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HomeMy WebLinkAboutMINUTES - 11062007 - C.25 TO: BOARD OF SUPERVISORS AS GOVERNING s ` Contra BOARD OF THE WIEDEMANN RANCH GEOLOGIC %'f_ . ..=`;•• HAZARD ABATEMENT DISTRICT Costa 40 FROM: MAURICE M. SHIU, PUBLIC WORKS DIRECTOR ------ County sra c DATE: November 6, 2007 SUBJECT: ACCEPT and APPROVE the Fiscal Year 2007/2008 Program Budget, as prepared by the General Manager, ENGEO Incorporated, for the Wiedemann Ranch Geologic Hazard Abatement District(GRAD), San Ramon area. (Wiedemann GHAD Funds) (District III) Project No.: 7816-6X5511 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDED ACTION: ACCEPT and APPROVE the Fiscal Year 2007/2008 Program Budget, including the attached Summary of Proposed Fiscal Year 2007/2008 Budget Revenue and Expenditures Table, as prepared by the General Manager, ENGEO Incorporated for the Wiedemann Ranch.Geologic Hazard Abatement District (GHAD), San Ramon area. FISCAL IMPACT: There is no impact to the County General Fund. The Wiedemann Ranch GHAD is funded 100% through revenues generated from the levy of assessments of residential properties within the GRAD. Liaison activities completed by the Contra Costa County Public Works Department are reimbursed under the provisions of a Joint Powers Agreement between Contra Costa County and the Wiedemann Ranch GHAD (Resol 'on No. 2003/36). Continued on Attachment: ® SIGNATURE: VECONINIENDATION OF COUNTY ADMINISTRATOR E] RECOMMENDATION OF BOARD COMMITTEE [ APPROVE OTHER SIGNATURE(S): ACTION OF BO ON /G"7h-0-V' m 6r-a"� APPROVED AS COMMENDED[0— OTHER ❑ I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON THE VO OF SUPERVISORS MINUTES OF THE HILLCREST HEIGHTS GHAD BOARD ON UNANIMOUS(ABSENT A 4 rJfi ) THE DATE SHOWN. AYES: NOES: ABSENT: ABSTAIN: ATTESTED: ��/�i7en'dG a�Q� G_ Contact: Warren Lai(Special Districts) 313-2180 JOHN CULLEN,CLERK OF THE BOARD OF SUPERVISORS VS:ab AND COUNTY ADMINISTRATOR G:\SpDist\Board Orders\2007\11-06-07 Wiedemann Ranch FY 07-08 Budge ENGEO.doc Of Orig.Div:Public Works(Special Districts) By ' Deputy cc: County Administrator County Counsel Assessor Auditor—Controller C.Field,Accounting V.Skerritt,Special Districts ENGEO,Inc. SUBJECT: ACCEPT and APPROVE the Fiscal Year 2007/2008 Program Budget, as prepared by the General Manager, ENGEO Incorporated, for the Wiedemann Ranch Geologic Hazard Abatement District (CHAD), San Ramon area. (Wiedemann GHAD Funds) (District III) Project No.: 7816-6X5511 DATE: November 6, 2007 PAGE: 2 of 2 REASONS FOR RECOMMENDATIONS AND BACKGROUND: The Contra Costa County Board of Supervisors formed the Wiedemann Ranch Geologic Hazard Abatement District (GHAD) on September 1, 1998, (Resolution 98/438). On April 11, 2000, the Board of Directors of the Wiedemann Ranch GHAD and the Contra Costa Board of Supervisors, by Resolutions Nos. 2000/166 and 2000/167, conditionally approved the annexation of the City of San Ramon Subdivision 8118 (Henry Ranch Development) into the Wiedemann Ranch GHAD. The annexation became effective on June 13, 2000. Under a Joint Powers Agreement with Contra Costa County(Resolution No. 2003/36) the County Public Works Department acts a liaison with the Wiedemann Ranch GHAD and provides services related to facilitating the placement of GHAD matters on the public agenda, technical assistance, General Manager selection and accounting services. The County is reimbursed for providing these services. Funding within the budget provides for substantial preventative maintenance activities within the two developments in the GHAD. Included within the preventative maintenance and operations are tasks related to a number of GHAD maintained improvements in addition to monitoring and maintenance of the site slopes and creek corridors. The special projects expenditures relate to communications programs within the GHAD. The Wiedemann Ranch Geologic Hazard Abatement District Fiscal Year 2007/2008 Budget, Revenue and Expenditures Table summarize the GHAD budget. The additional budget details, provided in the narrative form, are for the information of the GHAD Board of Directors and are not part of the adopted budget. As needed, the GHAD Manager may reallocate funds within each of the four major categories without Board approval. ENGEO Incorporated as General Manager of the Wiedemann Ranch GHAD, proposes that the Board of Directors approve the attached Wiedemann Ranch Geologic Hazard Abatement District Fiscal Year 2007/2008 Budget, Revenues and Expenditures Table. CONSEQUENCES OF NEGATIVE ACTION: The GHAD will not have an approved budget as required in the original formation documents for the GHAD. Site monitoring, maintenance and repair items will be delayed and this may potentially result in increased costs due to the formation or enlargement of site erosion or slope instability. 