Review of Closeout Items for a Development

Project: Addressing Outstanding Closeout Items for a Development

Introduction

This case study documents the field meeting held on December 12, 2024 to review outstanding closeout items identified by Developer for a specific Development. The objective of the meeting was to address and resolve specific matters to facilitate the final closeout approval of the project.

Background

The developer had compiled a list of items requiring attention before the final closeout of the Development could be approved. A field meeting was convened to examine these five specific items. Attendees included:

• Township Supervisor
• Township Engineer
• Regional Construction Supervisor
• VP of Land Development
• Shawn Wilson PE: PWR Engineering LLC - PE for Builder/Construction
• Van Plocus PE: PWR Engineering LLC - PE for Builder/Construction

Items Reviewed & Resolutions

The following items were reviewed, and responses were acknowledged by those in attendance.

Item 1: Lot 42/43 Swales Not Installed to Connect to Existing Catch Basin

• Issue: Homes noted that swales on Lots 42/43 were not installed to connect to an existing catch basin at the rear of Lot 42/43.
• Builder’s Position & Resolution: Builder purchased these as "slab-ready" lots. The existing catch basin was designed and installed by the original developer, upgradient and outside builder's construction footprint. Builder constructed new drainage swales to convey stormwater from the affected areas (behind and sides of dwellings) downgradient into soil amendment areas and over the concrete curb, directing flow to a catch basin along Drive. This catch basin reports to the same drainageway as the upgradient one. Builder was specifically required to maximize stormwater flow to swales for water retention in soil amendment areas.
• Agreement: Both the Township Supervisor and Builder engineers agreed that disturbing the area to construct new upgradient swales would be counter-productive, as all stormwater runoff is effectively conveyed to the Drive catch basin. There was no erosion or adverse effect on stormwater control. Vegetation was stable. A phone call to the field inspector for County Conservation District confirmed that the Township was the final decision-maker on Post Construction Storm Water Management Plan modifications. All parties agreed to accept the as-built drainage design swales for Lot 42/43.

Item 2: Lot 37 Swales Not Installed

• Issue: Swales were not installed on Lot 37.
• Resolution: The area was field-reviewed, and the contract landscaper has been scheduled to re-grade the swales during the week of December 18th. This is a minor re-grading that will be completed in one day, with the area also being reseeded and mulched.

Item 3: Lot 35 Swale Area & Matting

• Issue: Concerns regarding the swale area and matting on Lot 35.
• Resolution: After review by the Township Engineer and Township Supervisor, the area was determined to be acceptable to the Township, and no further disturbance is necessary. The existing conditions are accepted as final.

Item 4: Lot 34 Swale Area & Matting

• Issue: Concerns regarding the swale area and matting on Lot 34.
• Resolution: Following a field review by the Township Engineer and Township Supervisor, the area, as graded, was determined to be acceptable to the Township, and no further disturbance is necessary. The existing swales and vegetation are accepted as final.

Item 5: Lot 17/18 Amended Soils Not Installed

• Issue: Developer raised concerns that amended soils were not installed in certain areas of Lots 17/18.
• Builder's Position & Resolution: The areas in question included a natural drainageway on the left and right sides of the dwelling on Lot 17, which had steep side slopes unsuitable for composted soil placement. Additionally, a massive mature forested area behind Lots 17 and 18, marked "Wetlands - Keep out" with visible shallow tree root structures, was also deemed unsuitable. To compensate, the pre-ordered volume of soil amendments was placed in excess on the suitable portions of Lots 17 and 18, resulting in an abundance of material in those areas. A revised post-construction stormwater plan added additional soil amendments (4076 sq. ft.) in front of the dwelling out to the curb, with an excessive volume to compensate for the unsuited rear wooded and wetland areas.
• Agreement: The Township Supervisor and Township Engineer agreed that placing and tilling composted soils into the steep slopes of the drainageway was not recommended. The site is now fully vegetated, and the Township Engineer recommended no further action. The volume of soil amendments and the placement area were surveyed, staked, and volume-certified by Builder's professional engineer and submitted to the Township.

Conclusion

Following the comprehensive field review, the Township Supervisor and Township Engineer concluded that all areas were acceptable for final approval, with the exception of minor regrading required for the swales on Lot 37. This corrective action was scheduled to be completed by December 22nd.

Contact was made with the Field Inspector of the County Soil Conservation District, for their input. They clarified that the Soil Conservation District does not make the final determination of acceptance; rather, they look to the Municipal Authority (Township and its representatives) for final approval and closeout of homebuilding projects.

As the engineer for Builder, overseeing the project from inception, it was affirmed that all lots were constructed under the guidance of a registered professional engineer, and all final grading plans and soil amendment placements were volume-certified and submitted to the Township.