ASBESTOS CONTAINING MATERIALS OPERATIONS & MAINTENANCE PLAN 2015 Prepared For: (School Name) PREPARED BY: DIOCESE OF JOLIET ENVIRONMENTAL OFFICE FOR ANY ENVIRONMENTAL RELATED EMERGENCY CONTACT: RICHARD KAFFKA (708) 334-0585 -
TABLE OF CONTENTS Operations and Maintenance Program for Asbestos Containing Materials (School Name) INTRODUCTION 1. EMERGENCY RESPONSE FOR FIBER RELEASE EPISODES SECTION 1 2. Program Responsibilities School Designated Person School Maintenance Personnel Diocese of Joliet Designated Person SECTION 2 3. Outside Worker Permits Plumbers, Fire Alarm Repairmen, Telephone Workers Etc. SECTION 3 4. Training Requirements SECTION 4 5. Record Keeping SECTION 5 6. Maintenance Staff O&M Procedures Sampling of Suspect ACM Six Month Surveillance ACM Cleaning Procedures Disposal of ACM SECTION 6
7. Warning Labels SECTION 7 APP A Blank Forms Outside Worker Permits 6 Month Surveillance Forms APPENDIX A
INTRODUCTION Policy Regarding Asbestos Management Purpose of this O&M Program Why is Asbestos a Hazard
Introduction Asbestos Management Policy It is the policy of (School Name) and the Diocese of Joliet to provide a management program to minimize the potential airborne hazards of asbestos fibers. This management program shall apply to maintenance staff, employees, occupants, and visitors, and comply with federal, state, and local regulations until all (ACBM) materials are removed from (School Name). Purpose of this O&M Program It is the purpose of this Special Operations and Maintenance of Asbestos Program (O&M Program) to implement unique training and work procedures for: 1) Cleaning areas where asbestos fibers have been previously released, 2) Preventing future fiber disturbance and release, and 3) Monitoring the condition of ACBM. This O&M Program is designed to minimize the potential airborne hazards of asbestos fibers to maintenance staff, employees, occupants, and visitors until all ACBM are removed from (School Name). This program is comprised of four major components: Assignment of responsibilities and functions that relate to asbestos Training of certain employees that will be involved with asbestos functions Formalize Procedures for maintaining records of all asbestos related activities Provide formal procedures for maintenance activities that will impact asbestos containing materials Why is Asbestos a Hazard? Asbestos is a term for a group of naturally occurring minerals that separate into microscopic fibers. The mineral rock is mined and milled for use in over 3000 commercial products. The six asbestos minerals are: chrysotile, amosite, tremolite, crocidolite, anthophyllite, and actinolite. These small, durable asbestos fibers are incombustible (fire proof) and have excellent thermal and electrical insulating properties. However, it is these characteristics which make asbestos a hazardous environment contaminate. 1
Asbestos fibers are very difficult to destroy. Because of their long and slender aerodynamic shape, friable asbestos fibers can become suspended in air for long periods of time. Friable means easily crumbled or pulverized under hand pressure. Friable asbestos fibers can enter the air when disturbed or damaged and contaminate the building environment. Once in the air, building occupants can inhale these fibers. Although most fibers will not remain in the lungs, those that become lodged will remain permanently. These permanently lodged fibers cause disease which manifest themselves 20-40 years later. Diseases such as mesothelioma, lung cancer, and asbestosis. This facility is implementing this SPECIAL OPERATIONS AND MAINTENANCE OF ASBESTOS PROGRAM to help protect building occupants from the hazards of airborne asbestos fibers by maintaining all ACBM in good and undamaged condition. For the purpose of this O&M program, the asbestos materials are divided into three categories: Thermal System Insulation Floor and Ceiling Tiles Surfacing Materials Special O&M procedures are listed for each of the 3 ACBM forms. Several aspects of the O&M program are the same for all 3 categories of asbestos. However, it is important to differentiate between each O&M procedure so that each specific asbestos form is handled in the appropriate manner. 2
SECTION I EMERGENCY RESPONSE PROCEDURES FOR FIBER RELEASE EPISODES 1.0 Fiber Release Emergency Procedure Procedures for Minor and Major Fiber Release Episodes include any situation where damage, deterioration or disturbance of any ACBM results in a significant release of airborne asbestos fibers. The following procedures shall be used in the given situations. 1. Evacuate and/or isolate all personnel from the area. Shut down all HVAC systems connected to the area. Seal off the area as soon as possible and post signs. Restrict access to the area. CALL THE DIOCESE OF JOLIET ASBESTOS DESIGNATED PERSON AT 708-334-0585 1.1 Cleanup procedures following a fiber release episode 1.11 After the emergency situation is under control, special clean-up procedures should be implemented before allowing re-entry. This work should be arranged through the Designated Person of the Diocese of Joliet. No cleaning shall be done by school personnel. 3
