Introduction

Over the past few decades, clean air practices have become increasingly important in progressive hotel management. This is directly related to energy efficiency and reduced exposure to health related liability, as well as other positive impacts on the "bottom line," not the least of which is employee and guest relations.

Indoor pollution sources that release gases or particles into the air are the primary cause of indoor air quality problems. There are many sources of indoor air pollution. These include combustion sources such as oil, gas, kerosene, coal, and wood; building materials and furnishings as diverse as deteriorated, asbestos-containing insulation, wet or damp carpet, and cabinetry or furniture made of certain pressed wood products; products for cleaning and maintenance; central heating and cooling systems and humidification devices. Outdoor air pollution sources include radon, pesticides, vehicles idling, lawn movers etc. Health effects from indoor/outdoor air pollutants may be experienced soon after exposure or, possibly, years later.

The U.S. Environmental Protection Agency (EPA) has recognized and promoted the importance of clean air practices. The following steps are recommended for establishing clean air programs at "green hotels."

Prioritize Clean Air Practices

1. Schedule and prioritize clean air practices
   Make clean air practices a priority when budgeting and planning periodic upgrades, repairs, renovations, pest control, etc.
2. Clean, inspect, repair or replace air quality contaminating facilities and materials
   Replace older rugs, carpets, floor coverings, mattresses and bedding which may have become dirty, damaged or otherwise defective due to old age and/or disrepair. Clean/repair/replace ducts of the air conditioning system that may be leaking and/or otherwise contributing to air contaminants; or that presents a greater pollution potential due to old age and disrepair. Inspect windows, door seals and closure fixtures.Replace older equipment such as washers, dryers, copy machines, lawn mowers, etc. which may contribute excessively to air pollution due to old design and/or disrepair.Repair/replace walls, wallboards, wall coverings, and wallpaper which may have suffered water damage. Replace ceiling tiles, blanket insulations, etc., which may have suffered water damage.
3. Develop a pro-active approach to clean air practices upgrades
   A pro-active approach to prioritize clean air practices related upgrades can prevent more expensive remediation actions in the future and reduce your exposure to liability stemming from air quality issues. The Sheraton Rittenhouse Square Hotel in Philadelphia has implemented several pro-active clean air practices, including using 100% organic cotton, dye-free linens and mattresses and chemical-free carpeting and paints, installing 25-foot tall Adonidia Palm trees that were specifically chosen for their 38% oxygenation rate, and even, pumping fresh, filtered air into rooms 24 hours per day.

Monitor Clean Air Practices

1. Develop air quality monitoring charts, cleaning logs and chemical documentation logs
   Air quality monitoring charts provide information regarding trends, level of service needed and compliance with scheduled activities. This exercise can reduce costs and work-effort in the long-run by identifying overlap and unnecessary maintenance routines.Over time, a record of where and when clean air practices problems occur can be a valuable tool for management in deciding how to allocate limited resources to address these concerns.
2. Create maintenance schedule
   Include filter cleaning / replacement dates, cleaning schedules for collection surfaces, duct work, and check status of "trouble spots."
3. Track guest (and other) comments and complaints
   Pay particular attention to where and when suspected symptoms of clean air practices problems occur.
4. Determine significant odors
   A simple way to determine significant odors is to step outside for a few minutes and then re-enter the building, noting any odors.
5. Change A/C filters
   
   Clean air conditioning coils every 6 months. Clean permanent a/c filters weekly. Change disposable air conditioner filters every 3 months.
6. Use higher quality air filters in air handlers
   
   Upgrade to high-efficiency particulate air (HEPA) filters in air handlers. Use carbon filters in smoking rooms.
7. Explore alternatives to gas-powered lawn mowers
   Option might include bio-diesel, electric and battery operated models.

Insure Proper Chemical Use and Storage

1. Use "environmentally friendly" products whenever feasible. Post Material safety data sheets (MSDS). Distinguish between sanitary sewers and storm sewers.
   Check labels for biodegradable ingredients and other product information. Ask your suppliers to provide cost information regarding environmentally safe choices. Choose products with low volatile organic compounds (VOC). Make sure that the chemicals do not enter the storm sewer system.
2. Insure work areas are well ventilated (to the outside)
   Encourage use of portable fans and identify areas for permanent ventilation improvements.
3. Follow label instructions carefully
   Incrementally increase or decrease product use until maximum efficiency is determined.
4. Clean up spills, excesses and run-off rapidly
   Emphasize the importance of thorough clean-up before material soaks in or becomes entrapped in ventilation system.
5. Instruct contractors, pest control folks, and others to observe your clean indoor air policies
   Use as little chemical as possible to get the job done. This may be contrary to standard practices which, before now, have not prioritized clean air practices.
6. Post notices for guests and others whenever significant air impacting chemicals are in use
   Indicate the reason for the materials use and provide timeframes for the impact on clean air practices.

