HomeMy WebLinkAboutMINUTES - 09162003 - C.11 TO: BOAR OF SUPERVISORS AS THE BOARDOF DIREECTORS, CANYON LAKES
GEOLOGICAL HAZE AB TEMENI T DISTRICT (CHAD)
3"ROK T-v1 �U 1 E . SH3'+.i, PU L- WORKSDIRECTIOR
DATE: September 16, 2€ 03
SUBJECT: ACCEPT and APPROVE the Fiscal Fear 2002/2003 Fourth Quarter Expense Repoft and Annual
epor', for the Clanyon Lakes Geological Hazard Abatement D strict (CHAD) by the GHAD
Maw-nager, Williarn R. Cray, Cray°Bowen a�L:d Company, Inc., San Ramo.n area (Distract III)
Pry ect Nl o. 7761-6X5148
SPECIFIC ItE^lJEST(S)OR RECOM TVEN :ATION(S)&BAC-KC-KCAND.IJSTIFICA T TON
1. Recommended Action:
ACCEPT �;,d APPROVE the Fiscal Ye&-2002/2003 Fourth Q: ager expense epos-' and I- imual Repoil
for the Canyon LZ.KeS Geological Hazard Abatement District (CHAD) by the GIHAD Manager, William
R. Cray, Cray,Bowen and Company, Inc., San Ramon area.
1m Eisen Egad:
There Is Ipaet on tie County Cenerab ur -d. The Can. n Lakes 5s funded through revees
generated by special assessments on properties �ifnin the boundaries of the Canyon Lakes GIHAD.
Canyon LLK-Is CHAD will fund 1100%.
Continued an Rath ent< SIGNATURE-
�_,> °k✓ .. =f°
RECOMMENDATION OF BOARD COMMITTEE
_
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sI"i.£1'FATilT�r -""?'/•'!.3%''M1 i.re ,f r ...,w�.,_� _...-.. _.
ACTION UllB0$-KP UN
r ° S 116,206TPROVE AS C TVINJENDEDXX OTHER
` OTE OF SUPERVISORS I hereby certify that this is a true and correct copy of ars
".TITI AN Iwi�3 S(ABSENT NONE ; action taken and entered on the mar-utes of t se Bayard of
AYES: NOES. Supervisors acting as the G AD Board on the date
SENT- ABSTAIN: shown.
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:\ Pl3a.s\S l ist\��zr rve:s\2003\09-16-03 30-(CL)FY 02-04�t: n d SEPTEMBER ��9 ���
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3 ^.C 3c An .€Z .. act :
Orr&Div:Public Woe:s(Specia D:s n'--ts z. �-,z
) v��� ��IE�'���, le�a�rk sof e �arzya�� sakes u".�A
Css�.t�c'z; Skiff Ep�eay(3.3-2253)
CC. Coney Adc::,icistatcr Board,ofDirecto s a-Lid Board Ad imistrater
County Counsel
E.wha ng.Svc.
G.ayBowen—and Company, .. By ~ ". :.,- Denny
CFIAD:.le -
SUBJECT: ACCEPT acrd APPROVE the Fiscal Year 2002/2003 Fourth Quarter Expense deport and dual
.=port for the Canyon Lakes Geological Hazard A.baterrmerrt District (CHAD) by the CHAD
anager, William R. Gray, Gray°Bowery and Company, Inc., Sar Kamen area. (District ally
roj-eet moo. 7761®6X5148
ATE: September 1 , 2003
PAGE- -2-
111. Reasons for Recommendation anda�l� you€nda
On 3une 4, 1985, the Board of Supervisors, p rs mat to the provisions of Section 26550 csf tie P-he
Resources Code, adopted Resolutio-n No. 85/289 and formed the Canyon. 'v,alkes G SD. The Board
appointed trie- selves to be the Board of Directors of the District, he Board appointed GrayBowen
and Corr perry, linc., fon-nerly mown as William R. Cray and Comr may, Inc., a California Corporation,
as General -Manager of the ,district, effective through December 31, 2004. The costs and expenses of
operatic g the a are assessed agai rst pr aperty within the GHQ.
Gray®Bowery arra Company, lyre,, General Mmager of the District, has prepared and submitted +,he
attached reports:
th €uart-er Expense Rep^rt, Fiscal Year 2002/2003, Canyon Lakes CHAD, and
2. any s rakes =-� annual Expense deport fol- �iseal Fear 2002/03.
