Meeting Summary
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
City Council Goals
- The Council identified completed tactics including enterprise software updates and Ide Bailey list remediation.
- Priorities for financial stability include evaluating the Sheriff's contract and implementing interactive software.
- Communication goals focus on updating the city website and establishing a standing agenda item for board reports.
- Discussion on the general fund surplus was deferred pending the new Finance Director's arrival.
Public Safety Commission
- The Council approved the formation of a five-member advisory body to address traffic and fire resilience issues.
- Staff will prepare specifications for monthly meetings with a preference for subject matter expertise.
- The commission will include staff liaisons from Public Works, Police, and Fire departments.
Passed 5–0 · unanimous
Trolley Driver Pilot Benefit Program
- A pilot program was approved to offer prorated benefits to drivers working over 20 hours weekly.
- The estimated $200,000 cost is within the existing budget to aid recruitment and retention.
- The initiative aims to build a driver reserve pool to potentially restore two simultaneous routes.
Passed 5–0 · unanimous
Space Launch Delta 30 Agreement
- The Council authorized the City Manager to sign an MOA for installing sonic boom monitoring stations.
- The agreement includes provisions to negotiate additional site locations and improved data access.
- Staff will coordinate data sharing protocols with federal and state agencies.
Passed 5–0 · unanimous
Recruitment and Staffing Updates
- The Finance Director position was filled after re-contacting an initial candidate who had accepted another offer.
- Applications for the Area Housing Authority representative will be open for 30 days with two public notices.
- The Council acknowledged difficulties in recruiting for finance and community development roles.
Other Business and Updates
- Staff agreed to provide a detailed cost breakdown for the Clean Harbors environmental services invoice.
- Proposals were discussed for a new homeowner welcome packet and rotating town forums.
- The Council reviewed the structure for a proposed Ombudsman Commission and Caltrans road closure updates.
Closed Session
- No closed session report was included in the provided meeting summary.
Full summary
Public Comments
- Public comments were received on various topics, including appreciation for city participation in Ojai Day events, requests for an annual government report with improved transparency and audio recording, and support for a Public Safety Commission. Speakers also addressed the trolley driver benefit program, urging the city to treat the trolley as an essential resource and develop a comprehensive transit plan. Additional comments covered fire hardening disclosures for home buyers, traffic management, and fiber optic franchise agreements. One speaker criticized the City Manager's performance regarding local hiring and contracting costs. The City Manager addressed the record to clarify personal conduct matters.
Consent Calendar
- The Council reviewed the consent calendar. Item 1 concerned the potential discontinuation of a service due to lack of use. A motion was made to accept Item 1, seconded, and passed. Item 2 involved an appointment to a board of commissioners. The Council discussed the appointment process, agreeing to proceed based on the number of applicants received and deferring the specific selection process until candidates were identified.
City Council Goals (Items 8 and 9)
- The Council reviewed tactics under City Council Goals 8 (Financial Stability) and 9 (Communication and Relationships). Several items were identified as completed or "freebies," including updates to enterprise software, the Ide Bailey list remediation (reported as 90% complete), and the development of a grant management policy pending the hiring of an Assistant City Manager.
- Goal 8: The Council discussed evaluating the Sheriff's contract, assessing potential surplus, and implementing public-facing interactive software. Tactics 8I, 8K, and 8L were identified as top priorities. Discussion regarding the "Delta" (unprogrammed general fund monies exceeding reserve policy) was deferred until the new Finance Director is onboarded and year-end audit results are available.
- Goal 9: The Council discussed evaluating the city website, conducting a community survey on Council progress, and establishing town hall meetings. The frequency of town halls was debated, with suggestions ranging from quarterly to monthly. The Council designated updating the website with government role descriptions and adding a standing agenda item for board and commission reports as immediate actions.
Public Safety Commission
- The Council discussed the formation of a Public Safety Commission to address community concerns regarding traffic safety, speed, roadways, and fire resilience before they reach the full Council. The proposal outlines a five-member, Council-appointed advisory body compliant with the Brown Act. Discussions covered the composition of the commission, including a preference for subject matter expertise (e.g., public safety, public works, transit) though not strictly required, and the inclusion of staff liaisons from Public Works, Police, and Fire departments. Meeting frequency was debated, with suggestions for monthly or quarterly meetings. A motion was made to direct staff to prepare for the commission with specifications including monthly meetings and a preference for subject matter expertise. The motion was seconded and passed.
