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Attachment 14_City Attorney's Office MemoTHE CITY OF Dui Masterpiece on the Mississip BARRY LINDA CITY ATTORN %Y BAL:tls Attachment To: Michael C. Van Milligen, City Manager DATE: August 4, 2010 RE: Safe Community Task Force Attached per your July 22, 2010 Memorandum to Department Managers is information from the City Attorney's Office relating to the Safe Community Task Force Recommendations. F: \USERS \tsteckle \Lindahl\ Memos\ MVM_ SafeCommunityTaskForce _080410.doc MEMORANDUM OFFICE OF THE CITY ATTORNEY DUBUQUE, IOWA SUITE 330, HARBOR VIEW PLACE, 300 MAIN STREET DUBUQUE, IA 52001 -6944 TELEPHONE (563) 583 -4113 / FAx (563) 583 -1040 / EMAIL balesq @cityofdubuque.org THE CITY OF DUB1'LJE MEMORANDUM Masterpiece on the Mississippi CRENNA M. BRUMWELL, ESQ. ASSISTANT CITY ATTORNEY To: Barry A. Lindahl, City Attorney DATE: August 4, 2010 RE: Safe Community Task Force Recommendations to City Council In response to the attached July 22, 2010 City Manager Memorandum to Department Managers regarding Safe Community Task Force, I am providing you with information relating to the Safe Community Task Force Recommendations. My responses follow the format of Management Fellow Phyllis Russell's July 15, 2010 Memorandum. Enforcement: 1) Curfew: The City Attorney's Office has a significant amount of research related to curfews which was gathered in the past. Updated information is being gathered and the sum of the information will be reviewed with the Dubuque Police Department and other organizations as necessary to determine the possibility and logistics of a curfew ordinance in Dubuque. 3) Noise Ordinance: Research is being done on strategies used in other communities for combating noise issues and complaints. An informational brochure may be one way to share information with the community on noise related complaints. 6) Commission Creation: The City Attorney's Office has created a template for boards and commissions during an ongoing project to establish consistency amongst boards and commissions. Input from the Safe Community Task Force will used in conjunction with City Council input to develop the mission, terms, powers and duties of a crime related commission. Housing Code Enforcement: 8) Free Background Checks: The City Attorney's Office created the form which landlords or property managers will submit to the Dubuque Police Department to process the free background checks. Our office will also be working with the newly hired employee and COPs to evaluate background OFFICE OF THE CITY ATTORNEY DUBUQUE, IOWA SUITE 330, HARBOR VIEW PLACE, 300 MAIN STREET DUBUQUE, IA 52001 -6944 TELEPHONE (563) 589 -4381 / FAx (563) 583 -1040 / EMAIL cbrumwel @cityofdubuque.org check services and determine which offers the best information. Attachment #1 is the Background Check Consent Form. 9) Establish Threshold Number Of Complaint Calls: The City Attorney's Office will revisit and reevaluate the previously Property In Need of Assistance ordinance and work with the Dubuque Area Landlord Association and Neighborhood Associations to determine if any elements of the previously proposed ordinance can be salvaged and what additional elements they would like to see be included. Other communities will be researched for different models to draw from for a best practices approach. 10) Tiered inspections: The City Attorney's Office is researching tiered inspection models used by other communities for evaluation of the Housing Commission, Housing & Community Development Department Staff, and the City Council. 11) Exterior Code Enforcement: The City Attorney's Office recently met with both Housing and Building Inspectors for the purposes of reviewing some inspection models used by other communities. Specifically, staff reviewed a stoplight type system used by Rock Island, Illinois. Rock Island performed a comprehensive inspection cycle of all property in the community. The inspections included reference sheets for both exterior and interior inspections. The inspection sheets contain Black, Red, Yellow, and Green sections. Any violations falling into a red or black section result in a building being immediately posted as not habitable until the violations are corrected. Violations falling under the yellow or green sections are provided with certain periods of time for correction. As Rock Island is a much smaller community Dubuque may not have the resources to use this system in exactly the same way. However, we believe it can be modified to become an effective tool for staff. Specifically, inspectors can identify the most serious concerns they would have from an exterior and interior perspective related to their field of expertise (plumbing, electrical, structural, etc.) Those most serious issues can then be put into a format for other city staff, who may have occasion to be at or in properties throughout the community in the course of their duties, such as Police Officers, Fire Department staff, and Public Works employees. This will allow for referral of the most serious issues on a pro- active basis to the correct department. Further discussion on this will occur and may explore providing a training session for employees. Attachments #2 and #3 are copies of the Inspection Forms used in Rock Island. 12) LL /Tenant Database: The City Attorney's Office created a form for the Police Department Records Division to use on collection of data. We will continue to work with the newly hired staff person to evaluate this system and determine whether modifications are necessary. Attachment #4 is the City of Dubuque Tenant Database Submission Form. 13) Training Programs: The City Attorney's Office is working with other city departments to evaluate the addition of programming for landlords in the community. The annual Crime Free Multi- Housing Program would continue, 2 Human Relations: but an expansion involving quarterly evening sessions is being explored to cover topics requested by landlords or emerging community issues related to landlords, tenants, citizens and the city. 4) Intercultural Competency: Assistant City Attorney Crenna Brumwell is a member of the Intercultural Competency Training Team which provides training to staff and citizens in the community. 5) Human Relations Initiative: The City Attorney's Office, with City Council approval, will take over the investigation and enforcement of human rights complaints. This will expand the ability and opportunities of current Human Rights Department staff to mediate community disputes, offer additional training to city staff, and take the training out into the community. Management Of Physical Environment: 3) Boarded Windows & Doors: The City Attorney's Office drafted a boarded up windows & doors ordinance related to Historic Preservation and Conservation Districts. The ordinance was presented to the Historic Preservation Commission for review and consideration. No formal recommendation has proceeded to the City Council from the HPC up to this point. Related to properties outside of historic and conservation districts, the housing code and building codes provide some basis for preventing boarded up windows and are used regularly by inspectors. The City Attorney's Office is able to expand the ordinance to include all property in the city. Ordinance is attached as Attachment #5. 4) Preservation Briefs: The City Attorney's Office requested Planning & Zoning staff to research the preservation briefs related to the proper "mothballing" of historic structures. The attached preservation brief outlines the process. Our office will now evaluate modifications to city ordinances to incorporate the process outlined in the preservation brief. Assistant City Attorney Crenna Brumwell will be meeting with Planning & Zoning staff on August 5, 2010 to review the preservation brief for possible implementation. Preservation brief is attached as Attachment #6. F: \USERS \Cbrumwel \Safe Community Task Force \BAL_SCTF_080410.doc 3 Last Name Any other names used Phone Number (s) Date of Birth (Circle One) City of Dubuque Prospective Tenant Background Check Consent Form Yes No Attachment #1 First Name Middle Name Sex: (circle one) Social Security Number, Driver's License Number, or State ID Number Current Address: Three (3) Prior Addresses: Prior Landlord Name, Address & Phone: 1. 1. 2. 2. 3. 3. Address of Unit to be Rented: Landlord /Property Manager: Phone: ** *Additional Occupants of unit 18 years or older: (Name, Date of Birth) 1. 3. 2. 4. Number of Occupants of unit under 18 years of age: Have you been convicted of a felony, serious or aggravated misdemeanor in the past five (5) years? Signed this day of , 2010. Signature Date Male Female If yes, explain: I hereby consent to the use of the above information to run my criminal background and perform an eviction search. I am of legal age, sign this as my own free act and deed, and I understand what it means and what I am agreeing to by signing. ** *Additional household members over the age of 18 must also complete a Prospective Tenant Background Check Consent Form ROCK ISLAND ILLINOIS INSPECTION ISSUED TO : Name Address City,State,Zip PROP RATING: Select Rating INSPECTION DIVISION 1528 Third Avenue Rock Island, Illinois 61201 (309) 732-7368 City of Rock Island Inspection Division — Housing and Property Maintenance Inspection Report INSPECTION INFORMATION: Inspector Select Name Date Select Date Property Unit /Apt Interior Inspection Form PERSON (S) PRESENT AT TIME OF INSPECTION: SELECT Person Phone SELECT Person Phone Phone Phone PASS PASS PASS PASS PASS PASS PASS PASS PASS PASS PASS PASS PASS PASS PASS PASS PASS PASS PASS PASS PASS UTILITIES Water, Gas, and Electricity. SMOKE DETECTORS ARE REQUIRED (Battery powered allowed in existing structures) 7 04.2 In each bedroom or sleeping area. • 704.2■ Outside each sleeping area in the immediate vicinity of the bedrooms (Hallway). ..7.04. On each story within a dwelling (including Basements and Walk up attics). CARBON MONOXIDE DETECTORS One within 15' of every bedroom or sleeping area. One within 10' of the furnace and water heater (Rental in lieu of annual inspection of furnace). All kitchen countertop outlets within 6' of sink. All outlets in bathroom (Rental only, if none/ one must be installed by an electrical contractor). INSPECTOR COMMENTS GFI PROTECTED OUTLETS DEADBOLTS Front entry door (must be a thumb wheel on the inside). 