Meeting Summary
Present: Gilman, Mang, Rule, Lang, Whitman
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
- The Council directed staff to make an offer on the first item, subject to final open session approval.
- Direction was provided to the City Attorney's office regarding the second item.
Arts Commission Report
- The Commission thanked the Council for appointing Bradley Tabak and noted the departure of David Leeds.
- $100,000 in grant checks were distributed ahead of schedule to support local arts initiatives.
- The Public Art Committee will request funding to conserve the "Big Red Roller" sculpture.
- Letters regarding maintenance obligations under the Percent for Art Program will be sent to business owners.
City Manager Report
- A pilot trolley route operating every 30 minutes on Tuesdays through Thursdays was announced.
- Ridership has increased by 50% compared to the previous year.
- Recruitment efforts are underway to replace three trolley driver candidates who withdrew.
Energy Modernization Program Agreement
- Staff and Climatec presented a scope of work for infrastructure modernization, electrification, and decarbonization.
- Phase 1 is estimated at $2.7 million with projected savings of over $3.3 million over the project's life.
- The Council approved the agreement and appropriated $909,986 in Measure C funds for fiscal year 2025.
Passed 5–0 · unanimous
Help of Ojai Professional Services Amendment
- The First Amendment covers a one-year increment for case management services related to the Cabin Village project.
- Funding is supported by an Encampment Resolution Fund grant to stabilize the encampment.
- Staff confirmed that bi-weekly updates and annual reports on progress and outcomes will be provided.
- The Council approved Amendment Number One to the professional services agreement.
Mid-Year Budget Adjustment
- FY 2024-2025 financials showed a positive variance of approximately $1.2 million with a $22.8 million ending balance.
- Proposed amendments for FY 2025-2026 included a $710,000 increase for the City Attorney department.
- The Council adopted the budget amendments with the exception of the City Attorney line item increase.
- The City Attorney's office was directed to return with a reasonable spending proposal for the remainder of the fiscal year.
Tree Ordinance Concept Review
- Staff and a local arborist presented revisions emphasizing clearer language to protect trees during construction.
- Public comments were divided between urging immediate adoption and requesting a more thorough review.
- Council members expressed interest in holding a dedicated workshop in March to gather further input.
- No motion was made to adopt the ordinance at this time.
Passed 5–0 · unanimous
Electronic Filing of Campaign Disclosures
- The City Clerk presented an ordinance to require electronic filing of campaign disclosures to align with state mandates.
- The proposal highlights benefits including increased security and reduced administrative burden.
- The estimated annual cost of $3,000 is already authorized within the existing budget.
- The Council approved the ordinance requiring electronic filing.
Accountant Salary Schedule Amendment
- Staff presented a resolution to update salary ranges for Accountant 1 and Accountant 2 classifications.
- The adjustment aims to address recruitment difficulties and align with market medians.
- Public comment supported the proposed salary increases.
- The Council adopted the resolution as proposed.
Goals and Tactics Document
- Discussion centered on a staff-prepared document outlining city goals, tactics, and estimated costs.
- It was agreed to post the document on the city website with disclaimers indicating it is an unapproved draft.
- The item was not formally adopted by the Council.
Tabling of Items 13 and 14
- Items 13 and 14 were discussed in conjunction with the Goals and Tactics document.
- The Council decided to table these items for future consideration.
Full summary
Closed Session Report
- The City Attorney reported on two closed session items. On the first item, the Council provided direction to make an offer, subject to final approval in an open session if accepted. On the second item, the Council provided direction to the City Attorney's office. The closed session was concluded, and the regular open session for February 10th was opened.
Roll Call and Pledge of Allegiance
- A roll call confirmed the presence of Mayor Gilman, Mayor Pro Tem Mang, and Council Members Rule, Lang, and Whitman. The meeting proceeded with the Pledge of Allegiance.
Agenda Modifications
- Mayor Gilman moved to renumber Agenda Item 15 (Approval of Professional Services Agreement with Help of Ojai) to become the first discussion item, currently listed as Item 8. Council Member Lang agreed to the change. Council Member Lang moved to approve the modified agenda, which was seconded. The motion passed without objection.
Commission Reports
- Arts Commission: Vice Chair Christine Steiner reported on behalf of Chair Smitty West. The Commission thanked the Council for appointing Bradley Tabak and noted the departure of David Leeds. Steiner reported that $100,000 in grant checks were distributed ahead of schedule. The Commission highlighted ongoing educational seminars and noted that the Public Art Committee will request funding to conserve the "Big Red Roller" sculpture in the skate park. Letters regarding maintenance obligations under the Percent for Art Program will be sent to business owners.
- City Manager Report: Assistant City Manager Oak Grove announced a pilot trolley route running every 30 minutes on Tuesdays, Wednesdays, and Thursdays. The report noted a 50% increase in ridership compared to the previous year. The City is recruiting new trolley drivers to replace three candidates who withdrew.
Public Communications
- Speakers addressed various topics including library operations and renovation delays (Ron Salarzano); the Community Emergency Response Training (CERT) program (Brian Brennan); city website efficiency and litigation costs (Larry Stengel); financial controls and a projected $1.5 million deficit (Clay Creasy); upcoming community events regarding ICE activity and the Sheriff (Sarah Alderson); tree ordinance changes (Michael Inaba); Firewise neighborhood mapping and the Wildfire Resilience Festival (Sudip Motupalli Rao); and city management and the Cabin Village housing project (Mike, online).
