exhibit 1 - ohiowatchdog.ohio.gov/portals/0/pdf/exhibits/13_077/exhibits1x17.pdf · exhibit 1. page...

Approved:

Director

Policy: 18-011 (P) Effective Date: 5/1/201 q Responsible Division: Finance & Forecasting Supersedes Policy: 210-001 (P) Dated: July 1, 1998

OHIO DEPARTMENT OF TRANSPORTATION INVENTORY POLICY

POLICY STATEMENT:

It is ODOT's policy to maintain inventories at the lowest possible level without impeding the efficient operations of ODOT functions. All employees are involved in inventory management to the extent they must remember that ODOT property is public property entrusted td! the department for legitimate and prudent use. Property is to be purchased and used in the most efficient and economical ways possible. Employees involved in inventory transactions must adhere to inventory procedures and guidelines. Employees must complete inventory forms and systematic computer entries accurately and thoroughly.

This policy pertains to the receipt, tracking and disposal dfall'"ODOT ~owned property and material classified as Consumable Inventory, Personal Property, Real Property (non-i infrastructure assets) and Fleet Equipment.

It is ODOT's policy to ensure inventory duties are properly segregated to prohibit the same employee who authorized a purchase of property or material from verifying delivery of the product and adding it to inventory.

AUTHORITY:

Ohio Revised Code (0. R. C.) section 125.13 "Disposal of Excess and Surplus Supplies".

OR. C. section 125.16 "Inventory Records of State Tangible Personal Property and Real

Property".

OR. C. section 5513. 04 "Disposition of Property Unfit For Use or Not Needed By The

Department".

O.R.C. section 2913.02 "Theft".

Exhibit 1 of 11

Policy No. 18-011 (P) Effective Date: 5/1 /201 O of11

Federal Common Rule Authority - 49 Code of Federal Regulations section 18.32 "Disposal of Titled Equipment Purchased with Federal Funds".

State of Ohio Office of Information Technology Policy ITP".'E.l "Disposal, Servicing and Transfer of IT Equipment".

REFERENCES:

State of Ohio Office of Budget Management (OBM) "Financial and Reporting Policies for Capital Assets Other Than Highway and Bridge - Related Infrastructure".

State of Ohio Department of Administrative Services (DAS), General Services Division (GSD) "State of Ohio Property Asset Management Policies and Procedures".

DAS- General Services Division's Sensitive Item Listing.

ODOT Office of Equipment Management Procedures for the Equipment Management System (EMS).

ODOT Personal Property and Consumable Stock Online Auction Procedures.

ODOT Department of Information Technology (DoIT): Asset Management Procedures; Electronic Personal Information Security Breach Notification Standard Procedure.

ODOT Real Estate Policies and Procedures Manual, Section 7000 Series: Property Management Activities.

SCOPE:

This policy applies to all Consumable Inventory, Personal Property, Real Property (noninfrastructure assets) and Fleet Equipment property and material owned by ODOT. Primary responsibility for adherence rests with Districts, Divisions, and Offices of ODOT. Day-to-day responsibility for adherence to this policy rests with the Property Manager. The policies also apply to any grantees who acquire equipment, vehicles, furniture or materials through Federal grants from ODOT.

The items set forth in this policy are minimum requirements. Nothing in this document prohibits additional requirements being imposed should the Deputy Director deem it necessary.

Exhibit 1Page 2 of 11

Policy No. 18-011(P) Effective Date: 5/1/2010 of11

TRAINING:

Training for this policy will be conducted on an as-needed basis.

FISCAL IMPACT:

ODOT's financial investment in its inventory is substantial. Over the past four fiscal years (2006-2009) ODOT has reported the following inventory value averages for each category:

Consumable Inventory -Personal Property -Real Property--Fleet Equipment--

$ 34 Million $ 71 Million $ 383 Million $ 301 Million

Adherence to this policy will improve asset tracking and accountability, as well as aid in reducing the funds used to make unnecessary purchases.

PROTOCOLS:

I. Property found on the highway must be secured and retained by the location for 60 calendar days and a reasonable attempt at locating the owner must be atteµipted; if after 60 days the property has not been legitimately claimed then ODOT becomes the owner, and the property must either be entered into inventory or disposed of in accordance with ODOT policies and procedures.

II. Cash found on the highway must be secured and retained,by the location for 60 calendar days and a reasonable attempt at locating the owner must be attempted; if after 60 days the property has not been legitimately claimed then the location must contact Central Office of Accounting to deposit the funds into the General Revenue Fund.

III. When illegal activity and/or wrongdoing by a state employee is suspected, the Department must adhere to the Office of Governor's Procedures/or Notification of Employee Wrongdoing and/or Suspected Illegal Activity.

IV. When theft of an ODOT-owned asset is suspected, the Ohio State Highway Patrol must be notified.

A. Additionally, when theft is suspected, the ODOT Office of Investigative Services must be c011tacted.


Policy No. 18-011 (P) Effective Date: 5/1/2010 of11

V. Consumable Inventory

A. Consumable Inventory is property that will be depleted or expended through the task of making or maintaining vehicles, facilities, ro':lds or bridges.

1. All· materials that have been purchased for use in operations, regardless of cost, must be received and tracked via the Equipment Management System (EMS).

2. All materials must be recorded using an ODOT State Stock Number.

3. Labor services and rental for Fleet Equipment using non-ODOT personnel must be recorded via EMS.

4. All stock items must be charged out of EMS in accordance with Office of Equipment Management Procedures at the time of usage unless it is an Overhead Item.

5. Overhead Items are those for which the life or value is not consumed by one specific repair or activity.

B. Each District and Central Office location must perform an annual inventory certification deeming their EMS inventory listing as accurate.

C. Each location with an EMS inventory must perform a monthly spot check of a minimum 10% of their inventory. ·

D. Modes of Disposal for surplus Consumable Inventory.

1. Property unfit for use or not needed by the Department should be sold or transferred to other state agencies or political subdivisions. In the event property unfit or no longer needed is not sold or transferred to a political subdivision, it should be sold via on-line auction-"-ODOT employees and their immediate family members are prohibited from participating in ODOT on-line auctions. Once these means of disposal have been exhausted, the asset can be forwarded to the·Department of Administrative services (DAS) State Surplus-ODOT employees are permitted to bid on property contained in the DAS State Surplus auctions.

2. Interdepartmental Transfer-Any surplus materials may be transferred to another District or Division of ODOT.

3. Exchange I Trade-In~hould a vendor offer an exchange or trade-in allowance for the surplus material(s) and the allowance presents a cost


Policy No. 18-011 (P) Effective Date: 5/1 /201 o of11

benefit to the Department, the District I Division is encouraged to pursue this disposal method

4. Intrastate Sale-.Jfno other District or Division of ODOT expresses a need for the material, ODOT shall offer the item for sale to other State of Ohio Agencies.

