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Home My WebLink AboutMINUTES - 11182008 - C.8 TO: BOARD OF SUPERVISORS AS GOVERNING Contra BOARD OF THE BLACKHAWK GEOLOGIC . __`•,,, HAZARD ABATEMENT DISTRICTo; s Costa FROM: JULIA R. BUEREN, PUBLIC WORKS DIRECTO -- =�4 County DATE: November 18, 2008 SUBJECT: ACCEPT and APPROVE the attached Fiscal Year 2008/2009 Program Budget for the Blackhawk Geologic Hazard Abatement District, as recommended by the Blackhawk Geologic Hazard Abatement District General Manager, Richard D. Short, Kleinfelder West, Inc., Danville area. (Blackhawk GHAD Funds) (District III) Project No.: 7760-6X5147 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDED ACTION: ACCEPT and APPROVE the attached Fiscal Year 2008/2009 Program Budget for the Blackhawk Geologic Hazard Abatement District (Blackhawk GHAD), as recommended by the Blackhawk GHAD General Manager, Richard D. Short, Kleinfelder West, Inc. FISCAL IMPACT: There is no impact on the County General Fund. The Blackhawk GHAD is funded through assessments levied on properties within the boundaries of the GHAD (100%). Continued on Attachment: ® SIGNATURE: 0COMMENDATIONOF COUNTY ADMINISTRATOR ❑ RECOMMENDATION OF BOARD COMMITTEE APPROVE ❑ OTHER SIGNATURE(S): ACTION OF BOARD ON/��vY1'l.6�_710/9 APPROVED AS RECOMMENDED Z OTHER7 ❑ V SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT UNANIMOUS(ABSENT COPY OF AN ACTION TAKEN AND ENTERED ON THE AYES: NOES: MINUTES OF THE BLACKHAWK GHAD BOARD ON THE ABSENT: ABSTAIN: DATE SHOWN. Contact: Warren Lai(Special Districts) 313-2180 CR:ab ATTESTED: G:\SpDist\Board Orders\2008\Board Orders I1-18-08\FY Blackhawk Program Budget BoardOrder 2008-2009.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�� 7 Deputy K.Fernandez,Accounting V.Zayas,Special Districts Kleinfelder West,Inc. SUBJECT: ACCEPT and APPROVE the attached Fiscal Year 2008/2009 Program Budget for the Blackhawk Geologic Hazard Abatement District, as recommended by the Blackhawk Geologic Hazard Abatement District General Manager, Richard D. Short, Kleinfelder West, Inc., Danville area. (Blackhawk GHAD Funds) (District III) Project No.: 7760-6X5147 DATE: November 18, 2008 PAGE: 2 of 2 REASONS FOR RECOMMENDATIONS 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 Geologic Hazard Abatement District. 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 GRAD. 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 GHAD by the transfer of a portion of CSA M-23 revenues. The budget anticipates completing 8 major projects with a reserve for emergency winter repairs. An aggressive Preventative Maintenance Program is included. The Preventative Maintenance Program is essential to keep GHAD assets in operation, especially surface and subsurface slope drains. The Special Projects Program continues to develop and test less expensive slope repair methods. The "Sources and Uses of Funds" table is intended to summarize the approved budget. The attached report detailing the various programs and activities of the GHAD 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 by the Board. Kleinfelder West, Inc. is now proposing that the Board accept the attached proposed Program Budget and approve the "Sources and Uses of Funds" table. CONSEQUENCES OF NEGATIVE ACTION: Without the Board of Supervisors' approval, the GHAD will not have an approved Program budget as required in the original formation of the CHAD. Sources and Uses of Funds Blackhawk Geological Hazard Abatement District Budpet FY 2008/2009 Sources and Uses of Funds Table Beginning Fund Balance-Jul 1,2008* $1,131,635 Sources of Funds* Contributions from M-23** $1,540,000 Interest on Investments** $5,000 Other income 1 0 Total Sources of Funds $1,590,000 Total Available Funds $2,676,635 Uses of Funds Major Repair Program {Acct Code 2319} $736,250 Preventative Maintenance Program {Acct Code 2282} $319,000 Special Projects {Acct Code 2479} $79,000 Administration and PW {Acct Code 23 10) & {Acct Code 5011} $285,00 Total Uses of Funds $1,419,250 Reserve Available/Estimated Ending Fund Balance June 30,2008 $1,257,385 2008/2009 Proposed Program Budget 1 Blackhawk GHAD BLACKHAWK GEOLOGIC HAZARD ABATEMENT DISTRICT PROPOSED PROGRAM BUDGET FOR FISCAL YEAR 2008-2009 2008/2009 Proposed Program Budget 2 Blackhawk GHAD October 22, 2008 