Managing Employee Housing

Managing

Employee

Housing

FARM Human Resources

Reference Manual 2018

Acknowledgements

The authors are grateful to the Cornell Agricultural Workforce Development program for providing

materials for portions of this document, including Orientation and the Housing Inspection Checklist.

Materials from Cornell were created by Richard Stup, Libby Eiholzer and Lisa Ford.

FARM Workforce Development acknowledges the following individuals and organizations for their time

and eort in developing the guide for Managing Employee Housing.

Bill Banker Blue Hill Farm

Laura Daniels Dairy Girl Network

David Darr Dairy Farmers of America

Mark Diederichs Breeze Dairy Group

Thomas Maloney Cornell University

Antone Mickelson Darigold

Margaret Ruiz-Smart Cow Palace Dairy

Maureen Torrey Torrey Farms

Tonya Van Slyke Northeast Dairy

Producers Association

Tom Wall Dairy Coach

Amy Wolf AgSafe

This manual is not a legal document and is intended for educational purposes only.

Dairy farmers are individually responsible for determining and complying with all

requirements of local, state and federal laws and regulations.

Table of Contents

Managing Employee Housing 1

• Management Checklist 1

• Farm-Provided Housing 2

• Shared Goals 2

• Legal Context 3

• Written Housing Agreement 4

• Maintenance and Inspections 6

• Community 9

• Orientation 9

Resources 14

Templates 15

Managing Employee Housing

✓ The dairy has consulted with an attorney to determine its local, state and federal

requirements prior to providing worker housing.

✓ Dairy farm workers know the monetary value of farm-provided housing, even if it is

provided free of charge.

✓ The dairy has a written housing agreement signed by all occupants that outlines

management and worker responsibilities. The written housing agreement has been

reviewed by an attorney.

✓ The dairy has a yearly budget for housing repairs and maintenance.

✓ A person is assigned to manage inspections and repairs of farm-provided housing.

✓ Routine inspections are conducted before new employees move in, when

employees move out and at regular intervals in between.

✓ The dairy has a repair system in place for occupants to tell management when

repairs or maintenance are needed. The system helps management track the status

of repairs, including when the work is complete.

✓ Occupants know what to do if there in an emergency situation like a re.

✓ The dairy provides functional re extinguishers, smoke alarms and carbon

monoxide detectors in all farm-provided housing.

✓ The dairy has established house rules for occupants of farm-provided housing. The

house rules are made available to occupants by posting the document within the

house, putting it in the employee handbook, putting it in the housing agreement,

handing it out during move-in or by some other means. The rules are translated

into the workers’ primary language(s).

✓ The dairy has a housing orientation for workers and their families when they

move in. The orientation covers responsibilities, inspections, house rules, utilities,

emergencies, maintenance/repair requests and how to clean/use facilities.

MANAGEMENT CHECKLIST

The Management Checklist details key guidelines and best practices regarding management

of employee housing. Management Checklist points are listed at the beginning of sections that

correspond to the checklist topics.

FARM Human Resources Reference Manual 2018

Shared Goals

Managers and workers have at least two shared

housing goals:

• Provide safe, healthy and comfortable housing

for workers.

• Maintain housing in a good state of repair for

the health and enjoyment of current and future

occupants.

Managers have the added goal to:

• Minimize property damage to decrease

operational costs and maintain the value of the

housing investment.

To achieve all these goals, farm managers must do

three things:

• Set clear expectations about housing responsi-

bilities and follow up with routine inspections to

be sure they are met.

• Establish a culture that reinforces every day that

both workers and management are responsible

to keep housing in good condition for the

benet of everyone.

• Train farm workers about using, cleaning and

maintaining the housing. The training should

address how to report maintenance issues.

Farm-Provided Housing

Farm-provided housing can be a valuable benet for farm workers. Dairy farms are in rural areas where

housing options can be scarce. Farm owners and managers oer housing benets to:

• Reduce the burden on employees to nd housing in areas with limited options

• Avoid a long commute for employees

• Provide a housing option that is of lower cost than other options in the area

• Attract high-quality workers

Properly managed housing gives dairy farm workers and their families a place to rest, relax and

make memories. But without proper management, housing can quickly become a headache and a

liability for farm owners and managers. This document covers legal considerations and management

recommendations to promote safe, clean and comfortable living spaces for dairy farm workers.

Managing Employee Housing

Legal Context

✓ The dairy has consulted with an attorney

to determine its local, state and federal

requirements prior to providing worker housing.

✓ Dairy farm workers know the monetary value

of farm-provided housing, even if it is provided

free of charge.

Farms that provide housing should determine their

legal requirements. Regulatory oversight varies

based on the number of workers housed and the

type of work arrangement (year-round, seasonal,

etc.).

Wage Laws: Payment for Housing

Farms must decide how to handle payment for

employee housing. Options include:

• Provide the housing at no cost

• Include the cost of housing as a form of wages

• Charge for housing through a wage deduction

• Charge rent or a housing license fee separate

from wages

Farms that provide housing as a form of wages or

as a wage deduction should review federal and

state wage laws.

• Federal rules on wage credits for lodging:

Fair Labor Standards Act

The reasonable cost of lodgings can be consid-

ered a form of wages, but an employee must

agree in writing to receive part of their wages

as lodgings. In this case, the lodging must be

provided for the employee benet, not for the

convenience of the employer. Reasonable cost

generally means the cost to the employer to

provide it – not the fair market value. Because it

is considered part of wages, lodging deductions

can take a worker’s cash wages below the

federal minimum wage. The U.S. Department of

Labor provides additional guidance online.