Expenditures by the District during Fiscal Year 2002/2003 totaled $271,878.14. The Annual Report
prepared by t'--,e General Manager details expendit€:fes by the District oder four major budget categories
-WaJor repair projects, Preventative Maintenance and Operations, Special Projects acrd.f�dministration.
AssessrnCellts collected frorn. the properties within the boundaries of the District during the fiscal year
totaled $402,633.90 and the Distrfet ended the fiscal year with an unexpended Viand Balance of
approximately$2,114,828.45.
Expendit� es by the District daring the o, 1. quarter of Fiscal Fear 2002/2003 totaled $72,841.34
4inclu,4- g Public Works' charges) with expenditures under tie District's Major repair Program and.
preventative Mainter;ance budge. categories accounting for a m- ajority of the expenses.
IVs Conse e e s €f e afive Action:
The an-qural rep ort and the quarterly expense reports for GHQ operations will not be available to
residents and ot'ers with an interest in the District,
September s 6, 2003
TO: Board of Directors
FROM: Gray-Bo�Ne-n and Cornpany, Inc., General Manager
Canyon LaIes Geologic Hazard Abatement District (GHAD)
By: William R. Gray, Fresid'e'llt
SUJ CT: Canvo LKes GHAD Fourth€carter and Amu al Expense deport for the
2002/2003 Fiscal Year
Jae 4, 1985, the Contra Costa County Bowed of Supervisors, pursuant to the previsions of
Section 26550 of the -Puli-c Resr, ccs Cock, adopted ResolutionNo. 85/289 and fomed the
Canyon Lakes GHAD. The Board appointed t C selves to be the Board of Directors of the
Distract. The Board appointed ray-Bowes and Company, Inc. ,for-merly known as Willi&m R.
Gray and Company, Inc.;, a California Corporation, as General Manager of the District, effective
April 1,
1998./py The costs and -expenses of operating t e District are assessed against property
Y'f ith,.n SLSe '�,iL El•D.
Gray°baawen and Ca nrpa ny, Inc., General Manager,pro�pared this report, including the attached
pr°eadsheets. This report is the representation Of management and has not been audited,
reviewed or compiled by an independent occountant. There may be classification and timing
a3,��erences betveen hese reports and the accoupting records maintained by Contra Costa
County; however, we believe that these dl fy`er°ences, if any, ore not material and would not
sigril,r2canaly change these reports,
The fbi ow-Ing cert details the sources and use of Canyon Lakes GHAD funds for the 2002/2003
fiscal year that ended on June 30, 2003:
� I€�c�sr�e/�,xpe�se� ����ael�x�sera�ea As a/�oaf
4"Quarter Year to mate
Beg!rnmg Fund B91ance—ju 2 2 $1,955 pomq
INCOME
L 'o-re from.Assessments
$4,02,633.90.J,
if:teres'or.Investments $29,063.6'
I Other Mcor�'e Stni.CV i
ub'Vita',s-Sources of Funds s $431,697.50
Sub Total-Available Fundis $2."86 706.59
EXPENSES
— -
1tFai or Repair Program, $22,141.07 $82,16--.36 $800,00("."m ; ',x.27%
1'rever_tat ve Iv:air:e a ce fro _ate_, $26,655.00 '•: $86,654.93 1 $75,000.0015.54010
sal -o;ec.s i $5,863.00 $20,40-7.8✓ $40,0010..0 ? 51.00%
Adr-n -istra ion $18,',85.27 _ $82,559M $70,03"1 0 18.-08
Sub Toto!m Expenses $72,841.34 j $271,878.114 i $9851000.00
_End of Yepr Fund balance—June 30,20031 $2,11-'828.45
"Actual"income numbers provided by Contra Cosa Co reify Public Worcs 1;1e-o;.Fiscal Officer.
'`Adopied by the.Canyon mates CHAD Board of Directors or November 5,2002
ate Eno.o'Year Fund Ba_a ce?rust be cons!dcred:r.es.?rnate u-tfl carte District Auditor-Cor-oner finalizes the year.
Income. for tlim 2002/03 fiscal year totaled, $431,697.50 with the major source of
revenue beKng lrrcorme from assessments levied orproper ies within the boundaries of tie
istricf.
Public Resource Code Sectio-n- 26650 allows for the levy and collection of assessnierAs on
property within fhe boundaries of the District to pay for maintenance and operation of GHA.D
a proverrrents. July 29, 1-9865, following a noticed pudic hearing, the Board ordered that the
costs acrd expenses of maintaining and operating the CHAD it provernents be assessed against
property within true GHAD and included provisions for annual adjustmelts of these rates on July
I" to reflect increases in the Consumer Price Index. Rates iffir the fiscal year 2002/03 are shown
. .` adopted rogram budget,
i�nds generated by these assessments, and all interest earned thereon, are segregated and
deposited in a separate account or the exclusive bei eY t of the Canyon Lakes GHQ.