304.1. Rear entry door (must be thumbwheel on the inside). 304.1. Side entry door (must be thumbwheel on the inside). 304.1:' Garage entry door to house (must be thumbwheel on the inside). Unrelated occupancy ONLY ( Augustana etc) Bedroom doors. SANITATION Structure must be clean and sanitary. INFESTATION Structure must be free of infestation prior /during renting or leasing. ELECTRICAL SYSTEM Minimum 120/240 volt, 60 amps Service. 4. Water meter bonding jumper. 604.3 Free of electrical system hazards (open or improper wiring, broken outlets or fixtures). t 604. Panel grounded properly. Basement bedrooms must have a 5.7 Sq Ft Egress window /window well. Method of egress must be maintained (Entries and halls must be clear of storage). HANDRAILS AND GUARDS PASS Guards and handrails on interior stairs. EGRESS PATHS Page 1 of 2 City of Rock Island Inspection Division — Housing and Property Maintenance Inspection Report Page 1 of 2 ELECTRICAL INSPECTOR COMMENTS PASS 605.2 Minimum 2 separate and remote outlets in every habitable room. PASS 605.3 Interior stairway, kitchen, bathroom, laundry room, boiler and furnace room at least one light fixture. PASS 605.1 Tenants have access to electric panel/ able to reset tripped breakers. PLUMBING PASS 505.4 Water heater 30 single unit, 40 duplex, 50 triplex PASS 505.1 Kitchen sink no leaks. PASS 505.1 Kitchen sink drains no leaks and are solid PVC or metal. PASS 506.2 Bathtub has 1'/:" air gap and no leaks/ Shower no leaks or hand held shower head. PASS 505.2 Bathroom sink 1'/2" air gap and no leaks. PASS 505.2 Bathroom sink drain no leaks and solid PVC or Metal. PASS 506.2 Toilet no leaks and functions properly. PASS 506.2 Basement floor drain has clean out plug and functions properly. PASS 506.2 Washer drain has "P" trap. FURNACE PASS 602.3 Capable of maintaining 68 degrees in all habitable rooms. October 1st to May 15` HABITABLE ROOM SIZES PASS 404.3 Ceiling height must be 7' for habitable spaces. PASS 404.3 Basement Ceiling must be 6'8" (6'4" under beams). PASS 404.3 Sleeping or study rooms must have clear ceiling height of 7' for at least 1/3 minimum floor area. BEDROOMS PASS 404.4.1 70 sq feet for one person (7' being the smallest dimension). PASS 404.4.1 100 sq feet for two persons. DRYER EXHAUST PASS 403.5 Dryers must be vented outside using metal < 15'total run. (Flexible metal no longer than 8' of the 15'). VENTILATION PASS 403.2 Bathrooms must have a window with a screen or 50 CFM vent fan exhausted to the outside. PASS 403.1 Every habitable space must have at least one operable window equal to 8% of room's sq footage. PASS 402.1 Every operable window must open, stay in place with its own hardware and lock. INTERIOR SURFACES PASS 305.3 All ceilings and walls must be maintained in a professional state of repair. PASS 305.4 Every stair, ramp landing, balcony, porch or deck must be sound and good repair. PASS 305.5 Handrail and guards must be capable of supporting normally impose loads. PASS 305.6 Interior doors must fit reasonably well within its frame and open and close properly. PASS 503.4 Kitchen and bathroom floors must be impervious to water. FOUNDATION PASS 304.5 Foundation walls are free from open cracks and breaks and shall safely support loads. City of Rock Island Inspection Division — Housing and Property Maintenance Inspection Report Page 1 of 2 Property Address Parcel Number Date Time -- Month -- 2007 Inspector -- Select Name -- Review Elements Status Comments 1 Premise I.D. 304.3 Pass 2 Door Deadbolts 304.18.1 Pass 3 Weeds / Long Grass 302.4 Pass 4 Gutters 304.7 Pass 5 Sidewalk(s), Driveway(s) 302.3 Pass 6 Screen(s) 304.14 Pass 7 Glazing 303.13.1 Pass 8 Sanitation / Garbage 302.1 /307.1 /307.3 Pass 9 Motor Vehicles 302.8 Pass 10 Basement Hatchways 304.16 Pass 11 Guards / Basement Windows 304.17 Pass 12 Decorative Trim 304.8 Pass 13 Windows, Skylights, Frames 304.13 Pass 14 Door Frames 304.13 Pass 15 Protective Treatment 304.2 Pass 16 Overhang Extensions / Soffit 304.9 (Bare Wood, Missing Soffit Panel {s }) Pass 17 Deck(s) 304.10 Pass 18 Balcony(s) 304.10 Pass 19 Stairway(s) 304.10 Pass 20 Handrail(s) 304.12 Pass 21 Guard(s) 304.12 Pass 22 Foundation 304.5 (Caulking) Pass 23 Overhang / Soffit 304.9 (Soffit Decay) Pass 24 Foundation 304.5 (Tuck Pointing) Pass 25 Porches 304.10 Pass 26 Roof 304.7 (Shingle Decay, Rafter Tail / Fascia Decay) Pass 27 Chimney, Towers 304.11 Pass 28 Exterior Walls 304.6 Pass 29 30 31 Structural Members 304.4 Pass Roof 304.7 (Structural Failure / Holes) Foundation 304.5 (Missing Brick / Blocks, Plumb & Level) Garage / Accessory Structure 32 Glazing 304.13.1 Pass 33 Window Frames 304.13 Pass 34 Exterior / Protective Treatment 304.2 Pass 35 Doors 304.13 (Man / Vehicle) Pass 36 Roof 304.7 Pass 37 38 39 . Exterior Walls 304.6 (Structural) Pass Structural 304.4 (R000 Foundation 304.5 (Integrity) ROCK ISLAND ILLINOIS Overall Comments: Attachment #3 Exterior Inspection Review Form City of Rock Island Attachment #4 City of Dubuque Tenant Database Submission Form Tenant Name: Rental Address: Landlord Name: Landlord Phone Number: Landlord Address: Tenancy Start Date: Tenancy End Date: Forcible Entry & Detainer (Circle one): Yes No Forcible Entry & Detainer Case Number: Forcible Entry & Detainer Disposition: Deposit Collected (Circle one): Yes No Amount: Deposit Returned (Circle one): Yes No Partial: $ Rent Late (Circle one): Yes No If yes, how many times: 1 — 3 4 — 6 7 — 9 10+ General Comments: DISCLAIMER: the information contained herein is made available to the public by the City of Dubuque but is provided by landlords owning property in Dubuque, property management companies managing property in Dubuque, and the Iowa District Court for Dubuque County. Neither the City of Dubuque, Housing & Community Development Department, nor any other agency or entities thereof, assumes any legal liability or responsibility for the accuracy, completeness, or usefulness of any information or process disclosed. Any information submitted can, and will be, redacted if the information is determined to be inappropriate. For Administration Purposes Only Rec'd by: Date: Attachment #5 Prepared by: Crenna M. Brumwell, Esq. 300 Main Street Suite 330 Dubuque IA 52001 563 589 -4381 Sec. 11 -60. Special Provisions. ORDINANCE NO. -09 AMENDING CHAPTER 11 OF THE CITY OF DUBUQUE CODE OF ORDINANCES BUILDINGS AND BUILDING REGULATIONS BY AMENDING SECTION 11 -60 ADDING A PROVISION ESTABLISHING THE EXTERIOR SECURITY AND APPEARANCE OF BUILDINGS IN HISTORIC AND CONSERVATION DISTRICTS NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: Section 1. Section 11 -60 of the City of Dubuque Code of Ordinances is amended by adding thereto the following new provision: (f) Exterior Security and Appearance of Buildings in Historic and Conservation Districts: 1. Application. The requirements of this Provision shall apply to all current Historic and Conservation Districts as well as any Historic and Conservation Districts designated in the future. 2. No building openings, except basement windows, with any lot frontage may be boarded or covered. Doors and windows located on a facade with lot frontage must be properly maintained, painted, and trimmed in the same manner as if the building was occupied. All other unsecured exterior building openings must be secured with 3/8" plywood and nailed every 8" with #6 box nails. On the first floor, the plywood must be cut to fit the opening and must not be pieced. On the second floor or above, the plywood may be pieced providing it is adequately supported behind the seam. Building openings must be covered from the outside and the plywood painted to blend in with the remaining exterior color of the building. 3. Implementation. a. Any owner of a building or structure who is required to make changes to the exterior of their building or structure shall be afforded a period of time to comply. In order to obtain time for compliance the building or structure owner shall submit a plan for approval to the Building or Housing Official. In the case of commercial property the plan shall be submitted to the Building Official. In the case of residential property the plan shall be submitted to the Housing Official. b. Windows Boarded up prior to May 1, 2010. 1. The building or structure owner shall have nine (9) months to submit a plan for bringing the building or structure into compliance. One extension of three (3) months may be granted by the applicable official. 4. Appeal Rights. 