Improving Indoor Air Quality - Mike Sheehan, CDF

Award Winning Indoor Air Quality for Schools

Presenter
Michael Sheehan, CDF Retired
Director of School Facilities, Operations and Safety for over 30 years
U.S. EPA Connector Award Winner for IAQ 2009
Administrator for Baldwin UFSD - EPA Recipient of IAQ Excellence Award in 2000 and IAQ Sustained Excellence Award in 2008
Past President NYS SBGA
Past Co-Chair NYS SFMI
NYS SBGA member for 30 years
NYS SBGA President’s Award Recipient
B. S. in Business Administration
Numerous Presentations, Nationally and Statewide on IAQ
Past President Nassau County SBGA 1987 and 2007

Discussion Topics
Why the need?
Getting started
Developing the IAQ Handbook
Investigating the Complaint
Inspections
EPA Tools for Schools
Getting the IAQ word out

Why the Need?
Indoor levels of air pollutants can be 2 – 5 times higher and, occasionally, 100 times higher than outdoor levels.
People spend an estimated 90% of their time indoors.
Nearly 55 million people (20% of the US population) spend their days inside elementary and secondary schools.
50% of the nation’s schools have reported some IAQ problems.
Proactive instead of Reactive.

General IAQ Complaints
52% inadequate ventilation
16% indoor pollutants
13% unknown
10% outdoor air pollutants
5% microbiological
4% building furnishings

Occupant discomfort
Reduced school attendance
Reduced student productivity
Accelerated building deterioration
Long and short-term health problems
Poor IAQ in schools can cause the following:

Getting Started
Form a team of staff members, students, parents, and some experts.
Start off slowly and form sub-committees which are task specific.
Keep Central Administration and the BoE up-to-date.
Review other IAQ plans in use by other school districts as a guide.
Keep current with federal, state, and local regulations.

The Team
Solicit staff, who you know are workers, and take this issue seriously (not too seriously though) to get involved
Chemical Hygiene Officer, science and art teachers, nurses, administrators, custodial staff, and other department representatives
Students recommended by teachers
PTA representatives preferably those who are health and safety reps
BoE representative
Entomologist, School Physician, EPA, and DOH representatives

Start off slowly
Don’t become overwhelmed
Create specific topics you want/need to address
Form sub-committees that will research individual topics and report back to the committee
Start off knowing that you will not accomplish this task overnight
It is a team effort
Keep all members focused and on task

BoE
During the process, keep the BoE members and central administrators aware of your progress/ideas. The worst thing that could happen is to complete the process and find out the “higher-ups” do not support the plan or are not in agreement with the plan.
Make sure everyone is on the “same page.”

Don’t reinvent the wheel
Solicit neighboring school districts
Contact your local and state SBGA Associations
Use the EPA Tools for Schools program
Use the Healthy Seat program
Contact your local DOH
Use BOCES as a resource
Contact local colleges
Google – but verify any info used from the web

Regulations
Make sure you stay current with the ever-changing and increasing regulations.
When dealing with IAQ, you have numerous agencies that regulate schools.
Examples include :
R.E.S.C.U.E.
Green Cleaning requirements
AHERA
Industrial Code Rule 56
Right-to-Know
NYS lead regulations
IPM- notification requirements

Regulations continued
Federal Resource Conservation and Recovery Act (Hazardous Waste Disposal)
OSHA - Chemical Hygiene Plan
Pandemic Flu Response Plan
PESH
Chemical Hygiene
Federal Pro-Children Act of 1994 – No Smoking
EPA Mold Remediation in Schools
SED Radon
PPE

The IAQ Handbook
The IAQ Handbook should be a working document which is easy to use. It needs to be concise, yet thorough enough that it addresses all the relevant topics.
As your committee progresses, you’ll learn quickly what areas are important.

The following are some examples of what you may want to cover:
Overview
List the District IAQ Coordinators
Explain the Importance of IAQ
Note the District Commitment

Occupant’s Symptoms Associated with Poor IAQ
Acute Effects: Those that occur immediately after exposure. Generally, these effects are not long lasting and disappear shortly after exposure ends. However ,exposure to some biocontaminants (fungi, bacteria) have been know to cause serious respiratory diseases.
Chronic Effects: Long-lasting to long-term or frequently repeated exposures. For example, long-term exposure to tobacco, radon, and asbestos increases cancer risks.
Discomfort: Typically associated with climate conditions. People complain of being too hot or cold or may experience eye, nose or throat irritation because of low humidity. You hear complaints of “the air is stuffy” or “stale air” or “it just doesn’t feel right.”
Performance Effects: Significant, measurable changes in the ability to concentrate or perform mental or physical tasks have been shown to result from modest change in temperature and relative humidity.

