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
Kroll Report Quarterly Progress Update
- The report indicates 30% of forensic review tasks are complete, with over 50% projected completion by August.
- Completed items include enhanced digital security logging, centralized grant listings, and full implementation of positive pay.
- Ongoing work focuses on purchasing systems, budget oversight, and vendor management updates.
- Council confirmed that hiring and departure findings cover cross-departmental functions under the City Manager's Office.
Green Valley Project Tree Planting Initiative
- Representatives proposed planting native oak trees in identified heat island hotspots to support wildfire prevention.
- Target locations include private properties such as Adams Towing, Ojai Valley Inn, and the Community Hospital.
- The group plans to seek owner permissions and partner with Ojai Trees and Public Works for a fall 2026 planting event.
- Council members requested clarification on utility line impacts and tree sourcing before a formal proposal is submitted.
Permanent Supportive Housing Project (Cabin Village)
- Staff presented two budget options, including a $1 million donation requiring five units for Transitional Age Youth.
- The Council voted to proceed with Option Two, which involves requesting donor flexibility on unit restrictions.
- Staff will conduct a feasibility study for adding small units at the 503 Ventura Street property.
- Discussion highlighted that changing the site or taking no action risks losing $12.7 million in grant funding.
No decision 2–2
Revision of City Council Protocols and Quasi-Judicial Hearing Procedures
- The Council approved a resolution to adopt a new policy for quasi-judicial hearing procedures.
- The policy establishes timelines for material submission and limits testimony to 20 minutes for initial statements.
- A scrivener's error was corrected to reference the "Rosenberg Rules of Order" instead of "Robert's Rules of Order."
- The new procedures outline specific steps for appeals to ensure due process and clarity.
Passed 5–0 · unanimous
Pest Control Services
- Public Works recommended awarding a maintenance agreement to Ventura Pest Control for the lowest responsible bid of approximately $45,000.
- The contract covers all city-owned facilities and parks through June 30, 2026, with options for three one-year extensions.
- The agreement mandates compliance with the City's Earth-Friendly Management Policy, prohibiting harmful poisons.
- Council authorized the City Manager to enter into the agreement as recommended.
Passed 5–0 · unanimous
Installation of Air Conditioning Unit at Libby Bowl Ticket Booth
- Staff requested a $21,000 appropriation from the Libby Bowl Maintenance Fund to install an air conditioning unit.
- The project aims to address uncomfortable working conditions for staff during summer events.
- Work will be executed under an existing on-call maintenance agreement with Green Globe HVAC.
- The Council approved the budget appropriation and authorized the City Manager to execute the task order.
Administrative Matters and Policy Discussion
- Council members deferred a detailed discussion on Quiama Road speed bumps to a future meeting.
- Staff indicated that traffic calming measures will be addressed by the Public Safety Commission once established.
- A citywide policy discussion regarding police presence on a specific street was noted for further action.
- A meeting with Chief Abbott and Miss Palmer is scheduled to address the temporary police presence measure.
Closed Session
- No closed session report was included in the provided meeting summary.
Full summary
Call to Order and Agenda Approval
- The regular meeting was called to order by Mayor Andy Gilman. Following roll call and the Pledge of Allegiance, Council Member Rachel Lang moved to approve the agenda, seconded by Mayor Gilman. The motion passed without objection.
Presentation: Kroll Report Quarterly Progress Update
- Christy Billings presented the first quarterly update on the City's progress regarding 23 findings from the Kroll forensic review. The report indicated that 30% of tasks were complete, 26% were in progress, and 44% were in discussion. Completed items included segregation of duties for mail opening, digital security logging enhancements, centralized grant listing, updated background checks, centralized mail handling, and full implementation of positive pay. Items in progress included the purchasing system, aging of accounts review, budget management oversight, claims process documentation, employee separation checklists, and vendor management updates. Items in discussion involved software constraints for payroll reports and standardization of data entry. Council members sought clarification on the scope of hiring and departure findings, which were confirmed to cover cross-departmental functions under the City Manager's Office. Billings projected that over 50% of tasks would be completed by the next quarterly update in August.
