- All right, it's now 5.35. We do have a quorum. This is the Monroe County Planning Commission Admin Meeting
- for Tuesday, July 7th of 2026. Would you please call the roll call to make sure we have a quorum? Okay.
- Dave Bush. David Henry. David Warnlein.
- I want to confirm that you're a camera and you're... The four-sword box. You're... Yeah. Maybe it was
- stationing. No, I just saw him. I'm going to take care of him.
- Let's get to it. Jeff Moulton. Here. Joe Van Deventer. Margaret Clements. Here. Julie Thomas. Here.
- Three Fields. Here. Scott Barres. Here. Ronan Randolph. Here. And then David Henry. Yeah, I'm back on.
- I can hear you. Thank you. Great. You can see you too. Thanks. All right, so we have
- five people in person, so that does message you the forum, and six people total. Seven people total.
- Sorry. Going back to the agenda, it looks like we have two items under administrative business. No unfinished
- business and one item under new business. First up is your feedback for the Morrill County Apartment
- Association meeting that you attended. I'm going to skip that and do it next month. Okay. I forgot.
- Okay. I was on vacation. I'm sorry. I just have other matters. All right. Don't worry. I'm going to
- use that spot. Go ahead. I wanted to bring Tim Lawson in. He is our new county engineer after Paul retired.
- I'm glad to have him. He actually was the new Bloomington engineer back in the 90s. I was here back then.
- He's been at MDOT and DLC, working for consultant during that since then. So we're glad to have him.
- We've thrown a lot at him in the last few weeks. So I want to bring him here to meet everybody in person.
- So that might be a good time to just see the flight condition board and start attending as needed, kind
- of like Paul did. And please reach out if you have any engineering questions on the petition. Tim's
- always available, email, cell phone.
- Yeah, it's a good introduction. I say hi to you guys. I enjoy working in building mechanics. We welcome
- your subject matter expertise. There you go. Appreciate being the subject matter manager. Oh, good one.
- Alright, so that brings up the second item. Now the first item on administrative business and it's
- And it looks like it's for our approval, and it's a release of a line of credit for the Derby Pines
- major subdivision. Yeah. And I'm going to apologize. If someone does log in, I will need to enter them
- into the space. All right. So this is petition SIA-22.1 Derby Pines major subdivision. They're requesting
- a performance guarantee release.
- It's located at the full E200 block of South Red Pine Drive in Smallin Drive, Perry County Ship section
- 29. They currently have on file a letter of credit that expires April 12th, 2027. And it's in the amount
- of $155,918.25. And they have been really doing
- find out getting our subdivision completed. They have a performance period end date of April 30th, 2028.
- So they're well ahead of schedule getting things done. And let's see what's the most important things
- to talk about. This began in 2022. We have criteria for when we do release a financial guarantee and
- We've kind of looked at each one of these points and I can read those if you want me to, but they, staff
- feels that they have met all of these items. And I think they do understand that they will need to post
- a maintenance bond once the road is accepted into the inventory, which I believe it is. So we have review
- comments from Monarch High's stormwater program. They reviewed the as-builds and
- that when a manual is not filed and reported and it's in good shape. We also have Ben Ayers from the
- highway department that has looked at this, reviewed the as well. It's actually had a few comments on
- them. Those got addressed, but this has been a real back and forth of getting driveways correct, getting
- the roads in, you know, all the stormwater infrastructure, like perfect, because that's how we want
- it to be when we take it into the inventory. Have those kind of certified? Yes. So I,
- We'll get there. These are some pictures from, I think, late 2025, like bioretention, some of the different
- roads. They did have to widen this road a little bit under every drive. Different bioretention ponds.
- We've just kind of been working with them to make sure their sidewalks are in place and appropriate.
- So this is the area that we're talking about. It's at Dirty Pine and Holland Drive. And so it's the
- new road that we saw at the South Red Pine Drive. And I think most of these are being constructed. There
- might be one or two that have not been finished yet. But the roads are in there. We have a letter conveying
- the intent of the developers wanting to get this accepted into the inventory. This is back from
- October last year, just kind of like us establishing what like all the different steps are to like finish
- out this process and subdivision approved. And here we have the approved ASVIL from Derby Pines. Yes,
- they are certified by Doug Graham. I believe they were dated June 23rd, 2026. So those were the ones
- that Ben Ayers had asked for corrections on and had resubmitted them on that date with the engineered
- scamp as well.
- So these are in the packet and we have them in the various different petitions where we can blow them
- up and look at them if we need to for the future. So let's roll back up to the top. Planning staff,
- we are recommending the release of the letter of credit and posting the required maintenance bond with
- the highway department in the amount of $29,794.85. And that is 10% for our ordinance
- and in coordination with Chapter 755 of the original amount, which was 197,128.47. And this is subject
- to the condition that the planning department shall not release the funds until full acceptance of the
- two roadways, which is a portion of Holland Drive and South Red Pine Drive are in the county road inventory
- by the county commissioners. And then how that works is,
- We will very intimately coordinate with the highway department and make sure that there is a bond in
- their hands before we then give our letter of credit back. But we want to make sure that there's no
- gap in funding. So does anyone have any questions? So we'll start with questions. Any questions from
- the highway department? OK, so you said on June 23rd that those were 75? 26. 26? OK.