5. Sale to Political Subdivisions (municipalities)-Should no other State of Ohio agency purchase the material, then the item must be offered for sale to· other political subdivisions.

6. Public Sale-Should no other State Agency or Political Subdivision purchase the material, it is then offered to the general public via an auction.

7. DAS State Surplus-Should the previous modes prove unsuccessful or ·impractical, Districts or Divisions may forward surplus assets to DAS State Surplus for disposal.

8. On -Site Destruction-Failing all other modes, the material must be rendered useless, destroyed and placed in aproper rubbish.receptacle.

9. Once the item is removed, either by a buyer or by destruction, the asset must be removed from the appropriate inventory system.

E. District Finance Offices must perform unannounced Quarterly Spot Checks of all EMS inventory locations-the District must ensure that all locations are checked in this manner each Fiscal Year.

VI. Personal Property

A. Personal Property are items captured in the Fixed Assets Reporting System (FARS) and are items that will not be depleted by use in creating or maintaining other assets~ Instead of depleting, Personal Property items are replaced when they become broken, worn or outmoded.

1. Items with a value greater than $100 at the time of acquisition must be entered into FARS-with the following exceptions:

a. Software costing $100,000 or more is required to be entered into FARS.

b. All items on the Department of Administrative Services - General Service Division's Sensitivity Listing are required to entered into FARS regardless of acquisition cost.



c. Office Furniture costing less than $1,000 is not required to be entered into FARS.

d. Assets with associated component parts (e.g. network servers) in which the component parts cannot function independently of the primary asset must be entered into FARS as one asset with an acquisition cost equal to the sum of the cost of the primary asset and the costs of all component parts.

e. Lease equipment where the lease agreement does not require transfer of ownership to ODOT is not required to be entered into FARS.

2. All property entered into FARS must be assigned a unique asset number which is designated by the asset tag and must be affixed with the asset tag or the asset number may be affixed utilizing an approved alternate method .

. 3. All additions into FARS must be completed within 14 calendar days (including weekends and holidays) of physical receipt of the item with accurate information at the time of the addition (furthermore, these fields must be maintained through the life of the asset).

4. All transfers performed in FARS must be completed, including proper approval, within 14 calendar days (including weekends and holidays) of the physical move of the item. ·

5. All removals performed in FARS must be completed, including appropriate approval, within 14 calendar days (including weekends and holidays) of the physical removal of the item-the proper Removal Code must be used.

B. Modes of Disposal for surplus Personal Property.

1. Property unfit for use or not needed by the Department should be sold or transferred to other state agencies or political subdivisions. In the event property unfit or no longer needed is not sold or transferred to a political subdivision, it should be sold via on-line auction-ODOT employees and their immediate family members are prohibited from participating in 0 DOT on-line auctions. Once these means of disposal have been exhausted, the asset can be forwarded to the Department of Administrative Services (DAS) State Surplus-ODOT employees are permitted to bid on property contained in the DAS State Surplus auctions.

2. Interdepartmental Transfer-Any surplus asset may be transferred to another District or Division of ODOT



3. Exchange I Trade-In-Should a vendor offer an exchange or trade-in allowance for the surplus asset(s) and the allowance presents a cost benefit to the Department,· the District! Division is encouraged to pursue this disposal method··

4. Intrastate Sale-1f no other District or Division ofODOT expresses a need for the asset, ODOT shall offer the item/or sale to other State of Ohio Agencies.

5. Sale to Political Subdivisions (municipalities)-Should no other State of Ohio agency purchase the asset, then the item must be offered for sale to other political subdivisions.

· 6. Public Sale-Should no State Agency or Political Subdivision purchase the asset, it is then offered to the general public via an auction.

, 7. DASState Surplus-Should the previous modes prove unsuccessful or ·impractical, Districts or Divisions may forward surplus assets to DAS State Surplus for disposal.

8. On-Site Destruction-Failing all other modes, the material must be rendered useless, destroyed and placed in a proper rubbish receptacle.

9. Disposal of surplus Information Technology Equipment.

a. Special Consideration is given to IT assets due to the sensitive:data · contained upon these it,ems and the risk associated with that data.

b. In all instances, the ODOT Division of Information Technology (DoIT) must be contacted for guidance regarding the disposal of Information Technology Equipment.

10. Disposal of surplus Cellular Technology Equipment.

a. Special Consideration is given to cellular assets due _to the sensitive data (ODOT phone numbers) contained upon these items and the risk associated with that data.

b. All cellular assets are to be deposited into the Information Technology . disposal box.

11. Once the item is removed, either by a buyer or by destruction, the µ.sset must be removed from the appropriate inventory system.


Policy No. 18-011(P) Effective Date: 5/1/201 O of11

C. Each District and Central Office location must perform an annualphysical inventory deeming their system generated Personal Property inventory as accurate.

VII. Real Property

A. Real Property in this policy refers to non-infrastructure assets.

1. Land and Land Improvements.

a. Land is a parcel of property owned by ODOT or an easement upon which ODOT erects, affixes or buries an asset.

b. Land Improvements are improvements not attached to, mounted on or in a building-such as storage tanks, fencing and waterline extensions.

2. Building and Building Improvements.

a. Buildings are permanent structures with a foundation, a roof and enclosed at least partially with walls.

b. Building Improvements are improvements or renovations made to a structure-such as HV AC upgrades, new roofing or interior construction.

3. All Land regardless of acquisjtion cost or donated value must be entered into FARS.

4. Land Improvements with an acquisition cost or donated value of more than $15,000 must be entered into FARS.

5. All above ground and underground storage tanks must be entered and tracked via FARS regardless of cost.

a. Tanks that compose a part of an overall system (e.g. brine systems) are not required to be tracked in FARS as a separate asset, but the costs and capacities of all components must be summed and entered into the appropriate fields under the overall system's asset number.

6. All buildings regardless of acquisition cost or donated value must be entered into FARS.

7. Building Improvements with an acquisition cost or donated value of more than $100,000 must be .entered into FARS.


Policy No. 18-011{P) Effective Date: 5/1/2010 of11

'- 8. All Real Property in FARS mustbeassigned a 12 character inventory number utilizing a predetermined formula and must have a sign containing the asset number affixed to it. ·

9. All Land and Building inventory transaction requests are perform~d by Central Office Cost Accounting based upon a District I Division submitting the Form CL 177 "Land and.Building Inventory Control Sheet".

10. All Land Improvement and Building Improvement transaction requests are generated at the behest of Central Office Cost Accounting who monitors the projects in the Appropriation Accounting (AA) System.

11. Construction in Progress (CIP)-all expenditures for projects resulting in · . capitalized real property assets must be entered, tracked and reclassified

upon completion.

a. ODOT utilizes a module within the AA system to enter and monitor expenditures for capitalized Real Property.

b. Central Office Accounting is responsible for entering projects into CIP as well as for ensuring the information is accurate and appropriate.

c. The Districts I Divisions are responsible for the accuracy of their requisitions and for the appropriateness of utilizing 4MA7 (Land & Building capital) funds for the project.

