Meeting Summary
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At a glance
City Hall Campus Master Plan Update
- The Ojai Valley Green Coalition presented a preliminary concept featuring a Garden House, historic carriage house reuse, and a bridge over Middle Stewart Creek Canyon.
- Plans include removing hazardous trees for repurposing, installing Chumash cultural signage, and implementing rainwater collection systems.
- The Historic Preservation Commission offered positive feedback on the carriage house reuse but suggested a replacement structure for the pergola.
- No formal motion was taken, though the timeline projects master plan completion by May 2026 and construction start by June 2027.
Dignity Moves Project Expenditures
- Council Member Rule requested a separate discussion on warrants to address visibility concerns regarding Dignity Moves expenditures.
- Concerns were raised about the organization paying itself over $30,000 monthly from a $5.9 million deposit.
- The City Manager agreed to provide monthly expenditure updates and proposed a future agenda item for a comprehensive cost review.
- The warrants item was approved following the agreement to increase reporting transparency.
Ordinance 972 (New Commission)
- The Council discussed the second reading of an ordinance to establish a new commission with flexible meeting frequencies.
- Discussion focused on a lottery system for appointment order and staggering terms to ensure institutional continuity.
- Public comment suggested including student positions and assigning an Assistant to the City Manager as staff support.
- The ordinance was adopted as amended despite one council member's intention to vote against it due to concerns over authority dilution.
2025 Annual Citywide Pavement Rehab Project
- Staff recommended awarding the paving contract to J&H for $3.4 million, citing responsiveness and favorable bid results.
- A budget surplus of approximately $750,000 was identified, with a proposal to accelerate construction of streets originally scheduled for the following year.
- The project scope combines storm drain and sidewalk repairs previously budgeted as separate line items.
- The Council approved the paving contract, construction management, design services, and associated budget adjustments.
Purchase of Property at 503 South Ventura Street
- Staff proposed purchasing a single-family residential property for $850,000 to support affordable or workforce housing goals.
- An initial motion to purchase the property subject to a feasibility study failed, prompting a revised motion.
- The revised motion approved the purchase with a condition that staff conduct a feasibility study for a permanent supportive housing project.
- The motion included a provision for outside consultation not to exceed $10,000.
Passed 5–0 · unanimous
Budget Amendment for Legal Services
- The City Attorney requested a mid-year budget increase to $1,230,778 to cover unanticipated legal services and ongoing litigation.
- Discussion highlighted costs related to the Channel Keepers case, a tax audit appeal, and the transition to a new law firm.
- The City Manager clarified that the increased budget reflects a more integrated role for the City Attorney in management communications.
- The Council approved the proposed budget amendment.
Ojai Valley Green Coalition Proposal
- The Coalition requested $41,352 for a four-month program of workshops, site restoration, and educational activities at the City Hall campus.
- The proposal includes 22 workshops on ecological topics and a site cleanup to remove invasive plants and reduce fire hazards.
- Funds are allocated to partner organizations to employ local youth rather than relying solely on volunteers.
- The Council approved the funding request, the associated budget adjustment, and the professional services agreement.
Draft Town Hall and Panel Policy
- Staff presented a draft policy to create a consistent framework for organizing City-sponsored and Council Member-hosted events.
- Concerns were raised regarding the timing of the policy's adoption and its impact on a scheduled March 23rd town hall event.
- The City Manager noted that the evolution of the specific event into a City-sanctioned gathering necessitated the policy review.
- The Council voted to continue the discussion to the next meeting and requested a draft request for the specific town hall event.
Passed 5–0 · unanimous
Branded Uniforms and Swag Authorization
- Council members clarified that current authorization covers only the creation of final camera-ready artwork for the new city logo.
- It was determined that future requests to apply logos to physical items like sweatshirts or vehicles require separate cost presentations.
- Members noted that expenditures for such promotional items are typically included as part of the annual budget process.
- No immediate motion was made regarding the purchase of physical branded items.
Closed Session
- No closed session report was included in the provided meeting summary.
Full summary
City Hall Campus Master Plan Update (Ojai Valley Green Coalition)
- The Ojai Valley Green Coalition presented an update on the City Hall campus master plan, noting the contract is set to conclude on May 31, 2026. The presentation outlined a preliminary concept plan featuring a proposed "Garden House" (1,200–1,500 sq. ft.) with a commercial kitchen and restrooms, the reuse of the historic carriage house, and the installation of a bridge over Middle Stewart Creek Canyon. The plan includes the removal of dead, diseased, or invasive trees, with wood to be repurposed for construction and play structures, and the potential removal of a historic Canary Island Date Palm due to fire safety concerns. Additional elements include educational signage on Chumash culture and native plants, rainwater collection, and passive park usage. The Historic Preservation Commission provided positive feedback on the carriage house reuse and pergola removal but suggested a replacement structure. A timeline projected master plan completion by May 2026, design development by January 2027, and construction start by June 2027. Council members inquired about tree pathology testing, neighbor noise concerns, and Chumash cultural elements. No formal motion was made or voted upon during this discussion.
