20161268_R-3300B CP4C Meeting MInutes_20200121 (Final)_20200121

Carpenter,Kristi
From:Greene, Ricky <[e-mail]>
Sent:Tuesday, January 21, 2020 8:11 PM
To:Randy Howard; Coleman, Amber; Leonard, David; Hite, Katie E; Sanderson, Mike;
Howell, Trace R; Herndon, T. Mason; Shaver, Brad E CIV USARMY CESAW (USA);
Steenhuis, Joanne; Amanetta Somerville ([e-mail]);
'[e-mail]'; [e-mail]; Lane, Stephen;
Brittingham, Cathy; fritz.rohde; Mike Kozlosky ; Gledhill-earley, Renee; Chapman, Amy;
Patterson, Robert D; Wilson, Travis W.; Weychert, Curtis R; Staley, Mark K; Rivenbark,
Chris; Cox, Marissa R; Robbins, Jamille A; Marshall, Harrison; Cartner, Wesley;
Wilkerson, Matt T; Pair, Missy; Evans, Jennifer A; Moore, Brenda L; Atkinson, Paul;
Dunlop, James H; Hummer, Joseph E; Fischer, Kevin; Pilipchuk, John L; Hemphill, Bo;
Wing, Leigh M; Mellor, Colin; Alavi, J S; Cockburn, Johanna I;
[e-mail]; Ferrante, Lindsay; Mintz, John; Hazel, Katrina;
Lindgren, Mike; [e-mail]
Cc:Moore, Crystal; Josh Dalton; York, Matthew J; Furstenberg, Joseph C; Poole, Seth;
Cashin, Gordon E
Subject:\[External\] R-3300B Hampstead Bypass CP4C Merger Meeting Minutes (Final)
Attachments:R-3300B CP4C Meeting MInutes_20200121.pdf
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Finalized minutes for this meeting are attached for your future reference as needed. Thank you to all who provided
comments by the January 17, 2020 deadline last Friday.

Ricky

From: Greene, Ricky
Sent: Saturday, January 04, 2020 5:01 PM
To: Randy Howard <[e-mail]>; Coleman, Amber <[e-mail]>; Leonard, David
<[e-mail]>; Hite, Katie E <[e-mail]>; Sanderson, Mike <[e-mail]>; Howell, Trace
R <[e-mail]>; Herndon, T. Mason <[e-mail]>; Shaver, Brad E CIV USARMY CESAW (USA)
<[e-mail]>; Steenhuis, Joanne <[e-mail]>; Amanetta Somerville
([e-mail]) <[e-mail]>; '[e-mail]' <[e-mail]>;
[e-mail]; Lane, Stephen <[e-mail]>; Brittingham, Cathy
<[e-mail]>; fritz.rohde <[e-mail]>; Mike Kozlosky
<[e-mail]>; Gledhill-earley, Renee <[e-mail]>; Chapman, Amy
<[e-mail]>; Patterson, Robert D <[e-mail]>; Wilson, Travis W.
<[e-mail]>; Weychert, Curtis R <[e-mail]>; Staley, Mark K <[e-mail]>;
Rivenbark, Chris <[e-mail]>; Cox, Marissa R <[e-mail]>; Robbins, Jamille A
<[e-mail]>; Marshall, Harrison <[e-mail]>; Cartner, Wesley <[e-mail]>;
Wilkerson, Matt T <[e-mail]>; Pair, Missy <[e-mail]>; Evans, Jennifer A
<[e-mail]>; Moore, Brenda L <[e-mail]>; Atkinson, Paul <[e-mail]>; Dunlop,
James H <[e-mail]>; Hummer, Joseph E <[e-mail]>; Fischer, Kevin <[e-mail]>;
Pilipchuk, John L <[e-mail]>; Hemphill, Bo <[e-mail]>; Wing, Leigh M <[e-mail]>;
Mellor, Colin <[e-mail]>; Alavi, J S <[e-mail]>; Cockburn, Johanna I <[e-mail]>;
[e-mail]; Ferrante, Lindsay <[e-mail]>; Mintz, John <[e-mail]>;
1

Hazel, Katrina <[e-mail]>; Lindgren, Mike <[e-mail]>;
[e-mail]
Cc: Moore, Crystal <[e-mail]>; Josh Dalton <[e-mail]>; York, Matthew J
<[e-mail]>; Furstenberg, Joseph C <[e-mail]>; Poole, Seth <[e-mail]>;
Cashin, Gordon E <[e-mail]>
Subject: R-3300B Hampstead Bypass CP4C Merger Meeting DRAFT Minutes for Review/Response

Everyone,
Draft minutes for the subject meeting are attached for your review and comments, particularly for those of you who were
able to attend or join the meeting on 12-18-2019 by phone.

