STOCKBRIDGE-MUNSEE COMMUNITY PUBLIC WORKS

STOCKBRIDGE-MUNSEE COMMUNITY

PUBLIC WORKS DEPARTMENT

POLICIES AND PROCEDURES MANUAL

APPROVED JUNE 2, 2015

REVISIONS APPROVED FEBRUARY 3, 2016

REVISIONS APPROVED FEBRUARY 16, 2016

REVISIONS APPROVED JUNE 7, 2016

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Table of Contents

Section One: Public Works Department Purpose 3

Section Two: Public Works Organizational Chart 4

Section Three: Safety 5

Section Four: Facility Maintenance 21

Section Five: Housekeeping 26

Section Six: Grounds & Parks Maintenance 31

Section Seven: Cemetery Maintenance & Burials 32

Section Eight: Tribal Vehicle Use & Maintenance 34

Section Nine: Vehicle & Equipment Replacement Schedule 43

Section Ten: Roads Maintenance 52

Section Eleven: Utilities Maintenance 55

Section Twelve: Emergency Plan for Water/Sewer System 58

Section Thirteen: Utilities Payment Process 72

Section Fourteen: Property Management 75

Section Fifteen: Designated Smoking Areas 78

Section Sixteen: Complaint Process & Resolution 79

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Section One: Public Works Department Purpose

The Stockbridge-Munsee Community (Tribe) has a Public Works Department that is responsible for

the management and maintenance of tribal facilities, parks, cemeteries, fleet, roads and public

utilities as well as final disposition of property. This includes buildings, property and equipment

that are used for governmental operations as well as the public water and sewer system. Property

held for the following tribal businesses, Pine Hills Golf Course & Supper Club, Mohican LP and Little

Star Convenience Store, is also managed by the Public Works Department. The Public Works

Department is not responsible for property held and used by the Mohican North Star Gaming and

Resort.

The Public Works Department is part of the Administration Division. Public Works consists of

Facility, Park & Cemetery Maintenance, Property, Fleet, Road Maintenance and Public Utilities.

This Manual contains policies and procedures relating to these departments, emphasizing safety

practices for the benefit of all Stockbridge-Munsee Community Public Works employees and

serves as a reference guide.

This Public Works Department Manual covers all employees within the Stockbridge-Munsee Public

Works Department. Section Eight covers all employees of the Stockbridge-Munsee Community

that use Tribal fleet vehicles. The elements contained in this manual must be followed in all

situations except when doing so would expose the employee to a greater hazard. If in the

employee's opinion, following this program would expose the employee to a greater hazard, the

employee’s supervisor shall be notified and the concern is to be addressed before proceeding.

Throughout this manual, it is recognized that the nature of work performed by Stockbridge-

Munsee Community Public Works employees varies significantly from actual construction work.

Stockbridge-Munsee Community Public Works employees who work at a construction site are

often involved solely in monitoring, intermittent site visits, or surveying work at a site controlled

by a contractor. Unless directly working under Stockbridge-Munsee Community employment and

supervision, the contractor has assumed the responsibility for ensuring that contractors and

subcontractors follow OSHA regulations.

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Section Two: Public Works Organizational Chart

TRIBAL COUNCIL

TRIBAL ADMINISTRATOR

PUBLIC WORKS

DIRECTOR

FACILITY, PARK &

CEMETERY

MAINTENANCE

ROAD

MAINTENANCE

PUBLIC

UTILITIES

FACILITIES MANAGER

FLEET

COORDINATOR

ROADS

MANAGER

PUBLIC

UTILITIES

SUPERVISOR

FLEET

MAINTENANCE

WORKER

HOUSEKEEPING

SUPERVISOR

ROADS

SUPERVISOR

PUBLIC

UTILITIES

TECHNICIAN

HOUSEKEEPER

ROADS

MAINTENANCE

WORKER

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Section Three: Safety

It is the policy of the Stockbridge-Munsee Community Public Works Department to perform work

in the safest possible manner consistent with the federal safety regulations for all daily work

activities. It is our belief that every employee is entitled to work in a safe and healthy

environment. Every reasonable effort shall be taken to provide such an environment.

Stockbridge-Munsee Community Public Works considers the safety of its employees, contractors

and other related individuals to be of prime importance. We are committed to providing a work

place free of accidents, injuries or fatalities. To this end, every reasonable effort shall be made to

follow OSHA standards in the interest of accident prevention to provide for safe and healthy

working conditions and to eliminate hazards that can cause injury to workers or damage to

property and equipment.

As outlined in the Tribe’s Employee Rights Ordinance, Chapter 53, and Tribal Resolution 015-14

(January 7, 2014), tribal policy is to provide employees with a safe work place. This Public Works

Department Manual lays out standard operating procedures to ensure the protection of all

Stockbridge-Munsee Community Public Works employees through recognition, awareness, and

use of proper safety procedures. Due to the nature of work being performed, the requirements

outlined in this manual are based largely on the standards for the construction industry, see, 29

C.F.R. part 1926, and on the general standards under 29 C.F.R. part 1910. See copies of the OSHA

regulations for full details on all of the requirements.

Use Personal Protective Equipment

Employees shall use personal protective equipment (PPE) as appropriate for the type of task being

performed. This may include protection for eyes, face, head, extremities, respiratory devices, or

protective shields. If employees have questions on what PPE is necessary for a job, they should

consult with their supervisor and/or the Public Works Director. The Public Works Director, or

designee, shall ensure that each employee is trained on the use of PPE that they are required to

use, including, when PPE is necessary, what PPE is necessary, how to use the PPE, the limitations

of the PPE, and proper care for the PPE.

The Tribe recognizes the protective value of PPE and has decided it is in its best interest – for

employee safety and morale – to pay for equipment it deems necessary and appropriate. The

Stockbridge-Munsee Public Works Department will provide weather-related gear (i.e. winter coat,

gloves, hats), safety-toe boots, work jeans, waders and all required PPE. These items will be

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replaced as necessary per the department manager’s discretion. Employees are responsible to

provide such other PPE (i.e. prescription safety glasses) that the Tribe does not determine to be

necessary, but they wish to use, at their own cost.

Types of Personal Protective Equipment

 Occupational Foot Protection – 29 C.F.R. §1926.96

Safety-toe footwear for employees shall meet the requirements and specifications in

American National Standard for Men's Safety-Toe Footwear, ANSI Z41.1-1967.

 Head Protection – 29 C.F.R. §1926.100

Employees working in areas where there is a possible danger of head injury from impact, or

from falling or flying objects, or from electrical shock and burns shall be protected by the

use of appropriate head protection.

Hard hats for the protection of employees against impact and penetration of falling and

flying objects shall meet the specifications contained in American National Standards

Institute, ANSI Z89.1-1997 Type I, Class G, Safety Requirements for Industrial Head

Protection.

Hard Hats for the head protection of employees exposed to high voltage electrical shock l

meet the specifications contained in American National Standards Institute, ANSI Z89.1-

1997, Type I, Class E, and Safety Requirements for Industrial Head Protection...

 Hearing Protection – 29 C.F.R. §1926.101 Wherever it is not feasible to reduce the noise

levels or duration of exposures to those specified in Table D-2, Permissible Noise

Exposures, in 29 C.F.R. §1926.52, ear protective devices of the insert or muff type shall be

provided and used.

Hearing protective devices inserted in the ear shall be properly fitted. Plain cotton is not

an acceptable protective device.

 Eye & Face Protection – 29 C.F.R. §1926.102

Employees shall be provided with eye and face protection equipment when machines or

operations present potential eye or face injury from physical or chemical agents.

Employees whose vision requires the use of corrective lenses in spectacles, when required

by this regulation to wear eye protection, shall be protected by goggles or spectacles.

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Face and eye protection equipment shall be kept clean and in good repair. The use of this type

equipment with structural or optical defects shall be prohibited.

High Visibility Clothing

Each employee shall wear reflective warning vests, or other high visibility garments when working

in the near proximity of heavy equipment or vehicular traffic. The work area will include: driving

lanes, shoulders or berms, medians, streets, highways, and within construction site boundaries.

The exception to wear is when employees are continually protected from vehicular traffic by

permanent, or semi-permanent, barricades or structures.

Hazard Communications

The Public Works Director, or designee, will maintain copies of Safety Data Sheets (formerly

referred to as Material Safety Data Sheets) for each hazardous chemical used in the workplace by

the Public Works Department. The Safety Data Sheets will be kept in labeled binder that is located

in the Facilities Manager’s Office and shall be readily accessible to employees for review and/or to

obtain a copy of them. The Public Works Director, or designee, will periodically review what

hazardous chemicals are being used in the workplace and obtain updated the Safety Data Sheets

where appropriate. The Public Works Director, or designee, shall ensure that employees are

provided effective information and training on hazardous chemicals in their work areas at the time

of their initial assignment and whenever a new chemical hazard is introduced. Employee training

shall include information on detecting the presence or release of the chemical, information on the

hazards from the chemical, and information on the measures that employees can take to protect

themselves from the hazards. In addition, employees will receive an explanation about any

labeling system used for hazardous chemicals and be informed about the Safety Data Sheets.

Use of Tools and Equipment

Employees are expected to use tools and equipment in a responsible manner and in accordance

with manufacturer recommendations. This includes ensuring the safe condition of such

equipment and properly storing it when not in use. Employees shall not modify machines to

remove or disable safety devices.

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Vehicle Safety - Standard Operating Procedures

Special recognition is given to vehicle safety since many employees are required to operate motor

vehicles as part of their work. For their safety and welfare, employees shall comply with the

following:

a. Operators must have a valid driver's license in his/her possession.

b. All employees and passengers in government vehicles must use available safety restraint

systems. Use of seat belts is mandatory in all vehicles.

c. Construction inspection and survey equipment, tools, etc. shall be secured to prevent

movement.

d. Employees shall immediately report any safety problems or mechanical defects with their

vehicles to the Facilities Manager.

e. All motor vehicle operators must drive defensively, be courteous, and obey all traffic rules

and regulations.

f. All motor vehicle operators shall not pick up hitchhikers except when rendering assistance

to disabled motorists in emergency situations.

g. Under no circumstances shall an employee operate a vehicle while under the influence of

intoxicating beverages, drugs, or substances.

h. Smoking is not allowed in all vehicles.

i. In case of inclement weather, heavy traffic, or other road hazards, operate the vehicle at a

safe speed. Be especially aware of the hazards of snow and ice during the winter season.

j. Vehicles should be locked when left unattended.

k. Vehicles shall not be left unattended while in operation. The motor shall be stopped.

l. Vehicles used in the performance of job tasks within roadway rights-of-way, at project

construction sites, or any situation requiring increased visibility to protect occupant safety

shall display an approved vehicle warning light.

m. Operators shall not engage in text messaging while driving.

Safety Items for Public Works Vehicles

Each Public Works vehicle shall have the following safety items carried in it:

 First Aid Kit

 High-Risk latex gloves

 Window scraper

 Flashlight

 Rescue Blanket

 Fire Extinguisher

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 Flares

 Winter Survival Kit

 Vehicle Warning Light

Weather Safety

Public Works employees are sometimes exposed to extreme conditions in the completion of day-

to-day duties. In an effort to keep our employees safe the following guidelines have been

developed to recognize, prevent and monitor body temperature management.

Heat Stress

Heat Stress may occur any time work is being performed when temperatures are elevated.

Likewise hypothermia and frostbite can occur when the body temperature drops or when skin is

exposed to cold.

If the body's physiological processes fail to maintain a normal body temperature because of

excessive heat or cold, a number of physical reactions can occur. Heat related symptoms range

from mild (such as fatigue, irritability, anxiety and decreased concentration, dexterity or

movement) to fatal. Because heat stress is one of the most common and potentially serious

illnesses on outside project sites, regular monitoring and other preventative measures are vital.

Cold related symptoms range from mild (shivering, lethargy, confusion) to unconsciousness and

death.

Heat Stress Prevention and Monitoring

Workers must learn to recognize and treat the various forms of heat stress. The best approach is

preventative heat stress management.

In general:

 Have workers drink 16 ounces of water before beginning work, such as in the morning or

after lunch. Water should be maintained at 50-60°F. Employees should drink 1 to 2 4oz.

cups of water every 20 minutes for a total of 1 to 2 gallons per day. Pick a cool area for rest

breaks. Discourage the intake of coffee during working hours. Monitor for signs of heat

stress.

 Acclimate to outside work conditions by slowly increasing workloads, i.e., do not begin site

work activities with extremely strenuous activities.

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 Use cooling devices to aid natural body heat regulation. An example of a cool aid is long

cotton underwear, which acts as a wick to absorb moisture and protect the skin from direct

contact with heat-absorbing protective clothing.

 In extremely hot weather, conduct outside activities in the early morning and evening.

 Ensure that adequate shelter is available to protect against heat, which can decrease

physical efficiency and increase the probability of heat stress. If possible, set up in the

shade.

 Good hygienic standards must be maintained by frequent changes of clothing and

showering. Clothing should be permitted to dry during rest periods. Persons who notice

skin problems should immediately consult medical personnel.

Symptoms and Treatment of Heat Exposure

The following is a discussion of specific results of heat stress.

Heat Stroke

 Heat stroke is an acute and dangerous reaction to heat stress caused by a failure of the

body's heat regulating mechanisms, i.e., the individual's temperature control system that

causes sweating stops working correctly. Body temperature rises so high that brain damage

and death will result if the person is not cooled quickly.

 Symptoms - Red, hot, dry skin, although a person may have been sweating earlier; nausea;

dizziness; confusion; extremely high body temperature; rapid respiratory and pulse rate;

unconsciousness or coma.

 Treatment - Cool the victim quickly. If the body temperature is not brought down fast,

permanent brain damage or death will result. Soak the victim in cool, but not cold water;

sponge the body with cold water or pour water on the body to reduce the temperature to

a safe level (102° F). Observe the victim and obtain medical help. Do not give coffee, tea or

alcoholic beverages.

