FSH 1809.12 - JOB CORPS CIVILIAN CONSERVATION CENTER HANDBOOK 1/83 WO AMENDMENT 1 360 - MOTOR VEHICLES Requirements governing the acquisition of motor vehicles, registration tags, driver's licenses, and liability insurance, are discussed in this section and/or in the following directives: 1. 20 CFR 684.128, Property Management and Procurement. 2. Property Handbook for ETA Contractors. 3. ETH 334, Job Corps Forms Preparation Handbook. 4. ETH 410, Driver's Education Program Guide. 5. ETH 700, Section 535 and 510. 6. FSM 6300 and 7300. 361 - Procurement. Forest Service Civilian Conservation Centers shall utilize regular Forest Service channels/procedures for securing motor vehicles. 361.1 - Title of Motor Vehicles. The title to motor vehicles remains vested in the Government. The GSA motor vehicles are titled by GSA. 361.2 - Registration and License. Each vehicle acquired shall be registered and licensed in accordance with Forest Service policy. 361.3 - Obtaining Dual Control Driver Education Vehicles from Other Than Government Sources. Center Directors should contact the nearest Chrysler, Ford, American Motors, or General Motors dealer to discuss the possible loan or lease of a vehicle. Should the dealer agree to loan a vehicle for Job Corps driver education, necessary forms of agreement (AAA 3736-D) can be obtained from the local American Automobile Club or the ETA Safety Officer. Should the local dealer insist on leasing the vehicle, formal leasing procedures shall be followed. Federal license plates shall be used on all leased vehicles. 1. The Center Director and the local automobile dealer shall complete the agreement forms and send them to the local American Automobile Club for processing. Should the dealer not choose to complete the agreement forms, the Center Director shall complete AAA Form 3736-D and forward it through normal Forest Service channels to the Department of Labor national office. 2. Federal license plates for driver training vehicles shall be obtained through the Forest fleet manager. 3. If a vehicle cannot be obtained from a dealership, or if enough vehicles cannot be obtained to meet center needs, the use of properly equipped Center vehicles is authorized. 4. The Center Director is responsible for the use, maintenance, storage, and security of the vehicle. Driver Education vehicles shall be kept in "showroom" condition: clean, polished, and free from dents and scratches. They shall be used only for driver training purposes. 5. Any expense incurred in connection with the use or maintenance of the vehicle in the driver education program shall be paid from the Civilian Conservation Center's imprest fund. 361.4 - Standard Form 46, U.S. Government Motor Vehicle Operator's Identification Card. All operators of Government- owned or leased motor vehicles, including nonpaid assistants, must possess a valid Form SF-46, U.S. Government Motor Vehicle Operator's Identification Card in addition to a valid State motor vehicle operator's license or State learner's permit. 1. To acquire a U.S. Motor Vehicle Operator's Identification Card, Civilian Conservation Centers shall follow FSM 7136. A center shall maintain a roster showing to which staff and corpsmember each SF 46 has been issued, date of issuance, and whether or not it is outstanding. Upon termination from the Job Corps or transfer to another Civilian Conservation Center, a corpsmember's SF 46 shall be surrendered to the Center Director. FSM 7136 applies to staff. 2. Trainees in vocations where the possession of a driver's license is essential for employment shall receive driver education and be given first priority in course enrollment. Those who will need to drive to and from work shall have second priority. The program shall be designed to meet State requirements for classroom and/or on-the-road training. Centers shall pay the cost of such licenses for corpsmembers. Driver education trainees shall be qualified for Federal licenses in all cases in which they drive Government vehicles (20 CFR 684.52). 361.5 - Suspension or Revocation of SF 46. The issuance of a U.S. Government Motor Vehicle Operators Identification Card to center personnel is a privilege revocable at the discretion of the Center Director. Office of Personnel Management regulations cite certain adverse actions which may include suspension or revocation of SF 46's (FSH 6109.41, ch. 930-7). The Center Director may at any time suspend or revoke any staff or corpsmember's SF 46 for the following reasons: 1. Demonstrated lack of responsibility in operating a motor vehicle. 2. Operating a vehicle in an unsafe manner (whether or not involved in an accident.) 3. Violating rules of the road. 4. Violating Center regulations pertaining to the operation or maintenance of motor vehicles. The violating staff or corpsmember will be presented with the specific allegations of misconduct which are the basis for the proposed suspension or revocation. The decision of the Center Director as to whether a corpsmember's SF 46 shall be revoked or suspended is final. FSM 7136 applies to staff. 