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OPENPUBLICA · PUBLIC MEETING RECORD

Record of Proceedings

City Council Study Session Summary - September 8, 2026

City Council — Tuesday, September 8, 2026

BodyVandalia, Ohio

SessionCity Council

DateTuesday, September 8, 2026

StatusFILED

Video Record

0:00 / 38:28

Transcript — VerbatimClick a timed line to jump · ⧉ to share it

0:02

Call the Tuesday, September 8th, 2026 study session to order.

0:07

First item on the agenda is presentation from our finance director, Ms.

0:10

Slider.

0:26

Oh, I'm sorry.

0:27

Good evening.

0:28

Thank you.

0:30

The Department of Finance consists of 12 employees, 11 full-time and one part-time.

0:38

Some accomplishments have been our awards with the Auditor of State's Office and the Government of Finance Officers Association.

0:49

Both have been numerous years of received, especially the Auditor Estate Award with distinction, which we're very proud of.

0:58

Less than 5% of the entities receive that award that which is overall clean audits, but then not just clean audits, just internal processes and so forth.

1:12

So very proud of that.

1:14

In 2023, a few things we accomplished.

1:24

And where this comes into play for finance is when we borrow monies, for instance, as we're getting ready to renew a note here very soon for the public works facility.

1:48

So it's been a very profitable, and we'll be able to utilize the program again here soon in the next couple of months, and we'll be talking about that here before too long.

1:59

Also, we entered into a sweep sweep program with P and C Bank.

2:04

Basically, they just sweep out the checking account balance every evening, and this has been very profitable.

2:11

We have seen the last year we have earned about just shy of $500,000 in interest revenue.

2:20

So something that is and and the return of the invest on investment was very high, obviously, a half million dollars, but the cost for this is very minimal through P and C.

2:30

So obviously it was a no-brainer to do this.

2:32

It's not any work really for the city.

2:34

We simply just carry the balance and they do all the work at the at the bank.

2:38

So that is something that we are very uh proud of as well, um, and something that we will continue to do hopefully in years to come.

2:48

Um, and then in 2026, this is fairly new.

2:52

Uh, we just partnered with the attorney general's office with uh the collection or basically uh more resource or more teeth, if you will.

3:01

Um, and what that means is they are helping the income tax office collect the delinquent balances.

3:07

Right now we have a very good partnership with our municipal court who helps us gain uh additional revenue by collecting or helping us collect where these taxpayers that have delinquent balances they enter into a payment plan.

3:20

So that's been very profitable.

3:22

But this just kind of gives an additional resource and something again, just a little bit more teeth.

3:27

We can get those federal and those state refunds and that we can get maybe payment a little faster and not just have a payment plan.

3:34

So that's been um the extremely successful.

3:38

It's zero cost to the city.

3:40

So again, a no-brainer uh why we would not you know enter into that program.

3:45

Um we transferred some custodial services, which is basically our investments.

3:49

We're running at about 31.2 million in our investment balance.

3:53

We transferred those over from PNC Bank to USA Bank or US bank rather.

3:58

We had some issues, uh, something that I was not comfortable with.

4:01

I didn't like some of the correspondence, some of the communication, lack thereof with PC.

4:06

So it just wasn't uh, and then some of their choices and the um interest revenue was just not where it should be.

4:13

So uh we've partnered with US bank for many years in our debt bar issuances and and so forth.

4:19

So um have a very good partnership with them, and uh it was a very attractive program.

4:23

Again, we're gonna save about $7,000 annually just in costs, uh, so it just made sense.

4:30

Uh purchase digital budget software last year, ClearGov.

4:34

Our second year now we've been with this program.

4:37

Uh it's been received very well.

4:39

Um, still working through some trainings and making sure everybody's uh you know really um utilizing the resources and very comfortable with it.

4:48

Uh it's take it is any new software, it's gonna take some time.

4:52

Um, but we've really are utilizing the program to its full potential.

4:56

Uh it's not a very expensive program.

5:00

It's not really uh is meant to be a separate program, it's just an enhancement to the budget process because quite frankly, the old process with this Excel file was extremely big and very outdated and it had to go away.

5:12

So the electronic uh version is is proven to be very successful as you will be seeing here again for too long.

5:20

Uh we did also purchase another component from our current finance software, Tyler Technologies.

5:26

It's an accounts payable automation module.

5:29

We're slow to roll this out only because we've had a few departments that are basically testing it for us.

5:36

Um it has some good potential, some good capabilities, but then not so good.

5:41

So we're still kind of testing it with these two smaller departments just to make sure because we're just not 100% sure that I'm I'm completely sold on it that we're gonna be able to release it to the city.