Heat Exhaustion

 Heat exhaustion is a state of very definite weakness or exhaustion caused by the loss of

fluids from the body. The condition is much less dangerous than heat stroke, but it

nonetheless must be treated.

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 Symptoms - Pale, clammy, moist skin; profuse perspiration and extreme weakness. Body

temperature is normal, pulse is weak and rapid and breathing is shallow. The person may

have a headache, may vomit and may be dizzy.

 Treatment - Remove the person to a cool, air conditioned place, loosen clothing, place in a

head-low position and provide bed rest. Consult physician, especially in severe cases. The

normal thirst mechanism is not sensitive enough to ensure body fluid replacement. Have

patient drink 1 to 2 cups of water immediately, and every 20 minutes thereafter until

symptoms subside. Total water consumption should be about 1 to 2 gallons per day.

Heat Cramps

 Heat cramps are caused by perspiration that is not balanced by adequate fluid intake. Heat

cramps are often the first sign of a condition that can lead to heat stroke.

 Symptoms - Acute painful spasms of voluntary muscles, e.g., abdomen and extremities.

 Treatment - Remove victim to a cool area and loosen clothing. Have patient drink 1 to 2

cups of water immediately, and every 20 minutes thereafter until symptoms subside. Total

water consumption should be 1 to 2 gallons per day. Electrolyte supplements can enhance

recovery (i.e., Gatorade, Quench, etc.).

Heat Rash

 Heat rash is caused by continuous exposure to heat and humid air, and aggravated, chafing

clothes. The condition decreases ability to tolerate heat.

 Symptoms - Mild red rash, especially in areas of the body that come in contact with

protective gear.

 Treatment - Decrease amount of time in protective gear and provide powder to help

absorb moisture and decrease chafing.

Hypothermia and Frostbite Prevention

 Employees must learn to recognize and treat the various forms of hypothermia and

frostbite. The best approach is prevention.

 Personal protective clothing should be worn in at least three layers.

 An outer layer to break the wind and allow some ventilation.

 Middle Layer of wool or synthetic fabric to absorb sweat and retain insulation properties.

 Inner layer of cotton or synthetic weave to allow ventilation.

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 Cover feet, hands, and head. Up to 40% of heat can be lost through the head.

 Use heaters and wind blocks when possible.

 A heated shelter should be provided if experiencing prolonged exposure to wind chill

temperatures of –20 or less.

 Use thermal insulating material on equipment handles.

 Allow for period of cold adjustment before full work load.

 Select the warmest periods of the day to perform tasks.

 Remain hydrated.

Symptoms and Treatment of Hypothermia

Hypothermia occurs when the body temperature falls to a level where normal muscular and

cerebral functions are impaired. In general hypothermia can occur in any climate, not just freezing

temperatures.

 Symptoms – When the body temperature drops to around 95 degrees F. the first signs of

hypothermia occur. These symptoms include shivering, inability to do complex motor

functions, lethargy, and mild confusion. As body temperatures fall the individual becomes

dazed and simple motor functions become difficult. Speech may become slurred and

victim may become irrational. Severe hypothermia causes a slowing of the heart rate,

blood flow, and breathing. Victim may become unconscious and heart failure may occur in

extreme cases.

 Treatment – Involves the conserving of the victim’s remaining body heat, and providing

additional heat sources. Seek medical help for moderate to severe cases. If person is not

shivering and unresponsive, assume severe hypothermia. Move victim to shelter, remove

wet clothing, and add layers of dry clothing. The victim can be re-warmed using body-to-

body contact, insulated hot water bottles, and providing warm fluids avoiding alcohol and

caffeine.

Symptoms and treatment of Frostbite

Frostbite occurs when skin tissue freezes, forming ice crystals between the cells. Frostbite

normally occurs at temperature below 30 degrees F, but wind chill can cause frostbite at higher

temperatures.

 Symptoms – Initial effects include uncomfortable sensations of coldness, tingling, stinging,

or aching feeling of the exposed area. Areas appear white and cold to touch. Deeper

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frostbite involves freezing of deeper tissue, causing exposed areas to become numb,

painless, and hard to the touch.

 Treatment – Seek medical assistance. Frost bitten parts should be covered with dry sterile

gauze or cloth. Do NOT massage frostbitten tissue. Severe cases may require

hospitalization and even amputation.

Fall Prevention Procedures

The following list shows methods that can be used to eliminate, minimize, and protect against fall

hazards and the risks associated with falls. The list is presented in hierarchical order, and efforts

shall be made to implement Item #1 before considering implementation of Item #2, etc.:

1) Eliminate the hazard. Often a particular task can be redesigned to eliminate the hazard as in

the example below:

 Example: Lights located on a tower might be designed to lower to the ground to eliminate

the fall hazard associated with climbing up to the light.

2) Fall Restraint. When a hazard exists where traditional fall protection cannot be implemented,

the employee should don an approved harness and utilize lanyards to restrain and restrict

movement to prevent employee’s buttocks from going over an edge.

 Example: A worker near the edge of a roof can wear a harness connected to anchors by

lanyards, ropes, or other work positioning devices to prevent the worker from reaching the

edge of the roof, thereby eliminating the fall hazard.

3) Fall Arrest System. If Items 1 and 2 are not possible, do not eliminate the hazard, or when

Other specific regulations require personal fall arrest systems, the employee shall don an

approved harness and utilize a personal fall arrest system. Some personal fall arrest

systems include energy absorbing lanyards, self-retracting lifelines, automatic rope grabs,

etc.

4) Using the “buddy system”. There shall be two Stockbridge-Munsee Public Works trained

employees on site. The two employees must be in contact with each other at all times when

an employee is exposed to a fall hazard in order to check the use and operation of the safety

equipment and be available to implement rescue procedures.

Confined Space Entry Program

The purpose of the Confined Space Entry Program is to ensure that persons assigned to work in

confined spaces have procedures and training to reduce the risk for accidents and injuries.

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Confined space means a space that: is large enough and so configured that an employee can bodily

enter and perform assigned work; has limited or restricted means for entry or exit and; is not

designed for continuous employee occupancy.

This Confined Space Entry Program lays out standard operating procedures to ensure safe entry

methods are utilized prior to and during all work activities in confined spaces. This program is based

on the requirements of 29 CFR 1910, Subpart J, and General Environmental Controls. See, a copy of

the OSHA regulations for full details on all of its requirements.

Training Requirements

Personnel responsible for supervising, planning, entering or participating in confined space entry

and rescue shall be adequately trained in their functional duties prior to any confined space entry.

Training shall be based on 29 CFR 1910.146 and include:

 an explanation of the general hazards associated with confined spaces;

 a discussion of specific confined space hazards associated with the facility, location or

operation;

 the reason for, proper use, and limitations of personal protective equipment and other

safety equipment required for entry into confined spaces;

 an explanation of the permit system and other procedural requirements for conducting

a confined space entry;

 how to respond to emergencies;

 duties and responsibilities as a member of the confined space entry team; and,

 a description of how to recognize probable air contaminant overexposure symptoms to

themselves and co-workers, and method(s) for alerting attendants.

 summoning rescue or other emergency services; and,

 proper use of equipment used for communicating with entry and emergency/rescue

personnel.

Verification of Training

Periodic assessment of the effectiveness of employee training shall be conducted. Training shall be

repeated as often as necessary, but reviewed at least annually, to maintain an acceptable level of

personnel competence. Stockbridge-Munsee Public Works employees receive the proper OSHA

training for confined spaces as necessary.

Identification and Evaluation of Confined space

The trained Stockbridge-Munsee Public Works employees shall identify hazards for each confined

space. The hazard identification process shall include, but not be limited to, a review of the

following:

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1. The physical characteristics, configuration, and location of the confined space, such

as:

 Oxygen deficient or enriched atmosphere

 Flammable/explosive atmosphere

 Toxic atmosphere

 Engulfment hazard

 Accumulation of water

(Oxidation of metal equipment inside confined spaces could likely lead to an

oxygen deficient environment. It is also possible that decomposing organic material

in the space could cause a buildup of methane and hydrogen sulfide.)

The work site analysis shall identify and evaluate confined spaces. Examples of

possible hazards to be aware of are shown below:

Potential Confined Spaces

1. Excavations

2. Lift Stations

3. Manholes

4. Underground Vaults

5. Water Storage Tanks

Hazards

1. Engulfment

2. Explosive

3. Toxic

4. Oxygen Deficient

5. Fall Hazard

2. Mechanical hazards. Tripping and fall hazards may be present and the existence of

metal constitutes a significant puncture hazard.

Hazard Evaluation

Hazards identified shall be evaluated by a qualified person. Each hazard shall be examined with

respect to:

A. scope of hazard exposure,

B. magnitude of the hazard,

C. likelihood of hazard occurrence,

D. consequences of the hazard occurrence,

E. potential for changing conditions/activities,

F. strategies for controlling the hazards,

G. Impact on the need for emergency response.

Isolation and Lockout/Tagout

All energy sources which are potentially hazardous to confined space entrants shall be secured,

relieved, disconnected and/or restrained before personnel are permitted to enter the confined

space.

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Isolation

Methods and means shall be selected and used to prevent flammable, toxic, irritating, or oxygen

displacing gases and vapors from entering the space. All hazardous material, high pressure, high

temperature and other piping that could introduce a hazard shall be isolated by utilizing blinding,

disconnection, removal, or double block and bleed as needed to prevent entry of material(s) and

hazardous contaminant(s).

 Pipelines or similar conveyances between the confined space and point(s) of isolation

shall be drained, cleaned or flushed of hazardous material and known hazardous

contaminants as necessary.

 Precautions shall be taken to ensure that whenever drains, vents or piping are left open

that reversal of flows, or air contamination from adjacent processing, or chemical

handling, cannot enter the confined space.

 In confined spaces where complete isolation is not possible, provisions shall be made

for as rigorous isolation as practical and an evaluation conducted.

 Special precautions shall be taken when entering double walled, jacketed, or internally

insulated confined spaces that may discharge hazardous material through the internal

walls.

Lockout/Tagout

 Where there is a need to test, position or activate equipment by temporarily removing

the lock or tag or both, a procedure shall be developed and implemented to control

hazards to the occupants.

 Lockout, or tagout or both of equipment, systems and processes shall be confirmed

prior to permitting entry into the confined space.

 Further testing shall be conducted with ventilation systems turned on to ensure that

the contaminants are removed and that the ventilation system is not itself causing a

hazardous condition.

 If the confined space is vacated for any significant period of time, the atmosphere of

the confined space shall be re-tested before re-entry is permitted.

 Continuous Atmospheric testing may be waived for non-permit confined spaces only if

such spaces are properly ventilated before and during occupancy and it has been

established through a formal hazard identification and evaluation study that the

ventilation is sufficient to guard against atmospheric contamination. Example- water

towers.

Safeguards

Entry and Exit-The entry and exit points shall be evaluated to determine the most effective methods

and equipment to be utilized to enable employees to safely enter and exit the confined space. Safe

entry and exit means shall be provided for confined spaces.

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Fall Protection

 Where a potential exists for persons or objects falling into a confined space, guard rail

systems, railings, or temporary barriers shall be employed at the entrance that will prevent

an accidental fall through of the opening and protect the employee working in the space

from foreign objects. Fall arresting systems shall be worn by personnel entering confined

spaces as determined by a qualified person.

 A fall arresting system is not necessary for entry into vaults with equipped ladders under 24

feet in length. The vaults will be protected as specified in the preceding paragraphs.

Excavation and Trenching Policy

All Stockbridge-Munsee Public Works employees that work around or in excavations shall be trained

to know the hazards associated with this type of work and shall conduct themselves in a manner so

as to minimize these hazards. This shall include only entering an excavation if trained as a

“competent person”, only entering excavations when absolutely essential in performing duties, and

making sure that all excavations have adequate protective systems before entering.

Evaluation of Excavation Hazards

Prior to working near an excavation, employees shall perform a self-evaluation and assess the

potential hazards associated with the following:

 Surface encumbrances

 Underground installations (existing utilities, etc.)

 Access and egress (required for excavations > 4 feet in depth so that lateral travel distance

is less than 25 feet for employees)

 Exposure to vehicular traffic

 Exposure to falling loads

 Mobile equipment operating adjacent to the excavation

 Hazardous atmospheres (see Confined Space Entry Program for procedures to follow if a

hazardous atmosphere exists)

 Water accumulation

 Unstable adjacent structures or improper sloping/shoring

 Loose rock or soil

 Lack of inspections

 Falls

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Particular care should be taken when excavations are taking place in previously disturbed areas

and/or if excavations have been left open for a long duration. Employees should never remain in

an excavation for a prolonged period of time.

Temporary Traffic Control Policy

As part of their duties, Stockbridge-Munsee Public Works employees may be involved in surveying,

staking, and/or inspection within or along a roadway. When the work of Stockbridge-Munsee

Public Works employees suspends the normal function of a roadway, provisions for temporary

traffic control must be made. The main purpose of temporary traffic control is to provide for the

safe movement of vehicles through the area where work is taking place while protecting

employees and equipment.

As much as feasibly possible, Stockbridge-Munsee Public Works employees shall reduce their risks

to roadway hazards by minimizing and/or eliminating the time spent in and/or along roadways

during the completion of work. When Stockbridge-Munsee employees are involved in work that

suspends the normal function of a roadway, provisions for temporary traffic control, complying

with the Wisconsin Manual for Uniform Traffic Control Devices, shall be made. The local law

enforcement shall be contacted for their requirements for temporary traffic control plans.