2 Wiedemann Ranch Geologic Hazard Abatement District Summary of Proposed Fiscal Year 2007/2008 Budget Revenue and Expenditures Receivables Balance June 30, 2007 $1,075,136.00 Estimated 2007/2008 Assessment Amount $325,602.00 Estimated Interest on Investments $40,000.00 Total Available Funds $1,440,738.00 Estimated Expenditures Major Projects $0.00 Preventive Maintenance and Operations $117,006.50 Special Projects $2,500.00 Administration, Accounting and Public $32,114.00 Works Estimated Expenditures Total $151,620.50 Estimated Reserve/Fund Balance on $1,289,117.50 June 30, 2008 3 WIEDEMANN RANCH GEOLOGIC HAZARD ABATEMENT DISTRICT PROPOSED PROGRAM BUDGET FOR FISCAL YEAR 2007/2008 eologic � I rd ENGEO INCORPORATED, General Manager Abatement ®istrict October 8, 2007 Wiedemann Ranch Geologic Hazard Abatement District Contra Costa County Board of Supervisors c/o Hillary Heard, Senior Planner 255 Glacier Drive Martinez, CA 94553-4897 Subject: Wiedemann Ranch Geologic Hazard Abatement District Norris Canyon Estates, Contra Costa County Henry Ranch, San Ramon PROPOSED PROGRAM BUDGET FOR FISCAL YEAR 2007/2008 Dear Ladies and Gentleman: If you have any questions regarding the contents of this letter,please contact us. Attached is the proposed program budget for the Wiedemann Ranch Geologic Hazard Abatement District (GHAD) for the Fiscal Year 2007/2008. The proposed program budget is $151,620.50. The budget expenses break down into the following approximate percentages. Major Repair 0 percent Preventive Maintenance and Operations 77 percent Special Projects 2 percent Administration 14 percent Additional - Outside Professional Services 7 percent The budget anticipates a contribution of approximately $214,000 to the reserve fund which is estimated to reach approximately $1,289,000 on June 30, 2008. A summary of the expenses is shown on Table I followed by a brief description of each budget item on the following pages. Very truly yours, Wiedemann Ranch Geologic Hazard Abatement District ENGEO Inco orate eneral Manager ENG Proje t No. 6.1.200.01 Eric Harre 1 Uri Eliahu eh/jb 2010 Crow Canyon Place Suite 250 San Ramon, CA 94583-4634 (925)866-9000 Fax(925)866-0199 www.engeo.com Distribution List Warren Lai Contra Costa County Public Works Department 255 Glacier Drive Martinez, CA 94553 Victoria Skerritt Contra Costa County Public Works Department Special Districts 255 Glacier Drive Martinez, CA 94553 Ms. Jodi Abbott Norris Canyon Estates Homeowners Association c/o Peachtree Community Association Services 30100 Mission Boulevard Hayward, CA 94544 Mr. Mark Berch William Lyon Homes, Inc. 2603 Camino Ramon, Suite 150 San Ramon, CA 94583 Ms. Lisa Dial Henry Ranch Homeowners Association c/o CJM Association Services Inc. P.O. Box 190 Pleasanton, CA 94566 Mr. Steve Stone Toll Brothers, Incorporated 3179 Ashbourne Circle San Ramon, CA 94583 Mr. Robin Bartlett Senior Engineer City of San Ramon, Engineering Services 3180 Crow Canyon Place, Suite 140 San Ramon, CA.94583 Wiedemann Ranch Geologic Hazard Abatement District Proposed Program Budget Fiscal Year 2007/2008 The following proposed budget summarizes the anticipated expenditures for fiscal year 2007/2008 for the Wiedemann Ranch Geologic Hazard Abatement District, which currently includes Norris Canyon Estates and the Henry Ranch development. The budget is divided into four categories as stipulated in the Wiedemann Ranch Geologic Hazard Abatement District Consultant Duties contract. Major Repair Included within the major repair category are those repair or improvement projects that are intermittent and by their nature do not fit with a scheduled maintenance program. Minor slope repair and erosion control items are generally funded within the Preventive Maintenance and Operations category. Based on provisions within Wiedemann Ranch GHAD contract, we define major repairs as those estimated at over $25,000. Preventive Maintenance and Operations Preventive maintenance and operations includes professional services, slope stabilization services and erosion protection within the District. Professional