Environmental Site Assessment Phase 1: Fundamentals, Guidelines, and Regulations - Chapter 3 ppt

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Chapter 3
A Proper Beginning
Introduction
A complete understanding of the client’s needs and a systematic plan of
attack are vital to expedite an assessment and avoid confusion. The paper
shufe can easily end in a maze whereby the beginning is not obvious and
the end may seem to be somewhere in Never‑Never Land.
First, the client’s needs must be assessed. Whereas one client may express
unclear requirements in terms of a “normal” site assessment, another will
have a well‑dened scope of work. Others will know they want an All
Appropriate Inquiries assessment but may not have considered other con‑
cerns that could result in a poor property investment decision. Client needs
and dened requirements are highly variable.
Second, with an understanding of the client’s needs, you can create a struc‑
tured framework to help you organize and maintain control over the process.
This step is easy to ignore, particularly by those who have performed numer‑
ous surveys and think they have the routine committed to memory. On the
other hand, a survey can become particularly confusing when an individual
or team of people is working on different site assessments at the same time,
and each participant is assigned a single task, part of the whole. Consistency
may be sacriced, and information may be reported piecemeal.
Third, support agencies and other sources of information must be con‑
tacted immediately. Although some may respond over the telephone, many
will require a letter of request and two to six weeks’ lead time. Your job gets
placed on the production line, and you must wait your turn. Some sources
offer assistance, then forget the request or lose it within their own paper
shufe. They may take a little longer than anticipated, and sometimes they
may require a gentle reminder. The paper shufe will have the greatest
impact on the time required to complete the investigation.
Finally, develop a sketch of the property. This last step, although not required,

can be helpful and aid the investigator to visually review the situation.
All four steps are discussed in depth within this chapter. The methodol‑
ogy is not set in stone. It is only a start, and one of many approaches that can
be developed. These basic steps are a guide to give you direction and help
you to begin to organize the information necessary to determine whether
hazardous substances will affect the property under investigation.
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46 Environmental Site Assessment Phase I
Interview the Client
Clients generally make their initial contact by telephone. They always ask
for price and completion time requirements. Some will ask what is involved,
whereas others will know exactly what they require. Prior to answering their
most important concerns, however, you may want to determine purpose,
scope of work, and known property information. You may then advise them
about the efcacy of going beyond the basic requirements of the All Appro‑
priate Inquiries Rule.
Purpose of the Site Assessment
The purpose of a Phase I site assessment depends on the client’s association
with the property. As discussed in the previous chapter, the client may be
a: (1) seller; (2) buyer; (3) lender; (4) lessor/lessee; (5) broker representing a
buyer or seller; or (6) corporate shareholder.
They all seek to determine the probability that the property is or can become
a liability due to hazardous substances on and/or associated with the prop‑
erty, and some may seek to be informed as to environmental factors that could
restrict land use and development. Yet, each has a different vested interest.
Most site assessments are initiated by a buyer or lender. Both the buyer
and lender stand to lose their investment and to incur unexpected liabili
‑
ties if there is a preexisting condition. They want to avoid or minimize the

chances of making a bad investment.
Many repossessed properties also are assessed. Prior to its dissolution
on December 31, 1996, the Resolution Trust Corporation (RTC) served that
function. Now, the Federal Deposit Insurance Corporation (FDIC) man‑
ages the assets previously managed by the RTC. The purpose of their site
assessments is the same as that of the seller. They want to know of any
preexisting conditions that might impact the sale of owned or repossessed
properties. When they prepare to sell, a last‑minute disclosure as to factors
that devalue the property may bring about a change in plans. More impor‑
tant, however, the seller may avoid liability for a preexisting condition if
disclosure is made prior to a sale and the responsible parties are identi‑
ed. The seller’s purpose is to avoid last‑minute surprises and forfeiture of
defense in a liability suit. Small corporations and individuals rarely seek
an environmental site assessment.
A lessor may be held responsible for a lessee’s misuse of property. The
broker has a duty to advise a client as to the risk potential. A shareholder
involved in the decision making of a corporation that is operating, buying, or
selling property may be held liable, beyond the corporate veil.
An understanding of purpose will give the consultant a point of depar‑
ture, a means for communicating effectively with the client concerning the
required scope of work. Some clients need to be educated. Knowing the cli‑
ent’s intent is important.
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A Proper Beginning 47
Scope of Work
An environmental site assessment may also be referred to as an environ‑
mental audit, environmental evaluation, pre‑acquisition site assessment, real
estate environmental study, environmental impairment risk assessment, or
any variation thereof. The client may request an assessment under another

