HomeMy WebLinkAboutMINUTES - 09092003 - C.35 TO: BOARD OF SUPERVISORS AS THE BOARD OF DIRECTORS, BLACKHAWK.
GEOLOGIC HAZARD ABATEMENT DISTRICT(CHAD)
FROM: MAURICE M. SHIU, PUBLIC WORKS DIRECTOR
DATE: September 9, 2003
SUBJECT: ACCEPT and APPROVE the Fiscal Year 2003/2004 Program Budget for the Blackhawk
Geologic Hazard Abatement District, Danville area. (District III) Project No. 7760-6X5147
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
L Recommended Action:
ACCEPT the attached Proposed Fiscal Year 2003/2004 Program Budget for the Blackhawk Geologic
Hazard Abatement District (CHAD) by the CHAD Manager, Richard D. Short, Kleinfelder, Inc., and
APPROVE the following proposed "Sources and Uses of Funds"table:
.Bud et FY21103/2004
Sources And uses of Funds Table
B innn Fund Balance-July 1,2002 $699,439
Sources of Funds*
Contributions from M-23 $1,350,000
Interest on Investments $40,000
Other income 0
Total Sources of Funds $1,390,000
Total Available Funds $2,089,439
Uses of Funds
Major Repair Program {Acct Code 23191 $735,000
Preventative Maintenance Program {Acct Code 22821 $177,500
Special Projects {Acct Code 24791 $61,000
Administration and PW {Acct Code 23101 & {Acct Code 5011) $248,315
Total Uses of Funds
$1,221,815
Reserve Available/Estimated Ending Fund Balance June 30,2003 $867,624
*Source of funds estimated.
Continued on Attachment: X SIGNATURE:
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RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATUREN OF BO ON S- ER APPROVED A9 M7513MMMED OTHER
S
VOTE OF SUPE VVI ORS 00
03
xx Uiv'AN "S(ABSENT V )
AYES: NOES: I hereby certify that this is a true and correct copy
ABSENT;_ ABSTAIN: of an action taken and entered on the minutes of
the Board of Supervisors acting as the CHAD
G:\Grpsr=\Grpl3ata\SpDist\Board Orders\2003109-09-03 130-(B)Budget FY 03-04.dao Board on the date shown.
Orig.Div:Public Works(Special Districts)
Contact: Skip Epperly(313-2253)
cc: County Administrator ATTESTED: SEPTEMBER 09, 2003
County Counsel
JOHN SWEETEN Clerk of the Blackhawk
E
E..Whanhan,Eng.Svc.Holden,Accounting GRAD Board of Directors and Board
Kleinfelder,Inc. Administrator
CHAD File
SUBJECT: ACCEPT and APPROVE the Fiscal Year 2003/2004 Program Budget for the Blackhawk
Geologic Hazard Abatement District,Danville area. (District III)Project No. 7760-6X5147
DATE: September 9, 2003
PAGE: -2-
H. Fiscal Impact:
No impact to the County General Fund. Funding is 100%Blackhawk GRAD.
III. 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 to 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 GHAD. 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 CHAD by the transfer of a portion of CSA M-23 revenues.
Deferred major repairs represent 55 percent of the major repairs budget and include the following three
sites: 923/929 Eagle :Ridge, 59 Chestnut and Blackhawk Plaza. Each year these repairs are deferred the
slide area grows and the repair cost increases. Additionally, in the aftermath of the December 15, 2002
storm 22 sites require remedial repairs as well as de-silting the lake at Hole# 11.
The above "Sources and Uses of Funds" table is intended to summarize the approved budget. The
attached report detailing the various programs and activities of the CHAD is provided for the
information of the Board of Directors and others and is not considered a part of the adopted budget. The
General Manager may reallocate funds within each of the above major categories without prior approval
of the Board.
Kleinfelder, Inc. is now proposing that the Board accept the attached proposed Program Budget and
approve the "Sources and Uses of Funds"table(above).
IV. Consequences of Negative Action:
The GHAD will not have an approved budget as required by the original formation of the GRAD.
Consequently, repairs will be delayed and potentially result in increased costs due to enlargement of the
slide areas.
