Regular Meeting, October 13, 2026

Background

Approval is requested to dispose of Township Vehicle No. 22, a Dodge Ram (VIN: 3D6WG48D78G227935). The Township’s insurance carrier has determined that the vehicle is a total loss and is not economically feasible to repair. The attached resolution declares the vehicle unfit for Township use and authorizes its disposal. It also authorizes the Township Administrator to complete the insurance claim and transfer ownership to the insurance carrier or its designated salvage representative.

Background

Please find attached Resolution No. xx-2026 authorizing the necessary tax levies and certifying them to Butler County Auditor. The tax commissioner has established October 31, 2026 as the deadline for certification to the Butler County Auditor. The amounts are determined by the Butler County Budget Commission and are reflective of the 2027 Tax Budget adopted on July 28, 2026 as Resolution No. 20-2026. Typically, they are based on the current year’s assessed valuation, approved gross mills and rounded to the nearest ten thousand. Please note however, this year’s figures are based on 2025 values and do not include any inside millage adjustments related to H.B. 335. Once further guidance is available, the budget commission will make the necessary adjustments. Thank you for your consideration.

Background

West Chester Township received a proposal from TEC Engineering, Inc. to complete preliminary engineering for potential improvements at the US 42 and Dimmick Road intersection. The study will include traffic counts, crash and capacity analysis, evaluation of traditional intersection and roundabout alternatives, preliminary design, cost estimates, and grant application assistance. Please approve the proposal from TEC Engineering, Inc. in an amount not to exceed $70,000.00 for the listed services for the US 42 and Dimmick Road intersection.

Background

The Police Department is requesting permission from the Trustees to reapply for the 2026-2027 Ohio Traffic Safety Office (OTSO) High Visibility Enforcement Overtime Grant. The OTSO grant is strictly a payroll overtime reimbursement. The High Visibility Enforcement Overtime Grant is used for overtime needed to create extra patrols that consist of officers concentrating on areas of the Township with higher numbers of speed related crashes. Another aspect will be for officers to concentrate on seatbelt violations to reduce the severity of injuries in crashes that do occur. As in years past, this grant is strictly a payroll overtime reimbursement and no match is required. Thank you for your consideration.

Background

The Office of Criminal Justice Services, State of Ohio Body-Worn Camera Grant Program grant is aimed at providing public law enforcement agencies funding for implementing or expanding previously implemented body-worn camera programs. Law enforcement agencies are increasingly using body-worn cameras to serve a multitude of functions: to improve evidence collection, to train officers, to strengthen officer performance and accountability, to enhance agency transparency, and to document and investigate encounters between police and the public. In 2021, at the request of Governor Mike DeWine, $10 million was set aside in the state budget to help outfit law enforcement officers across the state with body cameras, in an effort to achieve Governor DeWine’s goal “that most, if not all, law enforcement agencies in the state will establish a body camera program with the help of this grant funding.” If awarded funding, the grant would assist in offsetting the costs associated with the Township’s current body-worn camera program. Thank you for your consideration.

Background

The Police Department is requesting permission from the Trustees to renew the 2026-2027 U.S. Department of Justice Bulletproof Vest Grant. If approved and accepted, the program will reimburse the West Chester Police Department 50% of the cost for each new bulletproof vest purchased for incoming officers and when replacements are necessary for expired vests. There is no match required for this grant. The Board of Trustees previously approved the purchase of bulletproof vests which would be eligible for submission to this grant. Thank you for your consideration.

Background

The Police Department is requesting the Trustees’ approval to renew the contractual agreement with the City of Oxford Police Department for the participation in the 2026-2027 Butler County OVI Task Force. The West Chester Police Department has participated in this program for many years. The City of Oxford has been the ‘sponsor’ for this task force for the past several years. The proposed agreement is the same agreement that has been used for the past several years. The police department will be compensated up to $11,000.00 for targeted enforcement to decrease the number of incidences of OVI violation and related offenses. Thank you for your consideration.

