City Council — May 12, 2026

These are the guys that get it done, and girls get it done every day. And with them is Georgie, Shannon and Jake in the back. They're a part of the admin staff. So with them we get a lot of the emergency, this is what we would constitute as the group that would respond to emergencies or after hours work. And then with us we have our treatment plant operator, Arza Haq. He's our chief plant operator with Veolia.

Arza, I'm very proud he runs that plan over there but he's also a Fillmore resident so this is a very proudful thing that we have him up here with us And with him is his regional vice president, Bobby. Bobby's responsible for the contract that the city has with Veolia. You know, Veolia bought it from American Water but they are responsible for the design build and operate contract.

Equally very important to the services that we provide here in the Public Works Department is our engineering group headed by Roxanne, our City Engineer. And Ruby is back there. She's coming up. Roxanne? Ruby is a representative of our Environmental Compliance Group. They do a lot of the stormwater management, there's a lot of things in fact one of the items tonight is from her group.

So thank you all for being here and I hope I'm not forgetting anybody right? No that's it yeah so thank you Mr. Mayor for recognizing us

Well, thank you all for the jobs you guys do and without you guys our city cannot function so we really truly appreciate that. And I also wanted to thank our building safety people and also our sheriff. Thank you guys for everything you guys do.

Thank you, I just wanted to say a quick word too and I think Council Member Brogy might as well. And it's also just a thank you on behalf of the council because representing the citizens, representing the residents how does the City of Fillmore work? How do we function? Our city work for us every day. Well this is how it does, you know? This is how you said for infrastructure for public safety and so just recognizing everyone thank you so much for being here and thank you mayor for these proclamations.

Council Member Brody did you want to say anything?

I want to say thank you so much for keeping the peace and making sure that this beautiful city is safe, and risking everything to make sure that this gets. And same thing with Public Works, just stepped outside. Joe, I know you guys do amazing work with your team, and I'm very proud as drive around and walk around or whatever it may be. So thank you so much for doing that, and same thing Roxanne, thank you so much. And yeah, building safety too. I should have slept already but thank you so much for making sure that we're all safe. Thank you.

Moving on to item number six, public comments. Is there any member of the public who would like to speak?

Not too much to report back. I didn't attend much meetings this time around but looking forward to the next couple of meetings I'm going to be attending in the next couple of weeks.

Council Member Villasenor.

Yes, thank you. Likewise also from my committees I don't have a lot of information but I do want to highlight and I think our City Manager Erika may say something during her comments but this recently has been put on the city's social media so I just want to make sure everyone is aware that this Thursday the City of Fillmore is going to host its first ever I believe budget workshop for the public And this is really great. This is, you know we hear as council members from our constituents and we know on social media there's people have a lot of questions sometimes about the budget. You know how does the city spend its funds? What comes in? How does it go out? And so this is a really great beginning primer that I believe is going to be the first in this series And so I just wanted to highlight it.

It's going to be Thursday here at City Hall at 6 p.m.. It's called the Budget 101 presentation and learn about how the city develops our annual budget and plans for the year, for the fiscal year. Understanding where city funding comes from, how it's used. I think there's a lot of misconceptions out there about the cities, how we spend the funds that we have that we bring in And this is going to be really great to bring, you know clarify that and let people know. And also people have questions and so I think it'll be a great session to answer some questions. And see how the budget supports our public safety infrastructure parks programs daily services and find out how the budget decisions help shape the city's priorities in the year ahead. So it's going to be great.

That's this Thursday, May 14th here in City Hall at 6 p.m., and kudos to city manager Erika, to Debra, our finance director for putting this together. I think it's a great first step for the city, for folks learning more about how the money works here. Thank you. Thank you. Council Member Brogie?

