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HomeMy WebLinkAboutMINUTES - 09211999 - C41 0:A. BOARD OF SUPERVISORS AS THE BOARD OF DIRECTORS, BLACKHAWK GHAD • FROM: J. MICHAEL WALFORD, PUBLIC WORKS DIRECTOR DATE: SEPTEMBER 21, 1999 SUBJECT: ACCEPT THE I ST,2ND AND 3RDQUARTER FY 1998/99 EXPENSE REPORTS FOR THE BLACKHAWK GEOLOGICAL HAZARD ABATEMENT DISTRICT,DANVILLE AREA(WO 5147). SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION I. Recommended Action: ACCEPT the attached Is'.2nd,and 3rd quarter FY 1998/99 expense reports for the Blackhawk Geological Hazard Abatement District(GHAD). 11. Financial Impact: There is no impact on the County General Fund. The Blackhawk GHAD is funded through revenues generated by County Service Area M-23. 111. Reasons for Recommendation and Background: On April 22, 1986,the Contra Costa County Board of Supervisors adopted three resolutions which resulted in the formation and funding of the Blackhawk Geologic Hazard Abatement District(GHAD). Resolution No. 86/209 provided for the addition of geologic hazard abatement extended services within County Service Area M-23 (Blackhawk area). Resolution No. 86/210 approved formation of the Blackhawk GHAD pursuant to the provisions of Section 26550 of the Public Resources Code and appointed the Board of Supervisors to act as the Continued on Attachment:X SIGNATURE:�-�!P I I RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON APPROVED AS RECOMMENDED X OTHER September 21, 1999 1 hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: September 21, 1999 PHIL BATCHELOR,Clerk of the Board of Supervisors and County VOTE OF SUPERVISORS Administrator UNANIMOUS(ABSENT None AYES: NOES: ABSENT: ABSTAIN: By Deputy SE:cdf G:kGrpData\SpDist\Board Orders\I 999\09September\09-21-99.doc Orig.Div: Public Works(Special Districts) Contact: Skip Epperly(313-2253) cc: County Administrator County Counsel Wm.R.Gray Co.Inc SUBJECT: ACCEPT THE I ST,2ND,AND 3RD QUARTER FY 1998/99 EXPENSE REPORTS FOR THE BLACKHAWK GEOLOGICAL HAZARD ABATEMENT DISTRICT, DANVILLE AREA(WO 5147). DATE: SEPTEMBER 21, 1999 PAGE: -2- Board of Directors of the GRAD. Resolution No. 86/211 approved a Joint Exercise of Powers Agreement (JEPA) between the County and the GRAD to, among other things, provide for the funding of the GHAD through the transfer of a portion of CSA M-23 revenues On June 24, 1986, by Resolution No. 86/369, the Board of Directors appointed Mr. Richard A. Nystrom as the initial General Manager of the Blackhawk GRAD. Mr. Nystrom served as General Manager of the GRAD until his untimely death in February of 1998. On April 28, 1998, the Board of Directors appointed William R. Gray and Company, Inc., a California Corporation, as the new General Manager of the GRAD,effective April 1, 1998. William R. Gray and Company recently completed an upgrade to the GHAD's accounting system. The attached expense reports for the 1St, 2nd and 3rd quarters of FY 1998/99 were completed using the new accounting system. The most significant change from prior year expense reports relates to the fact that expenses are now shown by budget items. Support costs for consultant and engineering services are now"cost applied"to budget items. IV. Consequences of Negative Action: Quarterly expense reports for GRAD operations would not be available. • Blackhawk GRAD Geologic Hazard Abatement District August 17, 1999 TO: Board of Directors FROM: William R. Gray and Company, General Manager By William R. Gray,President SUBJECT: 1st quarter,FY 1998/99 Expense Report The Blackhawk GHAD was formed on April 22, 1986 by the Contra Costa County Board of Supervisors(Resolution 86/210)pursuant to Section 26550 of the Public Resources Code. The Board of Supervisors serves as the Board of Directors of the GRAD. The Board appointed William R. Gray and Company, Inc., a Califbn�iia Corporation, as General Manager, effective April 1, 1998. A Joint Exercise of Powers Agreement (JT.EPA) between the County and the GHAD provides funding for GHAD operations through a transfer of revenues from CSA M-23. The following is a summary of Blackhawk GHAD expenses for the period July 1, 1998 through September 30, 1998: 1st Quarter FY Expense 1998/1999 Year-to-Date Major Repair Program $46,354.00 $46,354.00 Preventative Maintenance Program $37,507.40 $37,507A0 Special Projects $5,928.91 $5,928.91 Administration $21,989.24 $21,989.24 Total Expense $111,779.55 $111.779.55 Details regarding expenditures by function are attached. Major Repair Program. As result of the significant El Nino rains in early 1998,the GHAD's FY 98/99 Major Repair Program is one of the largest on record. During this past quarter, GHAD staff has been focused on project development related activities for a number of projects. Procedures related to contracting for the repair projects and for the retention of professional service consultants (originally established in 1986)were updated and a list of qualified contractors