Please provide any revisions or comments by January 17, 2020 so final minutes can be distributed afterwards.

Thanks,
Ricky

-----Original Appointment-----
From: DOT PDEA INTERAGENCY MEETING CALENDAR <[e-mail]>
Sent: Tuesday, September 03, 2019 11:03 AM
To: DOT PDEA INTERAGENCY MEETING CALENDAR; Randy Howard; Greene, Ricky; Coleman, Amber; Leonard, David;
Hite, Katie E; Sanderson, Mike; Howell, Trace R; Herndon, T. Mason; Shaver, Brad E CIV USARMY CESAW (USA);
Steenhuis, Joanne; Amanetta Somerville ([e-mail]); '[e-mail]';
[e-mail]; Lane, Stephen; Brittingham, Cathy; fritz.rohde; Mike Kozlosky ; Gledhill-earley,
Renee; Chapman, Amy; Patterson, Robert D; Wilson, Travis W.; Weychert, Curtis R; Staley, Mark K; Rivenbark, Chris; Cox,
Marissa R; Robbins, Jamille A; Marshall, Harrison; Cartner, Wesley; Wilkerson, Matt T; Pair, Missy; Evans, Jennifer A;
Moore, Brenda L; Atkinson, Paul; Dunlop, James H; Hummer, Joseph E; Fischer, Kevin; Pilipchuk, John L; Hemphill, Bo;
Wing, Leigh M; Mellor, Colin; Alavi, J S; Cockburn, Johanna I; [e-mail]; Ferrante, Lindsay; Mintz,
John; Hazel, Katrina; Lindgren, Mike; [e-mail]
Cc: Moore, Crystal; Josh Dalton; York, Matthew J; Furstenberg, Joseph C; Poole, Seth; Cashin, Gordon E
Subject: R-3300B CP4C Merger Meeting
When: Wednesday, December 18, 2019 10:00 AM-12:00 PM (UTC-05:00) Eastern Time (US & Canada).
Where: DOT CCA Structures Conf. Room Col. C4 (CAP 40)

The information packet for this meeting is posted on the xfer site at
https://xfer.services.ncdot.gov/pdea/4B4CMtgPkgDraw/R-
3300B%204C/R3300B_4C%20Permit%20Package_20191204.pdf

Call In Number: 919-662-4552

Note: NCDOT is switching from Skype to using Microsoft Teams Meeting. Please use the
link below.
________________________________________________________________________________
Join Microsoft Teams Meeting
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GOTO MEETING LINK:
R-3300B CP4C
Wed, Dec 18, 2019 10:00 AM - 12:00 PM EST
Please join my meeting from your computer, tablet or smartphone.
https://global.gotomeeting.com/join/418675661
2