Passed 5–0 · unanimous
Trolley Driver Pilot Benefit Program
- The Council discussed a pilot program to provide benefits for trolley drivers to improve recruitment and retention. Staff presented information indicating the program would offer prorated benefits to drivers working more than 20 hours per week, mirroring the full-time staff package. The estimated cost of $200,000 was noted to be within the existing budget. The program aims to build a driver reserve pool to potentially restore two simultaneous trolley routes. Existing drivers would be offered these positions first. Discussion included the status of the trolley mechanic position and the potential for future contract renegotiations. A motion was made to approve the pilot benefit program. The motion was seconded and passed.
Passed 5–0 · unanimous
Memorandum of Agreement for Space Launch Delta 30
- The Council discussed a Memorandum of Agreement (MOA) with Space Launch Delta 30 to install monitoring stations for sonic booms resulting from space launches at Vandenberg. Staff explained the equipment and data sharing protocols with federal and state agencies. Public comments requested quarterly data summaries and access to underlying databases. The Council discussed the feasibility of negotiating additional site locations and data access. A motion was made to authorize the City Manager to enter into the MOA, including provisions to negotiate additional sites and data access. The motion was seconded and passed.
Passed 5–0 · unanimous
Recruitment and Staffing Updates
- The Council discussed the recruitment process for the Finance Director position, noting that the initial candidate accepted another offer but was re-contacted and hired after the process concluded. The difficulty in recruiting for finance and community development roles was acknowledged. Regarding the vacant Events and PIO Coordinator position, it was noted that the position had been eliminated from the salary schedule but could be reinstated. A proposal was made to open applications for the Area Housing Authority representative position for a 30-day period with public notice on two separate occasions, with the intent to reappoint the current representative if no other applicants are found. A motion was made to open applications for 30 days with two public notices and return for appointment based on applicant pool results. The motion was seconded and passed.
Other Business and Updates
- Clean Harbors Environmental Services: An inquiry was made regarding the cost breakdown for a $14,035 invoice for lithium battery removal and OTT tent decontamination. Staff agreed to provide a detailed breakdown.
- Help of Ojai ADA Program: An inquiry was made regarding a $4,500 payment to Help of Ojai for an ADA program. Staff clarified the nature of the payment.
- MV Chang Finance Consulting: Concerns were raised regarding the recurring $10,000 monthly cost for consulting services and the quality of financial documents. Staff acknowledged the need for assistance due to staffing shortages.
- Historic District Plaque and Ojai Day Events: Staff and the Historic Preservation Commission reported on the successful unveiling of a historic district plaque and the Ojai Day event, noting high attendance.
- Budget Software and Transparency: Discussion occurred regarding the adoption of software to modernize financial reporting. Council members suggested requesting a demonstration and seeking definitional clarity for budget terms.
- Community Engagement and Town Forums: Proposals were discussed for increasing community engagement, including a community survey and rotating town forums hosted by individual Council members. Suggestions included making forums open-ended and ensuring they occur more frequently than quarterly.
- New Homeowner/Renter Welcome Packet: A proposal was made to create a welcome packet for new homeowners and renters to inform them of local responsibilities regarding fire hardening and tree maintenance.
- Ombudsman Commission Structure: Discussion focused on the structure and appointment process for a proposed Ombudsman Commission, including composition, the role of experts, and meeting frequency. The appointment process was clarified, with each Council member appointing one member and the Mayor holding the fifth appointment.
- Caltrans Road Closures: The Council received updates on Caltrans road closures for the 101 freeway.
- Economic Development and Reimbursement Policy: The Council discussed the inclusion of reports from the Economic Development Collaborative and the need for an updated reimbursement policy.
- Air Quality Monitoring: Discussion occurred regarding air quality monitoring sites within the city and the potential for additional locations. No formal action was taken.
- Vandenberg Inquiries: Informal remarks were made regarding potential inquiries to Vandenberg about the need for additional monitoring locations and a confirmation that no bill will be sent to the federal government.
- The meeting concluded with the adjournment of the special session.