SECTION 2 O&M PROGRAM RESPONSIBITIES 2.0 General For the Special O&M Program to function properly there must be participation and cooperation from many departments. These include Maintenance, Housekeeping, Administration, and Legal Staff of the diocese. The management of the O&M program will be under the responsibility of the Maintenance Department. All components of the O&M program shall be managed through the Asbestos Designated Person for the Diocese of Joliet. 2.1 Designated Person, Diocese of Joliet The Designated Person for this facility is Richard M. Kaffka. Mr. Kaffka is responsible for coordinating and administering the following activities: Facility surveillance (6 mos. and 3 yrs.) Training of employees Notification of building occupants Recordkeeping Overseeing the O&M Program Abatement project development, oversight, and execution Responses to Emergency fiber release episodes NOTE: See chart at the end of this section for specific duties and frequencies. 2.2 On-Site Trained Person, (School Employee or contracted personnel) The individual employed by the school, working on-site that has been provided with the 2-hour General Awareness training shall be responsible for the following activities: Facility Surveillance: Daily as needed Six months formal surveillance documented as required by AHERA Be knowledgeable of this O&M Program 4
The Principal's office for this school shall be responsible for the following activities: Be knowledgeable of the Asbestos Survey Report and Management Plan, and subsequent re-inspection reports. The most recent re-inspection report is for 2012. Obtaining signatures on the short term worker notification sheet. Providing, at least once each year, notifications to parents, faculty and staff information regarding the presence of asbestos containing materials in the school; information regarding the presence of the asbestos management plan; and contacts for additional information. NOTE: See chart at the end of this section for specific duties and frequencies. 2.3 School Principal s Office The Principal s office for this school shall be responsible for the following activities: Issue short term worker notification forms to all outside vendors, contractors, and maintenance personnel conducting activities that may impact ACM within the school facility. Notify the Diocese of Joliet Designated Person concerning any activity that has, will, or might impact asbestos containing materials. Refer to the 2012 re-inspection report and drawings for current information regarding the location and damage category of any asbestos containing materials in the school. Be knowledgeable of this O&M program, the Asbestos Survey, and Management Plan. Maintain copies of each in the Principal's office and make them available to all building occupants. Maintain all local records related to asbestos containing materials. NOTE: See chart at the end of this section for specific duties and frequencies. 5
TABLE 2.1 Guideline to Responsibilities for Asbestos O&M Activities Responsible Party Activity Schedule Reference Diocese of Joliet Designated Person Administration 6 Mo. Surveillance Reports Employee Training Lists and Reports Recordkeeping Audits Every 6 Mos ACM Survey Management Plan, Reinspection reports, and O&M Program Specific Duties Respond to all ACM Questions, Notifications, Emergencies, etc. Maintain Copies of all ACM Surveys, Management Plans, and 3 Year Inspection Reports Secure Firm to Perform 3 Year Inspections Coordinate/Supervise all Abatement Activity Review any Renovation Activities As Needed On-Going Every 3 yrs As Needed As Needed AHERA Regulation On-Site School Trained Employee Gain Knowledge of ACM Documents Continuous Observation of ACM Condition 6 Mos Surveillance per AHERA (Must Complete form and add to Management Plan) When receiving Training and Review every 6 mos. Obtain asbestos awareness training once each year On-Going ACM Survey Management Plan, Reinspection reports, and O&M Program 6 Mos. Surveillance Form Every 6 Mos Survey Report 6
School Principals Office Issue Short Term Worker Notification Forms Whenever Outside Workers are Present in Building Notification Forms 7
TABLE 2.1 (Cont.) Guideline to Responsibilities for Asbestos O&M Activities Responsible Party Activity Schedule Reference School Principals Office Notify Diocese of Joliet Designated Person of ACM Related Activities or Renovation Plans On-Going As Needed (708) 334-0585 Maintain Copies of All ACM Related Documents in the Principals Office Provide the annual parental notifications Provide six month surveillance reports Provide short term worker notification reports On-Going Any Document Related to ACM Including this O&M Plan, the Inspection Report, and Management Plan and Any Abatement Documents Ensure Training of Appropriate Staff Members New Hire and Annually for Those Already Trained O&M Program 8
