Council - Regular Meeting

Flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all.

Roll call. Mayor Herard, present. Vice Mayor Lorena Deo, present. Council member Jesus Roland, present. Council member Leindo. Council member Miguel Vando present. Council member Juan Castillo present. Council member Martha Gonzalez present. Mayor we have a quorum. Thank you. We're going to move on call to the public. Anybody from the public want to address council?

There's none. We're going to move on to consent agenda. We have four items. Check register for the month of November 2025. Approval of the renewal contract with the Humane Society of Yuma for fiscal year 2026 and 2027. The amounts of 41,650 and 43,730 respectively. Approval of a professional service agreement between the city of Summerton and Nexus Consulting LLC for federal lobbying services. And item number four, approval of the fourth amendment to the city manager employment agreement with Lisandro Galavis. Is there a motion? Make a motion to approve consent agenda.

So a motion by Councilman Castillo and since uh there's more there's three or more council members. I'm going to ask for a roll call on on the votes. Is there a second? I'll second the mayor. Second by roll call. Mayor Heralda present. Vice Mayor I'm not used to vote. Hi, Vice Mayor Lorena Gada. Hi, Council Member Jesus Ralden. Hi, Council Member Luis Galindo.

Council member Miguel Velando. Hi, Council Member Juan Castillo. Hi, Council Member Marta Gonzalez. Hi. Motion carries.

Okay, we're going to move on to old business, discussion, and possible action to wave the procurement code for CIP number 2026. Good evening, mayor, mayor, and council. Saul, community development director. The item before you uh is an item that we're bringing back to to you for consideration and possible approval. CIP number 2026 GF022. This is the welcome to Summerton entrance sign that was presented to you previously um I believe back in September or October of this year. Uh, mayor and councel, just to refresh you on this item. Um, this is for the welcome sign that is to be installed at Main Street and Avenue D intersection um, a top a concrete pedestal base that we installed last year. Um, at the September 16th, so it was September. At the September 16th meeting, the council was presented with a a couple of design options uh from four biders and council directed staff to make some revisions to the four bids uh sorry the four uh proposals uh and returned to council with an updated design and actually obtain prices for them. So we went back to the four original uh people who responded to our request and we received three. So of the four only three um decided to provide an updated proposal in price. They were CNS signs, sign masters and pen signs with the uh lowest one being from CNS signs. Nevertheless, we have all three here uh for your consideration. and uh hopefully you will like one of

them. So this is the location of the sign about 300 ft to the east of the intersection of Avenue D and Main Street. As mentioned, the city installed a concrete pedestal last year. Mayor, sorry to interrupt, but I wanted to declare a conflict on on this on this one. So I won't be so I'm going be abstaining and not voting. Thank you. Council mayor. Yes, this is council member Galindo. Sorry I I was having trouble to log in but I was there for the motion. Okay.

Thank you. Sorry. So this is installed. There was an electrical conduit installed as well. So this the the the pedestal is ready for installation. So the first design option that we have here for your consideration is from the Penn Sign Company. It features a illuminated sign um approximately 7 ft tall with a programmable LED letters that can be adjusted uh in whatever the city wants to do with it. It can be for or you know to match the water tower or in observance of a specific you know domestic violence or breast cancer awareness. All all of them actually have that feature. But uh this is a very uh similar to what was previously decided previously presented to you except that this is a per your direction a blend of the two most popular signs. So, this is uh from pensigns. The cost for this sign is $49,900. The next one is from CNS sign. So, this one is from El Centro. Um total 122 in. So approximately 10 ft in height total. This is more of a gold art deco design with rock beneer. This one's a little bit wider than the old one. The the previous one. This

one's about 30 inches wide. The other one was closer to 2 feet. And there's a nighttime rendering for this one actually. U you can tell there with the back lighting. It looks real real nice. And the cost for this one is I think I saw it on here, but it's listed in the report. 49,945 and I'll show you the final one. So this is from sign masters. Um very similar. All the signs really are similar in design because they they took cues from your direction. Um and again the final sign design this is this is just to sell the idea. Staff will still work closely with the designer of whichever one you select to fine-tune it and the final design will be brought back to you for the final approval. Um and the uh the the company Pensigns actually requested to resubmit this one again. This one was one of the original ones presented, but they did resubmit this one and rebid this one. So, the

cost for for the um the first design here submitted by Sign Masters was um got it back in the report. I'm sorry. $61,680. Are there any questions from the council on any of the designs? Any any thing that stands out from any of them? Any um what are your thoughts? Yeah, go ahead.

