Integrated Cultural Resource Management Plan.pdf

F. E. Warren Air Force Base

Integrated Cultural Resources Management Plan Volume B.2 Maintenance Methods and Schedules, and Cyclic Inspections

United States Air Force Space Command

F. E. WARREN AIR FORCE BASE

Integrated Cultural Resources Management Plan Volume B.2 Maintenance Methods and Schedules, and Cyclic Inspections

AIR FORCE SPACE COMMAND

ii

Table of Contents

Volume B.2. Page

EXECUTIVE SUMMARY

INTRODUCTION

SURVEY INSPECTIONS

Inspections – General Inspections – Unoccupied Buildings Inspections – Occupied Buildings Inspection Schedule Inspection Procedures Inspection Reports

MAINTENANCE

Maintenance – General Maintenance – Program Maintenance Schedule Maintenance Equipment Maintenance Personnel Maintenance Procedures Manual Maintenance Logbook Maintenance Procedures

Air Conditioning Attachments Bathrooms Ceilings Ceramic Tile Chimneys Concrete Doors Fences Floors Foundations Gutters Hardware Lighting Masonry Mechanical Systems Mortar Re-Pointing Metals Paint Stripping Plaster Porches Radiators iii

Table of Contents (cont’d)

Railings Roofs Stairs Stone Thermal Insulation and Moisture Protection Vegetation Control Windows Wood

Maintenance – Self Help Maintenance of Unoccupied (Mothballed) Structures Specific Requirements for Isolated, Unusual or Emergency Situations

APPENDIX A – THE SECRETARY OF THE INTERIOR’S STANDARDS FOR

REHABILITATION

APPENDIX B - GLOSSARY OF KEY DEFINITIONS

REFERENCES

iv

List of Figures

Figure 1 - Temporary Air Conditioning Units Figure 2 - Single Doors Figure 3 – Double Doors Figure 4 – Screen Doors Figure 5 – Warehouse Doors Figure 6 - Windows Figure 7 - Railings Figure 8 – Typical Light Fixtures

List of Tables

Table 1 - Inspection Schedule Table 2 – Work Priority Table 3 - Minimum Maintenance Schedule Table 4 - Approved Doors, Windows and Railings by Building Type Table 5 - Causes of Masonry Damage Table 6 - Paint Stripping Methods

Legacy of the Historic Past – Standard for the Future

Long-Term Cyclic Inspection, Maintenance Schedules and Methods

EXECUTIVE SUMMARY

The goal of any building maintenance is to keep the buildings in good repair and safely serviceable for as long as possible or as long as needed. For buildings that have been deemed to have historical significance, maintenance takes on the additional responsibility of keeping the building in as close to the same condition it was when new. The building, in essence, becomes a valuable living record of the materials, methods, processes, procedures and details that were in effect when the building was originally designed and built. This is a difficult process requiring a high degree of skill and commitment when the building is no longer being used as intended, and becomes even more difficult when the building is being actively used on a daily basis. At F. E.

Warren Air Force Base there are not just isolated buildings that fit this description, but an entire collection of functional buildings that not only form a significant registered Historic District but have also become the heart and soul of the base’s character. This outstanding facility has been used continuously by the Army and the Air Force since the early settlement of the western frontier. It has participated in all elements of the transition between the horse-soldier and the intercontinental ballistic missile. Today it remains an active element in the national defense system of this Country. Throughout its history, superb maintenance efforts have kept it substantially preserved and thereby warrant the extra effort and necessary funding required to appropriately foster the restoration and preservation of this historic base along with extending its ongoing functional use.

Maintenance is not an easy task. The historic materials utilized in the construction have a limited practical life span. Many of these materials may have been out-dated by newer materials and/or processes that can affect the availability, durability and effort required in the maintenance program. As more time goes by, these differences will expand increasing the efforts required.

Personnel skills, too, will need to be maintained to work with the tools and procedures required by the outdated materials, necessitating the expansion of training programs or increased reliance upon outside contract assistance to meet the demands of mandated regulations.

Ongoing monitoring and scheduled periodic or cyclical maintenance for historic properties and having the right people trained and available to perform the sensitive tasks required to protect the historic fabric, is a more cost effective strategy than reacting to periodic repairs, emergencies or more expensive surprises and facilitates having the right people trained and available to perform the sensitive tasks required to protect the historic fabric.

INTRODUCTION

Historic preservation projects require special considerations that exceed the standard requirements of the normal maintenance program. In this case maintenance is the process of keeping a building as close as possible to its current condition by combating the natural process of decay and deterioration to help the historic fabric last as long as possible. Cleaning is an important, highly technical element in the preservation process and must be done with care using appropriate materials and procedures. when done with care using appropriate materials and procedures. Fabrication materials and methods are also restricted to preserve the original design intent and execution that established the building as being historically significant. Procedures are limited to those that will not cause further degradation of the historic elements. Skill levels, knowledge, sensitivity and understanding play a more important roll in the historic maintenance process than they would under normal maintenance circumstances.

