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Minutes for the July 26, 2007, Stormwater Management Committee meeting
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STORMWATER MANAGEMENT BOARD MEETING MINUTES
Date: July 26, 2007
Location: Huntington Building
Conference Room #105
900 West Monroe
Jonesboro, AR 72401
Time: 1:00 p.m.
Opening:
John Street called the first Stormwater Management Board Meeting to order at 1:15 p.m. on Thursday, July 26, 2007.
In Attendance (marked in bold)
Members:
Dewaine Beisner
Don Culpepper
Michael Daniels
Alec Farmer
Jerry Farris
Betty Shaw
John Street
Gene Vance
Jon Wilbanks
Nathan Young
Dennis Zolper
Staff:
Doug Formon - Mayor
Tony Thomas - Project Administrator
Erick Woodruff - Public Works Director
Otis Spriggs - Director of Planning
Kelly Panneck - Chief City Engineer
Craig Light - Assistant City Engineer
Janice Patton - Administrative Assistant
Others:
Keith Inman - Jonesboro Sun
INTRODUCTIONS
All members and staff introduced themselves to the group.
DISCUSSION
John Street stated that the first order of business is to elect a Chairman for the Board. He stated that Alec Farmer was Chairman of another state committee, and drainage was his specialty during the four years he served on City Council. Based on his expertise, Mr. Street nominated Mr. Farmer for Chairman. Motion was seconded by Betty Shaw. Unanimously approved.
The meeting was turned over to Chairman Farmer. Farmer stated that this was an organizational meeting and there was no formal agenda. Erick Woodruff stated that this meeting was scheduled to comply with the Ordinance that stated the Board must meet within ten (10) days of forming. Woodruff also stated that he had to appoint a Secretary to the Board. He appointed Janice Patton as Secretary. Farmer handed out proposed versions of Internal Operating Rules and Regulations and Appeal Hearing Protocol Procedures for the Boards review, which will be voted on at the next meeting. Copies of the Ordinance and Resolution forming the Board were also handed out.
Farmer stated that the purpose of this Board was to serve as an advisory committee to the City of Jonesboro on stormwater issues as they relate to the floodplain, stormwater runoff quantity and quality, and retention issues as they come up. This is the result of EPA regulations that have gone down through ADEQ and have now been passed down to local government. It is necessary for the members to have various backgrounds in science, construction, engineering, etc. This Board has knowledge in those areas. There is also an appeal process that needs to be managed. One of the primary duties of the Board will be the appellate process.
Kelly Panneck discussed with the Board the Stormwater Drainage Design Manual. It is ready to distribute to each Board member. The City is mandated by the State to control erosion within the City. There is a set of rules and guidelines to follow. Panneck said that the staff will need the input of the Board on various issues to make sure the City stays its course. The Board and staff discussed the steps that were taken to adopt the Stormwater Drainage Design Manual. ADEQ informed the City of Jonesboro that the City is now responsible for the enforcement of stormwater drainage. The City does not have enough staff to enforce those regulations. It does have its own National Pollutant Discharge Elimination System (NPDES) five (5) year permit, which has its own requirements. Developers are still required to send a Notice of Intent to the State of Arkansas. Discussion continued on the requirements of the five (5) year permit.
Farmer stated that the mud off the streets gets in the drainage system and it slows the drainage process down. There is also a problem with concrete and construction trucks when they wash their tires. Erosion control is being enforced through an older Ordinance that Panneck suggested should be updated. Farmer stated again that there is not enough staff within the City of Jonesboro to enforce compliance. Various scenarios on how to handle compliance will be reviewed by the Board. The Stormwater Management/Drainage Ordinance needs to be reviewed carefully.
The Internal Operating Rules and Regulations and Appeal Hearing Protocol Procedures were discussed. Farmer stated that these are preliminary drafts and asked the Board and staff to review them before the next meeting.
The Chairman was required to establish a monthly meeting date for the Stormwater Management Board to convene. Farmer suggested the meeting be scheduled before the Public Works Committee meetings, which are on the first Tuesday of each month. If Ordinances and Resolutions are necessary, the Board will need to be able to take those on to the Public Works Committee in a timely fashion. Panneck stated that he did not wish to add to the bureaucracy, but there may not be a way around it. There will be times when the Board will have to vote on matters and make recommendations to present those items to the Public Works Committee. Jerry Farris offered assistance with sedimentation studies through the company that his offices currently uses, which is located in Oxford, MS. All parties agreed that this would be a great benefit to the Board. The Board and staff also discussed the best possible ways to inform the public. It was stated that a public hearing is not always beneficial. Farris suggested a demonstration site at the ASU Farmer’s Market to show individuals proper drainage procedures. Everyone agreed that a hands-on demonstration would be effective. Farmer asked the staff to suggest a good meeting day for the Board. Staff requested that the meeting not be scheduled on Tuesdays. John Street listed the monthly meeting dates for the Council Committees and suggested the Board coincide its meeting date with those. Therefore, when something has to be entered into Legistar, the staff has a sufficient amount of time to do that. It was stated that items must be entered by 10:00 a.m. on the Thursday before the Public Works Committee meetings. It was suggested the Board meet the Wednesday before the Committee meetings, which would be the fourth (4th) Wednesday of each month. There was much discussion on what time of day to hold the meetings. Gene Vance suggested 4:00 p.m. Tony Thomas stated that an afternoon time would not allow the staff a sufficient amount of time to enter items into Legistar in order for them to be added to the agenda in time. Farmer suggested 8:30 a.m. The Board and staff agreed to that time. The next meeting will be Wednesday, August 22, 2007, at 8:30 a.m.
Farmer asked who the comments on the handouts should be sent to. It was stated that they should be sent to the Secretary, Janice Patton. Farmer asked Patton to send out the contact information. All comments should be sent by August 21, 2007. The comments and manual will be discussed at the next meeting. Each member will need to review the manual. Vance stated that the manual needs to move forward for approval. Betty Shaw asked if all members had a copy of the document. Some members do not have one because they did not serve on the previous board. Farmer asked if the manual was on the City’s website. Panneck stated that it was not.
The Board and staff discussed developments on watersheds. Panneck stated that it would be up to him and Craig Light to determine the best places for the watersheds. Carter & Burgess is assisting with the determination for placement of detention ponds. Vance requested that the Board have any information on the basis of Carter & Burgess’ decision. Vance would prefer the staff to tell the Board what they should be responsible for. Farmer reminded everyone that there is a Floodplain Administrator. Panneck stated that the Board fills the requirements needed to comply with the Ordinance. He also stated that the Notice of Intent will lay out a good portion of what the City’s requirements are. The permit itself has the six step requirements that all cities are required to follow to be in MS4. Panneck stated that he would provide the Board with those documents for their review, as well as six focus areas before the next meeting. After reviewing, it will help the Board define responsibilities between the quality and quantity of the stormwater. Farmer stated that the goal was to have two separate manuals. Fischer & Arnold was working on the quality issue. Carter & Burgess was working on the quantity side. Shaw stated that in her experience with other cities, they usually go to one office for all issues. This makes the process simpler and easier to manage. Shaw also stated that if it was split up, it will be detrimental and will delay the process.
Farmer reviewed what was discussed during the meeting. Panneck believes there are plenty of drainage manuals for each member to have one immediately. He stated that the staff will make recommendations to the Board. The manual will need to be user friendly and there must be some form of public education. Farmer stated that the two handouts will be emailed to the members. Patton stated that she will send out the contact information that she has to date.
Meeting was adjourned at 2:10 p.m.