MARCH 12, 2003

3:00 P.M.




MEMBERS PRESENT:                       Don Williams, President; Phil Baxter, Vice-

                                                            President; Carl Conner, Secretary; Don Ashley,

                                                            Attorney for Board; Karan Barnhill, Surveyor and

                                                            Rod Madden, Deputy Surveyor.


ALSO PRESENT:                               Jim Biggerstaff, William Y. Bivins and Bernard R.




President Williams called the meeting to order.




President Williams stated the first order of business was the approval of minutes from the meeting of February 26, 2003 and asked for a motion.


Commissioner Conner made a motion to approve the February 26, 2003 minutes as presented, 2nd by Commissioner Baxter. Motion carried 3-0.




President Williams stated that on the agenda, items numbered 1, 2 & 4 have all requested to be continued until the meeting on April 9, 2003 and asked for a motion to continue Lakevale Estates Sec. D, Rising Sun Subdivision and Linwood Estates.


Commissioner Baxter made a motion to continue items 1, 2 & 4 until April 9 2003, 2nd by Commissioner Conner. Motion carried 3-0.




Karan Barnhill, Surveyor stated this subdivision is located on Stevenson Station Road with a proposed newly constructed Road called Meadowlark Hill Road. She added that the lots are all 2 ½ acres or larger and drains into an existing lake, they have requested that no drainage plans be required. Karan agrees and recommends approval.


Commissioner Conner asked Karan that her recommendation was to accept this subdivision without any drainage plans?


Karan answered that was correct.


President Williams asked if there were any comments from the Board or the Public?


Commissioner Conner made a motion to approve the Meadowlark Hills Phase II Subdivision without the requirement of a drainage plan being filed, 2nd by Commissioner Baxter. Motion carried 3-0.




Karan explained this development is located on New Harmony Road and consists of 5 parcels which are all 2 ½ acres or larger up to 9 acres. She added this also drains to an existing lake and the owners are asking that no drainage plans be required. Karan agrees and recommends approval with no drainage plan being required.


President Williams stated he thought the smallest parcel was 4.2 acres.


Karan answered that she thought there was a parcel that was 2.6 acres.


President Williams asked if there was anyone present to represent this development?


Mark Chamness from Chamness Land Surveying approached the podium and introduced himself to the Board.


President Williams asked for any comments from the Board or from the public?


Commissioner Baxter made a motion to approve Three Lake Estates as presented, 2nd by Commissioner Conner. Motion carried 3-0.




Karan stated she wanted to bring to the Board’s attention that the project of Otter Creek at Tennyson Road has been completed by Stradtner Excavating and did a very good job. She added that Willow Pond and Polkberry Ditch which are both grinding projects by Bigge Excavating has also been completed as well and the claims are on the agenda to be approved.





President Williams stated that the claims are the same projects that Karan just reported on, the Otter Creek Project by Ray Stradtner for the sum of $ 3,585.00 and has been completed. The Willow Pond and Polkberry Ditches of $5,303.30 for a total of $8,888.30.


Commissioner Conner made a motion to approve the claims in the amount of $8,888.30 as presented, 2nd by Commissioner Baxter. Motion carried 3-0.

President Williams asked Karan Barnhill, Surveyor and Commissioners Conner and Baxter if they had any other business to bring before the Board?


They had no other business.


President Williams stated he had one concerning the letter received from the Surveyor about the Epworth Road project, and she had concerns about the slope of the ditch being engineered at a 2:1 slope where she would like to see a 3:1. He stated that the ditch has already been engineered and he has gone and looked at the ditch again and 2:1 slope is more than they have now, so he would ask the Board for a motion to go ahead with the 2:1 slope.


Commissioner Conner asked permission for discussion and asked what the assumptions were to request a 3:1 slope?


