Public Meetings - Vandalia, Ohio

The Vandalia City Council held a study session on May 4, 2026 at 5:15 PM to receive presentations and discuss several operational and capital items. No public comments were heard. The session previewed agenda items for the regular council meeting later that evening, with councilmembers raising questions and providing directional feedback. Presentation – Dayton Tourism Academy (Destination Dayton) - John Oney (Director) and Kathy Peterson (Vice President) presented on the economic impact of tourism in Montgomery County. For 2024, direct visitor spending reached $1.6 billion, supporting 22,000 jobs and saving taxpayers $761 per household. - In 2025, Destination Dayton hosted 86 events, attracting 460,000 visitors, filling 40,000 hotel rooms, and generating $65 million in direct spending. - For Vandalia and Butler Township specifically, 22 events, 1,990 room nights, and 11,000 visitors were attributed, producing $168 million in direct spending from 2021–2026. - The free Tourism Academy online program (1–2 hours) trains community members to become ambassadors; participants receive a pin, certificate, and keychain. - Council members expressed appreciation for the partnership and visitation’s economic value. Presentation – Parks & Recreation Volunteer Program - Ryan Messenger (Parks & Recreation staff) outlined a new formal volunteer program launched in 2026, responding to the 2023 master plan’s call for more family‑centric events. - Volunteers will assist with special events (setup, guest services, teardown) and parks maintenance (cleanups, tree planting, invasive species removal). - All volunteers undergo an interview, orientation, and role‑specific training; they are covered under the city’s insurance and Miburma for work‑related injuries. - Recognition includes certificates, social‑media highlights, and service‑hour milestones. - Councilmember Bradford noted she submitted an online application but was not contacted; Mr. Messenger said it would be investigated. Council commended staff for the initiative. Discussion – Vandalia Municipal Court Supplemental Request - Amy Bradfield (Court Administrator) requested $149,584.24 for FY2026: $125,427 for one new deputy clerk, two part‑time bailiffs, and a team‑lead promotion; $8,635.18 for a website upgrade to meet federal ADA requirements; and $15,522.06 to replace furniture in the magistrate’s office. - Councilmember Ford asked for a Supreme Court of Ohio caseload study before approving new staff, noting that Vandalia shoulders the court’s funding (by statute) and wants to ensure proper staffing and funding sources. - Councilmember Avalotis Weaver requested proof that Judge Amran attended the required administrative judge class; Ms. Bradfield stated she completed the first part and will attend the second part the following week. She also opposed the furniture purchase as non‑urgent. - City Manager Oldhouse noted the request was reduced from an initial larger ask (two full‑time bailiffs and two deputy clerks cut to one part‑time and one deputy clerk deferred). The mandatory ADA website upgrade is a federal requirement because the court serves a population exceeding 60,000. - Law Director clarified council’s limited oversight is budgetary, not supervisory over the elected judge. - Council took no vote but agreed to wait for the caseload analysis before finalizing; the supplemental appropriation will be voted on later that evening as an emergency ordinance. Discussion – Land Acquisition Notes and Bond Anticipation Notes Payoff - Finance Director Liter and City Manager Oldhouse proposed using proceeds from the recent Stone Quarry Crossings land sale ($1.26 million) plus budgeted amounts to pay off the remaining $1,272,000 principal (plus $76,108 interest) on the land notes, and $865,000 principal (plus $40,873 interest) on the bond anticipation notes for fire apparatus (ladder truck, engine). - Early payoff would save future interest and issuance costs (up to $50,000), strengthen the city’s AA2 Moody’s rating, and free up budgeted debt service for future capital needs like the public works facility. - Council expressed support for moving forward, noting the action aligns with previous council direction to pay off debt as land is sold. Discussion – Supplemental Appropriation Ordinance - Ms. Liter reviewed the supplemental, covering general fund transfers for court personnel, job creation, facilities reserve, safe‑and‑stable debt payoff, court website/furniture, police training targets, FEMA splash‑pad funds, CDBG projects, and golf‑course pump repairs. - Councilmember Follick noted the planned 25% of unanticipated 2025 revenue (about $106,550) is being allocated to the facilities improvement reserve, which he commended. - The ordinance will be voted on as an emergency later that evening. Discussion – Poplar Grove Sanitary Sewer Protection - Mr. Borden presented a resolution to waive bidding and contract with Choice One Engineering for $55,400 to design a permanent fix for a 1963 clay sewer line exposed in a creek bed. Work requires an Army Corps permit. - No objections raised; the resolution will move forward. Discussion – Rec Center Pool