• State rules on wage credits for lodging

At the state level, farms should review laws

around wage deductions and credits found in

the FARM Legal Fact Sheets from the National

Milk Producers Federation. The Legal Fact

Sheets summarize deduction rules for each state

and provide links to more information.

In deciding whether to provide housing as a form

of wages, farms should consider the potential

impact on overtime compensation and taxable

income. When part of wages, the lodging credit

becomes part of the regular rate of pay for

calculating overtime pay, if applicable in the farm’s

state. Owners and managers should consult their

accountant or payroll manager for guidance on tax

implications.

No matter how a farm handles payment (or non-

payment) for housing, the policy should be clear.

Employees living in the housing should know

exactly how much they are paying for housing –

whether that is through a paycheck deduction or

through a separate payment. Additionally, being

clear on the value of housing can reduce tensions

FARM Human Resources Reference Manual 2018

between workers receiving housing and those that

are not receiving housing. Any communication

around the value of housing should be translated

into the workers’ primary language(s) to make sure

they understand.

General Laws: Conditions and Maintenance

Farms have an ethical responsibility to ensure

housing is safe and a comfortable place for

workers to rest, eat, relax and meet their living

needs. It is also important to understand the legal

requirements for maintenance and upkeep.

Federal regulations for employee housing, which

are focused on migrant and seasonal labor, do not

usually apply to dairy farms. Farms that provide

housing for seasonal workers may benet from

reviewing federal requirements outlined below.

• The Migrant and Seasonal Agricultural Worker

Protection Act (MSPA)

MSPA sets employment standards for migrant

and seasonal workers. It is administered by

the U.S. Department of Labor. Each person

who owns or controls housing for migrant or

seasonal workers must comply with federal and

state safety and health standards relating to

housing. The federal safety and health standards

for structures built aer 1980 are set out by

OSHA standard 1910.142. More details are found

online.

• H2-A Visa Program

Dairy farms are not currently eligible to use H2-A

visas for their year-round agricultural workers.

Agricultural operations that use H2-A visas must

provide housing at no cost to the worker. The

housing must meet federal OSHA standards.

More details are found online.

At the state and local level, regulations vary widely.

A few states have explicit laws about agricultural

employee housing. The FARM state-by-state Legal

Fact Sheets provide a good starting point for

information about state ag housing laws. However,

farms are encouraged to review their legal

requirements with an attorney.

Additionally, landlord/tenant laws, building

codes and public health codes may apply to the

farm’s housing depending on where the farm is

located and whether workers have signed a lease.

These laws vary by state and even county. For

the most part, they focus on providing sanitary

and safe conditions. This document outlines

recommendations for management of farm

housing for owners and managers to provide

sanitary, safe and comfortable conditions.

Written Housing Agreement

✓ The dairy has a written housing agreement

signed by all occupants that outlines

management and worker responsibilities. The

written housing agreement has been reviewed

by an attorney.

Having a written housing agreement helps both

dairy owners / managers and their employees

understand expectations about upkeep, rent/

payments and maintenance procedures (like

repair requests). Even if the farm provides housing

at no cost, a housing agreement is a useful legal

document that can prevent problems down the

road.

There are two main types of housing agreements: a

license and a lease / tenancy. Dairies should review

these two options with an attorney to determine

the best one for their individual operation.

• License This type of agreement states that an

employee is in the housing in connection with

their job and under the owner’s permission. The

owner retains control over the premises.

• Lease / Tenancy A lease or tenancy agreement

makes it easier to separate the housing from

employee wages, but it gives a tenant the right

of occupancy. Both the landlord (the dairy) and

the occupant would have rights and responsibil-

ities under state or local landlord-tenant laws.

Distinguishing between a lease and a license is not

as simple as whatever title is given to the housing

agreement. In other words, calling the agreement

Managing Employee Housing

a “License Agreement” does not make it a license.

Without a legally-sound written agreement, courts

will decide if the housing arrangement is a lease

or a license when there is a dispute. A written

agreement lets employers and workers agree

on mutual terms before there is a problem; and,

ideally, it creates clear expectations that help

prevent misunderstandings and disputes.

Considerations

A housing agreement should set clear expectations

for using and maintaining the housing. When

preparing a housing agreement with an attorney,

farms may consider some of the following issues:

• Dening Occupants Oen, employer’s want

some control over who will be living in the

housing. In single family housing, for example,

the owner / manager may choose to limit the

occupants to the employee, a spouse and

children. While temporary visitors may be

acceptable, dairies may want to avoid a situa-

tion in which extended family, such as cousins

or grandparents, or friends live in the housing

for an indenite amount of time without prior

approval. If family, especially children, will be

living with the employee, the agreement should

specify that work areas are o-limits to the

worker’s family (like manure lagoons, milking

parlors, etc.).

• Housing Rules A housing agreement is also an

opportunity to state that the employee must

follow house rules. The agreement should also

specify the consequences for breaking the

house rules. Dairies can dene the rules within

the agreement or in a separate document

signed by the employee. Rules can include quiet

hours, responsibility for visitors, pets and more.

• Utilities The housing agreement should state

who is responsible for paying utilities. If paid by

the employer, the agreement can state a cap

above which the employee becomes respon-

sible for the cost. One approach is to set up

utilities in the employee’s name so that the dairy

is not responsible for the cost if the employee

quits.

• Insurance A housing agreement may also re-

quire employees to acquire renter’s insurance. It

is good practice to check with the dairy’s liability

insurance company to ask about coverage for

worst-case scenarios.

