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HomeMy WebLinkAboutMINUTES - 12172002 - C.13-C.15 TO: BOARD OF SUPERVISORS "° Contra FROM: MAURICE M. SHIU, PUBLIC WORKS DIRECTOR Costa DATE: DATE: December 17, 2002 � o u my t... SUBJECT: APPROVE and AUTHORIZE the Public Works Director to execute the contract with Leigh Fisher Associates,for consultant services for Byron Airport's Airport Improvement Program (AIP)Project No. 3-06-0008-10,Byron Area. SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BATGROUND AND JUSTIFICATION I. Recommended Action. APPROVE and AUTHORIZE the Public Warks Director to execute a consulting services agreement with Leigh Fisher Associates, who has also met the requirements of the County's Disadvantage Business Enterprise Program, effectiveDecember 17,2002 through December 31,2003,in the amount of$350,000 services for Byron Airport's Airport Improvement Program (AIP)Project No. 3-06-0008-10, Byron area. IL Financial Impact: There will be no impact on the County General Fund. The contract is for$350,000 and shall be paid for by the Federal Aviation Administration(90%or $315,000) and 10%Airport Enterprise Funds. l I Continued an Attachment: X SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR t3 RECOMMENDATION OF BOARD COMMITTEE ,,-APPROVE r THER SIGNATURE(S)- ACTION S :ACTION OF BO ON DECEMBER 17 , AMBQVEU AS RECOMMENDED BOTHER VOTE OF SUPERVISORS I hereby certify that this is a true and correct copy of an action xx UNANIMOUS{ABSENT ) taken and entered on the minutes of the Board of Supervisors on AYES: NOES: the date shown. ABSENT: ABSTAIN: DM:df ATTESTED: DECEMBER L7 , 2002 C;:Wofd FikzskFlO\2402\12-17 LeighFisho:ConsultantSarvius.dac JOHN SWEETEN,Clerk of the Board of Supervisors and County prig.Div: Public Works(Airport) Administrator Contact: (David—Mendez,645.5722) cc: County Administrator Public Works Director f Director of Airports By Deputy Public Works Accounting Auditor/Controller Aviation Advisory Committee Federal Aviation Administration Leiih Fisher Associates SUBJECT. APPROVE and AUTHORIZE the Public Works Director to execute the contract with Leigh Fisher Associates,for consultant services for Byron Airport's Airport Improvement Program (AIP) Project No. 3-06-0008-10, Byron Area. DATE: December 17, 2002 PAGE: 2 IIL Reasons for Recommendations and Background: On September 25, 2001, Contra Costa County was awarded a Federal Aviation Administration (FAA) Airport Improvement Project (AIP) grant in the amount of $315,000. The original purpose and sole designation of the grant was to update the existing Byron Airport Master Plan and create an Airport Business Plan. Several months after the grant was awarded, significant interest was expressed on the feasibility of Byron Airport becoming an air cargo facility. The air cargo study was not originally submitted under the scope of work submitted to the FAA for AIP grant approval. However,the FAA indicated they could amend the scope of work to allow an air cargo facility analysis but the cost must remain with the $315,000 grant amount. A Request for Proposal (RFP) was developed with two main phases. Phase I was an initial air cargo feasibility analysis,and Phase II was the Master Plan update and Business Plan. The RFP was reviewed and commented on by several community groups including the Byron and Discovery Bay Municipal Advisory Committees, and the cities of Pittsburg,Antioch,Oakley, and Brentwood. On October 7,2002, consultant interviews were conducted with four firms. The firm of Leigh Fisher Associates was selected and negotiation meetings were conducted. Subsequently,Leigh Fisher Associates indicated the air cargo analysis was a detailed study not required under the terms of the original grant,and that all two phases(excluding the environmental review by an outside consultant) would be more than the grant. Leigh Fisher Associates calculated that the cost of Phase I, the air cargo feasibility analysis, would cost no more than $235,484. Phase 11,the Master Plan Update and Business Plan,would cost no more than$273,645,for a Phase I and II total of no more than$509,129. Following conversations with the FAA indicates the FAA will adjust the grant's original scope of work and allow the grant funding to finance Phase I, including associated environmental updates. Furthermore, the FAA indicated.that Contra Costa County could apply for and receive funding for Phase II under a separate grant. IV. Consequences of Negative Action: If the consultings with Leigh Fisher Associates is not approved, the air cargo feasibility analysis and the update to the Byron Airport Master Plan and Business Plan will not be completed. Recording Requested By: CONTRA COSTA Cc Recorder Office Contra Costa County Public Works Dept. STEPHEN L, WEIR