Administrative Report
DISCUSSION ITEM
TO: HONORABLE CITY COUNCIL
FROM: Kristy Rivera, Recreation Manager
Ben Harvey, City Manager
DATE PREPARED: August 14, 2025
MEETING DATE: August 26, 2025
SUBJECT: Community Aquatics Center Programming and Facilities Recommendation
1. Direct staff to initiate discussions with Ojai Unified School District (OUSD) and Channel Islands YMCA regarding City involvement and support for community programming to commence in the Fall of 2025 at the new Nordhoff High School aquatics center; and
2. Discuss and determine whether City Council consensus exists for a proposed community aquatics center at Soule Park, and if so, direct staff to conduct preliminary feasibility discussions with the County of Ventura; and
3. Return to the City Council with feedback and decision points from any discussions held for City Council review and consideration.
Background
The City of Ojai does not currently own or operate a public pool. However, for some time there has been sustained community interest in expanding access to public aquatic facilities in the Ojai Valley for recreational use. Two potential options have emerged in recent discussions:
1. Ojai Unified School District (OUSD) Aquatic Center Community Pool Program Measure K is a $45 million General Obligation bond program adopted by the voters in 2020 to address the needs of the student population through modernization and renovation projects at the OUSD’s nine schools. One of OUSD’s Measure K-funded projects is the replacement of the 60-year old Nordhoff Pool with an aquatics center (source: OUSD).
The Nordhoff Aquatics Center project broke ground in October of 2024, and is expected to be completed in the fall of 2025 for student and community use. Initially, OUSD approached the City about the possibility of the City providing a community aquatics program at the new 169
facility. The request was taken to the Parks and Recreation Commission for consideration at their July 2025 meeting, however, the Commission recommended against pursing this further due to a lack of City staffing resources, among other reasons. Accordingly, OUSD is considering a programming partnership with the Channel Islands YMCA for a community aquatics program.
While the City does not currently have staffing resources for a community aquatics program, the City could provide financial support and assistance, and the City could initiate the effort to build staffing resources to be available to staff a community aquatics program in the near future.
2. Proposed Soule Park Aquatics Center
Separate and distinct from the Nordhoff Aquatics Center, there has been interest expressed at the City Council level for a proposed community aquatics center at Soule Park, a County-owned facility within City limits. Building a facility at Soule Park would require approval from the County of Ventura to start, followed by a feasibility study for a scope of the effort.
Next Steps
Discuss and determine whether City Council consensus exists for either or both options, and provide corresponding direction to City staff.
City Council Goal Alignment
Goal 3 - Arts, Culture and Recreation Funding.
Alternative Options
1. Take no action; or
2. Provide alternate direction.
Fiscal Impact
There is no fiscal impact at this stage. Any future funding needs will be presented to Council for consideration.
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Administrative Report
DISCUSSION ITEM
TO: HONORABLE CITY COUNCIL
FROM: Ben Harvey, City Manager
DATE PREPARED: August 18, 2025
MEETING DATE: August 26, 2025
SUBJECT: Request for Reimbursement of International Conference Travel Expense for Council Member Rule
Recommendation
Authorize reimbursement of Council Member Rule for up to $1,990.00 for incurred and anticipated international conference travel expenses.
Discussion
With the adopted Fiscal Year 25-26 budget, the City Council has allocated $9950.00 for training, travel and travel expenses. To date, $9950.00 remains in the City Council Training and Education account for this purpose.
Council Member Rule is requesting authorization for reimbursement of incurred and anticipated international travel expenses of $1,990.00 related to attending the Cambridge Centre for Animal Rights Law Conference in Cambridge, United Kingdom, in September of 2025. Council Member Rule has been invited to speak at the conference. The reimbursement request includes travel expenses and food per diem for four days; lodging is not requested in the amount of the request.
Invited speakers are not required to pay the conference registration fees.
Pursuant to the City’s Reimbursement Policy (attached), authorization for international travel expense reimbursement requires City Council approval at a public meeting. Additional anticipated City Council travel and education expenses for Fiscal Year 25-26 include the annual CalCities Conference in Long Beach in October 2025, among other possible conferences and meetings. As noticed, Council Member Rule will not be attending CalCities Conference this year.
