Public Meetings - Vandalia, Ohio

The Vandalia City Council met on Monday, May 15, 2023, at 7:00 PM. The meeting included proclamations, the swearing-in of two firefighters, several resolutions and ordinances, a public comment, and reports from boards and commissions. All votes were unanimous (7-0) unless otherwise noted. Consent Calendar - Approval of Minutes: Council approved the Council Study Session Minutes and Council Meeting Minutes from April 17, 2023, with no corrections. - April 2023 Bill Listing and Expenses: The bill listing of $2,806,650.32, expenses over $50,000, and purchasing card detail of $28,044.07 were acknowledged without objection. Public Comments & Testimony - Tom Grice (10400 North Castle Road) spoke positively about the day's study session discussions, asked council to table bond issue ordinances to re-evaluate financing at high interest rates vs. paying from existing funds, and encouraged broadcasting future council retreats via Zoom and recording them for public access. Proclamations and Oaths of Office - National Police Week Proclamation: Mayor Herbst presented a proclamation recognizing May 14-20, 2023, as National Police Week to Lieutenant Sucre of the Division of Police. - Public Works Week Proclamation: Mayor Herbst presented a proclamation declaring May 22-27, 2023, as Public Works Week to Director Rob Fraud of the Public Works Department. - Swearing-In of Firefighters: City Manager Wendt administered the Oath of Office to Amanda Everett (part-time EMT since 2021, previously with Xenia Township) and Sean Tyler Day (Vandalia resident, former part-time firefighter and sanitary service worker) as full-time Fire Fighter/Paramedic/Inspectors. Resolutions All eight resolutions were approved 7-0: - 23-R-36: Authorized a contract with Place Dynamics, LLC for a market feasibility study for Job Creation and Revitalization Area No. 1, not to exceed $49,900. - 23-R-37: Waived formal bidding and authorized a professional services contract with OHM Advisors for architectural design work for Robinette Park (accessible playground and splash pad). - 23-R-38: Authorized a joint facility use agreement with Vandalia-Butler Board of Education for 10 years, including updates for school facility upgrades and annual agreements for pool and golf course use. - 23-R-39: Awarded the street resurfacing bid to Barrett Paving Materials at $818,213.02 (lowest and best), with a 10% change order authorization to pave two additional streets (Old Webster and Paddock). - 23-R-40: Authorized purchase of 14 portable and 3 mobile MARCS 800 radios and related equipment from P&R Communications for $81,268.65, replacing 15-year-old units. - 23-R-41: Awarded sanitary sewer replacement at I-75 and National Road to C.G. Construction & Utilities, Inc. at $149,692 (lowest and best; estimate $240,000). - 23-R-42: Authorized cooperation with ODOT for a new traffic signal at the southbound I-75 and Northwoods Boulevard ramp (PID 117515); city share $60,000 of $410,000 total. - 23-R-43: Authorized purchase of four Tapco brand pedestrian crossing rapid flashing beacons from A&A Safety for $39,800, to be installed at Demet Elementary, Helke Elementary, Elkaline Springs Road near Art Park, and Stone Quarry Road near Copperfield Subdivision. Ordinances - First Reading All four ordinances passed 7-0 on first reading, allowing further discussion before second reading: - 23-11: Authorized issuance of $1,399,000 in notes to retire outstanding Taxable Land Acquisition Notes, Series 2022 (for Stone Quarry Crossing land), maturing in 2024 with final payoff in 2036. - 23-12: Authorized issuance of $1,241,000 in notes to retire outstanding Various Purpose Notes, Series 2022 (for a 2016 fire engine and 2021 ladder truck), with notes maturing in 2024 and final payoff for engine in 2026 and ladder truck in 2031. - 23-13: Amended Chapter 1040 (Water and Sewer Permits) to adopt a new fee schedule with a 2% increase effective July 1, 2023, and an annual 2% escalator thereafter. - 23-14: Amended Section 1442.05 and 1482.10(D)(4) (Permits and Inspections) to adopt