Public Meetings - Vandalia, Ohio

The Vandalia City Council held its study session on Monday, December 15, 2025, at 6:15 PM, ahead of the regular council meeting at 7:00 PM. Mayor Herbst led the session. Council reviewed the evening council meeting agenda and discussed the Cassel Hills Clubhouse hospitality contract, pool sand filter replacement, VFDF Review Board appointments, a year-end supplemental appropriations ordinance, Microsoft 365 renewal, the Golf Advisory Board, 2026 organizational appointments, and November 2025 financial reports. No formal votes were taken during the study session. An executive session was listed on the agenda, but no executive session discussion appears in the provided transcript. Items Previewed for the Council Meeting - Hospitality and Food Service Contract at Cassel Hills Club House: Mrs. McCracken reported the agreement was updated regarding special events and community groups, and two years of financials were added. Social Light representatives are willing to cover their portion of trash removal, which will likely require more than once-weekly pickup. The 1974 building is required to meet only the ADA standards in effect when it was built; no major structural changes are planned, so no upgraded ADA compliance is triggered. Parks and recreation staff will handle parking lot plowing and treatment, and golf course staff will clear sidewalks. The contract was reviewed by the city's legal counsel and aligned with industry standards. - Cassel Hills Pool Sand Filter Tank Replacement: Staff recommended waiving bidding. Two quotes were received, both under the $125,000 capital budget allotment: Heater Plumbing at $63,320 and Swim Safe. The current tank is a 2006 model that has reached the end of its useful life. - Councilmember Appointments to the VFDF Review Board: Chief Follick explained that the Ohio Revised Code requires two council members to serve annually on the Volunteer Firefighters Dependency Fund Review Board; the resolution would make those appointments. - Clean Up Supplemental Ordinance: Finance Director Mrs. Leiter detailed a year-end supplemental appropriation ordinance. It includes $6,500 for drone training and $100 for candy, offset by grants and donations; two $822,225 transfers from the general fund, each described as 25% of unanticipated revenues, to the facilities improvement reserve fund and the job creation and revitalization fund; $1,000,000 to the hospital care trust fund for unexpected health care cost increases; and $5,048.34 to the crisis intervention training fund, with only partial reimbursement expected and about $4,100 from earlier in 2025 not reimbursed. Other elements include a $13,000 ARPA-to-golf fund cleanup, with the ARPA fund to be finalized and closed by April 2026; $118,000 to balance the court project fund because the 2025 budget was inadvertently reduced; retirement reserve reallocations from police administration to police operations and street maintenance; stormwater, police, fire, street, water, sewer, and OPWC transfer cleanups; a capital improvement fund increase for citywide floor care equipment partially reimbursed by a Bureau of Workers' Compensation grant; $23,700 for a side-by-side utility vehicle funded by donations; $14,521 for an EV charger replacement covered by insurance less the deductible; $33,169 for golf course irrigation-related rock removal; $21,500 for higher utility costs; and a $2,200 building standards assessment fund cleanup. Mrs. Leiter noted the health care fund began the year with a $25,000 balance and by law cannot end the year negative; 2026 health plan changes include higher employee premium shares and prescription coverage adjustments to address rising health care costs. Discussion Items - Microsoft Software Renewal - Over $25,000: Mr. Davey said the Microsoft 365 renewal will exceed $25,000 for the first time because the city added users and is migrating from in-house email servers to Office 365, not because of a price increase. The renewal covers 315 licenses and will be purchased through Xerox IT Solutions, the same company previously used after being bought out. It renews January 1, 2026, for calendar year 2026. - Golf Advisory Board: Mr. Althouse led a discussion about whether to keep the Golf Advisory Board. The board was created when golf operations were under a contract operator, but golf staff are now city employees, and the board meets infrequently and has been largely ineffective this year. The Parks and Recreation Advisory Board discussed the matter and favored absorbing the remaining Golf Advisory Board members as golf representatives until their terms expire. The law director said the board can be dissolved by ordinance and that the Parks and Recreation Advisory Board ordinance may need to be reviewed and amended as well. - 2026 Organizational Meeting: Mr. Althouse reviewed proposed appointments for 2026, with formal votes scheduled for the January 5, 2026 organizational/council meeting. Noted appointments include Councilwoman Dugan staying on First Tier Suburbs, Councilmember-elect Emily Bradford joining it, Councilmember-elect Aaron Hathaway joining the Parks and Recreation Advisory Board, Councilmember Follick joining the Vandalia Development Corporation, Councilwoman Dugan moving to the Vandalia Arts Council, and Councilmember-elect Rick Ford serving on the VFDF Review Board and the Golf Advisory Board until it is dissolved. MVRPC and technical committee assignments remain unchanged. The vice mayor election will also occur at the January 5 meeting. - November 2025 Financial Reports: Mrs. Leiter reported general fund revenues year to date are higher than budgeted and expenses are lower than forecast. Income tax revenue is 0.1% above forecast after factoring in refunds. The supplemental ordinance will make funds 260 (crisis intervention), 340 (OPWC), and 872 (health care) whole; fund 337 (CDBG) will receive reimbursement in 2026. The capital improvement fund is negative because of project timing and encumbrances, and the water fund moved positive in December. - Legislative Calendar: Mayor Herbst asked about upcoming agenda items; Councilman Lewis indicated he had no questions. Key Outcomes - No formal votes were taken. The resolutions and the clean-up supplemental ordinance were scheduled for the regular council meeting later that evening at 7:00 PM. - Staff will prepare an ordinance to dissolve the Golf Advisory Board and will review the Parks and Recreation Advisory Board ordinance if needed. - Formal 2026 appointments, including the vice mayor election and council member board assignments, will be voted on at the January 5, 2026 organizational meeting. - The city will move forward with the $63,320 Heater Plumbing quote for the Cassel Hills pool sand filter tank replacement, subject to council approval. - The Microsoft 365 renewal will be purchased through Xerox IT Solutions for 315 licenses, effective January 1, 2026.