was established. William R. Gray and Company, as staff to the GRAD worked with County Counsel to develop standard form license agreements and right-of-entry documents to provide the GHAD with.the necessary rights and appropriate protections during the repair of landslides. Purchase Approval forms as well as standard form contracts for use with GHAD contractors and consultants were -- ,._ • ____ n enc n6- ino5rn w7A_nea4r, fav (Q7r,) Q47-3177 shad®wraray.Com 08/17/99 Page 2 developed. In addition, draft policies related to the reimbursement of property owners for damage to landscaping and other improvements was developed. For the most part, GHAD activities were focused on the development of repair strategies for three large landslides—53/49 Chestnut Place, 189 Silver Pine and Lot 12, Eagle Ridge Place. The GHAD's Geotechnical consultant(Engeo, Inc.)presented reports and repair recommendations for all three slides. After reviewing the reports, it was decided to focus on repair of the Chestnut Place and Eagle Ridge landslides and defer major repair work on the Silver Pine landslide until the summer of 1999. Because the size and nature of the projects, GHAD staff requested technical assistance from the Contra Costa County Public Works Department. An engineer was assigned to assist GRAD with the development of bid packages and contract documents. The GHAD advertised for bids for the repair of the Chestnut Place landslide on September 21, 1998. Geotechnical reviews were indtiated on a number of smaller projects, including slides in the rear of 3100 Fox Creek,in the Blackhawk Plaza parking lot,behind 30 Rosewood place, adjacent to 4350 Quail Run Lane, and in the rear 46 Magnolia Place. In addition, GHAD staff reviewed a number of smaller landslides and developed repair strategies. GHAD staff related expenses for the Major Repair Program for l$'quarter FY 98/99 inoluded $25,318.80 in Project Management(PM) oversight charges. PM oversight includes working with GRAD geotechnical and civil engineering consultants on issues related to the repair of major projects as property owners,Homeowners Associations and regulatory agencies. Charges were significant during the 15L quarter because of the complexity of the Chestnut, Silver Pine and Eagle Ridge landslides and the fact that no Formal procedures had been adopted by the GRAD with respect to the repair of major projects. First quarter expenses included a number of charges related to the development of standard form license agreements, rights-of-entry forms, standard form contracts and professional service contracts. Preventative Maintenance and Operations Program. The GHAD's Preventative Maintenance and Operations Program includes various activities. Details of the program are included in the approved FY 98/99-program budget. Most significant for this quarter, GHAD staff negotiated a contract with Dover Construction to provide the GRAD with emergency response and preventative maintenance support services for FY 1998/99. For the most part, expenditures during the I"quarter of FY 98/99 related to the cleaning and repair of B-58 drainage ditches. Because of the extensive storms in January and February of this year a number of the drainage ditches around the perimeter of Blackhawk were silted in and required cleaning and repair. In addition,the GHAD's maintenance contractor removed debris from a number of sites and performed some minor repair work. Aerial photos of the GHAD were secured from Pacific Aerial Surveys and reviewed by Engeo to identify previously undetected landslide activity. Administrative support charges for the Preventative Maintenance and Operations programs for I"quarter FY 98/99 totaled$2,747.90. G8/t7/99 Page 3 Special Projects. The FY 1998/99-program budget included a number of special projects. The focus during the first quarter was on updating and automating the GHAD's accounting and bookkeeping systems. The GHAD's accounting and bookkeeping system had never been computerized and as a result, it was difficult to monitor expenses related to individual projects or programs. GHAD staff reviewed a number of software packages for applicability with GHAD operations. A fairly significant expense(charged as a special project)was related to the GHAD's responding to legislation introduced by Assemblywoman Kuehl(Santa Monica). Thais legislation was introduced at the request of the City of Santa Monica and proposed changes in procedures related to the dissolution of GHADs. As originally introduced, the proposal could have jeopardized the financial feasibility of the Blackhawk GHAD. Consequently, changes were suggested and agreed upon by the author. GHAD staff testified in July at a legislative hearing in Sacramento. Additional expenses incurred related to the development of an administrative operations and procedures manual for the GRAD. Administration. GHAD administration charges include general administration(General Manager) as well as accounting and bookkeeping and other support costs. Total charges to the General Manager function.by William R. Gray and Company and Sands Construction for 1" quarter FY 98/99 totaled$12,700.00. Administrative support charges related to the Major Repair Program,the Preventative Maintenance Program and/or to Special Projects are cost applied to those program areas. As authorized by the Board of Directors, GHAD staff has been pursuing reimbursement through FEMA for storm damage as a result of the El Nino rains. Charges related to the processing of FEMA claims totaled$6,175.50. If you have any questions or would like any additional information,please do not hesitate to call. WRG/ Enclosures 0618/99 �..