361.6 - Assignment of Motor Vehicles to Individuals. Government vehicles acquired for Job Corps use shall be assigned only for purposes related to center operation. No vehicle shall be assigned for the exclusive use of any individual. Penalties shall be imposed for the use of, or authorization for the use of, motor vehicles for any reason other than official project performance. Authorization for overnight retention of a U.S. Government vehicle will be handled in accordance with Forest policy. 361.7 - Operation of Motor Vehicles. The operation of U.S. Government vehicles shall be in conformance to existing Federal and State motor vehicles statutes and regulations and Forest policy. 361.8 - Possession and Operation of Motor Vehicles. Staff members may operate private motor vehicles within the boundaries of the center subject to regulations established by the Center Director. Before permitting such operation, the Center Director shall satisfy himself that adequate insurance is provided against liability for personal injury and property damage. Under no circumstances shall staff members loan or otherwise allow corpsmembers to drive their private motor vehicle. Corpsmembers are not allowed to maintain a vehicle in the vicinity of the center. 380 - LAUNDRY, MAIL AND TELEPHONE SERVICES FOR CORPSMEMBERS 381 - Laundry Service. Center operators shall provide adequate laundry services for corpsmembers who shall be encouraged to launder, iron, and repair their personal clothing. (20 CFR 684.74). All Center Directors shall provide for residential support services. Furnishings shall include good beds, linens, blankets and all housekeeping tools necessary for maintenance, including washers, dryers, and ironing facilities. (20 CFR 684.72). If, in the early stages of a center's development, such facilities do not exist, the Center Director may contract with a nearby laundry establishment for laundry services, the cost of which shall be borne by Job Corps until facilities are provided at the center. 382 - Mail Service 382.03 - Policy. The Center Director shall establish a system for prompt delivery of mail received by corpsmembers in a manner which protects its confidentiality. (See 20 CFR 684.74). 382.04 - Responsibility 1. Center Directors. The Center Director is responsible for the overall operation of the mail service in the center and does the following: a. Supervise the mail service, or designate in writing, a center postal officer from staff personnel. b. Designate in writing one or more center mail clerks. These must be persons of unquestionable integrity, with no record of criminal offenses. c. Prepare and distribute copies of documents appointing mail personnel to the appointee, post office official, and the center postal officer. 2. Center Postal Officer. The center postal officer is responsible for: a. Training mail clerks and ensuring that they understand the mail procedures discussed in this section. b. Ensuring that accountability records are maintained for registered, insured, and certified mail. c. Conducting frequent inspections of the mail-handling operations. 382.1 - Equipment and Facilities 1. Mail Rooms. A separate room with ample space for handling the mail shall be provided. Only the Center Direc tor, the center postal officer, center mail clerks, and post office employees, on official business, are authorized to enter the mailroom. 2. Outgoing Mail Box. A locked mailbox or other receptacle for depositing outgoing mail shall be provided. This box or other receptacle shall be secured to prevent removal and must offer protection against the weather. 3. Receptacle for Special Mail. A safe or other locked receptacle shall be provided for registered, insured, or certified mail. 4. Containers for Transporting Mail. United States mail pouches and sacks shall be used for transporting mail. Examine empty pouches and sacks to ensure that no mail remains in them. 5. Access Keys. Controls shall be exercised over keys and lock combinations to prevent unauthorized access to mail facilities and equipment. The center mail clerk will have one key to the mailroom and locked equipment. Duplicate keys must be sealed in separate envelopes, identified, and retained by the Center Director or center postal officer. 6. Combination Locks. If combination locks are used, only one center mail clerk shall have the combination. Combination to these locks must be sealed in an envelope, identified, and retained by the Center Director or center postal officer. The lock combination shall be changed when it is necessary to transfer the custody of another person. 382.2 - Mail Handling Procedures 382.21 - Regular Mail. The center mail clerk shall: 1. Carry written authority when performing mail duties. 2. Post the hour of mail collection. 3. Safeguard mail until delivery or other authorized disposition is made. When the center mail clerk is absent from the mailroom, lock the mail receptacles and door to the room. 4. Collect mail at time specified, arrange it in accordance with instructions received from the local postmaster, and deliver it to the post office at the hours specified. When transporting mail to or from the post office, mail shall be kept under constant surveillance by the center mail clerk. 