services include site monitoring events as scheduled in the GHAD Plan of Control. Slope stabilization and erosion protection responsibilities include the open space slopes and creek channels. GHAD-maintained improvements generally include the District's slopes, concrete-lined drainage ditches, retaining walls, subsurface drainage facilities, monitoring instruments including settlement monitoring devices, storm drain facilities and the creek channels. Special Projects Included within the Special Projects category are tasks within the Communications Plan specified in the Wiedemann GHAD Consulting Services Agreement contract, including an emergency response protocol, an incident response protocol and a community outreach program (newsletter, etc.). Administration and Accounting Administrative expenses include the General Manager duties related to the operation and administration of the GHAD. Within the administrative budget category are included tasks of the General Manager, clerical and accounting staff and Contra Costa County Public Works support personnel. October 8, 2007 1 A summary of the proposed Fiscal Year 2007/2008 Budget is shown in Table I. TABLE I SUMMARY OF PROPOSED FISCAL YEAR 2007/2008 BUDGET Budget Item Label Budget Percentage of Amount Total Budget Major Repairs Major Projects $0.00 0% Preventive Maintenance and Operations Professional Services Scheduled Monitoring Events $15,913.50 Heavy Rainfall Monitoring Events $ 5,304.50 Transfer of Subdivision 7575 $ 5,304.50 Transfer of Subdivision 7575 —Outside Services $13,984.00 Subtotal $40,506.50 Maintenance and Operations Concrete Lined Drainage Ditches $15,000.00 Access Roadway $25,000.00 Subdrain Outlets $5;000.00 Detention Basin $4,000.00 Planned Sports Field Area $2,000.00 Creek Channels $7,000.00 Retaining Wall Repair $2,500.00 Slope Repair $1,000.00 Minor Repairs $15,000.00 Subtotal $76,500.00 Preventive Maintenance and Operations Total $117,006.50 77% Special Projects Community Education $ 2,500.00 Special Projects Total $ 2,500.00 2% Administration and Accounting General Manager Administration and Accounting $17,823.00 Annual Report and Budget Preparation $ 3,183.00 Subtotal $21,006.00 14% Outside Professional Services -Nontechnical Assessment Roll and Levy Update Preparation $ 2,625.00 Contra Costa County Public Works $ 7,500.00 Contra Costa County Assessor's Fees $ 636.00 October 8, 2007 2 TABLE I (Continued) Budget Item Label Budget Percentage of Amount Total Budget California Association of GHADs Membership $ 347.00 Subtotal $10,808.00 7% Administration and Accounting Total $32,114.00 21% Proposed Expenditures Total $151,620.50 100% Projected Balance (June 30, 2007) $1,075,136.00 Receivables Estimated 2007/2008 Assessment $325,602.00 Estimated Interest on Investments $40,000.00 Total Available Funds $1,440,738.00 Estimated Expenditures Major Projects $0.00 Preventive Maintenance and Operations $117,823.00 Special Projects $2,500.00 Administration, Accounting and Public Works $32,114.00 Estimated Expenditures Total $151,620.50 Estimated Reserve/Fund Balance on June 30, 2008 Total $1;289,117.50 MAJOR REPAIRS. There are currently no on-going major repair projects within the Wiedemann Ranch GHAD, which includes Subdivision 7578 in the Norris Canyon Estates development and the Henry Ranch development. PREVENTIVE MAINTENANCE AND OPERATIONS Professional Services Scheduled Monitoring Events As provided in the Plan of Control, we have three scheduled monitoring events within the GHAD during each calendar year. Estimated budget $15,913.50 October 8, 2007 3 Heavy-Rainfall Events We have budgeted for two heavy-rainfall monitoring events during the 2006/2007 rainfall season. Due to the relatively dry winter, we have not performed any heavy-rainfall monitoring events during the current rainy season. Estimated budget $5,304.50 Transfer of Subdivision 7575 to the GHAD In 2004, Toll Brothers offered for transfer Subdivision 7575 to the Wiedemann Ranch GHAD. As provided for in the Plan of Control, part of the ongoing transfer process is an inspection of the GHAD-maintained improvements. Estimated budget $5,304.50 Transfer of Subdivision 7575 to the GHAD (Outside Professional Services) As part of the ongoing transfer process, the GHAD has contracted with Darwin Myers Associates to provide for third party review of the GHAD-maintained.improvements prior to transfer. Based on the work that the developer plans to complete prior to the