►�QV�iiRA!!!\ Ya si w ' Major Repair Program 1 st Quarter July through September 1998 Budget Expenses Expenses FY 98199 Jul-Sep'98 Year to Date Major Repair Program Construction and Repair Contracted Work $0.00 $0.00 $0.00 Labor and Equipment Rental $0.00 $1.000.00 $1,000.00 Landscaping repair/replacement $0.00 $7,800.00 $7.800.00 Materials and Supplies $0.00 $0.00 $0.00 Total Construction and Repair $1,027,200.00 $8,800.00 $8,800.00 Contract Administration Contract Administration $0.00 $262.50 $262.50 Inspection/Material Testing $0,00 $0.00 $0.00 Total Contract Administration $51,360.00 $262.50 $262.50 Project Development Engineering Civil Engineering $0.00 $0.00 $0.00 Geotechnical Engineering $0.00 $11,972.70 $11,972.70 Other professional support $0.00 $0.00 $0.00 Total Engineering $102,720.00 $11,972.70 $111972.70 Licenses and Permits $0.00 $0.00 $0.00 Project Management/Oversite $102,720.00 $25,318.80 $25,318.80 Total Project Development $205,440.00 $37,291.50 537,291.50 Total Major Repair Program $1,284,000.00 $46,354.00 $46,354.00 William R.Gray and Company General Manager 06/18/0 Prevenative Maintenance and Operations Program I st Quarter July through September 1998 Budget Expenses Expenses FY 98199 Jul-Sep'98 Year to Date Preventative Maint&Opns Admin Prev Maint/Opns program $15,000.00 $2,747.90 $2,747.90 Operations aerial photograhy/photo Interp $7,500.00 $4,546.50 $4,546.50 Incident Response/Hmownr Rai $24,000.00 $0.00 $0.00 piez,sub/horiz drain monitor $12,000.00 $1.326.00 $1,326.00 settlement/distress monitoring $15.000-00 $0.00 $0.00 weather station $3.000.00 —$0.00 $0.00, Total Operations $61,500.00 $5,872.50 $5,872.50 Preventative Maint Program 8-58 ditches-clean&winteriz $20,000.00 $23,256.50 $23,256.50 B-58 ditches-repair&replace $20.000.00 $0.00 $0.00 Debris cleanup/minor repair $40,000.00 $5,630.50 $5,630.50 Horiz drains/sub-drains-maint $15,000.00 $0.00 $0.00 hydro/hand seeding $20,000.00 $0.00 $0.00 Irrigation/Pumps-maintenance $0.00 $0.00 $0.00 Mist Consumables(sand bags,ate.) $7.500.00 $0.00 $0.00 Mist Structures-maint&repr $10,000.00 $0.00 $0.00 Total Preventative Maint Program $132,500.00 $28,887.00 528,887.00 Total Preventative Maint&Opns $209,000.00 $37,507.40 $37.507.40 William R.Gray and Company General Manager 06/18/99 tSlaGKndWr% %;"Pu.# Special Projects 1 st Quarter July through September 1998 Budget Expenses' Expenses FY 98199 Ju!-Sep'98 Year toDate Special Projects Admin,Opns&Procedures Manual $ 13,500.00 $1.206.30 $1,206.30 Audit GRAD $ 18,500.00 $0.00 $0.00 Complete Reserve Study $ 12.000.00 $0.00 $0.00 Develop Public Info Program $ 61000.00 $0.00 $0.00 Develop Standard Plans,Specs $ 4,500.00 $0.00 $0.00 Review Legis issues $ 5,000.00 $792.00 $792.00 Update Accounting System $ 12.000.00 $3,254.61 $3,254.61 Update Plan of Control $ 91000-00 $676.00 $676.00 Total Special Projects $ 801500-00 $5,928.91 $$.928.91 William R.Gray and Company General Manager 06/1 li/yy Administration 1st Quarter July through September 1998 Budget Expenses Expenses FY 98199 Jul--Sep'98 Year toDate Administration Insurance $5.000.00 $0.00 $0.00 Legal Fees General Counsel-County Counsl $12,000.00 $0.00 $0.00 Special Counsel $7,500.00 $275.25 $275.25 Total Legal Fees $19,500.00 $275.25 $275-25 Office Expense Equipment $5,000-00 $0.00 $0.00 Office Supplies $4,500.00 $0.00 $0.00 Postage and Delivery $900-00 $0.00 $0.00 Printing and Reproduction $2,400.00 $0.00 $0.00 Rent $6,000-00 $0.00 $0.00 Repairs/Maintenance $1,500.00 $0.00 $0.00 Telephone $4,000.00 $900.19 $900.19 Total Office Expense $24,300.00 $900.19 $900.19 Outside Services Auditor,tax collector,etc. $6,000.00 $0.00 $0.00 Public Works Dept $12,000.00 $0.00 $0.00 Total Outside Services $18,000.00 $0.00 $0.00 Staffing/Admin Support Accounting/Bookkeeping $22.000.00 $1,937-60 $1,937.60 Contracted Temporary Help $9,000.00 $0.00 $0.00 Education&Training $1,800.00 $0.00 $0.00 FEMA $0.00 $6,175.50 $6.176-50 General Manager Function $72,000.00 $12,700.70 $12,700.70 Subscriptions,memberships $750.00 $0.00 $0.00 Travel&Ent $1,000.00 $0.00 $0.00 Total Staffing/Admin Support $106,550.00 $20,813-80 $20,813.80 Taxes&Licenses $0.00 $0.00 $0.00 Total Administration $173,350.00 $21,989.24 $21,989.24 Willlam R.Gray and Company General Manager 07119199 LJ1I4xV1%11aVrn v. ..