Clerk-Recorder Construction Division DOC— 2@&-0483982-00 255 GlacierDrive Martinez, CA 94553 Wednesday, DEC 18, 2002 09:23:04 FRE $0.00 Return to: Tt1 Pd $0.00 Nbr-0001216668 1rc/R9/1-1 WHEN RECORDED, RETURN TO CLERK BOARD OF SUPERVISORS BOARD OF SUPERVISORS, CONTRA COSTA COUNTY, CALIFORNIA In the Matter of Accepting and Giving } RESOLUTION OF ACCEPTANCE Notice of Completion of Contract for ) and NOTICE OF COMPLETION Buchanan Fuld Airport Apron and ) (C.C. § 3086, 3093) Taxiway Rehabilitation ) Project No.4355-4666-SAS-6X5304 } RESOLUTION NO. 2002/ 764 The Board of Supervisors of Contra Costa County RESOLVES that: The County of Contra Costa on May 8,2002 contracted with McGuire and Hester,forthe rehabilitation of Taxiway"E"at the Buchanan Field Airport in the Concord area,with National Fire Insurance Company of Hartford as surety, for work to be performed-on-toe grounds of the County; and The Public Works Director--repdrts that said work has been inspected and complies with the approved pians, special'provis-ioris and standard specifications and recommends its acceptance as complete as of November 12; 2002. Therefore, said work is ACCEPTED as completed on said date, and the Clerk shall file with the County Recorder a copy of this Resolution and Notice as a Notice of Completion for said contract. PASSED BY THE BOARD on December 17, 2002 by the following vote: AYES: SUPERVISORS UILKEMA, GERBER, DESAULNIER, GLOVER, AND GIOIA NOES: NONE ABSENT: NONE CERTIFICATION AND VERIFICATION 1 hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Contact: Mike Carlson (925)313-2321 Supervisors on the date shown. Orig. Dept.:Public Works(Const.) Cc: Record and Return DECEMBER 17 , 2002 Auditor ATTESTED: Public Works- Accounting JOHN SWEETEN, Clerk of the Board of Supervisors and - Construction, R. Bruno County Administrator - Env.,C.Sellgren Traffic, R.Tavenier Contractor By_ m Deputy p y RB:kj G:\GrpData\Const\BO\2002\12-DecemberLACCE PTAN C E-BuchananFieldA!rport.doc RESOLUTION NO. 2002/ 764 TO: BOARD OF SUPERVISORS AS THE BOARD OF DIRECTORS, BLACKHAWK GEOLOGIC HAZARD ABATEMENT DISTRICT(GRAD) ,�''►/57 FROM: MAURICE SHIU, PUBLIC WORKS DIRECTOR (�•, DATE: December 17, 2002 SUBJECT: ACCEPT and APPROVE the 4" quarter Expense and Annual Report for Fiscal Year 2001/02 from the General Manager of the Blackhawk Geologic Hazard Abatement District (GHAD) for the Blackhawk GHAD, Danville area. (District III) Project No. 7760-6X5147 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION I Recommended Action: ACCEPT and APPROVE the 4th quarter Expense and Annual Report for Fiscal Year 2001/02 for the Blackhawk Geological Hazard Abatement District(CHAD). I . Financial Impact- There is no impact on the County General Fund. The Blackhawk GHAD is funded through revenues generated by County Service Area M-23 (CSA M-23). 3 Continued on Attachment: X SIGNATURE: L--iECOMMENDATION OF COUNTY ADMINISTRATOR —RECOMMENDATION OF BOARD COMMITTEE APPROVE _OTHER S,IGNATURE(S) �` ACTION OF BO#�h ON DECEMBER 17 , 2002 APPROVED AS RECOMMENDED X OTHER t 4l� VOTE OF SUPERVISORS X X UNANIMOUS(ABSENT ) AYES: NOES: ABSENT: ABSTAIN: I hereby certify that this is a true and correct copy of an RM:sr action taken and entered on the minutes of the Board of G:\GrpData\SpDist\Board Orders\2002\12 December\12-17-02 BO-(B)4th Quater Expense Report.doc Supervisors acting as the GHAD Board on the date Orig.Div:Public Works(Special Districts) shown. Contact: Skip Epperly(313-2253) W County Counsel DECEMBER 17 2002 Auditor-Controller ATTESTED:_.. s Accounting JOHN SWEETEN,Clerk of the Blackhawk GHAD Board M.Morton,Eng.Svc. of Directors and Board Administrator R.Short,Klienfelder,Inc. ; By eputy SUBJECT: ACCEPT and APPROVE the 4t' quarter Expense and Annual Report for Fiscal Year 2001/02 from the General Manager of the Blackhawk Geologic Lazard Abatement District (CHAD) for the Blackhawk CHAD, Danville area. (District III) Project No. 7760-6X5147 DATE: December 17, 2002 PAGE: 2 III. Reasons for Recommendation and Backeround: On April 22, 1986, the Contra Costa County Board of Supervisors adopted three resolutions which resulted in the formation and funding of the Blackhawk Geologic Hazard Abatement District (CHAD). Resolution No. 86/209 provided for the addition of geologic hazard abatement extended services with County 'Service Area M-23 (Blackhawk area). Resolution No. 86/210 approved formation of the Blackhawk GHAD pursuant to the provisions of Section 26550 of the Public Resources Code and appointed the Board of Supervisors to act as the Board of Directors of the CHAD. Resolution No. 86/211 approved a Joint Exercise of Powers Agreement (JEPA)between the County and the CHAD to, among other things, provide for the funding of the District through the transfer of a portion