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2001-10-18 Regulated Substand Storage & Control Procedures
Section: REGULATED SUBSTANCE Name: Liquid q Inventory Control: An Overview Date: July 29,1 996 Procedure No.: 3.9 Page 1 Supersedes No. 3.9 Dated March 11, 1 994 PURPOSE BACKGROUND Ryder's Liability How Potential Storage Problems Are Identified RYDER ENVIRONMENTAL POLICY & CONTROL STORAGE AND CONTROL The purpose of this procedure is to describe Ryder's olicies and general g aE requirements regarding liquid inventory control for underground storage tanks. Liquid inventory control is an approved form of leak detection that conjunctio (in conjunction with tightness testing or automatic tank gauging) protects the Company and its P y assets by: • providing early detection of leaks; • reducing safety hazards; • ensuring compliance with the law; • reducing financial risk from fines, penalties, lawsuits and product loss; • preventing personal injury or property damage; and • diminishing potential for interruptions to customer service. As owner or operator of storage tanks at our owned, leased, or Ryder operated y customer locations, Ryder may be liable for EPA violations, spill recovery, n}'� clean up. Potential underground storage tank leaks can be identified b y either of the following leak detection methods: • liquid inventory control with annual tightness testing (Refer to Procedure Nos. 3.9 through 3.17.) • liquid inventory control with automatic tank gauging Other methods of leak detection are described in: • Procedure No. 3.2, Underground Storage Tanks - New Installations and • Procedure No. 3.1, Underground Storage Tanks General Require- ments. D lE@EINIE OCT 18 2001 RYDER El 1RONMENTAL POLICY & CNTROL Section: REGULATED SUBSTANCE Name: Liquid r�u�d Inventory Control: An Overview STORAGE AND CONTROL Date: July 29,1 996 Procedure IVo.. 309 ®Wage 2 Supersedes No. 3.9 Dated March 11, 1994 POLICY A PHYSICAL INVENTORY OF ALL REGULATED SUBSTANCES (DIESEL, GASOLINE, ENGINE OIL, ANTIFREEZE) STORED UNDERGROUND MUST BE TAKEN EACH OPERATING DAY UNLESS YOU HAVE RECEIVED PRIOR WRITTEN APPROVAL FROM ENVIRONMENTAL SERVICES. APPROVAL WILL BE GRANTED AFTER A FACILITY HAS DEMONSTRATED THAT AN APPROVED ALTERNATE FORM OF LEAK DETECTION IS UTILIZED. ALL LIQUID INVENTORY FORMS MUST BE COMPLETED IN ACCORDANCE WITH PROCEDURE NOS. 3.9 THROUGH 3.17. LIQUID INVENTORY FORMS ARE NOT REQUIRED WHEN HAND HELD COMPUTER (HHC) REPORTS ARE GENERATED. VARIANCES MUST 13E: • CALCULATED DAILY AND ACCUMULATED MONTHLY OR • CALCULATED DAILY AND ACCUMULATED WEEKLY, WHERE RE- QUIRED VARIANCES THAT EXCEED THE LIMITS IDENTIFIED IN PROCEDURE NO. 3.17, EXCESSIVE LIQUID INVENTORY VARIANCE: GUIDELINES AND INVES- TIGATION, MUST BE INVESTIGATED AND RESOLVED. INVESTIGATION AND RESOLUTION OF EXCESSIVE VARIANCES MUST BE DOCUMENTED. Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: July 29,1996 RESPONSIBILITIES The table below describes specific responsibilities related to liquid inventory ry control and person responsible for each. Ensuring: • accuracy and completeness of inventory forms or Hand Held Computer (HHC) reports proper cutoffs of shop paperwork periodic observation of taking inventory in respective Emergency coordinator location documentation of investigation & resolution of excessive variances • ensuring accuracy of measurements and preparation of forms or reports at respective location RYDER ENVIRONMENTAL POLICY & CONTROL Overall responsibility for liquid inventory controls: • methods of measuring • accuracy of measurements Procedure No.: 3.9 - Page 3 Supersedes No. 3.9 Dated March 11, 1 994 • correct and complete preparation of forms • knowledge /understanding of all local and state laws on storage of regulated substances • managing and periodic observation of inventory proce- dures in his/her branch locations ensuring that variances are calculated weekly where required by local or state law correct retention of liquid inventory forms Name: Liquid Inventory Control: An Overview Environmental Coordinator Refer to Procedure No. 1.3, Environmental Policy And Responsibilities, which dunes the positions designated as Environmental Coordinators and Emergency Coordinators. Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: July 29,1996 RYDER E RONMENTAL POLICY & C(.dTROL LIQUID INVENTORY CONTROL FORMS The forms in this table must be prepared when indicated for proper liquid inventory control. Each form is illustrated and explained in a separate procedure which is identified in the last column in the table. Important: If your location uses the Hand Held Computer (HHC), it is not necessary to manually maintain these forms if they are produced automatically by the HHC. For more details, refer to S.M.S. Hand Held Computer User's Guide. each time product delivered S8 -78 S6-08T daily 58-76 S8 -78 S8 -74 S6-72 daily daily monthly When excessive variance occurs * *Regulated Substance Re- ceiving Measurements 1 Quality **Pump Sheet And Customer Fuel Receipt **Storage Tank Measure- ments 1 Readings * *Oil & antifreeze Log Daily Liquid Inventory Log & Monthly Reconciliation (Also Used for weekly recon- ciliations) Engine oil And Pour Point Depressant * Monthly Physi- cal Inventory Used Oil Tank Weekly And Monthly Reconciliation Excessive Liquid Inventory Variance Checklist * *HHC generated reports replace these forms. Name: Liquid Inventory Control: An Overview Procedure No.: 3.9 - Page 4 Supersedes No. 3.9 Dated March 11, 1994 *Fuel additives such as Pour Point Depressant are not applicable to ACD locations. RYDER ENVIRONMENTAL POLICY & CONTROL Section: REGULATED SUBSTANCE Name: Liquid Inventory Control: An Overview STORAGE AND CONTROL Date: July 29,1996 Procedure No.: 3.9 - Page 5 Supersedes No. 3.9 Dated March 11, 1994 WEEKLY RECONCILIATIONS IF YOU HAVE QUESTIONS Retention Of Forms Retain all liquid inventory forms listed above, or HHC reports, as follows: facility (on site) all months for the current year and all months for the prior calendar year Admin. Office (ACD-Central Office) five (5) years from completion date MANIFOLDED TANK Manifolded tanks are considered one tank system. Each tank system requires one SYSTEMS Daily Liquid inventory Log And Monthly Reconciliation form. Readings to each tank within one system must be measured, converted, and recorded individually on the Storage Tank Measurements 1 Readings form. Separate conversion tables are required for tanks of different size and manufac- ture. Certain locations are required by local or state law to perform a weekly reconciliation of regulated substances in underground storage tanks. (e.g., Connecticut, Florida, New York. Refer to Exhibit A in Procedure No. 3.14 for each state's requirements.) Calculations for weekly reconciliation must be done at the end of business on days 7, 14, 21, 28, and the last day of the month. Instructions for preparing the weekly reconciliation forms are in Procedure No. 3.14, Daily Liquid Inventory Log And Monthly Reconciliation. If you have any questions regarding underground storage or liquid inventory control, contact Environmental Services — Miami. Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: March 11, 1994 PURPOSE WHY THIS FORM I5 CRITICAL RYDER ENVIRONMENTAL POLICY & CONTROL comply with federal and state laws and Name: Regulated Substance Receiving - Measurements 1 Quantity The purpose of this procedure is to provide instructions for the correct preparation and distribution of the Regulated Substance Receiving Measurements/Quantity, Form No. 56-75. The Regulated Substance Receiving form is used to enter the amounts of fuel, engine oil, or antifreeze received and any fuel additives (e.g., Pour Point) added to the fuel storage tank. Accurate recording, calculation, and transfer of certain information to another form is critical in order too identify trends which may indicate a potential leak. Procedure Noe 3.10 - Page 1 Important: A separate Regulated Substance Receiving form is required for each substance. Preparation Fig. 1 provides complete instructions for preparing the Regulated Instructions Substance Receiving form. Fig. 2 illustrates an example of a completed form. Transfer Of Ryder personnel must enter all requested information on the Regulated Information Substance Receiving form and then transfer information from Line 5 to the Daily Liquid Inventory Log & Monthly Reconciliation, Form No. 56- 74. Refer to Procedure No. 3.12 for instructions on the Daily Liquid Inventory Log & Monthly Reconciliation form. DISTRIBUTION Distribute the completed and signed Regulated Substance form as follows: Original Admin. office (ACD-Central office) (Attach delivery receipt and purchase order.) - Copy (yellow) facility (on site) RETENTION Regulated Substance Receiving forms must be retained as follows: facility (on site) all months for the current year and all months for the prior calendar year - Admin. Office five (5) years (ACD- Central office) Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: March 11, 1994 Measure underground product in each tank in tank system before "drop"of additional product is made. Measurements must be made to the nearest 118 Important: Tank measurements must be taken a ftj any fuel additives are added added. .. ............................... 1, 2 Convert all inches readings to gallons and enter on lines 1 & 2. Important: Be sure to use the correct conversion chart for the size and manufacture of each tank. Measure underground product after fuel "drop." Enter measurement on line 1e Add gallons for all measurements. Enter on "Total Gallons" lines. Subtract total gallons on line 2 from total gallons on line 1. Enter difference on line 3. Enter gallons dispensed during product delivery on line 4 (if applicable). Add lines 3 and 4. Enter total on line 5. Total must agree with net amount shown on delivery receipt! Step Line # (Form) L M RYDER ENVIRONMENTAL POLICY & CONTROL Fig. 1 Action Complete all information as indicated at top of form. Name: Regulated Substance Receiving Measurements 1 Quantity Procedure No. 3.10 - Page 2 Add fuel additives to tank (if appropriate). Enter amount on line 6 (entry required for accounting purposes). 8 Subtract line 7 from line 5. Enter variance amount on line 8. Important: A variance of 250 gallons or more requires the Branch Mainte- nance Manager's signature and resolution by the District Controller. Be sure to check appropriate box for addition of any fuel additives. Print name of person receiving and checking product. Obtain Branch Maintenance Manager's signature, if necessary. Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: March 1 1 , 1994 Procedure No. 3.1 0 - Page 3 Before You Enter Amounts On Form Now To Use These Instructions Pour Point Entry RYDER 1. 5 -7S (1184) RYDER ENVIRONMENTAL POLICY & CONTROL Fig. 1 cont'd. Be certain that you use the appropriate conversion table for each tank to be measured! The lettered areas below correspond with the "Step" column in the table on the opposite page. Enter amounts as explained in "Action" column. Regulated Substance Receiving Measurements /Quantity (IMPORTANT: Complete a separate form for each product type and each tank system.) 2. READINGS BEFORE DELIVERY: TANK A PRODUCT REcEivED & QdEeD D BY u'rt1' NAME) READINGS AFTER DELIVERY: TANK A INCHES. r (V8(1/8°]) " W GALS TANK 8 INCHES "} " GALS TANK C INHHES (VJ8 °) " GALS TANK D INS (1181 " GALS INCHES (1f °) GALS TANK 8 INCHES (1181 " GALS TANK C _ _ INCHES (118") " GALS TANK D INCHES (118 °) GALS 3. SUBTRACT the Total Gallons Before Delivery from the Total Gallons After Delivery. 4. Enter number of gallons dispensed during product daliverV. 5 . Add Lines 3 and 4 to determine gallons received. Yellow - Co Name: Regulated Substance Receiving Measurements 1 Quantity 0 0 0 The gallons received (Line 5). which do not Include gallons of pour point depressant added to tank must be recorded on Form No. S6-74. Deily Liquid Inventory I.og & Mthly Reconciliation. Column B on the line for that day. i . Record arnotmt of poor: point depressant added to tank. Record the gallons of pour point depressant added to tank on Form No. SG-74. Daily Liquid inventory Log & Monthly Reconciliation. Column D on the line for that day. . Record net quantity shown an me delivery ticket . Record Galion Variant (line 5 minus line 7) Attach original form to delivery receipt and Purchase Order. Forward all three to the district office. Was pour point depressant added to the diesel storage tank($)? 0 No 0 Yes 0 0 TANK NO. PRODUCT DELIVERED: 0 UNLEADED 0 DIESEL n ENGINE OIL : ANT1FREr E Enter readings for each manifoldad tank in tank system. For single tan$c t. rise ° A" only. NOTE: ° READINGS MUST BE TAKEN AFTER POUR POINT DEPRESSANT HAS BEEN Ate, IF ANT. TOTAL GALLONS GALLONS RECD TOTAL GALLONS GALLONS GALLONS GALLONS GALLONS GALLONS NOTE: A vanallice of 250 gallons or Mere orr Line B requires the Branch Mae s Signature and resolution by the Akstrict Corruoilac Bea MAINTENANGE MANAGER SIGNATURE fRoguiroci for venom= of 254 potions or more on tano eta PKG. 54 Record any fuel additives added to tank (line 6) on Dpi Liquid Inventory Log & Monthly Reconciliation, Form No. S6-74 (Column D), on the line for that day. DATE (MONTH/DAY /YEAR) — o — r 4 TIME PURCHASE ORDER NO. LOCATION CODE DISTRICT CODE .4- . "4. aA.M. X P.M. I 2 • r 9 90QQ [.� 7 f"' FUEL VENDOR NAME FUEL VENDOR NUMBER DEUVERY TICKET NUMBER FREIGHT VENDOR NAME � D - R FREIGHT VENDOR CODE G Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: March 11, 1994 RYDER ENVIRONMENTAL POLICY & CONTROL Fig. 2 Name: Regulated Substance Receiving Measurements 1 Quantity Procedure No. 3.10 - Page 4 lFIYDER Regulated Substance Receiving Measurements /Quantity (IMPORTANT: Complete a separate form for each product type and each tank system.) TANK NO. _pi__ PRODUCT DELIVERED: 0 UNLEADED %DIESEL ❑ ENGINE OIL CD ANTIFREEZE Enter readings for each manifolded tank in tank system. For single tanks. use "A" only. NOTE: READINGS MUST BE TAKEN AFTER POUR POINT DEPRESSANT HAS BEEN ADDED, IF ANY. 1. READINGS AFTER DELIVERY: TANK A INCHES (118`°) = GALS TANKS INCHES (118 ") = a GALS TANK C INCHES (118 ") = GALS TANK D . INCHES (118 ") GALS = 7 C7Z'3 . TOTAL GALLONS 8. Record Gallons Variance (Line 5 minus Line 7) J 2. READINGS BEFORE DELIVERY: TANK A INCHES (118 ") == S Q GALS TANK 8 INCHES (118 ") = . GALS TANK G INCHES (1/8") = .. GALS TANK D INCHES (118") = -- GALS 3. SUBTRACT the Total Gallons Before Delivery from the Total Gallons After Delivery. 4 Enter number of gallons dispensed during product delivery. 