Work Practice Controls for Infectious Materials

Work practice controls are alterations in the manner in which a task is performed in an effort to

reduce the likelihood of exposure to potentially infectious materials. Utilities Department

employees shall employ the following work practice controls:

A. Hands shall be washed after removing gloves, or as soon as possible, after contact

with wastewater or bodily fluids. If hand washing facilities are not available, the

employees shall use an antiseptic hand cleanser. Hands shall then be washed with

soap and water as soon as feasible.

B. Eating, drinking, smoking, applying cosmetics or lip balm, and handling contact

lenses shall not occur in areas where there is a reasonable likelihood of exposure.

C. Before leaving the work area, all personal protective equipment (PPE) should be

removed, or as soon as possible afterwards, and placed in an appropriately

designated area or container for storage, washing, decontamination, or disposal.

D. All procedures involving wastewater or other potentially infectious materials shall

be performed in such a manner as to minimize splashing and spraying.

Tick Control

If working in areas where ticks may be present, the following precautions can reduce the risk of

getting a tick bite and acquiring Lyme disease:

 Wear a long-sleeved shirt, long pants, and high socks with pant cuffs tucked into

socks or boots.

 Wear light-colored clothing, so ticks are easier to see.

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 Walk in the center of mowed trails when possible, to avoid brushing up against

vegetation.

 Use insect repellents containing 0.5% permethrin or 20-30% DEET.

 Conduct “tick checks” after spending time outdoors.

 Remove ticks immediately after they have become attached.

Employee Related Tick Bite Procedure/Protocol Effective 6-11-15. This is posted at the Public

Works Department.

Worker Considerations and Training Requirements

Stockbridge-Munsee Public Works employees who work on or along roadways shall:

(1) Be trained on how to work around motor vehicle traffic in a way that minimizes

their vulnerability (e.g., setting up survey instrument outside roadway whenever

possible, using vehicle).

(2) Wear a bright, highly-visible vest, shirt, or jacket that is orange, yellow, yellow-

green, or a fluorescent version of these colors. For nighttime work, the garment

shall be retro-reflective, so that it is visible at 1000 feet.

Motorist Assistance

The Tribe permits Public Safety employees, at the employee’s option, to act as a Good Samaritan

and provide limited assistance to stranded motorists and persons requesting help at the Public

Works building. The Tribe does not provide a roadside assistance program, but does allow

employees to provide limited assistance on an occasional basis.

The Public Works employees may use work time and/or tribal equipment to assist motorists with

the following types of services:

 Inflating or changing flat tires

 Jump start car

 Fill radiator with water

 Fixing minor mechanical problems

 Removing debris from the road at the scene of an accident

 Providing minimal amounts of fuel

 Transporting a stranded motorist

Tribal employees are prohibited from accepting payment or a gratuity for providing motorist

assistance. Persons receiving motorist assistance must sign a waiver releasing the Tribe from any

liability in the event of vehicle damage or injury.

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MOTORIST ASSISTANCE WAIVER OF LIABILITY

The undersigned person understands that the Stockbridge-Munsee Community does not

operate a motorist assistance program. However, the Stockbridge-Munsee Community does allow

its Public Works employees to provide limited Good Samaritan assistance in the course of their

other duties for the well-being of the community. This assistance is limited to the following types

of services:

 Inflating or changing flat tires

 Jump start car

 Fill radiator with water

 Fixing minor mechanical problems

 Removing debris from the road at the scene of an accident

 Providing minimal amounts of fuel

 Transporting a stranded motorist

The undersigned person requests motorist assistance from the Stockbridge-Munsee Community

under these terms and further waives any claims for damages or injury that he or she may bring

against the Stockbridge-Munsee Community and its employees based on such assistance.

Signature: ___________________________ Date: _____________________

Printed Name: _________________________________________________________

Office Use:

Employee Providing Assistance: _______________________________________

Type of Assistance: _________________________________________________

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Section Four: Facility Maintenance

Purpose

Facility maintenance covers the day-to-day and long-term running of the designated buildings.

These tasks are carried out by the employed staff and outsourced only in certain situations (i.e.

roof replacement, HVAC repair, etc.).

Within the maintenance function, scheduled maintenance and preventative maintenance are

designed to reduce emergency repairs to a minimum. It is the role of facility management to

ensure through regulatory compliance and proper operations that all aspects (fire safety & testing,

security, inspections and cleaning) of a building create a safe and cost effective environment for

the occupants to function.

Maintenance, Repair and Minor Alterations

Maintenance can be divided into the following categories:

 Scheduled Maintenance: Done when convenient or on a scheduled basis;

 Preventative Maintenance: This is the foundation of every successful maintenance

program. It is the maintenance performed on a regularly scheduled basis to prevent major

breakdowns.

 Emergency Repair: Unscheduled repairs required as a result of equipment failure.

Maintenance will be completed in accordance with prescribed procedures contained in the

applicable owner’s manual. The Facilities Manager will retain all property maintenance

documentation including monthly inspections reports and completed work order requests.

The Facilities Manager will forward all information related to maintenance of the designated

buildings and equipment to the Public Works Director in a monthly report for review and

retention.

Fire Safety & Testing

The threat of fire carries one of the highest risks to loss of life, and the potential damage or shut

down of a designated building. Facility Management has in place a maintenance, inspection and

testing program for all of the fire safety equipment and systems (i.e. smoke detectors, carbon

dioxide detectors, fire extinguishers, etc.). Records and certificates of compliance are kept by the

Facilities Manager.

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Security

Security to any organization is necessary to protect the employees and the Tribe. Alarm systems

that detect motion, smoke, open doors and unauthorized entrances are installed in all designated

buildings. Any issues with the alarm system are reported to Surveillance.

Inspections

Monthly inspections are completed by the Maintenance Workers and turned into the Facilities

Manager. The monthly inspections cover the following categories: fire & safety; ceiling, lighting &

door; flooring; heating & cooling; and exterior. Needed repairs are identified, and the Facilities

Manager completes work orders for such repairs. These work orders are assigned to Maintenance

Workers for completion.

Work Order System

In addition to the work orders generated due to monthly inspections, Tribal employees may

request services (i.e. painting, issuance of office keys, moving office furniture, fleet repair, etc.)

through completion of a work order form. The P&E Work Order Form is located on the tribal

website under Applications, Forms & Permits. The form may be printed or completed

electronically. The completed form must be signed by the applicable department manager and

forwarded to the Facilities Manager via e-mail, fax or inter-office mail. Within time and resource

availability, the Facilities Manager will assign the work order to a Maintenance Worker. The

assigned Maintenance Worker signs off on the form upon completion and turns it in to the

Facilities Manager. Completed work orders are turned into the Public Works Director and

associated costs are noted in the monthly report generated by the Facilities Manager.

Internal Lease Agreements

Each department enters into a lease agreement with the Public Works Department. The Legal

Department must approve the form and any changes to the Tribe’s internal lease agreement. The

purpose of this internal agreement is to provide documentation of user space costs based on

office area and storage/warehouse/garage space. The Lessee (designated department) and the

Lessor (Public Works Department) agree to the terms prescribed in the lease. A sample lease can

be found under the Forms subsection of this section.

Each Tribal building has a designated kitchen area. To reduce energy costs no appliances (i.e.

refrigerator, coffee maker, microwave, pizza oven, water cooler, etc.) will be allowed anywhere in

the designated Tribal Buildings with the exception of the designated kitchen area. Water coolers

provided by Public Works and community coffee makers that are supplied by department shared

costs are exempt.

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Facility Maintenance Forms

MONTHLY BUILDING INSPECTION

Building _____________________

Inspector________________________________

Date___________________________

Fire & Safety Condition (Good, Not Good) Comments, Details

Carbon Monoxide Detector

Smoke Detector

Fire Extinguisher Available

Fire Extinguisher Tag

Exit Doors Cleared & Available

Emergency Lights Tested

Alarm System

Ceiling, Lighting & Door

All lights working

Ceiling Tiles Missing

Ceiling Tiles Stained

Office Doors Working

Door Locks Working

Flooring

Carpet Stained or damaged

Tiles Stained or Damaged

Floor Service/Cleaning Needed

Flooring Replacement Needed

Heating & Cooling

A/C Check

Furnace Check/Filter Replace

Exterior

Roof Condition

Siding Condition

Window Condition

Window Screen Condition

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contract is leasing of user space as indicated below:

Building/ Office Location:

Office Area(s) (Ex.Dir) sq. ft. @ 17.00$ equals

Warehouse/Storage/Garage sq. ft. @ 4.50$ equals

________________________________________

____________________________

Signature of Lessee-Department Mgr or Senior Mgr

Date

________________________________________ ____________________________

Signature of Lessor-Public Works Director Date

Square footage of aforementioned building/ office:

N8476 Moh He Con Nuck Rd.

P.O. Box 70

Bowler, WI 54416

the Assets Department (Lessor). The purpose of this

Stockbridge-Munsee

Band of Mohican Indians

This agreement is between (Lessee)

___________

This agreement shall be effective the 1st day of Month/Year and shall expire on the 30th day

of Month/Year.

All comfort items including but not limited to coffee and water coolers will be the responsibility of the Lessee.

To provide regular maintenance inspections, complete necessary maintenance and repairs to the building at no

additional costs (unless there is evidence of misuse by the lessee).

To provide electricity, heating/AC, suitable drinking water, waste management, mat service, automatic fire

protections services, alarm service and pest control service.

We, the undersigned, have read the terms stated herein and fully understand and agree to all

the provisions set within the user fee contract.

All telephone repair, service bills and equipment requests will be the responsibility of the Lessee.

To provide adequate insurance coverage for the building and contents, owned by the Stockbridge-Munsee

Community.

The Lessor agrees to the following:

To notify the AssetPublic Works Department immediately, in writing, when an office move/relocation occurs. In the

event of an office move/relocation, your lease payment may or may not change without expiration of this lease.

To notify the Facilities Manager immediately, by work order (FAX 793-4878) or phone (793-4879), of structural

and/or mechanical defects within the building/office.

To be responsible for all repair costs incurred due to misuse or user’s negligence.

The Lessee agrees to the following:

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Section Five: Housekeeping

Mission Statement

In order to provide quality services to the designated buildings under lease with the Stockbridge-

Munsee Public Works Department a comprehensive plan was developed by the Housekeeping

Supervisor, Facilities Manager, and Public Works Director. Four critical areas have been

established and addressed in the Stockbridge-Munsee Housekeeping Policies & Procedures and

are as follows: establishing the duty to be completed, implementing performance requirements,

developing evaluation criteria and adopting green cleaning practices.

Green cleaning means the use of those products and services that have a lesser or reduced impact

on human health and the environment when compared with competing products or services that

serve the same purpose. This approach is consistent with the standards outlined in Executive

Order No. 13514 (October 5, 2009). Due to the nature of the work and types of products used,

housekeeping services have the potential to have significant negative impacts on the environment

and public health.

While simple in its approach, this definition incorporates the following three key concepts.

Human Health. Of course, the principal purpose of cleaning is to protect human health so any

definition of green or environmentally preferable should address human-health considerations. In

the realm of green cleaning, this means we must give due deference to the health impacts

cleaning has on custodial personnel and the occupants of the built environment where we are

performing our cleaning activities. Special consideration should be given to more vulnerable

populations, such as children, the elderly, and those with suppressed immune systems.

Comparative in Nature. Note that the above definition of green cleaning is comparative in nature.

In other words, it does not set an absolute or final endpoint of what is environmentally preferable.

Instead, it makes a comparison to competing products and services and thereby encourages

continual improvement along the green spectrum.

Performance. Lastly, implicit in this definition is the concept that green products and services must

perform their intended function of cleaning. It goes without saying that a cleaning product that

cannot clean is a waste of resources altogether and is therefore the antithesis of environmentally

preferable. More importantly, the performance of cleaning products is critical to maintaining a

safe and healthy indoor environment.

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In an effort to provide sustainable and environmentally preferable service the following

performance requirements and evaluation criteria will be implemented:

1. Team cleaning schedule for large buildings and individual cleaning for smaller buildings.

Emphasize cleaning in high-traffic areas, such as building entrances, lobbies and corridors.

2. Identify areas that have a higher risk for germs, such as staph, and therefore require

disinfection. These would include Mohican Family Center and Head Start.

3. Use high efficiency filtration vacuum cleaners.

4. Use of two-chamber cleaning buckets as opposed to traditional mop pails.

5. Use indoor cleaning equipment ergonomically designed to minimize vibration, noise, and

user fatigue.

6. Require spot checking for accidents and stains to prevent transfer. A spot checking

procedure is in place and deficiencies will be documented on the applicable form.

7. Provide training to staff in sustainable methods (chemical management, proper dilution,

recycling and waste minimization, etc.).

8. Use “green” cleaning chemicals certified by a reputable source.

Housekeeping Daily Duties:

Empty internal trash receptacles, wipe with disinfectant and replace garbage liner when necessary.

Dispose of all garbage, following Tribal recycling standards.

Dust office horizontal surfaces that visibly require dusting with the exception of desks.

Sweep entrances, lobbies and corridors.

Clean all glass door areas in entrance ways.

Dust and disinfect all handrails.

Sweep and mop floors, vacuum carpets and scrub all floor and door moldings.

Treat all carpet stains as necessary.

Sweep and mop bathrooms.

Clean all toilet fixtures and replenish toilet supplies.

Wipe and clean all mirror areas.

Disinfect all horizontal areas in bathrooms.

Clean all bubblers/water fountains.

Clean and disinfect all countertops, sinks and tables in kitchen/eating areas and replenish comfort

items (coffee, water cooler, etc.) as necessary.

Sweep or vacuum all stairs.

Clean external kitchen equipment surfaces (stove, microwave, refrigerator, freezer, dishwasher,

and cabinets)

Complete daily assignment sheets and turn into Housekeeping Supervisor.

Empty all outside trash receptacles and cigarette receptacles when necessary.

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Sweep up all trash and cigarette butts outside of buildings.

Wash all trash receptacles and cigarette receptacles when necessary.

