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Home My WebLink AboutMINUTES - 09102002 - C28 6 A' TO: BOARD OF SUPERVISORS AS THE BOARD OF DIRECTORS, CANYON LAKES GEOLOGICAL HAZARD ABATEMENT DISTRICT (CHAD) FROM: MAURICE SHIU, PUBLIC WORKS DIRECTOR DATE: September 10, 2002 SUBJECT: ACCEPT and APPROVE the 3rd quarter Fiscal Year 2001/02 expense report from the General Manager of the Canyon Lakes Geologic Hazard Abatement District (CHAD) for the Canyon Lakes CHAD, San Ramon area. (District 111) Project No. 7761-6X5148 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION L Recommended Action: ACCEPT and APPROVE the 3rd quarter Fiscal Year 2001/02 expense report from the General Manager of the Canyon Lakes Geologic Hazard Abatement District (CHAD) for the Canyon Lakes GHAD, San Ramon area. II. FinancialImnact: There is no impact on the County General Fund. The Canyon Lakes GHAD is funded through assessments levied on properties within the boundaries of the District. Continued on Attachment:X SIGNATURE: -- 22�a "// _ COMMENDATION OF COUNTY ADMINISTRATOR OF _RECOMMENDATION OF BOARD COMMITTEE APPROVE HER SIGNATURE(S): ACTION OF BO 14 ON Sept . 10, 2000PROVED AS RECOMMENDED XXOTHER N� VOTE OF SUPERVISORS xx UNANIMOUS(ABSENT None ) AYES: NOES: ABSENT: ABSTAIN: I hereby certify that this is a true and correct KG:SE:sr copy of an action taken and entered on the G:\GrpData\SpDis6Board Orders\2002\09 September\09-10-02 BO-(CL)01-02 3rd Q Exp Report.doc minutes of the Board of Supervisors on the date Originator: Public Works Department(Special Districts) shown. Contact: Skip Epper1y,(3I3-2253) cc: Assessor ATTESTED: September 10, 2002 Auditor-Controller JOHN SWEETEN,- Clerk of the Board of County Administrator Supervisors and County Administrator County Counsel , Accounting By ,'A �, Deputy Gray-Bowen and Company,Inc. ° M.Morton,Eng.Svc. L.Hoiden,Acct. SUBJECT: ACCEPT and APPROVE the 3rd quarter Fiscal Year 2001/02 expense report from the General Manager of the Canyon Lakes Geologic Hazard Abatement District (GRAD) for the Canyon Lakes CHAD, San Ramon area. (District III) Project No. 7761-6X5148 DATE: September 10, 2002 PAGE: -2- 111. Reasons for Recommendation and Background: Can June 4, 1985, the Board of Supervisors, pursuant to the provisions of Section 26550 of the Public Resources Code, adopted Resolution No. 85/289 and formed the Canyon Lakes GRAD. The Board appointed themselves to be the Board of Directors of the District. The Board appointed William R. Gray and Company, Inc., General Manager of the District, effective April 1, 1998. The costs and expenses of operating the GHAD are assessed against property within the GHAD. Gray-Bowen and Company, Inc. prepared and submitted the attached P {quarter Expense Report, FY 2001/02, Canyon Lakes GRAD. Expenditures by the District during the third quarter of this fiscal year totaled$45,729.00 Expenditures under the Preventative Maintenance Program accounted for $15,391.11 or 33.7% of the Districts expenditures this past quarter with a majority of the expenses to administration of the Preventative Maintenance and Operations Program and repair and/or replacement of drainage ditches that are maintained by the District. Administrative expenses accounted for $20,054.42 or 43.9% of the total expenditures for the third quarter with the bulk of the expenditures relating to the "General Manager Function"or General Administration of the GRAD. IV. Consequences of Negative Action. The quarterly expense reports for CHAD operations would not be available to residents or others with an interest in the District. September 10, 2002 T4: Board of Directors FROM: Gray-Bowen and Company, Inc.,General Manager Canyon Lakes Geologic Hazard Abatement District By: William R. Gray, President SUBJECT: 3rd Quarter Expense Report, FY 2001/02, Canyon Lakes GHAD On June 4, 1985, the Contra Costa County Board of Supervisors, pursuant to the provisions of Section 26550 of the Public Resources Code, adopted Resolution No. 85/289 and formed the Canyon Lakes GHAD. The Board of Supervisors serves as the Board of Directors of the District. The Board appointed William R. Gray and Company, Inc., a California Corporation, as General Manager of the District, effective April 1, 1998. The costs and expenses of operating the GHAD are assessed against property within the GHAD. Gray-Bowen and Company, Inc., General Manager,prepared this report, including the attached spreadsheets. This report is the representation of management and has not been audited, reviewed or compiled by an independent accountant. There may be classification