HomeMy WebLinkAboutMINUTES - 02262002 - C20 TO: BOARD OF SUPERVISORS AS THE BOARD' OF DIRECTORS, CANYON LAKES
GEOLOGICAL HAZARD ABATEMENT DISTRICT
FROM: Maurice Shiu, Public Works Director
DATE: February 26,2002
SUBJECT: ACCEPT and APPROVE the FY 2001/2002 Program Budget for the Canyon Lakes Geologic Hazard
Abatement District, Danville,area. (W05148)
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JIJSTIFTCATION
I. Recommended Actions:
ACCEPT the attached Proposed FY 2001/2002 Program Budget for the Canyon Lakes Geological Hazard
Abatement District(GRAD).
IL Financial Impact:
No impact on the County General Fund.The Canyon Lakes GRAD is funded through revenues generated by
assessments levied on properties within the boundaries of the District:
Continued on Attachment:K:, SIGNATURE:
_RECOMMENDATION OF BOARD COMMITTEE
,6:�-APPROVE OTHER
SIGNATURE(S): .
ACTION OF BOA NEeb. 26,2002 APPROVED AS RECOMMENDED XX 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 ATTESTED: FtE$RUARY 26, 2002
GAGrpData\SpDist\Board Ordere\2002\02 rebruarykO2-26-02 CLGHAD Fv01-02 progsua.aoc JOHN SWEETEN,Clerk of the Canyon Lakes GHAD
Orig.Div Public worm(Special Diatt its) Board of Directors and Board Administrator
Contact:. Skip.Epperty(313-2253)
W. County Ad=ttstrator
County Counsel
C
Wm.R.CrrayCo.Inc.
By
eputy
SUBJECT: ACCEPT and APPROVE the FY 2001/2002 Program Budget for the Canyon Lakes Geologic Hazard
Abatement District, Danville area. (W05148)
DATE: February 26,2002
PAGE: -2-
111. Reasons for Recommendation and Backeround:
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 Geologic
Hazard Abatement District (CHAD). The Board of Supervisors serves as the Board of Directors of the
GHAD. The GHAD is funded through assessments levied on properties within the boundaries of the
District.
The Board of Directors appointed William R. Gray and Company,Inc.,Walnut Creek,California,to serve as
General Manager of the District, effective April 1, 1998. William R. Gray and Company developed the
attached program budget for the Canyon Lakes GHAD for FY 2001/2002:
The proposed budget indicates that the balance in the District's reserves account will increase to.
approximately$1.75 million by June 30, 2002.
The attached program budget details the various programs and activities of the GHAD and is provided for
the information of the Board of Directors and others. Copies of the proposed draft budget were circulated
and opportunities to review it were provided to interested and concerned parties.
Consequences of Neizative Action:
The GHAD would not have an approved program budget.
Proposed FY 2001/2002 Program Budget
CanyonLakes Geologic Hazard Abatement District (GHAD)
Prepared by
William R.Gray and Company,Inc.
General Manager
for the
Canyon Lakes GHAD Board of Directors
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 Geologic Hazard Abatement District(GRAD): The Board appointed itself to be
the Board of Directors of the District.
On July 15, 1986, the General Manager of the GHAD presented a report,prepared pursuant to
Section 26551 of the Public Resources Code,to the Board of Director's setting forth his
recommendations as to an initial annual budget for the Canyon Lakes GHAD, estimated'
assessments to be levied each fiscal year against'property within the District and a description of
the method used in formulating the proposed assessments on each parcel of land within the
District. On July 29, 1986, following a noticed public hearing, the Board of Directors adopted'
Resolution No. 86/447 ordering that the costs and expenses of maintaining and operating GHAD
improvements be assessed against property within the GHAD and confirmed the assessments
proposed in the General Manager's Report.
On April 28, 1998, the Board of Directors'appointed William R. Gray and Company,Inc.,a
California''Corporation, as General Manager,effective April 1, 1998. William R. Gray and
Company developed the attached program budget for the Canyon Lakes GHAD for FY
2001/2002.