Expenses. Expenditures by the District during the A" quarter sof the fiscal year totaled
$72,841.34. Expenses for the year totaled $271,878.14. Details regarding expenditures by
category are discussed below and shown in detail in the attached spreadsheets.
L Major Repair Program. Expenditures under the District's Major repair Program i
accounted for S82,161.36 or 30.2% of the District's total expenditures for the 202/03
fiscal year, Expenditures for the 4f' carter totaled $22,141.07, Expenditures under the
Di -_+ Major Repair Program during this past year were sig-nificantly below the
8(10,000 that was included in the approved programs Budget for the year as a result of the
cap cellation of a protect,
7 h Districts an. Program Budget for the 2002/03 fiscal year anticipated repair of
a fairly large landslide adjacent to the 14" fairway of the Car3yon Lakes Goll" Course.
The approved budget for this project was $7510,000. Geotechnical englneering strldles
were completed on the landslide by a Gcotecimical Emngineer retair:ed by the District. A
repair strategy was developed. District staff initiated contact with the affected propoi-ty
ow-ners. the Canyon Lases Golf Corse and an adjacent HorneowneIrs Association. The
rnanagernent of the Canyori Lakes Golf Course expressed concern with the project
because the repair project would have impacted play on, the golf course. Given that the
'ardslide does not Jeopardize any property or irrproveinents other than a golf cart path
and the 14` fairway of the gollf course, our office agreed to recotminend that fLndir°g for
the project be rerrroved from the District's Major Repair Program. The Canyon Lakes
if Corse was advised of this decision by letter dated.Mlay 30, 20€ 3. The District will
contir- e to m;r°itor the situation with res-pect to tlhis landslide and should the situat on
worsen to the point that the }aw:dslide begins to jeopardize improvements other than the
golf course (not likely at this point)we will tale appropriate action.
only other Major repair project notes in. the District's 2002/03 Pr✓gra m. Budget was
the Canyon.. Lakes Sinkhole project. This project involved the analysis of issues
associated with a num er of sinkholes that had been developing around the perimeter of a
bake located within the area known as "The Lakes at Canyon L,akes." District stria
coordinated with the City of San Damon, the Contra Costa Flood Control and Nater
Conservation District, the Canyon Lazes Golf Club and the Lakes at Canyon Lases
Homeowners Association (HOA) on issues associated with this project. The District
retained Gilpin Geosciences, Inc. ( I) of Walnut Creel, aliforr ia, to evaluate the
situation with. the sinkholes.
the results of GG1's investigation were presented to the District it April of this year.
GI --onclu.ded that neither t:^e ales:nor a rotatM2 portion of the gall along the edge
0 the ?aye were array indication of current or potential land n°overnenti.e. - a landsl.ide),
Most signifficantly, he report concluded that th-lre is no Jeopardy w property or other
A provenne its or structures around the lake. Since the sinkholes and the rotated portion
of the wall are not an i dlc-pt o-n of a current or a note tial landslide, District funds cannot
be used to repair either the sir moles or tie gall, The Lakes at Canyo-n Lakes
o eow ers association (HOA, was notified of our fig. lins ley letter dated "rune 4,
E-10-1 District staff and consultants presented he report and the
findi-ngs ataJune 12,
ti'33 eVyyl¢¢¢dc . S¢ bYispoint, t �District's Y/ 6Vthis issueis & gwmp30.L eWI i
A small landslide developed this past winter in the slope behind The Villas Apartments
(725/735 Watson Canyon Court)" The slope is above the 2`� fairway of the Canyon
Lakes Golf Course. Distr ct staff investzpated the landslide and determreed that repair
world be authorized under the District's Plan of Cor.trol, Project development work was
f
initiated during the 4`' quarter and construction should commerce during the 1` quarter
of the 2003/04 fiscal year. Funding for constriction wHI be included in the Program
Budget for the 2003/04 fiscal.year.
Some funds were expended or. an already completed Major Repair project - the Donner
Way Landslide Repair project. The exp.rndit-Ure related to replacement of landscaping
that was d-=aged daring -construction of the project. This project is ow totally c used
out.
Details of expenditures ;;:oder the District's Major Repair Proarain are shown on the
attached spreadsheets.
