CityHousing Safe Apartments

CityHousing Hamilton employs 28 full time caretakers who are responsible for the janitorial and caretaking services provided in the common areas of CityHousing Hamilton’s residential buildings. Each of the caretakers are assigned a building or portfolio of buildings that they are responsible for, with one of the caretakers acting as a floater to sub in across the entire portfolio for any coverage, urgent or additional duties required.   

Caretakers have controlled-access janitorial rooms located in each of the buildings where their cleaning materials, equipment and chemicals are stored. They are provided with inventory request forms to complete and give to their supervisors when they require replacement equipment or chemicals.  

In instances of staff absence or the need for additional deep or biohazard cleaning, CityHousing Hamilton may contract the additional services of external janitorial companies through ad hoc service requests.

Each of the caretakers is provided with a weekly cleaning schedule that outlines which buildings and areas within the buildings that they are expected to clean each day of week. Caretakers are expected to work their way through cleaning every common area in each building on a weekly rotation.

It is important to note that weekly is a minimum expectation. Some areas of the buildings are scheduled for cleaning more frequently. It is also an important consideration that should unexpected urgent health and safety issues arise during the week the cleaning schedules may have to be temporarily adjusted to accommodate prompt response to those issues.   

Caretakers are trained to address any urgent health and safety issues prior to carrying out their regularly scheduled cleaning activities. For example, if a caretaker arrives at work to find broken glass by the doorway, a syringe in the hallway, or a spill on the stairs, they will address those issues prior to beginning their daily scheduled tasks.  

Tenants can inform the caretaker directly of any urgent issues if they see them in the building or they can report urgent issues to CityHousing Hamilton’s call centre at 905-523-8496. A service request would then be issued to the caretaker via our software system to address the reported issue as soon as possible.   

As per the requirements of the Occupational Health and Safety Act, caretakers are fully trained in Health and Safety for Workers, WHMIS and proper sharps removal and disposal procedures prior to the start of their duties with CityHousing Hamilton. They are instructed to follow WHMIS procedures when handling and storing cleaning chemicals, including the use of Safety Data Sheets (SDS) and workplace labels. They are provided with and instructed on the proper use of personal protective equipment including uniforms, safety footwear, nitrile gloves, puncture resistant gloves, safety glasses and masks. They have also been trained in correct use and operation of equipment including floor scrubber machines. 

To ensure the safety of tenants and guests while caretakers are performing their duties, slip hazard warning signs have been provided. Caretakers have been instructed on their proper use when cleaning floors or attending to debris or spills on the floors.

Should an urgent or emergency arise during their duties that they are not able to address directly, caretakers are to report that issue to their direct supervisor. The supervisor is then responsible for escalating any urgent or emergency issues through the processes outlined in CityHousing Hamilton’s Emergency Response Plan.

Caretakers have been trained to perform a building walk through and visual inspection to identify any urgent issues that need to be addressed prior to the commencement of daily routine cleaning tasks.  

In addition to this, each CityHousing Hamilton building is assigned to a building services coordinator (BSC). The BSC is responsible for walking through all common spaces of their buildings daily, performing informal visual inspections for any maintenance or upkeep issues that require attention. This includes visual inspection of the cleanliness of common spaces. If anything requires the attention of the caretaker, the BSC will notify them of such.  

On a monthly basis, the BSC will be performing a formal inspection of each of their buildings.

On an annual basis, the building services supervisor will be performing a formal inspection of each of the buildings assigned to their staff teams, which include the building services coordinators and caretakers.

Having inspections performed by different job roles ensures division of duties and cross functional accountability for the cleanliness and upkeep of CityHousing Hamilton buildings.

Manager of Building Systems and Preventative Programs (designated CHH Electrical Safety Coordinator (ESC)

• Maintain up-to-date records of all electrical inspections and maintenance.
• Coordinate with ESA and facilitate audits under the CSS program.
• Ensure all electrical work is performed by licensed Electrical Contractors.
• Develop and update electrical maintenance schedules.
• Report electrical incidents or deficiencies.

Maintenance/Building Staff

• Responds to any minor electrical work orders or service requests for day-to-day tenant and staff requests (within scope of work).
• CHH Building Staff conduct annual unit inspections where visual inspections of electrical devices are carried out. Work order would then be generated for the Maintenance staff or Electrician.
• Report any observed electrical hazards immediately.
• Do not perform electrical work unless licensed and authorized.
• Follow lockout/tagout procedures when near energized systems.