Resurfacing - Parks Director Alicia McCracken reported one bid from Swim Safe for $133,750 to remove old plaster, prepare the surface, and apply new finish. The pool will have an extended shutdown in 2026 for curing. - Council indicated no concerns. Discussion – Warner Park Playground Upgrade - Ms. McCracken outlined replacing the 1995 play structure with modern equipment and turf surfacing for a total of $71,000, offset by an $18,000 grant (balance $53,000). Funds will come from capital improvements freed by the Robinette Park splash‑pad grants (saving money originally budgeted for Warner Park in 2029). - Installation must be ordered by June and completed by year‑end 2026. Council supported the proposal. Discussion – Vehicle Purchase for Fire Department - Chief Follock requested approval to buy a 2016 Ford Flex for $45,750, offset by trade‑ins of a police cruiser (transmission failed, $5,000 value) and a rusted pickup truck ($4,000 value), net cost about $36,750. - The fire light‑fleet has suffered from recycled police vehicles with transmission failures around 75,000 miles; this is a short‑term solution until a capital plan is developed. - Council had no objections. Discussion – Communications Center Radio Console Upgrade - Chief Sucker and City Manager Oldhouse presented a limited‑time Motorola offer to upgrade the dispatch radio consoles for $219,208—a 42% discount from the August 2025 quote. Current equipment will reach end‑of‑life by 2029. - The item was budgeted for 2027 at $400,000; moving forward this year would save approximately $160,000. - City Manager Oldhouse is evaluating the long‑term feasibility of the city operating its own dispatch center versus outsourcing; he will provide a report within two weeks. Council will discuss further at the May 18th study session, with a decision needed by the June meeting to lock in pricing. - Councilmember Foulk noted the need to balance cost savings with potential future operational changes, especially given ongoing revenue challenges. Key Outcomes - Court supplemental: Council deferred a final decision pending a Supreme Court caseload analysis; the item may be revisited once analysis is completed. The ADA website upgrade was acknowledged as mandatory. - Land & bond note payoff: Council consensus to proceed; ordinance will be prepared for the next regular meeting. - Supplemental appropriation: Will be voted on as an emergency at the 7:00 PM regular meeting; some councilmembers indicated conditional support depending on court staff resolution. - Poplar Grove sewer resolution: To be placed on the regular agenda for approval. - Pool resurfacing, Warner Park playground, fire vehicle, radio consoles: All discussed and received general support; formal votes will occur at subsequent meetings as needed. - Radio console upgrade: Further discussion set for the May 18 study session; city manager to provide dispatch feasibility analysis by then.

The Vandalia City Council met on Monday, April 20, 2026, and unanimously approved an amended agenda, three resolutions (including a 365-day moratorium on data center permits), and an emergency ordinance authorizing collection of delinquent fees. The meeting also included recognition of administrative professionals, introduction of a new zoning and planning coordinator, an Arbor Day proclamation, and acceptance of an American Legion donation for the July 3rd Star-Spangled celebration. Consent Calendar - Agenda amended to add Resolution 26-R-27 (data center moratorium); motion by Vice Mayor Follak, second by Councilwoman Dugan; passed 6-0. - Council Study Session minutes and council meeting minutes of February 2nd approved with no comments or corrections. - Councilmember Bradford's motion to excuse Councilmember Avalotis Weaver from the evening's meetings passed by voice vote. Public Comments & Testimony - A resident of 237 South Dixie Drive expressed a series of concerns, stating they felt they had been set up and retaliated against by police after reporting a neighbor for abusing a dog, and alleging discrimination (including a bus driver demanding a service dog certification), unsafe apartment steps, dog waste issues, and infectious disease risks in the neighborhood. The city manager suggested setting up a one-on-one appointment to address the complaints further. - Neil Van Pelt, a Vandalia resident for over 70 years who lives on West Van Lake, thanked Councilwoman Dugan and Vice Mayor Follak for helping resolve an overflowing dumpster situation between the East and West Van Lake Condos Associations (16 apartment buildings); eight totes will be placed on each cement pad. He said the low attendance reflected residents' trust in the council. - The public hearing for Emergency Ordinance 26-07 was opened and closed with no one speaking. Recognitions & Proclamations - Administrative Professionals Day: The city recognized Christine Budek (Development & Engineering Services), Shannon Green (Police), Sherry Howard (City Manager's office), Candace Jacobs (Fire), Nancy Mandelik (Police), Sherry McConaughey (Parks & Recreation), Beverly Snyder (DES), Tanya Sparks (Public Works), Angela Swartz (City Manager's office), and Mickey Weber (Finance) for