City Manager's Report
- The City Manager announced a community workshop regarding the Draft Tree Ordinance scheduled for April 7. It was reported that 28 individuals have signed up for Community Emergency Response Team (CERT) training. Staff provided an update on the city trolley, noting a new driver is starting training, and mentioned the upcoming March 23 Outlook newsletter. No motions were made or voted upon.
Public Comments
- Ron Solorzano, Regional Librarian, updated the Council on the library's "Cover to Cover" reading program with In-N-Out Burger, running through April 18, and confirmed no updates on the library construction timeline. Clay Creasy, a Budget Committee member, raised concerns regarding financial control issues, citing errors in staff reports, missed bank reconciliations, and potential violations of the balanced budget policy due to projected deficits. He recommended freezing new consulting arrangements, freezing the City Manager's independent spending authority, preparing a five-year financial forecast, and revisiting the reserve policy. Larry Steingold spoke in support of these warnings, urging the Council to avoid long-term financial commitments. No motions were made or voted upon.
Consent Calendar
- The Council considered the consent calendar. Council Member Rule requested to pull Item 3 (Warrants) and Item 4 (Ordinance) from the consent calendar for separate discussion. A motion was made to approve Items 2 and 5. The motion was seconded and passed.
Item 3: Warrants
- Council Member Rule requested to pull the warrants item for discussion regarding the visibility of expenditures related to the Dignity Moves project. Clay Creasy noted that Dignity Moves is paying itself over $30,000 monthly from a $5.9 million deposit, raising concerns about accountability. Council Member Rule requested a monthly or quarterly update on Dignity Moves expenditures be added to the agenda. The City Manager agreed to provide a monthly update on expenditures made by Dignity Moves, starting from the date of the deposit, and suggested a separate agenda item for a comprehensive review of the Ojai Permanent Supportive Housing Project costs. A motion was made to approve the warrants. The motion was seconded and passed.
Item 4: Ordinance 972 (New Commission)
- The Council discussed the second reading of Ordinance 972 to establish a new commission. Staff noted a redlined version incorporating a change to allow more latitude regarding meeting frequency (monthly for the first six months, then at least quarterly). Discussion focused on the appointment process, including a lottery system to determine the order of seat selection and the staggering of terms (three members for four years, two for two years) to ensure institutional continuity. Council Member Rule suggested the Mayor should not be included in the lottery for appointment order. Public comment from Bill Miley suggested including two positions for high school and junior high students and assigning an Assistant to the City Manager as staff support. Council Member Whitman stated an intention to vote against the ordinance due to concerns about commission effectiveness and dilution of Council authority. A motion was made to adopt Ordinance 972 as amended. The motion was seconded and passed.
2025 Annual Citywide Pavement Rehab Project
- Staff presented a report regarding the award of contracts for street paving, construction management, and design services. The discussion focused on bid results, which showed a significant spread between the lowest and highest bidders, attributed to contractor workload and project volume. Staff recommended awarding the paving contract to J&H at $3.4 million, citing their responsiveness and previous performance. A contract for construction management was proposed for Phoenix Consulting, and a design contract for the 2026 project was also recommended. Staff noted a budget surplus of approximately $750,000 resulting from favorable bid prices compared to the appropriated budget. It was proposed to utilize this surplus to accelerate the construction of certain streets originally scheduled for the following year, taking advantage of current unit prices for asphalt and concrete. Staff clarified that the project scope includes storm drain and sidewalk repairs previously budgeted as separate line items, which are now being combined. Discussions addressed the exclusion of new curb and gutter installations, with the exception of modifications around existing street trees. Staff also explained the standard inclusion of a 15% contingency to authorize change orders during construction. Public commenters discussed the benefits of open bidding processes and raised questions regarding change orders and specific street treatments. One commenter suggested utilizing the surplus to fund additional road projects rather than accelerating the schedule. A motion was made to approve items one through four as written, covering the paving contract, construction management, design services, and the associated budget adjustments. The motion was seconded and passed.
