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Home My WebLink AboutMINUTES - 02262002 - C19 t Cod TO: BOARD OF SUPERVISORS AS THE BOARD OF DIRECTORS, CANYON LAKES GEOLOGICAL HAZARD ABATEMENT DISTRICT GHAD FROM: Maurice Shiu 'Public Works Director DATE: February 26, 2002' SUBJECT: ACCEPT the FY 2000/01 Annual Report and the 15t Quarter FY 2001/02 Expense Report for the Can:on Lakes Geologic Hazard Abatement District, San Ramon area. WO 5148' SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION L Recommended Action: ACCEPT the FY 2000/01 Annual Report and the 1st quarter FY 2001/02 'Expense Report for the Canyon Lakes Geological Hazard Abatement District(CHAD). II. Financial Impact: " There is,no impact on the County General Fund. The Canyon Lakes GRAD is funded through assessments levied on properties within the boundaries of the District; t Con' ued on Attachment:'X SIGNATURE: _ RECOMMENDATION OF BOARD COMMITTEE ,:,APPROVE OTHER SIGNATURE ACTION OF BO ONFE B. 2 6, 2 0 0 2 APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS xx UNANIMOUS(ABSENT } I hereby certify that this is a true and correct copy of an AYES: NOES`: action taken and entered on the minutes of the Board of ABSENT: ABSTAIN: Supervisors on the date shown. SE- .sr Otthts12002\02 February\02-26.02 CLGIIAD PY00-01 AnRep.dnc ATTESTED: FEBRUARY 26, 2002 ottg.Div: Public Works(Special Districts) JOHN SWEETEN,Clerk of the Canyon Lakes GRAD Contact: Skip=HpWly(313-2253) Board of Directors and Board Administrator cc: County Administrator County Counsel Win.R.Gray Co.Inc. By Deputy SUBJECT: ACCEPT the FY 2000/01 Annual Report and the 1 st Quarter FY 2001/02 Expense Report for the Canyon Lakes Geologic Hazard Abatement District, San Ramon area. WO 5148 DATE; February 26,2002 PAGE: -2- 111. Reasons for Recommendation and Background; On June 4, 1985, the Board of Supervisors, pursuant to the provisions of Section 26550 of the Public Resources Code, adopted Resolution No. 85/289 and formed the Canyon Lakes CHAD. The Board appointed themselves to be the Board of Directors of the District. The Board appointed William R. Gray and Company, Inc., a California Corporation, as General Manager of the District, effective April 1, 1998. The coasts and expenses of operating the CHAD are assessed against property within the GHAT. William'R. Gray and Company, Inc., General Manager of the District has prepared and submitted the attached reports: 1. Canyon Lakes GLAD Annual Expense Report for Fiscal,Year 2000/01, and 2. 15t Quarter Expense Report, FY 2001/02, Canyon Lakes GHAD Expenditures by the District during the FY 2000/01 fiscal year totaled $253,545.12. The annual report prepared by the General Manager details expenditures by the District under four major budget categories - Major Repair projects, Preventative Maintenance and Operations, Special Projects and Administration. The District completed one Major;Repair project last year and began project development work on a landslide repair project that will be scheduled for construction during the summer of 2002. Assessments collected from the properties within the boundaries of the District during the fiscal year totaled$373,590.30 and the District ended the fiscal year with an unexpended Fund Balance of approximately$1,728,843.33. The District received $97,049.45 from the Flood Control and Water Conservation District under a Memorandum of Understanding (MOV) that was executed in conjunction with the Watson Canyon Landslide Repair project that was completed in late 1998. Expenditures by the District during the first quarter of this fiscal year totaled $41,701.06 with expenditures under the District's'Special Projects and Administrative budget categories accounting for a majority of the expenses. A Geotechnical engineering firm retained by the District completed their evaluation of a landslide on a slope above the 14 ' fairway of the Canyon,Lakes Country' Club's golf course and District staff has begun development of the contract plans, specifications and estimates. IV. Consequences of Ne€atiye Action. The annual report and the quarterly expense reports' for CHAD 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 Canyon Lakes Geologic HazardAbatement District(GHAD) By; William R. Gray,President SUBJECT: Canyon Lakes GRAD Annual Expense Report for the 2000101 Fiscal,Year. On June 4, 1985, the Contra Costa County Board of Supervisors,pursuant to the previsions of Section 26550 of the Public Resources Code, adapted Resolution No. 85/289 and formed the Canyon Lakes GHADD. The Board appointed themselves to be the Board of Directors of the District. The Board appointed William R. Gray and Company, Sc.,a California Corporation, as General Manager of the District,effective April 1, 1998. The costs and expenses of operating the GHAL7 are assessed against property within the CHAD. William R. Gray and Company, Inc., General Manager,prepared this report, including the attached spreadsheets. This report is the representation ofmanagement