Meeting Summary
Present: Gilman, Lang, Rule, Whitman, Mang
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
Closed Session
- Staff received direction on two specific agenda items.
- A near-term closed session will be scheduled to continue the recruitment and selection process.
Warrant Register
- Council requested future financial reports be categorized by sector to better track legal and consulting expenditures.
- Staff confirmed grant applications are currently in the pipeline while legal mediation costs were noted.
- The Council approved the warrant register items for payment.
Planning Commission Appointment
- The Council ratified the unanimous recommendation to appoint Katrina Schmidt to the Planning Commission.
- Staff was directed to immediately initiate the application process for the second commission vacancy.
- Future appointment packets will include resumes and statements of support.
Custom-Built Dais Purchase
- Council members expressed concerns that the proposed circular design blocks audience visibility.
- Staff was directed to return with alternative designs, such as a horseshoe shape, to improve inclusivity.
- The original purchase item was not approved pending the review of new design concepts.
Passed 4–0 · abstained: Rule
Business License and Cannabis Software Contract
- Staff proposed contracting with HDL to automate business license and cannabis application processes.
- The Council approved the contract to improve service efficiency and identify non-compliant businesses.
- Cost recovery for the system will be addressed through a future fee study.
Passed 4–0 · abstained: Rule
General Plan Update Survey
- The Council directed staff to collaborate with the Chamber of Commerce to refine survey questions.
- A promotion plan will be developed to ensure the survey captures the balance between small-town life and tourism.
- Staff will incorporate Council feedback before launching the survey.
Passed 4–0 · abstained: Rule
Trolley Contract Service
- Staff presented a contract with a local vendor to provide backup drivers for service continuity.
- The Council approved the agreement as a temporary measure to support the existing in-house system.
- Discussions clarified that this contract does not replace ongoing recruitment efforts for city employees.
Code Compliance Proactive Approach
- Staff proposed shifting to a proactive enforcement model for inoperable vehicles, unpermitted construction, and signage.
- The Council approved the approach with an amendment to create informational materials for residents and businesses.
- A 90-day grace period will follow a public forum before enforcement begins.
Passed 4–0 · abstained: Rule
Broadband Contract and Micro-Trenching Ordinance
- The Council approved a concept for a citywide fiber optic network utilizing micro-trenching technology.
- Staff was authorized to negotiate a franchise agreement with Aspire Networks and draft the necessary ordinance.
- The agreement provides dark fiber connections and internet drops to parks at no cost to the city.
Fiscal Year-End Report and Carryover Requests
- Staff presented a preliminary report indicating revenues are on track and expenses are under budget.
- The Council approved specific requests to carry over unspent funds into the next fiscal year.
- A detailed fiscal year-end report and audit findings are scheduled for the December meeting.
Passed 3–1 · against: Mang · abstained: Rule
City Color Palette and Logo Selection
- The Council reviewed logo and color palette options but decided not to make a final selection.
- The Mayor and Mayor Pro Tem will return to the design firm to refine options based on Council feedback.
- Future iterations will address concerns regarding specific shapes and include additional font and color variations.
Council Member Reports
- Members reported on the League of California Cities Conference and the re-establishment of the Student Council.
- Updates were provided on the feasibility of moving the Farmers Market and upcoming YMCA pool proposals.
- Future agenda items identified include drone fireworks regulations and a potential Pickle Bowl fundraiser.
Full summary
Closed Session Report
- Staff reported that direction was provided regarding items one and three. Regarding item two, the City Manager reported that direction was provided to staff and that a near-term closed session would be scheduled to continue the recruitment and selection process. The closed session was concluded, and the open session was called to order.
Approval of Agenda
- The City Manager requested the withdrawal of agenda item seven to correct errors, and the item was removed. A motion was made and seconded to approve the amended agenda. The motion passed.
City Manager's Report
- The City Manager reported on attendance at the League of California Cities Conference, noting networking opportunities and the presence of two council members.
Passed 4–0 · abstained: Rule
Public Communications
- Ron Solorzano (Regional Librarian): Provided an update on library programs, including an upcoming author event, regular story times, therapy dog reading sessions, an enrichment center, a ukulele club, and poetry readings. He noted that a library renovation is planned, with construction hoped to begin by the end of November pending final logistics.
- Kathy Nolan (Ojai Valley Green Coalition): Announced events for October 25, including a volunteer cleanup day, a campus site tour, and an open house to present concept drawings for the 8-acre campus master plan. She also mentioned upcoming student education days in November focused on acorn collection and planting.
- Larry Steingold: Inquired about the status of the Carl Almeida investigation, the status and costs of city lawsuits, and liability for potential losses. He expressed concern regarding the size of the consent calendar, urging that more involved items be removed for individual discussion.
- Staff Response: Staff noted that the Carl Almeida matter is tentatively scheduled for the December meeting.
