Monroe County commissioners approve wide slate of road, stormwater, parks and administrative contracts and grants

The Monroe County Board of Commissioners on March 27 approved a series of contracts, grant agreements and routine claims covering highway and bridge inspections, a Community Crossings matching grant, stormwater work on Stipp Road, park construction change orders, county landscaping and a variety of county service agreements. The board voted 2-0 on each item; Commissioner Jones was absent.

The approvals include a mix of state-funded work, local matches and vendor contracts: an INDOT-funded bridge inspection agreement, the county’s $1.5 million match for the INDOT 2025 Community Crossings program, change orders for flashing beacons on multi-use trails, utility relocation reimbursement with Duke Energy for the Stipp Road stormwater project, tree-removal and construction task orders tied to Stipp Road, sidewalk repairs in the Gentry East development, and multiple landscaping and parks contracts.

Why it matters: the package funds routine operations and several large capital or infrastructure projects that affect county roads, bridges and stormwater systems. The Community Crossings award covers roughly 28 miles of paving; the Stipp Road project includes tree removal, utility relocation and a bridge replacement that will require a temporary closure. Several items use grant leverage or state reimbursement (for example, NDOT reimburses 80% of bridge-inspection costs), meaning local match and scheduling will affect when work can be completed.

Key decisions and context

- Road and bridge work: The board approved an INDOT four-year countywide bridge-inspection agreement for the 2022–2025 cycle (total shown in the packet $275,037.13). The highway department said bridge inspections are on a four-year cycle; the county receives 80% reimbursement from INDOT. Commissioners noted that the next compliance month and start of the next cycle is March 2026 and that state rule changes could raise inspection costs in the next cycle.

- Community Crossings: Commissioners accepted a 2025 INDOT Community Crossings matching grant agreement with a required county match of $1,500,000. Highway staff said the grant will cover about 28 miles of paving across the county and that the county council budgeted the match for 2025.

- Trail flashing beacons: A change order for flashing beacons at various trail locations was approved (local road and street funds), adding an estimated $62,126.58 primarily for single-pole foundations not included in the original bid documents.

- Gentry East sidewalks: The board accepted a sealed bid from E & B Paving to replace sidewalks in Gentry East Phase 6, funded from the development’s final plate fund, for $49,926. Highway staff said the county cashed a letter of credit after the developer went bankrupt and has been working with the HOA to get the subdivision accepted into the county inventory.

- Stipp Road stormwater project: The board ratified a Bluestone Tree quote for log and tree removal (Stipp Road phase 2) for $96,577, approved a Lochmuller Group task order of $8,800 for staking/construction limits and easement staking, and approved a Duke Energy utility reimbursement agreement for $122,637.24 to relocate and install poles needed for the project. Staff said the project must complete the tree removal before the bat-window (April 1) and that an Army Corps notice to proceed had been received; E & B Paving is the general contractor for the project and is ready to begin once utilities are relocated.

- Stip/side projects: Commissioners also approved a Bluestone Tree quote for logjam removal (Lake and River Enhancement grant / stormwater funds) for $32,200; the LER grant will cover up to 80% of that cost, not to exceed $25,000, with additional costs worked out with the Soil and Water Conservation District and the property owner.

- Parks and athletic complex: The county approved a low-value contract with Graver Post Buildings for a garage near the new turf fields (amount not to exceed $27,000) and approved Reed & Sons construction change orders for Karst Athletic Complex contracts 1 and 2 that reduce equipment costs by $9,548.70 (the contractor will supply locally produced grooming equipment rather than imported units). The park board had previously approved the building; commissioners cited local purchasing and equipment storage needs.

- County facilities and public health: The board approved funding (professional services) to design a new roof at the Monroe County Health Building ($26,835) and approved Spring Point Architects to design a potential relocation of voter registration and early voting into 6,500 square feet of the Showers Building North (not to exceed $26,000). Health staff reported declining emergency-department visits for COVID-like illness and hospital admissions but a rise in wastewater concentrations and noted a measles vaccine clinic at the Monroe County Public Library Southwest Branch on March 31 for people born between 1962 and 1968.

- County administration and services: Commissioners approved a set of vendor/service agreements including a postage-meter lease for the health department (Pinnacle Mailing, $199.52 for 60 months), a county-level public-relations contract (Timothy Dwyer, $45/hour up to $25,000 through May 2026), and a Center for Leadership Studies training agreement (amount to be determined) for staff training and development. The board also approved procurement of a ScanPro microfilm scanner for the clerk’s office using clerk-perpetuation funds (vendor Imaging Office Systems Inc., $11,979).

- Juvenile/justice-related grants and programming: The board approved several JDAI (Juvenile Detention Alternatives Initiative) and probation-related agreements: an Impact Solutions MOU addendum for data analysis (not to exceed $8,000), an Indiana University MOU addendum for survey hosting/analysis (not to exceed $750), and a Warehouse MOU addendum for program space (not to exceed $4,100) and approved a Parent Project program that includes childcare and meals (probation staff described capacity of roughly 12 participants with three childcare providers).

- Grounds and landscaping: The board approved three Nature’s Way Inc. landscaping contracts covering annual downtown property maintenance ($41,244.05), southwest courthouse-lawn improvements ($8,018.75) and walkway improvements around the courthouse ($14,336.50), and approved Wells Lawn Care service for the Youth Services Bureau for a total of $13,608.70 for the 2025 season.