B. Disposal of surplus Real Property.

1. Prior to beginning any disposal process or entering into discussions with potential bidders or purchasers, the District Real Estate Administrator I Engineer (DREA) must be contacted.

2. Once the District or Division determines a property to be excess and is eligible for disposal, a Real Estate Purchase and I or Disposal Form from the Division of Facilities & Equipment Management must be comple~ed. The form must then be forwarded to the Division of Facilities & Equi~ment Management Deputy Director for review and consideration. No action may be taken until the Deputy Director for the Division of Facilities &Equipment Management provides written approval for the disposal.

3. The Director ofODOT has the discretion to sell or transfer surplus structures to other State Agencies, Counties, Municipal Corpprations, School District or other Political Subdivisions of the State without advertising/or bids and upon mutually agreed upon terms.


Policy No. 18-011(P) Effective Date: 5/1/2010 of11

4. The Director of ODOT may transfer surplus structures to a nonprofit corporation once provided a copy 'of the contract between the nonprofit corporation and a County, Municipal Corporation or other Political Subdivision of the State to which the structure is being moved

C. Each District and Central Office must perform a biennium physical inventory and certification of its Real Property assets-these certifications are conducted in odd-numbered fiscal years.

VIII. Fleet Equipment

A. Fleet Equipment is ODOT owned motorized and non-motorized equipment primarily used to provide function and support to highway maintenance and construction operations. This includes licensed and unlicensed equipment. Additionally, equipment attachments are included in this inventory category. All Fleet Equipment is tracked in the Equipment Management System (EMS) from the time it is received until the item is disposed.

B. All purchased Fleet Equipment, regardless of cost, must be 'received into EMS at the actual purchase price.

C. Donated Fleet Equipment shall be received into EMS at the fair market value (FMV).

D. Rental I Leased equipment (not ODOT owned equipment} is not received into EMS; however, any consumable inventory (e.g. fuel, stock material) and labor used to service the equipment must be recorded accurately in EMS.

E. Upon receipt into EMS, all Fleet Equipment is assigned a seven digit asset number, model code and equipment type.

F. The equipment asset number must be clearly displayed on the piece of Fleet Equipment, and all standards for proper vehicle marking as well as identification must be met.

G. Once Fleet Equipment is received into EMS, it is the responsibility of the District to assure all equipment usage (fuel, work orders, transfers, labor and disposal) is recorded accurately.

H. Disposal of surplus Fleet Equipment.

1. Once a District or Division determines an asset is no longer useful to the Department, it becomes surplus inventory. This determination shall be made by the District Equipment Committee, with the final determination being made by Central Office of Equipment Management (OEM).


Policy No. 18-011 {P) Effective Date: 5/1/2010 of11

2. Interdepartmental Transfers-:-ODOT shall transfer excess equipment to otherDistrictswithin the Department as needed.

3. Intrastate Sale-ODOT shall offer the item(s) for sale to other State of Ohio Agencies.

4. Disposal bv Salvage-If the equipment has a higher scrap value than resale value or the parts I components of the equipment can be better used for the repair or maintenance of like equipment this procedure can be considered.

· 5. Sale to Political Subdivisions (municipalities)- Should the previous modes prove unsuccessful or be deemed cost prohibitive, then the item must be offered for sale to other political subdivisions via.the online auction.

6. Public Sale-Should no other State Agency or Political Subdivisio:n purchase the material, it is then offered to the general public via an online auction-0 DOT employees and their immediate family members are prohibited from

·participating in the ODOT online auction. '

7. Disposed by Trade-In-When it is found to be economical for ODOTto tradeinjleet equipment for a newer, updated like piece of equipment the. trade-in must be disposed in the Equipment Management System (EMS) at the time of the trade-in.

8. Once the item is removed, either by a buyer or by destruction; the asset must be removed from the appropriate inventory system.

I. Each District and Central Office location must perform an annual physical inventory deeming their EMS Fleet Equipment Listing as accurate.


Approved:

· Julie Ray Deputy ector, Division of Finance & Forecasting

Standard Procedure No.: 210-007(SP) Effective Date: May 17, 2011 Responsible Division: Finance & Forecasting

OHIO DEPARTMENT OF TRANSPORTATION CONSUMABLE INVENTORY PROCEDURE

PROCEDURAL STATEMENT:

It is ODOT's policy to maintain inventories at the lowest possible level without impeding the efficient operations of ODOT functions. All employees are involved in inventory management to the extent that they must remember that ODOT property is public property that has been entrusted to the department for legitimate and prudent use. Property is to be purchased and used

in the most efficient and economical ways possible consistent with established purchasing policies and procedures. Districts and Central Office should strive to keep their inventories

. stocked to be able to supply the right item at the time it is needed, but not overstocked with

rarely used or obsolete items. Employees involved in inventory transactions should adhere to inventory procedures and complete inventory fonns and Equipment Management System (EMS) computer entries accurately and thoroughly.

This procedure pertains to the receipt, tracking and disposal of all ODOT-owned Consumable Inventory. Consumable Inventory is defined as property that will be depleted or used up (auto parts, facility parts, traffic pa11s, etc.) and are used to make or maintain something else (such as mate1ials used on roads and bridges).

It is ODOT's policy to ensure inventory duties are properly segregated to prohibit the same employee who authorized a purchase of property or material from verifying delivery of the product and adding it to inventory.

AUTHORITY:

Ohio Revised Code (O.R. C.) section 125.13 .. Disposal of Excess and Swplus Supplies".

O.R.C. section 5513.04 "'Disposition of Property Unfit For Use or Not Needed By The Department".

O.R.C. section 2913.02 "Theft".


Standard Procedure No. 210-007(SP) Effective Date:

Federal Common Rule Authority - 49 Code of Federal Regulations section 18.32 "Eq11ip111e11t".

REFERENCES:

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State of Ohio Office of Budget Management (OBM) "Fi11a11cial and Reporti11g Policies for Capital Assets Other Than Highway a11d Bridge - Related /11frastr11ct11re".

State of Ohio Department of Administrative Services (DAS), General Services Division (GSD) "State of Ollio Property Asset Ma11age111e11t Policies a11d Procedures".

ODOT Office of Equipment Management Procedures for the Equipment Management System (EMS).

ODOT Personal Property and Consumable Stock Online Auction Procedures.

SCOPE:

This procedure applies to all Consumable Inventory owned by ODOT. Primary responsibility for adherence rests with Districts, Divisions, and Offices of ODOT. Day-to-day responsibility for adherence to this procedure rests with the Property Manager (as determined by the District/Division Deputy Director). The procedure also applies to any grantees who acquire materials through Federal grants from ODOT.

The items set forth in this procedure are minimum requirements. Nothing in this document prohibits additional requirements being imposed should the Deputy Director deem it necessary.