-w Major Repair Program (By Project) July through September 1998 38 189 Silver Pine 3100 Fox Creek Rosewood PI. Major Repair Program Construction and Repair Contracted Work 0.00 0.00 0.00 Labor and Equipment Rental 0.00 0.00 0.00 Landscaping repair/replacement 7,800.00 0.00 0.00 Total Construction and Repair 7,600.00 0.00 0.00 Contract Administration Contract Administration 262.50 0.00 0.00 Inspection/Material Testing 0.00 0.00 0.00 Total Contract Administration 262.50 0.00 0.00 Project Development Engineering Civil Engineering 0.00 0.00 0.00 Geotechnical Engineering 2,592.50 835.00 0.00 Other professional support 0.00 0.00 0.00 Total Engineering 2,592.50 835.00 0.00 Project Management/Overnite 1,429.00 733.50 100.00 Total Project Development 4,021.50 1,568.50 100.00 Total Major Repair Program 12,084.00 1,568.50 100.00 William R Gray and Company General Manager 07/19/99 tsiaCKfIdWK %2n^u • Major Repair Program (By Project) July through September 1998 4350 53/49 Quail Run Lane 46 Magnolia Place Chestnut Place Major Repair Program Construction and Repair Contracted Work 0.00 0.00 0.00 Labor and Equipment Rental 0.00 0.00 0.00 Landscaping repair/replacement 0.00 0.00 0.00 Total Construction and Repair 0.00 0.00 0.00 Contract Administration Contract Administration 0.00 0.00 0.00 Inspection/Material Testing 0.00 0.00 0.00 Total Contract Administration 0.00 0.00 0.00 Project Development Engineering Civil Engineering 0.00 0.00 0.00 Geotechnlcal Engineering 0.00 0.00 970.00 Other professional support 0.00 0.00 0.00 Total Engineering 0.00 0.00 970.00 Project Management/Oversite 270.00 235.50 13,516.70 Total Project Development 270.00 235.50 14,488.70 Total Mayor Repair Program 270.00 235.50 14488.70 William R Gray and Company General Manager 07/19199 t3ldVnttdwn vnt�u Major Repair Program (By Project) July through September 1998 Blackhawk Lot 12 Misc Plaza Eagle Ridge Place EI Nino Slides Totals Mayor Repair Program Construction and Repair Contracted Work 0.00 0.00 0.00 0.00 Labor and Equipment Rental 1,000.00 0.00 0.00 11000.00 Landscaping repair/replacement 0.00 0.00 0.00 7,800.00 Total Construction and Repair 1,000.00 0.00 0.00 8,800.00 Contract Administration Contract Administration 0.00 0.00 0.00 262.50 Inspection/Material Testing 0.00 0.00 0.00 0.00 Total Contract Administration 0.00 0.00 0.00 262.50 Project Development Engineering Civil Engineering 0.00 0.00 0.00 0.00 Geotechnical Engineering 0.00 5,306.45 2268.75 11.972.70 Other professional support 0.00 0.00 0.00 0.00 Total Engineering 0.00 5,306.45 2268.75 11,972.70 Project Management/Oversite 450.10 1,110.50 7471.50 25,318.80 Total Project Development 450.10 6,416.95 9740.25 37,291.50 Total Major Repair Program 1,450.10 6,416.95 9740.25 46,354.00 William R Gray and Company General Manager • Blackhawk GHAD Geologic Hazard Abatement District August 17, 1999 TO: Board of Directors FROM: William R. Gray and Company, General Manag By William R. Gray,President SUBJECT: 2nd quarter, FY 1998/99 Expense Report The Blackhawk GHAD was formed on April 22, 1986 by the Contra Costa County Board of Supervisors (Resolution 86/210)pursuant to Section 26550 of the Public Resources Code. The Board of Supervisors serves as the Board of Directors of the GHA.D. The Board appointed. William R. Gray and Company, Inc., a California Corporation, as General Manager, effective April 1, 1998. A Joint Exercise of Powers Agreement (JEPA)between the County mid the GHAD provides funding for GHAD operations through a transfer of revenues from CSA M-23. The following is a summary of Blackhawk GHAD expenses for the period October 1, 1998 through December 31, 1998: 2nd Quarter FY Expense 1998/1999 Year-to-Date Major Repair Program $457,284.25 S503,638.25 Preventative Maintenance Program $32,314.62 $69,822.02 Special Projects $18,795.90 $24,714.81 Administration $19,597.45 $41.586.69 Total Expense $527,992.22 $639,761.77 Details regarding expenditures by function are attached. Major Repair Program. This was a busy quarter for the GHAD Major Repair Program. Pursuant to Resolution 86/370, the General Manager awarded a contract for repair of the Chestnut Place landslide to Siteworks Construction, Lafayette, California on October 13, 1998. The Board of Directors ratified the decision of the General Manager to award the contract on October 27, 1998. Contract documents were completed and bids solicited for the repair of the Lot 12, Eagle Ridge Place landslide on October 13, 1998. The only bid received was for$265,654.48. As the bid was well in excess of the engineer's estimate, the General Manager rejected the bid. Pursuant to Section C of Resolution 86/370,the General Manager negotiated a combination fixed price/ force account contract to complete the project. A contract was awarded to Siteworks --- .+ - _ .._ •i___•_ ., rne. nrnnC\ n-7A Aqb= Civ- MIX;\ Cd7.gl77 nhnrl0►wrnray.cr)m . 