HomeMy WebLinkAboutMINUTES - 02262002 - C18 TO: I3'0ARD OF SUPERVISORS AS THE BOARD OF DIRECTORS, BLACKHAWK
GEOLOGICAL HAZARD ABATEMENT DISTRICT GHAD
FROM: Maurice Shiu,Public Works Director
DATE: February 26, 2002
SUBJECT: .ACCEPT the FY 20010/01 Annual Report and the I"Quarter FY 2001/02 expense report for the
Blackhawk Geologic Hazard Abatement District,Danville area.(WO 5147)
17
SPECIFIC REQUESTS)OR RECOMMENDATIONS)&BACKGROUND AND TS"rIFICATION
I. Recomen+de+d Action:
ACCEPT the FY 2000/01 Annual Report and the 1St quarter FY 2001/02 Expense Report for the
Blackhawk Geological Hazard Abatement District(CHAD).
II FinancialImRact
There is no impact on the County General Fund. The Blackhawk GRAD is funded through revenues
generated by County Service Area M-23(CSA M-23).
t 1�
a
Continued on Attachment:X SIGNATURE. i
COMMENIIATION OF CCIUNTY ADMINISTRATOR'"
—RECOMMENDATION OF BOARD COMMITTEE
,APPROVE OTHER
SIGNATURE(S):,
ACTIONOFBOARWON FEB. 26, 200-APPROVED AS RECOMMENDED Xcx-OTHER
VOTE OF SUPERVISORS I hereby certify that this is a true and correct copy of an
__X_x UNANIMOUS(ABSENT ) action taken and entered on the minutes of the Board of
AYES: NOES.- Supervisors on the date shown.
ABSENT: ABSTAIN:
A'TT'ESTED:FEBRUARY 26 2002
JOHN SWEETEN,Clerk of the Blackhawk GHAD
sa:ar Board of Directors and Board Administrator
GAC"pData\SpDistUioUd Orders12002142 Fchuaryt02-26-02 SHCHAD FY00-01 AnRep doc
Orig.Div: public Works(Special Districts)
Contact: skip,Epperly(313-2253)
ce. - Blackhawk Corp
Count}Administrator By
County Counsel eputy
Wm..R-Gray Co.'Inc,
SUBJECT: ACCENT the FY 2000/01 Annual Report and the 1st Quarter FY 2001/02 expense report for
the Blackhawk Geologic Hazard Abatement District, Danville area. (WO 5147)
DATE: February 26,2002
PAGE: -2-
111. Reasons for Recommendation and Background:
On April 22, 1986, the Contra Costa County Board of Supervisors adopted three resolutions which
resulted in the formation and funding of the Blackhawk 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
William R. Gray and Company, Inc., General Manager of the District has prepared and submitted
the attached reports:
1. Blackhawk GHAD Annual Report for Fiscal'Year 2000/01, and
2. 1"Quarter Expense Report, FY 2001/02,Blackhawk GHAD
The 2040/01 fiscal year was a busy year for the Blackhawk GRAD' with total expenditures in
excess of $1.9 million. The annual 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 $1.5 million in Major
Repair projects. The largest project completed during the year involved the repair of a large
landslide under a cooperative agreement with the Blackhawk Country Club. The District realized
significant cost savings as a result of the cooperative approach to the repair that was developed by
the General Manager.
CSA M-23 subventions to the District during the fiscal year totaled $1,134,264.27. The District
ended the fiscal year with a Fund Balance of$1,921,004.21.
Expenditures by the District during the first quarter of this fiscal year totaled $167,551.93.
Expenditures under the District's''Major Repair program accounted for almost 67% of this amount.
A major focus of the District over this quarter was completion of a complex landslide repair project
on Alamo Creek that required"careful coordination with the California Department of`Fish and
Game. In addition, the District continued monitoring of subsurface movement in a hillside within
the boundaries of the District. An independent Engineering Geologist has been retained to assist
the District in evaluating the situation.
1V. Consequences of Neeative=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.
February 26, 2002
TO Board of Directors
FROM William R. Gray and Company,General Manager
Blackhawk Geologic Hazard Abatement District(CHAD)
By: William R. gray,President
SUBJECT: Blackhawk CHAD Annual Report for Fiscal Year 24010/2041
The Contra Costa County Board of Supervisors formed the Blackhawk CHAD 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 CHAD. The Board appointed William R.
Gray and Company, Inc., 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
GRAD provides funding for GHAD operations'through a transfer of"surplus"revenues from
CSA M-23.