BLACKHAWK GEOLOGIC HAZARD
ABATEMENT DISTRICT
PROPOSED PROGRAM BUDGET FOR FISCAL YEAR 2003-2004
July 28, 2003
Blackhawk CHAD Board of Directors
Contra Costa County Board of Supervisors
c/o Skip Bpperly, CHAD Liaison
255 Glacier Drive
Martinez, CA 94553-4897
SUBJECT: Proposed Program Budget for Fiscal Year 2003-2004
Ladies and Gentlemen.
Attached is the proposed program budget for the Blackhawk Geologic Hazard Abatement
District for the fiscal year 2003-2004. The proposed program budget is $1,221,815. On a
percentage basis the budget expenses breakdown as follows:
■ Major Repairs 60 percent
■ Preventative Maintenance and Operations, 15 percent
• Special Projects 5 percent
• Administration. 20 percent
The budget anticipates a contribution of $178,185 to the reserve fund that is estimated to be
$905,261 on June 30, 2004. A summary of the expenses is shown on Table 1, page 5 followed
by brief descriptions of each budget item on pages 6 through 12.
Very truly yours,
Blackhawk Geologic Hazard Abatement District
Richard Short
General Manager
Kleinfelder, Inc.
Distribution list:
Blackhawk Home Owners Association Saddleback at Blackhawk Blackhawk Country Club
4125 Blackhawk Plaza Circle, #230 C/o Jean Bates&Associates 599 Blackhawk Club Drive
Danville, California 94506 3840 Blackhawk Road#120 Danville, CA 94506
Attention:Mark Goldberg Danville, CA 94506 Attention:Larry Marx, General Manager
P.O.Box 3428
Hidden Oaks at Blackhawk Danville, CA 94526 Supervisor Millie Greenberg
C/o Community Care Property 309 Diablo Road
Management Silver Oak Tbwnhomes at Danville, CA 94526
P.O Box 1270,Pleasanton CA 94566 BlackhawkCanyons at Blackhawk Attention:Kathy Chiverton, Chief of Staff
C/o Miramonte Company
Tennis Villers at Blackhawk 12.25 Alpine Road#206
Clo CMJAssociates Inc. Walnut Creek, CA 94596
P.O.Box 190 Attention:Lin Yates
Pleasanton, CA 94526
2003/2004 Budget(GHAD3BO01) 4 copyright 2003 Blackhawk CHAD
Blackhawk Geologic Hazard Abatement District
Proposed Program budget for Fiscal Year 2003/2€04
The following proposed program budget summarizes the anticipated expenditures for fiscal year
2003/2004 for the Blackhawk Geologic Hazard Abatement District and is divided into the
following four categories:
Major=Repairs
Major repairs are slope repairs and drainage improvement projects that are required
typically because of slope damage resulting from previous winters. Major repairs are
contracted out to vendors based on County contracting procedures and policies. Generally
major repairs have a minimum contract value of$10,000.
Preventive Maintenance And Operations
Preventive Maintenance and Operations includes all routine repairs, cleanup,
maintenance, monitoring and response to homeowners concerns that occur on an annual
basis regardless of the preceding slope damage from winter rains. The goal of preventive
maintenance is to keep the CHAD assets in operational condition and identify potential
slope stability problems before they occur so that measures can be taken to prevent
landsliding. Typical GHAD assets include concrete lined ditches, subdrainage systems,
groundwater measuring instrumentation, and slope debris catchment features. Preventive
maintenance also includes preparations for emergency response to rain caused slope
damage such as stock piling erosion protection and slope stabilization supplies.
Special Projects
The GHAD has ongoing and new efforts identified as "Special Projects" which are
activities requested by the Board such as the revised "Pian of Control" or projects
designed to improve the District's operational effectiveness.
Administration
Administrative expenses are required to operate the GHAD and implement the projects.
Administrative expenses include the General Manager, clerical and accounting staff,
office expenses, legal support and County Public Works personnel support.
A summary of the proposed Fiscal Year 2003/2.004 Budget is presented in Table 1.