their service. - New Zoning and Planning Coordinator Nick Soris (also transcribed as "Soros") was welcomed on his first day; he replaces Ben Graham, who took a position with the City of Tipp City last month. Soris holds a bachelor's degree from Wright State University, a Master of Public Administration from the University of Dayton, and previously spent more than three years as a city planner for the City of Moraine. He is a Vandalia resident. - American Legion Post 668 (Commander JJ Cassinger) was thanked for a donation supporting the July 3rd Star-Spangled celebration, which will feature a new laser light show accompanying the fireworks, music by Ryan Monday, food trucks, a patriotic play area, a skydiving performance in partnership with Ernst Concrete (displaying a gold star flag), and fire department ladder trucks with a mega flag, marking America's 250th birthday. - Arbor Day: The council proclaimed Friday, April 24th, 2026 as Arbor Day; the city has been recognized as a Tree City USA for more than a decade. Resolutions & Ordinances - Resolution 26-R-25 (passed 6-0): Approved the Redwood Vandalia Planned Unit Development final plan for Phase 3, involving one 18.30-acre parcel and creating 10 new multifamily residential structures with 59 new dwelling units and associated infrastructure. The Planning Commission recommended approval 4-0 on March 24, 2026. Note: The resolution title references 3900 Park Center Drive, while the staff presentation cited 7100 Park Center Drive; the transcript does not reconcile this discrepancy. - Resolution 26-R-26 (passed 6-0): Authorized the city manager to enter a full-service street lighting agreement with Miami Valley Lighting LLC for January 1, 2026 through December 31, 2032, negotiated through the Miami Valley Communications Council with AES Ohio (formerly DPL Energy Resources). Vandalia's total street light contract cost in 2025 was $159,437. The proposed rate increases are 5.5% in 2026, 4% in 2027, 3.25% in 2028, and 2.75% in each year 2029 through 2032. The contract includes revised language on pole coverage and installation, existing installations, lighting design standards, billing and payments, utility meter charges, fixture inventory, maintenance, a smart lighting pilot project, and rate structure. - Resolution 26-R-27 (passed 6-0): Imposed a temporary 365-day moratorium on the acceptance, consideration, and granting of zoning, occupancy, or other permits and applications relating to data centers, giving staff time to develop zoning regulations under council guidance. - Emergency Ordinance 26-07 (passed 6-0): Approved individual assessment amounts for delinquent stormwater fees, trash collection, delinquent sewer and water, weed cutting, and property maintenance, and directed the finance director to certify the amounts to the county auditor for collection. It was declared an emergency. City Manager's Report - The National Day of Prayer will be held Thursday, May 7th at First Light Church, with breakfast at 8:00 a.m. and a prayer service at 8:45 a.m.; the free event will be live streamed at firstlight.church, and RSVPs can be made by calling 937-898-3801. Council Comments - Councilwoman Dugan congratulated the administrative assistants, welcomed the new zoning coordinator, and thanked American Legion Post 668. Vice Mayor Follak praised staff for preparing the "Buzzing Around the Park" event at the art park on Saturday before it was rained out, and thanked Assistant City Manager Rob Cron for quickly responding to Mr. Van Pelt's dumpster concern. Key Outcomes - All regular-session votes passed 6-0. The March 2026 bill listing of $2,672,266.10 and monthly purchase card detail of $24,263.68 were presented, along with monthly expenses over $25,000. - The council unanimously voted to enter executive session to consider the purchase or sale of real property; no legislation or decisions were expected afterward.

The Vandalia City Council held a study session on April 20, 2026, at 6:00 PM to discuss items on the upcoming council meeting agenda, including financial reports and the legislative calendar. The session was led by Mayor Herbst. Discussion Items - March 2026 Financial Reports: Finance Director Mrs. Leiter presented the financial reports for March 2026. She noted that year-to-date revenues are slightly below budget due to timing, and expenses are higher due to timing of capital expenditures, transfers, and the CRA payment to schools. She reported that March income tax revenue was about $230,000 below forecast (net of refunds) but anticipated strong numbers from the end of April. She expressed confidence that the general fund would finish the year exceeding forecasts. The Capital Improvement Fund is negative due to encumbrances, but a budgeted transfer from the general fund is pending to level it out. - Legislative Calendar: Mayor Herbst asked for any comments on upcoming legislative items. No additional discussion was recorded. Key Outcomes - No formal actions or votes were taken during the study session. The financial reports were presented for information only. - The council recessed briefly to begin the regular council meeting immediately following the study session.

