SECTION 297.3. Recommendations for Implementing a Governmental Building IAQ Program

(a) Initial program development. The development of a governmental IAQ program should include the following considerations.

(1) IAQ coordinator. An IAQ coordinator should be appointed and trained to manage the IAQ program.

(2) Occupant considerations. When implementing an IAQ program for a building, characteristics and activities of the population occupying and visiting the building should be considered, as these may indicate unique needs relating to indoor air quality.

(3) Facilities assessment. An IAQ and operational assessment of all facilities should be performed to identify and document building operations and problem areas based on current use and recognized codes and standards where available. Operational and maintenance needs that can be addressed immediately, and in the future, should also be identified and documented.

(4) Development of goals. Based on the results of the IAQ occupant needs and facility assessment, and resources available, each IAQ coordinator should develop goals, written plans and programs, which must be achieved for the implementation of an effective IAQ program.

(5) Governmental administrative support for stated goals. Administrative support from the highest level of the organization and a written commitment from the governmental entity and other key personnel to the goals are necessary for an effective IAQ program.

(6) Funding. Adequate budgets are necessary for IAQ and maintenance staff to meet the stated goals, plans and programs. The amounts of funding will vary based on the scope of each governmental program.

(7) Staff. An IAQ support team should be developed and trained as necessary to achieve the goals of the governmental entity. The team may include administrators, facility managers, health officials, custodians and maintenance personnel, an energy manager, design and construction staff, occupants, and others.

(b) IAQ management plan. A written IAQ management plan should be developed and maintained. The plan should include the following.

(1) Training. Education and training of the IAQ coordinator, support team, and building occupants on the recognition, prevention and resolution of IAQ problems.

(2) Communication. A procedure for communicating with building occupants regarding IAQ issues. Communication methods should be in writing utilizing any of the following methods: E-mail, posting in common areas visible to all employees, memo to each area of the facility. The notification should be posted at least five days prior to any activity (pesticide use, painting, dust-producing activities or other maintenance activities which may impact IAQ).

(3) Complaint response. A written procedure for documenting and responding to IAQ complaints and problems. The response procedure should include: instructions for obtaining information from complainants, assessing the urgency of the problem and appropriate action to follow, the communication plan for dissemination of information, investigating the complaint or seeking assistance to investigate the complaint as appropriate, deciding on the remedial actions to be implemented and by whom, assessing the effectiveness of the remedial action, and follow-up actions to check the long-term effectiveness of the remedial action or to monitor the recurrence of the original complaint, if no remedial action was performed. This procedure should define the forms that should be used to document and report all activities conducted in response to the complaint and their results.

(4) Record keeping. A written procedure that defines the minimum documentation to be collected, handling instructions and length of time for record retention in response to IAQ complaints, including any maintenance, repair or remodeling activities conducted in the building that could adversely impact the IAQ. Records retention rules specific for each agency should be followed.

(5) Maintenance and operation plan. A written building maintenance and operation plan containing: a written description of the building systems and functions, and occupancy, schematics and/or as-built drawings with equipment locations and performance criteria, outside air requirements, sequences of operation, daily building and system operation schedules, test and balance reports, maintenance schedules, building inspection checklists and maintenance equipment checklists. The plan should be updated and approved by the IAQ coordinator annually.

(6) Implementation schedule. A schedule to implement the IAQ plans and programs.

(7) Annual review. Annual IAQ inspection/review of facilities including a walk through by the IAQ coordinator or designee should be conducted.

(c) Administrative Review. A review of the IAQ program status and future needs should be presented annually to the appropriate governing body by the IAQ coordinator.

Source Note: The provisions of this §297.3 adopted to be effective December 22, 2002, 27 TexReg 11759