MINUTES OJAI CITY COUNCIL SPECIAL MEETING 5:30 P.M. JUNE 28, 2016 COUNCIL CHAMBERS, OJAI CITY HALL 401 S. VENTURA STREET — OJAI, CA

ROLL CALL Mayor pro tern Weirick called the special meeting to order at 5:30 p.m. on Tuesday, June 28, 2016, in the Council Chambers of Ojai City Hall, 401 S. Ventura Street, Ojai, California. On the call of the roll the following were present: Mayor pro-tern Weirick, Council Member Haney, and Council Member Lara. Staff present were Interim City Manager Steve McClary, Finance Director Rudy Livingston, City Attorney Matthew Summers, and Records Manager Cheryl Shaw. ABSENCES — Council Member Clapp and Mayor Blatz PLEDGE OF ALLEGIANCE — Council Member Haney 5:30

Closed Session Conference with Legal Counsel, Initiation of Litigation (Gov. Code § 4956.9(d)(4)) Number of Potential Cases: One Case Conference with Labor Negotiator (Gov. Code § 54957.6) Name of City Negotiator to attend Closed session: Steve McClary, Interim City Manager Position Titles: All Unrepresented Employees

Mr. Summers stated that he anticipated no announcement following Closed Session. He further noted for the record that the referenced Government Code section with respect to the Closed Session agenda item for Conference with Legal Counsel re Initiation of Litigation should be Government Code section 54956.9(d)(4). The Council went into Closed Session at 5:32 p.m. The Council reconvened to at 6:03 p.m.

6:00

Budget Workshop

Mayor pro tem Weirick stated that given that only three council members were present, he expected that the Council would proceed with review of the proposed budget with the expectation that the matter would also be agendized for the next regular meeting of the City Council for further discussion regarding proposed budget amendments. Mr. McClary stated that several of the budget sections had already been reviewed at the Budget Workshop on June 14 and began presentation as to the remaining sections.

City Council Minutes: June 28, 2016 Special Meeting

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Mr. Livingston stated that he had prepared some additional documents for tonight's session including the fiscal year 15-16 Budget Adjustments, the fiscal year 2016-17 expenditure budget with a comparison to fiscal year 14-15 (actual) and fiscal year 15-16 (budget), and the fiscal year 2016-17 revenue budget with comparison to fiscal year 1415 (actual) and fiscal year 15-16 (budget). Mayor pro tern Weirick referenced the organizational chart stating that since the record's manager is also the deputy city clerk that the function of deputy city clerk should be put below that of city clerk. Mr. McClary stated that the position is records manager and in the past the records manager has also served as the Deputy City Clerk and other staff members have also served as Deputy City Clerks. He stated that the Deputy City Clerk does serve at the direction of the City Clerk but in terms of the overall supervision of the records manager, that is by the City Manager's office. Cynthia Burell, who is the recently appointed City Clerk stated that the City Clerk would leave it to the City Manager to supervise and evaluate the records manager. She requested that Ms. Shaw be sworn in as Deputy City Clerk so that she could act in her place for things such as service of process, etc. Mayor pro tern Weirick also stated that with respect to the organization chart Council has previously provided direction that the building official should answer directly to the city manager. Mr. McClary questioned whether he was clear on that direction to staff. Mayor pro tern Weirick further stated that the organizational chart is the chain of command and expressed that Council had been clear on the chain of command. Council Member Haney stated that while he supported the recommendation, he felt further discussion should be had when all council members were present. Council Member Lara stated that the Deputy City Clerk should have same responsibilities as the City Clerk but the records manager should be completely under the purview of the City Manager. Mayor pro tem Weirick then asked whether there was agreement to take the Libbey Bowl operations out of the Community Outreach section. Mr. McClary reminded everyone that the line item for operations was put in during the transition period from the Libbey Bowl foundation to the City taking over management and also stated that his recommendation would be to reduce the $50,000 operations budget down to $10,000 and move it into City Manager's budget in order to cover any potential expenses related to support services or promotion and marketing. In response to a question from Council Member Lara, Mr. Livingston stated the actual Libbey Bowl operations funds spent in fiscal year 15/16 were $8,000. Mayor pro tem Weirick also stated that his opinion thinks that compensation for the City Clerk and City Treasurer is ridiculously low at $350 and $150 per month respectively. Mr. Summers stated that those salaries could be adjusted by Council resolution under Government Code section 31517.

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City Council Minutes: June 28, 2016 Special Meeting

Mr. McClary stated that with respect to the Police Department budget he did check with Chief Kenney and there are no anticipated changes in the level of service. Mayor pro tern Weirick stated that Ojai was still interested in modernizing the contract it has with the Ventura County Sheriff's Department. Chief Kenney responded that the contract is still tied up in Thousand Oaks and will advise Council once it is received back. With respect to the Community Development Department budget, Mr. McClary stated there is a proposed change to add a full-time building technician position and also maintain having an associate planner position which remains a vacant position. Mr. Livingston added that there was also an increase of approximately $20,000 made to the revenue projections. With respect to the proposed budget for contract planners Mr. McClary stated that funds would cover the gap that currently exists in the department. The City is marketing for an associate planner but has not received a significant response. He suggested that possibly engaging the assistance of a recruiter should be considered and/or lowering the minimum qualifications to generate possibly more applications. Mayor pro tern Weirick clarified that as the full Council was not present it was not Council's intent to act on any individual budget requests that came forward this evening but a budget amendment session would be scheduled for the next Council meeting. Mr. Livingston presented the capital improvement plan. In response to a question from Council Member Haney regarding restoration of the lawn at Libbey Bowl, Mr. McClary stated that such a project would be a capital improvement project under Public Works as it would be a fairly significant project. Council Member Haney also stated he would like to see a line item created regarding sidewalk improvement. ADJOURNMENT — The meeting was adjourned at 6:54 p.m.

Res e ully su7ted:

Approved b :

',&( C eryl Shaw, epUly City Clerk

William Weirick, Mayor pro tern

City Council Minutes: June 28, 2016 Special Meeting

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