2003/2004 Budget(GHAD3BO0I) 5 copyright 2003 Blackhawk GRAD
Table I -Summag of Proposed Fiscal Year 2003/2004 Budget
Major Repairs
923/929 Eagle Ridge Aide Repair 250,000
59 Chestnut 45,000
Blackhawk Plaza Slide Repair 110,000
Hole# 11 Lake Restoration 20,000
Dec 15 Storm Repairs 250,000
i Landscape Re lacement associated with repairs 60,(}00
Total Major Pro'ects $735,000 60%
Preventative MaintenancelOperations
.Preventative Maintenance
Drainage
B-58 Concrete Lined
Ditches
Maintenance Cleanup 37,000
Repairs 10,000
Subdrain Systems
Cleanout Horizontal Drains 5,000
Subdrain Pumps 3,000
Piezometers 2,000
Settlement Monitors 1,000
Minor Repairs <$10,000 50,000
Winterizing 15,000
Emergency Response 15,000
i Debris Benches 5,000
' Subtotal $143,000
i Operations
Piezometer Monitoring 3,000
Inclinometer Monitoring 14,000
Horizontal Drain Monitoring 2,500
Subdrain Monitoring 4,000
Settlement Monitoring 1,000
Incident Response/Homeowner Relations 10,000
Subtotal $34,500
Total Preventative Maintenanc O erations $177,500 15%
Special Projects
Plan of Control 5,000
Reserve Study 5,040
Test Fill Study 20,000
GIS/GPS Systems 20,000
Accounting Systems 4,000
Procedures Manual 2,000
Communications Program 5,000
Total Special Projects $61,000 5°10
2003/2004 Budget(GHAD3B001) 6 copyright 2003 Blackhawk CHAD
1 Administration 1
i
Legal Fees
General Counsel-CCC Counsel 35,000
Special Counsel 15,000
CSDA membership 2,000
Public Works 12,000
Office Expenses
i Rent 25,665
i Telephone 2,500
' Postage and Delivery 400
Printing and Reproduction 1,000
Office Supplies 750
Staffing/Administrative Support
Accounting/Bookkeeping 32,000
Training and Education 2,000
General Manager 120,000
Total Administration $248,315 20%
TOTAL PROPOSED BUDGET $1,221,815 100%
Available Funds i
Estimated Beginning Fund Balance—July 1, 2003* $699,439
Estimated Contributions from M-23 $1,350,000
Estimated Interest on Investments 40,000
Other Income 0
Total'Available Funds $2,089,439
Uses of Funds
Major Projects $ 735,000
Preventive Maintenance 177,500
Special Projects 61,000
Administrative and PW 248,315
Total Use of Funds ' $ 1,221,815
Estimated Reserve Available/Ending Fund balance.lune 30, 2004 $867,624
*July 1, 2003 estimated balance based on 4ht quarter expenses
DESCRIPTION OF BUDGET ITEMS
A brief description of each of the budget item categories is presented below.
Major Repairs
9231929.Bade Ridge Slide Rep
A landslide occurred on the slope below 923 and 929 Eagle Ridge Drive during the El Nino
winter of 1997-1998. Although, the slide was isolated in upper mid-slope area it created a risk to
the rear yards of these properties. In the subsequent winter seasons the area of the slide has
enlarged beyond the rear fence line of these two properties. A Geotechnical landslide
investigation report has been prepared. The recommended repair scheme includes removal and
2003/2004 Budget(GHAr33B001) 7 copyright 2003 Blackhawk CHAD
replacement of the soils in the failed area and the installation of a subdrain system at the native
soil and fill interface.
Estimated cost$250,000
59 Chestnut
A persistent shallow stability problem has existed on the common area slope below this property
where a shallow landslide has occurred. During the December 15, 2002 storm another mudflow
occurred. A removal and replacement repair with imported coarse material and subdrainage has
been designed.
Estimated cost $45,000
Blackhawk Plaza SlideRepair
A thirty-foot long section of a four-foot high Keystone retaining wall located at the edge of the
Blackhawk Plaza parking lot failed in 1998. The slide associated with the failure undermined the
edge of the parking lot pavement causing a safety hazard. Since the slide occurred in 1998 the
slide area has grown significantly. The repair includes rebuilding the Keystone wall and re-
grading the slopes above and below the failed wall. The damaged pavement and planter curbs
will also be repaired.
