DISTRICT 1 - LESLIE RULE
DISTRICT 2 - RACHEL LANG
DISTRICT 3 - ANDREW WHITMAN
DISTRICT 4 - KIM MANG
BEN HARVEY
CITY MANAGER
MATTHEW SUMMERS
CITY ATTORNEY
WESTON MONTGOMERY
CHIEF DEPUTY CITY CLERK
AGENDA
CITY COUNCIL REGULAR MEETING
TUESDAY, SEPTEMBER 9, 2025, 6:00 PM
KENT HALL COUNCIL CHAMBERS - CITY HALL CAMPUS - 111 W SANTA ANA ST, OJAI, CA,
ADDITIONAL TELECONFERENCE MEETING LOCATION AVAILABLE TO THE PUBLIC TO
ACCOMMODATE TELECONFERENCING COUNCIL MEMBER LESLIE RULE, PER CALIFORNIA GOVERNMENT CODE SECTION 54953(B)(3): 6 SALTOUN RD., LONDON, ENGLAND SW2 1EP
OJAI CITY COUNCIL
ANDY GILMAN, MAYOR
VIEWING & ACCESS
Public participation is encouraged! The Ojai City Council meets regularly on the second and fourth Tuesdays of the month at 6:00 p.m. The meetings are conducted in a hybrid model, providing both in-person attendance and virtual public comment via the Zoom link below.
Virtual attendance via Zoom is the only way to remotely provide public comment. Preregistration is not required for public comment via Zoom. Instead, Zoom participants will utilize the “hand-raise” function to indicate their desire to speak on an item. The meeting is also livestreamed on the City's website at ojai.ca.gov/525/2968/Public-Meetings, on YouTube at youtube.com/@ojaicity, and on Spectrum Channel 10. See “Public Comment Options” below for further instruction.
https://us02web.zoom.us/j/87372714739?pwd=C1Qv9izk2l1C1xIGmrq67aCJ6Y4HpC.1
ROLL CALL
PLEDGE OF ALLEGIANCE
APPROVAL OF AGENDA
Tuesday, September 9, 2025 Ojai City Council Agenda
1 1. The Gold Coast Transit District (GCTD) to provide a presentation on the District's Annual Update
2. Minutes
3. City of Ojai Warrants for August 11, 2025 – August 24, 2025
4. Authorize 1st Amendment with MV Cheng & Associates, Inc. for Accounting Support Services
5. Award Public Works Agreement to Ventura Regional Sanitary District for Storm
PRESENTATIONS
COMMISSION REPORTS
CITY MANAGER’S REPORT
PUBLIC COMMUNICATIONS
Public Communications is the time set aside during the meeting for members of the public to address the City Council on items of City business other than scheduled agenda items.
Matters raised at this time may be briefly discussed by the Council, and will generally be referred to staff and/or placed on a subsequent agenda. Under State law, other than for emergency items, no action can be taken.
CONSENT CALENDAR
All matters listed on the Consent Calendar are to be considered routine and will be enacted by one motion in the form listed. There will be no discussion of these items unless, before the vote on the motion to adopt, specific items are removed from the Consent Calendar for separate motions.
RECOMMENDATION: Approve draft minutes from the August 26, 2025 City Council Regular Meeting; August 26, 2025, City Council Special Meeting for Closed Session; August 12, 2025 Special Meeting for Closed Session; August 12, 2025 Special Meeting for Presentations; and August 5, 2025, Special Meeting. 08 26 25 City Council Regular Meeting Minutes
08 26 25 City Council Special Meeting for Closed Session Minutes 08 12 25 City Council Special Meeting for Closed Session Minutes 08 12 25 City Council Special Meeting for Presentations Minutes. 08 05 25 City Council Special Meeting Minutes
RECOMMENDATION: Receive and file.
Administrative Report - Warrants August 11-24, 2025
Attachment A - Check Register
RECOMMENDATION:
1. Authorize the City Manager to execute the first amendment to Professional Services Agreement with MV Cheng & Associates, Inc. (MVC) to increase the not-to-exceed amount to $75,000 for accounting support services; and
2. Authorize transferring appropriations within the Finance Department Budget of $70,000 from Salaries & Benefits to Contract Services; and
3. Ratify Expenses from May 1, 2025 – September 9, 2025, in the amount of $43,813.
Administrative Report - PSA Amendment No 1 - MV Cheng Assoc Inc Attachment A - PSA Amemdment No 1 MV Cheng Assoc Inc
Tuesday, September 9, 2025 Ojai City Council Agenda
2 Drain Cleaning and Video Inspections
6. 2024 Pavement Rehabilitation Project No. ST-3005 - Resolution Accepting Improvements and Authorizing Filing of a Notice of Completion
7. DignityMoves Development Budget and Schedule
8. Concept Review: Allocation of $100,000 in General Funds to HELP of Ojai for Rental Assistance Program and Authorization to Execute Agreement
9. General Plan Update Progress Report | Climate Action Plan (CAP) and Economic Diversification and Other General Plan Update Efforts
10. City Council Goals
RECOMMENDATION: That the City Council authorizes the City Manager to enter into PW Agreement No. 2025-31 with Ventura Regional Sanitary District (VRSD, a special district) for storm drain cleaning and video inspection in the amount of $57,848.00 and authorize a contingency of $11,570.00 (approximately 20%) for unforeseen change orders that may be required for a total authorized expenditure of $69,418.00.
Administrative Report - Public Works Agreement with Ventura Regional Sanitary District Attachment A - Public Works Agreement 2025-31
RECOMMENDATION: Adopt a resolution accepting improvements and authorizing the Mayor to sign the Notice of Completion for the 2024 Pavement Rehabilitation Project (ST-3005).
Administrative Report - ST-3005 Notice of Completion
Attachment A - Resolution ST-3005
Attachment B - Notice of Completion ST-3005
DISCUSSION
RECOMMENDATION: Receive and file the DignityMoves Development Budget and Schedule for the Ojai Permanent Supportive Housing Project (OPSHP).
Adminstrative Report - DignityMoves Budget
Attachment A - OPSHP - Development Budget
Attachment B - OPSHP - Development Schedule
RECOMMENDATION: Discuss and, if appropriate, allocate $100,000 in General Funds to HELP of Ojai to support rental assistance for Ojai residents through Help of Ojai’s existing Homelessness Prevention and Rapid Rehousing (HPRR) program; and authorize City Manager to execute agreement regarding the same.
Adminstrative Report - Help of Ojai Rental Assistance
Attachment A - Help of Ojai Rental Assistance Info
RECOMMENDATION: Receive and file this report on recent adjustments to the General Plan Update process, including the shift from focus groups to broader community-wide engagement strategies for the Climate Action Plan (CAP) and the Economic Diversification Element as well as other General Plan Update progress.
Administrative Report - General Plan Update Progress Report RECOMMENDATION: Discuss and adopt the City Council goals and corresponding tactics for staff analysis, along with estimates of additional resources (monetary, human, or both) needed for each prioritized tactic.
Administrative Report - City Council Goals and Tactics
Attachment A - City Council Goals and Tactics with Staff Cost Estimates Tuesday, September 9, 2025 Ojai City Council Agenda
3 COUNCIL MEMBER'S REPORTS
FUTURE AGENDA ITEMS
ADJOURNMENT
Posted September 5, 2025 at 5:00 p.m. Weston Montgomery, Chief Deputy City Clerk
ACCOMMODATIONS
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please call (805) 646-5581. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.
If you feel that a language interpreter is necessary for you to participate in this meeting, notification 48 hours prior to the meeting will enable the City to make reasonable arrangements for an interpreter to assure your participation/understanding of this meeting.
Si considera que un intérprete de idiomas es necesario para participar en esta reunión, la notificación 48 horas antes de la reunión le permitirá a la Ciudad hacer arreglos razonables para que un intérprete asegure su participación/comprensión de esta reunión del Concejo Municipal.
Para Español por favor llame al (805) 646-5581 ext. 100 o por correo electronico a [email protected].
PUBLIC PARTICIPATION
Agenda reports and other disclosable public records related to agenda items are available on the City's website at ojai.ca.gov/525/2968/Public-Meetings and at City Hall located at 401 S.
Ventura St., Ojai, Ca., during regular business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m.
PUBLIC COMMENT OPTIONS
The easiest way to submit written public comments is through the “eComment” function on the City Council’s Public Meetings page . Please click into the “eComment” link for the desired date and agenda item.
Written Comments: In order for staff to provide the City Council with written public comments timely, written/emailed public comments must be submitted no later than 3:00 p.m. on the day before the meeting.
You may always submit written comments to the City Clerk via mail, in person at City Hall, or via email to [email protected]. If your written comment is received by 3:00 p.m. on the day before the meeting date, the City Clerk will distribute copies of your comments to all Council Tuesday, September 9, 2025 Ojai City Council Agenda
4 Members and recorded on the City website. Written comments received after 3:00 p.m. may not be distributed to the Council Members and recorded on the City website until after the meeting.
Verbal Comments: Verbal Comments will be received on any item on the agenda at the time the agenda item is heard. Comments may be made in person at the meeting or through Zoom, via the link at the top of the Agenda. Pre-registration is not required for public comment via Zoom. Instead, Zoom participants will utilize the hand-raise function to indicate their desire to speak on an item.
IMPORTANT NOTES:
All materials related to an item on this agenda, including written public comments, will be available for public inspection in the City Clerk's Office at City Hall, and following the meeting, will be accessible on the City of Ojai's website at ojai.ca.gov.
As a government agency, the City of Ojai is subject to the California Public Records Act (Government Code § 6250 et seq.). Please be advised that all communications submitted to City officials and staff are subject to public disclosure under the California Public Records Act.
There are limited exceptions that allow the City to redact personal information under the California Public Records Act. If you have concerns regarding privacy, please do not include your personal identifying information, such as your name, e-mail, phone number, and home address in your correspondence to the City, including, but not limited to, public comment.
If you challenge the actions of the City Council in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in the public notices, or in written correspondence delivered to the City Council at, or prior to, the public hearing (California Government Code Section 65009).
Any legal action by an applicant seeking to obtain a judicial review of the City Council's decision on a Hearing listed on this Agenda may be subject to the 90-day filing period of and governed by Code of Civil Procedure Section 1094.6.
LEVINE ACT WARNING
Applicants and their agents before the City Council are subject to the campaign disclosure provisions detailed in Government Code Section 84308. No City Council Member may accept, solicit, or direct a contribution of more than $500 from any party or agent for 12 months subsequent to the date a final decision is rendered by the City. This prohibition commences when your application has been filed, or the proceeding is otherwise initiated.
A party to a City proceeding - which includes both applicants and agents - shall disclose on the record of the proceeding any contribution of more than $500 made to any Council Member by the applicant or agent, during the preceding 12 months. No party to a City proceeding, or agent, shall make a contribution to a Council Member during the proceeding and for 12 months following the date a final decision is rendered by the City.
Prior to rendering a decision on a City proceeding, any Council Member who received a contribution of more than $500 within the preceding 12 months from any party, or agent, to a proceeding shall disclose that fact on the record of the proceeding and shall be disqualified from participating in the proceeding. However, if any Council Member receives a contribution that otherwise would require disqualification and returns the contribution within 30 days of Tuesday, September 9, 2025 Ojai City Council Agenda
5 knowing about the contribution and the relevant proceeding, the Council Member shall be permitted to participate in the proceeding.
If you believe that these provisions apply to you or a Council Member, please inform the City Clerk at the earliest possible opportunity. Failure to do so may affect the City's ability to process your application.
Tuesday, September 9, 2025 Ojai City Council Agenda
6 CITY COUNCIL AGENDA
REGULAR MEETING
TUESDAY, AUGUST 26, 2025, 6:00 PM
KENT HALL – CITY HALL CAMPUS – 111 W SANTA ANA ST, OJAI, CA
ANDY GILMAN, MAYOR
COUNCIL MEMBERS:
DISTRICT 1 – LESLIE RULE DISTRICT 3 – ANDREW WHITMAN
DISTRICT 2 – RACHEL LANG, MAYOR PRO TEM DISTRICT 4 – KIM MANG
BEN HARVEY MATTHEW SUMMERS WESTON MONTGOMERY
CITY MANAGER CITY ATTORNEY CHIEF DEPUTY CITY CLERK
Mayor Gilman called the Regular Meeting of the Ojai City Council to order on August 26, 2025, at 6:00 p.m.
ROLL CALL
On the call of the roll, the following were present in the Kent Hall Council Chambers: Mayor Gilman, Mayor Pro Tem Lang, and Council Members Rule, Whitman, and Mang.
Also present in the Kent Hall Council Chambers: City Manager Harvey, Assistant City Attorney Anderson, Chief Deputy City Clerk Montgomery.
ABSENCES
PLEDGE OF ALLEGIANCE
Chief Deputy City Clerk Montgomery led the Pledge of Allegiance.
APPROVAL OF AGENDA
Motion:
It was moved by Mayor Gilman with a second by Council Member Whitman, to approve the Agenda of the August 26, 2025, Regular Meeting, and to reorder and switch Items 7 and 9 in the agenda order.
Council Action:
Unanimous consent reached through the Mayor, with five (5) in favor and 7 Tuesday, August 26, 2025 Ojai City Council Regular Meeting Minutes 2 zero (0) against.
COMMISSION REPORTS
Arts Commission Chair West provided an oral report.
CITY MANAGER’S REPORT
City Manager Harvey provided an oral report.
PUBLIC COMMUNICATIONS
CONSENT CALENDAR (Items 1.a – 1.i)
All matters listed on the Consent Calendar are to be considered routine by the governing bodies and will be enacted by one motion in the form listed. There will be no discussion of these items unless, before the governing body votes on the motion to adopt, specific items are removed from the Consent Calendar for separate motions.
1. a) Waiver of Reading in Full of Any and All Ordinances Listed on this Agenda and Provide that they be Read by Title Only and Directing the Clerk to Assign an Ordinance Number Upon Successful Introduction b) City of Ojai Warrants for July 28, 2025 – August 10, 2025 RECOMMENDATION: Receive and file.
c) July 31, 2025 Treasurer’s Monthly Report of Cash and Investments for the City of Ojai
RECOMMENDATION: Receive and file.
d) Minutes of the Finance and Budget Committee from the June 5, 2025 Meeting
RECOMMENDATION: Receive and file.
e) Minutes of the Historic Preservation Commission from the July 10, 2025 Regular Meeting
RECOMMENDATION: Receive and file.
f) Minutes of the City Council from the July 8, 2025, Regular Meeting RECOMMENDATION: Approve.
g) Adoption of Ordinance [Second Reading] Amending and Restating Section 9-1.1001 and adding Section 9-1.701(g) of the Ojai Municipal Code | Establish efficiency requirements for single-family homeowners for major renovations and additions to reduce greenhouse gas emissions in the City of Ojai
RECOMMENDATION: That the City Council adopt the proposed ordinance (Attachment A) amending and restating Section 9-1.1001 and adding 8 Tuesday, August 26, 2025 Ojai City Council Regular Meeting Minutes 3 Section 9-1.701(g) of the Ojai Municipal Code to establish efficiency requirements for single-family homeowners for major renovations and additions to reduce greenhouse gas emissions in the City of Ojai.