So, um looking at the uh at the signs, um I see that we have budgeted 50,000 and I I see two of the three proposals that are above that. But are those are those you have an option to be considered? That is correct, Council Member Castillo. We only have 50,000. Um that would be I I guess up to you if you wish to increase the budget for this, but what was budgeted for this fiscal year was 50,000. Um

I'm just wondering where where the difference would with with one of the more expensive. That might be a finance question if I I I truthfully don't don't know that don't have the answer. Maybe Chona can answer though.

Hey, mayor, vice mayor, council, um Chona Medel, finance director. Um the budget is 50,000. That's what we have as a CIP. um or actually it's actually operational. So within the line items of community development budget due to the fact that it is in community development budget we would find the we would have to find the difference. Um it is recommended and best practice to remain within the budget as far as 50,000 but again it it will be your direction. Any other comment? Mayor, I have a question. Vice Mayor, go ahead.

Saul, you mentioned that when you started your presentation that you hope that we choose one of them, but if we do choose one, do we still have time to say, "Oh, well, you know what? I don't in my opinion, I don't like where it says the best little city." Can that be taken off if council agrees with that or this is set in stone? We have to pick one of them just as as is. No. Um, Councilwoman, what was that?

Vice Mayor. Vice Mayor. Uh, yeah. No, absolutely. We can still fine-tune it. As I mentioned, uh, there's still plenty of time to um, like you said, if you don't like best little city or any of those details, we can certainly work with the vendor to revise it and then it'll be brought back to you for final approval. What we're really asking for tonight is for council to select a vendor and to approve the waving of the procurement code for this so that we can uh proceed with that finetuning that you mentioned and and really get this project going because it's been it's been in the work for over two years at this point and uh I understand that council uh had directed that they wanted this accomplished soon as possible. So that's really the um our main goal is to get this going. And

so so if your goal is to basically select uh one of the companies and we only have two, right? Two as an option that meet the budget. Three. Two. What? Right. Two are 49. Yeah. That meet the the budget. But but there's three options, right? There's three options. But in reality, because there was only 50,000 in budget, we can only pick out of two to to stay within the what's that to stay within the budget. Right. As Chona recommended,

Vice Mayor, this is Chona. Um Chona Madell, finance director. Um with with you waving the procurement of this vendor, um we can select a vendor for the ones that you have and then go negotiate a price. uh negotiate your details because this didn't go through formal bidding process as far as an RFP that to state the the the scope of work and to to to state what the design was um you know and that's not set in stone. So if we can um go and move forward and pick a vendor whichever amount that you I mean whichever one that you would like and then so can negotiate maybe to get back down to the 50,000 within budget.

You know for me at least the C the CNS makes it easier they all look the same pretty similar. So, if we're going to choose, at least for me, it would be CNS. And I I like the uh the city logo on the uh on the uh was it the sign masters over the over the star, but I guess that's something that we can discuss later. But as far as today's uh is selecting a a vendor. So if there's any other questions, we'll we'll take a motion and then we'll we'll go to Yes, that's CNS. Yeah, correct. Yes.

I make a motion uh to approve the CNS and just we can pick two, right? No, one one. I make a motion to approve for CNS. There's a motion by Vice Mayor Deladio. But but can can I also amend it and and add the city logo instead of the star that would but he's going to bring a rendition. So I guess that that can probably you can probably bring it.

