Operations Maintenance Policy For 4 Mold Moisture Control A In Residential Buildings N1-:wsYloRK CITY HOUSING AUTHORITY Table of Contents I. Introduction I Page Introduction to Molds and Moisture Control .. 3 II. Resident?s Responsibilities .. 5 Management?s Responsibilities Mold and Moisture Preventive Maintenance Program .. 6 IV. Levels of Abatement Level I: Small Isolated Areas (10 sq. ft. or .. 10 Level II: Medium Isolated Areas (10-100 sq. .. 11 Level Large Areas (Greater than 100 sq. ft.) .. 11 V. Training .. 12 VI. Reasonable Accommodations A - 12 VII. Resident Communications 9 ..13 Quality Assurance Page 2 of 14 I. Introduction Introduction to Molds and Moisture Control Moisture control is the key to mold control. Since molds can digest most things, water is the factor that limits mold growth. Molds will often grow in damp or wet areas indoors. Common sites for indoor mold growth include bathroom tile, basement walls, areas around windows where moisture condenses, and near leaky water fountains or sinks. Common sources or causes of water or moistureproblems include roof leaks, deferred maintenance, condensation associated with high humidity or cold spots in the building, localized ?ooding due to plumbing failures or heavy rains, and slow leaks in plumbing ?xtures. Uncontrolled humidity can also be a source of moisture leading to mold growth, particularly in hot, humid climates. The general approach to preventing mold growth in buildings is widely understood: keep exterior moisture out of the building, and control moisture from internal sources. In order to accomplish this, it is important to establish a cooperative partnership between the housing management staff and residents so that conditions that require attention are identi?ed and dealt with Exposures from residential dampness and mold have been associated with increased risks for respiratory asthma, hypersensitivity pneumonitis, rhinosinusitis, bronchitis, and respiratory infections. NYCHA staff and residents should take action to detect and correct leaks, condensation problems and ?oods as soon as they are discovered. The potential for building structural damage, microbial growth and increased adverse health effects can and should befreduced by limiting the buildup of indoor moisture. It is the intent of this policy document to provide a framework for a formal mold/water prevention program with clear actions and responsibilities. Basic Mold and Uncontrolled Moisture Prevention Maintenance and effective management of mold and uncontrolled moisture requires an ongoing strategy involving occupants, contractors and NYCI-IA staff. It is important to dry water damaged areas and items within 24-48 hours to prevent mold growth. If mold and/or uncontrolled moisture are problems in an apartment or building, clean up the mold and get rid of the excess water or moisture leaky plumbing or other sources of water)as soon as possible. Wash mold off hard surfaces with detergent and water, and dry completely. Absorbent materials (such as sheetrock, ceiling tiles carpet) that become moldy or wet may have to be replaced. Ten Things Residents and NYCHA Staff Should Know About Mold Moisture 1. Potential health effects and associated with exposures to mold and uncontrolled moisture itself include allergic reactions, asthma, and other respiratory complaints. 2. There is no practical way to eliminate all mold and mold spores in the indoor environment; the way to control indoor mold growth is to control moisture. 3. If mold is a problem in an apartment or building, we must clean up the mold and eliminate sources of moisture. 4. Fix the source of the water problem or leak to prevent mold growth, including repairing leaky roofs. Page 3 of 14 IO. Reduce indoor humidity (to 30-60%) to decrease mold growth by: venting bathrooms; using air conditioners and de-humidi?ers; increasing ventilation; using exhaust fans whenever cooking, dishwashing, and cleaning; and pursuing tenancy actions for lease violations for using moisture- generating sources such as dryers within apartments. The Weather.com website has an online tool that can calculate the relative humidity in a resident?s apartment. Clean and dry any damp or wet building materials and furnishings within 24-48 hours to prevent mold growth. Clean mold off hard surfaces with Water and detergent, and dry cornp_let_ely. Absorbent materials such as sheetrock, that are moldy, may need to be replaced. I. Prevent condensation: Reduce the potential for condensation on __cold surfaces such as piping by . adding insulation. g_ If needed as a result of asthma, individuals with mold and/orjmoistare'jin_ their apartments are entitled to reasonable accommodations from NYCHA. 