HomeMy WebLinkAboutMINUTES - 02262002 - C22 TO BOARD OF SUPERVISORS AS THE BOARD OF DIRECTORS, WIEDEMANN RANCH
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 Wiedemann Ranch
Geolo 'c Hazard Abatement District, San Ramon area. (W0551 1)
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&,BACKGROUND AND JUSTIFICATION
I. Recommended Actions:
ACCEPT the attached Proposed FY 2001/2002 Program Budget for the Wiedemann Ranch Geological
Hazard Abatement District(GHAD).
II. Financiallmuctr
No impact on the County General Fund. The Wiedemann Ranch GHAD is funded through revenues
generated by assessments levied on properties located within the boundaries of the District.
Continued on Attachment: SIGNATURE:
_RECOMMENDATION OF BOARD COMMITTEE
_:.APPROVE _OTHER
SIGNATURES
ACTION OF BOARD Feb 2 6,2 0 0 2 APPROVED AS RECOMMENDED BOTHER
VOTE OF SUPERVISORS
xx UNANIMOUS(ABSENT )
AYES: NOES: I hereby certify that this is a true and correct copy of an
ABSENT: ABSTAIN: action taken and entered on the minutes of the Board of
Supervisors on the date shown.
SE:sr
G.1GrpDatatSpDfac\Hoard Order�002102 February102-26-02 WledGRAD VYOI-02 WogBud.doc
Orlg_Div: Pubsi ora(Speciat fthictaj'> ATTESTED: FEBRUARY ,26, 2002
contact: SkipfiFWly(513-2253]
ee: CountyAduwtistrstor JOHN SWEETEN,Clerk of the Wiedemann Ranch
county counsel
Wm R.Gny Co.Inc, GRAD.Board of Directors and Board Administrator
By
DeKuty
SUBJECT: ACCEPT and APPROVE the FY 2001/2002 Program Budget for the Wiedemann Ranch Geologic
Hazard Abatement District, San Ramon area. (W05511)
DATE: February 26,2002
PAGE: -2-
111. Reasons for Recommendation and Back round:
The Contra Costa Board of Supervisors formed the Wiedemann Ranch Geologic Hazard Abatement District
in 1998(Resolution 98/438)pursuant to the provisions ofSection 26550 of the Public Resources Code. On
April 11,2000,the Board adopted Resolution No.2000/167 approving the annexation ofCity ofSan Ramon
Subdivision 8188 (Lyon-Henry Ranch)into the District. The Board of Supervisors serves as the Board of
Directorsof the CHAD. 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 January 1, 1999. William R. Gray and Company developed the
attached program budget for the Wiedemann Ranch GHAD for FY 2001/2002,
4n August 7, 2001,the Board of Supervisors, sitting as the Board of Directors of the Blackhawk CHAD,
approved a line item budget for the District. 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.
IV. Consequences of Neeative Action.
The GHAD would not have an approved program budget.
Proposed FY 200112002 Program budget
Wiedemann ranch Geologic Hazard: Abatement District (GRAD)
Prepared by
William R.Gray and Company,Inc.
General Manager
for the
Wiedemann stanch GHAD Board of Directors
The Wiedemann Ranch project(Contra Costa County subdivision 7575 et cetera)is a-1,137-acre
development comprised of 371 residential units located along the south side of Norris Canyon
Read in the San Raman area. The Wiedemann Ranch project is located wholly within
unincorporated Contra Costa County. In response to a petition from the original developer of the
project,the Contra,Costa County Board of Supervisors, on September 1, 1998, adopted
Resolution 981438, and formed the Wiedemann Ranch Geologic Hazard Abatement District
("GHAD"or"District")pursuant to the provisions of Section 26550 of the Public Resources
Code. The Board appointed itself to act as the Board of Directors of the District.
The Presley Henry Ranch portion of the District(City of San Ramon Subdivision 8118)is a 91-
acre development comprised of 100 residential units within the City of San Ramon. The City of
San Ramon had imposed a condition of approval on the project requiring either formation of a
new GRAD or annexation to an existing GHAD. Given that geologic conditions within the
project are very similar to those within the Wiedemann Ranch GHAD,the developer petitioned
the Board of Directors of the Wiedemann Ranch GHAD to annex the project into the then
existing District. On April 11, 2000,the Board of Directors of the GHAD and the Contra Costa
Board of Supervisors,by Resolutions Nos. 2000/167 and 2000/166, approved annexation of(the
Presley Henry Ranch Project)into the District.