William R.Gray&'Company,Inc. Page 1 of 10 February 26,2002
General Manager
Canyon Lakes Geological Hazard Abatement District
Budget FY 2001/2002
Sources And Uses Of Funds Table
Estimated Beginning Fund Balance-July 1,2001 $1,693,000.00
Sources of Funds
Property Owner Assessments $398,700.00
Interest on Investments $85,000.00
Other income $0.00
Total Sources of Funds $4$3,700.00
Total Available Funds $2,176,700.00
Uses of Funds
Major Repair Program {Acct Code 23191 $210,000.00
Preventative Maintenance Program {Acct Code 2282) $80,000.00
Special Projects {Acct Code 24791 $50,000.00
Administration and PW {Acct Code 2310} & {Acct Code 5011} $78,500.00
Total Uses of Funds $418,500.00
Estimated Reserve Available/Ending Fund Balance June 30,2002 $1,75812110.00
Projected Revenues - FY 2001/2002
Property Owner Assessments. As noted above,the Canyon Lakes Geologic Hazard Abatement
District (GHAD)''is funded through assessments levied on property within the boundaries of the
Canyon Lakes CHAD pursuant to Resolution No. 86/447, which was adopted by the Board of
Directors on July 29, 1986. Initial annual per unit rates (the base rate far 1986187 fiscal year),
based upon type of use, were:
Single Family Detached................................................$101.22 per unit
Townhouses.. .... ......... ......... .... ..$57.80 per unit
Condominiums/'Rentals..................................................$50.62 per unit
Commercial..... ... ..... ......... ......... ......... .......... .......,.....$0.05 per square foot
Pursuant to Resolution No. 86/447,property assessments within the Canyon Lakes GHAD are
adjusted annually, on July 1 of each year to reflect increases, from July 1 of the prior fiscal year,
in the Consumer Price Index (CPI)for All Urban.'Consumers,All Items,San Francisco-Oakland
Metropolitan Area(1967=100)published by the United States Department of Labor, Bureau of
William R.Gray&Company,Inc. Page 2 of 10 February 26,2002
General Manager
Labor Statistics,or its successor index. The adjusted annual per unit rates for the most recent
fiscal year(FY 00/01),based upon type of use, were:
Single Family Detached................................................$161.96 per unit
Townhouses...................................................................$108.48 per unit
Condominiumsl Rentals..................................................$80.64 per unit
Commercial..... .... $0.08003 per square foot
For the year ending June 30, 2001, the CPI for the San Francisco-Oakland Metropolitan Area
increased 6.61%. The adjusted annual assessments for the 2001/02 fiscal year,based on the type
of use,is as follows:
Single Family Detached................................................$172.72 per unit
Townhouses...................................................................$115.69 per unit
Condominiums/Rentals..................................................$86.38 per unit
Commercial.................................................................$0.08532 per square foot
The 2145 parcels within the Canyon Lakes GHAD will generate an estimated$398,680.66 in
assessment revenues during fiscal year 2001/2002. Pursuant to Resolution No. 86/447, all funds
generated by these assessments, and all interest earned thereon, is segregated and deposited in a
separate account by thee County Treasurer for the exclusive benefit of the Canyon Lakes GHAD.
Interest on Investments. As indicated above, the County Treasurer deposits all Canyon Lakes
GHAD related funds in a separate interest bearing GHAD account. Pursuant to Board Resolution
No. 861447, all interest earned on these funds is credited to and retained for the benefit of the
GHAD. Revenue from interest on investments for FY 01/02 is estimated to be$85,000.00.
Transfer to/from Reserves. The balance in the GHAD reserve account, as of June 30, 2001,is
estimated to be$1,693,000.00. As projected expenses in the proposed program budget will not
exceed anticipated revenues,no transfer from Reserves is anticipated during FY 2001/2002. If
actual expenditures at the end of fiscal year 2001/02 exceed estimates, funds will be transferred
from the GHAD's reserve account.
