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Home My WebLink AboutMINUTES - 08122003 - C.31 TO: BOARD OF SUPERVISORS AS THE BOARD OF DIRECTORS, CANYON LAKES GEOLOGICAL HAZARD ABATEMENT DISTRICT FROM: MAUR.ICE SHIU, PUBLIC WORKS DIRECTOR DATE: August 12, 2003 SUBJECT: ACCEPT and APPROVE the Fiscal Year 2002/2003 Third Quarter Expense Report for the Canyon Lakes Geological Hazard Abatement District, San Ramon area. (District III) Project No. 7761-6X5148 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION I. Recommended Action: ACCEPT and APPROVE the Fiscal Year 2002/2003 Third Quarter Expense Report for the Canyon Lakes Geological Hazard Abatement District(GRAD). IL Fiscal Impact: 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. III. Reasons for Recommendation and Background: On 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 GHAD. The Board appointed themselves to be the Board of Directors of the District. The Board appointed Gray-Bowen and Company, Inc., General Manager of the District, effective April 1, 1998. The costs and expenses of operating the GHAD are assessed against properties within the CHAD. Continued on Attachment. X SIGNATURE: OMMENDATION OF BOARD COMMITTEE/ ROVE OTHER SIGNATURE(S)',, - 1 OF B 7 N AWU61' i AS RECOMMENDED XX OTHER VOTE OF SUPERVISORS I hereby certify that this is a true and correct xx UNANIMOUS(ABSENT NONE ) copy of an action taken and entered on the AYES: NOES: minutes of the Board of Supervisors acting as ABSENT: ABSTAIN: the CHAD Board on the date shown. xG:sr AUGUST 12 2003 G:\Grpl7ata\SpL�istU3oard Orders\2003\0$-12-03 8C3-(CL)3rd Qtr Exp Rep.doc ATTESTED: , Orig.Div:Public Works(Special Districts) JOHN SWEETEN, Clerk of the Canyon Contact: Skip Epperly(313-2253) Lakes CHAD Board of Directors and Board cc: County Administrator County Counsel Administrator Gray-Bowen and Company,Inc. CHAD File .� By Deputy SUBJECT: ACCEPT and APPRO'V'E the Fiscal Year 2002/2003 Third Quarter Expense Report for the Canyon Lakes Geological Hazard Abatement District, San Ramon area. (District III) Project No. 7761-6X5148 DATE: August 12, 2003 PAGE: -2- IIT. Reasons for Recommendation and Background: (can't) Gray-Bowen and Company, Inc. prepared and submitted the third quarter expense report for the 2002/03 Fiscal Year. Expenditures by the District during the second quarter of this fiscal year totaled $73,157.97. Expenditures under the Major Repair Program accounted for $33,145.35 or 45.3% of the District's expenditures this past quarter. District staff and consultants continued work on two major repair projects — a landslide above the fourteenth (14) fairway of the Canyon Lakes Golf Course and a sinkhole problem that has been developing around the Lake at Canyon Lakes. Final Geotechnical and Engineering reports should be complete on both of these projects during this next quarter. If appropriate, decisions on the scope and limits of the repair projects can then be finalized. In both cases, District staff has been coordinating with the affected property owners, Homeowners Associations and affected Public Agencies(Contra Costa County and the City of San Ramon). Expenditures under the District's Preventative Maintenance program during this past quarter totaled $16,483.24 or 22.5% of the District's total expenditures for the past quarter. Of note under this category are expenditures incurred by Gray-Bowen Company in responding to a report of landslide or erosion problem to the rear of a multi-family residential complex located off of'Watson Canyon Court. Because of the size and nature of the anticipated repair project, this project has been reclassified as a Major Repair Project. Other expenditures under the District's Preventative Maintenance and Operations program relate to the clean out and repair of surface drainage facilities within the boundaries of the District. Administrative expenses during this past quarter accounted for $14,540.03 or 19.9% of the total. Additional details regarding these and other expenditures during this past quarter are included in the attached report. IV. Consequences of Negative Action: The quarterly expense reports for GHAD operations would not be available to residents or others with an interest in the District. August 12, 2003 TO: Board of Directors FROM: Gray-Bowen and Company, Inc., General Manager Canyon Lakes Geologic Hazard Abatement District By: William R. Gray, President SUBJECT: Canyon Lakes Geologic Hazard Abatement District, Third Quarter Expense Report, Fiscal Year 2002/03 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 Geologic Hazard Abatement District (CHAD). The Board appointed themselves to be the Board of Directors of the District. The Board appointed Gray-Bowen and Company, Inc. (GBC), 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 CHAD during the third quarter of the 2002/03 fiscal year---January 1, 2003 through March 31, 2003: FY 2002/2003 ThirdQuarter Expenses Annual % of i Category Expense Year-to-Date Program Total Bud et Budget Major Repair Program $33,135.45 $60,020.29 $800,000.00 7.5% Preventative Maintenance Program $16,483.24 $59,999.93 $75,000.00 80.0% Special Projects $8,999.25 $14,542.85 $40,000.00 36.4% Administration $14,540.03 $62,723.73 $70,000.00 89.6% Total Expense $73,157.97 $197,286.80 $985,000.00 24°l0 Expenses. Expenditures for the third quarter of the 2002/03 fiscal year for the Canyon Lakes GHAD totaled $73,157.97. Details regarding expenditures by category are discussed below and shown in detail in the attached spreadsheets. 