08/17/99 Page 2 Construction,Lafayette, California on November 6, 1998. The Board of Directors ratified the decision of the General Manager to award the contract on December 8, 1998. Actual payments to contractors for work on Major Repair Program projects during this quarter totaled almost$350,000. Details on expenditures for the various projects are shown in an appendix to this report. Charges related to administration of the contracts (Sands Construction and W. R. Gray and Company)totaled$38, 615. Geotechnical engineering reports were completed on projects at 189 Silver Pine, 3 100 Fox Creek and 46 Magnolia Place. In addition, supplemental reports were completed on the Lot 12,Eagle Ridge Place and 53/49 Chestnut Place landslides. Civil and Geotechnical Engineering support costs for the quarter totaled in excess of$50,000 (see attached for details). Preventative Maintenance and Operations Program. The GHAD's Preventative Maintenance and Operations Program includes various activities. Details of the program are included in the approved FY 98/99-program budget. Details of expenditures by function are included as an appendix to this report. Expenditures during the 2d quarter included$18,854 for continued cleaning,winterizing and repair of B-58 ditches at various locations throughout Blackhawk. In addition, the GHAD's maintenance contractor expended$7,049 iii removing landslide debris at various sites. Engeo, Inc.,the GHAD's Geotechnical Consultant, checked and read piezometers, sub-drains and horizontal drains that are maintained by the GHAD. Administrative support charges (Sands and Gray) for the Blackhawk GHAD's Preventative Maintenance and Operations Program for the 2"d quarter totaled$4,283.00. Special Projects. The major expense under the Special Projects program for this quarter related to costs associated with the development of standard plans and specifications for GHAD repair projects. GHAD staff selected QuickBooks Pro as the GRAD'S accounting system. Charges this quarter included costs related to the data entry into the new system. Administration. GHAD administration charges include general administration(General Manager) as well as accounting and booldceeping and other support costs. Total charges to the General Manager function by William R. Gray and Company and Sands Construction for the 2nd quarter totaled$10,892.39. Administrative support charges related to the Major Repair Program, the Preventative Maintenance Program and/or to Special Projects are cost applied to those specific program areas. Costs related to the processing of FEMA claims totaled$1,768.40. If you have any questions or would like any additional information, please do not hesitate to call. WRG/ Enclosures 06/23/99 Blackhawk GRAD Major Repair Program 2nd Quarter October through December 1998 Budget Expenses Expenses FY 98/99 Oct-Dec'98 Year to Date Major Repair Program Construction and Repair Contracted Work $0.00 $328,122.35 $328,122.35 Labor and Equipment Rental $0.00 $19.807.19 $20,807.19 Landscaping repair/replacement $0.00 $0.00 $7,800.00 Materials and Supplies $0.00 $0.00 $0.00 Total Construction and Repair $0.00 $347,929.54 $356,729.54 Contract Administration Contract Administration $0.00 $38,615.41 $38,877.91 Inspection/Material Testing $0.00 $0.00 $0.00 Total Contract Administration $0.00 $38,615.41 $38,877.91 Project Development Engineering Civil Engineering $0.00 $3,796.09 $3,796.09 Geotechnical Engineering $0.00 $44,809.63 $56,782.33 Other professional support $0.00 $2,777.46 $2,777.46 Total Engineering $0.00 $51,383.18 $63,355.88 Licenses and Permits $0.00 $0.00 $0.00 Project Management/Oversite $0.00 $19,356.12 $44,674.92 Total Project Development $0.00 $70,739.30 $108,030.80 Total Major Repair Program $0.00 $457,284.25 $503,638.25 William R.Gray and Company General Manager 06/23/99 BlackhawK UHAU Preventative Maintenance and Operations Program 2nd Quarter October through December 1998 Budget Expenses Expenses FY 96199 Oct-Doe'98 Year to Date Preventative Maint&Opns Admin Prev Maint/Opns program $15,000.00 $4,283.22 $7,031.12 Operations aerial photograhy/photo interp $7,500.00 $0.00 $4,546.50 Incident Response/Hmownr Rol $24,000.00 $0.00 $0.00 piez,sub/horiz drain monitor $12,000.00 $2,127.25 $3,453.25 settlement/distress monitoring $15,000.00 $0.00 $0.00 weather station $3,000.00 $0.00 $0.00 Total Operations $61,500.00 $2,127.25 $7999.75 Preventative Maint Program 0-58 ditches-clean&winteriz $20.000.00 $7,290.70 $30,547.20 B-58 ditches-repair&replace $20,000.00 $11.564.26 $11,564.26 Debris cleanup/minor repair $40,000.00 $7,049.19 $12,679.69 Horiz drains/sub-drains-maint $15,000.00 $0.00 $0.00 hydro/hand seeding $20,000.00 $0.00 $0.00 Irrigation/Pumps-maintenance $0.00 $0.00 $0.00 Mise Consumables(Sand bags,etc.) $7,500.00 $0.00 $0.00 Mise Structures-maint 8 repr $10,000.00 $0.00 $0.00 Total Preventative Maint Program $132,500.00 $25,904.15 $54,791.15 Total Preventative Maint&Opns $209,000.00 $32,314.62 $69,622.02 