The City of Vandalia City Council held its regular meeting on Monday, December 1, 2025, at 7:00 PM. The meeting included the introduction of a new mobile crisis responder, approval of several resolutions and ordinances, a contentious second reading debate on the Riverdale subdivision, and decisions on zoning variances and a conditional use permit. Key votes included the approval of the Stonequarry Crossings subdivision (6-1), all four first‑reading ordinances (7-0), and the Riverdale final plan (4-3) with conditions on traffic improvements. The Council also denied a chicken variance and a Dollar General floor area variance, approved a porch setback variance, and approved a conditional use for a warehouse. Public Comments & Testimony - General Comment (Jeff Hoagland, 817 Deer Hurst Drive): Addressed economic development, urging Council to continue marketing strategic properties (airport area, Stone Quarry Crossings, North Woods) and emphasized that companies consider a 45‑mile radius for workforce, not just the micro‑level. He stated that turning down development does not make a city appear “not open for business.” - Public Hearing on Ordinance 25‑29 (Riverdale Subdivision): Multiple residents spoke: - Jeff Hoagland (817 Deer Hurst Drive): Argued that the condition from the original ordinance required traffic study completion and implementation of changes before final development plan approval. He stated the developer should pay 100% of road improvements at Little York and Brown School, not 30%, and that the city should not fund the work because it was not in the 2026 budget or five‑year CIP. He asserted the traffic study was completed in June 2025, but staff had not prioritized the intersection. - Barbara Breich (898 Deerhurst): Opposed the planned entrance across Brown School at the top of a hill, citing safety concerns and a previous accident at Foxfire Trail. She urged that the entrance be moved further up Brown School. - Robert Shanahan (7733 South Brown School Road): Noted that Choice One Engineering had reviewed the developer’s cost estimate and found missing line items and underestimated quantities, so the true cost was unknown. He asked that the developer pay 100% up front plus a 10% contingency, and that all road improvements from Deerhurst to Poplar Creek be done in one phase, not two. - Leon Mabel (778 Fox Fire Trail): Requested Council clarify the intent of the original ordinance and not rush approval before the traffic study conditions were met. - Gloria Shanahan (7733 South Brown School Road): Described dangerous speeding and poor visibility at the hill, recounting a serious accident. She urged completion of all road improvements before construction begins. Discussion Items - Introduction of Trina Stewart, Mobile Crisis Responder: Chief Sucher (represented by Captain Cram) introduced Trina Stewart as the new mobile crisis responder for the Vandalia‑Butler Mobile Crisis Response Program. He highlighted the program’s success since 2020 in pairing law enforcement with mental health specialists, reducing repeat crisis calls, and providing follow‑up care. He announced a grant of nearly $191,000 covering the program through 2026 and likely fall 2027. Trina Stewart, a Vandalia resident with a background in case management and student resiliency, spoke briefly about her excitement to serve the community. - City Manager’s Report: - Leaf collection ends December 2, but crews will make a few more passes weather permitting. - The Vandalia‑Butler High School Honor Society will distribute the 2025‑2026 Annual Report/Calendar on Saturday, December 20, 2025; the city will make a contribution to the Honor Society scholarship fund. - Resolution 25‑R‑55 – Stonequarry Crossings Subdivision, Section 15: The applicant, Choice One Engineering on behalf of the city, requested subdivision approval for two parcels (24.849 acres) at 9085 Peters Pike. The planning commission recommended approval 4‑0. Councilmember Dugan voted no, citing a promise not to approve more warehouses. Others noted the developer’s marketing toward manufacturing, with docks facing west, and involvement of JobsOhio. The resolution passed 6‑1. - Ordinance 25‑30 (First Reading) – PUD Major Amendment for Pilot Travel Centers at 175 Northwoods Boulevard: Approved 7‑0. Allows construction of an additional 1,232 sq ft accessory structure and signage. - Ordinance 25‑31 (First Reading) – Zoning Code Amendments (Review Procedures, PUD, Overlay): Approved 7‑0. Includes procedural updates to Chapters 1214 and 1222; the Vandalia City Center overlay provisions were removed based on study session discussion. - Ordinance 25‑32 (First Reading) – Master Thoroughfare Plan Amendments: Approved 7‑0. Technical updates recommended by the Public Service Director and Planning Commission. - Ordinance 25‑33 (First Reading) – Parks and Recreation Fee Schedule: Approved 7‑0. Updates fees for Castle Hills Pool and golf course for 2026. - Ordinance 25‑29 (Second Reading) – Riverdale Subdivision Final Plan (58 single‑family lots at 7848 South Brown School Road): Extensive debate followed public testimony. Council discussed the condition from Ordinance 25‑02 requiring a traffic study and implementation of changes before final plan approval. A first motion (by Councilmember Farst, seconded by Dugan) requiring the developer to pay 100% of all road improvement costs up front plus a 10% contingency failed 4‑3 (Lewis, Farst, Dugan, Herbst yes; Follett, Avalotis Weaver, Blakesley no). A second motion (by Follett, seconded by Blakesley) to approve the ordinance with conditions accepting a fee in lieu of improvements (developer’s share of estimated improvements at Little York and Brown School, $175,480, payable in three equal payments, plus a 20% contingency) passed 4‑3 (Follett, Avalotis Weaver, Blakesley, Herbst yes; Farst, Dugan, Lewis no). - Reports from Boards and Commissions: - BZA 25‑0010 – Chickens at 411 Birdsong Drive: Council voted 7‑0 to deny the variance (8 chickens on 0.33 