2026Caretaker_Manual .pdf

SOUTH DAKOTA

DEPARTMENT OF TRANSPORTATION

CARETAKERS MANUAL

FOR

INTERSTATE REST AREAS

Caretakers Manual for Interstate Rest Areas 2 July 2026

Contents

I PURPOSE

II GENERAL

III CARETAKERS RESPONSIBILITIES

A. Buildings

1) Cleaning Procedures

a) Doors, windows, walls, partitions, etc

b) Floors

c) Fixtures

B. Grounds

1) Lawn Grass Areas

a) Mowing

b) Watering

c) Fertilizing

d) Seeding and Sodding

e) Weed Control

f) Pest Control

2) Native Grass Area

a) Mowing

b) Weed Control

3) Trees and Shrubs

a) Cultivation

b) Watering

4) Walks, Parking Areas, and Drives

a) Walks

b) Parking Areas and Drives

5) Picnic Shelters

6) Trash Containers

7) Pet Exercise Area

8) Water Wells/Water Systems

9) Trailer Waste Station

10) Sewage Lagoons

IV INSPECTIONS AND DUTIES

A. Daily B. Weekly C. Monthly D. Semi-Annually

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I PURPOSE

Rest areas were developed and are maintained for a specific purpose and are as important to the highway system as any other component of the highway.

The primary purpose of the rest area is safety – to provide a safe, clean, pleasant area for the traveling public to stop, rest and refresh themselves.

There are many secondary benefits of rest areas, but the most important factor is that lives are being saved because the traveler is refreshed and alert.

The rest area caretaker, although they are not a state employee, will greatly influence the public’s view of our State and of State employees. It is important that the caretaker and their employees always have a good appearance and be courteous to the public. The caretaker should not act as a law enforcement officer under any conditions. The caretaker should contact law enforcement regarding illegal activities at the rest area

The caretaker and his employees will be asked numerous questions about local attractions, eating, and sleeping accommodations, etc. These questions should be answered to the best of the caretaker’s ability. If a Tourist Welcome Center is located at the rest area, all questions from the public should be referred to them and the caretakers and his employees should not linger in the lobby and Welcome Center.

The purpose of this manual is to help identify the work he is responsible for and to help establish procedures and priorities that will enable them to maintain the rest area in a manner that will reflect favorably on the State.

II GENERAL

A. All buildings and grounds will be kept clean and neat. Surfaces will be kept sound and properly finished, all electrical, mechanical and safety equipment will be properly maintained and serviced.

B. Operating and service manuals, wiring and schematic diagrams, parts catalogs, and working drawings will be readily available for all major pieces of equipment and systems.

C. Spare replacement parts for all essential pieces of equipment and fixtures will be kept in stock either at the rest area or at the Region warehouse.

D. The caretaker will inspect the entire rest area each day for non-operational, hazardous, or unsightly conditions. Corrective measures should be initiated as necessary.

Caretakers Manual for Interstate Rest Areas 4 July 2026

E. Any cases of vandalism or unlawful activities will be reported to the local law enforcement and the Department of Transportation (DOT) representative as soon as possible.

F. All wiring and plumbing must conform to all current State codes.

III CARETAKERS RESPONSIBILITIES

A. Buildings

1) Cleaning Procedures

All cleaning within the building should be done by 9 a.m. especially during the peak tourist season. The lobby and Tourist Welcome Center should be mopped and dry prior to 8 a.m.

NOTE: Cleaning of rest rooms will be considered as the item of highest priority. It is recommended that the caretaker clean the restroom of the opposite sex first. This should cause less inconvenience to the traveling public because of lighter traffic at that time. In order to clean restrooms during busy times it may be helpful to place “Temporary Men’s” and “Temporary Women’s” signs in the rest room entryways. When a male attendant is cleaning the women’s room, it can be temporarily identified as the men’s room and the men’s room can be temporarily identified as the women’s room. When a female caretaker is cleaning the men’s room, the reverse of this procedure can be used.

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a) Doors, windows, walls, partitions, etc.

(1) Will be cleaned weekly or more frequently as needed.

(2) Spot clean more frequently, as needed.

(3) Graffiti (inscriptions or drawings) should be removed as soon as possible.

(4) Wax and polish as necessary.