5:52

It does make sense because it does uh save some paper costs and and just overall savings of time and printing, but uh I just am not there's a little bit of a delay in some of the payments to the vendors, and I'm just not overly happy with that.

6:05

So we're continuing to monitor that because if that's something that's not going to work, is not as efficient, it doesn't make sense, it's gonna go by way.

6:12

So uh we also increased uh some financial services, uh, tri-cities as they pulled away from Veolia.

6:20

Uh we assumed those additional responsibilities.

6:23

So with payroll, we are paying Tri-Cities folks, uh, and now also with accounts payable and accounts receivable, so the checks and the monies are coming in.

Discussion Breakdown — Share of Meeting

Fiscal Sustainability█████████████████████████████29%

Engineering And Infrastructure██████████████████████22%

Public Engagement███████████11%

Cannabis Regulation██████████10%

Technology and Innovation█████████9%

Water And Wastewater Management████████8%

Economic Development███████7%

Transportation Safety████4%

Summary of Proceedings

City Council Study Session Summary - September 8, 2026

The City Council held a study session on September 8, 2026, to receive a presentation from the Finance Department, discuss a zoning variance, consider resolutions related to building code appeals and economic development, review an annexation ordinance, and discuss intersection improvements and a liquor permit transfer. No formal votes were taken; discussions were preparatory for upcoming regular council meetings.

Finance Department Presentation

Finance Director Ms. Slider presented an overview of the department's accomplishments and initiatives. The department comprises 12 employees (11 full-time, 1 part-time) and has received awards from the Auditor of State's Office and the Government Finance Officers Association, including the Auditor of State Award with Distinction (less than 5% of entities receive this). In 2023, the city entered a sweep program with PNC Bank, earning nearly $500,000 in interest revenue with minimal cost. In 2026, the city partnered with the Attorney General's office to collect delinquent income taxes at zero cost. Custodial services for investments were transferred from PNC to U.S. Bank, saving about $7,000 annually. The city purchased ClearGov digital budget software and an accounts payable automation module from Tyler Technologies, though the latter is still being tested. The city also assumed additional financial services for Tri-Cities after they left Veolia. The city maintains a Moody's double A2 bond rating, which is the second highest, and officials decided not to pursue an upgrade. Income tax accounts for approximately 67% of general fund revenue, with 1.75% of the 2% rate going to the general fund and 0.25% to the police, fire, street CIP fund. The city offers electronic filing and encourages its use. The city designs its own income tax forms in-house. Utilities billing includes monthly meter audits for leak detection using the I on Water app. The city serves as fiscal agent for Tri-Cities and NAWA. The final CRA reimbursement payment to schools was budgeted at $1.25 million for 2026, with estimated payments of $850,000 per year from 2027-2031 (down from an initial $1 million). The city created a capital improvement planning book for tracking fixed assets and updated finance administration policies.

Variance BZA 26-0006 at 427 Attica

Mr. Crom discussed the variance request previously reviewed. Additional information was provided showing how the property compares to others in the neighborhood regarding structures and impervious area. Some neighboring properties may have non-compliant structures due to zoning code changes in 2016 or unpermitted sheds. No further discussion or action was taken at the study session.

Resolution Rescinding Resolution 85-R-22 (Building Code Appeals)

Mr. Borton explained that Ohio law recently changed the process for commercial/non-residential building code appeals, requiring expedited timelines (appeal commencement within one day, hearing within five days). This makes local volunteer boards difficult to maintain. The City of Dayton rescinded its certification, and the city (along with eight other jurisdictions) received notification. The city recommends rescinding the 1985 agreement with Dayton and using the state's Board of Building Appeals instead. This approach has been used only twice in the last five years. No formal vote at this study session; it will be on the September 21st council agenda.

Resolution VDC Contribution (Vandalia Development Corporation)

Mr. Cronen recommended the city appropriate $100,000 annually to the Vandalia Development Corporation for economic development incentives. This is a recurring item. No vote at study session; likely on a future agenda.

Ordinance for Mulberry Road Annexation

Mr. Crom explained that about 1,000 feet of the western end of Mulberry Road (ending at Peters Pike) is currently in the township. To gain control for safety improvements related to planned development, the city proposes annexing the roadway. The underlying owner is the State of Ohio, which has granted permission. The township will not object but will remain neutral. The ordinance will be filed with the county after approval. No formal vote at study session.

