HomeMy WebLinkAboutMINUTES - 09102002 - C27 __
TO: BOARD OF SUPERVISORS AS THE BOARD OF DIRECTORS, BLACKHAWK GEOLOGICAL
HAZARD ABATEMENT DISTRICT(GRAD) eeo?7
FROM: MAURICE SHIU,PUBLIC WORKS DIRECTOR
DATE: September 10, 2002
SUBJECT: ACCEPT and APPROVE the FY 2002/2003 Program Budget for the Blackhawk Geological Hazard
Abatement District, Danville area. Project No. 77606X5147
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
I. Recommended Action:
ACCEPT the attached Proposed FY 2002/2003 Program Budget for the Blackhawk Geological Hazard Abatement
District(GRAD)and APPROVE the following proposed"Sources and Uses of Funds"table:
Blackhawk Geological Hazard Abatement District
Budget FY 2002/2003
Sources And Uses of Funds Table
Bq;mning Fund Balance-July 1,2002 $815,000
Sources of Funds
Contributions from M-23 $1,318,000
Interest on Investments $47,000
Other income 0
Total Sources of Funds $1,365,000
Total Available Funds $2,180,000
Uses of Funds
Major Repair Program {Acct Code 23191 $400,000
Preventative Maintenance Program {Acct Code 2282} $250,000
Special Projects (Acct Code 24791 $70,000
Administration and PW {Acct Code 2310} & {Acct Code 50111 $200,000
Total Uses of Funds $920,000
Reserve Avallable/Estimated Ending Fund Balance Jure 30,2003 $1,260,€100
Continued on Attachment:X SIGNATURE:
RECOMMENDATION OF BOARD COMMITTEE
7,APPROVE Q_ OTHER
SIGNATURES Qd.,
77TION OFB ARD ON Sept , 10, 20021PPR ED AS RECOMMENDED xxOTHER
VOTE OF SUPE�t SORS
U
x NANI` O JS(ABSENT None }
AYES: NOES:
ABSENT: ABSTAIN: "PULLED AND RELISTED IN THE FUTURE"
I hereby certify that this is a true and correct copy of an action
SE:sr taken and entered on the minutes of the Board of Supervisors
G:\..GrpData\SpDist\Board Orders\2002\09 September6940-02 BO-(B)FY 0203 budget.doc acting as the CHAD Board on the date shown.
Orig.Div:Public Works(Special Districts)
Contact. Skip Epperly(313-2253)
cc: County Administrator ATTESTED: ., Se=tember 10,
County Counsel JOHN SWEETEN,Clerk of the Blackhawk CHAD Board of
L.Holden,Accounting Directors and Board Administrator
M.Morton,Eng.Svc.
Gray Bowen Co.Inc.
Contract Binder By Deputy
SUBJECT: ACCEPT and APPROVE the FY 2002/2003 Program Budget for the Blackhawk Geological Hazard
Abatement District,Danville area. Project No. 7760-6X5147
DATE: September 10,2002
PAGE: -2-
Ii. Financial Impact:
No impact on the County General Fund. The Blackhawk GRAD is funded through revenues generated by County
Service Area M-23.
III. 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. Resolution No.86/209 provided for the
addition of geologic hazard abatement extended services to 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 Board of Directors of the GHAD. Resolution No.
86/211 approved a Joint Exercise of Powers Agreement(JEPA)between the County and the GHAD,to among other
things,provide for the funding of the GHAD by the transfer of a portion of CSA M-23 revenues.
On April 28, 1998,the Board of Directors appointed William R.Gray and Company,Inc.,a California Corporation,as
General Manager,effective April 1, 1998. Gray-Bowen and Company,Inc(formerly William R.Gray and Company
Inc.)was appointed as the interim General Manager from July 2002 until October 2002. Gray-Bowen and Company
developed the attached program budget for the Blackhawk GHAD for FY 2002/2003. To help ease the transition
process,the General Manger has decided to defer start on all but five Major Repair Projects until after the change in
management.