Yes. So the the the the motions that we are requesting tonight council is is actually two motions or it could be one. I guess it would be one. The motion would be to select a vendor. Sounds like you want to go with CNS and also to wave the procurement code for CIP number 2026 GF022. That would allow us to both make tweaks to the design and also to negotiate the price as mentioned by Chona. Do you want to make your motion, Vice Mayor? Yes, I make a motion as stated as what I had stated. CNS,

is there a second? Second. Second by councilwoman Gonzalez Roco. Mayor Herard. Hi. Vice Mayor Lorena Deado. Hey, Council Member Jesus Roland. Hi. Council member Luis Galindo. Hi. Council member Miguel Vando. Abstaining. Council member Juan Castillo. Hi. Council member Martha Gonzalez. I motion carries. Thank you. Thank you, mayor, vice mayor, and councel. And we'll get that design back to you uh as soon as possible.

We're going to move on to new business. Item 7.1, discussion of possible action to award contract or RFP number 206-002. Mayor, Vice Mayor, and Council, Saul Alvore, Community Development Director. The item before you on the agenda is a discussion and possible action to award the contract for RFP 2026002, the 5-year strategic plan 2027 to 2032. Um um mayor and council, the staff began a search and a competitive RFP process to find a a qualified vendor for a 5-year strategic plan. Um we began this this uh process earlier this year and uh in accordance with our procurement policies it was published the RFP was published and we received three proposals responding to the RFP that would be Barry Dunn McNeel and Parker LLC Baker Tilly Advisory Group LP and Future IQ Incorporated. In November, the RFP selection committee convened to review the submitted proposals and the committee's preferred vendor was selected as future IQ of Minneapolis, Minnesota. uh they have a strong track record of facilitating strategic planning processes for public agencies and their data-driven methodology um and their comprehensive public engagement framework uh was tailored to Summerton to deliver a forwardthinking strategic plan. The cost of this contract would be $75,000 even and it is allocated within fiscal year budget 25 to 26 under CIP number

2026 GF028 account 20401. So tonight we are asking that council award the contract for the RFP number 20260002 5-year strategic plan 2027 2032 to future IQ in the amount of $75,000. Are there any questions from council? Questions or comments?

There's none. Is there a motion? Mayor motion by was it council was it Galindo I'll second it mayor second by council Raldan those in favor roll call mayora I vice mayor Lorena deo hi council member Jesus Raldan I council member Luis Galindo hi council member Miguel Vando I council member Juan Castillo. Hi. Council member Marta Gonzalez. Hi. Motion carried.

Item 7.2, discussion of possible action to approve the budget reallocation for fiscal year 2026 capital improvement projects.

Good evening. Good evening, mayor, vice mayor, and council. This item is brought to you for council discussion and possible action regarding adjustments to the fiscal year 26 capital improvement project budget. Um, over the course of the fiscal year, staff has experienced increased project costs due to inflation, supply chain challenges, scheduling constraints, and the need to address several um unanticipated emergency situations and projects. Uh, to keep the critical and high priority projects on track and complete within fiscal year 26, staff is recommending reallocating funds within the existing CIP projects and budget. The total approved fiscal year 26 CIP budget was 14.6 million. This amount will not change or exceed. Uh projects cannot be completed this fiscal year will defer and be reconsidered for future budgeting cycles based on overall city priorities. Uh the following items outlined the proposed adjustments for council's consideration. Before you is the water um CIP project listing. Um the first item is a a water treatment plant media replacement. Um this amount will increase uh 200,000. The cost of the media replacement increase is due to the inflation cost which is the total amount was 300,000 which we did get a bid for. Um the orange grove waterline replacement streets um design as well as construction one was budgeted for 20,000 um for the design and the other was budgeted for 100,000. This project is um a project incorporated with Yuma County um projects as far as the w uh orange