• Rent or Wage Deductions Some dairies use

wage deductions to collect payment for

housing. State and federal law may limit the

amount that can be charged for lodging as a

wage deduction – either a set dollar value per

day or up to the reasonable cost to provide the

housing. Wage deductions have the benet of

easy administration. Other dairies may choose

to charge rent.

• Right to Inspections The housing agreement

should specify the owner’s right to periodic

housing inspections. This ensures the dairy

can identify and perform any necessary repairs

in a timely manner. Housing inspections are

described in more detail in Routine Inspections

on Page 6.

• Repairs and Renovations The agreement

should state whose responsibility it is to arrange

and pay for repairs. Oen, that depends on the

type of maintenance needed. For example,

a major appliance malfunction is usually the

responsibility of the owner, whereas routine

upkeep like changing lightbulbs are the respon-

sibility of the occupant. The agreement may also

specify that it is the occupant’s responsibility to

notify management of repair needs and outline

the process for occupants to request repairs.

• Employment Separation Check local laws

before evicting any employee aer employment

ends to avoid inadvertent violations. The

Housing Agreement can address the process

and timeline for moving out aer separation.

A housing agreement is a legally binding contract.

Farms are encouraged to seek legal advice in

creating the agreement. To accommodate non-

native English speakers, owners and managers

should have a translated copy of the housing

agreement. An oicial legal translator should be

consulted to translate the agreement.

FARM Human Resources Reference Manual 2018

Maintenance and Inspections

✓ The dairy has a yearly budget for housing

repairs and maintenance.

✓ A person is assigned to manage inspections and

repairs of farm-provided housing.

✓ Routine inspections are conducted before new

employees move in, when employees move out,

and at regular intervals in between.

✓ The dairy has a repair system in place for

occupants to tell management when repairs

or maintenance are needed. The system helps

management track the status of repairs,

including when the work is complete.

✓ Occupants know what to do if there in an

emergency situation like a re.

✓ The dairy provides functional re extinguishers,

smoke alarms and carbon monoxide detectors

in all farm-provided housing.

✓ The dairy has established house rules for

occupants of farm-provided housing. The house

rules are made available to occupants by posting

the document within the house, putting it in the

employee handbook, putting it in the housing

agreement, handing it out during move-in or by

some other means. The rules are translated into

the workers’ primary language(s).

Farms that provide housing should have a yearly

budget for repairs and maintenance. Keeping

the house in good condition achieves two goals:

(1) keeps employees living in a safe and

comfortable environment; and, (2) protects

the long-term value of the farm’s investment.

Routine Inspections

Regular housing inspections allow management

to check on cleanliness and identify needed

repairs. Owners should conduct the inspections or

assign someone to complete them. An inspection

checklist ensures consistency and helps keep

track of any needed repair follow-ups. A Housing

Inspection Checklist template is provided on

Pages 16 and 17.

Inspections should be conducted:

• Before a worker moves in

• Aer a worker moves out

• At regular intervals in between

During the inspection, take pictures of any

problem areas and keep them on le. Problem

areas can mean items needing repair or issues

with cleanliness. This paper trail helps document

the condition of the housing in case there are any

disputes.

Managing Employee Housing

Owners should consider setting up a regular

schedule for inspections, like every other

Wednesday or every 15th of the month. Regular

inspections are important no matter the nature of

the relationship with the occupants. For example,

even for a family that has worked with the farm for

years, an annual inspection is useful. The owner

or manager may notice an issue during the annual

inspection that the occupants did not see or did

not realize was a problem.

Repair Request System

Workers should not wait until an inspection to let

management know about maintenance needs.

Consider designating one person to be responsible

for managing repairs. A good maintenance request

system is one where: workers know exactly how

to communicate a problem, they know when to

expect the repair and they know when the repair is

complete. The system must also help management

keep track of repair needs and document them

over time.

There are many repair request systems, for

example:

• Ticket System Provide a stack of printed,

bilingual forms (“tickets”) that workers can

ll out to report any problems or request

information/help about housing. Provide a box

for workers to place the tickets. Check the box

daily. On the ticket, write down the date that

follow-up is complete. Follow-up can mean

completing repairs, installing new appliances or

answering occupant questions. Keep the tickets

for the dairy’s records. A Repair Ticket template

is provided on Page 20.

• Journal System Managers may wish to provide

a binder or notebook at a central location for

repair requests. The binder can be lled with

pre-printed sheets for workers to ll out. A

manager or designated person should check

the binder every day and write down follow-up

notes. A Repair Journal System template is

provided on Page 21.

• Phone System Workers with low literacy may

not be able to condently ll out written main-

tenance requests. One option is to encourage

workers to ask a housemate or co-worker to

ll out the request. Another option is to set up

a dedicated phone line or voicemail to report

problems. Remind workers to state their name,

their housing location and the problem. Check

the voicemail daily and write down the issue in

the ticket, journal or other written system so that

it is documented.

Emergency Situations and Safety

Emergency situations need to be addressed

immediately. An overowing toilet, a burst pipe or a

heating malfunction in freezing weather can quickly

cause expensive damage and/or endanger lives.

Owners and managers may consider displaying a

poster with directions on how to handle dierent

types of emergencies.

Owners and managers should designate

someone to be the emergency contact for urgent

maintenance issues. Owners and managers may

choose to have one person responsible for daytime

hours and someone else for overnight hours.

Occupants should know who to contact and how.

To promote on-going safety of occupants in farm-

provided housing, owners and managers should:

• Ensure re extinguishers are available and

up-to-date on inspections. If possible, place the

extinguisher close to the kitchen.