3' '3 . .. Molds can be found almost anywhere; they can grow?on"virtually any substance, providing moisture is present. There are molds that can wood, paper, carpet, foods. Page -4 of 14 II. Resident?s Responsibility As previously stated, maintenance and effective management of mold and uncontrolled moisture requires an ongoing strategy involving residents and NYCHA staff. To minimize the occurrence and growth of mold in the Leased premises, Residents need to do their part by being responsible for the following: 1. MOISTURE ACCUMULATION. Resident shall remove any visible moisture accumulation under their control in or on the Leased Premises, including on walls,_windows, ?oors, ceilings, and bathroom ?xtures; mop up spills and thoroughly dry affected area as soon as possible after occurrence; use exhaust fans in kitchen and bathroom when necessary; and keep climate and moisture in the Leased Premises at reasonable levels. VENTILATION. Resident shall arrange their possessions to allow proper circulation of air throughout the unit and shall introduce ?esh air as much as possible. Furniture and possessions should not block windows or doorways. Residents must not block or cover vent openings. Relative humidity should be maintained at seasonal levels, ideally below 60% to discourage mold growth. Excessive humidity in your apartment may cause youto sneeze or cough for no apparent reason. I APARTMENT CLEANLINESS. Resident shall clean. and dust the Leased Premises regularly, and shall keep the Leased Premises, particularly kitchenand bathrooms, clean. Mold on bathroom tile grout, in shower stalls, and on bathtubs is a common occurrence. Residents should make reasonable efforts to keep these surfaces clean using household cleaners. NOTIFICATION OF IVIANAGEMENT. Resident shall notify management by calling the Customer Contact Center at (718) 707-7771 of the presence of the following conditions: A i. A water leak, uncontrolled moisture,or standing water inside the Leased Premises; ii. A water leak, uncontrolled moisture, or standing water in any community common area; Mold growth on building components other than bathroom tile grout, in shower stalls, and on bathtubs; iv. A malfunction in any part of the heating or ventilation system in the Leased Premises. LIABILITY. Resident shall be liable to Owner for damages sustained to the Leased Premises or to Resident?s person or property as a result of Resident?s failure to comply with the terms of the Lease. Page 5 of 14 Managemenfs Responsibility Mold and Uncontrolled Moisture Preventive Maintenance Program NYCHA shall combat the problems of mold growth and uncontrolled moisture in apartments and other areas by taking proactive measures to avoid the problems. Where mold and moisture problems are detected NYCHA staff shall and methodically assess the situation and apply remediation techniques designed to eliminate or control the problems at their source, while protecting the health of residents and staf? Ouf guiding Drinciples are as follows: we shall remove visible mold and identify thereot mold growth we shall identify the moisture source that supports the -mold growth correct it we recognize that a moisture problem itself is unhealthy in an indoor enviifemnent and shall seek to correct it. Moisture related problems, such as plumbing leaks, cold water pipes, windows that are not operating properly, improper apartment room ventilation, should be detected and corrected. Some mold oisture-producingfelonditions that require repairs include the following: 0 Malfunctioning roof fans -. 0 Clogged and dirty ducts I Cracks in bricks mortar in exterior 0 Roof leaks I I .5 a Ceiling and _wall- leaks, broken pipes, and other plumbing problems, such as defective faucets, and unsealed oidleiegse sink eabinets Windows not "Eur: compla1r?tfts_ (too I Improper insiil?ti?tl of Broken wall loose" surrounds Customei'i_Contact Centerii Residents the general public will use the Customer Contact Center for reporting all water leaks, mold andfmoisture related repair issues. The 24 hour number is (718) 707-7771. Respond Time After NYCHA receives a complaint from the Customer Contact Center, NYCHA: 0 shall abate ?oods within 24 hours and all standing water shall be mopped up and water soaked areas, with the exception of residents? personal property, shall be dried within 48 hours. 0 shall complete simple repairs related to mold and moisture by a maintenance worker in a single visit to the apartment on average in less than or equal to seven (7) days. Examples Page 6 of 14 of simple repairs are unclogging vent openings, repairing windows that won?t open and correcting conditions that cause condensation on toilet waste pipes. 0 shall complete complex repairs related to mold and/or moisture that need skilled trades or other specialized staff that may require multiple visits to the apartment on average in less than or equal to ?fteen (15) days. Examples of complex repairs are plumbing repairs within pipe chases, replacing/installing tub surrounds, and roof drain repairs. These timeframes will not apply where capital improvements are needed Remediation Mold and moisture remediation shall remove, or clean and dry, wet, moldy, and contaminated materials to prevent human exposure and further damage to building materials and fumishings caused by mold growth or water damage. In all instances,? any sources of water must be identi?ed and corrected and the extent of water damage and any mold growth determined. In all cases, the remediation shall be performed as quickly as reasonably possible and in accordance with the above ?Respond Time? requirements. The highest priority, during the mold and moisture remediation process, is to protect the health and safety of NYCHA residents and staff. This