grove waterline replacement and attending meetings with county. This project um will not start until later in the fiscal year. Therefore, um this item will be pushed to fiscal year 27. Um, also the amounts in here um have not been um um set out for bid or set out for project assignment. So um the amounts were not correct. So this these two items will one will decrease 20,000, the other will decrease 100,000. Uh replacement of the emergency truck. Originally the budget was 46,000. Um we're decreasing it or increasing it 14,688. the truck emergency truck uh cost when it was bidded out was $60,688. Uh the item for the block fence for the water treatment plant and the wastewater treatment plant. Um this project um has not been um evaluated by design or even um bid out. Therefore, it will not be completed by June of 2026. So therefore, we're going to move it um to get a better idea of what the cost will be and make sure that so it's going to be in future budgets of the CIPs. Um the next three items there's no changes. Um the next division is the wastewater division. Um the first item on the crane truck um this uh cost of this vehicle actually lowered. Um the original um amount budgeted was 112,153. Uh the total cost came back at 92,531. So it'll decrease 19,622. The next is the wastewater treatment plant odor control. Um this project included the design for the influence

channel and um construction. It was actually this project was consider considered for the design of the odin control and the construction but it was not enough. Um the design was um way more than what was anticipated. So therefore um we took this order control as well as the influent channel and got a cost and um it came back to 200 um excuse me 24,577 total. So it reduced the original price of 162423. So, um, this project is just needed more, um, evaluation and make sure that we have the right items in order to move forward. Um, the flight pump was purchased. There's no changes on that one. And the Razwis flight pump was no changes. Um, the block fence, I had just discussed that one as far as it wouldn't be completed uh, by June 26. It was allocated to water and wastewater. So, we're going to remove that. That decreased 12,500. Um, as stated previously, the influence channel was design was included in the odor control design. So, we're going to decrease that line item 30,000 because the original budget was 30,000. Um, the wastewater treatment plant upgrades, there was no changes to that line item. Um, HERF and streets division for the CIP's um pavement preservation rural roads was budgeted for 150,000. Yum County did not budget. We usually incorporate with Yuba County to make sure that we can um um utilize their um contractor and kind of piggyback off of their contract in order to do our preservations for rural roads. Yumi County did not budget for fiscal year 26. They're budgeting for fiscal year 27. So, we will decrease that one 150,000.

Uh payment preservation for the inner city has gone up. Um it's just construction overall has gone up. Um therefore this line item will increase $56,329. The total price is $226,329. Um 17th orange to Caesar Chavez path pathway. Um this total cost and design design and construction cost came higher. It was 83,000. Um therefore we originally bud budgeted 60,000. So that increase will be 23,000. There's no changes of Yes. I'm sorry, mayor, if I may. Yes.

I just want to clarify on the pathway. Uh this would be the first phase which would be uh curbing and asphalt and then the lights and benches would come afterwards uh for this amount. Just to be clear, it's not the complete pathway.

Um parking lot paricone design. Um this one there's no changes. That's 16,343. Um the the light between um the Circle K lighting um and then the arm for the installation for the intersection by Circle K and Main Street. Um that was an emergency um situation due to the storm that we had had. Therefore, we had to work with the county to get the signal temporary fixed. Um we're still um trying to get all of the items and the equipment that are going to be permanent. Um so this increased uh 50,689. So the total pro total project cost was 156,988. Um the ARM signal um was included with the emergency um items. So therefore, um we're decreasing that line item $10,000. There's no changes on um the HERF project 007, HERF project 08 um and HERF project 09. Um the next one is um is highlighted incorrectly. Um actually it's supposed to be highlighted for uh project 011. Um, project zero broad project 10 is still the same project. There's no changes to that. And um, when I get to my final and clean version, it does have the correct version on there. Um, the light study will be removed uh, at 30,000. That will decrease. Um, the light study has not been started. Therefore, there is no possible way to complete it by June 26. So, we're just going to move it to future fiscal years.

