Best Practices for Implementing an Integrated Pest Management Program

IPM is the gold standard for protecting your site and residents from pests.

One of the biggest challenges for owners and managers is pest management. Especially when fall begins and the weather turns colder, pest activity changes as many species seek warmth, shelter, and food. Changing weather patterns, diminishing food sources, and the natural instincts of pests play a significant role in their increased activity during this time. To pests, your site’s buildings and resident units may represents an ideal refuge.

Controlling pests is an essential aspect of maintaining your site in a safe and healthy condition as well as complying with HUD’s physical inspection standards. In addition to causing physical damage, pest infestations can cause health problems that could make living at a site uncomfortable or even dangerous. Certain kinds of insects, rodents, and microbes can spread diseases and exacerbate asthma and allergies, among other health problems.

On the other hand, you want to minimize the use of potentially toxic pesticides while finding the best way to control pests. To combat pest problems, many turn immediately to pesticides. However, when used improperly, pesticides can be toxic for people as well. Children, older adults, and those with compromised immune systems are some groups who are especially vulnerable to harm from improper use of pesticides.

As a result, HUD encourages sites to use Integrated Pest Management (IPM) instead of immediately turning to spraying dangerous pesticides on a regular basis. IPM is an effective and environmentally sensitive approach to pest management that relies on a combination of current practices, comprehensive information on the life cycles of pests, and their interaction with the environment. This information, in combination with available pest control methods, is used to manage pest damage by the most economical means, and with the least possible hazard to people, property, and the environment.

By adopting an IPM strategy, you can avoid wasting time and money on treatments and repairs for pest infestations that could’ve been prevented. We’ll cover NSPIRE standards with regard to infestations, the basics of IPM, and provide best practices of an effective IPM program.

NSPIRE Standards for Pest Infestations

HUD’s Real Estate Assessment Center (REAC) assists in improving housing quality by performing assessments of HUD-assisted sites. REAC has been implementing the National Standards for the Physical Inspection of Real Estate (NSPIRE), the newest physical inspection protocol that’s the primary method for HUD physical inspections. The NSPIRE model prioritizes health, safety, and functional defects over appearance and the model supports the adoption of sound, year-round maintenance practices.

Under the NSPIRE standards, an “infestation” deficiency is recorded if there are potentially disease-carrying animals or insects. This category includes insects, rodents, and other pests observed inside, outside, or in dwelling units. Pests can include bees, wasps, termites, bedbugs, ants, spiders, cockroaches, fruit flies, flies, etc., and mammals such as rats, mice, nutria, possum, raccoons, armadillos, bats, birds, squirrels, gophers, etc. Additionally, reptile infestation can be cited if snakes or iguanas are found inside the building.

This deficiency is cited even if management or ownership has preventive measures in place. Additionally, the culpability of resident behavior, such as poor housekeeping or improper storage, has no bearing on whether or not this deficiency is cited.

According to HUD, to properly inspect for infestation, the inspector should use a flashlight and inspection mirror and examine areas commonly infested by insects and rodents. This includes all elements of a kitchen (cabinets, appliances, sinks), tops of doors in units, circuit breakers, outlets and switches, bathrooms, and all mechanical rooms. In bedrooms, areas around beds, along the headboard, and wall areas around the bed should be inspected for bedbugs with a flashlight.

IPM Basics

IPM is an environmentally friendly approach to controlling pests that’s safer than traditional pest control because non-chemical methods are the first line of defense, and when chemicals must be used, the least hazardous are chosen. The non-chemical methods include eliminating nesting places as well as sources of food and water for pests and excluding pests from the home.

IPM is not a single pest control method but rather involves integrating multiple control methods based on site information obtained through inspection, monitoring, and reports. IPM focuses on preventing pests from entering or thriving at your site by removing conditions that attract and nurture pests, such as food, water, and shelter. Preventive actions include:

• Reducing clutter.
• Sealing areas where pests enter the building (weatherization).
• Removing trash and overgrown vegetation.
• Maintaining clean dining and food storage areas.
• Installing pest barriers.
• Removing standing water.
• Educating building occupants on IPM.

