Vandalia public meetings in 2025

City Council

The Vandalia City Council meeting will vote on five resolutions, including adopting a cybersecurity program under Ohio House Bill 96, authorizing a management agreement for the Cassel Hills Clubhouse, approving a price increase from Rumpke for 2026, waiving bidding requirements to purchase a sand filter tank for the Cassel Hills Pool, and electing two volunteer firefighter representatives. The council will also consider multiple ordinances, such as a Planned Unit Development amendment for 175 Northwoods Boulevard and updates to the parks and recreation fee schedule. A public hearing and other routine items are also on the agenda.

• Resolution 25-R-56: Adopt and authorize the city’s cybersecurity program per Ohio House Bill 96
• Resolution 25-R-57: Authorize a management and facilities use agreement for the Cassel Hills Clubhouse
• Resolution 25-R-58: Approve a price increase from Rumpke without passing the increase to residents for 2026
• Resolution 25-R-59: Waive formal bidding to purchase a sand filter tank for Cassel Hills Pool from Heeter Plumbing, Dayton, Ohio
• Ordinance 25-30: Approve a PUD major amendment and revised final plan for 175 Northwoods Boulevard, owned by Pilot Travel Centers

The council approved eight items, all by unanimous 7‑0 votes. It adopted Resolution 25‑R‑56 to implement the city’s cybersecurity program under Ohio House Bill 96. It also approved resolutions for a management agreement at Cassel Hills Clubhouse, a waste‑fee increase, a sand‑filter purchase, fire‑fighter fund board appointments, and passed four ordinances updating a planned‑unit‑development, the zoning code, and the thoroughfare plan.

• Approved Resolution 25‑R‑56 adopting city cybersecurity program (7‑0)
• Approved Resolution 25‑R‑57 authorizing management agreement for Cassel Hills Clubhouse (7‑0)
• Approved Resolution 25‑R‑58 approving Rumpke waste‑fee increase for 2026 (7‑0)
• Approved Resolution 25‑R‑59 waiving bidding to purchase sand filter tank for Cassel Hills Pool (7‑0)
• Approved Resolution 25‑R‑60 appointing two representatives to Volunteer Firefighters Dependent Fund Review Board (7‑0)
• Approved Ordinance 25‑30 amending planned‑unit‑development at 175 Northwoods Blvd (7‑0)
• Approved Ordinance 25‑31 amending zoning code review procedures and overlays (7‑0)
• Approved Ordinance 25‑32 amending the Master Thoroughfare Plan (7‑0)

City Council

The Vandalia City Council will vote on a resolution authorizing the City Manager to enter a Management and Facilities Use Agreement with Allendevaux & Company LLC dba Socialite Café for food and beverage operations at the Cassel Hills Golf Course clubhouse. The agreement includes a $3,500 monthly base rent, a $1,195.27 monthly utility allowance, and a five‑year term with an automatic renewal. Additional agenda items include a hospitality contract, a pool sand‑filter tank replacement, a clean‑up supplemental ordinance, and a discussion of a Microsoft software renewal exceeding $25,000.

• Resolution: Management & Facilities Use Agreement with Socialite Café for Cassel Hills Clubhouse (rent $3,500/month, utility $1,195.27/month, five‑year term)
• Resolution: Hospitality & Food Service Contract at Cassel Hills Clubhouse
• Resolution: Cassel Hills Pool Sand Filter Tank Replacement
• Ordinance: Clean Up Supplemental
• Discussion: Microsoft Software Renewal — over $25,000

The council approved a new hospitality and food‑service contract for the Cassel Hills Club House. It waived bidding requirements to purchase a sand‑filter tank for Cassel Hills Pool. Council members Vice Mayor Blakesly and Councilmember Aivalotis‑Weaver were appointed to the Volunteer Firefighters’ Dependents Fund Review Board. A supplemental appropriation ordinance was adopted, moving funds among several city accounts for fire training, facility improvements, health care, and other needs.

• Approved Hospitality & Food Service Contract with Allendevaux & Company LLC dba Socialite Café
• Approved waiver of formal bidding and purchase of sand filter tank for Cassel Hills Pool from Heeter Plumbing
• Appointed Vice Mayor Blakesly and Councilmember Aivalotis‑Weaver to the VFDF Review Board
• Approved Clean Up Supplemental appropriation ordinance (multiple fund transfers and increases)

Property Maintenance Board of Appeals

The Property Maintenance Board of Appeals will vote on declaring 402 East Alkaline Springs Road a public nuisance and authorizing the city to abate the violation under City Code Section 1484. The abatement would occur on or after January 15, 2026. The agenda also includes routine items such as nominations for Chair and Vice Chair, approval of March 5, 2015 minutes, and standard procedural business.

• Vote to declare 402 East Alkaline Springs Road a public nuisance (PM 25-0001)
• Authorize city to abate the nuisance per City Code Section 1484
• Nominations for Chair and Vice Chair during reorganization meeting
• Approval of Property Maintenance Board of Appeals minutes from March 5, 2015
• Standard procedural items (call to order, old business, communications, adjournment)

The Property Maintenance Board of Appeals elected Jack Froschauer as Chair and Holly Payton as Vice Chair, each by a unanimous 5‑0 vote. The board also approved the March 5, 2015 meeting minutes on a procedural basis with a 5‑0 vote. The meeting was then adjourned unanimously. Staff recommended no further action on the nuisance case at 402 East Alkaline Springs Road.

• Elected Jack Froschauer as Chair (5-0)
• Elected Holly Payton as Vice Chair (5-0)
• Approved March 5, 2015 Board minutes on procedural basis (5-0)
• Adjourned meeting (5-0)

Planning Commission

The commission approved the November 11, 2025 minutes and excused an absent member. Staff comments on the site‑plan criteria were accepted unanimously. The commission then approved the site‑plan for Take 5 Oil Change at 3320 Benchwood Road with the recommended condition, also by a 4‑0 vote.

• Excused absent member Lucious Plant (4-0)
• Approved November 11, 2025 minutes (4-0)
• Accepted staff comments on site‑plan criteria (4-0 each)
• Approved Site Plan PC 25-0022 for 3320 Benchwood Road with conditions (4-0)
• Adjourned meeting (4-0)

Parks & Recreation Advisory Board

The Parks and Recreation Advisory Board will meet to receive reports on facilities, recreation, and the Tree and Bee City USA programs. The board will discuss updates regarding the Robinette Splashpad and food and hospitality at the golf course.

• Robinette Splashpad update
• Golf Course food and hospitality update
• Tree City USA report
• Bee City USA report

The Parks & Recreation Advisory Board approved the November 19, 2025 minutes with a unanimous vote. The board then moved to adjourn, which also passed unanimously. No other substantive actions or approvals were taken at this meeting.

• Accepted November 19, 2025 minutes (unanimous)
• Adjourned meeting (unanimous)

City Council

The Vandalia City Council approved Resolution 25‑R‑55, which plats approximately 24.849 acres at the northwest corner of Peters Pike and Capstone Way. The meeting also included first‑ and second‑reading ordinances covering a PUD amendment for 175 Northwoods Boulevard, fee schedule changes for Parks and Recreation, and other zoning updates. The Board of Zoning Appeals recommended denial of a chicken variance at 411 Birdsong Drive and approval of a retail‑floor‑area variance for 9375 North Dixie Drive. Additional items included a leaf‑collection update, a scholarship contribution to the Vandalia‑Butler High School Honor Society, and the introduction of a new Mobile Crisis Responder.