William R. Gray and Company, Inc., General Manager,prepared this report, including the
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
timing 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.
The following chart details the sources and uses of Blackhawk GRAD funds for the 2000/01
fiscal year that ended on June 30, 2001;
Estimated Beginning Fond Balance—July 1,2000 $2,6901,318.71
Sources of Funds
Contributions from CSA M-23 $1,412,000.00
Interest on Investments $118,288.43
Other income $3975.84
Total Sources of Funds $1,134,264.27
Total Available Funds $3,82.4,582.98
Uses of Funds
Major Repair Program {Acct Code 23191 $1,489,109.98
Preventative Maintenance Program {Acct Code 22821 $124,749.81
Special Projects {Acct Code 24791 $83,229.08
Administration and PW (Acct Codes 2310&5011) $2K489.90
Total Uses of Funds $1903,578.77
Estimated Ending Fund Balance(Reserves Available)—June 30,2001 $1;921,004.21
February 26, 2002
Page 2 of 4
Income. Income for the 2000/01 fiscal year totaled$1,134,264.27 with the major source of
revenue being a transfer from Contra Costa County of$1.012 million from "surplus"CSA M-23
funds as provided for under the JEPA with the County. Because expenditures for the year
exceeded revenue, the District utilized$769,314.50 in previously unallocated funds (the
District's Reserve Fund).
Expenses. This past fiscal year was a very busy yearforthe District with expenditures totaling
slightly over$1.9 million. Details:regarding expenditures by category are discussed below and
shown in detail in the attached spreadsheets.
1. Major Repair Program. Project development,project delivery and major repair
construction projects under the District's Major Repair Program account for over$1.5
million or 78.2% of the District'stotal expenditures for the 2000101 fiscal year. As
detailed in the attached Expense Report(by project),/the District completed work on
total of four Major Repair projects during the year:
a. Hole#6 Landslide Repair,,
b. The Red Pine Landslide Repair project,
c. The Blackhawk Meadow Landslide Repair project and
d. The Redwood Drive Landslide Repair.
By far,the largest project was the repair of an El Nino related landslide that was located'
adjacent to the 6`h fairway of the Blackhawk Country Club's Lakes Course. The project
was completed under a cooperative agreement with the Blackhawk County Club under
which the Club agreed to assume responsibility for and pay all costs associated with final
grading as well as replacement of the golf course irrigation system and turf damaged
during the repair. The GHAD's responsibilities were limited to the actual repair of the
landslide. The joint approach to the repair of this landslide saved'the District an
estimated$250,000. The District's costs during the 2000/01 fiscal year for this project
totaled$946,506.34 with a:,majority of this amount (85%)for a construction contract with
Environmental Golf'.
Construction'work was completed on two other fairly significant projects during the last
fiscal year—the Red Pine Landslide and B-58 Ditch Repair Project ($100,544:09) and the
Blackhawk Meadow I Landslide Repair project($77,624.25). The only other Major
Repair project completed during the last year was a small project off Redwood Drive on
Blackhawk Country Club property($7,950.50).
Project development work(geotechnical evaluations)is underway on a number of
projects,some of which are likely to be included in the District's proposed Major Repair
Program for the 2001102 fiscal year. Our office is continuing to work on closing out
three other Major Repair projects that were completed during prior fiscal years—one on
the west side of Chestnut Place, one at the end of Eagle Ridge and the either at the end of
Silver pine,.
'The total cost to repair the Landslide that occurred adjacent to the 6*fairway of the Blackhawk Country Club's
Lakes Course was$1,041,035.52. These costs were spread over three fiscal years(99199,99/00 and 00/01) '
P TATAMAD fll&ABiackimwk\AdruWi tratioalAnnuW and Quarterly Budget ReportmBedget-Expenses FY 00_til\BH-Annual Repan FY 00-0l.doc
February 26,2002'
Page 3of4
Expenses associated with the Sequoia/Conifer Monitoring program are included in the
Major Repair Projects portion of the budget because of the magnitude of the effort and to
allow expenditures to be tracked>and reportedby vendor and/or type of work. The effort
with the Sequoia/Conifer project is somewhat unique and the District retainers an
independent Geotechnical Engineer to assist in evaluating the situation.
Details of 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 (PM)program accounted for$124,749.81 or
6.6% of the Districts total expenditures for the 2000/01 fiscal year. The PM program
includes expenditures incurred in responding to initial requests for assistance(from
residents and others)as well as physical repairs to small landslides and/or debris flogs
not considered significant enough to be included in the District's'Major Repair program.