of CSA M-23 revenues. Gray-Bowen and Company, Inc. (formerly William R. Gray and Company), General Manager of the District during the 2001/02 fiscal year, prepared and submitted the attached report—Blackhawk CHAD 4�h Quarter Expense and Annual Report for the 2001/02 fiscal year. This past fiscal year was exceptionally busy for the Blackhawk CHAD with total expenditures in excess of $2.6 million. The attached report details expenditures by the District under four major budget categories -- Major Repair projects, a Preventative Maintenance and Operations program, a Special Projects program and Administration. The District completed over $2.1 million in Major Repair projects. The largest project completed during the year involved the repair of a large landslide in the hillside above Conifer Terrace. CSA M-23 subventions to the District during the fiscal year totaled $1,327,000. The District ended the fiscal year with a Fund Balance of$655,170.85. IV. Consequences of Negative Action: The annual report and the quarterly expense reports for GHAD operations will not be available to residents and others with an interest in the District. December 17, 2002 TO: Board of Directors FROM: Gray,Bowen and Company, Inc., Interim General 1Vlanager Blackhawk Geologic Hazard Abatement District (GHAD) By William R. Gray, President SUBJECT: Blackhawk CHAD 4`{' Quarter and Annual Expense Reports-Fiscal Year 2001/02 The Contra Costa County Board of Supervisors formed the Blackhawk GHAD on April 22, 1986 (by Resolution 86/210) pursuant to Section 26550 of the Public Resources Code. The Board of Supervisors serves as the Board of Directors of the GHAD. The Board appointed William R. Gray and Company, .Inc., (now Gray-Bowen and Company) a California Corporation, as General Manager of the District, effective April 1, 1998, A Joint Exercise of Powers Agreement (JEPA) between the County and the GHAD provides funding for GHAD operations through a transfer of "surplus" revenues from CSA M-23. Gray,Bowen and Company, Inc., General Manager,prepared this report, including rhe attached spreadsheets. This report is the representation of management and has not been audited, reviewed or compiled by an independent accountant. There may be classification and riming differences between these reports and the accounting records maintained by Contra Costa County]; however, we believe that these differences, if any, are not material and would not significantly change these reports. 'Public Works staff advised on Novernber 19,2003 that$212,810.76 was allocated to account#2310 (Administration), which should have been allocated to account#2319 (Major Repair Program). The records maintained by the General Manager and report reflects the correct classification of these charges. December 17, 2002 Page 2 of 8 The followinc, chart details the sources and uses of Blackhawk GHA`D funds for the 2001102 fiscal year that ended on .Tune 30, 2002; lncomeftix erases IncomwTxpewes As Ire of (actual (Program Bud etc) Budget 4' carter I Year to date Beginning Fund Balance—July 1 2001 $1.882,082.04 1NCON E Coituibutiors from CSA M»23 $1,327.000.00 Interest on Investments $x39;499.76 Other Income $29,451,00 ' Sub Total-Sources of Funds $1,L95,950.76 Sub Total-Available Funds S3,278,032.80 EXPENSES Major Repwr.Pmgrarn .$1,009,019.67 $2,194,792A9 $2,325,000.00 94.4017o l'.rcventative Maintenance Pro ,arn $45,923.87 $186,974.59 $200,000, 93.49% S „cial Pra`ects $6.029.60 $46,839.30 x$8,000,00 53.23% � Administration $92,447.66 $194,255.57 $147,000.00 132.15% i Sub Total-Ex ewes $1,15314,15-80 $2.622,861.95 2,760,000.00 i End of Fear and Balance..,tune 30,20Q2 $655,170.8.5 Income. Income for the 2001/02 fiscal year totaled$1,395,950.76 with the major source of revenue being the transfer of$1,327,000.00 in "surplus"CSA M-23 funds from Contra Costa County as provided for under the .TEPA with the County, Because expenditures for the year exceeded revenue, the District utilized$1,226,911.19 in previously unallocated funds (the District's Reserve Fund). Expenses. Expenditures during the Ott' quarter of the 2001102 fiscal year totaled$1,153,425.30. A majority of these expenditures were for payments to CHAD retained contractors on two large major repair projects. This past fiscal year was a very busy year for the District with total expenditures of slightly over$2.6 million. Details regarding expenditures by budget category are discussed below and shown in detail in the attached spreadsheets. 