acres, BZA recommended denial 3‑1). - BZA 25‑0011 – Dollar General at 9375 North Dixie Drive (10,640 sq ft retail vs. 5,000 sq ft max): Council voted 6‑1 to deny the variance (BZA recommended approval 4‑0). Councilmember Avalotis Weaver and Vice Mayor Blakesley noted the proposal more than doubled the allowed floor area and did not match community planning. - BZA 25‑0012 – Front Yard Setback at 112 Gabriel Street: Council voted 7‑0 to approve the variance (230 sq ft porch encroaching 10 feet into setback; BZA recommended approval 4‑0). - Conditional Use PC 25‑0018 – Warehouse at 9085 Peters Pike: Council voted 6‑1 to approve with four conditions (parcel consolidation, roadway improvements to city standards, truck docks only on west facade, exiting trucks turn left toward National Road). Councilmember Dugan voted no. Key Outcomes - Resolution 25‑R‑55 (Stonequarry Crossings) – Approved 6‑1. - Ordinances 25‑30, 25‑31, 25‑32, 25‑33 (First Readings) – All Approved 7‑0. - Ordinance 25‑29 (Riverdale Subdivision Final Plan) – Approved 4‑3 with conditions: developer pays a fee in lieu of improvements (estimated $175,480 plus 20% contingency) in three equal payments. (After the vote, a resident announced intention to pursue a referendum to place the ordinance on the May ballot.) - BZA 25‑0010 (Chickens) – Denied 7‑0. - BZA 25‑0011 (Dollar General floor area) – Denied 6‑1. - BZA 25‑0012 (Porch setback) – Approved 7‑0. - PC 25‑0018 (Warehouse conditional use) – Approved 6‑1 with four conditions. - Executive Session – Approved 7‑0 to discuss employment/compensation of a public employee (items from earlier session not completed).

The City of Vandalia held a study session on December 1, 2025, at 6:00 PM. The session covered a cybersecurity plan presentation, ordinances for a zoning code amendment and 2026 pool/golf fees, resolutions for a hospitality contract at Cassel Hills Club House and a Rumpke price increase, and a discussion of the legislative calendar. No votes were taken on the main agenda items, but a motion to enter executive session passed 7-0. Discussion Items - Cybersecurity Plan Presentation (Mr. Davey): Mr. Davey presented an overview of House Bill 96 requirements, which mandate that municipalities adopt a formal cybersecurity program by January 1, 2026. Key provisions include: (1) legislative approval for any ransomware payments via a resolution or ordinance; (2) mandatory reporting of cyber incidents within specific timeframes to the Department of Public Safety and the Auditor of State; and (3) adoption of a cybersecurity program based on CIS or NIST standards. The plan applies to all city employees, elected officials, contractors, and vendors. The city has developed a two-year plan to ramp up compliance. Mr. Davey noted that many elements are already in place. A detailed briefing was reserved for executive session. - Ordinance: Code Amendment PC 25-0020 – Processes & Review Criteria (Mr. Cron): Mr. Cron reported that the previously discussed text amendments to the zoning code were being split. A section on proposed uses in the Vandalia City Center Overlay District (VCCO) raised questions, so it was removed from the ordinance to avoid delaying the rest of the amendments. The remaining amendments, which include changes recommended by the law director and boards/commissions training, will proceed to a second reading during the regular council meeting later that evening. - Ordinance: 2026 Pool and Golf Fees (Mrs. McCracken): Mrs. McCracken proposed a 5% increase for all Cassel Hills Pool passes and a $1 increase for daily admission for both residents and non-residents. The last increase was in 2023. Pool rate recommendations were supported by the park board. For the golf course, no uniform percentage increase was proposed; instead, rates are being aligned with area courses (Homestead, Meadowbrook). Golf cart rates for nine holes also increased. The golf advisory board supported the proposals. The department plans to review all membership fees annually. - Resolution: Hospitality & Food Service Contract at Cassel Hills Club House (Mrs. McCracken): Mrs. McCracken introduced a proposed partnership with Social Light, an established food service operator in Kettering. Social Light would be responsible for all staffing, inventory, cleaning, toiletries, and interior renovations (kitchen, dining room, snack bar) at the club house. The city would handle structural items (e.g., porch beam work). Monthly base rent is $3,500 plus a $1,200 utility allowance. The agreement has been reviewed by the city attorney and an outside firm. Council discussion raised several points: - Protection of community group fundraisers: Councilmember expressed concern that the contract's 'no outside food' clause could hinder civic groups (e.g., Optimus Club, Chamber of Commerce, Rotary) that have used the golf course for decades. Staff was asked to build in flexibility for a set number of city-sponsored events per year. - Existing employees: Two part-time city employees currently working in food service may be reassigned to other city roles (golf side or rec center). - Financial projections: The city manager provided a three-year lookback showing food service generated approximately $3,000 per month net after expenses. Council requested five-year projections. - Parking: Parking capacity was deemed adequate for most scenarios; potential for additional parking was noted. - Alcohol pricing and outside alcohol: Council asked about Social Light's beer prices vs. current prices; at this point market rates will apply. Bringing outside alcohol onto the course is already illegal and will continue to be enforced. - Damage from golf balls: The city has signage stating golfers are responsible for damage; this policy remains unchanged. The resolution will be formally considered at the December 15, 2025 council meeting. - Resolution: Rumpke Price Increase (Mr. Cron): The Montgomery County Solid Waste District increased the generation fee from $3.00 to $3.65 