Promote Rapid Response

1. Have plenty of auxiliary, portable air-cleaners (such as portable filtration and ion units) on hand to quickly and temporarily respond to guest room concerns or other "trouble" spots
   Staff can set-up (deliver, plug in and turn on) these units in just a few minutes, often with significant results in two hours or less. Then the units can be moved elsewhere or placed back in storage. Remember to check filters and collection surfaces after each use and clean as necessary (refer to manufacturers recommendations)For more information on a wide variety of portable air cleaners please refer to the American Lung Association Air Cleaning Device Fact Sheet and the EPA article "Ozone Generators that are Sold as Air Cleaners: An Assessment of Effectiveness and Health Consequences."
2. Address water/moisture problems immediately.
   Water damaged materials such as paper, beddings, carpet, etc., can develop harmful mold growth within 48 hours (see section "Declare War on Mold"). The Paramount Resort and Conference Center in Gainesville, FL has implemented a moisture remediation program, which includes painting and sealing the outside skin of the building, sealing the roof by replacing flashing, and installing roof-top air conditioning units that introduce 100% outdoor air that is cooled and moisture reduced. End rooms received additional attention, including replacing drywall with "green board" that resists mold and mildew, sealing interior walls, installing a moisture barrier, using duraplex on wall exterior, and installing dehumidifiers.

Establish Inspection Procedures

1. Establish in-house procedures (including additions to job descriptions) for routinely conducting scheduled inspections
   "Indoor Air Security Checks" (I-ASCs) insure workers and guests have not left crucial vents and openings, such as doors, windows, access panels, and entranceways in the wrong positions.
2. Pay particular attention to ongoing or recent construction and repair areas
   Insure temporary seals and enclosures (plastic sheeting, etc.) are in place and properly secured. Especially look for "trouble spots" such as open windows directly above air-conditioning exhausts, kitchen vents, and parking garage entranceways.
3. Check to insure cleaning solvents, paints, and chemicals are properly stored
   Check: correct location; containers closed tightly (lids and caps on tight); spills, excess / run-off, etc., cleaned-up in a timely manner; volatile and/or malodorous waste materials (clean-up rags, etc.) handled properly; and work areas vented as necessary.

Institute "Vent / No Vent" Protocol

One approach to minimizing indoor air pollution is to increase the amount of outside air coming into your building. But this can run contrary to efforts to seal buildings to prevent infiltration of outside air. It is very important that you always consult with your HVAC contractor or a licensed professional before implementing any "Vent / No Vent" programs.

Consider developing and implementing criteria (policies, procedures and schedules) for venting buildings. You may want to take into consideration:

1. Climate
   Venting intensity, frequency and duration may be increased or decreased depending on time of year.
2. Current indoor conditions
   Odors, humidity, and temperature.
3. Current and forecasted outdoor conditions
   Ambient temperature, humidity, precipitation, and wind direction with particular respect to nearby air pollution sources.
4. Maintain positive pressure in building
   Increase make up air and cooling to keep the building at positive pressure. This will increase air quality and prevent mildew.

Discourage Vehicle Idling (Promote Reduced Idling Awareness)

Discourage excessive idling and vehicle exhaust especially at lobby and loading areas both "in front and in back of the house". Use signboards to encourage drivers to turn off engines when stopping for longer periods. Example:

Consider flyers or other notification explaining that, contrary to popular myth, studies indicate prolonged idling is unhealthy for car engines and starting and stopping engines is actually more cost-effective, as well as healthier, than prolonged idling.

Provide Training

Provide educational material and regular training for all personnel on the importance of clean air practices.

All staff including housekeeping, security and management, not just maintenance personnel, should be familiar with, and able to recognize, crucial air quality factors such as leaks and fugitive exhaust emissions.

Emphasize the importance of identifying, properly reporting and addressing smaller concerns before they become larger, more costly problems.

A regular hotel personnel training should include:

1. Importance of clean indoor air
   Emphasis should be on both "bottom line" financial factors and physiological or "human" factors.
2. Identifying air quality factors and concerns
   Provide practical examples that will be familiar to your personnel. Include times and locations of frequent areas of concern.
3. "In-house" air quality policies, schedules and contingency procedures
   Include procedures for reporting air quality concerns; addressing air quality problems; how to explain air quality activities to guests and other visitors; and how to handle air quality complaints and inquiries.

