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Home My WebLink AboutMINUTES - 06032014 - C.33RECOMMENDATION(S): ADOPT Wendt Ranch Geologic Hazard Abatement District (GHAD) Resolution No. 2014/01 adopting the GHAD budget for 2014/2015 fiscal year and updating GHAD Manager payment limit under Consulting Services Agreement, as recommended by the GHAD Attorney and General Manager. FISCAL IMPACT: The GHAD is funded 100% through assessments levied on properties within the GHAD. Therefore, there is no impact on the County General Fund. BACKGROUND: On February 12, 2002, the Contra Costa County Board of Supervisors adopted Resolution 2002/59 approving the formation of the Wendt Ranch Geologic Hazard Abatement District (GHAD) and appointed itself to serve as the GHAD Board of Directors. The GHAD Board is requested to adopt budgets for the GHAD operations each fiscal year. The GHAD Board is being requested to adopt the fiscal year budget for 2014/2015 as prepared by the GHAD General Manager, ENGEO, Inc., which is attached to Resolution No. 2014/01. In addition, the GHAD Board is being requested to update the GHAD General Manager payment limits under the existing Consulting Services Agreement as required by that Agreement. The budget attached to Resolution No. 2014/01 identifies that limit at $105,000. CONSEQUENCE OF NEGATIVE ACTION: The GHAD will not be able to continue operation starting July 1, 2014 if the budget is not approved. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 06/03/2014 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Anagha Dandekar Clifford 510.834.1928 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: June 3, 2014 David Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 33 To:Wendt Ranch GHAD Board of Directors From:Patricia E. Curtin, GHAD Attorney and General Manager Date:June 3, 2014 Contra Costa County Subject:Wendt Ranch GHAD Resolution No. 2014/01 - Budget Adoption FY 2014/15 ATTACHMENTS Wendt Ranch Resolution 2014/01 Wendt Ranch Budget 2014 WENDT RANCH GEOLOGIC HAZARD ABATEMENT DISTRICT PROGRAM BUDGET FOR FISCAL YEAR 2014/2015 2010 Crow Canyon Place, Suite 250  San Ramon, CA 94583  (925) 866-9000  Fax (888) 279-2698 www.engeo.com May 20, 2014 Wendt Ranch Geologic Hazard Abatement District Board of Directors Wendt Ranch Geologic Hazard Abatement District 651 Pine Street Room 107 Martinez, CA 94553 Subject: Wendt Ranch Geologic Hazard Abatement District Contra Costa County, California PROGRAM BUDGET FOR FISCAL YEAR 2014/2015 Dear Board Members: Attached is the program budget for the Wendt Ranch Geologic Hazard Abatement District (GHAD) for Fiscal Year 2014/2015. The proposed program budget is $227,100. The budget expenses break down into the following approximate percentages of the total receivables. Major Repair ............................................................... 0 percent Preventive Maintenance and Operations .................. 35 percent Special Projects ........................................................... 3 percent Administration and Accounting .................................. 8 percent Additional - Outside Professional Services ................ 4 percent The budget anticipates a contribution of approximately $233,200 (50% of total receivables) to the reserve fund, which is estimated to reach approximately $1,828,000 by June 30, 2015. A summary of the expenses is shown on Table I, followed by a brief description of each budget item on the following pages. If you have any questions regarding the contents of this letter, please contact us. Sincerely, Wendt Ranch Geologic Hazard Abatement District ENGEO Incorporated, General Manager ENGEO Project No. 4063.002.014 Eric Harrell Uri Eliahu eh/ue/cjn:ghad Wendt Ranch Geologic Hazard Abatement Program 4063.002.014 Contra Costa County May 20, 2014 PROGRAM BUDGET FOR FISCAL YEAR 2014/2015 Page 1 Wendt Ranch Geologic Hazard Abatement District Proposed Program Budget Fiscal Year 2014/2015 The following proposed program budget summarizes the anticipated receivables and expenditures for fiscal year 2014/2015 for the Wendt Ranch Geologic Hazard Abatement District, which includes Wendt Ranch, Intervening Properties (Monterosso) and the Alamo Creek communities. The GHAD has maintenance and monitoring responsibilities and is the property owner for the following parcels within the District. The parcels listed include all of the open space parcels within the Monterosso and Wendt Ranch developments. Maintenance, monitoring responsibilities and ownership for the listed parcels were transferred to the GHAD in February and March 2009. Assessor’s Parcel Number Parcel Description Monterosso (Intervening Properties) Development 206-020-094 I Western Water Quality Basin 206-020-095 K Western Open Space 206-580-036 B Open Space North of Casablanca Bridge 206-020-093 C Eastern Open Space 206-580-038 J Northeast Bioretention Cell 206-630-053 E Southeast Bioretention Cell Wendt Ranch Development 206-030-037 A, 8698 Wendt Ranch Southern Open Space including