requires, butpis not limited to, employing dust suppression methods to the best extent practicable during the remediation. Inspect Periodically For Leaks Or Standirig Water Or Mold The Inspections utilize the HUD iifnandated Uniform. Physical Condition Standard (UPCS) which includes a check for plumbing leaks and mold. Work orders shall be created within 24 hours for corrective maintenance based upon inspection ?ndings. Inspect During Routine Maintenance The maintenance staff shall ask the resident if they are experiencing water leaks or uncontrolled moisture issues any time they ?are in a unit. Inspect During Vacancy Prep Maintenance All plumbing shall be checked for leaks and repaired, and all mold shall be remediated as part of occupancy preparation of vacant units. Capital Plan Modernization planning shall consider moisture? control and elimination as part of the assessment and planning process. Page 7 of 14 A. Identify the Problem All Property Staff and Inspectors A visual inspection by a Maintenance Supervisor is the most important initial step in identifying a possible mold and/or moisture problem and in determining remedial strategies. The extent of any water damage and mold growth shall be visually assessed and the affected building materials identi?ed. A visual inspection shall also include observations of hidden areas where damages may be present, such as within the sink base cabinet. Insulation and other materials that are suspected of hiding mold growth shall also be assessed. Sheetrock wallboard (gypsum drywall), structural wood, and other cellulose_-containing surfaces shall be given careful attention during a visual inspection. Ventilation systems_shall"be visually checked and tested for proper operation. Identifying mold growth visually is fairly easy. Look for the following: j-_I 3-- 0 Visible mold growth (discoloration ranging from whiteto orange and green to brown or black). I i, . . Musty odor. . Discoloration of building materials in areas damage occiirred; such as drywall or plaster. -- -- . I Rotting material. Identifying a moisture problem visually is easy. Look following: 0 Discoloration of building materials water damage_is_.Qr has occurred, such as drywall of plaster. if 0 Rotting material. 0 Bubbling or peeling of or plaster. Visible moisture Qt?; a surface. 0 Leaks. - High humidity. The Supervisor. sha11_..rnake best to aiatsrviewaan adult listed on the household composition for the subject apartment of theiassessment process. The staff person shall record information history of in_ the apartment, and other relevant information, using the Work-Qrder. Completed Orders be submitted to development property management so that other staff accessl?) this information. B. -- Maintenance Supervisor If there is a mold or ttncontrolled moisture problem, the Maintenance Supervisor shall now move forward to identify theisource and cause of the problem. Mold and moisture problems are most often the result of three critical factors: water, temperature, and substrate availability viable food source for mold growth)" Therefore, the mechanism for all water leaks or areas of uncontrolled moisture in?ltration shall be identi?ed. The Supervisor shall create a Work Order with a mold or moisture-related task code. Remediations shall occur in accordance with the Respond Time requirements contained in this Policy. C. Notifications Research Management Analysis Department (RMA) The RMA will maintain reports of all mold and uncontrolled moisture service requests. Page 8 of 14 D. Authorize Remediation/Abatement Level I mold should be corrected as soon as possible. Levels II remediation will require coordination with the Maintenance, Repair and Skilled Trades Department to perform the work as soon as possible. E. Remediation/Abatement Maintenance Supervisor Remediation or ?mold/moisture abatement? is the actual process of removing all contaminated building materials and addressing the underlying moisture problem. In the most drastic cases, abatement could involve demolition and temporary relocation of residents. Page 9 of 14 IV. Levels of Abatement 1 The key to controlling mold growth is to remove the moisture, the nutrients, and the source of spores. Generally this is accomplished by cleaning with a detergent solution and/or physical removal of drywall, ceiling tiles, cellulose insulation, etc., as well as repairing the source of the uncontrolled moisture. Workers performing these tasks must have appropriate work protection and personal protective equipment. Three different levels of abatement are described below. The size of the area impacted by fungal contamination primarily determines the type of remediation. The sizing levelsbelow are based on professional judgment and practicality; currently there is not adequate data to relate the extent of contamination to frequency or severity of health effects. The goal of remediation is to remove or clean contaminated materials in a way that prevents the emission of mold and dust contaminated with mold from leaving a work area and entering an occupied or non-abatement area, while protecting the health of workers performing the abatement. . Non-porous metals, glass, and hard plastics) and semi-porous wood, and concrete) materials