The costs'and expenses of maintaining and operating GRAD improvements are assessed against
property within the boundaries of the GHAD,
William R.Gray and Company,Inc. Page 1 of 9 February 26,3002
General Manager
Wiedemann Ranch
Geological Hazard Abatement District (CHAD)
Sources And Uses Of Funds Table
Estimated Beginning Fund Balance-July 1,2001 $278,000.00
Sources of Funds
Property Owner Assessments $101,870.72
Interest on Investments $10,000.00
Other income> $0.00
Total Sources of Funds $111,870.72
Total Available Funds $389,874.72
Uses of Funds
Major Repair Program (Acct Code 2319) $0.00
Preventative Maintenance Program (Acct Code 22821 $10,000.00
Special Projects {Acct Code 2479) $20,000.00
Administration.and PW {Acct Code 23101& {Acct Code 50111 $20,0001.00
Total Uses of Funds $50,000.00
Estimated Reserve Available/Ending Fund.Balance June 30,22002 $339,870.72
Projected Revenues—FY 2041/2002
Property Owner Assessments. On September 1, 1998 the Boardof Directors of the
Wiedemann Ranch GHAD received an Engineer's Report(prepared pursuant to Section 265:51 of
the Public Resources Code) setting forth recommendations related to an initial annual budget for
the Wiedemann Ranch GHAD as well as proposed assessments to be levied against property
within the District and a description of the method used in formulating the assessments. After a
noticed public hearing, the Board adopted Resolution 98/440 and ordered that the casts and
expenses;of maintaining and operating GHAD improvements be assessed against property within,
the GHAD and confirmed the assessments proposed in the Engineer's Report. The initial annual
per unit rate (the base rate far the FY 99100 fiscal year)for properties within the boundaries of
the original Wiedemann Ranch project is$550.00 per unit.
On April 11, 2000, the Board received an Engineer's Report setting forth'recommendations
related for those properties within the then proposed Presley Henry Ranch annexation into the
Wiedemann Ranch GHAD.' After a noticed public hearing, the Board adapted:Resolution
2000/167 and ordered that the costs and expenses of maintaining and operating the GHAD be
assessed against property to be annexed into the GHATS. The initial annual per unit rate (the
base rate for the FY 01102 fiscal year)for properties within the boundaries of the Presley Henry
Ranch is$555.00 per unit.
William R.Gray and Company,Inc. Mage 2 of 9 February,26,2002
General Manager
Pursuant to Resolutions 98/438 and 000/169,the property assessments are to be adjusted
annually,on July 1 of each year,to reflect increases in the Consumer Price Index. (CPI)over the
initial annual rate (the base rate). While the Board Resolutions do not specify which CPI index is
to be used,the General Manager has directed that the CPI for All Urban Consumers,All Items;
San Francisco-Oakland Metropolitan Area(1967=100) as published by the United States
Department of Labor,Bureau of Labor Statistics, or its successor indexbe used.
The adjusted annual per unit rates for the most recent fiscal year 'Y 2000/2001),were:
Single Family Detached(Wiedemann) ...........................$573.10 per unit
Single Family Detached(Henry)...... .. ..... .......... .........$555.00 per unit
For the year ending June 30,2001, the CPT for the San Francisco-Oakland Metropolitan Area
increased 6.1%. The adjusted annual per unit rates for the 2001/2002 fiscal year are:
Single Family Detached(Wiedemann)...........................$611.12 per unit
Single Family Detached.(Henry)...... ......... ....................$591.70 per unit
The 71 recorded parcels (out of a planned total of 371) within the boundaries of the original
Wiedemann Ranch project and the 100 parcels within the boundaries of the Presley Henry Ranch
annexation will generate an estimated$101,870.72 during 2001/2002 fiscal year. All funds''
generated by these assessments,and all interest earned thereon,is segregated and deposited by
the County Treasurer in a separate account for the benefit of the Wiedemann Ranch CHAD.
Interest on Investments. The balance in the CHAD reserve account, as of June 30,2001 was
approximately$278,000.00. As noted above,the Treasurer deposits all Wiedemann Ranch
CHAD related funds in a separate interest bearing GHAD account.' All interest earned on these
funds is credited to and retained for the benefit of the GHAD. Revenue from interest on
investments for fiscal year 2001/2002 is estimated to be$10,000.00.
Developer Advances. Contra Costa County required the developer of the original Wiedemann'
Ranch project to contribute$200,000.00'`'to finance initial GHAD operations until the revenues
from the property assessments become available. The deposit was received and deposited in an
interest bearing account for the benefit of the District. Similarly, the City of San.Ramon required
the developer of the Presley Henry Ranch project to contribute$50;000.00 to finance initial
GHAD operations for that portion of the District until the revenues from property assessments
within the annexed area become available. This deposit has also been received and deposited in
an interest bearing account for the benefit of the District.
