Public Meetings - Vandalia, Ohio

This study session covered a public works department update, multiple funding applications, land use proposals, variances, and financial reports. Council discussed and received staff presentations on these items, which are scheduled for formal action at upcoming regular meetings. Public Works Department Update - The department is organized into development/engineering services and public works. - EPA requirements include annual exercise of 25% of water valves, inspection of 20% of sanitary mains, and 20% of catch basins. - Staff changes: retirement of Chief Building Official Chris Mistrino (35+ years); Robert Martin promoted to chief building official; Ryan Mallant appointed public works technician supervisor; new hires include building inspector Roy Dagley, head mechanic Choy Fastbinder, and public works techs Aiden Griffin and Colin Sloan. - Completed projects (past year): three water main replacements, sanitary sewer CIPP lining, Vandalia Bikeway connector, annual concrete curb/sidewalk repairs, sidewalk trip hazard removal (grinding), Bristol sewer replacement. All asterisked items received grant funding. - Ongoing projects: Water main replacements (aiming for two projects per two years plus one in off-years); Pool and Randor awarded; Marcellus de Sales Nearie Paula Pius (water main) submitting for funding; Poe Ice Miller resurfacing (STP funds, design complete spring 2027, construction 2028); 2026 sanitary sewer lining (Spartan Bristol, North Brown School); elevated sewer crossing on Feral Road (emergency project after mid-span collapse, design complete, expected construction this winter); Dayton International Airport Northeast Logistics Access (Ring Road project, utility relocation ongoing, construction spring 2027–autumn 2028); Johnson Station Road Bridge replacement (ODOT funds, design complete, utility relocation, construction spring 2027–late 2027). - Water meter replacement (citywide, multi-year): less than 30 meters remaining of 5,700; completion expected autumn 2026. - New public works facility: culvert completed, building construction starting within weeks, completion summer 2028. - Grant funding received in last five years: $15.5 million (excluding $2.3 million bikeway project). - New technology: CERAL pavement ratings using LIDAR/AI (three-year contract: $9,000 first year including sign/striping inventory, $6,200 years two and three); live edge snow plow blades (grant from H2 Ohio Rivers initiative for two 10-foot blades and one 8-foot blade to reduce salt use). - Outreach: river cleanup (regional effort with Adventures on Great Miami and Fox's Pizza); kids' day (third graders) with evening open house (75 attendees); project updates on city website every two weeks to a month. - Proposed staffing change: promote one public works tech to supervisor in 2027, but not backfill tech vacancy until 2028. Justification based on increased lane miles (212 lane miles, same number of plow routes since 1988), added duties (banners, EPA requirements), and improving on-call work-life balance (currently two supervisors on one-week-on rotation; adding third would reduce to one week on, three weeks off). - Council discussion: Projects on website should remain for rolling 12 months after completion. OPWC Funding Applications - Three applications to the Ohio Public Works Commission (OPWC): 1. MDNPP Water Main Project: yellow area replacements plus milling/resurfacing. Preliminary cost $1.569 million; in-kind city services $31,000 (total $1.6 million). Requesting $150,000 grant and $350,000 zero-interest loan (five-year) – not a 50/50 split. 2. Little York Road and South Brown School Road Intersection Improvements (two applications): widening, adding 240-foot westbound right-turn lane, extending eastbound turn lane from 250 to 479 feet, extending left-turn lane on South Brown School from 25 to 276 feet, drainage improvements. Total cost $2.203 million. Submitting under SIP (State Improvement Program) requesting $1.4 million (50/50 loan/grant) and under LTIP (Local Transportation Improvement Program) requesting $800,000 pure grant. - Council discussion: A concern was raised that the scope may not be sufficient for future traffic needs (2047 build-out), but the resolution is only to submit applications and does not commit to the current scope. Staff noted the feasibility study is still being finalized and could be discussed in more detail at the next study session on September 8, 2026. Griffin's Reserve Subdivision - Request: subdivision approval for 8.4 acres at 1280 South Dixie Drive into 14 single-family lots (RSF-2 zoning, 80-foot minimum frontage) with new roadway and utilities terminating in a cul-de-sac. - Developer must remove existing landscape median on Dixie Drive to accommodate a turn lane, and obtain an off-site sanitary sewer easement to connect to Ferai Road sewer. - Planning Commission recommended approval (4-0) on July 28, 2026, with conditions: final stormwater management plan approved by director of public service; record plan updated to show storm sewer easements; off-site sanitary sewer easement obtained before sign-off. - Property owner David Guy (applicant) stated he is a Vandalia resident and wants to bring quality housing. Builder Denlinger Homes committed to two spec houses; custom-built homes with natural materials (no vinyl); expected timeline: two houses per quarter, completion in about 18 months. - Discussion: The median removal and sewer connection were addressed. Text Amendment for Small Box Retail - After a 180-day moratorium (approved May 2026), staff developed definitions and regulations for retail types: general retail, small box retail, large box retail, pharmacy, grocery, supermarket. - Key changes: No small box retail within one mile of another (measured lot line to lot line as crow flies); no small box retail on same lot or in same building as another; general retail business added as permitted use in Vandalia City Center Overlay (VCCO); small box retail and smoke/vape shops prohibited in VCCO; small box retail removed from Neighborhood Business (NB) district. - Planning Commission recommended approval (4-0) on July 28, 2026. The amendment will come back as an official ordinance. - Discussion: The 1-mile distance was chosen based on other cities; current non-conforming small box retailers exist on West National Highway. A council member suggested bringing a map showing current locations for context. Supplemental Appropriations - Finance requested approving supplemental appropriations for: - Fire division: $2,458 (smoke detectors, offset by Center Point Energy grant) and $503.08 (technical supplies, offset by settlement from City of Laurel, Mississippi). - Parks/Rec center: $1,134.08 (t-shirts for fitness incentive, offset by donation from Medicare Resources). - Parks/Rec baseball: $7,854 (bat racks, offset by Lions Club donation). - Street fund: $108,428 (street lighting on Worldwide Place and Corporate Center Drive). - Water fund: internal reallocation to reflect OPWC grant award for Pool Avenue water main project (funds originally budgeted without assumed funding). - No formal vote at study session; will be on regular meeting agenda. Variance at 427 Attica - Request: (1) exceed maximum square footage for accessory structure (current 600 sq ft code; with 24x24 garage [576 sq ft] and 10x12 shed [120 sq ft] already at 53% of 1,296 sq ft principal structure; proposed 10x14 addition would bring to 64.5% vs. 40% max). (2) exceed maximum impervious area on RSF-3 lot (45% max; proposed 55% after addition). - BZA recommended approval (3-1) on July 22, 2026. The dissenting member cited making an already non-conforming condition worse and setting a precedent. - Applicant John Watermaker stated he has lived there 35 years; addition allows him to pursue his woodworking passion and store a new car; neighbors are supportive; addition not visible from road. - Council discussion: Concerns about precedent and how to address older lots with non-conforming structures; staff noted many properties in the area may also exceed limits. A council member requested an aerial map of the neighborhood's impervious coverage for the next study session. Variance at 6025 Miller Lane (Hopeland Church) - Request: variance to place a playground structure in the front yard (in Highway Business district, accessory structures only allowed in rear yard). - BZA recommended approval (4-0) on July 22, 2026. - Pastor Chris Allen explained the front yard (corner of Stop Eight Road and Miller Lane) provides better visibility for supervising children; the church holds events in the front yard and children would be safer there than in the rear where visibility is limited. He stated the roads are far from the building. - Council discussion: Concerns about children's safety near two busy roads without fencing; some members felt a fence would be necessary. Pastor noted the lawn is large and activity is far from roads. The city attorney noted a fence up to 42 inches is allowed in front yards by code. Variance at 1670 Field Stone Way - Request: multiple curb cuts on a single lot (code allows one per lot) for proposed commercial development (TenB Development). Three curb cuts proposed to separate employee and truck traffic. - The developer may later split the lot into two, but current application requested variance for single lot. - BZA recommended approval (4-0) on August 12, 2026. Staff saw no safety concern. - No council discussion; will be on regular meeting agenda for action. July 2026 Financial Reports - General fund revenues and expenses at approximately 60% of budget, on track. Income taxes about $172,000 less than forecast (close to 1% variance). - A minor timing issue: July 31 fell on Friday, so some payments posted in August. - Funds 260 and 337 anticipate reimbursements this year; Hospital Care Fund (872) is being closely monitored and will be discussed in upcoming budget workshops. - Finance director expressed confidence in year-end projections. Key Outcomes - Council directed staff to bring resolutions for the OPWC applications, Griffin's Reserve subdivision, text amendment for small box retail, and supplemental appropriations to the regular council meeting for action. - Variances from the Board of Zoning Appeals (427 Attica, 6025 Miller Lane, 1670 Field Stone Way) will be placed on the regular meeting agenda for council vote. - Council requested additional information: aerial map of impervious coverage at 427 Attica neighborhood for the September 8 study session; and a map of current small box retail locations with a 1-mile radius for context on the text amendment. - Staff will also present a more detailed feasibility study for the Little York Road and South Brown School Road intersection improvements at the next study session.

The Vandalia City Council held a special meeting on August 6, 2026, in the Council Chambers to consider the appointment or employment of a public official in executive session and to fill a vacant council seat. The agenda listed the start time as 4:00 p.m.; according to the transcript, the council exited executive session at 6:36 p.m. and adjourned at 6:39 p.m. Executive Session - Council members voted 5-0 to enter executive session for the stated purpose of considering the appointment or employment of a public official. The motion was made by Councilwoman Dugan, seconded by Councilwoman Bradford, with Councilmembers Dugan, Ford, Hathaway, and Bradford and Mayor Herbst voting yes. Councilmember Avalotis Weaver was not listed in this roll call. - During the session, participants initially began to take a vote to exit executive session while still in session. It was noted on the floor that no vote to leave executive session could be taken during the executive session itself, so the council instead continued discussion and then entertained a motion to exit. - A motion to exit executive session at 6:36 p.m. was made by Councilman Ford, seconded by Councilman Hathaway, and passed 6-0. The recorded roll call was Councilmembers Ford, Hathaway, Bradford, Avalotis Weaver, and Dugan, and Mayor Herbst, all voting yes. Discussion Items - Mayor Herbst reported that the executive session included the interview process for the vacant council position. He said the city was lucky to have some really qualified individuals apply, that the decision was very tough because of the interesting perspectives and qualifications brought forward, and that it was encouraging to see people with real interest in serving the city. - Councilmembers echoed those remarks, stating that there were seven great candidates who had all contributed to Vandalia in significant ways, that all would be a very good fit, and that the council had reached consensus on one candidate. Key Outcomes - Councilman Hathaway made a motion, seconded by Councilwoman Dugan, to appoint Stephen Clark to the unexpired term of Corey Follick. The motion passed 6-0 by roll call vote, with Councilmembers Hathaway, Bradford, Avalotis Weaver, Dugan, and Ford and Mayor Herbst all voting yes. - Following the vote, Mayor Herbst adjourned the meeting at 6:39 p.m.