per ton, with an annual 6% increase thereafter. Rumpke, under the city's contract, can pass this fee to the city. The increase amounts to $0.06 per resident per month (approximately $4,000 annually for the city). Staff recommended that the city absorb the cost for 2026 to avoid revising recently published rate notices (in MyVandalia magazine and water bill mailers). The council concurred. A formal resolution to amend the fee and confirm the city will absorb the cost will be presented at the December 15 meeting. - Discussion: Legislative Calendar (Mayor Herbst): The council briefly discussed upcoming items. Mayor Herbst noted the calendar of future meetings and agenda items. - Law Enforcement Morale Funding: Council discussed a proposal from the city manager to allocate $10,000 from fund balances for law enforcement morale. After discussion, council agreed to split the amount evenly between two fund balances, rather than taking from a single fund. No supplemental appropriation is needed as both funds have sufficient monies. Key Outcomes - The code amendment ordinance (PC 25-0020, minus the VCCO uses section) will receive a second reading at the regular council meeting on December 1, 2025. - The 2026 pool and golf fee ordinance will be considered at the regular council meeting. - The hospitality contract resolution with Social Light will be formally presented for a vote at the December 15, 2025 council meeting. Staff will address concerns about community fundraisers and provide five-year financial projections. - The Rumpke price increase will be addressed via a resolution at the December 15, 2025 meeting; the city will absorb the additional $4,000 cost for 2026. - A $10,000 allocation for law enforcement morale will be split between two fund balances; no supplemental appropriation necessary. - Council voted 7-0 to enter executive session to discuss matters required to be kept confidential by federal or state law, pending litigation with the city attorney, and employment/compensation of a public employee. Council-elect members were invited to attend.

The Vandalia City Council met on Monday, November 17, 2025, at 7:00 PM. The meeting included approval of routine items, a public comment, adoption of three resolutions, first reading of a subdivision ordinance, and emergency passage of two ordinances. All votes were 6-0. Consent Calendar - Approval of Minutes: The minutes from the Council Study Session and Council Meeting of October 6, 2025, were approved without objection. - Bills and Expenses: The October 2025 bill listing ($5,413,988.90), monthly expenses over $25,000, and monthly purchasing card detail ($23,017.97) were noted and approved without discussion. - Reports from Boards and Commissions: The Board of Zoning Appeals minutes (October 8, 2025) and Planning Commission minutes (October 28, 2025) were accepted as presented. Public Comments & Testimony - Robert Shanahan (7733 South Brown School Road) addressed council regarding the traffic impact study amendment to Ordinance 25-02. He stated there are now three versions of the amendment and criticized the council for applying inconsistent standards—exact wording when rejecting a citizen referendum but loose interpretation when voting on the amendment itself. He expressed frustration that council decisions consistently favored out-of-town developers over local taxpayers. Discussion Items - Resolution 25-R-52 (General Services Pay Plan 2026): The city manager recommended a 3.5% increase to the top and bottom of pay ranges for all full-time positions, with a merit-based component ranging from 0% to 4% based on performance evaluations. A minor title change (Fire Captain to Fire Battalion Chief) was included. The resolution passed 6-0. - Resolution 25-R-53 (Part-Time Pay Plan 2026): A 3.5% increase was recommended for all part-time positions, except tipped employees whose wages will follow the State of Ohio Department of Commerce (2026 rate not yet released). The resolution passed 6-0. - Resolution 25-R-54 (Law Director Contract Amendment): The city’s contract with Pickrel, Schaeffer & Ebeling (PSE) was amended to increase attorney rates to $195/hour effective January 1, 2026, and to $215/hour effective January 1, 2027. The 2026 budget had already accounted for a rate change. The resolution passed 6-0. - Ordinance 25-29 (Riverdale Subdivision Final Plan – First Reading): Addison Properties proposes 58 single-family lots on 21.84 acres (with 3.519 acres dedicated as public right-of-way). The Planning Commission recommended approval 4-1 on October 28, 2025. This first reading was a procedural step to move the ordinance to a second reading; it passed 6-0. - Ordinance 25-27 (2026 Appropriations – Emergency): The 2026 budget was presented with three changes after the second budget workshop: removal of $310,000 for Art Park solar pathway lighting, reduction of street surfacing costs by $1 million (2026-2030), and a $1 million increase for street resurfacing in the police/fire/street CIP fund. A public hearing was opened and closed with no comments. The ordinance passed as an emergency 6-0. - Ordinance 25-28 ($18 Million Notes for Public Works Complex – Emergency): The city will issue up to $18 million in notes (interest rate not exceeding 6%) to fund a public works complex. The one-year renewal note provides flexibility to monitor interest rates and potentially use grant funds. A public hearing was held with no comments. The ordinance passed as an emergency 6-0. Key Outcomes - All three resolutions and all three ordinances (including the two emergency ordinances) passed by a vote of 6-0. - Councilmember Avalotis Weaver made a motion to excuse Mayor Herbst from the meeting; the motion passed 6-0. - Councilmember Follick suggested reviving an appreciation event for board and commission volunteers in spring or summer 2026. - The meeting adjourned after council comments, which included birthday wishes to the deputy clerk and Councilmember Lewis, and Thanksgiving wishes.

