Fillmore council approves engineering contract amendment, sewer plan and water‑plant repairs; adopts updated travel policy

The Fillmore City Council on an evening meeting approved a set of infrastructure and administrative measures, including a second amendment to the city engineering services contract with Willdan Engineering, adoption of the updated Sanitary Sewer Management Plan, authorization for repairs at the Fillmore Water Recycling Plant and adoption of an updated city travel reimbursement policy.

The council approved the second amendment to the Willdan Engineering contract to incorporate land‑development work and budgeted special projects. Staff said the amendment brings the proposed contract total to $992,042.75 to cover work including Creekside, a major development, street rehabilitation, the Sespe Creek bike path, and the remaining segment of the Santa Clara Street water and street project. The council approved the amendment by voice vote.

Councilmembers also voted to adopt the updated Sanitary Sewer Management Plan (SSMP), a state‑required document that must be refreshed periodically under the State Water Board's 2022 order. Staff said the SSMP update incorporates findings from the plant audit earlier this year and coordinated changes to improve communications and procedures for sanitary sewer overflows. Council authorized staff to complete the online certification required by the state.

Separately, the council authorized Veolia, the city's design‑build‑operate contractor for the Fillmore Water Recycling Plant, to proceed with two repairs: a full refurbishment of core screen unit CS‑100 (Parkson quote cited at about $138,000 and total estimate for that repair $145,000) and a rebuild plus reinstallation of recycled‑water pump P‑704 (estimated $130,000). Staff presented a combined repair estimate of about $275,000 and noted Veolia's contract allows a contractor markup; staff discussed funding options and outstanding FEMA reimbursement timing. Council approved the authorization by voice vote.

The council also reappointed Angela Bradley as Fillmore's resident commissioner to the Area Housing Authority of Ventura County for another two‑year term and adopted an updated City of Fillmore travel reimbursement policy. The travel policy replaces a fixed dollar meal allowance with GSA/IRS‑based per diem guidance and gives the city manager limited authority, with city‑attorney oversight, to adopt future administrative adjustments that do not exceed IRS/GSA limits.

Several councilmembers asked about preventive maintenance and redundancy at the wastewater treatment plant; staff and Veolia representatives said the contract includes equipment replacement and capital planning provisions and that the core screen had been recommended for work two years ago but was deferred; the failure prompted the current repair authorization.

Funding clarifications: staff noted available options include an interfund cash‑flow loan previously approved for sewer/water cash flow and that the final sewer fund balance and FEMA reimbursement timing may affect the financing choice. Council asked staff to report back if circumstances change.

All listed items on tonight's consent and new‑business calendar passed by voice votes; no roll‑call tallies were recorded in the public minutes for these items.

Votes at a glance: Willdan Engineering second amendment — approved (voice vote); Sanitary Sewer Management Plan (SSMP) — approved (voice vote), staff to file online certification; Veolia repairs authorization (CS‑100 and P‑704) — approved (voice vote); Reappointment of Angela Bradley to Area Housing Authority — approved (voice vote); Updated Travel Reimbursement Policy — approved (voice vote).