term, or the client may be requesting something altogether different, such as
a dedicated endangered species environmental impact study. On the other
hand, the client may need only an All Appropriate Inquiries assessment.
Seek clarication!
For the client who seems to be lost in a fog of uncertainty, explain the dif‑
ferent phases of a site assessment and limitations to the scope of work that is
being requested. The scope of work may be redened once this information
is clear to the client. This will, once again, affect the anticipated amount of
time and the cost.
Clarication
The understood scope of work must be clear and concise. Similar to institu‑
tions, individual clients have differing requirements and perceived needs.
Some may even require guidance. The only information the client may
have is that a lender mandated that an environmental site assessment be
completed prior to real estate closing. Find out which lending institution is
involved and what, if any, special requirements they have in addition to the
All Appropriate Inquiries assessment.
Client requirements vary from “go look and see” to “a ve‑pound manual
of procedures and checklists to be completed.” The requirements will sig‑
nicantly affect the time required to perform a survey.
Some clients will be very specic and provide a detailed checklist of items
to be included in the survey; others may only know the purpose of avoiding
liability or keeping a loan ofcer happy.
An assessment that is performed to placate a loan ofcer can be difcult
to negotiate if the loan ofcer has failed to clarify the requirement. In these
cases, clients want the least expensive product they can get. They see their
money drawn into a vacuum for no understandable reason, while the con‑
sultant tallies up the liability issues. Cheap and thorough are not compat‑
ible. An All Appropriate Inquiries investigation requires more than a token
drive‑by.

The Rule, however, does not cover petroleum or petroleum products, and
failure to identify preexisting petroleum contamination on property may
result in costly cleanup for the unwary buyer. Thus, the acceptable level of
risk versus cost must be claried.
For example, past experience dictates that what appears to be raw land
may harbor a sleeping liability. Industrial properties in urban environments
are not the only ones that present risk; pristine rural properties may have
had dumping on or around the premises at some time in the past.
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48 Environmental Site Assessment Phase I
Once the risk has been explained, if the client still insists on a minimum
scope of work, the consultant may opt to either back out of the deal or clar‑
ify in writing the client’s desires and that the client has been duly warned.
Even in the latter scenario, the consultant’s insurance carrier could still end
up paying legal fees for defense. Thus, a consultant may opt not to perform
assessments that are less than that required by law as protection from liabil‑
ity—under the Superfund Law.
Some consultants say they can guarantee “no hazardous substances on
the property.” This is the fool’s folly! There are no 100% guarantees that a
site is clean—unless every inch of the property has been sampled, which is
an absurd situation. Never offer a guarantee! Those people who do probably
don’t have anything to lose—money or reputation.
According to the All Appropriate Inquiries Rule (the Rule), an assessment
should include at least: (1) a records review; (2) a site and area reconnais‑
sance; and (3) interviews. The Rule does not detail how to go about it. It only
mandates what must be included and by whom.
The ASTM E 1527‑05 does, however, provide details where the Rule leaves
off. The ASTM Standard also recommends a petroleum and petroleum prod‑
uct search, which is not included in the Rule.

The detailed components for an ASTM assessment, with comments
regarding the Rule, include:
Physical setting (Not mandated by the Rule)
Topography
Geology
Hydrogeology
Hydrology
Historic usage of the property (Mandated by the Rule back to rst property
usage; recommended by ASTM back to rst developed or to 1940, whichever
is earlier
)
Title search
Aerial photographs
Fire insurance maps
Local street directories
Property tax records
Zoning records
Building permits
Government agency records review (ASTM: federal and state records [dis‑
cretionary: local]; the Rule: federal, state, tribal, and local
)
NPL
CERCLIS
RCRA lists
ERNS
State hazardous waste site (e.g., Superfund) lists
Solid waste disposal sites
•
•
•

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A Proper Beginning 49
Underground storage tank (UST) list—Not mandated by the Rule
Leaking UST (LUST) list—Not mandated by the Rule
Property and area reconnaissance (With limited exceptions, mandated by the
Rule to include adjoining properties; observations only of the adjoining properties
)
Current use
Prior use
Hazardous substances present
Signs of property misuse
Efuence and air emissions
Waste disposal techniques
Surface water
Transformers
Surrounding area use
Interviews
Owners—Mandated by the Rule
Past owners and occupants—Mandated by the Rule; as needed to
obtain information pertinent to the site
Site residents
Site personnel (e.g., commercial and industrial)
Neighboring or nearby property owners or occupants—Man‑
dated by the Rule at abandoned properties
Local government ofcials
Remember, the Rule is mandated, and the ASTM is recommended. There has
also been a trend toward the review of hazardous building materials (e.g.,
asbestos) and special resources. The depth of coverage in each topic varies,
and requirements continue to evolve.