The above "sources and uses" of funds table is intended to summarize the approved budget. The attached report
detailing the various programs and activities of the GHAD is provided for the information of the Board ofDirectors and
others and is not considered a part of the adopted budget. The General Manager may reallocate funds within each of
the above major categories without prior approval of the Board.
IV. Consequences of Negative Action:
The GHAD will not have an approved budget as required by the original formation of the GHAD.
September 10, 2002
TO: All Interested Parties
FROM: Gray-Bowen and Company, Inc., Interim General Manager
Blackhawk Geologic Hazard Abatement District
By: Dan Cherrier, Senior Civil Engineer
SUBJECT: Program Budget for 2002/2003 Fiscal Year
Blackhawk Geologic Hazard Abatement District
Attached is the 2002/2003 Fiscal Year Program Budget for the Blackhawk Geologic Hazard
Abatement District (GHAD). This budget is prepared annually to estimate revenues and
expenses. Expenses are allocated to one of four programs. Beginning balances were estimated
by subtracting expenditures recorded during the 2001/2002 Fiscal Year from the balance
supplied by Contra Costa County for June 30, 2001. The Blackhawk GHAD is entirely
contained within the Contra Costa County Service Area (CSA) M-23. CSA M-23 revenue and
return on investment projections were obtained directly from the treasurer's office at the County.
Subtractions from CSA M-23 revenue were conservatively estimated by doubling last yearl
amount.
The Board of Directors has authorized the County Treasurer's Office and the County Department
of Public Works to review the Program Budget. Line item amounts for the four expense
categories were previously submitted to the Board of Directors for the Blackhawk GRAD.
These amounts remain unchanged and are expanded upon throughout the Program Budget.
Revenues should exceed expenses by approximately one-half million dollars in the new fiscal
year. Therefore, the reserve account should return to a comfortable $1.2 million upon
completion of the fiscal year. The reserve account dropped below $1 million during the
2001/2002 Fiscal Year to accommodate a $2 million repair project. The expense estimate
includes a minor allowance for unanticipated Major Repair Projects. Should an unanticipated
new major landslide project occur during this time, the project reserve increase will be reduced.
It is expected that the outstanding Hillside Along Conifer Terrace Landslide Repair Project and
the Kingswood Landslide Repair Project contractor payments will be expensed against the
2001/2002 Fiscal Year. Construction on both of these projects was completed in late spring
2002. Should this assumption prove to be false, the beginning fund balance will increase in
accordance with the increase in current year expenditures. The June 30, 2003 ending GHAD
balance should not change.
Gray•Bowen and Company will discontinue General Manager activities upon the termination
date of the current interim contract. It is the recommendation of CHAD staff to defer action on
most Major Repair Projects until after acceptance of the Program Budget by the Blackhawk
CHAD Board of Directors. This will prevent confusion with ongoing projects during the GHAD
General Manger transition currently scheduled for October 1, 2002. However, there are five
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September 10, 2002
Page 2
Major Repair Projects that have already commenced due to their urgent nature. Two involve
continuation of existing contracts, two involve investigations that will take an extended time to
complete, and one involves the repair of a B-58 ditch that currently could threaten a residence if
not acted upon before the first heavy rains. The five projects are: Hillside Along Conifer Terrace
Landslide Repair Project, closeout and claims; Kingswood Place 11; Chestnut II, Saddleback
Place, and Eagle Midge Drive.
A contractor has already been tasked with a large portion of the Preventative Maintenance
Program. This work must be finished before the start of the winter season and requires several
months to complete. The largest portion of the Preventative Maintenance budget is directed to
B-58 ditch repairs and cleaning.
Please contact Gray-Bowen and Company staff regarding any questions on the 2002/2003 Fiscal
Year Program Budget at (925) 947-1966. Appendix sections have been attached to the budget to
further clarify certain issues.
DC/eg:sr
G:\GrpData\SpDist\Board Orders\2002\09 September\09-10-02 BO-(B)Attach-Program Budget Cover Memo.doc
Proposed FY 2002/2003 Program Budget
Blackhawk Geologic Hazard Abatement District (CHAD)
Prepared by
Gray-Bowen and Company,Inc.