Yes, thank you. As far as my outside committee meetings are concerned, I had just one that was Ventura County Transportation Commission. And again we had a really lengthy conversation and a lot of people in attendance at that with regard to the same issue that we raised, I raised at our last council meeting, the bike path that will parallel their It's something that's in the very beginning stages. I mean, they've been talking about it for several years but at this point we're just looking at getting the initial decisions made as to where it's going to actually be and so it's a long ways off But I wanted to point out that as I shared last time we discussed this, that there was some real concern from the agricultural community along here in the entire distance from Santa Paula all the way to Plyroo.

The VCTC, the commission is recognizing that and so they're taking some steps to really address and communicate better with the agricultural community in the entire Santa Clara Valley here. So with that said just keep your ears and eyes open for progress on that project. It would be great if it comes to fruition, whether you know I'm thinking won't be in my lifetime possibly but we'll see where things are going.

But so again that was the only meeting that I attended and then I just wanted also a reminder of my bi-weekly porch talk is scheduled again for tomorrow night. We had a really great one two weeks ago after the council the night after the council meeting and again it's always a second And we had a really productive porch talk the last month, the last meeting.

Thrilled with the participation that I'm seeing from the community and people showing up asking great questions and bringing great ideas. So, and then the last agenda item or matter wanted to share again and is that We just talked about the proclamation for the Peace Officers Memorial Ceremony. And the county ceremony is going to be held on May 21st, which is a different date than what the proclamation was done here for. So May 21 at the Ventura County Government Center and it's Probably the one of those heartfelt ceremonies I have ever attended. There are so many people that show from the community and all of law enforcement from all over the county, and it's held right in front of the government center on Victoria.

And they actually go through whoever is leading at that point in time, likely the sheriff, I would think. They have people that will ring a bell and Share names of every single fallen officer from the beginning of time history here in Ventura County. So it takes a little while to go through that process, but it's also an eye opener as to what our law enforcement officers do here and our county to protect us and to serve us. So I encourage if you're able to, it's at 10 AM on again the 21st of May and I hope to see there so thank you.

Thank you.

Carrie, can I ask you just a question on your comment about VCTC and the bike path? Are they still accepting comments from the community? Absolutely. OK. Absolutely.

Yeah, that's a good question. If you do have comments or if anybody in the agricultural community has questions certainly reach out to VCTC Looking to be able to assist answer questions for all of those that are being impacted by this Great. Thank

you. Thank you appreciate it Mayor I'm sorry, I had one more comment that I forgot thank you appreciate it One thing I forgot to mention was a little update on Santa Paula and the whole hospital situation I think I had let the community know at our last meeting that I thought maybe in June or The Board of Supervisors was gonna get feedback from the Ventura County Healthcare Agency about sort of a community data and needs assessment. Turns out that's being pushed back a few months, so I think it's not going to go to the board this presentation of community health data around the Santa Clara Valley until late summer. So I just wanted to let the community know that on just keeping tabs on it. Thank you. Okay, thank you.

Yeah, as far as my committees that I sit on they've been pretty dark. I will meet next week on some of my committees but I did want to let you all know that I attended the SCAG conference May 7th and 8th and we did pass the annual budget and a new board was elected to serve so... That's all for my reports.

Can I, quick question?

Yes.

Can you share a little bit about what SCAG is for

those who don't know? Yes it's the Southern California Association of Governments and they're there to help the Southern California region with infrastructure projects mostly infrastructure projects There's grant money out there that's available to cities if you apply on time, and they help the cities with that kind of projects. But it's a great organization and they do help. I know Santa Paula, they helped Santa Paula with one other project and they were awarded last year. Oxnard, I think the Carmen Ramirez got awarded with housing so it was really good yeah.

So that's awesome. Moving on to number eight, consent calendar. Do I have a motion to approve the consent calendar?

I'll move.

You got a motion second?

I'll second.

Thank you all in favor?

Aye.

