Matthew Hamlin

The Board of Zoning Appeals meeting involved the swearing in of a new member and the appointment of the Chair, Vice Chair, and Secretary for the 2026 term. The primary item of business was a public hearing on application number V2601, which requested multiple variances related to the height, size, and placement of an accessory structure, as well as the location of a gravel drive at 5186 Philipsburg Union Road. The applicant justified the variances by detailing the demolition of an old, non-functional accessory structure and the need for a larger, modern replacement suitable for storing equipment like an RV, and by addressing drainage issues related to the proposed gravel driveway location. Staff recommended approval of the request subject to specific conditions regarding the accessory structure's location, height (not to exceed 16 ft), size (not to exceed 1,920 sq ft), and the non-alteration of the proposed gravel drive after installation. The board concurred with the staff's findings of fact and voted to approve the variances with the recommended conditions.

The meeting commenced with a special presentation involving a swearing-in ceremony for new personnel in the Police Department, including the Chief of Police, a Lieutenant, a Sergeant, and two Officers, followed by the introduction of new Fire Department personnel. Following the approval of prior minutes from a Special Council meeting, the Council entered Executive Session to discuss matters pertaining to the appointment of city personnel. In Old Business, the Council un-tabled and subsequently appointed Patrick Ernst to the Clayton Planning Commission, Michael Podrosky to the Board of Zoning Appeals, and Destiny Thomas to the Parks Advisory Commission. New Business included a failed motion to elect a Vice Mayor and President Pro Tempore, followed by the approval of a Resolution authorizing the purchase of Personal Protective Gear for the Fire Department not to exceed $60,000.00. The Council also approved a Resolution approving the Plan of Operation and Governance for the Miami Valley Communications Council Natural Gas Aggregation Program and authorized the lease of two 2026 Ford Interceptor Utility SUVs for the Police Department. The City Manager provided updates regarding the closure of city offices for Martin Luther King Day, an upcoming joint workshop with the Planning Commission, progress on the Northwood Estates development drainage issues, grant funding exploration for a traffic signal, and an explanation regarding recent increases in electric aggregation rates.

The City Council meeting involved several key legislative actions and administrative updates. Discussions included the adoption of three ordinances related to the Hunter Path Development, creating incentive districts, declaring property improvements as public purpose, and establishing tax exemptions with service payments in lieu of taxes. A second ordinance authorized incentive districts for the Northwoods Estates development under similar terms. A third ordinance adopted the city's cybersecurity policy, and a fourth adopted the 2026 job categories and wage scale. Two resolutions were adopted: one for the 2026 fiscal year annual appropriations, which included adjustments for intergovernmental revenues and staffing levels, and another authorizing the finance director to request advanced property tax payments from the county auditor. The City Manager provided an update on persistent leaf collection issues following recent snowfall, explaining equipment downtime and delays, and requested patience from residents. Council members expressed appreciation for the Public Works department's efforts in clearing snow and discussed upcoming holiday events like Breakfast with Santa.

The special meeting commenced with a swearing-in ceremony for the newly elected Mayor and re-elected and newly elected Councilmembers. An executive session was held to discuss matters pertaining to the appointment of personnel. New business involved tabling resolutions regarding appointments to the Clayton Planning Commission and the Board of Zoning Appeals. Resolutions were passed to appoint representatives to the First Suburbs Consortium, the Volunteer Fire Fighters' Dependents Fund Board, the Miami Valley Regional Planning Commission and Transportation Committee, and the Cost Recovery/Impact Fee Appeals Board. A resolution was passed appointing a member to the Parks Advisory Commission, while another resolution for an appointment to the Parks Advisory Commission was tabled due to inadequate applications. The City Manager reminded the Council of an upcoming gas aggregation public hearing and scheduled a joint workshop with the Planning Commission regarding residential zoning districts. Council also agreed to retain the public access DATV service despite an increase in annual cost.

The meeting commenced with special presentations recognizing employee service and merit awards. Detective Brad Campbell and Detective Kasey Ballinger received Certificates of Merit for investigating a high-profile sexual abuse case involving a former bus driver. Police Officer Cody Cecil was recognized upon his retirement due to injuries sustained in the line of duty, and Police Chief Matt Hamlin was also honored upon his upcoming retirement. Key old business involved the approval of the 2026 Job Categories and Wage Scale Ordinance as an emergency measure. New business included the approval of resolutions for amending 2025 appropriations, authorizing contracts for inspection services for Phase 1 of the Hoke Road Widening Project, and authorizing a contract with American Structure Point Inc. for design engineering services for Phase 2 of the Hoke Road widening project. The City Manager provided updates regarding holiday office closures and an upcoming Special Council meeting.