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Home My WebLink AboutMINUTES - 10282008 - C.11 sti ` TO: BOARD OF SUPERVISORS, AS GOVERNING BOARD OF THE WIEDEMANN RANCH GEOLOGIC HAZARD Contra ABATEMENT DISTRICT Costa FROM: JULIA R. BURBN PUBLIC WORKS DIRECTOR County EOUN DATE: October 28, 2008 Ul SUBJECT: ACCEPT and APPROVE the Fiscal Year 2008/2009 Program Budget, as prepared by the General Manager, ENGEO Incorporated, for the Wiedemann Ranch Geologic Hazard Abatement District (GHAD), 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 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 Wiedemann Ranch Geologic Hazard Abatement District (GHAD. 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 GHAD. 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 GHA (Res tion No. 2003/36). Continued on Attachment: ® SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR ❑ RECOMMENDATION OF BOARD COMMITTEE APPROVE ❑ OTHER SICNATURE(S): ACTION OF BOARD ON APPROVED AS RECOMMENDED O ER ❑ VO E OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT UNANIMOUS(ABSENT d» ) COPY OF AN ACTION TAKEN AND ENTERED ON THE AYES: NOES: MINUTES OF THE WIEDEMANN RANCH GHAD BOARD ABSENT: ABSTAIN: ON THE DATE SHOWN. Contact: Warren Lai(Special Districts) 313-2180 �. EH:VZ:ab �i G:\SpDist\Board Orders\2008\Board Orders 10-28-08\10-28-08 Wiedemann RanchATTESTED: XP zonggi2 FY 2008_2009 BO.doc DAVID TWA,CLERK OF THE BOARD OF SUPERVISORS Orig.Div:Public Works(Special Districts) AND COUNTY ADMINISTRATOR cc: County Administrator County Counsel Assessor Auditor—Controller By Deputy 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 Wiedemann Ranch Geologic Hazard Abatement District (GHAD), San Ramon area. (Wiedemann GHAD Funds) (District III) Project No.: 7816- 6X5511 DATE: October 28, 2008 PAGE: 2 of 2 REASONS FOR RECOMMENDATIONS AND BACKGROUND: The Contra Costa County Board of Supervisors formed the Wiedemann Ranch Geologic Hazard Abatement District (GRAD) 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 the communications programs and the GIS system development within the GHAD. The Wiedemann 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 Wiedemann Ranch GHAD, proposes that the Board of Directors approve the attached Wiedemann 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. Wiedemann Ranch Geologic Hazard Abatement District FISCAL YEAR 2008/2009 BUDGET Revenue and Expenditures Estimated Receivables Balance June 30, 2008 $1,407,319 2008/2009 Assessment Amount $ 339,253 Estimated Interest on Investments $ 60,000 Total Available Funds $1,806,572 Estimated Expenditures Major Projects $ 0 Preventive Maintenance and Operations $ 177,844 Special Projects $ 42,500 Administration, Accounting and Public Works $ 36,086 Estimated Expenditures Total $ 256,430 Estimated Reserve/Fund Balance on June 30, 2009 $1,550,142 e Wiedemann Ranch Geologic Hazard Abatement District FISCAL YEAR 2008/2009 BUDGET Revenue and Expenditures Estimated Receivables Balance June 30, 2008 $1,407,319 2008/2009 Assessment Amount $ 339,253 Estimated Interest on Investments $ 60,000 Total Available Funds $1,806,572 Estimated Expenditures Major Pro'ects $ 0 Preventive Maintenance and Operations $ 177,844 Special Projects $ 42,500 Administration, Accounting and Public Works $ 36,086 Estimated Expenditures Total $ 256,430 Estimated Reserve/Fund Balance on June 30, 2009 $1,550,142 WIEDEMANN RANCH GEOLOGIC HAZARD ABATEMENT DISTRICT PROPOSED PROGRAM BUDGET FOR FISCAL YEAR 2008/2009 Geologic Hazard ENGEO INCORPORATED, General Manager Abatement District October 2,2008 Wiedemann Ranch Geologic Hazard Abatement District Contra Costa County Board of Supervisors c/o Venus Zayas, Administrative Analyst 255 Glacier Drive Martinez, CA 94553-4897 Subject: Wiedemann Ranch Geologic Hazard Abatement District Contra Costa County PROPOSED PROGRAM BUDGET FOR FISCAL YEAR 2008/2009 Dear Ladies and Gentlemen: 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 (GRAD) for the Fiscal Year 2008/2009. The proposed program budget is $256,430. The budget expenses break down into the following approximate percentages of the total receivables. Major Repair 0 percent Preventive Maintenance and Operations 44 percent Special Projects 11 percent Administration 5 percent Additional - Outside Professional Services 4 percent The budget anticipates a contribution of approximately $142,823 (36% of total receivables) to the reserve fund which is estimated to reach approximately $1,550,142 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. Very truly yours, Wiedemann Ranch Geologic Hazard Abatement District ENGEO Inco orated, eneral Manager ENGEO Proje t No. 6.120.001 Eric Harrell aEfilu eh/ue/jb 2010 Crow Canyon Place Suite 250 San Ramon, CA 94583-4634 (925)866-9000 Fax(888)279-2698 www.engeo.com Wiedemann Ranch Geologic Hazard Abatement District Proposed Program Budget Fiscal Year 2008/2009 The following proposed budget summarizes the anticipated expenditures for fiscal year 2008//2009 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 within 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 the 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.). In addition, within the Special Projects category is a budget item to begin development of a GIS database. 