Okay motion passes thank you

Hi Mayor, I'm presenting this one tonight everyone. This will be a short report it's a pretty straightforward ordinance the state law changed effective this year to limit what cities and counties can require on permit applications from sidewalk vendors to help protect their Their homes and their personhood from people being able to make public records requests and find out where they live and who they are. So as a result of that new law, we revised our code to update chapter 7.12 which currently requires permits and has processes for information that's no longer required to be collected And it also has sections about an appeal process and penalties that will no longer be needed. So this is a cleanup ordinance to comply with state law, and streamline the requirements for someone to get a permit to be a sidewalk vendor.

Please let me know if you have any questions.

So this is not going to affect if they needed a health permit or anything. They still got to go to the county and get a health

permit, right? Yes, if they're selling food, right. If they're selling

food, right.

But the county's probably changing the information that goes on the permit to help protect them as well.

Okay. Thank you. Any other questions?

I guess just a curiosity question then. Are they going to use like a number identifier? Or...I'm just wondering if you happen to know.

That might be a Deborah question how you're gonna track who the permit belongs to Because finance issues the

parameters. OK, that's OK. It popped in my head right now.

That is a good question.

All right, thank you.

Thank you. No other questions?

One other question. So this is applicable only to street vendors or? The ones who vend on the sidewalk. Right and no other vendors? No other business. No other vendors. Right.

No other questions, can I get a motion?

Yes, I will move that we adopt the ordinance and I will read this out loud. The whole ordinance that the City Council of Fillmore adopts Ordinance Number 26-996 an ordinance of the City Council of the city of Fillmore California amending Fillmore Municipal Code Chapter 7.12 vendors sidewalk vendors and solicitors to allow sidewalk vendors to operate without obtaining a permit.

Okay we got a motion is there second? I'll second. Okay, motion second all in favor? Aye. Aye. Okay motion passes unanimously thank you moving on to 9b appointment to the Cultural Arts and Recreation Commission.

Hello Mayor and Council my name is Anna Sendejas and i will be Here presenting to you the appointment of the Cultural Arts and Recreation Commission, also known as CAR Commission. The CAR Commission has five voting members who are typically appointed for a term of four years per Fillmore Municipal Code Section 2.28.020. However when a vacancy occurs A new person is appointed to fill the remainder of their four term.

Per Fillmore Municipal Code, in the event a member of the commission does not attend two consecutive meetings during a period of two months unless excused for caused by the chairman of the commission, the office of such members shall be deemed to be vacant and the term of such member The secretary of the commission shall immediately notify the mayor. Of such termination the car commission.

Commissioner Brady Hollis failed to attend two consecutive meetings during a period Her term was set to expire on February 25th of 2029. Pursuant to the Fillmore Municipal Code, any appointments made to fill a vacancy occurring during the commission's term shall be for an unexpired position of that term. According to the vacancy created by Ms. Hollis, is for the term ending on February 25th of 2029.

Consistent with the city's policies which provided that the commissioner applications remain active To be filled for one year, the staff confirmed that Ms. Marcela Reyes had a valid application on file at the time of the vacancy occurred. Staff consulted with the City Council Ad Hoc Interviews Committee compressed at the time Uh. Compressed at the time of council member Cristina Villaseñor and Council Member Kerry Brogy to determine how to proceed with filling the vacancy after reviewing and the decision of the ad hoc interviews committee expressed its desire to move forward with If approved by the City Council, Ms. Reyes will be appointed to fill the unexpired term that ends on February 25th, 2029. In accordance with the Fillmore Municipal Code and the state law, the car commissions are appointed by the mayor subject to be confirmed by the city council.

Consistent with the recommendations of the City Council Ad Hoc Interview Committee, staff is required that the mayor recommends this appointment and that the city council confirms the appointment. And then I do have Ms. Reyes here who would also like to speak.

Okay. Hey welcome.

Hello.

Good evening Mayor, Council Members and staff. I wanted to thank you for considering my appointment to the Cultural Arts and Recreation Commission. I'm honored and excited for the opportunity to serve the Fillmore community. As someone who grew up here, lives here and is raising my family here, I care deeply about creating opportunities and spaces that bring people together and strengthen community connection.