(5) Repainting will be done when necessary.

b) Floors

(1) Will be wet mopped using a disinfectant each day.

(2) Damp mopping will be done as necessary to keep the floor clean.

(3) Floor drains will be kept clean and free of obstructions and corrosion.

(4) Floors may require stripping and resealing as directed by the Department.

c) Fixtures

(1) Clean and disinfect toilet stools, sinks, urinals, mirrors, counters, drinking fountains, hand dryers, soap, and paper towel dispensers daily.

(2) Spot clean whenever conditions warrant.

(3) Check daily to make sure all drains are clean and operational.

(4) Rest room waste containers will be emptied, disinfected, and relined daily or more often if necessary.

(5) Fill soap, paper towel and toilet paper dispensers daily or more often if necessary.

B. Grounds

1) Lawn Grass Areas

a) Mowing

(1) The grass in the rest area should be kept mowed and trimmed. It should be mowed before the average height reaches 4 inches and will not be mowed shorter than 2 inches.

(2) Litter will be picked up before mowing.

(3) Grass around posts, signs, etc., that cannot be mowed will be trimmed each mowing.

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b) Watering

(1) One inch of water at any one application should be sufficient. The rate of application should be checked periodically to make sure the correct amount is being applied.

(2) The sprinkler system should be checked periodically to make sure all heads are working correctly and and will be replaced as needed. The caretaker will adjust the heads to provide proper coverage.

(3) Watering in picnic areas and near walkways should be scheduled so it does not interfere with rest area users. Late evening or early morning hours are recommended for watering these areas.

(4) The first sign that a lawn needs watering is the loss of resilience in the blades. The next sign is a smokiness or dull dark gray-green color in the grass. Finally, the grass will turn brown and may die.

(5) NOTE: When the water at the rest area is not suitable for watering, the Region will provide guidelines for watering and lawn care.

c) Fertilizing

(1) To maintain a healthy lawn, it is necessary to apply fertilizer. Normally two to three applications a year should be sufficient.

(2) The Region should be contacted before fertilizing to secure information on the type and rate of application. The Region will furnish the caretaker with fertilizer necessary for the rest area.

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(3) The Region may elect to have the fertilizing and weeding done by State Forces or by professional contractor.

d) Seeding and Sodding

(1) Thin spots and bare areas should be worked up and reseeded to maintain a uniform stand of grass.

(2) The Region should be contacted to secure information on the type of seed to be used and the proper rate of application. Large areas will be seeded by the Region.

e) Weed Control

(1) Hand cutting, pulling, spot spraying and mowing will be done as necessary by the contractor to control weeds.

(2) Routine spot spraying should be done in the spring and fall as directed by the Region to control noxious weeds.

Herbicides for weed control will be furnished by the Region.

(3) The Region will hire professional pesticide applicators or do the spraying with State forces.

f) Pest Control

(1) If insects become a problem, steps will be taken to eliminate them.

(2) If other pests, such as pocket gophers, birds or other animals become a problem, it will be necessary to take measures to correct the problem.

(3) The Region will be notified before any potentially dangerous pesticides or control measures are used for pest control.

(4) If the situation continues to be a problem, the Region may be contacted for assistance.

2) Native Grass Area

a) Mowing

(1) The Region will designate the areas to be mowed.

(2) Grass will be mowed when the average height reaches 10 and it will not be mowed shorter than 4 inches.

(3) The contractor will be responsible for mowing and litter pickup in the area between the rest area and the interstate, unless informed otherwise.

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b) Weed Control

(1) Hand cutting, pulling and selective spraying will be done as necessary to control weeds.

(2) Noxious weeds will be sprayed in the spring and fall. The

Region will furnish the herbicide to be used.

(3) Care should be taken so desirable vegetation, flowers, shrubs, trees, etc., are not damaged by spraying.

(4) The Region will hire professional herbicide applicators or do the spraying with State forces.

3) Trees and Shrubs

a) Cultivation

(1) Cultivation of tree belts will be done as necessary to eliminate vegetation but, a minimum of three times during the growing season.

(2) Individual trees and shrubs will be cultivated to maintain an area 6 feet in diameter that is free of vegetation. The outer edge of the cultivated area should be diked to hold water.