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. A summary of the proposed Fiscal Year 2008/2009 Budget is shown in Table I. October 2, 2008 1 TABLE I SUMMARY OF PROPOSED FISCAL YEAR 2008/2009 BUDGET Budget Item Label Budget Percentage of Total Amount Receivables Major Repairs Major Projects $ 0 0% Preventive Maintenance and Operations Professional Services Scheduled Monitoring Events $ 16,395 Heavy Rainfall Monitoring Events $ 5,465 Transfer of Subdivision 7575 $ 5,500 Transfer of Subdivision 7575 —Outside Services $ 13,984 Subtotal $ 41,344 Maintenance and Operations Concrete-Lined Drainage Ditches $ 20,000 Access Roadway $ 25,000 Subdrain Outlets $ 10,000 Detention Basin $ 9,000 Planned Sports Field Area $ 2,000 Erosion Control including Creek Channels $ 22,000 Retaining Wall Repair $ 2,500 Slope Stabilization $ 46,000 Subtotal $ 136,500 Preventive Maintenance and O erations Total $ 177,844 44% Special Projects Community Education $ 2,500 Global Positioning System/Geographic Information $ 40,000 System Special Projects Total $ 42,500 11% Administration and Accounting General Manager Administration and Accounting $ 18,360 Annual Report and Budget Preparation $ 3,278 Subtotal $ 21,638 Outside Professional Services -Nontechnical Assessment Roll and Levy Update Preparation $ 3,000 Contra Costa County Public Works $ 9,000 Contra Costa County Investment Services $ 1,500 Contra Costa County Assessor's Fees $ 611 California Association of GHADs Membership $ 337 Subtotal $ 14,448 October 2, 2008 2 Budget Item Label Budget Percentage of Total Amount Receivables Administration and Accounting Total $ 36,086 9% Proposed Expenditures Total $ 256,430 64% Estimated Receivables Balance June 30, 2008) $1,407,319 2008/2009 Assessment Amount $ 339,253 Estimated Interest on Investments $ 60,000 Total Available Funds $1,806,572 Estimated Expenditures Major Projects $ 0 Preventive Maintenance and Operations $ 177,844 Special Projects $ 42,500 Administration, Accounting and Public Works $ 36,086 Estimated Expenditures Total $ 256,430 Estimated Reserve/Fund Balance on June 30, 2009 $1,550,142 MAJOR REPAIRS There are currently no ongoing major repair projects that we can project into the 2008/2009 fiscal year budget within the GHAD-maintained areas of the Wiedemann Ranch GRAD. 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 three scheduled monitoring events within the GHAD during each calendar year. Estimated budget $16,395 Heavy Rainfall Events We have budgeted for two heavy rainfall monitoring events during the 2008/2009 winter season. Estimated budget $5,465 October 2, 2008 3 Transfer of Subdivision 7575 to the GHAD In 2004, Toll Brothers Inc. first offered for transfer the maintenance, monitoring and repair responsibilities for Subdivision 7575 within the Norris Canyon Estates development to the Wiedemann Ranch GHAD. As provided in the Plan of Control, part of the ongoing transfer process is an inspection of the GHAD-maintained improvements. We have provided a budget estimate in the event that Toll Brothers Inc. restarts the transfer process within the 2008/2009 fiscal year. Estimated budget $5,500 Transfer of Subdivision 7575 to the GHAD (Outside Professional Services) As part of the ongoing transfer process, the GHAD has contracted with Darwin Myers of 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 2007/2008 fiscal year; therefore, it is included in the proposed 2008/2009 budget. The estimated budget represents the contract amount ($15,000) less the previously invoiced fees. Estimated budget $13,984 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 $20,000 Access Roadway (Henry Ranch) Erosion and drainage issues have been identified on the gravel-covered access roadway. Recommended mitigation for this roadway includes drainage improvements, aggregate baserock replacement and vegetation removal. Estimated budget $25,000 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 $10,000 October 2, 2008 4 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 $9,000 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 Erosion Control/Creek Channel Maintenance Anticipated tasks under this budget item include the repair of slope or creek erosion and removal of debris from creek channel culverts. This budget item also anticipates the maintenance and repair activities along the base of Keystone retaining walls along streets within the GRAD-maintained portion of the District. Estimated budget $22,000 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 Slope Stabilization This is for minor repairs, including slope instability or erosion which may occur during the 2008/2009 fiscal year. In addition, 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 $46,000 SPECIAL PROJECTS Communications Program The GHAD 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 October 2, 2008 5 meetings at Norris Canyon Estates. In addition, this budget item provides funds for a communications plan and a community education and information distribution. Estimated budget $2,500 Global Positioning System (GPS)/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 $40,000 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 $18,360 Annual Report and Budget Preparation This budget provides for the preparation of the annual report and budget. 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 $3,278 Assessment Roll and Levy pdate 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 $3,000 Contra Costa County Public Works Under a Joint Powers Agreement with Contra Costa County (Resolution No. 2003/36) the County Public Works Department acts as a liaison with the GHAD and provides services related October 2, 2008 6 to facilitating the placement of GHAD matters on the public agenda, technical assistance, general manager selection and accounting services. Estimated budget $9,000 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 $611 Association Membership The GHAD maintains membership in the California Association of GHADs. Estimated cost $337 October 2, 2008 7 Draft Program Budget 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-Robinson Norris Canyon Estates Homeowners Association c/o Peachtree Community Association Services 30100 Mission Boulevard Hayward, CA 94544 Mr.Tim Cotton William Lyon Homes, Inc. 2603 Camino Ramon, Suite 150 San Ramon, CA 94583 Mr. Jason Marquez Henry Ranch Homeowners Association c/o CJM Association Services Inc. P.O. Box 190 Pleasanton, CA 94566 Mr. Roland Shutt 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