- The 23rd, that's when Ben asked them to get certified. I'm just trying to make sure that was. So I had
- them read, let's see, what day of the week that was. I thought you said it was 6-23. They were certified,
- but that's when Ben sent his email requesting that they get certified. I'm just not seeing anything
- where the ASVILS got certified. This is it right here. Okay, so now with certification. Yeah, it's different than what
- Daniel Butler did one recently, or I think it was Westgate on 3rd. And they submitted just a separate
- sheet of paper, but I think we accept both kinds. OK. Yeah. OK. What's the date on that one? I mean,
- the packet, here it comes. It's June 23rd. It's June 23rd. No, like on the DDRZ. Yeah, it's the third
- one. June 23rd. And I think I was pushing for that because
- I was out of town last week and I was trying to get things zipped up and wrapped up. I know Ben said
- he still needs to get Kerry to work on getting the list together for the brother acceptance. Yes. Yeah.
- Yeah. And that's what our condition is associated with is that we would know it. We would require full
- acceptance from the commissioners into the inventory before we would release. All right. We're confident
- that they're
- pretty much there, it's just tying up a few of the signs. Yeah, I don't think there's an issue with
- the roads, and Carrie's been great to work with, we just want to make sure to get that process done
- and going to the commissioners. And I do see that if anyone had any questions, Carrie Dishman is on,
- and so is Chris Bond by the developer. So if anybody had any questions, we'll follow up with them available
- and could unmute if need be.
- Any questions over here? Yeah, just it seems like there's a little uncertainty, but it sounds like there
- is certainty. It was all happening on the same day because Ben's email was at 3 o'clock in the afternoon
- looking at it too and asking for certified plans and it was certified on 623. So I just want to make
- sure that we have it as certified as bill plans. OK, OK, just wanted to.
- Affirm that. We were making it happen because I had to push out. Anybody online have a question?
- I do not. I'm good. I don't have any questions. Thank you. It's nice to see that the builder and the
- developer has been working with our departments and that the departments are satisfied. And that's very,
- very nice.
- It's not unusual to have one little thing hanging out there that's a conditional point of approval.
- That's juncture, is there? No, I feel like that happened with North Park actually as well. We were doing
- everything there. Got it. Thank you. There being no additional questions, do we have a motion? Go ahead.
- I'd like to make a motion.
- This is ours. We're not recommending this, right? We're approving. This is ours. Yeah. To release the
- letter of credit and posting the required maintenance bond with the highway department in the amount
- of $29,792.85. It's for the 10% for the very prior ordinance and the
- coordination with chapter 755 of the original amount of 297,928 and 47 cents subject to the following
- condition. The planning department shall not release the funds until full acceptance of the two roadways
- portion of common drive and free drive into county road inventory by the county commissioners.
- Second. There's been a motion and a second to release the funds. $155,918 and 25 cents with the condition
- that we do have a maintenance bond in place, as stated by Tron. I'll go ahead and call the roll. It's
- Tron and Rick Randolph. Yes. Scott Farris. Yes. Rudy Field. Yes. Julie Thomas. Yes. Margaret Clements. Yes.
- Jeff Norris? Yes. David Henry? Yes. Motion passes 7-0. All right. Going back to the agenda, like I said
- previously, there's no unfinished business. We have one item under new business. And it looks like it's
- Gentry East major subdivision primary plan amendment. They're looking for a sidewalk waiver and request
- and also a preliminary hearing wave of final hearing request.
- Yeah, this is one where the, this is an old subdivision. We're hoping to get some of these spaces accepted
- into the inventory. I believe we did one with Bell Vista where we did some waivers with that subdivision
- so that we could finish it out and be done with it. This is basically a sidewalk waiver to one lot in
- the subdivision.
- and it might just be better to go straight to the picture. They are currently, the HOA is taking on
- the remainder of the improvements of the infrastructure that's required under the subdivision approvals.
- The developer walked away from this one and went bankrupt. So the HOA is really trying to work with
- the county to try out the loose ends here.
- really have a lot of money. They're foot in the bell for some of these items. I do know that they are
- going to be keeping this stretch of sidewalk here. They're going to be ripping it out and redoing it
- to make sure that it's ADA compliant. So there will still be connectivity throughout the subdivision.
- But this yellow stretch right here is one that they would like to not have put in. There's a manhole
- cover that's associated with utilities. I think that it's also the
- been appeared in the highway department, basically says it's kind of like. Right, we're in sidewalks.
- Yeah. It needs to speak to your manhole within the area. It's not able to be installed in the right
- way and meet the ADA specifications. The stormwater program is also supporting this. Planning is supporting
- this. We feel like it's a bit of a burden for the HOA to have to put in the sidewalks. That would be really
- That's a lot of tricky engineering to design and install. So this will be presented, the only agenda
- item at our meeting on July 21st. I apologize that I couldn't figure out if the resources were stretched
- thin. Otherwise, I would have tried to combine that with this meeting here. But I'll be doing a full
- presentation
- in a couple weeks for this one. Does anyone have any big overall questions that they have? I do know
- that two of the HOA members are online. Questions for them. You could also say that for the hearing.