The Vandalia City Council met on Monday, July 20, 2026, at 7:00 PM. The meeting included a proclamation for Parks and Recreation Month, introduction of three new employees, appointment of a Charter Review Committee, approval of a process to fill a council vacancy, and passage of several resolutions and an emergency ordinance. Council also granted a conditional use for a warehouse and accepted reports from boards and commissions. Vice Mayor Corey Follick announced his resignation effective July 24, 2026, and was honored by council members. Consent Calendar - Approved the study session meeting minutes and council meeting minutes of April 6 and April 20, 2026. - Approved the Civil Service Commission meeting minutes of May 15, 2026, and the Parks and Recreation Advisory Board meeting minutes of February 18 and April 22, 2026. - Accepted the June 2026 bill listing in the amount of $3,000,350.42, including expenses over $25,000 and the monthly purchase card detail of $35,564.37. Public Comments & Testimony - Stephen Abschire, newly appointed Montgomery County Judge, introduced himself. He shared his background as a former prosecutor, guardian ad litem, chief magistrate in Greene County Juvenile Court, and private attorney. He expressed his commitment to community protection, proactive pretrial services, and addressing drug and mental health issues in his courtroom. He stated, "The number one thing I want to do as judge is protect the community at the same time respecting people's rights." Discussion Items - Proclamation: July 2026 as Parks and Recreation Month – Mayor Herbst read the proclamation highlighting the benefits of parks and recreation for health, economy, and environment. - New Employee Introductions – The city introduced Roy Dagley (Building Inspector, started June 15), Coy Vassbinder (Head Mechanic, Public Works, started July 6), and Aidan Griffith (Public Works Technician, started July 13). - Charter Review Committee Appointments – Five residents (Ron Atkins, Eric Blaine, Kristen Cox, Brian Dersham, Holly Wiggins) were recommended and unanimously approved to serve on the committee. They were sworn in by the mayor. - Process for Appointing a New Council Member – Vice Mayor Corey Follick provided written notice of resignation effective July 24, 2026, due to a change in employment. Council approved a process: application deadline July 31, 2026 at 3:00 PM; appointment vote at the August 17, 2026 council meeting. - Resolution 26-R-36 – Water Main Replacement Bid – Awarded to MNT Excavating LLC at $1,506,947 for the Pool and Randler North water main replacement project. Six bids were received ranging up to $2,485,662. Councilmember Dugan expressed cautious hope about performance, noting past issues with the contractor. Passed 7-0. - Resolution 26-R-37 – New Public Works Facility Bid – Awarded to Vancon Inc. at $14,879,122 (base bid plus four alternates), approximately $2.6 million below engineer’s estimate. Passed 7-0. - Resolution 26-R-38 – Low Voltage/Security Infrastructure Contract – Waived formal bidding and authorized $167,907 with Midwest Security Services for network cabling, cameras, and access control at the new public works facility, ensuring compatibility with existing systems. Passed 7-0. - Resolution 26-R-39 – Special Construction Inspections Contract – Authorized an agreement with Bowser Mourner Inc. for soil borings and construction testing services at an estimated $70,000, based on a prior RFP. Passed 7-0. - Resolution 26-R-40 – Street Lighting Installation – Authorized an agreement with Miami Valley Lighting for installation on Worldwide Place and Corporate Center Drive at $108,428, plus $88.56 monthly operating cost. Passed 7-0. - Resolution 26-R-41 – Replacement of Parks Department Truck – Approved purchase of a 2026 Ford F350 with snowplow from Bow Townsend Ford for $71,039 (including $4,000 trade-in for a 2007 F350 with 32,000 miles). Two bids were received. Passed 7-0. - Emergency Ordinance 26-10 – Delinquent Account Assessments – Authorized the certification of individual assessment amounts for stormwater fees, trash collection, sewer and water charges, weed cutting, and property maintenance to the county auditor. A public hearing was held with no comments. Passed 7-0 as an emergency. - Conditional Use PC 26-0004 – 1670 Fieldstone Way – The Planning Commission recommended (5-0) approval of a conditional use for warehouse use in an Office Industrial Park District. The applicant, 10B Partners, intends to construct approximately 335,000 square feet of new industrial space on city-owned land. Councilmember Dugan clarified that approval does not mean a warehouse will be built immediately; it provides a funding option for the bank. Council voted 6-1 (Dugan dissenting) to approve. Key Outcomes - Charter Review Committee appointed and sworn in; committee to review and recommend amendments to the city charter. - Council Vacancy process established: applications due July 31, 2026; appointment at August 17, 2026 meeting. - All resolutions (26-R-36 through 26-R-41) and Emergency Ordinance 26-10 passed unanimously (7-0) except as noted. - Conditional Use PC 26-0004 approved 6-1. - Executive Session – Council voted 7-0 to enter executive session to discuss compensation of a public employee, purchase/sale of real property, and appointment or employment of a public official. - Next regular council meeting scheduled for Monday, August 17, 2026, at 7:00 PM.

The Vandalia City Council held a study session on July 20, 2026, beginning at 5:00 PM, to receive presentations on data centers and parks & recreation, discuss agenda items for the upcoming council meeting, and review several capital projects and financial reports. The session included detailed discussion of the new public works facility bid, emergency sewer repairs, street lighting, and a financial update. Presentations - Data Centers: Shawn Waldman, CEO of SecureCyber, presented on data center types (edge, mid-scale, hyperscale), common concerns (noise, water, power, jobs, tax incentives), and negotiation strategies. He emphasized that Vandalia is in a good position to negotiate favorable terms, recommended waiting for House Bill 646 results, and suggested using Kentucky’s model zoning ordinance. Council members asked about water recirculation, power from small nuclear reactors, and the potential for attracting tech businesses. - Parks & Recreation Department Update: Mrs. McCracken provided a comprehensive update covering staffing, grants (including $7,000 in youth scholarships), new facilities (splash pad at Robinette Park), program