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(3) Cultivation will continue until the Region determines that the practice will no longer be necessary.

b) Watering

(1) The watering of tree belts will not be required.

(2) Individual trees and shrubs that are located within the lawn sprinkler area will normally not need to be watered separately.

(3) Individual trees and shrubs located outside the lawn sprinkler area will be watered as necessary to keep them healthy. During wet seasons they may require no additional water, during dry periods they should be watered heavily approximately every two weeks. Watering should continue for 5 or 6 years after planting.

4) Walks, Parking Areas, and Drives

a) Walks

(1) Walks will be swept as necessary to keep them neat and clean.

(2) Snow and ice will be removed from walks as soon as weather conditions permit. Chemicals such as salt or calcium chloride may be used to remove ice and snowpack, but care should be exercised so the walk surface or adjacent vegetation is not damaged.

(3) Vegetation, accumulated dirt, and debris will be removed from cracks in the sidewalks as needed.

b) Parking Areas and Drives

(1) Parking areas and drives will be cleaned as necessary to remove litter and prevent unsightly conditions.

(2) The Department will remove snow and ice from the parking areas and drives as soon as possible after a storm abates.

5) Picnic Shelters

a) Picnic table and shelters should be inspected daily for unsafe, unsightly, or unsanitary conditions, such as broken glass, structural defects, graffiti, food spills, stains, etc. Any of these conditions should be corrected immediately.

b) During peak traffic seasons, top of picnic table, benches and picnic table pad may require cleaning several times a day. During off

Caretakers Manual for Interstate Rest Areas 10 July 2026 season they should be cleaned as necessary with a minimum of once per week when picnic tables are being used.

c) Cleaning and painting of tables, benches, shelters, cooking tables will be done as needed.

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6) Trash Containers

a) Trash containers will be emptied daily or more frequently if necessary, but in any event, they should be emptied before they are full. Damaged containers will be repaired or replaced.

b) Plastic liners will be used in all trash containers and fly tight covers will be in place and be operational at all times.

c) Trash containers will be cleaned, disinfected, and deodorized as necessary.

d) Trash and other refuse will be disposed of in compliance with State Environmental Protection Agency regulations.

e) Trash container lids should be kept painted and waxed as needed.

7) Pet Exercise Area

a) Inspect and correct any unsanitary conditions daily.

b) Pet ties will be in place and functional.

c) Refill pet waste bags

8) Water Wells/Water Systems

a) The caretaker shall monitor the well and water pressure pump system to maintain the water supply for the rest area.

b) The caretaker shall make periodic inspections of the chlorinator tank and pump to assure proper water treatment/disinfectant level for the water storage tank.

c) Well system design layout and inspection logs of the water treatment/disinfectant level must be kept on-site at all times per permit requirements. The Department will provide an inspection check list and necessary documentation.

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d) Water system and water treatment level operation must meet the Department of Agriculture and Natural Resource requirements.

e) If the caretaker encounters any problem with any part of the water system operation, they shall contact the Region for assistance.

9) Trailer Waste Station

a) If the caretaker encounters any problem with the sewage lagoon or its operation, they should contact the Region for assistance.

b) Check daily during periods when the station is operational for unsafe, unsanitary, or unsightly conditions and correct any problems as soon as possible.

c) Foot valves, wash rack valves, hoses and nozzles will be checked and kept operational.

10) Sewage Lagoons

a) The caretaker will make periodic inspections of the sewage lagoons to ensure proper water levels are maintained. The Department will provide an inspection check list on what to monitor. Inspections will be done once a month during off season and two times a month during on-season.

b) The lagoon will be kept free of algae growth and vegetation (cattails), that will restrict the oxidation process. Caretaker will mow around lagoons and spray weeds as necessary.

c) Dikes will be kept watertight. The caretaker will inspect the dikes to make sure that muskrats or other burrowing animals are not causing damage.

d) Our lagoons are designated as “No Discharge” facilities, therefore, any discharge from the lagoon must be reported to the Region as soon as possible.

e) The lagoon’s performance must meet the Department of Agriculture and Natural Resource requirements. Lagoon permit and inspection logs must be kept on-site at all times per permit requirements.

f) If the caretaker encounters any problem with the sewage lagoon or its operation they should contact the Region for assistance.