The Vandalia City Council held a special meeting on November 12, 2025, at 5:00 PM in Council Chambers. The meeting began with an executive session to discuss pending litigation and employee matters, followed by a focused discussion on the final development plan for Riverdale Subdivision Section One (Final PUD Plan). Council members debated the meaning of a prior condition requiring implementation of traffic study changes before final plan approval and explored cost-sharing for intersection improvements at Brown School and Little York. Executive Session - Council voted 7-0 to enter executive session to discuss with the City Attorney pending or imminent litigation and to consider the employment or compensation of a public employee. - After the session, council voted 7-0 to reconvene the public meeting. Discussion Items - Riverdale Subdivision Final PUD Plan: The main item was a discussion of the final development plan for Section One of the Riverdale Subdivision. A prior council vote had included a condition that “implementation of changes [from the traffic study] prior to approval of the final development plan.” Council members offered differing interpretations: - Councilman Lewis argued the condition meant implementation should be concurrent with development, not entirely precedent, and expressed concern that the city should not bear the full cost of road improvements that were not on the city’s 10-year capital plan. - Councilwoman Farst questioned how to reconcile the words “implementation prior to” with the intent to move forward, noting that the condition as voted could be read as requiring completion before final plan approval. - Councilmember Avalodis Weaver stated his intent was that the city and developer would have a plan to address traffic study findings, not that all improvements be completed before development began. - Vice Mayor Blixley (Blakesley) agreed with Councilman Follig (Fallick) that the condition required a plan and concurrent implementation, not full completion. - Councilman Follig emphasized that the existing traffic deficiencies existed regardless of the proposed development, and that the developer’s proportional share (about 28%) of the cost was reasonable. - Traffic Study and Cost Sharing: Staff (Mr. Cron) explained that engineering consultant Choice One recommended widening left-turn lanes at the Brown School/Little York intersection. A schematic plan and cost estimate were prepared. The developer agreed to pay a proportionate share (28% at full build-out, based on the development’s additional traffic). The only remaining dispute was the contingency percentage: staff recommended 20%, the developer offered 10%. - Councilman Lewis suggested a higher developer contribution due to the timing and budget impact, while Councilwoman Dugan expressed frustration that the city seemed to be giving too much to help a for-profit developer. - The developer stated that the conditions already imposed had increased costs, but he was willing to comply with the engineer’s recommendations and noted that the construction timeline (first homes likely in 2027) aligned well with potential grant funding (e.g., OPWC in 2027). Key Outcomes - No final vote on the Riverdale final development plan occurred at this special meeting. It was clarified that the next regular council meeting (first reading) would involve a perfunctory vote to move the ordinance to a second reading, with final approval anticipated at the December 1, 2025 meeting. - Council reached broad consensus that the traffic study condition required a plan for concurrent implementation, not completion before development. The cost-sharing principle (developer contribution for new traffic impact) was accepted, though the contingency percentage (20% vs. 10%) remains unresolved and will be revisited. - Staff will proceed with engineering and pursue OPWC or other funding for the intersection improvements, targeting construction in 2027. - The meeting adjourned at approximately 6:00 PM.

The City Council of Vandalia, Ohio met on Monday, November 3, 2025, at 7:00 PM. The meeting included introductions of new staff, public comments regarding an ordinance language discrepancy and a rezoning, approval of a resolution and two first‑reading ordinances, a second‑reading rezoning that failed by a 4‑3 vote, and approval of a variance for a fence. Consent Calendar - Approval of Council Study Session Meeting Minutes and Council Meeting Minutes from September 15, 2025 – approved without objection. Public Comments & Testimony - Robert Shanahan (7733 S. Brown School Rd.) questioned the wording of Ordinance 25‑02, asserting that the published Section 4 does not match the March 3, 2025 council vote. He cited a video timestamp (2:28:00) where Councilman Follick’s amendment included “the completion of a traffic study prior and implementation of changes prior to the approval of the final development plan,” while the published ordinance reads differently. He asked who is responsible for final wording and whether such discrepancies are common. Mayor and staff committed to reviewing the video and ordinance. - Jeff Hogland (817 Dearhurst Dr.) echoed the concern, asking if the final development plan vote in two weeks should be postponed if the condition required implementation of traffic improvements before approval. He also criticized the perceived rush and argued that the developer should be held responsible for infrastructure. - Leon Mabel (778 Foxfire Trail) called the traffic study for Brown School Road “flawed” because it was conducted after the school year ended and during summer. He opposed the second reading of Ordinance 25‑26 (rezoning of 770 Bolton Abbey Lane), urging council to deny it. - Tanya Brown (4428 Poplar Creek Rd.) asked what the remedy would be if ordinance language was incorrect and who writes the ordinances. The mayor explained that staff drafts proposed ordinances and the deputy clerk of council inputs them into Granicus. He stated the city has not knowingly experienced such issues but will advise council. Discussion Items - Introductions: - Kayla Sensenbaugh was introduced as the new Recreation Facility Manager (started