TRAINING:

Training for this procedure will be conducted on an as-needed basis.

FISCAL ANALYSIS:

ODOT's financial investment in its inventory is substantial. Over the past four fiscal years (2006-2009) ODOT has reported an average inventory value of$34 million dollars for Consumable Inventory. Adherence to this procedure will improve asset tracking and accountability, as well as aid in reducing the funds used to make unnecessary purchases.


PROCEDURES:

Standard Procedure No. 210-00?(SP) Effective Date:

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I. General Information

A. Consumable Inventory is property that will be depleted or used up (auto parts, facility parts, traffic parts, etc.) and are used to make· or maintain something else (such as materials used on roads and bridges).

B. While office supplies, utilities and non-Fleet Equipment services are not required to be entered and tracked via EMS, a District I Division choosing to receive, track and charge office supplies, utilities or services in EMS must adhere to these guidelines.

C. Consumable Inventory Types

I . Construction and maintenance materials are used by ODOT's maintenance forces in the building and maintaining of roads and bridges. They fall into two general categories:

a. Materials stored by bulk or by weight - these are aggregates, road salt, and other loose substances that·are stockpiled at ODOT district headquarters, county garages and outpost yards that use them.

b. Materials stored by the piece or by size - these include steel, lumber, pipe, and related items. Typically, these materials are purchased by and stocked at the county garages that use them.

2. Fuels and lubticants include gasoline, diesel fuel, motor oil, antifreeze, grease, and so forth . These products are stocked and inventoried at ODOT district headquarters, county garages and outpost yards.

3. Traffic parts for repair of signals/signs, Facilities parts for the repair of buildings, and Equipment parts for the repair of vehicles, are also stocked and inventoried at district headquarters, county garages and outpost yards.

II. Inventory Entry Procedures

A. To ensure ODOT's consumable inventories are adequately tracked and cutTent values reported, each District and Central Office shall utilize the EMS Inventory tracking system to maintain a perpetual inventory. All materials and supplies that have been purchased for use in operations, regardless of cost, must be recorded in EMS (received into the system).


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1. All parts, supplies and materials must be received into inventory with a dollar value based on the following classifications:

a. Purchased material: recorded at full purclrase price;

b. Surplus I Salvage material: recorded at I 0% of estimated market value;

(I .)Must be entered into the system using a Salvage Stock Number;

(2.)Please Note: Surplus I Salvage material of no use to the Department may still be received into EMS and then disposed of via ODOT's online auction-in this way, ODOT realizes fiscal proceeds from property of no use to the Department.

c. Donated material: recorded at I 0% of estimated market value

2. All consumable materials must be recorded using an ODOT statewide stock number.

a. The stock number must be clearly marked on the item or bin.

b. Bin locations must be clearly and accurately marked.

c. A primary bin location must be identified in EMS for each stock item.

(1.) Unless an area is in stock number order, Bin Locations must be specific designations descriptive enough to allow a person unfamiliar with the area to locate the material. For example, if all stock in a maintenance yard is given a Primary Bin of'·LOT", a Secondary Bin must be added further quantifying where in the lot the material resides (e.g. Southeast Comer).

(2.) Ideally, an area should be organized so each stock item is divided into a unique bin and this bin would be properly entered into EMS.

d. If the same item is stocked in two different areas within the same garage location, a Secondary Bin must be identified in EMS.

e. Specialty items which will be purchased and kept in inventory less than I 0 working days (60 days for Traffic items excluding System Sign Replacement) may be recorded using a Non-Stock In I Out number which ends in 9999 (OEM Procedure PMP-5025 "Determination Criteria For The Use qf'/n I Out Non/Stock '9999' Numbers").



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3. All non-ODOT labor services and rentals associated with Fleet Equipment should be recorded and charged out ihe same day or in accordance with the timing in the agreement by which the services were obtained.

a. These services and rentals must be recorded using a 9992 stock number.

b. For work ODOT forces perform 'upon rental equipment, a 999.!! stock number must be used.

c. Please note: These guidelines apply should a District I Division choose to receive, track and charge non-Fleet Equipment services I rentals.

4. Consignment parts I material are vendor-owned property stored at an ODOT location and purchased by the Department upon usage.

a. All consignment parts I material must be physically located in a proper bin and affixed with its corresponding EMS stock number.

b. Any consignment part I material used by ODOT forces must be received into EMS and charged out in accordance with EMS procedures.

c. Consignment inventory must be reconciled with vendor invoices to ensure proper charges are made to ODOT.

d. Should a location choose to receive and track consignment property prior to usage, it must be flagged in EMS with a "C" in the Excess/Obsolete field.

(I.) Items designated as consignment are automatically excluded from the turnover ratio calculation.

5. Materials purchased under a IOIG or related contract (where ODOT forces are participatory in the project) must be recorded to the appropriate stock number

a. The labor and I or rental portion of the contract must be recorded separately from the material portion using a service or rental stock number.


III.Overhead Procedures

Standard Procedure No. 210·007(SP) Effective Date:

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A. All items must be charged out as they are used unless they meet the criteria for being an overhead item (please refer to the appropriate business area procedures for inventory usage processes).

B. Overhead includes items for which the life or value· is not consumed by one specific repair or activity.

I. Types of Overhead

a. Garage: This overhead type can be used for all garage-related, non-repair items that meet overhead criteria. For example:

(I.) Brake Fluid

(2.) Sandpaper

(3.)Floor Dry

b. Miscellaneous: This overhead type can be used for all other (traffic, maintenance or facilities).items not related to a project or to the garage. These items generally benefit the entire operation, such as:

(I.) Safety Items

(2.)Soap

(3.)Bug Spray

2. Overhead Criteria

a. The following thresholds have been developed to detennine which items can be stored within an overhead bin location (No Charge Location). For items exceeding these thresholds, the material must be kept in EMS until fully expended.



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b. Full units (boxes, bags, etc.) must be kept on inventory until opened.

c. Only one unit (box or bag) should be opened at one time and this must be segregated into an area labeled as "No Charge".

d. If either the Unit Cost or Total Value threshold is exceeded, the itein must remain on inventory until used.

e. Reusable items should be charged to the appropriate overhead rather than to a specific project unless those items will be consumed by that project.

(!.)Charged items must be segregated from ODOT stock.

(2.)Reusable items include: (i) Vests (ii) Hard Hats (iii)Hand Tools

f. Detour items (baJTels, signs, etc.) are to be charged to the first job for which they are used, then the items must be segregated from regular stock and labeled as Detour items.

g. Useable Remnants are items charged to a work order or project but have useable product remaining once the work is completed. The Useable Remnants of an item-after the needed amount is charged to a work order-can be charged to overhead so long as the estimated value does not exceed the thresholds established in this procedure.

(!.)If the item being charged to overhead was utilized in the garage, it must be charged to Garage Overhead.