Buffalo Wetlands 206-650-011 B, 8847 Wendt Ranch Western Open Space, North of Casablanca 206-030-038 B, 8698 Wendt Ranch Western Open Space, South of Casablanca 206-030-034 D, 8002 Wendt Ranch Detention Basin Maintenance and monitoring responsibilities for the remaining properties within the GHAD, not listed above, are the responsibility of the individual property owners, although several parcels have been offered to the GHAD, but not yet accepted by the GHAD due to punchlist items remaining to be completed. Within this budget, it is anticipated that during the 2014/2015 fiscal year, additional parcels within the Alamo Creek development may be offered for transfer to the Wendt Ranch GHAD. In general, the budget amounts listed are based on the Engineer’s Report approved by the Wendt Ranch GHAD Board of Directors in 2005. The budget amounts have been inflation adjusted to provide the listed budget estimates. In the 2013/2014 fiscal year, 999 parcels were Wendt Ranch Geologic Hazard Abatement Program 4063.002.014 Contra Costa County May 20, 2014 PROGRAM BUDGET FOR FISCAL YEAR 2014/2015 Page 2 subject to the levy. For the 2014/2015 fiscal year, it is anticipated that approximately 1,125 parcels will be subject to the levy. Parcels are subject to the levy starting the first fiscal year following issuance of a building permit. The current Program Budget estimates that at the beginning of the 2014/2015 fiscal year, the cumulative reserve will be about $1,595,000, and about $1,828,000 at the end of the 2014/2015 fiscal year. At $1,828,000, the cumulative reserve will be about $233,000 or 14% above the 2005 budget estimate for the end of the 2014/2015 fiscal year, despite a lower total unit count than originally anticipated for the current fiscal year. We attribute the additional reserve accumulation to a number of factors including: (1) The Wendt Ranch GHAD has not yet accepted monitoring and maintenance responsibilities for open space surrounding the Alamo Creek development; (2) five of the past eight winters have had below- average rainfall; therefore, there has been a reduced level of slope instability and erosion; (3) a large-scale repair has not been necessary within the GHAD-maintained areas; and (4) the budgets submitted and expenditures made by the current GHAD manager reflect the lower level of activity due to weather conditions and limited geographic responsibilities, thus allowing a higher percentage of the GHAD revenues to be applied to the reserve portion of the budget, while maintaining an appropriate monitoring and maintenance program. It should be noted that the National Oceanographic and Atmospheric Administration currently predicts a greater than 65% probability that an El Nino will develop which can result in higher- intensity rainfall events, greater total rainfall, and therefore the possibility of increased GHAD hazard abatement activity. The reserve portion of the budget allows for the funding toward these unpredictable, but potentially costly mitigation events. Special Condition 1(e) of the approved Consulting Services Agreement provides that a payment limit shall be determined each fiscal year by GHAD Board by resolution. For fiscal year 2014/2015 (July 1, 2014 through June 30, 2015), the payment limit is set at $105,000. The tasks included within the payment limit may include site monitoring events, transfer of monitoring and maintenance responsibilities, oversight of maintenance and repair projects, administration, accounting, and assessment roll updates. The budget is divided into four categories including: Major Repair, Preventive Maintenance and Operations, Special Projects, and Administration and Accounting. As needed, the GHAD Manager may reallocate funds within the budget without Board approval. Major Repair Included within the major repair category are those repair or improvement projects that are intermittent and, by their nature, do not fit within a scheduled maintenance program. Minor slope repair and erosion control items are generally funded within the Preventive Maintenance and Operations category. For the purposes of this budget, we define major repairs as those estimated at over $50,000. Wendt Ranch Geologic Hazard Abatement Program 4063.002.014 Contra Costa County May 20, 2014 PROGRAM BUDGET FOR FISCAL YEAR 2014/2015 Page 3 Preventive Maintenance and Operations Preventive maintenance and operations include slope stabilization services, erosion protection, and professional services within the District. Professional services include site monitoring events as specified in the GHAD Plan of Control. Slope stabilization and erosion protection responsibilities include the open space slopes and creek channels. GHAD-maintained improvements generally include detention and water quality basins, maintenance roads, concrete-lined drainage ditches, retaining walls, subsurface drainage facilities, storm drain facilities, trails, and debris benches. Special Projects The Special Projects category allows the GHAD to