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Home My WebLink AboutMINUTES - 10282008 - C.12 r TO: BOARD OF SUPERVISORS, AS GOVERNING BOARD ?-" L''O Contra OF THE HILLCREST HEIGHTS GEOLOGIC HAZARD ABATEMENT DISTRICT OCosta '. .h 6uu - 'I FROM: JULIA R. BUEREN, PUBLIC WORKS DIRECTOR County DATE: October 28, 2008 SUBJECT: ACCEPT and APPROVE the Fiscal Year 2008/2009 Program Budget for the Hillcrest Heights Geologic Hazard Abatement District (GRAD), as recommended by the Hillcrest Heights GHAD General Manager, William B. Wigginton, GEOLEX, Inc., El Sobrante area. (Hillcrest Heights GHAD Funds) (District I) Project No.: 7756-6X5396 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDED ACTION: ACCEPT and APPROVE the Fiscal Year 08/09 Program Budget, including the attached Summary of Proposed Fiscal Year 2008/2009 Budget Revenue and Expenditures Table, as prepared by the General Manager, GEOLEX, Incorporated for the Hillcrest Heights Geological Hazard Abatement District (GHAD). FISCAL IMPACT: There is no impact to the County General Fund. The Hillcrest Heights GHAD is funded through assessments levied on properties within the boundaries of the GHAD (100%). Continued on Attachment: ® SIGNATURE: ECOMMENDATION OF COUNTY ADMINISTRATOR ❑ RECOMMENDATION OF BOARD COMMITTEE PPROVE ❑ OTHER SIGNATURE(S): ACTION OF BOARD ON o APPROVED AS RECOMMENDED O ER ❑ 1 HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE HILLCREST V7OF SUPERVISORS ,/ HEIGHTS GHAD BOARD ON THE DATE SHOWN. UNANIMOUS(ABSENT AYES: NOES: ATTESTED: ABSENT: ABSTAIN: DAVID TWA,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR Contact: Warren Lai(Special Districts) 313-2180 BW:VZ:ab G:\SpDist\Board Orders\2008\Board Orders 11-4-08\BO FY Budget Hillcrest$y Deputy Heights.doc Orig.Div: Public Works(Special Districts) cc: County Administrator County Counsel Assessor Auditor—Controller K.Fernandez,Accounting V.Zayas,Special Districts GEOLEX Inc. SUBJECT: ACCEPT and APPROVE the Fiscal Year 2008/2009 Program Budget for the Hillcrest Heights GRAD, as recommended by the Hillcrest Heights CHAD General Manager, William B. Wigginton, GEOLEX, Inc., El Sobrante area. (Hillcfest Heights GHAD Funds) (District I) Project No.: 7756-6X5396 DATE: October 28, 2008 PAGE: 2 REASONS FOR RECOMMENDATIONS AND BACKGROUND: On July 23, 1996 the Contra Costa County Board of Supervisors, pursuant to the provisions of Section 26550 of the Public Resources Code, adopted Resolution No. 96/329 and formed the Hillcrest Heights CHAD. The Board of Supervisors is the Board of Directors of the GRAD. William B. Wigginton, GEOLEX Inc, prepared the Plan of Control in 1996 and has served as General Manager since the GHAD was formed. GEOLEX Inc. has developed the enclosed proposed FY 08/09 Program Budget. The costs and expenses of maintaining and operating GHAD improvements are assessed against properties within the boundaries of the GHAD. The proposed budget indicates that the balance in the GHAD's reserves account will increase to approximately $400,000.00 by June 30, 2009 barring any emergency use of funds. CONSEQUENCES OF NEGATIVE ACTION: Without the Board of Supervisors' approval, the GHAD will not have an approved Program Budget as required by the original formation of the GHAD. Hillcrest Heights GHAD Proposed Line Item Budget for fiscal year 2008/2009 The following proposed line item budget summarizes the anticipated expenditures for fiscal year 2008/2009 for the Hillcrest Heights Geologic Hazard Abatement District and is divided into four categories. Major Repair Major repairs are slope repairs and drainage improvements projects that are required because of slope damage resulting from previous winters. Major repairs are contracted out by the District to Contractors based on County contracting procedures and policies. Major repairs are usually on the order of a contract value of$10,000 or more. None are anticipated at this time. Preventative Maintenance and Operations Preventative Maintenance and Operations includes all routine repairs cleanups, monitoring and replacement of deteriorated drainage features that occur on an annual basis. The goal of the preventive maintenance program is to keep the GHAD assets in an operational condition and identify potential slope stability problems before they occur so that measures taken can prevent landsliding. Typical GHAD assets include concrete lined ditches, subdrainage systems, slope movement and groundwater level measuring. instrumentation, EVA and debris catchment features, storm drainage and water detention basin features. This year it is intended to repair fencing at the entry to the detention pond. Special Projects The GHAD has ongoing and new efforts identified as "Special Projects". In the past this has included such efforts as a slope stability study of the project in the "as-built" graded condition. Another project was the videoing of the subdrainage system. An upcoming Project is a Public Information program. Also a monitoring of driveway separations from sidewalks is in progress. Administration Administrative expenses are required to operate the GHAD and implement the projects. .Administrative expenses include the General Manager, office expenses, legal and accounting support, and County Public Works personnel support. Two smaller developments in the vicinity of Hillcrest Heights are in the process of annexation to the Hillcrest Heights GRAD. These include Colina Canyon, and Hillview. A 15-lot subdivision Spanish Trails is to be annexed into the Hillcrest Heights GHAD (Resolution Number 2008/535) with first assessment likely levied for fiscal year 09/10. Maintenance of Spanish Trails is the responsibility of the developer for a period of 5 years. A summary of the proposed Fiscal Year 2008/2009 Budget is presented in Table 1. HILLCREST HEIGHTS GHAD PROGRAM BUDGET -FY 2008/2009 Projected Revenue FY 2008/2009 Assessment $1135.64 per unit per year x 65 units (2008/2009)= $73,817 Earnings on Investments (estimate) _ $10,000 Projected Expenses Administration General Manager/Geologist ($165 per hour) _ $25,000 Legal, Accounting, Insurance, GHAD Assoc Membership = $ 1,500 County Staff Services gov/gov = $ 5,000 Preventative Maintenance and Operations Repair, Maintenance, v ditch cleaning = $20,000 Support Services(Consultant) Inspection $ 7,500 Major Repair Projects = $0 Special Projects Driveway separation and monitoring& _ $8,000 Public Information Program r SUBTOTAL $679000 Reserve for Contingencies $16,000 TOTAL NOT TO EXCEED $839000 Note: As of January 11, 2008 the Reserve in Investments was $384,000