In my professional career, I've worked in public service and community focused programs throughout Ventura County. And I'm looking forward to bringing that experience along with a collaborative and thoughtful approach to the commission. I'm excited to learn contribute where I can and help support programs events and initiatives that benefit all the residents of our community. Thank you again for your time and consideration.

Thank you. Okay. Discussion? Yes.

Yeah, I just wanted to say that it was just a pleasure to meet you during the interview process and without a doubt know you'll do really well and will contribute a lot to the Carr Commission so thank you.

Just want to reiterate Carrie's comments. Thank you, Maricela. You did a wonderful interview and I'm looking forward to having you be part of the commission and part of the Fillmore team. I think you have many talents and dedication that you've shown to bring forward so very excited. Thank you.

And thank you for the committee for doing that work in reviewing applications. Thank you guys.

Maricela, I'm so happy to see you up here. It's nice to know that people that you grew up with are coming in and becoming leaders in the community and I know that you're just hitting your infancy of where you're going to be and how you're going to do it. So I'm very proud of you. I'm very happy to see you up there and I know you're gonna do wonderful things. So thank you for taking some time from your busy schedule and serving your community. So thank you so much.

Yes, I just want to echo what my fellow council members said. Thank you for stepping up and volunteering to help in the city and give us your time and giving your community that your time to serve in this very important role. So thank you so much. Okay with that can I get a motion please?

Sure I will move that we, as a member of the ad hoc I think I could still do this. That we move it forward and make the recommendation to the mayor that we appoint Maricela Reyes to the Cultural Arts and Recreation Commission to fill the vacancy that we have.

Thank you. Can I get a second? I'll second. A motion and a second all in favor. Aye. Okay motion passes unanimously congratulations

Thank you, Mr. Mayor. The proposed catch basin retrofit project specification 25- 12 We'll retrofit city-owned catch basins with trash excluder devices to comply with the statewide trash policy and improve stormwater quality throughout the City of Fillmore. Staff identified 41 priority catch basins required for retrofitting and previously committed to completing all installations by December 2, 2030.

With 50% of that to be completed by September 30th this year. On March 17, 2026 the City approved Willing Engineering to prepare plans, project specifications and an estimate for this project. The project includes coordination with the Regional Water Quality Control Board and Caltrans to determine the responsibility for additional catch basins located within the Caltrans right-of-way.

The estimated construction costs for this project is $66,000. Adoption of the plan specification and authorization to advertise for bids will not create an immediate fiscal impact as funding for the project is anticipated in the draft 2026-27 budget. Staff will return to City Council on June 9th with a recommendation for the contract award and allocate funding at that time.

The proposed project schedule includes bid advertisement on May 14th, so in two days. Bid opening on May 28th and contract award with the City Council on June 9th. Construction from June through August is what the anticipated timeline would be. And then project close out we're looking at August-September of 2026, so this year. This project supports the City Council's infrastructure goals by maintaining and improving critical stormwater infrastructure while advancing regulatory compliance and environmental stewardship.

That concludes my report, I'd be happy to answer any questions.

Thank you Joe. Any questions?

I don't mean to put you on the spot on this, but there's probably a clear answer for it. But if this was originally started in November 2017 and then I know that additional things were done per the report in 2019 is this delayed at all? Is it one of those things that we're playing catch-up on or

No, not at all. You look at opportunities with our capital improvement projects to knock off a couple of these retrofits. The cost of this is not very much and the fact that we have a long compliance timeline in order to get these things done, it was planned with enough horizon in front of us.

Thank you. Okay, may I entertain a motion please?

Okay, I'll move that the City Council adopt the plan specifications and estimate for the retrofit of city-owned and maintained storm drain catch basins with trash excluders known as project specification number 25-12 and authorize the advertisement of the project for construction bids. Okay we got a motion can have a second?

Second. Okay motion second all in favor? Aye. Motion passes, thank you.