Background

West Chester Township has been working with the Butler County Engineer’s Office to address degrading pavement conditions along International Boulevard, between the existing railroad crossing and Crescentville Road and Spellmire Drive are existing composite roads consisting of concrete pavement with an asphalt wearing course. The concrete base pavement layer is degrading and causing potholes in various locations. The scope of work proposed under the grant application includes the removal of failing storm system, curb and pavement. Work will also include the re-installation of new storm sewer infrastructure along the north side of Spellmire to allow water to flow from the neighboring townhomes towards I-75 and new roadway drainage infrastructure along Spellmire and International. Work also includes complete removal of the existing concrete curbs and street with asphalt wearing course. Under the terms of the application, design is currently taking place by the Engineer’s Office, bidding will take place in early 2028, and construction taking starting in May of 2028 and complete by the end of the year. The project currently estimated at $3,743,400. The Butler County Engineer’s Office has worked with West Chester Township to apply for funds through the Ohio Public Works Commission District 10 for project funds. Under this grant application, grant funds will cover 10% of the overall project costs, or $500,000. The local match under the grant application for this project is the remaining $3,242,400 from Tax incremental Funds. West Chester Township will be responsible for the entire local match and is actively looking for additional funding sources to offset the total cost of the project. Butler County will serve as the lead agency for design and construction management. The Community Services Department requests permission to apply for grant funding through the Ohio Public Works Commission to fund the project and to enter into agreement if the application is successful with the funding source.

Background

The Butler County Engineer’s Office has been working with West Chester Township to help address rising numbers of accidents along LeSourdesville-West Chester Road between Hamilton Mason Road and E. Senour. Through analysis, it was discovered that many of those accidents were caused by vehicles leaving the narrow roadway and falling into the adjacent roadside swale. The Butler County Engineer’s Office looked into several solutions and determined that widening the road and adding a paved shoulder would help lessen the number of accidents that are occurring. The purpose of the agreement is to jointly fund and coordinate the roadway improvements along LeSourdesville West Chester Road between Hamilton Mason Road and East Senour Drive. Improvements include widening the roadway from its existing 10’ lane width with no shoulder or berm to 11’ lane widths with a 2’ paved shoulder and an engineered 2’ berm. Under the terms of the agreement, currently design is taking place, bidding will take place in early 2028, and construction taking starting in May of 2028 and complete by the end of the year. Under the terms of the agreement, The Butler County Engineer’s Office will contribute $25,000 and act as lead agency for the design and management of construction of the proposed widening project. West Chester Township will be responsible to contribute up to $544,206 towards the project. Any costs above $544,206 will be the responsibility of West Chester Township. The project is estimated to cost $1,836,149. West Chester Township is responsible for submitting a grant through the Ohio Public Works Commission in the amount of $1,266,943 to help jointly fund the project. The overall project estimate is $1,836,149 for the planned improvements. The Community Services Department requests permission to enter into an interagency agreement with the Butler County Engineer’s Office to jointly fund the project and to allow the Engineer’s Office to act as lead agency for design and construction management.

Background

The Butler County Engineer’s Office has been working with West Chester Township to help address rising numbers of accidents along LeSourdsville-West Chester Road between Hamilton Mason Road and E. Senour. Through analysis, it was discovered that many of those accidents were caused by vehicles leaving the narrow roadway and falling into the adjacent roadside swale. The Butler County Engineer’s Office looked into several solutions and determined that widening the road and adding a paved shoulder would help lessen the number of accidents that are occurring. The scope of work proposed under the grant application include widening of LeSourdsville West Chester Road between Hamilton Mason Road and East Senour Drive. Improvements include widening the roadway from its existing 10’ lane width with no shoulder or berm to 11’ lane widths with a 2’ paved shoulder and an engineered 2’ berm. Under the terms of the agreement, currently design is taking place, bidding will take place in early 2028, and construction taking starting in May of 2028 and complete by the end of the year. The project currently estimated at $1,836,149. The Butler County Engineer’s Office has worked with West Chester Township to apply for funds through the Ohio Public Works Commission District 10 for project funds. Under this grant application, grant funds will cover 69% of the overall project costs, or $1,266,943. The local match under the grant application for this project is 31% or $569,206. West Chester Township will be responsible to contribute up to $544,206 and Butler County Engineer’s Office is responsible for $25,000. Butler County will serve as the lead agency for design and construction management. The Community Services Department requests permission to apply for grant funding through the Ohio Public Works Commission to fund the project and to enter into agreement if the application is successful with the funding source.