budget for projects beneficial to the GHAD that do not fit into one of the other three categories. Administration and Accounting Administrative expenses tasks of the General Manager, clerical and accounting staff related to the operation and administration of the GHAD. TABLE 1 Summary of Proposed Fiscal Year 2014/2015 Budget Budget Item Label Budget Amount Percentage of Total Budget MAJOR REPAIRS Major Projects TOTAL $0 0% PREVENTIVE MAINTENANCE AND OPERATIONS Professional Services Scheduled Monitoring Events Open Space Scheduled Monitoring Events $ 11,000 Open Space Heavy Rainfall Events $ 5,500 Bioretention Cell Scheduled Monitoring Events $ 4,000 Bioretention Heavy Rainfall Events $ 1,600 Transfer of Open Space – Alamo Creek $ 15,000 Technical Consultants, Parcel Transfer (Outside Services) $ 8,000 Subtotal $ 45,100 Maintenance and Operations Sediment Removal – Concrete Structures $ 2,500 Bioretention and Other Water Quality Facilities $ 15,000 Wendt Ranch Geologic Hazard Abatement Program 4063.002.014 Contra Costa County May 20, 2014 PROGRAM BUDGET FOR FISCAL YEAR 2014/2015 Page 4 Budget Item Label Budget Amount Percentage of Total Budget Erosion Repairs $ 20,000 Subdrain Outlets $ 1,500 Detention Basin $ 20,000 Creek Banks $ 15,000 Slope Stabilization $ 15,000 Trail, File Break and Fence Maintenance $ 25,000 Subtotal $ 114,000 TOTAL $ 159,100 35% SPECIAL PROJECTS Reserve Study $4,000 GPS/GIS Development $ 5,000 Web Site Development $ 3,000 TOTAL $ 12,000 3% ADMINISTRATION AND ACCOUNTING General Manager Administration and Accounting $ 33,000 Budget Preparation $ 3,000 Subtotal $ 36,000 8% Outside Professional Services – Nontechnical Assessment Roll and Levy Update Preparation $ 5,000 Legal Counsel $ 7,000 Treasurer $ 5,000 Contra Costa County Assessor’s Fees $ 1,250 California Association of GHADs Membership $ 1,250 Insurance $ 500 Subtotal $ 20,000 4% TOTAL $ 56,000 ESTIMATED EXPENDITURES TOTAL $ 227,100 50% Wendt Ranch Geologic Hazard Abatement Program 4063.002.014 Contra Costa County May 20, 2014 PROGRAM BUDGET FOR FISCAL YEAR 2014/2015 Page 5 Budget Item Label Budget Amount Percentage of Total Budget ESTIMATED RECEIVABLES Estimated Balance (June 30, 2014) $ 1,595,301 Estimated 2014/2015 Assessment Amount $ 448,999 Estimated Earnings on Investments $ 11,283 Total Available Funds TOTAL $ 2,055,582 ESTIMATED EXPENDITURES Major Projects $ 0 Preventive Maintenance and Operations $ 159,100 Special Projects $ 12,000 Administration and Accounting $ 56,000 Estimated Expenditures TOTAL $ 227,100 ESTIMATED RESERVE/FUND BALANCE ON JUNE 30, 2015 $ 1,828,482 MAJOR REPAIRS There are currently no major repair projects anticipated in the 2014/2015 fiscal year budget within the GHAD-maintained areas of the Wendt Ranch GHAD. While no major repairs are ongoing at this time, by their very nature, major repairs such as landslides are unpredictable and could occur during the 2014/2015 fiscal year. The reserve portion of the budget allows for the funding toward these unpredictable events. PREVENTIVE MAINTENANCE AND OPERATIONS Professional Services Open Space Scheduled Monitoring Events As provided in the Plan of Control, there are two scheduled monitoring events within the GHAD that will occur during each calendar year including geotechnical instrument monitoring. Estimated budget $11,000 Open Space Heavy Rainfall Events We have budgeted for two heavy rainfall monitoring events during the 2014/2015 winter season. Estimated budget $5,500 Wendt Ranch Geologic Hazard Abatement Program 4063.002.014 Contra Costa County May 20, 2014 PROGRAM BUDGET FOR FISCAL YEAR 2014/2015 Page 6 Bioretention Cell Scheduled Monitoring Events As provided in the Design Report and Operations and Maintenance Manual for Bioretention Facilities, there are two scheduled monitoring events for the two bioretention cells within the GHAD that will occur during November and May. Estimated budget $4,000 Bioretention Heavy Rainfall Events We have budgeted for two heavy rainfall monitoring events for the bioretention facilities during the 2014/2015 winter season. Estimated budget $1,600 Transfer of Open Space – Alamo Creek We anticipate in this budget that ownership, maintenance and monitoring responsibilities of additional open space within the Alamo Creek Development may be offered to the GHAD during the 2014/2015 fiscal year. As provided in the Plan of Control, the transfer process includes inspections and verification of proper maintenance or condition of the GHAD-maintained improvements. Estimated budget $15,000 Technical Consultants, Parcel Transfer (Outside Services) As part of the transfer process, the GHAD plans to contract with Darwin Myers Associates to provide for third party review of the GHAD-maintained improvements prior to transfer. Estimated budget $8,000 Maintenance and Operations Sediment Removal - Concrete Structures This budget item is to provide for the periodic removal of vegetation, cleaning, sealing and minor repair of concrete-lined drainage ditches within the