Council - Regular Meeting

That's what I want to know. Welcome to the West Milton Council Workshop for April 28th. And I'd like to call the meeting to order. Can we get a roll call, please? Mayor Saters, present. Mr. Fogle, here. Mr. Todd, here. Miss Gregory, here. Miss Mets here. Miss Richardson here. All right. First, we have the water resource restoration sponsor program. I guess that's First off, thank you for letting me sit down here. Yep.

It's just easier to address everybody at the same time. Um, we did um I I know I mentioned some of this in the memo. Um but the Miami Conservancy District did apply for and receive a uh grant or uh in the WRRSP um which is the water resource restoration sponsor program. So um MCD doesn't typically generate funds to pay for projects. Um they can do smaller projects but larger projects they have to try to get creative. Um so what they did was they basically applied for this. they were actually approved for this. Uh so what that means from them is they have to find a project in Ohio, the whole state that matches the dollar amount that they need to u make their repairs which is going to be on the great Miami River uh in in Middletown. It's a really bad eroding area and it's about a $4 million project. Uh so they looked around looked around. there were some possibilities in Cleveland, some possibilities in Columbus, and then they saw our project and they I think they called pretty much that same day and said, "Hey, we want to keep it in our region." Um so they came down, we talked to them. Um they could not make it tonight. Um the lead on the project, her barn had some wind damage yesterday and they're trying to patch it up today, tonight, so she couldn't make it. But um so it's a it's an excellent opportunity for us. And in layman's terms, what will happen is is um maybe not the uh design loan. The design loan could be OW or O WDA, I believe it is. However, when we roll that over into the construction loan, that will go through um the uh crap, it just went right out of my head. Too many letters to remember. Um the uh sorry

RFC. No, that's the program. Um the what's that? MCD. No. Uh it's the the water pollution control loan. Water pollution control loan fund. Sorry.

So when we incorporate that loan and what'll happen is we'll generate interest. When we generate that interest, then Miami uh then um conservancy district will get that interest to put towards their project. So basically instead of making money on the interest, we'll be basically taking our interest and investing it into another project. Um so our project being in the 28 to 30 range will cover that project. Um the second part was they had to join this at the right time because this all has to follow um step by step and they actually came to us at the perfect time because we're just now entering our design phase and scheduling phase. Uh so what what that does for us is is they will give us uh when we get the loan, the loan will be like 1% interest or less. So, we're going from like 4% interest on 28 million down to 1% or less interest on which is quite a bit of money. So, um I think it's a win-win. Um I do have a copy of the resolution uh and Len basically said that's pretty good to go. So, the copy of the resolution you see for that that's the second resolution is CM26-33. um that is for the loan for the design of the plant. Um so you'll notice that that does say OWDA loan. However, the OWDA loan is just for the design and then we will be able to uh roll that OWDA loan over to that large loan uh at a later date. So we'll qualify for their program and then we'll get the lower interest rate. Um so that's pretty much it in a nutshell. Does anybody have any questions on that? Okay.

Thank you, Ben. Yep. All right. Well, next we have the prepaving curb replacement discussion.

So, um before we pave over the last decade, we've went out ahead um usually in the fall or very early in the year and we identify sections of curb uh andor approach curb that are in bad shape. Um, we usually we usually um kind of pick the ones that we know will not survive a mill going past it or worse. Um, so we're not like asking if it's got cosmetic failures, we're not really targeting that. We're targeting structure. Um, we only had uh three sections of curb on J Street uh that needed replaced. Um, so I reached out to uh everyone involved. I usually send them a letter like early like early January so that they know it's coming. It's after the budget passes so we know that it's a go and then they get the first letter. Um and I asked them to contact me all the way through the process. Uh the second set of letters that went out um one was to a private resident and one was to Rudy's grain elevator. Um, Rudy's actually has the grain elevator site and then they have the uh small warehouse that's at the corner of Jay and North North Street. Um, they don't use that warehouse right now, but the approach curb there is gone. And then the approach curb where they've come in and out of the grain trucks off Jay is completely gone. Um, work with them. They uh actually got their own uh person to do the project which is great. Um, and but it'll be the same thing. We'll do the inspections and all of that. And so we'll work with their contractor on that. No problem. So the last one was 402 NorthJ, which is about 25 ft of chairback curb and 15t of approach curb. Um I have we have sent to the owner uh that lives in

