Inventory & Supplies

Stock Tracking & Reorder Procedures

Check high-use items weekly: salt/de-icer, mulch, trimmer line, oil, filters, fuel stabilizer. Each material has a reorder point marked on its bin or shelf — when stock hits that line, submit a reorder request the same day. Use the inventory tracking sheet (clipboard by the supply room door or digital system) to log every withdrawal. "I just grabbed some" is not a tracking method.

Bulk materials (salt, mulch, gravel, topsoil) require visual monitoring — estimate remaining yardage weekly. Standard supplies take 3–5 business days; specialty items or large orders may take 1–2 weeks, so plan accordingly. Emergency orders cost more. Consistent tracking and timely reorders prevent expensive rush shipments. Before seasonal transitions, do a full count to plan off-season purchasing and storage.

Common Consumables Reorder Reference

Receiving & Storage

When deliveries arrive, compare contents against the purchase order — check quantities, product types, and condition before signing. Report shortages, damage, or incorrect items to the supplier immediately and document with photos.

Store chemicals (cleaning agents, de-icers) in the designated chemical storage area and never mix incompatible products. Keep material safety data sheets (SDS) current and accessible for all chemicals. Fuel and flammable liquids go in approved containers inside the designated flammable storage cabinet, away from ignition sources. Stack bagged materials (salt, seed, mulch) on pallets off the floor to prevent moisture damage — rotate first in, first out. Label all storage areas clearly so incoming crew members can locate any supply without a guide.

Fuel & Fluid Management

Fuel and equipment fluids are among the largest consumable expenses. Log all fuel dispensed — record date, equipment/vehicle, gallons, and operator on the fuel log. Keep fuel tanks and dispensing areas clean because fuel contamination (water, dirt) causes expensive equipment failures.

Prepare two-stroke mix fuel in clearly labeled containers with the correct oil-to-fuel ratio. Never guess the mix. Maintain minimum stock of hydraulic fluid, engine oil, and coolant for each type in the fleet. Collect used oil and fluids in designated waste containers for proper recycling — never pour on the ground or into storm drains. Record mileage and gallons at every fuel card fill-up; discrepancies will be reviewed. In winter, add stabilizer to stored fuel and keep diesel tanks treated with anti-gel additive.