Meeting Summary
Present: Gilman, Lang, Rule, Whitman, Mang
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At a glance
CAL FIRE Local Responsibility Area Map Release
- Updated maps show a 464% increase in fire hazard areas for Ojai, introducing new defensible space and home hardening standards.
- Staff clarified that mature oak trees have maintenance allowances while roof sprinklers are deemed ineffective under new regulations.
- The Ventura County Fire Protection District will adopt the maps in May, with full effectiveness beginning July 1.
Parks and Recreation Commission Appointment
- The council removed the appointment from the consent calendar to discuss the timeline for interviewing candidates to reach a quorum.
- A motion passed to approve the appointment, establishing the necessary quorum for the commission to conduct official business.
Strategic Plan Goals and Tactics
- Council members reviewed draft goals for economy, tourism, and climate resiliency, proposing specific tactics like energy audits and electric fleet conversion.
- Staff will synthesize council suggestions and distribute a refined list for individual feedback to ensure Brown Act compliance before the next meeting.
- Members were asked to submit preliminary ideas for Goals 8 and 9 to be included in the consolidated review.
Mid-Year Budget Update and Policy Amendments
- The city remains fiscally healthy with a projected General Fund balance of $20.6 million after a $525,000 expenditure adjustment.
- The council adopted a new policy requiring reserves equal to 100% of prior year expenditures and an auditor rotation policy.
- A motion passed to retain the current auditor, RAMS, for the 2024-25 through 2026-27 audit cycles.
Contract with Ventura County Behavioral Health
- The council approved a one-year contract to embed an Intensive Services Coordinator within the police department to assist unhoused individuals.
- Funding for the position will be split between the City and the state's Emergency Relief Fund, with 24/7 crisis services provided by the County.
Ordinance Modifying Parks and Recreation Commission Composition
- An ordinance was introduced to correct an administrative error by allowing the commission to operate with up to seven members or a lesser number.
- The motion passed to introduce the ordinance, providing flexibility for the commission to function immediately with five members while retaining the option to expand.
Future Agenda Items and Other Business
- The council agreed to include Chief Jenkins in the development of a new speed hump policy involving temporary measures.
- A motion passed to add ember screen requirements to the upcoming goals and tactics discussion.
- The Budget Committee presentation is scheduled for the next meeting, and participation in the Fourth of July float was discussed without a formal vote.
Closed Session
- The City Manager reported on a prior closed session held for a City Attorney performance evaluation.
- No reportable action was taken during the session, and the matter was formally adjourned.
Full summary
Announcements and Closed Session Report
- The meeting opened with announcements regarding a birthday celebration for Council Member Leslie Rule and the availability of refreshments. City Manager Ben Harvey reported on the prior closed session, which was held for a City Attorney performance evaluation. He stated that while the City Council provided direction to the City Manager, there was no reportable action to present. The closed session was formally adjourned, and the open session commenced.
Roll Call and Pledge of Allegiance
- A roll call confirmed the presence of Mayor Gilman, Mayor Pro Tem Lange, and Council Members Rule, Whitman, and Mang. The meeting proceeded with the Pledge of Allegiance.
Approval of Agenda
- A motion was made to approve the agenda and was seconded. The motion passed.
Presentation: CAL FIRE Local Responsibility Area Map Release
- Joe Morelli, Ventura County Fire Marshal, presented on the release of updated CAL FIRE Local Responsibility Area maps, the first update in 15 years. The new maps include classifications for moderate and high fire hazard areas in addition to very high hazard areas, noting a 464% increase in mapped areas for Ojai. The presentation detailed implications including 100-foot defensible space requirements, home hardening standards for new construction (Chapter 7a), and mandatory inspections for property sales (Assembly Bill 38). Upcoming "Zone Zero" regulations targeting the immediate area around structures were also discussed.
- During the discussion, questions were raised regarding vegetation requirements for mature oak trees, the effectiveness of roof sprinkler systems, and Arundo removal along San Antonio Creek. Responses indicated that mature trees may have allowances but require maintenance, roof sprinklers are generally considered ineffective and a drain on water supplies, and a global approach to fuel reduction is necessary. The Fire Marshal noted that state law does not allow for an appeal process regarding the maps, though the local district can propose expansions. The Ventura County Fire Protection District is scheduled to adopt the maps at hearings on May 13 and May 20, with the maps becoming effective July 1.
Commission Reports
- No commission reports were submitted.
Public Comment
- Public comments were received on various topics, including fire safety, recreation program registration, road repairs, animal welfare ordinances, City Council goals and tactics, and the distinction between climate adaptation and mitigation regarding Measure C funds.
Consent Calendar
- Council Member Whitman requested to pull Item H (appointment of a Parks and Recreation Commissioner) from the consent calendar for separate discussion. A motion was made to approve all remaining consent items and was seconded. The motion passed.
Item H: Parks and Recreation Commission Appointment
- Following the removal from the consent calendar, the council discussed the appointment process for the Parks and Recreation Commission. It was noted that the commission currently has four members and requires a quorum to meet. The council discussed the timeline for interviewing remaining candidates to fill the fifth seat and potentially reach seven members. A motion was made to approve the appointment for Item H and was seconded. The motion passed, establishing a quorum for the commission.
Strategic Plan Goals and Tactics
- City Manager Ben Harvey presented a draft work plan containing goals and tactics for Goals 6 through 9. The council discussed two approaches: refining tactics immediately or referring the work to a subcommittee. Public comment focused on the need for council approval of initiatives prior to initiation, the inclusion of a Housing Commission, energy audits, and the distinction between climate adaptation and mitigation.