5. Rewrap or otherwise repair covers or wrappers of damaged outgoing mail when the sender cannot be located. This should be supervised by the center postal officer. If the sender can be located, return the package for rewrapping. 6. Maintain a current mail-directory file showing the full name and location where mail is to be delivered for all personnel receiving mail at the center. Cards for personnel no longer at the center should show a complete forwarding address. Mail bearing incomplete or incorrect addresses should be processed against the directory cards. Mail for personnel not at the center, for which a forwarding address is on file, shall be suitably endorsed in accordance with instructions from the local post office, and returned to the post office for forwarding. Mail for personnel for whom there are no cards on file, or other undeliverable mail, shall be suitably endorsed according to instructions from the local post office, and returned to the post office for disposition. 7. Receive mail at the post office and deliver it to addressees promptly by any method the director deems best, so long as personal delivery is provided. Mail shall not be left in open places, such as on beds or bunks, or otherwise left unprotected while awaiting delivery. 8. Maintain a daily accountability record of registered, numbered, insured, and certified mail. Obtain receipts from the addressees, or their authorized representatives, and promptly return to the post office any such mail which is required to be forwarded or returned. Get a receipt from the post office. 382.22 - Special Delivery Mail. Post office employees shall not provide special delivery service for special delivery mail addressed to personnel residing at the center. Special delivery mail shall be delivered as ordinary mail, except that center mail clerks shall give it preferential treatment to the fullest extent practicable. 382.23 - Collection on Delivery (C.O.D.) Mail. Notice of the arrival of c.o.d. packages shall be prepared by the postmaster serving the center, and given to the center mail clerk for delivery with ordinary mail. The c.o.d. item will be held at the post office until called for personally by the addressee, or by a person authorized in writing by the addressee to accept delivery. If the notice of arrival is not deliverable as addressed, the center mail clerk will enter the forwarding address, or reason for nondelivery, on the reverse of the form and return to the post office from which received. Collection on delivery mail received as ordinary mail shall be returned to the post office for proper handling. 382.24 - Registered, Insured, and Certified Mail 1. Unrestricted Insured and Certified Mail. If the delivery of such mail has not been restricted by the sender or addressee, it may be delivered to the center mail clerks authorized to receive such mail without written orders of the addressee. The responsibility of the postal service ceases after proper delivery of registered, insured, and certified mail to the designated center mail clerk. Receipts for such mail, except unnumbered insured mail, shall be given by the designated center mail clerks on delivery bills, form 3883 or 3883-a, prepared by the postmaster. The designated center mail clerks, at the time, shall also sign any return receipts requested by the senders. In completing return receipts, the center mail clerk shall enter the name of the addressee in the space provided, and sign in the space provided for "addressee's agent." 2. Restricted Delivery of Registered, Numbered Insured, and Certified Mail. Such mail which has been restricted in delivery shall be held at the post office serving the center, and notice of arrival turned over to the center mail clerk for delivery with the ordinary mail. The article will be held at the post office for personal call by the addressee. 3. Undeliverable Registered, Insured, or Certified Mail. Such mail which cannot be properly delivered to the addressee or authorized representative, shall be endorsed by the center mail clerk to show the reason for nondelivery, and returned to the post office. Receipt shall be given the center mail clerk for registered, numbered insured, and certified mail returned to the post office. 382.3 - Money Orders and Stamps 1. When it is impracticable or unreasonable to require individuals personally to make purchase of money orders, stamps, or envelopes, the Center Director or center postal officer may authorize the center mail clerk to accept personal funds from center personnel for such purposes. In each instance, the center mail clerk must complete, in duplicate, a receipt for the monies received. The original copy will be retained by the unit and the duplicate given to the purchaser. Upon delivery of the purchased items, the purchaser will acknowledge receipt by signing the original copy of the form. The original copy shall be retained in the files at the center. 