HomeMy WebLinkAboutMINUTES - 08122003 - C.29 TO: BOARD OF SUPERVISORS AS THE BOARD OF DIRECTORS, WIEDEMANN RANCH
GEOLOGICAL HAZARD ABATEMENT DISTRICT
FROM: MAURICE SHIU, PUBLIC WORKS DIRECTOR
DATE: August 12, 2003
SUBJECT: ACCEPT and APPROVE the Fiscal Year 2002/2003 Third Quarter Expense Report for the
Wiedemann Ranch Geological Hazard Abatement District, San Ramon area. (District III) Project
No. 7816-6X5511
SPECIFIC REQUEST(S)OR RI COMMENDATION(S)&BACKGROUND AND JUSTIFICATION
I. Recommended Action:
ACCEPT and APPROVE the Fiscal Year 2002/2003 Third Quarter Expense Report for the Wiedemann
Ranch Geological Hazard Abatement District(GHAD).
II. Fiscal Impact:
No impact to the County General Fund. The Wiedemann Ranch GHAD is funded through assessments
levied on properties within the boundaries of the District, and portions of the District's current
expenditures are being reimbursed by the original developers of property within the boundaries of the
District.
III. Reasons for Recommendation and Background:
On September 1, 1998, the Contra Costa Board of Supervisors, pursuant to the provisions of Section
26550 of the Public Resources Code, adopted Resolution No. 98/438 and formed the Wiedemann Ranch
Geologic Hazard Abatement District. On April 11, 2000, the GHAD's Board of Directors and the
Contra Costa County Board of Supervisors approved the annexation of the Presley Henry Ranch
Development (City of San Raman Subdivision 8188) into the Wiedemann Ranch CHAD. The Board of
Supervisors is the Board of Directors of the District.
_j_,RECOMMENDATION OF COUNTY ADMINIST R
RECOMMENDATION OF BOARD COMMITTE
F'PROVE ,: THER
ACTION OF BOA N AUG. 12, 2003 APPROVED AS RECOMMENDED xx OTHER
VOTE OF SUPERVISORS
XX UNANIMOUS(ABSENT NOTE }
AYES, NOES: I hereby certify that this is a true and correct copy of an
ABSENT: ABSTAIN: action taken and entered on the minutes of the Board of
Supervisors acting as the CHAD Board on the date
shown.
KG:sr
G:\GpData\SpDist\Board Orders\2003\08-1203 BO-(W)3rd Qtr Exp.Rep.doc ATTESTED: AUGUST 12, 2003
Originator: Public Works Department(Special Districts) JOHN SWEETEN,Clerk of the Wiedemann Ranch
Contact: Skip Epperly,(313-2253) CHAD Board of Directors and Board Administrator
cc, Assessor
Auditor-Controller
County Administrator
County Counsel BY �' / Deputy
Accounting
Gray-Bowen Company
CHAD File
SUBJECT: ACCEPT and APPROVE the Fiscal Year 2002/2003 Third Quarter Expense Report for the
Wiedemann Ranch Geological Hazard Abatement District, San Ramon area. (District III) Project
No. 7816-6X5511
DATE: August 12, 2003
PAGE: -2-
111. Reasons for Recommendation and Background:
Gray-Bowen and Company, Inc., General Manager of the District prepared and submitted the attached
Expense Report for the third quarter of the 2002/03 fiscal year. Expenditures by the District during the
third quarter of this fiscal year totaled $30,670.68. Of this amount, District staff anticipates that the
original developers of the projects within the boundaries of the District (Wiedemann Ranch — Toll
Brothers and Henry Ranch — William Lyon Homes) will reimburse a majority of these costs. Invoices
are being prepared and will be forwarded as soon as they are ready.
Expenditures under the District's Preventative Maintenance Program account for $6,839.14 or 22.3% of
the total expended during the third quarter of this fiscal year. This amount reflects work related to the
development of a comprehensive Preventative Maintenance Program (PMP) for the District as well as a
reporting and monitoring program for the numerous piezometers, horizontal drains and other monitoring
devices that have been installed within the boundaries of the District. Additionally, expenses under this
category include inspection of facilities to be turned over to the District as well as the cleaning of a
clogged storm drain line.
