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
Ojai Valley Fire Safe Council Quarterly Report
- Staff presented progress on wildfire mitigation workshops and 77 pending home hardening assessments.
- Discussion covered a planning grant application for a community resilience center at Honor Farm.
- Council members noted the competitive nature of funding and the potential need for the City to act as a co-applicant.
City Manager's Report
- Staff announced a new accountant job opening and the preliminary 2026 Libby Bowl concert lineup.
- The General Plan survey regarding economic diversification was extended to March 6.
- Council members discussed the necessity of confidential demographic data for survey analysis.
Passed 5–0 · unanimous
Warrants and Payments
- Staff confirmed the purchase of a closed AI system for document assistance and outlined future cybersecurity policy.
- Legal fee inquiries were addressed, confirming final invoices for transition work and the end of monthly retainers.
- The Council approved the warrant item after clarifying billing details for specific firms.
Arts Commission Appointment
- Council Member Lang nominated Carolyn Wagner, citing her background in grant writing and museum experience.
- Staff confirmed that electronic filing fees associated with the appointment were already budgeted.
- The Council voted to approve the appointment to the Arts Commission.
City Council Goals, Tactics, Costs, and Estimates
- Staff presented a spreadsheet of adopted goals and prioritized tactics for the remainder of the term.
- Council members identified top priorities including Sheriff contract evaluation, road paving, and fire warning systems.
- The body agreed to establish Tier 1 and Tier 2 priority lists while continuing all tactics as resources allow.
Community Pool Options and Operations
- Staff proposed a one-year pilot program for community pool use involving the City, OUSD, and the YMCA.
- Discussion focused on operating hours, fee structures, and cost-sharing arrangements for the pilot.
- The Council authorized staff to proceed with the pilot program and finalize necessary administrative updates.
Passed 5–0 · unanimous
Opposition to Federal Oil and Gas Leasing
- Staff presented letters of opposition to federal agencies regarding proposed leasing in the Los Padres National Forest.
- Public commenters expressed strong support citing environmental impact and conflicts with state laws.
- The Council voted to approve the letters of opposition.
Passed 5–0 · unanimous
Microsoft 365 License Upgrade
- Staff requested authorization to upgrade licenses to G5 for enhanced security and phone service capabilities.
- The upgrade cost was noted as approximately $14,000, partially offset by eliminating separate phone licenses.
- The Council approved the request to spend the already budgeted funds for the upgrade.
City Logo and Branding
- Staff presented three logo options varying in color, imagery, and typeface for city branding purposes.
- Council members expressed preferences for the teal color scheme, Kaluna typeface, and design without sun or moon.
- The motion to adopt the specific teal logo design passed.
Passed 3–2 · against: Mang, Whitman
Contract Amendment with Tripepi Smith
- Staff requested a $20,000 amendment for logo work, budget book updates, and a "State of the City" video.
- The Council agreed to proceed with branding work but directed that video production be put out for bid.
- The motion to approve the amended contract excluding the video production passed.
Passed 5–0 · unanimous
Public Safety Commission
- Staff presented an ordinance to establish a five-member advisory commission for public safety concerns.
- Public commenters supported the creation but raised questions about meeting frequency and incident investigation scope.
- The Council voted to introduce Ordinance No. 972 on first reading.
Passed 3–2 · against: Whitman, Mang
Closed Session
- The regular meeting was adjourned to convene a special meeting in closed session.
- No formal vote was recorded during the transition to the closed session proceedings.
Full summary
Technical Difficulties and Agenda Modifications
- The meeting commenced with an announcement regarding technical difficulties affecting YouTube and Channel 10 streaming, while Zoom access remained functional. The Mayor proposed reordering the agenda to prioritize Items 11 (Community Pool Options) and 12, moving them to follow Item 7 (Goals and Tactics), and advancing Item 13 due to time sensitivity. Council Member Lang moved to approve the agenda changes, and the motion was seconded. The motion passed.
Ojai Valley Fire Safe Council Quarterly Report
- Christopher Densch, Executive Director of the Ojai Valley Fire Safe Council, presented the first quarterly report under their professional services agreement covering October through December. The report detailed progress in community outreach, education, and wildfire risk mitigation, including workshops held at the Ojai Garden Club, Ojai Valley Hospital Guild, and Ojai Valley Alliance Club. The Council noted 77 pending home hardening assessments, representing 25% of the quarterly target. Upcoming events announced included a Wildfire Resilience Festival on April 25 and a two-day wildfire-resistant construction course in May. The presentation covered the "Urban Core Center Initiative" and a planning grant application for a community resilience center at the Honor Farm, outlining a collaborative stakeholder structure involving the City, school district, and county fire department. Council members discussed the competitive nature of grant funding and the potential need for the City to act as a co-applicant. Questions were raised regarding beacon boxes, which Densch noted were removed from the current scope of work but would be proposed separately. The City was encouraged to participate in the project's committees and workshops. No formal motion was taken on this item.