Interim General Manager
for the
Blackhawk GRAD Board of Directors
Can 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
(CHAD). Resolution No. 86/209 provided for the addition of geologic hazard abatement extended
services to County Service Area M-23 (Blackhawk area). Resolution No. 86/210 approved
formation of the Blackhawk CHAD pursuant to the provisions of Section 26550 of the Public
Resources Code and appointed the Board of Supervisors to act as the Board of Directors of the
GHAD. Resolution No. 86/211 approved a Joint Exercise of Powers Agreement(JEPA)between the
County and the CHAD,to among other things,provide for the funding of the GHAD by the transfer
of a portion of CSA M-23 revenues.
On May 25, 2002, the Board of Directors appointed Gray-Bowen and Company, Inc., a California
Corporation, as Interim General Manager, effective July 1, 2002. Gray-Bowen and Company
developed the attached proposed program budget for the Blackhawk GHAD for the 2002/2003 fiscal
year.
Gray-Bowen and Company,Inc. Page I of 13 September 10,2002
Interim General Manager
Blackhawk CHAD
_.
Blackhawk Geological Hazard Abatement District
Budget FY 2002/2003
Sources And Uses of Funds Table
Estimated Beginning Fund Balance-July 1,2002 $815,000
Sources of Funds
Contributions from M-23 $1,318,000
Interest on Investments $47,000
Other income $0
Total Sources of Funds $1,365,000
Total Available Funds $2,180,404
Uses of Funds
Major Repair Program {Acct Code 23191 $400,000
Preventative Maintenance Program {Acct Code 22821 $250,000
Special Projects {Acct Code 2479) $70,000
Administration and PW {Acct Code 23 10) & {Acct Code 5011) $200,000
Total Uses of Funds $920,000
Estimated Reserve Available/Ending Fund Balance June 30, 2003 $1,260,000
Projected Revenues - FY 2002/2003
Contra Costa County Service Area M-23. Contra Costa County formed County Service Area M-
23 (CSA M-23)in Tune of 1977(Resolution No.77/477)to perform a variety ofmaintenance related
functions. Pursuant to its authority under the County Service Area Law, the County levied an ad
valorem tax for CSA M-23 purposes based upon the assessed value of all real property located within
CSA M-23. Revenues received from these levies are credited in the County treasury to the account
of CSA M-23.
In April of 1986,the Board extended the definition of maintenance services to be performed by M-23
to include geologic hazard abatement (Resolution No. 86/209). Also in April of 1986, the Board
approved a Joint Exercise of Powers Agreement (JEPA) between the CHAD and the County
(Resolution No. 86/211), under which the County agreed to fund CHAD operations through a
transfer of so-called "surplus CSA M-23 revenues." As defined in the JEPA, "surplus revenues„
include all CSA M-23 revenues after deductions for 1) drainage maintenance extended services
within CSA M-23 (as defined) and 2) street lighting extended services within CSA M-23 (as
defined). All remaining M-23 revenues are"to be transferred to the CHAD and deposited in such
account or accounts as [the Board of Directors of the] GRAD may specify..."
The Board of Directors of the CHAD(Board of Supervisors)appointed the County Treasurer to act
as the Treasurer of the Blackhawk CHAD (Resolution No. 86/369).
Gray-Bowen and Company,Inc. Page 2 of 13 September 10,2002
Interim General Manager
Blackhawk CHAD
The Contra Costa County Tax Collector estimates total CSA M-23 revenues for FY 2002/2003 to be
$1,368,500. After deducting for Flood Control(drainage maintenance extended services), surplus
CSA M-23 revenues projected to be available for GRAD operations for FY 2002/2003 are estimated
at$1,318,000.
Interest on Investments. As indicated above, the Treasurer deposits CHAD funds in a separate
interest bearing GHAD account. Pursuant to the terms of the JEPA approved by Board Resolution
86/211, all interest earned on funds is credited and retained by the CHAD and can not be deemed at
any time to constitute funds credited to the treasury of Contra Costa County.
