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HomeMy WebLinkAboutMINUTES - 10282008 - C.10 SE_ L TO: BOARD OF SUPERVISORS,AS GOVERNING BOARD ,,:��`��, ��`; Contra OF THE WENDT RANCH GEOLOGIC HAZARD ABATEMENT DISTRICT n _ Costa .. ° mun ; FROM: JULIA R. BUREN, PUBLIC WORKS DIRECTOR �' � ti14oc °S �P County DATE: October.28,-2008 SUBJECT: ACCEPT and APPROVE the Fiscal Year 2008/2009 Program Budget, as prepared by the General Manager,ENGEO Incorporated, for the Wendt Ranch Geologic Hazard Abatement District (GRAD), Danville area. (Wendt Ranch GHAD Funds) (District III) Project No.: 7754-6X5389 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDED ACTION: ACCEPT and APPROVE the Fiscal Year 2008/2009 Program Budget, including the attached Summary of Proposed Fiscal Year 2008/2009 Budget Revenue and Expenditures Table, as prepared by the General Manager, ENGEO Incorporated for the Wendt Ranch Geologic Hazard Abatement District (GHAD). FISCAL IMPACT: There is no impact to the County General Fund. The Wendt Ranch GHAD is funded 100% through revenues generated from the levy of assessments of residential properties within the GHAD. Liaison activities completed by the Contra Costa County Public Works Department under-the 2008/2009 budget will be reimbursed under the provisions of a Joint Powers Agreement or other contractual agreement tween Contra Costa County and the Wendt Ranch GHAD. Continued on Attachment: ® SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR ❑ RECOMMENDATI OF BOARD COMMITTEE APPROVE ❑ OTHER SIGNATURE(S): _ ACTION OF BOARD ON a" 46 to— APPROVED AS RECOMMENDED OTHE I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE WENDT RANCH GHAD BOARD ON THE V OF SUPERVISORS DATE SHOWN. UNANIMOUS(ABSENT �� ) AYES: NOES: r� ABSENT: ABSTAIN: ATTESTED:�C DAVID TWA,CLERK OF THE BOARD OF SUPERVISORS Contact: Warren Lai(Special Districts) 313-2180 AND COUNTY ADMINISTRATOR EH:VZ:AB G:\SpDist\Board Orders\2008\Board Orders 10-28-08\Wendt Ranch FY08-09 Budget\10-28-08 Wendt Ranch FY 08-09 Budge BO.doc Orig.Div:Public Works(Special Districts) By ,Deputy cc: County Administrator County Counsel Assessor Auditor—Controller K.Fernandez,Finance V.Zayas,Special Districts ENGEO.Inc. SUBJECT: ACCEPT and APPROVE the Fiscal Year 2008/2009 Program Budget, as prepared by the General Manager, ENGEO Incorporated, for the Wendt Ranch Geologic Hazard Abatement District (GHAD), Danville area. (Wendt Ranch GHAD Funds) (District III) Project No.: 7754- 6X5389 DATE: October 28, 2008 PAGE: 2 of 2 REASONS FOR RECOMMENDATIONS AND BACKGROUND: The Contra Costa County Board of Supervisors formed the Wendt Ranch Geologic Hazard Abatement District (CHAD) on February 12, 2002 (Resolution 2002/59). On July 19, 2005, the Board of Directors of the Wendt Ranch GHAD and the Contra 'Costa Board of Supervisors, by.Resolutions Nos. 2005/421 and 2005/437, approved the annexation of the Alamo Creek and Intervening Properties into the Wendt Ranch GHAD. Under a Joint Powers Agreement with Contra Costa County or other contractual agreement the County Public Works Department will act as a liaison with the Wendt Ranch GHAD and provide services related to facilitating the placement of GHAD matters on the public agenda, technical assistance, General Manager selection and accounting services. The County will be reimbursed for providing these services under the terms of a Joint Powers Agreement or other contractual instrument. Currently, maintenance and monitoring responsibilities within the GHAD are the duty of the property owners. The developers of the Wendt Ranch and Intervening Properties (Monterosso) developments have submitted applications to transfer selected parcels to the Wendt Ranch GRAD. It is anticipated in the 2008/2009 Program Budget that monitoring and maintenance responsibilities and ownership of selected parcels within the Wendt Ranch and Intervening Properties (Monterosso) will be transferred to the Wendt Ranch GHAD. It is not anticipated within this budget that parcels within the Alamo Creek development will be offered for transfer to the GHAD before the end of the 2008/2009 fiscal year. Funding within the budget provides for preventive maintenance activities within the Wendt Ranch and Intervening Properties (Monterosso) developments in the GHAD. Included within the preventive 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 and the GIS system development within the GHAD. The Wendt Ranch Geologic Hazard Abatement District Fiscal Year 2008/2009 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 Wendt Ranch GHAD, proposes that the Board of Directors approve the attached Wendt Ranch Geologic Hazard Abatement District Fiscal Year 2008/2009 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. Wendt Ranch Geologic Hazard Abatement District FISCAL YEAR 2008/2009 Budget Revenue and Expenditures Estimated Receivables Estimated Balance June 30, 2008 $ 328,155 Estimated 2008/2009 Assessment Amount $ 281,053 Estimated Interest on Investments $ . 