• Resolution 25‑R‑55 approving Stonequarry Crossings Subdivision (≈24.849 acres) at Peters Pike & Capstone Way
• Ordinance 25‑30 approving a PUD amendment and revised final plan for 175 Northwoods Boulevard (Pilot Travel Centers)
• Ordinance 25‑33 amending the City of Vandalia Parks and Recreation fee schedule
• Variance BZA 25‑0010 for 8 chickens on 0.33 acres at 411 Birdsong Drive (board recommended denial)
• Variance BZA 25‑0011 for a 10,640‑sq‑ft retail establishment at 9375 North Dixie Drive (board recommended approval)

The council approved Resolution 25‑R‑55 to consolidate two parcels at 9085 Peters Pike into one 23.744‑acre parcel with 1.105 acres of public right‑of‑way (6‑1 vote). It also approved Ordinances 25‑30, 25‑31, 25‑32, and 25‑33 unanimously (7‑0 each) covering a PUD amendment, zoning code updates, a thoroughfare plan amendment, and a parks‑and‑recreation fee schedule. The October 14 and 20 budget workshop minutes were approved as presented. Ordinance 25‑29 for the Riverdale Subdivision was taken up for a second reading with a contingent acceptance motion.

• Approved Resolution 25‑R‑55 for Stonequarry Crossings Subdivision (6‑1)
• Approved Ordinance 25‑30 (PUD major amendment at 175 Northwoods Blvd) (7‑0)
• Approved Ordinance 25‑31 (Zoning code procedural updates) (7‑0)
• Approved Ordinance 25‑32 (Master Thoroughfare Plan amendment) (7‑0)
• Approved Ordinance 25‑33 (Parks & Recreation fee schedule) (7‑0)
• Approved October 14 and October 20 budget workshop minutes
• Ordinance 25‑29 (Riverdale Subdivision PUD final plan) moved to second reading with contingent acceptance motion

City Council

The Vandalia City Council will consider adopting a cybersecurity program required by Ohio law and reviewing procedural updates to the zoning code. The meeting includes a study session on the Cybersecurity Plan and discussion of the Legislative Calendar.

• Ordinance: Code Amendment PC 25-0020 — Zoning procedural updates
• Ordinance: 2026 Pool and Golf Fees
• Resolution: Hospitality & Food Service Contract at Cassel Hills Club House
• Resolution: Rumpke Price Increase
• Presentation: Summary of Cybersecurity Plan

The Vandalia City Council held a study session on Dec. 1, 2025, reviewing a cybersecurity plan, zoning code amendments, pool and golf fees, and other resolutions, but no formal approvals were recorded. The only action taken was a unanimous 7‑0 vote to enter an Executive Session for confidential matters. All other items were discussed without a council decision.

• Enter Executive Session (7-0 vote)

Parks & Recreation Advisory Board

The Parks & Recreation Advisory Board will review several program items. Discussion will cover Cassel Hills Pool fees, an update on the Robinette Splashpad, the golf course food and hospitality offerings, and the production of monthly newsletters. No formal decisions are indicated in the agenda.

• Cassel Hills Pool Fees
• Robinette Splashpad Update
• Golf Course Food/Hospitality Update
• Monthly Newsletters

The board accepted the October 1, 2025 meeting minutes by a unanimous ayes vote. Members reviewed a sheet outlining proposed 2026 fee increases for Cassel Hills Pool and all agreed to adopt the increases. No other formal actions were taken at this meeting.

• Accepted October 1, 2025 minutes (unanimous ayes)
• Approved Cassel Hills Pool fee increases for 2026 (unanimous agreement)

City Council

City Council will discuss funding for a new Public Works Complex and approve appropriations for the 2026 calendar year. The meeting includes votes on employee pay plans and a PUD final plan for the Riverdale Subdivision.

• Ordinance 25-28: Issuance and sale of notes up to $18,000,000 for a Public Works Complex
• Ordinance 25-27: Appropriations for current expenses for the calendar year ending December 31, 2026
• Ordinance 25-29: PUD Final Plan for Section One of Riverdale Subdivision at 7848 South Brown School Road
• Resolutions 25-R-52 and 25-R-53: Amending General Services and Part-Time employee pay plans for 2026
• Resolution 25-R-54: Amending the contract with Pickrel, Schaeffer & Ebeling for Law Director services

City Council

City Council will hold a study session to discuss upcoming agenda items, including several zoning variances and a PUD amendment. The body will also review a proposed lease for Cassel Hills Golf Course hospitality services.

• Final Plat for 9085 Peters Pike (PC 25-0017)
• PUD Amendment for EV Canopy at Flying J (PC 25-0015)
• Variance for chickens at 411 Birdsong Drive (BZA 25-0010)
• Variance for Dollar General retail floor area at 9375 North Dixie Drive (BZA 25-0011)
• Proposed lease agreement for Cassel Hills Golf Course Hospitality & Food Service Operation

City Council

The Vandalia City Council will hold a special meeting on November 12, 2025. In an executive session, council members will review pending or imminent litigation and consider the employment or compensation of a public employee. The council will also discuss the final development plan for Riverdale Subdivision Section One, the Final PUD Plan. The meeting is not a public hearing and public comment may be limited.

• Executive session to discuss pending or imminent litigation and public employee compensation
• Discussion of the final development plan for Riverdale Subdivision Section One – Final PUD Plan

The council approved a motion to go into executive session to discuss pending litigation and a public employee's compensation (7-0). After the discussion, they voted to end the executive session and reconvene the council meeting (7-0). No vote was taken on the Riverdale Subdivision final development plan.

• Entered executive session to discuss litigation and employee compensation (7-0)
• Ended executive session and reconvened council meeting (7-0)

Board of Zoning Appeals

The Board of Zoning Appeals will hold a reorganization meeting to nominate a Chair and Vice Chair. The board will also consider three variance requests regarding residential chickens, retail floor area, and front yard setbacks.

• BZA 25-0010: Request to allow 8 chickens on 0.33 acres at 411 Birdsong Drive
• BZA 25-0011: Request regarding maximum retail floor area at 9375 North Dixie Drive
• BZA 25-0012: Request regarding front yard setback at 112 Gabriel Street
• Nominations for Board Chair and Vice Chair

The Board of Zoning Appeals elected Mike Flannery as Chair and Robert Wolfe as Vice Chair, each by a 4‑0 vote. After hearing the request to keep eight chickens on 0.33 acres at 411 Birdsong Drive, the Board voted 3‑1 to recommend denial of the variance. The motion was seconded by Mike Johnston, with Mr. Flannery voting against. A study session on the matter is scheduled for November 17, 2025.

• Elected Mike Flannery as Chair (4-0)
• Elected Robert Wolfe as Vice Chair (4-0)
• Recommended denial of chicken variance for 411 Birdsong Drive (3-1)
• Study session scheduled for November 17, 2025

Planning Commission

The commission will review the Final Planned Unit Development (PUD) plan for Section 1 of the Riverdale Subdivision and determine whether it complies with the preliminary plan approved by Council in March 2025. Staff presented a traffic impact study and a proposed fee‑in‑lie to address intersection deficiencies identified at Little York Road and South Brown School Road. The agenda also includes a PUD amendment for 175 Northwoods Blvd., a record plan and a conditional‑use request for Stonequarry Crossings, and a code amendment updating the thoroughfare plan.