5. Add Lines 3 and 4 to determine gallons received. The gallons received (Line 5), which do not include gallons of pour paint depressant added to tank, must be recorded on Form No. S6 -74. Daily Liquid inventory Log & Monthly Reconciliation, Column 8 on the line for that day. 6. Record amount of pour paint depressant added to tank. = Sao TOTAL GALLONS 750S GALLONS 0 GALLONS = 0S GALLONS RECD 5 GALLONS Record the gallons of pour point depressant added to tank on Form No. S6 -74. Daily Liquid Inventory Log & Monthly Reconciliation. Column D on the line for that day. 7. Record net quantity shown on the delivery ticket. '7 s z� GALLONS .,........._.._ GALLONS NOTE: A variance of 250 gallons or more on Line 8 requires the Branch Maintenance Manager's signature and resolution by the District Controller. Attach original form to delivery receipt and Purchase Order. Forward all three to the district office. "' Was pour point depressant added to the diesel storage tank(s)? rn No ! Yes 56-75 (1/94) AZ. PRODUCT RECEIVED & CHECKED BY (PRINT NAME) Original - District Copy Yellow - Shop CopY % BRANCH MAINTENANCE MANAGER SIGNATURE equired for variances of 250 gallons or more on Line 8.) PKG.54 Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: March 11, 1994 PURPOSE BACKGROUND POLICY Pump Sheet Section Of Form Customer Fuel Receipt Section Of Form RYDER ENVIRONMENTAL POLICY & CONTROL Name: Pump Sheet And Customer Fuel Receipt Procedure No. 3.11 - Page 1 The purpose of this procedure is to provide instructions for the correct preparation and distribution of the Pump Sheet And Customer Fuel Receipt, Form No. 56-08T. The Pump Sheet And Customer Fuel Receipt is a three-part form which serves two purposes: 1) provides the District with a record, by location and pump, of fuel dispensed each day (Pump Sheet section) 2) provides the driver with a record of fuel and/or oil dispensed into the vehicle and supports his or her trip record (Customer Fuel Receipt section) Fig. 1 explains how to complete the Customer Fuel Receipt section. Fig. 2 explains how to prepare the Pump Sheet section. Fig. 3 illustrates an entire, completed form. ALL UNLEADED AND DIESEL FUEL AND ENGINE OIL DISPENSED AT THE SERVICE ISLAND MUST BE RECORDED ON THE PUMP SHEET AND CUSTOMER FUEL RECEIPT FORM. A SEPARATE PUMP SHEET MUST BE PREPARED DAILY FOR EACH PRO- DUCT DISPENSER. CUSTOMER FUEL RECEIPTS MUST BE COMPLETED FOR ALL GAS, DIESEL FUEL, AND ENGINE OIL DISPERSIONS MADE TO THE FOLLOWING: RYDER HOME UNITS, POOL OR CONSUMER (WITH ONE OR MORE FUEL PERMITS) INTER-LOCATION UNITS SALES AND SERVICE UNITS OUTSIDE UNITS FUEL SOLD TO VEHICLES RENTED "WITHOUT FUEL" Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: March 11, 1994 • RYDER ENVIRONMENTAL POLICY & CONTROL Fig. 1 4 . r%1 : CD • VW ) tank qrw C4 W • � R 0) r. a) L V7 w w tn cu • o • 6. ... a1 a) E isa x i 6 °0 o ' :3 1 C 0 0 a) 1/1 r .4_ = c a) s) a) -0 in 0 CU a u 16 ...c 2 r, 0 5 a) 11. .0 E 4.7 c a) > 0 = C u. C C t _ o . if .47 1, #.0. . 15 a > a) °a oath L .' c : i = il (11 ° a3C E w c.9 8 Tvc .4.i 3 _ o 7 . 5 a , Q7 cl° `"� ` 5 ('! :- .2 >, a l 49 C' o 4t) :4, : o E 6. -0 2 -0 r3 +, .... z w ,.... .....x. (1) - 47; 7 ,- w C - 0 W 1 o u it Y2 at t ® L to -0 c 0) 0 W C 8- 8 = ‘n 0 ) 0 0 m a. 4.0 #.... u -47; cv ›, z E - cu .4e. L) a " C 6° w cv '5 F ro 5 0 .r: C CO c; a) Z la cl C c 46 70 : — , L , o o ul , a o E o cU U CI 0 C ` ® 0 Name: Pump Sheet And Customer Fuel Receipt Procedure No. 3.11 - Page 2 • • a v e mi o r 4 r Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: March 11, 1994 Important: The following instructions are based on completing only one Pump Sheet per shift 1 day. Lines 1 through 6 must be completed only on the last Pump y P rnp Sheet for the shift 1 day. Pump Sheet And Customer Fuel Receipt fi thci DATE 5 .7nY LOC. CODE DATE OF LAST' DISPEFFSFA CALIMATION a4ECX (Q. EACH 1401.111.0 0 1 Gas 0 3 ° Misc. 2 - Diesel 4 b Unleaded 1 Ryder Hors Unit, Roof Or One Way 2 - Inter Location Unit 3 - Sales and Service 4 -Shop Use * FUEL USE CODES: S - Refrigeration 6 - Refrigeration UL 7 - Outade Un B - Transfer Expense * * TYPE CODES : 1 . ODOMETER 3 - REFS 2 - H UBOM ETER 4 - NOT AVAILABLE * ** Enter on Daily Liquid Inventory Log & Monthly Reconciliation, Form No. 56-74, Column C. * * * '1/mounts y dra ;ne�i dj :i re from vehicles as hicles and returned to .n milk Any water or product removed that did not go thru the dispenser is recorded as " -°. Enter amour on Form No 56-74, Column D. S6-OS T (1/94) TOTAL GAL FUEL C (Enter to No. 4 Above) RYDER ENVIRONMENTAL POLICY & CONTROL Fig. 2 Name: Pump Sheet And Customer Fuel Receipt Procedure No. 3.11 - Page 3 PUMP SHEET A. Complete entire section as indicated. B. Check type of product dispensed. Line2: Enter totalizer reading on dispenser at the be innin of each shift 1 day, Do not enter reading from previous Pump Sheet! Line 1: Enter totalizer reading on dispenser at the end of the shift l day. Line 3: ' Subtract Line 2 from Line 1; enter difference on Line 3. Also enter difference on the Daily Liquid Inventory Log And Monthly Reconciliation (Form No. 56 -74), Column C. co Add "Gal. Fuel" column on Custom r er Fuel Receipt side of each Pump Sheet; enter total gallons on each page in "Total Gallons Fuel Dispensed box (shaded). Line 4: Add all "Total Gallons Fuel Dispensed" amounts from all Pump Sheets for the shift /day; enter total amount in Line 4. Line 5: Enter any difference between Linea and Line 4. If there is a difference, verify accuracy of your calculations up to this point and make necessary corrections. Line 6: Enter any adjustment. Examples: .- Fuel that has been drained from vehicles and returned to tank is a plus (+). - Water or product that has been removed from the tank is a minus (—) Also enter adjustment on the Daily Liquid Inventory Log And Monthly Reconciliation, Column D. Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: March 11, 1994 DISTRIBUTION Distribute the Pump Sheet And Customer Fuel Receipt form as follows: Retention Of Forms RYDER ENVIRONMENTAL POLICY & CONTROL Original Driver of serviced vehicle receives Customer Fuel Receipt (right) section of form. Copy2 Copy 3 Admin. office (ACDCentraI office) Copy 4 (yellow) facility (on site) Retain the form as follows Admin. Office five (5) years (ACD- Central office) Name: Pump Sheet And Customer Fuel Receipt Procedure No. 3.11 - Page 4 Original of Pump Sheet (left) section remains attached to Copy 2. Entire copy (with original of Pump Sheet section still attached) is submitted to Administrative office. Important: The original of the Storage Tank Measurements 1 Reading, Form No. 56-76, must also be attached. Refer to Procedure No. 3.12 for other details. facility (on site) all months for the current year and all months for the prior calendar year Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: March 11, 1 994 RYDER ENVIRONMENTAL POLICY & CONTROL Fig. 3 Name: Pump Sheet Arid Customer Fuel Receipt Procedure No. 3.11 - Page S Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: March 11, 1994 Fuel Use Code (As Listed On Pump Sheet) Ryder Home Unit, Pool, Consumer Rental RYDER ENVIRONMENTAL POLICY & CONTROL Exhibit A DESCRIPTIONS m FUEL USE CODES Inter Location Unit Ryder units not domiciled in the fueling location and which are chargeable to customer using vehicle Sales And Service home and interdistrict transactions involving customer - owned vehicle Ryder subsidiary's vehicle Example: Automotive Carrier Division Shop Use fuels used for building heat and certain equipment (e.g., forklifts, etc.) Refrigeration Refrigeration I/L interlocution reefer fuel supplied to Ryder Truck Rental vehicles Outside Units non -Ryder units assigned for District use Example: those rented from competition to meet a temporary customer need Transfer Expense fuel used in vehicle transfer, testing, shop use, or other use not billable to customer home unit reefer fuel unit types indicated Company cars and service vehicles domiciled in, or used by, the fueling location Description Name: Pump Sheet And Customer Fuel Receipt Procedure No. 3011 - Page 6 Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: March 11, 1994 (revised 4115/94) RYDER ENVIRONMENTAL POLICY &CONTROL PURPOSE Name: Storage Tank Measurements/ (Manual) Readings The purpose of this procedure is to provide instructions for: manual gauging of underground storage systems and m the correct preparation and