2. Center clerks are prohibited from placing money orders, stamps, or funds in envelopes or other correspondence containers as an accommodation to individuals, unless such action is specifically authorized by the Center Director. This restriction on personal service is necessary in order to avoid any question as to responsibility when money orders, stamps, or funds allegedly were placed in correspondence containers and allegedly lost. 3. Money orders, stamps, and funds which, because of the death of an individual, cannot be delivered to the person for whom purchased, shall be delivered to the Center Director for inclusion in the personal effects of the deceased. 382.4 - Offenses Against Mail 1. Obstruction of Correspondence and Theft or Receipt of Stolen Mail. Whoever steals, takes, or obtains by fraud, any letter, postal card, package, or bag from or out of any mail, post office, or other authorized mail depository, or who opens or destroys such mail, or who removes from such mail anything contained therein shall be fined not more than $2,000 or imprisoned not more than 5 years, or both. Any person buying, receiving, concealing, or unlawfully possessing mail or contents thereof, knowing same to have been stolen, also shall be fined or imprisoned (18 U.S.C. 1702 and 1708). 2. Mailing Obscene or Indecent Matter. Whoever deposits in any post office or authorized mail depository any letter, package, or other mail containing obscene or indecent pictures, writing, or publications, shall be fined not more than $5,000 or imprisoned not more than 5 years, or both (18 U.S.C. 1461). 3. Removal of Postage Stamps From Mail. Whoever unlawfully or willfully removes from any mail any stamp attached thereto shall be fined not more than $500 or imprisoned not more than 1 year, or both (18 U.S.C. 1720). 4. Reporting Offenses. Report promptly all known or suspected postal offenses, including the loss, destruction, or other mishandling of mail. Three copies of such reports are sent to the Center Director, who will give one copy to the center postal officer and one to the local postmaster. 383 - Pay Telephones. The Center Director shall arrange for a sufficient number of conveniently located pay telephones for corpsmembers' use, depending on local line availability (20 CFR 684.74). 390 - CENTER PROPERTY. Requirements and procedures regarding the procurement, management, maintenance, accountability, and disposition of center property are contained in this section and in the following referenced publications: 1. 20 CFR 684.128, Property Management and Procurement. 2. 20 CFR 684.13, Submission of Inventory. 3. 20 CFR 684.133, Reporting. 4. ETH 359, Property Handbook for ETA Contractors. 5. Interagency Agreement, (sec. 011). 6. FSM 6555, 6173.52c, 6450, 6411.12, 6421, 6412.11, 6400, 6440, 6555.2, 5336. 7. Sections 310, 320, 325, 330, 355, 360, 630, of this handbook. 8. ETH 700, Job Corps Administration Handbook. 391 - Receipt and Issue. Centralized control and adequate facilities shall be established to: 1. Receive all incoming center equipment and material, regardless of source or end use, and perform inspections to identify visible damage. 2. Store common-use stock or large volume commodities. 3. Set up and maintain stock record cards for all Job Corps acquired stock entering the center's inventory. 4. Issue common-use items or large volume items from a central point. Such items may also be issued to the point of use; for example, stationery to stationery storeroom, or vocational tools and materials to shop tool cribs. The use of specialized tool or supply rooms at the point of use does not relieve the Forest Service or contractor of accountability for all Job Corps-acquired Government property until properly consumed or relieved of accountability. 391.1 - Maintenance. Government property shall be properly maintained from the time of receipt until properly relieved of accountability. This includes proper maintenance of center facilities and equipment declared excess which is being held pending receipt of transfer or disposition instructions. The center maintenance program shall: 1. Establish a complete center maintenance plan which includes "as-built plans" and addresses itself to all aspects of maintenance, such as inspection, contingency plans, storage and supply of maintenance needs, staff training, personnel needs, reports and recordkeeping. 2. Establish schedules for and perform preventive maintenance and maintenance inspections; keep accurate and complete records. 3. Make periodic inspections to ensure detection of deterioration and the need for repair. 4. Perform preventive maintenance of motor vehicles in accordance with GSA's Guide for Preventive Maintenance of Motor Vehicles. 5. Not exceed the limits of preventive or corrective maintenance to maintain the property in its original state, or in the case of rehabilitated excess real property, in the condition after rehabilitation is performed. 