HomeMy WebLinkAboutMINUTES - 06032014 - C.35RECOMMENDATION(S):
ADOPT Wiedemann 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 September 1, 1998, the Contra Costa County Board of Supervisors adopted Resolution No. 98/438 approving the
formation of the Wiedemann 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 $95,600.
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. 35
To:Wiedemann Ranch GHAD Board of Directors
From:Patricia E. Curtin, GHAD Attorney and General Manager
Date:June 3, 2014
Contra
Costa
County
Subject:Wiedemann Ranch GHAD Resolution No. 2014/01
ATTACHMENTS
Wiedemann Ranch Resolution No
2014/01
Wiedemann Ranch Exhibit A
WIEDEMANN 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
Wiedemann Ranch GHAD Board of Directors
Wiedemann Ranch Geologic Hazard Abatement District
651 Pine St.
Room 107
Martinez, CA 94553
Subject: Wiedemann 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 Wiedemann Ranch Geologic Hazard Abatement District
(GHAD) for the Fiscal Year 2014/2015. The program budget as proposed is $187,883. The
budget expenses break down into the following approximate percentages of the total receivables.
Major Repair ................................................................. 0 percent
Preventive Maintenance and Operations .................... 31 percent
Special Projects ............................................................. 3 percent
Administration and Accounting .................................... 7 percent
Additional - Outside Professional Services .................. 5 percent
The budget anticipates a contribution of approximately $224,000 (54% of total receivables) to
the reserve fund, which is estimated to reach approximately $2,985,000 on 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,
Wiedemann Ranch Geologic Hazard Abatement District
ENGEO Incorporated, General Manager
ENGEO Project No. 3586.002.014
Eric Harrell Uri Eliahu
eh/ue/ag
Wiedemann Ranch GHAD Board of Directors 3586.002.014
Wiedemann Ranch Geologic Hazard Abatement District May 20, 2014
BUDGET FOR FISCAL YEAR 2014/2015 Page 1
Wiedemann Ranch Geologic Hazard Abatement District
Program Budget
Fiscal Year 2014/2015
The following budget summarizes the anticipated expenditures for fiscal year 2014/2015, for the
Wiedemann Ranch Geologic Hazard Abatement District, which currently includes the
Norris Canyon Estates and Henry Ranch developments. The fiscal year for the
Wiedemann Ranch GHAD begins on July 1. 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 without additional Board
approval.
In general, the budget amounts listed are based on the Engineer’s Report approved by the
Wiedemann Ranch GHAD Board of Directors in 2001. The budget amounts have been inflation
adjusted to provide the estimates. The current Program Budget projects that at the beginning of
the 2014/2015 fiscal year, the cumulative reserve will be about $2,760,000 and about $2,985,000
at the end of the 2014/2015 fiscal year. At $2,760,000, the cumulative reserve will be about
$762,000 or 45% above the 2001 budget estimate for the end of the 2013/2014 fiscal year. To
allow for an accurate comparison between the 2001 budget and the estimated cumulative reserve
at the end of the 2013/2014 fiscal year, we added the estimated cost of a major repair to the 2001
budget. As shown in the 2001 budget, a major repair of approximately $1,296,000 was shown for
the 2012/2013 FY and this event has not occurred.
We attribute the additional reserve accumulation to a number of factors including: (1) The
Wiedemann Ranch GHAD has acquired monitoring and maintenance responsibilities for all of
Henry Ranch, Subdivision 7578 and portions of Subdivisions 7575, 7996, and 7998, but does not
yet have maintenance and monitoring responsibilities for the remainder of the Norris Canyon
Estates 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
(estimated at $1,000,000 in 2001 dollars every 10 years) has not been necessary within the
GHAD-maintained areas and, (4) the budgets submitted and expenditures by the 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 during the upcoming winter seasons. The reserve portion of the budget
allows for the funding toward these unpredictable, but potentially costly mitigation events.
Wiedemann Ranch GHAD Board of Directors 3586.002.014
Wiedemann Ranch Geologic Hazard Abatement District May 20, 2014
BUDGET FOR FISCAL YEAR 2014/2015 Page 2
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 $95,600. 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, assessment roll updates, and budget preparation.
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.
PREVENTIVE MAINTENANCE AND OPERATIONS
Preventive maintenance and operations include professional services, slope stabilization services,
and erosion protection within the District. Professional services include site monitoring events as
scheduled 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 the District’s slopes, concrete-lined drainage ditches, retaining
walls, subsurface drainage facilities, monitoring instruments including settlement monitoring
devices, storm drain facilities, and the creek channels.
SPECIAL PROJECTS
The Special Projects category allows the GHAD to budget for projects beneficial to the GHAD
that are not included in one of the other three categories.
ADMINISTRATION AND ACCOUNTING
Administrative expenses include the General Manager duties related to the operation and
administration of the GHAD. These include clerical and accounting functions.
A summary of the proposed Fiscal Year 2014/2015 Budget is shown in Table I.