Fiscal Impact
Considering current City Council requests for conference travel and attendance, it is likely that adequate funding exists within the City Council Training and Education account in the adopted Fiscal Year 25-26 budget.
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Alternative Options
1. Take no action; or
2. Provide alternate direction.
Attachments:
A. City Reimbursement Policy
B. Cambridge Centre for Animal Rights Law Conference information 172
ATTACHMENT 1
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CITY OF OJAI
Expense And Use Of Public Resources
Policy Statement
Findings
WHEREAS, the City of Ojai, California (City) takes its stewardship over the use of its limited public resources seriously.
WHEREAS, public resources should only be used when there is a substantial benefit to City.
WHEREAS, such benefits include:
1. The opportunity to discuss the community’s concerns with state and federal officials;
2. Participating in regional, state and national organizations whose activities affect City;
3. Attending educational seminars designed to improve officials’ skill and information levels; and
4. Promoting public service and morale by recognizing such service.
WHEREAS, 1) legislative and other regional, state and federal agency business is frequently conducted over meals; 2) sharing a meal with regional, state and federal officials is frequently the best opportunity for a more extensive, focused and uninterrupted communication about City policy concerns; and 3) each meal expenditure must comply with the limits and reporting requirements of local, state and federal law.
WHEREAS, this policy provides guidance to elected and appointed officials on the use and expenditure of City resources, as well as the standards against which those expenditures will be measured.
WHEREAS, this policy satisfies the requirements of Government Code sections 53232.2 and 53233.3.
WHEREAS, this policy supplements the definition of actual and necessary expenses for purposes of state laws relating to permissible uses of public resources.
WHEREAS, this policy also supplements the definition of necessary and reasonable expenses for purposes of federal and state income tax laws.
WHEREAS, this policy also applies to any charges made to a City credit card, cash advances or other line of credit.
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Authorized Expenses
City funds, equipment, supplies (including letterhead), titles, and staff time must only be used for authorized City business. Expenses incurred in connection with the following types of activities generally constitute authorized expenses, as long as the other requirements of this policy are met:
1. Communicating with representatives of regional, state and national government on City adopted policy positions;
2. Attending educational seminars designed to improve officials’ skill and information levels;
3. Participating in regional, state and national organizations whose activities affect City interests;
4. Attending City events;
5. Implementing a City-approved strategy for attracting or retaining businesses to the City, which will typically involve at least one staff member; and
6. Out-of-state travel in connection with City business.
All other expenditures (including international travel) require prior approval by the City Council at a public meeting.
Examples of personal expenses that City will not reimburse include, but are not limited to:
1. The personal portion of any trip;
2. Political or charitable contributions or events;
3. Family expenses, including partner’s expenses when accompanying official on agency-related business, as well as children- or pet-related expenses;
4. Entertainment expenses, including theater, movies (either in-room or at the theater), sporting events (including gym, massage and/or golf related expenses), or other cultural events;
5. Non-mileage personal automobile expenses, including repairs, traffic citations, insurance or gasoline; and
6. Personal losses incurred while on City business. Any questions regarding the propriety of a particular type of expense should be resolved by the approving authority before the expense is incurred.
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Cost Control
To conserve City resources and keep expenses within community standards for public officials, expenditures should adhere to the following guidelines. In the event that expenses are incurred which exceed these guidelines, the cost borne or reimbursed by City will be limited to the costs that fall within the guidelines.
Transportation
The most economical mode and class of transportation reasonably consistent with scheduling needs and cargo space requirements must be used, using the most direct and time-efficient route.
Charges for rental vehicles may be reimbursed under this provision if a City official is attending an out of town conference, and it is determined that a rental vehicle is more economical than other forms of transportation. In making such determination, the cost of the rental vehicle, parking and gasoline will be compared to the combined cost of such other forms of transportation. Government and group rates must be used when available.
Airfare. Airfares that are equal or less than those available through the Enhanced Local Government Airfare Program offered through the League of California Cities (www.cacities.org/travel), the California State Association of Counties (http://www.csac.counties.org/default.asp?id=635) and the State of California (http://www.catravelsmart.com/default.htm) are presumed to be the most economical and reasonable for purposes of reimbursement under this policy.