15,000 Total Available Funds $ 624,208 Estimated Expenditures Major Projects $ 0 Preventive Maintenance and Operations $ 100,965 Special Projects $ 23,000 Administration, Accounting and Public Works $ 44,968 Estimated Expenditures Total $ 168,933 Estimated Reserve/Fund Balance on June 30, 2009 $ 455,275 WENDT RANCH GEOLOGIC HAZARD ABATEMENT DISTRICT PROPOSED PROGRAM BUDGET FOR FISCAL YEAR 2008/2009 Geologic Hazard ENGEO INCORPORATED, General Manager Abatement District Project No. October 6, 2008 4063.000.000 Wendt Ranch Geologic Hazard Abatement District Wendt Ranch Geologic Hazard Abatement District Board of Directors c/o Venus Zayas,Administrative Analyst 255 Glacier Drive Martinez,CA 94553-4897 Subject: Wendt Ranch Geologic Hazard Abatement District Contra Costa County,California PROPOSED PROGRAM BUDGET FOR FISCAL YEAR 2008/2009 Dear Ladies and Gentlemen: Attached is the proposed program budget for the Wendt Ranch Geologic Hazard Abatement District (GHAD) for the Fiscal Year 2008/2009. The proposed program budget is $168,933. The budget expenses break down into the following approximate percentages of the total receivables. Major Repair 0 percent Preventive Maintenance and Operations 34 percent Special Projects 8 percent Administration 9 percent Additional - Outside Professional Services 6 percent Revisions to the Line Item Budget provided in April include: (1) updating the estimated inflation rate to the actual inflation rate available from the U.S. Department of Labor (June 2008), (2) use of the July 2008 funds available balance provided from Contra Costa County, and (3) updating the estimated Fiscal Year 2008/2009 assessment roll estimate used in April to the actual amount provided to the Contra Costa County Assessor. The budget anticipates a contribution of approximately $296,053 to the reserve fund which is estimated to reach approximately $455,275 on June 30, 2009. A summary of the expenses is shown on Table I followed by a brief description of each budget item on the following pages. If you have any questions regarding the contents of this letter, please contact us. Very truly yours, Wendt Ranch qeologi Hazard Abatement District ENGEO Incoorat eneral Manager ENGE Proje t N . 63.000.000 Eric Harrell liahu eh/ue/j b 2010 Crow Canyon Place Suite 250 San Ramon, CA 94583-4634 (925)866-9000 Fax(888)279-2698 www.engeo.com Wendt Ranch Geologic Hazard Abatement District Proposed Program Budget Fiscal Year 2008/2009 The following proposed program budget summarizes the anticipated receivables and expenditures for fiscal year 2008/2009 for the Wendt Ranch Geologic Hazard Abatement District, which includes Wendt Ranch, Intervening Properties (Monterosso) and the Alamo Creek developments. Currently, maintenance and monitoring responsibilities within the GHAD are the responsibility of the property owners. During the 2008/2009 fiscal year, it is expected that the detention basin and open space parcels within the Wendt Ranch development and open space parcels within the Intervening Properties will be offered for transfer to the Wendt Ranch GHAD. It is not anticipated within this budget that parcels within the Alamo Creek development will be offered for transfer to the GHAD before the end of the 2008/2009 fiscal year. In general, the budget amounts listed are based on the Engineer's Report approved by the Wendt Ranch GHAD Board of Directors in 2005. The budget amounts have been inflation adjusted to provide the listed budget estimates. The 2007/2008 fiscal, year budget prepared by Contra Costa County Public estimates that the year-end cumulative reserve will be approximately $30,000 below the 2005 budget estimate prepared for the approved Engineer's Report. The current Program Budget estimates that at the end of the 2008/2009 fiscal year, the cumulative reserve will be about $40,000 above the 2005 budget.estimate. The budget is divided into four categories as stipulated in the.Wendt 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 within a scheduled maintenance program. Minor slope repair and erosion control items are generally funded within the Preventive Maintenance and Operations category. Preventive Maintenance and Operations Preventive maintenance and