• PC 25‑0014 – Final PUD Plan – Riverdale Subdivision, Section 1
• PC 25‑0015 – PUD Amendment – 175 Northwoods Blvd.
• PC 25‑0017 – Record Plan – Stonequarry Crossings, Sec. 15
• PC 25‑0018 – Conditional Use (Warehouse) – Stonequarry Crossings, Sec. 15
• PC 25‑0021 – Code Amendment – Thoroughfare Plan Update

The commission voted 3‑0 to recommend approval of a major amendment to the Planned Unit Development at 175 Northwoods Blvd, adding a 1,232‑sq‑ft canopy for electric‑vehicle chargers. Staff comments supporting the amendment were accepted unanimously. The recommendation will be forwarded to the November 17 study session for City Council consideration. The commission also voted 4‑0 to recommend approval of a record plan to combine two city‑owned parcels at Capstone Way and Peters Pike.

• Excused absent members Robert Hussong and Kelli Back (3‑0)
• Approved October 28, 2025 minutes (3‑0)
• Recommended approval of major PUD amendment PC 25‑0015 for 175 Northwoods Blvd (3‑0)
• Recommended approval of record plan PC 25‑0017 for Capstone Way/Peters Pike parcels (4‑0)

City Council

The Vandalia City Council will hold a first reading of several ordinances, including a measure to issue up to $18,000,000 in notes to fund a new Public Works Complex. It will also consider a rezoning of 15.478 acres at 770 Bolton Abbey Lane and a resolution authorizing the City Manager to negotiate the purchase of land in Stonequarry Crossing. A variance request for a 6‑foot fence at 775 Cassel Creek Drive will be reviewed with a recommendation from the Board of Zoning Appeals.

• Ordinance 25-28: Authorize issuance and sale of notes up to $18,000,000 for constructing and equipping a Public Works Complex (emergency).
• Ordinance 25-27: Appropriation for city expenses for the fiscal year ending Dec 31 2026 (emergency).
• Ordinance 25-26: Rezoning 15.478 acres at 770 Bolton Abbey Lane from RSF‑2 to RSF‑4 and Agriculture.
• Resolution 25‑R‑51: Authorize City Manager to negotiate a purchase‑sale agreement for land in Stonequarry Crossing.
• Variance BZA 25‑0008: 6‑foot fence request at 775 Cassel Creek Drive, recommended for approval by the Board of Zoning Appeals.

The Vandalia City Council approved three items unanimously. A resolution (25‑R‑51) authorizing the City Manager to negotiate a land purchase in Stonequarry Crossings passed 7‑0. Ordinance 25‑27, appropriating funds for the 2026 budget, passed 7‑0. Ordinance 25‑28, allowing the issuance of up to $18 million in notes for a public works facility, passed 7‑0.

• Approved Resolution 25‑R‑51 to negotiate land purchase in Stonequarry Crossings (7‑0)
• Approved Ordinance 25‑27 for 2026 budget appropriations (7‑0)
• Approved Ordinance 25‑28 to issue up to $18 M notes for public works complex (7‑0)

City Council

The Vandalia City Council meeting will consider several items, including an emergency ordinance to appropriate funds for the 2026 city budget. Council members will review sponsorship opportunities for the 2026 Big Hoopla event tied to the NCAA First Four. Additional items include resolutions on the 2026 GSP and PT employee pay plans, an amendment to the legal services contract with Pickrel, Shaeffer & Eberling Co., and the final PUD plan for Riverdale Section One.

• Ordinance 25-27: emergency appropriation for the 2026 city budget
• Big Hoopla 2026 sponsorship packages ranging from $5,000 to $100,000
• Resolution: GSP Pay Plan for 2026
• Resolution: PT Pay Plan for 2026
• Amendment to contract with Pickrel, Shaeffer & Eberling Co. for legal services

The council unanimously approved a motion to go into executive session (7-0). The Riverdale Section One Final Planned Unit Development (PUD) plan was approved as an ordinance. No other formal actions were taken during the study session.

• Motion to adjourn into Executive Session passed 7-0
• Approved Riverdale Section One Final PUD Plan (no vote tally recorded)

Parks & Recreation Advisory Board

The Parks & Recreation Advisory Board will receive updates on ongoing projects and programs. Items include breaking ground on the Robinette Park splashpad and additional parking, winterization work at Cassel Hills Pool, and tree planting at Robinette Park and the National Road streetscape. The board also heard reports on recreation center activities such as a pending water‑feature replacement quote, a potential drone show, and planning for the 2026 Music in the Park series. Upcoming community events and senior‑center statistics were also presented.

• Breaking ground on the Robinette Park splashpad and new parking area
• Water feature replacement quote being requested for the VRC Pool
• Feasibility discussion and pricing for a drone show for the Parks & Recreation Department
• Planning and budget discussion for the 2026 Music in the Park series at Art Park
• Final stages of the irrigation project at Cassel Hills Golf Course

Records Commission

The Records Commission will discuss a policy for remote meetings and the potential for a universal city-wide records update. The body is also scheduled to approve records retention schedules for the Finance Department, Payroll Division, and Tax Division.

• Approval of Finance Department RC-2 Schedule
• Approval of Payroll Division RC-2 Schedule
• Approval of Tax Division RC-2 Schedule
• Discussion of Policy for Remote Meetings
• Discussion of 'One RC-2 for the entire City' update

Planning Commission

The Planning Commission will meet to discuss the final plan for the Riverdale Section 1 Planned Unit Development. The meeting also includes the approval of minutes from the September 23, 2025, meeting.

• PC 25-0014 – PUD Final Plan – Riverdale Section 1

The commission voted 5‑0 to approve the minutes from the September 23, 2025 meeting. No old business was on the agenda. Staff presented the final PUD plan for Riverdale Section One, but no motion or vote on that plan was recorded.

• Approved September 23, 2025 minutes (5-0)

City Council

City Council will discuss a rezoning request for land on Bolton Abbey Lane and vote on several infrastructure and park improvement resolutions. The body is also reviewing appointments for the Planning Commission and Housing Code Board of Appeals.

• Rezoning of 15.478 acres at 770 Bolton Abbey Lane from RSF-2 to RSF-4 and Agriculture
• Contract of $51,400.00 to Choice One Engineering Corp. for Poe Avenue, Wyse Road, and Miller Lane resurfacing
• Resolution to update Emergency Medical Services fees based on CMS rates
• Purchase of safety surface and equipment for Helke Park swing area
• Review of liquor license request for Toasted of Vandalia LLC at 352 East National Road

The Vandalia City Council unanimously approved a rezoning ordinance for 770 Bolton Abbey Lane, changing the land to RSF‑4 and agricultural zones to allow 35 new single‑family homes. It also confirmed several appointments, budget and infrastructure resolutions, and denied a liquor‑license hearing request. All actions were passed with a 7‑0 vote.