Wllllam R.Gray and Company General Manager v..r.r..r.i LJ I Q%&nl l Q 1!r r% %J4 l r1✓ • Special Projects 2nd Quarter October through December 1998 Budget Expenses Expenses FY 98199 Oct-Dec 198 Year to Date Special Projects Admin,Opns&Procedures Manual $13,500.00 $1,040.83 $2.247.13 Audit GHAD $18,500.00 $4.40 $4.40 Complete Reserve Study $12,000.00 $0.00 $0.00 Develop Public Info Program $6,000.00 $0.00 $0.00 Develop Standard Plans,Specs $4,500.00 $10,537.02 $10,537.02 Review Legis issues $5,000.00 $0.00 $792.00 Update Accounting System $12,000.00 $6,205.15 $9,459.76 Update Plan of Control $9,000.00 $998.50 $1,674.50 Total Special Projects $80,500.00 $18,785.90 $24,71481 Wllllam R.Gray and Company General Manager o142%.n1142vr1% %04 Sou Administration 2nd Quarter October through December 1998 Budget Expenses Expenses FY 98199 Oct-Dec'98 Year to Date Administration Insurance $5,000.00 $0.00 $0.00 Legal Fees General Counsel-County Counsl $12.000.00 $0.00 $0.00 Special Counsel $7,500.00 $378.50 $653.75 Total Legal Fees $19,500.00 $378.50 $653.75 Office Expense Equipment $5,000.00 $84.56 $84.56 Office Supplies $4,500.00 $99.78 $99.78 Postage and Delivery $900.00 $0.00 $0.00 Printing and Reproduction $2,400.00 $62.54 $62.54 Rent $6,000.00 $759.41 $759.41 Repairs!Maintenance $1,500.00 $0.00 $0.00 Telephone $4,000.00 $930.26 $1,830.45 Total Office Expense $24,300.00 $1,936.55 $2,836.74 Outside Services Auditor,tax collector,etc. $6.000.00 $0.00 $0.00 Public Works Dept $12,000.00 $0.00 $0.00 Total Outside Services $18,000.00 $0.00 $0.00 Staffing/Admin Support Accounting/Bookkeeping $22,000.00 $4,617.90 $6,555.50 Contracted Temporary Help $9,000.00 $0.00 $0.00 Education&Training $1,800.00 $0.00 $0.00 FEMA $0.00 $1,768.40 $7.943.90 General Manager Function $72,000.00 $10,892.39 $23,593.09 Subscriptions,memberships $750.00 $0.00 $0.00 Travel&Ent $1,000.00 $3.71 $3.71 Total Staf(ing/Admin Support $106,550.00 $17,282.40 $38,096.20 Taxes&Licenses $0.00 $0.00 $0.00 Total Administration $173,350.00 $19,597.45 $41.586.69 William R.Gray and Company General Manager 07119199 btaCKnawr% %3n^w Major Repair Program (By Project) October through December 11998 38 189Silver Pine 3100 Fox Creek- Rosewood Pl. Major Repair Program Construction and Repair Contracted Work 7,238.64 752.00 1,923.00 Labor and Equipment Rental 12,651 A2 0.00 2,786.00 Landscaping repair/replacement 0.00 0100 0.00 Total Construction and Repair 19,890.06 752.00 4,709.00 Contract Administration Contract Administration 2,690.03 35.00 0.00 inspection/Material Testing 0.00 0.00 0.00 Total Contract Administration 2,690.03 35.00 0.00 Project Development Engineering Civil Engineering 0.00 0.00 0,00 Geotechnical Engineering 2,695.25 5,936.32 0.00 Other professional support 0.00 0.00 0.00 Total Engineering 2,695.25 5.936.32 0.00 Project Management/Oversite 869.00 2,549-13 1,200.20 Total Project Development 3,564.25 6,485.45 1,200.27 Total Major Repair Program 26,144.34 9,272.45 5.909.20 William R. Gray and Company General Manager • Major Repair Program (By Project) October through December 1998 4350 53149 Quail Run Lane 46 Magnolia Place Chestnut Place Major Repair Program Construction and Repair Contracted Work 29,645.31 36,497.65 251,470.75 Labor and Equipment Rental 0.00 0.00 2,159.00 Landscaping repair/replacement 0.00 0.00 0,00 Total Construction and Repair 29,645.31 36,497.65 253,629.75 Contract Administration Contract Administration 1,697.34 1,278.63 25,565.98 Inspection/Material Testing 0.00 0.00 0.00 Total Contract Administration 1,697.34 1,276.63 25,565.98 Project Development Engineering Civil Engineering 0.00 0.00 1,837.58 Geotechnical Engineering 0.00 1,864.75 24,430.50 Other professional support 0.00 0.00 0.00 Total Engineering 0.00 1,884.75 26,268.08 Project Management/Oversite 323.50 300.00 857.50 Total Project Development 323.50 2,184.75 27,125.58 Total Major Repair Program 31.666.95 39,961.03 306,321.31 William R. Gray and Company General Manager U I I I W 4.V Major Repair Program (By Project) October through December 1998 Slackhawk Lot 12 Misc Pima Eagle Ridge Place El Nino Slides. Totals Major Repair Program Construction and Repair Contracted Work 0,00 595.00 0.00 328,122.35 Labor and Equipment Rental 0.00 323.75 1,887.02 21,694.21 Landscaping repair/replacement 0.00 0.00 0.00 0.00 Total Construction and Repair 0*00 91879 1,887.02 —349,816-56 Contract Administration Contract Administration 0.00 4,211.65 3.136.78 41,752.19 Inspection/Material Testing 0.00 0.00 0.00 0.00 Total Contract Administration 0.00 4,211.65 3,136.78 41,752.19 Project Development Engineering Civil Engineering 1,192.51 0.00 766.00 4,562.09 Geotechnical Engineering 795.21 5,687.60 3,380.00 48,189.63 Other professional support 0.00 - 0.00 2,777.46 5,554.92 Total Engineering 1,987.72 5.687.60 6,923.46 58,306.64 Project Management/Oversite 331.33 7,655.32 5,270.14 24,626.26 Total Project Development 2,319.05 13,342.92 12.193.60 82,932.90 Total Major Repair