and has not been audited, reviewed or compiled by an independent accountant. There may be classification and tinning 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 use of Canyon Lakes CHAD funds for the 2000/01 fiscal year that ended on June 30 2001: Estimated Beginning Fund Balance-July 1 2000 $1,424,416.03 Sources of Funds Income from Assessments $373,590.30 Interest on Investments $86,948.67 Other income $97,433.45 Total Sources of Funis $557,972.42 Total Available Funds'. $1,982,388.45 Uses of Funds Major Repair'Program I Aect:Code 2319) $106,281.17 Preventative Maintenance Program (Acct Code 2282) $40,718.67 Special Projects` {Acct'Code 24791 $41,476.18 Administration and FW {Acct Codes 2310&50111 $65,069.10 Total Uses of Funds $253,545.12 Estimated Ending Fund Balance(Reserves Available)—June 30,2001 $1,728,843.33 February 26, 2002 Page 2 Income. Income for the 2000101'fiscal year totaled$557,972.42 with the major source of revenue being income from assessments leviedon properties within the boundaries of the District.`The District'received a payment of$97,049.45 from the Contra Costa Flood Control' and Water Conservation District(FCWCD)under a Memorandum of Understanding(MOU)that was executed between the GHAD and the FCWCD in 1998. The GHAD was the lead agency in a joint project with the FCWCD that repaired an El Nino related landslide in Watson Canyon, within the boundaries of the CHAD. Public Resource Code Section 26650 allows for the levy and collection of assessments on property within the boundaries of the District to pay for maintenance and operation of CHAD improvements. On July 29, 1986,following a noticed public hearing,the Board ordered that the costs and expenses of maintaining;and operating the CHAD improvements be assessed against property within the GRAD and included provisions for annual adjustments of these rates on July I'to reflect increases in the Consumer Price Index: Funds generated by these assessments, and all interest earned thereon, are segregated and deposited in a separate account for the exclusive benefit of the Canyon Lakes CHAD. Expenses. Expenditures during this past fiscal year totaled$253,545.12. Details regarding expenditures by category are discussed below and shown in detail in the attached spreadsheets. 1. Major Repair Program. Project development,delivery and construction projects under the District's Major Repair Program account for over$106,000 or 41.9% of the District's total expenditures for the 2000101 fiscal year. As detailed in the attached Expense Report (by project), the District completed work on a total of one major repair project during the past year--the Donner Way Landslide Repair project. This was a landslide that occurred to the rear of two homes on Lakeview Circle,,dust above Donner Way in the Lakes Area of Canyon Lakes. The District expended a total of$66,221.32 on this project during the 2000/01'fiscal year with a majority of the funds for a construction contract with' Siteworks Construction. Project development work(Geotechnical evaluations)is underway on a landslide that occurred during the El Nino rains of 1998 on the slopes above the 10 fairway of the Crow Canyon Country Club. The project will be scheduled for repair during the summer of 2002: 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$40,718.67 or 16.10 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 flows 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 (primarilyB-58ditches)in the open space areas of Canyon Lakes. 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. FADAT*GHAD f11CAC4ny0n L keslAdM1W3tMdQn\AM"and Q=tffty Bntlgm\B10get-L'xp om FY 0"Mmual Report FY 0"1,&c February 26, 2002 Page I Special Projects. Expenditures trached under the Special Projects portion of the District's budget accounted for$41,476.18 or 16.4%of total expenditures during the 2000/01 fiscalyear. 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 is the development and implementation of a'Geographic'Information System (GIS). This project,being completed jointly with the Blackhawk and Wiedemann Ranch GHAD's,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'(subdrains,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 GHAD's as well as the development of an update to the District's now fifteen-year-old Plan of Control; Details of expenditures under the Special Projects portion of the District's budget are shown on the attached spreadsheets. 4. Administration. Expenditures cinder the Administrative portion of the District's budget accounted for$65,069.10 or 25.7% of the Districts total expenditures for the 2000101 fiscal year. Charges by William R. Gray and Company,Inc. ($55,572.00) and Sands Construction Company,Inc. ($5,787.00),under the General Manager function of the administrative budget,account for a majority of the GHAD's administrative expenditures. Details of expenditures under the Special Projects portion of the District's budget are shown on the attached spreadsheets. 