a new fee schedule with a 2% increase and annual escalator. Ordinances - Emergency - 23-10: Approved individual assessments for delinquent stormwater, trash, sewer, and water accounts and directed certification to the county auditor. A public hearing was opened and closed with no comments, and the ordinance passed 7-0. Reports from Boards and Commissions - Conditional Use - Daycare at 732 W. National Road: Planning Commission had recommended approval with a condition of no exterior play area. The applicant (Dan Meyer, for Flyght Academy) argued a state requirement for outdoor space. Council debated safety concerns due to adjacent commercial truck traffic. Motion passed 7-0 to approve the conditional use with the condition that no exterior play area shall be constructed as part of the approved use. - Variance - Front Yard Setback at 831 Roxana Drive: Board of Zoning Appeals recommended 5-0 approval for a 128-square-foot awning encroaching the front yard setback. Council approved the variance 7-0. Council Comments - Councilman Follett thanked staff and volunteers for the May 3 board/commission dinner and highlighted the new veterans' banners project (151 banners placed along Dixie Drive, funded partly by service organizations and designed by volunteer Dave Arnold). Executive Session - Council voted 7-0 to enter executive session to discuss the sale of real property. Key Outcomes - All votes were 7-0 in favor of each agenda item. - The daycare conditional use was approved without an exterior play area despite state licensing concerns, with the applicant advised to seek an administrative variance from the state. - The city will proceed with multiple infrastructure projects: street resurfacing, sewer replacement, traffic signal installation, and pedestrian beacon installations expected by the start of the next school year.

The meeting was called to order at 7:00 PM. Council approved the April 3 study session and meeting minutes, recognized Municipal Clerk Angela Swartz during Professional Municipal Clerks Week, and introduced seven new or promoted employees. The Montgomery County Auditor presented on the triennial property revaluation, forecasting record increases. A public comment raised safety concerns on Miller Lane and opposition to the Aldi location. Council passed five resolutions and one ordinance, and later entered executive session to discuss real property, personnel, and collective bargaining. After executive session, an additional resolution was added and passed. Consent Calendar - Approval of Council Study Session Minutes (April 3, 2023) and Council Meeting Minutes (April 3, 2023) – unanimous. Public Comments & Testimony - Donald Hutchison (1058 Bristol) expressed concern about recent shootings and panhandling on Miller Lane, stating the area is unsafe. He criticized the city manager for not being the voice of the people and opposed the Aldi location on Miller Lane, advocating for a walkable grocery store elsewhere. He questioned the city manager’s background and priorities. - City Manager Wendt responded by defending his work, stating he chooses to live in Vandalia and that the city cannot dictate where a permitted use locates. He noted the city attempted to guide Aldi to a different site but the company made a corporate decision. The mayor added that the city is limited by zoning law and that previous independent grocers failed due to lack of support. Discussion Items - Presentation from Montgomery County Auditor Karl Keith - Provided an overview of the 2023 triennial update (not a full reappraisal). Last revaluation was 2020, increasing values by 13% in Vandalia (over $113 million gain). - 2023 update based on 2022 sales: 83% of county sales sold above current county value; 91% in Vandalia. Over 10,500 valid county sales in 2022, second only to record 2021. - The Ohio Tax Commissioner recommended a 37% aggregate increase for residential and 13% for commercial properties in Montgomery County. Projected actual increases of 25-40% depending on neighborhood, averaging above 30%. - Schedule: Submit numbers to tax