October 20, 2025). She holds a master’s in recreation and tourism from Clemson University and a bachelor’s from Wright State University. - Trina Stewart, mobile crisis counselor, was unable to attend and will be introduced at a future meeting. - City Manager’s Report: - Pumpkin Smash event: Saturday, November 8, 11:00 AM–1:00 PM at Vandalia Sports Complex (free, all ages). Pumpkin debris will be composted. - Leaf collection continues until December. Leaves must be raked into the street; schedule is on the city website. - Resolution 25‑R‑51: Authorizing the city manager to negotiate and enter into a purchase and sale agreement for land in Stonequarry Crossing and to close on the sale. Adopted 7‑0. - Ordinance 25‑27 (First Reading): An ordinance making appropriations for 2026 current expenses and other expenditures, declaring an emergency. Changes to the proposed budget included removal of $310,000 for art park solar pathway lighting, reduction of $1,000,000 in street resurfacing costs, and increase of $1,000,000 in police/fire street CIP fund. Adopted 7‑0. - Ordinance 25‑28 (First Reading): An ordinance providing for the issuance and sale of notes up to $18,000,000 for a public works complex, with interest not exceeding 6%, maturing December 1, 2026. Adopted 7‑0. - Ordinance 25‑26 (Second Reading): Rezoning 15.478 acres at 770 Bolton Abbey Lane from RSF‑2 to RSF‑4 and Agriculture. The applicant, Greg Berling (Campbell Burling Development), described a plan for 35 single‑family homes as Section 8 of Foxfire subdivision, with increased open space (26% of section), a park on the McGovern lot, and transferring a flag lot to adjacent residents. Public comment opposed the rezoning, citing inconsistency with the original RSF‑2 neighborhood, traffic concerns, and desire for larger homes. Council voted 3‑4 (Lewis, Follick, Herbs voting yes; Evelodis Weaver, Dugan, Farst, Blakesley voting no); motion failed and rezoning was denied. - Reports from Boards and Commissions: - Variance BZA 25‑0008: Request for a 6‑foot fence in Zone A at 775 Cassel Creek Drive. The Board of Zoning Appeals voted 5‑0 to recommend approval with the condition that the fence shall not extend more than 12 feet into Zone A. Council approved the variance 7‑0. - Meeting minutes accepted: Records Commission (April 30, 2025), Parks and Recreation Advisory Board (August 20, 2025 and October 1, 2025), Planning Commission (September 23, 2025). Key Outcomes - Resolution 25‑R‑51 passed 7‑0. - Ordinance 25‑27 and Ordinance 25‑28 passed first reading unanimously (7‑0). - Ordinance 25‑26 (rezoning of 770 Bolton Abbey Lane) failed on second reading by a vote of 3‑4. - Variance BZA 25‑0008 was approved 7‑0 with the condition that the fence not exceed 12 feet into Zone A. - Staff will review the Ordinance 25‑02 language discrepancy raised by Mr. Shanahan and report back to council. Council Comments - Councilman McDonald complimented staff on completing the Vandalia Bikeway Connector project. - Councilwoman Dugan wished candidates in the upcoming city council and school board elections good luck. - Councilwoman Evelodis Weaver welcomed Kayla Sensenbaugh and encouraged residents to attend the Pumpkin Smash and vote. - Vice Mayor Blakesley also wished candidates good luck. - Mayor Herbst welcomed Ms. Sensenbaugh and adjourned the meeting.

The Vandalia City Council met on Monday, October 20, 2025 at 7:00 PM. All seven council members were present. The meeting included the appointment of two board members, unanimous approval of seven resolutions, three ordinance readings, and council comments encouraging voter participation in the upcoming November 4 election. Consent Calendar - No consent calendar was used; each agenda item was considered and voted on individually. Public Comments & Testimony - No members of the public spoke during the Comments from Interested Citizens portion of the meeting. City Manager's Report – Information Items - The Halloween Hangout will be held Saturday, October 25, 2025 from 11:00 AM to 2:00 PM at the Vandalia Sports Complex (free, all ages). - Beggar's Night is scheduled for Friday, October 31, 2025 from 6:00 PM to 8:00 PM. Action Items (Appointments & Liquor License) - Ron Atkins was appointed as an Alternate Member to the Vandalia Housing Code Board of Appeals (motion passed 7-0). - Kelli Back was appointed to the Vandalia Planning Commission (motion passed 7-0) and was sworn in during the meeting. - Council voted unanimously (7-0) not to request an Ohio Department of Commerce Liquor Control hearing for a new liquor permit at 352 East National Road for Toasted of Vandalia LLC, DBA Toasted of Vandalia, as recommended by Chief Sucher. Resolutions (All passed 7-0) - 25-R-44 – Established a summer meeting schedule for June, July, and August 2026: meetings on the third Monday of each month (June 15, July 20, August 17) with study sessions at 5:30 PM and regular meetings at 7:00 PM. Special meetings on first Mondays may be held for planning and zoning items. - 25-R-45 – Accepted tax year 2025/2026 amounts and rates as determined by the Budget Commission and authorized certification to the County Auditor. Revenue estimates remain at 95% collection. - 25-R-46 – Updated Emergency Medical Services (EMS) fees based on Centers for Medicare and Medicaid Services rates. Additionally, Medacount will be permitted to send non‑resident clients to collections after the standard billing cycle; residents are not affected. - 25-R-47 – Awarded preliminary engineering and design services for the Poe Avenue, Wyse Road, Miller Lane Resurfacing Project to Choice One Engineering Corp. (Sidney, Ohio) in the amount of $51,400. Total project cost is estimated at $1,228,560, with up to $843,334 covered by an STP grant through MVRPC. - 25-R-48 – Authorized cooperation and contracts with the Ohio Department of Transportation for the Johnson Station Road Bridge Replacement Project (PID No. 120484). Federal funding includes $1,382,327 through the Municipal Bridge Program and $200,000 for preliminary design. Bidding anticipated autumn 2026, construction beginning January 2027. - 25-R-49 – Authorized purchase and installation of safety