Council Member Mang pulled Item 1.b for discussion.
Motion:
It was moved by Mayor Pro Tem Lang with a second by Council Member Mang, to approve the Consent Calendar of the August 26, 2025, Regular Meeting.
Roll Call:
On the call of the roll, the vote was four (4) in favor and one (1) abstain.
Ayes: Gilman, Lang, Whitman, Mang
Noes: None
Abstain: Rule
Absent: None
MOTION PASSES
Motion:
It was moved by Mayor Pro Tem Lang with a second by Mayor Gilman, to approve Item 1.b.
Roll Call:
On the call of the roll, the vote was five (5) in favor and zero (0) against.
Ayes: Lang, Mang, Rule, Gilman, Whitman
Noes: None
Abstain: None
Absent: None
MOTION PASSES
DISCUSSION
2. Wildfire Safety and Risk Mitigation Services - Revised Ojai Valley Fire Safe Proposal
RECOMMENDATION:
1. Review and consider approval of the revised proposal submitted by the Ojai Valley Fire Safe Council (OVFSC), limiting the scope of wildfire safety and risk mitigation services to (1) Community Outreach and Education and (2) Structural Hardening, Parcel & Community-Level Mitigation; and
2. If it so desires, authorize the City Manager to enter into a professional services agreement with OVFSC for the revised scope in an amount not to exceed $386,025;
3. Approve appropriation of $386,025, from the available Measure C Fund Balance to the Capital and Special Project Fund to fund the agreement with the OVFSC; or
4. Provide alternate direction to the City Manager related to wildfire safety and risk mitigation services.
9 Tuesday, August 26, 2025 Ojai City Council Regular Meeting Minutes 4 Motion:
It was moved by Mayor Gilman, with a second by Council Member Rule, to approve Item 2, as recommended.
Roll Call:
On the call of the roll, the vote was three (3) in favor and two (2) against.
Ayes: Rule, Lang, Gilman
Noes: Mang, Whitman
Abstain: None
Absent: None
MOTION PASSES
3. City of Ojai / Ojai Unified School District 2:2 Committee and Request for City Special Housing Counsel
RECOMMENDATION:
1. Appoint two City Council Members for a proposed 2:2 (two on two) committee with two Members of the Ojai Unified School District (OUSD) Board for the purpose of discussing matters of mutual interest between the City and OUSD; and
2. Authorize the City Manager to enter into an agreement to retain Sunny Soltani, Managing Partner of Aleshire & Wynder, to serve as Special Housing Counsel to the City.
Motion:
It was moved by Council Member Whitman, with a second by Mayor Gilman, to (1) appoint Mayor Gilman and Council Member Whitman to an ad hoc committee for housing related topics with the Ojai Unified School District; (2) appoint Council Member Rule and Council Member Mang to an ad hoc committee for student involvement in City Council goals with the Ojai Unified School District; (3) that the ad hoc committees be obligated to provide periodic reports to the City Council; (4) that the ad hoc time period be established at 6 months; and (5) to pause efforts needing special housing counsel.
Roll Call:
On the call of the roll, the vote was five (5) in favor and zero (0) against.
Ayes: Whitman, Gilman, Lang, Rule, Mang
Noes: None
Abstain: None
Absent: None
MOTION PASSES
4. Ojai Tent Town Expenses
RECOMMENDATION: Receive the report regarding Ojai Tent Town expenses from Fiscal Year 2023-24 to June 30, 2025 unaudited.
10 Tuesday, August 26, 2025 Ojai City Council Regular Meeting Minutes 5 Received and filed.
5. Rincon Consultants Phase II ESA Contract Amendment | PSA in an additional amount not to exceed $51,133 to Implement Remedial Action Plan Under Guidance of The Department of Toxic Substance Control, Located at 611 South Montgomery Street, Ojai Permanent Supportive Housing Project
RECOMMENDATION: That the City Council considers the proposal from Rincon Consultants to amend the existing Professional Services Agreement (PSA) contract between the City and Rincon for an additional amount not to exceed $51,133 and continue their guidance through the remedial excavation of onsite dirt consistent with the remedial action plan and under the guidance of the Department of Toxic Substance Control, consistent with the Phase II Environmental Site Assessment (ESA) findings.
Motion:
It was moved by Mayor Gilman, with a second by Mayor Pro Tem Lang, to approve Item 5, as recommended.
Roll Call:
On the call of the roll, the vote was three (3) in favor and two (2) against.
Ayes: Gilman, Rule, Lang
Noes: Mang, Whitman
Abstain: None
Absent: None
MOTION PASSES
6. Resolution Reinstating the Accessory Dwelling Unit (ADU)/Second Unit Compliance Program Guidelines and Removing the Application Deadline RECOMMENDATION: That the City Council consider adopting a resolution (Attachment A) reinstating the program and removing the deadline for submitting applications for the Accessory Dwelling Unit (ADU)/Second Unit Compliance Program.
Motion:
It was moved by Mayor Gilman, with a second by Council Member Rule, to approve Item 6, as recommended.
Roll Call:
On the call of the roll, the vote was five (5) in favor and zero (0) against.
Ayes: Rule, Lang, Whitman, Gilman, Mang
Noes: None
Abstain: None
Absent: None
MOTION PASSES
7. Concept Review | Alternatives to Building Appeals Board 11 Tuesday, August 26, 2025 Ojai City Council Regular Meeting Minutes 6 RECOMMENDATION: That the City Council discuss and provide direction, if appropriate, on the City's current building code and building permit appeals process, including potential alternatives to the existing Building Appeals Board.
Item 7 was continued to a future agenda.
8. 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.
Motion:
It was moved by Council Member Whitman, with a second by Mayor Pro Tem Lang, to direct staff to initiate discussion with the Ojai Unified School District and non-profit group of interest, to analyze partnership agreement examples, to analyze lifeguard staffing needs, and to return with a future agenda item for the inclusion of a “splash pad” style water feature.
Roll Call:
On the call of the roll, the vote was five (5) in favor and zero (0) against.
Ayes: Mang, Gilman, Rule, Whitman, Lang
Noes: None
Abstain: None
Absent: None
MOTION PASSES
9. 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.
Motion:
It was moved by Mayor Gilman, with a second by Mayor Pro Tem Lang, to approve Item 9, as recommended.
Roll Call:
On the call of the roll, the vote was four (4) in favor and one (1) abstain.
Ayes: Lang, Mang, Rule, Gilman
Noes: None
12 Tuesday, August 26, 2025 Ojai City Council Regular Meeting Minutes 7 Abstain: Whitman
Absent: None
MOTION PASSES
COUNCIL MEMBER’S REPORTS
FUTURE AGENDA ITEMS
Council Member Whitman, with Council Member Mang, requested a Concept Review item for Contract Services Categories and Listings for Review, and for which areas to study for contractor vs. City employee.
Mayor Gilman requested (1) a City Council policy on technology use at the dais; (2) Nitrous Oxide product sales in the City; (3) City Council travel policy; and (4) a Ojai Community Farmers Market interim assistance and relocation discussion item.
ADJOURNMENT
Mayor Gilman adjourned the August 26, 2025, Regular Meeting at 10:15 p.m., until the September 9, 2025 Regular Meeting at 6:00 p.m.
Prepared by: Weston Montgomery, Chief Deputy City Clerk 13 CITY COUNCIL MINUTES
SPECIAL MEETING FOR CLOSED SESSION
TUESDAY, AUGUST 26, 2025, 5:00 PM
KENT HALL – CITY HALL CAMPUS – 111 W SANTA ANA ST, OJAI, CA
ANDY GILMAN, MAYOR
COUNCIL MEMBERS:
DISTRICT 1 – LESLIE RULE DISTRICT 3 – ANDREW WHITMAN
DISTRICT 2 – RACHEL LANG, MAYOR PRO TEM DISTRICT 4 – KIM MANG
BEN HARVEY MATTHEW SUMMERS WESTON MONTGOMERY
CITY MANAGER CITY ATTORNEY CHIEF DEPUTY CITY CLERK
Mayor Gilman called the Special Meeting of the Ojai City Council to order on August 26, 2025, at 5:00 p.m.
ROLL CALL
On the call of the roll, the following were present in the Kent Hall Chambers:
Mayor Gilman, Mayor Pro Tem Lang, and Council Members Rule, Whitman, and Mang.
Also present in the Kent Hall Chambers: City Manager Harvey, City Attorney Summers, and Chief Deputy City Clerk Montgomery
ABSENCES
PLEDGE OF ALLEGIANCE
Chief Deputy City Clerk Montgomery led the Pledge of Allegiance.
APPROVAL OF AGENDA
Motion:
It was moved by Council Member Rule, with a second by Mayor Pro Tem Lang, to approve the Agenda of the August 26, 2025, Special Meeting.
Council Action:
Consent reached through the Mayor, with five (5) in favor and zero (0) against. 14 Tuesday, August 26, 2025 Ojai City Council Special Meeting Agenda 2 CLOSED SESSION
1. Conference with Labor Negotiators - (Government Code Section 54957.6) Public Employee(s)
City Negotiator: Kathy Holman, Human Resources/Risk Manager Employees: Trolley Drivers
2. Conference with Labor Negotiators - (Government Code Section 54957.6) Public Employee(s)
City Negotiator: Kathy Holman, Human Resources/Risk Manager Employees: All Unrepresented Employees
City Attorney Summers reported that no reportable action was available on both Items 1 and 2, and any potential future action would be required to take place in an open session.
ADJOURNMENT
Mayor Gilman adjourned the August 26, 2025, Special Meeting at 6:00 p.m., until the August 26, 2025, Regular Meeting immediately following.
Prepared by: Weston Montgomery, Chief Deputy City Clerk 15 CITY COUNCIL MINUTES
SPECIAL MEETING FOR CLOSED SESSION
TUESDAY, AUGUST 12, 2025, 5:00 PM
KENT HALL – CITY HALL CAMPUS – 111 W SANTA ANA ST, OJAI, CA
ANDY GILMAN, MAYOR
COUNCIL MEMBERS:
DISTRICT 1 – LESLIE RULE DISTRICT 3 – ANDREW WHITMAN
DISTRICT 2 – RACHEL LANG, MAYOR PRO TEM DISTRICT 4 – KIM MANG
BEN HARVEY MATTHEW SUMMERS WESTON MONTGOMERY
CITY MANAGER CITY ATTORNEY CHIEF DEPUTY CITY CLERK
Mayor Gilman called the Special Meeting of the Ojai City Council to order on August 12, 2025, at 5:00 p.m.
ROLL CALL
On the call of the roll, the following were present in the Kent Hall Chambers:
Mayor Gilman, Mayor Pro Tem Lang, and Council Members Rule, Whitman, and Mang.
Also present in the Kent Hall Chambers: City Manager Harvey, City Attorney Summers, and Chief Deputy City Clerk Montgomery
ABSENCES
PLEDGE OF ALLEGIANCE
Chief Deputy City Clerk Montgomery led the Pledge of Allegiance.
APPROVAL OF AGENDA
Motion:
It was moved by Mayor Gilman, with a second by Mayor Pro Tem Lang, to approve the Agenda of the August 12, 2025, Special Meeting.
Council Action:
Consent reached through the Mayor, with five (5) in favor and zero (0) against. 16 Tuesday, August 12, 2025 Ojai City Council Special Meeting Minutes ojai.ca.gov
2 CLOSED SESSION
1. Conference with Labor Negotiators - (Government Code Section 54957.6) Public Employee(s)
City Negotiator: Kathy Holman, Human Resources/Risk Manager Employees: All Unrepresented Employees
City Attorney Summers reported that no reportable action was available on Item 1, and any potential future action would be required to take place in an open session.
ADJOURNMENT
Mayor Gilman adjourned the August 12, 2025, Special Meeting at 6:04 p.m., until the August 12, 2025, Regular Meeting immediately following.
Prepared by: Weston Montgomery, Chief Deputy City Clerk 17 CITY COUNCIL MINUTES
SPECIAL MEETING FOR PRESENTATIONS
TUESDAY, AUGUST 12, 2025, 6:00 PM
(REGULAR MEETING IMMEDIATELY FOLLOWING)
KENT HALL – CITY HALL CAMPUS – 111 W SANTA ANA ST, OJAI, CA
ANDY GILMAN, MAYOR
COUNCIL MEMBERS:
DISTRICT 1 – LESLIE RULE DISTRICT 3 – ANDREW WHITMAN
DISTRICT 2 – RACHEL LANG, MAYOR PRO TEM DISTRICT 4 – KIM MANG
BEN HARVEY MATTHEW SUMMERS WESTON MONTGOMERY
CITY MANAGER CITY ATTORNEY CHIEF DEPUTY CITY CLERK
Mayor Gilman called the Special Meeting of the Ojai City Council to order on August 12, 2025, at 6:04 p.m.
ROLL CALL
On the call of the roll, the following were present in the Kent Hall Chambers:
Mayor Gilman, Mayor Pro Tem Lang, and Council Members Rule, Whitman, and Mang.
Also present in the Kent Hall Chambers: City Manager Harvey, City Attorney Summers, and Chief Deputy City Clerk Montgomery
ABSENCES
PLEDGE OF ALLEGIANCE
Chief Deputy City Clerk Montgomery led the Pledge of Allegiance.
APPROVAL OF AGENDA
Motion:
It was moved by Mayor Pro Tem Lang, with a second by Mayor Gilman, to approve the Agenda of the August 12, 2025, Special Meeting.
Council Action:
18 Tuesday, August 12, 2025 Ojai City Council Special Meeting Minutes ojai.ca.gov
2 Consent reached through the Mayor, with five (5) in favor and zero (0) against.
PRESENTATIONS
1. Ojai Police Chief Steve Jenkins to Provide an Introduction of Deputy Eric Burnett, Ojai’s Motor Officer
City Council accepted public comments and received the presentation.
2. The Ojai Valley Green Coalition and Kathy Nolan to Provide a Progress Report on the City Hall Campus Master Plan
City Council accepted public comments and received the presentation.
ADJOURNMENT
Mayor Gilman adjourned the August 12, 2025, Special Meeting at 6:30 p.m., until the August 12, 2025, Regular Meeting immediately following.