expansions (summer concert series from 3 to 6 concerts), and capital improvements (pool resurfacing, security cameras). The department served over 1,000 swim club members and 600 daily visitors at the rec center. Goals include implementing the master plan, seeking CAPRA accreditation, and addressing part-time pay scales. Discussion Items - Public Works Facility – Site/Building Resolution: Ben Borton reported that bids were opened on July 8, with 11 submissions. The lowest combination bid from Bancon Inc. (Butler Township) was $14,879,122 (14.8% under engineer’s estimate of $17.5M). The base bid includes $981,551 in allowances for soil, landscaping, etc. Staff recommended awarding the contract to Bancon and authorizing a 5% construction contingency ($750,000). Council member questions addressed soil excavation allowances and total project budget. - Public Works Facility – Access Control/Data/Cameras: Recommended waiving bidding to use Midwest Security Services for compatibility with existing systems at a cost of $167,907, plus $25,000 for related equipment. - Public Works Facility – Special Construction Inspection: Recommended authorizing Bowser Mourner (Huber Heights) for testing services at an estimated $70,000, funded within the project budget. - Street Lighting Installation – Worldwide Pl & Corporate Center Dr: Proposal from Miami Valley Lighting for $108,428 to install cobra-style lights on wood poles, with an $88.56 monthly operating cost increase. Alternative aluminum poles were cost-prohibitive. - Assessments April, May, June: Mrs. Leiter presented an ordinance to certify delinquent accounts for water, sewer, storm water, and refuse to the county. No weed cutting or property maintenance delinquencies. - AES Ohio Aid to Construction – Under $50k: Borton discussed $25,806.68 for three-phase electric to the public works site. Centerpoint Energy costs ($28,000) may be waived via a credit arrangement. - Farrell Rd Elevated Sewer Crossing – Emergency Design: On June 11, a mid-span support collapsed over Poplar Creek. No sewage discharge. Emergency agreement with Choice One Engineering for $48,800 for survey and design. Staff are exploring OPWC emergency funding. - Sunshine Law Certification Training: Mr. Althouse reported that Deputy Clerk Angela Schwartz completed required public records training on July 9, fulfilling the requirement for all council members. - Sports Complex Asphalt Maintenance: Two quotes received; recommendation to award to A to Z Asphalt for $33,312 for crack filling, seal coating, and restriping. Council discussed including a problematic entrance area in the work. - June 2026 Financial Reports: Mrs. Leiter presented general fund revenues at $18.6M vs. budget $16.6M (timing of capital projects). Income tax revenue is slightly below budget (1% down) but on track. Fund 872 (hospital care) is being monitored with a negative balance; $500,000 transferred from general fund. Council discussed court fund revenues and potential fee increases. Key Outcomes - Council unanimously approved the motion on the legislative calendar (7-0 roll call vote). - Staff will proceed with recommendations on public works facility contracts, street lighting, sewer emergency, and sports complex asphalt, pending formal council action at the 7:00 PM meeting. - The data center presentation will inform future zoning and negotiation strategies.

The Vandalia City Council held a special meeting on June 22, 2026, beginning at 4:30 p.m. according to the transcript, to consider one zoning variance for HT Hackney at 875 Center Point Drive and to enter executive session to discuss compensation of a public employee. Both motions passed unanimously by 7-0 votes. Discussion Items - Variance BZA 26-005875 – 875 Center Point Drive: HT Hackney requested a variance for a new security fence in the front yard along Center Drive and around all four sides of an existing building in the I-Industrial district. The item had been discussed at the June 15, 2026 study session. - Background and withdrawal of part of the request: On June 10, 2026, the Board of Zoning Appeals recommended approval of the front-yard fence along Center Drive, denial of the front-yard fence along South Brown School Road, and denial of the proposed barbed-wire elements in the front yard. On June 15, 2026, the applicant withdrew its requests for the South Brown School Road fence and the barbed wire and agreed to decorative fencing along Center Drive in the front/parking area. - Applicant's statement: An HT Hackney representative said the company has a pending lease agreement and product ready to move, making approval time-sensitive. He explained that Ohio introduced a qualified distribution center statute about eight years ago, allowing a vendor to ship product into Ohio and, if the product leaves Ohio while staying within the same company, exempting that vendor from the commercial activity tax. He described HT Hackney as a privately owned wholesale distributor for convenience, supermarket, and grocery stores, with much of its volume in the tobacco category, which the company considers high-value, high-risk inventory. He expressed appreciation for the council's consideration. - Council clarification and conditions: A councilmember asked the applicant to confirm several conditions. The applicant agreed that: (1) the black wrought-iron fence would not exceed eight feet in height; (2) it would not be installed beyond the east side of the structure, the side facing South Brown School Road, with the front section placed behind the mailbox rather than too close to the road; and (3) the transition from the decorative fence to a chain-link fence would occur at the southwest corner after the westernmost/second driveway, still behind the front of the building. Key Outcomes - Motion to approve the variance: Vice Mayor Fullock moved to approve variance BZA 26-005875 for 875 Center Point Drive with three conditions: (1) a black wrought-iron fence not exceeding eight feet in height installed in the front yard along Center Drive; (2) no fence installed beyond the east side of the structure; and (3) transition to a chain-link fence at the southwest corner after the westernmost driveway. Councilwoman Avalotis Weaver seconded. The motion passed 7-0 on a roll-call vote, with all members voting yes. - Motion to enter executive session: Council voted 7-0 to enter executive session to discuss compensation of a public employee. The motion was made by Vice Mayor Fullock and seconded by Councilwoman Dugan. No further open-session action appears in the provided transcript.