Housekeeping Monthly Duties:

Dispose of all rotten perishable items from refrigerators on the last Thursday of every month.

Thoroughly dust all furniture.

Sweep storage space.

Wash walls, vertical surfaces and undersurfaces.

Wash all interior window surfaces.

Wash and wipe down all stall partitions, doors, window sills and frames.

Wipe all light fixtures, and light panels that do not require a ladder to reach. When necessary

complete a work order to change out any burned out light bulbs.

Wipe out all heating/cooling vents.

Wash all outside window surfaces

Wash all window screens

Clean internal areas of all appliances.

Housekeeping Bi-Annual Duties

Shampoo all carpeted areas.

Strip and refinish main corridors and other heavy traffic areas.

Housekeeping Supervisor Daily Duties:

Perform random spot checks.

Assist in overall cleaning.

Assign duties for each staff member.

Collect daily assignment sheets from each staff member.

Housekeeping Supervisor Weekly Duties:

Turn in daily assignment sheets to Facilities Manager. Should a complaint come in then the sheet

can be reviewed to determine which staff person was responsible for the duty. Appropriate action

then can be taken with the individual.

Stock cleaning stations at each facility.

Housekeeping Supervisor Monthly Duties:

Once per month the Housekeeping Supervisor along with another Public Works employee as a

witness will remove the money from the feminine hygiene machines and place in a sealed bag. The

initials of both parties along with the date will be written on the bag, and the money will be turned

into Accountants from Finance. **Finance Policy 4.1 and 4.2 covers money handling within the

Tribe and gives departments the ability to setup procedures.

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Housekeeping Supervisor Annual Duties:

Provide staff training on using the forms and their responsibility for housekeeping duties.

Provide staff hazardous waste disposal and safe handling training.

Coordinate with Facilities Manager stripping and resealing gym floor.

Housekeeping Forms

Housekeeper: ______________________________________________________

Location: ________________________________________________________

Initial each task upon completion.

Date:

Daily Duties:

Empty trash bins as necessary

Disinfect trash bin as necessary

Replace garbage liner

Dispose of all garbage

Sweep up all trash outside buildings

Sweep/vacuum entrance

Sweep/vacuum corridors

Sweep/vacuum lobby area

Sweep or vacuum all stair areas

Scrub all door and floor moldings

Clean glass door areas in entrance area

Dust and disinfect all handrails

Spot treat carpet stain as needed

Dust office surfaces

Sweep bathroom floor

Damp mop bathroom floor

Disinfect/Scrub toilet

Disinfect/Scrub sink

Disinfect horizontal surface

Wiped mirror

Dust vertical blinds as necessary

Clean all bubblers/water fountains

Clean all kitchen sink areas

Clean/Disinfect all eating surfaces

Clean external kitchen equipment as necessary

Replenish comfort items

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Housekeeper: ______________________________________________________

Location: ________________________________________________________

Initial each task upon completion.

Date:

Monthly Duties

Dust all furniture

Sweep Storage Area

Dust wall surfaces

Dust vertical blinds

Dust undersurfaces

Wash interior windows

Damp wipe window sills

Damp wipe doors

Damp wipe door frames

Damp wipe partitions

Wash trash/cigarette receptacles

Wipe all light fixtures

Wipe all light panels

Wipe out all heating/cooling vents

Scrub all floor moldings

Scrub all door moldings

Clean internal kitchen stove, microwave

Clean internal kitchen refrigerator

Clean internal kitchen dishwasher

Clean internal kitchen cabinets

Clean internal coffee pot

Dispose of all rotten perishable items

Housekeeper: ______________________________________________________

Location: ________________________________________________________

Initial each task upon completion.

Date:

Bi-Annual Duties:

Shampoo all carpeted areas

Strip and refinish main corridors

Strip and refinish heavy traffic areas

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Section Six: Grounds & Parks Maintenance

Purpose

Designated grounds and parks maintenance covers the day-to-day and long-term care of the tribal

parking lots, grounds around designated buildings, parks, lakes, and designated elder/disabled

driveways. These tasks are carried out by the employed staff and outsourced only in certain

situations.

Within the maintenance function, scheduled maintenance and preventative maintenance are

designed to reduce emergency repairs to a minimum. It is the role of designated grounds’ staff to

ensure these areas are kept safe, clear, cleaned and respected in every manner possible. The

regular maintenance duties include plowing, salting, sanding, mowing, raking and repairs.

Designated Tribal Grounds

The designated grounds are identified as parking lots, yards, lawn and boat landings at the

following tribal buildings: Tribal Office, Mohican Family Center, Education & Historic Preservation,

Public Safety, Administration, Ella Besaw Center, Land & Enrollment, Arvid E. Miller

Library/Museum, Finance Storage, Forestry Storage, Environmental, Public Works, Mohican LP,

Little Star Convenience Store, Mohican North Star Gaming and Resort, Stockbridge-Munsee Health

& Wellness Center, Child Support, Legal, Mohican News, Food Distribution, Roads, Utilities, Elderly

Center and boats landings at Sam’s Lake, Big Lake and Beaulieu Lake.

Designated Parks

The designated parks are identified as Many Trails Park, Putnam Park and Corlyss Park. The regular

maintenance duties include plowing, salting, sanding, mowing, raking and repairs. The Public

Works Department is crucial in the preparation and maintenance of the Many Trails Park and

Campground for the annual Mohican Veterans’ Pow-Wow. Public Works provides firewood for the

campers to prevent any insects being brought in from outside sources.

Elderly/Disabled Driveways

Every year the Elderly Manager forwards a list of driveways belonging to elders and disabled

individuals to the Public Works Department that are eligible for snowplowing services. These

driveways are divided among the employees, and they are plowed, salted and sanded throughout

the winter months as necessary.

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Section Seven: Cemetery Maintenance & Burials

Purpose

The cemeteries owned by the Stockbridge-Munsee Community are maintained by the Public

Works Department through mowing, raking, plowing and trash removal. Maintenance covers the

day-to-day and long-term care of the cemeteries through plowing, mowing, removal of hazard

trees, tombstone repair and grave digging.

1. Ownership

The Stockbridge-Munsee Community owns the following cemeteries:

a. Stockbridge-Munsee Burial Grounds

(1) Located at N9237 Moh He Con Nuck Road, Bowler, WI 54416.

(2) Open for burial of eligible persons.

b. Stockbridge Indian Cemetery

(1) Located North of Stockbridge, WI (Calumet County) on Moore Road West of

Hwy 55

(2) Closed to new burials; except with permission of the Tribal Council.

c. Mission Lake Catholic Cemetery

(1) Located W10273 Cty Road G, Gresham, WI 54128.

(2) Closed to new burials.

d. Red Springs Cemetery

(1) Located at W10231 E. Townhall Road, Gresham, WI 54128.

(2) Open to new burials.

2. Maintenance of Cemeteries/Burial Grounds

a. The P&E Department will be responsible for the ongoing maintenance, preservation &

enhancement of the Burial Grounds.

b. Plants/Decorations

(1) Planting on a burial site is prohibited.

(2) Potted & hanging plants in their own containers are allowed.

(3) Plants/decorations shall not be placed behind a monument.

(4) All flowers, plants, or other decorations shall be removed from individual burial

plots by the family or staff when they have become unsightly and unattractive.

(5) Any plants or decorations interfering with the maintenance of the cemetery

shall be removed by the P & E Department.

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c. Flags and Banners. Flags or banners shall be removed when they become unsightly,

or are hung in a disrespectful manner.

3. Opening, Closing and Marking of Burial Sites

a. The Roads Department will be responsible for opening, closing and marking all burial

sites.

b. Burial sites for cremains may be opened and closed by the Roads Dept., if requested.

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Section Eight: Tribal Vehicle Use and Maintenance

Purpose

The Tribal Fleet consists of 75 plus tribally-owned vehicles as well as light and heavy equipment

including plows, leaf blowers, lawn mowers, snow blowers, salt hoppers, tractors, forklifts, trailers,

boom mower, and tree processor. This equipment is provided for official business use by

designated drivers and skilled operators employed by the Stockbridge-Munsee Community.

Vehicles and equipment are maintained and repaired by the Fleet Coordinator. Vehicles may be

assigned to a tribal department and/or a specific employee for the completion of work-related

duties.

All departments will be required to check-in and check-out vehicles weekly. This will reduce

insurance costs due to any damage being noted immediately and will give the Fleet Coordinator

the ability to determine the usage needs of our Tribal Fleet.

Some vehicles may be available for short-term rental/leasing by departments and/or employees so

that they can be used for work-related travel or other official tribal business.

Tribal-Owned Vehicle Use

1. The major use of a Tribal-Owned vehicle shall be for official business. Vehicles are assigned to

applicable departments. Non-business miles are not permissible. Each driver must keep a

mileage log. Each time you purchase fuel you must make an entry on the mileage log. For

example, if you are filling gas cans for lawnmower use indicate on the log the number of cans

filled and the purpose. If you are fueling just the vehicle note on the log fuel purchase for

vehicle only. Driver’s supervisor is responsible for reviewing mileage records. A copy of the

mileage log must be turned in to the Fleet Coordinator monthly.

2. All Tribal-Owned vehicles will be identified as such with a Tribal seal and Tribal vehicle

identification number affixed. Modifications to Tribal-Owned vehicles for personal reasons are

not permitted; this includes signs, stickers, antennas, etc.

3. Modifications to Tribal-Owned vehicles for operating purposes may be undertaken with the

express, written consent of the Public Works Director.

4. Installation and/or use of any radar-detection device (fuzz busters) in a Tribal-Owned vehicle

are strictly prohibited. Law Enforcement is exempt from this rule.

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5. The use of a Tribal-Owned vehicle for personal gain is prohibited. This includes using a tribal

vehicle to deliver goods or services for personal reasons or using the vehicle for car pools

where the riders make payments that the driver retains for him/her.

6. NO SMOKING will be allowed in Tribal-Owned rental vehicles (vehicles used for business trips).

7. Drivers shall not engage in text messaging while driving.

8. Unauthorized persons are not permitted in any Tribal-Owned vehicle, except drivers may

render assistance to disabled motorists in emergency situations. Family members may not ride

in Tribal-Owned vehicles unless for work purposes. When the company of family members is

desired for business trips, the employee should use his/her own car and request

reimbursement at the rate equal to the approximate cost of operating a Tribal-Owned vehicle.

9. All personal items and garbage must be removed from the vehicle prior to returning. Your

program will be charged a $20 cleaning fee if the P&E Department has to clean out the inside

of the vehicle.

10. When a department or employee wishes to renting/leasing a vehicle for short-term work

purposes, a fleet vehicle rental form must be completed and submitted to the Fleet

Coordinator.

a. The department and/or employee assumes responsibility for the vehicle for the

once the keys are picked up from the Public Works Department.

b. There is a leasing fee that is charged to the department for such leases. The leasing

fee is the Tribe’s current mileage rate.

c. Employees do not receive mileage when using a tribal vehicle.

d. Vehicles and keys must be returned to Public Works in a timely-fashion at the end

of the rental period.

e. Upon completion of rental period, all personal items and garbage must be removed

from the vehicle prior to returning. Your program will be charged a $20 cleaning fee

if the P&E Department has to clean out the inside of the vehicle.

Fleet Coordinator Responsibilities

The Fleet Coordinator will be responsible to check each item listed below prior to the vehicle being

assigned or leased and the employee will sign and date:

 Oil

 Transmission Fluid Level

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Service, Maintenance and Driver Responsibilities

1. On the road fueling and minor repairs:

a) The Department/ Program is responsible to provide all consumables during the lease/

rental or assignment period.

b) If a minor repair occurs on the road (windshield wiper, flat tire, etc.), you should fix the

problem (retain all receipts) and contact the Facilities Manager with information as to the

incident.

2. If a major breakdown occurs on the road (e.g. blown engine, transmission failure), drivers

should contact the Fleet Coordinator for assistance and instructions for getting work done. The

Public Works Department will be responsible for all costs.

4. When assigned a tribal-owned vehicle, all garbage must be removed from the vehicle weekly,

and the vehicle must be washed and vacuumed monthly. This cost will be covered by the

Public Works Department through the Little Star Convenience Store.

5. All vehicles must receive an annual complete safety check and inspection. The

Fleet Coordinator is responsible for coordination of the safety checks and inspections.

6. Drivers are responsible for immediately reporting all accidents or damage to the vehicle to the

Fleet Coordinator, Mohican Nation Insurance, appropriate divisional manager and local law

enforcement personnel.

7. Drivers are personally responsible for the cost of traffic citations and violations, including

parking tickets. Drivers must immediately notify Mohican Nation Insurance upon receiving any

traffic citations and/or violations.

8. Operators of any Tribal-Owned vehicle must report any problems with the vehicle that you

think might constitute a safety or liability hazard to the Fleet Coordinator.

Driver Acceptability Guideline Determination

Only persons who have been determined to satisfy the driver acceptability guideline established

through the Tribe’s insurance are permitted to drive a tribal vehicle.

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The following protocols will be followed in order to determine whether an employee is eligible to

use tribal vehicles prior to such use.

a. When Public Works receives a request that a tribal employee be permitted to use a tribal

vehicle, the Fleet Coordinator will contact Mohican Nation Insurance to verify whether

the employee meets the driver acceptability guidelines.

b. If the employee has not yet had a determination completed in relation to driver

acceptability, then the employee will be referred to the Human Resources Department to

provide consent to a search of their driver record.

c. Once the driver record search has been completed, Mohican Nation Insurance will

contact the Fleet Coordinator to confirm whether the tribal employee satisfies the driver

acceptability guidelines.

The Mohican Nation Insurance Department will provide written notice to the Fleet Coordinator of

any change in a tribal employee status in relation to the driver acceptability guidelines.