Expenditures under the Administration portion of the budget account for $17,312.04 or 56.4% of the
Districts' expenditures this past quarter. Expenditures under the Administrative portion of the District's
budget significantly exceeded estimates that were prepared with development of the District's annual
budget. For the most part, these extraordinary expenses related to work on issues associated with
maintenance of and access to a habitat conservation area located to the rear of the Henry Ranch portion
of the District. All of these charges are the responsibility of the original developer (William Lyon
Homes) and they have been responsive to the District's requests for reimbursement of costs. pull
reimbursement is anticipated.
Details of these expenditures are included in the attached report.
IV. Consequences of Negative Action.:
The quarterly expense report for CHAD operations would not be available to residents and others with
an interest in the District.
August 12, 2003
TO: Board of Directors
FROM: Gray-Bowen and Company, Inc., General Manager
Wiedemann Ranch Geologic Hazard Abatement District
By: William R. Gray,President
SUBJECT: Wiedemann Ranch GHAD, Third Quarter Expense Report, FY 2002/03
On September 1, 1998, the Contra Costa Board of Supervisors, pursuant to the provisions of
Section 26550 of the Public Resources Code, adopted Resolution No. 98/438 and formed the
Wiedemann Ranch Geologic Hazard Abatement District (GHAD). Wiedemann Ranch is a 371
unit residential development along the south side of Norris Canyon Road near Bollinger Canyon
Road in the San Ramon area. Can April 11, 2000, the GHAD's Board of Directors and the Contra
Costa County Board of Supervisors approved the annexation of the 100-unit Presley Henry
Ranch Development (City of San Ramon Subdivision 8188) into the District. The Board of
Supervisors is the Board of Directors of the District.
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 Weedemann Ranch GHAD during the third
quarter of the 2002/03 fiscal year—January 1, 2003 through March 31, 2003:
FY 200212003
Third Quarter Expenses
Annual Y T-D%of
Category Expense Year-to-Date Program Total
Budget Budget
Major Repair Program $0.00 $0.00 $0.00
I Preventative Maintenance Program $6,839.14 $19,387.03 $30,000.00 64.6%
Special Projects $6,519.50 $13,819.00 $15,000.00 92.1
i Administration $17,312.04 $37,927.72 $20,000.00 189.6%
Total Expense $30,670.68 $71,133.75 $65,000.00 109.4%
Expenses. Expenditures for the third quarter of the 2002/03 fiscal year for the Wiedemann
Ranch GHAD totaled $30,670.68. Details regarding expenditures by category are discussed
below and shown in detail in the attached spreadsheets.
1. Major Repair Program. No funds were budgeted and there were no expenses under the
District's Major Repair program. Under the District's adopted Plan of Control (POC),
the original developers of the Wiedemann Ranch and Henry Ranch portions of the
District are responsible for actions related to the prevention and/or repair of landslides
August 12, 2003
Page 2
and/or potential landslides within the boundaries of the District until the date specified in
the PDC. With the exception of an initial unit of the Wiedemann Ranch development,
the original developers continue to be responsible for any and all major repair activities
within the District.
The District assumed responsibility for an initial phase of the Wiedemann Ranch project
in the fail of 2002. There are currently no landslides or landslide repair projects within
this portion of the District.
2. Preventative Maintenance Program. Expenditures under the District's Preventative
Maintenance and Operations (PM) program for this quarter accounted for $6,839.14 or
22.3%of the total expenditures during the third quarter of the 2002/2003 fiscal year.
Expenditures under this portion of the budget during this past quarter included work by
GBC related to the development of a Preventative Maintenance and Operations Plan for
the District. In addition, expenditures under this budget category included charges from
the District's Maintenance Contractor (Dover Construction) to clean out a clogged storm
drain line under Debris Clean up/Minor repair subcategory.
3. Special Projects. Expenditures tracked under the Special Projects portion of the
District's budget accounted for $6,519.50 or 21.3% of total expenditures during the third
quarter of the 2002/03 fiscal year.