Licensed Electrical Contractors

• Responds to all electrical work orders and service requests for day-to-day tenant/staff requests.
• Engaged when a planned or unplanned electrical shutdown or failure.
• Must be registered with ESA and follow OESC.
• Obtain permits and arrange inspections for all electrical work.
• Notify CHH ESC of any deficiencies or urgent hazards.

Electrical Safety Authority, regulatory oversight

• Conduct annual inspections of 5% of all apartment units in the buildings, 20% of all singles, semi and townhouses.
• Conduct annual inspections of 100% common areas of buildings (including electrical rooms, mechanical rooms, common area hallways, community/common areas and lounges of the buildings.
• Provide guidance, inspections, and audits through the CSS program.
• Issue deficiency notices and support remediation planning.

Continuous Safety Services (CSS) Program

CityHousing Hamilton is enrolled in ESA’s CSS Program to enhance proactive management of electrical safety. Participation includes:

• Annual ESA CSS Safety Review: ESA conducts annual audit review of CHH’s electrical maintenance work logged in the CSSL (online logging system).
• Deficiency Tracking and Reporting: CHH receives reports of non-compliances or hazards and is responsible for timely correction.
• Permitting Oversight: ESA’s on-line logging system provides access to CHH to ensure permits are in place for all electrical work and inspections.
• Education and Consultation: ESA provides optional training and guidance on changes to the OESC, best practices, and risk mitigation.

Hazard Identification and Risk Assessment

CHH follows a proactive approach to identifying electrical hazards:

• Routine Inspections: Scheduled inspections of electrical systems and electrical maintenance work logged in the CSSL. The visual inspections are conducted monthly by site staff in common areas including electrical rooms.
• Tenant Reporting: Encourage tenants to report flickering lights, exposed wires, or faulty outlets.
• Maintenance Records: Review of past incidents or repair history to identify patterns.

Electrical Maintenance and Preventive Measures

• Preventive Maintenance Schedule (3-5 Year “clean and shine”): Inspections of electrical panels, breakers, and grounding systems. All buildings are completed on a 5-year reoccurring schedule. In some cases, we may increase the frequency to 3 years depending on the type and size of building.
• Emergency Backup Systems: Routine testing of generators, battery backups, and emergency lighting. Generators are inspected weekly, monthly, quarterly, six month and annual. The testing and inspections are completed by our Maintenance staff and generator contractor.
• Code Compliance Audits: Verification that all systems meet the latest OESC requirements. This is completed annually.

Training and Awareness

• Staff Training: Regular safety training for maintenance staff and supervisors on electrical hazard recognition, emergency response, and reporting.
• Contractor Orientation: All electrical contractors must attend an orientation and submit ESA credentials.
• Tenant Education: Distribute safety bulletins to residents on safe use of outlets, space heaters, extension cords and certification marks.

Incident Response and Reporting

• Immediate Response: De-energize affected systems, evacuate area if needed, contact emergency services.
• Incident Reporting: All electrical incidents must be reported to the CHH ESC and, if required, to ESA.
• Investigation: Conduct root cause analysis and document findings.
• Corrective Action: Implement measures to prevent recurrence.

Documentation and Record Keeping

CHH maintains detailed records of:

• ESA inspection reports and correspondence
• Permits and Certificates of Acceptance
• Maintenance logs
• Training attendance and certifications
• Electrical incident investigations

Review and Continuous Improvement

• Annual Review: The Electrical Safety Plan is reviewed annually or after a major incident.
• CSS Feedback: Incorporate ESA recommendations from CSS audits into safety procedures.
• Plan Updates: Modify procedures to reflect changes in code, equipment, or organizational structure.

We've made significant changes to the Disruption of Vital Services Plan, which was previously called Emergency Response Plan. Please review the questions and answers listed below.

Preventative Measures

What actions will be taken to prevent planned or unplanned disruptions of vital services?
Monthly servicing of elevator, fire alarms, generators, HVAC equipment. Service contracts for plumbing, electrical, sewer and drains, generator, automatic doors, roofing, fire life systems, furnace, ULC monitoring, CO2 sensor testing and elevators.

Disruption Resolution

What actions will be taken to restore vital services as soon as possible when a planned or unplanned disruption occurs?
Immediate assessment to determine the scope of disruption so appropriate emergency contractor can be notified. CHH will determine estimated repair timeline and monitor continuously until service is restored. CHH will document incident details, response actions, and communication timelines.