Presentation: Green Valley Project Tree Planting Initiative
- Representatives from the Green Valley Project presented a proposal to plant native oak trees in Ojai to reduce urban heat islands and support wildfire prevention. Using GIS mapping and community input, the group identified "hotspot" areas, proposing planting locations on private properties including Adams Towing, Ojai Valley Inn, Ojai Self Storage, and the Community Hospital. The group intends to seek permissions from property owners, finalize locations, and host community planting events in the fall of 2026, partnering with Ojai Trees for acquisition and Public Works for species selection. Council members inquired about hotspot selection methods, tree sourcing, and potential impacts on utility lines. The presenters confirmed they would coordinate with property owners and Public Works and indicated they would return with a formal proposal.
Commission and City Manager Reports
- No reports were submitted by the Commissions or the City Manager for this meeting.
Public Communications
- Several members of the public addressed the Council. Ron Solorzano announced that renovations to the Ojai Library, funded by a bequest from former librarian Ann Crozier, are scheduled to begin in August following a closure at the end of July. The project is expected to take six to eight months, concluding in early 2027, with services temporarily provided via the Mobile Library and neighboring branches. William Wyrick raised concerns regarding the AT&T lot at 111 West Matilija Street, noting it is listed for sale as commercial property despite being zoned PL under a Conditional Use Permit requiring it to be maintained as a public parking lot; he urged the City to enforce the permit terms. Larry Steingold and Anita Cram addressed a recent comment by City Manager Ben Harvey regarding regular meeting attendees, arguing that these individuals are the backbone of civic life and should not be dismissed. Mike criticized the City Manager's comments as disrespectful and expressed concern over the cost and efficiency of the Cabin Village project and contract bidding processes. Starchild requested that the City Manager reaffirm his dedication to public comment and apologize for any offense caused by previous remarks.
Consent Calendar
- Council Member Leslie Rule requested to pull Item 4 (Parks and Recreation Commission Appointment) from the consent calendar for separate discussion. Jim Bailey, the nominee, addressed the Council regarding his background in youth development. A motion was made by Council Member Rachel Lang and seconded by Mayor Gilman to approve Items 3, 5, and 6 of the consent calendar. The motion passed.
Passed 5–0 · unanimous
City Warrants
- Council Member Leslie Rule commented on a warrant for Meyers Knave, a professional corporation, in the amount of $7,681.10, noting that total settlement and indemnification costs for the matter have reached approximately $257,000. A motion was made by Council Member Rachel Lang and seconded by Mayor Gilman to approve the City Warrants. The motion passed.
Passed 4–0 · unanimous
Permanent Supportive Housing Project (Cabin Village)
- City Manager Ben Harvey and representatives from Dignity Moves presented the bid affirmation for the 30-unit Permanent Supportive Housing Project at the Lower Public Works Yard. Dignity Moves announced an unsolicited donation of $1 million from the Belico Foundation, restricted to the project with a requirement that five of the 30 units be designated for Transitional Age Youth (TAY, ages 18–25). Two budget options were presented: Option 1 ($10.5 million) included the donation, retained most design features, and included the five TAY units; Option 2 ($9.5 million) was the original budget without the donation, requiring value engineering such as the removal of landscaping and compressed straw panels, and a reduction of the project contingency to 4%.
- Discussion covered the financial breakdown of the options, the flexibility of donation funds, and the operational differences between TAY and permanent supportive housing goals. Staff confirmed that the California Department of Housing and Community Development (HCD) supports the inclusion of TAY units but would require a budget modification to the grant application. A representative from MESA confirmed a need for high-level supportive housing for TAY individuals in Ventura County and clarified that TAY residents would not be required to exit the units upon turning 25.
- Staff presented recommendations to proceed with the approved plan at the Public Works Yard site or take no action, noting that taking no action or changing the site would require HCD approval, potentially result in the return of grant funds with interest, and violate the site-specific Development Management Agreement (DMA). Concerns were raised regarding ADA accessibility at the Public Works Yard, with staff explaining the design of a switchback ramp to navigate elevation changes. Inquiries regarding modular construction were addressed, with staff and the architect indicating that stick-built construction was determined to be the most cost-efficient method for the specific site. Alternative sites, including land east of Kent Hall and the Stewart Canyon area, were discussed, but staff noted that changing the site would require HCD approval and new feasibility studies.
- Public comment included supporters urging immediate approval to avoid losing $12.7 million in grant funding and opponents raising concerns about ADA accessibility, toxic soil remediation, and the reduction of units for the current encampment population if the TAY grant is accepted. Council deliberation focused on the urgency of the grant deadline, site accessibility, toxic soil remediation timelines, and the impact of the TAY requirement.