Um, if I may, mayor, and just uh give a quick update to mayor and council on the traffic light study. I'm currently working with uh Yuma County and the city of St. police and uh we are going to be working on uh joining forces uh to evaluate uh the and having something similar that the city of Yuma does with their uh uh lights uh traffic lights. Uh so we're working on a proposal that the the county and city of Summerton, city of San Louis will work together and come up with a type of uh organizational group that will help address those and have uh kind of a south county uhwide uh uh project for all traffic signals in the area that will help uh communicate to each other and really support the flow of traffic uh in in the whole area. So I just want to give you that update.

The next section is fleet services. Um the first project is was the reclaim machine. There is no changes. Uh the second project was the shop swamp cooler originally for $16,000. Was originally only um proposed for just the swamp cooler itself. It didn't indicate um any electrical, any ducking, any anything that was extra. So therefore the price was going to be more expensive and we needed a scope of work. So the project was not going to be completed by the uh fiscal year 26. So it'll be moving to fiscal year 27. Um so the total differences so the total um increases uh are $344,76. The total decreases are $563,45 which gives a a roughly a balance of um 218,339 credit. So there are three items that um budgetary standpoint that we did not have or did not foresee. Um, one was the consent item that you had just approved, um, the nexus, which is, um, for this fiscal year 42,000 increase. Um, the next item is, uh, emergency that has happened, which is the public safety emergency air conditioner replacement, which is $29,18, which was not budgeted and anticipated. And then the ne the third one is the census analytics and this goes back to the water meeting reading software. Um I know that um we had a presentation in regards to our water meters. Um this software we already have in place but this particular module is not included. um this particular module will help us um pinpoint all our issues with the water as far as the loss um pinpoint

some of the um billing issues that we're having. So um the total of those three line items are $52,18. Um again, as I had stated in previous um the the changes are not going to exceed the budget um or change the budget in any way. It's just strictly changing line items and reallocating them to different projects. Um I checked um we transfer in um several thousand dollars to the enterprise CIP from general funding. So therefore the mix between enterprise and general fund will not have any issues due to the fact that we transfer in. So these items that you see below you, the three items that were additional um are from general fund and one is from um enterprise um will have no uh bearing due to the fact that we do transfer in for general funds. Um here is a clean version of um the new CIP listing. Um does anybody have any questions on any of these items?

Any questions or comments? Mayor, I have a question. Vice Mayor, go ahead. Jonah, you said that um for the emergency for the it was it for the AC unit? I'm sorry, I missed that little part. For uh the police department or public safety? Yes, for the public safety. They had their air conditioners go out on them um at the beginning of the summer. Um I believe it was probably August that it happened and we were scrging around. Their budget was already tight as it is. So, we were scrging around trying to find um line items. And when we knew that we were going to reallocate some of these line items, we put that item in there so that they didn't have to worry about the operational of their budget.

It was $29,000. Correct. Wow. Okay. I was just wondering. Thank you so much. You're welcome. Mayor, if I may, uh, Jonah, any of the, uh, these projects on on the enterprise funds that were eliminated, were they identified in the in the previous rate study? Um, no, they were not, Councilman Vapo. Um, they they were not corresponding with the rate study as their 10-year CIP.

Okay. So, are they going to be included in the in the rate study because I know we're getting ready to look at that as well. Um, yes. Anything that has been removed, I keep I kept it on a a different sheet so that when we start our budgetary process, we'll start to kind of dive in and kind of compare with the with the water water study that we just had and they had presented us a CIP for 10 years and to just kind of identify and with our new director um looking at that, she can probably um go into a little bit more detail on maybe um how it how it affects it once budget comes. comes around.

And that's what I was afraid of, that these projects are going to be removed and they're going to be put in a rate study and that's just going to inflate our our rates even more.

Any other questions or comments? So, the adjustments will allow the city to complete the priority projects within the approved fiscal year 26 CIP budget while deferring lower priority items for future consideration. Staff is requesting city's uh council's approval um for the proposed reallocation as presented. Any other comments? Is there a motion? Some move. Mayor, Councilman Rodan. Second, Mayor Council Rodan. Second by Councilwoman Gonzalez.