Communication

The building owner or operator must provide tenants with information about planned and unplanned vital service disruptions. 
Notice will be posted to the tenant notification board/door to door within twenty-four (24) hours of an unplanned vital service disruption. Notice will be posted to the tenant notification board/door to door a minimum of twenty-four (24) hours prior to a planned vital service disruption.

What methods will be used to communicate information to tenants during vital service disruptions?
Building lobby posting and door to door notices when necessary.

How frequently will tenant receive updates during a disruption and what details will updates include?
Initial notice issued immediately upon awareness of disruption. Updates provided at a minimum every 12-24 hours during extended disruptions. Updates will include:

• Nature of disruption
• Areas affected
• Expected restoration timeline
• Tenant Supports

Tenant Supports

What supports and accommodations will be provided to impacted tenants during shelter-in-place events, where tenants must remain in the building without access to vital services)?

• Tenant wellness checks. 
• Coordination with community partners for emergency supplies if required.
• Regular tenant communication (verbally/written) regarding service disruption.

What supports and accommodations will be provided to impacted tenants during a partial or full evacuation of the building?

• Staff presence onsite to guide tenants and provide information.
• Communication updates throughout situation.
• Assist tenants with temporary relocation plans (e.g. family, hotel, Reception/Evacuation Centre)
• Coordination with community partners for supplies if required.
• Tenant wellness checks.
• CHH will activate our emergency response plan which will be guided by the incident management system (IMS).

What supports and accommodations will be made available to tenants on the voluntary list of tenants requiring additional assistance during vital service disruptions?

• Tenant wellness checks.
• Staff presence onsite to guide tenants and provide information.
• Communication updates throughout situation.
• Assist tenants with temporary relocation plans (e.g. family, hotel, Reception/Evacuation Centre).
• Coordination with community partners for supplies if required.

Other Considerations

CHH Emergency Response Plan is reviewed on an annual basis and will be tested a minimum of once annually through an exercise coordinated by CHH and City of Hamilton’s Emergency Management Coordinators.

CityHousing Hamilton as Landlord Responsibilities

• Retain a pest management operator license and employ licensed exterminators by the Ministry of Environment to conduct all pest extermination activity 
• Maintain cleanliness in lobbies, corridors, elevators, laundry rooms, trash rooms, community kitchens, and outdoor waste areas. 
• Provide simple, accessible methods for residents and staff to report pest concerns (phone, online portal, in person forms), and encourage early reporting 
• Provide residents access to the written IPM plan in the apartment lobby 
• Ensure annual inspections, timely treatment, documentation, and building repairs are completed as required 
• Provide residents with 24 hour notice of treatment and all relevant educational and preparatory information. 
• Complete thorough pest control treatment to the standards outlined in this plan. 
• Document work completed, products used, and the steps required for follow up treatment. 
• Re-inspect treatment areas within 15-30 days post treatment to confirm success. 
• When pest issues persist, provide follow up treatments until fully resolved. 
• Address all resident complaints and work to resolve issues. 

Tenant Responsibilities

• Maintain a reasonable standard of cleanliness. 
• Read and follow all advice and instructions provided by CHH Pest Control. 
• Know the signs of pest activity and inspect regularly. 
• Immediately report pest infestations to CHH. 
• Do not self treat infestations without first consulting CityHousing Pest Control staff.   
• Allow access to, and treatment of, units for which a 24 hour notice has been delivered.

Building inspections

• Provide monthly inspections of common areas; including garbage rooms, garbage chutes rooms, laundry rooms, bathrooms, storage rooms, lounges, and community kitchens.
• Place pest monitoring tools in areas vulernable to pest activity.
• When pets are identified, implement a proper control measure or treatment.

Unit inspections

• Mattresses, box springs, and bed frames
• All furniture with a focus on the seams and crevices
• Pillows and cushions, particularly the seams and folds around zippers
• Mouldings, baseboards, and under the edges of area rugs
• Wall hangings and under loose wallpaper or areas of peeling paint
• Curtain pleats, seams, and spaces where rods and hardware are inserted
• Around door frames
• Wheelchairs and other mobility devices
• Brick walls and “stucco” or other textured wall coverings
• Books, magazines, and newspapers
• Under sinks and around plumbing voids
• Ceilings, light fixtures, sprinkler heads, and smoke detectors
• Heating units, air conditioners, and ducts
• Kitchen cupboards
• Behind large appliances and underneath small appliances

Bed bugs do not transmit disease but are nevertheless a pest of high public health importance. The food and water needs of bed bugs are entirely met from blood. Therefore, bed bugs are not susceptible to baits and must be controlled by other chemical and nonchemical means, such as vacuuming, steaming, and the application of insecticidal sprays and dusts.   

