Meeting Summary
Present: Gilman, Lang, Rule, Whitman, Mang
This summary was AI-generated to save you time. It may miss or misstate details — verify against the official recording and the transcript.
At a glance
Cabin Village Project Resolution
- The Council approved the lower public works yard as the site for a 30-unit permanent supportive housing project developed with Dignity Moves.
- Staff recommendations included adopting a CEQA exemption resolution and approving a sole-source Development Management Agreement with a $9.5 million budget.
- The motion passed with amendments requesting a future report on a donor plaque and a detailed narrative of expenditures since early 2024.
Finance and Budget Committee Composition
- The Council rejected staff's recommendation to exclude community members and instead appointed Clay Creasy and Renee Roth to the committee.
- Friendly amendments directed the committee to first determine meeting frequency and spending thresholds before proceeding with other duties.
- The final motion passed, ensuring citizen participation remains a core component of the committee's oversight role.
Ad Hoc Committee with Historic Preservation Commission
- The Council formed a subcommittee to collaborate with the Historic Preservation Commission on relevant city matters.
- Council Members Mang and Rule were nominated and approved to serve as the council representatives on this new body.
Five-Year Capital Improvement Program (CIP)
- The Council directed staff to remove the Libby Bowl Improvements and Soule Park Shade Structure from the current CIP due to scoping needs and low usage.
- The Pickleball Sound Wall item was retained for further research rather than removed, pending additional discussion with the Parks and Recreation Commission.
- Staff presented the draft program covering streets, parks, and climate initiatives while noting the document is subject to future changes.
Closed Session
- The Council discussed protocols regarding transparency for calling closed sessions and procedures for reconvening.
- The meeting adjourned to a closed session to discuss the public employee performance evaluation of the City Manager.
Full summary
Call to Order and Roll Call
- The meeting was called to order on Tuesday, May 27th. Roll call confirmed the presence of Mayor Gilman, Mayor Pro Tem Leng, and Council Members Rule, Whitman, and Mang. The Pledge of Allegiance was recited.
Approval of Agenda
- A motion was made to approve the agenda and was seconded. The motion passed unanimously. No commission reports were submitted.
Public Communications
- Three members of the public provided comments. Jeffrey Starkweather addressed the Request for Qualifications (RFQ) for a city attorney, noting the omission of the Brown Act and emphasizing the need for expertise in elections law. He argued that the current district voting system has been ineffective and suggested transitioning to an at-large system. Larry Steingold agreed regarding the voting system, suggesting an at-large system would better represent the whole city, and commented positively on the "Arts in the Park" event. Renee Roth discussed wildfire safety, urging the council to formally identify and remove high fire hazard trees and flammable vegetation on city-owned parcels and evacuation routes. She noted that Measure C funds have not been sufficiently utilized for vegetation management and requested changes to the Capital Improvement Program (CIP) budget. Council Member Whitman responded to comments regarding vote-swapping, clarifying that such actions could potentially constitute a crime.
Consent Calendar
- Minutes Correction: Council Member Mang requested a correction to the minutes from the previous meeting regarding a closed session item, stating the session discussed requirements for the city attorney RFQ rather than a performance evaluation. Other council members offered differing recollections. The City Manager noted that minutes are action-based and do not provide a blow-by-blow transcript. The discussion concluded with the understanding that the minutes would remain as written, though the topic of guardrails for closed sessions was noted for future deliberation.
- Indemnification Analysis: During public comment, Larry Steingold questioned the necessity and cost ($37,000) of an indemnification analysis. The Mayor directed the question to the City Manager for a future response, noting the item was already accepted on consent.
- Motion: A motion was made to approve the consent calendar and was seconded. The motion passed unanimously.
Public Hearing and Action: Cabin Village Project
- The council heard a presentation regarding the Cabin Village, a permanent supportive housing project proposed for 408 South Signal Street (the lower public works yard). Community Development Director Lucas Seibert presented details for a project proposing 30 units (28 single, 2 double) in a Hacienda/Mission style, developed by the City of Ojai in partnership with the non-profit Dignity Moves.