R-3300B Concurrence Point 4C Merger Meeting
Time: Requestor: STIP No. R-3300B
December Trace Howell Division 3 County: Pender
18, 2019 Purpose: CP 4C Merger Meeting
PROJECT TEAM LEADS
USACE – Brad Shaver NCDOT – Trace Howell
NCDWR – Joanne Steenhuis
TEAM MEMBERS
USEPA – Chris Militscher, Amanetta Somerville Wilmington MPO – Mike Kolowski
([e-mail])
USFWS – Gary Jordan NC-HPO – Renee Gledhill-Earley
USACE – Monte Matthews NCDEQ – Amy Chapman, Robert Patterson
NCDCM – Stephen Lane, Cathy Brittingham NCWRC – Travis Wilson
NMFS – Fritz Rohde NCDMF - Curtis Weychert
NCDOT STAFF
Division 3 – David Leonard PMT – Jennifer Evans
Division 3 – Mason Herndon Roadway – Brenda Moore
Division 3 – Katie Hite Hydraulics – Paul Atkinson
Roadside Environmental – Mark Staley Congestion Management – Jim Dunlop, Joe Hummer
EAU (Natural Systems) – Chris Rivenbark Structures – Kevin Fischer
EAU (Biological Surveys) – Marissa Cox Geotech – John Pilipchuk
EAU (PI) – Jamille Robbins Utilities – Bo Hemphill
EAU (CS) – Harrison Marshall TIP – Leigh Wing
EAU - Wes Cartner EPU – Colin Mellor
EAU (CR) – Matt Wilkerson TPB – Jamal Alavi
EAU (Noise) – Missy Pair Bike & Ped – Hanna Cockburn
OTHER INVITEES
Pender County – Kyle Breuer ([e-mail])
NCDCR – Lindsay Ferrante ([e-mail])
NCDCR – John Mintz ([e-mail])
CONSULTANT TEAM
Stantec - Ricky Greene [e-mail]
Stantec – Amber Coleman [e-mail]
Stantec - Katrina Hazel [e-mail]
Stantec – Mike Lindgren [e-mail]
Sungate – Randy Howard [e-mail]
Dewberry- Crystal Moore [e-mail]
FACILITATORS
NCDOT – Trace Howell Consultant – Ricky Greene, Stantec Engineering

.........................................................................................................................................
3

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4

R-3300B CP4C MERGER MEETING
Date: December 18, 2019 Wednesday
Time: 10:00am— 12:00pm
Location: NCDOT Structure design Conference Room—Century Center-Raleigh,NC
Purpose: R-3300B
Hampstead Bypass from south of NC 210 to US 17 North of Sloop Point
Loop Road(SR 1563) in Pender County
Interagency CP4C Permit Drawing Review Meeting
Attendees:
Brad Shaver USACE
Joanne Steinhaus NCDWR
Robert Patterson NCDWR
Cathy Brittingham NCDCM
Stephen Lane NCDCM (by phone)
Trace Howell DOT-Division 3 (by phone)
Mason Herndon DOT-Division 3
Paul Atkinson DOT-Hydraulics
Matthew York DOT-Hydraulics
Gordon Cashin DOT-ECAP
Mike Sanderson DOT-Env Policy Unit
Jennifer Evans DOT-PMU
Ricky Greene Stantec
Katrina Hazel Stantec
Seth Poole Stantec
Amber Coleman Stantec
Randy Howard Sungate
Jake Stanovich Sungate
David Leonard NCDOT Division 3 (by phone)
Mike Kozloski Wilmington MPO (by phone)
Travis Wilson NC Wildlife (by phone)
General Comments:
- Missing horizontal alignment station labels and ticks on y-lines and ramps.
Stationing should be shown on permit drawings for all alignments.
- Impacts should be listed to the nearest 1/1000th of an acre on summary sheets
based on requests from both Mason and Joanne. However, Paul noted that it is
important to follow established guidelines (1/100th) so all Divisions are consistent.
More discussion may be necessary if a policy change is ultimately desired by the
Merger team.
- Ditch and culvert details should be included on plan sheets as part of the permit
package.
R-3300B CP4C Meeting— 12-18-2019 Page 1 of 7

