The Department recognizes that a mutual understanding of respective duties and responsibilities will improve the efficiency of planning, designing, constructing and maintaining highway and rail transportation facilities in North Carolina. In the interest of improving communication, the Department hereby adopts the following policy regarding the construction and maintenance of at-grade crossings.

I. Existing At-Grade Crossings

A. Maintenance

1. Roadway Surface Crossing Railroad Tracks
When any State Highway system road, which crosses a railroad track, is being surfaced or resurfaced by the Department of Transportation, NCDOT will, if requested to do so by the railroad, pave the roadway surface through the crossing. The railroad shall provide and place at its own expense, the necessary crossing timbers or rail guards, if needed.

NCDOT will make every effort to ensure that pavement meets a level no higher than the head of the rail by milling or removing old pavement where possible.

2. Maintenance of Railroad Crossings
Whenever any State Highway System road shall cross or intersect any railroad, including an industrial siding, at the same level or grade, NCDOT and the railroad (or owner of the industrial siding) shall maintain the crossing in accordance with Flangeway & Asphalt Road Crossing diagram as shown below.

Flangeway & Asphalt Road Crossing

NCDOT and the Railroad will complete required crossing maintenance responsibilities within 30 days of notification. If completion is not practical within 30 days, an explanation and schedule for completion shall be provided by one party to the other.

3. Notice to NCDOT of Highway-Railroad Crossing Work Initiated by the Railroad
The Railroad will give the following notice to NCDOT's District Engineer of its plan to work on a highway/railroad crossing on or near a state highway:

a. A minimum of two weeks in advance for an individual crossing.
b. A minimum of 30 days in advance if an off-site detour is required.

The NCDOT District Engineer will make every effort to accommodate such closure requests. Maintenance of traffic may be required if no reasonable detours are available. Every effort will be made by the Railroad to avoid peak traffic periods under such conditions.

The NCDOT District Engineer should be notified as soon as possible in emergency situations. In emergencies, such as broken rail in crossing, NCDOT will make every effort to respond promptly.

The NCDOT District Engineer will assist with providing signs and other traffic control devices as available.

4. Temporary Crossing Closure Initiated by NCDOT
NCDOT will give the Railroad a minimum of two weeks advance notice when it plans road work that might affect railroad operations, such as resurfacing across track or other alterations to a road crossing. In emergency situations, the Railroad will be notified as soon as possible.

5. Maintenance Costs of Grade Crossing Signals
Maintenance cost of grade crossing signals is governed by N.C.G.S. 136-20(h), which requires NCDOT to pay for 50% of the maintenance cost of railroad grade crossing signals. NCDOT currently pays 50% of the maintenance costs based on amounts established as follows:

Annual Maintenance Cost Exclusive of Installation (updated July 1, 2000)

Class	Description of Signal	Cost
I	Flashing Signals - One Track	$1,512.00
II	Flashing Signals - Multiple Tracks	$2,000.00
III	Flashing Signals & Gate - One Track	$2,280.00
IV	Flashing Signals & Gate - Multiple Tracks	$2,864.00
V	Preemption of Traffic Lights	$ 904.00

The Railroad is responsible for conducting a maintenance cost study when requested by NCDOT. The Railroad and NCDOT will agree upon the scope of the study. This cost study will be subject to audit/review by NCDOT for determining the need for adjustment of rates for each class. The above rates were effective on July 1, 1994. Beginning July 1, 1999 and every five years thereafter, the rates by category shall be considered for adjustment based on the lower of either 1) documented costs or 2) the USDOT's Surface Transportation Board's (STB) Underlying Index. The five-year measurement period shall start on January 1 and continue through December 31 of the year prior to the July 1 adjustment date. Adjusted rates will apply to all railroads in the state.

B. Reconstruction of Existing Railroad Crossing

1. Construction by Railroad
The Railroad shall complete crossing work other than maintenance (including widening of an existing crossing or construction of a new crossing), within 6 months after execution of an agreement by both parties and after notification by NCDOT that the crossing site is available, which ever occurs later.

2. Track Elevation Adjustments for Roadway Alignments
When the grade of any road, street or highway requires a change in the elevation of the railroad's tracks or facilities, the Department of Transportation will pay for the necessary change in the railroad facilities which may be required to meet the grade of the finished road surface. (This does not include routine roadway resurfacing.)

3. Annual Communication of Project Schedules and Issues
NCDOT will meet with the Railroad annually to discuss upcoming project schedules, Railroad annual production programs, and issues that may involve the resurfacing of crossings.

II. New At-Grade Crossings

Any project programmed in the Transportation Improvement Program which may result in creating new at-grade crossings shall be discussed with the Railroad in the early planning process. For potential new crossings being initiated by NCDOT, the Division of Highways will coordinate with the Rail Division and the Railroad as necessary. During the planning process of a project, all potential at-grade crossings will be reviewed and the other party will be contacted. It will be the responsibility of the Rail Division Director to communicate with the Railroad, to gather data on the number of trains per day, and to make recommendations to the Division of Highways relative to the potential crossing. The Railroad will be notified of the final decision regarding location of new grade crossings. The Board of Transportation shall have final authority over all new at-grade crossings. A coordinating committee consisting of representatives from NCDOT and the Railroad will meet when necessary to discuss upcoming projects that impact the Railroad and highway systems. Considering that all public at-grade crossings are eligible for signalization under existing Federal-Aid crossing safety improvement programs administered by NCDOT, the Railroad will notify NCDOT of any potential new public at-grade crossings that may be initiated by local governments.