2. Preventative Maintenance and Operations. Expenditures under the District's
Preve-ntative Maintenance and Operations (PM) program accounted for $86,654.93 or
31.9% o ,he District's total expendit-ores for the 2002/03 fiscal year. Expenditures for
fN
the 4._. quarter totaled $26,655.%. The PM pr€� ram. includes expenditures curred in
responding to initial requests for assistance (from residents and others) as well as
physical repairs to small landslides and/or debris flogs not considered significant enough
to be included in the District's Major repair Program,
The largest single expenditure in the PM programs over the past year related to the
cleaning and repairing of GHAD maintained drainage facilities in the open space areas of
a- yor° Cafes. Details of expenditures -ander the District's P program are shown on
.he at-tached spreadsheets,
3. Special Projects. Expenditures traced unde the Special Projects portion of the
D-istrict's budget accounted for $20,402_85 of expenditu.es for the weal year and
$5,860,00 for the 4`� Q .arter. Ilie annual figure represents 7.5% of Natal expenditures
durhng the 2002/03 fiscal year.
Phe most si ifica`•it of the Distnct's Special Projects is the development and
plementation of a Geographic Information System (GIS), This project, being
co pleted d hatay with: the Wiedemann Ranch GHAD, features a webabas.-d system that
Willi ��tA zate y al1�v� th zsM t d sp ay t f at od d rd t t_ vary s
District maintained facilities ® piezo titers, inc.- o teeters, subdrains, -58 ditches and
other facilities (subdrains, retaLming walls, eta,.). The only Esther significant expendf tUre
relates to work on deveaopme—nt of an plots to the District's now 18-year old Plan of
Control.
etas sof expenditures Wider the SoMialr sects portsor of the District's budget are
sh ow. on the attached moreadsheets.
4. Administration. Expelldbtures urnder the ad_ in strat v. portion of the Dist-rict's budget
accounted for $82,659.00 for the year and $18,1.85.27 during the 0' quarter. The aarmual
figure represents 30.4% of the District's total expenditures for the 2002/03 ffiscal year.
This arsnt incl, des gars bybli� Irs, stycs �sb, the County Treasurer
an-d County Auditor's sofa kes.
Detail's of exper-ditures oder the Administration portion of the District's budget are
shown, on the attached spreadsheets.
If you. have any questions or would like any additional inforinnation, please do not hesitate to call.
WRC-reg:eg
a,tachmeMs
:\ 3Cv \karen\:.CCAS- '\`ring\4+n Qt oyd Annual Rpt CL rel 02-03i.ccc
Canyon Lakes CHAD
200212003 Fiscal Year 4th Quarter Report
A nti through June 200
Administration Expenses
TOTALS
Admin€s¢raftn
Lega5 Rees
Spec_ Counsa€ 75M
otai Legal Fees 75.00
Office Expense
Postage and 08€verb; X8,54
Rent 247,68
Ta€eghona 289.94
Total OT--e Expense 55&1
Outs€de Services
PuNic Works Dept 3,331.43
Tota€Out €8s Services 3,331.43
Staffing,'Ad in Support
Amccun :ngr Bookkeeping 3,595,50
Education&Training 525.20
Calera€Manager Function 9,092,00
Update Asseassmant Roi909M
Tota€Staffing/Ad sn Support -- 14,222.70
' oIW Administration 18,135.27
Gray-:ower and Company,ins. See Canyon:Lakes 4t-Cluarter and Annua€Expense.Report, Pv 2002/2003
General'Miana er.Canyon Lakes CHAD Dated:Septer^wer 116;20,033
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Canyon Lakes CHAD
2002/2003 Fiscal Year 4th Quarter Report
ApM throw June 23N3
Preventative Maintenance Expenses
TOTALS
Admin Prey Mamte Opps program 3,482.50
Operations
€=':dsnt Response/Fmownr Re--! 500.0 s
pw,sublhor z dram rnonitor 1,072.50