Some institutions mandating a site assessment will group surveys by
category in order to aid in the decision‑making process as to the required
depth of an assessment. Categories may include undeveloped land, resi‑
dential property, commercial property, and industrial property. On the
other hand, incongruous notions that undeveloped land must be evaluated
for asbestos in building materials or that developed land must be evalu‑
ated for endangered species are included in some institutions’ required
protocols. Others clarify different property types and specic procedures
for each. Table 3.1 restates and claries the minimum components, based
on property category.
Special resource concerns generally involve raw land, but they may include
developed land as well (e.g., an historic building that cannot be altered or
destroyed, or an archaeological site associated with a building that cannot
be expanded onto the site). If the client requires the inclusion of a special
resources evaluation, seek clarication as to which issues must be addressed.
To assist the client, determine the intended use for the property. Table
3.2
lists many of the special resources investigations that may be requested
under varying circumstances.
•
•
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50 Environmental Site Assessment Phase I
Table 3.1 Recommended Components of a Phase I Environmental Site
Assessment, According to Property Category
Raw Land Residential Commercial Industrial
Physical setting
Topography
X X X X

Geology
X X X X
Hydrogeology
X X X X
Hydrology
X X X X
Historic usage of the property
Title search
X X X X
Aerial photographs
X X X X
Fire insurance maps
X X X X
Local street directories
X X X X
Property tax records
X X X X
Building permits
— X X X
Regulatory agency listing
NPL
X X X X
CERCLIS
X X X X
RCRA
X X X X
ERNS
X X X X
State hazardous waste sites
X X X X

Solid waste disposal sites
X X X X
Underground storage tanks

(USTs)
X X X X
Leaking USTs (LUSTs)
X X X X
Site reconnaissance
Current use
X X X X
Prior use
X X X X
Signs of property misuse
X X X X
Surface water
X X X X
Transformers
X X X X
Surrounding area usage
X X X X
Hazardous substance storage
— — X X
Waste disposal techniques
— — X X
Interviews
Owner
X X X X
Past owners and occupants
— X X X

Site residents
— X — —
Site personnel
— — X X
Local government ofcials
X X X X
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A Proper Beginning 51
Different Phases
A Phase I environmental site assessment (ESA) is the initial research phase
for assessing a property. It is where historic information and documenta‑
tion is compiled and analyzed. This is the speculative stage in which all the
information gathered may contain only one piece of information that could
generate questions or other avenues requiring further investigation. Feelers
are sent in many directions, keeping in mind that anything and everything
is possible. Possibilities are subjected to speculation, based on experience,
common sense, and logic. Probability for property contamination—high,
medium, or low—is the end result. Although sampling is rarely performed
in this phase, some clients require some sampling for asbestos, a token sam‑
pling of the groundwater, air samples for radon in buildings, and/or lead
sampling of the drinking water.
A Phase II ESA involves more detailed research and/or speculative sam‑
pling. During the Phase I ESA, an investigation may disclose a moderate to
high probability that there is preexisting contamination on the property or
that development may have an impact on the environment. At this point, it is
only a probability. Further investigation and/or sampling are indicated. This
requires greater time and cost expenditures.
Additional research and information gathering, not normal in a Phase I
ESA, may involve the aid of a private investigator to track suspicious activi‑