Consent Calendar (Items 1–5)
- Discussion included requests to acknowledge appointee names, clarification on the annual fee for the Ojai Unified School District skate park agreement, and inquiries regarding graphic art services and credit card payments. Public comment urged prioritizing candidates with natural sciences backgrounds for Planning Commission appointments. Mayor Gilman moved to approve Consent Calendar Items 1 through 5. Council Member Lang seconded the motion. Council Member Rule abstained. The motion passed. Marcel Rosas was introduced as the newly appointed Youth Commissioner to the Parks and Recreation Commission. Council Member Whitman noted that Brad Stewart was selected from three applicants for the Planning Commission appointment.
Public Hearing (Item 6)
- The City Manager and City Attorney requested that this item be tabled to evaluate legal issues related to the proposed project. Mayor Gilman moved to table the item. Council Member Lang seconded the motion. The Council voted to table the item without discussion. The motion passed.
Public Hearing (Item 7) and Agreement with Climatec (Energy Modernization Program)
- Staff and Climatec presented a scope of work for the Energy Modernization Program, aimed at modernizing infrastructure, electrification, and decarbonization. Phase 1 is estimated at $2.7 million with projected savings of over $3.3 million over the useful life of improvements. Funding sources include Measure C, federal incentives, and a Clean Power Alliance grant. The immediate fiscal year investment is approximately $909,000. Council members asked questions regarding grant sources, savings models, and future expansion. Two public speakers supported the project. The public hearing was opened and closed. Following the hearing, a motion was made to approve the agreement with Climatec and appropriate $909,986 in Measure C funds for fiscal year 2025. The motion was seconded. A roll call vote was conducted, and the motion passed.
Agenda Item 15: First Amendment to Professional Services Agreement with Help of Ojai
- Staff presented the First Amendment to the professional services agreement with Help of Ojai for case management services related to the Ojai Permanent Supportive Housing Project (Cabin Village). The amendment covers a one-year increment for stabilizing the encampment and preparing individuals for permanent housing, supported by an Encampment Resolution Fund grant. A council member requested future reports on progress and outcomes. Staff indicated that bi-weekly updates and annual reports are available or forthcoming. A motion was made to approve Amendment Number One. The motion was seconded. A roll call vote was conducted, and the motion passed.
Agenda Item 8: Fiscal Year 2025-2026 Mid-Year Budget Adjustment
- Staff presented the Mid-Year Budget Review, including unaudited financials for FY 2024-2025 and proposed amendments for FY 2025-2026. FY 2024-2025 revenues were approximately $1.1 million above budget, and expenditures were under budget, resulting in a positive variance of approximately $1.2 million and an ending general fund balance of $22.8 million. For FY 2025-2026, staff proposed amendments including a $500,000 increase in transient occupancy tax revenue and expenditure requests for recruitment, audits, recreation, Public Works, IT, and a $710,000 increase for the City Attorney department. The net impact to the general fund was calculated at approximately $616,000. Discussion focused on the City Attorney's expenditure increase, the city's 100% reserve policy, and the need for further review of legal spending. Public comment recommended sending the budget review back to the Budget Committee. A motion was made to adopt the mid-year budget amendments with the exception of the City Attorney line item increase, directing the City Attorney's office to return with a reasonable spending proposal for the remainder of Fiscal Year 2025. The motion was seconded. Clarification was provided that the existing budgeted amount for the City Attorney would remain in effect while the additional request was deferred. The motion passed.
Agenda Item 9: Concept Review – Expand Existing Tree Ordinance Protections
- Staff presented a concept review regarding revisions to the city's tree protection ordinance. A local arborist presented proposed revisions emphasizing clearer language to protect trees during construction. Public comments were divided between those urging immediate adoption and those arguing for a more thorough review process. Council members expressed interest in holding a dedicated workshop in March to gather input before formal adoption. No motion was made to adopt the ordinance at this time.
Passed 5–0 · unanimous
Agenda Item 10: Ordinance Requiring Electronic Filing of Campaign Disclosures
- The City Clerk presented a proposed ordinance to require electronic filing of campaign disclosures and other political reform documents, aligning with state mandates. The presentation highlighted benefits including increased security and reduced administrative burden, with an estimated annual cost of $3,000 already authorized. A motion was made to approve the ordinance. The motion was seconded. The motion passed.
Agenda Item 11: Resolution Amending Salary Schedule for Accountant Classifications
- Staff presented a resolution to update salary ranges for Accountant 1 and Accountant 2 classifications to address recruitment difficulties and align with market medians. Public comment supported the increase. A motion was made to adopt the resolution as proposed. The motion was seconded. The motion passed.
Agenda Item 12: Goals and Tactics with Estimated Costs
- Discussion centered on a staff-prepared document outlining city goals and tactics with associated dollar estimates. It was agreed to post the document on the city website with disclaimers indicating it is a staff draft that has not been reviewed or approved by the Council. The item was not formally adopted.
Agenda Items 13 and 14
- These items were discussed in conjunction with Item 12. The Council decided to table Items 13 and 14 for future consideration.
Public Comment on Financial Policies
- An unidentified speaker addressed the council regarding financial management, recommending the prioritization of a long-term financial planning policy and a capital asset policy. No formal motion was made, seconded, or voted upon.
Scheduling of Progress Report
- Council members discussed scheduling the progress report on goals, suggesting it be moved to the first position on a future agenda. No formal motion was made, seconded, or voted upon.
Council Member Reports and Future Agenda Items
- A request was made for council members to prioritize a list of potential agenda items. No formal motion was made, seconded, or voted upon.
Adjournment
- The meeting was adjourned.