Blackhawk GHAD Board of Directors Contra Costa County Board of Supervisors C/o Venus Zayas 255 Glacier Drive Martinez, California 94553-4897 SUBJECT: Proposed Program Budget for Fiscal Year 2008-2009 Ladies and Gentlemen: Attached is the proposed program budget for the Blackhawk Geologic Hazard Abatement District for fiscal year 2008-2009. The proposed program budget is $1,419,250.00. On a percentage basis the budget expenses breakdown as follows: Major Repair 52 percent Preventative Maintenance and Operations, 22 percent Special Projects 6 percent Administration 20 percent A summary of the expenses is shown on Table 1, pages 5 and 6 followed by brief descriptions of each budget item on pates 7 through 12. The District anticipates a reserve balance of $1,257,385.00 on June 30, 2009. Very truly yours, Blackhawk Geologic Hazard Abatement District Richard D. Short General Manager Kleinfelder, Inc. 2008/2009 Proposed Program Budget 3 Blackhawk GHAD Distribution list: Blackhawk Home Owners Association 4125 Blackhawk Plaza Circle, #230 Danville, California 94506 Attention: Mark Goldberg Hidden Oaks at Blackhawk c/o Community Care Property Management P.O. Box 1270 Pleasanton, California 94566 Tennis Villas at Blackhawk c/o CMJ Associates, Inc. P.O. Box 190 Pleasanton, California 94526 Saddleback at Blackhawk c/o Jean Bates & Associates 3840 Blackhawk Road#120 Danville, California 94506 Silver Oak Townhomes at Blackhawk Canyons at Blackhawk c/o Bridgeport Company 1 Annabel Lane #217 San Ramon, California 94583 Attention: Bill Bavelas Blackhawk Country Club 599 Blackhawk Club Drive Danville, California 94506 Attention: Barrett Eiselman, General Manager Supervisor Mary N. Piepho 309 Diablo Road Danville, California 94526 Attention: Chief of Staff 2008/2009 Proposed Program Budget 4 Blackhawk GHAD Blackhawk Geologic Hazard Abatement Proposed Program Budget for Fiscal Year 2008/2009 The following proposed line item program budget summarizes the anticipated expenditures for fiscal year 2008/2009 for the Blackhawk Geologic Hazard Abatement District and is divided into the following four categories: Major Repair 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. Preventative Maintenance and Operations Preventative Maintenance and Operations includes all routine repairs, cleanup, maintenance, monitoring and replacement of deteriorated drainage features that occur on an annual basis. The goal of preventative maintenance is to keep the GHAD 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. Preventative maintenance also includes preparations for emergency response to rain caused slope damage including stock-piling erosion protection and slope stabilization supplies. Special Projects The GHAD has ongoing and new efforts identified as "Special Projects". Special Projects are activities requested by the Board such as the "Communications Program"; or projects designed to improve the District's operational effectiveness such as the "Slope Stabilization Research Program". Administration Administrative expenses are required to operate the GHAD and implement the projects. Administrative expenses include the General Manger, the Administrative Manager, clerical and accounting staff, office expenses, legal support and County Public Works personnel support. A summary of the proposal Fiscal Year 2008/2009 Budget is presented in Table 1. 2008/2009 Proposed Program Budget 5 Blackhawk GHAD Table 1 — Summary of Proposed Fiscal Year 2006/2007 Budget Major Repairs 901 Pepperwood Drainage Improvement Project 115,000 261 Live Oak Creek Restoration Project 50,000 2265 Deer Oak Lane B-58 Drainage Replacement 50,000 900 Pepperwood Drive Landslide Repair Project 121,250 Hole #11 Detention Basin—Hydrology Study 40,000 Silver Oak Townhomes—Investigation& Repair 240,000 Winter Storm Repairs 110,000 Landscape Replacement (associated with repairs) 10,000 Total Major Projects 2319 $7369250 52% Preventative'Maintenance/Operations Preventative Maintenance Drainage Storm Drain Systems (Major Repairs) 10,000 B-58 Concrete Lined Ditches Maintenance Cleanup 55,000 Repair and replacement 100,000 Retention Basins 5,000 Subdrain Systems 5,000 Cleanout Horizontal Drains 10,000 Subdrain Pumps 2,000 Piezometers 10,000 Settlement Monitors 5,000 Minor Repairs <$10,000 50,000 Winterizing 