IPM also calls for controlling pests that exceed thresholds using the most effective, lowest risk method, such as using traps, or using biological controls, and choosing the least hazardous products if or when pesticide chemicals must be used.

In addition to the IPM’s health benefits for residents of reducing exposure to both pests and pesticides, there are cost savings associated with using IPM in the long run. IPM may be more labor intensive than conventional pest control and may require more up-front resources. However, once pest problems are addressed, costs are generally lower over time because the underlying cause of the pest problem has been fixed. Also, IPM practices provide financial benefits unrelated to pests. For example, weatherization of buildings not only excludes pests but also saves energy and reduces moisture problems.

Effective Pest Monitoring 

In IPM, monitoring means checking your site to identify which pests are present, how many there are, or what damage they’ve caused. Correctly identifying the pest is key to knowing whether a pest is likely to become a problem and determining the best management strategy. Information gained through monitoring is critical for determining whether control measures-chemical or otherwise-are necessary.

Your maintenance staff are the ones most likely to see pests or evidence of pests and the conditions that enable pest infestations. Many successful IPM programs have involved maintenance technicians as "scouts" for pests by teaching them to look for signs, such as rodent droppings, gnaw marks, and frass (insect exoskeletons and excrement).

Tradespeople can also give valuable information with regard to the presence of pests. Electricians often go into areas of buildings that others don’t frequent, such as crawl spaces and inside drop ceilings. If electricians notice pests, gnawed wires, or other evidence of pests in such areas, they should immediately inform the manager. Plumbers are also an important part because they are in the best position to spot leaks, humidity, condensation, and standing water that can lead to pest problems.

Prevent Pest Entry and Spread

The first defense against pests is making sure they don’t get into the building. If there are certain units with pest infestations, spread of the infestation can be minimized to the extent the passageway from these apartments to the rest of the building can be blocked. You should be conducting regular inspections of the building exterior to spot holes where pests may gain entry.

Other steps to keep insects and rodents from entering or traveling through your building include:

• Fix broken windows, screens, vent covers, or holes in exterior walls as soon as possible. A mouse can fit through a hole as small as the diameter of a dime.
• Doors and windows that do not completely close must be fixed immediately to prevent pests from getting in. Doors that do not seal at the bottom should be fitted with weatherproof sweeps, or the bottom should be extended, or the threshold built up to ensure the gap is less than 1/4 inch.
• Automatic door closers should be considered for frequently used doors that tend to be left open, and for doors that are near rooms or outdoor areas where food or trash is present.
• Don’t leave doors to buildings propped open, particularly near kitchen areas or dumpsters.
• Place screens over air intake and exhaust vents for heating ventilation and air conditioning (HVAC) systems to prevent insects and rodents from entering buildings. Whenever possible, use screens on doors, hatches, skylights and other openings. Cover fan and vent openings with galvanized mesh with openings of 1/4 inch or smaller.
• Carefully review HVAC components, such as piping and duct work, where they meet floors, walls, or ceilings, and close openings pests could enter to prevent these from becoming runways for pests. The most commonly used materials for this are caulk, sheet metal, knitted copper mesh or steel wool, spray foam insulation, and cement. Knitted copper mesh, steel wool, and cement are among the best materials to plug openings of 1/4 inch or greater. Rodents can gnaw through softer substances.
• Plug gaps and openings where wires and conduits come through walls, ceilings, floors, the backs of cabinets, etc. to prevent rodents and insects from using electrical wires and conduits as a means to gain access to, and travel throughout, buildings.
• Eliminate pest access in plumbing systems. Seal around sill cocks, sewer lines, and other openings. Use caulk, knitted copper mesh, steel wool, or foam insulation to block access around pipe openings.