FARM Human Resources Reference Manual 2018

• Check smoke and carbon monoxide detectors

during regularly scheduled inspections.

• Keep window and door locks in good working

order.

• Ensure workers know evacuation procedures in

case of natural disasters like tornado, hurricane,

earthquake, mudslide or wildres. Consider a

poster that provides information on where to

seek shelter in an emergency. If an evacuation

shelter is an option, consider including a simple

map on the poster to direct employees.

As a reminder, foreign-born workers may not be

familiar with the 911 system. Never assume that

everyone knows about it, even if they have lived in

the U.S. for many years.

Cleanliness and Incentives

During housing orientation (see Orientation on

Page 9), it’s good to do a walk-through of the house

and point out how to clean and use parts of the

house. Knowing how to clean and the expectations

for cleanliness is an important rst step. The next

step is actually nding time. Employees may have

busy work schedules that make nding free time

for cleaning diicult. Owners and managers may

consider providing occupants with a suggested

household cleaning schedule to help them plan,

as found on Page 22. But while an employer can

require that the house be maintained in good

condition, the employer cannot dictate a cleaning

schedule because employees are o-duty when

at home.

Insect and rodent pests are both a nuisance and

a health risk. Owners and managers should cover

prevention tips during the housing orientation.

Additionally, owners and managers should

consider the following basic strategies:

• Provide bedbug-proof, zippered mattress

encasements. Basic encasements are aordable

and can be found online or at major stores.

• Provide traps and sprays so occupants can

prevent and treat any problems.

• Check for cracks and crevices where bugs or

rodents can enter. Patch any holes.

• Check for problems during routine inspections,

like overowing trash, that can attract pests.

Work with occupants to correct the problem.

• Hire a pest control company to inspect and

preventatively treat housing on a regular basis.

The appropriate frequency will depend on the

climate, the location and the type of housing.

Incentives are a useful tool to motivate good

cleaning and upkeep habits. Owners and managers

may consider providing a cash bonus, a pizza

party or another prize to occupants of housing

that maintain sanitary and damage-free housing

conditions.

Updates and Renovations

Owners and managers may wish to update,

renovate or oer new housing from time to time. It

is useful to talk with workers about their viewpoint

and preferences. For example, a new house – while

more spacious and updated – may not appeal

to occupants who prefer their current location

because it is closer to work or family members.

Culture

Culture is essentially a group of people’s

understanding of “how things are done around

here.” Management must communicate, with words

and actions, that housing is cared for, kept clean

and repaired promptly.

A good housing culture is established by

management training workers to care for housing

(see Orientation on Page 9), following up with

inspections, creating a way for workers to report

problems/ask questions and, making repairs

as quickly as possible. If management fails to

communicate expectations, ignores problems or

neglects their maintenance duties, then a poor

housing culture will result.

Managing Employee Housing

Community

Foreign-born workers or others who come from

outside the local area may have trouble integrating

into the community without help from the farm

owner or managers. Many may not own a car or

have a driver’s license. Additionally, language can

be a barrier.

Considerations

• Oer regularly scheduled transportation into

town to buy supplies or visit other stores.

• Introduce workers to neighbors.

• Tell workers and their families about local

events, like fairs or festivals. A bulletin board

may be a useful way to communicate.

• Create a list of local churches or other places of

worship to give to employees.

Orientation

✓ The dairy has a housing orientation for

workers and their families when they move

in. The orientation covers responsibilities,

inspections, house rules, utilities, emergencies,

maintenance/repair requests and how to clean/

use facilities.

Hiring new employees takes a lot of thought

– safety training, setting up payroll and more.

Farms that provide employee lodging should also

consider a housing orientation. Orientation is the

manager’s opportunity to explain expectations and

train employees on how to properly use, clean and

maintain farm-provided housing. It is particularly

valuable for foreign workers, who may be

unfamiliar with facilities, appliances and systems

commonly found in the U.S. Orientation should

involve any family members who will be sharing the

housing.

Below are some common topic areas and

suggestions for content. Farm owners and

managers are encouraged to tailor the orientation

to t the needs of their individual operation. In

the following text , farm owners and managers

responsible for farm-provided housing are referred

to as "management."

Responsibilities

Both farm workers and management are

responsible for maintaining housing so it is safe

and comfortable. Employees must keep the

house clean and avoid any unnecessary damage.

Managers make any needed repairs and will

regularly inspect the housing for health and safety

reasons.

Note: Sometimes workers are not sure which maintenance

issues they should tackle on their own versus reporting them

to management. A simple table outlining responsibilities, like

the following, is useful. The farm owner or manager may also

choose to encourage workers to report any problems, even if

ultimately the worker is responsible. This avoids a situation

where a problem goes unaddressed for a long time.

• Repair major appliances, like stove or refrigerator

• Repair structure problems, like a leaking roof or a

broken door

• Arrange for pest or bug treatments and/or provide traps

• Fix toilets that leak or persistently will not ush

• Pay for ____________________________

[Specify which utilities are paid by management]

• Inspect house regularly

• Replace lightbulbs

• Keep the house clean – sweep, mop, wash

windows, etc.

• Don’t leave food where bugs and rodents can get to it

• Use plunger to try to x a toilet before calling management

• Pay for ____________________________

[Specify which utilities are paid by occupants]

• Report any issues that management needs to x

MANAGEMENT WORKER / OCCUPANT

FARM Human Resources Reference Manual 2018

Inspections

An assigned person will inspect this house regularly

to make sure it is clean and safe.