Program 2,319.05 18,473.32 I7,217.40 457.284.25 William R. Gray and Company General Manager • Blackhawk CHAD Geologic Hazard Abatement District August 17, 1999 TO: Board of Directors SIJ FROM; William R. Gray and Company, General Manager By William R. Gray, President SUBJECT: 3'd quarter,FY 1998/99 Expense Report The Blackhawk GHAD was formed on April 22, 1986 by the Contra Costa County Board of Supervisors (Resolution 86/210)pursuant to Section 26550 of the Public Resources Code. The Board of Supervisors serves as the Board of Directors of the GHAD. The Board appointed William R. Gray and Company, Inc., a California Corporation, as General Manager, effective April 1, 1998. A Joint Exercise of powers Agreement (JEPA)between the County and.the GHAD provides funding for GHAD operations through a transfer of revenues from CSA M-23. The following is a summary of Blackhawk GRAD expenses for the period January 1, 1999 through March 30, 1999: 3rd Quarter FY Expense 1998/1999 Year-to-Date Major Repair Program $315,473.91 $819,112.61 Preventative Maintenance Program $4,064~92 $73,886.94 Special Projects 12,696.80 $37.411.61 Administration $38,374.92 $79,964.61 Total Expense - $370,610.55 $1,010,375.77 Details regarding expenditures by function are attached. Major Repair Program. GHAD contractors substantially completed repair of landslides at 53/49 Chestnut Place and Lot 12, Eagle Ridge Place. In addition, GHAD completed repairs at 3200 Fox Creek and 4350 Quail Run Lane and began work to repair a slide to the rear of 38 Rosewood Place. Preventative Maintenance and Operations. The GHAD's Preventative Maintenance and Operations Program includes various activities. Details related to expenditures this past quarter are attached. Special Projects. As noted in prior quarterly reports, the GHAD's approved program budget includes a number of special projects. During this past quarter, our focus has been on development of an Operations and Procedures Manual for the GHAD ($3,697), working with the 08/17/99 Page 2 Auditor's Office to audit the prior year GHAD activities ($2,005) as well as continued.work to update and automate the GHAD's accounting system ($5,147). Administration. GHAD administration charges for tlxis past quarter included general administration(General Manager) as well as accounting and bookkeeping and other support costs. Total charges to the General Manager function by William R. Gray and Company and Sands Construction for the 3rd quarter totaled$19,701.27. As noted in prior reports, charges related to administration of the Major Repair Program, administration of the Preventative Maintenance Program, and/or to the Special Projects program are cost-applied to those specific program areas. If you have any questions or would like any additional information,please do not hesitate to call. WRG/ Enclosures 06/24/99 Blackhawk GHAD Major Repair Program 3rd Quarter January through March 1999 Budget Expenses Expenses FY 98199 Jan-Mar 99 Year to Date Major Repair Program Construction and Repair Contracted Work $0.00 235.023.59 $563,145.94 Labor and Equipment Rental $0.00 16,676.67 $37,683.86 Landscaping repair/replacement $0.00 2,750.00 $10,550.00 Materials and Supplies $0.00 0.00 $0.00 Total Construction and Repair $0.00 254.650.26 $6111379.80 Contract Administration Contract Administration $0.00 26.700.25 $65,578.16 Inspection/Material Testing $0.00 23,192.25 $23,192.25 Total Contract Administration $0.00 49,892.50 $88,770.41 Project Development Engineering Civil Engineering $0.00 0.00 $3,796.09 Geotechnical Engineering $0.00 632.50 $57.414.83 Other professional support $0.00 3,915.00 $6,692.46 Total Engineering $0.00 4,547.50 $67,903.36 Licenses and Permits 50.00 0.00 $0.00 Project Management/Oversite $0.00 6,383.65 $51,058.57 Total Project Development 50.00 10,931.15 $118,961.95 Total Major Repair Program $0.00 315,473.91 $819,112.16 William R.Gray and Company General Manager 06/24/99 Blackhawk CHAD Preventative Maintenance and Operations Program 3rd Quarter January through March 1999 Budget Expanses Expenses FY 98199 Jan-Mar'99 Year toDate Preventative Maint&Opns Admin Prev Maint/Opns program $15,000.00 $2,963.70 $9,994.82 Operations aerial photograhy/photo interp $7.500.00 $0.00 $4,546.50 Incident Response/Hmownr Re] $24,000.00 $816.22 $816.22 plez,sub/horiz drain monitor $12,000.00 $0.00 $3,453.25 3ettlemenVdistress monitoring $15,000.00 $0.00 $0.00 weather station $3,000.00 $0.00 $0.00 Total Operations $61,500.00 $816.22 $8,815.97 Preventative Maint Program B-58 ditches-clean&winteriz $20.000-00 $0.00 $30,547.20 B-58 ditches-repair&replace $20,000.00 $0.00 $11.564.26 Debris cleanup/minor repair $40,000.00 $0.00 $12.679.69 Honz drains/sub-drains-maint $15,000.00 5285.00 $285.00 hydro/hand seeding $20,000.00 $0.00 $0.00 Irrigation/Pumps-maintenance $0.00 $0.00 $0.00 Misc Consumables(Sand bags,etc) $7.500.00 $0.00 $0.00 Misc Structures-maint&repr $10,000.00 $0.00 $0.00 Total