and timing differences between these reports and the accounting records maintained by Contra Costa County; however, we believe that these differences, if any, are not material and would not significantly change these reports. The following is a summary of expenditures by the Canyon Lakes GHAD during the 3rd quarter of the 2001/02 fiscal year—January 1, 2002 through March 31, 2002: FY 2001/2002 3r°Quarter Expenses Annual Program %of Category Expense Year-to-Date Budget Total Budget Major Repair Program $3,382.60 $9,868.50 $2101,040.00 4.7% Preventative Maintenance Program $15,391.11 $51,491.22 $80,000.00 64A% Special Projects $6,9010.87 $28,133.35 $50,000.00 56.3% Administration $20,054.42 $46,324.12 $78,5001.00 59.0% Total Expense $45,729.00 $135,817.19 $418,500.00 32.51% Expenses. Total expenditures for the third quarter of the 2.001/02 fiscal year for the Canyon Lakes GHAD totaled$48,729. Details regarding expenditures by category are discussed below and shown in detail in the attached spreadsheets. September 10, 2002 Page 2 1. Major Repair Program. Expenditures related to the development, delivery and construction of GLAD repair or improvement projects are charged to the District's Major Repair Program. Total charges to this program over this last quarter totaled$3,382.60. A majority of this quarter's charges ($2,461.010)relate to continued project development work on a landslide that has occurred in the slope above the 14`x'fairway of the Canyon Lakes Country Club's golf course. Details of expenditures under the District's Major Repair Program are shown on the attached spreadsheets. 2. Preventative Maintenance and Operations. The District's Preventative Maintenance and Operations (PM)program includes expenditures related to the maintenance of GHAD maintained facilities as well as initial requests for assistance from residents and others not considered significant enough to be included in the District's Major Repair program. Expenditures under the PM program accounted for a large portion of the District's expenditures for the 3rd quarter. A total of$15,391.11 or 33.6% of the Districts total expenditures for the third quarter of the year were charged to this program. The bulk of the expenditures during this quarter related to administration of the Preventative Maintenance and Operations Program, which includes investigative work, meetings, calls,etc. on issues that may not be significant enough to be in the Major Repair Program but are still in need of attention and follow up. Details of expenditures under the District's PM program are shown on the attached spreadsheets. 3. Special Projects. Expenditures tracked under the Special Projects portion of the District's budget accounted for$6,900.87 or 15.1% of total expenditures during the quarter. Details of expenses related to the various "special projects" are listed on the attached spreadsheet. The majority of the expenditures during the 3rd quarter went to two different areas; 1) the Development of a Public Information Program, which included setting up a communications policy, communication plan, and a newsletter template and 2) Establishment of a based Geographic Information System (GIS). Most charges for the GIS this quarter went toward maintaining the GIS web site. Details of expenditures under the District's Special Projects program are shown on the attached spreadsheets. 4. Administration. Expenditures under the Administrative portion of the District's budget accounted for$20,054.42 or 43.9% of the Districts expenditures during the 3rd quarter of the fiscal year. For the most part, these expenditures were for accounting and bookkeeping as well as the General Manager function (General Administration). If you have any questions or would like any additional information, please do not hesitate to call. WRG/kg attachments GACmyon Lakes\Administration\Atmual and Quarterly BudgetABudget-Expenses FY 01-02\3rd Q FY 01-02 Expense Report.doc z � Y It C"i Ci tl^ fC w 6 cq Al c�U r Q � v� dam" co co Cl C N co D C7 CU x 4>p to 0 i:i C;7 Cd p UG ct£VrJ� t0 C7 O CD K' 0 LU t'� N N CL lY+ G5 LC* co eG CL m m co x 5+ m L' r 888 ti ai77- i ai N cc �m C E 4 � ¢ F n v ro C'3 C9 (� N � N O `v C CD N tS N cJ Ui qUNi, r n r &; M UCn3 C; w G00 f t77 y C fh (0 co ti Clco Cl F- of r7 v T w 0 '2 co CL CL � CIS tc A CL C4 C 0 C ry o cc cit C or cL E css V +! C c E £ O C 0. E df Q- 0 C E a 2 •r Y N Y s � 41 � y � cB > C v X31 ++ Y y 35 IL E G chi E°- 0. r° 0 0 a 12 in E o �? ro 0 n. m t� w Y us P 0 '2 Cl) m m t cc Q c4 0 0 Ul t _» Wit% e �C! 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