Prepared by: Weston Montgomery, Chief Deputy City Clerk 19 CITY COUNCIL MINUTES
SPECIAL MEETING
TUESDAY, AUGUST 5, 2025 – 6:00 PM
KENT HALL – CITY HALL CAMPUS – 111 W SANTA ANA ST, OJAI, CA
ANDY GILMAN, MAYOR
COUNCIL MEMBERS:
DISTRICT 1 – LESLIE RULE DISTRICT 3 – ANDREW WHITMAN
DISTRICT 2 – RACHEL LANG, MAYOR PRO TEM DISTRICT 4 – KIM MANG
BEN HARVEY MATTHEW SUMMERS WESTON MONTGOMERY
CITY MANAGER CITY ATTORNEY CHIEF DEPUTY CITY CLERK
Mayor Gilman called the Special Meeting of the Ojai City Council to order on August 5, 2025, at 6:00 p.m.
ROLL CALL
On the call of the roll, the following were present in the Kent Hall Chambers:
Mayor Gilman, Mayor Pro Tem Lang, and Council Members Rule, Whitman, and Mang.
Also present in the Kent Hall Chambers: City Manager Harvey, City Attorney Summers, and Chief Deputy City Clerk Montgomery
ABSENCES
PLEDGE OF ALLEGIANCE
Chief Deputy City Clerk Montgomery led the Pledge of Allegiance.
APPROVAL OF AGENDA
Motion:
It was moved by Mayor Pro Tem Lang, with a second by Council Member Whitman, to approve the Agenda of the August 5, 2025, Special Meeting.
Council Action:
Consent reached through the Mayor, with five (5) in favor and zero (0) against. 20 Tuesday, August 5, 2025 Ojai City Council Special Meeting Agenda ojai.ca.gov
2 DISCUSSION
1. Community Workshop | Proposed Single-Family Flexpath Energy Efficiency Measures
RECOMMENDATION: Conduct a community workshop regarding the proposed singlefamily flexpath energy efficiency approach; receive input from the community; ask clarifying questions, and provide input to staff.
City Council provided input to staff with no formal action.
2. City Council Goals
RECOMMENDATION: Further discuss and establish prioritized tactics for City Council Goals 6 through 9 (Diversifying Economy/Tourism Management, Climate Resiliency, Financial Stability and Communication and Relationships).
City Council provided input to staff with no formal action.
ADJOURNMENT
Mayor Gilman adjourned the August 5, 2025, Special Meeting at 8:55 p.m., until the August 12, 2025, Regular Meeting.
Prepared by: Weston Montgomery, Chief Deputy City Clerk 21 THIS PAGE
IS
INTENTIONALLY
BLANK
Administrative Report
TO: Honorable City Council
FROM: Ben Harvey, City Manager
Michelle Johnson, Interim Finance Controller
MEETING DATE: September 9, 2025
SUBJECT: City of Ojai Warrants for August 11, 2025 – August 24, 2025
RECOMMENDATION
Receive and file.
DISCUSSION
Disbursement Warrant Check Numbers: 79427-79491
Payroll Warrant Check Numbers: 38338-38342
Number of Direct Deposits: 64
City of Ojai Disbursement Warrants for General Fund
and Special Revenue Funds $ 1,306,228.14
Payroll – August 21, 2025 122,741.85
Total $ 1,428,969.99
CITY COUNCIL GOALS ALIGNMENT
Goal No. 8 - Financial Stability
OPTIONS
1. Take no action.
2. Provide alternate direction to staff.
FISCAL IMPACT
There is no fiscal impact associated with this action. The list of warrants is presented for informational purposes only and reflects payments previously authorized and budgeted.
Prepared by: Scott Avila
ATTACHMENT(S)
A. Check Register
22 23
Check Register
Check No Vendor Name Check Date Check Amount
79427 AllConnected, Inc. 08/14/2025 4,509.40
August 2025 Monthly IT Support
79428 Amy Farah Weiss 08/14/2025 500.00
August 2025 OTT Monthly Trailer Rental
79429 Aqua-Flo Supply 08/14/2025 6,813.56
Supplies for Citywide Maintenance
79430 AT&T 08/14/2025 283.74
July 2025 Telephone
79431 Ben Harvey 08/14/2025 140.80
Employee Reimbursement
79432 BKS Law Firm, PC 08/14/2025 1,757.00
June 2025 Ventura Watershed Litigation
79433 Eilam Byle 08/14/2025 1,970.00
City Street Signs
79434 California Municipal Statistics, Inc. 08/14/2025 1,250.00 City Statistics Valuation
79435 California Solar Electric Systems Inc. 08/14/2025 50,155.00 Public Works Backup Generator Replacement
79436 California State Disbursement Unit 08/14/2025 82.15 August 2025 Payroll Expense
79437 Casitas Municipal Water District 08/14/2025 7,605.60 June 2025 Water
79438 City Management Advisors LLC 08/14/2025 9,333.33
Finance Director Recruitment Services
79439 Concerned Resource & Environmental Workers 08/14/2025 10,289.17 Citywide Brush Removal & Tree Watering Crew
79440 County Fire Protection 08/14/2025 1,666.12
Fire Extinguisher Service & Certification
Check Summary By Check Number
Attachment A
24 Check Register
Check No Vendor Name Check Date Check Amount
Check Summary By Check Number
79441 DATCO 08/14/2025 60.00
Substance Test for Trolley Drivers
79442 Delta Liquid Energy 08/14/2025 1,523.06
July & August 2025 Trolley Fuel
79443 Dispensing Technology 08/14/2025 2,602.37
Supplies for Citywide Street Maintenance
79444 DocuProducts 08/14/2025 3,531.58
May-August 2025 Copy Machine Printing Costs
79445 EideBailly LLP 08/14/2025 5,442.25
July 2025 Finance Process Improvement
79446 Emmanuel A Mendez 08/14/2025 1,825.00
August 2025 City Transit Wash
79447 Fence Factory Rentals 08/14/2025 170.10
August 2025 Temporary Fence Rental for OTT
79448 Geoffrey T Black 08/14/2025 1,428.00
Fall 2025 Activity Guide
79449 Greg Rents 08/14/2025 298.72
Public Works Equipment Rental
79450 HdL Coren & Cone 08/14/2025 795.00
ACFR Statistical Package
79451 Hometown Trolley 08/14/2025 443.78
Supplies for Trolley Maintenance
79452 Johannes M Pouw 08/14/2025 1,314.95
Recreation Class- Sports Camp
79453 Jumping Joe's 08/14/2025 378.00
Wet Slide for Recreation Day Camp
79454 Kelly Cleaning & Supplies, Inc. 08/14/2025 8,423.08 July & August 2025 City Janitorial Services
Attachment A
25 Check Register
Check No Vendor Name Check Date Check Amount
Check Summary By Check Number
79455 Kroll Associates, Inc. 08/14/2025 20,278.25
Forensic Financial Investigation
79456 Living Aikido 08/14/2025 234.00
Recreation Class- Aikido
79457 Lowen Academy 08/14/2025 28.00
Recreatin Class- Online Driver Education
79458 Lynn Simonson 08/14/2025 391.30
Recreation Class- Yoga
79459 Meiners Oaks Hardware 08/14/2025 735.76
Supplies for Citywide Maintenance
79460 Meyers Nave, A Professional Corporation 08/14/2025 4,260.00 June 2025 Special Counsel- Indemnification Analysis
79461 MV Cheng & Associates Inc. 08/14/2025 11,582.50
June 2025 Finance Consulting Services
79462 Ojai Auto Supply 08/14/2025 156.83
Supplies for PW Truck Repairs
79463 Ojai Lumber Company Inc 08/14/2025 348.56
Supplies for Citywide Maintenance
79464 Ojai Valley News 08/14/2025 538.00
July 2025 Legal Ads
79465 Ojai Valley Sanitary District 08/14/2025 1,635.62 August 2025 Sewer Services
79466 Phoenix Group Info Systems 08/14/2025 161.72
June 2025 Citation Processing
79467 Pitney Bowes Global Financial Services LLC 08/14/2025 184.30 July- September 2025 Postage Machine Lease
79468 Prudential Overall Supply 08/14/2025 245.40
Public Works Cleaning Supplies & Clothing Allowance
Attachment A
26 Check Register
Check No Vendor Name Check Date Check Amount
Check Summary By Check Number
79469 Puretec Industrial Water 08/14/2025 146.43
August 2025 Transit Water Tank Rental
79470 Ready Refresh by Nestle 08/14/2025 1,109.28
July 2025 Drinking Water for City Departments
79471 Christopher Reno 08/14/2025 400.00
Repairs to City Trolley
79472 Science-Dipity 08/14/2025 1,132.95
Recreation Class - Bubble-ology Camp
79473 Jan C. Scow 08/14/2025 175.00
Citywide Tree Site Visit Evaluation
79474 Secural Security Corporation 08/14/2025 7,562.96
July 2025 City Unhoused Security
79475 Sinclair Sanitary Supply, Inc. 08/14/2025 750.09
Supplies for Citywide Maintenance
79476 So Cal Gas 08/14/2025 124.31
July 2025 Gas
79477 Solid Waste Solutions Inc. 08/14/2025 2,251.00
July 2025 Cal Recycle Program
79478 Southern CA Edison 08/14/2025 27,586.36
July 2025 City Street Lights
79479 Springbrook Holding Company, LLC 08/14/2025 2,535.00 April-June 2025 Purchase Order & System Wide Access Training 79480 SSD Systems 08/14/2025 236.42
September 2025 Libbey Bowl Fire Alarm
79481 Starlight Dance Academy 08/14/2025 1,365.00
Recreation Class - Defying Gravity Camp
79482 Toro Enterprises, Inc. 08/14/2025 780,233.51
June 2025 City Pavement Rehabilitation
Attachment A
27 Check Register
Check No Vendor Name Check Date Check Amount
Check Summary By Check Number
79483 Trail Rides of Ojai DBA Infinite Horsemanship 08/14/2025 532.00 Recreation Class- Western Horsemanship
79484 Transtech Engineers, Inc 08/14/2025 5,713.13
Supplies for Citywide Street Maintenance
79485 VC Fusion Soccer 08/14/2025 1,117.50
Recreation Class- Soccer Camp
79486 Ventura County Auditor-Controller 08/14/2025 117.50 June 2025 Citation County Fees
79487 Ventura Signs & Screen Printing 08/14/2025 257.52 Recreation Adult Softball Championship Shirts
79488 Verizon Wireless 08/14/2025 2,688.76
June 2025 City Cell Phones & Tablet for Building and Safety Services 79489 Western NRG Inc 08/14/2025 65.00
August 2025 Email Security Support
79490 Westridge Market Inc 08/14/2025 58.81
Supplies for City Department Meetings
79491 Witherspoon Industries Inc 08/14/2025 180.00
City Unhoused Property Removal
ACH Willdan Engineering 08/18/2025 9,809.00
May & June 2025 Plan Checking Services
ACH Mission Square 457 ACH 08/20/2025 9,420.43
August 2025 Payroll Expense
ACH IRS ACH 08/21/2025 47,610.38
August 2025 Payroll Expense
ACH EDD ACH 08/21/2025 7,381.72
August 2025 Payroll Expense
ACH Ameriflex: Claims ACH 08/14/2025 1,260.43
August 2025 Payroll Expense
Attachment A
28 Check Register
Check No Vendor Name Check Date Check Amount
Check Summary By Check Number
ACH Altigen Communications, Inc. 08/18/2025 900.06
August 2025 City Telephone
ACH Amazon.com/Sales, Inc 08/18/2025 2,472.47
July 2025 Miscellaneous Supplies
ACH CalPERS CERBT ACH 08/14/2025 200,000.00
FY25-26 Pension & Retiree Benefit Prefunding
ACH ActiveNet ACH 08/18/2025 2,566.67
Recreation Annual Software Subscription
ACH CalPERS Retirement ACH 08/22/2025 23,096.45
August 2025 Payroll Expense
Total 1,306,228.14
ACH Payroll
Pay Period 8/4/2025-8/17/2025 08/21/2025 122,741.85
Wire & Paper Check Total 122,741.85
Grand Total $ 1,428,969.99
Attachment A
29
Administrative Report
TO: Honorable City Council
FROM: Ben Harvey, City Manager
Michelle Johnson, Finance Controller, Interim
MEETING DATE: September 9, 2025
SUBJECT: Authorize 1st Amendment with MV Cheng & Associates, Inc. for Accounting Support Services
RECOMMENDATIONS
1. Authorize the City Manager to execute the first amendment to Professional Services Agreement with MV Cheng & Associates, Inc. (MVC) to increase the not-to-exceed amount to $75,000 for accounting support services; and
2. Authorize transferring appropriations within the Finance Department Budget of $70,000 from Salaries & Benefits to Contract Services; and
3. Ratify Expenses from May 1, 2025 – September 9, 2025, in the amount of $43,813.
DISCUSSION
On May 1, 2025, the City Manager approved an agreement with MV Cheng & Associates, Inc. for financial consulting services. The City’s Finance Department has experienced staffing vacancies and workload constraints. MVC is focusing on backfilling for the vacant accountant and supporting clerical support. Continuing with MV Cheng & Associates will provide the City with experienced specialized support.
The proposed contract amendment will be billed on an hourly basis based on actual work performed. Tasks will be coordinated with City staff to ensure that services are prioritized to meet the City’s most urgent and impactful needs. This engagement is a proactive step toward ensuring financial continuity, accountability, and efficiency during a time of limited internal resources.
During a routine review of accounts payable and the warrant register, staff identified that the Finance Department's contracted services have exceeded the approved contract amount by $43,813 for the period of May 1, 2025, through September 9, 2025.
These expenditures were necessary to maintain essential financial operations, including month-end and year-end closing procedures, while the permanent Senior Accountant position remains vacant and is currently in the recruitment process. The contracted Senior Accountant services have been critical to ensuring continuity of financial reporting and compliance with statutory requirements. Additionally, a contracted Accounting Technician provides part-time support for daily departmental workflow. Staff is working diligently to fill 30
the vacant position and continues to implement enhanced controls and procedures to address identified gaps in financial oversight and departmental operations.
MVC has unique knowledge of the City's financial systems, personnel, and workflows due to their prior engagement with the City. Their existing familiarity enables them to provide timely and efficient services without the need for additional onboarding, thereby avoiding service disruption and saving both time and public funds. Additionally, no other vendor can provide this level of continuity at this time without incurring substantial costs, delays, or risk to compliance and operational effectiveness.