City Manager's Report
- City Manager Ben Harvey announced the posting of a job opening for an accountant and the preliminary release of the 2026 Libby Bowl concert lineup. It was confirmed that the General Plan survey regarding economic diversification had been extended to March 6. Council Member Whitman raised concerns regarding survey respondents' reluctance to provide age and income data; staff clarified that this demographic information is required for data analysis but remains confidential. No formal motion was taken on this item.
Passed 5–0 · unanimous
Public Communications
- One public comment was received online from Mike Donahue regarding legal fees and the lack of gatekeeping procedures for accessing the City Attorney. Donahue expressed concern over the doubling of legal costs and submitted a draft procedure intended to restore fiscal discipline and accountability. No formal motion was taken on this item.
Consent Calendar
- Council Member Lang requested to pull Item 6 from the consent calendar for separate discussion. Council Member Mang requested clarification on Item 3. A motion was made to approve Items 2, 4, and 5, and the motion was seconded. The motion passed.
Passed 5–0 · unanimous
Item 3: Warrants and Payments
- Council Member Mang questioned the purchase of an AI system (Madison AI), noting it was approved within the City Manager's spending authority. City Manager Harvey confirmed the purchase was for a closed system to assist staff with city documents and that a policy regarding AI cybersecurity would be presented to the Council later. Council Member Mang also inquired about a reissued check to Ide Bailey, which was explained as a correction for an outdated remittance address. Regarding legal fees, Council Member Rule and others questioned ongoing billing from the firm Calatano. Staff clarified that these were final invoices for December work related to the transition process and limited matters such as criminal prosecution and the Permanent Supportive Housing Project bid. It was confirmed that the firm is no longer under a monthly retainer and that their involvement is expected to conclude by the end of the following month. Council Member Rule also raised concerns regarding the total costs billed to Myers-Nave, noting the lack of a spending limit. Staff confirmed that Myers-Nave is not currently performing work for the City and the invoice reflected December activity. A public comment was made regarding the AI purchase, suggesting the Council should have viewed a demo before approval. The Council moved to approve Item 3, and the motion was seconded. The motion passed.
Item 6: Arts Commission Appointment
- Council Member Lang nominated Carolyn Wagner for appointment to the Arts Commission, highlighting her background in grant writing, non-profit work, and museum experience. Ms. Wagner introduced herself and expressed her honor at joining the commission. Council Member Mang asked about the fiscal impact of electronic filing fees associated with the appointment; staff confirmed the costs were already budgeted. A motion was made to approve Item 6, and the motion was seconded. The motion passed.
City Council Goals, Tactics, Costs, and Estimates
- City Manager Harvey presented a spreadsheet detailing the Council's adopted goals, prioritized tactics, and estimated costs. Staff noted that some tactics had already been appropriated in the budget, while others required further research. The Council discussed the process of prioritizing these tactics for the remainder of the term. The Council engaged in an exercise to identify top priority tactics. Several items received multiple votes, including evaluating the Sheriff's contract, accelerating the road paving schedule, updating the city website, updating city fee schedules, and investigating local warning systems for fire safety. Council Member Lang proposed modifying the tactic regarding the mural behind the dais from "vinyl wrap" to "explore design options." The Council agreed to establish a "Tier 1" list of top priorities and a "Tier 2" list for items with fewer votes, while noting that all tactics would continue to move forward as resources allow. No formal motion was taken on this item.
Community Pool Options and Operations
- City Manager Harvey provided a 90-day status update on community pool options at the Nordoff Pool. Staff presented a proposal for a city-run aquatics program, including open swim and lap swim on Sundays and during school breaks, with an estimated cost offset by fees. The YMCA submitted a proposal to provide swim lessons one day a week, which the School District forwarded to the City due to a lack of funding. The City was in the final stages of finalizing a professional services agreement with Lane 4 to develop a framework for a community-run aquatics program, noted as a not-to-exceed $10,000 contract. Council members discussed the timing of the program, the potential for Saturday operations, and the possibility of fees charged by the School District for pool usage. Staff indicated that staffing levels and costs could be adjusted based on actual usage.