The estimated balance in the GHAD's reserve account, as of June 30, 2002,is at$815,000 (before
any transfer of funds to cover projected FY 02/03 expenses). Revenue from interest on investments
for FY 02/03 is estimated at $47,000.
Cather Income. From time to time,the Blackhawk GHAD enters into agreements with others for the
completion of projects. In the FY 2002/2003 fiscal year, the CHAD does not anticipate revenue
from other sources.
Transfer to/from Reserves. The balance in the CHAD reserve account, as of June 30, 2002,was
$815,000. As projected revenues in the proposed program budget will exceed anticipated expenses,
funds will need to be transferred to Reserves during FY 2002/2003.
State Revenue Reduction Impacts. GHAD revenues from CSA M-23 maybe reduced as a result of
pending legislation designed to address the state's current budget crisis. One potential impact of the
legislation would be a diversion of funds from special districts to the State of California.
Gray-Bowen and Company,Inc. Wage 3 of 13 September 10,2002
Interim General Manager
Blackhawk CHAD
Blackhawk Geological Hazard Abatement District
Proposed Budget Summary — FY 2002/2003
Major Repair Program
Sequoia/Conifer/Redwood Monitoring Program 20,000
Hillside Along Conifer Terrace Landslide Repair Project,closeout and claims 120,000
Blackhawk Plaza 80,000
Kingswood Place II 15,000
Chestnut II 35,000
Chestnut III 15,000
Saddleback Place 45,000
Deer Hollow 20,000
Deer Oak 15,000
Eagle Ridge Drive 10,000
Hole#11 10,000
Allowance for new FY 02/03 projects 15,000
Total Major Repair Program $400,000 43%
Preventative Maintenance and Operation Program
Administration 50,000
Operations program 20,000
Preventative Maintenance 180,000
Total Preventative Maintenance&Operation Program $250,000 27%
Special Projects
CHAD Association 1,500
Develop and Implement GTS System 30,000
Management Audit and Reserve Study 21,000
Develop Standard Plans,Specs 1,500
Update Accounting&Bookkeeping System 10,000
Review and Update Plan of Control 6,000
Total Special Projects $70,000 8%
Administration
Legal Fees(County Counsel/outside legal counsel) 25,000
Outside Services(Public Works,etc.) 30,000
Staffing/Administrative Support/Office Expense 145,000
Total Administration $200,000 22%
TOTAL PROPOSED BUDGET $920,000 100%
Projected Expenses - EY 2001/2002
Major Repair Prollram. As a result of the El Nino rains of 1998,the Blackhawk CHAD was faced
with significant storm related landslide and landslide related damages. Over$6.0 million has been
expended over the past three construction seasons to repair the El Nino landslides. The
Sequoia/Conifer landslide (the largest single project attributable to the El Nino rains) was
substantially completed last year. All of the proposed Major Repairs are described in detail in
Appendix A.
Gray-Bowen and Company,Inc. Page 4 of 13 September 10,2002
Interim General Manager
Blackhawk GRAD
A thirty percent(30%)allowance has been included in the budgets for each project to cover the cost
of project development, design, engineering (geotechnical and/or civil), contract administration,
inspection, materials testing and other project related costs. The actual cost of engineering,
administration and other contract related expenditures will be cost applied to each project.
In addition to funding for the repair of specific landslide repair projects,the FY 2002/2003 program
budget includes an allowance of$15,000 for unanticipated landslides that might occur over this next
winter. Any costs for Major Repair Projects in excess of the $400,000 projected Major Repair
Project budget may require an additional transfer from the CHAD budget and/or additional action by
the Board of Directors. It is the intent of the General Manager to transfer any funds remaining in the
Major Repair Program to the District's Preventative Maintenance and Operations program or to the
GHAD's reserve account.
Preventative Maintenance and Operations Program. The Blackhawk GHAD's Preventative
Maintenance and Operations Program represents the second largest expenditure of GHAD funds with
approximately 27 percent of the FY 2002/2003 budget allocated to this program. As noted above,it
is the intent of the General Manager to transfer any unexpended funds that remain in the Major
Repair Program to the Preventative Maintenance Program.