1. Magor Repair Program. Expenditures under the Districts Major Repair Program over this past fiscal year accounted for almost$2.2 million or 83.7% of the District's total expenditures. Costs associated with the development of the District's Major Repair Program projects, including, but not necessarily limited to civil and geotechnical engineering services and support, project management and oversight, preparation and negotiation of license and related agreements, regulatory agency permits, the development and circulation of bid packages as well as the preparation of all contract and contract related documents, are reflected in these figures. Project development expenditures for the 4"'quarter and the fiscal year totaled$31,324.80 and $258,660.91. respectively. "Actual"numbers are from the incremental year-end reports. The final year-end finance will not be available until approximately December 2002 3 Adopted by the BH UHAD Hoard of Directors on March 26,2002 adiustcd to reflect actual year end figures per District Auditor-Controller As provided in TEPA dated April 22, 1986(Resolution 861211) The End of Year Fund Balance must be considered an estimate until the District Auditor-Controller finalizes the year. k- .December 17, 2002 Page 3 of 8 Costs to inspect and administer contracts for the projects completed under the District's ?Major repair program totaled $170,330.65 for the quarter and$360,770.77 for the year. These costs include post award engineering services (both civil and geotechnical), inspection and materials testing services as well as contract administration. As detailed in the attached quarterly and annual Expense Reports (by project), the District completed work on three Major.Repair Program projects during the year: a. The Hillside Along Conifer Terrace Landslide Repair Project, b. The 3130 Blackhawk Meadow Landslide Repair, and c. The 525/521 .Kingswood Place Landslide Repair project. The.Hillside Along Conifer Terrace Landslide Repair Project. The most significant landslide repair project completed by the District during this past year was the Hillside Along Conifer Terrace Landslide repair Project. As noted in the tad quarter expense report, the District began monitoring sub-surface movement in the hillside above Conifer Terrace in the fall of 2000. In May of 2001, inclinometers installed by the District began to indicate movement in the hillside. The frequency of monitoring was increased and the District retained the services of an independent Geotechnical firm to assist in evaluating the data being collected by the District. in mid October of last year, the District conducted two "down hole" surveys where Geologists and Geotechnical Engineers were lowered into a large diameter hole to physically inspect the subterranean geology. As a result of this effort as well as inspections in a number of shallow trenches and additional data from the monitoring devices, the District's Geotechnical engineering consultants concluded that there was "continued progressive movement of a landslide mass." In other words— the District was dealing with an active landslide. ENGEO was immediately tasked with development of a repair strategy. Given the magnitude of potential damage, both ENGEO and the District's peer review consultant agreed that the District should proceed as quickly as possible to stabilize the landslide naass. The recommended repair strategy, which involved the installation of 75 ground anchors and three reinforced concrete whalers, was presented to the GHAD in early November. Plans and specifications for the project were completed by early December and bids were solicited from qualified contractors in accordance with the Board's policy on retention of contractors. The CHAD Board of Directors authorized award of a construction contract to Drill Tech Drilling and Shoring of Antioch, California on December 18, 2001. All affected property owners executed License Agreements before the formal notice to proceed was issued. Pre-construction floor level surveys were conducted on a number of residences along Sequoia Terrace. Work started on the project in early January of 2002. A total of twelve contract change orders were issued during construction of the project. During installation of the,concrete whalers, the contractor encountered a storm drain line that is maintained by others. The storm drain needed to be relocated to an area away from the ground anchors to avoid future maintenance problems. Because work on the storm drain line was of a specialized nature, a separate contractor was required to complete the work. The General Manager negotiated a contract with Siteworks Construction of Lafayette, California and on April 26, 2002, December 17, 2002 Wage 4 of 8 awarded a contract in the amount of$68,349 to rehabilitate and relocate the storm drain line on the hillside between Sequoia Terrace and Conifer Terrace. The GHAD's standard contract bidding and award procedures were waived in accordance with Section I.D.2. Emergencies of Resolution 86/730 as the project was necessary, in the opinion