Symptoms
Building-Associated Illness: Sick Building Syndrome (SBS) is a catch-all term that refers to a series of acute complaints for which there is no obvious cause and where medical tests reveal no particular abnormalities. A building with poor ventilation or one that has little or non-operable windows are common examples of SBS buildings.
Building-Related Illness: Building-related illness refers to defined illness with a known cause resulting from exposure to building environment. The causative agent can be a chemical (i.e. formaldehyde) or biological agent (i.e. from cooling towers).
Multiple Chemical Sensitivity: Evidence suggests that a subset of the population may be especially sensitive to low levels of a broad range of chemicals common in today’s home and work environment.

Sources of Air Contaminants
Carbon Monoxide Engines, fuel appliances, tobacco
Formaldehyde Insulation, plywood, carpet, furniture
Carbon Dioxide Gas appliances, human respiration
Ozone Copy machines
VOC’s cleaning chemicals, pesticides
Microorganisms Viruses, mold, fungi, bacteria, dander
Asbestos Insulation and building materials

Training Staff
Training of staff is an integral part of an effective IAQ program because the level of technical background staff members may possess, and the degree of a hazard to which they might be exposed to, vary dramatically.
This training can be part of the Right-To-Know instruction.

Personal Items in Use by Staff
Today, schools are faced with new and mounting regulations. Compliance with these regulations requires cooperation between employee groups and administration.
An example is the NYS Pesticide Regulations which forbid the application of any pesticide/insecticide by anyone other than a NYS licensed applicator. Should a staff member apply a regulated product on school ground, they would be committing a crime. This same person may appropriately use the same product at home, and not realize there was a problem. We all know who will be held responsible in the end.
Other areas of concern are:
Food items
Heaters, fans, coffee makers, etc.
Furniture and rugs
Chemicals and cleaning supplies

School Renovation and Repair
RESUE Regulations
BCS
AVI
Pre-construction and Planning
General Safety and Security Standards for Construction Projects
Separation of Construction Areas from Occupied Areas
Maintaining Exiting and Ventilation during Construction Projects
Fire and Hazard Prevention
Noise Abatement during Construction and Maintenance Activities

Renovation - continued
Control of fumes, gases and other air-born releases during Construction
Asbestos Abatement Protocol
Lead Paint Abatement
Radon
Post –Construction Inspection
School Facility Report
Sharing Test Results with Health and Safety Committee

Painting Procedures
Certain steps must be taken by all concerned prior to the beginning of work to ensure minimum disruption occurs to the teaching process and maximum information is communicated between all parties involved.
A 48-hour notice shall be given to staff that painting will take place in a school by posting such notice in the main office.
At a minimum, use low VOC and low odor paint (limits apply).
When necessary to use oil based paints, use only on the evening before weekend or holiday.
Never use lead or mercury-based paints.
Keep a copy of the MSDS in the school’s MSDS file.
Never sand/scrape surfaces without first testing for lead.

Grounds Upkeep
In order to assist staff with a reaction to the side effect of grass cutting and grounds care in general, the grounds department shall notify each building principal a minimum of 24 hours in advance of arriving to perform such work. The building principal will post a notice, to this effect, in the main office for staff review. Staff may keep windows closed when this work is being performed.

Animals in the Classroom
Certain individuals, in particular those with asthma, may be sensitive to animal fur, dander, body fluids or feces and may experience reactions to those allergens. Therefore, the following is recommended before animals are kept in a school:

Animals in the Classroom
Use alternatives to animals when possible
Consult with school nurse
Advise parents in writing
Locate sensitive students away from the animals and habitat
Keep cages clean
Locate cages away from ventilation system
Use gloves when cleaning cages and immediately remove waste from the classroom
Store food in a tight, sealed container
Do not let animals roam freely
All animals must be approved by the district safety officer prior to arrival
Comply with NYS SED Guidelines
If a visiting animal, check with DOH and the district’s insurance carrier for any special requirements, and advise parents prior to the visit

Use of facilities by Outside Groups
Prior to the use of any school, all outside groups should receive some type of training, detailing what is allowed and what is not.
Good IAQ practices
Green products
IPM
Insurance requirements
Products not allowed; i.e. fog/smoke machines

Barrier Matting
The proper application of floor matting at building entrances is the first step in creating a good IAQ program. An effective matting program can catch, trap, hold, and hide dirt and moisture.
Develop a comprehensive maintenance program to care for the mats.

