Meeting Summary
Present: Chavez, 5-Cornejo, 1-Ornelas, Crosswhite, Juarez
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At a glance
Water Department Recognition
- The Mayor honored the Water Department for 30 years of service since absorbing the former Water Company.
- Commemorative plaques and certificates were awarded to the department and long-serving employees.
Finance Department Report
- Staff reported processing over 4,000 invoices totaling $10.4 million with major expenses in payroll and legal costs.
- Updates included staffing changes and the completion of fiscal year 24-25 audits.
- Clarification was provided that no specific funding assistance programs are currently available.
Police Department Audit and Operations
- An independent audit of the Investigations Unit identified systemic failures and outlined ten recommendations.
- Progress includes hiring lateral entry officers, expanding the Detective Bureau, and launching a new records system.
- Personnel responsible for identified deficiencies have been removed from their positions.
Composting Procurement
- The City Manager requested removal of this item to verify if the trash franchisee already handles composting.
- The item will be re-agendized only if a new contract is determined to be necessary.
Union Oil Building License Agreement
- The council tabled the agreement with the Responsible Energy Council to resolve conflicts with other tenants.
- Concerns were raised regarding utility costs, building repairs, and contractual inconsistencies.
- The item is scheduled to return for further negotiation and clarification.
LeapLab Lease Agreement
- The council tabled the lease agreement to allow staff to facilitate negotiations with all tenants simultaneously.
- A target return date of February 18 was set to address contract amendments and revenue impacts.
Harvest Development Vesting Map
- The council approved Resolution No. 7600 for a project containing 298 rental condominiums and commercial space.
- Staff confirmed the project aligns with the East Area 1 Specific Plan and requires no subsequent environmental report.
Harvard Shelter Operating Agreement
- The council authorized an operating agreement with Spirit of Santa Paula for the shelter through June 2026.
- The agreement includes a $700,000 funding cap with reimbursement tied to performance and allowable costs.
Temporary Labor Agreements
- The council directed staff to research the feasibility of temporary labor agreements for emergency assistance.
- Staff will review processes used by other cities and assess impacts on current labor negotiations.
Recognition Policy Review
- The council determined the existing policy requires fine-tuning rather than a complete overhaul.
- The item was scheduled for a future study session in March to discuss specific language amendments.
Future Agenda Items
- The council agreed to consider a future discussion on ordinances regarding electric vehicles and e-scooters.
- A closed session for a six-month follow-up to the City Manager's performance review was also noted.
Municipal Code Overhaul
- Discussion highlighted that the code overhaul requires significant legal time and is affected by staffing constraints.
- The City Clerk expressed a preference for completing the work before the summer season.
Closed Session
- A closed session regarding potential litigation was held with no reportable actions taken.
Full summary
Meeting Call to Order and Administrative Matters
- The meeting was called to order at 6:30 p.m. with an invocation and the Pledge of Allegiance. A roll call confirmed the presence of all council members and the Mayor. The City Attorney reported that a closed session regarding potential litigation under Government Code section 54956.9 had been held, with no reportable actions taken. No public comments were received for general items, though comment cards were noted for Item 10G.
Presentations and Departmental Reports
- Water Department Recognition: The Mayor recognized the Water Department for 30 years of service since the city absorbed the former Water Company in 1996. A commemorative plaque was presented to the department, and certificates of recognition were awarded to employees Joe Dugas and Tim Martinez for their individual 30-year tenures.
- Finance Department Report: An accountant presented a report covering activity from September 25 to December 2025. Key points included processing over 4,000 invoices totaling $10.4 million, with major expenses in payroll, affordable housing contributions, legal costs, utilities, and professional services. The report noted progress on business licensing renewals, utility billing payment arrangements, and the completion of TDA and street audits for fiscal year 24-25. Staffing updates indicated a new customer service representative started in January 2026, with an accounting specialist vacancy expected to be filled in February 2026. During Q&A, staff clarified that approximately 400 to 450 shutoff notices are mailed per cycle and that no specific funding assistance programs were currently available as the LEWOP program had ended.
- Police Department Operational Overview and Independent Audit: The Police Chief presented an independent audit of the Investigations Unit covering 2017 to 2023, initiated following concerns from the District Attorney's office regarding incomplete cases. The Chief acknowledged systemic failures including leadership and training deficiencies and outlined 10 recommendations. Progress reported included the hiring of 11 lateral entry officers, expansion of the Detective Bureau, completion of an operations manual, and the launch of a new records management system in July 2025. The Chief confirmed that personnel responsible for identified deficiencies are no longer in those positions.
- Councilmember and City Manager Reports: Council members and the Vice Mayor provided updates on various committee meetings, regional initiatives, and community events. The City Manager reported that an employee survey had concluded with results expected shortly, and that construction had begun on the bridge spanning Santa Paula Creek. Regarding animal services, impounded dogs continue to be sheltered at the Humane Society in Ojai on a month-to-month basis.
Consent Calendar (Items 10A–10G)
- Item 10C (Composting Procurement): The City Manager requested to remove this item from the consent calendar to determine if the city's trash franchisee, Athens, already has obligations to handle composting under state regulations. The item will be re-agendized if a contract is necessary.
- Item 10G (License Agreement and MOU with Union Oil Building Users): Vice Mayor Crosswhite requested to remove this item from the consent calendar for separate discussion.