TABLE I
Summary of Proposed Fiscal Year 2014/2015 Budget
Budget Item Label Budget
Amount
Percentage of
Total Receivables
Major Repairs
Total $0 0%
Wiedemann Ranch GHAD Board of Directors 3586.002.014
Wiedemann Ranch Geologic Hazard Abatement District May 20, 2014
BUDGET FOR FISCAL YEAR 2014/2015 Page 3
Budget Item Label Budget
Amount
Percentage of
Total Receivables
Preventive Maintenance and Operations
Professional Services
Scheduled Monitoring Events $18,000
Heavy Rainfall Monitoring Events $6,000
Transfer within Subdivisions 7575, 7996 and 7998 $15,000
Transfer within Subdivision 7575, 7996 and 7998
– Outside Services $10,000
Subtotal $49,000
Maintenance and Operations
Concrete-Lined Drainage Ditches $8,000
Erosion Control including Creek Channels $45,000
Slope Stabilization $25,000
Subtotal $78,000
Preventive Maintenance and Operations Total $127,000 31%
Special Projects
Reserve Study $4,000
GPS/GIS Development $5,000
Web Site Maintenance and Updates $3,000
Total $12,000 3%
Administration and Accounting
General Manager
Administration and Accounting $24,000
Annual Report and Budget Preparation $4,000
Subtotal $28,000 7%
Outside Professional Services - Nontechnical
Assessment Roll and Levy Update Preparation $4,000
Legal Counsel $7,000
Wiedemann Ranch GHAD Treasurer $7,200
Contra Costa County Assessor’s Fees $653
California Association of GHADs Membership $337
Insurance $500
Subtotal $19,690 5%
Administration and Accounting Total $47,690
Wiedemann Ranch GHAD Board of Directors 3586.002.014
Wiedemann Ranch Geologic Hazard Abatement District May 20, 2014
BUDGET FOR FISCAL YEAR 2014/2015 Page 4
Budget Item Label Budget
Amount
Percentage of
Total Receivables
Proposed Expenditures Total $186,690 46%
Estimated Receivables
Estimated Balance (June 30, 2014) $2,761,553
2014/2015 Assessment Amount (Estimated) $380,920
Estimated Interest on Investments $29,520
Estimated Total Available Funds $3,171,993
Estimated Expenditures
Major Projects $0
Preventive Maintenance and Operations $127,000
Special Projects $12,000
Administration, Accounting and Legal $47,690
Estimated Expenditures Total $186,690
Estimated Reserve/Fund Balance
on June 30, 2015 $2,985,303
MAJOR REPAIRS
PREVENTIVE MAINTENANCE AND OPERATIONS
There are currently no ongoing major repair projects, and none are anticipated for the
2014/2015 fiscal year within the GHAD-maintained areas of the Wiedemann Ranch GHAD.
Minor slope repair and erosion control items are generally funded within the Preventive
Maintenance and Operations category. While no major repairs are ongoing at this time, by their
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 funding toward these unpredictable
events.
Professional Services
Scheduled Monitoring Events
As provided in the Plan of Control, we have three scheduled monitoring events within the
GHAD during each calendar year. Estimated budget $18,000
Wiedemann Ranch GHAD Board of Directors 3586.002.014
Wiedemann Ranch Geologic Hazard Abatement District May 20, 2014
BUDGET FOR FISCAL YEAR 2014/2015 Page 5
Heavy Rainfall Events
We have budgeted for two heavy rainfall-monitoring events during the 2014/2015 winter season.
Estimated budget $6,000
Transfer of Parcels within Subdivisions 7575, 7996 or 7998 to the GHAD
In FY 2013/2014 the remainder of parcels within the Norris Canyon Estates development, not
previously accepted by the Wiedemann Ranch GHAD were offered to the GHAD by the project
developers. As provided in the Plan of Control, part of the ongoing transfer process is an
inspection of the GHAD-maintained improvements. We have provided a budget estimate for the
ongoing transfer process activities within the GHAD. Estimated budget $15,000
Transfer of Parcels within Subdivisions 7575, 7996 or 7998 to the GHAD (Outside Professional
Services)
As part of the ongoing transfer process, the GHAD has contracted with Darwin Myers of
Darwin Myers Associates to provide for third-party review of the GHAD-maintained
improvements prior to transfer. We have provided a budget estimate for the ongoing transfer
process during the 2014/2015 fiscal year. Estimated budget $10,000
Maintenance and Operations
Concrete-Lined Drainage Ditches
This budget item is to provide for the removal of vegetation and cleaning of concrete-lined
drainage ditches within the Henry Ranch and Norris Canyon Estates developments
(Subdivision 7578). Currently, this includes approximately 11,500 lineal feet of ditch cleaning.
These services have been contracted through the 2013/2014 fiscal year.
Estimated budget $8,000
Erosion Control
Anticipated tasks under this budget item include the repair of slope or creek erosion and removal
of debris from creek channel culverts. Cleaning and vegetation management of the Henry Ranch
Detention Basin will be a task within this budget item. Estimated budget $45,000
Slope Stabilization
This is for minor repairs, including slope instability or erosion, which may occur during the
2014/2015 fiscal year. Purchase of emergency stabilization supplies will be included within this
budget item. Estimated budget $25,000
Wiedemann Ranch GHAD Board of Directors 3586.002.014
Wiedemann Ranch Geologic Hazard Abatement District May 20, 2014
BUDGET FOR FISCAL YEAR 2014/2015 Page 6
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
database development would include transition of available and pertinent information to an
electronic format suitable for GIS deployment, and as necessary, field-verification with GPS
surveys. Estimated budget $5,000
Web Site Maintenance and Updates
To allow for greater access to information about the Wiedemann 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
Administration
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 $24,000
Annual Report and Budget Preparation
This budget provides for the preparation of the annual report and budget. 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 $4,000
Wiedemann Ranch GHAD Board of Directors 3586.002.014
Wiedemann Ranch Geologic Hazard Abatement District May 20, 2014
BUDGET FOR FISCAL YEAR 2014/2015 Page 7
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 $4,000
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 $7,200
Contra County Assessor’s Fees
This budget item allows for fees from the Contra County Assessor’s Office.
Estimated cost $653
Association Membership
The GHAD maintains membership in the California Association of GHADs.
Estimated cost $337
Insurance
The GHAD maintains general liability insurance for open space areas within the District.
Estimated cost $500