R-3300B CP4C MERGER MEETING
- Mechanized clearing at slope stakes for modified method 3 clearing should be 5'
offset for fill slopes less than 10' high and 10' offset for fill slopes equal to or
greater than 10' high.
- Show mechanized clearing limits on cross-sections.
- RCBC impacts in wetlands need to be changed from excavation to fill (Note was
made on Sheet 46).
- Temporary fill should be placed on geotextile fabric, this applies to all temporary
fill throughout project. A quantity should be provided. There was a discussion
regarding a possible NCDOT detail for this as well, Mason Herndon to
investigate. Paul Atkinson stated this is standard practice and a detail is not
required on the permit drawings.
- Use hand clearing instead of mechanized clearing for all clearing adjacent to
temporary impacts.
- All temporary pipes should not be buried.
- Culvert sill/baffle detail needs to be included in permit drawings for all box
culverts. Mason provided a detail used under Military Cutoff
- Review all wetland labels in cross-sections and revise as needed for entire project.
- Remove "Sills Inset 2' " from permit drawings. All culverts.
- Verify wetland labels in cross sections are at actual wetland locations for all
cross-sections. Wetlands label on cross-sections should have an arrow defining
which direction the wetlands are located. This should be reviewed and revised for
entire permit package.
- Excavation labels at sections for RCBC's should be revised to Fill.
- Ensure station numbering for alignments is shown on permit drawings.
(Particularly Sheets 85/86)
Comments:
SMP
- A question was raised whether grass swales should be listed in the SMP. Paul
Atkinson noted that unless grass swales are required for permitting purposes, they
are not typically listed in the SMP due to maintenance requirements. He also
noted that further discussion may be needed. After discussion with the
Stormwater group, it was confirmed that grass swales should only be listed in the
SMP if they are meeting permit requirements such as treatment for buffered areas.
Sheet 1
- No sheet specific comments
Sheet 2/3
- Wetlands not shown from -Y30- 20+00 to 30+00 LT on Sheet 2 (however they
are shown on sheet 3).
- JS not shown at-Y30DET- 58+30 RT
- For site 2, add note stating permanent impacts are shown on sheet no. 10 of 124
R-3300B CP4C Meeting— 12-18-2019 Page 2 of 7

R-3300B CP4C MERGER MEETING
Sheet 4/5
- Change mechanized clearing to hand clearing at sites 25 & 16.
Sheet 6/7
- Std 4' base ditch at-L1- 587+00 LT should not excavated below adjacent natural
ground elevation, a note will be added to the plans. Class I riprap stabilization is
called for; however, if this location can be stabilized without riprap, that is
preferred.
- Stationing for ramps need to be shown on permit drawings.
- Limit mechanized clearing to 5 ft at rip rap locations and 10 ft from fill line
where fill height is higher than 10 ft. These limits are reflective of modified
method III clearing.
Sheet 8
- No sheet specific comments
Sheet 9/10
- Add EQ pipe at-Y30RPC- 21+00
- Permanent impacts from detour to be shown on sheet 9 and noted to "see sheet 9"
on detour permit sheets.
- It was confirmed that all impervious surface will be removed from ramp C
quadrant during construction and the stormwater pond that is being filled in that
area would no longer be needed.
- Outlet 18"RCP to ditch at -SR6- 27+00 LT instead of through wingwall.
- JS at and between RCBC's needs to be updated in FS file. Additional stream
impacts will be added in this location.
- There was discussion of slope change to 4:1 slopes to the design within the
quadrant areas to reflect typical roadway design practice for safe traffic operations
within interchange areas.
Sheet 11 through 20
- Add the cross-sections for Y30RPD where impacts are documented.
Sheet 21/22
- Wetland symbology at-L 1- 628+00 LT should be open-ended at limit of study
area. (Trace to investigate and revise)
Sheet 23 through 27
- No sheet specific comments
R-3300B CP4C Meeting— 12-18-2019 Page 3 of 7

R-3300B CP4C MERGER MEETING
Sheet 28/29
- The two JS streams (LSCA) do not connect in FS file at-L1- 642+00 LT, revise
as needed. The streams need verification and their symbology needs revising to JS
within the FS file.
- JS survey at 649+00 needs to be extended north, beyond project limits in FS file,
ensure proper alignment of the pipe once the JS designation has been added.
Sheet 30
- Wetlands label shown on cross-sections in non-wetland areas. Review all wetland
labels in cross-sections and revise as needed for entire project.
Sheet 31/32
- Change fill in wetland to mechanized clearing from -L1- 656+50 to 658+30 LT.
- Pond outline (Exist Stream of Body of Water level) at-Y38- 19+50 RT is not
shown on sheet 31 or 32.
- General Note: All RCBC impacts should be Fill, not Excavation,revise as
needed.
Sheet 33
- Remove "Sills Inset 2' " from permit drawings. All culverts.
Sheet 34
- Same as sheet 33
Sheet 35 through 36
- No sheet specific comments
Sheet 37/38
- South side of wetland boundaries should be open-ended at 667+00 RT and
674+00 RT as well as the one at the northeast side of the pond and near the Site 9
label. (Trace to investigate and revise)
- All base ditches are not shown on this sheet(38) and need to be included
Sheet 39 through 42
- No sheet specific comments
Sheet 43/44
- Adjust roadway side slope to 3:1 at Sta. 695+50 in an effort to minimize or avoid
the wetlands at Site 11; could potentially avoid all impacts at Site 11
R-3300B CP4C Meeting— 12-18-2019 Page 4 of 7