transfer of Subdivision 7575, we would not expect this subdivision to be offered to the GHAD in the 2006/2007 fiscal year. The estimated budget represents the contract amount ($15,000) less the previously invoiced fees. Estimated budget $13,984.00 Maintenance and Operations Concrete-Lined Drainage Ditches This budget item is to provide for the removal of vegetation and cleaning of concrete-lined drainage ditches within the Henry Ranch and Norris Canyon Estates developments (Subdivision 7578). This includes approximately 4,800 lineal feet within the Henry Ranch Development and 2,600 lineal feet within the Norris Canyon Estates development. Estimated budget $15,000.00 Access Roadway (Henry Ranch) Erosion and drainage issues have been identified on the gravel-covered access roadway. October 8, 2007 4 Recommended mitigation for this roadway includes drainage improvements, aggregate base rock replacement and vegetation removal. Estimated budget $25,000.00 Subdrain Outlets Five subdrain outlets within the Henry Ranch development and 4 subdrain outlets in Norris Canyon Estates were not located during the most recent site monitoring event. These outlets need to be relocated and marked as necessary. Location of the subdrain outlets may include excavation activities. Estimated budget $5,000.00 Detention Basin (Henry Ranch) The budget allows for completion of an evaluation of the detention basin vegetation conditions and the development of monitoring and maintenance specifications. Estimated budget $4,000.00 Planned Sports Field Area (Henry Ranch) Maintenance and improvement to the temporary drainage facilities servicing the planned sports field area within the Henry Ranch development. This work will be completed to reduce the potential for erosion within the development. Estimated budget $2,000.00 Creek Channel (Norris Canyon Estates—Subdivision 7578) Placement of additional riprap along a slope adjacent to Lot 4 to help reduce the potential for erosion behind the subject lot. In addition, tasks under this budget item include the removal of debris from creek channel culverts. Estimated budget $7,000.00 Retaining Wall Repair(Norris Canyon Estates— Subdivision 7578) This budget item allows for the repair of a Keystone retaining wall along Ashbourne Drive. Estimated budget $2,500.00 October 8, 2007 5 Slope Repair This item allows for the placement of turf reinforcement mat on an area of shallow slope instability behind Lot 9 to allow the slope to become revegetated. Estimated budget $1,000.00 Minor Repair This is for unanticipated minor repairs which may occur during the current fiscal year. Estimated budget $15,000.00 SPECIAL PROJECTS Communications Program The GRAD has been involved in communication with the homeowners within the Norris Canyon Estates development through the Norris Canyon Estates Homeowner's Association during slope repair activities. This included attendance at Homeowner Association meetings at Norris Canyon Estates. In addition, this budget item provides funds for a communications plan and community education and information distribution. Estimated budget $2,500.00 ADMINISTRATION AND ACCOUNTING Administration Administrative expenses include the General Manager duties related to the operation and administration of the GHAD. The budget estimate for the accounting and administrative services are derived from the original GHAD budget used to prepare the GHAD's Engineer's Report. Estimated budget $17,823.00 Annual Report and Budget Preparation This budget provides for the preparation of the annual report and budget. Estimated budget $3,183.00 October 8, 2007 6 Assessment Roll and Levy Update This budget item allows for preparation of the assessment roll for the District and the updated levy based on the Consumer Price Index adjustment. Estimated budget $2,625.00 Contra Costa County Public Works Under a Joint Powers Agreement with Contra Costa County (Resolution No. 2003/36) the County Public Works Department acts a liaison with the GHAD and provides services related to facilitating the placement of GHAD matters on the public agenda, technical assistance, general manager selection and accounting services. Estimated budget $7,500.00 Contra County Assessor's Fees This budget item accounts for fees from the Contra County Assessor's Office. Estimated cost $636.00 Association Membership The GHAD maintains membership in the California Association of GHADs. Estimated cost $347.00 October 8, 2007 7