals: 13.3" E(M) 10" E 6" E Line 6 Capitals: 13.3" E(M) 10" E 6" E BORDER WIDTH 2" 1.75" 1" CORNER RADIUS 12" 12" 4"

11 HAR-7 SHAPE Horizontal Rectangle COLOR Message and Border: Field: Black (Non-reflectorized) Yellow (Reflectorized) SIZE Horizontal; 60" Vertical: 48" MESSAGE Line 1 Capitals: 6" C Line 2 Capitals: 6" C Line 3 Capitals: 6" C Line 4 Capitals: 6" C BORDER WIDTH 7/8" CORNER RADIUS 3" Notes Vertical spacing between the message and the border is ". Vertical spacing between all lines is 4". * When utilized within the limits of a construction project, the colors may be black (nonreflectorized) for the message and border and orange (reflectorized) for the field.

12 HAR-8, 9 & 10 SHAPE COLOR Line 1 thru 3 Message and Border: Field: Horizontal Rectangle Black (Non-reflectorized) Yellow (Reflectorized) Line 4 thru 6 Message and Border: Black (Non-reflectorized) Field: Yellow (Reflectorized) SIZE HAR-8 HAR-9 HAR-10 Height 258" 192" 114" Width 150" 114" 60" MESSAGE Line 1 Capitals: 13.3" E(M) 10" E 6" E Line 2 Capitals: 4" E Line 3 Capitals: 13.3" E(M) 10" E 6" E Line 4 Bar: 1" Line 5 Capitals: 13.3" E(M) 10" E 6" E Line 6 Capitals: 13.3" E(M) 10" E 6" E BORDER WIDTH 2" 1.75" 1" CORNER RADIUS 12" 12" 4" Notes: Sign HAR-8: spacing between the message and the border is t2.7'. Vertical spacing between Lines I & 2, 2 & 3 and 5 & 6 is 10". Vertical spacing between Lines 3 & 4 and 4 & 5 is 12.7". Sign HAR-9: Vertical spacing between the message and the border is 9". Vertical spacing between Line I and 2 is 9". Vertical spacing between Lines 2 & 3 and 5 & 6 is 8". Vertical spacing between Lines 3 & 4 and 4 & 5 is 8.875'. Sign HAR-10: Vertical spacing between the message and the border is 4.25'. Vertical spacing between Lines I & 2, 2 & 3 and 5 & 6 is 4". Vertical spacing between Lines 3 & 4 and 4 & 5 is 4.25". * The name of the locality for which tourist information is being provided may be shown at the top of the sign. The same font and font size as used for Line I shall be utilized and the height of the sign shall be increased appropriately.

13 HAR-11 & 12 SHAPE COLOR Message and Border: Field: Horizontal Rectangle White (Reflectorized) Blue (Reflectorized) SIZE HAR-11 HAR-12 Horizontal: 126" 78" Vertical: 66" 36" MESSAGE Line 1 Capitals: 10" E 6" E Line 2 Capitals: 8" E 4" E Line 3 Capitals: 10" E 6" E BORDER WIDTH 1.75" 1" CORNER RADIUS 4" 3" Notes: Sign HAR-11: Vertical spacing between the message and the border is 8.75'. Vertical spacing between Line I & 2 is 9". Vertical spacing between Line 2 & 3 is 8". Sign HAR-12: Vertical spacing between the message and the border is 4.5'. Vertical spacing between Line I and 2 is 5". Vertical spacing between Line 2 & 3 is 4". * The name of the locality for which tourist information is being provided may be shown at the top of the sign. The same font and font size as used for Line I shall be utilized and the height of the sign shall be increased appropriately.

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