This is an annual service contract that we have with Mr. Burkhart. Mr. Burkhart has been working for the city for a number of years, providing a vital role in knowledge of the treatment plant, the contract, recycled water requirements. He's like jack-of-all-trades Unfortunately, only get a limited time per week with. But he's one that knows where everything is at or has the ability to find it. So with that I'm really happy that we can continue the service. We constantly worry about Dave and making sure that he maintains his health while balancing it with what he likes to do and that's come in and see staff. So he does work off-site, and he comes into the office one day a week or if additional days if needed. So Dave's a great support to the department, and I'd like to see that continue.

OK. Thank you, Joe.

Go

ahead. Does he report directly to you?

He does.

OK, thank you. Thank you. Good to know. Anybody

else? Can I have a motion? I can

move the motion.

Thank you. We get a motion and second? The motion passes unanimously. Thank you.

Thank you. The proposed third amendment to the 2023 city engineering service contract with Willden Engineering will extend the agreement for an additional three-year term through June 30, 2029 and increase the total contract authorization to support ongoing and future engineering infrastructure and capital improvement projects for the City of Fillmore. Wildan Engineering has provided contractual city engineering services to the city since 2017, and currently supplies key engineering personnel to include the city engineer, deputy city engineer as well as inspection design project management and technical support services The firm supports a wide range of municipal engineering functions, including capital project development, infrastructure design and construction management permitting, plan checking, inspections, development-related engineering services.

In 2023, the City requested proposals from another engineering firm. Wildan Engineering and another firm were selected for an interview as the final step in the selection process. Wildan Engineering was ultimately selected by the Selection Committee by their decision and approved by the City Council. I'd like to remind the City Council that prior to my employment at the city in September of 2024, I worked for Wilden Engineering for about 20 years. And during that time, I served the city as a Deputy City Engineer.

So you might notice my name in the initial contract with the city. I was working for Wilden at that time but... Yeah, so I no longer work for the city. I mean, for Wildan, sorry. Roxanne? All right, so yeah, no, I'm a proud city employee. So there is no conflict of interest in me being up here is solely out of a professional line on what Wildan Engineering is capable of doing for the city.

The original 2023 agreement was approved with an amount not to concede, $1.87 million through June 30 of 2026. Actually that's a typo. It was supposed to be through the initial term which was 2020...oh no that's right I'm sorry it is 2026 with the option of one three year extension Subsequent amendments expanded the scope of services and increased compensation to support additional capital improvement infrastructure projects.

The proposed third amendment would extend the contract term for another three years through June 30, 2029, add supplemental scope of services for extended period of the three years, increased the contract amount by $2.84 million resulting in a total new contract not to exceed amount of $6,691,586.57 and we updated Will Dan's billing rate structure Our bill and rate structure. The requested increases reflect the growth volume of recent approved projects, anticipated capital improvement projects included in the draft 2026 budget, 26-27 budget and the continued need for comprehensive engineering support services on site.

Included in this, or funding for these services is derived from multiple sources including developer deposits, capital project funds, grants and other governmental funding resources, development impact fees and limited general fund contributions. Approval of the amendment will ensure a continuity of engineering operations and support the City Council's strategic priority to upgrade and maintain public infrastructure while advancing critical capital improvement projects citywide.

That concludes my report, I'd be happy to answer any questions.

Thank you. Questions?

Thank you, Helen. Thank you, Joe. So just going over the numbers a little bit looks like from between our first and second amendment it was sort of a jump of about $1 million more or less and now between our second and our third we've got about almost four right okay more or less so I just wanted to see if you can maybe just highlight for me I'm sure it's just like you said increasing wages, all the different things happening with just inflation. But is there a couple of particular things that you're like that's what's costing us a bit more?

Just wondering if you could speak to that.

Yes, there is. I'm sorry. There's also Roxanne obviously that she can you know answer any questions you have specific to the Will Dan contract or the firm but the large, the big jump from the annual million dollar increase that are largely associated with the capital improvement projects. You know we bring in a host of capital improvement projects every year into the contract, and that's the reason why it's about a million. Capital improvement projects and development type projects.