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Section Nine: Vehicle & Equipment Replacement Schedule

Mission Statement

To establish efficient and effective delivery of tribal fleet services by providing customer

departments with safe, reliable, economical and environmentally sound transportation and

related support services that are responsive to their needs and that preserve vehicle value and

equipment investment.

Objectives

Our primary objective is to control the overall cost of operating and maintaining the Tribal fleet of

vehicles and equipment, to maintain vehicles and equipment in a manner that extends their useful

life, to control the growth in size of the fleet, to standardize the composition of the fleet and to

accurately budget for maintenance and replacement costs. All new purchases for vehicles and

equipment are part of the budget cycle and will be based on the recommendation of the Fleet

Coordinator. Availability of funding will determine finalization of approved vehicle and equipment

purchases.

Purpose

The purpose of this document is to propose a vehicle replacement plan and schedule for the next

five years and the specific vehicle and equipment needs and requirements of the Stockbridge-

Munsee Community. This document reflects the vision of the Fleet Coordinator to create a multi-

year vehicle and equipment replacement plan that will serve as a guide in providing

recommendations to Tribal Council on needs. This is a living document that will be modified and

updated annually or as necessary to reflect changes in the Tribe’s organizational climate, the

changing needs of our internal customers, and changes in the automotive and equipment industry.

 We will provide vehicles that are safe, reliable, and environmentally-sound, at competitive

prices.

 Provide honest, responsive, effective and efficient fleet services to our customers.

 Maximize the return on investment (ROI), and the long-term value of the fleet investment.

 Maintain high quality internal and external services. Know and respond to fleet customer

desires, needs, and requirements.

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Acquisition

The goal of the Fleet Coordinator’s recommended acquisition practices is to obtain the lowest

possible price and the highest possible quality. All purchases of vehicles and equipment will follow

the applicable purchasing policies of the Tribe. Annually, before the preparation of the Operating

and Capital Budgets, the Fleet Coordinator and Public Works Director will meet and review the

vehicle replacement schedule and plan for the acquisition of replacement vehicles and equipment.

Whenever possible we highly recommend the purchase of gently-used vehicles and equipment to

provide a costs savings to the Tribe.

Vehicle and Equipment Replacement Program

The objective of the vehicle replacement program is to promote an orderly system of purchasing

and funding a standardized fleet and heavy equipment replacement process and to plan future

departmental transportation requirements.

All vehicles acquired and maintained by the Public Works Department are recommended for

replacement in accordance with adopted guidelines/procedures and all departments are

responsible for complying with these guidelines/procedures. Each vehicle and equipment

recommendation provided by the Fleet Coordinator will have a completed Vehicle Summary form

and Vehicle/Equipment Evaluation Form submitted with the proposed Vehicle & Equipment

Replacement Schedule provided to Tribal Council annually.

Development of Guidelines/Procedures

The Fleet Coordinator has inventoried existing vehicles and equipment and has prepared a

replacement schedule for all tribal fleet vehicles and equipment. The schedule will be updated

annually and will be used as the basis for planning for the replacement of vehicles and equipment

through the operating and capital budgets.

The vehicle and equipment replacement schedule will include the following information for each

vehicle or unit of capital equipment:

 Age in years also known as life.

 Usage in hours or miles.

 Useful life (based on commonly used standards for municipal vehicles and equipment)

 Cost of Maintenance

 Overall condition: mechanical, operating, safety, or appearance.

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 Downtime

 Availability of replacement parts

 Funding

The guidelines for vehicles considered for replacement are based on vehicles meeting

predetermined age and/hour/or mileage criteria. Additional consideration is given to functionality

and overall condition of the vehicle.

As vehicles reach the threshold miles or age of replacement criteria, a vehicle maintenance

evaluation is performed by the Fleet Coordinator (Evaluation Form attached). The Evaluation

Forms will be provided to the Public Works Director for further review and consideration. If the

evaluation proves the vehicle would be economical to retain for an additional year, the vehicle will

be targeted for retention or reassignment. In some cases, it may be reassigned to other

departments with "low usage" requirements or to a loaner pool (vehicles used when assigned

vehicle is being repaired).

The Public Works Director will review and approve all specifications for purchases of Tribal fleet

vehicles and motorized equipment and forward this recommendation to Tribal Council for final

approval. We recommend bidders may only submit bid packages including vehicles that are on the

lot in an effort to save money and reduce delivery time. Depending on the availability of funds,

vehicles and equipment will be replaced when they are at the end of their economic life, no longer

safe to operate, not reliable enough to perform their intended function, or there is a

demonstrated cost saving to the Stockbridge-Munsee Community.

Vehicle Categories

For the purposes of this review the Tribal fleet and equipment has been grouped the following

categories. Each category is described below, and the number of units currently on hand,

replacement cost and useful life range for each category is summarized below in Chart 1.

All-Wheel Drive Sports Utility Vehicle (AWD SUV)-these vehicles are larger than, and provide

more passenger room and better off road performance than, traditional sedans or pick-up trucks.

Because of their size, AWD SUVs’ are highly visible and provide the operator with better visibility

than sedans. Useful lives for this class of vehicle depends on duty assignment and range from 8 to

12 years. The vehicle in our inventory is used for police service reducing the useful life to three

years based on wear and usage.

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Field Equipment-equipment of this class includes tractors and motorized mowing equipment.

Useful life ranges between 10 to 15 years for tractors based on wear and usage. Motorized

mowing equipment should be replaced once it has reached 800 hours.

Heavy Dump Trucks-these vehicles have a gross vehicle weight (GVW) of at least 33,000 pounds

and load carrying capacity of five tons. Heavy dump trucks are used to tow leaf vacuum and leaf

boxes during the fall and large loads of rock salt during the winter and throughout the year haul

heavy loads and tow equipment trailers. These vehicles are up fitted with heavy duty aluminum

dump bodies and hydraulic packages. Heavy dump trucks have a useful life of 12 to 15 years based

on wear and usage.

Heavy Equipment-This is mobile on the road and off road equipment that is used to dig, load

trucks and carry large loads over a short distance. The backhoes are used to plant trees and

maintain underground assets, and to load leaves onto trucks in the fall and clear snowbanks from

parking lots. The front end loader is used to maintain the compost sites, load salt and remove

trees. This includes tractor with boom mower, backhoes, front end loaders, rollers, and bulldozers.

These units have a useful life of 15 years based on wear and usage.

Light Dump Trucks- This class of vehicle has a gross vehicle weight of 17,000 lbs. and is equipped

with four-wheel drive. These vehicles are the work horses of the public works department and are

used to haul personnel, materials and equipment to on and off the road work sites. During the fall

and winter these vehicles haul loads of wet leaves, and plow and salt residential streets. These

vehicles are up fitted with heavy duty aluminum dump bodies and hydraulic packages. These are

relatively small and maneuverable trucks that can navigated through tight streets. The useful life

for a light dump is 10 years based on wear and usage.

Pick-up Trucks- This class of vehicle may be equipped with either two or four-wheel drive and may

have an extended cab capable of carrying a crew of five personnel along with light hand

equipment or materials. Pick-up trucks may pull a trailer for the Conservation, Forestry, Police, Fire

or Public Works departments. The typical useful life of a pick-up truck is 10 years based on wear

and usage.

Sedans- This class of vehicle is the most cost and fuel efficient class of vehicle for use driving

longer distances, as well as for trips over paved roads when there are a limited number of

individuals and amount of equipment in the vehicle. This class of vehicle is used most often when

departments have long-distance travel. The typical useful life of a sedan, not including patrol

vehicles, is 8-10 years based on wear and usage.

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Patrol Vehicles – Patrol vehicles are any type of vehicle used by tribal law enforcement officers

and can include SUV, pick-up trucks and sedans. Sedans are the work horse of the Police

Department. Sedans are used as patrol vehicles, traffic vehicles and unit vehicles. Police sedans are

more than a means of transportation they are the lifeline for the community and its police force.

The vehicles must be maintained to respond to any emergency situation encountered by an

officer. Police sedans are up fitted with computers, GPS systems, and video systems as well as

sirens and emergency lighting. After three (3) years of continuous service these Patrol Vehicles are

ready to be replaced. Mileage and wear will be determining factors in replacement.

Utility Trucks-These are truck chassis cabs that are fitted with various bodies e.g. Animal Control

Boxes, and tool and storage beds. These vehicles are limited in their use but are used daily to

perform a specific task. The useful life range is between 3 and 12 years based on wear and usage.

Vans- These vehicles are used to carry personnel and equipment. Vans sizes range from the large

extended window van to the small min-vans. Vans have a useful life range between 10 and 12

years based on wear and usage.

Chart 1. Summary of Vehicles and Equipment Currently on Hand

Vehicle Category

Current Inventory

Current Replacement Value

Useful Life

Range

AWD Sports Utility

$ 28,857.00

Field Equipment

$ 192,118.75

10 to 15

Heavy Dump Trucks

$ 558,128.55

10 to 12

Heavy Equipment

$ 750,000.00

Light Dump Truck

$ 150,000.00

Pick-Up Truck

$ 1,153,749.90

Sedan

$ 230,210.00

3 to 10

Utility Truck

$ 26,750.00

3 to 12

Van

$ 275,400.00

10 to 12

Total

$ 3,365,214.20

Chart 2. FY16 Projected Replacement Schedule

ID#

Year

Vehicle Category

Assignment

Useful Life Years

Estimated Cost

Requested Action

151

1997

Pick-Up Truck

Environmental

($2,300)

Trade-In/Sell

1998

Pick-Up Truck

Forestry

($2,100)

Trade-In/Sell

145

2000

Pick-Up Truck

Elderly

($3,500)

Trade-In/Sell

108

2000

Pick-Up Truck

Roads

($3,450)

Trade-In/Sell

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180

1998

Pick-Up Truck

Pine Hills

($3,100)

Trade-In/Sell

111

2007

Pick-Up Truck

P&E

Assign to Pine Hills

112

2007

Pick-Up Truck

P&E

Assign to Elderly

2000

Van

P&E

($1,250)

Trade-In/Sell

185

2000

Van

Family Services

($1,300)

Trade-In/Sell

2013

Heavy Equipment

Forestry

$75,000

Purchase Used

Forwarder

Field Equipment

Elderly

Elderly Mower to

Utilities

Field Equipment

P&E

($3,500)

Trade-In Mower

Field Equipment

P&E

$3,500

Purchase trailer

Field Equipment

Utilities

$3,500

Purchase trailer

Field Equipment

P&E

$7,500

Purchase enclosed

trailer

Field Equipment

Utilities

($3,500)

Trade-In Mower

Field Equipment

P&E

$11,800

Purchase Mower

Field Equipment

Elderly

$11,800

Purchase Mower

2016

Pick-Up Truck

P&E

$29,583

Purchase Pick-Up

2016

Pick-Up Truck

P&E

$29,583

Purchase Pick-Up

2016

Pick-Up Truck

P&E

$29,583

Purchase Pick-Up

2016

Pick-Up Truck

Roads

$29,583

Purchase Pick-Up

Plow

Roads

$6,500 (1 Plow)

Purchase V-Plow

Plow

P&E

$19,500 (3Plows)

Purchase V-Plows

Total

$233,432

Chart 3. FY17 Projected Replacement Schedule

Year

Vehicle Category

Assignment

Useful Life Years

Estimated Cost

Requested Action

1998

Heavy Equipment

Roads

Trade-In Dump Truck

2006

Heavy Equipment

Roads

Trade-In Dump Truck

1995

Heavy Equipment

Roads

Trade-In Roller

2012

Heavy Equipment

Roads

$150,000.00

Purchase Dump Truck

2012

Heavy Equipment

Roads

$150,000.00

Purchase Roller

Total

$300,000.00

Chart 4. FY18 Projected Replacement Schedule

ID#

Year

Vehicle Category

Assignment

Useful Life

Years

Estimated

Cost

Requested Action

1995

Heavy Equipment

Roads

Trade-In Bulldozer

109

2004

Pick-Up Truck

Elderly

Trade-In/Sell

132

2000

Pick-Up Truck

Enviro

Trade-In/Sell

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129

2000

Pick-Up Truck

Roads

Trade-In/Sell

2018

Pick-Up Truck

P&E

$29,583.00

Purchase Pick-Up

106

2013

Pick-Up Truck

Transfer

P&E to Elderly

2018

Pick-Up Truck

Roads

$29,583.00

Purchase Pick-Up

2013

Transfer

Roads to Housing

2015

Pick-Up Truck

transfer

P&E to Elderly

2018

Pick-Up Truck

P&E

$29,583.00

Purchase Pick-Up

2015

Heavy Equipment

Roads

$150,000.00

Purchase Bulldoze

$238,749.00

Chart 5. FY19 Projected Replacement Schedule

ID#

Year

Vehicle Category

Assignment

Useful Life

Years

Estimated

Cost

Requested Action

133

2005

Pick-Up Truck

Housing

Housing to Pine Hills

146

2004

Pick-Up Truck

Elderly

Trade-In/Sell

180

1998

Pick-Up Truck

Pine Hills

Trade-In/Sell

2019

Pick-Up Truck

Housing

$29,583.00

Purchase Pick-Up

Truck

2007

Pick-Up Truck

Enviro

P&E to Enviro

104

2007

Sedan

P&E

Trade-In/Sell

104

2007

Sedan

Mail

Trade-In/Sell

199

2013

AWD SUV

Police

Trade-In/Sell

2019

Sedan

P&E

3 to 5

$25,579.00

Purchase Sedan

2019

Sedan

Mail

3 to 5

$25,579.00

Purchase Sedan

2019

AWD SUV

Police

$28,857.00

Purchase AWD SUV

$109,598.00

Chart 6. FY20 Projected Replacement Schedule

ID#

Year

Vehicle Category

Assignment

Useful Life

Years

Estimated Cost

Requested Action

151

1997

Pick-Up Truck

Environmental

Trade-In/Sell

113

1999

Pick-Up Truck

P&E

Trade-In/Sell

145

2000

Pick-Up Truck

Elderly

Trade-In/Sell

108

2000

Pick-Up Truck

Roads

Trade-In/Sell

2016

Pick-Up Truck

P&E

$29,583.00

Purchase Pick-Up

2016

Pick-Up Truck

Roads

$29,583.00

Purchase Pick-Up

2016

Pick-Up Truck

P&E

$29,583.00

Purchase Pick-Up

2016

Pick-Up Truck

P&E

$29,583.00

Purchase Pick-Up

Total

$118,332.00

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Section Ten: Roads Maintenance

Purpose

Roads Maintenance covers the day-to-day and long-term running of the Tribe’s public road

system. These tasks are carried out by the employed staff and outsourced only in certain situations

(i.e. road construction, bridge construction, etc.).