that are structurally sound and are visibly moldy can be cleaned and reused. Porous materials such as ceiling tiles and insulation, and sheetrock with more than a small area of contamination should be removed and discarded. Follow up inspections will be conducted to con?rm the effectiveness of remediation work. Level 1: Small Isolated Areas (10 sq. ft. or less) small areas on walls a. Remediation can be conducted by regular building maintenance staff. Such persons should receive training on proper clean up methods, personal protection, and potential health hazards. This training can bggpe?onned as part of a program to comply with the requirements of the OSHA Hazard Cornmunication Standard (29 CFR 1910.1200). b. Respiratory protection N95 disposable respirator), in accordance with the OSHA respiratory protection standard (29 CF 1910.134), is recommended. Gloves and protection should be worn. c. The work area should be unoccupied. Vacating people from spaces adjacent to the work area is not necessary but is recommended for infants (less than 12 months old), persons recovering from recent surgery, immune suppressed people, or people with chronic in?ammatory lung diseases asthma, hypersensitivity pneumonitis, and severe allergies). d. Containment of the work area is not necessary. Dust suppression methods, such as misting (not soaking) surfaces prior to remediation, are recommended. e. Contaminated materials that cannot be cleaned should be removed from the building in a sealed plastic bag. There are no special requirements for the disposal of moldy materials. 1 New York City Department of Health and Mental Hygiene, Bureau of Environmental Occupational Disease Epidemiology, Guidelines on Assessment and Remediation of Fungi in Indoor Enviromnents Page 10 ofl-4 f. g. The work area and areas used by remedial workers for egress should be cleaned with a damp cloth and/or mop and a detergent solution. All areas should be left dry and visibly free ?om contamination and debris. Level II: Medium Isolated Areas (10 - 100 sq. ft.) individual sheetrock panels. a. Remediation can be conducted by regular building maintenance staff. Such persons should receive training on proper cleanup methods, personal protection, and potential health hazards. This training can be performed as part of a program to comply with the requirements of the OSHA Hazard Communication Standard (29 CFR 1910.1200). Respiratory protection N95 disposable respirator), in accordance with the OSHA respiratory protection standard (29 CFR 1910.134), is recommended. Gloves and protection should be worn. The work area should be unoccupied. Vacating people from spaces adjacent to the work area is not necessary but is recommended for infants (less than 12 months old), persons having undergone recent surgery, immune suppressed people, or people with chronic in?ammatory lung diseases asthma, hypersensitivity pneumonitis, and severe allergies). The work area should be covered a plastic sheet(s) and sealed with tape before remediation, to contain dust/debris. Seal ventilation ducts/ grills in the work area and areas directly adjacent with plastic sheeting Dust suppression methods, such as misting(not soaking) surfaces prior to remediation, are recommended. I Contaminated materials that cannot be cleaned should be removed from the building in sealed plastic bags. There are no special requirements for the disposal of moldy materials. When a HEPA vacuum (a vacuum equipped with a High-Efficiency Particulate Air ?lter) is available, the work area and areas used by remedial workers for egress should be vacuumed with a HEPA vacuum and cleaned with a damp cloth and/or mop and a detergent solution. All areas should be left dry and visibly free from contamination and debris. If abatement procedures are expected to generate a lot of dust abrasive cleaning of contaminated surfaces, demolition of plaster walls) or the visible concentration of the fungi is heavy (blanket coverage as opposed to patchy), then it is recommended that the remediation procedures for Level are followed. Level Large Areas (greater than 100 contiguous square feet in an area). A health and safety professional with experience performing microbial investigations should be consulted prior to remediation activities to provide oversight for the project. The following procedures are recommended: 3. Personnel trained in the handling of hazardous materials equipped with: 1. A minimum of half-face elastomeric respirators with P-100 ?lters used in accordance with the OSHA respiratory protection standard (29 CFR 1910.134) 2. Disposable protective clothing covering both head and shoes Page 11 of 14 3. Gloves b. Containment of the affected area: 1. Complete isolation of work area from occupied spaces using plastic sheeting sealed with duct tape (including ventilation ductsl grills, ?xtures, and any other openings) 2. Consider using an exhaust fan with a HEPA ?lter to generate negative pressurization 3. Consider using airlocks and decontamination room c. Vacating people from spaces adjacent to the work area is not necessary but is recommended for infants (less than 12 months old), persons having undergone recent surgery, immune suppressed people, or people with chronic in?ammatory lung