The Vandalia City Council met on June 15, 2026, at 7:00 PM. The meeting included proclamations, employee introductions and recognitions, public comments, approval of resolutions and an emergency ordinance, and a vote on a zoning variance. Several upcoming community events were announced. Consent Calendar - Approved Council Study Session and Council Meeting minutes from March 16, 2026, without correction. - Approved reappointments of members to various boards and commissions whose terms expire June 30, 2026, by a unanimous 7-0 vote. Public Comments & Testimony - Doug Scott (237 South Dixie Drive) expressed frustration about ongoing harassment from an individual and described a past incident where a fall alert device failed to connect him with proper emergency services. He felt victimized by the lack of police follow-up. - Judge Nicholas Sylvain (newly appointed Montgomery County Juvenile Judge) introduced himself and requested feedback from council and stakeholders on the juvenile court's operations to improve cooperation with Vandalia. - Harry Campbell (627 Co. Avenue) requested improved signage at his cul-de-sac street, particularly a "No Outlet" sign that is partially obscured by a tree, and suggested a "Slow Children Playing" sign due to traffic from the air show. Discussion Items - Proclamations: Mayor Herbst presented a Pollinator Week proclamation (June 22-28, 2026) to Mr. Al Tuttle, and a 50th anniversary proclamation to Sister Cities of Vandalia. - Employee Introductions and Retirements: City Manager Althouse introduced new and promoted employees: Firefighter/Paramedic Justin Maxwell (oath of office), Public Safety Specialist Cheynne Borton, Public Works Supervisor Ryan Malott, and Recreation Custodian Daniel Robinson. Battalion Chief Steve Milliken was recognized for his retirement after nearly 30 years in fire service (including Trotwood). - City Manager's Information Items: - Robinette Park Splash Pad ribbon cutting: Monday, June 22, 2026, at 10:30 AM. The $1.5 million project was funded by a $400,000 HUD grant and a $500,000 Ohio Capital Budget Bill grant. - Annual Blood Drive: Friday, June 26, 2026, 9 AM – 1 PM at the Justice Center. - City offices closed July 3; Recreation Center hours adjusted for July 4. - Star Spangled Celebration: July 3, 2026, at 6 PM at Vandalia Sports Complex, with fireworks at 10 PM. - Summer council meeting schedule: one meeting per month (third Monday) in June, July, August. Next meeting July 20. - Large debris drop-off: July 11, 2026, 8 AM – 2 PM at Public Works Garage (proof of residency required). - Great Miami River Clean Sweep: July 18, 2026, 8 AM – 12 PM (3-mile canoe section). - Resolution 26-R-34: Awarding the CIPP lining sanitary sewer project bid to United Survey, Inc. at $141,562 (lowest of three bids, all below engineer's estimate of $209,000). Supported by a $50,000 CDBG grant. - Resolution 26-R-35: Waiving competitive bidding to purchase Motorola dispatch radio consoles for $219,208, as Motorola is the sole source provider. Existing equipment nearing end of life (support ends 2029). - Ordinance 26-09 (Emergency): Supplemental appropriations including: $1,000 for police support dog (donation), $3,650.67 for patrol vehicle damage (insurance reimbursement), $6,500 for fire drone training (state grant), $1,773 for fire vehicle damage (insurance), $85,394 for citywide insurance, $219,208 for radio consoles (transferred to CIP fund), and $12,044 for recycled picnic tables (county grant). A public hearing was held with no comments. - BZA 26-0004 (Dollar General Market): Applicant requested a variance to build a 9,100 sq ft retail establishment in NB zoning (max 5,000 sq ft). The Board of Zoning Appeals recommended approval 3-2. Council voted 6-1 to deny the variance. Key Outcomes - Resolution 26-R-34 passed 6-0-1 (Councilmember Hathaway abstained). - Resolution 26-R-35 passed 7-0. - Ordinance 26-09 (emergency) passed 7-0. - BZA 26-0004 motion to approve the variance failed 6-1 (Vice Mayor Fullock voted yes; all others no). - Council entered executive session to consider real property and employee compensation. - City Manager was asked to verify if the city's contract allows one large item curbside pickup per week and, if so, to promote that service.

The Vandalia City Council held a study session on Monday, June 15, 2026, beginning at 5:30 p.m., to review items slated for the evening's council meeting and the July 20, 2026 council meeting. The session included a Division of Fire update, proposed sewer and water contract awards, zoning variances and a conditional use, a small-box retail moratorium discussion, public works facility bids, charter review committee appointments, and May 2026 financial reports. The agenda also listed an executive session to consider real-property purchase or sale and public-employee compensation; the supplied transcript does not include that closed session. Division of Fire Update - Fire Chief Follick (spelled Follick on the agenda and transcribed as Follett in the raw transcript) presented the update, focusing on the department's strategic plan, community risk assessment/action plan, and 'VFD Way' messaging over roughly the past three years. - Response-time goals remain 6.5 minutes for turnout and response; 'out-of-pocket' time is a central concern, especially for Station 2 and the city's 'hot zone' of older, smaller homes (700–800 square feet, 50–80 years old). - Training has shifted to practical 'sets and reps' with no more than 30 minutes in a classroom, and the department is pursuing a public safety training facility. Recruiting relies on an apprentice/farm-league model: three new hires from the apprentice program and seven from the CTC program. - Community risk goals include cutting fall-related calls by 15% this year (tracking about 20% below last year), reducing false alarms by 10% per year for three years, reducing EMS mutual-aid requests by 25%, and continuing smoke-detector outreach. A $2,500 grant will help buy smoke detectors after a Red Cross supply delay. - First-quarter 2026 data: call volume was about 127 calls lower than the same period in 2025; EMS is about 70–72% of call volume; overlapping calls dropped to 20% from a prior high of 81%; average response time was 6:35 versus the 6:30 target; false alarms fell to 38 from 57 (about 20%); mutual-aid EMS calls fell to 42 from 77 (about 45%); staffing never fell below the 10-person minimum, with the 12-person goal met about 10% of the time, 11-person staffing about 35% of the time, and 10-person staffing about 55% of the time. - Fire dollar loss for the period is just over $500,000, and residential fires remain the leading fire concern. - The squad program reduced engine and ladder involvement in medical calls by roughly half. The squad has handled about 81 calls per month and removed about 40.5 hours of call time from fire apparatus; engine 2 and ladder 3 had 11 and 15 medic-assist calls in the first quarter. The department is evaluating whether the squad should be based at Station 2 and what vehicle platform it should use. - Station 2's kitchen renovation is about 95% complete, with upstairs work beginning. The second-quarter Comstat/data meeting is set for July 22 at 8:00 a.m. in the police community room and is open to the public. - In Q&A, Chief Follick described fall-prevention outreach, said the false-alarm enforcement ordinance has been used twice, and said the department is evaluating squad placement and a possible south-side substation as development continues. Items Previewed for the June 15, 2026 Council Meeting - Mayor Herbst asked whether council wanted to discuss any additional item on the evening's agenda; no council member requested further discussion. - Resolution – 2026 CIPP Lining of Sanitary Sewer: Mr. Borton said bids were publicly opened January 