of the General Manager, to prevent or mitigate an emergency. The Board of Directors ratified the decision of the General Manager to award this contract at their regular meeting of May 14, 2001. Work on bath projects was completed in early June and the Board was expected to formally accept the work as complete early in the 2002/03 fiscal year.7 EIWGGEO has advised the District that the landslide has been completely stabilized. Expenditures under both the Drill Tech and Siteworks contracts for the 4`h quarter totaled $726,009.21 and $1,384,329.48 for the fiscal year. Expenditures for these two projects, including all project development, engineering, inspection and support costs totaled$881,799.36 for the quarter and$1,842,196.01 for the year. Support costs totaled approximately twenty-nine percent (29%) of the final construction cost, well within industry standards for such a complex project. It is important to note that the annual figure represents 83.9%4 of the Districts total expenditures for Major Repair Program projects for the entire year. Additional details regarding expenditures for these two projects are shown on the attached spreadsheets. It is important to note that additional project related expenditures for this project will be reflected in the 2002/03 quarterly and annual expense reports for work to repair damaged pavement on Conifer Terrace as well as to replace landscaping that was damaged by the repair project. As has been noted in prior correspondence, the Hillside Along Conifer Terrace Landslide Repair Project represents the single largest landslide that the District has repaired since it was formed in 1986. 3130 Blackhawk Meadow Drive. In the spring of 2000, a representative of the owner of the property located at 3130 Blackhawk Meadow Drive, Danville, California contacted the CHAD, as well as the Contra Costa County Flood Control and Water Conservation District (FCD), with concerns regarding erosion and a potential landslide on the banks of Alamo Creek, which bisects the subject property. A subsequent joint investigation by representatives of bath the GHAD and the FCD revealed that neither the FCD nor the GRAD had any formal maintenance responsibility for this portion of Alamo Creek, although the GH.AD did determine that it would be appropriate to investigate the reported landslide further as provided in the District's flan of Control. The evaluation completed for the,District concluded that the landslide, if not repaired, might expand and damage improvements on the property. While Engeo evaluated a number of repair strategies, regulatory agency permit requirements and private On July 16,2002,by Resolution 2002/268, the Board of Directors of the GHA..D accepted the contract with Siteworks as complete and issued the Notice of Completion for that project, On August 13,2002,by Resolution ?0021493, the Board accepted the contract with Drill Tech as complete and issued the Notice of Completion for that project. December 17, 2002 Page 5 of 8 improvements located very close to the top of the creek bank significantly limited the repair options. After consultation with the property owner and the GHAD's environmental consultant, it was determined that the only practical repair strategy was the installation of a reinforced concrete soil nail retaining wall. A License Agreement was developed to provide the GHAD and it's contractors with sufficient rights to enter upon the property and to repair the landslide. Because improvements had been constructed very close to the top of the creek bank(thereby limiting repair options and increasing the cost of the project), the GHAD proposed and the property owner agreed to a jointly funded project. The owner agreed to contribute $25,000.00 to cover his share of the cost of the proposed project. Because of the specialized nature of the repair and the conditions imposed by the Department of Fish and Game, only a limited number of engineers and contractors were found to have the necessary qualifications to complete the work. After reviewing a number of qualifications statements, the CHAD selected Drill Tech Drilling and Shoring of Antioch, California as the engineer/contractor to complete the final design and construct the project. On July 11, 2001, under the provisions of Resolutions 86/370 and 98/329, the General Manager awarded a contract to Drill Tech Drilling and Shoring to finalize the design and to prepare Plans, Specifications and Estimates (PS&E) for the project. The California Department of Fish and Game issued a Streambed Alteration Permit for the project on September 10, 2001. The permit contained a number of restrictions with respect to work in and around the creek and, most significantly, required that all work be completed by October 15, 2001. The project