The largest single expenditure in the PM program over the past year was for cleaning and
repairs to GHAD maintained drainage facilities(primarily B-58 ditches)in the open
space areas of Blackhawk. William R. Gray and Company, Inc., administers the PM
program with the assistance of Sands Construction Company, Inc.
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$83,229.08 or 4.4%of total expenditures during the
2000/01 fiscal year. Details of expenses related to the various "special projects" are
shown can the attached spreadsheet.
By far,the most significant of the District's Special Projects is the development and
implementation of a Geographic'Information System(GIS). This project,being
completed jointly with the Canyon Lakes and Wiedemann Ranch''GHADs, features a
web-based system that will ultimately allow 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
will allow the District to locate and track calls from homeowners and others related to
reported incidents(landslides,drainage problems, etc.).
Other expenditures tracked under the Special Projects portion of the Districts Budget
relate to efforts to form a statewide Association of GHADs as well as the development of
an update to the District's now fifteen-year-old Plan of Control'.
4. Administration. Expenditures under the Administrative portion of the District's budget
accounted for$206,489.90 or 10.8%of the Districts total expenditures for the 2000/01'
fiscal year. Charges by William R. Cray and Company, Inc. ($140,666) and Sands
Construction, Inc. {$24,962}under the General Manager Function of the Administrative
budget account for a majority of the GHAD's administrative expenditures. Legal fees,
related to both general.counsel (Contra Costa County Counsel's office)and special
counsel (Gordon,DeFraga Watrous&Pezzaglia)totaled$33,254.90.
FADATMOHAD fIks\Bt=khawklAr Wni#tmtkm\A=W mW Quwtmlp Budget Reporw\Uu3get-E"nses FY 00_011BH-AmuW Repon FY 00.01.dw
February 26, 2002
Page 4 of 4
Included, as an expense under the Administration portion of the budget is"service to
others." District staff was asked to assist the ContraCosta Public Works in evaluating a,
proposal to establish a new GHAD►immediately adjacent to eastern portion of the
Blackhawk GRAD. Costs associated with this work were tracked under the_.
Administrative portion of the budget and the County has agreed to reimburse the District
for these costs, although the reimbursement has yet to be received.
In addition to details regarding expenditures associated with the four major program areas, a
spreadsheet is attached summarizing charges by the Districts three major consultants(WilliamR.
Gray and Company,Inc., Sands Construction Company, Inc., and'EN'GEO, Inc.). William R.
Gray and Company,Inc., in addition to serving as the General Manager of the District,is
responsible (with assistance'from Sands Construction Company, Inc.)for all project
development and project delivery activities (design oversight,development and negotiation of
license agreements,preparation of contract documents, soliciting bids and contract
administration. William R. Gray and Company,Inc.charges for these services during the
2000/01 fiscal year represented approximately 12% of the total of expenditures in the District's
Major Repair Program—well within industry standards for this type of work. Sands
Construction Company, Inc.charges for this work represent approximately 5% of the
expenditures in the Magor Repair Program.
If you have any questions or would like any additional information,please do not hesitate to call.
WRG/kg`
attachments
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February 26,2002
TO: Board of Directors
FROM: William R. Gray and Company, Inc.,,General Manager
Blackhawk Geologic Hazard Abatement District
By: William R. Gray,President
SUBJECT: lit Quarter Expense Report,FY 2001102,Blackhawk GHAD
The Contra Costa County Beard of Supervisors formed the Blackhawk Geologic Hazard
Abatement District (CHAD)on April 22 1986(Resolution 86/210)pursuant to Section 26550 of
the Public Resources Code. The Board of Supervisors serves as the Board of Directors of the
GRAD. A Joint Exercise of Powers Agreement(JEPA)between the County and the GHAD
provides funding for CHAD operations through a transfer of revenues from CSA M-23,
William R. Gray and Company, Inc., General Manager,prepared this report, including the
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
tinting 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.