This housing will be inspected every

________________ (weeks/months) by

_____________________, who can be reached by

phone at ________________________.

House Rules

Anyone living in the farm-provided housing must

follow the house rules.

Note: The following are examples only. Farm owners and

managers should tailor these to their individual operations.

House rules should be translated into appropriate languages.

For low literacy workers, read the rules out loud in the language

they speak.

• Keep the house clean and in good working

order. Avoid causing any damage.

• Report any maintenance or repair needs to

management as soon as possible. The sooner

management knows about it, the faster it can be

xed.

• Quiet hours are between 11:00 p.m. and 5:00

a.m. Avoid making too much noise during quiet

hours.

• Do not paint without permission from

management.

• Do not remove furniture or appliances without

permission from management.

• Do not remove or tamper with smoke alarms.

They are there for your safety.

• Smoking indoors is prohibited.

• The use of illegal drugs is prohibited on the farm

property, including farm-provided housing.

• Pets and other animals are not allowed without

written permission from management. All pets

must have up-to-date rabies shots.

• Long-term, overnight visitors are not allowed

without permission from management. If you

plan to have a visitor stay more than one week,

please discuss it with management.

• Family and visitors are not allowed to enter the

worksite, including the milking parlor, any barns,

feed storage or anywhere near equipment or the

manure lagoon. This is for the safety of family

and visitors because they have not gone through

safety training.

Utilities

The following list shows who is responsible for

setting up utility accounts and who will pay the bill.

Note: Employers can consider the following list, where they

circle ‘Management’ or ‘Worker’ for each type of utility. Any

special situations should be clearly communicated to workers.

For example, the owner/manager plans to split the electricity

bill with workers. Or, the owner/manager will pay up to $___ for

electricity and the worker is responsible for anything above that

amount.

• Electricity: Account set up by (Management /

Worker). Paid by (Management / Worker)

• Gas: Account set up by (Management / Worker).

Paid by (Management / Worker)

• Heat: Account set up by (Management / Worker).

Paid by (Management / Worker)

• Water: Account set up by (Management /

Worker). Paid by (Management / Worker)

• Internet: Account set up by (Management /

Worker). Paid by (Management / Worker)

• Phone: Account set up by (Management /

Worker). Paid by (Management / Worker)

• Cable: Account set up by (Management /

Worker). Paid by (Management / Worker)

Owners/managers should consider how they want

to handle satellite dishes. To avoid multiple satel-

lite dishes, owners/managers can work with the

satellite provider to set up multiple accounts with

one dish. Or they can state that satellite dishes are

not allowed in the Housing Agreement. No matter

how an owner/manager wants to manage satellite

dishes, they should decide in advance so they can

tell employees during the housing orientation.

Emergencies

If there is a re or life-threatening emergency, call

911 from any cell phone or landline.

For other urgent matters, like an overowing

toilet or a burst pipe, call ___________________

immediately on his/her phone number: _________

_______________________.

Managing Employee Housing

Maintenance or Repair Requests

Report any maintenance or repair needs using

the provided (notebook / tickets / phone line).

Management cares about your safety and comfort.

Reporting issues as soon as possible helps

management address it sooner.

How to Clean and Use Facilities

This housing is provided to you in good condition.

Every occupant has a responsibility to make sure it

stays that way. The best way to do that is to keep it

clean and use it properly.

We will do a walk-through and talk about proper

cleaning and use in each part of the house.

A cleaning schedule is optional, but you may nd it

useful to stay on track.

Note: To avoid any obstacles to keeping the house clean, farm

owners and managers may consider providing workers with

cleaning tools and supplies (buckets, mops, sponges, and spray

and liquid cleaners for oors, windows and other surfaces).

KITCHEN

Cleaning

• Clean up crumbs and food waste immediately

aer eating. Do not leave out open containers

of food.

• Wash dishes aer eating and clean countertops,

tables and sinks with hot, soapy water.

• Sweep kitchen oors every day. Mop oors at

least once a week.

• Cockroaches can be kept out of the housing.

They are only present when the kitchen is dirty

and food and water is available for them. Wipe

up spills right away and report any leaks to

management.

Refrigerator

• The refrigerator keeps food cool and prevents it

from spoiling. Set the thermostat to stay under

40 degrees.

• Keep the refrigerator door closed when you are

not taking out or putting in food.

• Any opened perishable food should be kept in

the refrigerator as well as any food marked as

needing to be refrigerated (milk, eggs, cheese,

meat, yogurt, vegetables, etc.). If it was refrig-

erated when you bought it, then you need to

refrigerate it at home!

• Frozen foods should be defrosted in the refriger-

ator, not on the counter or anywhere else.

• Be respectful of the space and make sure all

people have room to keep their food. Clean up

any spills immediately.

Stove

• Be careful not to boil food over or spill food on

the burners. This damages them.

• Do not put tinfoil under the burners. When

burners do not work, please tell management.

• Clean the stove when something spills on it.

• Do not use the stove for heating the house and

do not leave burners on when unused. Someone

could get burned or a re could start.

• Do not leave pots of cooking food unattended

on the stove.

• Do not use cookie sheets for cooking tortillas on

the stovetop; use a griddle or frying pan.

FARM Human Resources Reference Manual 2018

Kitchen Trash and Recycling

• Cooking fats, oils and grease should never be

poured down the sink drain. They will clog the

pipes. Instead, allow them to cool, put into a

container and throw out in the trash.

• Keep lids can on trash and recycling containers.

Empty indoor containers when they are full and

bring bags to the dumpsters or the recycling

area. Never keep full trash bags in your house.