- Remaining Items (10A, 10B, 10D, 10E, 10F): Vice Mayor Crosswhite moved to approve the remaining items. Councilmember Chavez seconded the motion. The motion passed.
Item 10G: License Agreement and MOU with Responsible Energy Council (REC)
- Mayor Juarez declared a conflict of interest regarding the Union Oil Building and recused himself. Vice Mayor Crosswhite assumed the chair. The City Manager presented an agreement with the Responsible Energy Council (REC) to manage, catalog, and archive the city's historical oil and gas collection in the Union Oil Building. The agreement includes a five-year exclusive license, an increase in licensed square footage to 3,048, and a provision reserving space for LeapLab. Public comment was received in support of the partnership.
- During discussion, council members questioned REC's status as a 501(c)(3) advocacy organization, contract terms, utility cost allocations, and potential conflicts with other tenants, specifically LeapLab. Staff noted that the building requires repairs, such as roof leaks, before full occupancy. The City Manager expressed concern that proceeding immediately could create contractual inconsistencies and safety issues given pending amendments requested by LeapLab.
- A motion was made to table the item until the next meeting (February 4th) to allow for further negotiation and clarification of terms among the City, REC, and LeapLab. The motion was seconded. The motion to table the item passed.
Agenda Item: Lease Agreement for LeapLab and Other Tenants
- Discussion continued regarding lease agreements for LeapLab and other tenants. Staff and tenant representatives discussed timelines for resolving contract amendments. The Planning Commission noted that the packet for the next meeting must be finalized by mid-week, making a return to the council in two weeks impossible; the earliest possible return date was identified as February 18. Concerns were raised regarding the impact of LeapLab's requested amendments on other tenants and revenue generation. While the Vice Mayor expressed a preference to approve the current lease to secure immediate revenue, the City Manager emphasized the need to resolve all tenant agreements simultaneously. A tenant representative indicated a willingness to withdraw their proposal if the council could not proceed immediately.
- A motion was made to table the item to allow staff to facilitate further negotiations, with a target return date of February 18. The motion was seconded. The council voted to table the item. The motion passed.
Agenda Item 11A: Public Hearing on Vesting Tentative Track Map No. 6091 (Harvest Development)
- A public hearing was opened regarding Resolution No. 7600 to approve Vesting Tentative Track Map No. 6091 for the Harvest Development project. Staff presented details on a proposal to develop 298 residential condominium units and approximately 6,358 square feet of commercial space on 17.96 acres. The project is consistent with the East Area 1 Specific Plan and does not require a subsequent environmental impact report under CEQA. No public comments were received. Council members sought clarification on the project's location relative to existing neighborhoods and confirmed the units would be rental properties.
- A motion was made to adopt Resolution No. 7600, approving the vesting tentative track map as amended. The motion was seconded. The council voted to approve the resolution. The motion passed.
Agenda Item 12A: Operating Agreement for Spirit of Santa Paula Harvard Shelter
- Staff presented an operating agreement between the City and Spirit of Santa Paula for the operation of the Harvard Shelter for the period July 1, 2025, to June 30, 2026. The agreement includes a funding cap of $700,000 for the fiscal year, with reimbursement tied to performance and allowable costs. The shelter operator is responsible for maintaining records, employing qualified staff, and complying with labor laws. Representatives from Spirit of Santa Paula reported the shelter is at capacity with 57 beds. Discussions addressed payment logistics and concerns regarding rising insurance costs.
- A motion was made to authorize the City Manager to execute the operating agreement in substantially the form submitted. The motion was seconded. The council voted to approve the motion. The motion passed.
Agenda Item 12B: Temporary Labor Agreements for Augmented City Services
- Staff and the Vice Mayor presented a request to explore the feasibility of establishing temporary labor agreements with outside labor groups to provide on-call assistance during emergencies, disasters, or staff shortages. The City Attorney noted that while AB 339 generally requires notice to labor unions, exceptions may exist. Representatives from Local 585 and La Una expressed support for the initiative. Council members inquired about funding sources and the potential impact on current labor negotiations.
- The council directed staff to research the feasibility of such agreements, review processes used by other cities, and determine the impact on current labor negotiations. No formal motion was made to adopt an agreement at this time.
Agenda Item 12C: Review of City Council Recognition Policy
- Staff presented a request to review the City Council's recognition policy, which has been in effect for approximately two and a half years. Staff identified areas for potential refinement, including criteria for recognition and the establishment of "Mayor's Awards." The council determined that the policy does not require a complete overhaul but rather fine-tuning.
- The council agreed to address this item at a future study session, likely in March, to discuss suggested language and potential amendments. No formal motion was made to amend the policy at this time.
Agenda Item 13A: Future Agenda Items
- The council discussed potential future agenda items, including a closed session for a six-month follow-up to the City Manager's performance review. A council member proposed a discussion item regarding the need to update or enact ordinances concerning electric vehicles, e-bikes, and e-scooters to address safety concerns. The City Manager noted a potential fiscal impact of $10,000 for the research and implementation. The council agreed to consider this topic for a future agenda.
Municipal Code Overhaul
- Discussion focused on the status of the municipal code overhaul, specifically regarding budgeted funds and provisions related to vehicle codes. The Planning Commission noted that while funds are set aside, the process requires significant legal time and is affected by staffing constraints. The City Clerk expressed a preference for completing the work before the summer season. No formal motions were moved, seconded, or voted upon during this segment.
Adjournment
- The meeting was adjourned at 10:40 p.m.