The Vandalia City Council held a study session on April 20, 2026, to discuss potential moratoriums on small box discount retail and fuel station development, and to consider updates to rules governing public comments at council meetings. Council members debated the purpose, scope, and duration of each moratorium, ultimately deciding on a 180-day moratorium for small box retail while declining a fuel station moratorium in favor of a regulatory review. They also expressed support for formalizing public comment procedures. Discussion Items - Small Box Discount Retail Moratorium: Council members considered a proposed moratorium on small box discount retail stores (defined as establishments with items generally costing under $10 and floor area between 3,000 and 15,000 square feet). Some members expressed concern about unintended consequences, including sending a negative signal to small businesses and potentially discouraging other desirable retail. Others argued the community has reached a threshold for such stores and that a moratorium would allow time to review zoning regulations, spacing requirements, and the variance process. The city manager noted that many Ohio communities have enacted similar moratoriums. After debate, council agreed to a six-month (180-day) moratorium, with the understanding that staff would bring back specific recommendations on definitions, locations, and distance requirements. The definition was left at 3,000–15,000 square feet after discussion about whether to lower the minimum to 3,000 or raise it to 5,000. - Fuel Station Moratorium: Council reviewed a map showing current fuel station locations and existing regulations (e.g., minimum distances between stations, setbacks from residential areas). Several members noted the existing code already limits where new stations can be built, citing two past proposals that were denied due to proximity restrictions. Three potential fuel station projects are in the pipeline (pre-application reviews underway), and council agreed these should be allowed to proceed. The consensus was to forgo a moratorium and instead have staff review current standards and consider possible tweaks, such as increasing residential setbacks or removing neighborhood business zoning as a permitted use for fuel stations. - Rules on Public Comments: Mr. Oldhouse presented options for updating council's public comment procedures, including requiring a sign-in form with name, address, and topic, and adopting a consistent time limit (five minutes was favored). Council members supported formalizing rules to improve order and record-keeping, while maintaining flexibility for late arrivals and allowing the chair discretion. They also noted the need to update Chapter 11 of the codified ordinances, including removing obsolete language about destroying ballots. Staff will draft a revised ordinance for council consideration. Key Outcomes - Small Box Retail Moratorium: Council directed staff to prepare and bring back a resolution enacting a 180-day moratorium on small box discount retail stores, with the definition based on the draft presented (3,000–15,000 sq ft, items generally under $10). Staff will also research regulations from other communities and propose specific zoning standards. - Fuel Stations: Council decided not to pursue a moratorium. Instead, staff will review existing fuel station regulations and present potential changes for council discussion. - Public Comment Rules: Council asked staff to draft an ordinance revising Chapter 11 of the city code to formalize public comment procedures, including a sign-in form, five-minute time limit, and removal of outdated provisions. The ordinance will be brought back for a vote. - Ongoing Projects: The three fuel station proposals already in pre-application review will be allowed to proceed through the normal permitting process.

The Vandalia City Council held a regular meeting on April 6, 2026, at 7:00 PM. The meeting opened with a moment of reflection and the Pledge of Allegiance. Key actions included approval of multiple prior meeting minutes, a proclamation recognizing National Public Safety Telecommunicators Week, a public comment urging citizen engagement, and a unanimous vote to award a culvert installation contract. Consent Calendar - Approval of Minutes: The council unanimously approved the following sets of minutes without discussion or correction: - Council Organizational Meeting Minutes – January 5, 2026 - Council Study Session Meeting Minutes – January 5, 2026 - Council Meeting Minutes – January 5, 2026 - Council Special-Joint Meeting Minutes – January 6, 2026 - Council Study Session Meeting Minutes – January 20, 2026 - Council Meeting Minutes – January 20, 2026 Public Comments & Testimony - Don Hutchison (address: 1084 First Will Drive) addressed the council. He urged Vandalia residents to be vigilant about upcoming discussions that might require a moratorium, referencing past warehouse issues. He encouraged citizens to attend meetings and make their voices heard, especially regarding specific language or potential referendum resolutions that could affect the community. Proclamation and City Manager’s Report - Proclamation – National Public Safety Telecommunicators Week (April 12–18, 2026): Mayor Herbst read the proclamation honoring public safety specialists for their critical role in emergency response. The proclamation was presented to two communicators present; the