Within the maintenance function, scheduled maintenance and preventative maintenance are

designed to reduce emergency repairs to a minimum. It is the role of roads management to ensure

through regulatory compliance and proper operations that all applicable federal, state and tribal

laws are followed in creating a safe and cost-effective environment for the users of our public

roadways.

The U.S. Bureau of Indian Affairs (BIA) roads program provides support to the Tribe for the

maintenance of its public road system. Roads maintenance program funds are administered at the

BIA Region offices for the maintenance of roads identified as part of the BIA roads system. The BIA

road system is part of the National Tribal Transportation Facility Inventory (NTTFI). BIA roads are

public roads that provide access for tribal communities and the general public. The broad

definition of BIA roads includes all transportation-related facilities used in surface transportation

such as: roads, bridges, ferry terminals, ferry boats, trails, boardwalks, primitive roads and

administrative roads to BIA agency offices.

The Tribe’s Roads Department is responsible for38 miles of public roads. These roads are listed on

the RIDFS (Roads Inventory Field Data System) and the TTPSR (Tribal Transportation Program

Safety Report from OPUS International Consultants. The Tribe’s forest roads are not public roads

that are part of the BIA road system.

Annual Authorization & Reporting

The Tribal Transportation Program addresses transportation needs of tribes by providing funds for

planning, designing, construction, and maintenance activities for all public roads. The program is

jointly administered by the Federal Highway Administration’s Federals Lands Highway Office

(FHWA) and the BIA, Division of Transportation, in accordance with an interagency agreement.

The BIA and Tribal governments undertake most of the design and construction of Tribal

Transportation Program projects. Under tribal self-determination contracts, self-governance

agreements, FHWA Program Agreements or other appropriate agreements, Tribal governments

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can perform, administer and operate portions or all but "inherently Federal functions" of the TTP.

The Roads Manager takes the TTP to Tribal Council annually for their approval through resolution.

The Roads Manager submits an Annual Road Maintenance Report to the BIA that covers all road

conditions, work performed in the previous year. Any financial reports are sent to the BIA by the

Stockbridge-Munsee Finance Department as requested.

Maintenance, Repair and Minor Alterations

Maintenance can be divided into the following categories:

 Scheduled Maintenance: Done when convenient or on a scheduled basis;

 Preventative Maintenance: This is the foundation of every successful roads maintenance

program. It is the maintenance performed on a regularly scheduled basis to prevent costly

repairs.

 Emergency Repair: Unscheduled repairs required as a result of equipment failure (i.e.

frozen culvert causes water over the roadway, trees in roadways).

Maintenance and inspections will be completed in accordance with prescribed procedures and

noted in the BIA Quarterly DMR (Deferred Maintenance Report). The Roads Manager will retain all

inspection reports and completed work order requests.

Maintenance includes plowing, salting, sanding, mowing ditches, moving snowbanks, clearing

downed trees and debris. Plowing is completed whenever at least 2” of snowfall exists. The Roads

Manager determines when salting and sanding is necessary and contacts the employees of the

Roads Department and assigns them to roads and parking lots.

The Roads Manager will forward all information related to maintenance of the designated roads

and equipment to the Public Works Director in a monthly report for review and retention.

Safety

As much as feasibly possible, Stockbridge-Munsee Roads employees shall reduce their risks to

roadway hazards by minimizing and/or eliminating the time spent in and/or along roadways during

the completion of work. When Stockbridge-Munsee employees are involved in work that

suspends the normal function of a roadway, provisions for temporary traffic control, complying

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with the Wisconsin Manual for Uniform Traffic Control Devices, shall be made. The local law

enforcement shall be contacted for their requirements for temporary traffic control plans.

Work Order System

Community members, Tribal Departments, Tribal businesses, outside agencies (i.e. Bureau of

Indian Affairs, Shawano County Highway Department, etc.) and approved contractors may request

services (i.e. basement digging, driveway construction, building demo, site preparation, equipment

hauling, etc.) by completing a work order request in person, via phone or e-mail to the Roads

Department. The Roads Manager will log the request and approve within his budgetary constraints

and availability of hours and resources necessary for completion. Completed work and associated

costs are noted, and a monthly report is generated and forwarded to the Public Works Director.

Any billing is completed by the Public Works Director.

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Section Eleven: Utilities Maintenance

Utilities Maintenance covers the day-to-day and long-term running of the tribal water and

sewer system. These tasks are carried out by the employed staff and outsourced only in certain

situations (i.e. sludge pumping, lab testing, etc.).

Within the maintenance function, scheduled maintenance and preventative maintenance are

designed to reduce emergency repairs to a minimum. It is the role of utilities to ensure through

regulatory compliance and proper operations that all applicable federal and tribal laws are

followed in providing safe drinking water and effective wastewater treatment in a manner that

does not have negative impacts on the environment.

Maintenance, Repair and Minor Alterations

Maintenance can be divided into the following categories:

 Scheduled Maintenance: Done when convenient or on a scheduled basis;

 Preventative Maintenance: This is the foundation of every successful utilities

maintenance program. It is the maintenance performed on a regularly scheduled basis

to prevent costly repairs. This includes flushing, water testing, private septic inspections,

etc.

 Emergency Repair: Unscheduled repairs required as a result of equipment failure (i.e.

septic back-up).

Maintenance and inspections will be completed in accordance with prescribed procedures

identified by U.S. Indian Health Service (IHS), U.S. Environmental Protection Agency (EPA),

Chapter 37 – the Tribe’s Groundwater Protection Ordinance, Chapter 39 – the Tribe’s Tribal

Utility Ordinance, and, for utilities permitted through the State of Wisconsin or located on land

that the Tribe owns in fee simple, Wisconsin law.

Reporting and Testing

Completed work, testing results and inspections are and noted in the Quarterly DMR (Discharge

Monitoring Report) and submitted to the EPA by the Public Works Director.

Annual Nitrate testing results are submitted to the EPA. Coliform Testing Results are submitted

to the EPA monthly. The Stockbridge-Munsee is required to submit six results monthly.

A Consumer Confidence Report (CCR) is required for submission to the EPA and tribal utilities

customers annually. The report is a summary of last year's water quality. Included are details

about where your water comes from, what it contains, and how it compares to standards set by

regulatory agencies. This report will be sent to each customer, published in the Mohicans

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News, posted at public locations throughout the Tribe and available for viewing on the Tribal

website.

The Utilities Supervisor will forward all information related to maintenance of the tribal water

and sewer system to the Public Works Director in a monthly report for review and retention.

POWTS & Enforcement

Chapter 37, Groundwater Protection Ordinance, protects groundwater in order to protect the

residents of the Stockbridge-Munsee Indian Reservation who depend exclusively on

groundwater for a safe drinking water supply. Groundwater also is the primary source of water

for wetlands, streams and rivers on the Reservation. Certain land use practices and activities

can seriously threaten or degrade groundwater quality and quantity.

The Tribe in responsible to ensure that there is regular maintenance of private wastewater

treatment systems (POWTS) on the reservation under Section 37.14 (B) of Chapter 37. The

Public Works Director will maintain a list of POWTS on tribal trust lands and monitor to ensure

that required pumping and inspections of POWTS are completed in accordance with tribal law.

Public Works will be responsible for providing required notices to community members in

relation to such maintenance of the POWTS.

Infection Control Policy

Stockbridge-Munsee Utilities employees shall take all reasonable precautions to minimize the

risk of exposure to diseases that may be present in various environments in which they work.

Universal precautions will be observed to prevent contact with blood, or other potentially

infectious materials. Under circumstances in which differentiation between body fluid types is

difficult or impossible, all body fluids shall be considered potentially infectious.

Personal Protective Equipment (PPE)

PPE to reduce exposure to diseases shall be used by workers to protect themselves from direct

exposure to wastewater and other potentially infectious materials. The following Personal

Protective Equipment may include:

 Latex or Rubber Gloves

 Disposable Splash Goggles/Safety Glasses

 Antiseptic Towelettes

Personal protective equipment shall not permit blood, or other potentially infectious materials,

to pass through or reach the employee’s work clothes, street clothes, undergarment, skin, eyes,

mouth, or other mucous membranes, for the duration of time the equipment will be used.

Gloves shall be worn when it is reasonably anticipated that the employee may have contact

with blood or other potentially infectious materials. Disposable gloves shall be replaced as soon

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as practical. Utility gloves may be decontaminated for re-use if the integrity of the glove is not

compromised. They must be discarded if cracked, peeling, torn, punctured, or when the ability

to function as a barrier is compromised.

Eye protection devices, such as goggles, glasses with side shields, or chin length face shields,

shall be worn whenever splashes, spray, splatter, or droplets of infectious materials may be

generated, and eye, nose, or mouth, contamination can be reasonably anticipated.

Vaccinations for Hepatitis B

The hepatitis B vaccination may be offered to those employees, who may be exposed to blood

or other potentially infectious materials. Stockbridge-Munsee Community has the right to offer

employees post-exposure vaccinations based on Federal OSHA’s interpretation of what

constitutes an employee’s main job duties and a “collateral job duty”. The Tribe will maintain

appropriate records in relation to reported exposures and vaccinations. Medical records will be

maintained through the Stockbridge-Munsee Health and Wellness Center.

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Section Twelve: Emergency Plan for the Water/Sewer System

Purpose

This emergency plan has been developed to ensure that key staff has appropriate procedures

to deal with emergency situations. In no situation should an untrained or unqualified person

attempt to work on equipment or piping. Hazardous chemicals, hazardous pipe material,

confined space entry, and electrical hazards associated with the operation and maintenance of

these systems can injure, maim, or even kill quickly and without warning. If you are unsure of

yourself or lack specific knowledge of these hazards, do not attempt to repair system

components without assistance. Even trained personnel do not enter dangerous situations

without back-up personnel to assist them. Your life is worth more than any piece of property.

Mutual Aid Agreement

It is important that good relationships be maintained with the public works department of the

nearby communities so there will always be mutual assistance and cooperation. If you are

unable to repair or find a solution to a particular problem you should consider contacting the

public works department of a nearby community. They are generally willing and even eager to

assist in emergencies. Mutual Aid Agreements can increase the level of safety equipment

available and size and experience of the emergency labor force at a very low cost and benefit to

all.

Water Systems Outline

Community Connections Source Storage Tank

1) South Central Tower 135 3 wells 250,000 gal tower

Southcentral Area 31 23 Residential & 8 Business

Housing Area 62 54 Residential & 8 Business

Moh/Fairview Ext 33 26 Residential & 7 Businesses

Camp 14 Road Intertie 9 9 Residential

Total 112 Residential & 23 Business = 135

a) Booster Station Camp 14 Road

b) Pump House Taconic

2) Housing Area Tower (filled through South Central Tower) 60,000 gal tower

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Sewer Systems Outline

Community Connections Source Storage Tank

1) Housing Area lagoon 1 (Oak Street) 19

2) Extension Camp14/ lagoon 1 (Camp 14 Road) 15

Mohheconnuck Rd.

3) Casino/Clinic/Ah Toh Wuk WWT Facility 5 (Taconic, Elm Rd, 26

Ah Toh Wuk, Casino

RV Park)

General Information: Total Connections Residential 147 Business 20

1. # of connections on the Housing water/sewer system:

homes and apartments: 83 businesses: 7

2. # of connections on the Moh He Con Nuck/Fairview Extension:

homes: 20 businesses: 7

3. # of connections on the South Central water system:

homes and apartments: 35

businesses: 6

4. # of customers on the 14 Rd Intertie:

homes: 9

5. Populations served (Numbers from April 17, 2015):

Housing & Extensions: 290

South Central: 96

Total Population Served both systems: 386

** This total does not include in/out people at businesses)

Public Works Department Contact Information

The Stockbridge-Munsee Community water and sewer systems are currently operated by the

Stockbridge-Munsee Utilities Department which is part of the Public Works Department.

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Public Works Director: Stacey Schreiber Office 715-793-4854 Cell 715-881-0161

Utility Supervisor: Cory Wallschlaeger Office 715-793-4362 Cell 715-891-2937

Utility Technician: Dudley Welch Office 715-793-4362 Cell 715-326-0381

Utility Technician: Bernard Rudesill Office 715-793-4362 Cell 715-881-1512

Office/Billing: Shawn Moede Office 715-793-4219 Fax 715-793-4529

The addresses for the Public Works Department and Utilities are:

Stockbridge-Munsee Public Works Stockbridge-Munsee Utilities

W13817 County Highway A N8618 Oak St.

Bowler, WI 54416 Bowler, WI 54416

Emergency Call Out Procedure

Regular office hours:

In the event of an emergency during normal working hours (Monday-Friday, 8:00 a.m. to 4:30

p.m.) the Utilities Department can be reached by telephone at 715-793-4219; 715-793-4362 or

715-793-4854.