Staff remain committed to strengthening the effectiveness, transparency, and internal controls of their financial operations. In alignment with these goals, staff recommend amending the agreement and authorizing the City Manager to execute the first amendment to PSA Agreement with MVC to increase the amount not to exceed $75,000. City Council approval is required because the contract amount is above the City Manager’s purchasing authority.
CITY COUNCIL GOALS ALIGNMENT
Goal No. 8 - Financial Stability
OPTIONS
1. Take no action;
2. Provide alternative direction to staff.
FISCAL IMPACT
The proposed contract amendment is not to exceed $75,000 and is fully funded within the adopted FY2025-2026. The Finance Department Budget has sufficient staff savings due to the accountancy vacancy. Transfer appropriations in the amount of $70,000 within the Finance Department:
Reducing – Salaries 010-1104-0011-000 ($50,000)
Reducing - Benefits 010-1104-0012-006 ($20,000)
Increasing - Contract Services 010-1104-0147-300 $70,000 Prepared by: Michelle Johnson, Finance Controller, Interim
ATTACHMENT
A. Amendment No 1 Professional Services Agreement with MC Cheng & Associates, Inc. 31 Professional Services Agreement
City of Ojai / Name of Consultant
Attachment A
166081.1
AMENDMENT No. 1 TO PROFESSIONAL SERVICES AGREEMENT
(City of Ojai and [MV Cheng & Associates, Inc.)
This Amendment No.1 (“Amendment”) to Professional Services Agreement (“Agreement”) is made on this 9th day of September 2025 at Ojai, California, by and between the City of Ojai, a California municipal corporation (“City”) and MV Cheng & Associates, Inc., a California S corporation (“Consultant”).
This Amendment modifies the original Agreement between the City and the Consultant dated May 1, 2025, in the following fashion:
A. City and Consultant desire to amend the Agreement by modifying section 3.4 – Expiration Date of the “Agreement” to read as follows:
3.4 Expiration Date: __________________________.
B. City and Consultant desire to amend the Agreement by modifying the total compensation and costs payable to Consultant under this Agreement to a not-to-exceed sum of $75,000.
TO EFFECTUATE THIS AGREEMENT, the parties have caused their duly authorized representatives to execute this Agreement on the dates set forth below. “City”
City of Ojai
By: ______________________________
Ben Harvey, City Manager
Date: _______________
Attest:
By: ______________________________
Weston Montgomery, Chief Deputy
City Clerk
Date: _______________
Approved as to form:
By: ______________________________
Matthew T. Summers, City Attorney
Date: _______________
“Consultant”
MV Cheng & Associates, Inc.
By:
Misty Cheng, CEO
Date: __________________
32 THIS PAGE
IS
INTENTIONALLY
BLANK
Administrative Report
TO: Honorable City Council
FROM: Ben Harvey, City Manager
Lindy Palmer, Public Works Director
MEETING DATE: September 9, 2025
SUBJECT: Award Public Works Agreement to Ventura Regional Sanitary District for Storm Drain Cleaning and Video Inspections
RECOMMENDATION
That the City Council authorizes the City Manager to enter into PW Agreement No. 2025- 31 with Ventura Regional Sanitary District (VRSD, a special district) for storm drain cleaning and video inspection in the amount of $57,848.00 and authorize a contingency of $11,570.00 (approximately 20%) for unforeseen change orders that may be required for a total authorized expenditure of $69,418.00.
DISCUSSION
Design work for the 2025 Pavement Rehabilitation Project is currently underway. As part of this effort, staff are concurrently evaluating opportunities to address underground infrastructure needs, specifically storm drains, to protect and preserve the City’s investment in new pavement and provide much needed maintenance to the City’s storm drain system.
The City’s storm drain system is in urgent need of repair, replacement and maintenance.
During the previous paving project, two failed storm drains were identified during construction, requiring replacement at an approximate cost of $50,000 each. These failures occurred because the storm drain system is aging (60+ years old) and the pipe has exceeded its life expectancy. The goal is to identify possible storm drainpipe failures prior to beginning the paving, thus allowing the repairs/replacements to be included with the paving project and avoiding unexpected costs and delays.
In order to accomplish this, staff are taking a proactive approach by inspecting and cleaning all storm drains in the project area prior to paving. The work will include:
Video inspection of storm drains to assess condition and identify potential failures. Cleaning and removal of debris to ensure proper flow. Condition assessment to prioritize necessary repairs before pavement rehabilitation.
This strategic effort will help the city avoid costly emergency repairs, minimize disruption to paving operations, and extend the life of the new pavement. 33
Formal bidding was not required since the total contract amount is under the $60,000 threshold requirement per the California Uniform Public Construction Cost Accounting Act (CUPCCAA) and Ojai Municipal Code section 7-4.05(a). City Council approval is required because the contract amount is above the City Manager’s purchasing authority.
CITY COUNCIL GOALS ALIGNMENT
Goal No. 4 - Infrastructure Maintenance and Improvement Goal No. 5 - Public Safety
OPTIONS
1. Take no action;
2. Provide alternative direction to staff.
FISCAL IMPACT
Funding for storm drain cleaning and video inspection are included in Capital Improvement Fund, Account No. 031-1604-0814-007 in the amount of $200,000 for FY 25/26.
Prepared by: Lindy Palmer, Public Works Director
ATTACHMENT(S)
A. PW Agreement No. 2025-31 with Ventura Regional Sanitary District 34 296213.5 - 1 - PW Agreement No. 2025-31
Form approved for use: 02/24/2025
AGREEMENT FOR STORM DRAIN CLEANING AND VIDEO INSPECTION This Agreement (“Agreement”), effective as of September 9, 2025, (“Effective Date”), is between Ventura Regional Sanitary District, (“Contractor”), a special district authorized by California Health & Safety Code §4700 et seq., and the City of Ojai, a California municipal corporation and general law city (“City”), collectively referred to as the “Parties.” City and Contractor agree as follows:
1. Payment for Work:
City’s payments to Contractor for the Work during the Term may not exceed the sum of $57,848.00 unless modified by mutual agreement in writing by the Parties in accordance with Section 10 below.
Contractor must furnish City with an invoice for all Work performed not more than once per month for the prior month’s Work. Except as to any charges for Work performed or expenses incurred by Contractor that are disputed by City, City will cause Contractor to be paid within 30 days of receipt of Contractor’s invoice.
Any payment to Contractor for Work performed under this Agreement will not be deemed to waive any defects in the Work performed by Contractor.
2. Commencement of Work.
A. “Commencement Date”: September 9, 2025
B. “Termination Date”: December 9, 2025
3. Scope and Performance of Work:
Contractor represents and warrants that it has the qualifications, experience, equipment and facilities necessary to properly perform the work (“Work”) described in the attached Exhibit A (Scope of Work).
Contractor agrees to perform the Work in a thorough, competent, and professional manner consistent with generally accepted standards and practices utilized by persons engaged in providing work similar to those required of Contractor under this Agreement. Contractor will furnish all the labor, technical, administrative, professional, and other personnel, all supplies and materials, equipment, and all other means whatsoever, except as otherwise expressly specified in this Agreement, necessary or proper to perform and complete the Work required of Contractor under this Agreement.
Contractor must obtain City’s prior written approval before utilizing any subcontractors to perform any Work under this Agreement. This written approval must include the identity of the subcontractor and the terms of compensation and noted on the attached List of Subcontractors.
Contractor will not be compensated for any Work rendered in connection with this Agreement that is in addition to or outside of the Work set forth in Exhibit A, unless such additional Work is authorized in advance and in writing by City.
City may request changes to the Work, consisting of additions, deletions, or other revisions, and the compensation to be paid Contractor will be adjusted accordingly. All such changes must be authorized in writing and executed by Contractor and City. The cost or credit 35 296213.5 - 2 - PW Agreement No. 2025-31
Form approved for use: 02/24/2025
to City resulting from changes in the Work will be determined by the written agreement between the Parties.
In performing the Work under this Agreement, Contractor is an independent contractor and has control over the manner in which the Work is performed provided that it is consistent with this Agreement. Contractor may not at any time or in any manner represent that it or any of its officers, employees, agents, or subcontractors are in any manner officers, employees, agents or subcontractors of City.
4. Campaign Contributions:
This Agreement is subject to Government Code section 84308, as amended by Senate Bill 1439 (2022), Senate Bill 1181 (2024), and Senate Bill 1243 (2024). Consultant shall disclose any contribution to an elected or appointed City official’s campaign or committee in an amount of more than five hundred dollars ($500) made within 12 months preceding the Commencement Date, by Consultant, its, her, or his agent, or another party affiliated with Consultant. Consultant shall provide a signed copy of the attached Campaign Contribution Disclosure Form to City prior to, or concurrent with, Consultant's execution of this Agreement and no later than the Commencement Date.
5. Term and Termination of Agreement:
The initial term (“Term”) of this Agreement will be for a period of from the Effective Date and terminate on the Termination Date unless terminated sooner by City as provided in this section or otherwise extended by the mutual written agreement of the Parties. City may terminate this Agreement, with or without cause, at any time by written notice of termination to Contractor.
In the event such notice is given, Contractor must cease immediately all Work in progress.
6. Labor Code and Prevailing Wage Requirements:
Contractor agrees to comply with the requirements of California Labor Code sections 1810 through 1815. Eight hours of labor constitutes a legal day’s work per Labor Code section 1810.
Contractor will forfeit the statutory penalty to City for each worker employed in the execution of this Agreement by Contractor or any subcontractor for each calendar day during which such worker is required or permitted to work more than eight hours in any one calendar day and 40 hours in any one calendar week in violation of the provisions of Labor Code sections 1810 through 1815. The statutory provisions for penalties for failure to pay prevailing wages or failure to comply with wage and hour laws will be enforced.
Copies of the determination of the Director of the Department of Industrial Relations of the prevailing rate of per diem wages for each craft, classification or type of worker needed to execute this Agreement are available for download from the State website:
http://www.dir.ca.gov/OPRL/dprewagedetermination.htm.
Contractor must post at the work site, or if there is no regular work site then at its principal office, for the duration of the Contract, a copy of the determination by the Director of the Department of Industrial Relations of the specified prevailing rate of per diem wages. (Labor Code § 1773.2.) When applicable, copies of the prevailing rate of per diem wages will be on file at City’s Administrative Services Department and available to Contractor and any other interested party upon request.
36 296213.5 - 3 - PW Agreement No. 2025-31
Form approved for use: 02/24/2025
Contractor, and any subcontractor engaged by Contractor, may pay not less than the specified prevailing rate of per diem wages to all workers employed in the execution of the contract. (Labor Code § 1774.) Contractor is responsible for compliance with Labor Code section 1776 relative to the retention and inspection of payroll records.
Contractor must comply with all provisions of Labor Code section 1775. Under Section 1775, Contractor will forfeit the statutory penalty to City for each worker employed in the execution of the Agreement by Contractor or any subcontractor for each calendar day, or portion thereof, in which the worker is paid less than the prevailing rates. Contractor may also be liable to pay the difference between the prevailing wage rates and the amount paid to each worker for each calendar day, or portion thereof, for which each worker was paid less than the prevailing wage rate.
Nothing in this Agreement prevents Contractor or any subcontractor from employing properly registered apprentices in the execution of the Contract. Contractor is responsible for compliance with Labor Code section 1777.5 for all apprenticeable occupations. This statute requires that contractors and subcontractors must submit contract award information to the applicable joint apprenticeship committee, must employ apprentices in apprenticeable occupations in a ratio of not less than one hour of apprentice’s work for every five hours of labor performed by a journeyman (unless an exception is granted under § 1777.5), must contribute to the fund or funds in each craft or trade or a like amount to the California Apprenticeship Council, and that contractors and subcontractors must not discriminate among otherwise qualified employees as apprentices solely on the ground of sex, race, religion, creed, national origin, ancestry or color. Only apprentices defined in Labor Code section 3077, who are in training under apprenticeship standards and who have written apprentice contracts, may be employed on public works in apprenticeable occupations.
Contractor has reviewed and agrees to comply with any applicable provisions for any public work subject to Department of Industrial Relations (DIR) Monitoring and Enforcement of prevailing wages, including the registration requirements of Labor Code Section 1771.1(a). City hereby notifies Contractor that Contractor is responsible for submitting certified payroll records directly to the State Compliance Monitoring Unit (CMU). For further information concerning compliance monitoring please visit the website location at:
http://www.dir.ca.gov/dlse/cmu/cmu.html.
Contractor must comply with Labor Code section 1771.1(a), which provides that Contractor may award any contracts and subcontracts for work that qualifies as a “public work” only to subcontractors which are at that time registered with the DIR and qualified to perform public work pursuant to Labor Code section 1725.5. Contractor must obtain proof of such registration from all such subcontractors.”
If federal funds are used to pay for the Work, Contractor and any subcontractor agree to comply, as applicable, with the labor and reporting requirements of the Davis-Bacon Act (40 USC § 276a-7), the Copeland Act (40 USC § 276c and 18 USC §874), and the Contract Work Hours and Safety Standards Act (40 USC § 327 and following).
37 296213.5 - 4 - PW Agreement No. 2025-31
Form approved for use: 02/24/2025
7. General Legal Compliance:
In performing the Work, Contractor must comply with all applicable statutes, laws and regulations, including, but not limited to, OSHA requirements and the Ojai Municipal Code.
Contractor must, at Contractor’s sole expense, obtain all necessary permits and licenses required for the Work, and give all necessary notices and pay all fees and taxes required by law, including, without limitation, any business license tax imposed by City This Agreement is subject to the requirements of Government Code § 8546.7. That statute requires the Contractor shall be subject to the examination and audit of the California State Auditor, at the request of City or as part of any audit of City, for a period of three years after final payment under this Agreement.
[Add the following Labor Code requirements where the scope includes trenching or excavation in excess of 5-feet deep]
Labor Code § 6705: To the extent that the work requires trenches in excess of 5’, prior to any excavation, contractor must provide and City, or a registered civil or structural engineer employed by the City to whom authority to accept has been delegated, must accept a detailed plan showing the design of shoring, bracing, sloping, or other provisions to be made for worker protection from the hazard of caving ground during the excavation of such trench or trenches. If such plan varies from the shoring system standards, the plan shall be prepared by a registered civil or structural engineer. Nothing in this section shall be deemed to allow the use of a shoring, sloping, or protective system less effective than that required by the Construction Safety Orders.
Labor Code § 6706: To the extent that the proposed work requires the construction of a pipeline, sewer, sewage disposal system, boring and jacking pits, or similar trenches or open excavations, in excess of five (5) feet, Contractor, pursuant to California Labor Code section 6707, is required to submit a separate bid, subject to the same provision herein, for such work.