William R.Gray&Company,Inc. Page 3 of 10 February 26,2002
General Manager
Canyon Lakes Geological Hazard Abatement District
Proposed Budget Summary - FY 2001/2002
Major Repair Program
Hole#14 175,000,
Allowance for new FY 2001/02 projects 35,000
Total Major Rg it Program $210,000.00 50%
Preventative Maintenance and Operation Program'
Administration 20,000.00
Operations program 15,000.00
Preventative Maintenance 45,000.00
Total Preventative Maintenance&Operation Pr '` ram $80,000.00 19%
Special Projects
GHAD:Association 1,000.00
Develop and Implement GIS System 30,000.00
Management Audit&Reserve Study 12,000.00
Develop Standard Plans,Specifications 1,000.00
Update Accounting&Bookkeeping System 3,000.00
Review and Update Plan of Control 3,000.00
Total Special Projects $5,0,000.00 12%
Administration
Legal Fees(County Counsel/outside legal counsel) 8,000.00
Outside Services(Public Works,etc.) 7,500.00
Staffing/Administrative Support/Office Expense 55,0000.00
otal Administration $78,500.00 19%
OTAL PROPOSED BUDGET $41$,500.00 10[1%
Projected Expenses - FY 2001/2002
Major Repair Program. The El Nino rains of 1998 caused four landslides on property within
the Canyon Lakes CHAD. The largest of these landslides was in Watson Canyon and was
repaired under a joint effort of the CHAD and the Contra Costa Flood Control District. Two
other landslides (on Lakeview Circle) were repaired by the CHAD. The repair of the last of the
El Nino landslides, which is located adjacent to the 10 fairway on the Canyon Lakes Golf
Course, was deferred until calendar year 2002 as a result of ether GRAD priorities.
The proposed Major Repair Program Budget for fiscal year 2001/2002 is$210,000,made up of
the following:
➢ 14`1'Fairway, Canyon Lakes Golf Club. This:landslide impacts the open space along'
the south side of the le fairway of the Canyon Lakes Golf Course. A detailed
engineering analysis of the failed area is underway, and it now appears that the repair will
consist of removal and replacement of the failed materials with an engineered fill and/or
the construction of a steel reinforced concrete pier wall. The budget for this repair is
$175,440
William R.Gray&Company,Inc. Page 4 of 10 February 26,2002
General Manager
A thirty percent(30%)allowance has been included in the budgets for each project to cover the>
cost of project development, design,engineering(geotechnical and/or civil),contract
administration,inspection,materials testing and other project'related.costs. The'actual Pcost of
engineering, administration and other contract related expenditures will be cost applied to each:.
project.
In addition to funding for the repair of the landslide repair projects, the FY 2001/2002 program
budget includes an allowance of$35,000 for unanticipated landslides that might occur over this
next winter. Any costsin excess of the$210,000 projected budget in the District's Major Repair
Program would require a transfer from other portions of the GHAD budget and/or additional "
action by the Board of Directors to transfer funds from GHAD reserves. It is the intent of the
General Manager to transfer any funds remaining in the Major Repair Programtothe District's
Preventative Maintenance and Operations'Program.
Preventative Maintenance and Operations Program. The Canyon Lakes GHAD's
Preventative Maintenance and Operations Program represents the second largest'expenditure of
GHAD funds with approximately almost 20 percent of the FY 2001/2002 budget allocated to this
program. As noted above,it is the intent of the General Manager to transfer any unexpended
funds that remain in the Major Repair Program to the Preventative Maintenance Program.
Operations. The Operations portion of the GHAD's Preventative Maintenance'and Operations
Program,funds the ongoing operations of the GHAD and includes the following:
Aerial Photography and Photo Interpretation Proms. The GHAD maintains a
historic collection of aerial photographs(black and white as well as infrared)for two
purposes -to assist in the evaluation of landslide activity and, more significantly,for
use in detection of landslides and/or potential landslides.
Piezometer, Subdrain and Horizontal'Drain;,Monitoring As indicated above,'a
number of horizontal drains and related facilities were installed by the original
developers of Canyon Lakes and/or the GHAD in conjunction with repair or
preventative maintenance activities. This program provides funds to monitor the
condition of the drains. Any necessary repair and/or replacement are handled under
the GHAD's preventative maintenance program.
➢- Settlement and Distress-Monitoring. This program provides funds to monitor various
settlement and/or distress monitoring devices that have been installed over the past
few years by the GHAD.
