Vandalia City Council Meeting – December 4, 2023

The Vandalia City Council met on December 4, 2023, at 7:00 PM. The meeting included the introduction of a new public works technician, the appointment of a Board of Zoning Appeals member, passage of six resolutions (including a temporary moratorium on adult-use cannabis permits), first readings of three ordinances, and approval of a zoning variance. All votes were unanimous (6-0) unless noted. A public comment requested tabling an ordinance to allow incoming council members a vote on 2024 spending.

Public Comments & Testimony

• Cindy Dugan (794 Waltzmith Way) spoke regarding Ordinance 23-29, which amends city purchasing procedures. She stated that anticipated spending will take place in 2024 and requested the ordinance be tabled until after the first of the year so that new council members could vote on it. Council proceeded to vote on the first reading after discussion.

Discussion Items

• Introduction of Public Works Technician Nick Davidson: City Manager Wendt introduced Nick Davidson, who began full-time on November 16, 2023. Davidson had previously worked as a seasonal employee and has 12 years at Kettering Tree Service plus experience as a driver. He holds a Class A CDL.
• City Manager’s Information Items:
  • Congratulated Assistant City Manager Amber Holloway on her new role as City Manager of West Carrollton; her last day was December 5, 2023.
  • Noted receipt of Auditor of State awards for Distinguished Reporting and Finance for the City of Vandalia, Tri-Cities, and NAWA.
  • Announced the holiday market and Christmas tree lighting held on December 3, 2023.
  • My Vandalia magazine began arriving at homes.
  • A productive meeting was held with state representatives regarding the $100 million wastewater treatment plant project and grant funding.
  • The 2023‑2024 Annual Report/Calendar will be delivered on December 20, 2023, by Vandalia‑Butler High School Honor Society (shrink‑wrapped). The city will contribute to the Honor Society’s scholarship fund.
  • Leaf collection officially stops December 5, but additional passes will occur weather permitting.
• Appointment to Board of Zoning Appeals: Robert Wolfe was appointed to the Board of Zoning Appeals by unanimous vote (6‑0). He resides in Woodland Meadows, serves on the Golf Advisory Board, and has four decades of business experience. He was sworn in after the vote.

Resolutions (All passed 6-0)

• 23-R-77: Authorized an agreement with Quality Lawn, Landscape & Fence Inc. ($49,145) for ballfield fence replacement at the sports complex (fields 9 & 10). Includes backstop, sideline, and dugout fencing with black vinyl‑coated chain link fabric.
• 23-R-78: Authorized an agreement with Neyra Paving ($53,242) for parking lot maintenance at the municipal building (repairs, milling, paving, crack fill, striping). $59,000 available in the capital improvement budget; completion by August 30, 2024.
• 23-R-79: Waived competitive bidding and authorized continued contract with Flock Safety ($27,500) for police cameras. The system uses proprietary hardware and cloud‑based software for objective evidence and investigative leads. An additional camera was deemed essential.
• 23-R-80: Authorized execution of a Memorandum of Understanding to accept donation of three parcels (4.393 acres) at Park Center Drive and Webster Street, zoned Office Industrial Park, subject to environmental and title review.
• 23-R-81: Imposed a temporary moratorium on acceptance, consideration, or granting of permits for cultivators, processors, or retail dispensaries of adult‑use cannabis. The moratorium allows time for review of newly passed Issue 2 regulations to protect public health, safety, and welfare.
• 23-R-82: Approved a successor collective bargaining agreement with the Ohio Patrolmen’s Benevolent Association for the sergeants’ bargaining unit.

Ordinances – First Reading (All passed 6-0)

• 23-29: Amends Chapter 208 (purchasing) to: raise formal bidding threshold from $50,000 to $50,000 (note: state increased to $75,000 with escalators); allow cooperative purchasing; reduce votes needed to waive formal bidding from five to four; and formally codify the city manager’s authority to make emergency purchases up to $100,000 without prior council approval, with subsequent notification. Vice Mayor Lewis noted the collaborative effort and stated the ordinance could be amended later. The motion carried 6-0 despite public comment requesting a delay.
• 23-31: Amends several sections of the Vandalia Zoning Code to update definitions and clarify processes. Recommended by Planning Commission on November 28, 2023 (5-0 vote).
• 23-32: Amends codified ordinances related to required updates from Ohio House Bill 33 (emergency). Presented by staff at a study session.

Reports from Boards and Commissions

• Variance BZA 23-14: Approved unanimously (6-0) to waive perimeter landscaping at 165 North Dixie Drive (Advantage Plumbing and Drain Solutions). The applicant cited hardships due to existing utilities, making full landscaping infeasible.
• Meeting minutes from Vandalia Arts Council (Oct 17), Civil Service Commission (Nov 9), and Planning Commission (Nov 14) were accepted without comment.

Key Outcomes

• All six resolutions and three first‑reading ordinances were approved unanimously (6-0).
• Robert Wolfe appointed to the Board of Zoning Appeals and sworn in.
• Zoning variance for 165 North Dixie Drive approved.
• Councilwoman Woods excused from both meetings by unanimous vote.
• Council members expressed appreciation for the Finance Department’s Auditor of State awards, outgoing Assistant City Manager Amber Holloway, the holiday tree lighting event, and the quality of city publications.

Next Steps

• The temporary cannabis moratorium takes effect immediately (Resolution 23-R-81).
• City staff will proceed with environmental and title work for the donated parcels (23-R-80).
• Ordinances on first reading (23-29, 23-31, 23-32) will be subject to second readings or final passage at a future meeting.
• Leaf collection will continue a few extra weeks as weather permits.