8. Indemnification:
Contractor agrees to indemnify, defend, protect and hold harmless City from and against, any and all liabilities, claims, actions, causes of action, proceedings, suits, damages, judgments, liens, levies, costs and expenses of whatever nature, including reasonable attorneys’ fees and disbursements (collectively, “Claims”), which City may suffer or incur or to which City may become subject by reason of or arising out the negligent or willfully wrongful acts or omissions of Contractor, its officers, employees, or agents committed in performing any Work under this Agreement. For the purposes of this section, “City” includes City’s officers, officials, employees, agents and volunteers. The provisions of this section do not apply to Claims occurring as a result of the City’s sole negligence or willful acts or omissions. The provisions of this section will survive the expiration or earlier termination of this Agreement.
9. Insurance:
Contractor agrees to have and maintain in full force and effect during the term of this Agreement the insurance coverages listed in Exhibit B (“Insurance”), which is made part of this Agreement.
38 296213.5 - 5 - PW Agreement No. 2025-31
Form approved for use: 02/24/2025
10. General Provisions:
There are no understandings or agreements between Contractor and City other than those set forth in this Agreement. This Agreement may not be modified or amended except by written agreement of the Parties. Contractor may not assign or transfer this Agreement or any portion of this Agreement or the performance of any of Contractor’s duties or obligations under this Agreement without the prior written consent of City. This Agreement is binding upon the successors and permitted assigns of the Parties. This Agreement will be interpreted, construed, and governed according to the laws of the State of California. In the event of litigation between the Parties, venue in state trial courts will be in the County of Ventura and venue in federal court will be in the Central District of California, in Los Angeles. [Signature page follows]
39 296213.5 - 6 - PW Agreement No. 2025-31
Form approved for use: 02/24/2025
The Parties have caused this Agreement to be executed by their undersigned authorized agents as follows:
CITY OF OJAI
Ben Harvey, City Manager
VENTURA REGIONAL SANITARY DISTRICT, CONTRACTOR
Eric Zets, General Manager
40 296213.5 - 7 - PW Agreement No. 2025-31
Form approved for use: 02/24/2025
EXHIBIT A
SCOPE OF WORK
41 August 28, 2025
Jon Turner
Phoenix Civil Engineering
Dear Mr. Turner:
On behalf of Ventura Regional Sanitation District (VRSD), I am pleased to submit the attached cost proposal for the City of Ojai Request for Proposal to provide professional services for Stormdrain CCTV inspection and cleaning for $57,848.00.
We understand the project to include 30 sections on unknown length and various sizes of Stormdrain pipes. There are 10 sections of the pipes that were identified as having debris in them from 10% to 100%. VRSD has based this fee proposal on what we believe will be the necessary allocation of staff hours and associated fees. However, we bill only for the hours actually expended, so the actual amount billed to the City could be less than the stated total, depending on actual work performed. With the same aspect if VRSD is asked to perform more tasks the cost will increase. The proposal is set for cleaning 2 lines per day if it appears removing the material from the 10 lines that were identified VRSD will inform you before proceeding as this will increase the cost of the project. If you wish VRSD to proceed we will bill at the daily rate for the staff and equipment.
If selected for this important project, VRSD will provide the City with the required data and letter listing the specific work performed and tasks accomplished, together with the corresponding invoices.
If you have questions regarding any aspect of our proposal to provide the City with Stormdrain services, please do not hesitate to contact me directly. We look forward to serving the City’s needs.
Sincerely,
Richard Jones
Richard Jones
Director of Operations
805-658-4679
Attachment Proposal
42 FY26 PROPOSED CUSTOMER BUDGET VENTURA REGIONAL SANITATION DISTRICT 4105 WEST GONZALES ROAD
OXNARD, CA 93036-2748
805.658.4679
Project Number Account Quantity Cost/Price Extension
230700 City of Ojai - Maintenance- Storm Drain Cleaning and Inspection 51010 Wages - Regular Account Total--- $44,346
51010 Elec & Inst Control Supervisor 63 $184.00 $11,592 51010 W/WW Worker 63 $159.00 $10,017
51010 W/WW Worker 63 $159.00 $10,017
51010 W/WW Worker 40 $159.00 $6,360
51010 W/WW Worker 40 $159.00 $6,360
52185 Operating Supplies Account Total--- $115
52185 Consumiables - Gloves, Trash Bags 1 $115.00 $115
52193 Water Account Total--- $690
52193 Water - Casitas Water District 1 $690.00 $690
60195 Fund Transfer In-VACTOR USE Account Total--- $5,005 60195 Vactor w/Chase Truck 5 $1,001.00 $5,005
60197 Fund Transfer In-TV VAN USE Account Total--- $3,822 60197 CCTV Van 7 $546.00 $3,822
60594 Fund Transfer Out-EQUIPMENT Account Total--- $390 60594 Push Camera for CCTV 3 $130.00 $390
60598 Fund Transfer Out-FLEET Account Total--- $3,480
60598 Mileage 2000 $1.74 $3,480
Project 230700 Total--- $57,848
8/21/2025 431
296213.5 B-1
PW Agreement No. 2025-31
Form approved for use: 02/24/2025
EXHIBIT B
INSURANCE
*VRSD is a self-insured government entity.
44 296213.5 PW Agreement No. 2025-31
Form approved for use: 02/24/2025
CERTIFICATE REGARDING WORKERS’ COMPENSATION
I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.
Name (print or type)
Date Signature
45 PW Agreement No. 2025-31
296213.5
LIST OF SUBCONTRACTORS
WORK IDENTIFICATION:
NAME AND ADDRESS OF BIDDER:
Name/Address/Phone No./State
License Number of
Subcontractor/City of Ojai Business
License Number
Department of
Industrial Relations
Registration Number* Items of Work
Portion of Work
(% of Contract Price)
% of Total Contract
Price by
Subcontract
% of Total Contract
Price by Contractor
*Pursuant to Division 2, Part 7, Chapter 1, (commencing with section 1720 including section 1725.5) of the Labor Code
46 PW Agreement No. 2025-31
296213.5
CAMPAIGNCONTRIBUTIONDISCLOSURE
PROVISIONS
Cities are subject to the campaign disclosure
provisions detailed in Government Code Section
84308.
Please carefully read the following information to
determine if the provisions apply to you. If you
determine that the provisions are applicable, the
Campaign Disclosure Form must be completed
and returnedtothe Citywithyourapplication.
1. No City councilmember or commissioner shall
accept, solicit, or direct a contribution of more than
$500 from any party,1 financially interested
participant,2 or agent3 while a proceeding is
pending or for 12 months subsequent to the date a
final decision is rendered by the City. This prohibition commences when your application has been filed, or
the proceeding is otherwise initiated.
2. A party to a City proceeding shall disclose on the
record of the proceeding any contribution of more than
$500 made to any councilmember or commissioner by
the party, or agent, during the preceding 12 months.
No party to or participant in a City proceeding shall
make a contribution of more than $500 to a
councilmember or commissioner during the proceeding
and for 12 months following the date a final decision is rendered by the City. No agent to a party or
participant shall make a contribution in any amount
to a councilmember of commissioner during the
proceeding and for 12 months following the date a final decision is rendered by the City.
3. Prior to rendering a decision on a City
proceeding, any councilmember or commissioner
who received contribution of more than $500 within
the preceding 12 months from any party, or agent, to
a proceeding shall disclose that fact on the record of
the proceeding, and shall be disqualified from
participating in the proceeding. However, if any
councilmember or commissioner receives a
contribution that otherwise would require
disqualification, and returns the contribution within 30 days of making the decision, or knowing about the
contribution and the relevant proceeding, whichever
comes last, that councilmember or commissioner
shall be permitted to participate in the proceeding.
1 “Party” is defined as any person who files an
application for, or is the subject of, a proceeding.2
“Participant” is defined as any person who actively
supports or opposes a particular decision in a
To determine whether a campaign contribution of
more than $500 has been made by you or your
agent to a councilmember or commissioner
within the preceding 12 months, all contributions
made by you or your agent during that period
must be aggregated.
Names of current City councilmembers and
commissioners are available on the City’s website. If
you have questions about Government Code
Section 84308, FPPC regulations, or the
Campaign Disclosure Form, please contact the City
Clerk.
CAMPAIGN CONTRIBUTION DISCLOSURE
FORM
(a) Document:
□ License
□ Lease
□ Permit
□ Franchise
□ Other Contract
□ Other Entitlement
Name and address of any party, participant, or
agent who has contributed more than $500 to any
councilmember or commissioner within the
preceding 12 months:
1. ____________________________________
2. ____________________________________
3. ____________________________________
(b) Date and amount of contribution:
Date Amount $
Date Amount $
Date Amount $
(c) Name of councilmember or commissioner to
whom contribution was made:
1. ____________________________________
2. ____________________________________
3. ____________________________________
(d) I certify that the above information is provided
to the best of my knowledge.
Printed Name
47 296213.5 PW Agreement No. 2025-31
Form approved for use: 02/24/2025
proceeding.
3 “Agent” is defined as a person who represents a
party in connection with a proceeding for
compensation who appears before or otherwise
communicates with the City for the purpose of
influencing the proceeding. If an individual acting as
an agent also is acting as an employee or member
of a law, architectural, engineering, or consulting
firm, or a similar entity or corporation, both the
individual and the entity or corporation are agents.
When a closed corporation is a party to a
proceeding, the majority shareholder is subject to
these provisions.
Signature
Date Phone
To be completed by City:
Document No:
______________________________
48
Administrative Report
TO: HONORABLE CITY COUNCIL
FROM: Ben Harvey, City Manager
Lindy Palmer, Public Works Director
MEETING DATE: September 9, 2025
SUBJECT: 2024 Pavement Rehabilitation Project No. ST-3005 - Resolution Accepting Improvements and Authorizing Filing of a Notice of Completion
RECOMMENDATION
That the City Council adopt a resolution accepting improvements and authorizing the Mayor to sign the Notice of Completion for the 2024 Pavement Rehabilitation Project (ST3005).
DISCUSSION
On August 27, 2024, City Council awarded a Public Works Contract to Toro Enterprises, Inc. for ST-3005, in the amount of $4,143,842.25. The project began October 14, 2024, and was completed July 3, 2025. The total cost of the construction project was $4,411,172.17. At the time of award a contingency of $621,575.00 was approved and $267,329.92 was used from the contingency, allowing the project to be completed under budget.
Staff recommend adopting a resolution accepting improvements and authorizing the Mayor to sign the Notice of Completion. The Notice of Completion directs the City Clerk to record the notice with the Ventura County Clerk Recorder.
OPTIONS
1. Take no action.
2. Provide alternate direction to staff.
FISCAL IMPACT
There are no fiscal impacts associated with filing the Notice of Completion with the Ventura County Clerk Recorder.
Prepared by: Lindy Palmer, Public Works Director
ATTACHMENT(S):
A. Resolution No. 25-XX
B. Notice of Completion for ST-3005 to File with the County Clerk Recorder 49 CITY OF OJAI
RESOLUTION NO. 25-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
OJAI ACCEPTING IMPROVEMENTS FOR THE 2024
PAVEMENT REHABILITATION PROJECT (ST-3005)
The City Council of the City of Ojai resolves as follows:
SECTION 1: The City Council of the City of Ojai finds and declares asfollows:
A. On August 27, 2024, a contract was executed with Toro Enterprises, Inc. for the 2024 Pavement Rehabilitation, Project No. ST-3005.
B. Travelers Casualty and Surety Company, Performance/Payment Bond No. 108063168 in the amount of 4,143,842.25, was posted by Toro Enterprises, Inc. to guarantee completion of said improvements and to guarantee improvements for the required maintenance period of one year.
C. The Public Works Director has recommended acceptance of said improvements.
SECTION 2: The Mayor is authorized to sign a Notice of Completion, and the City Clerk is directed to record said Notice in the office of the Ventura County Recorder.
PASSED, APPROVED AND ADOPTED THIS 9
th day of September, 2025 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
CITY OF OJAI, CALIFORNIA
__________________________
Andy Gilman, Mayor
__________________________
Date
ATTEST:
____________________________
Weston Montgomery, Chief Deputy City Clerk
APPROVE AS TO FORM:
_______________________________
Matthew T. Summers, City Attorney
50 RECORDING REQUESTED BY
AND WHEN RECORDED MAIL TO:
City Clerk
City of Ojai
401 S Ventura St
Ojai, CA 93023
Complimentary recording request pursuant to
Government Code § 27383
SPACE ABOVE THIS LINE FOR RECORDER’S USE
NOTICE is hereby given that:
Notice of Completion
1. The Undersigned is owner of the interest stated below in the property hereinafter described.
2. The NAME (including that of the undersigned), ADDRESS and NATURE OF TITLE of every person owning any interest in such property is as follows:
City of Ojai 401 S Ventura St, Ojai, CA 93023 Municipality (NAME OF UNDERSIGNED)
3. The names and addresses of the transferors of the undersigned owner: (to be shown if the undersigned is a successor in interest of the owner who caused the improvement to be constructed, etc.)
4. A work of improvement on the property hereinafter described was COMPLETED ON July 3, 2025
5. The name of the CONTRACTOR for such work of improvement was Toro Enterprises, Inc. (If no Contractor, insert “NONE”)
6. The property on which said work of improvement was completed is in the City of Ojai , county of _Ventura_ State of California, and is described as follows:
Brief Description of Project and Location:
2024 Pavement Rehabilitation, Project No ST-3005: Various streets located within the City of Ojai.
7. The street address of said property is: Various streets located within the City of Ojai Dated: September 9, 2025
Signature of
Owner or
Owners}
Mayor
City of Ojai
Verification for NON-INDIVIDUAL owner: I, the undersigned, declare under penalty of perjury under the laws of the State of California that I am the Mayor of the aforesaid interest or estate in (“PRESIDENT, PARTNER, MANAGER, AGENT, ETC.”)
the property described in the above notice; that I have read the said notice, that I know and understand the contents thereof, and that the facts stated therein are true and correct.
September 9, 2025 Ojai, CA
Date and Place (Signature of person signing on behalf of owner) Mayor
City of Ojai
Form NOC Ojai(343816.1)
343816.1 51
THIS PAGE
IS
INTENTIONALLY
BLANK
Administrative Report
TO: Honorable City Council
FROM: Ben Harvey, City Manager
Michelle Johnson, Interim Finance Controller
MEETING DATE: September 9, 2025
SUBJECT: DignityMoves Development Budget and Schedule
RECOMMENDATION
Receive and file the DignityMoves Development Budget and Schedule for the Ojai Permanent Supportive Housing Project (OPSHP).