operations include professional services, slope stabilization services and erosion protection within the District. Professional services include site monitoring events as specified 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 detention and water quality basins, maintenance roads, concrete-lined drainage ditches, retaining walls, subsurface drainage facilities, storm drain facilities, trails, and debris benches. October 6,2008 1 Special Projects Included within the. Special Projects category are tasks within the Communications Plan specified in the Wendt Ranch GHAD Consulting Services Agreement contract, including an emergency response protocol and an incident response protocol. In addition, to provide for a more efficient system to use information relating to GHAD maintained improvements, the GHAD will begin development and maintenance of a GIS system. 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 6,2008 2 TABLE 1 SUMMARY OF PROPOSED FISCAL YEAR 2008/2009 BUDGET Budget Item Label Budget Percentage of Amount Total Budget Major Repairs Major Projects $0 0% Preventive Maintenance and Operations Professional Services Scheduled Monitoring Events $ 22,262 Transfer of Open Space - Wendt Ranch and $ 6,551 Monterosso Technical Consultants, Parcel Transfer (Outside $ 12,000 Services) Subtotal $ 40,813 Maintenance and Operations Sediment Removal—Concrete Structures $ 5,622 Bioretention and Other Water Quality Facilities $ 5,622 Erosion Repairs $ 5,622 Subdrain Outlets $ 1,405 . Detention Basin $ 16,865 Creek Banks $ 11,243 -Slope Stabilization $ 9,276 Trail, File Break and Fence Maintenance $ 4,497 Subtotal $ 60,152 Preventive Maintenance and Operations Total $ 100,965 34% -Special Projects Community Education $ 3,000 Global Positioning, System/Geographic Information $ 20,000 System Special Projects Total $ 23,000 8% Administration and Accounting General Manager Administration and Accounting $ 28,108 Subtotal $ 28,108 Outside Professional Services—Nontechnical Assessment Roll and Levy Update Preparation $ 4,000 Contra Costa County Public Works $ 10,000 Contra Costa County Investment Services $ 1,500 Contra Costa County Assessor's Fees $ 760 October 6,2008 3 Budget Item Label Budget Percentage of Amount Total Bud et California Association of GHADs Membership $ 600 Subtotal $ 16,860 Administration and Accounting Total $ 44,968 15% Proposed Expenditures Total 1 $ 168,933 57% Estimated Receivables Estimated Balance (June 30, 2008) $ 328,155 Estimated 2008/2009 Assessment Amount $ 281,053 Estimated Interest on Investments $ 15,000 Total Available Funds $ 624,208 Estimated Expenditures Major Projects $ 0 . Preventive Maintenance and Operations $ 100,965 Special Projects $ 23,000 Administration, Accounting and Public Works $ 44,968 Estimated Expenditures Total $ 168,933 Estimated Reserve/Fund Balance on June 30, 2009 $ 455,275 MAJOR REPAIRS There are currently no major repair projects that we can project into the 2008/2009 fiscal year budget within the GHAD-maintained areas of the Wendt Ranch GHAD. While no major repairs are ongoing at this time, by their very nature, major repairs such as landslides are unpredictable events and could occur during the 2008/2009 fiscal year. The reserve portion of the budget allows for the funding of these unpredictable events. PREVENTIVE MAINTENANCE AND OPERATIONS Professional Services Scheduled Monitoring Events As provided in the Plan of Control, we have two scheduled monitoring events within the GHAD during each calendar year. Estimated budget $14,841 October 6,2008 4 Heavy Rainfall Events We have budgeted for two heavy rainfall monitoring events during the 2008/2009 winter season. Estimated budget $7,421 Transfer of Parcels to the GHAD We anticipate that ownership and maintenance and monitoring responsibilities of open space and detention basin parcels within the Wendt Ranch and Intervening Properties (Monterosso) will be offered to the GHAD during the 2008/2009 fiscal year. In this budget, we are not anticipating that parcels within the Alamo Creek development will be offered to the GHAD. As provided in the Plan of Control, part of the ongoing transfer process is. an, inspection of the GHAD- maintained improvements. Estimated budget $6,551 Transfer of Wendt Ranch and Intervening Properties (Monterosso) parcels to the GHAD (Outside Professional Services) As part of the transfer process as.planned, the GHAD will contract with Darwin Myers of Darwin Myers Associates to provide for third party review of the GHAD-maintained improvements prior to transfer. Estimated budget $12,000 Maintenance and Operations