Discourage Smoking

1. Discourage smoking
   In rooms, indoor areas and alcoves, lobbies, and breezeways, where indoor air can be significantly affected.
2. If smoking is unavoidable, insure that it takes place is areas well ventilated to the outside
   Provide ashtrays in areas designated for smoking. Consider enhancing existing ventilation during times of increased usage in certain areas.
3. Consider posting "friendly" reminders
   Emphasize the health effects of active and passive smoking, particularly with regard to children.

Optimize Public Relations

Initiate information campaigns explaining and promoting your clean air related activities (signage and/or flyers in rooms, notices on invoices, etc.) and management's IAQ clean air practices. Example:

Increased awareness, by both personnel and guests, will help you achieve your clean air objectives in a more timely and cost-effective manner, as well as optimize your public relations as a caring, clean and "green" facility.

Declare War on Mold

Buildings with many water outlets, such as hotels, are particularly susceptible to mold growth which can lead to serious indoor air contamination. Take an aggressive and pro-active approach to prevent molds. There are many good guides available today to help in this battle (see appendix).

According to the EPA, the key to preventing mold is moisture control. Humidity should be no greater than 60 % and ideally between 30 and 50 %.

The EPA recommends the following moisture control practices for commercial buildings:

1. Fix leaks
   Fix leaky plumbing and leaks in the building envelope as soon as possible. In case of many large commercial buildings this may be a continual process of vigilance, identification and appropriate response.
2. Watch for condensation and wet spots
   Fix source(s) of moisture problem(s) as soon as possible. The key is rapid response.
3. Prevent moisture problems
   Prevent moisture problems due to condensation by increasing surface temperature or reducing the moisture level in air (humidity). To increase surface temperature, insulate or increase air circulation. To reduce the moisture level in air, repair leaks, increase ventilation (if outside air is cold and dry), or dehumidify (if outdoor air is warm and humid).
4. Keep heating, ventilation, and air conditioning (HVAC) drip pans clean
   Keep heating, ventilation, and air conditioning (HVAC) drip pans clean, flowing properly, and unobstructed.Add these maintenance procedures to your clean air practices checklist.
5. Vent moisture-generating appliances
   Vent moisture-generating appliances, such as dryers, where possible. Consider moving appliances if practical.
6. Maintain low indoor humidity
   Maintain low indoor humidity, below 60% relative humidity (RH), ideally 30 to 50%, if possible. Provide equipment (humidity indicators, etc.) and guidance to key personnel. Humidity may be monitored and manipulated in much the same way as has traditionally been done with indoor temperature.
7. Perform regular inspections and maintain documentation logs
   Perform regular building/HVAC inspections and maintenance as scheduled as well as provide clean air benefits. Regular scheduled inspections and maintenance can significantly increase equipment efficiency and durability.
8. Clean and dry the wet or damp spots within 48 hours
   Provide employee guidance emphasizing the importance of rapid response to spills, leaks and other concerns impacting clean air.

Once moisture problems have become mold problems rapid aggressive response is imperative. Care should be taken to minimize exposure of mold spores to indoor air; and workers should use appropriate Personal Protection Equipment (PPE). Always consult environmental professionals such as professional engineers or certified industrial hygienist, when undertaking significant mold remediation. Currently, Florida does not certify or license mold remediation workers.

The following tables are provided by the EPA as guidelines for mold remediation managers in evaluating the extent of mold damage, determining the need for in-house remediation or outside professional services, and in assessing proposed mold remediation plans.

Water Damage - Cleanup and Mold Prevention

Guidelines for Response to Clean Water Damage within 24-48 Hours to Prevent Mold Growth*

* If mold growth has occurred or materials have been wet for more than 48 hours, consult Table 2 guidelines. Even if materials are dried within 48 hours, mold growth may have occurred. Items may be tested by professionals if there is doubt. Note that mold growth will not always occur after 48 hours; this is only a guideline.

These guidelines are for damage caused by clean water. If you know or suspect that the water source is contaminated with sewage, or chemical or biological pollutants, then Personal Protective Equipment and containment are required by OSHA. An experienced professional should be consulted if you do not have expertise in remediation of contaminated water situations. Do not use fans before determining that the water is clean or sanitary.

† If a particular item(s) has high monetary or sentimental value, you may wish to consult a restoration/water damage specialist.

‡ The sub floor under the carpet or other flooring material must also be cleaned and dried. See the appropriate section of the table for recommended actions depending on the composition of the sub floor.