Investigation, evaluation and inspection requirements are more extensive for historically significant projects and the risks are greater if a procedure is incorrectly performed. For all of these reasons, budgets for the maintenance of historically significant buildings must be higher to accommodate the increased requirements. The alternative to establishing increased budget amounts would be to cut corners on the requirements, which is not an acceptable practice and would compromise the established preservation goal set fourth by the Secretary of the Interior.

Conscientious maintenance personnel may desire to use contemporary materials and procedures that are more efficient, more readily available, will last longer and hold up better over time.

Unfortunately, the desire to perform the task ‘more efficiently’ can negatively affect the mandated results. Therefore, it is often necessary that an additional skill be developed. This additional skill is the ability to recognize appropriate measures to be taken and those to avoid, even if the appropriate measure is not as effective or efficient by contemporary standards.

SURVEY INSPECTIONS

INSPECTIONS – GENERAL

In order to adequately understand and develop an effective maintenance plan or program, it is first necessary to thoroughly survey, catalog and evaluate the existing condition of the various resources to be maintained. Beyond mere documentation of a building and its components maintenance staff should have a comprehensive understanding of the methods and materials used in the overall construction, the methods and materials used in the finish of its interiors and why these materials and procedures were used. Maintenance staff must understand the process of deterioration. This information and knowledge is often further complicated in historic structures since procedures, methods and materials may have changed considerably since the building was erected. The initial survey inspection and resultant documentation are critical to the process, as they will become the foundation for future periodic assessments. This survey should identify the various surface elements, finishes and materials used in construction, current conditions, the extent of any damage or deterioration along with the apparent related causes, and any potentially hazardous materials or conditions that exist. The survey should develop and indicate a hierarchy of importance relative to the historic nature of each if these material conditions to establish if the item is historically original, old (but not original), a newer material, a reproduction of an original component or a more modern substitute material. Often these distinctions are not easily classified and may require the involvement of a specialist or consultant to accurately document these items in the initial survey. The information collected will be vital in developing an appropriate plan to stabilize, protect and perform remedial or permanent repairs to minimize any further deterioration. The ease of subsequent updates to the survey is usually inversely proportional to the quality and completeness of the original survey but these updates will become invaluable records regarding the specific history of the building. It should be understood, however, that a thorough maintenance survey inspection is absolutely critical to a successful maintenance plan and should not be overlooked or downplayed in the process.

The type of inspection and information collected may vary between functional use types or between buildings that are occupied and those that are unoccupied on a daily basis, but the end goals remain the same.

INSPECTIONS – UNOCCUPIED BUILDINGS

Buildings that are not being used on a daily basis offer more complete access and the freedom from needing to schedule around daily activities. Survey inspections can be more thorough and methodical without the clutter of occupancy and concern for disruption of the occupants. The inspectors will not, however, have input from the occupants regarding observed problem areas and will need to rely upon any records established by the previous occupants and the inspector’s own observation skills. Unoccupied buildings may have been secured and have the utilities reduced or turned off prior to the survey, which could make the inspection more difficult to perform without adequate light. Evaluation of systems involving utilities may need to be limited to visual inspection until utility functions are re-established or portable utilities are present.

Unoccupied buildings are also subject to a variety of special problems and accelerated deterioration if not properly addressed.

INSPECTIONS – OCCUPIED BUILDINGS

Evaluations performed on occupied buildings will have the benefit of adequate light, functioning utilities and information provided by the users of the building. Inspections may, however, be impeded by needing to schedule around building activities and potentially reduced visibility of the surfaces to be evaluated. More accommodations will need to be made in buildings that are occupied and the process will be extended. Functioning utilities will accommodate more complete evaluation of the systems relying upon them. Conditions can change rapidly in occupied buildings due to human interface, traffic entering and exiting the structure and normal wear and tear on the building fabric.

Non-residential facilities will benefit from having continual observation from the occupants, but may suffer from the lack of personal involvement by those same occupants. Too often it is easy to observe a problem or something needing attention, but do nothing about it, assuming that it is someone else’s responsibility or that the maintenance staff will address it when appropriate.

This may be true, but the problem may continue or grow until it becomes critical before it is noticed by someone else and reported. Occupants must be informed of their responsibility to report any maintenance problems when first noticed. Notification of the appropriate Civil Engineer personnel should be the minimum response.

Residential facilities have more personal relationships with the occupants and problems tend to be pursued more quickly. Corrective actions for minor problems are often initiated by the residents, on a ‘self-help’ basis. Historic structures used for residential purposes can have the historic fabric compromised by the good intentions of the unskilled or untrained resident during the performance of simple routine activities. For these reasons, the occupants of residential historic structures should receive formal explanation and training regarding the sensitive nature of historic building materials and what should, and what should not be done to the historic surfaces during their tenancy.