Estimated cost$110,000
.Hole#11 fake Restoration
During the winter months runoff from the surrounding slopes carries silt that is deposited in the
flood control retention basins. The retention basin located at Dole# 11 is also a water feature for
the golf course that includes a pump and a large waterfall. The CHAD has negotiated a shared
cost solution where the CHAD pays 62.5%, the Country Club pays 25% and the HCFA pays
12.5% of the repair costs to de-silt the pond. A long term solution (not included in this contract)
is being considered by the Country Club that would reroute the flood control channel around the
rear of the green with terraced water steps that can be more easily cleaned with conventional
equipment.
Estimated cost$20,000
December 15 Storm Repairs
During the winter storm of December 15, 2003 over sixty mudflows were reported to the CHAD.
Each site was stabilized using winterization materials including the placement of sheet plastic to
restrict water infiltration and secured against the wind until they could be repair in the dry
season. The District will utilize several repair techniques including minimal slope re-shaping to
excavation and replacement with subdrainage. This summer twenty-two of the more severe
landslide sites are scheduled for repair.
Estimated cost$250,000
2003/2004 Budget(GHAD3BO01) 8 copyright 2003 Blackhawk CHAD
Landsoge Kalacement
In conjunction with the repair of the storm damage at the twenty-two sites, it is anticipated that a
number of sites will require remedial landscaping
Estimated cost$60,000
Preventative Maintenance and Operations
Preventative maintenance generally includes drainage issues. Operations includes ongoing
monitoring programs and responding to homeowner concerns. Retails of the proposed budget
for each of these categories are listed below.
Drainc��e
The GHAD maintains over twelve miles of concrete lined V-ditches located on the common
slopes. Annually before the rainy season, the ditches are cleaned of eroded soil deposits and
debris so that they flow freely. Isolated cracks and open construction joints caused by soil
expansion and creep require repair that may include patching or replacement of sections of the
V-ditches.
Estimated cost$47,000
The GHAD maintains miles of subdrain systems that have been installed over the years both as
part of the original grading plan and those installed as part of landslide repairs. In a number of
cases the subdrais flow into sumps below the ground surface and they require pumps to direct
the flow to the storm drainage system. Maintenance expenses include cleaning subdrains and
checking pumps for proper operation.
Estimated cost$8,440
Piezometers and settlement monitors were installed during grading required for the development
of the residential community and subsequently by the GHAD as part of landslide investigations
and repair programs. Routinely, these assets require maintenance, installation of new
instrumentation and possibly abandonment of obsolete sites.
Estimated cost $3,040
Every year unanticipated minor repairs are required for a variety of circumstances related to the
condition of GHAD drainage systems. These repairs average less than$1.0,000 per incident.
Estimated cost$50,000
Prior to the onset of winter rains slopes that are exposed to potential erosion from heavy rain are
winterized with the installation of erosion protection measures. Examples of erosion protection
include hyro-seeding, plastic sheeting,wattling,hay bales or jute mesh.
Estimated cost$15,004
2003/2004 Budget(GHAD3B001) 9 copyright 2003 Blackhawk GHAD
During the winter rainy season the GHAD responds to many drainage incidents on short notice
in emergency situations where property damage is threatened. These incidents typically involve
clogged storm drains at the base of slopes or flooded residential properties due to the overflow of
runoff from clogged V-ditches. In severe cases these responses can be the initiation of slope
stabilization measures in preparation for a major repair.
Estimated east$15,000
Debris benches are located on slopes throughout the development to collect eroded soil resulting
from heavy runoff. Periodically, CHAD cleans these benches to re-establish their capacity to
collect and contain mudflows.
Estimated cost$5,000
Operations
An inventory of hundreds of piezometers, inclinometers, horizontal drains, subdrains and
settlement monuments are monitored periodically throughout the year as a preventative measure.
Some sites have been repaired and require monitoring to confirm that the slope has been
stabilized. Other sites have shown signs of unstable conditions developing and have been
instrumented to determine parameters of the slope conditions such as water depth, magnitude of
slope movement, depth of movement and ground surface movement. Through the year the
GHAD receives phone calls from homeowners regarding slope stability or drainage issues. The
General Manager and the Operations Manager make calls on the homeowners to address their
concerns.
Estimated cost$34,500
Special Projects
In the upcoming fiscal year the CHAD is anticipating completion of several special projects, as
well as, introducing several new special projects. A brief description of the special projects are
presented below.