*Use professional judgment to determine prudent levels of Personal Protective Equipment and containment for each situation, particularly as the remediation site size increases and the potential for exposure and health effects rises. Assess the need for increased Personal Protective Equipment, if, during the remediation, more extensive contamination is encountered than was expected. Consult Table 1 if materials have been wet for less than 48 hours, and mold growth is not apparent. These guidelines are for damage caused by clean water. If you know or suspect that the water source is contaminated with sewage, or chemical or biological pollutants, then the Occupational Safety and Health Administration (OSHA) requires PPE and containment. An experienced professional should be consulted if you and/or your remediators do not have expertise in remediating contaminated water situations.

†Select method most appropriate to situation. Since molds gradually destroy the things they grow on, if mold growth is not addressed promptly, some items may be damaged such that cleaning will not restore their original appearance. If mold growth is heavy and items are valuable or important, you may wish to consult a restoration/water damage/remediation expert. Please note that these are guidelines; other cleaning methods may be preferred by some professionals.

Cleanup Methods

• Method 1: Wet vacuum (in the case of porous materials, some mold spores/fragments will remain in the material but will not grow if the material is completely dried). Steam cleaning may be an alternative for carpets and some upholstered furniture.
• Method 2: Damp-wipe surfaces with plain water or with water and detergent solution (except wood -use wood floor cleaner); scrub as needed.
• Method 3: High-efficiency particulate air (HEPA) vacuum after the material has been thoroughly dried. Dispose the contents of HEPA vacuum in well-sealed plastic bags.
• Method 4: Discard water-damaged materials and seal in plastic bags while inside of containment, if present. Dispose of as normal waste. HEPA vacuum area after it is dried.

Personal Protective Equipment (PPE)

• Minimum: Gloves, N-95 respirator, goggles/eye protection
• Limited: Gloves, N-95 respirator or half-face respirator with HEPA filter, disposable overalls, goggles/eye protection
• Full: Gloves, disposable full body clothing, head gear, foot coverings, full-face respirator with HEPA filter

Containment

• Limited: Use polyethylene sheeting ceiling to floor around affected area with a slit entry and covering flap; maintain area under negative pressure with HEPA filtered fan unit. Block supply and return air vents within containment area.
• Full: Use two layers of fire-retardant polyethylene sheeting with one airlock chamber. Maintain area under negative pressure with HEPA filtered fan exhausted outside of building. Block supply and return air vents within containment area.

Table developed from literature and remediation documents including Bioaerosols: Assessment and Control (American Conference of Governmental Industrial Hygienists, 1999) and IICRC S500, Standard and Reference Guide for Professional Water Damage Restoration, (Institute of Inspection, Cleaning and Restoration, 1999).

Asbestos

Asbestos containing materials (ACM) can become hazardous when, due to damage, disturbance or deterioration over time, they release fibers into building air8. Breathing in air containing asbestos fibers can lead to asbestos related diseases, mainly cancers of the lungs and chest lining. Sprayed coatings, lagging and insulating board are more likely to contain blue or brown asbestos. Asbestos insulation and lagging can contain up to 85% asbestos and are most likely to give off fibers. Work with asbestos insulating board can result in equally high fiber release if power tools are used. On the other hand, asbestos cement contains only 10%-15% asbestos. The asbestos is tightly bound into the cement and the material will only give off fibers if it is badly damaged or broken. Hence proper control and management program should be implemented as follows.

1. Schedule building inspection and assessment
   A trained experienced and qualified inspector, who is able to perform the sampling of the suspect ACM for laboratory analysis, should conduct the inspection. This serves as the basis for establishing an effective overall plan for dealing with the asbestos in the building and developing operations and maintenance programs.
2. Inform building maintenance workers
   A program to tell the workers where the ACM is located, and how and why to avoid disturbing the ACM.
3. Conduct ACM surveillance
   A visual inspection combined with ongoing reports of changes in the condition of the ACM made by the service workers, the re-inspections should help ensure that any ACM damage or deterioration will be detected and corrective action will be taken.
4. Provide supplement to visual/physical evaluation
   Air monitoring program to detect air borne asbestos fibers in the building may provide useful supplemental information
5. Institute work control/permit system and work practices
   A system to control all work that could disturb ACM. Follow the procedures provided by EPA green book on asbestos.
6. Keep records
   All the building asbestos management inspection and assessment reports, work practices and reports, respirators use procedure, fiber release reports and re-inspection of ACM should be stored in permanent files.

Florida Department of Environmental Protection
FDEP Web Site · 2600 Blair Stone Road · Tallahassee · Florida · 32399-2400
Florida Green Lodging Program · Program Contact Information
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