INSPECTION SCHEDULE

Since building maintenance plays such an important role in the preservation of historic buildings it is critical that inspections be scheduled and performed regularly. The intervals for inspections will vary based upon the items to be evaluated, occupancy of the building, seasonal variances and its location. Some inspections are more critical if the building is vacant or mothballed, while other inspections would be more beneficial to occupied and active structures. Inspections that are triggered by specific events and natural occurrences will be more critical to unoccupied buildings since problems resulting from the event may be more evident to, and reported by, the users of an occupied building. For example, a leak caused by a roofing tile or window broken during a hailstorm is more likely to be noticed by someone in an occupied building. Therefore, a physical inspection of an unoccupied structure is more necessary since the same leak could go unnoticed for a long time producing considerably more damage in the unoccupied building. For these reasons, schedules may vary between buildings with differing circumstances. The following charts provide suggested inspection items and applicable inspection periods for both occupied and unoccupied buildings.

There may be other inspections that are prompted by irregular events that may produce damaging conditions to the building. These are not limited to, but would include:

A. Any unauthorized intrusion into an unoccupied building or grounds.

B. Any major weather events including severe rain storms, hail storms, snow storms, wind storms or any seismic events. Inspections should be performed immediately after the triggering event to minimize the intrusion of damaging weather and maximize the visibility of the resulting problem areas.

These post-weather or other serious event inspections may replace a regularly scheduled monthly inspection if all inspection checklist items are evaluated during the non-standard investigation.

Detailed and dated building logbooks should be created and used to record all inspections, maintenance and alterations performed on the building. Inspection logs, including a checklist and procedure outline, should be kept as a part of the building logbook or separately depending upon who has the responsibility for the inspection. In some cases inspections by non-user personnel may be limited to exterior areas. In these instances, inhabitants or users may need to be educated and trained to perform interior inspections and appropriate minor maintenance procedures on historically significant elements if the space is not accessible to non-user maintenance personnel or the occupants are authorized to pursue “self help” procedures.

Table 1 - Inspection Schedule

Item Comments Occupied Bldg

Interval Unoccupied Bldg

Interval Grounds Hardscape, landscape and outbuildings.

Semi-annually Semi-annually

Porch Ceilings, Decks & Columns

Semi-annually

Quarterly

Exterior Finishes Materials (including paint or stain) Semi-annually Quarterly Fenestration Doors & Windows Semi-annually Monthly Roofing Materials, Gutters & Downspouts

Minor inspection Detailed inspection

Before & after harsh weather

Before & after harsh weather

Interior Floors, Walls, Ceilings & Historic Elements (Including crawl spaces, basements & attics)

Insects, Animals & Birds

May occur anywhere within the building or exterior shell

Spring & Fall

Spring & Fall

Utilities Water, Sewer, Mechanical, Electrical, Special

Semi-annually Quarterly

Security measures

Physical barriers, alarm systems Quarterly (as applicable)

Monthly

Entire Building Vandalism Quarterly (as applicable)

Monthly

Note: Additional, more specific inspection information and intervals are referenced in various maintenance procedures sections that follow and should be integrated with the general information in this schedule chart.

INSPECTION PROCEDURES

Surveys should be done formally and follow a set procedure to minimize discrepancies related to human nature and provide a consistency to the resultant information. The thoroughness of the initial inspection is very important, as it will serve as the foundation for future periodic assessments that will provide understanding of the rate of deterioration and future maintenance budget requirements. The survey should begin at the top of the structure and methodically progress downward following a clockwise pattern horizontally around the building. This pattern will allow you or anyone else to logically interpret your notes or retrace your pattern should there be any questions, comments or other information items that need to be added to the inspection notes. Annotated rough sketches and more detailed photographs should also correspond to the descriptive notes taken of the conditions observed. Larger wall surfaces should be visually broken down into more manageable horizontal bands and evaluated from the upper left band to the lower right band. The intent is to take note of every irregularity and condition for further analysis taking care not to disregard seemingly insignificant conditions. Thorough and systematic procedures will provide information of greater value and allow others not involved with the collection of information to understand and use it productively.

The supporting Structure and enclosing Shell should be evaluated first to verify safety and protection from damaging elements of weather. Unsafe conditions should be dealt with first, followed by closure of damage or penetrations that allow moisture and pests to enter the building.

The various Systems should be investigated next to ensure proper function and safety. If there are systems that will not be used, the supporting utilities should be turned off by the provider. If there are systems that will remain functional at full or reduced capacity, the function of controls and monitoring devices should be verified if existing or added if needed.