After hours:

For emergencies occurring after hours and on weekends and holidays, the Utilities Department

Technicians can be reached by cellular phone or at home:

Dudley Welch: 715-326-0381 cell

Bernard Rudesill: 715-881-1512 cell 715-793-4486 home

Cory Wallschlaeger: 715-891-2937 cell

Stacey Schreiber: 715-881-0161 cell

If police assistance may be necessary, the Police Department should be contacted by calling:

Stockbridge-Munsee Police Department: 715-793-4385

Shawano County Sheriff’s Department: 715-793-7905 or 715-526-3111

Life-threatening emergency: 9-1-1

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Non-Emergencies during Regular Office Hours:

Non-emergencies during regular office hours (M-F, 8 a.m. - 4:30 p.m.) that may require

immediate police assistance, please call the Shawano County Sheriff’s Department at

715-793-7905 or 715-526-3111 and ask for a deputy to be dispatched to you for assistance.

Non-Emergencies after regular office hours:

Non-emergencies after regular office hours (M-F, 8 a.m. - 4:30 p.m.) that may require

immediate police assistance, please call the Shawano County Sheriff’s Department at

715-793-7905 or 715-526-3111 and ask for a deputy to be dispatched to you for assistance.

Emergency Roles & Responsibilities

1. Tribal Council

* Ultimate Responsibility

2. Public Works Director

* Keep Tribal Council informed

* Oversee operations

* Assess disaster

* Direct warning to users through hand-delivered written notices

* Establish control actions

* Direct emergency operations

* Contact specialists-EPA, IHS, etc.

* Contact EMS, Police, Fire Dept., etc.

* Document actions taken

3. Utility Supervisor & Utility Technicians

* Keep public informed

* Help assess disaster

* Warn users

* Document actions taken

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* Assess system damage

* Establish repair procedure

* Execute repairs

* Fire Control

* Emergency aid

* Answer calls

4. Office Staff

* Keep public informed

* Help with control actions

* Take messages for Technicians and Managers

PRIORITY SERVICE LIST:

#1 Priority: Individuals/Organizations that are critically dependent upon an uninterrupted

supply of water and/or strict water quality requirements.

In the event of an emergency that would affect the source, supply, storage, distribution or

quality of water to individuals and/or organizations that are critically dependent upon an

uninterrupted supply of water and/or strict water quality requirements, the following action

must be taken:

1. Notify proper Utility Staff of problem (if unaware) so that an initial assessment can be

made: 715-793-4219 Housing Office; Utilities Office 715-793-4362; or Public Works

Office 715-793-4854 (offices) or 715-326-0381; 715-881-1512; or 715-891-2937 (cells)

2. Contact the second source, Culligan of Shawano, for emergency supply of water.

Culligan’s phone number is 715-526-2220.

3. Review actions or procedures that are being taken to alleviate the problem.

4. Contact appropriate emergency personnel/vendors, if necessary, as listed.

5. Notify the customer(s) immediately of any warning, problems, etc.

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Emergency Contacts

On the following pages are names and numbers of emergency contacts that the Utilities Staff

will use for emergency purposes. They are listed in alphabetical order.

NAME PHONE REASON/PURPOSE

Central WI Electric Coop 800-377-2932 consumer electric

Diggers Hotline 800-242-8511 digging or boring

DOT Haz Mat 616-941-1986 Chemical Accident

EMS or Ambulance 911 Medical Emergency

715-793-4044 Medical Non-Emergency

EPA (John Colletti) 312-886-6106 Environmental

Indian Health Service (IHS) 715-365-5145 Engineer

Richard Lawe 715-799-3907 Technical Assistance

Poison Control Center 800-815-8855 Poison Information

Shawano Police Dept. 911 Emergency

715-526-3111

715-793-7905 Non-Emergency

715-793-4385

S/M Environmental Mngr. 715-793-4394

S/M Fire Dept. 911 Fire Emergency

715-793-4555 Fire Non-Emergency

S/M Health Center 715-793-4144 Doctor

S/M Tribal Police Hoffmann 715-881-0584

Brown 715-881-0583

Gourley 715-881-0585

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Vendor Contacts

NAME PHONE SERVICE SUPPLIED

Culligan of Shawano 715-526-2220 bottled water

430 S Main St emergency 715-526-5198

Shawano, WI 54166

Davies Water Equip. Co. 920-731-3252 pipe, valves, fittings

5350 N Richmond St.

Appleton, WI 54915

Energenecs Inc. 414-377-6360 lift station equipment

W59 N249 Cardinal Ave.

Cedarburg, WI 53012

HD Supply 920-983-8510 pipe

2100 Little Rapids Rd

DePere, WI 54115

LW Allen, Inc. 608-222-8622 pumphouse panel, control systems

4633 Tompkins Dr

Madison, WI 53716

Maguire Tank, Inc. 605-334-9749 water tower

PO Box 1446

Sioux Falls, SD 57101

Nordwig, Dan 715-787-4279 excavating

RR1

Bowler, WI 54416

Northern Lakes Services 715-478-2777 bacteriological analysis,

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400 North Lake Ave. water testing

Crandon, WI 54520

Olson Electric 715-526-5488 electric

N3499 Sandy Ln.

Clintonville, WI 54929

Pittsburg Tower & Tank 505-826-9000 water tower

PO Box 913

Henderson, KY 42419

R&L Electric Motor Service 920-982-5650 pump service

N3530 State Rd 15

New London, WI 54149

Shawano Well Drilling 715-526-5075 well drilling

W9618 Angle Rd.

Shawano, WI 54166

Siemens Water Tech. Corp 800-338-7226 sample testing

301 W Military Rd

Rothschild, WI 54474

Van Ert Electric Company, Inc. 715-843-8052 electric

7019 W Stewart Ave

Wausau, WI 54401

Emergency Procedures

I. Water:

A. Water line breaks

1. Locate break on system map, determine location of gate valve(s) and isolate break.

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2. Determine type and size of pipe materials; gather appropriate repair supplies, tools,

etc.

3. If pipe is deeper than 3 feet- GET ASSISTANCE and shoring materials, follow safe

excavation procedures.

4. If repairs require more than 2 hours, notify the Fire Department that there is a loss of

fire protection. Notify any industries or users that may be affected.

5. Wear appropriate safety equipment.

6. Remove broken pipe or defective valve, hydrant, etc., and replace or repair.

7. PLAN AHEAD, ensure proper repair parts are on hand before starting job.

8. Disinfect repaired lines with chlorine for appropriate time, then flush lines.

9. Pressure test repaired section prior to backfill and allow needed detention time for

chlorine.

10. Back fill with appropriate materials.

11. Test for Bacteria. (see vendor sheet)

B. Water Service Line Breaks

1. Breaks between meter and house are the responsibility of property owner. Shut off

water at curb stop or meter and notify customer.

2. If between meter/curb stop and main, follow steps in subsection A. Water line

breaks. Shut off meter/curb stop to prevent back-flow.

3. Have customer shut off hot water tank to prevent burn out of heater elements due to

no water in tank.

4. Chlorinate lines when finished, turn on meter/curb stop and watch for leaks.

C. Reservoir Leaks

1. Determine severity of damage. May have to call engineer or tank manufacturer or

installer to review and assess damage.

2. Drain tank below level of leak and effectively repair.

3. DO NOT ENTER TANK ALONE, GET ASSISTANCE. Assure adequate oxygen is present.

4. Inspect for further leaks or damage and repair as necessary.

5. Chlorinate as necessary and seal access ports.

6. Refill and check for further leaks or damage and repair as necessary.

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7. Test for bacteria. (see vendor sheet)

8. If needed, rent portable water tank, trailers from National Guard, etc., for temporary

storage.

9. Notify customers of situation and to ration water if needed.

II. Sewer

A. Sewer line blockage

1. Locate blockage by checking manholes down gradient until dry manhole is found.

2. Get assistance, sewer gas is deadly, DO NOT ENTER MANHOLE ALONE! and check

system map for side sewers.

3. Set up sewer jet at dry manhole and work towards blockage (upstream).

4. Use proper nozzle for suspected blockage- grease, gravel, debris, etc.

5. Watch for debris as sewer jet unplugs blockage.

6. After blockage is removed, reject twice and follow plan to insure no re-block:

a. Check all down flow manholes for proper flow or debris build up on a

regular basis.

b. If help and proper safety equipment are available, remove all debris from

manholes on a regular basis.

c. Check lift station or recovery tank for debris and proper pump operation on

a regular basis.

B. Sewer line break

1. Locate break on system map to determine pipe depth, size, material, etc.

2. If line is over 3 feet in depth, get assistance and shoring materials to protect from

cave in.

3. Gather all needed repair bands, pipe and tools. BE PREPARED, plan ahead.

4. Wear appropriate safety gear.

5. Cut out broken section at least 2 feet on either side of broken area.

6. Install new section of pipe and repair bands as per manufacturer’s specifications.

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7. Notify appropriate agencies if a public health hazard exists; IHS, DOE, etc.

8. Insure new section has proper flow elevations and has no leaks. Sewage cannot run

uphill.

9. Backfill with appropriate materials.

10. Wash person and equipment afterwards.

C. Lift Station

1. Check pumps for proper operation

2. If pump is not operational, then determine cause and follow proper repair

sequence:

a. If electrical systems are not operational, follow procedure for Electrical Malfunction

(See, below, in subsection III of this Section 12)- be prepared and get assistance.

b. If electrical systems are operational, but pump will not start, then pull pump

and check for clogged impellers. BEFORE PULLING PUMP, TURN OFF

ALL ELECTRICAL POWER INCLUDING EMERGENCY

GENERATORS:

1. Pull pump and inspect impellers. If pumps are plugged, then clear

blockage.

2. After blockage is cleared, attempt to start pump.

3. Insure integrity of seals to insure pump efficiency.

4. If it does not start, remove and rebuild pump, check seals, place on

line.

5. Make sure all switches, generators, etc. are back on line and

operational before leaving site.

III. Electrical

A. Electrical Malfunction

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1. Check reset buttons, place controls on manual, note smell if wires were burnt.

2. Check fuses, breakers, etc. for continuity, replace or reset it needed.

3. Check incoming voltage. If none, notify electric company.

4. Check contact, fuses, mag starters etc. for proper voltage on both sides.

5. Check amperage draw on equipment. If excessive, shut off power supply.

6. If unable to reset or start get assistance- call a licensed electrician for

assistance with repairs. BE SAFE, ELECTRICITY CAN KILL!!

B. Power Failure

1. Notify Electric Company.

2. Monitor water levels.

3. Advise water users of limited water availability and the need to conserve.

IV. Freezing/Snowstorms

1. Thaw out frozen lines.

2. Repair pipe and/or plumbing tree if necessary.

3. Clear access to pumphouse, lift stations, fire hydrants, gate valves etc.

V. Contamination of Source

1. Disinfect distribution lines and/or reservoir.

2. Contact Tribal Water Quality, IHS, EPA, etc., for assistance.

3. For alternative source rent portable water tanks, trailers from National Guard, etc.

for temporary storage.

4. Notify customers of situation and to ration water if needed.

VI. Environmental

A. Toxic Hazardous Materials Spill

1. Attempt to determine type of material. Be prepared, keep MATERIAL

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SAFETY DATA SHEETS (MSDS) handy.

2. Remove and treat injured, seek medical help and advice.

3. Get HELP- WAIT FOR HELP TO ARRIVE IF POSSIBLE.

4. Contact supervisor, HAZMAT Team, and any other appropriate agencies

(from the Emergency Contact List).

5. Consult DOT Handbook for proper procedures.

6. Clean area and protect scene.

7. Dispose of material properly according to regulations.

8. BE PREPARED!! READ EMERGENCY PROCEDURE BEFORE HAND.

Ongoing Plan Revision

This plan is designed to be updated and revised on a regular basis as needed. As situations that

are not covered herein arise, it will be necessary to document them and prepare an emergency

response sequence for the particular incident.

Training

All key personnel should receive a copy of this plan. They should be made familiar with it in its

entirety and should be given a walk through training sessions at each site so that they may

become familiar with each system and its components prior to an emergency situation arising.

SAFETY FIRST MUST BE STRESSED AT ALL TIMES AND IN ALL SITUATIONS.

Inventory Sheet

Water System: South Central Tower

WELL # 1 2 3

Date drilled: 9-8-04 9 28-04 1-11-04

Drilled by: Shawano Well Drilling

Casing Size: 8” 8” 8”

Casing Depth: 107 ft 89 ft 82 ft

Pitless Adapter: 2” Mass Type J

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Drop Pipe Size: 8” galvanized steel ASTM A53

Drop Pipe Length: 30 ft 30ft 30 ft

Pump (Mfg.): Goulds Pump 100H10 5 10HP 3W 3PH 460 Volts

Static Water Level: 44 ft 25 ft 33.1 ft

Yeild, GPM: 123 126 125

Drawdown: unknown at this time

Grout: neat cement

Screen: Johnson stainless steel

Pump House Controls: LW Allen

Service Disconnect: G.E.

LP Wall Furnace: Williams model # 1403622 serial #51044314D

Check Valves: none

Gate Valves: American Flow Control

Chemical Pumps: Liquid Metronics (LMI)

chlorine: serial #20020612573

model #A171-353B1

From Wells: 6” 900 PVC

From pump house to tower: 8” 900 PVC

Water main: 14” PW pipe Twin Seal C-900

Gate valves: American Flow AFC LMF 1

Fire Hydrant: Waterous, American Flow Control WB-67

Water Service Line: Polyethylene CTS

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Section Thirteen: Utilities Payment Process

Chapter 39 Stockbridge Munsee Tribal Law Tribal Utility Ordinance regulates the operation,

maintenance and management of tribal utilities. These policies will work in conjunction with

the ordinance for specifics pertaining to water/sewer accounts.

I. Accounts

A. All water and/or sewer accounts must be set up by filling out the proper paper

work at the Utilities office. The proper paper work consists of the form Utilities

Customer Registration for new users or changes to existing users. The land

assignment will be required as proof of ownership, to be submitted along with

the application.