Operations. The Operations portion of the GHAD's Preventative Maintenance and Operations
Program, funds the ongoing operations of the GHAD and includes the following:
➢ Weather Station. The GHAD maintains a weather station to monitor storm activity and
rainfall quantities. The District should explore the transfer of responsibility for
maintenance and operations of the Weather Station to Contra Costa County Public Works
Department.
➢ Aerial Photography and Photo Interpretation Program. The GHAD maintains a historic
collection of aerial photographs(black and white as well as infrared) for two purposes-
to assist in the evaluation of landslide activity and, more significantly, for use in
detection of landslides and/or potential landslides.
Piezometer, Subdrain and Horizontal Drain Monitoring. As indicated above, a number
of horizontal drains and related facilities were installed by the original developers of
Blackhawk and/or the GHAD in conjunction with repair or preventative maintenance
activities. This program provides funds to monitor the condition of the drains. Any
necessary repair and/or replacement are handled under the GHAD's preventative
maintenance program..
➢ Settlement and Distress Monitoring. This program provides funds to monitor various
settlement and/or distress monitoring devices that have been installed over the past few
years by the GHAD.
Preventative Maintenance. The Preventative Maintenance Program is designed to prevent future
landslides and includes funding for the GHAD to respond to and evaluate reports of landslides and/or
potential landslides within Blackhawk, as well as the following programs:
➢ Miscellaneous Consumables. Funds are included in the Preventative Maintenance
program to reimburse expenditures for miscellaneous consumables(sand bags,plastic,
etc.)that may be required in responding to landslides and/or potential landslides.
➢ B-58 Ditch Cleaning and Winterizing Program. Surface drainage from open space and
other areas within Blackhawk is collected and discharged through a complex series of
Gray.Bowen and Company,Inc. Page 5 of 13 September 10,2002
Interim General Manager
Blackhawk GHAD
concrete lined ditches ("B-58" ditches). This program provides funds to clean and
winterize this system.
➢ B-58 Ditch Repair and Replacement Program. This program provides funds to repair
and/or replace damaged or deteriorated B-58 ditches as required.
➢ Debris Clean-wand Minor Repair Pro rg am. This program funds the GHAD's initial
response to calls from residents and others reporting landslides and/or potential landslide
activity. Sufficient funds are included in the proposed budget to cover the GHAD's
initial response and minor repair work.
➢ Horizontal Drain Sub-Drain Maintenance and Replacement Program. A number of
horizontal drains and related facilities were installed with the original development of
Blackhawk and/or by the CHAD in conjunction with repair or preventative maintenance
activities. This program provides funds to repair and/or replace damaged or deteriorated
horizontal drains as required.
➢ Irrigation/Pumps Maintenance. The District maintains a sump pump on property owned
by the Blackhawk Country Club that dewaters a keyway that was constructed by the
original developer of Blackhawk. These funds are used to maintain the pump.
In addition to funding of specific programs,funds are also included in this portion of the budget for
administration of the Blackhawk GHAD's Preventative Maintenance and Operations Program.
Special Proiects. This portion of the proposed FY 2002/2003 program budget includes funding for
a number of special projects. For the most part, these are projects and/or programs proposed for
funding in response to comments and/or concerns from members of the Board of Directors, the
General Manager,homeowners and others interested in the operation of the GRAD. The proposed
projects and/or programs are more fully described below:
➢ GHAD Association. This portion of the budget will provide funding for the CHAD
participation in the newly foamed California Association of GHADs. The association's
purpose is to improve,enhance and promote the effectiveness of GHAD's in California.
➢ Develop and Implement GIS System. The GHAD has been working to establish a
Geographic Information System (GIS) to assist the CHAD management with tracking
incidents,as well as facilities maintained and monitored by the GHAD. Funds provided
through this program will continue implementation of this system.