2. Six sets of specifications were issued; three bids were received, all below the engineer's estimate of $290,000, ranging from about $141,000 to $160,000. A $50,000 CDBG grant from Montgomery County/HUD supports the project. Staff recommended awarding the contract to United Survey Inc. of Cleveland, Ohio, as the lowest and best bidder at $141,562. The 2026 capital improvement budget includes $550,000 in the sewer fund for this and other sanitary sewer work. - Ordinance – Supplemental Appropriations: Mrs. Leiter reviewed the requested appropriations: - General fund, police operations: $1,000 increase for a Vandalia-Butler Optimist Club donation supporting the new police support dog's care, training, and equipment. - General fund, police operations: $3,650.67 increase for patrol vehicle damage, offset by insurance reimbursement. - General fund, fire division: $65,000 increase for drone training and education, offset by a State of Ohio Department of Development grant. - General fund, fire division: $1,773 increase for battalion chief vehicle damage, offset by insurance reimbursement. - General fund, city manager's office: $85,394 increase for higher citywide insurance pool costs, described as a 12-month experience true-up. - General fund, non-departmental: $219,208 increase to appropriate the transfer to the police/fire/street CIP fund for a police radio control console system. - Capital improvement fund, parks: $12,044 increase for recycled picnic tables, fully offset by a Montgomery County Solid Waste District grant. - A council member asked whether the insurance-pool increase was above the amount budgeted; Mrs. Leiter confirmed it was and explained the timing of the pool's true-up. - Variance BZA 26-0004 – 9375 N. Dixie Dollar General Market: Mr. Cron reviewed SNS Leasing's variance request for square footage in the neighborhood business district. The applicant said the store will now be branded DG Market rather than Dollar General after corporate market analysis supported that concept. The DG Market format adds fresh produce, expanded coolers, fresh meat, pharmacy, beauty, home goods, and seasonal sections. The applicant confirmed the building size is unchanged; the variance was described as a 9,100-square-foot request, while one council member asked whether it was still 10,000 square feet. Council had no further questions. Items Previewed for the July 20, 2026 Council Meeting - Resolution – Parks & Rec 2027 F350 Pick Up Truck with Plow: Mrs. McCracken said the vehicle would replace a 2007 pickup with rust and mechanical issues. Two bids were received; the lowest bid was $71,039 from a Ford dealership, including trade-in of the old truck. The truck will have a plow, strobe lighting, drop-side bed, and be used for park maintenance outside snow season. - Resolution – Pool & Randler (N) Ave Water Main Replacement: Mr. Borton said bids were publicly opened June 9. Ten sets of specs were issued; six bids ranged from about $1.5 million to about $2.5 million, versus the engineer's estimate of $1.65 million. Funding includes $500,000 from the Ohio Public Works Commission (half grant, half zero-interest five-year loan), and $1,645,000 is allocated in the water fund CIP budget. Staff recommended awarding the contract to MT Excavating of Bradford, Ohio, and asked for authority up to the full appropriation for contingencies (about 9% above the base bid). The project was designed in-house by Chad Boffman and Jeremy Gaines. Completion is targeted by August 2027, with a fall start expected. Council asked about MT Excavating's prior delays and whether backyards would be disturbed; staff responded that the work is in the street right-of-way and that prior work quality was good. - Variance BZA 26-0005 – 875 Center Drive Fence: Mr. Cron said the applicant, HD Hackney Companies, originally requested three variances for a fence around a tobacco-products warehouse. The requests for the 20-foot fence along Brown School Road and for barbed wire on an 8-foot chain-link fence were withdrawn after BZA recommended denial. The remaining request is for a fence along the south end of the property on Center Drive, about 75 feet from the building, enclosing the parking lot; the BZA recommended approval 3–1. Council expressed reluctance about a chain-link fence in the front yard of the industrial property and suggested asking the applicant to use a decorative fence along Center Drive, with chain link allowed elsewhere. The applicant was not present; staff said they could raise the condition. - Conditional Use PC 26-0004 – 1670 Fieldstone Way Warehouse Use: Mr. Cron said Tembi Partners, under contract to buy city-owned property, requested a conditional use for warehouse use as a financing backstop for two speculative buildings totaling about 335,000 square feet on 24 acres. The intended marketing is for lab/R&D, light manufacturing, and light assembly, not warehousing. Truck docks and parking would face the airport access road and the school bus maintenance facility. The Planning Commission recommended approval 5–0 on May 26. Applicant representatives Brandt Murdoch and Gavin Jones emphasized the jobs-oriented design and said the warehouse use is a worst-case lender backstop. Discussion Items - Moratorium – Small Box Retail: Mr. Cron outlined proposed code amendments: new definitions for general retail, small-box retail (3,000–15,000 sq ft), large-box retail (above 15,000 sq ft), grocery/supermarket, and pharmacy; removal of small-box retail from the neighborhood business district; addition of general retail to the Vandalia City Centre overlay; prohibition of small-box retail and smoke/vape shops in that overlay; and a one-mile separation between small-box retail properties. Council feedback noted the proposed $10 discount-good threshold could become outdated with inflation and that existing stores might try to expand as a way around the rules. Staff said the amendments would be taken to the Planning Commission in July and need to return by the August study session before the moratorium expires. - Public Works Facility Bids: Mr. Borton reported that the city was donated about 16 acres at 810 Northwoods Boulevard in 2023 for a future public works facility. WDC Group of Springfield completed the final site and building plans, and bids are currently out. Bid opening is scheduled for June 26, 2026, in this room. The project is being bid as multiple primes: general construction, site earthwork, plumbing/mechanical, and electrical, with combination bids allowed. Low-voltage systems will be installed by the city's preferred IT contractor, Midwest Security; owner-purchased equipment and furnishings are separate. Bid results will be reviewed at the July 20 study session, with possible award that evening. Awarding in July would provide an extra month of construction before winter. Construction is anticipated from autumn 2026 through spring 2028. Funding is $18 million from bond anticipation notes, reappropriated by Ordinance 2605 into the 2026 budget; the breakdown includes about $5.4 million in streets/water/sewer and $1.8 million in stormwater. - Appointment of Charter Review Committee Members: Mr. Althouse presented five recommended residents: Ron Atkins, Eric Blaine, Kristen Cox, Brian Dersham, and Holly Weigens. If approved, they would be sworn in at the July council meeting. The committee will review the charter for legal compliance and modernization, hold public meetings/hearings, and make recommendations. Council would then decide which amendments to place on a ballot, tentatively the May 2027 ballot. - May 2026 Financial Reports: Mrs. Leiter reported that general fund revenues year-to-date are above budget, while expenditures are also above budget largely due to timing of capital project expenses, front-loaded budgeted transfers, and the CRA