The third area of evaluation should be the exterior and interior Materials and Finishes. Much of the important historic fabric is represented by the materials and finishes that comprise the building, and their documentation and protection are critical to the preservation process.

The Grounds around an historic structure should not be overlooked. They may not only contain elements contributing to the historic nature of the facility, but may also contain conditions that are contributing to the deterioration of the structure. Many older structures did not have adequate sub-surface drainage systems installed to handle the runoff. Ground surfaces around the building can change due to settlement, compaction or erosion, allowing water to pond or infiltrate into the supporting foundation or causing damage to the lower wall area. Damage may result from tree limbs and roots that have grown in proximity to the building. Climbing vines or ivy may offer aesthetic enhancement but can also cause considerable damage to the structure.

Shrubs and foliage planted too close to the building can not only cause damage, but may also conceal other problems from view. Consideration should also be given to any landscape materials that could provide combustible fuel to an external fire situation and resulting damage to the historic structure.

INSPECTION REPORTS

When the survey is complete and the information thoroughly analyzed, a final document should be created listing all of the visible defects. Unsafe conditions, structural problems, status of internal systems, surrounding site problem areas, material and finish condition defects should all be thoroughly documented and understood. The report should also prioritize the information into repair or maintenance categories based upon five levels of urgency and provide clear recommendations for corrective action and maintenance planning. This will prove helpful in the creation of estimates and establishment of budgets for the resultant preservation, stabilization, repair and maintenance work.

A thorough, properly prepared survey inspection report should establish a clear understanding of the state of the historic building, the prioritized steps to preserve the building for its intended function, clear recommendations for the required repair actions and serve as a foundation for a maintenance plan that will prolong the useful life of the building while reducing the overhead maintenance costs necessary to do so.

Table 2 – Work Priority

CATEGORY DESCRIPTION

Immediate Work

That work necessary to insure safety of the occupants and the structure, or protection of the historic fabric of the building and grounds.

Urgent Work That work needed to prevent an unwanted condition from occurring, or to reduce active continued deterioration.

Necessary Work

Includes those procedures required to allow the building to meet its present or proposed function within the context of needs and resources.

Desirable Work

Work suggested to enhance the appearance of the building or its portions of the building, or to prepare the building for an adaptive re-use function.

Observation

Actively monitoring those items for which corrective action is marginally necessary, those items that will be affected if other conditions change and those items that are nearing the limits of their expected life span.

PROTECT AND PRESERVE

MAINTENANCE

MAINTENANCE – GENERAL

Keeping in mind that we are attempting to preserve historic buildings and their original components under guidance set forth by the Secretary of the Interior, it should be understood that the appropriate methods, materials and procedures may differ considerably from conventional or contemporary practices. Well meaning use of newer techniques or contemporary materials replacing obsolete ones can visually and physically destroy the historic property. Described here is information pertaining to the construction methods and materials commonly used in older structures. The guidance set forth outlines techniques and maintenance procedures different from those that may be used in modern construction utilizing more conventionally available or more durable materials and finishes. With the protection of historic properties as a goal, a program of regular maintenance must be developed with an understanding of the unusual problems related to deterioration and repair in consort with a high degree of attention to detail, sensitivity and appreciation for the value of the historic properties.

The maintenance program objective is to protect and preserve all of the historically designated properties within the District. Within this context, the maintenance program should prolong the useful life expectancy of each of the buildings by negating damage or destruction caused by negligence, incompetence or improper repair and to slow the forces of natural deterioration using the gentlest effective procedures possible.

MAINTENANCE – PROGRAM

When working to maintain historic buildings there are many considerations that exceed the considerations afforded maintenance of non-historic structures. The goal of each is to preserve the buildings for as long as possible, however, the materials, methods and procedures can differ significantly. With historic structures, a well-executed maintenance program should enhance the longevity of the various elements without a reduction to the historic significance of the property.

If this cannot be accomplished, the specific maintenance procedure should be postponed until such time as it can be performed without further degradation to the historic elements involved.

In many cases, no maintenance would be preferable to improper maintenance of historic structures.

Maintenance is not just the day-to-day cleaning and painting required to keep a building functioning at a high level. It is the actual process required to retard the inevitable deterioration of the historic structure without causing additional damage to the materials and finishes that make the building historically significant. As a part of that process, historic maintenance will also require repair and replacement of worn and damaged parts. When this is necessary, there is a delicate balance required to preserve the historical significance in conjunction with problem resolution. Any repairs necessary should incorporate four basic concepts.

1. Repairs, alterations or replacement materials shall not be recommended only to eliminate expensive, hard to maintain or obsolete components alone.

2. All significant physical characteristics that define the element shall be retained.

3. Match original design and materials as closely as possible even if the use of other, more modern materials are required.

4. If modern materials or methods are required, consideration shall be given to their compatibility and affect upon existing older materials to minimize impairment of the performance of the older materials or the composite assembly.