• Approved appointment of Ron Atkins as Alternate Member of the Housing Code Board of Appeals (7‑0)
• Approved appointment of Kelli Back to the Planning Commission (7‑0)
• Approved rezoning of 770 Bolton Abbey Lane to RSF‑4 and Agriculture, enabling 35 new homes (7‑0)
• Approved Resolution 25‑R‑48 authorizing ODOT bridge project with $1.38M federal funding (7‑0)
• Approved Resolution 25‑R‑47 awarding $51,400 design contract to Choice One Engineering (7‑0)
• Approved Resolution 25‑R‑45 accepting 2025/2026 tax amounts and rates (7‑0)
• Approved Resolution 25‑R‑46 updating EMS fees based on CMS rates (7‑0)
• Denied request for an ODCL hearing on a new liquor‑license permit at 352 East National Road (7‑0)

City Council

The Vandalia City Council meeting will discuss a variance for a 6‑foot fence at 775 Cassel Creek Drive and a proposal for additional sidewalk curb‑ramp repairs costing under $50,000. The council will review a liquor permit application for Toasted of Vandalia LLC located at 352 East National Rd., requesting D1, D2, and D3 on‑premise permits. An ordinance will be adopted that sets individual storm‑water (Project #31103) and trash‑collection (Project #31850) assessments for specific properties. In executive session the council will consider the sale of real property.

• Variance BZA 25-0008 – 6‑foot fence in Zone A at 775 Cassel Creek Drive
• 2025 additional sidewalk curb‑ramp repairs – budget under $50,000
• Liquor permit request for Toasted of Vandalia LLC at 352 East National Rd. (D1, D2, D3 permits)
• Ordinance approving storm‑water assessments (Project #31103) and trash‑collection assessments (Project #31850) for listed properties
• Executive session to consider sale of city real property

Council members moved and seconded a motion to adjourn the meeting into Executive Session to consider the sale of real property. The motion passed unanimously with a 7-0 vote. No other actions or votes were recorded during the study session.

• Adjourned into Executive Session to consider sale of real property (7-0)

City Council

The Vandalia City Council will hold a budget workshop to recap the October 14, 2025 workshop. Council members will examine a five‑year forecast for capital improvement fund revenues and expenditures. The session includes a Q&A and concludes with a summary.

• Recap of October 14, 2025 Budget Workshop
• Review of capital improvement fund revenue
• Review of capital improvement fund expenditures
• Q&A session
• Conclusion of workshop

City Council

The Vandalia City Council will hold a budget workshop to present and discuss the 2026 General Fund overview, Special Revenue Funds, Capital Improvement Funds, Enterprise Funds, and Debt Service, each with five‑year forecasts. The agenda items are informational reviews; any topics not covered will be carried over to the October 20, 2025 agenda. No formal decisions are indicated in this meeting.

• General Fund Overview with 5‑Year Forecast
• Special Revenue Funds with 5‑Year Forecast
• Capital Improvement Funds with 5‑Year Forecast
• Enterprise Funds 5‑Year Forecast
• Debt Service Review

Board of Zoning Appeals

The Vandalia Board of Zoning Appeals will hold its regular meeting on October 8, 2025. The agenda includes a reorganization meeting with nominations for chair and vice chair, approval of the June 11, 2025 minutes, and a discussion of BZA 25-0008, a variance request to allow a six-foot fence in Zone A on the corner lot at 775 Cassel Creek Drive. Staff recommends approving the variance with the condition that the fence not extend more than 12 feet into Zone A. The Board’s recommendation will be sent to City Council for further review.

• Reorganization meeting – nominations for chair and vice chair
• BZA 25-0008 – variance request for a six-foot fence at 775 Cassel Creek Drive (Zone A)
• Approval of Board of Zoning Appeals minutes from June 11, 2025
• Communications segment
• Adjournment

The Board of Zoning Appeals voted 5‑0 to table the nominations for Chair and Vice Chair until the November 12 meeting. It then voted 5‑0 to recommend approval of a variance allowing a six‑foot fence in Zone A at 775 Cassel Creek Drive, with a condition limiting the fence to 12 feet into Zone A. The Board also approved the June 11, 2025 minutes and adjourned the meeting.

• Table nomination of Chair until Nov 12 (5-0)
• Table nomination of Vice Chair until Nov 12 (5-0)
• Recommend approval of six‑foot fence variance at 775 Cassel Creek Drive, condition: max 12 ft into Zone A (5-0)
• Approve June 11, 2025 Board minutes (5-0)
• Adjourn meeting (5-0)

City Council

City Council will discuss two Planned Unit Development (PUD) ordinances and a resolution to authorize debt collection for delinquent taxes. The body will also consider appointments to the Arts Council and Planning Commission.

• Resolution 25-R-42: Debt collection agreement with the Ohio Attorney General's Office for delinquent tax debt
• Ordinance 25-22: PUD preliminary development plan and zoning map change at 3330 Mulberry Road
• Ordinance 25-23: PUD major amendment and revised final development plan for parcels owned by Beau Townsend Lincoln
• Ordinance 25-24: Amendment to the Parks and Recreation fee schedule
• Resolution 25-R-43: Financial contribution to the Vandalia Development Corporation

The Vandalia City Council voted 6‑0 to adopt a resolution authorizing the City Manager to enter a debt‑collection agreement with the Ohio Attorney General for delinquent tax debt. It also approved a $‑contribution to the Vandalia Development Corporation (6‑0) and adopted an ordinance updating the Parks and Recreation fee schedule (6‑0). Additionally, the council confirmed appointments to the Arts Council and Planning Commission, each passing 6‑0.

• Approved Resolution 25‑R‑42 authorizing debt‑collection agreement with Ohio AG (6‑0)
• Approved Resolution 25‑R‑43 authorizing financial contribution to Vandalia Development Corporation (6‑0)
• Approved Ordinance 25‑24 amending Parks and Recreation fee schedule (6‑0)
• Approved appointment of Laura Rohde to Vandalia Arts Council (6‑0)
• Approved appointment of Marcus O’Brien to Vandalia Planning Commission (6‑0)

City Council

The Vandalia City Council will vote on a resolution accepting the Tax Year 2025 amounts and rates as set by the Budget Commission, establishing the 2026 summer meeting schedule, and several infrastructure resolutions covering EMS billing rates, road resurfacing designs, a bridge replacement, and park safety projects. The meeting also includes discussion of a golf‑course hospitality agreement, appointments to the Planning Commission and Housing Code Board of Appeals, and an executive‑session consideration of a real‑property sale.

• Resolution: Accepting Tax Year 2025 amounts and rates (General Fund $1,146,825, Police Pension Fund $149,586)
• Resolution: Establish 2026 summer council meeting schedule (June 15, July 20, August 17)
• Resolution: 2026 EMS billing rates (Chief Follick)
• Resolution: Poe Ave., Wyse Rd. & Miller Lane resurfacing design (Mr. Borton)
• Resolution: Johnson Station Rd bridge replacement – ODOT participatory (Mr. Borton)

The October 6, 2025 study session presented multiple resolutions and project recommendations, but no votes were recorded on those items. The only formal action taken was a motion to move into Executive Session to consider the sale of real property, which passed unanimously (6‑0). No other decisions were documented in the minutes.

• Motion to enter Executive Session to consider sale of real property – approved 6-0

Parks & Recreation Advisory Board

The Vandalia Parks & Recreation Advisory Board will review reports on Tree City USA and Bee City USA, then discuss three key topics: outdoor facility rentals, an update on the Robinette Splashpad, and a food and hospitality update for the city golf course. No formal decisions are listed on the agenda.