Other Income. The developer of the Presley Henry Ranch portion of the District reimbursed the
CHAD for costs associated with the processing of the annexation(during the 2000/01'fiscal year)
as well as for a major portion of the costs associated with processing a proposed update to the
District's Plan of Control to reflect the annexation as well as comments received from the United
States Army Carps of Engineers (USCOE) with respect to an endangered'species habitat that will
ultimately be the responsibility of the District to maintain.
William R.Gray and Company,Inc. Page 3 of 9 February 26,2002
General Manager
Wiedemann Geological Hazard Abatement District
Proposed Budget Summary - FY 2001/2002
Major Repair Program
Total Major Repair Program'. $0.00 0%
eventative Maintenance and Operation Program
Administration $10,000.00
Operations Program $0.00
Preventative Maintenance $0.00
Total Preventative Maintenance&Operation Program. $10,000.00 20%
Special Projects
CHAD Association $1,000.00
Develop and Implement GIS System $13,000.00
Develop Communications Plant Public Information Program $2,000.00
Update Accounting System $1,000.00
Update.Plan of Control $3,000.00
Total Special Projects $20,000.00 40%
Administration
Legal Fees(County Counsel/outside legal counsel) $1,500.00
Outside Services(Public Works,etc.) $1,500.00
Staffing/Administrative Support/Office Expense $17,000.00
Total Administration $20,000.00 40%
TOTAL PROPOSEDBUDGET $5%000.00 1�%
Projected Expenses - FY 2001/2002
M for Reuair Frog ram The Conditions of Approval of the Wiedemann Ranch Project require
the developer to repair any landslides that occur during the first three years. As a result,the
CHAD is not yet involved in the repair of any landslides, and no budget for this fiscal year is
proposed`. The GRAD is currently monitoring grading activities within in the development and
working to develop a comprehensive Preventative Maintenance Program to minimize the
likelihood of landslide activity once it formally assumes responsibility for landslide repair(see
below).
Preventative Maintenance and Operations Proerarn. The Preventative Maintenance Program
is designed to prevent future landslides and will ultimately fund GHAT?responses to reports of
landslides and/or potential landslides within the boundaries of the CHAD. In addition,this
portion of the Districts Budget will ultimately include'funds for the maintenance of two flood
control detention basins, a creek corridor and an endangered'species habitat within the
boundaries of the District.
William R Gray and Company,Inc. Page 4 of 9 February 26,2002
General Manager
For the first few years of operation,the GHAD's Preventative Maintenance and Operations
Program is likely to represent the largest expenditure of GHAD funds. Over these next few
months, the District will be working to develop a formal Preventative Maintenance and
Operations program.. A.major element of the program will be an inventory of facilities that the
CHAD will be responsible to maintain,including,but not necessarily limited to open space
drainage'facilities (B-58 ditches, drainage culverts,etc.),detention:basin improvements,etc.
The budget for the Preventative Maintenance and Operations program includes funding for
administration of the program.
Special Projects. 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 anchor programs that are
proposed for funding in response to comments,and/or concerns from members of the Board of '
Directors or the General Manager., In the future,homeowners and others interested in the
operation of the GHAD would have the opportunity to suggest projects.
The proposed projects and/or programs are more fully described below;
➢ GHAD Association:The California Association of GHADs will work to improve,,
enhance and promote the effectiveness of GHADs in California and will promote the
utilization of GHADs in the prevention,mitigation,abatement and control of a geologic
hazard. The General Manager has set aside funds to provide services to the Association
on a"pro-bons"basis during its formation stage.
➢ Develort and Implement GIS S sy tem. Currently there is not a system available to the
CHAD to track historically active areas with the Wiedemann Ranch area, or to
electronically provide a record of incident reports by homeowners in Wiedemann Ranch.
The General Manager has identified a Geographic Information System that can provide
this service to the CHAD,which may aid in predicting future landslide activity by
allowing the GHAD to visually map past land movement.
➢ Administrative,Operations and Procedures Manuals. Detailed Administrative,
Operations and Procedures Manuals will ultimately be needed for the District. Funds will
be included in future budgets for this work. No funding for this budget item is proposed
for the 2001/02 fiscal year:
➢ Complete Reserve Study. Once funded, this budget item will fund an evaluation of
GHAD reserves and provide the General Manager and the Board of Directors with data
necessary to establish an appropriate Reserve Account for the GHAD. No funding for
this budget item is proposed for the 2001/02 fiscal year.