- And like I did say, yeah, we are supporting this one. We're not on five. We do have one question.
- Good slide from David Henry. Yeah, thank you. And it's not to get into this evening. I think it's for
- clarification at our next meeting. So I'm in the packet. I'm looking at the findings for the other sections
- in Gentry, sections five and six. So we're not talking about sections five and six in this petition.
- That's correct, right? Correct. This is base three, and the plat is only like three lots. And the reason
- why was, I think I can get back to it,
- When they established at least five or six, they had to take the, so many pictures. So this is what
- they want to remove. They're keeping this one. This is the lot here. So at one point, this was just
- a cul-de-sac. And then so they amended and made phase three in such a way that it became a three-lot
- flat amendment
- that way then they can keep the road continuing this way and develop down to the snow. Yeah, I'm only
- asking today, I'll probably just visit this with staff in the next two weeks just to get an understanding
- of how the consistency, right, if we're bringing, accepting one part of the development on conditions,
- but five and six had different, same issue,
- you know, maybe a different approach to how the HOA and the county are working to resolve the sidewalk
- issues in five and six versus three. That's just kind of something I would like to know more about.
- I don't think we need to dwell on tonight, but. Sure. And I'll tell you that Jack, Director Jellin will
- have all those details. Great. I'm just doing one small piece of the puzzle while she's out. Perfect.
- Thank you. Any questions over here on the left, Steve?
- Because the HOA has taken on the mantle of correcting and installing the rest of these things, are they
- required to provide a sort of performance bond on the letter of credit similar to what we would do with
- an effort developer because? We have about $9,000 on file. That's all that was left in the letter of
- credit. And what I think is going to happen is we'll be utilizing the auditor's office, treasurer's office to
- Take that out of plannings funds and redistribute it back to the highway department so that when everything
- is accepted into inventory, that $9,000 is going to remain for two years as the maintenance bond. And
- then we could really said, um, there's some probably details. I had a question this week that I was
- just like, Oh, we can answer that for you in two weeks. Just give me any two weeks to like answer more
- detailed questions on maintenance bond fund works and who gets released to.
- I don't think they want it to go to the developer. Right. It was more, would they be required to provide
- any sort of assurances like that? Or are we just working with what we have? We're working with what
- we have. Yeah. Thank you. Margaret, raise your hand if I have a question. Margaret, do you want to go
- next? I can wait. You were first up.
- Okay, well, I'd just like to say that I have known that this particular subdivision has been trying
- for a long time to form a homeowners association so that their roads can be accepted to inventory. And
- the residents there have done as much as they could without incurring a lot more out of pocket expenses
- to try to remediate some of the issues.
- I am in favor of this waiver. I'm in favor of it for many reasons, but I know that they've been working
- hard to get the Homeowners Association formed and to get the roads into the inventory, despite some
- adverse circumstances. OK, Tron. I was following
- Mr. Henry, I think my comment goes in line with that of his is just, it's nice seeing a way to start
- working with some of these subdivisions that are having difficulties. My understanding is, you know,
- money isn't necessarily supposed to be a practical difficulty, but it's interesting to see that planning
- is supporting this since sometimes
- we see a negative recommendation just when it doesn't meet the compliance or the commitments. So if
- we're going to start moving in this direction, it'd be nice to start figuring out a way to do this broader
- with other subdivisions that find themselves in the same circumstances. So we're not just doing it one
- at a time. So that's my concern.
- and I'm happy to support it, but then if we see something very similar come and then, you know, we're
- not willing to support it, I'm going to have to make my comments of, you know, why I will have to support
- it if I'm supporting this one. So just kind of wanted to share that because I don't really see planning
- giving positive recommendations too often in these circumstances. So, but I do like the direction.
- I'll leave it there. I'll add one thing from staff. We did read the ordinance, and we did not need to
- have a certified set of plans to do this primary plot amendment for the waiver. And because it's sidewalks
- and the Bell Vista was the same with street trees, we don't have to do a secondary plot amendment to
- record anything. And so this is a hand drawing that we are allowed to do under the ordinance, though that
- in and of itself is not a burden on this HOA as well. Like we weren't needing them until I provide engineered
- drawings that were certified or anything like that. So I think that was helpful that we've been able
- to identify that in our ordinance and not have to pursue that. Now there will need to be as built once
- everything is completed and all of those things are done. Cause we want to confirm that things are done
- right before they're accepted into the inventory. But.
- In this instance, we are able to do hand drawings. Yeah. I mean, I applaud that for trying to find that
- medium and not losing connectivity. Commissioner Thomas, you have any comments? We have no other comments.
- Yeah, this will be presented in two weeks. So it'll be the only thing on the agenda, short meeting.
- That's that one. And so that's it for the agenda. Any items not on the agenda that people want to bring up?
- Okay, move to adjourn. Six o'clock. Julie, you can give it a second. Susan, you're welcome. Thank you.