ties, or it may involve a time‑consuming, in‑depth audit of the administrative
management records. Where special resources have been researched, a Phase
II ESA may also require the aid of a nature biologist to study the habitat.
Sampling may range from collecting water samples from within a small,
easily accessed pond to groundwater sampling. It may consist of composting
the top 6 inches of surface solid to core drilling down to uncontaminated
geological substrates. An asbestos building evaluation is generally included
in a Phase II survey, but the clients might require an abbreviated asbestos
evaluation during a Phase I ESA. This should be ascertained during the
scope of work clarication.
In short, a Phase II ESA involves more time and money expenditures than the
speculative Phase I. Its principal intent is to “conrm or deny suspicions.”
Table 3.2 Special Resources
Threatened and endangered species
Critical and unique habitats
Buildings/structures of historic value
Archaeological resources
Wetlands
Wild and scenic rivers
Coastal dunes and beaches
Various sources
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52 Environmental Site Assessment Phase I
A Phase III ESA follows on the heels of a Phase II after suspicions have
been conrmed. The problem has been identied—the contaminant is
known. Now, the questions remain: How bad is it? and How much will it
cost to clean it up? Extensive sampling is indicated. Keep in mind, the con
‑
taminant may have come from an adjacent property, down a river, or through

ground migration from one area to another. The possibilities are innite, and
sampling may go well beyond the property boundaries. Generally, once this
stage is reached, a plan of action to reduce the liability is developed. Cleanup
is the best alternative, but containment and ongoing monitoring could mini‑
mize the cost and control the liability. All factors are considered.
A Phase III may require extensive soil sampling to determine the extent
of contamination. Groundwater monitoring may also be indicated where
migration has been extensive. Sampling of ponds and sediment may be
required, or vegetation sampling may be indicated where an airborne con‑
taminant may have entered the food chain (e.g., uorine contamination in
grazing pastures).
Many Phase III assessments become part and parcel of a cleanup. For
instance, formaldehyde contamination of the soil has been conrmed on the
premises of a cosmetics manufacturing plant. The property is 100 feet above
a major aquifer that supplies water to more than seven hundred thousand
people. The soils are porous and geology fractured, serving as a recharge
zone for the aquifer. The potential that the formaldehyde will contaminate
the aquifer is high. The owners may opt to put in a groundwater monitoring
well to determine if the aquifer has been compromised; if it has not, removal
is begun immediately, avoiding costly core sampling. They will take samples
during the cleanup to conrm or deny completion.
The differences between the various phases are not black and white.
Because the extent of coverage completed during Phase I ESAs varies from
one to the next, the same applies to the other phases. In most cases, however,
an investigation is terminated upon completion of the Phase I assessment.
A Phase I may also be referred to as a Level 1, Category 1, or preliminary
survey. Roman numerals and Arabic numbers are sometimes interchange‑
able, but the investigative involvement is consistently “one.”
Limitations
A comprehensive Phase I environmental site assessment is limited to the

availability and completeness of historic data and to physical obstructions
that mask visual clues. Activities performed on the sly are not subject to
historic discovery. Eyewitnesses may not be willing to talk, or they may not
be accessible. An inability to properly interpret the collected data may also
be a limitation. Tracking the past becomes more difcult with the passage of
time. Evidence disappears. Stories become distorted. Records are destroyed
or lost.
A building or other such ground cover (e.g., asphalt roads, surface water,
or a shed) may conceal an area that has signs of contamination. For instance,
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A Proper Beginning 53
a shed may have been built on top of sinking ground cover as a disguise to
what really is hidden below. In such cases, only damage to the property and
invasive sampling would identify a problem, and neither is feasible without
other indicators.
A partial Phase I environmental site assessment will be limited accord‑
ingly. Many times, just one little obscure piece of information may cause the
consultant to embark down a few more trails, not originally anticipated, in
order to discover an unknown. The chances for such a discovery are mini‑
mized with an abbreviated scope of work.
Details about the Property
Where is the property? Get the city and address, if there is an address. Zip
code information, if not given by the client, will have to be obtained at a later
date, when initiating a regulatory agency records review. Some clients may
give a generalized description. They may provide street coordinates, land‑
marks, or survey lot and block descriptions. The latter information can be
used to locate the property on a plat. Others will even offer a legal property
description. These may or may not be helpful. Figure 3.1 is a sample legal
description, created in the late 1800s, that has yet to be located by the owners