is statutorily exempt from the requirements of the California Environmental Quality Act (Section 21080(b)(4)) and a Notice of Exemption was issued. On September 14, 2001, the General Manager awarded a contract to Drill Tech Drilling and Shoring in the amount of$55,500.00 for construction of the retaining wall. The GHAD's standard contract bidding and award procedures were waived in accordance with Section I. D. 2. Emergencies of Resolution 86/370 (Procedures for the Awarding of Contracts for Blackhawk GRAD Repair, Maintenance and Improvement Projects) and the project was necessary to prevent or mitigate an emergency. Board ratification is required for all negotiated contracts with a total value in excess of$50,000.00 (Resolution 98/329). Work began on the project on September 17, 2001 and the project was complete by the October 15"date established in the permit issued by the California.Department of Fish and Game. On December 4, 2001, by Resolution 2001/575,the Board of Directors of the GHAD accepted the contract with Trill Tech as complete and issued the Notice of Completion for the project. Expenditures for this project for the 4" quarter totaled$288. Expenditures for the year on this project totaled $115,562.11, including all costs associated with project development, inspection and contract administration. 525/521 Kingswood Drive. The final Major Repair project completed by the District over this past year involved two properties on Kingswood Drive. One of the vi December 17, 2O02 Page 6 of 8 properties had been vacant for several months during the spring of 2001 and the landscaped slope below the rear lawn failed as a result of over watering (landscaping irrigation). The rear garden of a neighboring property was also impacted. In the fall of 2001, the GHAt retained a geotechnical engineering firm to investigate the landslide and to recommend a repair strategy. The report was issued in April of this year and recommended installation of a reinforced concrete pile wall with timber lagging. The GITA.D solicited bids from three contractors as required by Board Resolutions 36x'730 and 98/329 —Procedures for awarding of Contracts for Blackhawk GRAD Repair,Maintenance and Improvement Projects. Because all of the bids exceeded the engineer's estimate by more than 10%, the District rejected all bids. As provided for in Resolutions 86/370 and 98/239, the District then entered into negotiations with Siteworks Construction of Lafayette, California for the work. On May 6, 2002, the General Manager awarded a contract to Siteworks Construction in the amount of $76,093. The GHAD's standard contract bidding and award procedures were waived in accordance with Section .I.D.2. Emergencies of.Resolution 86/730 as the project was necessary, in the opinion of the general Manager, to prevent or mitigate an emergency. The Board of Directors ratified the decision of the General Manager to award the contract at their regular meeting of May 14, 2001. License Agreements were executed prior to construction by all of the affected property owners. The final construction cost for the project was $82,490.50, which includes costs associated with the repair and replacement of landscaping damaged during the repair. The total cost of the project was $135,180.30, which included all engineering, inspection and support costs. Expenditures related to the 525/521 Kingswood Drive project in the 4h quarter of the fiscal year totaled$107,924.31.. These figures include all project development, inspection and contract administration costs. Details of other expenditures under the District's Major Repair Program are shown on the attached spreadsheets. 2. Preventative Maintenance and Operations, Expenditures under the District's Preventative Maintenance and Operations (PK program totaled $45,928.87 for the 4`� quarter and $185,974.59 for the fiscal year. The annual figure represents 8.5% of the Districts total expenditures for the year. `l;'he PM program includes expenditures incurred in responding to initial requests for assistance (from residents and others) as well as physical repairs to small landslides andlor debris flows not considered significant enough to be included in the District's Major Repair program. Gray-Bowen and Company administers the PM program for the District. Until the spring of 2002, Sands Construction Company, Inc. assisted with this function. Administrative support costs for the 4th quarter totaled$7,580.00 and$47,788.30 for the fiscal year. The largest expenditures under this program for the quarter and for the year relate to costs associated with cleaning and repairing GRAD maintained drainage facilities (primarily B-58 ditches) within the open space areas of the Blackhawk development. December 17, 2002 Page 7 of fs Details of expenditures under the District's PM program are shown on the attached spreadsheets. 