➢ Management Audit and Reserve Study. This allocation of funds will provide funding for
a management audit and evaluation of current GHAD reserves.
➢ Develop Standard Plans and Specifications. These funds will be used to continue
development of standard plans and specifications for CHAD improvement contracts.
The use of Standard Plans and Specifications will increase the efficiency of GHAD
operations and should reduce project development costs on Major Repair projects.
➢ Update Accounting and Bookkeeping Systems. CHAD staff is continuing efforts to
upgrade and/or automate the GHAD's accounting and bookkeeping systems. Due to the
expected management change during the fiscal year, the budget for this item has been
substantially increased to allow for transition to a new accounting system.
➢ Review and Update Plan of Control. This budget item will provide funding to update the
GHAD's Plan of Control. The Plan of Control has not been updated since the GHAD
was formed in 1986. A draft update to the Plan of Control has been developed and
should be circulated for public review and comment during this fiscal year.
Gray-Bowen and Company,Inc. Page 6 of 13 September 10,2002
Interim General Manager
Blackhawk GHAD
Administration. This portion of the proposed FY 2002/2003 budget provides funding for overall
administration of the GHAD. Support for the General Manager function as well as related expenses
including, but not necessarily limited to, accounting and bookkeeping support services as well as
office related expenses(rent,telephones,office equipment and supplies)are included in this portion
of the budget.
Also included in the Administrative portion of the budget is funding for Contra Costa County Public
Works Department support services(as provided for in Resolution 86/372)as well as legal support
from the Contra Costa County Counsel's Office. In addition, this portion of the FY 02/03
administrative budget includes funding for outside legal counsel as may be required. Items included
in the administrative portion of the budget detailed in Appendix C.
Gray-Bowen and Company,Inc. Page 7 of 13 September 10,2002
Interim General Manager
Blackhawk CHAD
Appendix A
Major Repair Program
Major Projects for the 2002 Construction Semon.
The fallowing is a listing (not in priority order) of projects currently proposed for repair by the
Blackhawk GHAD. Projects are designed constructed under applicable state statutes as well as
Blackhawk GHAD Board Policy as authorized by Resolution ?los. 86/370 and 98/329. These
projects are currently under detailed engineering review and/or design and are scheduled for repair
during this fiscal year:
SEOUOIAICONIFER/REDWOOD MONITORING PROGRAM. Although not a formal
"repair project,"the General Manager has included this major study in the Major Repair Program to
allow a more detailed tracking of support costs. During the geotechnical investigation of the Hillside
Along Conifer Terrace Landslide Repair Project a potential deeper slide plane was discovered.
Although no movement has been detected to date, the District's Geotechnical Engineer
recommended that a monitoring program be established to monitor potential movement in this area.
Estimated Cost- $20,000
HILLSIDE ALONG CONIFER TERRACE LANDSLIDE REPAIR PROTECT. In late
September 2001,a geotechnical investigation uncovered a significant area of instability in the slope
above Conifer Terrace. Upon recommendation of the District's Geotechnical Engineering
Consultants, the District decided to proceed with the repair as a priority project. The Board of
Directors awarded a contract for the repair on December 18,2001. Construction was completed in
June 2001. Additional GRAD resources will be required during FY 02/03 to complete project
closeout and to process potential claims.
Estimated Cost- $120,000
BLACK-HAWK PLAZA. A small keystone style retaining wall failed in the spring of 1998
adjacent to the Blackhawk Plaza parking lot near the intersection of Blackhawk Road and Camino
Tassajara Road. Safety and emergency response measures were taken immediately after the failure
and remain in place. Repair has been a lower priority for the GHAD for several years.
➢ Proposed Repair: The failed wall will be removed and repaired. Damage to the adjacent
parking lot will also be repaired
Estimated Cost to Repair- $80,000
Gray-Bowen and Company,Inc. Page 8 of 13 September 10,2002
Interim General Manager
Blackhawk CHAD
KiNGSWOOD PLACE II. This landslide occurred in late summer or early fall of last year. The
landslide damaged the rear yard of two homes on the west side of Kingswood Place. The General
Manager determined that the repair should occur as soon as possible to minimize the potential for
further damage. The repair project is substantially complete and only closeout items remain.