surface for swing area improvements at Helke Park from Forever Lawn of Ohio through Sourcewell Procurement Contract 031622-FVL at a cost not to exceed $60,000. Combined with the swing equipment contract (25-R-50), total project budget is $111,000. - 25-R-50 – Authorized purchase of swing area equipment for Helke Park from Landscape Structures (Delano, Minnesota) through Ohio State Contract RSC026359-STS640 at a cost not to exceed $51,000. Combined total with safety surface not to exceed $111,000. Ordinances - First Reading – 25-26 – An ordinance rezoning 15.478 acres at 770 Bolton Abbey Lane from Residential Single‑Family (RSF‑2) to Residential Single‑Family (RSF‑4) and Agriculture (A) for development of 35 single‑family homes as Section 8 of Fox Fire Subdivision. The Planning Commission voted 2‑1 in favor of staff’s recommendation. Council approved the first reading (7‑0). - Second Reading – 25-24 – An ordinance amending the City of Vandalia Parks and Recreation Fee Schedule. A public hearing was opened and closed with no comments. Council approved the second reading (7‑0). The Parks and Recreation Advisory Board had endorsed the fee changes. - Emergency – 25-25 – An ordinance approving individual assessment amounts for delinquent stormwater fees, trash collection, sewer/water charges, weed cutting, and property maintenance, and directing certification to the County Auditor. A public hearing was held with no comments. Council approved the emergency ordinance (7‑0). Reports and Financials - Vandalia Development Corporation meeting minutes of September 9, 2024, and Board of Zoning Appeals meeting minutes of June 11, 2025, were approved without comment. - The September 2025 bill listing totaling $4,912,288.96, monthly expenses over $25,000, and monthly purchasing card detail of $27,954.76 were presented. Council Comments - Councilman Follick urged Vandalia residents to research candidates for the November 4, 2025 election, noting three long‑serving council members are leaving. He highlighted the Chamber of Commerce candidate night (available on Facebook) and voter guides from the Dayton Daily News and League of Women Voters. - Councilwoman Farst thanked staff for two evenings of budget workshops. - Vice Mayor Blakesley welcomed new board members, praised the city’s healthy financial position, and reminded that council’s role is to provide services and maintain quality of life. - Mayor Herbst thanked Kelli Back for joining the Planning Commission and recognized all board and commission volunteers. Key Outcomes - All votes taken during the meeting passed unanimously (7‑0). - Ron Atkins and Kelli Back were appointed to city boards. - Seven resolutions were adopted, covering summer meeting schedules, tax levies, EMS fees, engineering contracts, bridge cooperation, and park improvements. - Ordinance 25-26 (rezoning) passed first reading; second reading will occur at a future meeting. - Ordinance 25-24 (parks fees) and emergency ordinance 25-25 (delinquent assessments) were both adopted. - The meeting adjourned following council comments; an executive session on real property sale was listed on the agenda but not mentioned in the transcript.

The Vandalia City Council held its regular meeting on Monday, October 6, 2025, at 7:00 PM. The meeting covered routine approvals, public comments, several resolutions, and two second‑reading ordinances, including a controversial planned unit development (PUD) on Mulberry Road that was ultimately denied on a 2‑4 vote. Consent Calendar (Unanimous Approvals) - Approval of Minutes: The Council Study Session minutes and Council Meeting minutes of September 2, 2025, were approved without changes. - Boards & Commissions Appointments: Laura Rohde was appointed to the Vandalia Arts Council (vote 6‑0). Marcus O’Brien was appointed to the Vandalia Planning Commission (vote 6‑0). - Resolution 25‑R‑42: Authorized the City Manager to enter into a debt collection agreement with the Ohio Attorney General’s Office for delinquent tax debt (vote 6‑0). - Resolution 25‑R‑43: Approved a financial contribution to the Vandalia Development Corporation for economic development incentives (vote 6‑0). - Ordinance 25‑24 (First Reading): Amended the City of Vandalia Parks and Recreation Fee Schedule (vote 6‑0). - Ordinance 25‑23 (Second Reading): Approved a PUD major amendment and revised final development plan for a new Lincoln dealership at 55 Foley Drive (vote 6‑0). Public Comments & Testimony - Ordinance 25‑22 (Mulberry Road PUD): Several residents spoke in opposition. Concerns included traffic safety on narrow, winding Mulberry Road; inadequate infrastructure; single access point; increased traffic cutting through nearby neighborhoods (Greystone Circle, Copperfield); smaller lot sizes (1/10 acre vs. existing homes) reducing property values; parking issues from one‑car garages; and impacts on children’s safety and school overcrowding. Resident Mark Fernelius urged rejection due to insufficient infrastructure. Another resident noted that a similar plan was defeated 4‑3 three years ago. Thomas Witt described the road as “rural” and stated that adding 97 homes would “ruin it.” Ted Grady cited a national average of 1.8 cars per household and argued for sensible lot sizes. Sarah Becker shared a negative experience from Colorado with similar lower‑income housing next to larger homes. Don Hutchison questioned why the plan keeps returning and called the traffic study unreliable. Steve Ash noted that the traffic analysis did not study impacts on the Copperfield neighborhood. - Attorney Robert Ballinger (for the developer) argued the PUD is consistent with the 2020 comprehensive plan (medium‑density residential, townhomes intended), serves a need for workforce housing, and that a traffic engineer’s report shows no congestion issues. He also stated single‑family homes are not economically feasible on the 11.36‑acre parcel. - Bike Path Sign Issue: Resident Don Hutchison requested relocation of a “Bicycles May Use Full Lane” sign on North Brown School Road that was placed in front of a 95‑year‑old resident’s property without notification. City staff noted the sign is in the right‑of‑way