- The council began a detailed review of the goals, starting with Goal 6 (Economy and Tourism). Discussions included exploring revenue generation from non-resident visitors, commercial rent stabilization, shared affordable office workspaces, and incubating local artisans. Tourism diversification suggestions included emphasizing nature-based, family-friendly, and dog-friendly experiences.
- Regarding climate resiliency, proposals included renaming the goal "Climate Mitigation," conducting energy audits on city buildings, exploring greywater recycling and rainwater capture, investigating community composting, partnering with the Clean Power Alliance, providing grants for energy-efficient appliances, expanding the tree canopy, researching microgrids, and converting the city fleet to electric vehicles. A transportation corridor concept involving a limited-stop van service to Ventura was also proposed.
- To finalize the tactics, the council agreed to have staff synthesize suggestions and distribute a list to council members for individual feedback via email to ensure Brown Act compliance. Staff was tasked to consolidate items, including Goals 1 through 5 for review, and present the refined list for a final vote at the next meeting. Council members were asked to submit preliminary ideas for Goals 8 and 9.
Mid-Year Budget Update, Fiscal Year 2024-25, and Policy Amendments
- Interim Finance Director Christy Billings presented the mid-year budget update, noting the city remains fiscally healthy. Staff requested a $525,000 adjustment to expenditures, primarily for legal and accounting services. The General Fund balance ended June 2024 at approximately $21.7 million. Recommended adjustments would lower the ending fund balance to approximately $20.6 million.
- Staff presented two policy updates: 1. General Fund Balance Policy: A proposal to formalize a policy requiring the city to maintain reserves equal to 100% of the prior year's actual general fund expenditures. 2. Auditor Rotation Policy: A proposal to rotate audit engagement partners every five years and audit firms every ten years, with a provision allowing the City Manager to defer rotation in exceptional circumstances.
- Staff recommended retaining the current auditor, Rogers, Anderson, Mallody and Scott (RAMS), for the 2024-25 through 2026-27 audits to maintain momentum during a finance department transition. Council members discussed the increase in operating expenditures, attributing it to a $750,000 increase in the sheriff's contract, software upgrades, maintenance, and salary adjustments. Concerns were raised regarding high legal fees and the rigidity of the 100% reserve policy. The council discussed the possibility of adopting a "layered" reserve policy to allow for strategic spending without requiring an emergency declaration.
- Motion: Councilmember Lang moved to approve the mid-year budget amendments, adopt the resolution establishing the General Fund Balance Policy, adopt the resolution establishing the Auditor Rotation Policy, and authorize the City Manager to enter into a professional services agreement with RAMS.
- Second: Councilmember Rule seconded the motion.
- Outcome: The motion passed.
Contract with Ventura County Behavioral Health
- Staff presented a proposal to enter into a contract with Ventura County Behavioral Health to provide a dedicated Intensive Services Coordinator for the City of Ojai. The position utilizes the county's RISE program to address behavioral health issues among unhoused individuals within city limits. The model involves embedding a behavioral health specialist within the police department to facilitate immediate engagement and connection to services. The contract is proposed for an initial one-year term with options to renew for two additional one-year terms. Funding is proposed to be split between the City and the state's Emergency Relief Fund (ERF).
- Discussion focused on the scope of services, jurisdictional boundaries, and funding responsibilities. Staff clarified that the contract applies to individuals within city limits regardless of residency status. Concerns were raised regarding the City's financial obligation versus the County's statutory responsibility. County representatives noted that state funding is insufficient to meet all countywide needs. Questions regarding availability outside standard business hours were addressed; staff clarified that while the dedicated coordinator operates Monday through Friday, the county maintains 24/7 mobile crisis services.
- Motion: A motion was made to approve the contract with Ventura County Behavioral Health for the Intensive Services Coordinator for a one-year period.
- Second: The motion was seconded.
- Outcome: The motion passed.
Ordinance Modifying Parks and Recreation Commission Composition
- Council members introduced an ordinance to modify the Ojai Municipal Code regarding the composition of the Parks and Recreation Commission. The proposal seeks to rectify a previous administrative error where the commission's size was increased to seven members without the commission's direct input. The proposed ordinance language would allow the commission to be composed of seven members or such lesser number as appointed by the City Council.
- During public comment, concerns were raised regarding potential ambiguity in the ordinance text regarding the minimum number of members and the lack of appointments over the previous 18 months. Staff clarified that the language mirrors that of the Arts Commission and allows for flexibility. Discussion ensued regarding whether the commission should be fixed at five members or allowed to operate with up to seven. It was clarified that the ordinance allows the commission to operate with five members immediately while retaining the option to appoint up to seven.
- Motion: A motion was made to introduce the ordinance modifying the Parks and Recreation Commission composition to allow for seven members or such lesser number as appointed by the City Council.
- Second: The motion was seconded.
- Outcome: The motion passed.
Future Agenda Items and Other Business
- Goals and Tactics: A motion was made to address the goals and tactics items in advance of formal adoption at the next meeting, contingent on staff preparation time. The motion was seconded.
- Speed Hump Policy: The speed hump policy was discussed. It was noted that Chief Jenkins has proposed temporary measures for implementation and monitoring. A motion was made to include Chief Jenkins in the development of this policy. The motion was seconded.
- Budget Committee: It was reported that the Budget Committee item is scheduled to be presented at the next meeting by Ms. Billings.
- Fourth of July City Float: A proposal was discussed to have the City Council participate on a float for the Fourth of July parade. No formal motion or vote was recorded.
- Ember Screens: A motion was made to add an agenda item regarding the requirement of ember screens to the goals and tactics discussion. The motion was seconded.
Meeting Adjournment
- The meeting was adjourned.