Estimated cost - $15,000
CHESTNUT PLACE IL This project involves the repair of a failed area to the rear of a home on
Chestnut Place. Geotechnical engineering has been completed. PS&E needs to be developed and
contract documents prepared. Current construction plans require relatively dry soil. Therefore,this
project should be scheduled for late fall.
➢ Proposed Repair: The existing slope will be reconstructed to prevent additional failure.
Estimated Repair Cost - $35,000
CHESTNUT: PLACE 111. Although not a formal "repair project," the General Manager has
included this study in the Major Repair Program to allow a more detailed tracking of support costs.
This project involves the investigation of rear yard slope movement. Monitoring equipment will be
installed and evaluated after approximately six months. There is the potential that the study may
develop into a large major repair project.
Estimated Cost - $15,000
SADDLEBACK PLACE. This project involves the repair of a failed B-58 ditch to the rear of a
home on Saddleback Place. The repair should be considered a high priority due to the proximity of
the ditch to a residence and the potential for damage should the hillside fail.
➢ Proposed Repair: The existing B-58 ditch will be removed and replaced. Miscellaneous
storm drain improvements will also be included.
Estimated Repair Cost - $45,000
DEER HOLLOW. This project involves the repair of a failed B-58 ditch. The existing ditch
contains a low area that holds water. Several horizontal drains and a drainage inlet will be affected
by the project. This project could wait until other higher priority projects are completed.
➢ Proposed Repair: The existing B-58 ditch will be reworked and raised. Miscellaneous storm
drain improvements will also be included.
Estimated Repair Cost- $20,000
DEEM OAK. This project involves the repair of a failed timber retaining wall located in the rear of
Gray-Bowen and Company,Inc. Page 9 of 13 September 10,2002
Interim General Manager
Blackhawk GHAD
a residence. Previous GHAT? management made commitments to maintain this retaining wall and
repairs are necessary.
A Proposed Repair: The existing timber retaining wall will be reconstructed to prevent
additional failure.
Estimated Repair Cost- $15,000
EAGLE RIDGE DRIVE. This is an El Nino related landslide that occurred on the slope below
residences on Eagle Ridge Drive. Additional damage occurred.in the spring of 2002 following a
water service break. Additional investigation is required. Construction of this project should be
deferred until FY 2003/2004 due to other priorities. The situation will be monitored and if
necessary,additional budget should be made available to the Major Repair Program to complete the
repairs during the current fiscal year.
➢ Proposed Repair: - Remove and replace the failed area with engineered fill and install
appropriate drainage. This repair is proposed for construction during the 2003/04 fiscal year.
Estimated Cast to Repair- $280,000
FY 2002/03 Budget(additional geotechnical investigation) - $10,000
HOLE #11#11. This is an ongoing siltation problem in a flood control channel that also serves as a
water feature for the Country Club. A sump pump is located at the bottom of the man-made lake.
The cost of annual siltation removal has become a significant percentage of the CHAD Preventative
Maintenance budget. A long-term desiltation and control solution is required. The General Manager
has determined that while this is an important project, there is only sufficient budget in fiscal year
2002/2003 to begin the process of determining a permanent solution. Construction should be
scheduled in FY 2003/2004 or FY 2004/2005 depending on other priorities. The possibility exists
for a joint project with the Contra. Costa County Flood Control District, the Blackhawk Country
Club, and/or the Blackhawk Homeowners Association.
A .Proposed Repair: - Remove accrued siltation from the lake, relocate the sump pump, and
facilitate annual maintenance. This repair is proposed for construction during the 2003/04
fiscal year.
Estimated Cost to Repair- $250,000
FY 2002/03 Budget (investigation only) - $10,000
Gray�Bowen and Company,Inc. Page 10 of 13 September 10,2002
Interim General Manager
Blackhawk GHAB
Appendix B
Detailed Expenditure Summary — Supplemental Information
The following table is provided for the information of the Board of Directors and others and is not to
be considered a part of the budget. The General Manager may reallocate funds within each of the
major categories without prior approval of the Board.