Active historic buildings are used in a variety of ways that may affect the type of maintenance program utilized. Inactive or mothballed structures will have other needs and requirements discussed in depth elsewhere (re: ICRMP Vol. B.3).

Types of use will dictate differences in maintenance programs. Non-residential buildings will incur wear-and-tear that differs from that of residential uses. The non-residential uses will generally receive more consistent and more regular professional maintenance.

On the other hand, residential uses may benefit from the personal pride of occupancy and incur less intensive, but more varied, wear-and-tear. Residential uses may receive varied self-help care for general maintenance that tends to be performed on a less regular basis by less skilled personnel. Specialized maintenance for both building use types will require the involvement of skilled personnel and be scheduled on a continuing periodic basis.

MAINTENANCE SCHEDULE

Preservation maintenance performed on historic buildings is a continuous cyclical process that addresses the cleaning, adjusting, painting, scheduled replacement and programmed repair that will prolong the productive use and life of the building. Since building uses, types and constructions vary significantly scheduled maintenance programs should be developed for each structure. Similarities may exist that suggest similar time frames for scheduled maintenance requirements. These target schedules should be considered to be general in nature establishing minimum requirements, but amended as required to address the specific needs of each unique building. The inspection reports will provide the foundation for, and much of the pertinent information used in, establishing the maintenance program and schedules. The maintenance schedule will, in turn, be the cornerstone of the maintenance program and should address the various work tasks for the building components, anticipated frequency, personnel requirements, special assistance requirements, materials and equipment needed. Project budgets and long term funding estimates can be developed from the information contained in these documents. As a starting point to consolidate effort, periodic maintenance schedules may correspond to the inspection schedules for the buildings. These should be altered to accommodate the specifics of each building as they are identified to create the individual custom maintenance schedule.

Note: Each building will ultimately require individual schedules due to varying materials and conditions. This chart should be used as a reference for customizing the individual schedules and as a minimum standard. Additional, more specific maintenance intervals are referenced in various maintenance procedures sections that follow.

Table 3 - Minimum Maintenance Schedule

Item Comments Occupied

Bldg Interval Unoccupied Bldg

Interval

Air Conditioning Window mounted units to be removed at end of season (Jun-Sep)

As needed (4 mo. Season)

As needed

Attachments As needed As needed Bathrooms Quarterly Semi-annually Ceilings Quarterly As needed Ceramic Tile Quarterly As needed Chimneys Annually As needed Concrete Semi-annually As needed Doors Quarterly As needed Fences Quarterly Annually Floors Quarterly As needed Foundations As needed As needed Grounds Hardscape, landscape, lawns and outbuildings.

Weekly during season (or as needed)

Monthly (or as needed)

Gutters Quarterly Annually Hardware Quarterly Annually Lighting Quarterly Monthly Masonry Semi-annually Annually Mechanical Systems Quarterly Monthly

(or as needed) Mortar Re-pointing

As needed As needed

Metal Semi-annually As needed Paint Annually As needed Plaster Quarterly Annually Porches Semi-annually Annually

(or as needed) Radiators Quarterly Annually Railings Quarterly Annually Roofs As needed As needed Stairs Quarterly Annually Stone Semi-annually As needed Thermal Insulation & Moisture Protection

As needed As needed

Windows Quarterly Monthly Wood Quarterly Monthly

MAINTENANCE EQUIPMENT

Often the equipment required for proper maintenance of historic structures should be considered to be hazardous, specialized or both. Therefore, the personnel that operate these pieces of equipment need to be skilled in their usage to prevent unsafe conditions or unwanted damage to the historic materials and finish treatments that make up the building. Because maintenance requirements are ongoing and the Historic District is an established entity of significance, it would be preferable to obtain the necessary equipment and train required personnel to operate it to best meet the specific demands of the District. If, however, the proper equipment or qualified personnel to operate it are unavailable, consideration may need to be given to obtaining assistance from outside resources that have the appropriate equipment and personnel for the task.

MAINTENANCE PERSONNEL

Maintenance personnel responsible for the upkeep of mothballed historic structures need not only be skilled in a variety of complex areas, but they also need to have respect for, and be sensitive to the historic methods and materials utilized in the buildings they are maintaining.

A. LEADERSHIP - Maintenance supervisors need to organize the work, allocate the appropriate personnel to perform the work, schedule the necessary time to produce the work, confirm the availability of required materials, tools and equipment to be utilized in the work, establish appropriate budgets to produce the work, make available the necessary training to effectively accomplish the work and periodically inspect the quality of the work.

They should also establish a working environment and plan which definitively supports the historic preservation goals under which the work must be accomplished.