Canapapolis, North Carolina. Um they've gotten their their complete sets of letters and nobody has contacted me on this. So, um I'm just assuming they're not going to take care of it. So, that would be the only assessment letter that would be going out. Uh to give you some idea of the cost for for our cost if uh we just have to do the the curb, the chairback curb and the approach curb, it'll be around $3,200. If we have to do the the whole driveway approach to make it match in, we could be up to 6,000. Um, but I really think on this that that approach curb will pull out so that they'll be able to do the approach at another time. So, I'm leaning towards around $3,200 for the repair. And, um, if council agrees with that, then I will make sure that that is on the the agenda for the May council meeting. Since we're on um prepaving curb replacement with some of the paving, I had a couple questions that I sent you earlier today.

Thought might as well tackle them real quick. State Route 48 we talked about from Oh, I bet there's a table over there. There's a table. Oh, so we talked about um State Route 48 from McDonald's to the north end of town, how bad the road was. Mhm. You were going to try to reach out to someone from ODOT to see about their paving plan and if there's any way we could tag on to that and split it like we did from McDonald's to Milton Pot Stam. So wanted to see what you found out if anything.

Sure. So it's not on their schedule like their short schedule which means we're going to be at least four years out and that includes I anything that I can find paving even close to West Milton. Um, I have another I had another thought. Me and Tim actually talked about this and Steve. Um, one, so the paving estimate for us to mill and pave it, um, from the north end all the way through the intersection to around North Street where it where it gets a lot better, we're at about 155,000. However, um, if you guys travel Calat Road a lot, um, we actually did the new and improved micro seal project on Calat. Um, we uh sealed it, we uh they milled it and then basically put on the the new micro seal. It's held up really well. Like I was a little bit of a doubter. Um, but Clint had went to the class and he said it got a lot better. It's really held up. Um, so one possibility would be to do a basically a soft mill off the top 1/2 in or less and then do a double micro seal on that. um the gentleman that that has the state bid on that. I have not had a chance to talk to him yet, but I kind of wanted to talk to council first to see if that is something they would be interested in. The benefits would be it would be I'm going to guess maybe a little over 50% of the cost, maybe 50 to 60% of the total cost, but it would definitely get us by until it was repaid. So it get us that roughly 3 to four year mark.

Yes, it would be it actually would look really nice. The new micro material is so much better. It would look a lot better. It would ride extremely smooth. Um and again that would just be the next time it was paved, they would just mill that off and put down regular asphalt. So if that's something council's interested in, I can reach out to the state uh bid provider for that and get a price. Okay. So, just trying to think here if I So, you're saying roughly you're thinking somewhere 2/3 to half of that 155?

I would think it would definitely be at least half of it. Maybe closer to 55% would be my guess. 55. Okay. So, we're looking at 70 70K 175K. Somewhere in that range. 180K. Oh, wait. No, I mean, excuse me, 80K. 75 or 80K. Sorry. Sorry. I had Milton math going on there. So, yeah. Sorry about that. Sorry. Sorry. I think it was just the class of 87. Might be. Uh, no. Uh, so Okay. So, half of that we're looking at roughly 80K or less. That's would be my guess. Yes. I just try not to estimate anything right now too close because

No, that's fine. That's fine. Well, I know myself I would be supportive of it. um uh to to at least investigate it more, look into what our options are with the state bid. Um I drive cow a lot um because it's the quickest way to get from here to Troy uh from where I live. So um I I wholeheartedly support it cuz that road is is that stretch of road is awful. It is. It's terrible. It's tearing up people's vehicles. I try to totally avoid it in all causes. Yeah.