Bed bugs can be found in any cracks and crevices that fit a credit cards edge. Common hiding spots include sofas, recliners, mattresses, box springs, and bed frames. Other areas, such as nightstands, lamps, alarm clocks, picture frames, baseboards, carpet edges, electrical outlets, and draperies can also serve as harborage.  

When inspecting for bed bugs, look out for: 

• Live or dead bed bugs 
• Fecal spots, aka “spackle”. Spackle refers to bed bug feces that appear as black dots in areas where bed bugs are hiding. 
• Shed skins: As bed bugs molt from one life stage to the next, they shed their outer layer. They do this five times before reaching adulthood. The shed skins look like hollow bed bugs and are yellowish in colour.  

Tenant responsibilities 

• Clear personal belonging from the tops of beds and furniture 
• Reduce clutter, allowing easy movement throughout the unit and access to treatable surfaces. 
• Place all fabrics bagged by pest control in the laundry for a high heat wash and dryer cycle. 

Treatment for bed bugs

Bed bugs are treated using a combination of chemical and non-chemical means. The non-chemical means include vacuums and steamers. 

Areas for treatment include: 

• Mattresses with special attention to seems, tags, handles, and air holes 
• Box springs with special attention to seems, folds of material, tags, wooden framing, and plastic corners   
• Bed frames with attention to cracks, crevices, and screw holes. This is especially important for wooden bed frames and captain’s beds  
• Inside and under drawers of nightstands, dressers, and side tables 
• Furniture seams, underneath cushions, and in all cracks and crevices 
• The undersides of furniture, inner framing, screw and nail holes, and around legs 
• Along the base perimeter of rooms where bed bugs are identified. If moulding or wallpaper is loose, lift it and vacuum beneath  
• Vacuum around heating units  
• Along carpet edges  
• Any other areas where bed bugs were identified upon inspection  
• Both live and dead pests are to be removed while vacuuming 

Chemical treatment 

Chemical treatments use a combination of dusts and liquid residuals. The specific needs of the unit will determine the most appropriate products for the job. 

Areas for treatment include: 

• Tufts and seams of mattresses and box springs 
• Inside the box spring  
• Bed frame 
• Cracks and crevices of headboards and footboards 
• Underneath dressers, side tables, shelving units 
• Upholstered furniture seams, under cushions, and around framing 
• Behind wall hangings 
• Unit perimeter with special attention to baseboard gaps. 
• Door frames 
• Closet tracts 
• Radiators 
• Any other areas where bed bugs were identified upon inspection.  

Cockroaches are found in areas where humans provide food, water, and shelter. The two most common cockroach species found at CityHousing Hamilton are German and Oriental. 

German Cockroaches 

German cockroaches are the most common species and a top priority for control because they reproduce quickly and are linked to asthma. German cockroaches thrive in warm, moist, and dark places and infest rapidly with enough food, water, and shelter. They are particularly hard to eliminate because females carry the egg case—containing 35 to 40 eggs—until it hatches. Even if the female is killed by pesticides, the eggs can still survive and hatch later, which is why removing dead cockroaches is essential. 

Oriental Cockroaches 

Oriental cockroaches, also known as water bugs, are about one inch long and black in colour. Oriental cockroaches prefer cool environments and are often found in sewers, basements, and mulch.  

Tenant responsibilities: 

• Clean floors and countertops  
• Reduce accessible food and water sources 
• Regularly empty garbage cans   
• For cockroach spray treatments, remove all contents of the cupboards to be sprayed.  

Treatment for cockroaches

Standard cockroach treatments consist of bait placements, dusting, and cockroach monitors. Liquid residuals, aerosols, and vacuums may be necessary for an effective knockdown in heavy infestations.   

When treating for cockroaches, the kitchen and bathrooms are of primary importance. Other areas, such as around pet food, radiators, and electronics, may require treatment at the exterminator’s discretion if cockroaches, or evidence of, are identified. 

Kitchen and bathroom treatments include: 

• Cupboard hinges 
• Pullout drawers 
• Underneath sink and around plumbing 
• Underside of countertops perimeter 
• Top of stove under back guard 
• Behind the fridge and stove  
• Voids behind kick plates 
• Outlets  
• Baseboard gaps 
• Place dated monitors in key areas. 