distribution of the Storage Tank Measurements 1 Readings, Form No. 56-76. BACKGROUND Manual tank gauging (e.g., "sticking ") is important for: maintaining accurate inventory control, detecting leaks and inventory variances, and - maintaining safe storage of product. Procedure No. 3.12 - Page 1 POLICY ALL UNDERGROUND STORAGE SYSTEMS OPERATED BY THE COMPANY MUST BE: GAUGED (EITHER MANUALLY OR ELECTRONICALLY) EVERY OPERATING DAY AND - RECONCILED DAILY AND MONTHLY. Frequency EACH FACILITY MUST GAUGE ( "STICK ") EACH PRODUCT TANK AS FOL- Of Gauging LOWS: DAILY, AT END OF DAY OR END OF SHIFT IMMEDIATELY BEFORE AND AFTER PRODUCT DELIVERIES Water Measurements WATER MEASUREMENTS ALSO MUST BE RECORDED DAILY. IF WATER 15 FOUND IN THE TANK, IT MUST BE PUMPED OUT BY A CONTRACTOR. IF GAUGING INDICATES ONE (1) INCH OR MORE OF WATER, PRODUCT MUST NOT BE RECEIVED UNTIL THE WATER HAS BEEN REMOVED. Section: REGULATED SUBSTANCE Name: Storage Tank Measurements/ STORAGE AND CONTROL (Manual) Readings Date: March 11, 1994 Procedure No. 3.12 - Page 2 TOTALIZER GUIDELINES REQUIRED EQUIPMENT RYDER ENVIRONMENTAL POLICY & CONTROL at the beginning and ending of each shift or on a daily basis° m gauge stick water- finding paste conversion table {s} not warped ® Ends are rounded. Measurement markings are not clear or readable. Stick is scraped or paint is flaking off. The District Controller (in ACD, the Branch Manager) must decide if totalizer readings will be recorded: Three pieces of equipment are required to ensure accurate measure - ments: Manual Gauging A manual gauging stick should meet the following specifications: Stick ® made of: varnished hardwood (maple) or other non - sparking material dimensions: 6'- 10' long (to reach the bottom of the tank) 1" wide ;"thick One side of the stick should be marked in inches with -t" subdivisions. The zero marking should be at the bottom, or tip, of the stick. If the stick is used for gauging gasoline or other volatile product, the side next to the graduated side (marked with in subdivisions) should be horizontally grooved every i in order to retard `creepage" by the product. Check the gauging stick on a regular basis. Replace the stick if any of these conditions exist: (continued on next page) Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: March 11, 1994 REQUIRED EQUIPMENT INCREMENTS OF STICK READINGS RYDER ENVIRONMENTAL POLICY & CONTROL (continued from previous page) Name: Storage Tank Measurements/ (Manual) Readings Procedure No. 3.12 - Page 3 Water- Finding Approved water - finding paste must be used to accurately gauge tanks Paste for water. Either Kolor Kut or Sargel is recommended for this use. Contact Network Sales for ordering information. Conversion Tables The gauge stick is used in conjunction with a conversion table (or tables) furnished by the tank supplier. The table shows the number of gallons for each 8" on the gauge stick. Each table is calculated for a tank of particular dimensions and capacity. The table used must be the ro erone au ed. In order to comply with regulatory requirements, stick readings must be measured and recorded in 8" increments on the Storage Tank Measurements 1 Reading form. CONVERSION of Readings for each tank within a tank system must be measured, MEASUREMENTS converted, and recorded individually on one Storage Tank Measurements I Readings form. The measured inches must be converted to gallons. Be sure to use the correct conversion chart for the size and manufacturer of each tank! Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: March 11, 1994 RYDER ENVIRONMENTAL POLICY & CONTROL HOW TO MANUALLY Take the steps in this table to manually gauge a tank. GAUGE A TANK ( "STICKING ") Step 1 2 3 4 5 6 Name: Storage Tank Measurements/ (Manual) Readings Action Procedure No. 3.12 - Page 4 Coat the bottom 5" of the gauging stick's side with a Tight, even coat of water - finding paste. Insert gauging stick slowly, in a vertical position, into the tank until it gently touches bottom. Important: Be sure to insert the stick at the same oint each tirneyou gauge and make sure stick rests flatly on the tank bottom. Withdraw stick quickly to avoid product "creepage." Record product measurement. Reinsert stick again (until it gently touches bottom) and withdraw slowly to measure water. Allow time for paste to change color; this will indicate the amount of water in the tank. HOW TO RECORD Readings must be recorded on the Storage Tank Measurements/ MEASUREMENTS Reading form. Fig. 1 describes the correct information to be entered on the form. Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: March 11, 1994 LOC. CODE 6 Daily readings are required for diesel, unleaded, engine oil, and antifreeze tanks. Readings are to be taken when the Pump Sheet And Customer Fuel Receipts are closed out each day. On the proper line for the day, enter the total gallons of Water & Product in Column F an Form No. 56-74. Then enter the total Inches of Water Only in Column H on Form No. S6-74. 5 WATER & PRODUCT SYSTEM DIESEL IV TANK MANIFOLD ED NO. TANK • Storage Tank Measurements /Readings IMPORTANT: Water MUST be pumped from all tanks when it reaches one (1) inch or more. This is the requirement of most state and local governments. RYDER ENVIRONMENTAL POLICY & CONTROL D DIESEL SYSTEM ITOTALS balab DISTRICT CODE baba INCHES (1/8) WATER ONLY WNW Fig. '1 DATE 7 blab 8 IMOD P bugab Instruction 7 Enter dispenser number(s) and totalizer reading(s). Name: Storage Tank Measurements/ (Manual) Readings Procedure No. 3.12 - Page 5 Check if month end readings. TIME_ Q A.M. p R.M. DISPENSER NUMBER DISPENSER OR TOTALIZER READING(S) Sabo R abgbe • 0100 ® baba u totam 8 ern Step 1 _ Enter information as indicated. If month -end readings, check in ! g . ( }box n upper right corner. 2 Enter amount of water, to nearest +", in tank. 3 Enter total amount of water and product, to nearest 8 " in tank. 4 Use proper conversion table to convert measured inches of water and product to gallons. Enter gallons on form. Add inches of water from each manifolded tank in tank system (to get total inches of water). Enter total inches of water on form. Add gallons of water and product from each manifolded tank in tank system (to get totsl gallons of water and product). Enter total gallons of water and product on form. 8 Transfer the following information to Form No. 56 -74: .. total gallons of water and product (from step 6, above) - to Column F . total inches of water (from step 5, above) - to Column H 9 Repeat steps 1 through 8 for each product type. Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: March 11, 1994 56 -76 (1:94) DISTRIBUTION Retention Of Form RYDER ENVIRONMENTAL POLICY & CONTROL Fig. 1 cont`d Original - Distract Copy Yellow - Shop Copy Retain the form as follows: Admin. Office five (5) years (ACD- Central office) Name: Storage Tank Measurements/ (Manual) Readings Procedure Noe 3.12 - Page 6 MEASUREMENTS TAKEN BY (PRINT NAME) BRANCH MAINTENANCE MANAGER SIGNATURE Attach original fora to Pump Sheet And Customer Fuel Receipt form and forward to the District office. Water is to be pumped from any/all tanks when it reaches 1 (one) inch or more. The amount of gallons removed roust be entered in the Adjustment block. item 6 on the Pump Sheet And Customer Fuel Receipt, Form No. 56 - 08T and Column H on the Daily Liquid Inventory Log & Monthly Reconciliation. Form No. 56-74. PKG.SO Step 10 Instruction Facility employee who takes measurements must sign here. Branch Maintenance Manager (designated Emergency Coordinator) must sign here. Important: By signing this form, the Branch Maintenance Manager indicates that the entries have been reviewed and are correct. Distribute the Storage Tank Measurements 1 Reading form as follows: - Original (attached to Pump Sheet) Admin. office (ACD- Central office) Copy 2 (yellow) on site m facility (on site) all months for the current year and all months for the prior calendar year 11 RYDER ENVIRONMENTAL POLICY & CONTROL Section: REGULATED SUBSTANCE Name: Daily Liquid Inventory Log STORAGE AND CONTROL And Monthly Reconciliation Date: March 3l, 1995 Subject tA_L Exhibits Procedure No.3.14 Page 1 CONTENTS Purpose 1 Background 1 Preparing The Log 1 Identifying Excessive Variances 8 State And Local Regulations 8 Management's Responsibilities 8 Distribution And Retention Of Form 9 Fig. 1 Daily Preparation - Columns A through I-1 2 Fig. 2 Weekly Reconciliation And Variance Calculation . . 