- Staff recommended: (1) approving the lower public works yard as the site; (2) adopting a resolution determining the project is exempt from CEQA, approving the sole-source Development Management Agreement (DMA) with Dignity Moves, and approving Design Review Permit DRP 24-006; and (3) authorizing the City Manager to execute the DMA. The construction budget is identified at $9.5 million, including a $500,000 management fee. Dignity Moves would receive an initial payment of $5.9 million, with subsequent payments contingent on City approval of invoices. A detailed budget and schedule are due by August 30th. The agreement requires competitive bidding for the contractor, subject to City Council affirmation. The project timeline targets completion by July 30, 2027. Unused grant funds must be returned to the city.
- Regarding environmental conditions, staff and consultant Andy Nelson presented findings from Phase 2 soil testing identifying lead exceedances at boring RB6. Additional testing delineated the contamination extent to 3–5 feet below ground in specific areas. The remediation plan involves excavating contaminated soil under Department of Toxic Substances Control (DTSC) oversight. Once confirmation samples show lead levels are below the residential screening level (80 ppm), DTSC will issue a "No Further Action" (NOFA) letter. Testing showed arsenic levels were within natural background concentrations. Legal counsel noted that while the NOFA letter provides a strong defense against negligence claims, it does not eliminate the possibility of future lawsuits.
- The design features a central courtyard, communal dining, administrative offices, and private units with full bathrooms. The building will be fully sprinklered and constructed with non-combustible materials to meet Wildland-Urban Interface (WUI) fire safety standards. Landscaping plans include permeable pavers, raised garden beds, and a low-water lawn utilizing California natives, adhering to fire safety zones. Staff identified three CEQA exemptions: Infill Development, Housing Projects of 100 units or less, and Public Resources Code Section 21080.1 regarding contracts for homelessness services. A letter from the Department of Housing and Community Development (HCD) stated that disapproval could conflict with the city's Housing Element and potentially jeopardize the Emergency Rental Assistance (ERF) grant award.
- During discussion, Council Member Lang clarified the payment structure, confirming the initial $5.9 million payment is required by June 30th to meet ERF grant mandates. Staff confirmed the city retains the ability to cancel the contract and recover unspent funds if the budget and schedule are not delivered by the deadline. Council Members Rule and Whitman inquired about the commitment to using bio-based and natural materials. Staff and the architect confirmed a strong commitment to using low-embodied carbon, bio-based materials, though specific systems will be finalized during the design development phase. Council Member Whitman questioned the decision to proceed with 30 units rather than the originally considered 20 units. The developer explained that the 30-unit count addresses 60% of the city's unsheltered population count and that the higher unit cost reflects the inclusion of private bathrooms and higher-quality materials.
- Staff clarified that the initial application for 20 units at Kent Hall would require a revised application to the state to proceed with the current 30-unit proposal, which meets state criteria for revised applications. Staff confirmed the project commits the site to 55 years of affordable housing. Regarding zoning, staff explained that while permanent supportive housing is not a specifically allowed use in the Public Quasi-Public (PL) zone, the project qualifies under a "findings of similar use" provision. Staff confirmed the site is consistent with the General Plan and satisfies CEQA infill exemption requirements. Staff also explained that interest earned on grant funds must be reinvested into the project.
- Public comments included support for the project and the partnership with Dignity Moves, citing their track record and the urgency of addressing homelessness. Concerns were raised regarding the lack of a finalized budget and performance milestones at the time of the vote, the potential for litigation, and the concentration of the project in one neighborhood. Some commenters requested greater transparency regarding expenditures and community involvement.
- Council Member Rule moved to accept Recommendations 1, 2, and 3 regarding the project. Council Member Lang seconded the motion and proposed a friendly amendment to request staff return with information regarding a donor plaque or commemorative element. Council Member Mang requested an additional report detailing a narrative of expenditures for the Ojai Tent Town (OTT) and Cabin Village since early 2024. Staff confirmed they could provide this detailed accounting. The motion, including the amendments to request information on a donor plaque and a detailed expenditure narrative, was put to a vote. The motion passed.
