HomeMy WebLinkAboutMINUTES - 06162015 - C.14RECOMMENDATION(S):
ADOPT Wendt Ranch GHAD Resolution No. 2015/01 adopting the GHAD budget for 2015/2016 fiscal year and
updating GHAD Manager payment limit under Consulting Services Agreement, as recommended by the GHAD
Attorney and GHAD 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 2015/2016 as prepared by the GHAD
General Manager, ENGEO, Inc., which is
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
Action of Board On: 06/16/2015 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
ABSENT:Federal D. Glover, District V
Supervisor
Contact: Anagha Dandekar
510-622-7551
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 16, 2015
David Twa, County Administrator and Clerk of the Board of Supervisors
By: Chris Heck, Deputy
cc:
C. 14
To:Wendt Ranch GHAD Board of Directors
From:Patricia E. Curtin, GHAD Attorney and General Manager
Date:June 16, 2015
Contra
Costa
County
Subject:Wendt Ranch GHAD Resolution No. 2015/01
BACKGROUND: (CONT'D)
attached to Resolution No. 2015/01. 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. 2015/01 identifies that limit at $100,725.
CONSEQUENCE OF NEGATIVE ACTION:
The GHAD will not be able to continue operation starting July 1, 2015 if the budget is not approved.
ATTACHMENTS
Wendt Ranch Resolution
Wendt Program Budget 2015
017585.0001\3554073.1
THE BOARD OF DIRECTORS OF WENDT RANCH
GEOLOGIC HAZARD ABATEMENT DISTRICT
Adopted this Resolution on June 16, 2015, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
RESOLUTION NO. 2015/01 (WENDT RANCH GHAD)
SUBJECT: Adopting 2015/2016 annual budget and updating GHAD General Manager
payment limits under the existing consulting services agreement.
WHEREAS, 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.
WHEREAS, the GHAD Board of Directors desires to adopt the budget for the fiscal year
2015/2016 prepared by the GHAD General Manager, ENGEO, Inc., attached hereto as
Exhibit A.
WHEREAS, on May 19, 2009, pursuant to Resolution No. 2009/03, the GHAD Board
approved the consultant services agreement with ENGEO, Inc., to act as General Manager for
the GHAD. This Agreement, in section 1(e), requires the GHAD Board to determine by
resolution each fiscal year the payment limits for GHAD General Manager services. The budget
attached in Exhibit A identifies this limit at $100,725 at page 2.
The Board of Directors of the GHAD HEREBY RESOLVES THAT:
1. The GHAD Board approves the GHAD budget for the 2015/2016 fiscal year
attached as Exhibit A and incorporated herein by this reference.
2. The GHAD Board adopts the payment limit for the GHAD General Manager
services at $100,725 for fiscal year 2015/2016 as set forth in Exhibit A, and incorporates this
payment limit into the consulting services agreement.
017585.0001\3554073.1
3. The recitals are incorporated herein by this reference.
This Resolution shall become effective immediately upon its passage and adoption.
WENDT RANCH GEOLOGIC HAZARD ABATEMENT DISTRICT
PROGRAM BUDGET FOR FISCAL YEAR 2015/2016
2010 Crow Canyon Place, Suite 250 San Ramon, CA 94583 (925) 866-9000 Fax (888) 279-2698
www.engeo.com
June 4, 2015
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 2015/2016
Dear Board Members:
Attached is the program budget for the Wendt Ranch Geologic Hazard Abatement District
(GHAD) for Fiscal Year 2015/2016. The proposed program budget is $215,450. The budget
expenses break down into the following approximate percentages of the total receivables.
Major Repair ............................................................... 0 percent
Preventive Maintenance and Operations .................. 32 percent
Special Projects ........................................................... 2 percent
Administration and Accounting .................................. 8 percent
Additional - Outside Professional Services ................ 4 percent
The budget anticipates a contribution of approximately $252,000 (54% of total receivables) to
the reserve fund. 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, GHAD Manager
ENGEO Project No. 4063.002.015
Eric Harrell Paul C. Guerin
eh/pcg/cjn:ghad
Wendt Ranch Geologic Hazard Abatement Program 4063.002.015
Contra Costa County June 4, 2015
PROGRAM BUDGET FOR FISCAL YEAR 2015/2016 Page 1
Wendt Ranch Geologic Hazard Abatement District
Proposed Program Budget
Fiscal Year 2015/2016
The following proposed program budget summarizes the anticipated receivables and
expenditures for fiscal year 2015/2016 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 have not yet been accepted by the GHAD due to punchlist
items remaining to be completed. Within this budget, it is anticipated that during the 2015/2016
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 2014/2015 fiscal year, 1,054 parcels were
Wendt Ranch Geologic Hazard Abatement Program 4063.002.015
Contra Costa County June 4, 2015
PROGRAM BUDGET FOR FISCAL YEAR 2015/2016 Page 2
subject to the levy. For the 2015/2016 fiscal year, it is anticipated that approximately
1,085 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 2015/2016 fiscal year, the
cumulative reserve will be about $1,943,000 and about $2,196,000 at the end of the 2015/2016
fiscal year. At $1,943,000, the cumulative reserve will be about $339,000 or 21% 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 80% probability that the ongoing El Nino event will continue through
2015 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
2015/2016 (July 1, 2015 through June 30, 2016), the payment limit is set at $100,725. 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 4063.002.015
Contra Costa County June 4, 2015
PROGRAM BUDGET FOR FISCAL YEAR 2015/2016 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
This category includes administrative expenses for tasks of the GHAD Manager, clerical and
accounting staff related to the operation and administration of the GHAD.