Sediment Removal Concrete Structures This budget item is to provide for the periodic removal of vegetation, cleaning, sealing and minor repair of concrete-lined drainage ditches within the Wendt Ranch and Intervening Properties (Monterosso) developments. Estimated budget $5,622 Bioretention and other Water Quality Facilities The budget allows for completion of ongoing maintenance activities. . Estimated budget $5,622 October 6,2008 5 Erosion Repairs This is for unanticipated minor erosion repairs, including which may occur during the 2008/2009 fiscal year. Estimated budget $5,622 Subdrain Outlets This budget item provides for subdrain outlets to be located, relocated and marked as necessary. Locating the subdrain outlets may include excavation activities. Estimated budget $1,405 Detention Basin (Wendt Ranch) The budget allows for completion of an evaluation of the detention basin and ongoing maintenance activities. Estimated budget $16,865 Creek Bank Maintenance Anticipated tasks under this budget item include the repair of slope or creek erosion and removal of debris from creek channel culverts. Estimated budget $11,243 Slope Stabilization This is for unanticipated minor repairs, including slope instability or erosion which may occur during the 2008/2009 fiscal year. Estimated budget $9,276 Trail, Fire Break and Fence Maintenance This is for unanticipated minor repairs, including slope instability or erosion which may occur during the 2008/2009 fiscal year. Estimated budget $4,497 October 6,2008 6 SPECIAL PROJECTS Communications Program This budget item provides funds for a communications plan and a community education and information distribution. Estimated budget $3,000 Geographic Information System (GIS) Development - To provide for a more efficient system to capture, store, update, manipulate, analyze, and display information pertaining to GHAD assets (including, but not limited to, subdrains, landslides, drainage facilities, cuts, fills, or slopes), the GHAD has provided a 'budget item. to begin development of a GIS database. The database would facilitate and streamline the tracking of location, maintenance, and repair activities pertaining to GHAD assets and automate the communication of this information to affected parties. We anticipate this first phase of GIS database development would include transition of available and pertinent asset information to an electronic format suitable for GIS deployment, and as necessary, field-verification of such assets with GPS surveys. Estimated budget $20,000 ADMINISTRATION AND ACCOUNTING Administration . Administrative expenses include the General Manager duties related to the operation and administration of the GRAD. 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 $28,108 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 $4,000 October 6,2008 7 Contra Costa County Public Works Under a Joint Powers Agreement with Contra Costa County the County Public Works Department acts as 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 $10,000 Contra Costa County Investment Services Fees This budget item accounts for fees related to investment of the GHAD reserve funds. Estimated cost $1,500 Contra County Assessor's Fees This budget item accounts for fees from the Contra County Assessor's Office. Estimated cost $760 Association Membership The GHAD maintains membership in the California Association of GHADs. Estimated cost $600 October 6,2008 8 Draft Program Budget Distribution List Ms. Venus Zayas, Administrative Analyst Contra Costa County Public Works Department Special Districts 255 Glacier Drive Martinez, CA 94553 Ms. Hillary Heard, Senior Planner Contra Costa County Public Works Department Special Districts 255 Glacier Drive Martinez, CA 94553 Mr. Warren Lai Contra Costa County Public Works Department 255 Glacier Drive Martinez, CA 94553 Mr. Al Balogh Shapell Homes. P.O. Box 361169 Milpitas, CA 95035 Ms. Jennifer Blunden Shapell Homes P.O. Box 361169 Milpitas, CA 95035 Mr. Steve Jones Danville Tassajara Partners 6121 Bollinger Canyon Road, Suite 500 San Ramon, CA 94583 Jeffrey C. Schroeder Ponderosa Homes II, Incorporated 6671 Owens Drive Pleasanton, CA 94588 Wendt Ranch Homeowners Association c/o Mr. Tom Banz Homeowner Association Services 3160 Crow Canyon Place, Suite 150' San Ramon, CA 94583 October 6,2008 Monterosso Owners Association c/o Mr. Francis Lopez Helsing Group 2000 Crow Canyon Place, Suite 3.80 San Ramon, CA 94583 Alamo Creek Homeowners Association c/o Mr. Tom Banz . Homeowner Association Services 3160 Crow Canyon Place, Suite 1'50 San Ramon, CA 94583 October 6,2008