• Outdoor Facility Rentals discussion
• Robinette Splashpad update
• Golf Course – Food/Hospitality update
• Tree City USA Report
• Bee City USA Report

The Parks & Recreation Advisory Board adopted online reservation procedures for the Helke Shelters and Seger Park Gazebo beginning Jan 1 2026, setting a $50 daily fee for each and keeping reservations resident‑only. The board also approved the Robinette Park splashpad project, awarding Double Jay Construction the contract, confirming a $250,000 state allocation, and targeting early summer 2026 for completion. Additional updates included new weekday hours for the Vandalia Recreation Center and ongoing facility maintenance.

• Approved online reservation system for Helke Shelters and Seger Park Gazebo (effective Jan 1 2026)
• Set daily reservation fee at $50 for shelters and gazebos, $300 for Art Park
• Confirmed reservations will remain resident‑only
• Awarded Robinette splashpad contract to Double Jay Construction
• Secured $250,000 state funding for Robinette splashpad
• Planned splashpad break‑ground next week with completion early summer 2026

Planning Commission

The Vandalia Planning Commission will consider a request to rezone a property at 770 Bolton Abbey Lane from RSF-2 to RSF-4 and A. The agenda also includes the approval of the August 26, 2025 meeting minutes.

• Rezoning request for 770 Bolton Abbey Lane
• Approval of August 26, 2025 Planning Commission minutes
• Swearing in of attendees wishing to speak

The Vandalia Planning Commission approved the minutes from the August 26, 2025 meeting by a unanimous 3‑0 vote. No formal action was taken on the rezoning application PC 25‑0013; it was only discussed. The meeting then moved to the public comment period and was adjourned.

• Approved August 26, 2025 minutes (3‑0)

City Council

The Vandalia City Council will vote on Ordinance 25-22, which approves a Planned Unit Development preliminary plan and zoning map change for the Copperfield Towns subdivision at 3330 Mulberry Road. The agenda also includes Ordinance 25-23 for a major amendment to a PUD in the Foley and National Road district, budget workshops for the 2026 budget, and a public hearing. Additional items are open houses hosted by the Police Division (Sept 18) and the Fire Division (Oct 5).

• Ordinance 25-22 – approval of PUD preliminary plan and zoning map change for 3330 Mulberry Road (87 residential units)
• Ordinance 25-23 – approval of a PUD major amendment and revised final development plan for parcels in the Foley and National Road PUD district
• 2026 Budget Workshops – Oct 14, 2025 (4:00‑7:00 pm) and Oct 20, 2025 (4:00‑6:00 pm) in the Municipal Building basement
• Public Hearing – agenda item 6 for citizen input on pending matters
• Vandalia Division of Police Open House – Sept 18, 2025, 5:30‑7:30 pm at the Police Department

The Vandalia City Council moved Ordinance 25‑22 (a Planned Unit Development at 3330 Mulberry Road) to a second reading and approved it with a 7‑0 vote. The Council also approved Ordinance 25‑23, a major amendment for the Foley and National Road PUD, with a 7‑0 vote. No other substantive actions or resolutions were taken at this meeting.

• Approved Ordinance 25‑22 (PUD at 3330 Mulberry Road) 7‑0
• Approved Ordinance 25‑23 (Major amendment for Foley & National Road PUD) 7‑0

City Council

City Council will conduct a study session to review department updates and discuss future agenda items. The body will also review an application for the Vandalia Arts Council.

• Information Technology Department update
• Cassel Hills Golf Course Hospitality & Food Service Operation presentation
• Proposed appointment of Laura Rohde to the Vandalia Arts Council
• Proposed appointment of Marcus O’Brien to the Vandalia Planning Commission
• Discussion of August 2025 Financial Reports

The September 15, 2025 study session included updates from the Information Technology Department, a proposal for hospitality services at Cassel Hills Golf Course, and presentations on recreation center fees, a contribution to the Vandalia Development Corporation, and a tax‑collection agreement. No votes or formal actions were recorded on any of the items. Council members discussed the topics but did not adopt any resolutions.

City Council

The Vandalia City Council unanimously approved five resolutions and one ordinance. Highlights include awarding the Robinette Park Splashpad project to Double Jay Construction for $1,479,880, adopting a two‑year towing contract with Sandy’s Towing, authorizing a grant application for the Pool & Randler watermain replacement, updating the personnel policies manual, and amending the Emergency Operations Plan. The council also repealed and replaced Chapter 1044 of the Sewer Use Ordinance.

• Approved Resolution 25‑R‑40 awarding the Robinette Park Splashpad contract to Double Jay Construction for $1,479,880 (6‑0)
• Approved Resolution 25‑R‑37 authorizing a two‑year towing and impound services agreement with Sandy’s Towing (6‑0)
• Approved Resolution 25‑R‑38 authorizing the grant application for the Pool & Randler (N) Ave watermain replacement project (6‑0)
• Approved Resolution 25‑R‑39 amending the City Personnel Policies and Procedures Manual (6‑0)
• Approved Resolution 25‑R‑41 amending the City Emergency Operations Plan (6‑0)
• Approved Ordinance 25‑17 repealing and replacing Chapter 1044 of the Sewer Use Ordinance (6‑0)

City Council

The council approved awarding the Robinette Park splash pad project to Double Jay Construction, Inc. It also adopted a supplemental appropriation ordinance that adjusts funding for the court, police, golf, and water departments. The Emergency Operations Plan revision was approved. No other items received a vote.

• Approved bid award for Robinette Park Splash Pad (no vote recorded)
• Approved Emergency Operations Plan revision (no vote recorded)
• Approved supplemental appropriation ordinance adjusting multiple funds (no vote recorded)

Planning Commission

The Planning Commission excused absent member Dave Arnold by a 3‑0 vote. Ms. Kristin Cox was elected Chair and Mr. Dave Arnold Vice Chair with Mr. Lucious Plant as Second Vice Chair, each by 3‑0. The commission also approved the July 8, 2025 minutes by a 3‑0 vote. No substantive vote was taken on the Copperfield Towns development proposal.

• Excused absent member Dave Arnold (3-0)
• Elected Kristin Cox as Chair (3-0)
• Elected Dave Arnold as Vice Chair and Lucious Plant as Second Vice Chair (3-0)
• Approved July 8, 2025 minutes (3-0)

Civil Service Commission & Appeal Board

The Vandalia Civil Service Commission will meet to approve minutes from the previous month and certify candidates for a Police Officer position. The meeting is scheduled for August 21, 2025, at 4:45 p.m. in the Admin Large Conference Room.

• Approval of minutes from July 24, 2025
• Certification of candidates for Police Officer position
• General Discussion session

The commission approved the July 24, 2025 meeting minutes by a 2‑0 vote and adopted the agenda by general consent. The board unanimously approved the Police Officer eligibility list for a one‑year period. The meeting was adjourned at 4:52 p.m. by a 2‑0 vote.

• Approved July 24, 2025 meeting minutes (2-0)
• Approved agenda (general consent)
• Approved Police Officer eligibility list for one year (2-0)
• Adjourned meeting (2-0)

Parks & Recreation Advisory Board

The Parks and Recreation Advisory Board will meet to review reports from the Facilities and Recreation Superintendents. The board is scheduled to discuss rates for the VRC and VSC.