Preventative Maintenance. The Preventative Maintenance'Program is designed to prevent
future landslides and includes funding for the GHAD to respond to and evaluate reports of
landslides and/or potential landslides within Canyon Lakes, as well as the following programs;
Miscellaneous Consumables. Funds are included'in the Preventative Maintenance
program to reimburse expenditures for miscellaneous consumables (sand bags,
plastic, etc.)that may be required in responding to landslides and/or potential
landslides.'
➢ B-58'Ditch``Cleaning and Winterizing Program_ Surface drainage from open space
and either areas within Canyon'Lakes'is collected and discharged through a^complex
series of concrete lined ditches("B-58"ditches). This program provides funds to
clean and winterize this complex system.
William R.Gray&Company,Inc. Page 5 of 10 February 26,2002
General Manager
➢ B-58 Ditch Reyair and Replacement Program. This program provides funds to repair
and/or replace damaged or deteriorated B-58 ditches as required.
➢ Debris Clem-up and Minor Repair Program. This program funds the GHAD's initial
response to calls from residents and others reporting landslides and/or potential
landslide activity. Sufficient funds are included in the proposed budget to cover the
GHAD's initial response and minor repair work.
➢: Horizontal Drain,Sub-Drain Maintenance and Replacement Program. A number of
horizontal drains and related facilities were installed with the original development of
Canyon Lakes and/or by the GHAD in conjunction with repair or preventative
maintenance activities. This program provides funds to repair and/or replace
damaged or deteriorated horizontal drains as required.
➢'' Irrigation/Pumps Maintenance'. The District owns and maintains three sump pumps
on property by the Lake at Canyon Lakes. Most of these pumps were recently
replaced,so therefore,maintenance casts should be minimal.
In addition to funding of specific programs,funds are also included in this portion of the budget
for administration of the Canyon Lakes GHAD's Preventative Maintenance and(Operations
Program."District costs related to responding to inquiries and/or potential incidents are charged
to Administration of the program.
Special Prolects. This portion of the proposed FY 2001/2002 program budget includes funding
for a number of special projects. For the most part,these are projects and/or programs proposed
for funding in response to comments and/or concerns from members of the Board of Directors,
the General Manager, homeowners and others interested in the operation of the GHAD. The
proposed projects and/or programs are more fully described below:
➢ GHAD Association. The Canyon Lakes GHAD has been working to encourage
formation of an association of GHAD's in California to improve,enhance and
promote the effectiveness of GHAD's in California. This portion of the budget will
provide funding for the CHAD participation in the newly formed California
Association of GHADs,
➢ Develop and Implement GIS System. The CHAD has been working to establish a
Geographic Information'System(GIS)to assist the GHAT)management with tracking
incidents, as well as facilities maintained and monitored by the GHAD. This program
will continue implementation of this system.
Management Audit and Reserve Study. This allocation of funds will provide funding
for management and fiscal audits of the District as well as an evaluation of current
GHAD reserves.:
Develoy Standard Plans and Specifications. These funds will be used to begin
development of standard plans and specifications for GHAD improvement contracts.
The use of Standard Plans and Specifications will increase the efficiency of GHAD
operations and should reduce project development costs.on Major Repair projects.'
Update Accounting and Bookkeeping_Systems. GHAD staff is continuing`efforts'to
upgrade and/or automate the GHAD's accounting and bookkeeping systems.
William R.Gray&Company,Inca Page 6 of 10 February 26,2002
General Manager
➢ Review and Update Plan of Control. This budget item will provide funding to update
the GHAD's Plan of Control. The Plan of Control has not been updated since the
GHAD was formed in 1985.
Administration. This portion of the proposed FY 2001/2002 budget provides funding for
overall administration of the GRAD. Support for the General Manager function as well as
related expenses:including,but not necessarily limited to,accounting and bookkeeping support
services as well as office related expenses (telephones, office equipment and supplies)are
included in this portion of the budget.
Also included in the Administrative portion of the budget is funding for Contra Costa County
Public Warks Department support services (as provided for in Resolution 86/372), as well as.
legal support from the Contra Costa County Counsel'sOffice. In addition,this portion of the FY
01/02 administrative budget includes funding for outside legal counsel as may be required. Items
included in the administrative portion of the budget detailed in Appendix B.