DISCUSSION
The Ojai Permanent Supportive Housing Project (OPSHP), a partnership between the City of Ojai and DignityMoves, embodies the City’s commitment to long-term housing solutions for the unhoused. DignityMoves has met the August 31 deadline outlined within the Development Management Agreement (DMA) by delivering both a Development Budget and Schedule, which are both attached to this agenda report. This agenda report will recap efforts made to deliver the budget and schedule in a timely manner, highlight budget refinements, review upcoming milestones, and outline community engagement efforts for the public to be aware of project progress going forward.
BACKGROUND
Development Management Agreement
The City of Ojai entered into a Development Management Agreement (DMA) with DignityMoves on May 27, 2025. As part of the DMA, DignityMoves was allowed until August 30, 2025 to provide the Development Budget and Development Schedule for the OPSHP.
The City received both documents from DignityMoves prior to close of business on Friday, August 29, 2025, in a timely manner and in compliance with requirements of the DMA. 52
The term for the delivery of the Development Budget and Development Schedule is on page 64 of the DMA (hyperlink provided above), in Section 3.2.1.1:
3.2.1.1 The City agrees to allow the DignityMoves until August 30, 2025, to provide the Development Budget and Development Schedule. Failure by the DignityMoves to provide such documents by the deadline set forth herein shall constitute a material breach of this Agreement. In such event, the City may immediately terminate the Agreement by providing written Notice of Termination. Upon termination, the DignityMoves shall not be entitled to any further compensation, and any outstanding invoices shall be paid in accordance with Section 10.3.3 of this Agreement.
Project Evolution & Schedule
All 30 permanent supportive housing units will allow for the transition of participants from the Ojai Tent Town Encampment. The OPSHP design is based on sustainable principles and bio-based material selections, with Spanish Hacienda style architecture and native landscaping to blend with the neighborhood as well as greater Ojai.
Key Milestones
1. Value Engineering Redesign* – September 23, 2025
2. Release Notice Inviting Bids on Construction Documents – November 7, 2025
3. Permitting & Final Approvals – February 3, 2026
4. Award of Contract – February 3, 2026
5. Start Construction – February 10, 2026
6. Substantial Completion – June 1, 2027
7. Grand Opening (tentative) – July 6, 2027
The City Council adopted Resolution No. 25-19 includes findings and conditions regarding the low-profile design and consistency with several General Plan goals and policies outlined within the Housing Element and Land Use Elements. The hacienda style design, central courtyard, native landscape, community garden and use of sustainable materials were all identified within the resolution; ensuring the approved design reviewed by the Planning Commission and approved by City Council is carried through to construction and completion.
The project will be solar and electric vehicle ready, and City staff and DignityMoves will be exploring grant funding, sponsorship and/or charitable contribution opportunities to defray these costs.
53
Budget Refinements Through Value Engineering
The initial draft Development Budget exceeded the $9.5 million budget limit by $807,199.
In collaboration, DignityMoves and City Staff worked together to identify and scope adjustments to achieve savings without compromising project quality or dignity. The table below provides a detail of the adjustments made:
Scope Item Original Specification Revised Specification Savings Roof sheathing &
finish material
Durra Panel compressed
straw w/mission tile
Plywood and composite
tiles to match mission tile
aesthetics
$252,542
Interior walls Durra Panel compressed
straw
Metal studs & gypsum $338,335
Unvented roof
assembly
Rigid insulation Spray-foam insulation $48,000
Damp proofing
foundation
Included Eliminated $28,000
Slab insulation Included Eliminated $55,830
Entry doors &
sidelights
Wood frame & glazing Fiberglass & glazing $58,500
Windows Aluminum frames Vinyl $25,992
Total $807,199
Revised Development Budget after value engineering: $9.5 million Community Engagement & Transparency
The City and DignityMoves are committed to continued community engagement and transparency regarding the project. In addition to ensuring that relevant documents and updates are posted to the City’s Permanent Supportive Housing Project landing page, quarterly project updates will be made to the City Council and the California Department of Housing and Community Development (HCD). In addition periodic City newsletter articles, City social media posts, and press-releases will further inform the public.
CITY COUNCIL GOALS ALIGNMENT
Goal No. 1 - Affordable Housing
OPTIONS
N/A; receive and file item.
FISCAL IMPACT
There is no fiscal impact in receiving the report.
Prepared by: Michelle Johnson
ATTACHMENT(S)
A. DignityMoves - Development Budget
B. DignityMoves - Development Schedule
54 THIS PAGE
IS
INTENTIONALLY
BLANK
Ojai Permanent Supportive Housing Project
Development Budget
September 9, 2025
Budget Estimate & Value Engineering
Summary
Budget Baseline - (DM) Based on 100% DD 7/28/2025
Total True Cost of Development $ 9,500,000.00 DM Contract w/ City of Ojai A. Planning & Design $ 1,644,875.00 Soft Costs (Includes utility connections, developer & consultant fees)
B. Site Construction & Value Engineering Targets $ 7,855,125.00 Hard Costs (Includes Construction & Value Eng.
Sub-total - Soft and Hard Costs $ 9,500,000.00
Operational Costs FY 2027-2031 $ 2,000,000.00 Operations Cost 4 yrs @ $500K FY 2027-2031 Technical Services $ 618,319.00 Eng, Surveyers, Consultants, grading etc.… & TBD Costs System Support $ 344,142.04 System Support - Help of Ojai and VCBH Case Mngt Admin Costs - Legal Fees $ 205,000.00 Legal Fees Only
Sub-total Operational Costs $ 3,167,461.04
Total ERF Grant - OPSHP Cost $ 12,667,461.04
Total Development Cost $ 9,500,000.00
# Units/Beds $ 30.00
Cost per Unit $ 316,666.67
@BCL@D8152767
55 Ojai Permanent Supportive Housing Project
Development Budget
September 9, 2025
Hard Costs Budget Estimate Comments
Site & Building Improvements:
Division 2- Site Work
Survey $ 65,715 Keep in but confirm whether we still need add survey.
Demolition $ 81,320
Clearing & Grading- rough and fine, soils export $ 276,398 Site Utilities $ 263,488
SWPPP & drainage $ 64,588
Paving- asphalt, incl striping $ 71,225
Landscaping & irrigation incl. tree protection $ 292,613 Temp entrances, utility detection, misc. $ 14,723
Path along Montgomery- DG $ - Not in the scope of this project Site furnishings $ - FF&E or Adopt a Room
Sub-total $ 1,130,070
Division 3- Concrete, Division 4- Masonry
Site concrete $ 352,119
Footings and foundations $ 419,269
Masonry retaining walls and trash enclosure $ 154,997
Pavers at courtyard $ -
Sub-total $ 926,385
Division 5- Metals
Steel railings at ramps and stairs $ 19,666
Steel gates and wrought iron fence $ 100,000 Simplified design, opportunity for VE Drinking fountain guardrail $ 1,276
Sub-total $ 120,942
Division 6- Carpentry
Rough carpentry main building $ 557,010
Rough carpentry storage building $ 49,820
Main building durra panels $ 1,092,346
Storage building durra panels $ 45,000 Shipping container w/ trellis VE target Faux beams, countertops, cabinetry $ 141,714
Sub-total $ 1,885,890
Division 7- Thermal & Moisture Protection, Fireproofing Caulking and insulation' $ 168,585
Roofing $ 200,000 opportunity for VE composite tile
Sheet metal and vents $ 133,441
Waterproofing, damproofing $ 66,578
Firestops $ 15,140
Gutters & downspouts $ -
Sub-total $ 583,744
Division 8 - Finish Carpentry
Doors and hardware incl toilet accessories & fire extinguishers$ 524,750 Windows- glass & mirrors $ 146,593
Access doors $ 1,595
Sub-total $ 672,938
@BCL@D8152767
56 Ojai Permanent Supportive Housing Project
Development Budget
September 9, 2025
Hard Costs Budget Estimate Comments
Division 9-Finishes, Division 10 Signage & Accessories
Acoustic ceilings $ 33,506
Flooring $ -
Base and sealers $ 40,028
Drywall $ -
FRP $ 47,282
Paint $ 55,808
Plaster $ 229,608
Projector screen $ 850
Mailboxes $ -
Signage $ 9,835
Sub-total $ 416,917
Division 12- Specialties
Furniture- beds, desks, lamps, mini fridges etc. $ -
Window coverings $ - VE opportunity- curtains by local volunteers Bike racks $ 2,647
Appliances $ - NIC operator cost
Solid surface $ -
Laundry $ - NIC operator cost machine rental/maintenance Sub-total $ 2,647
Division 15 Plumbing, Mechanical & Fire Protection
Plumbing $ 972,645
Fire sprinkler, including sprinkler monitoring $ 122,033 HVAC $ 300,000 VE opportunity- replace split system with in room wall units Sub-total $ 1,394,678
Division 16- Electrical
Electrical $ 661,205
Low Voltage $ -
CCTV $ 15,414
EV Charging $ 10,000 EV ready only
Wireless internet $ 9,036
Fire detection and alarm
47 KW Solar Budget $ 25,000 Solar ready only
Sub-total $ 720,655
Total Site & Building Improvements $ 7,854,866
Contractor Costs
General Conditions $ 607,458
General Requirements incl
General Liability Insurance incl
Fee incl
SDI Insurance incl
Builders Risk incl
City Bond incl
Contractor Contingency incl
Switchgear (allowance) incl
PreCon incl
GC OHP incl
Escalation $ 200,000
Total Contractor Costs $ 807,458
Total Hard Costs: $ 8,662,324
@BCL@D8152767
57 Ojai Permanent Supportive Housing Project
Development Budget
September 9, 2025
DM OPSHP - Value Engineering Summary V E Target Items Comments Roof Assembly, replace clay tile with asphalt shingle VE target covered in base pricing Exterior Sheathing and Strongwalls Keep durra panel at exterior walls- no savings Roof Sheathing $ (252,542.00) Use plywood in lieu of durra panel Interior Walls $ (338,335.00)
Replace storage building with containers VE target covered in base pricing Unvented roof assembly - spray foam insulation $ (48,000.00) Eliminate DG path along Montgomery
Eliminate damp proofing at foundation $ (28,000.00)
Eliminate insulation under slab $ (55,830.00)
Change hemp insulation to fiberglass Keep hemp insulation per design intent Eliminate footing drains
Change to Marvin windows
Change bathroom windows from casement to slider Need to maintain egress Switch to fiberglass entry door unit with side lite $ (58,500.00) Replace Mini splits with PTAC HVAC
Switch to vinyl windows $ (25,992.00) 25% reduction from base bid estimate Total Deductions - Agreed 9.9.25 $ (807,199.00) Deduct - Total Site & Building Improvements @BCL@D8152767
58 Ojai Permanent Supportive Housing Project
Development Budget
September 9, 2025
Soft Costs Budget Estimate Comments
Architectural Design
Initial Concept Design included in total fee
Architectural $ 360,000
Design Contingency $ -
Engineering and Specialist Consultants
Mechanical & Plumbing $ 30,000
Electrical $ 15,000
Landscape $ 80,000
Structural $ 43,000
Waterproofing $ 20,000 Allowance- if needed
Fire $ -
PV/Solar Engineering $ -
Civil - Survey & Engineering $ 60,000 By city of Ojai- SD only-DD/CD/CA under DM contract Specifications and Project Manual $ 50,000 Allowance
SWPPP/QSP $ - Engaged separately by City of Ojai only if required Arborist $ - Engaged separately by City of Ojai- Completed Geotechnical Foundation Design $ -
Soils Testing $ - Engaged separately by City of Ojai only if required Joint Trench Design $ -
Permit Fees $ 75,000 Allowance
Pre-Development
PreCon $ - Under GC contract
Topo Survey $ - Engaged separately by City of Ojai- Completed Boundary Survey $ - Engaged separately by City of Ojai- Completed Record of Survey $ - Engaged separately by City of Ojai- Completed Title Report $ - Engaged separately by City of Ojai- Completed GeoTech Soils Testing & Report $ - Engaged separately by City of Ojai- Completed Anchor testing $ - As/if needed
Offsite storage (prefab unit) $ - Under GC contract
Utility Connection Fees
Electrical Engineering Fees & Install Costs $ 100,000 Allowance for service SCE Water Connection & Capacity Fees $ 80,000 Allowance for Water Company- Casitas Sewer Connection & Capacity Fees $ 25,000 Allowance for Sewer Ojai Valley Sanitary IT/Network Cabling $ - Covered by IT Service Provider
Owner Direct
Camera's $ - In start-up costs; conduits in GC contract Access Control $ - In start-up costs; conduits in GC contract IT/Network Cabling $ - In start-up costs; conduits in GC contract Testing and Special Inspections $ 25,000 Allowance
Local Artist / Art Feature $ -
Misc $ -
FF&E
Appliances $ - No allowance for food warmers; fridges
FFE $ - Through Adopt-A-Room program
Financing/Legal/Developer Fees
Legal Fees $ 30,000
Liability Insurance $ 25,000
DignityMoves Development Fee $ 500,000 Scope changed from 18 tiny homes to 30 unit custom designed building Developer Contingency $ 126,875 Developer contingency
Total Soft Costs: $1,644,875 $1,644,875
Footnote:
1. Interest Earned in the DignityMoves Bank Acct that is in a Securites Treasury Money Market at 4.15%. All interest earned est at $150,000 to $200,000 will be put back in the Ojai PSHP. @BCL@D8152767
59 Task - Deadlines
Project Starts - January 2024
New Concept & Initial Design for PW Yard Starts - October 2024 Planning Commission Approval - Jan 2025
City Council Approval - March 25, 2025 X
Project on Hold Pending City Council Approval of DMA - 8 Weeks DignityMoves DMA Approval by City Council - May 27, 2025 X Notice To Proceed - May 27, 2025 X
Design Development - 8 weeks 1 2 3 4 5 6 7 8
Pre-Qualification of General Contractors (GC) - June 16 due July 7, 2025 1 2 3 4 5 6 Short list confirmed for Qualified General Contractors - July 22, 2025 X RFP Part 1 Issue for Feasibility Studies to Selected Short List - July 28, 2025 X Feasibility Studies from Qualified GCs (Budgets & Schedules) - 4 weeks 1 2 3 4 RFP Part 1 Responses due from Qualified GCs - August 22, 2025 X Development Budget & Schedule per DMA Deadline - Requirement by August 31, 2025 X City Council Approval of Project Development Budget & Schedule - September 9, 2025 X Redesign for Value Engineering - 4 weeks 1 2 3 4
Construction Documents IFP - 6 weeks 1 2 3 4 5 6
Issue CD Set for Permit - November 11, 2025 X
RFP Part 2 Issue to Qualified GCs for Bid - November 7, 2025 X City review for permit - 8-12 weeks 1 2 3 4 5 6 7 8 9 10 11 12 GC Bid Period- 6 weeks 1 2 3 4 5 6
City of Ojai/DM Bid Evaluation - 4 weeks 1 2 3 4
Negotiation & Award of Contract for Construction- February 3, 2026 X Building Permit Approval - February 3, 2026 X
Start Construction - February 10, 2026 X
Construction Duration - 16 Months 16 months
Substantial Completion - June 6, 2027 X
Project Close out - 4 weeks 1 2 3 4
MOVE IN, GRAND OPENING - July 6, 2027 X
Footnotes:
1. Items in Red Font means completed on time
Ojai Permanent Supportive
Housing Project Development
@BCL@E015C36C
60
Administrative Report
TO: Honorable City Council
FROM: Ben Harvey, City Manager
MEETING DATE: September 9, 2025
SUBJECT: Concept Review: Allocation of $100,000 in General Funds to HELP of Ojai for Rental Assistance Program and
Authorization to Execute Agreement
RECOMMENDATION
Discuss and, if appropriate, allocate $100,000 in General Funds to HELP of Ojai to support rental assistance for Ojai residents through Help of Ojai’s existing Homelessness Prevention and Rapid Rehousing (HPRR) program; and authorize City Manager to execute agreement regarding the same.