3. Special Projects. Expenditures tracked under the Special Projects portion of the District's budget accounted for$6,029.60 of the expenditures for the 41' quarter and $46,839.30 for the fiscal year. The annual figure represents 2.1% of total expenditures during the fiscal year. Details of expenses related to the various "special projects" are shown on the attached spreadsheet. By far, the most significant of the District's Special Projects was continued development and implementation of the Districts Geographic Information System (GIS). This project, which had been undertaken jointly with the Canyon Lakes and Wiedemann Ranch GHA,Ds, features a web-based system that would have allowed the District to display the location and condition of the various District maintained facilities— piezometers, inclinometers, subdrains, B-58 ditches and other facilities (retaining walls, etc.). In addition, the system would allow the District to locate and track calls from homeowners and others related to reported incidents (landslides, drainage problems, etc.). Work on this project was stepped at the end of December, 2001 at the request of the Blackhawk Homeowners Association. Other expenditures tracked under the Special Projects portion of the Districts Budget include efforts to update the Districts accounting and bookkeeping systems as well as efforts to update the District's now sixteen-year-old Plan of Control. 4. Administration. Expenditures under the Administrative portion of the District's budget accounted for$92,447.66 during the 4th quarter and$194,255.57 for the year. The annual figure represents 7.4% of the Districts total expenditures for the 2001./02 fiscal year. Of this amount, charges by Gray.Bowen and Company, Inc. under the "General Manager Function" of the Administrative budget account totaled $18,962.50 for the 4`t'quarter and $69,111.30 for the fiscal year. The annual figure for Gray Bowen and Company expenditures represents approximately 2.6% of the District's total expenditures for the year and represents the basic cost of administering the Blackhawk CHAD. All other charges by Gray-Bowen and Company to the District represent costs associated with specific projects and/or programs. Legal fees, related to both general counsel (Contra Costa County Counsel's office) and special counsel (Gordon, DeFraga Watrous &Pezzaglia) are charged as administrative expenses and not charged to individual projects. Theses charges totaled$19,637.48 for the 4" quarter and $33,254.90 for the year. Under a Joint Exercise of Powers Agreement (JEPA) with the County, the Public Works Department acts as a liaison to the Board of Directors. As provided by the JEPA, the District reimburses the Department for all costs incurred in providing these services. Public Works costs over this past fiscal year totaled$45,267.41. These charges are much higher than has been typical in past years.s This appears to be primarily due to costs incurred in assisting the Berard of Directors with efforts to recruit and select a new General Manager for the District. Charges by Public Works in their rote as liaison between the Board of Directors and the District are typically in the range of$13,000 to$16,000 per year. December 17, 2002 Page 8 of 8 In addition to details regarding expenditures associated with the four major program areas, a spreadsheet is attached summarizincr charges by the Districts three major consultants (Gray-Bowen and Company, Inc., Sands Construction Company, Inc., and ENGEO, Inc.). If you have any questions or would like any additional information, please do not hesitate to call. WRGIkg Attachments cc .Blackhawk GHAD Director Donna Gerber, attn Kathy Chiverton Maurice Shiu, Public Works Director Dick Short, Kleinfelder, Inc., General Manager, Blackhawk GH.A.D C:\Blackhawk\.adrriinistratiorlAnnuai and Qv molly Budget Reports\Budget-Expensts FY 01-0214th Q&ANNUAL report FY 01-02.doc N N w N U LL C7 CL C5 t/'7 CI CV Cr tLi 07 M is � �i C77 C1 � c0 �6 Ul r N CS N a' rl:d nco tb V O Q rQ Q cC r N O N 'C N d Cs i C q R [; 'tg 63 O t^7 � h� E, O C3 C9 C h P: f• h �7 N 79 r0. N 9 p CY C'4 ' m co co V N Lo � w L ��y m 4) 2 CLG C1 fJ 6 Uf C3 t1 t1 CS CL L.. � C7 O O d N 0 co Cs C1 C G7 N C1 a t W o� Et:. t CL a a t V tw 't, LU Q ryT v ro U {2 g of d � lfi Yp C 'Jr t7 Blackhawk GHAD 2001102 Fiscal Year-4th Quarter Report April through June 2002 Preventative Maintenance Program-Expenses Preventative Malnt&Opns Admin Prey Maintl Opns program 7,580.00 Operations Storage Unit upkeeplinve3ntory 7,677.77 Incident Response)Hmownr Ret 2,331.25 piez,sublhoriz drain monitor 6,893.79 Total Operations 18,902.