or taxed by the county tax assessor.
What type of property is it? It may be raw land, farmland, or grazing land.
Or it may be zoned residential, commercial, or industrial.
What is the present use of the property? It may be property with no appar‑
ent use. It may be used for cattle ranching, or it may be used as the site of a
dry cleaning operation. Alarm bells are warranted particularly where there
are industrial activities. An assessment of a manufacturing operation may
also involve an extensive chemical or process audit.
What is the number and size of buildings on the property? Where were
they constructed, and what structural materials were used? An old steel stor‑
Figure 3.1 Legal description of a plot of land that has yet to be located by the pres‑
ent owner. (A vara is an old Texas unit of measure that is equivalent to 33.3 inches, a
little less than a yard.)
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54 Environmental Site Assessment Phase I
age shed on a concrete foundation is easier to assess than an industrial com‑
plex with three‑ and four‑story buildings, all constructed at different times
and of different materials.
The client’s responses to the preceding questions are vital, along with
the purpose and scope of work, to ascertain how much time the job will
take. Consultants generally have a set hourly fee for investigation and report
preparation time. With the time projection, hourly rate, and research fees, the
consultant may determine project costs.
Once the terms have been agreed upon, reconrm the property location.
Get the names of contacts in order to gain access to the property and the
buildings on the property. Request pertinent records and reports, and ask
for disclosure of whatever details and information the client may be privy to
that may impact the outcome of the investigation.
Plan and Organize

Once there is an understanding of purpose and scope of work, an investi‑
gative checklist of components should be created and a method developed
for keeping the information together. The checklist evolves; each time an
assessment is performed, the checklist gets larger. An observation regarding
items not mentioned on a checklist, something previously not considered, is
a good investigator’s stock‑in‑trade.
A properly organized management plan will help you avoid endless hours
of searching all recesses of the ofce, home, and automobile. Such a scenario
is like driving a car that will go only in reverse. It is not impossible to move
forward without a plan, but things can be distracting and difcult without a
systematic approach and diligence. The latter will improve with the passage
of time and with experience.
A Tailored Checklist
A checklist should serve as a tool to keep track of (1) that which has been
completed; (2) that which must be completed; (3) assigned component tasks;
and (4) deadlines. It is to be used as a guide. If there is more than one person
performing the job, all participants should receive their own checklist from
a designated, singular “team leader.”
An Organized Management Plan
Once the checklist has been developed, the investigation could turn up
mountains of documents, data, sketches, and notes. Organize a method for
keeping track of these. A common, single resting place for all the information
may consist of a three‑ring binder, organizer expansion le, or paper le box.
Be sure to clearly label the name of the property if you are performing more
than one assessment at a time. If a map or plat is too large to be placed in the
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A Proper Beginning 55
designated resting place, reference its location. As the information is entered
into its appointed location, it should be so noted on a composite checklist,

which should always remain in the common resting site for the paperwork.
Color‑coded project folders are another alternative. File folders can be
purchased in a number of colors, and each job or category of investigation
may be color coded.
Begin the Paper Shufe
Standard requests for assistance from other parties should be rst on the
agenda. Some documents and information may take weeks to obtain. This
alone could be the greatest deterrent to completing an assessment on a timely
basis. Start on the requests as soon as possible.
A Title Search
All Phase I site assessments involve a title search, and a title search is best
performed by a title search company or an experienced individual. It is pos‑
sible for anyone to perform a title search, but the learning curve is steep. A
rst‑time search may inadvertently be easy and direct, but many are not.
Hopelessness sets in after hours of retrieving 28‑pound ledgers, shelved up
to 10 feet overhead. Tracking parceled land and multiple owners is time con‑
suming and requires some knowledge of how to read a deed of trust and
to identify an environmental disclosure. One day in the county courthouse
will dispel any thoughts one may have to cut corners. The cost of having an
experienced person perform the search is well worth the expense.
Depending on the state and the extent of the search, a title search may cost
anywhere from $150 to $500. Occasionally, a more complicated one will cost
as much as $800 or $1,000. After you obtain all pert
inent information from
the client, call your title search company for pricing, and include this in the
cost of the assessment.
A search may typically be completed within a few days, but some of the
larger rms or busier individuals may require two to three weeks. Degree of
difculty may further extend the amount of time required to complete the
search. The following are a few of the factors that constitute a difcult title

