Meeting Summary
Present: Gilman, Rule, Lang
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
Forensic Review Quarterly Progress Update
- Staff reported that 16 of 23 findings are complete, with 4 in progress and 3 in discussion.
- Accounts Payable and Employee Management findings are fully resolved, including system implementations.
- Vendor Management issues remain in discussion due to technical difficulties with list maintenance.
- City Manager committed to incorporating exit interviews into the employee departure checklist.
Historic Preservation Commission Report
- The HPC proposed the "Edward Drummond Libby Ojai City Beautiful Award" to recognize preservation efforts.
- The Council acknowledged the proposal but noted that formal award text has not yet been drafted.
- The Council agreed to bring the establishment of the award forward as a future agenda item.
City Manager’s Report
- Staff are coordinating with the audit team to keep the FY 2024-2025 audit on schedule.
- The final draft of the audit is targeted for delivery by the end of September.
- Audit fieldwork for the FY 2025-2026 year-end close is expected to begin in November.
Secure All Security Corporation Agreement (Amendment No. 3)
- The amendment increases the contract cap to $767,000 and extends the term through June 30, 2027.
- Staff explained that the extension aligns with the completion of the Permanent Supportive Housing Project.
- The City Attorney clarified that the contract is exempt from competitive solicitation requirements under state law.
- The Council approved the amended contract amount and term.
Resolution Appointing Voting Delegate to League of California Cities
- The Council discussed the annual appointment of a voting delegate and alternate.
- Council Member Whitman was nominated for the delegate position with Council Member Lange as the alternate.
- The Council approved the appointment of the delegate and alternate.
Authorization to Release RFP for Owner’s Representation/Construction Management Services
- The Council approved the release of an RFP for construction management services for the housing project.
- Modifications included adding value engineering to the scope and clarifying team requirements.
- The scope now includes weekly, monthly, and quarterly reporting options for transparency.
- Two council members will serve on the evaluation committee for the selection process.
City of Ojai Policy for Commemorating Naming and Donations
- The Council approved a policy governing the acceptance of donations and naming rights for city projects.
- Donations under the City Manager’s signature authority may be accepted without individual Council approval.
- Staff were directed to develop a formal application form to document donation acceptance or rejection.
- The policy distinguishes between individual gifts and items approved under formal fundraising campaigns.
Ordinance Amending Article 5 of Chapter 3 of Title 4 of the Ojai Municipal Code (Libbey Park Tennis Courts)
- The ordinance restricts Libbey Park tennis courts to tennis use, with a limited exception for Ojai Day.
- The City Manager must solicit input from the Ojai Valley Tennis Club before approving temporary use.
- Public comment included concerns about restricting public access and support for reducing noise disturbances.
- The Council adopted Ordinance 974 as presented.
Furnished by Owner/Installed by Owner List (Permanent Supportive Housing Project)
- Staff presented a list of items not covered by the developer’s budget, such as appliances and furniture.
- The Council approved the initiation of a fundraising campaign to solicit donations for these items.
- Staff were directed to return with a refined, prioritized, and monetized list for donors.
- Residents are not required to accept the provided items, which should be move-in ready.
Council Member Reports and Announcements
- The Gold Coast Transit District Board will hold a long-term planning meeting on October 7.
- The City of Ojai Student Council will restart on October 1 at the Rec Center.
- The Ventura County Animal Services advisory board is reviewing bylaws due to changes in funding responsibility.
- Council Member Whitman proposed using the $33,000 tree removal fee balance for community forest projects.
Future Agenda Items
- A disaster preparedness town hall is planned to include presentations by city leadership and open Q&A.
- An election integrity town hall is scheduled for October 14 featuring the County District Attorney.
- No formal motions or votes were recorded for these upcoming community engagement events.
Full summary
Meeting Opening and Agenda
- The City Council convened for an adjourned regular meeting originally scheduled for September 8, 2025. Roll call was taken, and the Pledge of Allegiance was recited. The Council approved changes to the agenda: Item 14 (General Plan update proposed survey questions regarding climate) was postponed at the request of staff, and Item 12 (Secure All Security Corporation agreement) was moved to Item 8 to allow staff to leave.
Forensic Review Quarterly Progress Update
- Christy Billings presented the second quarterly update on the City’s targeted forensic review, which identified 23 findings in December 2025. She reported that 16 tasks are completed, 4 are in progress, and 3 are in discussion. Specific updates included:
- Accounts Payable: All three findings are complete, including the implementation of the purchasing system.
- Accounts Receivable: One finding remains in discussion regarding the review of aging accounts.
- Claims Process: A contract with Carl Warren & Associates was established to handle claims.
- Employee Management: Both findings are complete, including the implementation of a checklist for employee departures.