The large increase is associated with the three-year extension. So besides the capital improvement projects, we're also adding three years of onsite support staff. So you'll see on the table C3, it breaks it down that first set of numbers It talks about land development and how much the Third Amendment is for, a little bit half a million. And then we do some tuning up and we put some of the engineering services down below within the project so that second line you'll see a negative number 107 That's because those figures are brought down into the capital improvement projects.

And then the yearly fee, the first column there is the $330,000 that and the one down below for general engineering services, 300 comes down and all the way down on the bottom extension of the three-year contract it comes to 3.7 million. So it's to account for the annual on-site support, land development, those annual amounts. And then we have rolled up into the total cost of...it looks like it's $640,000 this year for capital improvement projects.

OK. So annually, we will return and bring in the capital improvement projects next year. It might not be a million. The first year of the contract, the First Amendment rather, we brought it up by 580,000 and change or a little bit less than that. And then this second year because we were going with a lot of the projects, the well development stuff like that, that brought it up to 1.1.

And then the amendment on the capital improvement projects for this year brings in about $640,000. So it fluctuates.

OK. Thank you. I appreciate you breaking it down for me. Thank you. Any other questions?

Yeah, I think Christina's question probably answered a lot of it. But this is just my reeling my ignorance on these numbers here when you're talking about the contract sums so you have a total that and what's the last total we had not to exceed six thousand six million six hundred ninety one thousand blah blah blah and some assuming That's including the hourly rates of That staff is working. Is that correct? I mean,

yeah, it's an amount but they are going to be billing us based upon their

not to exceed that.

Yes, not to exceed that. That's correct.

Okay and then Under fiscal impact where it states that services funded from a variety of sources including developer deposits, capital project funds etc. and to a lesser extent the city's general fund so if the funds are coming from various resources but then with regard to the city's general fund can you ballpark that number? And I should know this since we've already had our budget meetings

The general fund contribution is for our annual overlay projects, for example. The design and CMPM and inspection are all Will Dan related costs when we have an annual overlay project. Some of those, most of that is going to be paid through like ARPA. I'm sorry not ARPA but the AMRA and some other funds and then also the general fund helps augment it. So it's hard to pin it down.

You know, we can look back and see probably see how much general fund has been contributed. But it's hard to pin it down when we bring an amendment what projects are you know how we're going to fund those?

Yeah at some point in time I think I would like to see what that number is. Okay if we get further down the road but without putting any you know work on staff to do that that would be problematic but

What we can do is, like as we're getting ready to prepare bringing forward the budget. We did discuss this it comes typically from TDA funding but if you want to see a breakdown we could probably just email it to the council.

Yeah yeah but again it's more to resolve educational purposes for myself and not okay yeah so I don't want staff like I said to do a lot of work on that

We should be able to pull something. Right, Deborah? And we'll just send it to the entire council.

Okay, thank you. Thank you, Joe. So with that can I entertain a motion for 9E?

I will make a motion to approve Motion passes unanimously. Thank you.

The annual levy and collection of assessments for fiscal year 2026-2027 within the City of Fillmore Heritage Valley Landscaping and Lighting District number 2007-1, and the City of Fillmore Landscape and Lighting Assessment District 02. Good

evening council members, Mayor Mendez and Debra Cavaletto, Finance Director. As stated just now at 9F we are requesting the public hearings to consider those adoptions of the resolutions for both the engineer's annual levy report and the ordering that annual living collection of assessment, for both City of Fillmore's District 2007-1 in Lighting Landscape and District Number 2 for fiscal year 2026-27.

These districts contain landscape improvements and designated media parkways and street lighting improvements within the designated zones And they're located in residential, commercial and mixed use areas. The annual assessment funds the operations, administrative utilities and maintenance of these improvements. And the assessments calculation include an annual inflationary factor formula that you can have the maximum assessment at either over the previous year by either 3% or by CPI whichever is greater.