Plan of Control
The operations of the GHAD are defined by the Plan of Control. The original Plan of Control
document is general in nature and does not address many of the circumstances that have arisen
during the GHAD's existence. Consequently, the Board of Supervisors has requested an updated
Plan of Control. A draft document was prepared in the spring and distributed for comment. The
GHAD plans to incorporate the review comments and complete the process so that the new Plan
of Control can be submitted to the Board of Supervisors for approval and implementation.
Estimated cost $5,000
2003/2004 Budget(GHAD3B001) 10 copyright 2003 Blackhawk GHAD
Reserve Study
The Board of Directors has requested that a reserve study be performed to determine the amount
that the GHAD should contribute to a reserve fund annually and the amount that the GHAD
should try to maintain in a reserve fiend. The GHAT) contracted with a consultant, John D. Beatty
and Co., to assist the General Manager in preparing the reserve study. The study will be
completed in the first quarter.
Estimated cost $7,000
`est Fill Study
The CHAD has developed a test fill program to create a demonstration fill slope that can be
studied to determine the typical adverse effects of slope creep, settlement, leaking pipes and
other common problems the CHAD routinely deals with. The purpose of the study will be to
develop a manual of homeowner guidelines for maintenance and construction of appurtenant
structures located near slopes.
Estimated cost$20,000
GIS/CPS Systems
CHAD has contracted with Farallon Geographic Inc. to develop and maintain a GIS system. The
purpose of the system is to create a permanent historical record of every incident response. This
record facilitates the General Manager's ability to ascertain the effectiveness of past repairs and
assist in the evaluation of past unstable conditions in any particular area. The GIS is also of great
use when researching the CHAD operations on properties for purposes of disclosure during real
estate sales.
The web page is a part of the service provided. The web page will be an information source for
the public.
Estimated cost $20,000
Accountin Systems and Procedures Manual
The GHAD administration is in the process of evaluating the current accounting system and
revising the procedures manual. This effort reflects the lessons learned and is intended to
memorialize GHAD policies and procedures.
Estimated cost $6,000
Communications
At the request of the Board, CHAD developed a communications plan during the last fiscal year.
This program is designed to keep the homeowners up to date on the CHAD operations and
developments. To date the meetings have been held with the homeowner's associations, the
Country Club and County personnel to explain CHAD activities. The CHAD has implemented a
web page for public information. Elements of this program still need to be implemented with
regard to the Community Education such as creating a Newsletter, a Brochure, and the
Homeowner Manual.
Estimated cost$5,000
200312004 Budget(GHAD3B001) 11 copyright 2003 Blackhawk CHAD
Administration
The administration of the CHAD includes all costs associated with legal support, County Public
Works liaison, office expenses, and staffing. Brief descriptions follow.
L
The GRAD incurs legal expenses from both County Counsel and periodically from outsourced
Special Counsel, The GHAD is currently working with County Counsel and the HOA to craft an
agreement regarding storm sewer maintenance and replacement. This matter will most likely
require a significant amount of time by the General Manager in association with County
Counsel. Special Counsel typically handles lawsuits and settlement issues for the GHAD, as
required. The CHAD participates in the California Special Districts Association to keep abreast
of legislative actions relevant to its operations.
Estimated cast$52,000
Pudic Works
The GHAD's liaison with the board is provided by Skip Epperly with the Contra Costa Public
Works Department. In addition, CHAD will periodically discuss its activities with Public Works
personnel to seek advice and consent.
Estimated cost$12,000
Oce Expenses
Office administrative expenses include rent, telephone, postage, printing and repro, and office
supplies. CHAD maintains an office in the Elackhawk community so that it can operate
effectively by being close to the project sites, respond in a timely fashion to the homeowner's
needs and be available to meet with homeowners.
Estimated cost$30,315
Sta in
The GHAD staff includes the General Manager and one administrative support staff. The CHAD
staff is assisted by Sands Construction for support services pertaining to operations. Sands
Construction costs are included in the relevant budget items listed above. The General Manager
handles all GHAT) issues and communications regarding its activities. The administrative staff is
responsible for accounting/bookkeeping, clerical and construction management support. Training
and Education are also included.
Estimated cast$154,000
2003/2004 Budget(GHAD3B001) 12 copyright 2003 Blackhawk CHAD