R-3300B CP4C MERGER MEETING
Sheet 45
- Revise side slope to 3:1 at-L1- 695+50 LT to reduce/avoid impacts.
Sheet 46 through 49
- No sheet specific comments
Sheet 50/51
- Add EQ pipe at-L1- 738+50
- Additional wetland area on NW edge of Site 15 within quadrant A was deemed a
total take. Add"total take"note on map and add as separate line on wetland
summary sheet—mitigation is lower for areas impacted due to "total take."
- Discussed wetland impacts at the ditch from SR7 16+00 through 16+50; the
wetland will lose connectivity upstream and no longer function as a wetland, so
the ditch will remain in place.
Sheet 52 thru 53
- No sheet specific comments
Sheet 54/55
- Reduce the mechanized clearing to 5ft for site 17
Sheet 56
- No sheet specific comments
Sheet 57/58
- Need cross-section sheet showing wetlands at Site 19 from -L1- 770+00 to
773+00 RT.
- Once -SR7-profile is finalized, verify mechanized clearing widths based on fill
heights
Sheet 59 thru 67
- No sheet specific comments
Sheet 68/69
- Remove EQ pipe at-SR8- 21+75.
Sheet 70 through 75
- No sheet specific comments
R-3300B CP4C Meeting— 12-18-2019 Page 5 of 7

R-3300B CP4C MERGER MEETING
Sheet 76/77
- Investigate relocating 15"pipe outlet at-L1- 832+50 RT to a location outside of
wetlands.
Sheet 78 through 82
- No sheet specific comments
Sheet 82 & 83
- Add XPL sheet X-123 to permit package.
- -Y32RPB1- labels are clipped off at xsc 838+50 to 843+00.
Sheet 84 through 87
- No sheet specific comments
Sheet 88
- Add L1 Northern RT cross-sections to permit drawings.
Sheet 89 through 90
- Shift wall labels for legibility
- Station labels are clipped and need to be adjusted
Sheet 91 through 100
- No sheet specific comments
Sheet 101/102
- It was noted the 42" RCP will be placed at grade due to the natural ground
Sheet 103
- No sheet specific comments
Sheet 104/105
- Sites 26 and 27 are mislabeled on the summary impact sheet
- Change "Permit Drawing"title to red on this page and forward
- Need station numbers
R-3300B CP4C Meeting— 12-18-2019 Page 6 of 7

R-3300B CP4C MERGER MEETING
Sheet 106
- Change "Permit Drawing"title to red on this page and increase size
Sheet 107/108
- Site 28 label too small.
Sheet 109 through 115
- No sheet specific comments
Sheet 116/117
- The permit drawings note site 31 however, the summary sheets indicate site 30;
investigate and revise the site number and summary sheets as necessary.
Sheet 118
- No sheet specific comments
Sheet 119 thru 124 (Impact Summary Sheets)
- Mason Herndon asked if Bank Stabilization can be considered a non-permanent
impact and separated out in the summary sheets. Further discussion with
Hydraulics is needed.
- Site numbers 26 thru 30 do not correspond with what is shown on the plan sheets.
Review and revise site numbering and impacts, as needed.
- All impact quantities need to be reviewed and verified.
- It was questioned if National Heritage Land, Game Land, and Red-Cockaded
Woodpecker areas need to be identified on the permit drawings. Mason Herndon
will investigate the need and advise.
- It was noted that separate permit drawings for utilities will be provided.
R-3300B CP4C Meeting— 12-18-2019 Page 7 of 7

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