- Other housekeeping: The board approved routine minutes and claims (minutes from Feb. 27 and March 21; claims and payroll dockets summarized in the packet), and reported receipt of regular financial reports from the clerk, treasurer and weights and measures offices. Commissioners also confirmed appointments to boards and commissions, including two appointments to the redevelopment commission and one to the resiliency commission.

Votes at a glance (each item approved 2–0 unless noted):

- Approve minutes (02/27/2025 and 03/21/2025) — passed 2–0. - Approve claims docket (accounts payable $1,976,085.70; payroll $2,299,364.90 total) — passed 2–0. - Accept E & B Paving bid for Gentry East Phase 6 sidewalk replacement (Fund: Gentry East final plate / 1108; amount: $49,926) — passed 2–0. - Approve Bluestone Tree quote — logjam removal (Funds: LARE grant 9174 and stormwater 1197; amount: $32,200) — passed 2–0. - Approve 2024 Highway annual report (required by June 1) — passed 2–0. - Amend Monroe County Code Chapter 4.60 (Motor Vehicle Highway, Fund 1176) to increase traffic commission meeting pay (budget amendment $2,400) — passed 2–0. - Approve INDOT countywide bridge inspections agreement (2022–2025, Fund 8168; amount: $275,037.13) — passed 2–0. - Approve INDOT 2025 Community Crossings matching grant agreement (Fund: County General 1000; county match: $1,500,000) — passed 2–0. - Approve INDOT change order #1 for flashing beacons at trail locations (Fund: Local Road & Street 1169; amount: $62,126.58) — passed 2–0. - Ratify Bluestone Tree quote for Stipp Road stormwater project phase 2 (Stormwater Fund 1197; amount: $96,577) — passed 2–0. - Approve Lochmuller Group task order #2 for Stipp Road stormwater (Stormwater Fund 1197; amount: $8,800) — passed 2–0. - Approve Duke Energy utility reimbursement agreement for Stipp Road (Stormwater Fund 1197; amount: $122,637.24) — passed 2–0. - Approve Pinnacle Mailing Products postage-meter agreement for Health (Fund 1159; $199.52 for 60 months) — passed 2–0. - Approve Center for Leadership Studies service agreement (Local Public Health Fund 1161; amount: to be determined) — passed 2–0. - Approve Imaging Office Systems Inc. ScanPro purchase (Clerk Perpetuation; amount: $11,979) — passed 2–0. - Approve Impact Solutions MOU addendum (JDAI data analysis and research Fund 91675; not to exceed $8,000) — passed 2–0. - Approve Indiana University MOU addendum (JDAI Fund 9175; not to exceed $750) — passed 2–0. - Approve Warehouse MOU addendum (JDAI programming Fund 9123; not to exceed $4,100) — passed 2–0. - Approve Graver Post Buildings Inc. contract for park garage (Funds: County General and Parks Non-Reverting, fund numbers as listed in packet; amount not to exceed $27,000) — passed 2–0. - Approve Reed & Sons construction change orders #2 for Karst Athletic Complex contracts 1 & 2 (net equipment deduction $9,548.70) — passed 2–0. - Approve Specialty Engineering Group LLC roof design services for Health Building (2024 GO Bond Fund; amount: $26,835) — passed 2–0. - Approve Nature’s Way Inc. annual landscaping ($41,244.05), SW lawn improvements ($8,018.75) and walkway improvements ($14,336.50) — all passed 2–0. - Approve Wells Lawn Care service agreement for Youth Services Bureau (Fund 1000; amount $13,608.70) — passed 2–0. - Approve Spring Point Architects professional design services for Showers Building North (Cumulative Capital Fund 1138; not to exceed $26,000) — passed 2–0. - Approve Timothy Dwyer public relations services (Fund 1000; not to exceed $25,000) — passed 2–0. - Approve lease/space agreement with the Board of Directors of the Waste Reduction District for Extension Services workspace ($700/month for 60 months, Fund 1000) — passed 2–0. - Confirmed appointments: Mike Jones and Richard Martin to Redevelopment Commission (terms to 12/31/2025); Maggie Sullivan to Resiliency Commission (term as stated in packet).

What commissioners and staff said

Highway staff and commissioners repeatedly emphasized that the Community Crossings grant and bridge-inspection work are critical for maintaining travel safety, and noted that state-level changes could raise future inspection costs. Public-works staff said some project costs (for flashing-beacon foundations and certain utility work) were not anticipated in original bids and would likely come from local funds.

Staff noted timing constraints for the Stipp Road stormwater work: tree removal had to occur before April 1 to comply with species-protection timelines and the county had recently received an Army Corps notice to proceed. Commissioners asked staff to continue coordinating with Duke Energy and the contractor, E & B Paving, so construction can begin once utilities are relocated.

Clerk and elections planning: Clerk Brown and staff discussed the ScanPro replacement and said the purchase will be covered from the clerk’s perpetuation budget; the board separately approved design work on the Showers Building North as a potential relocation site for voter registration and early voting.

Next steps and public information

Several items require follow-up action by staff: posting the Community Crossings paving list on the county website, executing state and vendor contracts, scheduling construction and coordinating utility relocations, and continuing outreach about public-health vaccine clinics and blood drives. Commissioners said they will return for a work session at 11:30 and noted their next regular meeting is April 3.

Ending: The board completed 26 agenda items and adjourned to a scheduled work session.