Purchase of Property at 503 South Ventura Street
- Staff presented a proposal to purchase a single-family residential property at 503 South Ventura Street for $850,000. The property is located adjacent to city-owned land and is currently zoned for single-family use. Staff indicated the purchase would be "as-is" and noted that a Phase 1 environmental assessment and an appraisal supported the purchase price. The stated intent for the acquisition was to support affordable or workforce housing goals, though specific development plans were not finalized. Public commenters expressed mixed views regarding the acquisition, with some supporting it for campus expansion and others opposing it due to concerns regarding the city's general fund deficit and the lack of a clear plan. Council members discussed the lack of a defined vision for the property, potential uses including workforce housing, staff housing, or community facilities, and the financial implications of the purchase. Concerns were raised regarding the city's reserve levels and the potential costs of future development. One council member proposed a feasibility study to evaluate the site's suitability for a permanent supportive housing project, potentially relocating the "Cabin Village" project from its current planned location. An initial motion to purchase the property subject to a third-party feasibility study was made and seconded. The motion failed. A revised motion was subsequently made to approve the purchase of the property, with the condition that staff conduct a feasibility study regarding the potential for a permanent supportive housing project. This revised motion included a provision for outside consultation not to exceed $10,000. The motion was seconded and passed.
Passed 5–0 · unanimous
Budget Amendment for Legal Services
- The City Attorney presented a report regarding a mid-year budget adjustment for legal services. The proposal sought to increase the budget from the previously approved amount to $1,230,778, which included an additional $100,000 for unanticipated legal services. The City Attorney detailed current expenditures, pending invoices, and anticipated costs for ongoing litigation, specifically the Channel Keepers v. State Water Resources Control Board case and a transient occupancy tax audit appeal. Discussion focused on the reasons for the increased budget, including the transition to a new law firm, the overlap of services during the transition, and the need for legal review of agenda items and contracts. Council members and the City Manager discussed the distinction between legal advice and management consultation, noting that the City Attorney's Office is now more integrated into staff meetings and management communications to ensure legal compliance. Public comment addressed the breakdown of costs related to lawsuits versus routine business and the necessity of the contingency fund. A motion was made to approve the proposed budget amendment. The motion was seconded and passed.
Ojai Valley Green Coalition Proposal for City Hall Campus
- The Ojai Valley Green Coalition presented a proposal for a four-month program of workshops, site restoration, and educational activities at the City Hall campus. The proposal included 22 workshops on topics such as ecological gardening, water resilience, and fire-safe landscaping, as well as a site cleanup involving heavy machinery to remove invasive plants and reduce fire hazards. The budget request was for $41,352, with the majority of funds allocated to partner organizations including PAX Environmental, The Crew, Once Upon a Watershed, Ojai Trees, and Nordoff Nursery. Discussion covered the scope of the cleanup, the exclusion of tree removal from this specific phase, and the value of employing local youth through partner organizations versus relying solely on volunteers. Council members expressed support for the project's alignment with fire readiness goals and the vision for the campus as a cultural and learning center. Public comment included strong support for the Coalition's work and suggestions regarding the potential acquisition of adjacent property. A motion was made to approve the Green Coalition's request for $41,352, approve the associated budget adjustment and appropriation, and authorize the City Manager to execute the professional services agreement. The motion was seconded and passed.
Draft Town Hall and Panel Policy
- Staff presented a draft Town Hall and Panel Policy intended to create a consistent framework for organizing and supporting town halls and panel discussions. The draft distinguishes between City-sponsored events, Council Member-hosted events, independent meetings, and hybrid events, outlining roles, responsibilities, and resource usage. Discussion arose regarding the timing of the policy's adoption and its impact on a specific town hall event scheduled by a Council Member for March 23rd concerning law enforcement and federal policy. Concerns were raised that the policy had not been available for sufficient review prior to the meeting and that the event's status as a City-sponsored event required clarification under the new guidelines. The City Manager noted that the evolution of the proposed event into a City-sanctioned gathering involving law enforcement officials necessitated the policy review. Council members discussed the need for additional time to review the policy's details and the potential need to reschedule the specific town hall event to align with the policy's requirements. A motion was made to continue the discussion of the policy to the next meeting and to have the Council Member present a draft request for the specific town hall event at that time. The motion was seconded and passed.
Passed 5–0 · unanimous
Council Member Reports
- A Council Member raised two items: the need for an emergency evacuation plan for Council meetings and a request for a cost analysis regarding the implementation of the new city logo on vehicles and clothing. The City Manager responded that emergency drills and tabletop exercises are planned for the future. Regarding the logo, the City Manager stated that the cost for creating the artwork had already been authorized, and while the specific costs for deployment on various items had not been detailed, the Council had previously approved the amendment covering the logo's creation and initial use.
Discussion on Branded Uniforms and Swag
- The committee discussed the scope of future expenditures regarding branded clothing and promotional items ("swag"). It was clarified that the current authorization covered only the final camera-ready artwork for logos, not the purchase of physical items. Members noted that any future requests to apply these logos to items such as sweatshirts or vehicles would require a separate presentation of costs and a new authorization from the committee. It was stated that such items are typically included as part of the annual budget process.
Adjournment
- No further agenda items were raised. The meeting was adjourned.