search: (1) property that has changed hands every other year; (2) property that
is in a county that was incorporated and broken off from another county (e.g.,
requiring visitation to several county courthouses for one title search); and/
or (3) property that has been owned by people with a name similar to other
property owners (e.g., Joe Smith). Some county courthouses have the more
recent title information listed on computer. Recent means ve to ten years.
Some title search companies/individuals are required to maintain “errors
and omissions” (i.e., professional liability) insurance. Although the insur‑
ance is expensive and does increase the cost of a search, it allows for a degree
of assurance to the credibility and completeness of a search.
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56 Environmental Site Assessment Phase I
Small companies or individual consultants may be as good as or better
than the larger rms. They generally have a track record prior to starting
their own business and do not survive unless they continue to provide a
quality, conscientious service. Oftentimes, an individual maintaining a sole
proprietorship also provides a more personable service at a reduced rate.
FOIA Requests
The acronym FOIA stands for Freedom of Information Act. A FOIA request
is generally required by most federal and state governments and some local
agencies. Once it has been decided how extensive an inquiry is going to be, a
FOIA request should be completed and the request clearly stated, along with
the details necessary for the agency to retrieve the correct information. The
response may take anywhere from two to four weeks. The more complicated
requests take six to eight weeks. For instance, a request for aerial photos from
the Department of Agriculture in Salt Lake City takes a standard six weeks,
assuming the requestor has provided adequate information. The most fre‑
quently requested FOIAs include regulatory agency listings, building per‑
mits/certicates of occupation, health/safety and environmental compliance

records, tax records, and environmental permits.
An example of an FOIA that may require extensive turnaround time is
a request for information concerning PCB content in specic transformers
identied around the site. This information may be requested from the local
utility company. Sometimes the information is readily available on computer,
but more often than not, it will require the deployment of a worker to look at
the transformer and take a sample. The sample goes to a laboratory, and this
may take up to several weeks.
FOIA management is becoming routine business. Many government agen‑
cies have a designated individual whose sole responsibility is to respond
to and/or coordinate FOIA requests, and many of them charge a fee. For
instance, regional EPA ofces have a designated “FOIA ofcer.” The ofce
generally charges for computer time and number of printout pages.
On the other hand, some local agencies respond within a few days and
require only a verbal request. Not only do they provide the appropriate infor‑
mation, at no charge, but they will sometimes provide a written response as
well. This latter scenario, however, is rare. Don’t expect it!
Documents
Some of the more complicated ESAs (e.g., purchase of industrial property)
will require an audit of documents that may be obtained from the owner or
user of the property. Gathering these documents may take some time, and
the person assigned to this task will appreciate some lead time.
Some of the information may be forwarded for your review prior to the
site visit. Documents that may be on your list include: (1) building blueprints;
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A Proper Beginning 57
(2) asbestos inspection reports; (3) environmental site assessment reports; (4)
permits; (5) registration records; (6) material safety data sheets; (7) safety and
health survey reports; (8) environmental permits and reports; and (9) records

of regulatory violations. These will be discussed in later chapters.
Develop a Sketch of the Site
After developing a checklist, collect pertinent maps and then sketch the site
and surrounding area on a copy. This technique provides a frame of refer‑
ence, and a sketch helps the thought processes. Considerable information
can be presented schematically.
Maps
Obtain a street map that shows the property and surrounding area, and get
a property record map for the site. The street map may be any map with the
streets, rivers, lakes, and position of your property relative to the surround‑
ing properties. Ideally, the map will show a minimum 2‑mile radius around
the property under investigation.
City and county street maps are generally good sources. Yet, you may nd
the need to use two or more in order to cover enough area. Some properties
may be in two separate counties or may be so large as to require more cover‑
age than that allowed by one map.
A Chamber of Commerce, Department of Transportation, or commercial
street nder map will do in many instances and is easy to locate. The map
will be used as a basic tool for taking notes prior to and during the site visit.
The consultant may prefer one that also has the relative block numbers. This
information will be necessary when attempting to locate the position of reg‑
ulatory agency listings. A drive through the neighborhood to look for each
address is a time‑consuming alternative. Commercial street nders have not
been developed for many small communities and towns. If no street nder
is available, you may have to go to local businesses for assistance in locating
listed sites or drive around searching for them, drawing their location onto
your map as you go.
All properties will have a property record map that is updated annu‑
ally. These maps are in the form of a plat map or unrecorded tax map. A
plat is prepared for incorporated property (e.g., a residential development