391.2 - Annual Inventory. An annual inventory shall be made at each Civilian Conservation Center, consisting of sighting, tagging, describing, recording, and reporting Job Corps acquired nonexpendable property. The Forest Service will use its own property management standards and procedures. An annual inventory listing all nonexpendable property acquired in support of the center's program for incorporation into the Employment and Training Administration's inventory system shall be sent through regular channels. A final inventory of Job Corps-acquired Government property in the possession of a Forest must be made 30 days prior to the closing of a center. This final inventory shall be made in the same manner as yearly inventories. Forest Service property management regulations govern Civilian Conservation Centers. 391.3 - Security. Center operators shall establish and maintain a system for protection, preservation, maintenance, and disposition of Job Corps real and personal property so as to maximize its usefulness and minimize operating, repair, and replacement costs. This is done in accordance with Forest Service policy (FSM 6400 and 20 CFR 684.128). The Center Director shall ensure that center staff and corpsmembers are properly supervised to ensure that equipment is returned to its assigned place and stored in a secure area when not in use. Staff and corpsmembers shall be informed during orientation and at training sessions of the penalities for loss, damage, or theft of Government property. The Center Director, with center staff and corpsmember participation as set forth in the Corpsmember Handbook, shall be responsible for developing reasonable rules and regulations for corpsmembers regarding the security of Center facilities and equipment. (20 CFR 684.96). 391.4 - Job Corps Center and Property Identification The following requirements are established so that Job Corps center property and equipment can be readily identified and located. 1. Signs. All signs are to identify the centers as Job Corps Centers. They must indicate that the centers are operated for the Department of Labor, Employment and Training Administration, by the Forest Service. Where centers are located outside major cities, signs must not only be placed on center grounds, also along roads leading to the center with arrows or mileage indicated to guide visitors. Signs shall follow the requirements of FSM 7160 and FSH 7109.11. 2. Letterheads. All Forest Service-operated Civilian Conservation Centers shall use normal Forest Service stationery. Forest policy shall dictate usage. 3. Telephone Listing. Forest Service Civilian Conservation Centers must be listed under the U.S. Government, Department of Agriculture, with other phone numbers of the National Forest which administers the center. Centers must be listed alphabetically under their proper names and further appear under "Job Corps." It may also be advisable to list them under "Schools" or "Educational Training Program" in the classified section of the telephone directory. 4. Job Corps Flags a. Authorized Use. At Civilian Conservation Centers, the flag may be displayed on outside flag poles, where available, in lobbies, auditoriums, and in parades. b. Display. Since the United States flag is always on the right in any line display of flags, the Job Corps flag, when used in conjunction with the United States flag, shall be placed to the left. The Job Corps flag may be displayed under the United States flag on an outside flag pole. c. Issue. Job Corps flags are normally issued to a center at least 1 month prior to opening. If not received by that time, flags may be obtained through regular Forest Service channels. Normal issue is two flags per center; a third flag may be issued if the center has an outside flag pole. Replacement requests for worn out flags should be made through regular Forest Service channels. 5. Job Corps Plaque. Job Corps plaques are normally issued at least 1 month prior to the opening of the center. Normal issue is three plaques per center. Use the same procedures for obtaining or replacing plaques as described above for flags. 6. Department of Agriculture, Forest Service and Job Corps Decals and Markings. All Government equipment and motor vehicles must be properly marked with Department of Agriculture, Forest Service, and Job Corps decals, or stenciled with a legend from a departmental decal. Stencil markings should be used only on equipment subjected to weather elements or where operational use of decals is impractical. Forest Service decals are obtained through regular Forest Service channels. See ETH 338 for Job Corps decals. The full name of the Department of Agriculture, Forest Service, and name of the Job Corps Center shall be conspicuously displayed below the legend "For Official Use Only, U.S. Government" on each motor vehicle and located as follows: Type of Vehicle Location of Decal 1. Passenger car, station 1. Centered on both front wagon, ambulance, bus, door panels or in an carryall, fire truck, equivalent position if there tractor are no doors 2. Trailer 2. Vertically centered on both sides of the front quarter of the vehicle 3. Motorcycle with side 3. Vertically centered on car outside panel of car side 4. Bus with capacity of 20 4. Name of the Job Corps passengers or more center stenciled in 6 inch high letters on front and rear of the bus above windows 392 - Relief of Accountability "Relief of accountability" refers to the approval of a Forest Service request to transfer or dispose of Government property that has been acquired for Job Corps. It "clears" Job Corps and Forest Service books and thus relieves the Forest Service of accountability for such property. The following actions require prior approval of the Job Corps ETA Property Officer: 1. Transfer of equipment between centers. 