mayor noted there are nine total in the city. - City Manager’s Report (Mr. Althouse): - Debris Drop-Off: The City is offering free large debris drop-off for Vandalia residents on Saturday, April 11, 2026, from 8:00 AM to 2:00 PM at the public works garage. Proof of residency required. - Income Tax Assistance: The income tax division will be open on Saturday, April 11 (8 AM – noon) and Tuesday, April 14 and Wednesday, April 15 (7:30 AM – 6 PM) to help with city income tax returns. The filing deadline is Wednesday, April 15, 2026. Discussion Items - Resolution 26-R-24 – Culvert Installation Contract: The resolution awarded a bid to Fillmore Construction LLC of Leesburg, Ohio for installation of a 14-foot by 4-foot box culvert at 810 Northwoods Boulevard, providing primary access to the new public works facility. Five bids were received, ranging from $308,666 to $434,000; the engineer’s estimate was $426,362.50. Director Borden recommended Fillmore as the lowest and best bidder at $308,666. Construction is pending final permits from the U.S. Army Corps of Engineers and FEMA. Key Outcomes - Minutes Approved: All six sets of minutes were approved unanimously without objection. - Proclamation Issued: National Public Safety Telecommunicators Week was proclaimed for April 12–18, 2026. - Resolution 26-R-24 Passed (7–0): The council voted unanimously (7-0) to award the culvert installation contract to Fillmore Construction LLC for $308,666. - Council Comments: Councilmembers thanked staff for organizing the volunteer recognition dinner, securing Community Development Block Grant (CDBG) funds of approximately $50,000, and for a successful Easter egg hunt that drew a large turnout.

No written agenda or minutes were provided with the transcript. The council held a study session covering data center zoning, two resolutions scheduled for the April 20 meeting, a municipal court staffing request, and proposed temporary moratoriums. The regular council meeting was scheduled to begin at 7 p.m. Data Center Zoning Presentation - Mr. Cron presented on data centers, reporting that Ohio has more than 200 data centers, with most concentrated around Columbus and New Albany and new proposals in Sidney, the Piqua area, Lima, and Wilmington. - Hyperscale data centers can exceed one million square feet and use 10 megawatts or more of electricity; large water-cooled facilities may use about one million gallons of water per day. Council members and staff identified electric rates, water use, noise, infrastructure, and grid impacts as major concerns. - Staff said impacts can be mitigated through development agreements, AES power negotiations, closed-loop cooling, and requiring developers to pay infrastructure costs up front. - Staff surveyed other jurisdictions: Cincinnati uses an overlay district with 12 planning commission review criteria; Sidney is hosting a $3 billion Amazon data center with tax abatement and PILOT payments; Lordstown's post-application moratorium is being challenged before the Ohio Supreme Court; Perry Township permitted an 856,000-square-foot project with no additional standards; other moratoriums have been challenged. - At the state level, House Bill 646 would create a 13-member data center study commission, and a certified constitutional amendment petition would prohibit data centers using more than 25 megawatts; it requires about 413,500 signatures by July 1. - Staff proposed new zoning definitions and standards: smaller data centers as a conditional use in the OIP district, hyperscale data centers (over 10,000 square feet or 10 MW) in industrial or industrial innovation districts, with a 200-foot residential setback, enclosed equipment, screening, and an electrical-grid impact study before a zoning certificate. - Council members expressed concern that 200 feet is too close to residences; one member shared a 21-page Kentucky framework recommending 500 to 1,500 feet. Staff asked council to review the proposal and provide feedback before the May 4 study session before drafting a text amendment. - Staff noted the city has already received an inquiry about placing a data center in an existing facility, and data centers are not currently defined or regulated in the zoning code. Upcoming April 20 Council Business - The council reviewed a resolution approving the Redwood Phase 3 final development plan. Redwood completed Phase 1, Phase 2 is under construction and nearing completion, and the two phases total 171 units. Phase 3 would add 59 residential units on an 18.3-acre parcel; the preliminary plan amendment was approved in 2025 after an earlier assisted-living proposal did not proceed. Montgomery County Environmental Services approved water and sewer plans, stormwater review is finalizing, and the Planning Commission voted 4-0 on March 24 to recommend approval. - The council reviewed a resolution authorizing a new seven-year streetlight maintenance contract with AES Ohio/Miami Valley Lighting from January 1, 2026 through December 31, 2032. Vandalia's 2025 cost was $159,003. Rate increases start at 5.5% in 2026 and decrease to 2.75% for the final four years; staff noted rates increased by 5% only once in the prior 10-year contract, in 2020. Discussion Items - Retail liquor permits: Staff reported that Police Chief Sucre recommends council not request liquor control hearings for renewal of any current retail liquor permit holders because there are no issues. - Accessible