diseases asthma, hypersensitivity pneumonitis, and severe allergies). d. Contaminated materials that cannot be cleaned should be removed. from the building in sealed plastic bags. The outside of the bags should be cleaned with a damp cloth and a detergent solution or HEPA vacuumed in the decontamination chamber prior to their transport to uncontaminated areas of the building. There are no special requirements for the disposal of moldy materials. e. The contained area and decontamination room shouldbe HEPA vacuumed and cleaned with a damp cloth and/or mop with a detergent solution and be visibly clean prior to the removal of isolation barriers. V. Training Currently there are no speci?c training requirements mandated by state and federal law for workers who may remediate mold as part of their responsibilities. This does not negate the importance of proper and quali?ed remediation and prevention training. Staff shall receive training necessary to carry out their responsibilities articulated in this policy and with respect to, but not limited to, the following: conducting a full investigation of_the' moldlmoisttire problem; best practices in the visual inspection of an apartment; communicatinglwith residents; cleaning, removing, and restoring damaged surfaces; and documenting all remediation efforts. VI. Reasonable Accommodations If needed as a result of asthma, individuals with mold and/or uncontrolled moisture in their apartments are entitled to reasonable accommodations from NYCHA, including but not limited to the following accommodations: the right to purchase and operate an additional air conditioning unit in their apartment, if the electrical system permits an additional unit; permanent relocation to other NYCHA housing if the apartment is uninhabitable and another apartment is available; temporary relocation during mold and moisture abatement; use of low-toxicity fungicides to cover surfaces with mold; and/or the use of appropriate dust suppression methods during mold removal. ?age 12 of 14 VII. Resident Communications When a mold and/or moisture condition is detected by NYCHA or reported by an adult authorized occupant in an apartment, NYCHA staff will discuss the possible causes of mold growth with the occupant. NYCHA sta? shall provide the occupant with a copy of NYCHA 060.303, Preventing Mold Growth in Your Apartment, and emphasize sections of the form that are most appropriate. NYCHA will document the communication with the resident. Quality Assurance Program Measures to ensure the quality and effectiveness of remediation should be undertaken regardless of the project size. During and after remediation, evaluations should be conducted to con?rm the effectiveness of remedial work. At minimum, these quality assurance indicators should be followed and documented: - The underlying moisture problem was identi?ed and eliminated Isolation of the work area was appropriate and effective - Mold and uncontrolled moisture removal and worksite cleanup was performed Any additional moisture or mold damage discovered during remediation was properly addressed 0 Upon completion of remediation, surfaces are ?ee from visible dust and debris. Quality Assurance Plan will include randomly sampling closed work orders related to mold, and uncontrolled moisture for the quality assurance indicators listed above. After the close of each Annual Quarter, NYCHA will randomly or systematically select 100 closed work orders related to mold and uncontrolled moisture for re-inspection provided the work orders satisfy the following criteria: 0 The physical work was completed within the annual quarter that is being assessed 0 The work order was for a Level II or Level abatement 0 The resident has not reported to NYCHA that the problems targeted by the work order were not effectively addressed. The assessed work orders will be split proportionally between Level II and Level work orders based upon the total numbers closed for the quarter. To the extent that they are available, moisture meters will be used during the assessment-to verify the effectiveness of the moisture control work. If the assessment ?nds mold or uncontrolled moisture problems, a new work order will be created. NYCHA will identify the number of apartments in each quarterly sample that had continuing mold or moisture problems and the number of apartments included in the sample that were inspected again for the same issue. The ?ndings of the assessments will be used solely to con?rm, adjust, or improve Mold and Moisture Control Program. Within no more than 60 days after the completion of a Level II or Level Work Order, NYCHA shall make a good faith attempt to contact the resident to determine if all of the work identi?ed in the Work Order was completed, and the mold and uncontrolled moisture problems and their underlying causes have been effectively addressed. NYCHA will record the date(s) and nature of its attempts to contact Page 13 of 14 the resident, and whether the resident reported that the problems were effectively addressed. If the resident indicates the problems and/or their causes have not been effectively addressed, a new Work order will be created and a supervisor will perform an inspection of the apartment. Page 14 of 14