(2.)Ifthe item being charged was utilized in an area other than the garage, it must be charged to Miscellaneous Overhead.

(3.)For Useable Remnants exceeding the overhead thresholds, follow the Surplus I Salvage material section of this document.


IV. Inventory Stock Levels


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A. The intention of utilizing the minimum I maximum stock level flags in EMS is to aid each location in determining appropriate stock levels and re-order points for each stocked item. By monitoring and using the minimax flags correctly, the flow of inventory (receipt to usage) will allow for higher turnover of the stock.

1. Minimum/Maximum amounts of inventory, by stock number, are to be calculated and maintained at each location (EMS procedure PMP-5060 "Determination and EMS Entry of Minimum/Maximum Stock Levels for ODOT Parts/Materials") for all material.

2. The EMS system calculates the min/max levels based on average 3-year usage.

3. These levels must be reviewed and adjusted semi-annually to coincide with EMS procedures to ensure levels reflect operational needs.

4. Excess and obsolete stock shall be verified by personnel at each inventory location on a semi-annual basis.

a. It is recommended that the inventory coordinator work with location inventory personnel to set the excess/obsolete flags.

b. No location shall purchase additional stock if ODOT has excess or obsolete stock in inventory at another location of the same type. If the inventory cannot be reasonably transferred to or from the location, then it may be purchased. Once declared excess/obsolete by a district, then it must be released to a district when requested.

V. Inventory Certification and Accuracy Procedures

A. Each District and Central Office shall perform an annual physical inventory using the Inventory Certification Form. Once the Deputy Director has deemed the inventory to be complete and accurate, the Inventory Certification Form must be signed and submitted to the Office of Accounting.

1. Supporting documentation to the certification should remain on file for 3 years.

,!· All Fuel stocks at active facilities must be check and recorded daily per OEM Procedure FPP-4001 "Completion ~lthe Daily Fuel Sheet". Fuel stocks at facilities that are closed must be checked and recorded monthly.


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Standard Procedure No. 210-007(SP) Eff ectlve Date:

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C. A minimum often percent (10%) of the items per inventory location per month ·must be spot checked by District or County personnel.

1. Spot Checks must verify count accuracy as well as location organization.

2. Documentation of the monthly spot checks must be retained at the location or at the District for tltree years.

D. District Finance Offices must perform unannounced quarterly spot checks upon each location within their District each fiscal year.

1. Standard reports must be composed documenting the findings of these unannounced quarterly spot checks, and are susceptible to review during the annual QAR process.

2. Please adhere to the " Quarterly Spot Check Procedures".

VI. Disposal-General Information

A. Once a District or Division determines material is no longer useful to the Department, it becomes surplus inventory. This determination shall be made by the Business & Human Resources Administrator, District Fiscal Offic~r, District I Division Deputy Director or a written designee.

1. A Certffication of Surplus I Obsolete Property form must be completed and signed for each asset designated as surplus inventory. The form must be retained for four years.

2. The form can be located on the Cost Accounting-Inventory intranet site.

B. When illegal activity and/or wrongdoing by a state employee is suspected, the Department must adhere to the Office of Governor's Procedures for Notificatio11 of Employee Wrongdoing a11d/or Suspected Illegal Activity.

C. The State Highway Patrol and the Office of Investigative Services must be contacted any time a theft occurs of ODOT-owned property-regardless of the acquisition cost of the asset in question.

l. A "Lost I Missing I Stolen Asset Occurrence Fonn" must be completed; this fotm is located on the Cost Accounting - Inventory intranet site.

2. The ODOT Office of Investigative Services must be forwarded the ' Lost I Missing I Stolen Asset Occurrence Form" via an email to the office 's administrative assistant.


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Standard Procedure No. 210-007(SP) Effective Date: Page 10of13

3. A State Highway Patrol Report must be filed. Centact your local State Highway Patrol post.

D. Neither ODOT employees nor their immediate family are permitted to bid on property or material offered by the Department in the Public Sale (online auction).

E. Items with potentially hazardous material must be disposed of at the direction of ODOT's Office of Environmental Services.

F. Property found on the highway:

1. Property found on the highway must be secured and retained by the location for 60 days and a reasonable attempt at locating the owner must be attempted; if the property is not legitimately claimed within 60 days, it must be either entered into the appropriate inventory system or disposed of in accordance with ODOT policies and procedures.

2. Cash found on the highway must be secured and retained by the location for 60 calendar days and a reasonable attempt at locating the owner must be attempted; if after 60 days the property has not been legitimately claimed then the location must contact Central Office of Accounting to deposit the funds into the General Revenue Fund.

G. Non-inventoried property must adhere to these procedures.

VII. Modes of Disposal for Consumable Inventory. As a general rule, property unfit for use or not needed by the Department should be sold or transferred to other state agencies or political subdivisions. In the event property unfit or no longer needed is not sold or transferred to a political subdivision, it should be sold via on-line auction. Once these means of disposal have been exhausted, the asset can be forwarded to the Department of Administrative Services (DAS) State Surplus.

Important Note: The Director of ODOT has the discretion to sell, transfer or donate surplus inventory to other State Agencies or Political Subdivisions of the State at any time during the disposal process.

A. I11terdepart111e11tal Transfer Any s111plus materials may be tran:jferred to another District or Division of ODOT.

B. Exchange I Trade-111 Should a vendor o.ffer an exchange or trade-in allowance for the surplus material(s) and the allowance presents a cost benefit to the Department, the District I Division is encouraged to pursue this disposal method.



I. Adherence to ODOT and State of Ohio purchasing policies and procedures.is mandatory.

2. The vendor's invoice must include a line item·description stating the quantity and amount of the exchange or trade-in allowance.

C. Intrastate Sale~If no other District or Division of ODOT expresses a need for the material, ODOTshall offer the item for sale to other State of Ohio Agencies.

1. ODOT utilizes an on-line auction house-sales to other state agencies are conducted via this website: The link for this can be found on the ODOT internet website homepage.

a. If at any time during the online auction process a District or Division of ODOT expresses a desire for an asset, the item can be removed from the auction and transferred to the interested District or Division.

2. See "Online Auction Procedures For Personal Property and Consumable Stock Materials" for step by step procedures regarding conducting the online auction.

D. Sale to Political Subdivisions (1111111icipalities)-Should no other State of Ohio agency purchase the material, then the item must be o.fferedfor sale to other political subdivisions.

I . ODOT utilizes an on-line auction house-sales to Political Subdivisions are conducted via this website. The link for this can be found on the ODOT internet website homepage.



E. Public Sale-- Should no other State Agency or Political Subdivision purchase the material, it is then offered to the general public via an auction.

I. To meet ORC requirements, an advertisement of' the auction must be placed into newspapers in the region where the items are located- the advertisement must be published at least I 0 days prior to the auction start date. Central Office is responsible for publishing these advertisements.



