DPW Building Committee Reviews Oil Tank Discovery Impact and Approves Builder’s Risk Extension
Meeting: Whitman DPW Building Committee
Date: July 14, 2025
Summary:
At its July 14 meeting, the Whitman DPW Building Committee reviewed progress on the new DPW facility, focusing on the discovery of a leaking underground oil tank and its impact on the construction timeline and budget. Members discussed soil remediation, potential cost allocations, and insurance coverage. The committee voted to extend the builder’s risk policy by one month and approved multiple invoices related to ongoing work and equipment purchases.
Detailed Overview:
The meeting opened with approval of the June 9 minutes and a review of the current status of the DPW building project. The committee was informed that the building is nearing substantial completion, with interior work largely finished and exterior punch list items underway. However, the discovery of a leaking 200-gallon underground oil tank during demolition of the old green building has delayed progress and introduced additional costs.
Environmental consultant Andrea from ADS has been overseeing remediation efforts, including excavation of 200–400 cubic yards of contaminated soil and installation of monitoring wells. The committee discussed whether the contractor should bear some of the cleanup costs, given questions about preparedness and handling of the tank. While the tank appeared to have been leaking for years, members expressed concern over the contractor’s response and whether contingency funds should be used for the entire expense.
The committee also addressed the implications of the delay on the builder’s risk insurance policy, which is set to expire on August 30. Members voted to extend the policy by one month to allow time for soil classification results and final site work. Additional discussion covered the status of IT installations, furniture deliveries, and readiness for occupancy. The committee emphasized the need for a clear schedule update from the contractor and discussed planning a ribbon-cutting event for late September or early October.
Meeting Minutes:
Key Decisions & Votes:
Motion: Approve minutes from June 9, 2025.
Outcome: Passed unanimously.
Notes: Reviewed online prior to meeting.Motion: Extend builder’s risk insurance policy by one month.
Outcome: Passed unanimously.
Notes: Extension needed due to delays from oil tank remediation and pending certificate of occupancy.Motion: Approve payment of eight invoices totaling $620,559.05.
Outcome: Passed unanimously.
Notes: Included requisitions from PAGE, ADS Environmental, and other vendors.Motion: Approve additional invoices totaling $16,520.55 for Fastenal, Abington Appliance, Hogan Electric, Dorenzo Plumbing, and Banner Systems.
Outcome: Passed unanimously.
Notes: Related to equipment and services for the new facility.
Major Topics Discussed:
Topic: Oil Tank Discovery and Soil Remediation
Discussion: Committee reviewed the environmental impact, contractor handling, and cost implications. Andrea from ADS is managing the cleanup. Members debated whether the contractor’s insurance should cover part of the cost.Topic: Builder’s Risk Insurance Extension
Discussion: Insurance set to expire August 30. Committee agreed to request a one-month extension and gather required documentation for underwriting.Topic: IT and Security Systems
Discussion: IT installations are ongoing. Concerns raised about readiness of Genetech access control system and coordination with town IT staff.Topic: Furniture and Equipment (FF&E) Budget
Discussion: Committee reviewed recent purchases and budget transfers. Additional items such as monitors and workstations are still pending.Topic: Fence Installation
Discussion: Committee discussed adding fencing along Essex Street and behind the existing admin building to improve site security. Decision deferred pending quotes.
Public Comment: No formal public comment section was noted in the transcript. However, committee members raised concerns about contractor accountability and site safety, reflecting public interest in responsible project management.
Action Items & Next Steps:
Await lab results from ADS to determine soil classification and disposal plan.
Contractor to submit updated schedule and justification for time extension.
Committee to gather documentation for builder’s risk extension.
IT staff to attend upcoming meetings to finalize technology needs.
Committee to plan ribbon-cutting event, tentatively for late September.
Obtain quotes for additional fencing and determine funding source.
Update FF&E budget and finalize remaining equipment purchases.
*editor’s note: automated article experiment