DISCUSSION
HELP of Ojai operates a well-established Homelessness Prevention and Rapid Rehousing (HPRR) program that provides rental and utility assistance, case management, and housing stability planning to individuals and families at risk of or currently experiencing homelessness.
The City is considering a one-time allocation of $100,000 in General Funds to HELP of Ojai to expand the reach of this program and provide direct rental assistance to additional Ojai residents in need. The funding would be used to:
Prevent evictions by covering rent arrears or upcoming rent payments; Assist with utility payments or security deposits; and Support individuals transitioning from homelessness into permanent housing.
Eligibility for assistance would follow HELP of Ojai’s existing program guidelines, which include proof of financial crisis, lack of alternative housing resources, and a demonstrated ability to sustain housing after assistance.
This concept review is intended to gather City Council feedback on the proposed funding allocation and explore potential implementation strategies, including reporting requirements, performance metrics, and coordination with other local housing initiatives.
Furthermore, the City’s Housing Element includes a program (Program No. 16) supporting this potential allocation through the lens of preserving existing affordable housing as a high priority for the City. Rehabilitation, rental assistance, and financial support of the community assistance program administered by Help of Ojai are all objectives included 61
within this program. The subject program is one of 19 programs identified within the sixthcycle housing element. The housing element can be accessed on the City of Ojai’s home page here: 2021-2029 Housing Element.
CITY COUNCIL GOALS ALIGNMENT
Goal No. 1 - Affordable Housing
OPTIONS
1. Take no action;
2. Provide alternative direction to staff.
FISCAL IMPACT
With City Council direction, a one-time allocation of $100,000 would be made from the City’s unprogrammed General Fund balance. Making this allocation will allow for an ending fund balance that exceeds the minimum policy levels as defined by Council Resolution 25-11 of the City’s Reserve Policy.
Prepared by: Ben Harvey, City Manager
ATTACHMENT(S)
A. Help of Ojai Homeless Prevention and Rapid Rehousing Information, August 2025 62 HELP of Ojai Homeless Prevention and Rapid Rehousing Information, August 2025 Homeless Prevention
Homelessness Prevention Rental Assistance is a program designed to help individuals and families who are at risk of losing their housing. It provides short-term financial support, such as help with rent, utilities, or security deposits, to stabilize housing and prevent eviction.
It typically includes:
• Rental and utility assistance to cover arrears or upcoming payments • Case management to address underlying issues (like job loss or medical bills) • Housing stability planning to help clients maintain long-term housing The goal is to intervene before someone becomes homeless, making it a proactive and costeffective solution.
To qualify:
1. At risk of homelessness – Facing eviction, behind on rent, or living in unstable housing.
2. Proof of crisis – Documentation showing financial hardship, such as job loss, medical bills, or unexpected expenses.
3. Lack of resources- Must demonstrate they lack the financial resources and support networks to obtain or maintain housing on their own.
4. Sustainability- must be able to prove that they have the means to sustain housing after rental assistance is received.
5. Residency – Must live in the service area.
To apply:
1. Proof of Identity
• Government-issued photo ID (e.g., driver’s license, state ID) • Social Security cards for household members (if available)
2. Proof of Income
• Recent pay stubs
• Unemployment benefits or public assistance documentation (e.g., CalWORKs, SSI)
63 HELP of Ojai Homeless Prevention and Rapid Rehousing Information, August 2025 • Bank statements
3. Proof of Housing Crisis
• Eviction notice or 3-day notice to pay or quit
• Lease agreement showing rent owed
• Letter from landlord verifying risk of eviction
4. Proof of Residency
• Current lease or rental agreement
• Utility bills or official mail with current address
5. Completed Application Forms
• See attachments for examples of application forms
6. Other Supporting Documents (if applicable)
• Medical bills, job loss notices, or other documents showing financial hardship Rapid Rehousing
Rapid Rehousing is a housing intervention designed to help individuals and families who are experiencing homelessness quickly move into permanent housing. The goal is to reduce the time people spend homeless and prevent future episodes of homelessness.
It typically includes:
• Short-term rental assistance (Deposit assistance and/or first month’s rent, sometimes more)
• Help finding and securing housing
• Case management and support services to stabilize housing and connect clients with community resources
To qualify:
1. Experiencing Homelessness
• Living in a shelter, on the streets, in a car, or another place not meant for human habitation.
64 HELP of Ojai Homeless Prevention and Rapid Rehousing Information, August 2025 • Staying in transitional housing or exiting an institution where they temporarily resided.
2. Lack of Resources
• Must demonstrate they lack the financial resources and support networks to obtain or maintain housing on their own.
3. Willingness to Participate in Case Management
• Participants are expected to meet with a case manager at least monthly and engage in supportive services to help maintain housing stability.
4. Income Evaluation
• Income is assessed to determine the level of rental assistance needed.
5. Lease Requirements
• Participants must sign a lease even if the rental assistance is short-term.
To apply:
Required Documents for Rapid Rehousing Application
1. Proof of Homelessness
• Shelter verification letter
• Outreach worker documentation
• Self-certification (if no other documentation is available)
2. Identification
• Government-issued photo ID (e.g., driver’s license, state ID) • Social Security cards for all household members (if available)
3. Income Verification
• Recent pay stubs
• Unemployment or benefits statements (e.g., CalWORKs, SSI) • Bank statements (if applicable)
4. Proof of Residency
65 HELP of Ojai Homeless Prevention and Rapid Rehousing Information, August 2025 • Documentation showing previous residence in the service area (e.g., mail, lease)
5. Other Supporting Documents
• Birth certificates (sometimes requested for household members) • Disability documentation (only if relevant for additional services—not required for RRH eligibility)
66
Administrative Report
TO: Honorable City Council
FROM: Ben Harvey, City Manager
Lucas Seibert, Community Development Director
MEETING DATE: September 9, 2025
SUBJECT: General Plan Update Progress Report | Climate Action Plan (CAP) and Economic Diversification and Other General Plan Update Efforts
RECOMMENDATION
Receive and file this report on recent adjustments to the General Plan Update process, including the shift from focus groups to broader community-wide engagement strategies for the Climate Action Plan (CAP) and the Economic Diversification Element as well as other General Plan Update progress.
DISCUSSION
As part of the ongoing General Plan Update, staff has shifted focus toward two new components:
Climate Action Plan (CAP)
Economic Diversification Element
Earlier this year, staff initiated an application process to form two advisory focus groups— one for the CAP effort and one for Economic Diversification and tourism management.
Approximately 20 community members expressed interest in participating.
In March and April, staff brought the proposed groups before the City Council. At both meetings, concerns were raised by the Council and members of the community regarding the inclusivity and representativeness of the proposed groups. The consensus was that a more open, community-wide engagement process would be preferred.
Based on this feedback, staff worked with the consultant team to pivot away from limitedfocus groups and toward more inclusive engagement opportunities. This new approach emphasizes community surveys, open house events, and pop-up activities designed to capture broad public input.
Economic Diversification Element | The Element will provide a data-driven analysis of opportunities for Ojai to expand its economic base beyond tourism and hospitality. The objective is to identify strategies that leverage Ojai’s comparative advantages while 67
broadening local employment opportunities. The analysis will also address equitable distribution of tourism-related impacts.
Community Survey Structure | To support this effort, a community feedback format is being generated with the following structure:
1. Filtering Question – Directs participants into one of three categories:
o Ojai community member
o Hospitality sector (excluding restaurants and retail) o Non-hospitality sector (including restaurants and retail)
2. Category-Specific Questions – Tailored to the participant’s role.
3. Demographic Questions – Asked at the conclusion of the survey to provide context for results.
The community-wide input approach ensures that the survey captures both quantitative data and qualitative insights from diverse perspectives, through category-specific questions as well as open-ended questions to maximize community-input.
Climate Action Plan (CAP) | The CAP will provide the City with measurable policies and actions to reduce greenhouse gas (GHG) emissions and increase community resilience to climate change impacts. The plan builds upon the previously completed Climate Vulnerability Assessment (part of the Safety Element update) and will include actions related to extreme heat, tree equity, and other climate adaptation strategies.
Originally, a CAP Community Advisory Group was scoped, consisting of members with climate-related expertise or interest. However, consistent with feedback from Council and the community, staff has transitioned to a broader engagement strategy.
Revised Engagement Approach includes:
Community-wide surveys
Open houses
Pop-up engagement events
Focused messaging to increase participation across the community Evacuation Analysis | Consistent with the Office of Planning and Research’s Evacuation Planning Technical Advisory, staff and the City’s consultants are reviewing a draft memorandum that provides guidance on updating the General Plan Safety Element. The analysis addresses requirements from recent State legislation (Senate and Assembly Bills) regarding evacuation planning.
Next Steps |
Launch community-wide surveys and other engagement activities for both the CAP and the Economic Diversification Element in Fall/Winter [2025/26]. Continue work on the Land Use, Circulation, and Safety Elements in parallel with these efforts.
68
CITY COUNCIL GOALS ALIGNMENT
Goal No. 6 - Diversying Ecomony/Tourism Management
Goal No. 7 – Climate Resiliency
OPTIONS
1. Take no action;
2. Provide alternative direction to staff.
FISCAL IMPACT
The research and results in this report are covered under the Community Development Department’s budget and the General Plan Update effort. The 2025/2026 approved budget includes a budget of $250,000 for the continued process of the General Plan. In order to maintain the approved budget for the expanded work included within the Climate Action Plan and Economic Diversification Element, staff will be assisting to offset costs with the adjustment from the focus groups to a community-wide input strategy.
Prepared by: Lucas Seibert, Community Development Director
ATTACHMENT(S)
None
69 THIS PAGE
IS
INTENTIONALLY
BLANK
Administrative Report
TO: Honorable City Council
FROM: Ben Harvey, City Manager
MEETING DATE: September 9, 2025
SUBJECT: City Council Goals
RECOMMENDATION
Discuss and adopt the City Council goals and corresponding tactics for staff analysis, along with estimates of additional resources (monetary, human, or both) needed for each prioritized tactic.
DISCUSSION
The City Council has worked to develop its proposed goals and corresponding tactics at the following meetings this year:
February 25, 2025
March 11, 2025
April 22, 2025
May 13, 2025
June 17, 2025
August 5, 2025
Each meeting has built upon the prior and yielded results. The City Council has nine adopted goals:
1. Affordable Housing
2. Wildfire Safety Risk Mitigation
3. Arts, Culture and Recreation Funding
4. Infrastructure Maintenance and Improvement
5. Public Safety
6. Diversifying Economy/Tourism Management
7. Climate Resiliency
8. Financial Stability
9. Communication and Relationships
Most recently in the process (at the August 5 City Council meeting), the City Council completed the review and prioritization of Goals No. 1-7, selecting roughly 3 tactics per goal. Attachment A identifies the goals and tactics finalized and prioritized from that meeting. Additionally, individual Council Member tactic suggestions for Goal No. 8 70
(Financial Stability) and Goal No. 9 (Communication and Relationships) are identified on the document for Council discussion.
Next Steps
Along with the continuing prioritization of tactics, staff has returned with estimates of additional resources (monetary, human, or both) needed for each prioritized tactic to date, for Goals No. 1-7. This may also be seen in Attachment A.
It is recommended that Council continue to finalize and prioritize Goals No. 8-9 during this discussion and workshop. Staff will then return with a complete document showing goals, tactics, and fiscal impacts.
CITY COUNCIL GOALS ALIGNMENT
N/A (See Explanation Below)
This report aligns with all nine (9) City Council Goals as a result of the discussion of goal creation.
OPTIONS
1. Take no action;
2. Provide alternative direction to staff.
FISCAL IMPACT
Discussing proposed City Council goals and tactics has no fiscal impact. The Adopted Fiscal Year 25-26 budget reflects all nine goals. However, subsequent amendment(s) following budget adoption may be required to implement funding/resources for some tactics.
Prepared by: Weston Montgomery, Chief Deputy City Clerk
ATTACHMENT(S)
A. Proposed City Council Goals and Tactics
71 City Council Goals Tactics
Fiscal Year 2025-26
Goal Budgeted in
FY 2025-26
Non-Budgeted
Estimates
$ 15,000 $ 15,000
$ 100,000
$ 100,000
$ 15,000 $ 215,000
Goal Budgeted in
FY 2025-26
Non-Budgeted
Estimates
$ 10,000
$ 386,000
FY 2025-26 City Council Goals & Tactics
FY 2025-26 City Council Goals & Tactics
2 Wildfire Safety & Risk
Mitigation
2H. Create "Yes" and "No" landscaping Check List for residents. 2I. Pursue partner agreements in cooperation with providers/regional partners to further efforts that will reduce hazardous conditions and fuel sources, Wildfire Prevention Grants, include land clearing, educational outreach program regarding defensible space, and home hardening measures, and provide assessment tool(s). (2) (4) (6) (8) (10) * (Priority – L2, G1, M1, W1, R1) ** 2J. Commission a report on fire hardening measures.
(11) *
2F. Press utility providers to further harden infrastructure, ensure routine inspection, and underground when 2G. Collaborate with existing Fire and Sheriff emergency response training to include City officials and staff.
Legal (10k) and in-house staff to create MOU with
Ojai Civic Association & VCSD & VCFD- Bell Tower
usage of sound system. 5-10 hours of in house staff
to review message board
Affordable Housing
2A. Create educational outreach program regarding defensible space, and home hardening measures and provid e assessment tool(s). (4, 2)
2B. Evaluate the need for potential mutual-aid agreements with the County or other agencies 2C. Promote participation in "VC Alert" and promote programs such as "Ready, Set, Go." (3)(9) 2D. Explore feasibility and cost to implement local warning systems such as warning sirens, reverse 911, and back-up systems for communications. Promote participation in "VC Alert" and promote programs such as "Ready, Set, Go."