2. A building or structure owner shall have nine (9) months from submission of a plan to complete the work outlined in the submitted plan. One extension of three (3) months may be granted by the applicable official. c. Windows Boarded up after May 1, 2010 1. The building or structure owner shall have ninety (90) days to submit a plan for bringing the building or structure into compliance. One extension of thirty (30) days may be granted by the applicable official. 2. A building or structure owner shall have nine (9) months from submission of a plan to complete the work outlined in the submitted plan. One extension of three (3) months may be granted by the applicable official. a. Any property owner aggrieved or adversely affected by a decision of the Building or Housing Official under this Provision may apply to the City Manager for review of such decision by filing a written notice of appeal with the City Manager within thirty (30) days of the date of the decision. The notice of appeal shall include the following: Name and address of person appealing (appellant). ii. A brief statement in ordinary and concise language of the decision protested, together with any material facts claimed to support the contentions of the appellant. iii. A brief statement in ordinary and concise language of the relief sought, and the reasons why it is claimed the protested decision should be reversed, modified, continued, or determined as economically non - viable. iv. The signatures of all parties named as persons appealing and their official mailing addresses. v. If the appellant intends to assert economic non - viability of the project then the following additional items shall be included: 1. Estimate of the cost of the proposed work or activity and an estimate of any additional cost that would be incurred to comply with the ordinance; 2. A report from a licensed engineer or architect with experience in rehabilitation as to the structural soundness of any structures and their suitability for rehabilitation; 3. Estimated market value of the property in its current condition and after completion of the proposed construction, alteration, or renovation required by the Ordinance, of the existing property for continued use; 4. An estimate from an architect, developer, real estate consultant, appraiser or other real estate professional experienced in rehabilitation, as to the economic feasibility of rehabilitation or reuse of the existing structure on the property; 5. The amount paid for the property, the date of purchase and the person from whom purchased, including a description of the relationship, if any, between the owner of record or the applicant and the person from whom the property was purchased, and any terms of financing between the seller and buyer; 6. If the property is income producing, the annual gross income from the property for the previous two (2) years; 7. Itemized operating and maintenance expenses for the previous two (2) years; and depreciation deduction and annual cash flow before and after debt service, if any, during the same period; 8. The remaining balance on any mortgage or other financing secured by the property and annual debt service, if any, for the previous two (2) years; 9. All appraisals obtained within the previous two (2) years by the owner or applicant in connection with the purchase, financing or ownership of the property; 10. Any listing of the property for sale or rent, price asked and offers received, if any, within the previous two (2) years; 11. The assessed value of the property according to the two (2) most recent assessments; 12. The amount of real estate taxes for the previous two (2) years and whether or not they have been paid; 13. The form of ownership or operation of the property, whether sole proprietorship, for profit or not for profit corporation, limited partnership, joint venture or other; 14. Any other information considered necessary by the City Manager to make a determination as to whether the property does yield or may yield any reasonable economic return to the property owner(s), including, but not limited to, the income tax bracket of the owner(s) or applicant(s) or of the principal investor(s) in the property; 15. Proof of the applicant's efforts to obtain financing, tax incentives, preservation grants and other incentives sufficient to allow the applicant to earn a reasonable and an economic return from the property; and 16. A showing of the applicant's efforts in ongoing maintenance and repair. b. The City Manager shall review the Appeal and issue a decision within thirty (30) days of receipt. The decision shall be mailed to the property owner. The City Manager shall be authorized to: i. Uphold the decision of the Building or Housing Official, ii. Modify the decision of the Building or Housing Official, iii. Continue the matter ninety (90) days for City Council review of an application to remove a property from a Conservation or Historic Preservation District, or iv. If the City Manager, after review of the evidence submitted, finds that requiring compliance with the Ordinance would prevent the property owner from earning any reasonable economic return from the property, the City Manager shall: 1. Make a determination of economic non - viability, or Attest: Section 2. This Ordinance shall take effect on publication. Passed, approved and adopted the day of , 2009. Jeanne F. Schneider, City Clerk 2. At the City Manager's discretion, postpone, for a period not to exceed one hundred eighty (180) days, the issuance of a Certificate of Economic Non - viability. During this time, the City Manager shall assign staff to investigate strategies which would allow the property owner to earn a reasonable economic return from the property. No regulated permit shall be issued during this time unless a certificate of appropriateness has been secured from the Historic Preservation Commission. If, at the end of the one hundred eighty (180) day period, the City Manager, finds that the property owner still cannot earn any reasonable economic return from the property, shall issue a finding of Economic Non - viability. 3. If the City Manager finds, after initial review or after the one hundred eighty (180) day period of postponement, that the property owner has, in fact, earned or is able to earn a reasonable economic return from the property, then the City Manager shall not make a determination of economic non - viability. Roy D. Buol, Mayor Sec. 11 -60. Special Provisions. EFFECT OF AMENDMENT (f) Exterior Security and Appearance of Buildings in Historic and Conservation Districts: 1. Application. The requirements of this Provision shall apply to all current Historic and Conservation Districts as well as any Historic and Conservation Districts designated in the future. 2. No building openings on any facade that faces or adjoins the street side of a property may be boarded or covered. Doors and windows located on a facade that faces or adjoins the street side of a property must be properly maintained, painted, and trimmed in the same manner as if the building was occupied. All other unsecured exterior building openings must be secured with 3/8" plywood and nailed every 8" with #6 box nails. On the first floor, the plywood must be cut to fit the opening and must not be pieced. On the second floor or above, the plywood may be pieced providing it is adequately supported behind the seam. Building openings must be covered from the outside and the plywood painted to blend in with the remaining exterior color of the building. 3. Effective Date. a. This Ordinance shall take effect in Historic Districts upon publication, as provided by law. b. This Ordinance shall take effect in Conservation Districts eighteen (18) months following publication, as provided by law. 4. Implementation. Any owner of a building or structure who is required to make changes to the exterior of their building or structure shall be afforded a period of time to comply, not to exceed twelve months. In order to obtain a period of time for compliance, the building or structure owner shall submit a plan for approval to the Building Official. The plan shall include a time line for bringing the building or structure into compliance. 5. Appeal Rights. a. If a time line for bringing the building into compliance cannot be agreed upon by the owner of the building or structure and the Building Official, the Building Official shall set a deadline for compliance, in writing, which shall be mailed to the property owner. b. Any property owner aggrieved or adversely affected by a decision of the Building Official under this Provision may apply to the City Manager for review of such decision by filing a written notice of appeal with the City Manager within twenty (20) days of the date of the decision. The notice of appeal shall include the following: Name and address of person appealing. ii. A brief statement in ordinary and concise language of the decision protested, together with any material facts claimed to support the contentions of the person appealing. iii. A brief statement in ordinary and concise language of the relief sought, and the reasons why it is claimed the protested decision should be reversed or modified. iv. The signatures of all parties named as persons appealing and their official mailing addresses. c. The City Manager shall review the Appeal and issue a decision within thirty (30) days of receipt. The City Manager is authorized to uphold or modify the decision of the Building Official. The decision shall be mailed to the property owner. Preservation Brief 31: Mothballing Historic Buildings Page 1 of 16 Mothballing Historic Buildings Sharon C. Park, AIA »Documentation »Stabilization »Mothballing »Mothballing Checklist »Maintenance Chart »Conclusion This