Consent Calendar
- The Council discussed the size of the consent calendar. Items 1, 2, 6, 8, 9, 11, and 12 were pulled from consent for individual discussion. Item 7 had been previously withdrawn by staff. Items 3, 4, 5, and 10 remained on the consent calendar. A motion was made and seconded to approve items 3, 4, 5, and 10. The motion passed.
Warrant Register (Items 1 and 2)
- Council Member Rule requested that the Finance Department provide future reports categorized by sector or vendor to better track spending on legal, investigative, and consulting services, specifically citing costs related to the Carl Almeida investigation and grant writing. The City Manager agreed to return with a concept for a revised reporting format. Council Member Rule noted specific expenditures totaling approximately $170,000 on legal mediation services and questioned the status of grant writing efforts. Staff confirmed that grant applications are in the pipeline. A motion was made and seconded to approve items 1 and 2. The motion passed.
Ratification of Planning Commission Appointment (Item 6)
- Council Members Lang and Whitman pulled this item to request more information regarding the nominee, Katrina Schmidt. Council members discussed Schmidt's background as a retired planner and her familiarity with community planning concepts. The Mayor and Council Member Mang, who served on the nomination committee, confirmed the unanimous recommendation of Schmidt. Discussion ensued regarding the timeline for filling the second vacancy on the Planning Commission. Staff clarified that the process requires a rotating council member assignment before public outreach can begin. The Council directed staff to initiate the process for the second vacancy immediately, including setting a 30-day application window. Council Member Rule suggested that resumes and statements of support be included in future appointment packets. A motion was made and seconded to nominate Katrina Schmidt to the Planning Commission. The motion passed.
Purchase of Custom-Built Dais (Item 8)
- Council Members Rule and Mang pulled this item to discuss the design of the new dais for the City Council Chambers. Concerns were raised regarding the circular design potentially blocking audience visibility and creating a closed-off appearance. The vendor presented the design constraints, noting the need to accommodate 11 seats within the room's dimensions. Council members suggested alternative configurations, such as a horseshoe shape or straight ends, to improve visibility and inclusivity. The City Manager noted that separating staff from the dais could also address visibility issues. A motion was made and seconded to direct staff to return with alternative designs based on the Council's direction. The motion passed.
Passed 4–0 · abstained: Rule
Contract for Business License and Cannabis Software (Item 9)
- Staff presented a proposal to contract with HDL to automate the business license and cannabis application processes, moving from a manual system to an online platform. Staff highlighted efficiency gains, the ability for businesses to pay and renew online, and the reduction in staff time required for data processing. Council Member Whitman questioned the cost-effectiveness, noting the contract cost equaled the revenue collected. Staff explained that the primary benefits were improved service, cost recovery through a future fee study, and the ability to identify non-compliant businesses. A motion was made and seconded to approve the contract. The motion passed.
Passed 4–0 · abstained: Rule
General Plan Update Survey Questions (Item 11)
- Council Member Whitman pulled this item to ensure the survey adequately addressed the balance between small-town life and the tourist economy. Staff explained that the survey includes open-ended questions to capture community concerns. Council members discussed involving the Ojai Valley Chamber of Commerce in the process. It was suggested that a subcommittee meet with consultants and the Chamber to review the questions before the survey launch. The Council discussed the timing of the survey launch relative to "Ojai Day" and the potential for data distortion if questions were added later. A motion was made and seconded to direct staff to work with the Chamber of Commerce and incorporate Council feedback to develop a promotion plan for the survey. The motion passed.
Passed 4–0 · abstained: Rule
Driver-Labor-Contractor Agreement / Trolley Contract Service (Item 12)
- Staff presented a contract with a local vendor to provide backup trolley drivers to ensure service continuity, particularly for Sunday service and sick leave coverage. Staff noted that the vendor's pay rates are commensurate with city drivers and that the contract does not replace ongoing recruitment efforts for city employees. The City Manager mentioned that a future proposal to have a contractor administer the entire service while using city drivers and vehicles could be considered. Council members discussed the necessity of the contract to maintain current service levels versus concerns regarding the optics of outsourcing and potential long-term implications. Staff clarified that the contract is intended as a temporary measure to support the existing in-house system and that no direction has been received to transition the entire system to a contractor model. Discussions also addressed rumors regarding driver hours and recruitment challenges. A motion was made and seconded to approve the contract service agreement. The motion passed.
Code Compliance Proactive Approach (Item 13)
- Staff from the Community Development Department requested direction to shift code compliance efforts from a reactive, complaint-driven model to a proactive approach. The proposal includes proactive monitoring for three specific areas: inoperable vehicles, unpermitted construction activity, and signage/outdoor dining violations in the Ojai Arcade and Arcade Plaza. Staff proposed holding a public forum to educate business and property owners, followed by a 90-day grace period before enforcement begins. Council members discussed the scope of enforcement, the role of the code compliance officer, and the need for educational materials for new residents and businesses. Suggestions were made to create informational one-sheets and to collaborate with the Chamber of Commerce and the Historic Preservation Commission for outreach. A motion was made to approve the proactive approach, with an amendment to direct staff to create informational materials for residents and businesses. The motion was seconded. The motion passed.