and options would be reviewed. Discussion Items - Ordinance 25‑22 – Mulberry Road PUD: Council debated the 13 review criteria for PUD approval. Councilmember Dugan expressed concerns about single access, inadequate road capacity, noise from the interstate, privacy, lack of play areas for children, and parking. Councilmember First concurred that the layout and building design are detrimental to the surrounding single‑family neighborhood and that increased traffic is a concern. Vice Mayor Blakesley emphasized following procedures and relying on the planning commission’s fact‑based evaluation. Councilmember Lewis supported the motion to deny. After a procedural motion to approve failed 2‑4, the ordinance was effectively denied (Yeas: Lewis, Mayor Hurt; Nays: First, Avalotis Weaver, Dugan, Blakesley). - City Manager’s Report (Information): Leaf collection began October 6 through December; free large debris drop‑off on October 11 from 8 AM–2 PM at the Public Works Garage; Vandalia Fall Festival on October 11 from 12–6 PM at the Sports Complex; 2026 Budget Workshops on October 14 (4–7 PM) and October 20 (4–6 PM, with a break for study session and council meeting). - Council Comments: Councilmembers thanked residents for their input. Mayor proposed establishing a charter review committee to revisit the city charter, last updated in 2014‑2015; council agreed. Key Outcomes - Ordinance 25‑22 Denied: The motion to approve the PUD for 87 townhomes at 3330 Mulberry Road failed 2‑4, meaning the ordinance was not adopted. The property remains zoned agricultural. - All Other Agenda Items Approved Unanimously as listed under Consent Calendar. - Charter Review Committee: Council indicated support for forming a committee to review the city charter. - Executive Session: The agenda listed an executive session for real property sale, but it was not held during the open meeting; the meeting adjourned after council comments.

The Vandalia City Council held its regular meeting on September 15, 2025, at 7:00 PM. The meeting featured public comments on a proposed Planned Unit Development (PUD) at 3330 Mulberry Road and concerns about rising water bills. Council voted unanimously on first readings of two ordinances related to development projects. Public Comments & Testimony - Montgomery County Commissioner Mary McDonald addressed the council, highlighting her ongoing tour of municipalities and offering support. Mayor expressed appreciation and requested a return of the EDGE economic development tool. Commissioner McDonald noted budget challenges but affirmed commitment to economic development. - James Test (1228 Greystone) asked whether the Mulberry PUD issue would be discussed or decided tonight. The Mayor clarified it was a first reading vote to move to second reading on October 6. - Marissa Bardonero (1206 Foxcroft Court) spoke at length against the Mulberry PUD proposal, citing concerns over property value decreases, traffic congestion, safety issues, strain on infrastructure, and lack of changes from a previous rejected proposal. She described the development as "glorified apartment structures" and alleged "intimidation and bullying tactics by the developer." - Steve Ash (1200 Graystone Circle), a resident since 1976, opposed the development, citing traffic, noise from I-70, and potential property value decline. - Ashley Wright (1098 West Alkaline Springs Road) complained about high water bills (nearly $300/month) and questioned the rate increases. Councilmember Follick explained the increases are due to necessary infrastructure improvements and advised residents to contact city staff for individual issues. - Cheyenne Storer (287 North American Boulevard) also raised water bill concerns, showing a bill of $677.88 after a new meter installation. She expressed confusion over usage spikes and requested a broader plan for residents struggling with bills. Staff promised inspection of her meter. Discussion Items - City Manager's Report: Greg Althouse announced upcoming events: - Vandalia Police Open House on Thursday, September 18, 5:30–7:30 PM. - Fire Prevention Month Open House on Sunday, October 5, 12:00–2:00 PM at Fire Station One. - 2026 Budget Workshops: October 14 (4–7 PM) and October 20 (4–6 PM, with break for study session and council meeting). - He noted that a presentation on water/sewer rates will be included in the upcoming "My Vandalia" magazine to detail fee allocations and infrastructure needs. - Ordinance 25-22 (First Reading): An ordinance approving a PUD preliminary development plan and zoning map change for 3330 Mulberry Road (11.36 acres, 87 townhomes). The Planning Commission voted 3-0 to recommend approval on August 26, 2025. Councilmember Follick clarified that this vote was a procedural first reading, not final approval. The ordinance passed 7-0. - Ordinance 25-23 (First Reading): An ordinance approving a PUD major amendment and revised final development plan for Beau Townsend Lincoln at 55 Foley Drive, converting the property to a new Lincoln dealership. Planning Commission recommended 3-0 on August 22, 2025. The ordinance passed 7-0. Key Outcomes - Vote on Ordinance 25-22: Motion to approve first reading passed unanimously (7-0). The second reading and public hearing will occur on October 6, 2025. - Vote on Ordinance 25-23: Motion to approve first reading passed unanimously (7-0). - Council Comments: - Councilmember Avalotis Weaver expressed offense at the developer's representative stating the development was the "highest and best use," emphasizing that council makes decisions for the community. - Councilmember Dugan thanked citizens for speaking. - Councilmember Follick acknowledged successes: Castle Hills Pool had over 14,500 visits (increase), Recreation Center had 15,000 visits in August (16% increase), and the golf course maintained over 100% cost recovery for five years. - Councilmember Follick suggested creating a dedicated project updates page on the city website with a unique URL to improve communication on infrastructure projects. - August 2025 Bill Listing approved: $4,066,675.77 in bills, monthly expenses over $25,000, and purchasing card detail of $21,102.04.