TOW operations i,572.50
Program
B=58 ditches a repair&reptaca 21,600.00
dotal Proventat%ase Maint Program 21,600.00
Total,Preventative kla�nt&Opns 25,555.30
Gray-Bowen and;omwany,ir.v. See Canyon.Lakes 4:;,Qu2: C-r and Annual Expense Report,FY 2002/20,03
Cenerai Ma^ager,Canyon makes GRAD rated:September 16,2003
Canyon Lakes CHAD
2002/2003 Fiscal Year 4th Quarter Report
April through June 2003
Special Projects Expenses
TOTALS
ftedai Projects
Es aW!a;h WS System 4,296.00
HAD a ovatI on 1,183.00
pasta Plar,of controi
Tota€SpscW Projectsx,860.00
Too pec,"M Projects 6,8660.00
Gray-Bower..and Company,3nc. See Canyon Lakes 4.;n Quarter and Arne Expense Report, sy 2002/2033
Genesi,Manager.,Canyon Lakes GHAD Dated:Sepfem.ber 16,2003
Canyon Lakes GHAD
2002/2003 Fiscal Year Annual Report
Jay 2602 through Juga 200
Administration Expanses
-OTRLS
Legai Fees
ft'OeW c8"unsay
Tc aI Legg;Fees
Office Expense
Postage and 00vary 5'. v
PrInt ng and Rapmductlon 47,71
Rent 3,253.52
TsIaphons 1.653.76
Too Office Expense 5,011. 3
Outs.da SsMces
Pu.'ilcWorks Dept 14,107.69
Total Outside SaMcss 14,107.09
Staffing/Admin Support
AccountUngi Bookkeep n 14,181965
Education&TraWng 2,332.58
General Manager Funal,!on 41;056.56
Subscrllstlo s, e �mrshipa 16.5
Update Assessament Rolf 41892.00
Total Staffing/Adrn° n Support 62,481.60
Total Ad:ilnistratlo. 82,659.00
Gray-Bdvien and Cornpany,Inc, See Canyon Lakes 4eh Quarter and Annual Expense Report,FY 2002/24,13
Ganeral Manage~,Canyon Lakes Gi-;RD Dated:8eptem,bar 16,20-03
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Canyon Lakes GHAD
200212003 Fiscal Year Annual Report
July 2002 through juns 2,03
Preventative Maintenance Expenses
TOTAL$
Fraventadve Fag srs
Adm!n Prev WnV 0prI4 progralln 12,540.50
Operaftna
;ncWant Responses H.mownr Rei 8,066.00
ez,sub/heriz dram mon-Rar 3,837.50
storage Ung 2,018.58
Totai OperatIons 13,720108
FravantaUve MaInt Frogs:
B-58 d nes a C€qpn w'ntar z 19,°156.80
B®58 dithss e:,aps_r replace 28,250MO
Debr°s cEganw,,rnftw repair 9,175.09
or`:z drainsisub-drains-ma3 no 3,8;;,68
Tota:Prevantstva a€rt Program 60,394.37
To &Opsa 86,654.93
moray-Boren and Company, €nc. See Canyon;ares 41h Quarter and A,,,nu.a Expense RepeM FY 2002/2003
Genera`Managar,Canyon Le es GRAD Dated:Septe.rnber;6,20^a3
Canyon Lakes GHAD
2002/2003 Fiscal Year Annual Report
July 2002 through jams 2003
Special Projects Expenses
TOTAL$
peeW Projects
comp'isste Reserve Study 280,06
Davotap Standard Pians,Specs 63.60
Estabil'sh GIS System 30,565m
HAD Assoc€at or 4,356.^n
Updata Pian ofantro° ! 555.32425
Total Spada€Projects 20,402.85
Tota!Speclai Pro„eats 20,402.85
Gray-Bower,and Company,ono. See Canyon Lakes 4th Qua°sr and AnnuC Expense Report, FY 2002/2003
Genera's Manager,Canyon La>ss CHAD Dated;September 16,2003
Wiedemann Ranch GHAD
0103 Fiscal Year Annual Report
juu y 2002 through June 2003
Administration Expenses
TOTALS
gmmadwx MOM",
AdministraVon
Lega�Fees
SPOC l Counsel 5-.538.25
Tota`Le a3 Fees 51538.2.5
Office Expanse
Postage and DOlvery 9.13
Printing and Re roctueflon 3.84
Beat 9.�5
Ts eKhose 2555.28
Tota€Office Ex-oense 232.20
outside Someas
Pubft Works Dept 3;128.27
'rotw Outwda Sa kes 3,128.27
Staffing'
I Ad lr�Support
Aoco ntftl Bookkeeping 8,859,50
Education&Tra!ning 1,140.15
General waragor Funcftn 25,251.71
Subscriptions, I SM
Update Assessement€dol'>>, `,915.50
Otw Staffing/Admin Support 37,';83.38
Total AftWatratlon 5`:,'32.08
moray-Bowen and Cwmpany, nc. See VV:eae rare Parch 4th Quarter and Annua;Expense Re,pport,FY 2002/2003
Genera,Manager,tt+lsedem,ann Ranch CHAD Datea:September 78,2003