Eliminate or Reduce Water Sources

By focusing on water management, you can work to create an environment less conducive to pests, helping to achieve long-term pest control without excessive reliance on chemical treatments. Most pests, including insects and rodents, rely on water for survival. By removing or reducing water sources, you limit their ability to thrive and reproduce. Also, some pests, such as silverfish, earwigs, and drain flies, are drawn to damp, dark environments. By addressing areas of excess moisture, you can remove these favorable habitats, making it harder for pests to establish themselves.

Here are some steps to reduce sources of water for pests:

• Fix leaking pipes and faucets as soon as possible. A five-gallon bucket under a slow leak may seem an easy solution to a plumbing problem. However, it provides a watering trough for rats, mice, and cockroaches and may be a moisture source for supporting mold growth.
• Keep roof drains and downspouts open and free-flowing.
• Keep gutters clean and unclogged. Standing water and debris in gutters provides water for rats, carpenter ants, mosquitoes, and other pests.
• Fix clogged or slow drains as quickly as possible.
• Replace water-damaged wood as soon as possible.
• Insulate pipes in areas that might be prone to condensation. Condensation is a significant source of water for pests.

Manage Recycling and Garbage Program

The effective management of recycling and garbage helps eliminate food, water, and shelter for pests, making it a key component of a comprehensive IPM program. Garbage and improperly stored recyclables often contain organic matter, such as food scraps, that can attract pests. And unmanaged garbage and recycling bins provide places for pests to hide and nest. Rats, for example, are attracted to areas with clutter, debris, and unsanitary conditions. Keeping waste areas clean and organized reduces available shelter for pests, making it harder for them to establish themselves.

Here are some steps to keep garbage-pest free:

• Store Dumpsters and trash cans on concrete or asphalt surfaces as far away from the building as possible, but never within three feet of a building wall or fence.
• Provide adequate numbers of Dumpsters and trash receptacles to avoid overflow of contents. Outdoor trash receptacles should have self-closing lids.
• Inspect trash rooms regularly and clean up spills promptly.

And here are some key concepts that managers in charge of recycling activities should understand and practice:

• Wash recyclable containers. Food and drink left on or in recyclables will help support insects and rodents. Communicate to residents the importance of using soapy water to wash bottles, cans, wrappings, and other items that have food residues clinging to them before placing them in recycling bins.
• Use metal bins when practical. Pests can gnaw through many types of plastic containers.
• Line bins used to store food and beverage containers with garbage bags and clean bins weekly with detergent and hot water.
• Equip storage bins with tight fitting lids to keep rodents and insects out.
• Arrange for all recyclables to be picked up as frequently as possible. This keeps pests from being able to rely on a steady source of shelter or breeding area. Constant disruption of pest habitats helps keep populations from becoming established.

Solicit Resident Cooperation

No resident likes insects and rodents occupying their units. Common sense measures and regular, routine maintenance can go a long way in keeping pests away. Residents need to be aware of the importance of housekeeping and letting pest management professionals in for pest monitoring and control. Residents should report evidence of pests, leaks, mold, or other maintenance concerns and participate in monitoring as directed by the pest management professional. Routine inspection will catch problems that residents don’t report. Residents should:

• Prepare their units as instructed and let pest management professionals in to inspect, replace monitors, and treat (if necessary);
• Notify the manager of disabilities or when assistance is needed to participate in the IPM program;
• Work with staff to find reasonable accommodations if sensitivities exist; and
• Educate and support their neighbors in IPM.

It’s critical that residents follow the lease regarding standards for housekeeping, sanitation, trash removal, and storage. Almost all HUD-approved standard leases have a section requiring residents to maintain their units in a safe and sanitary manner and to immediately report maintenance problems like leaks and pests. A violation of this requirement is a breach of the lease and can be grounds for eviction if it goes uncorrected.

If your staff discovers an unsafe or unsanitary condition or unreported pest problem in a resident’s unit, send the resident a letter informing her that she’s keeping her unit in an unsafe or unsanitary manner or failing to properly notify management of problems in her unit. Remind her that the lease violations that affect residents’ health or safety or that interfere with proper management can be grounds for terminating the lease. And warn her that if she fails to correct the conditions by a specified date or fails to report maintenance problems in the future, she may be evicted.