Meeting Summary
Present: Gilman, Whitman, Mang, Lang, Rule
This summary was AI-generated to save you time. It may miss or misstate details, so verify against the official recording and the transcript.
At a glance
Appointment of League of California Cities Delegates
- The Council discussed appointing a voting delegate and alternate for the 2025 Annual Conference in Long Beach.
- Consensus was reached to appoint the Mayor Pro Tem as the voting delegate and Council Member Whitman as the alternate.
- No formal motion or vote was recorded for this appointment.
Permanent Supportive Housing Project Workshop
- Staff and the design team presented the 30-unit SRO project design, highlighting fire-resistant materials, ADA compliance, and Spanish hacienda typology.
- Council members reviewed technical details regarding foundation drainage, DuraPanel fire-rating status, and the absence of in-unit cooking facilities.
- The Council directed staff to investigate expanding the pet relief area and to formalize a report on unfunded items and operational costs.
- No formal motions were taken, but the discussion focused on clarifying specifications and identifying potential bid alternates.
Full summary
Call to Order and Roll Call
- The September 30th Special Council meeting was called to order by Mayor Gilman. A roll call confirmed the presence of Mayor Gilman and Council Members Whitman, Mang, Lang, and Rule. The meeting proceeded with the Pledge of Allegiance.
Approval of Agenda
- Council Member Lang moved to approve the agenda, and the motion was seconded. No objections were raised. The motion passed.
Public Communications
- Public comment was opened for items not on the agenda. A representative from the International City of Peace addressed the Council regarding a proclamation for the Peace Project event on September 21st, noting the organization's 10-year anniversary. The Mayor mentioned an upcoming flag-raising ceremony. Another speaker addressed the Council regarding the recent discovery of a body and offered to coordinate community support for the family. No additional public comments were received from online participants.
Resolution Appointing a Voting Delegate and Alternate to the 2025 League of California Cities Annual Conference
- Staff presented a report regarding the appointment of delegates for the conference in Long Beach, noting that Mayor Pro Tem and Council Member Whitman are attending. A formal resolution is required to appoint a voting delegate and an alternate. Council Member Whitman confirmed attendance and suggested the Mayor Pro Tem serve as the delegate with Whitman as the alternate. Council Member Lang agreed to serve as the delegate. The Council reached a consensus to appoint the Mayor Pro Tem as the voting delegate and Council Member Whitman as the alternate. No formal motion or vote was recorded for this item.
Workshop on Permanent Supportive Housing Project Documents
- The Council convened a workshop to review the Ojai Permanent Supportive Housing Project documents. Staff and the design team (Dignity Moves) presented an overview of the project's status, design development, and construction documents.
- Project Overview and Design: The project aims to provide 30 single-room occupant (SRO) units for Tent Town residents, utilizing fire-resistant construction and low-carbon design. Located in a Very High Fire Severity Zone, the design features a courtyard scheme with a Spanish hacienda typology. Key elements include a communal dining and gathering space, 30 SRO units with en-suite bathrooms, and two double units. The site plan includes accessible ramps, parking, and a courtyard with an olive tree and gardening areas.
- Fire Safety and Materials: The building is designed to meet Wildland-Urban Interface (WUI) codes, featuring a Class A roof, screened gutters, intumescent vents, dual-pane tempered windows, and ignition-resistant stucco. The design exceeds code requirements in several areas, including commercial-grade sprinklers. The structure utilizes a light wood-framed system for cost-effectiveness and carbon sequestration. Materials include compressed straw panels (DuraPanel) for interior faces of exterior walls and ceilings, hemp-based insulation, and recycled plastic Spanish barrel tiles. The building will be 100% electric with heat pumps and solar-ready infrastructure.
- Unit Specifications: All units are 100% ADA-compliant. Single units feature a bed with under-bed storage, a mini-split HVAC unit, and a casement window. Double units, located in the building's corners, are twice the size of single units and contain two twin XL beds configured as a king, along with additional storage and desk space. Interior walls separating units have a one-hour fire rating and a Sound Transmission Class (STC) rating of approximately 62. Bathrooms feature roll-in showers, wall-mounted lavatories, grab bars, and fiber-reinforced panels.
- Systems and Operations: The HVAC system is designed for central control across four zones to prevent excessive energy use, though a bid alternate for single-zone mini-splits was included. The building lacks in-unit cooking facilities; communal dining is intended to foster social interaction, with residents having access to microwaves and toasters. Staff and the design team addressed concerns regarding privacy, noting the availability of private spaces and quiet areas within the courtyard.
- Site and Landscape: The landscape plan emphasizes California native plants, includes six replacement oak trees, and incorporates two bioswales for stormwater capture. The courtyard design includes movable furniture, planters, and raised vegetable beds. A pet relief area is located in the northeastern quadrant. Updates to the site plan included a roofed trash enclosure and the use of storage containers instead of a ground-up storage building.
- Foundation and Drainage: The original design included full perimeter footing drains, which was value-engineered to include drains only on the north and west sides based on soil reports. Council members expressed concern regarding hydrostatic pressure. The architect noted that bid alternates could be used to add full perimeter drainage if funding allows.
- DuraPanel Testing: Discussion addressed the fire-rating status of DuraPanel. Initial testing was expected before October 1st but had not occurred; the manufacturer engaged a testing lab in Australia, and the report was not yet available. Current drawings are permitted based on existing documentation without relying on the panels' fire resistance. If testing is completed in time, the scope of the panels could be expanded; otherwise, they will be used as unrated.
- Public Comments and Responses: Public comments expressed support for the project and urged the Council to avoid delays. Concerns were raised regarding cost transparency, solar panel capacity, ramp accessibility, landscaping, fencing, long-term operational costs, and the absence of food preparation areas. In response, the architect clarified that the construction bid includes building infrastructure (toilets, sinks, cabinets, counters) but excludes loose furniture, beds, desks, and appliances. Council Member Whitman requested a comprehensive report listing unfunded items and projected operational costs. Staff member Ben Harvey confirmed a draft list exists and agreed to formalize a report for potential donations or city funding, targeting a November presentation.
- Operational Management: Staff noted that while there is no regulatory requirement for a 24-hour on-site manager, potential operators prefer a resident manager unit. The Council acknowledged the current design may need adjustment to accommodate this. It was clarified that residents must demonstrate self-sufficiency, and those requiring skilled nursing would be referred elsewhere.
- Additional Proposals: Council Member Rule requested an expansion of the pet relief area into an enclosed dog run. The Council directed staff to investigate the feasibility of this expansion, including utilizing the existing chain-link fence along the west side. Council Member Lang inquired about a donor wall; the architect proposed the entry breezeway as a potential location.
Motions and Decisions
- No formal motions were moved, seconded, or voted upon during the workshop segment. The discussion focused on reviewing design details, clarifying technical specifications, identifying potential bid alternates, and directing staff to investigate specific proposals (dog run, donor wall, unfunded items report).
Adjournment
- It was announced that the presentation materials would be posted on the organization's landing page. Following brief acknowledgments, the meeting was adjourned. No formal motion was made, and no vote was taken on this item.