III. Permanent Closure of at-Grade Crossings

NCDOT recognizes and strongly supports national efforts to eliminate redundant and/or unsafe at-grade crossings and will review crossings that the Railroad may identify for closure. It is further agreed that when possible, the Railroad and NCDOT will jointly petition municipalities for closure of municipal system crossings and both parties will participate where possible in providing the necessary incentives or closure mitigation projects. Closure of state-maintained crossings will follow the State Maintained Road/Railroad Crossing Closure Procedures set forth by the Board of Transportation in October 1995. The Railroad will make every effort to coordinate with the specified Highway Division or District Engineers when removal and closure of a crossing is directed by NCDOT, as per the procedures below.

Removal of Road Crossings
As per our State Maintained Road/Railroad Crossing Closure Procedures, the railroad is responsible for the removal of the crossing and the posting of the proper barricades. To clarify, the following actions should be taken by the railroad to remove closed crossing surfaces:
•	Remove asphalt and dispose of timbers and materials in the area of the crossing as specified by the local NCDOT Division or District Engineer. NCDOT will coordinate with the railroad to haul and dispose of asphalt on State-system roads. If this is a city or town system crossing, please notify the appropriate city or town manager or engineering/public works department.
•	Properly and securely post permanent Type III barricades or 18-inch red diamond signs in accordance with the Manual on Uniform Traffic Control Devices.*
•	Remove tile and continue any drainage ditches that exist parallel to the railroad. These areas should be graded and seeded to prevent erosion of the adjacent roadway and/or track bed.
•	Remove all related whistle posts, crossbucks or coordinate the removal and possible storage/reuse of crossing signals with NCDOT's Rail Division (Drew Thomas (919) 733-5564) where applicable.
*The railroad may reimburse NCDOT a lump sum cost for barricading and landscaping.

IV. Roadway/Railroad Grade Separations

A. New Construction
If NCDOT, in its discretion, determines that a grade separation is desirable, then NCDOT will utilize the index warrants outlined below to determine its feasibility. This warrant is to be used only as a general guide to establish the desirable condition for railroad separations. The exposure index is the product of the number of trains and highway traffic at the end of the design period. Unless there is specific information to the contrary, the number of trains at the end of the design period shall be assumed to be the same as the present. The current exposure index warrants, as defined by guidelines established by the Board of Transportation on December 5, 1994, are as follows: Separations should be constructed in rural areas with an index of 15,000 or more and in urban areas with an index of 30,000 or more. Where two alignments are under consideration and one would make separation feasible, separation will be considered as one factor favoring adoption of such alignment. Topography, right-of-way costs, or other features of the physical situation may make separation difficult or excessively expensive even though the index is above the warrant figure. The index warrant is a guideline only, and it is intended that such conditions be taken into consideration. The final decision to provide a grade separation rests with the Secretary of Transportation.

B. Structural Maintenance
Pursuant to N.C.G.S. 136-20(h), NCDOT shall pay the cost of maintenance of all highway overpass structures and the Railroad shall pay the cost of maintenance of the load bearing railroad structure over a highway unless otherwise agreed upon. Such responsibility does not include drainage or road surface maintenance. Further, the NCDOT will be responsible for the maintenance of clearance signs at all underpasses.

V. Railroad Signalization

A. Design and Installation of Railroad Signals
When NCDOT has determined that a public crossing is dangerous to public safety and such dangerous condition can be minimized by the installation of gates, signals, or other safety devices, the Railroad will, within four months after entering into an agreement with NCDOT, prepare and submit signalization plans to NCDOT for approval. NCDOT will, within one month of receipt of the Railroad's plans for crossings on state-maintained road or final approval of estimated cost by the municipal government for crossings on locally-maintained roads, approve the Railroad's plans and authorize construction of the improvement, provided NCDOT does not revise the plans. The Railroad will, within six months after notification of approval of plans by NCDOT, complete the installation of gates, signals or other safety devices according to the approved plans. Exceptions may include projects that are delayed due to roadway conflicts, utility relocation or right of way acquisition.

B. Upgrading Railroad Crossing Signalization
NCDOT will pay for any rail upgrades within the signal island circuit adjustments as part of any signalization project, when said upgrade is deemed as a necessary and eligible part of the project by the Federal Highway Administration.

Click here for a map and listing of NCDOT Division and District engineers.

Click here for a PDF listing of CSX Transportation North Carolina engineering staff.

Click here for a PDF listing of Norfolk Southern Engineering and Track Maintenance contacts in North Carolina.

Click here for a PDF listing of Norfolk Southern Signal and Communications contacts in North Carolina.

Contact: Paul Worley

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