building has been successfully mothballed for 10 years because the roof and walls were repaired and structurally stabilized, ventilation louvers added, and the property maintained. Photo: NPS files. Attachment #6 31Preservation Briefs Technical Preservation Services National Park Service U.S. Department of the Interior A NOTE TO OUR USERS: The web versions of the Preservation Briefs differ somewhat from the printed versions. Many illustrations are new, captions are simplified, illustrations are typically in color rather than black and white, and some complex charts have been omitted. When all means of finding a productive use for a historic building have been exhausted or when funds are not currently available to put a deteriorating structure into a useable condition, it may be necessary to close up the building temporarily to protect it from the weather as well as to secure it from vandalism. This process, known as mothballing, can be a necessary and effective means of protecting the building while planning the property's future, or raising money for a preservation, rehabilitation or restoration project. If a vacant property has been declared unsafe by building officials, stabilization and mothballing may be the only way to protect it from demolition. This Preservation Brief focuses on the steps needed to "de- activate" a property for an extended period of time. The project team will usually consist of an architect, historian, preservation specialist, sometimes a structural engineer, and a contractor. Mothballing should not be done without careful planning to ensure that needed physical repairs are made prior to securing the building. The steps discussed in this Brief can protect buildings for periods of up to ten years; long -term success will also depend on continued, although somewhat limited, monitoring and maintenance. For all but the simplest projects, hiring a team of preservation specialists is recommended to assess the specific needs of the structure and to develop an effective mothballing program. A vacant historic building cannot survive indefinitely in a boarded -up condition, and so even marginal interim uses where there is regular activity and monitoring, such as a caretaker residence or non - flammable storage, are generally preferable to mothballing. http: / /www.nps.gov/ history /hps /tps/briefs/brief31.htm 07/23/2010 Preservation Brief 31: Mothballing Historic Buildings In a few limited cases when the vacant building is in good condition and in a location where it can be watched and checked regularly, closing and locking the door, setting heat levels at just above freezing, and securing the windows may provide sufficient protection for a period of a few years. But if long -term mothballing is the only remaining option, it must be done properly. This will require stabilization of the exterior, properly designed security protection, generally some form of interior ventilation -- either through mechanical or natural air exchange systems - -and continued maintenance and surveillance monitoring. Comprehensive mothballing programs are generally expensive and may cost 10% or more of a modest rehabilitation budget. However, the money spent on well - planned protective measures will seem small when amortized over the life of the resource. Regardless of the location and condition of the property or the funding available, the following 9 steps are involved in properly mothballing a building: Documentation Boarding up without adequate ventilation and maintenance has accelerated deterioration of this property. Photo: NPS files. 1. Document the architectural and historical significance of the building. 2. Prepare a condition assessment of the building. Stabilization 3. Structurally stabilize the building, based on a professional condition assessment. 4. Exterminate or control pests, including termites and rodents. 5. Protect the exterior from moisture penetration. Mothballing 6. Secure the building and its component features to reduce vandalism or break - ins. 7. Provide adequate ventilation to the interior. 8. Secure or modify utilities and mechanical systems. 9. Develop and implement a maintenance and monitoring plan for protection. These steps will be discussed in sequence below. Documentation and stabilization are critical components of the process and should not be skipped over. Mothballing measures should not result in permanent damage, and so each treatment should be weighed in terms of its reversibility and its overall benefit. Documentation Documenting the historical significance and physical condition of the property will provide information necessary for setting priorities and allocating funds. The project team should be cautious when first entering the structure if it has been vacant or is deteriorated. It may be advisable to shore temporarily areas appearing to be structurally Page 2 of 16 http : / /www.nps.gov/history /hps /tps /briefs /brief31.htm 07/23/2010 Preservation Brief 31: Mothballing Historic Buildings Page 3 of 16 unsound until the condition of the structure can be fully assessed. If pigeon or bat droppings, friable asbestos or other health hazards are present, precautions must be taken to wear the appropriate safety equipment when first inspecting the building. Consideration should be given to hiring a firm specializing in hazardous waste removal if these highly toxic elements are found in the building. Documenting and recording the building Documenting a building's history is important because evidence of its true age and architectural significance may not be readily evident. The owner should check with the State Historic Preservation Office or local preservation commission for assistance in researching the building. If the building has never been researched for listing in the National Register of Historic Places or other historic registers, then, at a minimum, the following should be determined: The overall historical significance of the property and dates of construction; The chronology of alterations or additions and their approximate dates; and, Types of building materials, construction techniques, and any unusual detailing or regional variations of craftsmanship. Old photographs can be helpful in identifying early or original features that might be hidden under modern materials. On a walk- through, the architect, historian, or preservation specialist should identify the architecturally significant elements of the building, both inside and out. By understanding the history of the resource, significant elements, even though deteriorated, may be spared the trash pile. For that reason alone, any materials removed from the building or site as part of the stabilization effort should be carefully scrutinized and, if appearing historic, should be photographed, tagged with a number, inventoried, and safely stored, preferably in the building, for later retrieval. A site plan and schematic building floor plans can be used to note important information for use when the building is eventually preserved, restored, or rehabilitated. Each room should be given a number and notations added to the plans regarding the removal of important features to storage or recording physical treatments undertaken as part of the stabilization or repair. Documenting a building's history and assessing its condition provide information to set priorities for stabilization and repair, prior to mothballing. Photo: NPS files. Because a mothballing project may extend over a long period of time, with many different people involved, clear records should be kept and a building file established. Copies of all important data, plans, photographs, and lists of consultants or contractors who have worked on the property should be added to the file as the job progresses. Recording actions taken on the building and identifying where elements that have been removed are stored will be helpful in the future. The project coordinator should keep the building file updated and give duplicate copies to the owner. A list of emergency numbers, including the number of the key holder, http: / /www.nps.gov/ history /hps /tps /briefs/brief31.htm 07/23/2010 Preservation Brief 31: Mothballing Historic Buildings Page 4 of 16 should be kept at the entrance to the building or on a security gate, in a transparent vinyl sleeve. Preparing a condition assessment of the building A condition assessment can provide the owner with an accurate overview of the current condition of the property. If the building is deteriorated or if there are significant interior architectural elements that will need special protection during the mothballing years, undertaking a condition assessment is highly recommended, but it need not be exhaustive. A modified condition assessment, prepared by an architect or preservation specialist, and in some case a structural engineer, will help set priorities for repairs necessary to stabilize the property for both the short and long -term. It will evaluate the age and condition of the following major elements: foundations; structural systems; exterior materials; roofs and gutters; exterior porches and steps; interior finishes; staircases; plumbing, electrical, mechanical systems; special features such as chimneys; and site drainage. To record existing conditions of the building and site, it will be necessary to clean debris from the building and to remove unwanted or overgrown vegetation to expose foundations. The interior should be emptied of its furnishing (unless provisions are made for mothballing these as well), all debris