Um I know it can't be good for uh the police department and emergency services that have to drive down that way. So I'd be supportive to continue looking in investigating what the true cost would be and then come back to us. I should have a I should have a quote on it by like um a week within like a week from Friday at the latest because sometimes they're pretty busy so it takes them a little while to get back. But I'll reach out to them, get a price, and then come back to council and see what you guys want to do. Is everybody else supportive of that? I'm I'm supportive of that. Is that something that would be able to be done this year or would it be next year? I mean, I depending on their schedule, it would really be just depending on their schedule. Oh, we wouldn't do it in house. They do it. Yeah. Oh, okay.

Yeah, they provide the they they do all of the states micro sealing, so we get a pretty good price on it. Okay. I think Caveman's great. Yeah. I mean, that road was like the fourth heaviest connector, I think, in I've heard it's like the most traveled road in the in Union Township. It's It's Yeah, I think we all go down that road all the time. So, I will get a price and get back to you. Okay. And on the uh paving question, uh the parking lot behind Fox's U Maya J Salon, Edward Jones, that area. I know you were going to talk to the uh post office. Uh don't know if you had a chance to do that or if you

have um mainly because once that gets rolling it's for full staff. It's a twoerson job usually to get all the numbers you know get it all worked out plus the stuff that needs done in the lots. I have not started on it yet. Okay. But all right, it's a priority. If if you need assistance, again following up with any of the um owners of those buildings um the establishments there, let me know. I'd be glad to pop out there and meet with folks like we did before. Sure. So, let me know. I I would be glad to help um you know, work that with you as well. Okay. Thanks.

All right. Next, we have the service center bid updates. Uh, so service center um bid I think it's in our I think I have an Excel sheet that's in the uh on your iPads I believe somewhere. Oh yeah, there it is. So basically 2026 service center made building office edition project. So we did have we did open bids on Monday at at noon. Uh we had three bids. Um the the lowest bid came from Bruns General Contractors at uh 317368. Uh Level MB came in uh second at 33200 and then AKA Construction came in at 437,755. Um so last year when we went into budget season, um I basically estimated 300,000 for the project. Um but at that time we had we had drawings they were from 2000. Um but there's been a lot of changes since 2000. So we basically had to we pretty much re we kept the same footprint but we had to rework the entire plans. So the design and bidding um which was a lot because I got just a few calls and it probably equaled about uh 15 phone calls. I'm sure they fielded four times that. So, it was definitely uh an undertaking. Um then the building permit through Miami County came in at 1632. Um the construction I estimated at 320 because when the building permit came back, there was a stipulation on there to add additional insulation. So, the vermiculite that goes in the block, they don't consider that standard anymore. They want to see even if you do

vermiculite, they want you to do um solid insulation on the sides, which takes away two or three inches of the inside square footage, which is kind of bad, but they are requiring that. And then they are requiring some site testing, which would be uh basically ground testing, geological testing, and I'm just estimating that at about 3,000. Hopefully, it comes in less than that. Um, so total it takes us at roughly 370 or below, which is 70,000 above what we had really hoped to spend on this. Um, I'm not I'm not super surprised, number one. Number two, I was really threatened it would be even more than that when they we start opening the bids. Um, so I just want to make sure that uh council is I've talked to Jill. We've we've discussed this a little bit, but I want to make sure council is still on board with the with the project as it is.

I'm on board with it and I know I don't know who the third one is, the high bidder, but the other two companies, Bronze and Level MB, do both do great work and they're well known and I think it's I think it's really great to be able to keep the money at least inside of Miami County. Yeah, that's a big deal. So, It is. I understand how construction costs change all the time. And like I told Jill today, it's we've needed to do this for a long time.