Passed 4–0 · abstained: Rule
Concept Review, Broadband Contract, and Micro-Trenching Ordinance (Item 14)
- Staff and representatives from Aspire Networks presented a concept for a citywide fiber optic broadband network utilizing micro-trenching technology. The proposal involves a non-exclusive franchise agreement that would provide dark fiber connections between city facilities, internet drops to parks for Wi-Fi and security camera expansion, and service availability to all residents at no cost to the city for infrastructure build-out. Aspire representatives detailed the construction process, including trench depth, restoration methods, and a projected six-to-eight-month timeline. Council members inquired about security measures, tree root protection, pricing tiers, and the impact on other potential providers. Staff noted that a minor ordinance adjustment would be required to allow micro-trenching as an exception to the current moratorium on digging into recently paved roads. A motion was made to approve the concept and authorize staff to proceed with drafting the franchise agreement and the necessary ordinance. The motion was seconded. The motion passed.
Broadband Franchise Agreement and Micro-Trenching Ordinance (Follow-up Motion)
- A motion was made to direct the City Manager to negotiate a broadband franchise agreement with Aspire and to return with a first reading of an ordinance to allow micro-trenching immediately. The motion was seconded. Following a roll call vote, the motion passed.
Fiscal Year-End Report and Carryover Requests
- Staff presented a preliminary report on the Fiscal Year 2024-25 financial status, noting that revenues are on track and expenses are under budget. The presentation focused on requests to carry over unspent funds from specific projects into the 2025-26 fiscal year, including items related to street overlays, personnel handbook development, and purchasing system updates. Council members discussed the distinction between the carryover request and a preliminary estimate of a $2 million surplus, noting that the surplus figure is not yet finalized pending the annual audit. Concerns were raised regarding whether the item should have been reviewed by the Budget Committee first; staff indicated that a detailed fiscal year-end report and audit findings are scheduled for a December meeting. Council members requested clarification on specific account numbers and the source of funds for the carryovers. A motion was made to approve recommendations two and three regarding the carryover of funds. The motion was seconded. Following a roll call vote, the motion passed.
Passed 3–1 · against: Mang · abstained: Rule
City of Ojai Color Palette and Logo Selection
- The Mayor and Mayor Pro Tem presented several logo and color palette options developed by a design firm, narrowing the selection to two primary color schemes (earth tones and current city colors) and specific logo designs featuring the Post Office Tower and trees. Council members discussed the distinction between the official city seal and a new logo for general communications and branding. A member of the public suggested involving the Arts Commission and the local art community in the decision-making process. Staff and the Mayor clarified that logo selection is a branding and communication function rather than an art commission matter, though the design incorporates artistic elements. Council members provided feedback on specific designs, noting concerns about certain shapes resembling religious structures and requesting additional font options and color variations, including green or orange tones. The Council decided not to make a final selection at this time. The Mayor and Mayor Pro Tem will return to the design firm to refine the options based on the Council's feedback regarding colors, fonts, and design elements before a final decision is made.
Council Member Reports and Future Agenda Items
- Council members provided updates on various topics:
- California League of Cities Conference: Two members reported on attendance, highlighting sessions on legal issues, voting rights, affordable housing, and strategies for small cities.
- Agenda Management: A discussion occurred regarding the volume of agenda items and the need to prioritize existing goals over new additions to ensure completion before the end of the year.
- Student Council: The Mayor announced the re-establishment of the City of Ojai Student Council, including upcoming meetings and a planned joint session with the City Council in 2026.
- Farmers Market: The Mayor noted ongoing feasibility discussions regarding moving the Thursday farmers market from OUSD to Libbey Park.
- Pool Project: Staff indicated that a proposal from the YMCA regarding the pool is expected to be presented to the Council in the near future. Council members requested that future presentations include the status of alternative community-driven nonprofit proposals.
- Animal Rights: A Council member reported on attending an international animal rights conference, noting Ojai's unique status regarding animal rights ordinances.
- Future Items: Council members identified potential future agenda items, including a review of drone fireworks regulations and the possibility of hosting a "Pickle Bowl" tournament as a fundraiser for the recreation department.
Discussion on Fundraising and Park Improvements
- Leslie Rule discussed potential fundraising efforts for the recreation department, noting that Soule Park and the athletic club are expanding pickleball courts, with the possibility of installing lights. The discussion also included plans to potentially install benches at Soule Park. No formal motions were moved, seconded, or voted upon in this segment.
Adjournment
- Andy Gilman confirmed there were no further items for discussion. The meeting was adjourned.