- Discussion focused on a proposal to open the Nordoff Pool for community use involving the City, the Ojai Unified School District (OUSD), and the YMCA. Staff presented a framework for a temporary, one-year pilot program to assess feasibility and demand. Key topics included operating hours (proposing four hours of open swim on Sundays and six Saturdays during summer), fee structures (residential vs. non-residential, potential scholarships for low-income residents), and cost-sharing arrangements. The City would retain revenue from fees to offset costs, while OUSD would maintain the facility and cover maintenance. The YMCA proposed a six-week swim lesson program on Saturdays, with the City potentially adding open swim hours before or after lessons. Council members discussed the need for long-term sustainability, including the possibility of a valley-wide Parks and Recreation District, and emphasized that this initiative should be viewed as a pilot to inform future permanent programming. Staff noted that several administrative updates were required before full implementation, including modifications to the salary schedule, updates to fee and scholarship schedules, and a formal agreement with OUSD. A motion was made to authorize staff to proceed with the pilot program, including the YMCA partnership, and to return to the Council with the necessary administrative updates. The motion was seconded. The motion passed.
Passed 5–0 · unanimous
Opposition to Federal Oil and Gas Leasing
- Staff presented two letters of opposition to be sent to the USDA Forest Service and the Bureau of Land Management regarding proposed oil and gas leasing in the Los Padres National Forest and surrounding public lands. Public commenters from Los Padres Forest Watch and Climate First Replacing Oil and Gas expressed strong support for the letters, citing concerns over public health, environmental impact, climate goals, and conflicts with state laws such as SB 1137. Council members acknowledged the importance of the issue and the organizations advocating for environmental protection. A motion was made to approve the letters of opposition. The motion was seconded. The motion passed.
Passed 5–0 · unanimous
Microsoft 365 License Upgrade
- Staff presented a request to upgrade the City's Microsoft 365 license from G3 to G5 for users with network access. The upgrade includes enhanced security tools and phone service capabilities. Staff noted that while the upgrade represents an approximate $14,000 increase, $4,000 of that cost will be offset next year by eliminating the need to purchase separate phone licenses. The funding for this upgrade was already approved in the budget; the request was for authorization to spend the allocated funds. A motion was made to approve the license upgrade. The motion was seconded. The motion passed.
City Logo and Branding
- Staff presented three logo options developed by the firm Tripepi Smith, featuring variations in color (brown, teal/green), imagery (with or without a sun/moon), and typeface (Josephine Sands, Kaluna, Avenir). The logo is intended for branding purposes on uniforms, vehicles, facilities, and casual correspondence, distinct from the official City Seal used on formal documents. Council members discussed the design elements, with some expressing a preference for involving local artists, while others supported the professional branding approach to ensure consistency and clarity. Preferences were expressed for the teal color scheme, the Kaluna typeface, and the version without the sun or moon. A motion was made to adopt the teal logo without the sun or moon, using the Kaluna typeface. The motion was seconded. The motion passed.
Passed 3–2 · against: Mang, Whitman
Contract Amendment with Tripepi Smith
- Staff requested a contract amendment with Tripepi Smith to cover the logo work approved in the previous item, the production of a "State of the City" video, and catch-up work on the budget book. The request totaled $20,000. Council members discussed the scope of the contract, with some expressing concerns about the firm's social media engagement and suggesting that the "State of the City" video production be put out for bid to local vendors or artists. It was agreed that the ongoing branding work should proceed with Tripepi Smith, but the video production should be solicited via a Request for Proposals (RFP). A motion was made to approve the contract amendment for the logo and previously directed work, excluding the "State of the City" video production, which will be sent out for bid. The motion was seconded. The motion passed.
Passed 5–0 · unanimous
Public Safety Commission
- Staff presented an ordinance to establish a Public Safety Commission as a city advisory body. The commission would provide a forum for residents to voice concerns regarding streets, sidewalks, vehicles, pedestrians, bicycles, fire, and emergency preparedness. It would be staffed by the Police Chief, Fire Chief, and Public Works Director to provide expert input. The proposed structure includes five members: three residing in Ojai and two from the broader valley. Public commenters supported the creation of the commission but raised concerns about the limitation on meeting frequency and the scope of investigating specific incidents. Council members discussed the appointment process, term lengths, and the distinction between a commission and ad hoc workshops. A motion was made to introduce Ordinance No. 972 on first reading, which amends Title III of the Ojai Municipal Code to establish the Public Safety Commission. The motion was seconded. The motion passed.
Passed 3–2 · against: Whitman, Mang
Adjournment and Special Meeting
- The Chair acknowledged the conclusion of the regular agenda and addressed the transition to the next phase of the proceedings. The regular meeting was adjourned. The body moved to convene a City Council special meeting in closed session. No formal vote was recorded in this segment; the transition was executed as a procedural motion by the Chair.