And I mean, if we don't do it, well, we would be we would be at a loss because the plans would probably have to be gone gone again over again because that's just how building departments and plans are. But um and then plus it'll probably be more next year, you know, but I do apologize. I like to try to get these closer than than that, but uh unfortunately we were just we were just over. So um I will talk to Jill. We'll get some um ideas together on the best way to handle this and then come back to council after that.

I have a just a question. There's But when they when you do the contract with the loaded or the contractor that's going to do it, will they will they do any value engineering or has that already been kind of like value engineering like going through and saying like where they can save cost at all? Uh so you're talking about like the uh geographical type uh soil testing and stuff. So like value engineering like getting cheaper lights or stuff like looking for little ways to save cost.

Um I mean it basically everything in the bid cuz the project is a little smaller. So everything in the bid is pretty much spelled out like down to the lockers and the porcelain fixtures and stuff mainly so that everybody is bidding against each other on the same project. But I mean, we haven't, you know, we haven't awarded it yet and we haven't had a bid basically a kickoff meeting yet, but we can certainly talk to them about any way possible. So, no, I just wasn't sure like in commercial construction world that's like a thing that gets done, but I'm not sure. I mean, it's not a big deal. Yeah. Like I'm not saying that saving money is not a big deal. It's just your process is different than what I know from the from the commercial outside non-government world. That's all. No, I was just curious.

Okay. I think you're doing great. Okay. So, just one last question from me. So, we move forward with this and uh uh when would the project start and what's the duration from beginning to finish at your thinking? Once we like once we get close to our awarding then we would get like all those details. We basically during the bid meeting you don't really discuss the project because everybody is here but um I can definitely touch base with them to find out um how you know if they have any estimates on that too and try to get those to you on Friday. No problem. Thanks. You guys want to do old business and new business now? Sure.

All right. Is there any old business? I have a couple questions I sent to uh Mr. Heron uh this afternoon. uh sidewalk program uh update with that. I know that was kind of one of the things that was lower on the priority, but uh uh just wanted to see if that was on the radar. It's on the radar. It's just uh you know it these are projects that really even at full staff they're very timeconuming. Um so we we haven't yet started it I guess the best way to say it. Okay, no problem. Understand. Can we talk about that real quick? Sure. go for it.

So, my thought process on that is we've got all these things happening right now. Um, and I'm okay if we put that on hold until a later time. Like just I don't know how everybody else on council feels. I feel like and this was no one here's fault, but it just kind of didn't work out so well. And it's one of those like it would be wonderful to have it done. Um but maybe if we just kind of put that on hold till maybe next year while we kind of get our feet in the ground cuz I feel like it's May. It's almost May. So I don't know that it could even be done.

Probably not realistic realistically with everything else you've got going on. It would be difficult. I mean I mean I don't want it to die forever, but maybe it needs to go. Like does anybody else have that thought? Like maybe I'm supportive. I thought with the comprehensive plan too that that outlines the areas where the sidewalks need to connect to make it all connect. So maybe once we complete that, focus on the areas that need the walks and yeah, that could be next year. I'm good with that. If if it's well timed and we have time like we would at full staff, it's not nearly as big of a deal. If you're coming from behind trying to get it caught up, then it

right can be then it can be a big deal. So, yeah. Okay. Um my other question was with the zoning code status. I know uh I met with Jeff and u Andy and Andy was going in and making the final final final updates to it from our discussion and then um I believe it was going back to planning board um for them to take one last look over. So just wanted to see I know you had a planning board meeting um if that was discussed or where that stands.

Yeah, so it did actually did come up. So, um, the two things that, and council may know more than I do actually about this, but I know it started and it got delayed cuz I think somebody had left choice one. Um then I think when the data it might have been when you guys were meeting we did find out that uh there was a little bit of discrepancy because I think um manager Sheridan was using new construction kind of the same way you would for zoning like uh existing properties which wasn't exactly the case. So if that's true then there probably are things that may have gotten changed that probably didn't need changed. um that I know is a pretty good possibility. However, um he did Andy did send the uh updated draft for the zoning. Um the planning board did get it. Um however, they just felt it was mammoth to try to do the zoning uh code and the comprehensive plan because they kind of got them both about the same time.