Automobile. Automobile mileage is reimbursed at Internal Revenue Service rates presently in effect (see www.irs.gov). For 2006, the rate is 44.5 cents per mile. These rates are designed to compensate the driver for gasoline, insurance, maintenance, and other expenses associated with operating the vehicle. This amount does not include bridge and road tolls, which are also reimbursable. The Internal Revenue Service rates will not be paid for rental vehicles; only receipted fuel expenses will be reimbursed.
Car Rental. Rental rates that are equal or less than those available through the State of California’s website (http://www.catravelsmart.com/default.htm) shall be considered the most economical and reasonable for purposes of reimbursement under this policy.
Taxis/Shuttles. Taxis or shuttles fares may be reimbursed, including a 15 percent gratuity per fare, when the cost of such fares is equal or less than the cost of car rentals, gasoline and parking combined, or when such transportation is necessary for time-efficiency.
Lodging
Lodging expenses will be reimbursed or paid for when travel on official City business reasonably requires an overnight stay.
Conferences/Meetings. If such lodging is in connection with a conference, lodging expenses must not exceed the group rate published by the conference sponsor for the meeting in question Atachment 1
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if such rates are available at the time of booking. If the group rate is not available, see next section.
Other Lodging. Travelers must request government rates, when available. A listing of hotels offering government rates in different areas is available at http://www.catravelsmart.com/lodguideframes.htm. Lodging rates that are equal to or less than government rates are presumed to be reasonable and hence reimbursable for purposes of this policy. In the event that government rates are not available at a given time or in a given area, lodging rates that do not exceed the IRS per diem rates for a given area are presumed reasonable and hence reimbursable. Current IRS per diem rates are available at www.policyworks.gov/perdiem.
For 2006, the per diem rate for lodging in Los Angeles and Ventura counties is $96 (excluding taxes).
Meals
Reimbursable meal expenses and associated gratuities will not exceed the following rates:
Breakfast
Lunch
Dinner
$12
$18
$35
Such amounts will be annually adjusted to reflect changes in the cost of living in accordance with statistics published by the United States Department of Labor, Bureau of Labor Statistics Consumer Price Index, all urban consumers for the Los Angeles Metropolitan Area. (The annual adjustment will be based on this area whether travel is within the area or not.) Telephone/Fax/Cellular
Officials will be reimbursed for telephone/fax/cellular expenses incurred on City business. Telephone bills should identify which calls were made on City business. Alternatively, for payment plans which have a particular number of minutes, the official can identify the percentage of calls made on public business.
Internet
For service at home, officials can identify the percentage of Internet service made on public business. Officials will also be reimbursed for Internet access while away from home, not to exceed $15.00 per day, if Internet access is necessary for City-related business.
Airport Parking
Long-term parking must be used for travel exceeding 24-hours.
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Other
Baggage handling fees of up to $1 per bag each time the bag is handled and gratuities of up to 15 percent will be reimbursed. Expenses for which City officials receive reimbursement from another agency are not reimbursable.
Cash Advance Policy
From time to time, it may be necessary for an official to request a cash advance to cover anticipated expenses while traveling or doing business on City’s behalf. Such request for an advance should be submitted to the City Finance Director at least five (5) days prior to the need for the advance with the following information:
1. The purpose of the expenditure(s);
2. The benefits of such expenditure to the residents of City;
3. The anticipated amount of the expenditure(s) (for example, hotel rates, meal costs, and transportation expenses); and
4. The dates of the expenditure(s).
Any unused advance must be returned to the City treasury within three business days of the official’s return, along with an expense report and receipts documenting how the advance was used in compliance with this expense policy.
In the event the City Finance Director is uncertain as to whether a request complies with this policy, such individual must seek resolution from the City Council.
Credit Card Use Policy
City issues credit cards to individual office holders for selected City expenses. City office holders may use the City’s credit card for such purposes as airline tickets and hotel reservations by following the same procedures for cash advances. Receipts documenting expenses incurred on the City credit card and compliance with this policy must be submitted within five business days of use.
City credit cards may not be used for personal expenses, even if the official subsequently reimburses the City.