The majority of these charges relate to work with William Lyon Homes (the original
developer of the Henry Ranch portion of the District) on issues related to a habitat
conservation area located to the rear of the Henry Ranch portion of the District — see
discussion below under Administration. As noted in our last report, District staff and
consultants continue to be concerned that the habitat conservation ponds installed are not
functioning as designed.
4. Administration. Expenditures under the Administrative portion of the District's budget
accounted for $17,312.04 or 56.4% of the District's expenditures for the third quarter of
the 2002/03 fiscal year. The bulk of these expenditures relate to the "General Manager
Function." For the most part, charges to this category include charges by GBC for overall
administration of the District. Charges by GBC during this past quarter relate to the
following two items:
a. Reviewing and inventorying improvements within the Wiedemann Ranch portion
of the district that is to be maintained by the District. District staff has been
working with the original developer (Toll Brothers) to develop a "punch list" of
minor deficiencies that will need to be corrected before the District can assume
responsibility for maintenance. The developer has been cooperative in this effort
and District staff anticipates all of the deficiencies will be corrected. As noted
above, the District will seek reimbursement from the developer for a majority of
the costs incurred in this effort.
August 12, 2003
Page 3
b. As noted above, under Special Projects, District staff and legal counsel have been
working with William Lyon Homes on a number of issues associated with access
to and long-term maintenance of a wildlife habitat area associated with the
original Henry Ranch development. Since the District will ultimately be
responsible for maintenance of the habitat area (under the District's adopted Flan
of Control), District staff has been working to address these issues with the
developer (William. Lyon Homes, Inc.), their legal counsel, the City of San
Ramon and concerned residents. All costs incurred by the District in dealing with
these issues are the responsibility of the developer and the District will be seeking
reimbursement.
While expenditures in this category exceeded the District's initial budget estimates,
District staff anticipates that most of the charges will ultimately be reimbursed by the
original developers under the terms of the District's adopted Plan of Control.
Also included under Administration are administrative support expenses incurred by the
Contra Costa County Public Works Department in their role as liaison to the Board of
Supervisors (sitting as the Board of Directors of the District). These expenses are
reimbursable by the District under the provisions of a Joint Exercise Powers Agreement
(JEPA) that was approved by the Board of Directors on January 21, 2003 (Resolution
#2003/36). The Contra Costa County Public Works Department recently advised that the
figures that they provided for inclusion in the Second Quarter understated their actual
expenditures. Therefore the figures provided in this report somewhat overstate actual
expenditures by Public Works during this past quarter.
Significant portions of the Districts expenditures during this past quarter are the ultimate
responsibility of the original developers — Toll Brothers (Wiedemann Ranch) and William Lyon
Homes (Henry Ranch). Invoices are being developed and will be forwarded within the next few
weeks. The annual expense report will include information on the amount of reimbursements
invoiced and/or received. At the request of both developers, District staff is in the process of
modifying its accounting and bookkeeping systems to facilitate segmenting expenses for the two
portions of the District (Wiedemann Ranch and Henry Ranch). Effective with the expense report
for the first quarter of the 2003/04 fiscal year, expense reports will segment income and
expenditures for the Henry Ranch and Wiedemann Ranch portions of the District.
If you have any questions or would like any additional information,please do not hesitate to call.
WRG/nc
G:\GrpData\spDist\Board Orders\2003\08-12-03 BO-(L)3rd Qtr Exp.Rep.(attach 1).doc
Attachments
Wiedemann Manch CHAD
2002/2003 Fiscal Year-3rd Quarter report
January 1,2003 through March 31,2003
Administration-Expenses
TOTAL
Administration
Legal Fees
Special Counsel 2,448.25
Total Legal Fees 2,448.25
Office Expense
Rent 9.15
Telephone 58.07
Total Office Expense 67.22
Outside Services
Public Works Dept 4,097.22
Total Outside Services 4,097.22
Staffing/Admin Support
Accounting/Bookkeeping 3,812.00
Education&Training 562.35
General Manager Function 6,308.50
Subscriptions,memberships 16.50
Total Staffing/Admin Support 10,699.35
Total Administration 17,312.04
Gray-Bowen and Company,Inc. See Wiedemann Ranch CHAD 3rd Quarter Report-FY 200212003
General Manager,Wiedemann Ranch CHAD Dated August 12,2003