Xenia council approves emergency budget changes, paving contracts and telecom upgrade; tables reserve-policy vote

XENIA, Ohio — The Xenia City Council at its March 27 meeting approved several spending and contracting items and delayed action on a proposed change to the city’s financial-reserve policy.

Council voted to adopt an emergency appropriation ordinance to cover two items from 2024 — a $50,000 art-consultant expense tied to the Market District project and a $30,000 payout for dispatcher stipends — and passed a resolution to waive competitive bidding and purchase replacement telephony equipment from ComNet Solutions for $138,270.78. Council also waived bidding to award additional 2025 street rehabilitation work to John R. Jurgensen Company and introduced an ordinance granting pipeline easements to CenterPoint Energy (doing business as Vectren) across two small city-owned parcels on West Church Street.

The meeting included extended discussion on street-paving strategy, how reserve policy affects street funding, and a law director caution about pending state legislation on short-term rentals.

The emergency appropriation ordinance was introduced by city staff to cover 2024 expenses that were not encumbered: a $50,000 art consultant tied to the Market District and $30,000 to complete a previously planned stipend payment for dispatchers. City staff said the dispatcher stipend was intended to be paid in two installments and that the second installment was due in 2025 because of staffing levels in late 2024. Council adopted the ordinance as an emergency measure.

Council approved a resolution to waive competitive bidding and award procurement of the city’s telephony back-end equipment to ComNet Solutions. City staff said ComNet is the only vendor currently servicing the city’s older system and has unique knowledge of the configuration; the purchase includes equipment and a maintenance agreement and the price stated on the agenda was $138,270.78. City staff told council the replacement equipment is “mission critical” and should provide a multi-year solution.

On streets, staff reported that competitive bids received earlier this year came in substantially under budget on three large roadway rehabilitation projects. With residual funds available, staff recommended adding two neighborhood streets to the 2025 program: Ottawa Drive (West Second Street to Pueblo Drive) and Mississippi Drive (Colorado to New Mexico Drive). Staff provided detailed cost estimates: Ottawa Drive at $611,853.12 and Mississippi Drive at $270,924.25, for a combined total of $882,777.37. Staff explained the higher cost on Ottawa Drive reflected more curb and apron replacement and yard restoration; Mississippi Drive was described as needing primarily a thicker asphalt overlay.

Council approved a resolution waiving competitive bidding to award that additional 2025 paving work to John R. Jurgensen Company, which had bid two of the city’s earlier projects and agreed to honor unit prices for the added streets.

Council introduced an ordinance granting a 10-foot-wide pipeline easement across two small parcels the city owns on West Church Street to allow CenterPoint Energy (referenced in the staff report as Vectren/CenterPoint) to replace an aging gas main. Staff said the replacement along the east side of North Detroit Street will occur in existing right-of-way at the city’s request, and the west-side replacement requires an easement because work will take place behind the existing sidewalk on city-owned parcels; staff said the company will pay $1 for the easement and that CenterPoint typically coordinates with affected businesses and residents in advance. The ordinance was introduced for future action; council did not take final action on the easement ordinance at the March 27 meeting.

Council debated a resolution revising the city’s financial management policies to formalize reserve targets and a mechanism to incrementally increase the general fund reserve. Staff described the proposal as establishing guidance to direct 20% of positive year-end cash flow above a reserve threshold into reserves (with a target cap of 25%) and making 80% of that cash flow available for operations or capital. Some council members said residents want more immediate street work and opposed increasing reserves now; others and staff said stronger reserves improve credit metrics and give the city flexibility in emergencies. After discussion council voted to table the resolution for further review and to allow new council members more time to consider the policy.

Council also approved two reappointments to the Board of Zoning Appeals: John D. Meskevic (to a term through April 11, 2029) and David Harrison (to a term through April 11, 2029).

Law Director Kelli Fisher warned residents about two bills pending in the Ohio Legislature — Senate Bill 104 and House Bill 109 — that she said would prohibit municipalities from regulating short-term rental platforms such as Airbnb. Fisher told residents the bills would prevent cities from enacting local limits and encouraged citizens to contact Senator Collier and Representative Dean if they opposed the bills.

Council members used the late-March meeting to praise the city’s recent neighborhood-night-out event and to remind residents about upcoming events, including an April 19 Easter egg hunt at Shawnee Park.

Votes at a glance - Ordinance (emergency appropriation for prior-year items): Approved. Roll call recorded in the meeting transcript with five recorded ‘Aye’ votes. - Resolution to waive competitive bidding and authorize purchase from ComNet Solutions ($138,270.78): Approved (waiver and purchase authorized per staff recommendation; roll-call result requested on the record). - Resolution to waive competitive bidding and award additional 2025 paving work to John R. Jurgensen Company (Ottawa Drive $611,853.12; Mississippi Drive $270,924.25; total $882,777.37): Approved. - Resolution revising financial management policies (reserve guidance): Motion to table approved; formal vote to table carried. - Reappointments to Board of Zoning Appeals (John D. Meskevic; David Harrison): Approved.

What’s next - Staff said updated pavement condition index (PCI) modeling and additional street-funding scenarios are expected within about a week and will be available for council review, and council leadership indicated the topic will be on an upcoming work session. - The pipeline-easement ordinance will be scheduled for final reading at a future meeting after staff completes easement paperwork and any required follow-up.

(Reporting based on the Xenia City Council transcript of the March 27, 2025 meeting.)