Mice and rats are the rodents of significance to housing. They reproduce quickly and are most active at night. Generally, mice and rats travel along commonly used paths and stay close to walls.  

Rodent prevention starts with sanitation and exclusion (structural maintenance). Eliminating food sources and hiding places is crucial alongside any treatment plan. 

Rats 

Rats typically live in outdoor environments and prefer secluded locations for nesting. If abundant food is present, rats will establish nests close to or inside of buildings. Rats will forage up to 450 feet from their burrows for food. For building entry, openings as small as a quarter (about one inch) in diameter are sufficient for rats to utilize. 

Mice 

House mice typically restrict their foraging activities to within 30 feet of their nests. Nesting sites are highly adaptable, often utilizing insulating materials, discarded clothing, automotive interiors, storage boxes, or virtually any available soft, protective materials. Entry points with the diameter of a dime (approx. 0.7 inches) are sufficient for mice to enter. Sexual maturity is attained at around one month of age, enabling rapid population growth.  

Treatment for rodents 

• Through careful inspection, attempt to find main traffic areas signified by structural damage, rub marks, droppings, or burrows. Communicating with tenants is another great way to gain insight into where rodents are travelling.
• Where travel routes are identified, place bait within labelled tamper proof stations. Exterior bait placements must be within a tier one bait station, or a station securely fastened in place.
• Wall voids, attics, and insulation may also be important areas for bait placement.
• Follow up after two weeks to assess the results of treatment. The effectiveness of bait placements can be determined by viewing rodent activity on baits.

Flea control requires a combination of pet treatment, thorough cleaning, and targeted insecticide use. High risk areas for flea activity include pet bedding, carpets and rugs, upholstered furniture, cracks along baseboards, under beds, and anywhere pets rest or sleep. 

Tenant responsibilities: 

• Visit a veterinarian for pet treatment. Flea products will either be topical or oral and should be used for the full recommended treatment cycle. 
• Pick up clutter from floors to allow full access for treatment. 
• Wash all human and pet bedding, throw blankets, and washable pet items in hot water and dry on high heat. 
• Vacuum all carpets, rugs, upholstered furniture (including under cushions), mattresses, and along baseboards, then immediately dispose of the vacuum bag. 
• Continue with daily vacuuming for at least two weeks following treatment to remove eggs, larvae, and adult fleas. 

Treatment for fleas

• Provide a broadcast spray treatment of all floor surfaces.   
• Spray all seams of upholstered furniture and pet beds or anywhere that pets rest. 
• Spray the unit perimeter with special attention to baseboard cracks and crevices.  
• Follow up after two weeks to assess results. 

Products for flea treatment include: 

• Adulticides, such as pyrethrin based sprays, which aim to kill adult flea populations. 
• Insect Growth Regulators (IGR) which prevent eggs and larvae from developing.  

Pharaoh ants are the most common ant species of concern in CityHousing Hamilton buildings. Pharoah ants are very small and yellowish in colour. They can nest in a variety of locations indoors, however, are often found around sources of food and water. Pharaoh ants leave pheromone trails along foraging paths and commonly travel these paths once established. Finding and treating near these trails is crucial. 

Treatment for ants

Pharoah ant treatment relies exclusively on baiting.   

• Use only slow-acting ant baits specifically labeled for Pharaoh ants 
• Place small amounts of bait directly along active trails, at wall–floor junctions, near plumbing voids, behind or under appliances, in cabinets, and along electrical/wire runs. 
• Follow up after two weeks to assess results and rebait as necessary.  

Products to avoid: 

Do not apply residual insecticides for Pharaoh ants. Residual sprays are known to stress the colony, causing it to split in a process called “budding” and create multiple new nests. Additionally, residual sprays primarily target the foraging ants, which are critical for bringing bait back into nesting sites. 

Proper treatment for bee, wasp, and hornet nests depends on the accessibility of the nest.   

• When the nest is visible, a direct application of insecticidal sprays or dusts will effectively exterminate the nest.   
• For concealed nests in walls or attics, it is important to determine where entry points are located.   
• Once entry points are found, insecticidal dusts are the most effective products for injecting into the entry points. Following dust contact, the insects will carry the insecticide on their bodies into the nest, where others will be affected. 

Follow up after two weeks to ensure the infestation has been eliminated.