Vacuum Cleaners
Simple
Use only HEPA vacuums

Green Cleaning
Use only NYS approved green cleaning products, as required by state regulation.
We all know what the studies have proven.

Integrated Pest Management
Develop a comprehensive IPM program that complies with NYS regulations.
IPM should be an integral part of your IAQ procedures.

Chemical Hygiene
Each school district is required to have a Chemical Hygiene Plan and a District Chemical Hygiene Officer.
This plan addresses occupational exposure to hazardous chemicals in laboratories.

Univents
The vast majority of classrooms have univents. In this section you should explain, in detail, what a univent is and how it works.
If staff has a better understanding of the principles behind the operation, they usually help in the proper functioning of the unit.

Asbestos
Address the AHERA requirements and NYS SED regulations in regard to Code Rule 56.
Triennial Inspection
Periodic Inspection
Management Plan
Certified Workers

Pandemic Flu Response Action
Give a brief outline of the district's Pandemic Flu Response Plan and how to obtain information on the plan.

Other Topics
BoE policy
Hypotheses Form
Occupant Interview Form
IAQ Checklist
Building IAQ Inspections
IAQ Chain-of-Command
Reporting Procedures
Environmental Surveys/Inspections
Right-to-Know Chemical Request Form
Committee Members

Investigating the Complaint
Most staff members want to make sure their concern does not fall on deaf ears.
Take each complaint seriously and never down play the concern. Never joke or make inappropriate comments to the person.
Respond in a timely manner.
Use the team approach to avoid the “me-against-you” scenario.
Get the complaint in writing (use the occupant interview form) so you have all the specifics. Ask for all relevant information; i.e. symptoms, are there other staff with similar concerns, do you have a specific health condition that may make you susceptible to environmental problems, timing patterns, etc.
Respond, in writing, detailing the findings and recommendations. Use the IAQ Checklist and share results with the district health and safety committee.

Inspections
Now that you have the IAQ program set-up, how can you make sure it is working?
Formal building inspection and environmental surveys are good ways to check.

Baldwin UFSD School Custodial Inspection Form School: Date: Inspected by: 1: unsatisfactory 2: needs improvement 3: satisfactory 4: excellent 1 2 3 4 N/A Remarks Lobby/entrance/halls Floors are clean and finished Corners are clean and free of dust, no build-up Baseboard clean, no build-up Entrance mats are clean and vacuumed Entrance doors are clean & in working order Showcase locked and dusted, glass clean Fire equipment clean and dusted, unobstructed, fire exting. sign displayed Hall/door glass is clean Lights are working and clean Trash receptacles are empty and clean, no odor Walls are clean and free of marks Ceiling tile in good condition, no roof leaks Lockers in good order, clean, Electrical panels clean and locked Water fountains clean and in working order Student displays w/i guidelines Stairs clean and swept AED charged and inspected, sign posted Hand sanitizers full and in place 1 2 3 4 N/A Restrooms There are no odors, appropriate ventilation Toilets are clean, working, no leaks Urinals are clean, working no leaks Partitions are clean and free of marks Sinks are clean, working, no leaks Dispensers are filled & working Floor is clean, free of stains Corners/ cove base is clean and free of marks Walls are clean and free of marks Mirrors clean and free of marks Trash receptacles are clean and empty Ceiling/wall registers are dust free and working Lights are clean & working Entrance door is clean and free from marks Door frame is clean free of marks Hand washing poster displayed

Hand washing poster displayed 1 2 3 4 N/A Classrooms Door clean and vision panel unobstructed Door frame clean and free of marks Light switch clean and working Emergency exit directions are posted at the door All lights clean and working Ceiling in good condition Windows clean and working, Blinds/shades clean and working adjusted evenly Window sill clean and dust free Univents clean & unobstructed Emg. Window free from obstructions No fire code violations found No extension cords in use Computers clean and dust free Computers, printers, monitors are turned off Floor is clean Corners/cove base clean and free of marks Furniture in good condition, clean Chalk bd/tray clean and washed American flag displayed and in good condition Area rugs vacuumed and clean, fire rated Pencil sharpener emptied and working Trash receptacles clean and empty No unusual odors Food is kept in sealed containers Bathrooms clean No refrigs, mico’s, coffee makers etc. No unlabeled containers/bottles Walls painted and free from marks 1 2 3 4 N/A Offices/lounges Door is clean and vision panel unobstructed Door frame is clean and free of marks Light switch clean and working All lights clean and working Ceiling in good condition Windows clean and working Blinds/shades, adjusted evenly Window sill clean and dust free Computers clean and dust free Floor/carpet clean and in good condition Corners clean and free of marks Desks clean and free from dust Trash receptacles clean and empty Computers, monitors turned off 1 2 3 4 N/A Gym