4 Fig. 3 Monthly Reconciliation And Variance Calculation . 6 Exhibit A State Reconciliation Requirements And Telephone Numbers 10 Page p Revisions Date Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: July 29, 1996 RYDER ENVIRONMENTAL POLICY & CONTROL IN THIS PROCEDURE In this procedure you can find information on these topics: Purpose Background Procedure No.: 3.14 - Page 1 Supersedes No. 3.14 Dated March 31, 1995 Identifying Excessive Variances State And Local Regulations Daily Preparation Weekly Reconciliation And Variance Calculation Monthly Reconciliation And Variance Calculation Distribution And Retention Management Responsibilities State Requirements And Phone Numbers (Exhibits A & Al PURPOSE This procedure provides instruction to correctly prepare and distribute the Daily Liquid Inventory Log And Monthly Reconciliation, Form No. S6-74. BACKGROUND Information from the forms listed in the table below must be transferred to the Daily Liquid Inventory Log And Monthly Reconciliation. Each form is illustrated and explained in separate procedures as indicated in the last column. Important: If your location uses the Hand Held Computer (HHC), it is not necessary to manually maintain these forms if they are produced automatically by the HHC. . For more details, refer to S.M.S. Hand Held Computer User's Guide. S6-76 . S6-78 Pump Sheet And Customer Fuel Receipt Regulated Substance Receiving Measurements / Quantity Storage Tank Measurements/Readings OH& Antifreeze Log Name: Daily Liquid Inventory Log And Monthly Reconciliation , 1 , ..... S6-75 S6-08T ... 3.11 3i0 3.12 3.13 1 Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: July 29, 1996 RYDER Ef 1 POLICY & C. .JTROL Name: Daily Liquid inventory Log And Monthly Reconciliation Procedure No.: 3.14 - Page 2 Supersedes No. 3.14 Dated March 31, 199 IDENTIFYING EXCESSIVE VARIANCES Correct preparation of the Log will identify variances that are excessive. Ex- cessive variances must be investigated and resolved. A variance is considered excessive when any of the following occurs: • A single daily variance of 300 gallons or more • A daily variance of 150 gallons or more in the same direction (all gains or all losses) for a consecutive four day period • A monthly variance greater than or equal to 1% of gallons dispensed plus 130 gallons (Maine and Massachusetts: 1/2% of gallons dispensed) (Maryland: 1/2% of tank capacity) • A consistent or significant increase of water in any storage tank For details regarding variance thresholds and other related information, refer to Procedure No. 3:17, Excessive Liquid Inventory Variance: Guidelines and i nvestigation. STATE AND LOCAL State and local regulations may r uire different forms and REGULATIONS may calculations and may identify more stringent variances. Examples of such states are Maine, Massachusetts, and Maryland. You must check your state and local regulations. Exhibits A and Al identify current reconciliation requirements for all states and telephone numbers to call for underground storage regulations so that these requirements can be confirmed periodically. Section: BFGULA` ED SUBSTANCE STORAGE AND CONTROL Date: July 29, 1996 RYDER Ef I POLICY & C'ITROL DAILY PREPARATION Name: Daily Liquid inventory Log And Monthly Reconciliation Procedure No.: 3.14 - Page 3 Supersedes No. 3.14 Dated March 31, 1995 A separate Log is required for each underground tank system (except heating or used oil). Prepare the form daily following the instructions in the table below. The corresponding columns are illustrated in Figure 1 on the following page. A S D Gallons of product and water from previous day (previous day's Column F). Gallons of product received. (amount from line 5 , Gallons Received on Regulated Sub- u b- stance Receiving Measurements 1 Quantity form). Gallons dispensed: • Gas 1 Diesel - From line 3, Quantity Dispensed, of Pump Sheet • oil 1 Antifreeze - From Total Gallons" line in last column of Oil & Antifreeze Log ........... Gallons added (+) such as Pour Point additive and fuel drained from vehicle or gallons re- moved (-) such as water (from line 6 of Pump Sheet). Gallons that should be in tank (A + C plus or minus D = E) Today's total gallons of product and water (from "Gallons 1 Water & Product" column of Stor- age Tank Measurements 1 Readings form). Important: For manifoided tanks (piped together), this figure represents total � 9 p t ! gallons of product and water from all tanks. Difference between Columns E & F (F E = G) Important: it is critical that you indicate the amount with the appropriate plus (+) for overage, or minus ( -) for shortage. Resolve these variances: • a single daily variance of 300 gallons or more • a daily variance of 150 gallons of more in the same direction (all gains or all losses) for a consecutive 4 day period Today's total inches of water in 118" increments (from "Inches Water Only" (1/8) y column of Storage Tank Measurements 1 Readings form). Important: For manifolded tanks (piped together), this figure represents total P l inches of water from all tanks. Caution: An increasing water level requires that each tank in system be tracked individually to identify potential leaks. Section: REGULATED SUBSTANCE Name: Dail Liquid inventory Y �# L g And STORAGE AND CONTROL Date: July 29, 1996 Pyre: SR. Mrw th ard vow 16.74 361963 Totits RYDER ENVIRONMENTAL POLICY & CONTROL Procedure No.: 3.14 - Page 4 Supersedes No. 3.14 Dated March 31, 1995 A. Enter the total gallons from Cokumn G. Odd is and Strict %s for tit then enter as s positive numb r B. Maxrmum Variance Allowed (Col. C x .01) + 130 gallons .............................. C. Variance. Subtract it ern S from item A IA positive number is in excessive variance.) Cover t - Diotriet Comm 2 - $hoc Figure 1 Daily Liquid Inventory Log & Monthly Reconciliation (IMPORTANT: Conipteta a separate farm for each pcadutt type.) 7� 9 �, cam: �°�' a �,� 3 L.22 , Distric �► 14trk BEGINNING Cody . — � o Unl.aded ........ .............:................. TnTALI� + coLUMN F - 5 Of � NO. MO • ' AY) $6.761 TOTAL QM.s. Of WATER AlID IPROOUCT (PROM POW ' 14.76? I I I I I I I I I I I I I I • Coffin D - Adjusweente $ UBTRA CT eny emo Mt of product or water removed from tank twit did net pee, through sponseritete#�r. ADO mount of profit or Ural additives eddied to age tank from vehicles tank (bracketed figure on Pump $lit) or otter souroe. Monthly Reconciliation Date cf :silt C'e['on•er Cahtpror.o + Chec7 0 High Volume Diepenser (20+ Clellons Per Minute) a Antifreeze Diesel D Oil VARIANCE 4W QALLoMI r . MORE THAN E • F LESS i E . 11/2/74111 ..........:.... 