- Vendor Management: Master vendor list maintenance is in discussion due to technical difficulties in deleting old vendors; system-generated onboarding and conflict of interest reviews moved to "in progress."
- Council Member Rule asked about the inclusion of exit interviews in the employee departure checklist. City Manager Ben Harvey stated that while not explicitly required by the checklist, it is a best practice, and he would follow up with staff to incorporate it. Council Member Rule also inquired about the process for reviewing employee lists; Billings explained this involves third-party reviews to ensure accuracy and prevent "ghost employees."
Commission Reports
- Brian Akins, a commissioner for the Historic Preservation Commission (HPC), presented a proposal for the "Edward Drummond Libby Ojai City Beautiful Award." The award is intended to recognize individuals, organizations, or projects that demonstrate exceptional commitment to preserving or enhancing Ojai’s beauty and character, honoring the legacy of Edward Drummond Libby and the City Beautiful Movement. Akins displayed a mock-up of the award plaque. The Council acknowledged the proposal, noting that the HPC has not yet drafted the formal text for the award. The Council agreed to bring the establishment of the award forward as a future agenda item.
City Manager’s Report
- City Manager Ben Harvey provided a brief update on the annual audit. Staff are coordinating with the audit team to keep the fiscal year 2024-2025 audit on schedule, with the final draft targeted for delivery by the end of September. The City is also making progress toward the fiscal year 2025-2026 year-end close, with audit fieldwork expected to begin in November.
Public Comment
- Several members of the public addressed the Council:
- Larry Steingold: Discussed the legal implications of vacant home taxes, citing a recent California appeals court decision striking down San Francisco’s vacant home tax. He suggested exploring fees on commercial buildings or other legal mechanisms to address vacant properties.
- Carla Fronte: Announced the "Vintage Ojai" event hosted by the Chamber of Commerce in Libbey Park, featuring vintage trailers, clothing, and jewelry.
- Tim Kraut: Raised concerns about the safety of e-bike riders, particularly children, who may run stop signs or exceed speed limits. He proposed a system of warnings, fines, and mandatory safety classes for violations. The Mayor noted that the Public Safety Commission is already addressing this issue and has reached out to the Ojai Unified School District for education efforts.
- Randy Coggin: Announced his involvement with the Ventura County Fire Department Historical Foundation, which is preparing for the 100th anniversary of the Ventura County Fire Department in 2028. The foundation is planning events, fundraisers, and a museum at the old Santa Paula fire station.
Consent Calendar
- The Council moved to approve the consent calendar. A motion was made and seconded. The motion passed.
Item 8: Secure All Security Corporation Agreement (Amendment No. 3)
- Staff presented Amendment No. 3 to the Professional Services Agreement with Secure All Security Corporation. The amendment increases the cumulative not-to-exceed contract amount to $767,000 and extends the contract term through June 30, 2027. This extension aligns with the anticipated completion of the Ojai Permanent Supportive Housing Project. The amendment also corrects a prior reporting error in Amendment No. 2.
- Council members discussed the lack of a Request for Proposal (RFP) process, noting the contract was initially an emergency measure. City Manager Ben Harvey explained that continuity of service is critical for the unhoused population at the encampment (OTT), and changing providers could cause harm. Bethany Burgess, the City Attorney, clarified that the contract is exempt from specific competitive solicitation requirements under the California Government Code because it is for security services, not professional design or construction management. She stated that amending the existing contract is justified given the need for a seamless transition to the new supportive housing project.
- A motion was made to accept the amended amount. The motion was seconded. The motion passed.
Item 9: Resolution Appointing Voting Delegate to League of California Cities
- The Council discussed the annual appointment of a voting delegate and alternate to the League of California Cities. Council Member Lange nominated Council Member Whitman for the delegate position, with Council Member Lange serving as the alternate. Council Member Rule seconded the nomination. A motion was made to appoint Council Member Whitman as the delegate and Council Member Lange as the alternate. The motion was seconded. The motion passed.
Item 10: Authorization to Release RFP for Owner’s Representation/Construction Management Services
- City Manager Ben Harvey presented a Request for Proposal (RFP) for owner’s representation and construction management services for the Permanent Supportive Housing Project. The role would involve interfacing with the contractor, ensuring milestones are met, and providing reports to the Council.
- Council members and staff discussed the scope of services for the RFP:
- Value Engineering: Council member Ben Harvey suggested adding "value engineering" to the scope. Staff agreed to add this under contract administration or budget management.
- Process Review: Council member Leslie Rule asked if a separate case study or audit of the process could be included. Staff recommended keeping this separate from the RFP scope.
- Council Involvement: Council member Kim Mang suggested having a council member attend project meetings for transparency. Staff clarified that while council members can participate in the evaluation and selection process, day-to-day contract administration is delegated to the City Manager under municipal code. Staff suggested a "council liaison" role or increased reporting frequency (e.g., weekly or monthly updates) rather than direct attendance at all meetings.
