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Ojai leaders agree to form ad hoc group to clarify Historic Preservation Commission roles
Summary
City Council and the Historic Preservation Commission agreed to form a short-term ad hoc committee to clarify the commission’s role, improve communication with staff and council, and create a procedural flowchart for handling preservation items.
The Ojai City Council and the Historic Preservation Commission on Tuesday agreed to create an ad hoc committee to clarify the commission’s role and improve coordination with city staff and council. The commission said better communication and a clear process would reduce confusion for property owners and staff.
"We would like to be as useful to the city as we can," Historic Preservation Commission Chair Gina McCatton said, explaining the commission’s request for a small working group to agree on roles and procedures.
The commission asked the subcommittee to include one or two council members, one staff representative and two to three HPC members to produce a short-term flowchart describing how cases and notices should move among the HPC, planning staff and council. The effort is intended to be limited in scope and take only a few meetings, McCatton said.
Council members and commissioners said past efforts had succeeded when staff and council participated. Commissioner Brian Akins recalled a 2019 ordinance revision in which council, the city manager and the community development director worked directly with HPC members.
"I think as far as the goals that were expressed ... it’s important that we get a report from the city attorney in terms of the ... legal role that HPC is required," Commissioner Brown said, asking that the ad hoc committee include a legal briefing so members know what the commission must do by law and what it may do by policy.
City staff signaled willingness to proceed. A staff member indicated the item to schedule joint meetings is already on a council agenda and said they would "work with CDD and the city attorney" to form the subcommittee and return with details.
Council members expressed support for regular, predictable joint meetings — for example, once a year — that would allow the HPC to plan measurable goals for discussion with council. No formal council vote was required on the request; the council accepted the direction to form the short-term ad hoc committee and staff said they would coordinate next steps.
The ad hoc group was described by participants as a procedural effort — clarifying who requests legal analysis, the path for HPC communications to city attorney review, and a shared understanding of the HPC’s authority under the city code. Several commissioners emphasized that clearer outreach to property owners and the public should follow from any agreed flowchart so residents do not misunderstand potential designations.
The council and commission also asked that the ad hoc return with proposed membership, timeline and an outline of the specific topics to be covered. If the subcommittee recommends legal analysis, participants agreed the request should go through the HPC chair and the city’s staff liaison, not individual commissioners.
The discussion occurred during a special joint meeting called by the Historic Preservation Commission and city council.