Expense Report Content and
Submission Deadline
All cash advance expenditures, credit card expenses and expense reimbursement requests must be submitted on an expense report form provided by City. This form shall include the following advisory:
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“All expenses reported on this form must comply with the City’s policies relating to expenses and use of public resources. The information submitted on this form is a public record. Penalties for misusing public resources and violating the City’s policies include loss of reimbursement privileges, restitution, civil and criminal penalties as well as additional income tax liability.” Expense reports must document that the expense in question met the requirements of this policy.
For example, if the meeting is with a legislator, the local agency official should explain whose meals were purchased, what issues were discussed and how those relate to City’s adopted legislative positions and priorities.
Officials must submit their expense reports within 30 days of an expense being incurred, accompanied by receipts documenting each expense. Restaurant receipts, in addition to any credit card receipts, are also part of the necessary documentation.
Inability to provide such documentation in a timely fashion may result in the expense being borne by the official.
Audits of Expense Reports
All expenses are subject to verification that they comply with this policy.
Reports to City Council
At the following City Council meeting, each official shall briefly report on meetings attended at City expense. If multiple officials attended, a joint report may be made.
Compliance with Laws
City officials should keep in mind that some expenditures may be subject to reporting under the Political Reform Act and other laws. All agency expenditures are public records subject to disclosure under the Public Records Act.
Violation of this Policy
Use of public resources or falsifying expense reports in violation of this policy may result in any or all of the following: 1) loss of reimbursement privileges, 2) a demand for restitution to City, 3) City’s reporting the expenses as income to the elected official to state and federal tax authorities, 4) civil penalties of up to $1,000 per day and three times the value of the resources used, and 5) prosecution for misuse of public resources.
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ATTACHMENT 2
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Thursday, 4 September
European Animal Rights Law Conference
2025
By Cambridge Centre for Animal Rights Law
Part of the Annual European Animal Rights Law Conference collection The fifth European Animal Rights Law Conference at Magdalene College, Cambridge (4-6 September) on "Animal Rights in Legislation"
Date and time
Thu, 4 Sep 2025 08:30 - Sat, 6 Sep 2025 12:00 BST
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Location
Magdalene College
Magdalene Street Cambridge CB3 0AG United Kingdom
Aboutthis event
The Cambridge Centre for Animal Rights Law is delighted to announce the fifth European Animal Rights Law Conference 2025, which will take place from 4-6 September at Magdalene College, Cambridge.
The Conference is part of our Centre’s mission to promote research that explores and develops the key themes in animal rights law, and to make that research accessible to a broader audience.
This year's Conference is on the theme "Animal Rights in Legislation" and will feature political representatives, government officials, prominent academics, and lawyers. The event will bring together influential animal rights law experts from Ecuador, Finland, Panama, Spain, Switzerland, the UK, and the US.
The Conference will also feature two distinguished keynote speakers: Dr Visa Kurki (Associate Professor of Jurisprudence, University of Helsinki) and Dr Saskia Stucki (Director, Center for Animal Rights and the Environment[CARE], Zurich University of Applied Sciences)
Format and recording
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Good to know
Highlights
2 days, 3 hours, 30
minutes
In person
Refund Policy
Refunds up to 30 days before
event
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The Conference is open to all and will be held in person at Magdalene College (Cripps Court Auditorium). It will be recorded, but not live-streamed. Recordings will be made available on our website after the Conference.
Ticket categories
Multiple ticket categories are available:
Standard ticket with accommodation and formal dinner (includes Conference attendance, 3 nights B&B College accommodation, formal dinner on 4th September, reception, coffee & tea, and lunch each day) Standard ticket with formal dinner (includes Conference attendance, formal dinner on 4th September, reception, coffee & tea, and lunch each day) Standard ticket simple (includes Conference attendance, reception, coffee & tea, and lunch each day)
Studentticket with formal dinner (includes Conference attendance, formal dinner on 4th September, reception, coffee & tea, and lunch each day) Student(includes Conference attendance, reception, coffee & tea, and lunch each day)
Thursday ONLY ticket(includes Conference attendance for ONLY Thursday, coffee & tea, and lunch)
Friday & Saturday ONLY ticket(includes Conference attendance for ONLY Friday and Saturday, drinks reception, coffee & tea, and lunch) Refunds for tickets will be given for cancellations up to 30 days before the event. Please note thatthe Eventbrite ticketing fee is non-refundable.