- Reporting Frequency: Council members discussed the frequency of reports. The current draft specified quarterly meetings. Council member Andrew Whitman proposed adding a requirement for weekly emailed progress summaries. Staff agreed to include weekly, monthly, and quarterly reporting options in the scope.
- Delegation of Authority: Council member Andrew Whitman raised concerns about the City Manager’s role in overseeing the relationship with the developer (Dignity Moves) and the need for independent advice to maintain arm’s length distance. Staff clarified that the hired firm would review budget amendments, change orders, and drawdown requests and provide recommendations to City staff, but final approval authority for contract changes above the City Manager’s signature authority would remain with City Council.
- Evaluation Committee: Council member Mark Gilman proposed that two council members serve on the evaluation committee. Council members Leslie Rule and Kim Mang were suggested as potential candidates.
- Scope Clarifications: Staff and Council agreed to revise the first sentence of the scope of services to correct a reference to a previous agenda item. Additionally, the language regarding the "lead applicant" was adjusted to clarify that a team of multiple individuals may be required to fulfill all roles.
- A motion was made to initiate the RFP with the following modifications: 1. Add value engineering to the scope. 2. Revise the first sentence of the scope of services. 3. Include weekly, monthly, and quarterly reporting requirements. 4. Include two council members on the evaluation committee. 5. Clarify that a team may be required to fulfill all roles.
- The motion was seconded. The motion passed.
Item 11: City of Ojai Policy for Commemorating Naming and Donations
- Staff presented a comprehensive policy for reviewing and accepting donations and naming rights, applicable to all city projects, including the Permanent Supportive Housing Project.
- Fundraising Campaigns: Staff explained that donations made as part of a formal fundraising campaign approved by City Council are treated differently from individual gifts. If Council approves a specific fundraising campaign or list of items, the City Manager may accept donations for those items without returning each individual gift to Council for approval, provided it is within the City Manager’s signature authority.
- Public Art: Council member Kim Mang asked if the policy covers public art donations. Staff noted that public art has separate provisions and processes involving the Arts Commission.
- Withdrawal of Recognition: Council member Andrew Whitman asked if the policy explicitly outlines the process for withdrawing naming rights or recognition. Staff indicated that naming rights agreements would be separate documents brought to Council for approval, and withdrawal provisions would be included in those agreements rather than the general policy.
- Gift Agreements: Council member Andrew Whitman suggested having a formal gift agreement or application form for all donations to avoid misunderstandings and provide a clear process for acceptance or rejection. Staff agreed to develop an application form that serves as both a description of the donation and a record of the city’s acceptance or rejection.
- Thresholds: Staff clarified that donations under the City Manager’s signature authority (currently $30,000) can be accepted by the City Manager if compliant with policy and state law. Donations above this threshold require City Council approval unless part of a pre-approved formal fundraising campaign.
- Public Comment:
- Brian Akins (HPC) asked about sponsoring signs/plaques for the railroad trail. Staff recommended this be handled as a formal fundraising campaign with input from the HPC.
- Other comments addressed the need for clear processes and forms.
- A motion was made to approve the policy for commemorating naming and donations, and direct staff to bring back an application form for donations. The motion was seconded. The motion passed.
Item 13: Ordinance Amending Article 5 of Chapter 3 of Title 4 of the Ojai Municipal Code (Libbey Park Tennis Courts)
- Staff presented Ordinance 974, which prohibits the use of Libbey Park tennis courts for any activity other than tennis, with limited exceptions. This is a reintroduction of a draft previously discussed in August. The primary revision adds an exception allowing the City Manager or designee to approve temporary use of up to two Upper Libbey Park tennis courts during the City’s Ojai Day event. Before approving temporary use for Ojai Day, the City Manager must solicit input from the Ojai Valley Tennis Club regarding impacts and mitigation measures. The Tennis Club must respond within two business days. The City retains sole authority to approve or deny the temporary use. The ordinance continues to allow closures of tennis courts for permitted events at the Libbey Bowl or other activities in Libbey Park that necessitate non-use.
Public Comment
- Public comments were received regarding the proposed ordinance limiting the use of Libbey Park tennis courts to tennis.
- Opposition to Exclusive Use: Several speakers argued that the courts are public facilities intended for maximum utilization by the community, citing the 1971 grant deed and historical federal/state grant requirements. Speakers noted that the municipal code does not currently restrict the courts to tennis exclusively and that the city, not the tennis association, is responsible for maintenance. Concerns were raised that restricting use to tennis would violate grant terms, set a precedent for private control of public land, and limit opportunities for other recreational activities such as soccer, basketball, and pickleball. Speakers also noted that the courts are not in constant use and that other public spaces (e.g., Soule Park) are available for pickleball. One speaker, a high school student, opposed the blanket ban, arguing that it prevents responsible use of empty courts for small-sided soccer games at night. They suggested regulating interference with tennis rather than banning all other activities.