Mhm. So they would like to get through the comp and you can if I'm not saying this properly please feel free but yeah because they're they're going through the comprehensive plan right now and those are two very large projects. So I sat in on the planning board meeting where we went through the comprehensive plan. It is a very large document with a lot of facets to it. So I know they discussed in that meeting getting through one thing first. Um so they were focused on the comprehensive plan.

Okay. I'll just make this comment. Um I know the zoning code was was really close because myself and several of the planning board members at the time put a lot of time and effort into it and meeting with Chad Henry uh who was the individual that we worked with um in the past and he had left Choice One. So um I I I think it's I think it's in a good place. So I just don't want it to lose traction. um uh probably wouldn't be a bad thing for um maybe even you to take a quick

look over some of it, especially the updates. Uh and uh Andy Cop probably can, you know, provide that to you. But, uh he and I and Jeff sat in Jeff's office for about an hour, hour and a half and went through all of those things and he was going to update that uh page by page. So, it's it's really close. I think I actually got the electronic copy today. So, can you send that to me? Yeah. Okay, great. Thank you.

And the last thing I had uh sorry is the you talked about in the weekly report is about the parking issue and there was something with the vehicle that was parked in an area where people couldn't get to their mailboxes. Just wanted to see what um uh what the chief's input is, what our options are with that. Uh uh what what we're looking at because it sounds like it could be.

Yeah. So, Mr. Herren and I have discussed that. I went down to look. The vehicle was not there in that area when I went down there. However, uh we don't have anything in our codes and ordinances that addresses that. So, I don't have anything that I can kind of sink my teeth into. and looking at what the post office has. Uh the post office can under the federal law enforce it, but there has to be a continual issue where they've addressed it and the person's not moving the vehicle.

Um the post office suggests that on the first time that it occurs that the mail delivery person get out, actually put the mail in the mailbox. Second time start skipping delivering the mail to that address. Um, so we haven't talked to the post office. Um, so that could be our next step is to talk to them and see if they're willing to send a letter to this uh person and say, "Hey, please don't park in front of the mailboxes." If it's occurring in the evening hours after the mail has been delivered, that probably is not an issue uh because it is a work vehicle. So, I don't know if it's gone during the day. I don't know how that came about. But okay, the picture I got was of the vehicle sitting in front of the mailboxes, but I don't know what time of the day that picture was,

but it ultimately affected three residents with their Yes. mailboxes that the post um Yeah. If it's there during the day hours, it would affect delivery. Okay. So, the delivery couldn't happen the normal way. They would have to get out and Yes. put it in there by hand, not driving up. Yeah. I did some research on it and that's that's been from legal opinions all across the country to be honest with you. Um, okay. A lot of a lot of communities already have ordinances that address that, but we do not I look through all of our ordinances for parking. We don't have anything that addresses parking in front of a mailbox. Okay, great. That's all I have.

I have a question and I might just have missed something in the midst of all the stuff going on. Um the beautifification awards, I think we've got it narrowed down to two residents and one commercial. Correct. Will we present those next at the work at the meeting? Yes. Okay. Would you like me to contact those owners? Um to let them know to be here. Okay, I can do that. Do you have the three still? The You have them. The three that Yeah. Okay. So, I don't need to send them. You have them. Okay. Any more old business? Oh. Oh. Are we on old business?

I think we're still on old business. You can say whatever. Keep going. All right. Any What do you have? New business. I do. All right. I do. All right. New business.