$7 Preventative Maint Program 8-58 ditches-repair&replace 14,687,50 Debris cleanup/minor repair 66,758.56 meq.....,., Total Preventative Maint Program 21,446,06 Total Preventative Malnt&Opna 45,428,87 Gray-Bowen and Company,Inc. Sea Blackhawk CHAD 4th Quarter and Annual Expense Report-FY 2COV02 General Manager,iNackhawk 0HAD Dated December 17,2002 Blackhawk + NAD 2001/02 Fiscal Year-4th Quarter Report April through June 2002 Special Projects-Expenses Spacial Projects GHAD Assoelat#on 396.00 Establish GIS System 3,760.50 Develop Standard Plans,Specs 223.!0 Update Plans of Control 1,650,00 Total Special Projects 8,028.80 Gray•Bowen and Company,Inc, See Slackhawk GHAD 4th Quarter and Annual Expense report-FY 2001/02 General Manager,Blackhawk CHAD Gated Decsmbar 17,2002 Eiackhawk CHAD 2001102 Fiscal Year-4th Quarter Report April through June 2002 Administration-Expenses Administration Legal Fees General Counsel-County Counsi 9,789.44 Special Counsel 9,848.04 Total Legal Fees 19,637.A8 Office Expense Postage and Delivery 68.78 Printing and Reproduction 100.73 Rent 679.50 Telephone 376.78 Total Office Expense 1,22.5.80 Outside Services Auditor,tax collector,etc. 11359.00 Public Works Dept 45,267.41 Total Outside Services 46,626.41 Staffing/Admin Support Accounting/Bookkeeping 5,900.47 FEMA 95.00 General Manager Function 18.962.50 Totes Staffing/Admin Support 24,957.97 Total Administration 92,447.66 Gray-Bowen and Company, Inc. See Blackhawk CHAD 4th Quarter and Annual Expense Report-FY 2001/02 General Manager,6lackh,awk CHAD Dated December 17,2002 N N TY� pty pp �v3 r5 $n' ocao 0 op d � oti $ c avS u'ts d � . A Nt N p h h Ll �. iL5 bs y,-0 � sn r a � m c $ o � o $ � q c'S• c a © � c ��n• o � W yYr O O C O C o 0 CS C C o b b C N N KV ro 3 'Z re 'p O o O � � b Ci O O u C CJ G b G7 C+ � ❑ fh GO �C K. 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J O t2f b t 1 F7 �' Ct7 V O Y` 06 V .ry r- �Nry C - V �D D 21 N CS i°1 Cf t'1 `p b' O Ifl O GD v o 1* t'1 217 Y1 O �D NN+ `- o t7 br a i`7 � ({Mryry � OYi t'• m Y ro � C y i� OCL Op pp p pp po c o © a a a n c d d cs o d c M cs fX + r a cn d yd1 p " c 8 8 0 8 $ a 8 ry o 8 2101 ra Y dY Cl tvn t�v lt7 � t�1 a p pp �b7 pp "w. L O@ S 10 o d 0 N S 6 b C3 S G G M O C d CJ cS C� tVp C C C Ci D G 10 C2 O N N N D O 6 vui � N .• iB a a b a a LS.0 la O O b b 6 O O I p � 6 C C Ci O CJ G7 O O 6 O 4 O R M1 h •teGl�lll � KI C9 lai7� ro m G C7 BLACKHAWK CHAD Annual Program Budget 2001/02 Fiscal Year-Annual Report s200,000.00 July 2001 through June 2002 Preventative Maintenance Program-Expenses Preventative Maint&Opns Admin Prev Malnt/Opns program 47,788.30 Operations Storage Unit upkeeplinventory 7,677.77 Winterization 1,251.58 Incident Response/Hmownr Rei 14,995.20 plez,subihoriz drain monitor 6,896.79 Total Operations 30,825.34 Preventative Maim Program mise consumublea-sand bgs,etc 1,179.22 "8 ditches-clean&wlnteriz 47.620,97 H-58 ditches-repair&replace 32,024.35 Debrlt;cleanup/minor repair 11,677.95 Horiz drains/sub-drams-malnt 614.93 Irrigation/pumps-maintenance 26.40 Mlsc Structures-maint&rept 15,214.11 Total Preventative Malnt Program 108,357.95 Total Preventative Maim&Opns 186,974.59 Grwy,Sawan and Company, Inc. See Elackhawk GHA•4th Cuarter and Annual Expense Report-Ft 2001!1/2 General Manager,Slackhawk CHAD Dated Dacsmbsr 17,2002 BLAGKHAWK GMAC? Annual Program Budget sse,ovo.uo 2001/02 Fiscal Year-Annual Report July 2001 through.lune 20012 Special Projects-Expenses Spoclal Projects GHAD Association 739.00 Establish GIS System 33,767.13 Complete Reserve Study 288M Develop Public into Program 1,938.67 Develop Standard Pians,Specs 286.16 Update Accounting System 4,966,40 Update Plan of Control 4,980,00 Total Special Projects 46,839,90 Gray-Bowen and Company,inc. Sao 8lackhawk GRAD 4th Quarter and Annual Expense Aeport•PY 2001/02 General Manager,Blsckhawk GHAD Owed December 17,2002 BLACK }AW K GJ HAD Annual Program Budget $147,000.00 2001102 Fiscal Year-Annual Report July 2001 through June 2002 Administration-Expenses Administration Legal Fses General Counsel-County Counsel 9,789.44 Special Counsel 31,021.88 Total Legal Pees 40,811.32 Office Expense. Office Supplies 20.92 Postage and Delivery 199.54 Printing and Reproduction 544,18 Rent 679,50 Telephone 2,644.87 Total Office Expense 4,185.41 Outsides Services Auditor,tax collector,etc. 11359.00 Public Works Dept 45,267.41 Total Outside Services 46,626.41 Statfingl Admin Support Subscrptns,mbrshlps 14,85 Accounting/Bookkeeping 21,127.55 FEMA 881.50 General Manager Function Wendt Ranch GHAD 26.40 Genera! Manager Function-Other 80,578,13 Total General Manager Function 80,504.53 Total Staffing!Admin Support 102,628.43 Total Administration 194,255.57 Gray.Bcwen and Cornpany, inc. Sea Slackhawk GHAO 4th Quarter and Annual Expanse Repert-FY 2001102 General Manager,Blackhawk GRAD Dated December 17,2002