Preventative Maint Program $1320500.00 $285.00 $65,076.15 Total Preventative Maint&Opns $209,000-00 $4,064.92 $73,806.94 William R.Gray and Company General Manager 0612x99 Blackhawk GMAD Special Projects 3rd Quarter January through March 1999 Budget Expenses Expenses FY 98199 Jan-Mar'99 Year to Date Special Projects Admin,Opns&Procedures Manual $ 13,500.00 3,697.30 $5,944.43 Audit GHAD $ 18,500.00 2.005.00 $2,009.40 Complete Reserve Study $ 12,000.00 264.00 $264.00 Develop Public Info Program $ 6,000.00 0.00 $0.00 Develop Standard Plans,Specs $ 4,500.00 147.60 $10,684.62 Review Legis issues $ 5,000.00 247.50 $1,039.50 Update Accounting System $ 12,000.00 5,147.40 $14,607.16 Update Plan of Control $ 9,000.00 1,188.00 $2,862.50 Total Special Projects $ 80,500.00 12,696.80 $37,411.61 William R.Gray and Company General Manager Administration 3rd Quarter January through March 1999 Budget Expenses Expenses FY 98199 Jan-Mar'99 Year to Date Administration Insurance $5,000.00 0.00 $0.00 Legal Fees General Counsel-County Counsl $12,000.00 0.00 $0.00 Special Counsel $7,500.00 2,382.43 $3,036.18 Total Legal Fees $19,500.00 2,382.43 $3,036.18 Office Expense Equipment $5,000.00 176.47 $261.03 Office Supplies $4,500.00 0.00 $99.76 Postage and Delivery $900.00 16.88 $16.88 Printing and Reproduction $2,400.00 46.96 $109.50 Rent $6,000.00 0.00 $759.41 Repairs/Maintenance $1,500.00 0.00 $0.00 Telephone $4,000.00 1,401.26 $3,231.71 Total Office Expense $24,300.00 1,641.57 $4,478.31 Outside Services Auditor,tax collector,etc. $6,000.00 0.00 $0.00 Public Works Dept $12,000.00 0.00 $0.00 Total Outside Services $18.000.00 0.00 $0.00 Staffing/Admin Support Accounting/Bookkeeping $22.000.00 9.280.30 $15,835.80 Contracted Temporary Help $9,000.00 0.00 $0.00 Education&Training $1,800.00 4,655.35 $4,655.35 FEMA $0.00 714.00 $8,657.90 General Manager Function $72,000.00 19,701.27 $43.294.36 Subscriptions,membershlps $750.00 0.00 $0.00 Travel&Ent $1,000.00 0.00 $3.71 Total Staffing/Admin Support $106,550.00 34,350.92 $72,447.12 Taxes&Licenses $0.00 0.00 $0.00 Total Administration $173,350.00 38,374.92 $79,961.61 William R.Gray and Company General Manager V1 i too.#* Blackh2wk CHAD Major Repair Program (By Project) January through March 1999 38 189 Silver Pine 3100 Fox Creek Rosewood Place Major Repair Program Construction and Repair Contracted Work 0.00 0.00 43,425.27 Labor and Equipment Rental 641.00 0.00 285.00 Landscaping repair/replacement 0.00 0.00 0.00 Total Construction and Repair 641*00 0.00 43,710.27 Contract Administration Contract Administration 92.40 3,168-70 5,066.60 Inspection/Material Testing 250.00 0.00 3,360.50 Total Contract Administration 342.40 3,168.70 6,429.10 Project Development Engineering Civil Engineering 0.00 0.00 0.00 Geotechnical Engineering 0.00 0.00 0.00 Other professional support 0.00 0.00 0.00 Total Engineering 0.00 0.00 0.00 Project Management/Oversite 0.00 140.00 140.00 Total Project Development 0.00 140.00 140.00 Total Major Repair Program 983140 3,308.70 52,279.37 William R.Gray and Company General Manager ui�iy�yy bIaCKnaWK UNALJ Major Repair Program (By Project) January through March 1999 4350 53/49 Quail Run Lane 46 Magnolia Place Chestnut Place Major Repair Program Construction and Repair Contracted Work 2,229.00 0.00 48,790.86 Labor and Equipment Rental 285.00 0.00 7,751.59 Landscaping repair/replacement 0.00 0.00 2.750.00 Total Construction and Repair 2,514.00 0.00 59,292.45 Contract Administration Contract Administration 416.10 0.00 10,971.82 Inspection/Material Testing 1,459.50 903.75 9,397.00 Total Contract Administration 1,875.60 903.75 20,368.82 Project Development Engineering Civil Engineering 0.00 0.00 0.00 Geotechnical Engineering 0.00 0.00 0.00 Other professional support 0.00 0.00 995.50 Total Engineering 0.00 0.00 995.50 Project Management/Oversite 0.00 0.00 0.00 Total Project Development 0.00 0.00 995.50 Total Major Repair Program 4,389.60 903.75 80,656.77 William R. Gray and Company General Manager 07119/99 blaCKnaWK Lmnkw Major Repair Program (By Project) January through March 1999 Lot 12 Misc Eagle Ridge Place El Nino Slides Totals Major Repair Program Construction and Repair Contracted Work 139,465.46 1113.00 235,023.59 Labor and Equipment Rental 595.00 7319.08 16,876.67 Landscaping repair/replacement 0.00 0.00 2,750.00 Total Construction and Repair 140,060.46 84:32.08 254,650.26 Contract Administration Contract Administration 3,828.10 3154.53 26,700.25 Inspection/Material Testing 7.821.50 0.00 23,192.25 Total Contract Administration 11,649.60 3154.53 49,892.50 Project Development Engineering Civil Engineering 0.00 0.00 0.00 Geotechnical Engineering 0.00 632.50 632.50 Other professional support 0.00 2919-50 3.915.00 Total Engineering 0.00 3552.00 4,647.50 Project Management/Oversite 0.00 6103.65 6,383.65 Total Project Development 0400 9,655.65 20,586.50 Total Major Repair Program 151,710.06 21242.26 315,473.91 William R. Gray and Company General Manager