curb ramps: The city received $25,000 in accelerated CDBG funding and identified 22 remaining non-ADA-compliant ramps not covered by other projects. Initial estimates were about $44,000; bids came in higher. Staff intends to contract with Durst Brothers Excavating for $47,972, using the CDBG grant and leftover curb, sidewalk, and street resurfacing balances. - Municipal Court staffing: Court Administrator Vanessa Bradfield described reductions from six full-time bailiffs to three full-time plus one part-time, and from ten full-time clerk employees to seven full-time plus three part-time. She requested a phased restoration of two full-time employees (one this year, one next) and a team lead position. She said the court processed 14,755 cases in 2025 and that caseloads have remained steady over the past five years after an earlier drop. Council members questioned the lack of prior communication, the cost, and the financial burden on Vandalia as the home jurisdiction, noting other municipalities' contributions are capped and do not fully cover court costs. A council member estimated the request could cost $500,000 to $600,000 and said the court budget figures already showed an $800,000 gap. Ms. Bradfield said the court operates within its allocated budget, but fines and fees do not cover all expenses; she agreed to develop a more detailed phased cost breakdown. She also said she is exploring when court costs were last raised and explained that a $62,001 special-project cost is for the magistrate's salary. It was noted that Vandalia is one of the busiest single-judge municipal courts in Ohio. - Legislative calendar and proposed moratoriums: Councilmember Hathaway proposed temporary moratoriums on gas stations, dollar-type stores, and data centers for nine to twelve months to allow review of zoning and alignment with the comprehensive plan. Another council member cautioned that the definition of discount retail must be precise to avoid unintended consequences for businesses such as Aldi. Staff will draft three separate nine-month moratoriums for the next meeting. Key Outcomes - No formal votes were taken during the study session. - Council directed staff to prepare three nine-month moratoriums covering fueling stations, discount/dollar-type retail stores, and data centers. - Staff will continue developing data center zoning standards and return for council discussion on May 4. - Municipal Court staff will provide a phased cost breakdown and continue discussions with the city manager and council. - The regular city council meeting was scheduled to begin at 7 p.m. after the study session.

The Vandalia City Council held a regular meeting on March 16, 2026, beginning at 12:00 PM. The meeting included a recognition of a 35-year employee's retirement, approval of several resolutions and emergency ordinances, a board appointment, and council comments. Consent Calendar - Approved the study session and council meeting minutes of December 1 and December 15, 2025. - Approved the Board of Zoning Appeals minutes of February 11, 2026. Recognition of Employee Retirement - Mayor and City Manager Althouse honored Chris Mastrino, Chief Building Official, for 35 years of service with the City of Vandalia. Mr. Mastrino began as an engineering technician in 1991 and served as a building inspector and later Chief Building Official. He will retire on April 3, 2026. He expressed gratitude to colleagues and family. City Manager's Report - Income tax assistance extended hours: Saturday, April 4 and April 11 from 8 AM to noon; Tuesday, April 14 and Wednesday, April 15 from 7:30 AM to 6 PM. The deadline for filing 2025 city income tax returns is Wednesday, April 15, 2026. Online filing is available at www.vandaliaohio.org. Discussion Items and Actions Appointment - Harry Herbst was appointed as an alternate member of the Property Maintenance Board. The motion passed 5-0-1, with Mayor Herbst abstaining. Resolution 26-R-21 - Awarded the 2026 asphaltic concrete bid to Valley Asphalt Corporation at $82 per ton for type 2 base asphalt and $88 per ton for type 1 surface asphalt. Passed 6-0. Resolution 26-R-22 - Authorized a contract with Creative Countertops for the Fire Station 2 kitchen renovation project in the amount of $45,657. The kitchen, originally built in 1980, will be updated to accommodate current staffing levels (5-6 firefighters per shift, expanding to 8). Passed 6-0. Resolution 26-R-23 - Approved updates to the Personnel Policies and Procedures Manual, including clarifications on leave, travel reimbursement, documentation, and position titles. Passed 6-0. Emergency Ordinance 26-05 - Approved supplemental appropriations totaling over $11 million across multiple funds. Key items: $5.4 million each from the street, water, sewer, and stormwater funds for the new public works facility; $14,000 for the Star Spangled Celebration laser light show (donated by American Legion Post 668); $14,292.20 for PPE and SCBA equipment (Ohio Department of Commerce grant); $2,100 for fire training (Ohio Fire Department grant); and $135.24 for a previously purchased pike pole (credit memo). Passed 6-0 after a public hearing. Emergency Ordinance 26-06 - Corrected an erroneous assessment for weed cutting charges on parcel B02 00104-0036 (222 West National Road), reducing the amount. Passed 6-0 after a public hearing. Board of Zoning Appeals Variance (BZA 26-002) - Approved a variance to allow impervious