BATHROOMS

Toilet

• Put the used toilet paper into the toilet bowl and

ush. Toilet paper will not clog the pipes. Do not

put any other paper or waste in the toilet. It will

clog the pipes. Feminine products go in the trash.

• If your toilet runs, open the back and make

sure the handle, oat or apper is not stuck.

If it gets stuck or the toilet runs frequently, tell

management.

• Clean the toilet at least once per week. Pour

½ cup of bleach into the bowl, let sit for a few

minutes and scrub the bowl with a toilet bowl

brush. Clean the outside of the bowl and toilet

seat with bathroom cleaner and a wash cloth or

sponge.

Shower and Sink

• Hot water should come within a minute of

turning on the water. If no hot water comes,

report the problem to management.

• Turn water o all the way when nished using.

• Keep the shower curtain inside the shower

base so water won't splash onto the oor. Wet

bathrooms will get moldy.

• Use bathroom fans, if available, during and aer

showering to draw out moist air.

• Clean the shower and sink at least once per

week. Spray the sink and shower with bathroom

cleaner and wipe down with a wash cloth or

sponge.

BEDROOMS

• Mattresses and bedding must be kept on the

frames provided. Do not put them on the oor.

• Keep beds separated at least 36 inches (91

centimeters) apart. Bunk beds should be at least

48 inches apart.

• Bedbug covers must stay on the mattresses.

They are there for your protection.

• Use sheets on the mattress and wash them

weekly. Do not sleep directly on the mattress. It

is more sanitary to sleep on clean sheets.

• Avoid eating or keeping food in bedrooms. It

attracts insects and mice. Make sure to remove

any used dishes or food containers.

• If you lock your door, then you must provide a

key or combination to management.

WINDOWS AND DOORS

• Doors and windows are for your comfort and

safety. They provide fresh air and a place to exit

in an emergency. Do not place furniture or other

objects in front of windows or doors that might

block people from exiting.

• Keep screens in place for safety and pest

control. Do not push on the screens. They will

break or tear easily. Insects will enter through

holes or tears in the screens.

• Make sure windows and doors open and close

properly. Report any problems to management.

• Broken glass will result in the loss of cold and

hot air making rooms uncomfortable and

wasting energy and money. Report any broken

glass in windows or doors.

WASHER AND DRYER

• Do not overll the washer. Lightly ll with

clothes; do not pack them in. Use laundry

detergent in correct amounts.

• Do not overll the dryer. There must be room

for clothes to tumble while the dryer is running.

Empty the lint lter aer each load. Leaving the

lint in the lter can cause a re.

• Ask management if you have questions about

operating these machines. Tell management if

these machines do not work.

Managing Employee Housing

COMMON AREAS

• Living rooms are for the enjoyment of all; be

respectful of each other and share the space.

• Take care of the furniture and electronics that

are provided. Clean up any spills right away.

HEATING SYSTEMS

• Interior doors aect heating systems. Some

systems need air to ow from bedrooms to

common areas to work properly.

• The thermostat controls the heating system and

it is usually found in a common area. Keep the

thermostat around 70 degrees. Turn down the

thermostat if your room is too hot. Do not open

the window.

• In cold weather, do not open your window if the

heat is on. If windows are open and the heat

is on, the heating system will run constantly

wasting energy and money.

• Report any problems with the heating system to

management.

AIR CONDITIONERS

• Air conditioners cool the air inside the building.

Windows and doors should be closed when the

air conditioner is on to keep the cool air inside.

• Do not operate the heating system at the same

time as the air conditioner.

• Air conditioners drip water as a normal part

of operation. This water should drip outside.

Report any air conditioner problems to

management.

WATER SYSTEM

• Your house should have both hot and cold

water. If the hot water doesn't come aer a few

minutes, tell management. Do not let water run

if it is not being used.

• Any water leaks should be reported to man-

agement right away. If your water is unusual or

changes in any way, tell management.

SMOKE AND CARBON MONOXIDE ALARMS

• Smoke alarms can save your life! They detect

smoke or re and make a loud alarm to warn

of re dangers and wake up sleeping people so

they can escape to safety outside of the house.

If a smoke alarm goes o, make sure everyone

exits the house to safety.

• If a smoke alarm goes o due to normal cook-

ing, open windows and turn on fans to clear the

smoke from the house. Never remove batteries

or otherwise tamper with an alarm. If a smoke

alarm makes a beeping noise it may need new

batteries. Report this to management.

• Carbon monoxide is an invisible, odorless gas

that can kill people. It comes from burning ma-

terials such as gas or wood. A carbon monoxide

detector sounds an alarm if the gas is present

so that people can exit the house to safety. If

the alarm sounds, make sure everyone is awake

and exits the building. Contact management

immediately!

FIRE EXTINGUISHERS

• Fire extinguishers are used to quickly put out a

re, like a grease re on a stovetop.

WASTE

• Kitchen trash and other garbage should be

taken out frequently. If the bag is full, take it to

the outside trash container and replace with a

new bag.

• Outside trash containers should be kept closed.

They have tight tting lids so they do not attract

raccoons and other pests.

• If the outside trash containers are full, please

call management.

• The outside trash will be removed every

__________ [ll in with day of the week]

FARM Human Resources Reference Manual 2018

PESTS

• Rodents and insects are both annoying and

a health risk. There are steps you can take to

prevent an infestation.

• Bedbugs can come from secondhand furniture,

like couches. When you are buying something,

check for signs of bedbugs. Look for them in

the seams of chairs and couches, between the

cushions, in the folds of curtains and in the

joints of wooden furniture.