removed, and the interior swept with a broom. Building materials too deteriorated to repair, or which have come detached, such as moldings, balusters, and decorative plaster, and which can be used to guide later preservation work, should be tagged, labeled and saved. Buildings seriously damaged by storms or deterioration may need to be braced before architectural evaluations can be made. Photo: John Milner Architects. Photo: NPS files Photographs or a videotape of the exterior and all interior spaces of the resource will provide an invaluable record of "as is" conditions. If a videotape is made, oral commentary can be provided on the significance of each space and architectural feature. If 35mm photographic prints or slides are made, they should be numbered, dated, and appropriately identified. Photographs should be cross - referenced with the room numbers on the schematic plans. A systematic method for photographing should be developed; for example, photograph each wall in a room and then take a corner shot to get floor and ceiling portions in the picture. Photograph any unusual details as well as examples of each window and door type. For historic buildings, the great advantage of a condition assessment is that architectural features, both on the exterior as well as the interior, can be rated on a scale of their importance to the integrity and significance of the building. Those features of the highest priority should receive preference when repairs or protection measures are outlined as part of the mothballing process. Potential problems with protecting these features should be identified so that appropriate interim solutions can be selected. For http: / /www.nps.gov/ history /hps /tps/briefs/brief31.htm 07/23/2010 Preservation Brief 31: Mothballing Historic Buildings Page 5 of 16 Loose or detached elements should be identified, tagged and stored, preferably on site. Photo: NPS files Structurally stabilizing the building Interior bracing which will last the duration of the mothballing will protect weakened structural members. Photo: John Milner Architects. example, if a building has always been heated and if murals, decorative plaster walls, or examples of patterned wall paper are identified as highly significant, then special care should be taken to regulate the interior climate and to monitor it adequately during the mothballing years. This might require retaining electrical service to provide minimal heat in winter, fan exhaust in summer, and humidity controls for the interior. Stabilization Stabilization as part of a mothballing project involves correcting deficiencies to slow down the deterioration of the building while it is vacant. Weakened structural members that might fail altogether in the forthcoming years must be braced or reinforced; insects and other pests removed and discouraged from returning; and the building protected from moisture damage both by weatherizing the exterior envelope and by handling water run -off on the site. Even if a modified use or caretaker services can eventually be found for the building, the following steps should be addressed. While bracing may have been required to make the building temporarily safe for inspection, the condition assessment may reveal areas of hidden structural damage. Roofs, foundations, walls, interior framing, porches and dormers all have structural components that may need added reinforcement. Structural stabilization by a qualified contractor should be done under the direction of a structural engineer or a preservation specialist to ensure that the added weight of the reinforcement can be sustained by the building and that the new members do not harm historic finishes. Any major vertical post added during the stabilization should be properly supported and, if necessary, taken to the ground and underpinned. If the building is in a northern climate, then the roof framing must be able to hold substantial snow loads. Bracing the roof at the ridge and mid - points should be considered if sagging is apparent. Likewise, interior framing around stair openings or under long ceiling spans should be investigated. Underpinning or bracing structural piers weakened by poor drainage patterns may be a good precaution as well. Damage caused by insects, moisture, or from other causes should be repaired or reinforced and, if possible, the source of the damage removed. If features such as porches and dormers are so severely deteriorated that they must be removed, they should be documented, photographed, and portions salvaged for storage prior to removal. If the building is in a southern or humid climate and termites or other insects are a particular problem, the foundation and floor framing should be inspected to ensure that there are no major structural weaknesses. This can usually be done by observation from the crawl space or basement. For those structures where this is not possible, it may be http:// www. nps. gov/ history /hps /tps/briefs /brief31.htm 07/23/2010 Preservation Brief 31: Mothballing Historic Buildings Page 6 of 16 advisable to lift selective floor boards to expose the floor framing. If there is evidence of pest damage, particularly termites, active colonies should be treated and the structural members reinforced or replaced, if necessary. Controlling pests Pests can be numerous and include squirrels, raccoons, bats, mice, rats, snakes, termites, moths, beetles, ants, bees and wasps, pigeons, and other birds. Termites, beetles, and carpenter ants destroy wood. Mice, too, gnaw wood as well as plaster, insulation, and electrical wires. Pigeon and bat droppings not only damage wood finishes but create a serious and sometimes deadly health hazard. If the property is infested with animals or insects, it is important to get them out and to seal off their access to the building. If necessary, exterminate and remove any nests or hatching colonies. Chimney flues may be closed off with exterior grade plywood caps, properly ventilated, or protected with framed wire screens. Existing vents, grills, and louvers in attics and crawl spaces should be screened with bug mesh or heavy duty wire, depending on the type of pest being controlled. It may be advantageous to have damp or infected wood treated with insecticides (as permitted by each state) or preservatives, such as borate, to slow the rate of deterioration during the time that the building is not in use. Securing the exterior envelope from moisture penetration It is important to protect the exterior envelope from moisture penetration before securing the building. Leaks from deteriorated or damaged roofing, from around windows and doors, or through deteriorated materials, as well as ground moisture from improper site run -off or rising damp at foundations, can cause long -term damage to interior finishes and structural systems. Any serious deficiencies on the exterior, identified in the condition assessment, should be addressed. Regrading has protected this masonry foundation wall from excessive damp during its 10 -year mothballing. Note the attic and basement vents, temporary stairs, and interpretive sign. Photo: NPS files. To the greatest extent possible, these weatherization efforts should not harm historic materials. The project budget may not allow deteriorated features to be fully repaired or replaced in -kind. Non - historic or modern materials may be used to cover historic surfaces temporarily, but these treatments should not destroy valuable evidence necessary for future preservation work. Temporary modifications should be as visually compatible as possible with the historic building. Roofs are often the most vulnerable elements on the building exterior and yet in some ways they are the easiest element to stabilize for the long term, if done correctly. "Quick fix" solutions, such as tar patches on slate roofs, should be avoided as they will generally fail within a year or so and may accelerate damage by trapping moisture. They are difficult to undo later when more permanent repairs are undertaken. Use of a tarpaulin over a leaking roof should be thought of only as a very temporary emergency repair because it is often blown off by the wind in a subsequent storm. If the existing historic roof needs moderate repairs to make it last an additional ten http: / /www.nps.gov/ history /hps /tps/briefs /brief31.htm 07/23/2010 Preservation Brief 31: Mothballing Historic Buildings Page 7 of 16 years, then these repairs should be undertaken as a first priority. Replacing cracked or missing shingles and tiles, securing loose flashing, and reanchoring gutters and downspouts can often be done by a local roofing contractor. If the roof is in poor condition, but the historic materials and configuration are important, a new temporary roof, such as a lightweight aluminum channel system over the existing, might be considered. If the roofing is so deteriorated that it must be replaced and a lightweight aluminum system is not affordable, various inexpensive options might be considered. These include covering the existing deteriorated roof with galvanized corrugated metal roofing panels, or 90 Ib. rolled roofing, or a rubberized membrane (refer back to cover photo). These alternatives should leave as much of the historic sheathing and roofing in place as evidence for later preservation treatments. For masonry repairs, appropriate preservation approaches are essential. For example, if repointing deteriorated brick chimneys or walls is necessary to prevent serious moisture penetration while the building is mothballed, the mortar