surface coverage to exceed the maximum by 2.9% at 1622 Middlefield Court, as recommended by the BZA. Passed 6-0. February 2026 Bill Listing - The February 2026 bill listing totaling $4,919,269.29 was presented, along with monthly expenses over $25,000 and purchase card detail of $56,870.40. No formal vote recorded. Council Comments - Councilmember Avalotis Weaver clarified that water meter estimates only occur for interior meters with dead batteries when residents do not provide access for physical reading. - Vice Mayor Follick congratulated staff on ICOMAT's site selection in Vandalia, Sarah Moyer on securing a gymnasium sponsorship from Abbey Credit Union, and Battalion Chief Derek Kopp on a $15,000 grant from the Ohio Fire Marshal's office. - Mayor Herbst recognized Vice Mayor Follick's appointment as vice president of a chiefs association. - Councilmember Ford moved to excuse Councilwoman Cindy Dugan from the meeting; approved by voice vote. Key Outcomes - All resolutions and ordinances passed unanimously (6-0) except the board appointment (5-0-1 with one abstention). - Employee retirement recognized; effective April 3, 2026. - Next steps: Staff to implement extended tax office hours, contract for kitchen renovation, and process new public works facility expenditures.

The Vandalia City Council held a study session on March 16, 2026, to discuss several financial and administrative items, including supplemental appropriations, a correction to a property assessment, a culvert bid award for the new public works facility, furniture for the rec center, a liquor permit transfer process change, and February 2026 financial reports. The session concluded with a motion to enter executive session for security arrangements. Discussion Items - Supplemental Appropriations: Finance representative Ms. Carnes presented a supplemental appropriation ordinance including: $17,209.44 for the fire department (smoke/CO alarms, training, PPE/SCBA) funded by grants and donations; $14,000 for a laser light show at the 2026 Star Spangled Celebration funded by an American Legion Post 668 donation; $18 million (split across street, stormwater, water, and sewer funds) for construction of the new public works facility, secured via bond anticipation notes in late 2025; and $16,200.63 for new furniture for a new judge's office in municipal court. No vote was taken. - Assessment Correction (Ordinance 25-25): Ms. Carnes explained that an assessment for delinquent weed cutting charges on a parcel at 222 West National Road contained an address error. The original certification was submitted to the county in October 2025, but an error was discovered in February 2026. A new ordinance is needed to remove the parcel from the exhibit and reassess properly later. - Public Works Facility Culvert Bid Award: Mr. Borden reported that bids for a box culvert installation opened March 6, 2026, with 16 contractors attending a pre-bid meeting and five bids received, ranging from $308,666 to $434,000 (engineer's estimate $426,362.50). The culvert, 14 feet by 4 feet, will provide primary access to the new public works facility at 810 Northwoods Boulevard. Permits from the Army Corps of Engineers and FEMA are pending. Mr. Borden recommended awarding the contract to Fillmore Construction, LLC of Weesburg, Ohio, as the lowest and best bidder at $308,666 with a 67-day completion timeline (others bid 150 days). He noted that the engineering firm WDC Group had previous positive experience with the contractor. - Rec Center Special Events Room Furniture: Staff recommended purchasing new furniture from Elements for Interiors at $29,598.39, within the $30,000 capital improvement budget. The current furniture is 25 years old. - Liquor Permit Transfer Process Change: Mr. Althouse proposed a new process for liquor permit renewals and transfers: council will be advised if the police chief does not recommend a hearing, requiring no legislative action unless a hearing is recommended. For the current transfer of the liquor license from the golf pro to the Socialite Cafe at Castle Hills Clubhouse, the police chief had no objection. Council agreed to adopt this process moving forward. - February 2026 Financial Reports: Ms. Carnes presented the monthly report. General fund revenues year-to-date are slightly below budget, while expenses (with and without transfers) are above budget, attributed to timing of capital projects and the CRA payment to schools. Income tax revenues net of refunds are slightly below forecast. The fund balance report showed negatives in the Crisis Intervention Training fund (preloaded encumbered), capital improvement fund (heavily encumbered), but the CDBG fund was no longer negative after a recent $50,000 receipt. No questions were raised. Key Outcomes - Council agreed to the new liquor permit non-objection process and confirmed no objection to the Socialite Cafe transfer. - The council discussed and generally supported the supplemental appropriations, culvert bid award recommendation, and rec center furniture purchase, but formal votes will occur at a future council meeting (April 6, 2026, for the culvert resolution). - A motion was made and seconded to enter executive session to discuss security arrangements and emergency response protocols. The motion passed unanimously (all council members present voted yes: Councilmember Ford, Hathaway, Bradford, Avalotis Weaver, Vice Mayor Follick, and Mayor Herbst).