commissioner by end of May 2023; mail tentative notices to property owners in summer; finalize by end of summer. Informal meetings will be held virtually. - Auditor noted that a 37% value increase does not equal a 37% tax increase; taxes will rise but not near double digits. He framed the increases as positive signs of community growth. - Council asked about frequency of tax commissioner recommendations and the process of finalizing values. - City Manager’s Information Items - National Day of Prayer: Thursday, May 4, 2023, at First Light Church (8:30 AM breakfast, 9:15 AM service). RSVP requested. - Council Spring Retreat: Tuesday, May 16, 2023, 3:00-6:00 PM at Justice Center Community Room (open to public). - Congratulated Councilman Follick on becoming police chief in Englewood. - Resolution 23-R-31 – Authorizing cooperation with ODOT for Webster Street resurfacing (Stop 8 to Little York Road). Total cost $979,414, with $117,131 STP grant. Bidding March 2024, construction summer 2024. Passed 7-0. - Resolution 23-R-32 – Authorizing cooperation with ODOT for Vandalia Bikeway Connector. Shared local cost with Five Rivers MetroParks. Bidding May 2024, construction summer 2024, completion by May 2025. Passed 7-0. - Resolution 23-R-33 – Awarding bid for a 2023 one-ton dump truck with specialty package to Beau Townsend Ford ($72,600, less $3,500 trade-in for 1998 Chevy dump truck, net $69,100). Declared 1998 truck surplus for trade-in. CIP budget $85,000. Passed 7-0. - Resolution 23-R-34 – Authorizing purchase of water meters and appurtenances from Buckeye State Pipe & Supply Company, not to exceed $440,000. Part of ongoing water meter replacement program using Badger E-Series ultrasonic meters with cellular remote reading and leak detection app. Passed 7-0. - Ordinance 23-08 (Second Reading) – Amending zoning code for solar energy systems: revised regulations for roof-mounted and ground-mounted panels, clarifies prohibitions on standalone solar farms. Planning Commission recommended approval 4-1 on March 28, 2023. Public hearing held with no comments. Passed 7-0. Key Outcomes - Approved minutes and recognized Angela Swartz for Municipal Clerk Week. - Swore in Police Officer Matthew Nicely; introduced six other employees. - Received presentation from Montgomery County Auditor on revaluation projections. - Passed Resolutions 23-R-31, 23-R-32, 23-R-33, 23-R-34, and Ordinance 23-08, all by 7-0 votes. - Entered executive session (7-0 vote) to discuss real property sale/purchase, personnel matters, and collective bargaining strategy. - After executive session, amended agenda (7-0) to add Resolution 23-R-35, which authorizes the city manager to negotiate purchase and sale agreements for land at the southeast corner of Dixie and National Road (2, 26, 34, 42 East National Road). Passed 7-0. - Meeting adjourned.

The meeting began at 7:00 PM with a moment of reflection and Pledge of Allegiance. Vice Mayor Lewis moved to amend the agenda to include Resolution 23-R-30 (crime prevention vehicle), which passed 6-0. Minutes from March 20, 2023 (study session and regular meeting) were approved without comment. Proclamation – Bicycle Month May 2023 Mayor Herbst presented a proclamation designating May 2023 as Bicycle Month to the Bicycle Advisory Committee. Chuck Smith accepted and highlighted Vandalia's bicycle‑friendly status, a planned connector to Taylorsville Metro Park (expected completion May 2024), and the need for bicycle parking at businesses. City Manager's Report - Arbor Day Event: Friday, April 28 at 1:00 PM at Helke Park. A sugar maple tree will be planted and a proclamation presented. Open to the public. Resolutions (All passed 6-0) - 23-R-27: Awarded the bid for curb and sidewalk removal/replacement to Finfrock Construction Company, Inc. at $474,000. Three bids were received ranging from $474,000 to $737,485.50. The project includes ADA ramp installations and is part of the 2023 capital budget ($1,339,000 for concrete and resurfacing). The asphalt overlay project will be introduced at the May 15 meeting. - 23-R-28: Amended the