• Discussion of VRC/VSC rates
• Tree City USA report
• Bee City USA report

The Parks & Recreation Advisory Board accepted the minutes from the May 21, 2025 meeting. Lydia Baker moved to accept the minutes, Rick Scherer seconded, and the motion carried with all ayes. No other formal actions or votes were recorded at this meeting.

• Accepted May 21, 2025 minutes (motion carried all ayes)

City Council

The Vandalia City Council will consider resolutions to purchase three patrol vehicles and approve several zoning ordinances, including a PUD amendment and a road rezoning. The meeting will also include the swearing in of three police officers.

• Resolution to purchase three 2026 Ford patrol vehicles for $147,000
• Ordinance to approve a PUD amendment for Redwood Vandalia development
• Ordinance to approve a PUD preliminary plan at 600 Corporate Center Drive
• Ordinance to rezone 5.219 acres at 3675 Wyse Road
• Ordinance to repeal Chapter 1044 of the Vandalia Codified Ordinances regarding sewers

The Vandalia City Council approved a new cost‑sharing agreement for the Dayton International Airport Northeast Logistics Access Project, committing approximately $1.32 M (6‑0). It also approved the purchase of three 2026 Ford police vehicles for $147,000, appointed Rodney Reeder to the Bicycle Committee, and adopted five ordinances covering sewer updates, zoning changes, and a new wastewater capacity fee (all 6‑0).

• Approved cost‑sharing agreement for Dayton Airport logistics project, city share ≈ $1.32 M (6‑0)
• Approved purchase of three 2026 Ford police vehicles for $147,000 (6‑0)
• Approved appointment of Rodney Reeder to the Vandalia Bicycle Committee (6‑0)
• Approved Ordinance 25‑17 repealing and replacing Chapter 1044 Sewer Use Ordinance (6‑0)
• Approved Ordinance 25‑18 major amendment and revised PUD plan for Redwood Vandalia development (6‑0)
• Approved Ordinance 25‑19 rezoning and PUD plan for 600 Corporate Center Drive with patio/deck amendment (6‑0)
• Approved Ordinance 25‑20 rezoning of 5.219 acres at 3675 Wyse Road to Industrial and Highway Business districts (6‑0)
• Approved Ordinance 25‑16 new capacity fee schedule for Tri Cities Wastewater Authority (6‑0)

City Council

The council approved awarding the bid from Beau Townsend Ford for three 2026 Ford Police Interceptor Utility Hybrid vehicles, costing $147,000, which is $33,000 below the $180,000 budget approved in 2025. The council also approved awarding the two‑year towing and impound services contract to Sandy’s Towing, which met the required storage proximity standard. No vote tallies were recorded for either decision.

• Approved award to Beau Townsend Ford for three police patrol vehicles ($147,000, under budget) – no vote tally recorded
• Approved award to Sandy’s Towing for two‑year towing and impound services contract – no vote tally recorded

City Council

The Vandalia City Council approved a $1,042,800 contract to replace and resurface water mains. It also confirmed appointments, lease agreements, audit extensions, fee ordinances, rezoning, and a variance. All motions passed unanimously except the variance, which passed 6‑1.

• Approved appointment of James Carmen to the Civil Service Commission (7-0)
• Approved not requesting an ODCL hearing for a C1 permit at 175 Northwoods Blvd (7-0)
• Approved Resolution 25‑R‑32 awarding the watermain replacement contract to CG Construction & Utilities, Inc. for $1,042,800 (7-0)
• Approved Resolution 25‑R‑33 extending the audit contract with Plattenburg & Associates (7-0)
• Approved Resolution 25‑R‑34 authorizing two 20‑year LED sign leases with Outfront Media at $37,500 annual rent (7-0)
• Approved Ordinance 25‑16 adding a capacity fee schedule for new sewer users (7-0)
• Approved Ordinance 25‑13 rezoning 0.919 acres at 3320 Benchwood Road from RSF‑1 to HB (7-0)
• Approved BZA 25‑007 variance for accessory structures at 842 Donora Drive (6-1)

City Council

The council approved awarding the Damian, Soter, Romanus, Desales (N) watermain replacement and resurfacing contract to CG Construction & Utilities, Inc. for $1,042,800. It also extended the audit and compilation services contract with Plattenburg & Associates, Inc. through 2028, costing $160,480 for the city (plus $31,680 for NAWA and $48,048 for TCA). The council designated Fire Chief Chad Follick as Vandalia’s representative on the Montgomery County Jurisdictional Emergency Management Intergovernmental Advisory Group.

• Awarded watermain replacement contract to CG Construction & Utilities, Inc. for $1,042,800
• Extended audit contract with Plattenburg & Associates, Inc. for the City ($160,480)
• Extended audit contract with Plattenburg & Associates, Inc. for NAWA ($31,680)
• Extended audit contract with Plattenburg & Associates, Inc. for TCA ($48,048)
• Designated Fire Chief Chad Follick as city representative to Montgomery County emergency‑management advisory group
• Approved emergency ordinance assessing delinquent storm‑water, trash, sewer, water, weed‑cutting and property‑maintenance fees
• Recommended adoption of Sewer Use Ordinance updates to align with state regulations
• Recommended new cost‑sharing agreement for DIA Northeast Logistics Access project (city share $1.32 M)

Planning Commission

The commission voted 3‑0 to recommend approval of the major amendment to the Redwood Vandalia Planned Unit Development and 3‑0 to recommend approval of the Phase III preliminary plan. Staff comments on all review criteria were each approved by a 3‑0 vote. The recommendations will be considered at the City Council Study Session on July 21, 2025.

• Excused absent member Dave Arnold (3‑0)
• Approved May 13, 2025 minutes (3‑0)
• Approved staff comments on each review criterion (3‑0 each)
• Recommended approval of Redwood Vandalia Major Amendment (3‑0)
• Recommended approval of Redwood Vandalia Phase III Preliminary Plan (3‑0)

City Council

The council directed that the new fire training facility be sited on city‑owned property. It decided to keep current utility rates unchanged and to revisit them in 2026. Council approved moving forward with a partnership with Synergy and instructed staff to have the Parks and Recreation Advisory Board review proposed senior‑center rate increases. The council also accepted the proposed revisions to the Personnel Policies Manual.

• Directed fire training facility to be located on city‑owned property
• Decided to keep utility rates unchanged, to be reviewed in 2026
• Approved moving forward with Synergy partnership
• Directed Parks and Recreation Advisory Board to study senior‑center rate increase proposals
• Accepted proposed changes to Personnel Policies Manual sections 200, 300, 400, 600, 800, 1300, 1400
• Advised retaining debris drop‑off service for residents, location to be considered

City Council

The council considered the application of Robert Hussong for a vacancy on the Vandalia Planning Commission. Councilmember Follick moved to appoint him, Vice Mayor Blakesly seconded, and all seven members voted yes. The motion passed 7-0 and Mayor Herbst administered the oath of office.