SECTION 3 OUTSIDE WORKER PERMITS 3.1 Policy All construction, renovation, maintenance, or equipment repair work involving the disturbance of suspect ACBM must be cleared through the Diocese of Joliet Designated Person prior to commencing activity. It is the duty of the Principal's Office to make sure that the LEA provides information regarding the location(s) of ACBM and assumed ACBM in school buildings to shortterm workers such as telephone repair workers, tradespeople, tech installers, or building repair contractors. 3.2 Procedure Prior to allowing any outside worker or internal untrained worker to begin maintenance activity in the building, this individual must read and sign the short term worker notification form (included in this section). The Principal's Office shall maintain these signed permits in an office file. If it is determined that ACM will be disturbed by this individual's work, the Principal's Office shall notify the Designated Person (Richard Kaffka, (708) 334-0585). 9
SECTION 4 TRAINING REQUIREMENTS It is specified by the Illinois Asbestos Abatement Act as well as by Policy of the Diocese of Joliet that only Illinois licensed abatement contractors will perform any asbestos abatement activities within this school or any other school within the Diocese of Joliet. A 2-hour General Awareness Training Class shall be provided to all individuals who conduct maintenance/custodial work on school premises, or any maintenance employees who may encounter ACM. This "trained person's" duties shall be limited to those spelled out in Section 2.2 and Table 2.l. This individual will not perform any abatement activities and will immediately notify the Designated Person for the Diocese of Joliet (Richard Kaffka (708) 334-0585) of any activities impacting ACM within their school. The 2-hour general awareness training shall be provided regularly. The Principal's Office shall be responsible for making the training available to appropriate employees. New Custodial and Maintenance staff must be trained within 60 days after commencement of employment. General Awareness training shall include at least the following elements: Information regarding asbestos and its various uses and forms; Information on health effects associated with asbestos exposure; Locations of ACBM identified throughout each school building in which they are to work; Recognition of damage, deterioration, and delamination of ACBM; The name and telephone number of the LEA's Designated Person; and The availability and location of the management plan. 10
SECTION 5 RECORDKEEPING 5.1 Policy Records must be kept of all events that impact asbestos containing materials in the school facility. Records shall become a part of the management plan with one copy to be kept in the Principal's Office Management Plan and one copy sent to and maintained by the Designated Person. Records must be maintained for 3 years after the next required "3-year inspection'. 5.2 Recordkeeping Requirements Relevant events and their documentation that must be maintained in the management plan include: 5.21 For any response action or preventive measures taken for ACBM: a detailed description of the actions and information on sample analysis (see 40 CFR 763.94 (b)), project design, air monitoring results, PM report or any variances. 5.22 For each person required to be trained: his/her name and job title, as well as information on his/her training. 5.23 For each periodic surveillance that is conducted: the name of each person performing the surveillance, the date of the surveillance, and any changes in the condition of the materials. 5.24 For each reinspection: The name and accreditation information of the inspector, the date of the reinspection, and any changes noted in the condition of the material. 5.25 For each required cleaning: the name of the person performing the cleaning, the locations cleaned, and the methods used. 5.26 For each small-scale and short-duration operation and maintenance activity: the name and signature of the contractor performing the activity, the activity start and completion dates, the precise locations, a description of the activity and any preventive measures taken, and if ACBM is removed, the name and location of the storage or disposal site. Also include a copy of the variance from the state to perform O&M. 11