part‑time pay plan with an additional 2% market adjustment effective January 1, 2023 (cost $22,215), excluding TIP positions. - 23-R-29: Amended the general services pay plan with an additional 1% market adjustment effective January 1, 2023 (cost $1,321), bringing employees to new minimum rates. - 23-R-30: Waived competitive bidding and authorized purchase of a 2023 Ford F‑150 XL hybrid pickup truck from Beau Townsend Ford for $51,215 (crime prevention vehicle). The replaced 2017 Explorer will become an unmarked vehicle for police administration, and the 2014 Taurus will be declared surplus. Ordinance – First Reading - 23-08: Amended the Vandalia Zoning Code regarding solar energy systems, including roof‑mounted and ground‑mounted panels and prohibitions on standalone solar farms. The Planning Commission recommended approval (4‑1). Council approved first reading 6‑0. Councilmember Farst expressed hope that future technology would improve aesthetics, noting that currently roof‑mounted shingles are expensive. Ordinance – Emergency - 23-09: Approved individual assessments for delinquent stormwater fees, trash collection, sewer, water, and weed cutting. Public hearing was held with no comments. Passed 6‑0. Reports from Boards and Commissions - Variance Request – 1010 Industrial Park Drive: ISF Trucking requested a variance for a front‑yard fence (vinyl‑coated chain link with privacy slats) around the entire property, placed 150 feet in front of the building. The Board of Zoning Appeals voted 5‑0 to recommend approval with two conditions. Council approved 5‑1 (Councilman Aylers dissenting). Bills and Financials - March 2023 bill listing: $2,962,674.48, expenses over $50,000, and purchasing card detail of $21,619.25 were presented. Approved by consent. Council Comments - Motion to excuse Councilmember Follick from meetings passed unanimously. - Chuck Smith distributed the Ohio Bicycle Events Guide to council and audience. Key Outcomes - All four resolutions passed 6-0, including the curb/sidewalk contract, pay plan adjustments, and crime prevention vehicle purchase. - Ordinance 23-08 was read for the first time and will come back for second reading. - Ordinance 23-09 (emergency) passed 6-0. - Variance for fence at 1010 Industrial Park Drive approved 5-1 (with BZA‑recommended conditions). - Minutes approved, agenda amended, and meeting adjourned without executive session.

The Vandalia City Council met in regular session on Monday, April 3, 2023, at 7:00 p.m., with Mayor Richard Herbst presiding. The agenda included a proclamation for a veterans advocate, a Dayton Metro Library update, introduction of Sister Cities exchange students, one resolution approving a Verizon cellular service agreement, and routine reports from boards and commissions. Approval of Minutes - Council approved the Council Study Session minutes and Council Meeting minutes from March 6, 2023, with no comments or corrections. Proclamation – David J. Weeks - Mayor Herbst presented a proclamation declaring Tuesday, April 4, 2023, as "David J. Weeks Day" in the City of Vandalia, honoring Weeks's induction into the Ohio Veterans Hall of Fame. The proclamation cited his service as Dayton Chapter Commander of Disabled American Veterans, his work assisting with disability claims, his assistance to more than 500 local veterans affected by the 2019 Memorial Day tornado, and his efforts through the U.S. Department of Veterans Affairs Mission Daybreak program to reduce veteran suicides. - Weeks thanked the Council, noting his work with St. (name inaudible) and describing a weekend spent visiting a 103-year-old World War II veteran and a 94-year-old Korean War veteran. Weeks stated, "It is what I was meant to do." Presentation – Dayton Metro Library Programs - Adam Schwiebert, Government Relations Director for the Dayton Metro Library System, reported that the Vandalia branch recorded 17,900 physical items checked out, the fourth-highest total among the system's 17 branches, not including e-books. - Schwiebert said the library is expanding free K–12 homework help centers