Roll call. Mayor Heralda. Hi. Vice Mayor Lorena Deado. Hi. Council member Jesus Raldan. Hi. Council member Lis Galindo. I. Council member Miguel Valpando. Nay. Council member Martha Gonzalez. Right. Motion carries. Thank you. Thank you. Sorry. Can I and Council Member Hong Castillo?

Okay. Summary of current events. Uh, mayor, first we have uh this is Douglas, public works director.

Good evening, mayor, vice mayor, and council members. The waterline inspections are being conducted at the construction sites as well as concrete and lighting. We are reviewing fleet manager applications. that is a vital component of public works as well. And we are preparing for the um lighting parade and the tumali festival. Thank you.

Uh mayor, if I may, uh James Jones, our parks rec a family uh Oh, I'm sorry. You're hiding from me, James. Go ahead. Good evening, mayor and and vice mayor and council. James Jones, park direct director. Um, I got three items to share with you. Pericone Park, the field lights have been installed. They they turned on. I have a video of it tonight. Um, we are planning on hosting our first tournament there on uh January 9th um through the 10th. We're going to have an opening ceremony. You guys will be invited uh to come and partake. Um we're looking forward to that. That's a big deal. You'll get the more information in the upcoming days when they meet with the um director of the tournament. Um senior center Christmas celebration is tomorrow from 10 to 12. Um Kasel Tamar will be uh the food. It's good stuff. And then last, I would like to thank staff would like to thank everyone here and wish them a happy Christmas and holiday season. Thank you. That's all we have. Vice Mayor.

Um, I wanted to wish everyone a merry Christmas and a happy new year. Please be safe out there. Um, enjoy your families, your friends, and let's give thanks to what we have and start a brand new year with a head on straight with the focus and let's get that target. Thank you so much for everything that you do and I can't wait for the light parade. That's all I have. Council be

I don't have anything, mayor, besides wishing everybody a merry Christmas and I hope they spend quality time with their loved ones. Councilman, I think just same as the others, mayor, just wishing all the employees a, you know, a merry Christmas and a happy new year and spend time with family and hopefully see everyone at the uh at the library.

Happy new year. is American New Year. Thank you, Counciloman Gonzalez. Just like everybody else, thank you um all staff for all you do and I hope you guys enjoy your your Christmas and um the upcoming new year. Thank you, Councilman Castillia.

I just want to say that uh attended the lighting of the tree ceremony. I think people were very well attended. I mean, everything was great. I mean, I kind of see that we need a bigger room, maybe more space. Uh, but it's it's good to see that we had a lot of people attended. Um, I also attended the employee appreciation dinner. U everyone that attended and everything. I know there was a lot behind the scenes, so it was it was great and great prices, too. So, uh, thank you everyone that that attended. also attended the uh the other capacino event was there also. Um we just want to wish everyone a happy holidays you know best make those New Year's resolution throughout the year

gym gym

you know but I really just quality time and I'll see everyone at the library and Um again I want to you know echo the same thing. Merry Christmas, happy new year and um also thanks uh for all of your hard work on all these events that have been happening this this month starting with the tree lighting the um the the light parade and then the tamalei festival. It's a it's a lot of work and the um staff puts a lot of work, a lot of time and uh so hopefully after the tamalei festival you unwind, enjoy your families and just uh enjoy the seasons. We have a one item in executive session. Let's see. Um, and is discussion and or consultation for legal advice and for the city to consider its position and instruct its city attorney regarding negotiations to purchase, sale, lease or potential condemnation of real property for public parking purposes are related to the acquisition of property located generally at the 300 block of West Spring Street. Is there a motion to um open executive session?

So moved. A motion vice mayor, second by council. Oh, councilman Castillo. Forgot about you again. All those in favor? I think I heard it two. I and then council Rondan. So I Okay, motion carries. So, we're taking a five minute break and then convenient to accept

close executive session. Make a motion to close executive session. Second. Second. Those in favor? I I oppose. Motion carries. Meetings adjourn. That's my