payment to schools. Income tax revenue net of refunds is slightly below budget due to timing of filing due dates, but she expects the city to end the year close to budget, similar to 2025. Negative fund balances were highlighted: the crisis intervention training fund is awaiting reimbursement and may carry into 2027, and the Hospital Care Trust fund is being watched closely because its negative balance is driven by encumbrances, with offsetting reimbursements expected. Upcoming payments include the land acquisition notes next month and bond anticipation notes for fire apparatus in August. - Legislative Calendar: Mayor Herbst invited questions or comments on the legislative calendar; no council member responded. Executive Session - The agenda listed an executive session to consider the purchase or sale of real property and discuss the compensation of a public employee. The supplied transcript ends before any executive session discussion; no actions or reports from that session are reflected. Key Outcomes - No formal votes were taken during the study session; all items were informational or set for formal council action at later meetings. - Staff recommendations for the June 15 council meeting include awarding the 2026 CIPP sanitary sewer lining contract to United Survey Inc. for $141,562, adopting the supplemental appropriations ordinance, and acting on the 9375 N. Dixie Dollar General Market variance. - Items expected at the July 20 council meeting include the F350 pickup purchase, Pool & Randler water main award recommendation, 875 Center Drive fence variance, 1670 Fieldstone Way conditional use, public works facility bid results with potential award, and Charter Review Committee appointments. - Council directed staff to pursue a decorative-fence condition for 875 Center Drive, incorporate council feedback on small-box retail definitions before the Planning Commission meeting in July, and continue monitoring the Hospital Care Trust fund and other financial balances. - Fire department next steps include continuing squad evaluation and possible relocation/platform changes, traffic-signal preemption expansion, and holding the second-quarter Comstat meeting on July 22 at 8:00 a.m.

The City of Vandalia Council met on May 18, 2026, at 7:00 PM. The meeting included the swearing-in of three new public safety employees, recognition of National Public Works Week and National Elected Officials Day, introduction of a police support canine program, the adoption of three resolutions, and routine approvals. Consent Calendar - Approval of Minutes: The council study session meeting minutes and the council meeting minutes of March 2, 2026, were approved without comment or correction. Public Comments & Testimony - Barbara Spurgeon (777 North Edge Drive) expressed thanks for the city's shred day held the previous Friday, noting it was well organized and appreciated. Communications, Petitions, and Awards - Swearing-In of New Personnel: - Battalion Chief Brian Faruqi (Fire Division) – previously a part-time fire paramedic for Vandalia, most recently a fire captain at Harrison Township Fire Department. - Police Officer Timothy Klein – former chief of the Covington Police Department, with prior roles as patrol sergeant, school resource officer, and patrol officer. - Police Officer Gavin Rieger – a recent academy graduate who previously served as a corrections officer and participated in the Vandalia Police Explorer program. - All three took the oath of office and were welcomed by council. - Proclamation: National Public Works Week (May 17–23, 2026): Mayor Herbst proclaimed the week, highlighting the theme "Rooted in Service, Powered by Community." An open house at the Public Works facility was announced for May 19, 5:30–7:30 PM, with tours, hot dogs, and cake. - Introduction of Support Canine "Bo": - Detective Holly Eastup will serve as handler for Bo, a three-year-old Portuguese water dog. Bo's role includes supporting employee wellness, community engagement, and regional crisis response. - The program was made possible by the Battle Buddy Foundation (nonprofit assisting veterans and first responders) and Dixie Veterinary Clinic (providing veterinary care). Both organizations received plaques for community partnership. - Recognition of National Elected Officials Day (May 19, 2026): Acting City Manager Cron thanked council members and all elected officials for their service. City Manager's Report - Public Works Open House: Tomorrow (May 19) from 5:30–7:30 PM at 97 Clubhouse Way – free event for all ages. - Memorial Day Closure: City offices closed May 25; Recreation Center open 7 AM–noon (fitness area, track, gymnasium). - Vandalia Flight Fest: June 12, 6–10 PM at Vandalia Sports Complex, featuring U.S. Navy Blue Angels, U.S. Air Force F-22 Raptor Demo Team, and others. Free admission with ticket (available at DaytonAirShow.com). - Summer Council Meeting Schedule: Beginning June, meetings will be held once a month on the third Monday (June 15, July 20, August 17) at 7 PM. Discussion Items - Resolution 26-R-31: Awarding preliminary engineering and design services for the Poplar Creek Sanitary Sewer Protection Project to Choice One Engineering Corp. (not specified as "Corps" in transcript) in the amount of $55,400. The project addresses an exposed sanitary sewer main due to creek erosion; a U.S. Army Corps of Engineers permit will be required. - Resolution 26-R-32: Awarding the bid for resurfacing the Vandalia Recreational Center Pool to Swim Safe Pool Management Inc. at the lowest and best bid of $133,750. Work includes removing old plaster, applying new hydrazo finish, replacing tiles and expansion joints, new drain covers, lighting, and acid wash. - Resolution 26-R-33: Applying for a statewide initiative grant (Ohio Park and Recreation Association/DWA Recreation Game Time Grant) of $17,724.99 to replace the play structure and surface at Warner Park. Total project cost is $53,211.13, with the city share covered by remaining capital funds from the Robinette Park project. The park, established in 1995, contains largely original equipment. Key Outcomes - All three resolutions passed unanimously, 7-0: - Resolution 26-R-31 approved. - Resolution 26-R-32 approved. - Resolution 26-R-33 approved. - Bill Listing Approved: The April 2026 bill listing in the amount of $3,717,748.49, along with monthly expenses over $25,000 and the monthly purchase card detail of $34,450.76, was acknowledged without discussion. - Board of Zoning Appeals Minutes: The March 11, 2026 meeting minutes were noted without comment. Council Comments - Councilmember Dugan welcomed the new fire and police employees. - Councilmember Hathaway thanked the Vandalia Fire Department for participating in a field day at St. Chris and welcomed new employees. - Councilmember Avalotus Weaver thanked staff for organizing gifts and recognized acting city manager Rob Cron for his work. She expressed anticipation for upcoming city activities. - Vice Mayor Follick recognized three city employees who are active duty reservists: Public Works Technician Matt Breich (Air Force Reserve firefighter), Leighton Flat (Army Reserves), and Police Officer Dustin Myers (Ohio Army National Guard Reserves). He also congratulated Assistant Public Works Superintendent J.R. Fulton on obtaining his Ohio EPA Class 2 water distribution license. He expressed interest in investing in a restroom facility at Robinette Park and an art park, suggesting a potential partnership with schools. He thanked Public Works for installing veteran banners early and reminded residents to order banners for the next two-year cycle via the Chamber of Commerce website. - Mayor Herbst thanked the new employees, public works staff, and council members for their service. Adjournment The meeting was adjourned without further business.