to 10 branches over the next year and described free resources available to residents, including reading coaches, STEM activities, job-search and interview-skills assistance, interest assessments, and support for new small businesses and nonprofits. Introduction of Sister Cities Exchange Students - Elena Pope introduced exchange students hosted through the Sister Cities of Vandalia program. Students from Germany and Indonesia shared their impressions of Vandalia and American schools. - A German exchange student described differences between U.S. and German schools, noting Butler High School has about 1,000 students and roughly 30 students per class with a wide range of electives, while German secondary schools are tracked into Hauptschule, Realschule, and Gymnasium with about 100 students per grade. The student stated a preference for the American system because of the freedom to choose subjects. - An exchange student from Indonesia described their first week as an honor and said the American classmates and teachers were "really, really nice." Public Comments & Testimony - One resident spoke in support of solar energy, saying, "We're going to do what's green and get our energy directly from the sun versus burning coal." The resident stated that most people who were home signed a petition with their names and addresses, mentioned a pending variance request, and indicated they would discuss bicycling at the next meeting. - No public hearing was held, and no speaker signed up for comments from interested citizens beyond the single speaker. City Manager's Report & Information Items - The Income Tax Division will be open Saturday, April 8, and Saturday, April 15, from 8:00 a.m. to 6:00 p.m., with the filing deadline Tuesday, April 18, 2023. Electronic filing is available 24 hours a day through the MyVandalia app and VandaliaOhio.org. - The City will offer Vandalia residents free large-debris drop-off on Saturday, April 8, from 8:00 a.m. to 2:00 p.m. at the Public Works Garage. - A $6,200 check was presented to support the banner program, which will help fund 16 gold star banners for Butler High School alumni. The first rotation can accommodate about 130 of the 430 poles, and the deadline for banner requests is Monday, April 24, 2023, so banners can be installed with Butler Township and the Chamber of Commerce before Memorial Day weekend. Resolution 23-R-24 – Verizon Cellular Service Agreement - Council considered Resolution 23-R-24, waiving the formal bidding process and authorizing an annual Verizon purchasing agreement for cellular service, as requested by the Information Technology Department through the General Services Administration (GSA). - The agreement covers the period April 1, 2023, through March 31, 2024, and authorizes purchases not to exceed the amounts indicated in the funding document. - Council approved the resolution by roll-call vote. No ordinances were listed for first reading, second reading, or emergency passage. Reports from Boards and Commissions - Council received the Civil Service Commission meeting minutes of February 23, 2023, and the Vandalia Arts Council meeting minutes of January 17, 2023. No comments were offered on either report. Council Comments - Councilmembers reminded the public of the annual Chamber of Commerce meeting the following day and acknowledged the $6,200 check supporting the banner program. One councilmember offered congratulations to a police officer who completed the Police Executive Leadership College earlier in the month and recognized public works staff, including Rob Cron, Chad Boffman, and Walt Ritchie. Vice Mayor Lewis and Councilman Ailers had no comments. Key Outcomes - Approved the March 6, 2023, Study Session and Council Meeting minutes. - Issued a proclamation declaring April 4, 2023, as David J. Weeks Day. - Approved Resolution 23-R-24 authorizing the Verizon wireless service agreement for April 1, 2023, through March 31, 2024. - Received informational reports from the Dayton Metro Library, Sister Cities exchange students, city boards and commissions, and city staff.