- Discussion continued regarding environmental remediation, with staff estimating that lead contamination remediation and testing at the Public Works Yard would take two to four weeks, with a potential groundbreaking timeline of six weeks. Alternative sites, including the McRae property and 503 Ventura Street, were discussed; staff noted that changing locations would require new feasibility studies and permitting, potentially delaying the project by 10 to 12 months. Concerns were raised regarding the operational challenges of splitting the project across two sites. The DMA was reviewed, clarifying that the agreement does not require the developer to cover cost overages but mandates that the City and developer meet to identify additional funding or agree on scope reductions if the budget is exceeded, with the City's commitment capped at $9.5 million.
- The City Manager proposed exploring a split-site configuration and engaging HCD to determine if modifications are permissible. A motion was made to accept Option Two, which involves requesting flexibility from the donor regarding the TAY unit restriction and directing staff to conduct a feasibility study for adding small units at the 503 Ventura Street property. An alternative motion was proposed to authorize the City Attorney to discuss the two-property split option with HCD. The Council voted on the motion to proceed with Option Two, including the feasibility study for the Ventura Street property. Vote Outcome: Passed.
No decision 2–2
Revision of City Council Protocols and Quasi-Judicial Hearing Procedures
- Staff presented a resolution to modify City Council protocols and adopt a policy for quasi-judicial hearing procedures. The proposal included modifying protocols to adopt the new policy, correcting a scrivener's error to reference "Rosenberg Rules of Order" instead of "Robert's Rules of Order," and approving the quasi-judicial hearing policy. The policy establishes timelines for material submission, limits testimony duration to 20 minutes for initial testimony and five minutes for rebuttal, and outlines procedures for appeals. Council members discussed the necessity of the policy to ensure due process and clarity for future appeals. A motion was made to approve the resolution adopting the protocol revisions and the quasi-judicial hearing policy. Vote Outcome: Passed.
Passed 5–0 · unanimous
Pest Control Services
- Public Works staff recommended awarding a maintenance agreement for citywide pest control services to Ventura Pest Control (VPC). The current contract with VPC expired in March, and the department sought informal bids in accordance with the Uniform Public Construction Costs Accounting Act (CUPCA). Three bids were received, with VPC submitting the lowest responsible bid at approximately $45,000. The proposed agreement covers the remainder of the current fiscal year through June 30, 2026, includes a one-year term, and provides an option to extend for three additional one-year terms. The contract requires compliance with the City's Earth-Friendly Management Policy, prohibiting the use of harmful poisons. Discussion addressed the scope of the contract, which expands coverage to all city-owned facilities and parks, and ongoing challenges of pest mitigation. A motion was made to authorize the City Manager to enter into the agreement with VPC as recommended. Vote Outcome: Passed.
Passed 5–0 · unanimous
Installation of Air Conditioning Unit at Libby Bowl Ticket Booth
- Staff requested approval for a $21,000 budget appropriation from the Libby Bowl Maintenance Fund to install an air conditioning unit at the Libby Bowl ticket booth to address uncomfortable working conditions for staff during summer events. The project will be executed under an existing on-call maintenance agreement with Green Globe HVAC. A motion was made to appropriate the $21,000 from the Libby Bowl Maintenance Fund and authorize the City Manager to execute the task order with Green Globe. Vote Outcome: Passed.
Councilmember Reports and Administrative Matters
- Council members discussed several administrative items, including a recommendation to schedule a performance evaluation for the City Manager. A request was made to address large speed bumps on Quiama Road. Staff indicated that the Public Safety Commission, once established, would prioritize developing a citywide policy on traffic calming measures involving the Sheriff's Department, rather than addressing individual neighborhood requests in isolation. The Council agreed to defer the detailed discussion of the speed bump issue to a future meeting.
Citywide Policy Discussion
- Discussion focused on a citywide policy matter regarding the presence of police on a specific street and the need for a temporary measure until a permanent solution is developed. It was noted that a meeting with Chief Abbott and Miss Palmer is scheduled to address the issue. A motion was made and seconded to proceed with the matter. The transcript concludes with the chair acknowledging the motion and moving to close the discussion; no formal vote outcome is recorded in this segment.