Discussion Item: Little York Road and South Brown School Road Intersection Improvements

Mr. Borton presented a feasibility study by Choice One Engineering, following a traffic impact study for the Riverdale development. The intersection experiences congestion, inadequate turn lane storage, and expected further deterioration. The study considered multiple options: do nothing (cost $0), Option 1 (based on Riverdale impact study), Option 1B (hybrid, cost ~$2 million), and Option 2 (full reconstruction raising intersection 3 feet, cost ~$3.4 million). Option 1B adds a westbound right turn lane (240-270 feet) and extends eastbound left turn (from 250 to 479 feet) and southbound left turn (from 25 to 276 feet). Option 2 raises the entire intersection three feet to improve sight lines and allow future pedestrian upgrades, but would require full reconstruction and signal replacement. City staff lean toward Option 1B for cost-effectiveness. A representative from Choice One (Michael) answered questions. No decision made; further discussion expected.

Liquor Permit Transfer at 6404 Miller Lane

Mr. Alvin noted a memorandum from Police Chief Sucre recommending council not request an Ohio Department of Liquor Control hearing for the liquor license transfer at Red Robin. The transfer is a change of ownership while maintaining the license at the same premises. No objection or further action.

Key Outcomes

No formal votes were taken during the study session. The following items are expected to appear on upcoming regular council meeting agendas (specifically September 21, 2026) for action: resolution rescinding Resolution 85-R-22, resolution for VDC contribution, and ordinance for Mulberry Road annexation. The variance BZA and intersection improvements remain under discussion. The liquor permit transfer was accepted with no objection.

Meeting Transcript

Call the Tuesday, September 8th, 2026 study session to order. First item on the agenda is presentation from our finance director, Ms. Slider. Oh, I'm sorry. Good evening. Thank you. The Department of Finance consists of 12 employees, 11 full-time and one part-time. Some accomplishments have been our awards with the Auditor of State's Office and the Government of Finance Officers Association. Both have been numerous years of received, especially the Auditor Estate Award with distinction, which we're very proud of. Less than 5% of the entities receive that award that which is overall clean audits, but then not just clean audits, just internal processes and so forth. So very proud of that. In 2023, a few things we accomplished. And where this comes into play for finance is when we borrow monies, for instance, as we're getting ready to renew a note here very soon for the public works facility. So it's been a very profitable, and we'll be able to utilize the program again here soon in the next couple of months, and we'll be talking about that here before too long. Also, we entered into a sweep sweep program with P and C Bank. Basically, they just sweep out the checking account balance every evening, and this has been very profitable. We have seen the last year we have earned about just shy of $500,000 in interest revenue. So something that is and and the return of the invest on investment was very high, obviously, a half million dollars, but the cost for this is very minimal through P and C. So obviously it was a no-brainer to do this. It's not any work really for the city. We simply just carry the balance and they do all the work at the at the bank. So that is something that we are very uh proud of as well, um, and something that we will continue to do hopefully in years to come. Um, and then in 2026, this is fairly new. Uh, we just partnered with the attorney general's office with uh the collection or basically uh more resource or more teeth, if you will. Um, and what that means is they are helping the income tax office collect the delinquent balances. Right now we have a very good partnership with our municipal court who helps us gain uh additional revenue by collecting or helping us collect where these taxpayers that have delinquent balances they enter into a payment plan. So that's been very profitable. But this just kind of gives an additional resource and something again, just a little bit more teeth. We can get those federal and those state refunds and that we can get maybe payment a little faster and not just have a payment plan. So that's been um the extremely successful. It's zero cost to the city. So again, a no-brainer uh why we would not you know enter into that program. Um we transferred some custodial services, which is basically our investments. We're running at about 31.2 million in our investment balance. We transferred those over from PNC Bank to USA Bank or US bank rather. We had some issues, uh, something that I was not comfortable with. I didn't like some of the correspondence, some of the communication, lack thereof with PC. So it just wasn't uh, and then some of their choices and the um interest revenue was just not where it should be. So uh we've partnered with US bank for many years in our debt bar issuances and and so forth. So um have a very good partnership with them, and uh it was a very attractive program. Again, we're gonna save about $7,000 annually just in costs, uh, so it just made sense. Uh purchase digital budget software last year, ClearGov. Our second year now we've been with this program. Uh it's been received very well. Um, still working through some trainings and making sure everybody's uh you know really um utilizing the resources and very comfortable with it. Uh it's take it is any new software, it's gonna take some time. Um, but we've really are utilizing the program to its full potential. Uh it's not a very expensive program. It's not really uh is meant to be a separate program, it's just an enhancement to the budget process because quite frankly, the old process with this Excel file was extremely big and very outdated and it had to go away. So the electronic uh version is is proven to be very successful as you will be seeing here again for too long.

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