2. A certification document signed by the Administrator or designee must be on file attesting to the accuracy of all Items being designated surplus or obsolete.

3. ODOT utilizes an on-line auction house to conduct sales to the general public. The link for this can be found on the ODOT internet website homepage.


4. Neither ODOT employees nor their immediate family are permitted to bid on property or material offered by the Department in the Public Sale (on/ine auction).


F. DAS State S11rp/11s-Sho11/d the previous modes prove unsuccesfifitl or impractical, Districts or Divisions mayfo1ward surplus assets to DAS State Surplus for disposal.

I. This should be done in accordance with procedures prescribed by DAS State Surplus. Please see the "State of Ohio Asset Management Policies and Procedures" published by DAS.

2. Districts and Divisions must first contact DAS General Services Division (GSD), State and Federal Surplus Section at 614.466.6570 prior to forwarding the excess I obsolete assets.

G. 011-Site Destr11ctio11-Failing all other modes, the material must be rendered useless, destroyed and placed in a proper rubbish receptacle.

1. An impartial individual must witness the destruction and sign documentation stating as such. This and any other documentation relating to the destruction must remain on file at the site for a period of 4 years.

a. The "On-Site Destruction Witness" form can be located on the Cost Accounting-Inventory intranet site.

2. Any asset placed in ODOT rubbish receptacles remains the property of the State of Ohio. With the exception of the contracted trash removal service company, it is strictly forbidden for any person(s) to remove surplus I obsolete property from the premises.



H. Once the item is removed, either by a buyer or by destruction, the asset must be removed from the appropriate inventory system.


District Performed Unannounced Inventory Spot Checks Procedures

Updated May 2013

1. General Information I Guidelines

A The spot checks are to be unannounced;

I. The Districts must perform spot checks on all locations with an inventory utilizing a two year cycle-whereby each inventory location must be checked at least once every two calendar years.

1. Districts are permitted to exclude administrative locations in the Fixed Assets Reporting System (FARS) from the spot check requirement.

2. The locations permitted to be excluded are:

FARS Cost Center Name

0 District I Division Name

160 Deputy Director

200 Business & Human Resources Administration

211 Accounting

221 Personnel

300 Planning & Programming Administration

400 Production Administration

500 Highway Management Administration

B. Each location will be evaluated independently;

C. The minimum percentage of items to be checked are:

I. Consumable Inventory (EMS)

1. Garage-15% with a maximum of 50 stock items 2. Maintenance-25% 3. Traffic-25% 4. Facilities-15% with a maximum of 50 stock items

II. Fixed Assets-10%

1 District Performed Inventory Spot Check Procedures


Please Note: Prior to copying and pasting any of the query data, it is advisable to ensure your GQL preferences are set so as NOT TO COPY THE COLUMN HEADINGS-doing so will ensure the information is formatted correctly

2. Scheduling

To check and change your options:

1. Go to TOOLS

2. Click on PREFERENCES

3. On the right side of the pop-up window, click on RES UL TS OPTIONS

a. Uncheck the box-"SAVE COLUMN HEADINGS"

4. Click OK

5. ClickOK

I. Districts must perform inventory spot checks on all of their required locations during the calendar year.

II. Organized and feasible scheduling becomes paramount to a successful cycle. Spot Check Teams should:

1. Compile a listing of all locations eligible for the spot checks;

a. To ascertain the EMS Garages with inventory:

i. Open the template titled, "Garage and Cost Center Listing & Calendar Year Schedule";

ii. Run EMS GQL query-"EMS GARAGE LIST BY DIST'

1. As of Date= YESTERDAY'S DATE

2. District Number= YOUR DISTRICT NUMBER

iii. Highlight the entire data set by clicking on the square to the left of the words "Garage No."

iv. Right Click on that same square

v. Choose COPY

vi. PASTE into "EMS GARAGES" tab in cell LI b. To ascertain the Fixed Assets Cost Centers with inventory:

i. Open the template titled, "Garage and Cost Center Listing & Calendar Year Schedule";



ii. Run FARS GQL query-"FARS COST CENTER LIST"

1. Enter YOUR DISTRICT NUMBER

iii. Highlight the entire data set by clicking on the square to the left of the words "Location Number"

iv. Right Click on that same square

v. Choose COPY

vi. PASTE into "FARS COST CENTERS" tab in cell LI 2. Utilizing a calendar, the Spot Check Team should lock into dates for

each spot check as well as dates for completion I publication of the Spot Check Report.

a. You may use the "SCHEDULE" tab in the , "Garage and Cost Center Listing & Calendar Year Schedule" worksheet to accomplish this

3. Countsheets I Preparation For Spot Check Visit.

I. The primary preparation task prior to the spot check visit is generating I printing the countsheets and the checklists used in the field. For this, the following file is needed:

1. "Spotcheck Countsheets & Summary- LOCATIONBLNK.xlsx" (hereafter, referred to as the Countsheet File)

a. Save As to the designated network location with the "LOCATIONBLNK" changed to the actual location being checked-and possibly with the date of the check noted

b. On the tab titled STATISTICS enter the name of the location being checked into Cell B

II. Additionally, the following queries will be used to complete the countsheet generation:

1. QAR GARAGE ITEM LIST (EMS GQL Query) 2. QAR MAINT ITEM LIST (EMS GQL Query) 3. QAR TRAFFIC ITEM LIST (EMS GQL Query) 4. QAR FACILITY ITEM LIST (EMS GQL Query) 5. FARS ITEM LISTING (FARS GQL Query)

B. EMS COUNTSHEETS (Garage, Maintenance, Traffic & Facility)

I. To generate countsheets for consumable inventories:

1. Run Query-"QAR GARAGE ITEM LIST" (or other EMS query as appropriate)



a. As of Date= YESTERDAY'S DATE (Enter this date into Cell

IG - s I on the Garage tab of the Countsheet File)

b. District Number= YOUR DISTRICT NUMBER

c. Garage Number= EMS GARAGE DESIGNATION FOR LOCATION BEING CHECKED

2. Highlight the entire data set that is brought back by clicking on the square to the left of the words "Garage No."

3. Right Click on that same square

4. Choose COPY

5. PASTE into the Countsheet Fife in Cell IA - 9 I on the appropriate tab

a. Notice that the countsheet automatically calculates the 15% or

25% sample (Cen lc - 6 b 6. Print the countsheet

a. Prior to printing, it is advisable to randomly highlight stock items to be checked-enough to equal Y. of the 25% sample

7. Repeat for all categories as needed

C. FARS COUNTSHEETS

I. To generate countsheets for fixed assets inventories:

1. Run Query-"FARS ITEM LISTING"

a. Enter the Responsible Location for the area being checked

2. Highlight the entire data set that is brought back by clicking on the square to the left of the word "Located?."

3. Right Click on that same box

4. Choose COPY

5. PASTE into the Countsheet Fife in Cell IB - 7 I on the FIXED ASSETS tab

a. Notice that the countsheet automatically calculates the 10%

sample (Cell LJ) 6. Print the countsheet

a. Prior to printing, it is advisable to randomly highlight stock items to be checked-enough to equal Y. of the 10% sample