Catering
All catering will be plant-based.
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Conference Programme
Thursday, 4th September
8.30 – 9.00am
Registration
9.00 – 9.30am
Welcome and introduction
Dr Raffael Fasel(University of Cambridge)
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1) Taking stock of current animalrights bills
9.30 – 10am
Herbie’s Law
Steve Race (MP, Labour Party, UK)
10 – 10.30am
Comment on bills to end animal experimentation
Dr Nico Müller(University of Basel)
10.30 – 10.45
Panel Q&A
10.45 – 11.15am
Coffee and biscuits
11.15 – 11.45am
Great ape rights and other animal rights bills in Spain José Ramón Becerra (General Director of the Animal Rights Agency, Ministry of Social Rights and Agenda 2030, Government of Spain)
11.45 – 12.15pm
Comment on great ape rights bills
Professor Paula Casal(Pompeu Fabra University, Barcelona)
12.15 – 12.30pm
Panel Q&A
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12.30 – 2pm
Lunch
2) Challenges before and after enactment
2 – 2.30pm
The Ecuadorian drafting process
Tatiana Rivadeneira (Ecuadorian lawyer, member of the National Animal Movement of Ecuador)
2.30 – 3pm
Reflections on the Ecuadorian drafting process
Dr Marina Lostal(University of Essex)
3 – 3.30pm
Panel Q&A
3.30 – 4pm
Coffee and biscuits
4 – 5.30pm
Keynote address
Dr Visa Kurki(Associate Professor of Jurisprudence, University of Helsinki)
7.30pm
Conference dinner(ticket required)
Friday, 5th September
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3) Exploring enacted animalrights laws
9.00 – 10am
Elephants’ rights in Ojai, California
Leslie Rule (Council Member, Ojai, USA)
10 – 11am
Turtles’ rights in Panama
Gabriel Silva (former MP, “Vamos” Coalition, Panama)
11 – 11.30am
Coffee and biscuits
11.30am – 12.30pm
Q&A and discussion with Leslie Rule and Gabriel Silva
Moderated by Dr Raffael Fasel and Dr Sean Butler(University of Cambridge)
12.30 – 2pm
Lunch
4) Case study: constitutional animal rights in Finland
2 – 2.30pm
Mai Kivela (MP, Left Alliance Party, Finland)
2.30 – 3.00pm
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Venla Mathlein (President of the Finnish Society for Animal Rights) 3 – 3.30pm
Panel Q&A
3.30 – 4pm
Coffee and biscuits
4 – 5.30pm
Keynote address
Dr Saskia Stucki(Director, Center for Animal Rights and the Environment[CARE], Zurich University of Applied Sciences)
5.30 – 6.30pm
Drinks reception
Saturday, 6th September
5) Pastlessons and future prospects
9 – 10am
Perspectives from Ruud Tombrock (Humane Society International), Richard Ryder (psychologist and animal rights advocate), and David Bilchitz (Professor of Law, University of Johannesburg and University of Reading) – Part I.
Moderated by Dr Carolina Leiva Ilabaca and Dr Eva Bernet Kempers (Junior Research Associates at the Cambridge Centre for Animal Rights Law). 10 – 10.30am
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10.30am – 11.30am
Perspectives from Ruud Tombrock (Humane Society International), Richard Ryder (psychologist and animal rights advocate), and David Bilchitz (Professor of Law, University of Johannesburg and University of Reading) – Part II.
Moderated by Dr Carolina Leiva Ilabaca and Dr Eva Bernet Kempers (Junior Research Associates at the Cambridge Centre for Animal Rights Law).
11.30am – 12.00pm
Reflections on the past, present, and future of animal rights legislation Dr Sean Butler(University of Cambridge)
12.00 – 1.30pm
Lunch
End of conference
2-6pm
PhD Workshop (invitation only)
We wantto thank the Coller Foundation, ISAR, and other donors for supporting the work ofthe Centre. Such supportis vitalto sustaining and expanding our work and reducing costs to Conference delegates.
For more information about the Cambridge Centre for Animal Rights Law and our Conferences see https://animalrightslaw.org/conferences.
Find recording of our previous Conferences on
YouTube
.
Frequently asked questions
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