So, it is event season, so listen up and take notes. Okay. The community garage sale is happening this weekend. It's f Thursday, Friday, and Saturday. I don't have a specific time to start because you're allowed to start your garage sale whenever you would like. Um the it's the list of addresses is on Facebook and they have some copies here and I don't know where else it's available, but it's available and you can email me and I can probably get it to you. Um, then on May 9th, because it's America 250 and we're America 250 community, we are going to celebrate big this year. We have the stories on the Still Water, which is going to be an event in the park and we're going to talk about the history of West Milton. And one of the amazing cool fun things about West Milton, I don't know if it was fun then, but it's pretty amazing that we did this. We have a lot of Underground Railroad homes, and we are going to have an event focused on the Underground Railroad. We are going to talk about what it was, where there's houses in the under in which houses in town were part of the Underground Railroad. You can walk up the hill after the stories and go visit the Sugarland Social and experience being inside of an actual Underground Railroad house because that was an Underground Railroad house. And then come back down the hill for the movie Hidden Figures in the Park. Clark's Pizza will be there and Kettle Corn will be there. Right, Scott? Yes.

Yeah. Okay. And then on June 6th, we h from 12 to 4, we have a veterans appreciation event that Project Revival and the Miami County Veterans Association, did I say that right, are supporting. Um, we have there's going to be a bounce house. The Air Force Museum is going to be there with activities for the kids. There's going to be a lot of of veterans resources available. Um, the BFW is going to be there. Miami County, what is it? Tri County Board. Tri County Mineral Health will be there.

Yes. Thank you, Fred. Um there's just going to be a lot of different vendors there. Clark's Pizza is also going to be there and we are going to be giving away free barbecue sandwiches for our veterans and families. Um and our own Fred Francis is going to be a speaker and then our Isn't that exciting? And then our congressman Warren Davidson is going to be our keynote speaker which is going to be incredible. Nice.

Um and then on June 13th we have a stories on the Stillwater. We are going to talk about the Quakers and very exciting Chief Wright's band is going to be playing while there are stories about the Quakers and the faith of our community that helped start West Milton. And if anyone wants to volunteer for any of these events, please call me, text me, come to my house, send me a message, write me a letter. I don't know, I don't care. I will take an owl, whatever. Um, just let me know and we would be happy to have any and all volunteers. That's all.

Any more new business? I have um the um Milton Union or the UT M WMUT meeting I think it is. Yeah, they're meeting on May the 7th and they wanted just kind of a headcount. Um so if you guys know at least so at least five. Okay. Are you coming?

Thank you. And then the only other thing I had, I tried to keep the agenda shorter because I knew you guys would have interviews and stuff, but um we did put the personnel rules in the packet. Um so if you have any other questions, I think you might have had a couple questions, but you may have got those answered. But if anybody has any other questions, please let me know. I know it was a large document, so just let me know if you have any questions. Thank you. Okay. May 7th, that's at six o'clock at the Union Township, right? May 7th, six o'clock, Union Township. Okay. Oh, in the app. Okay. All right. All right. Mayor, I just have one thing. Um,

as you know, we we do the code enforcement in the police division and um we've been busy over the last couple weeks sending out letters and there's about a hundred different letters of uh violations that have went out. a lot of the folks responding already and have addressed those and are taking care of them. Also, uh the notice went out on the mowing and so uh we're required to do that annually to notify everybody at least once about mowing and Josh Horn has been busy going around and uh addressing those who have not mowed because with the rain it's getting some of the grass is getting tall. So, all right. Sounds good.

Thanks. You have any motions for executive session? I'll make a motion to enter into executive session pursuant to section 4.12B5A and section 4.12 B5B. uh to consider the appointment, employment, dismissal, discipline, promotion, demotion, compensation of a public employee or official and to also consider the purchase of property for public purposes or for the sale of property at competitive bidding. Second. Second. Oh, sorry. Roll call. Mr. Fogle? Yes. Mr. Todd? Yes. Miss Gregory? Yes. Miss Mets? Yes. Miss Richardson? Yes. Mayor Sers? Yes.

And we will not be doing any other business after executive session. Correct.