- Support for Restriction: Other speakers expressed support for the ordinance, citing noise disturbances from late-night pickleball play, the need to preserve the courts for tennis tournaments (including the Ojai Conference), and the limited availability of other public tennis courts in the area. Speakers noted that the tennis community has invested in maintenance and that the ordinance would provide clarity and finality to a long-standing dispute. One speaker supported the ordinance but expressed intent to advocate for removing the Ojai Day exemption in the future. Neighbors reported noise disturbances from pickleball players and requested better signage.
Council Discussion
- Council members discussed the implications of the 1971 grant deed and historical grant requirements regarding "maximum utilization." Staff indicated they would review the deed language further. Council members noted that the ordinance explicitly states the city owns and operates the courts, with the tennis association’s role limited to specific events like Ojai Day. Discussion included the availability of other recreational spaces, such as Sarzotti Park (which has lighting) and the planned construction of basketball courts in the next fiscal year. Council members acknowledged the need for nighttime recreational opportunities for youth and suggested that Parks and Rec explore lighting options at other locations.
- The Mayor moved to accept the ordinance as presented. The motion was seconded. The motion to adopt Ordinance 974 passed.
Item 14: Furnished by Owner/Installed by Owner List (Permanent Supportive Housing Project)
- City Manager Ben Harvey presented the "Furnished by Owner, Installed by Owner" list for the permanent supportive housing project. This list includes items not covered by the developer’s budget, such as appliances, furniture, window coverings, and utility connection fees (e.g., sanitation district charges). Staff explained that the list is intended to facilitate a fundraising campaign to solicit donations for these items. Staff noted that some items, like utility fees, are included in the project budget but could be "bought down" through donations to free up funds for other project components. Staff also mentioned that the list could be refined to specify commercial-grade items and prioritize needs versus nice-to-haves.
- Council members discussed the feasibility of the fundraising campaign, noting that similar projects in other cities have successfully procured items through donations (e.g., IKEA furniture in Thousand Oaks). Council members suggested refining the list to include specific quantities, costs, and priorities to make it easier for potential donors. Discussion included the need for durable, commercial-grade furniture (e.g., beds, desks) and the potential for pre-wiring for EV chargers and solar panels to facilitate future donations. Council members also discussed the number of washers and dryers, noting that the construction plans include a central laundry room with high-capacity machines. Council members acknowledged that residents may prefer to furnish their own units and that the provided items should be move-in ready but not mandatory. Staff clarified that residents are not required to accept the provided items.
- A motion was made to approve the initiation of the fundraising campaign and to have staff return with a refined, prioritized, and monetized list. The motion was seconded. The motion passed.
Council Member Reports and Announcements
- Gold Coast Transit District: Council Member Rule announced that the Gold Coast Transit District Board will hold a long-term planning meeting on October 7th. Community members are invited to provide feedback on public transportation needs, including bus routes and paratransit access.
- Student Council: The Mayor announced that the City of Ojai Student Council will restart on Thursday, October 1st, at the Rec Center from 6:00 PM to 7:30 PM. The agenda includes planning a valley-wide dance and an Ojai Day booth.
- Ventura County Animal Services (VCAS): Council Member Rule provided an update on VCAS, noting that the county is no longer covering capital improvement costs. The advisory board is reviewing bylaws to potentially change the governance structure, as cities will now be responsible for 100% of funding. Council members discussed the need to renegotiate contracts and consider governance changes.
- Tree Removal Fee Balance: Council Member Whitman reported that the city has a $33,000 balance from the in-lieu-of-fee system for tree removal. He proposed exploring ways to use this fund to support the community forest concept, potentially in collaboration with Ojai Trees (now integrated with the Green Valley Coalition).
Future Agenda Items
- Disaster Preparedness Town Hall: Andrew Whitman discussed plans to host a town hall focused on disaster preparedness. The discussion noted that staff should bring forward ideas for utilizing available funds effectively rather than leaving them idle. The proposed town hall would include presentations by the City Manager on city components and the Police Chief on operations, followed by an hour of open questions from the community. The goal is to address community concerns regarding disaster plans and improve communication about existing resources. No formal motion or vote was recorded.
- Election Integrity Town Hall: Leslie Rule announced plans for another town hall scheduled for October 14th, featuring County District Attorney Eric Narosenko speaking on election integrity. The discussion included the legal implications of election integrity laws, community rights, and options for grassroots protection. Rule indicated that the agreement for this event would be placed on the consent calendar for the next meeting for council approval. No formal motion or vote was recorded.
Adjournment
- The meeting was adjourned.