or property within city limits), and an unrecorded tax map is completed for
property that is not incorporated (e.g., rural, undeveloped land). Both can be
located at the tax appraisal ofce, and the incorporated property plat can be
found at the county courthouse. A walk‑in visit is generally required. Expect
to pay copy fees.
Property record maps are blueprint‑size schematics depicting property
boundaries, dimensions, and present owners. Some property record maps
have addresses, and the surrounding property information may also be
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58 Environmental Site Assessment Phase I
helpful. For instance, an adjacent property contains what appears to be an
old convenience store or gas station. The property record map shows owner‑
ship in the corporate name of Gasoline Alley Convenience. This indicates
a probable existing or preexisting gasoline station that is likely to have an
underground storage tank and should be checked for evidence of such dur‑
ing the area reconnaissance.
A property tax appraisal is an abbreviated summary of property acreage
and sizes of buildings. It will provide a sketch and dimensions of build‑
ings on the property. Although not always accurate, appraisals can serve as
a basic reference point. The appraisal may be picked up at the tax appraisal
ofce, along with the property record map.
Once the maps have been collected, copy the street map and enlarge the
section of the property record map, while maintaining the integrity of the
boundaries. A couple of copies each will allow for notes and corrections.
Sketch the Area
This step is not necessary and may be inconvenient if the property is at a
considerable distance from the ofce, but if proximity will allow, this step
can be well worth a short trip to the site. Visualization of adjacent and sur‑
rounding property uses, activities, and structures can be simplied by using

this method. Property structures and relative positions are available for easy
reference, and the composite picture is on two drawings. See Figures 3.2 and
3.3 for examples.
With the site maps in hand, visit the site and surrounding area. Do not
plan on spending an excessive amount of time doing this. A more thorough
site reconnaissance will be performed at a later date. It may be helpful to
deploy an assistant to perform this duty. A second pair of eyes with a differ‑
ent frame of reference and set of experiences may also be helpful. Challenge
the assistant’s diligence. Give the assistant a checklist of items and make it
clear that there may be more than those items found on the list. The checklist
is limited.
Some investigators become xated with a checklist and fail to observe items
or circumstances that are out of the ordinary. Don’t rely on a checklist alone.
The purpose of this initial visit is to establish a visual reference and iden‑
tify areas that may require further research. Finding out that additional
research is needed at the time of the actual site reconnaissance may result in
time delays and a duplication of document reviews. The client already wants
the report completed yesterday, so the extra time you spend generating an
initial impression will have been time well spent.
Sketch the property. Depict property boundaries, building boundaries,
surface water, unmarked streets and fence lines, evidence of efuence and
air emissions, locations of transformers (identifying them by number on the
transformer or pole, if possible), and activities. Information concerning the
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A Proper Beginning 59
PCB content of transformers may take time. A request for this information
should be made as soon as possible.
Drive around the area. Sketch the apparent land usage, existing commer‑
cial activities, and industrial activities by type. Note strange or questionable

structures and/or landmarks located in the surrounding areas as well as on
the site.
Summary
Get a good start and keep your records organized. A methodical approach
will clear the mind and allow for a more focused investigation. Begin each
Phase I environmental site assessment with a fou
r‑step guide:
Vacant bldg.
(Lumber yard)
ap
ar
tment
s
stockpiled
5-gallon
auto paint shop
steel drums
gasoline
station
office bldg.
bank
me
ta
l platin
g
fiberglassing
wrecked autos
machine
shop
exhaust stack

exhaust stack
Figure 3.2 Sample property map used for quick sketch and notes concerning the
usage of and noteworthy items on adjacent properties and in the vicinity. Items
should be noted that may require a closer look during the site/area reconnaissance.
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60 Environmental Site Assessment Phase I
Step 1: Assess the client’s purpose and scope of work.
Step 2: Plan and organize by developing a checklist and a system to
keep track of the voluminous amount of material gathered.
Step 3: Initiate information requests. This should include, but not be lim‑
ited to, a title search, Freedom of Information Act requests for govern‑
ment agencies, and other documents that will take time to collect.
Step 4: Develop a sketch of the property and surrounding area. If prox‑
imity allows for a short drive through the area, this step can be a
time‑saver, but it is not required.
The intent of this chapter has been to clarify and provide direction. The
succeeding chapters detail specics.
on
e
wa
y t
ra
ffic
transformer
5003I
transformer
I6072
transformer
78932

transformer
34603
heavy traffic
subject property
4-story vacant bldg.
dark staining
under pole
adjacent bldg.
Copy Center
brick exterior, vinyl floors,
exhaust stack, signs of fire
on 2nd & 3rd floors, doors
boarded
gravel road
Hard pack
soil
5th Street
Lavaca Street
Figure 3.3 Sample quick sketch and notes taken during a drive around a property.
(Items noted should provide direction when planning the actual site reconnaissance.)
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© 2008 by Taylor & Francis Group, LLC