1. Major Repair Program. Work on projects included in the District's Major Repair Program account for $33,135.45 or 45.3% of the District's expenditures during this past August 12, 2003 Page 2 quarter. For the most part, charges during this quarter related to project development work (geotechnical engineering and project management) on two potential landslide repair projects: a. The Hole #14 project — this is a landslide repair project located on the hillside above the fourteenth(14) fairway within the boundaries of the Canyon Lakes Golf Club, and b. Canyon Lakes Sink Hole project — this project involves analysis of issues associated with sink holes that have been developing around the perimeter of a lake located within the area known as "The Lakes at Canyon Lakes." Additional charges under the Major Repair Program relate to work on three District maintained pumps around the Lake at Canyon Lakes (unrelated to the sink hole issue). Expenses incurred by the District on the Hole #14 and Canyon Lakes Sink Hole projects mainly relate to charges by engineering and geotechnical consultants retained by the District to evaluate the landslide/sink hole issues. Management oversight by the GBC is also cost applied to this budget category. The District's approved budget anticipated that Plans, Specifications and Estimates (PS&E) would be complete and ready for construction during the summer of 2003. During the last month of the quarter, the Canyon Lakes Golf Club notified District staff that they might not want the Hole #14 project to proceed. An update to the situation with this project will be provided with the fourth quarter expense report. District staff has been coordinating with the City of San Ramon, the Contra Costa Flood Control and Water Conservation District, the Canyon Lakes Golf Club and the Lakes at Canyon Lakes Homeowners Association (HOA) with respect to the Canyon Lakes Sinkhole project. A final report from the consultant is expected during the fourth quarter of the year. Details of expenditures under the District's Major Repair Program are shown on the attached spreadsheets. 2. Preventative Maintenance and Operations. Expenditures under the District's Preventative Maintenance and Operations (PM) program, accounted for $16,483.24 or 22.5% of the District's total expenditures for the third quarter of the year. The PM program includes expenditures incurred in responding to initial requests for assistance (from residents and others), as well as physical repairs to small landslides and/or debris flaws not considered significant enough to be included in the District's Major Repair program. Charges to this program include management oversight by GBC. Significant portions of CBC's charges during the third quarter relate to efforts to address a potentially serious landslide/erosion problem to the rear of a multi-family residential complex located on Watson Canyon Court. Because of the size and nature of the anticipated repair project, this project has been reclassified as a Major Repair Project. August 12, 2003 Page 3 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 $8,999.25or 12.3% of total expenditures during the quarter. Charges in this budget category during this past quarter included work on an Update to the District's now 17-year-old Plan of Control and continued development and implementation of the District's web-based Geographic Information System(GIS). 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 $14,540.03 or 19.9/0 of the District's expenditures during the third quarter of the fiscal year. For the most part, these expenditures represent charges by GBC, the District's General Manager, for overall management of the District (General Manager function- $4,389.00 and accounting and bookkeeping services - $5,028.50). In addition, this category includes charges by the Contra Costa Public Works Department for administrative support services. The $1,137.69 in charges from the Contra Costa County Public Works Department are reimbursable by the District under a Joint Exercise Powers Agreement (JEPA) that was approved by the Board of Directors on July 15, 1986 (Resolution No. 86/408). It is important to note that Public Works has advised that the figures that they provided and that were included in the second quarter report overstated actual expenditures. The figures provided in this report for the third quarter therefore somewhat understate actual expenditures by Public Works. If you have any questions or would like any additional information, please do not hesitate to call. 4VRGInc G:\GrpData\SpDist\Board Orders\2003\08-12-03 BO-(CL)3rd Qtr Exp.Rep.(attach 1).doc Attachments Canyon Lakes CHAD 2002/2003 Fiscal Year-3rd Quarter Report January 1,2003 through March 31,2003 Major Repair Program-Expenses Lake Pumps Lakes at Hole#14 RepairlReplacmt Canyon Lakes TOTAL Major Repair Program Contract Administration 0.00 295.95 0.00 295.95 Project Development Engineering Civil Engineering 3,007.50 0.00 0.00 3,007.50 Geotechnical Engineering 810.00 0.00 22,800.00 23,610.00 Total Engineering 3,817.50 0.00 22,800.00 26,617.50 Project Management/oversight 2,807.50 0.00 3,414.50 6,222.00 Total Project Development 6,625.00 0.00 26,214.50 32,839.50 Total Major Repair Program 6,625.00 295.95 26,214.50 33,135.45 Gray-Bowen and Company,Inc. See Canyon Lakes CHAD 3rd Quarter Report-FY 2002/2003 General Manager,Canyon Lakes CHAD Dated August 12,2003