The Vandalia City Council held its regular meeting on Monday, March 20, 2023, at 7:00 PM. The council addressed a full agenda including approvals of routine items, five resolutions, two emergency ordinances, and a conditional use request for a truck repair facility. All actions passed with the exception of the conditional use, which passed 4–3 after the addition of two extra conditions. Consent Calendar - Council Study Session Minutes (February 20, 2023) and Council Meeting Minutes (February 20, 2023) were approved unanimously without discussion. - February 2023 Bill Listing in the amount of $3,845,933.03, along with expenses over $50,000 and the February purchasing card detail of $30,870.65, were accepted as presented. Communications, Petitions & Awards - Veterans Banner Program – Councilmember Corey Follick presented the program, a partnership with Butler Township and the Chamber of Commerce. Banners ($100 each) will be displayed on Dixie Drive/Veterans Parkway from Memorial Day through Veterans Day. As of the prior week, 32 of 130 available banners had been sold. Applications for the first installation close April 24, 2023, at noon. A gold star designation will honor those killed in action; the 16 Butler alumni memorialized at Butler High School’s Memorial Hall will be the first gold star recipients. - Oath of Office for Fire Lieutenants – City Manager Wendt administered the oath to Lt. Carter Schumann, Lt. Derek Copp, and Lt. Mya Mitchell, who were promoted within the Fire Division. Public Comments - Amber Avalon (1031 Bailey Avenue) – Addressed a recurring safety issue on Little York Road at 4410 Little York (near the tunnel). Debris from accidents had not been cleaned up by the contracted towing company despite multiple requests to the police chief. She noted this was the third occurrence since February 2, 2023, and requested council action. The city manager stated he would investigate. City Manager’s Report - City Manager Wendt announced Youth Day in Government (March 21) and a joint federal earmark request with Tri‑Cities Wastewater Authority for $15 million through Senator Brown’s office. He also reported that the Vandalia Police Division’s efforts with local hotels have led to a decrease in negative interactions at Creative Images. Resolutions (All Approved 7–0) - 23‑R‑21 – Approved the 2023 Parks and Recreation Master Plan (253‑page document) as a policy guide for future budget and staff decisions. The plan was developed with PROS Consulting and OHM over a year, including a statistically valid survey and community input. - 23‑R‑22 – Authorized a $15,000 donation to the Historical Society of Vandalia Butler for maintenance projects and an annual membership, funded from council’s budget. - 23‑R‑23 – Authorized the purchase of access control hardware, software, and doors for the Municipal Building Access Control Upgrade project at a total cost of $72,051.54. Formal bidding was waived to ensure interoperability with existing systems at the Justice Center. - 23‑R‑25 – Authorized acceptance of the fact‑finder’s recommendations for police officers, public safety specialists, and clerk typists. The recommendations include 3% wage increases in each of three years. The union had rejected the fact‑finder’s report, but the council voted to accept it. - 23‑R‑26 – Authorized a revenue‑sharing agreement with the City of Dayton related to the Kendall Electric development, a condition of edge funds distributed to the company. Ordinances - Second Reading – 23‑05 (Swimming Pool Fee Schedule) – Adopted unanimously (7–0) after a public hearing. The new fee schedule limits access on certain days to Vandalia residents and Cassel Hills Pool members, addressing behavioral complaints. - Emergency – 23‑06 (Individual Assessment Amounts) – Approved 7–0 to certify delinquent stormwater fees, trash collection, sewer/water charges, and weed cutting costs to the county auditor for collection. - Emergency – 23‑07 (Supplemental Appropriations) – Approved 7–0 as the first supplemental budget revision of 2023, amending Ordinance 22‑42. Discussion Item: Conditional Use – Truck Repair Facility (ISF Trucking) - Request: A conditional use to allow light maintenance, dispatching, and parking of semi‑trucks at 1010 Industrial Park Drive. - Planning Commission Recommendation: Approval with seven conditions (passed 4–1 on February 28, 2023). - Council Debate: Councilmember Follick proposed an eighth condition prohibiting overnight stays and sleeping in trucks. Councilmember Blakesley proposed a ninth condition requiring right‑turn‑only egress with a concrete island to direct traffic toward a traffic signal, after discussion about potential traffic volumes (estimated 20–25 trucks per day in/out). - Vote: The motion carried 4–3 (Aylers, Farst, and Mayor Herbst voted no; Woods, Blakesley, Follick, and Vice Mayor Lewis voted yes). Other Business - Bicycle Advisory Committee Minutes (December 12, 2022) – Received and filed. - Council Comments – Members congratulated the new fire lieutenants and recognized the city manager and staff for securing two land donations totaling about 85 acres with an estimated value of $2.5 million, at minimal cost to the city. Key Outcomes - All five resolutions and two emergency ordinances passed 7–0. - The conditional use for the truck repair facility passed 4–3 with two added conditions. - The Veterans Banner Program applications are open through April 24, 2023; 32 of 130 banners have been sold. - The city manager will follow up on the debris cleanup issue raised by a resident. - Council accepted a fact‑finder’s wage recommendation for unionized public safety personnel despite the union’s rejection.