(3) (9) * (Priority – L1, G2, M2, W3, R2) **
2E. Evaluate Building and Planning Standards that minimize fire risk. 1 Goal # Notes
100k for 120 hrs consultant and 60 hrs legal
Goal #
Tactic
1A. Implementation requirements of the City’s Housing Element and Regional Housing Needs Assessment (RHNA) for housing program.
1B. Work with market-rate residential developers, with the goal of obtaining as many affordable housing units as possible.
1C. Investigate an inclusionary housing ordinance.
(7) *
1D. Explore alternative building methods, adjust Municipal Code as necessary. (10) *
1E. Identify opportunities to create workforce housing and potential live/work strategies. (4)(9) * (Priority – R 2, L 2, G 2, M 3, W 2) **
1F. Research establishment of a housing trust and potential budget allocation to support housing goals including rental assistance and a housing allotment. (2)(8) * (Priority – R 1, L 1, G 1, M 1, W 1) ** 1H. Research Expanding Whispering Oaks (or the equivalent) (3) *
1G. Explore creation of a Housing Commission, addressing affordable housing and homelessness. (5) * (Priority – R 3, L3, G 3, M 2) **
1I. Collaborate with Ventura Home Share on home share program (6) *
Total Goal #1
Tactic
60 Hours staff time = 15,000
Estimate, under 50k in all - absorbed by current
budget and contract amendment with Wildan
100k for 120 hrs consultant and 60 hrs legal
Notes
PSA with Ojai Valley Fire Safe Council. $386k
appropriated at 08.26.25.
RFP for fuel reduction TBD
1 9/4/2025
Attachment A
72 City Council Goals Tactics
Fiscal Year 2025-26
Goal Budgeted in
FY 2025-26
Non-Budgeted
Estimates
FY 2025-26 City Council Goals & Tactics
Goal # Tactic Notes
$ 75,000
$ 386,000 $ 85,000
Budgeted in
FY 2025-26
Non-Budgeted
Estimates
$ 100,000
$ 15,000
$ 25,000
$ 100,000 $ 40,000
Goal Budgeted in
FY 2025-26
Non-Budgeted
Estimates
$ 270,000
FY 2025-26 City Council Goals & Tactics
FY 2025-26 City Council Goals & Tactics
Tactic
Goal # Notes
2K. Explore homeowner fire hardening incentive program. (1) * (Priority – M3) **
Tactic
2L. Research initiative to create micro-grid(s) and initiative to underground utility lines. (5) * (Priority – L3, G3, R3) **
Council action at 06.24.2025 Budget Hearing
increased to 100k
Vinyl Wrap estimate
50k Outside consultant for feasibility study for microgrid. 25k for potential regional lobbyist contributions for
future rate case CPUC for underground utilities.
Total Goal #2
Presentation of ideas by consultant and staff to City
Council and County
3J. Partner with OUSD to research a performing arts center downtown. (6) * (Priority – L3) ** 3K. Consider Ojai Cultural Contribution, dedicating a portion of the TOT to non-profit applicants influencing the arts, culture, and recreation. (2) * (Priority – G2, M3, R2) ** 3G. Research establishing 4th of July drone show.
3H. Create criteria for legacy organizations for Libby Bowl to expand programming of performing arts at Libbey Bowl.
Non-Measure C TOT funds may be used for this
purpose at an amount, percentage, or level
determined by the City Council.
3I. Extend bike path to Soule Park with County partnership. (Cross-referenced in Goal 4G) (4) * (Priority – G3, W1, M1, R3, L2) **
3L. Cluff Vista Park maintenance. (Priority – W3) **
Notes
Total Goal #3
Goal #
20k for report on methods and materials - for
product choice.
250k demonstration project estimate
4A. Research Road and Hardscape Alternative Materials with potential demonstration project. (2) * (Priority – R3, L2, G2) **
4B. Continue implementation of the Pavement Management Program to maintain or increase Pavement Condition Index (PCI).
4C. Continue City Stormwater Drainage System assessment and create Master Plan. 3 Arts, Culture and
Recreation Funding.
3A. Increase funding the Arts Grant Program to support programming and services, helping to strengthen the local arts and cultural community. (2) * (Priority – G1, L1) ** 3B. Establish Cultural Arts Roundtables with local partners to gather information on programs of interest. (7) (13) *
3C. Expand promotion of existing "Walking Tour of Downtown Ojai Public Art" using Social Media and other 3D. Create Capital campaign for community pool at Soule Park. (8) * (Priority – R1) **
3E. Identify a location for a dog park in the city.
(9) *
3F. Engage Arts Commission to place a mural in Kent Hall City Council Chambers. 4D. Research approaches to provide improved pedestrian crossings at Arcade and Montgomery. (3) *
4E. Explore water conservation projects.
(5) * Infrastructure
2 9/4/2025
Attachment A
73 City Council Goals Tactics
Fiscal Year 2025-26
Goal Budgeted in
FY 2025-26
Non-Budgeted
Estimates
FY 2025-26 City Council Goals & Tactics
Goal # Tactic Notes
$ 50,000
$ 4,500,000
$ 4,820,000
Goal Budgeted in
FY 2025-26
Non-Budgeted
Estimates
$ 110,000
$ 5,000
$ 115,000
Goal
FY 2025-26 City Council Goals & Tactics
FY 2025-26 City Council Goals & Tactics Budgeted in
FY 2025-26
Non-Budgeted
Notes Estimates
4.5M this year on paving. Doubling would mean 9M.
Add'l amount would need to come from GF
Reserves
Total Goal #4
Underway internally with PW Director and CM
4I. Research advancing road paving timeline to reduce expenditures. (Priority – M3, L1, G3, W1) **
5H. Develop proactive code compliance measures.
5I. Create a traffic safety commission. (Priority – L1, R3, G1, M2, W2) ** Goal # Tactic
6A. Procure adequate resources to successfully reinstate 2nd trolley route and restore Sunday service. 6B. Enhance education and enforcement regarding STR Ordinance. 4F. Present ATP Phase II options for the City Council to consider. 4G. Explore land use agreement with the County regarding Ojai Bike Trail to include a maintenance program, directing the City Manager to enter into negotiations with County. (Cross reference with Goal 3I) (7) * (Priority – M1, R1, W3) **
4H. Parking concept review – multiple topics. (Cross-referenced in Goal 6F) (4) * (Priority – M2, R2, L3, G1, W2) **
4 Infrastructure
Maintenance and
Improvement
Goal #
5A. Identify methods to enhance pedestrian and bicyclist safety, including creating E-Bike policy, and educational campaign.
(2) (3) (6) * (Priority – L2, W1) **
5B. Create educational campaign to curtail the unsafe use of e- bikes. (3) Research traffic calming measures for concept review. (2) (6) * (Priority – R2, G2, M3, W3) **
5C. Partner with CalTrans and Ventura County for safety solutions at Highway 33 and Villanova Road. (10) *
5D. Discuss proposed program for Flock ALPR technology with the City Council. 5E. Develop/adopt speed hump policy.
(6) *
Tactic
5 Public Safety
Although not prioritized, Chief Jenkins estimates
11K for FLOCK Technology
Total Goal #5
5B and 5F are the same - 110,000k for traffic
engineer and development of speed hump policy -
future agenda item
Public Safety Commission - absorbed by internal
staff time.
5k for ordinance needed for creation of Commission
Notes
General Plan outside consultant funding for concept
review
5B and 5F are the same - 110,000k for traffic
engineer and development of speed hump policy -
future agenda item
5F. Conduct City-wide speed study with goal to establish citywide 25 MPH speed limit. (1) * (Priority – L3, R1, G3) **
5G. Conduct a crosswalk ADA accessibility audit, including potentially adding crosswalks. (8) (9) *
3 9/4/2025
Attachment A
74 City Council Goals Tactics
Fiscal Year 2025-26
Goal Budgeted in
FY 2025-26
Non-Budgeted
Estimates
FY 2025-26 City Council Goals & Tactics
Goal # Tactic Notes
$ 50,000
$ 35,000
$ 20,000
$ 85,000
Goal Budgeted in
FY 2025-26
Non-Budgeted
Estimates
$ 5,000
$ 5,000
FY 2025-26 City Council Goals & Tactics
Total Goal #6
CPA flexpath absorbed - alt materials/methods. 5k
contract add on for Willdan
CMO budget absorbed
Notes
Same as 4A
7F. Complete the Climate Action Plan and consider the intersectionality of housing/traffic/climate mitigation/economic diversification (jobs housing mismatch). 7G. Investigate options of alternative building materials. (Priority – G1, R1) ** 7H. Educate builders in energy efficient construction and incentivize through a grant program for both new construction and existing home improvements.
(Priority – L1, W2, M3) **
7I. Explore installation of EV chargers at apartment buildings. (Priority – W3) ** 7K. Flexpath electrification incentives, ordinance adoption. 7J. Explore grants for rainwater capture. (Priority – R1) ** 7L. City Council Measure C Policy.
7M. Habitat restoration and “re-wilding” – investigate programs and funding available for Council consideration. (Priority – L2, G3, W1, M1, R2) **
Tactic
7A. Develop recommendations for the replacement of City vehicles with electric or zero emissions vehicles when feasible. (Plug-in Hybrid option allowed for use)
7B. Enhance existing tree canopy and maintain health of existing City trees. 7C. Move forward with City facility electrification effort by awarding contract. 7D. Conduct education and outreach for anticipated Tree Ordinance update. 7E. Research alternative road paving materials. (Priority – L3, G1, M2) ** 7 Climate Resiliency
Staff time absorbed within budget
Outside consultant needed
6D. Commission Economic Action Plan, especially to better capitalize on visitor population. Outside consultant needed (Priority – L2, W1, G1, R1, M1) **
6E. Pursue broadband franchise agreement to support local businesses. 6F. Commission parking study (including locations, metering and enforcement) to determine needs and potential revenue options. (Cross-referenced in Goal 4H)
6G. Explore other potential revenue options, including Sales Tax increase, paid parking, bus visitation fees, nonresidential ownership tax. (Priority – L1, W3, G2, R2, M3) **
6H. Tourism communication plan.
6I. Investigate and return with report on “incubator business investments” used in City of Ventura or other agencies. (Priority – L3, W2, G3, R3, M2) **
6C. Create 2:2 City/Chamber of Commerce Committee to discuss potential professional services agreement in light of new Chamber Director.
Goal #
Diversifying
Economy/Tourism
Management
6 Stopping Point at August 5 City Council Special Meeting Total Goals #7
4 9/4/2025
Attachment A
75 City Council Goals Tactics
Fiscal Year 2025-26
Goal Budgeted in
FY 2025-26
Non-Budgeted
Estimates
FY 2025-26 City Council Goals & Tactics
Goal # Tactic Notes
Goal
Budgeted in
FY 2025-26
Non-Budgeted
Estimates
$ -
Goal Budgeted in
FY 2025-26
Non-Budgeted
Estimates
FY 2025-26 City Council Goals & Tactics
FY 2025-26 City Council Goals & Tactics
8 Financial Stability
Live additions made during May 13 Regular Meeting (Goal 8) 9 Communications and
Relationships
Total Goal #8
Council Member Rule
(Recommendations from May 13)
1. Procure public-facing interactive budget
reporting software.
9D. Implement 2:2 City/OUSD standing committee for purposes of discussing partnership areas (workforce housing, pool), areas of joint concern and mutual goals. 9E. Determine organizations/agencies/offices where better relationships would strategically benefit the City's service delivery, and assign City liaisons (City Council and/or City staff) where appropriate. 9F. Celebrate all Capital Improvement Project completions publicly through ribbon cuttings, press-releases and social media posts (when/where feasible).
9G. City Council meets weekly, with alternating weeks designated as no action taken. 9H. Bi-monthly townhalls to hear from the community (possible CM hosting schedule) 9I. Improve transparency, including closed session minutes. 9J. Research feasibility of enacting Measure M (at large voting) in November 2026.
Tactic Notes
9A. Develop and implement a Communications Strategy, including target audiences. 9B. Evaluate the City's website to improve ease of use for the public. 9C. Implement Granicus software-driven agenda management system. 8H. Develop a City Total Compensation Philosophy to ensure effective recruitment and retention efforts. 8I. Evaluate Sheriff’s Contract
8J. Research advancing paving timeline to spend less in the near term if possible Completed
Completed
8D. Complete inventory of equipment and fleet.
8E. Develop and implement a Grant Management Policy to ensure compliant grants management and reporting. 8F. Prepare the City's first Annual Comprehensive Financial Report. 8G. Conduct a facilities reserve study to determine set-aside amounts for future capital improvements.
Goal # Notes Tactic
8A. Conduct study to update existing fees, and ensure costs are being recovered. 8B. Review the existing Investment Policy with Budget Committee, present recommendations to City Council. 8C. Review allocations of City costs to determine if special revenues are being fully utilized.
Goal #
5 9/4/2025
Attachment A
76 City Council Goals Tactics
Fiscal Year 2025-26
Goal Budgeted in
FY 2025-26
Non-Budgeted
Estimates
FY 2025-26 City Council Goals & Tactics
Goal # Tactic Notes
$ -
Live additions made
during May 13 Regular
Meeting (Goal 9)
Council Member Whitman (Recommendations from May 13)
1. Creation of a Traffic Safety Commission.
2. Change of the City Council meeting start time to 5:00, with Closed Sessions (when scheduled) to take place at the end of the agenda.
3. Initiate a City Council Liaison for the County’s Municipal Advisory Committee (MAC) Mayor Pro Tem Lang (Recommendations from May 13)
1. Interactive Signage/Kiosk for Trolley/Bus Stops.
2. Consistency in signage and design a wayfinding approach.
3. PSA with the Humane Society. (Possibly Goal 3 Public Safety or Goal 5 Public Safety, to be workshopped)
4. Potential ORD for the rights of renters with animals.
5. City Arts Calendar “What’s Happening” style calendar.
Council Member Rule (Recommendations from May 13)
1. PSA with the Humane Society. (Possibly Goal 3 Public Safety or Goal 5 Public Safety, to be workshopped)
2. Evening drop-off of stray animals option.
3. Dog park for off-leash option and small dog option.
4. Consideration Ad-Hoc committees where feasible, to increase community communications. 9K. Initiate a Valley-wide advisory commission/committee. 9L. Consider modest stipend for Commissioners.
Total Goal #9
6 9/4/2025
Attachment A
77