2. Loan or transfer of equipment from a center to another Forest Service program. 3. Disposal of equipment. To start a relief of accountability action, the Center Director makes the request through normal channels. A letter to the Forest Supervisor stating the particulars and defining the action wanted starts the process. 392.1 - Convenience to Department of Labor. The Department of Labor may exercise its "right of convenience" to appropriate certain Government property for its own use. This is done through normal Forest Service channels. 392.2 - Close Out. A required part of close-out is relief of accountability of all Government property in the possession of the center. Relief of dollar liability remains with the Job Corps and must be handled through normal Forest Service channels. 393 - Willful Negligence and Financial Liability 393.05 - Definitions 1. Government Property. Any property, real or personal, purchased with Federal funds or furnished by the Government, regardless of value, including issued clothing. 2. Willful or Gross Negligence. Wanton and reckless disregard for the property of another, usually evidenced by failure to exercise a reasonable degree of care. 393.1 - Requirements. Financial liability may be assessed, with or without a claim of gross negligence, when a corpsmember is the cause of loss, damage, or destruction of Government property which has been misappropriated. In assessing liability, consideration must be given to the present and potential financial resources of the individual corpsmember and the aims of the Job Corps program. It is expected that some financial loss and damage to Government property will have to be absorbed. 1. Center Directors shall assess financial liability based upon the recommendations of the Center Review Board and only after that board has conducted an official investigation of the facts and circumstances relating to the loss, damage, destruction, sale, or wrongful disposition of Government property. Corpsmembers shall be given due notice of the investigation and shall be permitted to appear before the Center Review Board to make statements in their own behalf. A copy of each such report of investigation which results in assessment of financial liability in excess of $50 together with the amount assessed, shall be forwarded to the Job Corps Assistant Regional Administrator. 2. Financial liability shall not be assessed for more than $300. Collections of approved claims by the Government shall be made from living and readjustment allowances in accordance with JCH 630. If, upon termination, the accrued readjustment allowances are insufficient to liquidate completely the amount due for financial liability, the unliquidated balance may be forgiven at the discretion of the Job Corps Assistant Regional Administrator. The standard for determining value of the property lost or damaged is its replacement value or repair cost. 3. The assessment of financial liability will not necessarily be used in lieu of or as a form of disciplinary action. Certain cases may merit the assessment of financial liability and disciplinary action. In such cases, a report of disciplinary action taken will accompany the investigation report forwarded to the Job Corps Assistant Regional Administrator. 4. Corpsmembers will not be held financially liable when damage or destruction is due to inadequate supervision or instruction, or inherent defects in the property. 5. The assessment of financial liability does not convey title to the property for which the assessment is made. The Forest Service shall develop plans and procedures to implement these requirements. 394 - Accounting For Job Corps Center Equipment Instructions for Job Corps Personal Property Accountability are outlined in FSM 6411.11 and FSM 6555.18, and FSH 6409.31, AGPMR 104-51.202 and FSPMR 104-G-51.202-2. 395 - Warehouse and Stock Controls. Central warehouse facilities must be established at each Civilian Conservation Center for acquisition, storage, and issuance of supplies, materials, and equipment for center operation and work project activities. Supplies must be maintained in a center warehouse stock system for supplies in the operating areas of (1) subsistence, (2) clothing, (3) maintenance, (4) recreation, (5) education (6) vocational training, (7) administration, (8) custodial, and (9) work project materials, expendable tools, and equipment. Each program area should maintain a small working supply at the work area. It is the responsibility of the staff to safeguard and control these supplies. For example, materials delivered to the vocational training worksite shall be controlled by the work program officer. Excess materials and supplies must be returned to the warehouse stock. 