TABLE 1
Summary of Proposed Fiscal Year 2015/2016 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
Wendt Ranch Geologic Hazard Abatement Program 4063.002.015
Contra Costa County June 4, 2015
PROGRAM BUDGET FOR FISCAL YEAR 2015/2016 Page 4
Budget Item Label Budget Amount
Percentage
of Total
Budget
Bioretention and Other Water Quality Facilities $ 9,000
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 $ 19,500
Subtotal $ 102,500
TOTAL $ 147,600 32%
SPECIAL PROJECTS
Reserve Study $ 4,000
GPS/GIS Development $ 5,000
Web Site Development $ 2,000
TOTAL $ 11,000 3%
ADMINISTRATION AND ACCOUNTING – GHAD
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 $ 8,000
Treasurer $ 5,500
Contra Costa County Assessor’s Fees $ 1,200
California Association of GHADs Membership $ 650
Insurance $ 500
Subtotal $ 20,850 4%
TOTAL $ 56,850
ESTIMATED EXPENDITURES TOTAL $ 215,450 54%
Wendt Ranch Geologic Hazard Abatement Program 4063.002.015
Contra Costa County June 4, 2015
PROGRAM BUDGET FOR FISCAL YEAR 2015/2016 Page 5
Budget Item Label Budget Amount
Percentage
of Total
Budget
ESTIMATED RECEIVABLES
Estimated Balance (June 30, 2015) $ 1,943,883
Estimated 2015/2016 Assessment Amount $ 445,645
Estimated Earnings on Investments $ 21,667
Total Available Funds TOTAL $ 2,411,195
ESTIMATED EXPENDITURES
Major Projects $ 0
Preventive Maintenance and Operations $ 147,600
Special Projects $ 11,000
Administration and Accounting $ 56,850
Estimated Expenditures TOTAL $ 215,450
ESTIMATED RESERVE/FUND BALANCE
ON JUNE 30, 2016 $ 2,195,745
MAJOR REPAIRS
There are currently no major repair projects anticipated in the 2015/2016 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 2015/2016 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 2015/2016 winter season.
Estimated budget $5,500
Wendt Ranch Geologic Hazard Abatement Program 4063.002.015
Contra Costa County June 4, 2015
PROGRAM BUDGET FOR FISCAL YEAR 2015/2016 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 2015/2016 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 2015/2016 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 2016/2017 fiscal year.
Estimated budget $2,500
Bioretention and other Water Quality Facilities
The budget item allows for ongoing maintenance activities as described in the operations and
maintenance manual.
Estimated budget $9,000
Wendt Ranch Geologic Hazard Abatement Program 4063.002.015
Contra Costa County June 4, 2015
PROGRAM BUDGET FOR FISCAL YEAR 2015/2016 Page 7
Erosion Repairs
This is for unanticipated minor erosion repairs, including those that may occur during the
2015/2016 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 2015/2016 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 2015/2016 fiscal year. We are not
anticipating that trail maintenance will be required during the 2015/2016 fiscal year. These items
have been contracted through the 2016/2017 fiscal year.
Estimated budget $19,500
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
Wendt Ranch Geologic Hazard Abatement Program 4063.002.015
Contra Costa County June 4, 2015
PROGRAM BUDGET FOR FISCAL YEAR 2015/2016 Page 8
communication of this information to affected parties. We anticipate this first phase of GIS
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 $2,000
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
GHAD Manager
Administration and Accounting
Administrative expenses include the GHAD 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 4063.002.015
Contra Costa County June 4, 2015
PROGRAM BUDGET FOR FISCAL YEAR 2015/2016 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 $8,000
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 $5,500
Contra County Assessor’s Fees
This budget item accounts for fees from the Contra County Assessor’s Office.
Estimated cost $1,200
California Association of GHADs Membership
The GHAD maintains membership in the California Association of GHADs.
Estimated cost $650
Insurance
The GHAD maintains general liability insurance for open space areas within the District.
Estimated cost $500