Background

West Chester Township and the Butler County Engineer’s Office have been working together to make improvements to Butler Warren Road at Intersection of Tylersville Road. The project will include widening of the roadway on the south side of Tylersville Road to accommodate additional left-turn movement from Butler Warren Road to Tylersville Road. The total estimate for the project is $466,655. BCEO is requesting funding for 49% of the roadway improvements under the OPWC District 10, covering $237,944 of project expenses. Under the terms of the agreement, West Chester Township will contribute up to $25,000 towards the project. The Butler County Engineer’s Office will be responsible for the remainder of the local match in the amount of $212,994. In the event that the total amount of $466,655 is insufficient for the project, the Butler County Engineer’s Office will be responsible for the remainder of the funding. Butler County Engineer’s Office will serve as lead agency responsible for engineering, surveying and coordinating the construction. This agreement becomes effective upon final execution by all parties and will terminate upon completion of the project and fulfillment of all payment obligations.

Background

As part of the 2026 Infrastructure program, the Community Services Department has budgeted $1,000,000.00 for addressing storm water assets (CIP 1740). As in 2025, Community Services will utilize multiple methodologies for repair, replacement and lining of storm water infrastructure. The methodology associated with this particular bid advertisement is traditional dig and replacement of storm water infrastructure including pipes and catch basins. In an effort to be more efficient with our upcoming paving program in 2027, we are looking to replace failing storm sewer infrastructure this fall. With this proposed contract, we are looking to replace 38 corrugated metal pipes, totaling roughly 2,027 linear feet of pipe between 12”-24”. The total estimate for the proposed work is $450,000 and funding is coming from the roads funds. Specifications will be available at the Safety Service Center or emailed upon request. Per ORC 511.12 the bid will be advertised for at least 2 weeks on the official public notice Township website established under section 125.182 of the Revised Code. Specifications will be available at the Safety Service Center or emailed upon request. Sealed bids will be collected at the Township Administration Building. Bids will be opened on or about October 20, 2026. Bids will be read at the time of opening. A recommendation for Trustee consideration will be scheduled on or about November 17, 2026. The Community Services Department requests permission from the Board to advertise for the Fall Storm Water Pipe Replacement Program.

Background

As part of the 2026 Infrastructure program, the Community Services Department has budgeted $1,000,000.00 for addressing storm water assets (CIP 1740). Community Services will utilize multiple methodologies for repair, replacement and lining of storm water infrastructure. The methodology associated with this particular bid advertisement is traditional dig and replacement of storm water infrastructure including pipes and catch basins. Specifications will be available at the Safety Service Center or emailed upon request. The Butler County Engineer’s Office (BCEO) has invited West Chester Township to participate in the annual bid process for their contracted Annual Pipe Lining Program. The Community Services Department is requesting the Trustees approve the attached Statutory Resolution XX-2026 authorizing West Chester Township’s participation in the BCEO 2026 Cured in Place Pipe Lining Program.

Background

The front portion of the West Chester Safety and Services Center was renovated last year to decrease the amount of paved surface and add some landscape to soften the industrial look of the building. An additional CIP was put in the budget to resurface the parking lot on the employee/police department side of the authorized personnel area of the fence. The scope of the project will be to address failed catch basin structures, make repairs to electrical conduits, replace lighting and resurface the parking lot. Kleingers plans to have a scoping meeting to further refine the proposed scope with all the Township departments, followed by creating design development and construction documents ready for bidding over the winter of 2026. The construction would be completed in 2027. The Community Services Department recommends acceptance of the proposal from Kleingers Group and approve a PO in the not to exceed amount of $70,950.00.