Magor Repair Program
Construction and repair
Contracted Work $200,000
Landscaping repair/replacement 5,000
Materials and Supplies 5,000
Total Construction and Repair $210,000
Contract Administration
Contract Administration $45,000
Claim Payments 50,000
Inspection/Material Testing 4,000
Total Contract Administration $99,000
Project Development
Engineering
Civil Engineering $10,000
Geotechnical Engineering 25,000
Other professional support 25,000
Licenses and Permits 1,000
Outside Legal Services 10,000
Project Management/Oversight 20,000
Total Project Development $91,000
Total Major Repair Program $400,000
Preventative Maintenance& Operation
Admin.Preventative Maintenance $50,000
Operations
Weather station $1,000
Aerial photography 2,000
Piezometer,subdrain/horizontal drain monitor 12,000
Settlement/distress monitoring 5,000
Total Operations $20,000
Preventative Maintenance Program
Miscellaneous consumables-sand bags,etc 55,000
B-58 ditches-clean&winterize 80,000
B-58 ditches-repair&replace 116,000
Debris cleanup/minor repair 35,000
Horizontal drains/sub-drains-maintenance 12,000
Irrigation/Pumps—maintenance 2,004
Total Preventative Maintenance Program $180,000
Total Preventative Maintenance& Operation $250,000
Gray-Bowen and Company,Inc. Page I 1 of 13 September 10,2002
Interim General Manager
Blackhawk CHAD
Special Projects
CHAD Association $1,500
Develop and Implement GIS System 30,000
Management Audit&Reserve Study 21,000
Develop Standard Plans,Specs I,500
Update Accounting&Bookkeeping System 10 000
Review and Update Plan of Control 6 0001,
Total Special Projects $70,000
Administration
Legal Fees
General Counsel(CC County Counsel) $12,000
Special Counsel 13,000
Total Legal Fees $25,000
Public Works Charges $30,000
Office Expenses
Office Supplies $500
Postage and Delivery 2,500
Printing and Reproduction 3,000'
Rent 5,000
Telephone 3,000
Total Office Expenses $14,000
Staffing/Administrative Support
Accounting/Bookkeeping $35,000
Education&Training 3,000
General Manager Function 93,000
Total Staffing/Admin Support $131,000
Total Administration $200,0000
TC?TAL EXPENT3ITUR�S $920,000
Gray-Bowen and Company,Inc. Page 12 of 13 September 10,2002
Interim General Manager
Blackhawk GHAD
Appendix C
Supplemental Information Related to Staffing, Administrative
Support and Office Expenses
The following information is provided for the benefit of the Board of Directors and others. This
table contains estimates of professional and support services that will be required to support the
proposed FY 02/03 program budget:
Estimated Annual Budgets
Consultant/ Totals
Service Major Repair PM & Ops Special
Program Program Projects Administration
Interim General
Manager{Jury- $20,000* $10,000* $5,000 $26,000 $61,000
September
Permanent
General?Manager $45,000 $30,000 $30,000 $105,000 $210,000
(October-June)
Geotechnical $25,000 $10,000 $3,000 $0.00 $38,000
Engineering
Other $35,000 $0.00 $0.00 $0.00 $35,000
Engineering
Totals $125,000 $50,000 $38,000 $131,000 $344,000
* Gray-Bowen and Company has insourced the duties previously performed by Sands Construction,
Inc. Therefore, General Manager costs may appear higher when compared to previous budgets.
G:\GrpData\SpDist\Board Orders\2002109 September\09-10-02 BO-(B)Attach-Program Budget-Final 8-20-02.doc
G:\Blackhawk\Administration\Annual and Quarterly Budget Reports\Budget-Expenses FY 02-03\Program Budget-Final 8-20-02.doc
Gray-Bowen and Company,Inc. Page 13 of 13 September 10,2002
Interim General Manager
Blackhawk GRAD