Mustang Soccer Fields, Wendt Ranch, and Intervening Properties (Monterosso) developments. This item has been contracted through the 2013/2014 fiscal year. Estimated budget $2,500 Bioretention and other Water Quality Facilities The budget allows for ongoing maintenance activities as described in the operations and maintenance manual. Estimated budget $15,000 Wendt Ranch Geologic Hazard Abatement Program 4063.002.014 Contra Costa County May 20, 2014 PROGRAM BUDGET FOR FISCAL YEAR 2014/2015 Page 7 Erosion Repairs This is for unanticipated minor erosion repairs, including those which may occur during the 2014/2015 fiscal year. Estimated budget $20,000 Subdrain Outlets This budget item provides for subdrain outlets to be located, relocated and marked as necessary. Estimated budget $1,500 Detention Basins The budget allows for ongoing maintenance activities. Estimated budget $20,000 Creek Bank Maintenance Anticipated tasks under this budget item include the repair of slope or creek erosion and removal of debris from creek channel culverts. Estimated budget $15,000 Slope Stabilization This is for unanticipated minor repairs, including slope instability or erosion, which may occur during the 2014/2015 fiscal year. Estimated budget $15,000 Trail, Fire Break and Fence Maintenance This budget item includes annual fire-break mowing, gravel-surfaced road maintenance, trail maintenance, and fence repairs which may occur during the 2014/2015 fiscal year. We are not anticipating that trail maintenance will be required during the 2014/2015 fiscal year. Estimated budget $25,000 SPECIAL PROJECTS Global Positioning System (GPS)/Geographic Information System (GIS) Development To provide for a more efficient system to capture, store, update, manipulate, analyze, and display information pertaining to GHAD assets (including, but not limited to, subdrains, landslides, drainage facilities, cuts, fills, or slopes), the GHAD has provided a budget item to continue development of a GIS database. The database would facilitate and streamline the tracking of location, maintenance, and repair activities pertaining to GHAD assets and automate the communication of this information to affected parties. We anticipate this first phase of GIS Wendt Ranch Geologic Hazard Abatement Program 4063.002.014 Contra Costa County May 20, 2014 PROGRAM BUDGET FOR FISCAL YEAR 2014/2015 Page 8 database development will include transition of available and pertinent asset information to an electronic format suitable for GIS deployment and, as necessary, field-verification of such assets with GPS surveys. Estimated budget $5,000 Web Site Maintenance and Updates To allow for greater access to information about the Wendt Ranch GHAD, the GHAD has provided a budget item to update and maintain the existing website launched during the 2013/2014 fiscal year. Estimated budget $3,000 Reserve Study During fiscal year 2014/15, a reserve study will be developed based on the levels of expenditure expected to address future maintenance responsibilities, and accumulation the appropriate long- term reserves to address larger geologic events. Estimated budget $4,000 ADMINISTRATION AND ACCOUNTING General Manager Administration and Accounting Administrative expenses include the General Manager duties related to the operation and administration of the GHAD. The budget estimate for the accounting and administrative services are derived from the original GHAD budget used to prepare the GHAD’s Engineer’s Report. Estimated budget $33,000 Budget Preparation This budget provides for the preparation of the annual report and budget. Estimated budget $3,000 Outside Professional Services – Nontechnical Assessment Roll and Levy Update This budget item allows for preparation of the assessment roll for the District and the updated levy based on the Consumer Price Index adjustment. Estimated budget $5,000 Wendt Ranch Geologic Hazard Abatement Program 4063.002.014 Contra Costa County May 20, 2014 PROGRAM BUDGET FOR FISCAL YEAR 2014/2015 Page 9 Legal Counsel This budget item allows the GHAD to secure legal counsel for the District as provided under Resolution 2008/01 adopted on November 18, 2008. The duties of the legal counsel may include but not be limited to, preparation or review of contracts, grant deeds, right of entry and board resolutions. Estimated budget $7,000 Treasurer This budget item accounts for fees related to investment of the GHAD reserve funds and processing of accounts payable. This budget item allows the GHAD to hire a treasurer for the District as provided under Resolution 2008/01 adopted on November 18, 2008. Estimated cost $5,000 Contra County Assessor’s Fees This budget item accounts for fees from the Contra County Assessor’s Office. Estimated cost $1,250 California Association of GHADs Membership The GHAD maintains membership in the California Association of GHADs. Estimated cost $1,250 Insurance The GHAD maintains general liability insurance for open space areas within the District. Estimated cost $500