➢ Develop Communications Plan/Public Information Program. Under this budget item,
District staff will develop a newsletter and/or informational brochure to distribute to neva
homeowners introducing them to the GHAD.
➢ Upgrade Accounting gnd,Bookkeg2ing Systems, This proposed budget allocation is
intended fund continued refinements to the accounting and bookkeeping system that has
been established for the District.
➢ Review and Update-Plan of Control. This budget proposal will fund an update to the
GRAD Pian of Control. The Plan of Control is being updated to reflect the annexation of
the Presley Henry Ranch into the District,to incorporate comments received from the
United States Army'Corps'of Engineers(USCOE)on issues associated with an
William R.Gray and Company,Inc. Page 5 of 9 February 26,2002
General Manager'
endangered species habitat that is to be maintained by the District as well as changes
proposed by the General Manager to make the document easier to read and administer.
Admtnigration. This portion of the proposed FY 2001/02 program budget for the Wiedemann'
Ranch GiAD provides funding for the overall'administration of the District. 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(rent,:telephones,
office equipment and supplies)are included.
Also included in the Administrative portion of the budget is;funding for Contra Costa County
Public Works Department support services as well as legal support from the Contra Costa
County Counsel's Office. The proposed FY 01/02 administrative budget also includes funding
for outside legal counsel(if required). items included in this program budget for administration
are detailed in Appendix B.
William R.Gray and Company,Inc. Page 6 of 9 February26,2002
General Manager
Appendix A
Detailed Expenditure Summary -Supplemental Information
The fallowing table is,provided for the information of the Board of Directors and others and is not
be considered a part of the budget.. The General Manager may reallocate funds within each of the
major categories without prior approval of the Board
Magor Repair Program
Construction and Repair $0.00
Contract Administration $0.00
Project Development $0.00
Total Major Repair Pro .am $0.00
Preventative Maintenance&Operations
Admin Preventative Maintenance&Operations Program $10,000.00
Operations
Incident Response/Homeowner Relations $0.00
Piezometer,sub-drain/horizontal drain monitor $0.00
Settlement/distress monitoring $0.00
Total Operations $0.00
Preventative Maintenance Program
B-58 ditches clean&winterize $0.00
B-58 ditches-repair&replace $0.00'
Debris cleanuplminor repair $0.00
Horizontal drains/sub-drains-maintenance $0.00
Total Preventative Maintenance Program $0.00
Total Preventative Maintenance&Operations $10 000:00
Special Projects
GRAD Association $1,000.00
Develop and implement GIS System $13,000.00
Administration,Operations&Procedures Manual $0.00
Complete Reserve Study $0.00
Develop Communications Plan/Public Information Program $21000.00
Develop Standard Plans,Specifications $0.00
Update Accounting System $1,000.00
Update Plan of Control $3,000.00
Total Special Pro ects $20 :OU
William R`Gray and Company,Inc. Page 7 of 9 February 26,2002
General Manager
Administration
Legal Fees
General Counsel(Contra Costa County Council's office) $1,500.00
Special Counsel $0.00
Total Legal Fees $1,500.00
Public Works Support $1,500.00
Office Expenses
Office Supplies $100.00
Postage and Delivery ' $100.00
Printing:and Reproduction $200.00
Rent $0.00
Telephone $250.00
Total Office Expenses $650.00
StaffingtAdministrative Support
Accounting/Bookkeeping $2,100.00
Education&Training $0.00
General Manager Function $14,000.00
Subscriptions/Memberships $250.00
Travel&Entertainment $0.00
Total Staffing/Admin Support $16,350.00
Total Administration $20 OUl}.00
TOTAL EXPENDITURES $5Ot9OO.00
William R.Gray and Company,Inc. Page 8 of 9 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 Beard of Directors and ethers. 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 Magor Repair PM& Ops Special
Administration
Program Program Projects
William R. Gray $0.00 $6,000. $5,000. $12,000. $23,000.00
&Company,Inc.
Sands $0.00. $4,000. $3,000. $10,000. $17,000.00
Construction
Geotechnical $0.00. $0.00. $0.00 $0.00 $0.00
Civil $0.00 $0.00 $0.010 $0.00 $0.00
Engineering
Totals $0.00 $10,000. $8,000. $22,000, $4%000.00
William.R.Gray and Company,Inc. Page 9 of 9 February 26,2002
General Manager