should match the historic mortar in composition, color, and tooling. The use of hard portland cement mortars or vapor - impermeable waterproof coatings are not appropriate solutions as they can cause extensive damage and are not reversible treatments. Urban buildings often need additional protection from unwanted entry and graffiti. This commercial building uses painted For wood siding that is deteriorated, repairs plywood panels to cover its glass storefronts. necessary to keep out moisture should be The upper windows on the street sides have made; repainting is generally warranted. been painted to resemble 19th century sash. Photo: NPS files. Cracks around windows and doors can be beneficial in providing ventilation to the interior and so should only be caulked if needed to keep out bugs and moisture. For very deteriorated wall surfaces on wooden frame structures, it may be necessary to sheathe in plywood panels, but care should be taken to minimize installation damage by planning the location of the nailing or screw patterns or by installing panels over a frame of battens. Generally, however, it is better to repair deteriorated features than to cover them over. Foundation damage may occur if water does not drain away from the building. Run -off from gutters and downspouts should be directed far away from the foundation wall by using long flexible extender pipes equal in length to twice the depth of the basement or crawl space. If underground drains are susceptible to clogging, it is recommended that the downspouts be disconnected from the drain boot and attached to flexible piping. If gutters and downspouts are in bad condition, replace them with inexpensive aluminum units. If there are no significant landscape or exposed archeological elements around the foundation, consideration should be given to regrading the site if there is a documented drainage problem. If building up the grade, use a fiber mesh membrane to separate the new soil from the old and slope the new soil 6 to 8 feet (200 cm -266 cm) away from the foundation making sure not to cover up the dampcourse layer or come into contact with skirting boards. To keep vegetation under control, put down a layer of 6 mil black polyethylene sheeting or fiber mesh matting covered with a 2 " -4" (5 -10 cm.) of washed gravel. If the building suffers a serious rising damp problem, it may be advisable to eliminate the plastic sheeting to avoid trapping ground moisture against foundations. http: / /www.nps.gov/ history /hps /tps/briefs/brief31.htm 07/23/2010 Preservation Brief 31: Mothballing Historic Buildings Page 8 of 16 Mothballing The actual mothballing effort involves controlling the long -term deterioration of the building while it is unoccupied as well as finding methods to protect it from sudden loss by fire or vandalism. This requires securing the building from unwanted entry, providing adequate ventilation to the interior, and shutting down or modifying existing utilities. Once the building is de- activated or secured, the long -term success will depend on periodic maintenance and surveillance monitoring. Securing the building from vandals, break -ins, and natural disasters Securing the building from sudden loss is a critical aspect of mothballing. Because historic buildings are irreplaceable, it is vital that vulnerable entry points are sealed. If the building is located where fire and security service is available then it is highly recommended that some form of monitoring or alarm devices be used. To protect decorative features, such as mantels, lighting fixtures, copper downspouts, iron roof cresting, or stained glass windows from theft or vandalism, it may be advisable to temporarily remove them to a more secure location if they cannot be adequately protected within the structure. Mothballed buildings are usually boarded up, particularly on the first floor and basement, to protect fragile glass windows from breaking and to reinforce entry points. Infill materials for closing door and window openings include plywood, corrugated panels, metal grates, chain fencing, metal grills, and cinder or cement blocks. The method of installation should not result in the destruction of the opening and all associated sash, doors, and frames should be protected or stored for future reuse. The first floor openings of this historic building have been filled with cinder blocks and the doors, window sash, and frames removed for safe keeping. The security metal door features heavy duty locks. Photo: NPS files. Generally exterior doors are reinforced and provided with strong locks, but if weak historic doors would be damaged or disfigured by adding reinforcement or new locks, they may be removed temporarily and replaced with secure modern doors. Alternatively, security gates in an new metal frame can be installed within existing door openings, much like a storm door, leaving the historic door in place. If plywood panels are installed over door openings, they should be screwed in place, as opposed to nailed, to avoid crowbar damage each time the panel is removed. This also reduces pounding vibrations from hammers and eliminates new nail holes each time the panel is replaced. For windows, the most common security feature is the closure of the openings; this may be achieved with wooden or pre- formed panels or, as needed, with metal sheets or concrete blocks. Plywood panels, properly installed to protect wooden frames and properly ventilated, are the preferred treatment from a preservation standpoint. There are a number of ways to set insert plywood panels into http: / /www.nps.gov/ history /hps /tps/briefs/brief31.htm 07/23/2010 Preservation Brief 31: Mothballing Historic Buildings Page 9 of 16 This painted trompe I'eoil scene on plywood panels is a neighborhood - friendly device. Photo: NPS files. community. windows openings to avoid damage to frame and sash. One common method is to bring the upper and lower sash of a double hung unit to the mid -point of the opening and then to install pre -cut plywood panels using long carriage bolts anchored into horizontal wooden bracing, or strong backs, on the inside face of the window. Another means is to build new wooden blocking frames set into deeply recessed openings, for example in an industrial mill or warehouse, and then to affix the plywood panel to the blocking frame. If sash must be removed prior to installing panels, they should be labeled and stored safely within the building. Plywood panels are usually 1/2 " -3/4" (1.25 -1.875 cm.) thick and made of exterior grade stock, such as CDX, or marine grade plywood. They should be painted to protect them from delamination and to provide a neater appearance. These panels may be painted to resemble operable windows or treated decoratively. With extra attention to detail, the plywood panels can be trimmed out with muntin strips to give a shadow line simulating multi -lite windows. This level of detail is a good indication that the building is protected and valued by the If the building has shutters simply close the shutters and secure them from the interior. If the building had shutters historically, but they are missing, it may be appropriate to install new shutters, even in a modern material, and secure them in the closed position. Louvered shutters will help with interior ventilation if the sash are propped open behind the shutters. There is some benefit from keeping windows unboarded if security is not a problem. The building will appear to be occupied, and the natural air leakage around the windows will assist in ventilating the interior. The presence of natural light will also help when periodic inspections are made. Rigid polycarbonate clear storm glazing panels may be placed on the window exterior to protect against glass breakage. Because the sun's ultraviolet rays can cause fading of floor finishes and wall surfaces, filtering pull shades or inexpensive curtains may be options for reducing this type of deterioration for significant interiors. Some acrylic sheeting comes with built -in ultraviolet filters. A view showing the exterior of the Brearley House, New Jersey, in its mothballed condition Photo: Michael Mills, Ford Farewell Mills Gatsch, Architects. Securing the building from catastrophic destruction from fire, lightning, or arson will require additional security devices. Lightning rods properly grounded should be a first consideration if the building is in an area susceptible to lightning storms. A high security fence should also be installed if the property cannot be monitored closely. These interventions do not require a power source for operation. Since many buildings will not maintain electrical power, there are some devices available using battery packs, such as intrusion alarms, security lighting, and smoke detectors which through audible horn alarms can alert nearby neighbors. These battery packs must be replaced every 3 months to 2 years, depending on type and use. In combination with a cellular http: / /www.nps.gov /history /hps /tps /briefs /brief31.htm 07/23/2010 Preservation Brief 31: Mothballing Historic Buildings Page 10 of 16 phone, they can also provide some level of direct communication with police and fire departments. If at all possible, new temporary electric service should be provided to the building. Generally a telephone line is needed as well. A hard wired security system for intrusion and a combination rate -of -rise and smoke detector can send an immediate signal for help directly to the fire department and security service. Depending on