• Bedbug covers must stay on the mattresses.

They are there for your protection.

• Tell management if you notice rusty or reddish

stains on sheets or mattresses. This can be a

sign of bedbugs.

• Cockroaches can come in through cardboard

boxes, so dispose of boxes as soon as you are

done with them.

• Keep the housing clean and vacuum oen to

help prevent cockroach problems.

• Tell management if you see mouse droppings or

any other sign of rodents.

Resources

General

• Cornell Agricultural Workforce Development.

Cornell University. http://agworkforce.cals.

cornell.edu/human-resource-management/

worker-housing/

• Essential Home Maintenance. Kansas State

University, Agricultural Experiment Stations and

Cooperative Extension Service. https://www.

bookstore.ksre.ksu.edu/pubs/s134c.pdf

Housing Agreements

• Sample Housing Agreement. Northwest New

York Dairy, Livestock, and Field Crops. Cornell

Cooperative Extension. https://nwnyteam.cce.

cornell.edu/submission.php?id=621&crumb=bi-

lingual%257C13 [NOTE: Contract law varies by

state. Employers should consult with a licensed

attorney to tailor a housing agreement to be

sure it complies with local laws.]

• Sample Housing Agreement. Farm Employers

Labor Service. http://fels.net/Data/Laws/

Housing/Housing-Sample-Agreement-Eng-

Spn.pdf [NOTE: Contract law varies by state.

Employers should consult with a licensed

attorney to tailor a housing agreement to be

sure it complies with local laws.]

• Where’s your employee housing

agreement? Dairy Herd Management.

https://www.dairyherd.com/article/

wheres-your-employee-housing-agreement

Cleaning and Food Safety

• Protecting Your Home from Bed Bugs.

Environmental Protection Agency.

https://www.epa.gov/bedbugs/

protecting-your-home-bed-bugs

• Cleaning & Sanitizing the Kitchen. Colorado

State Extension. https://extension.colostate.edu/

docs/pubs/foodnut/kitchen-sanitize.pdf

• Cleaning your Kitchen on a Budget. University

of Wisconsin-Madison. Food Safety & Health.

https://foodsafety.wisc.edu/consumer/

fact_sheets/Cleaning_Budget.pdf

• Kitchen Clean-up. Oregon State University

Extension Service. http://foodhero.org/sites/

default/les/resources/kitchen_clean_up.pdf

• Household Cleaning. UT Extension.

https://extension.tennessee.edu/publications/

Documents/SP459-E.pdf

• A Clean Kitchen Required for Food Safety.

University of Minnesota Extension. https://

extension.umn.edu/sanitation-and-illness/

clean-kitchen-required-food-safety

• Cleaning the Kitchen. Mississippi State

University Extension. http://extension.msstate.

edu/sites/default/les/publications/informa-

tion-sheets/is1979.pdf

• Be Food Safe Brochure. USDA and the

Partnership for Food Safety Education.

https://www.fsis.usda.gov/wps/wcm/

connect/f8d66b64-104b-4638-8f38-c203d-

2cd8684/BeFoodSafe_Logo___All_Ads.

pdf?MOD=AJPERES#page=2

• Be Food Safe Poster. USDA and the

Partnership for Food Safety Education

https://www.fsis.usda.gov/wps/wcm/con-

nect/7ac29301-d89e-4121-ba63-3fe64626e11f/

BFS_Brochure_SP.pdf?MOD=AJPERES

Managing Employee Housing

Housing Orientation Checklist

Orientation Performed By:

__________________________________________________________________

Date of Orientation: __________________________________________________________________________

Employee Name: ____________________________________________________________________________

Employee Signature: _________________________________________________________________________

TOPIC

TALKED ABOUT?

If Yes,

✓

Responsibilities

House Rules

Reporting Repair Needs

Emergency Situations

Inspection Process and Schedule

Kitchen

Bathrooms

Bedrooms

Windows and Doors

Washer and Dryer

Common Areas

Heating and/or Air Conditioner

Water System

Smoke/Carbon Monoxide Alarms

Waste

TEMPLATES

FARM Human Resources Reference Manual 2018

Housing Inspection Checklist

Condition Cleanliness Notes

Working Damaged /

Broken

Good OK Bad

Living Room

Floor & Floor Covering

Walls & Ceiling

Doors

Lighting Fixtures

Windows & Screens

Window Coverings

Smoke Alarm

Carbon Monoxide Alarm

Kitchen

Floor & Floor Covering

Walls & Ceiling

Doors

Lighting Fixtures

Windows & Screens

Window Coverings

Cabinets and Drawers

Counters

Stover/Burners, Controls

Oven/Range Hood

Refrigerator

Dishwasher

Sink & Plumbing

Garbage Disposal

Fire Extinguisher

Bathrooms

Floor & Floor Covering

Walls & Ceiling

Doors

Lighting Fixtures

Windows & Screens

Window Coverings

Managing Employee Housing

TEMPLATES

Counters & Surfaces

Sink & Plumbing

Hot Water

Bathtub/Shower

Toilet

Inside Drawers

Bedrooms

Floor & Floor Covering

Walls & Ceiling

Doors

Lighting Fixtures

Windows & Screens

Window Coverings

Closets, including Doors

Smoke Alarm

Beds

Other

Heating System

Air Conditioning System

Stairs

Hallway

Lawn & Garden

Patio, Terrace, Deck, etc.

Parking Area

Front/Back Porch

Trash Area

Additionally, each inspection should conrm that there are enough beds for all occupants. Beds should be

at least 3 feet apart and 1 foot o the oor. Bunk beds should be 4 feet apart.