Karan answered that first she wants to state that her intentions were not to slow the project down as it needs to be done and it is a safety issue. She added that her problem is that your taking an existing ditch that has been there for years and it has already done all the erosion it is going to do, so when you move it to another location it is going to be newly constructed soil, you will have to fill in the ditch that is already there and put in travel lanes over the top of where you are filling up the ditch. She added that the issue of her concern is at a 2:1 slope the erosion of the newly compacted soil is going to pull out from underneath those travel lanes and when that happens she is afraid that will cause a problem with the travel lanes. She also added that she didn’t want to have to go back out there in 3 to 4 years to redo something that can be done now. Karan added that all of the ditches they are doing now are being done at a 3:1 slope and sometimes even a 4:1 slope to try to keep from having to go back and spend more money on something that was just done 4 to 5 years earlier.


Karan stated that if they can get some kind of vegetation on those banks right away and get them stabilized and use some kind of matting and can guarantee that the banks will hold, she is ok with the 2:1 slope, it was never the issue of the capacity of the ditch, it was the compaction of the soil and the erosion underneath the travel lanes that she was worried about.


President Williams stated that he understood that they are going to get the matting down as soon as possible. He added that he was looking at the distance from the edge of the ditch to the roadway which is approximately 10 to 15 feet, he could not remember which but its not right by the road and if it did start to erode, we could take care of it right away.


Commissioner Conner asked if this is the one being done by Crossroads?


President Williams answered yes.


Commissioner Conner asked when the initial engineering and he is sure this is not yet completed, but whose decision was it to design it at a 2:1 slope or was it at the direction of the County Engineer, he is trying to find out where the decision came from.


Karan stated she might be able to answer as to what she thinks happened, that when Steve Sherwood, Engineer and the former Drainage Board started looking at possibly doing this project, Steve came up with a kind of draft plan that indicated the amount of Right-of-Way you would have to take if you would use the 2:1 slope. She added that the County Surveyor at that time advised them that they would approve a 2:1 slope, so they just took that first conversation without ever having any conversations with the present Surveyor.


Commissioner Conner asked if the present Engineering Firm that is employed to do this, are they comfortable with the 2:1 slope?


President Williams stated that he talked to them last week and they are. He added that it is now at a 1:1 slope and he expressed the Surveyor’s concern to them and they understood the concerns but they feel with the compaction and getting the matting installed there should be no worry of erosion. He added that they were talking about the engineering and buying additional Right-of-Way, we are talking about and he doesn’t have the figures in front of him but he thinks it is thousands.


Karan stated that she thinks it was like $12,000.00 to $15,000.00 and that also included archaeological studies as well, because they had to do several of those to meet IDEM requirements.


President Williams added there would be re-engineering expenses on top of that.


Commissioner Conner asked if the ditch was about 3,300 linear feet?


President Williams and Karan both agreed that was about the approximate length.


Karan again stated that her intentions were not to hold up the project, her letter was just to let the Board know what her comments were.


President Williams stated that he did not mean to insinuate that she was.


Commissioner Conner stated the reason he is asking questions is just to determine what the original source was and if the present Engineering Firm is in agreement that the 2:1 slope is sufficient.


President Williams stated that he talked to the engineering firm and also Steve Sherwood and they seem to be comfortable with the 2:1 slope and he would recommend that the Board reaffirm the present engineering plan and he would put that in the form of a motion and confirm the design of the 2:1 slope on Howard Ditch, 2nd by Commissioner Baxter. Motion carried 3-0.


Commissioner Conner stated his question is and he is not sure if it’s appropriate, has the final preliminary engineering been completed?


President Williams stated that he could not answer that; he added that the County Engineer might know the answer.


Karan stated that they had to go back when the field check was done and work out something with VECTREN about one of their lines.


President Williams asked the audience if they needed to address the Board?


They answered that they had come to the meeting to ask questions about the Rising Sun Development.


President Williams stated that development was continued until the April 9, 2003 meeting at 3:00 P.M.


Commissioner Conner made a motion to recess, 2nd by Commissioner Baxter. Motion carried 3-0.