D. CHECKLISTS & FIELD ORGANIZATION

I. Print out the checklists associated with each applicable inventory category

II. Organize countsheets and checklists in a manner conducive to the work to be done in the field during the spotcheck

4. Field Procedures

A. Arrive and conduct a short meeting with the location's responsible personnel to inform them of the purpose and of what is being reviewed

B. Perform counts

I. Approximately half of items being counted will be conducted by locating an item on the shelf I bin and verifying the quantity on the countsheet

II. Approximately half of items being counted will be conducted by locating an item on the countsheet and verifying the quantity on the shelf I bin

1. This would be the items highlighted prior to printing the countsheet in the sections above

Ill. Additionally, Spot Check Team Members must scan the area being checked for items possibly not being properly housed in an inventory system

C. Complete the checklists

D. Once all counts have been reviewed, a short meeting should be conducted with the location's responsible personnel

I. Review the count accuracy

1. Spot Check Team Members must take steps to ensure that their physical counts are without error-

a. Check pending 502s to determine if any item counted has usage not yet entered into EMS;

b. Communicate with the location's personnel to ensure material has not been taken off-site (e.g. signs to be put up that day)

2. The location must be given ample time (1 - 2 weeks) to research discrepancies and perform corrective system transactions-

a. THE CORRECTIVE SYSTEM TRANSACTION INFORMATION MUST BE FORWARDED TO THE DISTRICT OFFICE OF FINANCE FOR INCLUSION IN THE LOCATION'S REPORT FILE

II. Review the checklist answers

Ill. Summarize the findings



5. Entering Counts

A EMS Countsheets

I. On the appropriate tab, enter the quantity of each item counted into the Quantity Counted column (Column F)

8. FARS Countsheets

I. Choose YES or NO from the drop down menu in the Located? column (Column A)

C. Checklists

1. Only complete this step for items checked-designating items as NO that were not checked will result in the item being flagged as an error.

I. Choose YES or NO from the drop down menu to reflect the findings in the fieldalso input any pertinent information into the NOTES fields

6. Report of Findings

A Once all counts are entered correctly, the STATISTICS tab will be populated with result data

I. Total Items Checked

II. Quantity Checked

Ill. Value Checked

1. Error Percentages are calculated by the worksheet automatically

IV. Checklist Negative Response Percentage

V. Print this page to be used as an attachment to the Final Report.



7. Final Report

A. Open the template-''SPOTCHECK REPORT LOCATIONBLNK"

I. Save As to the designated network location with the "LOCATIONBLNK" changed to the actual location being checked-and possibly with the date of the check noted

II. Complete the report documenting observations and designating each area checked with either

1. Acceptable Area

2. Area of Concern

3. Outstanding Area

Ill. Add recommendations where appropriate

B. The report is sent to Cost Center Manager responsible for the location and their respective Administrator

I. This person will be responsible for ensuring all recommendations are implemented in a timely manner

C. The report must be retained at the District Fiscal Office for 3 years and is subject to Central Office QAR

D. The Spot Check Report will be reviewed during the annual inventory certifications (consumable and personal property)

I. Further, Central Office Cost Accounting will request copies of the reports be sent to them along with Inventory QAR Procedure Test responses-in this way, the CO Inventory QAR will be able to check on recommendation progress



UNANNOUNCED SPOT CHECKS- DESIGNATION CRITERIA

To ensure statewide uniformity in designating locations as Acceptable, Concerning or Outstanding, each District will utilize and grade their locations using the same parameters. Primarily the Percentage of Items in Error1 calculation will be used to grade the location following this schedule:

Designation Error Percentage

Area of Concern >=8%

Acceptable Area 1%to 7%

Outstanding Area 0%

Please note: There will remain subjective aspects to the overall designation of an area. If, for example, an area meets the Outstanding Criteria for count accuracy but is not well organized or well labeled then Districts would be well served to consider adjusting the designation to better reflect the overall state of the location's inventory.

1 The Percentage of Items in Error is calculated by comparing the number of items checked versus those that had incorrect quantities (for Consumable Inventory) or those items which were not located (for Personal Property Inventory).

81 District Perfor~~d Inventory Spot Check Procedures


Procedure #IAP-6005-8 Effective 07/19/2007

PROCEDURE: PERFORMING MONTHLY SPOT CHECKS OF BULK FLUIDS (FUEL, OILS, HYDRAULIC OIL, ANTIFREEZE, AUTO TRANSMISSION FLUID)

DEFINITION: Checking fuels and fluids inventory for accuracy in terms of actual value versus book value.

RESPONSIBILITY DUTIES Garage Employee

-or-

Designee

1.

2.

3.

4.

5.

District 6. Inventory 7 Coordinator ·

-or-

EMS

2A.

28.

2C.

20.

At the end of the month, use consistent method to measure for actual quantity and compare with book value (EMS Screens #1-12, Garage Stock Inventory or #3-53, Physical Inventory Adjustment).

If a discrepancy of +/- 50 units or more for fluids exists ( +/- 100 gal. for underground fuel), check the following using EMS Screen #9-10, Garage/Stock Inventory Audit Trail or source documents:

Transfer tickets

Stock usage tickets

Fuel sheets

Receiving tickets

It is suggested to check the actual pumping devices and ancillary equipment for proper calibration.

If any of the above corrects the discrepancy, make the necessary corrections. Otherwise proceed to step #5.

Forward EM-80, Parts and Materials Adjustment Form to the proper District Designee for any discrepancies for adjustment approval.

NOTE: NO TRANSACTIONS SHOULD BE POSTED UNTIL AFTER ADJUSTMENTS HAVE BEEN COMPLETED.

Make adjustment and send copies to location.

Check your adjustments on the audit trail using EMS Screen #9-48, Stock Adjustment Audit Trail.


Coordinator

-or

Designee


EM-80 STATE OF OHIO DEPARTMENT OF TRANSPORTATION

Parts and Materials Adjustment Form Gou nty ID istrict

State Stock Number ---------------- Manufacturer's Number ----------

Description --------------------------------------

Physical Quantity ---------------- Book ----- Unit Gain/Loss

Unit Cost -------------------- Cost Gain/Loss

Bin Location ------------------ Unit of Measure

Reason for Adjustment----------------------------------

DOT-2096

I have completed an actual count of the above part(s). This is the correct amount that is in stock as of this date.

Signature

Superintendent/Supervisor Signature

Auditing Reviewer/Approval Signature

Signature of Employee Performing Adjustment on E.M.S.