Finance and Budget Committee Composition
- Staff presented a recommendation to restructure the Finance and Budget Committee to include only staff and Council members, excluding community members. The Interim Finance Director stated this recommendation was based on the technical nature of the committee's work and the desire for a smoother process. Public comments strongly opposed the exclusion of community members, arguing that citizen participation is essential for transparency, oversight, and providing diverse viewpoints.
- Discussion focused on the appointment of community members. Council members debated whether to appoint one or two public members, with arguments presented regarding the value of institutional knowledge and the specific qualifications of applicants Clay Creasy and Renee Roth. Concerns were raised regarding the scope of the committee's duties, specifically the potential for the committee to address policy matters rather than fiscal oversight. It was suggested that the committee's first task should be to determine appropriate meeting frequency and spending thresholds for review. A motion was made to appoint both Clay Creasy and Renee Roth to the committee. The motion included friendly amendments to direct the committee to first ascertain the frequency of meetings and the threshold for proposed budget items, with any modifications requiring Council approval. The motion was seconded. The motion passed.
Ad Hoc Committee with the Historic Preservation Commission
- The Council discussed the formation of a subcommittee to work with the Historic Preservation Commission. The Mayor and Council Member Mang expressed willingness to continue serving. Council Member Rule expressed interest in joining but was open to the existing members continuing. Public comment was received thanking the Council for forming the committee. A motion was made to nominate Council Member Mang and Council Member Rule to serve on the Ad Hoc Committee. The motion was seconded. The motion passed.
Five-Year Proposed Capital Improvement Program (CIP)
- Staff presented a draft Five-Year Capital Improvement Program covering streets and parking lots, parks, climate, facilities, stormwater, and transit. Key topics included the distinction between capital projects and operational maintenance, the status of storm drain assessments and repairs, and climate mitigation efforts including facility electrification. Staff noted that the CIP is a snapshot in time and subject to change.
- Specific project discussions included:
- Libby Bowl Improvements: Staff recommended removing this item from the current CIP as a placeholder, noting that specific needs require further scoping and input from event organizers.
- Pickleball Sound Wall: Staff advised that a sound wall alone would not fully mitigate noise issues without a ceiling structure. The Council directed staff to retain the item for further research and discussion, potentially involving the Parks and Recreation Commission, rather than removing it.
- Soule Park Shade Structure: Staff recommended pausing or removing this project, citing that existing umbrellas are effective and that usage is low during peak heat hours. The Council agreed to remove the shade structure from the current CIP.
- Public comment was received suggesting the inclusion of the Ojai Valley Fire Safe Council in the budget for fire mitigation infrastructure. The Mayor noted that fire mitigation is likely to be addressed in the upcoming goals discussion rather than as a specific CIP line item at this time. The Council received the staff report and provided direction on the specific project adjustments noted above.
Public Comments and Reports
- Local Heroes Presentation: A speaker reported on a Local Heroes presentation at the Turtle Conservancy involving student projects related to the local watershed.
- City of Ojai Student Council: A speaker noted that the Student Council will break for the summer and return in the fall, mentioning previous reports on Parks and Recreation and student suggestions regarding amenities, marketing, and age thresholds.
- Transportation Roundtable: Councilmember Rachel Lang reported attending a transportation roundtable with Representative Carbajal and Eric Martinson, Executive Director of the VCTC. The discussion covered federal funding for surface transportation, including roadways, bike paths, and bike lanes. Councilmember Lang discussed specific local items, including the trolley, bike paths, and flashing lights at crosswalks, and indicated that follow-up on these conversations would occur.
- City Manager's Report: The City Manager provided no report.
Future Agenda Items
- Council Community Outreach: Councilmember Kim Mang proposed that the council consider holding additional meetings for community outreach to improve transparency and communication. Councilmember Mang seconded the idea. No formal motion was made, and no vote was taken. The discussion concluded with agreement to explore the concept further.
Closed Session
- The Council discussed protocols for transparency regarding who calls for closed sessions and the procedure for reconvening. The meeting was adjourned to enter a closed session regarding the public employee performance evaluation of the City Manager.