Housing Location: _____________________________________________ Date: ______________________

Inspected By: _________________________________________________________________________________

Adapted from Cornell Agricultural Workforce Development.

FARM Human Resources Reference Manual 2018

House Rules

Owners and managers can tailor the following House Rules to t their needs.

HOUSE RULES

All occupants of farm-provided housing must follow these rules.

✓ Keep the house clean and in good working order. Avoid causing any damage.

✓ Report any maintenance or repair needs to management as soon as possible. The

sooner management knows about it, the faster it can be xed.

✓ Quiet hours are between 11 p.m. and 5 a.m. Avoid making too much noise during

quiet hours.

✓ Do not paint without permission from management.

✓ Do not remove furniture or appliances without permission from management.

✓ Do not remove or tamper with smoke alarms. They are there for your safety.

✓ Smoking indoors is prohibited.

✓ The use of illegal drugs is prohibited on the farm property, including farm-provided

housing.

✓ Pets and other animals are not allowed without written permission from

management. All pets must have up-to-date rabies shots.

✓ Long-term, overnight visitors are not allowed without permission from

management. If you plan to have a visitor stay more than one week, please discuss

it with management.

✓ Family and visitors are not allowed to enter the worksite, including the milking

parlor, any barns, feed storage or anywhere near equipment or the manure lagoon.

This is for the safety of family and visitors because they have not gone through

safety training.

Managing Employee Housing

TEMPLATES

Emergency Poster

All workers should know exactly what to do and who to call in case of an emergency. Consider displaying

a poster, like the following example, to remind everyone what to do.

EMERGENCY CONTACTS

Posting the names and telephone numbers of emergency contacts in a prominent place in farm-provided

housing in employees’ native languages speeds up communications in an emergency.

Farm Name: ____________________________________________________________________________________

Housing Address: _______________________________________________________________________________

Owner / Manager: _______________________________________ Phone Number: _____________________

FOR GENERAL EMERGENCIES, CALL 9-1-1

A First Aid Kit is Located: ________________________________________________________________________

Daytime Urgent Maintenance: _____________________________ Phone Number: ____________________

Nighttime Urgent Maintenance: ___________________________ Phone Number: ____________________

Closest Medical Facility: __________________________________ Phone Number: ____________________

Poison Control Phone Number: ___________________________

Local Police Phone Number: ______________________________

FARM Human Resources Reference Manual 2018

Repair Ticket

This form can be used by workers to request repairs or housing information.

MAINTENANCE REQUEST

Name: _________________________ Date: ______________ Housing Location: ___________________________

Problem or Question: ___________________________________________________________________________

_________________________________________________________________________________________________

Ticket Picked Up By: _______________________________________________________________________________

Expected Date for Follow-Up / Repairs:_____________ Completion Date for Follow-Up / Repairs: ____________

Notes: _______________________________________________________________________________

_________________________________________________________________________________________________

Managing Employee Housing

TEMPLATES

Repair Journal System

The following can be printed or placed in a binder accessible to all workers. Workers can ll out the rst

three columns to request housing repairs or information. A manager who checks the binder will ll out the

last three columns.

OCCUPANT

MANAGEMENT

Repair Needed Occupant Name,

Date Reported

Housing

Location

Manager Name, Date

Checked, Note

Date Repair

Expected

Date Repair

Completed

Adapted from Cornell Agricultural Workforce Development.

Stove burner

not working

Juan

5/4/2018

House #3

Greg, 5/5/2018,

burner just loose,

cleaned and fixed.

5/5/2018

FARM Human Resources Reference Manual 2018

TEMPLATES

Cleaning Schedule

Employers can provide the following suggested cleaning schedule to help occupants plan.

DAILY TASKS

WEEKLY TASKS

OCCASIONAL

CHORES

SEASONAL

CHORES

Kitchen

Wash dishes

Wipe countertops

Wipe out sink

Empty garbage

Sweep oor

Dispose of leover food

Damp mop oor

Clean garbage pail

Wipe out microwave

Clean drip pans on range

Clean oven

Defrost and clean refrigerator

Wash walls and woodwork

Clean cupboards

Scrub oors

Bathroom

Wipe our sink and tub

Replace soiled towels

Empty waste baskets

Put away grooming aids and

products

Wash oor

Launder towels

Clean toilet bowl

Wipe tile surfaces

Clean toothbrush holder

Clean mirrors

Clean sink, shower and tub

Wash throw rug

Wash walls and woodwork

Clean closets

Living Room

Clean ash trays

Dispose of papers

Straighten magazines, DVDs,

CDs and throw pillows

Vacuum rugs and furniture

Vacuum or dust oors

Dust furniture, lamps and

accessories

Shampoo rugs and furniture

Wipe light bulbs

Moved and clean under

furniture

Wash windows and curtains

Dust books and pictures

Clean closets

Clean screens or storm

windows

Wax oors

Wash walls and woodwork

Scrub oors

Bedrooms

Make beds

Put away clothes

Launder bed linens

Vacuum and dust

Turn mattresses

Wash mattress covers and

pad

Wash pillows

Wash walls and woodwork

Wash or dry clean blankets

and spread

Organize closets

Adapted from Kansas State University Cooperative Extension.

Managing Employee Housing

FARM Human Resources Reference Manual 2018

Learn more about the National Dairy FARM Program

NATIONALDAIRYFARM.COM

Contact the National Milk Producers Federation

(703) 243-6111

DAIRYFARM@NMPF.ORG

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