0 TOTAL INCHES of WATHt (FROM POW ld0. $•• 1) 1 04 Column ti - Variance In A d.iy variance of 300 pitons or more on dairsc�n)for 160 or r more (in seine us. Refer to Environmental Policy & Control Manual, Proo.Aure No. 3.17, for instructions regarding say excessive rarirnos or stricter state and iocal laws. notratian Shop - AS mrsidoe iar cuov nt yew Pry oral pier sri o d,er yew. sin .r� Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: July 29, 1996 WEEKLY RECONCILIATION AND VARIANCE CALCULATION Calculate "Variance In Gallons" entries by adding pluses ( +) and subtracting minuses &); enter total at bottom of column. Be sure to include plus ( +) or minus (-) sign. Enter the total amount calculated for Column G, as a positive number; Do not include the plus ( +) or minus () sign. Example: +34 is entered as 34. Add "Gallons Received" (Column B): enter total at bottom of column. Add "Total Gals. Dispensed" (Column C): enter total at bottom of column. Calculate "Adjustments" entries (Column D) by adding pluses ( +) and subtracting mi- nuses ( -); enter total at bottom of column. Be sure to include plus ( +) or minus (-) sign. Multiply total from Column C by .01 and add 130. Enter the results here. Example: 29,870 x .01 = 299 + 130 = 429 Subtract entry in Step 7 from entry in Step 6. Example: 34 - 429 = ( If the result is a positive number, the variance is excessive. When variances are excessive, follow the instructions in Procedure No. 3.17, Excessive Liquid Inventory Variance: Guidelines And Investigation. The Branch Maintenance 1 Operations 1 Facility Manager (Emergency Coordinator) must sign log certifying: calibration has been checked, form is complete and accurate, and variance is within acceptable limits, or, excessive variance has been investigated following instructions in Procedure No. 3.17. RYDER Er AONMENTAL POLICY & C4TROL Numbered instructions in this table correspond with numbered areas on example Log, Figure 2, on the following page. If your state requires weekly variation calculations, monthly reconciliation is not required. Procedure No.: 3.14 - Page 5 Supersedes No. 3.14 Dated March 31, 1 995 Name: Daily Liquid Inventory Log And Monthly Reconciliation Enter date of last dispenser calibration check. Mark box if high volume dispenser. Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: July 29, 1996 P ti 'oat. 3c A 1 Daily Liquid Inventory Log & Monthly Reconciliation (IMPORTANT: Comp‘oto a osparsto form for each product typo.) BEGINNING TOTAL (FROM :WAIN F - D V PRIOR DAY) • • • RYDER ENVIRONMENTAL POLICY & CONTROL L Dii; 3 Procedure No.: 3.14 - Page 6 Supersedes No. 3.14 Dated March 31, 1995 Dietr 3 Cod Figure 2 A . Enter the total gallon, from Column G. Odd Os and Subtract 4's kw total then rotor as • • • - • number. B. Maximum Variance Allowed (Col. C x .01) + 130 gallon* C. Variance. Subtract kern B tram item A (A positive number is in excessive variance.) —39ff Cokann D • Adjustments SUBTRACT any amount of product or water rentoved-trorn W* that did not pass through disponserritotaer. ADD amount of product or fuel additives added to storage tat* from veNcie's tank (bracketed figure on Pump Meet) or Other BOUM. E F Name: Daily Liquid Inventory Log And Monthly Reconciliation •••• • • ••••••■••■■•• -••• /Date of Lost 0 Calibration Check 0 High Volume DreInneer (20+ Gallon' Par Minute) tank 1 No. 1 D Uniseded CI Antifreeze . °ALLOW TOTAL ctALS. OF THAT SHOULD WATER AND BE IN TANK PitoouCT tfitOM FORM NO. 811.71t) Dieual to N TOTAL INCHES OF WATER (FROM FORM NO. MINI) H Column a - Verisnce In Gallons A daily variance of 300 gallons or MOM on any day or, 150 galk•ne or more On same dinictionifor four 141 consecutive doys i excessie. Refer to Environmental Poky & Control Manual, Procedure No. 3.17, for instructions regarding any OJECOSONO veriance Of stricter state and local fours. oh Mointeassao Siginetwe Iliortentiaii Oaf, imentke for oupowit year Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: July 29, 1996 MONTHLY RECONCILIATION AND VARIANCE CALCULATION 4 5 RYDER El IRONMENTAL POLICY & C,:NTROL Name: Daily Liquid Inventory Log And Monthly Reconciliation Procedure No.: 3.14 - Page 7 Supersedes No. 3.14 Dated March 31, 1995 Numbered instructions in this table correspond with numbered areas on example Log, Figure 3, on the following page. If your state requires weekly variation calculations, monthly reconciliation is not required. 1 Add "Gallons Received" (Column B): enter total at bottom of column. 2 Add "Total Gals. Dispensed" (Column 0): enter total at bottom of column. 3 Calculate "Adjustments" entries (Column D) by adding pluses ( +) and subtracting mi- nuses (); enter total at bottom of column. Be sure to include plus ( +) or minus (-) sign. 7 Subtract entry in Step 6 from entry in Step 5. Example: 70 - 1428 = (-1178) If the result is a positive number, the variance is excessive. When variances are excessive, follow the instructions in Procedure No. 3.17, Excessive Liquid Inventory Variance: Guidelines And Investigation. 8 The Branch Maintenance 1 Operations 1 Facility Manager (Emergency Coordinator ) must sign fog certifying: i calibration has been checked, • form is complete and accurate, and • variance is within acceptable limits, or, excessive variance has been investigated following instructions in Procedure No. 3.17. ......:......_...... 9 Enter date of last dispenser calibration check. Mark box if high volume dispenser. ......... . Calculate "Variance In Gallons" entries by adding pluses ( +) and subtracting minuses (..); enter total at bottom of column. Be sure to include plus ( +) or minus () sign. Enter the total amount calculated for Column G, as a positive number; Do not include the plus ( +) or minus ( ®) sign. Example: -70 is entered as 70. 6 Multiply total from Column C by .01 and add 130. Enter the results here. Example: 129,805 x .01 = 1298 + 130 = 1428 Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: July 29, 1996 • 111frIE#1. end Mnr :h • .9 st Anaks RYDER ENVIRONMENTAL POLICY & CONTROL f7 Procedure No.: 3.14 - Page 8 Supersedes No. 3.14 Dated March 31, 1995 Figure 3 Daily Liquid inventory Log & Monthly Reconciliation (IMPORTANT: Complete a separate form for each product typo.) & Locastion 0 { a 3 oi.„ 94 Trk / 0 unleaded C. Variance. Subtract item 1 from item A IA positive number is en excessive veriance.I 11 (1) A. Enter the total gallons from Column Q. Oa 4.'s and Subtract for total than antic as s positive numbar.) B. Maximum Variance Allowed (Col. C x .01) + 130 gallons '70 a • Column 0 - Adlustrrients SUBTRACT err/ amount of product or wetsr removed horn tank that crid not pees through dispensentotalizer. ADO amount of product or fuel addhivirr added to stamps tank from vhicie• s conk (bracketed figure on Pump Sheet) or other INDUrege. Name: Daily Liquid inventory Log And Monthly Reconciliation • 11111•1111111111 Data o Laid Ch0C14 0 High Volume Dispenser (20+ Gallons Per Minute) D Antifreeze VARIANCE IN GALLOON& s• F mot* THAN E F LESS THAN E Diesel CI Oa TOTAL INCHES OF WATTR (MOM FORM NO. 110-71111 O 14 0 •• Column - Variance in Gelions A daily variance of 300 gallons or mote on •rff dey or. 1150 gslione or more lin same cliection)for four (4) consecutive days lo excessive Refer to Environments! Polk* & Control Mama!, Procedure No. 3.17, for inetructione regarding any excessive variance or stricter state and loco* laws. Anowth 11110natos Pill*Nrdso Shop - Al .tits kir COMM 'SW peolat . robe paamodhar yew. Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: July 29, 1996 RYDER E RONMENTAL POLICY & C Procedure Nod: 3.14 - Page 9 Supersedes No. 3.14 Dated March 31, 1995 DISTRIBUTION AND Distribute and retain the Daily Liquid Inventory Log & Monthly and Reconciliation RETENTION OF from as described in FORM the table below. original copy 2 (yellow) MANAGEMENT This table describes management's responsibilities concerning ro er preparation P P p p RESPONSIBILITIES o f the Log. The Environmental Coordinator Admin. Office (ACD Central office) facility (or-site) implement weekly calculation of variances where required by state law ensure Log is prepared and updated daily by shop personnel in each location for each under- ground tank system containing diesel, gasoline, engine oil, or antifreeze Emergency sign the completed Log Coordinator Name: Daily Liquid Inventory Log And Monthly Reconciliation monthly reconciliation is within acceptable limits Five years from completion date. -All Months for current year, and --A11 months for prior calen- dar year. RY.Y: • ® Ryder complies with state and local regulations excessive variances are quickly identified and investi gated according to Procedure No. 3.17 excessive variances have been investigated according to Procedure No. 3.17 Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: July 29, 1996 1 State Alabama Arizona Arkansas California Colorado Connecticut Delaware Florida Georgia Idaho Illinois Indiana Iowa Kansas Kentucky Louisiana Maryland Massachusetts Maine Michigan Minnesota Mississippi Missouri Montana Nebraska Nevada RYDER ENVIRONMENTAL POLICY & CONTROL Name: Daily Liquid Inventory Log And Monthly Reconciliation Procedure No.: 3.14 - Page 10 Supersedes No. 3.14 Dated March 31, 1995 Exhibit A ..................:.....::..:.. State Reconciliation Requirements And Telephone p Numbers As of 1/31/95 Weekly or Monthly Reconciliation monthly monthly monthly monthly monthly weekly monthly weekly monthly monthly monthly monthly monthly monthly monthly monthly monthly monthly monthly monthly monthly monthly monthly monthly monthly monthly Tele hone Number 205 - 271 -7700 602-257-6984 5 01 -562 -6533 916-2274332 303 -289 -5643 203- 566 -4630 302 -323 -4590 904 - 488 -3936 4 04 - 362 -2687 208- 334 -5860 217-758-5878 317 - 233 -6419 (none) 913-296-1685 502-564-6716 5 04 - 765 -0243 410631 -3442 508-640-1589 207 -287 -2651 517-373-8168 612 -297 -8609 601 - 961 -5171 314 - 751 -6822 406-444-5970 402- 471 -9465 702- 687 -5872 1 Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: July 29, 1996 RYDER Et 1RONMENTAL POLICY & C 4TROL Procedure No.: 3.14 - Page 11 Supersedes No. 3.14 Dated March 31, 1995 State Exhibit A cont'd Weekly or Monthly Reconciliation Name: Daily Liquid Inventory Log And Monthly Reconciliation Tele phon Jumber New Hampshire single wall-daily 603-271-3644 double wall-monthly New Jersey monthly 609-984-3156 New Mexico monthly 505-827-0188 New York every 10 days 518-4574351 North Carolina monthly 919-733-3901 North Dakota monthly 701-221-5166 Ohio monthly 614-752-7938 Oklahoma monthly 405-521-3107 Oregon monthly 503-229-5733 Pennsylvania monthly 717-657-4592 Rhode Island monthly 401-277-2234 South Carolina monthly 803-734-5331 South Dakota monthly 605-773-3351 Tennessee monthly 615-532-0945 Texas monthly 512-908-2172 Utah monthly 801-536-4100 Vermont monthly 802-241-3888 Virginia monthly 804-527-5249 Washington monthly 206-407-7179 Wisconsin monthly 608-266-0298 West Virginia monthly 304-558-2191 Wyoming monthly 307-777-7781 a) v L ammai v (7 C CC CC v � Ct 0 P v 2 0 -15 To 0 O to co a 0 1 ense li = v PI cu CC a C c 03 1.. 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C 6 . 6 c CD E c ,„) E CD 0 - J CC W LLI (1) Z a) a r* 0. 0 2 0 ▪ ct E c tri c CID Lam. fl U � N 0 a} o • E • ci • 1/1 7CI � y V L.3 cvi C 3. LU 0) .3 co .s E 2 0 tso 0 0) ry U o LL ® a , < . Q. W CT M I +4.. • >0 0 0) cc 0 0) 3. F 3. • 0) 0) E o U 0) 0 0 CO CD CO 0w .0 tea . 0 '0.. ` w 10 Ain est > 0 2 73 > > 0 C .�. ca o `� ..o C C Ct 51 C 0 E . L) C - .7.: . E eL S E o ut "C:3 E 0 C ay ce o - 0' e G3 C — m c . . 0 6 Ca. :E = 0 > L) co �° v° ' > - ..-1 • E" ,� c . E .E a5 = 73 c v : � n Evc M m e © E' + c v 5wQ. C - _ U 0 C Cn cc v �92 m � .... a= >. 0 u Ey �3 ..-.. 2 -- Li E — � a) a) � � C E Es' -� o C CO .= ...► CO 0 {4 ,. X.." _ CO 'CZ C . J : a= W L'... _C > CC CO > > > La C) 0 c E w 0 z E 0) 0 a) 0 C E >i 2 0 iZ 0 2 0 0 cc Q 1 2 0 ci cen 0 Z Fes° a 0 2 J 5 0 w cr Z w 2 5 0 0 w .0 co 0 0 C OHMS ❑ W - 2 cZ 2 0 0 cr w w cc 0 w 2 0 w cc 0 0 0 2 Lu W 2 W rEj Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: July 29, 1996 PURPOSE POLICY RYDER ENVIiONMENTAL POLICY & CONTROL Name: Excessive Liquid Inventory Vari- ance: Guidelines & investiga- tion Procedure No.: 3.17 m Page 1 Supersedes No. 3.17 Dated March 11, 1994 - The purpose of this procedure is to provide guidelines for investigating excessive liquid inventory variances occurring in any tank system where liquid inventory reconciliation is utilized. These guidelines include a checklist which will help to identify and document the cause and resolution of an excessive inventory variance. THE INVESTIGATIVE PROCESS DESCRIBED IN THIS PROCEDURE MUST BE FOLLOWED IMMEDIATELY WHEN ANY OF THE FOLLOWING LIQUID INVENTORY VARIANCES ARE DISCOVERED: A SINGLE DAILY VARIANCE OF 300 GALLONS OR MORE - A DAILY VARIANCE OF 150 GALLONS IN THE SAME DIRECTION (ALL GAINS OR ALL LOSSES) FOR A CONSECUTIVE FOUR DAY PERIOD A MONTHLY VARIANCE GREATER THAN OR EQUAL TO 1% OF GALLONS DISPENSED PLUS 130 GALLONS, FOR ANY PRODUCT A CONSISTENT OR SIGNIFICANT INCREASE OF WATER IN ANY STORAGE TANK Important: State and local regulations may include more stringent re- quirements that must be followed. Examples are: • Maine and Massachusetts monthly variance limit is greater than or equal to 1/2% of gallons dispensed, and • Maryland monthly variance limit is greater than or equal to 1/2% of tank capacity. INVESTIGATIVE An excessive inventory variance could indicate a release from either the storage PROCESS tank or piping; however, other causes may be responsible. Completing the Y P P g Excessive Liquid Inventory Variance Investigative Checklist (Exhibit A, Al) will: help to identify if the variance is caused by a leak and provide documentation of the investigation and resolution. Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: July 29, 1996 RYDER El IRONMENTAL POLICY & C .JTROL Name: Excessive Liquid Inventory Vari- ance: Guidelines & Investiga- tion Procedure No.: 3.17., Page 2 Supersedes No. 3.17 Dated March 11, 1994 - Excessive Variance As you take each action indicated in the Checklist, be sure to: Checklist note any resolution or conclusion for that item and include a copy of the repair invoice (if repairs are necessary). EXAMPLE: if you determine that dispenser calibration is the problem, you would: 1. record the readings, 2. note the date the dispenser was calibrated, and 3. attach copies of the repair invoice to the Checklist. When the excessive variance has been resolved, there is no need to proceed with the remaining steps on the Checklist. A supply of Checklist forms may be obtained from Environmental Services - Miami or the Field Environmental Analyst for your region. DOCUMENTATION Federal regulations require that all documentation of investigative actions taken and repairs made must be retained. Keep the Excessive Liquid Inventory Variance Investigative Checklist and all related documentation on file as indicated: ® facility (on site) all months of current year and all months for prior calendar year Admin. Office five (5) years from the date of resolution Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: July 29, 1996 fJ X ■ 0 c ,R] 0 Lal ■ ■ 0 0 t e � at C c to C E iz • tu oat t co ft, sae • V 0 c • d D 0 � C C C - ! • c om�v w7 E am y • v v x co LU 2 0 c 2 C C W . p CQ E tro 0 p a � � a 0C� 0 yi6 ti v M U D C ... 74 F� EMS c • ,.'°cm tat 0 >00 e. RYDER ENVIRONMENTAL POLICY & CONTROL v u E o 0 cc M -► c0 0� >U 0 2 n ■ 0 •1 11 1 0 • 3 E E •.