The Vandalia City Council held a study session on May 18, 2026, at 6:00 PM, preceding the regular council meeting. The session covered the annual police division update, a resolution for a radio console upgrade, the sports complex fencing phase, board reappointments, a variance request for a Dollar General store, and financial reports. Council members asked clarifying questions and provided direction for future action. Police Division Update - Chief Sucher presented the yearly update, highlighting staffing: 32 sworn personnel (3 administration, 6 sergeants, 23 officers) and 12 civilians (1 support services manager, 9 public safety specialists, 2 administrative assistants). - New positions include one proactive detective and a crime prevention officer (Officer Brittany Blackford). - Statistics showed increases in most categories; public safety specialists processed nearly 7,000 911 calls and over 20,000 non-emergency calls (approx. 75 per day). - Accomplishments: implemented police-only drone technology with rapid deployment from cruisers; developed an internship program (first intern from University of Dayton); expanded wellness program with mandatory physical fitness testing, annual mental health checks, and on-site physical trainer. - Received over $336,000 in outside funding: $191,000 mobile crisis grant (with Butler Township), $35,000+ CPT reimbursement (2025), $49,000+ so far in 2026, $20,000+ body armor grant, and $29,000 body-worn camera grant. - 2026 projects: researching dedicated school resource officer, drone-as-first-responder partnership with Butler Township, and Star Chase pursuit mitigation technology (92% success rate on property recovery, 78% on suspect capture per company). - Introduced support canine "Bo" from the Bud Battle Buddy Foundation. Hotel/Motel Ordinance and BZA Process - Council member Corey raised concerns about the hotel/motel registration ordinance (Chapter 878) after reviewing BZA minutes from March regarding an appeal. - He noted lack of defined criteria for BZA to evaluate appeals and questioned the five-month timeline from failed fire inspections (November) to appeal (March). - Fire Chief Follick explained inspections will start earlier (July-August) and enforced with 10-day and 30-day follow-ups; some delays were weather-related (two water main breaks). - Staff discussed the process: annual permit inspections, but they may revisit whether BZA or housing board should hear appeals. - Council member Corey requested better documentation of BZA vote rationale. Radio Console Upgrade Resolution - Chief Sucher requested approval for a Motorola radio console upgrade, as current system is approaching end-of-life (support ends in 2029). - Updated quote: $219,208, a 42.24% reduction from the August 2025 quote; Motorola indicated limited-time pricing. - Payment schedule: 25% upon contract execution, 60% upon equipment shipment, 10% upon installation, 5% upon final acceptance. - Waiver of competitive bidding requested because Motorola is sole source compatible; existing surplus equipment would be disposed via GovDeals. Sports Complex Fencing Project - Miss McCracken presented Phase 7 of the fencing project: replacing original 1990 fence at Field 5 (backstop, sideline, dugout fencing). - Recommended Quality Lawn Landscape and Fence Company at a cost of $47,000; prior phases have held up well. - Four larger fields remain; council member suggested seeking competitive bids for those future phases to ensure competitiveness. Boards and Commissions Reappointments - Mr. Cron announced reappointments for board/commission members whose terms expire June 30, 2026; vacancies would be posted online. - Council discussed staggering expiration dates to avoid losing multiple members simultaneously; staff will review possibilities. Variance Request – 9375 North Dixie Drive (Dollar General) - Applicant Josh Allen (A4 Real Estate) requested a variance to build a 9,100 sq ft retail store (7,922 sq ft sales, 1,178 sq ft storage) in a neighborhood business district where max is 5,000 sq ft. - Original request was 10,640 sq ft, denied in November; reduced by 1,540 sq ft. - BZA voted 3-2 to recommend approval on May 13, 2026, despite staff recommendation to deny. - Allen presented trade area data showing strong demand, local support via Nextdoor survey, and precedent of larger buildings in the same zoning district (e.g., 28,800 sq ft, 9,680 sq ft, 6,600 sq ft). - Council member Corey indicated inclination to support, citing the lot's large size (nearly 70,000 sq ft) and precedent, but questioned the BZA's split vote without explanation. - Staff clarified that BZA criteria are not pass/fail; staff comments are analysis, not votes. One no vote followed prior council consensus from November; the other concurred. Financial Reports (April 2026) - Council reviewed April 2026 financial reports; a question about the general fund council CMO expenditure line (58% of budget) was answered. - Income tax revenue is slightly below budget due to timing and increased refunds, but court and attorney general collections are improving. - The CRA payment is the last catch-up; future annual payments will continue. Key Outcomes - No formal votes were taken during the study session. - Direction for future action: review hotel/motel ordinance to add BZA criteria and possibly reassign appeals to housing board; stagger board terms; obtain competitive bids for future fencing phases; ensure BZA minutes explain vote rationale. - The radio console upgrade resolution is slated for the June 15 council meeting agenda. - The legislative calendar was briefly reviewed with no questions raised.