B. WORKERS – The maintenance workforce for historic structures are entrusted with the need to preserve elements of the national heritage and should be comprised of individuals highly skilled in a variety of materials, methods and tools that may differ from those used in general practice today. Additionally, they will need a well developed sense of responsibility, be thoroughly reliable, have an interest in attention to detail, be motivated to work toward the specific goals of historic preservation and be able to recognize and seek assistance for tasks that are beyond their skills.

C. TRAINING – Since many of the materials, methods and tools that will be utilized in the maintenance of historic structures may differ from those used in general practice today, proper training will play an important role in the success of a project. A thorough maintenance survey will provide information regarding the materials, methods and tools necessary and allow for training to occur prior to commencement of the work. Work initiated prior to proper training can lead to damage to the historic materials or fabric of the historic structure. It should be understood that it would be better to perform no work, than to perform work incorrectly thereby causing damage and compromising the historic value.

Training should, therefore, be performed in preparation for the work rather than in reaction to the discovery that proper skills need to be supplemented following potential damage.

MAINTENANCE PROCEDURES MANUAL

Each building constructed has its own history of use, modification and upkeep during its lifespan. Though there may be duplication of designs, materials, details and finishes among the buildings to be maintained, a comprehensive maintenance procedures manual should be developed for each building based upon the historical documentation, building assessment and a thorough maintenance oriented examination by an individual or team that fully understand preservation goals, historic maintenance procedures, the building’s materials and components, the budget requirements and, if possible the building itself. Preparation of this manual is a critically important task and adequate time must be allocated for complete analysis and documentation. Unique buildings will probably require more time than buildings with duplicate or similar designs. Where buildings are significantly similar, the core documentation may be reused and supplemented with the differences as they are identified to create the individual building maintenance procedure manuals. These manuals will include an extensive compilation of information and documents. Where it is not practical to include copies of specific documents, clear references should be included indicating where the documents can be obtained or viewed for information and study.

Items to be Included in a Maintenance Procedures Manual

A. Emergency Telephone Contact Information

1. Base & local Fire Departments

2. Base & local Police Departments

3. Property Manager or Facilities Engineer

4. Base Maintenance Supervisor

5. Base Plumbing Supervisor

6. Water Utility Provider

7. Sewer and Storm Sewer Utility Providers

8. Gas Utility Provider

9. Base Electrical Supervisor

10. Electric Utility Provider

11. Base Mechanical Systems Supervisor

12. Special Maintenance Contractors

13. Other Base & Local Contacts

Update this information as changes occur.

B. Utility Shut-Off Information

1. Charts, plans and diagrams showing location of all utility shut-off valves and electrical disconnects

2. Written utility shut-off procedures

Update this information as changes in procedures occur.

C. Brief History of the Building – An abbreviated history of the building and its historical significance will provide a useful introduction and quickly familiarize maintenance and emergency personnel not already familiar with the building.

D. Physical Evaluation of the Building – A brief outline of the physical condition of the building will prepare the maintenance personnel for the conditions to be anticipated and potentially hazardous concerns.

Update as necessary following any damage, deterioration or improvements to the building.

E. List of Documents – All of the known historical, architectural, construction, legal and some general documents pertaining to the building should be included in the booklet or cross-referenced as to the actual location if not included in the booklet.

1. Historical Records

a. Base documents

b. County Atlases

c. Local histories

d. Secretary of the Interior’s Standards and Guidelines for Archeology & Historic

Preservation

2. Architectural Records

a. Hardware schedules

b. Material studies

c. Original plans and specifications

d. Paint and finish schedules / specifications / analyses

e. Photographs

f. Records of any additions or alterations

g. Reports

h. Restoration plans

3. Construction Records

a. As built drawings

b. Bonds

c. Contracts

d. Equipment data sheets

e. Guarantees

f. Operating instructions

g. Quantity survey

h. Samples

4. Legal Records

a. Building construction requirements

b. Covenants

c. Easements

d. Rights of way

e. Utility agreements

f. Zoning requirements

F. Resource Contact Personnel – Names, addresses and telephone numbers of consultants and contractors that have worked on the building.

1. Architect

2. Structural, Mechanical, Electrical Engineers

3. Conservator

4. Contractors

5. Curator

6. Historian

7. Others - Key individuals or groups that have contributed to the building

Update this information as changes occur.

G. Safety Considerations – Routine and special safety issues should be outlined for reference and pertinent applicable health and safety regulations should be noted and implemented.

H. Sources for Specialty Equipment and Tools – Dated or exotic tools and equipment for historic projects can be difficult to locate and cause delays in providing timely maintenance.

Documentation of local sources for these items can prevent untimely delays or utilization of improper methods used to expedite a solution.

I. Sources of materials and installers – Suppliers of standard and special materials should be included to facilitate future needs. Installation craftsmen may also be needed to expedite installations under adverse conditions.

J. Survey Forms – Documentation survey forms for the exterior and each room within the building should be included for reference information and to enable updating to keep the information current.