whether or not heat will be maintained in the building, the security system should be designed accordingly. Some systems cannot work below 32 °F (0 °C). Exterior lighting set on a timer, photo electric sensor, or a motion /infra -red detection device provides additional security. Providing adequate ventilation to the interior Once the exterior has been made weathertight and secure, it is essential to provide adequate air exchange throughout the building. Without adequate air exchange, humidity may rise to unsafe levels, and mold, rot, and insect infestation are likely to thrive. The needs of each historic resource must be individually evaluated because there are so many variables that affect the performance of each interior space once the building has been secured. A mechanical engineer or a specialist in interior climates should be consulted, particularly for buildings with intact and significant interiors. In some circumstances, providing heat during the winter, even at a minimal 45° F (7 °C), and utilizing forced -fan ventilation in summer will be recommended and will require retaining electrical service. For masonry buildings it is often helpful to keep the interior temperature above the spring dew point to avoid damaging condensation. In most buildings it is the need for summer ventilation that outweighs the winter requirements. Many old buildings are inherently leaky due to loose - fitting windows and floorboards and the lack of insulation. The level of air exchange needed for each building, however, will vary according to geographic location, the building's construction, and its general size and configuration. This exhaust fan has tamper -proof housing. Photo: Michael Mills, Ford Farewell Mills Gatsch, Architects. There are four critical climate zones when looking at the type and amount of interior ventilation needed for a closed up building: hot and dry (southwestern states); cold and damp (Pacific northwest and northeastern states); temperate and humid (Mid - Atlantic states, coastal areas); and hot and humid (southern states and the tropics). Once closed up, a building interior will still be affected by the temperature and humidity of the exterior. Without proper ventilation, moisture from condensation may occur and cause damage by wetting plaster, peeling paint, staining woodwork, warping floors, and in some cases even causing freeze thaw damage to plaster. If moist conditions persist in a property, structural damage can result from rot or returning insects attracted to moist conditions. Poorly mothballed masonry buildings, particularly in damp and humid zones have been so damaged on the interior with just one year of unventilated closure that none of the interior finishes were salvageable when the buildings were rehabilitated. The absolute minimum air exchange for most http: / /www.nps.gov /history /hps /tps/briefs/brief31.htm 07/23/2010 Preservation Brief 31: Mothballing Historic Buildings Page 11 of 16 Portable monitors are used to record temperature and humidity conditions in historic buildings during mothballing. Photo: NPS files. mothballed buildings consists of one to four air exchanges every hour; one or two air exchanges per hour in winter and twice that amount in summer. Even this minimal exchange may foster mold and mildew in damp climates, and so monitoring the property during the stabilization period and after the building has been secured will provide useful information on the effectiveness of the ventilation solution. There is no exact science for how much ventilation should be provided for each building. There are, however, some general rules of thumb. Buildings, such as adobe structures, located in hot and arid climates may need no additional ventilation if they have been well weatherized and no moisture is penetrating the interior. Also frame buildings with natural cracks and fissures for air infiltration may have a natural air exchange rate of 3 or 4 per hour, and so in arid as well as temperate climates may need no additional ventilation once secured. The most difficult buildings to adequately ventilate without resorting to extensive louvering and /or mechanical exhaust fan systems are masonry buildings in humid climates. Even with basement and attic vent grills, a masonry building many not have more than one air exchange an hour. This is generally unacceptable for summer conditions. For these buildings, almost every window opening will need to be fitted out with some type of passive, louvered ventilation. Depending on the size, plan configuration, and ceiling heights of a building, it is often necessary to have louvered opening equivalent to 5 % -10% of the square footage of each floor. For example, in a hot humid climate, a typical 20'x30' (6.1m x 9.1m) brick residence with 600 sq. ft.(55.5 sq.m) of floor space and a typical number of windows, may need 30 -60 sq. ft.(2.75sq.m -5.5 sq. m) of louvered openings per floor. With each window measuring 3'x5'(.9m x 1.5 m) or 15 sq. ft. (1.3 sq.m), the equivalent of 2 to 4 windows per floor will need full window louvers. Small pre- formed louvers set into a plywood panel or small slit -type registers at the base of inset panels generally cannot provide enough ventilation in most moist climates to offset condensation, but this approach is certainly better than no louvers at all. Louvers should be located to give cross ventilation, interior doors should be fixed ajar at least 4" (10cm) to allow air to circulate, and hatches to the attic should be left open. Monitoring devices which can record internal temperature and humidity levels can be invaluable in determining if the internal climate is remaining stable. These units can be powered by portable battery packs or can be wired into electric service with data downloaded into laptop computers periodically. This can also give long -term information throughout the mothballing years. If it is determined that there are inadequate air exchanges to keep interior moisture levels under control, additional passive ventilation can be increased, or, if there is electric service, mechanical exhaust fans can be installed. One fan in a small to medium sized building can reduce the amount of louvering substantially. If electric fans are used, study the environmental conditions of each property and determine if the fans should be controlled by thermostats or automatic timers. Humidistats, designed for enclosed climate control systems, generally are difficult to adapt for open mothballing conditions. How the system will draw in or exhaust air is also important. It may be determined that it is best to bring dry air in from the attic or upper levels and force it out through lower basement windows. If the basement is damp, it http: / /www.nps.gov/ history /hps /tps/briefs/brief31.htm 07/23/2010 Preservation Brief 31: Mothballing Historic Buildings Page 12 of 16 may be best to zone it from the rest of the building and exhaust its air separately. Additionally, less humid day air is preferred over damper night air, and this can be controlled with a timer switch mounted to the fan. The type of ventilation should not undermine the security of the building. The most secure installations use custom -made grills well anchored to the window frame, often set in plywood security panels. Some vents are formed using heavy millwork louvers set into existing window openings. For buildings where security is not a primary issue, where the interior is modest, and where there has been no heat for a long time, it may be possible to use lightweight galvanized metal grills in the window openings. A cost effective grill can be made from the expanded metal mesh lath used by plasterers and installed so that the mesh fins shed rainwater to the exterior. Securing mechanical systems and utilities At the outset, it is important to determine which utilities and services, such as electrical or telephone lines, are kept and which are cut off. As long as these services will not constitute a fire hazard, it is advisable to retain those which will help protect the property. Since the electrical needs will be limited in a vacant building, it is best to install a new temporary electric line and panel (100 amp) so that all the wiring is new and exposed. This will be much safer for the building, and allows easy access for reading the meter. Most heating systems are shut down in long term mothballing. For furnaces fueled by oil, there are two choices for dealing with the tank. Either it must be filled to the top with oil to eliminate condensation or it should be drained. If it remains empty for more than a year, it will likely rust and not be reusable. Most tanks are drained if a newer type of system is envisioned when the building is put back into service. Gas systems with open flames should be turned off unless there is regular maintenance and frequent surveillance of the property. Gas lines are shut off by the utility company. If a hot water radiator system is retained for low levels of heat, it generally must be modified to be a self- contained system and the water supply is capped at the meter. This recirculating system protects the property from extensive damage from burst pipes. Water is replaced with a water /glycol mix and the reserve tank must also be filled with this mixture. This keeps the modified system from freezing, if there is a power failure. If water service is cut off, pipes should be drained. Sewerage systems will require special care as sewer gas is explosive. Either the traps must be filled with glycol or the sewer line should