5.27 For maintenance activities other than small-scale and short-duration activities: the name and signature of the person performing the activity: his/her state of accreditation and, if applicable, the accreditation number of each person doing the activity; the activity start and completion dates; the precise locations; a description of the activity and any preventative measures; and if ACBM is removed, the name and location of the storage or disposal site. 5.28 For each fiber release episode: the date and location of the release, the method of repair, the preventive or response actions taken, the name of each person performing the work, and if ACBM is removed, the name and location of the storage or disposal site. 12
SECTION 6 6.1 Policy O&M PROCEDURES It is policy of the Diocese of Joliet that no school employees shall engage in the repair, enclosure, encapsulation, removal, or any way disturbance of asbestos containing materials. All work that will impact asbestos will impact asbestos will be conducted by outside state licensed contractors per the Illinois Asbestos Abatement Act and 40 CFR 760. 6.2 O&M procedures for school Maintenance Staff 6.2.1 Identification of suspect ACBM a. Any building material suspected of containing asbestos shall be handled as ACBM. If a material has not been sampled by a licensed asbestos inspector, and analyzed by a NVLAP approved laboratory, the material shall be considered to be assumed asbestos containing material. b. Materials requiring testing for the presence of asbestos shll be tested in the following manner: 6.2.2 ACBM Inspections 1. Contact the LEA's Designated Person (Richard Kaffka). 2. The LEA's Designated Person will have the suspect materials sampled and analyzed by an accredited lab. 3. Work will proceed only after the LEAs Designated Person has determined whether or not asbestos is present. a The schools "trained person" shall insure that all ACBM and suspect ACBM is inspected every (but not limited to) 6 months for damage or deterioration. b. A report detailing the findings of the inspection shall be included in the management plan. c. Any damage noted shall initiate the appropriate response action by contacting the Diocese of Joliet Designated Person. d. Any debris near ACBM shall initiate special cleaning procedures by the appropriate outside personnel. 13
6.2.3 Special Cleaning and Maintenance Procedures a. Never dry buff or polish asbestos containing floors. b. Never perform any maintenance work in areas suspected to have been contaminated by asbestos fibers. c. All maintenance and repair work involving pipe, boiler, and/or duct insulation shall be assumed to be asbestos containing unless laboratory analysis indicates that no asbestos is present. d. All maintenance personnel shall refrain from disturbing or handling ACBM. All activities resulting in the disturbance or handling of ACBM must be cleared through the LEA's Designated Person. e. It will be assumed that all floor tiles and ceiling panels contain asbestos unless testing has determined otherwise. Any damage, drilling, sawing, cutting, etc., may result in the release of asbestos fibers. Therefore, all maintenance and repair activities involving ceiling and floor tiles shall initiate a call to the Asbestos Designated Person prior to any work that may result in the disturbance of these materials. 14
SECTION 7 O&M PROCEDURES 7.1 Labeling The Diocese of Joliet Designated Person and the school's 'trained person" must make sure that warning labels are attached immediately adjacent to any friable and nonfriable ACBM in routine maintenance areas (such as boiler rooms) of each school building. Such material includes friable ACBM that was responded to by a means other than removal, for example, encapsulation, and ACBM for which no response action was carried out. Classrooms, libraries, and cafeterias are a few examples of rooms that are not considered routine maintenance areas. All labels must be displayed prominently in readily visible locations and remain posted until the ACBM that is labeled is removed. Warning labels must be made readily visible with large print or bright color, and shall read "DANGER : Asbestos Area. Cancer and Lung Disease Hazard. Authorized Personnel Only. Respirators and Protective Clothing are required in this Area. Breathing Asbestos Dust may be Hazardous to your Health. 15
APPENDIX A BLANK FORMS 16
SHORT TERM WORKER NOTIFICATION SHEET (School Name) has been inspected for asbestos containing materials and the location of these materials are identified on the attached sheets. Be aware that only licensed asbestos workers wearing appropriate respiratory protection are permitted to work with asbestos containing materials in such; a way that may cause fiber release. If you have any questions, contact your employer. Your signature on the sign-in sheet signifies that you have been notified about the existence and location of asbestos containing building materials in these buildings. Employee Name Date Company Name 17
DIOCESE OF JOLIET, PERIODIC SURVEILLANCE REPORT School Building City Date Person Performing Surveillance Material Summary USA NO. USA Description And Location Condition Changes NO YES Damage Water Physical Other Necessary Action Comments: Signature Date 18