STATE OF CONNECTICUT subject: Fuel Control Records & Reporting
DEPARTMENT OF TRANSPORTATION REISSUE OF FCM #58 (3/22/04)
m e m o r a n d u m date: August 15, 2006
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to: All Station Attendants from: Janice Snyder
Asst. Dir. Purch. & Mat. Mgmt.
Bureau of Finance & Administration
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On December 17, 2003 an E-Mail was issued to all DOT Station Attendants directing the L&J Tank Monitors to be placed into night mode EVERY NIGHT and deactivated each morning. This Fuel Control Memorandum is to confirm and clarify that direction. Effective immediately, please be advised it is your responsibility to administer the following:
1. On L & J Underground Tank Monitors ACTIVATE the NIGHT MODE every night when closing the facility and DEACTIVATE the NIGHT MODE each morning when opening the facility.
a. To ACTIVATE the NIGHT MODE: Press the Number 8 Key & then the FUNCTION KEY when leaving for the night.
b. To DEACTIVATE the NIGHT MODE: Press the Number 9 Key & then the FUNCTION KEY when arriving in the morning.
2. The L & J Monitor will print each time the system is Activated and Deactivated for Night Mode. When your facility is closed, the heating oil tank will most likely show movement especially in the winter. Diesel and Unleaded should not. Please handle printed tapes as follows:
a. Check the tape to insure that there was no movement in UNLEADED or DIESEL Fuel. If there is movement, contact Fuels Control at 860-594-2263.
b. SAVE ALL THE TAPES FOR ALL PRODUCTS- attach to your GAS-19 - Fuel Inventory Control Sheet and place them into your on site Fuels Control files
3. Fuels Control Records - Every station must have the following fuels control information on site and in a place where it is readily available.
a. Fuels Control Manual - Latest Edition (Revision 3/00)
b. GAS-19 - Fuel Inventory Control Sheet (completed for the station - dating as far back as possible - NEVER throw away any of these forms-1 copy must always remain at the station)
c. Tests Results (all tests ever taken) for your Fuel Station must be in the Red Storage File at your facility
If a DEP Representative comes to your site, please check for identification. Then you are to immediately contact Fuels Control at 860-594-2263 or 860-594-2266. You will be required to produce any and/or all of the fuel control records. All fuels control records must be current, readily available and kept in a safe location. Every station attendant and backup clerk must be aware of the fuels control file location. IF REQUESTED BY DEP, IMMEDIATELY PRESENT THE FILES for their review.
If you have any questions, please contact Fuels Control for assistance. By copy of this memorandum, I am advising the Managers of the Bureau of Engineering & Highway Operations; Aviation & Ports and Finance & Administration of these procedures. Thank you for your prompt attention, cooperation and support.
Janice Snyder/js
cc: Robert Mongillo - Charles Drda - (Bureau of Engineering & Highway Operations)
Mark Daley - (Bureau of Aviation & Ports)
Russell Dibble - Warren Pattberg - Scott Powers - (Bureau of Finance & Administration)
Daniel Smachetti - David Hartley - Phil Parcak
Peter Marchese - Glen Campen - Joseph Warzecha
Janice Snyder - John Swanson - John Rabbett - Jamilia Abdul-Karriem
FUEL DISTRIBUTION MEMORANDUM #058a