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.