• Appointed Robert Hussong to the Vandalia Planning Commission (7-0)

City Council

The council moved citizen comments ahead of the City Manager’s report (7‑0). It reappointed members to several boards and commissions (7‑0). It approved a resolution to waive bidding and award a $206,393 Phase 2 contract amendment with Energy Systems Group, LLC (7‑0). It also approved rezoning of 0.919 acres at 3320 Benchwood Road and updated codified ordinances.

• Agenda amendment to place 'Comments from Interested Citizens' before City Manager’s Report (7‑0)
• Reappointment of listed board and commission members (7‑0)
• Resolution 25‑R‑31: authorize $206,393 Phase 2 contract amendment with Energy Systems Group, LLC (7‑0)
• Ordinance 25‑13: rezoning 0.919 acres at 3320 Benchwood Road to Highway Business (7‑0)
• Ordinance 25‑14: codify recent ordinances and resolutions (7‑0)
• Ordinance 25‑11: emergency issuance of $1,272,000 land acquisition notes (7‑0)
• Approval of previous meeting minutes from April 7 and April 21, 2025 (unanimous)

City Council

The June 16, 2025 study session was used for updates on fire division, infrastructure, wastewater, zoning, electric/gas aggregation, and procurement. Council members heard presentations but did not vote on any items. No resolutions, ordinances, or appointments were approved or denied during this meeting.

Board of Zoning Appeals

The Board of Zoning Appeals reviewed a variance request for a 160‑square‑foot shed at 842 Donora Drive and, after finding the criteria met, voted 4‑0 to recommend approval. The Board also approved the May 14, 2025 meeting minutes (3‑0) and excused absent member Mike Flannery (4‑0). The meeting was adjourned by a 4‑0 vote.

• Board recommended approval of variance for 160‑sq‑ft shed at 842 Donora Drive (4-0)
• Approved Board of Zoning Appeals minutes from May 14, 2025 (3-0, one member did not vote)
• Excused absent member Mike Flannery from the board (4-0)
• Adjourned the meeting (4-0)

City Council

Councilmember Follick moved, and Councilmember Lewis seconded, a motion to adjourn into Executive Session to discuss pending or imminent litigation. All six members present voted yes, and the motion passed 6-0. After the Executive Session, the Council received information but made no further decisions, noting more details will be released the next morning.

• Entered Executive Session to discuss pending litigation (6-0)

Parks & Recreation Advisory Board

The Parks & Recreation Advisory Board accepted the minutes from the February 19, 2025 meeting. Larry Taylor moved to accept the minutes, Tara Landis seconded, and the motion carried with all ayes. No other formal actions or votes were recorded at this meeting.

• Accepted February 19, 2025 minutes (motion carried all ayes)

City Council

The Vandalia City Council approved the appointment of Mary Zellmer to the Arts Council and adopted six ordinances covering finance, naming, and regional street‑light negotiations. It also approved a zoning variance for an accessory structure at 221 North American Boulevard. The council set a summer meeting schedule and approved the March 17 minutes.

• Approved appointment of Mary Zellmer to Vandalia Arts Council (7-0)
• Approved Ordinance 25-11 for land acquisition notes (7-0)
• Approved Ordinance 25-12 for fire engine and ladder‑truck notes (7-0)
• Approved Ordinance 25-09 naming Vandalia Art Park Amphitheater after Bill Jergens (7-0)
• Approved Ordinance 25-10 to join regional coalition for street‑light contract negotiations (7-0)
• Approved Variance BZA 25-0005 for accessory structure at 221 North American Blvd (7-0)
• Established summer council meeting schedule: third Monday of June, July, August (no vote recorded)
• Approved March 17 council minutes as presented (no vote recorded)

City Council

The council reviewed the April 2025 financial statements and indicated approval of all reports. No votes or actions were taken on the rezoning request for 3320 Benchwood Road or the variance request for 650 Pool Avenue. The LED billboard lease on Airport Access Road remains pending for a future meeting.

• Approved April 2025 financial reports

Board of Zoning Appeals

The Board of Zoning Appeals voted 2‑1 to recommend that the City Council approve a variance allowing Lot 3 of “The Landing” to have 0 feet of frontage. The motion was made by Mr. Stefanidis and seconded by Mr. Johnston; Mr. Wolfe voted against it. Earlier, the Board unanimously (3‑0) excused the absent members, Mr. Flannery and Mr. Larger. The recommendation will be considered by City Council on June 16, 2025.

• Motion to excuse absent members passed 3‑0
• Motion to recommend approval of variance for Lot 3 (0‑foot frontage) passed 2‑1

Planning Commission

The Planning Commission voted 4‑0 to recommend approval of rezoning case PC 25‑0005, changing 3320 Benchwood Road from Residential Single‑Family (RSF‑1) to Highway Business (HB). The commission also unanimously agreed with staff comments on all eight zoning map amendment review criteria for the application. Earlier motions to excuse Mr. Keeley Jr.’s absence, approve the March 25 minutes, and adjourn the meeting each passed unanimously (4‑0).

• Excused Mr. Keeley Jr.’s absence – vote 4‑0
• Approved March 25, 2025 minutes – vote 4‑0
• Recommended approval of rezoning case PC 25‑0005 (3320 Benchwood Rd) – vote 4‑0
• Agreed with staff comment on Review Criterion 1 – vote 4‑0
• Agreed with staff comment on Review Criterion 2 – vote 4‑0
• Agreed with staff comment on Review Criterion 3 – vote 4‑0
• Agreed with staff comment on Review Criterion 4 – vote 4‑0
• Motion to adjourn – vote 4‑0

Civil Service Commission & Appeal Board

The Civil Service Commission approved the April 9 minutes and the agenda by consent. Both the Firefighter/Paramedic/Inspector and Police Captain eligibility lists were approved for one year, each passing 2-0. The meeting was then adjourned with a 2-0 vote.

• Approved April 9 minutes (2-0)
• Approved agenda by general consent
• Approved Firefighter/Paramedic/Inspector eligibility list (2-0)
• Approved Police Captain eligibility list (2-0)
• Adjourned meeting (2-0)

City Council

The Vandalia City Council unanimously approved six resolutions authorizing contracts for a sanitary sewer slip‑lining project ($206,981), a street resurfacing project ($1,191,277.21), wayfinding signage at the Sports Complex ($72,794), and changes to the city’s financial depositories and custodial services with US Bank. The council also appointed Tara Landis to the Vandalia Arts Council and gave a first reading to an ordinance naming the Art Park Amphitheater after Bill Jergens. All votes recorded were 6‑0 in favor.

• Approved appointment of Tara Landis to the Vandalia Arts Council (6-0)
• Approved Resolution 25‑R‑26 awarding sanitary sewer slip‑lining contract to Insight Pipe Contracting ($206,981) (6-0)
• Approved Resolution 25‑R‑27 awarding street resurfacing contract to Barrett Paving Materials ($1,191,277.21) (6-0)
• Approved Resolution 25‑R‑28 authorizing contract with Geograph Industries for Sports Complex wayfinding signage ($72,794) (6-0)
• Approved Resolution 25‑R‑29 amending depository designations to include US Bank (6-0)
• Approved Resolution 25‑R‑30 authorizing contract with US Bank for investment custodial services (6-0)
• Gave first reading to Ordinance 25‑09 naming the Vandalia Art Park Amphitheater in honor of Bill Jergens

City Council

The May 5, 2025 study session was called to order by Mayor Herbst. Council members presented financial updates on the Stonequarry Crossing land acquisition note and fire engine and ladder truck bond anticipation notes, and a variance request for 221 North American Boulevard was discussed. No votes or formal approvals were recorded during the session.