William R.Gray&Company,Inc. Page 7 of 10 February 26,2002
General Manager
Appendix A
Detailed Expenditure Summary -Supplemental Information
The following table is provided for the information of the Beard of Directors and others and is not to
be considered a part of the budget. The General"Manager may reallocate funds within each of the
major categories without prier approval of the Board
Major Repair Program
Construction and repair
Contracted Work $152,000.00
Landscaping repair/replacement $0.00
Materials and Supplies $10,000.00
Total Construction and Repair $162,000.00
Contract Administration
Contract Administration $11,000.00
Inspection/Material'Testing $8,000.00
Total Contract Administration $19,000.00
Project Development
Engineering
Civil Engineering $2,000.00
Geotechnical Engineering $14,000.00
Other professional support $0.00
Licenses and Permits $3,000.00
Project Management/Oversight $10,000.00
Total Project Development $29,000.00
Total Major Repair Program $210,000.00
Preventative Maintenance&Operation
Admin.Preventative Maintenance $20,000;00
Operations
Aerial photography $1,500.00
Piezometer,subdrain/horizontal drain monitor $6,000.04
Settlement/distress monitoring $7,500.00
Total Operations $15,000.00
Preventative Maintenance Program
Miscellaneous consumables-sand bags,etc $2,000.00
B-58 ditches'-clean&winterize $1$,000.00
B-58 ditches'-repair'&replace $6,000.00'
Debris cleanup/minor repair> $8,000.00
Horizontal drains/sub-drains-maintenance $10,000.00
Irrigation/Pumps-maintenance $1,000.00
Total Preventative;Maintenance Program $45,000.00
otal'Preventative Maintenance&Operation $80,000.0
William R.Gray&Company,Inc. Page$of 10 February 26,2002
General Manager
Special Projects
CHAD Association $1,000.00
Develop and Implement GIS System $30,OW.00
Management Audit&Reserve Study $12,000.00
Develop Standard Flans,Specs $1,000.00
Update Accounting&Bookkeeping System $3,0K00
Review and Update Plan of Control $3,000.00
Total Special Projects $50,000.00
Administration
Legal Fees
General Counsel(CC County Counsel) $4,000.00
Special Counsel $4,000.00
Total Legal Fees $8,000.00
Outside Services(Public Works,etc) $7,500.00
Office Expenses
Office Supplies $0,00
Postage and Delivery $250.00
Printing ands Reproduction $1,000.00
Rent $0.00
Telephone $2,500.00
Total Office Expenses $3,750.
Staffing/Administrative Support
Accounting/Bookkeeping $7,000.00
Update Assesement Roll $8,000.
00
Education&Training $500.00
General Manager Function $43,250.00
Subscriptions,memberships $500-00
Travel&Entertainment $0,00
Total StaffinglAdmin Support $59,250.00
Total Administration $78,500.00
TOTAL EXPENDITURES $418,500.00
William R.Gray&Company,Inc. Page 9 of lt) February 26,2002
General Manager
Appendix B
Supplemental Information Related to Staffing, Administrative
Support and Office Expenses
The following information is provided for the benefit of the Board of Directors and others. This
table summarizes estimates of professional and support services that will be required to support the
proposed FY 01/02 program budget:
Estimated Annual Budgets
Consultant/ Totals
Service Major Repair PM &Ops Special Administration
Program Program Projects
William R. Gray $18,000. $9,000. $20,000. $50,000. $97,000.
&"'Company,Inc.
Sands $14;000. $11,000. $8,000. $10,000. $43,000.
Construction
Geotechnical $14,000. $4,000. $0.00 $0.00'' $18,000.
Civil $2,000. $0.00 $0.00 $0.000 $2,000.
Engineering"
Totals $48,0000. $24,000. $28,000. $60,000. $160,000.
F:\DATA\CHAD files\Canyon Lakes\AdministradoMAnnual and Quarterly Eudgets\Budget':-Expenses FY 01-02TY 01-02 Program budget'-CL
GHAD.doc
William R.Gray&Company,Inc. Page 10 of 10 February 26,2002
General Manager