HomeMy WebLinkAboutMINUTES - 11062001 - C.27 TO: BOARD OF SUPERVISORS AS THE BOARD OF DIRECTORS, CANYON LAKES GHAD
FROM: MAURICE M. SHIU, PUBLIC WORKS DIRECTOR
DATE: November 6, 2001 V
SUBJECT: APPROVE and AUTHORIZE the Chair, Board of Supervisors to execute a contract amendment
between the Canyon Lakes Geologic Hazard Abatement District and William R. Gray and
Company, Inc., Danville area, District III. (WO 5148)
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)do BACKGROUND AND JUSTIFICATION
I. Recommended Action:
j
APPROVE and AUTHORIZE the Chair, Board of Supervisors to execute a contract amendment
between the Canyon Lakes Geologic Hazard Abatement District (GRAD) and William R. Gray and
Company, Inc. for administration, project management and other professional services related to the
Canyon Lakes GHAD for calendar year 2001, increasing the annual payment limit by $40,000 to a new
payment limit of$120,000, Danville area, District III.
II. Financial Impact:
There is no impact to the County General Fund. The Canyon Lakes GHAD is funded through special
assessments on properties within the boundaries of the Canyon Lakes GHAD. The Canyon Lakes
GHAD will fund 100%.
Continued on Attachment: X SIGNATURE: *_,��
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_COMMENDATION OF COUNTY ADM11INISTRATOR
_RECOMMENDATION OF BOARD COMMITTEE
�VPROVE OTHER
SIGNATURE(S):
ACTION OF BOA ON PBDi11ISPCP34V13 OTHER XX
"RELISTED ON DECEMBER 04, 2001"
VOTE OF SUPERVISORS
Y.XX UNANIMOUS(ABSENT ) I hereby certify that this is a true and correct copy of an action taken and entered on the minutes
AYES: NOES' of the Board of Supervisors on the date shown.
ABSENT: ABSTAIN: NOVINER;..O6 w,2,QQ1
A"f'f ES'f F D: --
JOHN SWEETEN,Clerk of the Board of Supervisors and County Administrator
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G:\GrpData\SpDist\Board Orden\2001\1 I Novemlxr\B0 11-6-01 Canyon Lakes GHAD.doc
Orifi.Div: Public Works(Special Districts) By ,Deputy
Contact: Skip Epperly(313-'_253)
cc: County Administrator
Accounting
Auditor-Controller
William R Cray
SUBJECT: APPROVE and AUTHORIZE the Chair, Board of Supervisors to execute a contract amendment
between the Canyon Lakes Geologic Hazard Abatement District and William R. Gray and
Company, Inc., Danville area, District III. (WO 5148)
DATE: November 6, 2001
PAGE 2
III. Reasons for Recommendations and Background:
On December 15, 1998, the Board of Directors appointed William R. Gray and Company, Inc., Walnut
Creek, California (WRG) as the General Manager of the Canyon Lakes GHAD effective January 1,
1999 following a Board approved selection process. The Board concurrently approved a three-year
professional services contract with WRG with an initial annual contract payment limit of$40,000 per
year. On August 17, 1999, following a review of prior year expenses and a draft program budget for FY
99/00, the Board increased the annual contract payment limit to $80,000 per year.
Calendar year 2001 has been an exceptionally busy year for the District with completion of a major
repair project on Lakeview Circle and the beginning of engineering, design and project development
work on the largest landslide repair project that has occurred to date within the District. The project,
which will repair a landslide adjacent to the 14`h fairway of the Canyon Lakes Golf Course may cost as
much as $300,000 to repair. In addition, the District is well into establishment of a new on-line
Geographic Information System operated and maintained by the District. The cost for this program is
shared proportionately with the Blackhawk CHAD. The District has also been playing an active role in
efforts to establish the California Association of Geologic Hazard Abatement Districts a statewide
organization that will be coordinating efforts to manage GHAD risks throughout the state and to
evaluate opportunities for risk sharing or insurance for GHADs.
WRG hopes to begin work soon on a comprehensive Preventative Maintenance and Operations program
for the District. The GHAD's Plan of Control has not been updated since the District was formed in
1986 and a Reserve Study is needed to establish an appropriate level of reserves for the District.
By letter dated September 10, 2001, WRG requested that the budget in their contract by augmented by
$40,000 (for calendar year 2001 only), to a total of $120,000. Sufficient funds for this budget
augmentation and the activities outlined in WRG's proposal are included in the line item budget that was
adopted by the Board of Directors on August 7, 2001.
It is important to note that the Contra Costa County Public Works Department, who acts as a liaison
between the District and the Board of Directors under the provisions of a Joint Exercise of Powers
Agreement dated July 15, 1986 (Resolution 86/408), has initiated an effort on behalf of the Board of
Directors to seek qualification statements and proposals for consultant support services for the Canyon
Lakes GHAD for calendar year 2002 and beyond.
IV. Consequences of Negative Action:
Board approval is necessary to continue the management of day-to-day operations within the District.