One list for the whole building
After tear gas or a pepper spray release in a building, residents report symptoms at different times, contractors visit different units, and insurers ask different questions. A single coordination sheet, kept by the manager or a board member, lists each affected area, who is responsible, its status and the contact person.
Share a version with residents so they know where their unit stands and when common areas will be cleaned.
Coordination sheet
| Area | Affected? | Responsible | Contact | Status |
|---|---|---|---|---|
| Unit 2A | Yes, symptoms reported | Unit owner | Assessment scheduled | |
| Second-floor corridor | Yes | Association | Cleaning booked | |
| Stairwell | Association | |||
| Shared ventilation | Association | System off | ||
| Unit 2B |
Board or manager checklist
- Shut down shared ventilation serving affected areas.
- Post a notice telling residents which areas to avoid.
- Schedule common areas to be cleaned before units are reoccupied.
- Notify the association's insurer.
- Keep a log of resident symptoms reported and contractor visits.
- Send residents a written update after each major step.
Questions to settle early
- Which units and common areas were affected, and how do we know?
- Who is the single contact for residents?
- When will shared ventilation be inspected and restarted?
- Will one provider handle common areas and offer the same service to owners?
- How will residents be told when areas are safe?
Keeping residents informed
Residents worry most when they hear nothing. A short written update after each step, such as ventilation off, corridor cleaning scheduled, corridor cleaned, keeps calls and emails down and helps people plan when to return. Post updates in the lobby and send them by email so residents staying elsewhere still see them.
Common questions
Should the association pay for unit cleanup?
That depends on the governing documents and the cause. Usually common areas are the association's and unit interiors are the owners'.
What if some owners are away?
Contact them by email and phone, and note in the sheet whether their unit could be checked. Units left unchecked can keep spreading residue.
Should the sheet include tenants' contact details?
Include the best contact for each unit, owner or tenant, with their permission, and keep the sheet private to the manager and board.
How long should the sheet be kept?
Keep it with the association's records for the incident, at least until insurance claims are closed.
Does the city need to be told?
Usually not for cleanup itself, but damaged doors or windows may need permits to repair; ask your contractor.
General information for Berkeley, not a quote or professional advice. In an emergency, call 911.