Jackie Sapp explains how early coordination, clear responsibilities, and railroad awareness can help public project teams plan work around grade crossings with safety in focus.
Summary
Unlike typical public infrastructure projects, grade crossing projects take place in an active railroad operating environment. To ensure safe and smooth delivery, rail safety planning must come into play during the early stages. Public project teams should approach railroad crossing projects by viewing safety as a shared responsibility, defining clear roles, and communicating with the railroad early on.
Spotlight on Safety: Grade Crossings
During See Tracks? Think Train Week, an international observance focused on grade crossing safety, and created by Operation Lifesaver, Inc., we’re sharing expertise from Jackie Sapp, a senior railroad and public infrastructure leader with more than 30 years of Class I railroad experience. As the National Director of Public Works & Public Projects at RailPros, she’s passionate about improving grade crossings for our communities and delivering projects safely.
“Grade crossing safety depends on both parties coordinating early and continuously,” Jackie tells us. “The safest projects are the ones where the road authority and railroad clearly define responsibilities, understand each other's constraints, and plan the work around both safe roadway movement and safe train operations.”
Why Grade Crossings Require Special Attention
Railroad crossing projects are distinct from typical public infrastructure projects because they occur in an active railroad operating environment. This brings additional considerations into projects, including strict safety requirements.
“Safety is a shared responsibility and intersects where the road meets the rail,” Jackie explains. She notes that the public agency, the railroad, the designers, and the contractors all have unique responsibilities when it comes to safety: “The highest risk usually occurs where those responsibilities overlap, which is why clear communication, defined roles, and agreed upon work procedures are critical before the construction begins.”
For Safety, Early Coordination Is Key
On these kinds of public projects, railroad coordination is an especially important step that stakeholders should perform early on. Jackie shares why: “When the railroad is brought in too late, the public agency team may discover that their operational or constructability constraints may require a redesign, additional approvals, or even schedule delays.”
Drawing on RailPros' approach to managing public projects, Jackie offers two key pieces of advice for those looking to ensure safe, smooth project delivery:
1. Don’t Assume
“Common risks occur when information is missing, misunderstood, or discovered too late in the planning process,” Jackie warns. For example, stakeholders shouldn’t assume that railroad reviews will follow typical agency timelines or that access to railroad right of way can occur without agreements. Project teams should work to include factors such as train operations into their construction phasing. They should seek an understanding of the lead times needed to obtain important rail materials, such as signal equipment.
2. Share Information Early
Instead of making assumptions, open communication channels early. “Effective communication should begin before design decisions are finalized and continue throughout construction,” Jackie said. “The best teams establish clear points of contact, confirm review timelines, and coordinate field changes quickly. They keep the railroad, public agency, designer, contractor, and other stakeholders aligned as the conditions change.”
Lesson from the Field
Jackie has witnessed the safety risks that can occur when there are information gaps between stakeholders. In one case, a contractor failed to recognize and follow safety protections before performing paving work near a highway rail grade crossing. As a result, a concrete truck was temporarily parked on active railroad tracks – an extremely dangerous situation. Jackie notes that this kind of circumstance is preventable, and that simple actions like talking through the scope of the job and asking more questions could have prevented the unsafe condition. She reminds us, “The most important thing for any public project team to remember is that work near a grade crossing should not begin until the proper approvals and safety protections are in place.”
Safety: A Shared Responsibility
When it comes to railroad crossing projects, each stakeholder has a role to play in ensuring safety. By sharing information early, communicating often, and taking ownership of project safety, public project teams can facilitate effective coordination, create understanding on all sides, and deliver work safely and successfully.
Looking for additional help with rail safety planning? At RailPros, our approach to public projects takes into account the needs of both the railroad and the public agency. Our team is experienced in fostering mutual understanding and balancing the needs of both parties, alleviating potential issues and helping leaders keep safety at the forefront. Contact our team to learn more.