Fillmore City Council approvals: contracts, park projects and maintenance plans (votes at a glance)

The Fillmore City Council took votes on several procurement, construction and compliance items during its Jan. 14 meeting. Below is a concise list of actions, outcomes and brief notes on next steps.

Infosend billing contract (Item 9A) - What council approved: A second contract amendment with Infosend Incorporated to extend data-processing, printing and mailing services for utility billing. Staff said the amendment increases the contract by $152,000 to a not-to-exceed amount of $292,000 and authorizes the interim city manager to execute the amendment. - Why it matters: Staff said outsourcing bill production and mailing saves about $18,000 per year in supplies and staff time and supports a new customer portal (AquaHawk) that may reduce print billing over time. - Outcome: Approved by the council.

Sespe Creek bike path design (Item 9B) - What council approved: Authorization to proceed with design work for repairs to the Sespe Creek bike path and appropriation of funds to pay for design services. - Why it matters: Flooding in February 2024 undermined a concrete section of the path and removed fencing; the proposed design will explore footing deepening and bank-hardening options and coordinate with Ventura County watershed authorities. - Outcome: Approved by the council; staff said design will take 10–12 weeks and aims to allow construction before summer.

Well No. 10 design and fund reallocations (Item 9C) - What council approved: Budget reallocations totaling $435,000 ($35,000 reallocated from Fund 405 to Fund 453 and $400,000 within Fund 453) and authorization to award design/demolition work to Willdan Engineering, including hydrogeologic pilot work. - Why it matters: A hydrogeologist recommended abandoning Well No. 5 and developing a replacement well at Dolores State Park after system shortfalls and the loss of Well 8 in 2022. - Outcome: Approved by the council; staff will return with plans and a construction request after pilot testing and final design.

Fillmore Park shade structures (Item 9D) - What council approved: Filing a notice of completion for the Fillmore Park shade structure project and authorization of final payment upon lien clearance. - Why it matters: New shade structures were installed at two parks; staff said the project came in under the total authorized budget. - Outcome: Notice of completion approved.

City Hall elevator modernization (Item 9E) - What council approved: Filing of notice of completion for the City Hall elevator modernization and authorization for final payment following the lien period. Staff noted a separate five-year maintenance contract will follow. - Why it matters: Controller parts for the old elevator were discontinued, and the contractor completed modernization with a future maintenance arrangement. - Outcome: Notice of completion approved.

Tennis-to-pickleball court conversion (Item 9F) - What council approved: Filing of notice of completion for the conversion of one tennis court into two pickleball courts at the Fillmore Tennis and Swim Center and authorization of final payment after the lien period. - Why it matters: City staff said court lines were retained to allow tennis play during the high school season; governing rules for hours and lighting were set. - Outcome: Notice of completion approved.

Pavement preservation project award (Item 9G) - What council approved: Award of the pavement preservation contract (Project Spec. No. 23-03) to Toro Enterprises Inc., and authorization to use $400,000 in RMRA funds toward the project so paving can proceed in spring; staff explained coordination with water-service replacement work. - Why it matters: The project will perform curb, gutter and sidewalk repairs and a mix of overlay and cape-seal work across multiple neighborhoods; timing aims for April–May construction. - Outcome: Contract awarded.

Fire department dorm and restroom schematic design (Item 9H) - What council approved: A professional services agreement with BOA Architecture for schematic design of the fire department reserve staff dorms and restrooms (three schematic concepts, then selection for full design). - Why it matters: The fire department needs updated rest and dorm facilities compatible with current staffing requirements. - Outcome: Agreement approved.

SB 1205 fire-inspection report (Item 9I) - What council approved: Adoption of a resolution acknowledging receipt of the Fillmore Fire Department’s 2024 SB 1205 report (inspection of schools, motels, lodging and apartment complexes as required under the code). - Why it matters: SB 1205 (Cal. Health & Safety Code section 13146.4) requires annual inspection reporting to the administering authority; the council acknowledged receipt and compliance. - Outcome: Resolution adopted.

Votes and next steps Most items passed unanimously by the council at the Jan. 14 meeting. For design and construction items, staff will return with plans, specifications and requests to bid where applicable. For completed projects, staff will file final payments following the 30-day lien-clearance period.

If you want copies of the staff reports or the plans referenced at the meeting, the City Clerk’s office and staff liaison noted the agenda packet posted with the Jan. 14 meeting contains the full attachments and vendor proposals.