Records Commission

The Vandalia Records Commission approved the October 28, 2024 minutes with a 3-0 vote. No action was taken on the proposed changes to the audio/video retention schedule. The meeting was then adjourned by a 3-0 vote.

• Approved October 28, 2024 minutes (3-0)
• Adjourned meeting (3-0)

Board of Zoning Appeals

The Board of Zoning Appeals voted 4‑0 to recommend approval of a variance allowing a total accessory structure area of 800 square feet at 221 North American Blvd, with the condition that the applicant obtain a building permit and follow the Chief Building Official's standards. The Board also approved the April 9, 2025 meeting minutes, excused the absent member Mr. Larger, and adjourned the meeting.

• Recommend approval of variance for 800‑sq‑ft structure at 221 North American Blvd (4‑0)
• Approve April 9, 2025 Board minutes (4‑0)
• Excuse absent member Mr. Larger (4‑0)
• Adjourn meeting (4‑0)

City Council

The Vandalia City Council unanimously approved a resolution to reimburse the $900,000 watermain replacement project funded by the Ohio Public Works Commission. It also approved a letter of understanding for the 2025 Dayton Air Show, a $15,000 donation to the Historical Society of Vandalia‑Butler, and an amendment to the part‑time pay plan adding two positions. Additionally, four ordinances covering billboard signage, hotel registration, solid‑waste management, and emergency property assessments were adopted, all with 7‑0 votes.

• Approved Resolution 25‑R‑22 to reimburse $900,000 watermain replacement (7‑0)
• Approved Resolution 25‑R‑23 authorizing interim manager to execute Air Show Letter of Understanding (7‑0)
• Approved Resolution 25‑R‑24 authorizing $15,000 donation to Historical Society of Vandalia‑Butler (7‑0)
• Approved Resolution 25‑R‑25 amending 2025 part‑time pay plan to add Marketing Coordinator and Assistant Golf Professional (7‑0)
• Approved Ordinance 25‑07 amending highway sign overlay district to permit billboards on Airport Access Road (7‑0)
• Approved Ordinance 25‑04 amending hotel registration sections of the zoning code (7‑0)
• Approved Ordinance 25‑05 emergency adoption of Montgomery County Solid Waste Management Plan (7‑0)
• Approved Ordinance 25‑06 emergency assessment of delinquent storm‑water, trash, sewer, weed‑cutting and property‑maintenance fees (7‑0)

City Council

The Vandalia City Council approved a supplemental appropriation ordinance adding funds for finance, fire, police, law‑enforcement, and golf‑course needs. It also recommended awarding the sanitary sewer slip‑lining contract to Insight Pipe Contracting and the street‑resurfacing contract to Barrett Paving Materials, and waiving the bid process for the Sports Complex signage project with Geograph Industries. The council voted to amend the depository resolution to include US Bank and to pursue a custodial services contract with US Bank. Finally, the council directed staff to move forward with an ordinance to rename the Art Park Amphitheater and recommended joining a regional coalition for upcoming street‑light negotiations.

• Approved supplemental appropriations for finance, fire, police, law‑enforcement, and golf‑course items
• Recommended awarding the 2025 sanitary sewer slip‑lining contract to Insight Pipe Contracting (lowest bidder)
• Recommended awarding the 2025 street‑resurfacing contract to Barrett Paving Materials (lowest bidder) and using the HUD grant
• Recommended waiving formal bid process and awarding Sports Complex wayfinding signage to Geograph Industries, Inc. for $72,794
• Approved amendment to Resolution 22‑R‑12 to add US Bank as an authorized depository
• Recommended contracting US Bank for investment custodial services (fees 78% lower than current bank)
• Directed staff to prepare an ordinance to rename the Art Park Amphitheater per committee recommendation
• Recommended city participation in a regional coalition to negotiate the upcoming street‑light contract

Civil Service Commission & Appeal Board

The commission approved the March 11, 2025 meeting minutes by a 3‑0 vote. The agenda was approved by general consent. The Public Works Technician eligibility list was approved for one year by a unanimous 3‑0 vote. The meeting was adjourned by a 3‑0 vote.

• Approved March 11, 2025 meeting minutes (3-0)
• Approved agenda (general consent)
• Approved Public Works Technician eligibility list for one year (3-0)
• Adjourned meeting (3-0)

Board of Zoning Appeals

The Board of Zoning Appeals voted 4-0 to recommend approval of a rear‑yard setback variance allowing a deck to be built 5 feet from the property line at 1200 Wilhelmina Drive. The Board also approved the March 12, 2025 meeting minutes, excused absent member Steve Stefanidis, and adjourned the meeting unanimously. No public comments were received on the variance request.

• Recommend approval of rear deck setback variance at 1200 Wilhelmina Drive (4-0)
• Approve March 12, 2025 Board minutes (4-0)
• Excuse absent member Steve Stefanidis (4-0)
• Adjourn meeting (4-0)

City Council

The council approved a $161,468 purchase of a Mitel telephone system from Forerunner, Inc. (7‑0). It also approved Larry Pearson's appointment to the Golf Advisory Board, denied a hearing on a new liquor license at 722 W. National Road, and chose not to object to any retail liquor permit renewals (all 7‑0). Additional actions included supporting State Issue 2 on the May 6 ballot, assigning the mowing contract to Schill Grounds Management, amending hotel registration ordinances, and denying a fence variance for 320‑326 Dellsing Drive (all 7‑0).

• Approved Mitel telephone system purchase $161,468.06 (7-0)
• Approved appointment of Larry Pearson to Golf Advisory Board (7-0)
• Denied hearing request for new liquor license at 722 W. National Road (7-0)
• Approved not to object to renewal of any retail liquor permits (7-0)
• Approved resolution supporting State Issue 2 on May 6 ballot (7-0)
• Approved assignment of mowing contract to Schill Grounds Management (7-0)
• Approved amendment of hotel registration ordinance (7-0)
• Denied variance for six‑foot fence at 320‑326 Dellsing Drive (7-0)

City Council

The council voted to name the new Art Park Amphitheater in honor of Bill Jergens. Council also approved moving forward with a $49,652 concrete repair project at Fire Station 2. No other formal actions were taken during the study session.

• Approved naming of Art Park Amphitheater after Bill Jergens (no vote tally recorded)
• Approved concrete repair project at Fire Station 2 for $49,652 (Council agreed to proceed)

Planning Commission

The Vandalia Planning Commission voted 4‑0 to approve Case PC 25‑0003, the site plan for a business office and equipment shop at 234 West National Road, with a condition requiring landscaping and screening per the zoning code. The commission also unanimously agreed with staff comments that the project meets code, zoning, and emergency access criteria. No vote was taken on the proposed highway sign overlay amendment.

• Approved site plan PC 25-0003 for 234 W. National Road with landscaping/screening condition (4-0)
• Agreed with staff comment that the development meets code requirements (4-0)
• Agreed with staff comment that the development complies with zoning district regulations (4-0)
• Agreed with staff comment that the development provides adequate emergency vehicle access (4-0)
• Agreed with staff comment that multi‑phase criteria do not apply (4-0)