K. Treatment Forms – Specific treatments and application frequency for each action should be included addressing the entire building.

MAINTENANCE LOGBOOK

Documentation of ongoing periodic housekeeping, maintenance and modifications to the building should be maintained indicating what work was performed, the date of the work, any problems noted in the execution of the work, and who performed the work. Accurate records should also be kept addressing all touch-up painting indicating the location, color, materials used and the name of the individual applying the touch-up paint. In addition to providing historical data of actions taken, the log book should provide expense information, whether performed by in-house or contract personnel, guarantee or warranty information and estimates of when this work will need to be repeated or additional work be done. The logbook information will be helpful in the determination of recurring problem areas and the planning for future work estimates and schedules if accurate information is included and diligently maintained.

MAINTENANCE PROCEDURES

Many of these historic buildings have been modified over the years to adapt to more modern conveniences and standards including plumbing, electrical and data communication services.

Installation of, modifications to or maintenance of these systems must respect the policies and procedures established to protect the historic elements of the District in accordance with established governmental guidance and policies. The items listed below have been identified as common areas of both design and maintenance concern. Most maintenance issues and design issues are functionally linked. Maintenance procedures may be developed and maintained independently, but project designers should familiarize themselves with maintenance issues to minimize future maintenance requirements and retain the elements of the historic fabric in the prescribed manner. Therefore, the list below pertains to both disciplines.

Air Conditioning

A. Most historic buildings were designed and built with particular attention to natural ventilation and cooling, summer solar protection, winter solar exposure, and use of natural light to illuminate interior spaces. Manifestations of these functional considerations are roof overhangs, porches, crawl spaces, operable door transoms, center halls, cross ventilation and high ceilings. These elements not only add to the historic integrity of a building, but also add to its comfort and usefulness and contribute to its energy efficiency. These elements should be retained, maintained and kept operable.

B. In most cases, proper use of existing historic building functional elements will keep a building at a comfortable summer temperature. If special circumstances exist, or if the original cooling mechanisms have been removed or rendered useless by modern modifications, mechanical air conditioning may be installed if otherwise permitted by Air Force Regulations.

C. If permitted by regulations and approved by the Base Historic Preservation Officer and the

State Historic Preservation Officer (SHPO), the first choice for air conditioning (A/C) will be mechanical ventilation instead of mechanically refrigerated air conditioning systems.

Mechanical ventilation does not require large outside condenser units and maintains the exterior appearance of the buildings.

D. Where buildings are presently heated with a forced warm air heating system, new A/C systems will use the same ductwork, provided the ducts are of adequate size and in good condition. When central A/C systems are approved, they should be of the split system type with an evaporator coil in the furnace discharge duct and an air-cooled outdoor condensing unit connected with refrigerant piping to the evaporator coil.

E. Heat pumps, when used, will provide a means of central air conditioning similar to the above split system application.

F. Window-type air conditioners will be installed only for special applications, such as in classrooms, computer, or equipment rooms when no other type of cooling can be effectively used. When used, a low profile model should be used which mounts as flush as possible with the exterior of the window. Existing through-the-window type air conditioners will be removed when they would normally require replacement or if they are having a negative physical effect on the building. For example, a unit with a burned-out motor will be permanently removed rather than replaced, and a unit that is dripping water on the walls and staining them will either be fixed to eliminate the problem or removed completely.

G. Before installing window A/C units, the Zone electrical shop must certify that there is appropriate electrical supply in place, or that the needed electrical supply can be installed without damaging the historic integrity of the building.

H. Window A/C units must be attached with the least possible damage to the window and surrounding surfaces. Most units can be held in place with a few screws and the bottom sash of the window resting on the top of the unit. Exterior braces or supports will not be authorized for use.

I. Window A/C units may be left in place only during the months of June through September, and must be removed during the remaining months unless there are critical extenuating circumstances.

J. Chilled water A/C systems are generally not appropriate for residential applications, but may be suitable for administrative and office applications. Chilled water systems generally use an outdoor air-cooled or absorption type chiller and individual fan coil type units located throughout the building. These units are connected to the central chiller by a system of distribution piping and equipped with a circulating pump. The advantage of this type of system is that it allows individual room control and minimizes the impact on historic structural elements, as piping requires much less space than ductwork.

K. Consideration must be given to the return air path in air-conditioned buildings. Forced air systems will have adequate return air ductwork already installed. Cold water piping systems must depend on the original ventilation system in the building including door transoms or door vents to a central hall, or through airflow shafts originally built into the larger buildings.

L. Exterior cooling units and piping should be located in the rear of buildings or in other unobtrusive locations. Units can be screened by shrubs or fencing compatible with the location. Piping should be run through the walls in the manner least damaging to the building exterior, such as through a basement window, or under a porch. Condensate lines can be run out of a building through the wall and then down the inside of a downspout. If necessary, exterior piping, covered with insulation, looks much like a downspout and can be painted the same color to minimize their visibility.