+ Ni • 4. d 11 E i x 0 D� w 0 611 C Procedure No.: 3.17 .. Page 3 Supersedes No. 3.17 Dated March 11, 1994 Exhibit A NJ C • V e ° o 15 0 ■ s 0 0 op c U u so 41 w.c ® C 0 O 2 E ! �.ry • b c 7f C ▪ .c ▪ : e it . � 0 e. O e■+ 0 • C m. • •E C O a . 40 2 0 t! ▪ Q • E 4. • . • ._0 � w ;5 I ii Name: Excessive Liquid Inventory Vari- ance: Guidelines & Investigation U 16. 1 0 cc CC 0 0 CC 0 CC 0 a ifil • CID C C ▪ b y II �0a w DV -- 0 E N � ■ A eau 3 E � m W Z W 0 lab 0 �0 0 � C o 0 0 11 a a 3 Q 0 . E 0 0 . 0 C 0 a F. ■ 0 0 1.11 C 0 0 r 0 0 +r. '!3 0 a t � 6 2 • u 1 Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: July 29, 1996 a MI 0 0 ag Z P . Si. 0 E to tia Cb W F .• RYDER EN RONMENTAL POLICY & CL TROL Supersedes No. 3.17 Dated March 11, 1994 Exhibit Al Name: Excessive Liquid Inventory Vari- ance: Guidelines & Investigation Procedure No.: 3.17 - Page 4 0 Is u U v c w D a u) v cn c _ - "D 'co E E 4 4 D 6 L.) c v v D c a (1) , C D . c 1 5 CI) 1 0 Cu rC C 4 :I ° Q. cn � 2 v E � U C a) CO 0 co C a} co • . ® to cn G. w 0 ct 0 0 CC 0 0 im w w a 2 IX ca w rZ Ev 0 - c co CI E , � s EuC C D g �� O C D ay . `y • -60 U >0CD • � E ro c ° t4 D D C — �vC ? 0c D m u N ° – y ° � C ,- D 0 a C E E 0 � ( -0 C '- - - CU CD M N Q D D E c0) (0tn W . CC 3 (4 3 E � C 0 D 0 C tn 4.; 0 . a) � v � + - E CD a) ra) au E ° c ro; 725 v L. CO to c cv D CU . c CO ca 2 ¢' rnco •c c Q3 E U N 0) E 4, - 4' F. c a) v E a 0 G) 0) .o C c •V C CO a) � +j C . 0 � CO ( � a) D E 43 4 N 0 .C. 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C ,C _ . - ❑ 4-' C ❑ co � VZ C of C Q f-+ C o L: u ❑_] .> of . co LU CO Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: April 29, 1 994 PURPOSE Inspections RYDER ENVIRONMENTAL POLICY & CONTROL Name: Above Ground Storage Tanks Procedure No. 3.19 — Page 1 The purpose of this procedure is to provide requirements for the installation and inspection of above ground storage tanks (ASTs). PouCY THE FOLLOWING POLICIES APPLY FOR INSTALLATIONS AND INSPECTIONS OF ABOVE GROUND STORAGE TANKS. Installations/ ANY FUEL STORAGE SYSTEM INSTALLATION OR REPLACEMENT, Replacements REGARDLESS OF COST, MUST BE PROCESSED THROUGH THE PROPERTIES AND CONSTRUCTION DEPARTMENT - MIAMI. ALL ABOVE GROUND STORAGE TANKS CONTAINING REGULATED SUBSTANCES SUCH AS GASOLINE, OIL, DIESEL FUEL, OR ANTIFREEZE (OR OTHER HAZARDOUS SUBSTANCE) MUST BE THOROUGHLY INSPECTED FOR LEAKS AND DETERIORATION ONCE A MONTH. RESULTS OF THE MONTHLY INSPECTION MUST BE RECORDED ON THE ABOVE GROUND STORAGE TANK SYSTEM (AST) INSPECTION LOG, FORM NO. ES -7 (EXHIBIT A). INSTALLATION ASTs are regulated by state and local governments; requirements REQUIREMENTS change frequently. Any installation requires that you: ® contact your state or local Fire Marshall for specific AST regulations in your area and coordinate the entire process with Properties & Construction Miami. Before installation you also must contact Properties & Construction if you plan to install underground . piping with your AST. (continued on new page) Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: April 29, 1 994 INSTALLATION REQUIREMENTS Additional Minimum Requirements RYDER ENVIRONMENTAL POLICY & CONTROL (continued from previous page) Additional minimum requirements include the following: - State and focal permits must be obtained, as needed. Name: Above Ground - Storage Tanks Procedure No. 3.19 — Page 2 Tank and installation approval must be obtained from the appropriate Fire Marshall(s). ASTs must be protected from vehicle impact by installing suitable curbs, posts, stanchions, or wails, as required by the Fire Marshall(s). STATE AND LOCAL AST regulations are different in each area. Common requirements REGULATIONS include: location and storage amount(s) of tanks), - overfill /overspill leak detection, venting, electrical grounding, tank monitoring (inventory controls), insurance, registration, dike and set back restrictions, and fire suppression. Agencies To State and local AST regulations are developed by either the state Fire Contact For Marshall or an above - ground storage tank division of your state's Regulatory environmental regulatory agency. Contact these agencies for Information information regarding specific state and local requirements. Section: Date: April 29, 1994 LEAK DETECTION REQUIREMENTS Underground Piping SPILL PREVENTION CONTROL AND COUNTERMEASURE (SPCC) PLAN New Installations AST INSPECTIONS RYDER ENVIRONMENTAL POLICY & CONTROL REGULATED SUBSTANCE STORAGE AND CONTROL SPCC plans are required at any facility which has: Name: Above Ground Storage Tanks Procedure No. 3.19 — Page 3 Currently there are no federal regulations requiring leak detection for ASTs; however, regulations are expected within the next year. Some state and local regulations do require leak detection forASTs. Some ASTs have piping that is underground. Ryder policy requires that an approved leak detection system be installed for underground piping. total above ground storage capacity greater than 1,320 gallons or a single above ground storage tank with a capacity greater than 660 gallons. Refer to Procedure No. 6.4, Spill Prevention Control And Counter- measure (SPCC) Plan, for additional information. When a new AST is installed, contact Environmental Services - Miami for assistance in getting an SPCC plan. The cost of an SPCC plan may be capitalized to the new AST installation. The Emergency Coordinator must perform the monthly AST inspection under the following guidelines. The monthly inspection includes the: tank exterior, supporting structure, pump mechanism, m piping, and secondary containment/ dikes. (continued on next page) Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: April 29, 1994 AST INSPECTIONS (continued from previous page) Retention Of Inspection Log RYDER 4 ENVIRONMENTAL POLICY & CONTROL The inspector must check for: signs of wetting, discoloration, blistering, corrosion, cracks, or other signs of structural damage or leakage. Name: Above Ground Storage Tanks Procedure No. 3.19 Page 4 If any of these signs of significant deterioration are found, the Emergency Coordinator must call a qualified petroleum equipment service vendor and have the AST professionally evaluated for overall integrity. DOCUMENTING The Above Ground Storage Tank System (AST) inspection Log must be AST INSPECTIONS completed to document AST inspections. Describe any signs of deterioration as indicated in the preceding section AST Inspections. Note: Inspection Logs may be obtained from Environmental Services - Miami. The Inspection Log must be retained at the facility for one (1) year following the date of the inspection. Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: April 29, 1994 AST PIPING RYDER ENVIRONMENTAL POLICY & CONTROL This table provides general guidelines regarding AST piping. IF The Piping Is... above ground underground THEN The Piping... Name: Above Ground Storage Tanks Procedure No. 3.19 — Page 5 should be inspected each month along with other auxiliary equipment associated with AST. must be treated same way as piping associated with an underground storage tank (i.e. approved leak detection system required). Related procedures in this manual: No. 2.4 Underground Storage Tanks Federal Requirements No. 3.1 Underground Storage Tanks Maintenance. ABOVE GROUND Contact Ryder Energy Corporation (REDCO) - Miami before purchasing LUBRICANT TANKS petroleum products from any non -REDCO supplier who rents or loans a storage tank as part of the product supply agreement. Important: These loaner /lease agreements have cost implica- tions. Section: REGULATED SUBSTANCE STORAGE AND CONTROL Date: April 29, 1 994 I 0 0 '0, c E 0 4' iA 0 2 w Ri7 0 RYDER ENVIRONMENTAL POLICY & CONTROL Win t7, e ). 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