(Place Copy of Inventory Card Here)

3 Copies 1 - Auditing File 2 - EMS Processor's File

Please Circle One Approved I Disapproved

3 - Originator's File


Procedure #FPP-4025-A Effective 03/10/06

PROCEDURE: FUEL TANK FILLING

DEFINITION: Proper steps to assure accurate, safe and environmentally compliant filling of ODOT fuel storage tanks.

RESPONSIBILITY DUTIES

County Manager 1 . Determine fuel tank level is at a point where fuel shall be ordered. This determination is done by either sticking the tank or from an Automatic Tank Gauge (i.e. Veeder-Root ATG, or Red Jacket). Be consistent in your type of measurement.

-or-

Designee

2. Physically stick tank immediately prior to fuel delivery. The tank truck driver will usually do this, but an ODOT employee must be present to verify the beginning and ending stick readings. Inches must be verified and recorded on the Load Ticket/printed meter ticket and/or Bill of Lading.

2A. Fuel to tank Calibration: The stick and accompanying chart must be calibrated to the specific tank to accurately convert inches to gallons. If not, inaccurate readings will result and overfilling may occur. Make sure the stick is in good condition and numbers are legible.

28. ATG: Take fuel level readings from the ATG, however, when filling the fuel storage tank, a stick reading must be made to verify existing fuel quantities.

NOTE: Make sure the stick is in good condition and the numbers are legible. Don't bounce the stick off the bottom of the tank. Remove it quickly once it gently touches the bottom of the tank. Measure through the same opening every time and record fuel levels to the nearest 1 /8 inch.

3. An ODOT employee must be present at all times during the filling operation.

4. The fuel storage tank must be stuck after the fuel delivery is


completed. The fuel stick reading must be recorded (in inches) on the Load Ticket/printed meter ticket or Bill of Lading.

5. The Load Ticket/printed meter ticket or Bill of Lading will be signed only after the fueling is completed and the amount of fuel received, is compared to the amount specified on the printed meter ticket. There should be no discrepancies.

6. If a discrepancy if found, contact your District Auditor.


Roberds, Judy

From: Johnson, Karen ·

Sent: To:

Friday, April 12, 2013 11:58 AM Roberds, Judy

Cc: Lovelace, Mike Subject: Levels

Hi Judy here is are fluid levels

WH Main Garage

Unleaded 02-01-0010 in tank 88 gl djustment needs made of 5081.0 not adjusted from installing new gas tanks Diesel 02-03-0010 in tank 1414.6 g adjustment of 24.6 gls r~qQ V

15w40 CJ411-06·0008 407 QTS .j SW20 11-06-0011140.5 QTS V 10W3011-06-0013151.0QTS~ 15W40 11-06-0070 162.00 QTS

SW30 11-06-0080 366.5 QTS V./ HYD Oil 11-06-0091 290.0 QTS / AW HYO OIL 11-06-50101063 QT~

68 OP Levels

Uleaded 02-01-0010 ln tank 882.2 gls adjustment needs made of 691.8 v' Diesel 02-03-0010 in tan~djustment needs made of 9684.10 not adjusted from installing new gas tanks

15w4011-06-0070 315.5 qtsV ~~ Hyd oil 11-06-5010 363.0 qtsV

Thanks Judy Have A great Day

Karen Johnson 3382 us 68 s Wilmington,Ohio 45177 PH# 937-382-1292 Fax# 937-382-7453

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TypeCode

1493 08

Clinton 014 CLIPNO

Wilmington Outpost Garage

5996 US 68 & 1-71, Wilmington

KEROSENE STORAGE TANK

080146112252

0

550

1990 111/1990 $5,300.00 Outpost Garage 01461

61 12 252 OP TK

Part Data (when applicable) P11rrS11m PartCode P11rtDestriptio11 PartDetails

Rest Area Data DataDaJe RAN Route Direction Building Type BuildType RAsqft: RAyearBuilt RemovedFromSystem No

JHileMarker Higl1wayType HigflwayClass SLllfLogNo HighwaySysrem

Last Transaction Effective Date CllangeDesc Fu11d:Y11mber TransactionCode

ProjectComplete

Acres

Sq Ft TonsGa/s Cost

E No

Thursday, Marclt 21, 2007

General Data

ID

District

County CNTY#

SiteCode

1672

08

Clinton 014 CLIPNO

Facility Name

Address

US<

11tventory Number

Wilmington Outpost Garage

5996 US 68 & 1-71, Wilmington

DIESEL OIL STORAGE TANK

080146113254

Square Footage Capacity Amount Acreage Acquisition Year

0 10000

1990 Acquisition Date 1/1/1990

Acquisitio11 Cost/FM $17,500.00 Facility Type

Sitelndex SiteNum PropNum Prop Type

UseCategory TypeCode

Outpost Garage 01461 61

13 254 OP TK

Part Data (when applicable) PartNum PartCode PartDescription PartDetails

Rest Area Data DataDate RAN Route Direction Building Type BuildType RAsqft: RAyearBuilt RemovedFromSystem No

hfileMarker HighwayType HigltwayClass SLMLogNo Hlgl1waySystem

Last Transaction ----··---·----------

EflectiveDate ChangeDesc FundNumber Transactio11Code ProjectComplete Acres Sq Ft TonsGa/s Cost

10/11/2005

CHANGE TYPE CODE

c Yes

Page 51 of 148


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I


FOR:JOHH BURHIE

CLIHTOH COUHTY GARAG 3382 US 68 SOUTH WILHltlGTOH, OH 4517? 006110694105001

IH-TAHK IHVEHTORY

TAHK PRODUCT 1 UHLEADED Z DIESEL 3 KEROSENE

VOLUHE TC VOLUME 241 241 418 410

97 96

ULLA GE 7608 9274

453

HEIGHT 6.05 ?.47

11.33

PAGE 1 or z

WATER 8.00 1.05 8.79

TEMP 56.99 57.78 58.18


HAY 10, 2010 12:00:45 AH

FOR:JOHH BURHIE

WILHIHGTOH OUTPOST 5996 U.S.68 HORTH WILHIHGTOH OH.45177 C06110695005001

IH-TAHK INVENTORY

TANK PRODUCT 1 DIESEL ~ UNLEADEJ> 3 KEROSENE

VOLUHE TC VOLUHE ULLAGE HEIGHT 3705 3710 5979 36.44

1i'b~

143 bbb 410

4H.~Y

14.94

PAGE 1 of 2

WATER 0.00 U.tfH 0.80

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1.4

62

5

1.2

40

0

62

.76

37

----------

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APR 2, 2012 12:00:45 AH

FOR:JOHH BURHIE


Itil-TAHK IHUEHTORY

TAHK PRODUCT 1 DIESEL 2 UHLEADED 3 KEROSENE

UOLUHE TC VOWd 2518 2S23 1008 iE:i 135 1::;1-:


exhibit 1 - ohiowatchdog.ohio.gov/portals/0/pdf/exhibits/13_077/exhibits1x17.pdf · exhibit 1. page...

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