The following is a summary of expenditures by the Blackhawk GHAD during the I"quarter of
the 2001/02 fiscal year—July 1, 2001 through September 30,2001:
Uses of Funds
Major Repair Program {Acct Code 23191 $112,035.93
Preventative Maintenance Program {Acct Code 22821 $10,316.30
Special Projects (Acct Code 24791 $15,647.63
Administration and PW (Acct Codes 2310&50111 $29,552.07
Expenses—First Quarter FY 01/02 $167,551.93
Expenses. Total expenditures for the first quarter of the 2041/02 fiscal year,for the Blackhawk
GRAD, totaled slightly over$167,500.00. Details regarding expenditures by category are
discussed'below and shown in detail in the attached spreadsheets,
1. Major Repair'Program. Project development,project delivery and construction and
repair,under the Districts Major Repair Program account for$112,035.93 or 66.9%of
the Districts total expenditures during the first quarter of the fiscal year.
February 26,2002
Page 2
The largest single expenditure under the Major Repair Program this quarter related to
projectdevelopment and contract administration on the Blackhawk Meadow Drive 11
project.: A Civil Engineering design consultant was retained in July to complete the
Plans, Specifications and Cost Estimates (P.S.&&.E.)for the project and an agreement was
negotiated with the property owner under which the property owner agreed to contribute
$25,000 toward construction of the project. A sole source contract was awarded to brill
Tech Drilling and.Shoring of Antioch on September 14, 2001.
Because the Blackhawk Meadow Drive H project involved work in Alamo Creek,the
District was required to secure a permit from the California Department of Fish and
Game. Fish and Game required a pre-construction review by a qualified biologist and
two days before construction was to begin, the biologist found a'red-legged frog in the
creek immediately adjacent to the proposed work site. The District was able to negotiate
an acceptable approach to the situation with the Department of Fish and Game and
construction was not delayed. Work began on September 17, 2001 and was completed on
time. Since the actual payments to the contractor were made after the end of the 0
quarter, expenditures related to this project will be reflected in the GHAD's end quarter
report:
Other expenditures in the Major Repair Program by the District during the first quarter
included final payments to the contractor on the Red Pine Landslide and B-58 ditch
replacement project',(discussed in detail in the GHAD's 2000/01 annual report)and
payments to a contractor for replacement of a failed well adjacent to the 0 tee box on the
Blackhawk Country Club's Lakes Course. A'License Agreement was executed with the
Country Club under which they agreed to accept water from the well and provide
electrical power at no cost to the District.
The District continued efforts to closely investigate and monitor continued sub-surface
movement in the hillside above Conifer Terrace. An independent Geotechnical Engineer
was retained to assist the District in evaluating data from various monitors installed by
the District and to assist with the installation of additional and more sensitive monitors.
Details of 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(PM)program;accounted for$10,316.30 or
6.2% of the Districts total expenditures for the first quarter of the 2001/2002 fiscal year.
The PM program includes expenditures incurred in responding to initial requests for
assistance(from residents and others)as well as physical repairs to small landslides
and/or debris flows not considered significant enough to be included in the District's
Major Repair program.
The bulk of the expenditures during this quarter related to Administration of the PM
program as a'result of site visits:and responses to calls from homeowners and others.
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$15,647.63 or 9.3%of total expenditures during the first
FADATA1GHAD fikel8leckh&v*\AdmWiwa iantAnnaal and Quarterly Budget ReportABudget•Bxpenus FY 0lMklct Q FY 01.02 Expense Repan doc
February 26,2002
Page 3
quarter of the 2001/02 fiscal year. Details of expenses related to the various "special
projects"are listed on the attached spreadsheet.
For the most part,these charges were the result of continued work on development and
implementation of a web-based Geographic Information System(GIS). Work also began
this quarter on mapping and cataloging of various CHAD maintained facilities (B-58
drainage ditches and other facilities).
Details of expenditures under the District's Special Projects program are shown on the
attached.spreadsheets.
4. Administration. Expenditures under the Administrative portion of the District's budget:
accounted for$29,552.07 or 17.6%of the Districts expenditures for the I'quarter of
2001/02 fiscal year. The bulk of these expenditures relate to the General Manager
Function and charges by William R. Gray and Company,Inc. and Sands Construction
Company,Inc.
In addition to details regarding expenditures associated with the four major program areas,
spreadsheet is attached summarizing charges by the Districts three major consultants(William R.
Gray and Company,Inc., Sands Construction Company,Inc., and ENGEG, Inc.). William R.
Gray and Company,Inc.,in addition to serving as the General Manager of the District, is
responsible(with assistance from Sands Construction Company,Inc.)for all project
development and project delivery activities(design oversight, development and negotiation of
license agreements,preparation of contract documents, soliciting bids and contract
administration.
If you have any questions or would like any additional information, please do not hesitate to calf.
WG/kg
attachments
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