The Vandalia City Council met on March 2, 2026, at 7:00 PM. The meeting opened with a moment of reflection and the Pledge of Allegiance. The council approved minutes from two November 17, 2025 meetings, received a proclamation honoring Beau Townsend Ford's 50th anniversary, and accepted the Auditor of State Award with Distinction for financial reporting. Seven resolutions were unanimously passed concerning financial contributions, street resurfacing, mowing contracts, park equipment, pathway lighting, land sale, and police vehicle upfitting. One citizen offered public comments, and council members offered remarks. Consent Calendar - Approval of Minutes: The Study Session Meeting Minutes and Council Meeting Minutes of November 17, 2025, were approved without comment. Public Comments & Testimony - A citizen (unidentified by name) expressed gratitude for the council's professionalism during a previous contentious process, noting negative comments from residents but commending the council's class throughout. Discussion Items - Proclamation – Beau Townsend Ford 50th Anniversary: Mayor Herbst presented a proclamation declaring March 3, 2026, as Beau Townsend Ford Nissan Day. Owner Larry Taylor thanked the city for its support and highlighted the city's pro-business environment and long-standing relationship. - Recognition – Auditor of State Award with Distinction: Joe Braden (West Regional Liaison) presented the award to Finance Director Bridget Leiter, noting the city's 38 consecutive years of clean audits. He explained that fewer than 4% of audited entities are eligible for this award, which requires timely financial reporting, no findings for recovery, and no material weaknesses. - City Manager's Report (Information Items): - Daylight Saving Time begins Sunday, March 8, 2026 – clocks ahead one hour. - Large debris drop-off for Vandalia residents will be held Saturday, March 14, 2026, from 8 AM to 2 PM at the Public Works Garage (proof of residency required). - Property Maintenance Board Minutes (January 14, 2026): Councilmember requested clarification on abated properties; staff explained these are cases requiring debris removal or structure demolition after multiple notices. Key Outcomes - 26-R-14 (Historical Society Contribution): Unanimously approved (7-0). Provides a $15,000 annual donation to the Historical Society of Vandalia Butler for maintenance and membership. - 26-R-15 (Street Resurfacing Bid): Unanimously approved (7-0). Awards contract to Barrett Paving Materials Inc. for $741,344.52 (lowest and best bid). The project remains $216,136.79 under budget. - 26-R-16 (Mowing & General Maintenance): Unanimously approved (7-0). Awards two-year contract to Long's Lawn Care LLC at $69,000 per year for mowing, trimming, and litter collection on city properties. - 26-R-17 (Fairway Mower Purchase): Unanimously approved (7-0). Authorizes purchase of two Toro Reelmaster 5510-D mowers from Century Equipment at $191,994.94 through Sourcewell cooperative contract. Declares 2008 and 2009 mowers (with over 7,700 hours) as surplus. - 26-R-18 (Solar Pathway Lighting at Sports Complex): Unanimously approved (7-0). Waives bidding and authorizes contract with Capital Electric Line Builders, LLC for up to $145,000 to install 29 solar-powered pathway lights on the west side of the sports complex, completing full perimeter lighting. - 26-R-19 (Stonequarry Crossing Land Sale): Unanimously approved (7-0). Authorizes the city manager to negotiate and execute a purchase and sale agreement for the last large parcel at Stonequarry Crossing, allowing the city to pay off debt service on the property. - 26-R-20 (Police Vehicle Upfitting): Unanimously approved (7-0). Waives competitive bidding and awards contract to K.E. Rose (Huber Heights) for $65,910.99 to upfit three new Ford Explorer patrol vehicles. The amount is $17,464.94 under the $83,000 budget. K.E. Rose has performed this work for over a decade.