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 (William R. Gray and Company, Inc., Sands Construction Company,Inc'. and ENGEO,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 call. WRGIkg attachments FADATA\GHAD film\Canyou t.ukesWmiuistradou\Annuat and Quanedy Budgecs\Budae[-E"usee FY OD-01\Amual Report FY 00-01.dac � lji 11 w 88. s sg p Q Y Y Y 888 tYSt sus. sss ss a � 88 u. i } !7„ t� ui t4 a o1% All � ` " �► • a. c "''i rY r IL c.0 w 882 co x CL c c.� c Q CL c+i Y- tV ui E c to JIM o _ in Cd cv d r ii 1 m n cMcS rnrGocs Iq Cl d C14 to x CL C c tl! C x 4 -) UJ Im o «4 N c c cs.� cx La ul i Ii F � � ce YCIJ L CJ <LA � es> 40 C ii , ,➢; Gni. ` 408 N 1j a C (n February 26, 2002 TO Board of Directors FROM: William R.'Gray and Company,Inc., General Manager Canyon Lakes GeologicHazard Abatement District By. William R. Gray, President SUBJECT I"Quarter Expense Report,FY 2001/02, Canyon Lakes GHAD On June 4, 1985, the Contra;Costa County Board of Supervisors,pursuant to the provisions of Section 26550 of the Public Resources Code, adopted''Resolution No. 85/289 and formed the Canyon Lakes CHAD. The Board'appointed themselves to be the Board of Directors of the District. The Board appointed William R. Gray and Company, Inc., a California Corporation,as General Manager of the District,effective April 1, 1998. The costs and expenses of operating the GHAD are assessed against property within the GHAD 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 is a summary'of expenditures by the Canyon Lakes CHAD during the 1"quarter of the 2001102 fiscal year—July 1,2001 through September'30,2001: Utes of Funds Major:Repair Program {Acct Code 2319) $3,751.10 Preventative Maintenance Program {Aect Code 22821 $4,313.711 Special Projects {Acct Code 2479,} $15,290.33 Administration and PW {Acct Codes 2310&50111 $18,345.93 Expenses—Fiat Quarter FY 01/02 $41,701.06 Expenses. Total expenditures for the first quarter of the 2001102 fiscal year for the Canyon Lakes GI- AD totaled$41,701.06. Retails regarding expenditures by category are discussed below and shown in detail in the attached'spreadsheets. February 26,2002 Page 2 1. Magor Repair Program. Project development,project delivery:and construction and repair, ander the Districts Major Repair Program account for$3,751.10 or 9.0%of the Districts expenditures during the first quarter of the fiscal year. By far,the largest expenditure under the Major Repair Program this quarter related to continued project development work on a landslide in the slope above the 14th fairway of the Canyon Lakes Country''Club's golf course. A geotechnical engineering firm has completed their analysis of the situation and has recommended a repair strategy. Plans, Specifications and Cost Estimates(P.S.&E.)for the project will be completedthisspring and the necessary agreements prepared and presented to the Country Club for their consideration. 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$4,313.70 or 10.3% of the.Districts totalexpenditures for the first quarter of the 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 anular debris flaws 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$1:5,290.33 or 36.6%of total expenditures during the quarter.'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). The District is also working to refine elements of its accounting and bookkeeping system to allow for more detailed tracking of"on-call" style contracts. 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$18,345.93 or 44.0%of the Districts expenditures during the V quarter of the fiscal year.: For the most part,these expenditures relate to efforts to complete the required annual update of the Assessment Role as well as the General Manager function (General Administration). 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 (William R. Gray and Company, Inc., Sands Construction, Inc., and Kleinfelder). William R. Gray and> Company,Inc.,in addition to serving as the General Manager of the District,is responsible (with' FADATA1C.FFAD fileACauyon Lakta\AdnW&t€stionlAnnual atd..Quarterly Bud20t8\BW8a Expenttes FY.01-02\iat Q.F=Y 01-02 Exprnx Report.doc February 26, 2002 Page 3 assistance from Sands Construction)for all project development and project delivery:.activities; {design oversight, development and negotiation of license agreements, preparation of contract documents, solicitingbids and contract administration. If you have any questions or would like any additional information,please do not hesitate to call. W Gtkg attachments FADATANGHAD ftleskCenyon LekeAAdnaiu suvdon\Annnual and Quwwly Budgets\Budget-Expenses FY 01-0211stfY 01-02 Q EaPeuec Repart:doc z m J � E ll 011 0 � r r- 06 , a t� r vr' I Ly .actu 8 � oa IL 49 R .� .. � � ait ° � ` �S a� Q� r., iL o ��' �s. i5�� ` �' �y_ t►. s °� � � � � � � � � � ` a � �- � ,,. � � � � en �, � � ��► �, �, t% � �' v G �: +� t�.3 N ' �' th �� .� �� `� ��-" :�. �. t CI COD r u'i00 C N cis u. � ' -, c S4 x al It c All C V LO so �. 40 4d, 0 19 ZIZ IS o _ r Das r V ' Cq �: cd