B. All accounts are registered to the owner of the home and the owner of the home

is always responsible for any balances on the account. Accounts can be put in a

renters name temporarily but all charges are the ultimate responsibility of the

home owner/landlord.

C. There is a $40.00 fee for connection to the tribal utility system; either as a new

consumer or to be reconnected after services has been shut off.

D. Any user can voluntarily have their water/sewer shut off at any time, free of

charge as long as there is a zero balance on the account. If user owes any

balance at time of shut off, the $40.00 will be charged to turn it back on.

II. Payments

A. All Payments, checks and money orders must be made payable to Stockbridge

Munsee Utilities. Cash will also be accepted at the Housing Office.

B. NSF checks will be charged $40.00 service fee in addition to any bank or other

lending institution fees.

C. Due Dates: All payments are due and payable on the date listed on the most

recent billing. A late fee will be added if not paid by the due date.

D. Late Fee: a late fee of 2% will be added to all bills not paid on time. The

minimum late fee is .25 cents.

III. Rates

A. Residential Users are charged $25.00 for the first 5,000 gallons and $2.00 per

1,000 gallons after that per month.

1. Users that only have one service are charged half of the flat rate in the

amount of $12.50.

B. Business Users are charged a flat rate of $65.00 per month.

1. Special business rates are given to:

a) Stockbridge Bible Church and Homeless Shelter are charged $25.00

per month.

b) Users that only have one service are charged half of the flat rate in

the amount of $32.50.

c) Casino is charged at a rate of $12.00 per 1,000 gallons each month.

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C. Rates are subject to change at any time per Tribal Council directive.

IV. Past due accounts

A. Any account that not paid in full for 3 consecutive months or reaches a balance

due of $100.00 is subject to disconnection.

1. A disconnection letter will be sent to the customer for shut off the following

month.

a. Any account not paid in full is shut off and a fee of $40.00 is added to the

account.

b. Customer may obtain a payment agreement but if the payment

agreement is not followed, the shut off will be enforced.

i. Payment agreements will be set up by the Housing Office

Manager.

ii. A shut off notice will be sent the following month if the balance is

not paid in full.

iii. Water will not be turned back on after a shut off until balance is

paid in full.

B. Any account that is shut off and/or abandoned will be forwarded to the Legal

Department for collection. All costs associated with such legal action will be the

responsibility of the customer.

V. Miscellaneous

A. Any account where the enrolled member is deceased will be “written-off” on the

books. The surviving non-tribal member spouse or any individual trying to

obtain service at the same residence will be treated as a new customer.

B. Individuals who attempt to turn service on or off without the involvement of the

Utility Department, tamper with their water meter or engage in other violations

of tribal law will be referred to law enforcement.

C. Consistent with Tribal law, individuals who violate the Tribe’s Utility Ordinance

may be liable for three times the value of the services obtained plus the cost of

correction as well as a fine for the violation.

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Section Fourteen: Property Management

Purpose

It is the purpose of this document to establish a written standard to ensure that management

of the Tribe’s personal and public property is accomplished in a uniform manner to ensure

integrity.

It is also the purpose of this document to define the roles and responsibilities of the Finance

and Public Works Departments for property management and to identify what property is

covered by this policy.

Property covered by this policy includes: tribally-owned sensitive, non-sensitive and capital

assets; any sensitive, non-sensitive and capital assets obtained through federal grants or sub-

grants; and Sensitive, Non-Sensitive and Capital Assets obtained through other grants and

contracts. Property from the following tribal businesses, Pine Hills Golf Course & Supper Club,

Mohican LP and Little Star Convenience Store, are also covered under this policy.

Tribally-owned real estate, land held in trust on the behalf of the Stockbridge-Munsee

Community, trust resources like timber, and tribally-owned infrastructure are not covered by

this section.

The Public Works Department

The Public Works Department administers the maintenance, safeguarding, optimum utilization

and disposal or cannibalizing of designated property in the custody of the Tribe.

The Public Works Department will review all property reported as excess and circulate a list of

property to Tribal Council by completing a “Property Disposition Form” and submitting with the

Tribal Agenda Request Routing Form for approval to the Tribal Council.

The Public Works Director will carry out final disposition of Property upon approval from the

Tribal Council.

Disposal of Tribal Property

When necessary, certain items of Tribal property shall be disposed to avoid possible harm or

danger to the general public. The Public Works Director will recommend disposal of Tribal

Property by using the Tribal Council Agenda Request Routing Form. Only the Tribal Council can

approve the disposal of Tribal property.

Disposal will be accomplished in the safest and most economical manner possible.

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Maintenance

Maintenance is the process of providing the degree of care necessary to obtain high quality

production and to ensure the optimum useful life of property. Public Works is responsible for

the maintenance of designated property. This maintenance will be coordinated through the

Facilities Manager (See Section Four: Facility Maintenance Policies & Procedures for more

information).

Maintenance can be divided into the following categories:

1. Scheduled Maintenance: Done when convenient or on a scheduled basis;

2. Preventative Maintenance: This is the foundation of every successful maintenance

program. It is the maintenance performed on a regularly scheduled basis to prevent

major breakdowns.

3. Emergency Repair: Unscheduled repairs required as a result of equipment failure.

Within the maintenance function, scheduled maintenance and preventative maintenance are

designed to reduce emergency repairs to a minimum. It is the role of facility management to

ensure through regulatory compliance and proper operations that all aspects (fire safety,

security, testing, inspections and cleaning) of a building create a safe and cost effective

environment for the occupants to function.

Maintenance will be completed in accordance with prescribed procedures contained in the

applicable owner’s manual. The Facilities Manager will retain all property maintenance

documentation including monthly inspections reports and completed work order requests.

The Facilities Manager will forward all information related to maintenance of the designated

buildings and equipment to the Public Works Director in a monthly report for review and

retention.

DISPOSITION OF PROPERTY PURCHASED THROUGH FEDERAL AWARDS:

The following procedure, from OMB Circular A-102, Sections 30-32, shall be used when the

Tribe disposes of property purchased through federal awards. Disposition will only be made

with the notification of the Public Works Director and approval of Tribal Council.

 Equipment shall be used by the grantee or subgrantee in the program or project for

which it was acquired as long as needed, whether or not the project or program

continues to be supported by the federal funds. When no longer needed for the original

program or project, the equipment may be used in other activities currently or

previously supported by a Federal agency.

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 The grantee or subgrantee shall also make equipment available for use on other

projects or programs currently or previously supported by the Federal Government,

providing such use will not interfere with the work on the projects or program for which

it was originally acquired. First preference for other use shall be given to other programs

or projects supported by the awarding agency. User fees shall be considered if

appropriate.

 Notwithstanding the encouragement to earn program income, the grantee or

subgrantee must not use equipment acquired with grant funds to provide services for a

fee to compete unfairly with private companies that provide equivalent services, unless

specifically permitted or contemplated by Federal statute.

 When acquiring replacement equipment, the grantee or subgrantee may use the

equipment to be replaced as a trade-in or sell the property and use the proceeds to

offset the cost of the replacement property, subject to the approval of the awarding

agency. (OMB Circular A-102 Sec. 32)

DISPOSITION OF CAPITALIZED ASSETS PURCHASED THROUGH FEDERAL AWARDS

When original or replacement equipment acquired under a grant or subgrant is no longer

needed for the original project or program or for other activities currently or previously

supported by a Federal agency, disposition of the equipment will be made as follows:

1. Items of equipment with a current per-unit fair market value of less than $5,000 may be

retained, sold or otherwise disposed of with no further obligation to the awarding

agency.

2. Items of equipment with a current per unit fair market value in excess of $5,000 may be

retained or sold and the awarding agency shall have a right to an amount calculated by

multiplying the current market value or proceeds from sale by the awarding agency’s

share of the equipment.

3. In a case where a grantee or subgrantee fails to take appropriate disposition actions, the

awarding agency may direct the grantee or subgrantee to take excess and disposition

actions.

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Section Fifteen: Designated Smoking Areas

Purpose

In order to be consistent with laws and employment polices approved by the Stockbridge-

Munsee Community and in an effort to create and maintain a smoke-free environment the

Stockbridge-Munsee Community developed a policy demonstrating its concern for the welfare

of tribal employees and visitors, and its resolve to provide a healthy atmosphere.

Policy

The use of cigarettes, cigars, pipes, electronic cigarettes or electronic devices and any other

tobacco products, which produce smoke and smokeless tobacco, is prohibited inside all tribal

buildings except where exceptions have been approved by the Tribal Council or for traditional

ceremonial purposes.

Smoking (cigarettes, cigars, pipes, electronic cigarettes or electronic devices) is not allowed

within 25 feet of the building. Persons who choose to smoke may do so only in designated

smoking areas outside of the building. This policy shall apply to tribal employees and visitors.

1. Visitors who violate this policy will be asked to comply. They will be politely asked to

either step outside to finish their smoking or to put out their cigarette, cigar, pipe,

smokeless tobacco, electronic cigarette or electronic device in the designated container.

2. An employee who fails to abide by the no smoking policy will receive a written warning

for the first offense, a one (1) day suspension without pay for the second offense, a

three (3) day suspension without pay for the third offense and discharge on the fourth

offense.

3. Smoking employees are required to keep the designated smoking areas litter free by

extinguishing and placing cigarette/cigar butts in the appropriate containers provided.

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Section Sixteen: Complaint Process & Resolution

Purpose

To deliver a consistent, high-quality and accountable response to complaints received in the

Stockbridge-Munsee Public Works Department the following process that is in line with

industry’s best practices will be followed.

Process Overview

The following key steps must be followed for all customer complaints received by Stockbridge-

Munsee Public Works:

Any complaint, issue or negative customer interaction (whether this is formally logged by the

customer or not), must be logged and classified for action. Public Works shall keep files in

relation to logged complaints that includes information about the complaint, copies of any

written communications with the complainant and documentation of and findings and the

resolution.

All complaints must be prioritized as follows:

Priority 1 (urgent) is potential high business impact.

 This should be used (sparingly) for major issues where the customer may be either a

large national supplier, or any customer who is considering moving their business from

Stockbridge-Munsee Public Works.

 All Priority 1 complaints are handled immediately by the Public Works Director.

Priority 2 (non-urgent) is lower business impact.

1. Receive & classify

2. Acknowledge

3. Investigate

4. Resolve & Confirm

5. Respond to Customer

6. Follow up

1. Receive & classify

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 This should be used for most complaints with individual customers, as this allows a

reasonable time to collect information and produce a balanced response.

 Discretion and flexibility should be exercised in prioritizing all complaints.

 The Public Works Administrative Assistant logs the complaint and forwards this to the

Public Works Director.

The Public Works Director will decide on the appropriate manager to carry out subsequent

steps, including the investigation.

All complaints, regardless of priority, ensure that every complaint receives a formal written

acknowledgement containing an expectation of when they will receive a response and the

person dealing with it.

Follow up all aspects of the complaint. The priority level of the complaint will drive the

timescale for completion (3 days for urgent or 2 weeks for non-urgent).

 All areas of interaction and communication should be established (who, what, where,

when and why) and documented where possible.

Ensure that the final resolution is clear and fair. Also confirm the proposed action and

resolution with Human Resources and/or Legal.

 Ensure that the proposed resolution meets established procedures and does not

prejudice Stockbridge-Munsee Community in any unnecessary legal or financial manner.

 Document the proposed action and discuss and agree with Human Resources and/or

Legal.

 Discuss and review the solution form both the corporate and customer viewpoint to

ensure fairness and clarity.

 The review should include recognition and documentation of any underlying issues that

have contributed to the complaint and recommendations for actions to prevent further

occurrence.

2. Acknowledge

3. Investigate

4. Resolve & Confirm

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Provide the customer with the resolution within the timescales promised.

 The details of the findings and proposed resolution should be clearly explained (in

written or verbal form as appropriate) to the customer- within the agreed timescales;

EXCEPT, detailed findings and resolution shall not be shared in relation to personnel

issues consistent with tribal law or if the sharing of such information has the potential to

create a liability issue for the Tribe.

 If this cannot be done on time the customer should be contacted by telephone to

request further time.

Ensure that complaints are followed up within a reasonable timescale to confirm that

customers are satisfied with the response given.

 The follow-up procedure should identify the following:

1) Is the customer satisfied with the response?

2) Did they feel that their complaint was properly and fairly handled?

PUBLIC WORKS DEPARTMENT MANUAL-Stacey Schreiber, Public Works Director

Motion by JoAnn Schedler to approve the Public Works Department Manual, as of today’s date.

Seconded by Jeremy Mohawk. Motion carried.

(Stockbridge-Munsee Community: Tribal Council Motions, Tuesday, June 2, 2015 pg. 1)

PUBLIC WORKS MANUAL REVISIONS- Stacey Schreiber, Public Works Director

Motion by Jeremy Mohawk to go along with the Public Works Department’s Policy and Procedures Manual, as

presented. Seconded by Janet Miller. Motion carried.

(Stockbridge-Munsee Community: Tribal Council Motions, Wednesday, February 3, 2016 pg. 4)

SECTION FIFTEEN: Smoking Areas (Public Works)-Stacey Schreiber, Director of PW

Motion by JoAnn Schedler to approve the Section 15 Designated Smoking Areas, with the changes as presented by

Stacey Schreiber. Seconded by Jeremy Mohawk. Motion carried.

(Stockbridge-Munsee Community: Tribal Council Motions, Tuesday, February 16, 2016 pg. 3)

PUBLIC WORKS DEPT POLICIES AND PROCEDURES-Stacey Schreiber, PW Director

Motion by Joe Miller to approve the request for the revisions to the Public Works Department Policies and

Procedures Manual as presented and removal of previous signed memos by all public works department personnel

pertaining to service to community members.

Seconded by Scott R. Vele. Motion carried.

5. Respond to Customer

6. Follow up