Figure 1 - Temporary Air Conditioning Units

Figure 1 - Temporary Air Conditioning Units

Attachments

A. Attachments to historic buildings, such as signs or lighting fixtures will be strictly limited.

When used they will comply with the following standards:

1. Where possible, attachments will be secured to non-historic elements or modern infill around doors and windows.

2. If not possible to comply with item 1 above, attachments will be secured to wood, rather than to brick.

3. If not possible to comply with item 2 above, attachments will be secured to the mortar rather than to historic brick elements.

4. Exterior lighting fixtures will meet the standards set forth in the Lighting section to follow.

Window Air Conditioning Unit

No exterior braces or supports

Support platform secured to wall / window assembly with minimal damage

5. None of the exterior brick or masonry on historic buildings will be painted. No signage will be painted directly onto the buildings.

6. Electrical and communications conduit should be run along the least conspicuous path to enter a building. Entry points will be below ground level if possible. Above ground entry points should be inconspicuous and cause as little damage to historic brick or masonry as possible. When practical, entry should be made through modern wood or brick infill or other non-historic material.

7. All attachments to buildings should be made with non-corrosive fasteners of stainless steel, plastic, copper, etc. Ferrous metals can rust, expand and crack the masonry.

Bathrooms

A bathroom with historically based hexagonal or square tiles, marble sink, claw-foot bathtub with brass fixtures adds to the uniqueness of a structure as well as its historic integrity.

Unfortunately, bathrooms like this are often in such a state of disrepair that instead of the intensive cleaning and repair needed to renew the bathroom, it is simply gutted and remodeled.

Remodeling is expensive, destroys the historic integrity of the room and can be avoided with proper maintenance. The various elements typically found in the bathrooms and their appropriate treatments are included in the design and maintenance topics listed below.

A. CERAMIC TILES – See CERAMIC TILE Section below

B. MARBLE SINKS - Marble sinks can be cleaned with diluted ammonia and warm water.

Do not use wire brushes or steel wool, which can easily damage the marble. Paint can be removed with standard paint remover. Cigarette stains can be removed with a paste composed of warm water and baking soda. Other stains can be removed with mineral spirits.

The stain should be treated with the appropriate remover and covered with plastic wrap for 48 hours. After that time, remove the plastic wrap and allow the remover to air dry. When dry wash off the stain remover. Scratches in the marble can be rubbed out with a wet fine grade 120 or 320-grit sandpaper. Finish the scratch removal with a buffing powder (tin or aluminum oxide) and a marble polish.

C. BATHTUB - The porcelain finish on cast iron bathtubs eventually wear off through time.

There are no permanent refinishing methods available with the exception of re-firing the tub to replace the porcelain finish. Re-firing is a costly procedure for a cosmetic treatment.

Bathtubs with worn porcelain finishes are still usable as long as there are no major cracks or leaks and any rusting is adequately controlled. To prolong the life of the porcelain finish a nonabrasive cleaner should be used when cleaning.

D. BRASS FIXTURES - Brass fixtures will turn green and black if not properly maintained.

Many brass fixtures such as those found on a claw-foot bathtub are chrome plated. Like the porcelain on a bathtub, the chrome-plated fixtures may have become worn in spots allowing the brass to show through. The only way to permanently refinish the fixture is to have it professionally re-plated. An alternative to re-plating is to strip the fixture down to the brass. This procedure is time consuming and requires strong hazardous acids. Due to the acids involved, and the alteration of a historically valued article, this procedure is not recommended.

E. MIRRORS – Many of the old mirrors were made using beveled glass. Re-silvering old mirrors is a costly investment. If a beveled glass mirror has only a few scratches in the silver backing, re-use in this condition is recommended. If however, the silvering is more severely damaged, the following procedure is recommended:

1. Remove remaining silvering with an application of Clorox using a terry cloth rag.

2. Cut a new piece of flat mirror glass to the exact dimensions of the old glass.

3. Fit the two pieces together with the new mirror glass behind the old beveled glass and replace in the frame. Sealing the edges of the composite mirror is recommended if the mirror is to be used in a wet location to prevent moisture from condensing between the two glass surfaces.

Ceilings

There are three basic types of ceiling systems used at F.E. Warren AFB. These include lath and plaster, drywall, and suspended ceilings. The historic ceilings are composed of plaster and wood lath or plaster and metal lath. Metal lath and brown coat (the rough plaster layer without the fine white finish coat) plaster ceilings were located primarily in basement areas. This type of work was done to increase fire ratings, and may have been a later addition applied to exposed wood framing in the historic structures. Metal lath did not come into popular usage until the 1920’s.

The most prevalent interior historic fabric is plaster and wood lath.