395.04 - Responsibility. Each Forest Supervisor responsible for a center shall designate a member of the business management section to be responsible through the Center Director for the overall supervision and control of the center warehouse stock system. The center administrative officer is responsible for the warehouse stock system, in conjunction with the Forest Supervisor's designated representative and the Center Director. 395.05 - Definitions 1. Minimum Stocking Level. This is the level at which an order will be placed for additional stock. The minimum stocking level must be adequate to care for requirements until replenishment is received. 2. Maximum Stocking Level. The level representing the maximum number of required items needed for normal operation. 395.1 - Inventory Level Determination. Minimum and maximum (mini-max) stock levels must be established for each item in warehouse stock. In determining these levels, the warehouseman and section heads--principal teacher, corpsmember supervisor, work program officer, and administrative officer--must work together. Some of the major factors to be considered are (1) using function's requirements for a 30-to-60-day period, (2) available suitable storage space, (3) shelf life of the item, (4) cost, (5) transportation service and facilities, (6) quantity discounts, (7) sources of supply, (8) delivery schedules and (9) minimum quantities. Items ordered for projects on approved Form FS-1800-10, Project Work Plan (CCC), may exceed maximum stock levels. 395.2 - Card Record. A quantity-only perpetual inventory record shall be kept on Form AD-183, Stock Issue Record, for each item in warehouse stock. Use the "Unit Price" column on Form AD-183 to show date and quantity ordered when replenishment action is taken. When items are received, cross out the entry. Record the quantities on the cards in terms of the common issue, such as a case, box, carton, drum, roll, or pails. Record each only when issuing single items. Upon delivery of replenishment stock, inspect the shipment for damage and completeness. Post quantities received to AD-183 card records currently. 395.3 - Issues. Except for initial clothing issue and work tools, requisition all center supply requirements from the central warehouse on the basis of a requisition approved by an authorized person in the ordering function. See FSM 6311 for guidance in use and preparation of requisitions. The warehouseman will determine if the requisition can be filled from stock or must be purchased. Issues from warehouse stock should be posted to Form AD-183, Stock Issue Record, at least weekly, preferably daily, using the filled requisition as source information. Issue data need not be posted for office supply and janitorial supply items. The "On hand" column shall be kept current on Form AD-183. Initial clothing issues shall be supported by the use of Form FS- 6400-20, Corpsman Clothing Issue-Civilian Conservation Center. Replacement clothing shall be recorded by listing items and having Corpsmember sign. Work tools shall be issued only to those employees who are designated by the Center Director. Tool issue shall be recorded on Form AD-107, Report of Transfer or Other Disposition or Destruction of Property. Work tools shall be retained until project is completed. Work tools and equipment not in use shall be stored under the control of the warehouseman. 395.4 - Replacement of Stock. The employee assigned responsibility for maintenance of the card record, usually the warehouseman, is also responsible for replacement orders. A review of stock record cards will reveal items at or near minimum stock levels which need to be ordered. Review periods should be determined for each item, and Form AD-183, Stock Issue Record, cards coded to indicate review periods. Color coding cards is a recommended method of signaling review periods. 395.5 - Inventory and Adjustments. Unannounced spot inventory checks will be conducted not less than monthly by a person other than the warehouseman. Complete inventories of all items in the central warehouse system will be made semiannually, except for subsistence, office, and janitorial supplies, which will be made quarterly. These inventories are the basis for correcting deficiencies in the basic system as well as to ensure that the procedure is working properly. Adjustments for differences between actual count and card record inventory shall be recorded on the card record. Adjustments in excess of 5 percent require explanation to and action by the property management officer. Use Form AD-112, Report of Unserviceable, Lost or Damaged Property, to document explanations for discrepancies exceeding 5 percent. 395.6 - Receiving. Except for work project materials delivered to the job site and subsistence delivered to the kitchen, all shipments shall be received by the center warehouseman, using the procedures in FSM 6340.