be capped off at the building line. Developing a maintenance and monitoring plan While every effort may have been made to stabilize the property and to slow the deterioration of materials, natural disasters, storms, undetected leaks, and unwanted intrusion can still occur. A regular schedule for surveillance, maintenance, and monitoring should be established. The fire and police departments should be notified that the property will be vacant. A walk- through visit to familiarize these officials with the building's location, construction materials, and overall plan may be invaluable if they are called on in the future. The optimum schedule for surveillance visits to the property will depend on the location of the property and the number of people who can assist with these activities. The more frequent the visits to check the property, the sooner that water leaks or break -ins will be noticed. Also, the more frequently the building is entered, the better the air exchange. http: / /www.nps.gov /history /hps /tps/briefs/brief31.htm 07/23/2010 Preservation Brief 31: Mothballing Historic Buildings Page 13 of 16 By keeping the site clear and the building in good repair, the community will know that the building has not been abandoned. The involvement of neighbors and community groups in caring for the property can ensure its protection from a variety of catastrophic circumstances. The owner may utilize volunteers and service companies to undertake the work outlined in the maintenance chart. Service companies on a maintenance contract can provide yard, maintenance, and inspection services, and their reports or itemized bills reflecting work undertaken should be added to update the building file. Sidebar Mothballing Checklist In reviewing mothballing plans, the following checklist may help to ensure that work items are not inadvertently omitted. Moisture Pests • Is the roof watertight? • Do the gutters retain their proper pitch and are they clean? • Are downspout joints intact? • Are drains unobstructed? • Are windows and doors and their frames in good condition? • Are masonry walls in good condition to seal out moisture? • Is wood siding in good condition? • Is site properly graded for water run -off? • Is vegetation cleared from around the building foundation to avoid trapping moisture? • Have nests /pests been removed from the building's interior and eaves? • Are adequate screens in place to guard against pests? • Has the building been inspected and treated for termites, carpenter ants, rodents, etc.? • If toxic droppings from bats and pigeons are present, has a special company been brought in for its disposal? Housekeeping ® Have the following been removed from the interior: trash, hazardous materials such as inflammable liquids, poisons, and paints and canned goods that could freeze and burst? • Is the interior broom - clean? • Have furnishings been removed to a safe location? ® If furnishings are remaining in the building, are they properly protected from dust, pests, ultraviolet light, and other potentially harmful problems? • Have significant architectural elements that have become detached from the building been labeled and stored in a safe place? • Is there a building file? http:// www. nps. gov/ history /hps /tps/briefs/brief31.htm 07/23/2010 Preservation Brief 31: Mothballing Historic Buildings Page 14 of 16 Security ® Have fire and police departments been notified that the building will be mothballed? • Are smoke and fire detectors in working order? • Are the exterior doors and windows securely fastened? • Are plans in place to monitor the building on a regular basis? • Are the keys to the building in a secure but accessible location? • Are the grounds being kept from becoming overgrown? Utilities • Have utility companies disconnected /shut off or fully inspected water, gas, and electric lines? • If the building will not remain heated, have water pipes been drained and glycol added? • If the electricity is to be left on, is the wiring in safe condition? Ventilation • Have steps been taken to ensure proper ventilation of the building? • Have interior doors been left open for ventilation purposes? • Has the secured building been checked within the last 3 months for interior dampness or excessive humidity? Maintenance Chart 1 -3 months; periodic • regular drive by surveillance • check attic during storms if possible ® monthly walk arounds • check entrances • check window panes for breakage • mowing as required • check for graffiti or vandalism • enter every 3 months to air out • check for musty air • check for moisture damage • check battery packs and monitoring equipment • check light bulbs • check for evidence of pest intrusion every 6 months; spring and fall • site clean -up; pruning and trimming • gutter and downspout check http: / /www.nps.gov/ history /hps /tps/briefs/brief31.htm 07/23/2010 Preservation Brief 31: Mothballing Historic Buildings Page 15 of 16 • check crawlspace for pests • clean out storm drains every 12 months • maintenance contract inspections for equipment /utilities • check roof for loose or missing shingles • termite and pest inspection /treatment • exterior materials spot repair and touch up painting • remove bird droppings or other stains from exterior • check and update building file Conclusion Providing temporary protection and stabilization for vacant historic buildings can arrest deterioration and buy the owner valuable time to raise money for preservation or to find a compatible use for the property. A well planned mothballing project involves documenting the history and condition of the building, stabilizing the structure to slow down its deterioration, and finally, mothballing the structure to secure it. The three highest priorities for a mothballed building are 1) to protect the building from sudden loss, 2) to weatherize and maintain the property to stop moisture penetration, and 3) to control the humidity levels inside once the building has been secured. While issues regarding mothballing may seem simple, the variables and intricacies of possible solutions make the decision - making process very important. Each building must be individually evaluated prior to mothballing. In addition, a variety of professional services as well as volunteer assistance is needed for careful planning and repair, sensitively designed protection measures, follow -up security surveillance, and cyclical maintenance. In planning for the future of the building, complete and systematic records must be kept and generous funds allocated for mothballing. This will ensure that the historic property will be in stable condition for its eventual preservation, rehabilitation, or restoration. Further Reading Cotton, J. Randall. "Mothballing Buildings." The Old -House Journal. July /August, 1993. Fisher, Charles E. and Thomas A. Vitanza. "Temporary Window Vents in Unoccupied Historic Buildings." Preservation Tech Note (Windows, No. 10). Washington, DC: National Park Service, 1985. Frazier Associates. "Mothballing Historic Buildings." Preserving Prince William, 2. County of Prince William, VA, 1990. Michell, Eleanor. Emergency Repairs for Historic Buildings. London: Butterworth Architecture, 1988. http: / /www.nps.gov /history /hps /tps/briefs /brief31.htm 07/23/2010 Preservation Brief 31: Mothballing Historic Buildings Page 16 of 16 "Mothballing Vacant Buildings," An Anti -Arson Kit for Preservation and Neighborhood Action. Washington, DC: Federal Emergency Management Agency, 1982. Solon, Thomas E. "Security Panels for the Foster - Armstrong House." Association for Preservation Technology Bulletin. Vol XVI no. 3 & 4, 1984. (note the design of the panels, but be aware that additional louvering may be needed on other projects). Acknowledgements The author, Sharon C. Park, Senior Historical Architect, Heritage Preservation Services Division, National Park Service, would like to acknowledge the assistance of the following individuals in the preparation and review of this publication. H. Ward Jandl served as the technical editor and assisted with producing this Preservation Brief. In addition the following persons have provided invaluable information and illustrations: Ernest A. Conrad, PE; Doug Hicks, NPS Williamsport Preservation Training Center; Thomas C. Taylor, Colonial Williamsburg; Karen Gordon, Seattle Urban Conservation Office; Kevin B. Stoops, Seattle Department of Parks and Recreation; Michael Mills, AIA; Christina Henry, architect, Mary Beth Hirsch, Ohio Historical Society. Thanks also to Heritage Preservation Services Division staff members Michael J. Auer, Anne E. Grimmer, Kay D. Weeks, Tim Buehner, and Jean Travers, and to the numerous staff members of the NPS Regional offices who submitted comments. All photographs and drawings are by the author unless otherwise noted. Washington, D.C. September, 1993 Hunie page Icou: h propriztely ruothballecl historic building. Photo TIPS file&. This publication has been prepared pursuant to the National Historic Preservation Act of 1966, as amended, which directs the Secretary of the Interior to develop and make available information concerning historic properties. Technical Preservation Services (TPS), Heritage Preservation Services Division, National Park Service prepares standards, guidelines, and other educational materials on responsible historic preservation treatments to a broad public. Order Brief 1 Technical Preservation Services 1 Preservation Briefs 1 Search 1 Questions /Answers KDW http : / /www.nps.gov/history /hps /tps /briefs /brief31.htm 07/23/2010