Report completed by: M. Sheehan General notes: Copies to: Assistant Superintendent for Business, Principal, Head Custodian, District file Floor is clean and free of marks, properly finished Corners are clean and free of marks Lights are clean and working Ceiling is in good repair, no roof leaks Stage clean and neat, drapery is in good repair Walls clean and free of marks Exit lights working Doors clean and free of marks Folding door in proper working order Locker rooms clean, no odor Lockers in good condition Water fnt clean and working 1 2 3 4 N/A Cafeteria/kitchen Floor is clean and free of marks Corners are clean and free of marks Lights are clean and working Ceiling in good repair, no roof leaks Walls clean and free of marks Exit lights working Doors clean and free of marks Kitchen equipment clean and free of marks Choking Poster displayed 1 2 3 4 N/A Custodial closet Floor clean No odors Equipment clean & in working order Slop sink clean and working Storage is neat and orderly Lights clean and working Door clean and locked 1 2 3 4 N/A Boiler room Floor clean and painted Boilers clean and maintained No oil leaks/free standing oil No improper storage All logs maintained Room is neat and orderly Lights clean and working Drains clear and working No plumbing leaks

BALDWIN UNION FREE SCHOOL DISTRICT HEALTH SERVICES ENVIROMENTAL SURVEY SCHOOL: SURVEY NO. 1 & 3 DATE: THOSE PRESENT: PRINCIPAL: SCHOOL NURSE: AREAS OF INSPECTION S U COMMENTS METHOD OF CORRECTION Work Order In-House Dated Completed
Drinking fountains, clean & working
Bathrooms clean, odorless, well ventilated
HVAC pipes and equipment properly protected to prevent injury
Stair handrails properly secured; Exit doors open freely and not blocked
Fire extinguishers tagged & pressurized
Halls and stairwells free of hazards
Building properly heated
Classrooms ventilated and properly lit
Housekeeping well maintained
Classroom emergency escape windows clear and labeled
Cafeteria and kitchen clean and sanitary
Exterior grounds properly maintained and free of hazards
Broken windows repaired
First aid supplies properly stocked
A.E.D. visual

BALDWIN UFSD SPECIAL ENVIRONMENTAL SURVEY CHECKLIST Mid-Year (Inspection #2 only) School:_______________________________________DATE:____________________ Present:________________________________________________________________ *HIGH SCHOOL AND MIDDLE SCHOOL ONLY Submitted by:_____________________________________________________________ ITEM STATUS RECOMMENDATIONS MSDS BINDER KEPT CURRENT EMG. MAN. PLAN UPDATED BOMB CARD PLACED UNDER PHONE EMG. PHONE # ON PHONE ASBESTOS MAN. PLAN KEPT CURRENT LOCK OUT/TAG OUT BEING USED ALL DEPT. SUPPLIES PROPERLY STORED IPM PROCEDURES BEING FOLLOWED FIRE DRILLS CURRENT EMG. WINDOWS KEPT CLEAR EXTENSION CORDS NOT BEING USED RIGHT TO KNOW POSTER DISPLAYED OIL TANK ALARM WORKING MEDICAL WASTE PROCEDURES IN USE HANTA VIRUS PROCEDURESFOLLOWED PPE CURRENT CHEMICAL HYGEINE PROGRAM FOLLOWED* PLAYGROUND INSPECTIONS CURRENT GYM FOLDING DOOR NOTICE POSTED DO NOT ENTER POSTED ON ALL EXTERIOR DOORS EMERGENCY LIGHT LOG CURRENT CHOKING POSTER DISPLAYED IN CAF. and Folding Table Warning posted A.E.D. VISUAL INSPECTION IPM Practices being followed IAQ Practices being followed Fire extinguishers are tagged & pressurized

Getting the Word Out
PTA Meetings
Faculty Meetings
Custodial Staff Training
BoE Presentation
Nurse Training
District Newsletter
Apply for EPA Awards
Health and Safety meetings
Local Newspaers

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Improving Indoor Air Quality - Mike Sheehan, CDF Presentation Transcript