IV INSPECTIONS AND DUTIES

A. Daily

The caretaker will make the following inspections and accomplish the following on a daily basis (7 days a week):

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1. Inspect, clean and disinfect rest rooms and fixtures. This is the highest priority daily item and should be accomplished the first thing in the morning.

2. Inspect mechanical equipment such as hand dryers, pumps, fans, heaters, etc., and repair as needed.

3. Inspect interior and exterior lighting, replace broken or defective bulbs, tubes, switches, etc., as necessary.

4. Inspect and fill paper towel, soap, toilet paper, air freshener and pesticide dispensers and empty trash and sanitary napkin disposal units.

5. Inspect drains, pipes and valves for proper operation, blockage, leaks or corrosion. Repair as necessary.

6. Inspect chlorinator if present. Sufficient water treatment level ratio and correct pump operation and setting is mandatory.

7. Any vandalism will be reported to the Region and to local law enforcement officials. Care should be taken so no evidence is destroyed before it is investigated by law enforcement personnel.

8. Reports and daily records will be kept as required by the State.

9. Flags will be inspected daily to make sure they are in good condition.

Flags should be replaced when they become frayed, torn, or discolored. All used flags should be disposed of according to the proper flag etiquette. When directed the flags should be displayed at half- staff. The state will provide flags as necessary.

10. The grounds and picnic areas will be inspected for litter and other debris and cleaned as necessary.

B. Weekly

1. Water sprinkler systems will be checked for proper coverage, leaks and broken or damaged heads. Repairs will be made as needed.

2. Inspect trees, tree belts and shrubs during the growing season for insects or disease, dead branches, need for cultivation and take corrective action as necessary.

3. The entire area will be inspected for trash and debris and spot cleaned if necessary.

4. Inspect the sewage lagoon for proper operating level and for any discharge. The Region should be notified of any problems.

5. Remove any tumble weeds and other debris from the lagoon.

6. During the summer, check for mosquito larvae in the lagoon and treat if necessary.

C. Monthly

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1. Drinking water samples will be taken each month and submitted to the State Department of Health Lab or a State approved lab.

Instructions for taking samples will be strictly adhered to.

NOTE: Rest Areas on rural water systems are not required to submit samples.

2. Check the sewage lagoon for any vegetation growth and treat with an approved vegetation control herbicide if necessary.

3. Mow the sewage lagoon dikes when necessary, probably in the spring and the fall.

D. Semi-Annually

The following items will be inspected by the caretaker and a DOT representative. Items that are the caretaker’s responsibility will be corrected by them. The DOT representative will notify the proper State forces of the need for corrective action.

NOTE: It is recommended that these inspections be made during the first week of April and October of each year.

1. Caretaker’s Responsibilities

a) Panels and case display.

b) Metal surfaces, (to be free of rust, corrosion, and loose, broken, or missing elements).

c) Painted surfaces are to be free of peeling, chips, blisters, etc.

d) Glass (will be clean and free of broken or cracked elements with no missing glazing compound or clay).

e) Outdoor watering systems will be turned off and blown out or drained seasonally.

f) Floors will be stripped and resealed as directed by the Region.

The region will furnish the sealer for the floor.

2. State’s Responsibilities

a) Perimeter fence and gates

b) Lagoon fence and gates

c) Easement fence and gates

d) Culverts, drop inlets and manholes

e) Ditches and channels

f) Retaining walls and rip rap

g) Walks, curbs, pads, and paths (settling, cracking, spalling, etc.)

h) Flag poles

i) Snow removal from ramps and parking areas

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j) Concrete masonry, (to be free of cracks, spalls, stains, and broken elements, with no settlement)

k) Dumpsters

The South Dakota Department of Transportation gives public notice of its policy to uphold and assure full compliance with the non-discrimination requirements of Title VI of the Civil Rights Act of 1964 and related Nondiscrimination authorities. Title VI and related Nondiscrimination authorities stipulate that no person in the United States of America shall on the grounds of race, color, national origin, religion, sex, age, disability, income level or Limited English Proficiency be excluded from the participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity receiving Federal financial assistance.

Any person who has questions concerning this policy or wishes to file a discrimination complaint should contact the Department’s Civil Rights Office at 605-773-3540.