10,000 Emergency Response 20,000 Clean Debris Benches 5,000 Subtotal 2879000 Operations Piezometer Monitoring 4,500 Horizontal Drain Monitoring 4,500 Subdrain Monitoring 2,000 Settlement Monitoring 1,000 Incident Response/Homeowner Relations 20,000 Subtotal $329000 Total Preventative Maintenance/Operations 2282 $3199000 22% 2008/2009 Proposed Program Budget 6 Blackhawk GHAD Special Projects Reserve Study Update 4,000 Slope Stabilization Research Program 50,000 GIS/GPS Systems 25,000 Total Secial Projects 2479 $799000 6% Administration Legal Fees General Counsel-CCC Counsel 20,000 Special Counsel 16,000 Public Works 15,000 Staffing/Administrative Support Accounting/Bookkeeping 108,000 General Manager 126,000 Total Administration 2310, 3611, 5011 $285,000 20% TOTAL PROPOSED BUDGET $194199250 100% Available Funds Estimated Beginning Fund Balance—July 1, 2008* $1,131,635 Estimated Contributions from M-23 1,540,000 Estimated Interest on Investments 5,000 Other Income 0 Total Available Funds $296769635 Uses of Funds Major Projects $ 736,250 Preventive Maintenance 319,000 Special Projects 79,000 Administrative and PW 285,000 Total Use of Funds $ 1,4199250 Estimated Reserve Available/Ending Fund balance June 30, 2009 $192579385 2008/2009 Proposed Program Budget 7 Blackhawk GHAD DESCRIPTION OF BUDGET ITEMS A brief description of each of the budget item categories is presented below. Major Repairs 901 Pepperwood Drive Drainage Improvement Prosect During grading operations of the original community development of Blackhawk, plans to install a Concrete Interceptor Ditch (B-58) on the slope behind the residences at 901 Pepperwood and 905 Pepperwood was never completed. The property owner at 901 Pepperwood has contacted the GHAD in recent years and complained of extraordinary surface water flow into the backyard area of his property impacting his house and appurtenant structures. The GHAD has confirmed that surface*water migrating through the property largely initiates from within the common area slope above. A surface drainage collection and conveyance system (B-58) will be installed near the common area property lines of 901 and 905 Pepperwood to alleviate this problem Estimated Cost $1159000 261 Live Oak Creek Restoration Project (aka: Live Oak Creek Bank Stabilization and Landslide Repair) The weir structure located near 261 Live Oak Drive has been threatened for several years with undermining. The high flows resulting from the storm of December 31, 2005 caused undermining of the concrete weir structure, a creek bank failure and upslope landsliding. Previously, the homeowners approached the HOA and Flood Control District with no action taken. With the enlargement of the affected area and the subsequent landsliding the GHAD has assumed the responsibility to repair the Creek Bank conditions. In an effort to expedite the process of repairs on this project the General Manager has authorized an effort to undertake repair and restoration design and regulatory permitting procurement to be initiated this fiscal year with construction operations to follow most likely during fiscal year 2009/2010. Estimated Cost $509000 2265 Deer Oak Lane B-58 Drainage Replacement 2265 Deer Oak Lane is located in the Hidden Oaks Development of Blackhawk, one of the older developments and most prone to degraded drainage infrastructure. A segment of the existing Concrete Interceptor Ditch(B-58) on the slope above 2265 Deer Oak Lane has degraded beyond serviceability and is in need of replacing. Approximately 220 linear feet of damaged concrete ditch will be removed and replaced. Estimated Cost $509000 2008/2009 Proposed Program Budget . 8 Blackhawk GHAD 900 Pepperwood Drive Landslide Repair Project A potential landslide has developed on the east side of Pepperwood Drive, on the west bank of the adjacent creek which encroaches under the road surface of Pepperwood Drive. Indications of distress including arc shaped cracks and settlement are apparent on the street surface. The General Manager has preliminarily recommended the installation of an 80 foot long closely spaced pier retaining wall. Estimated Cost $1219250 Hole#11 Detention Basin Hydrology Study Periodically the GRAD, the Homeowners Association and the Country Club have cost shared the de-silting of the detention pond on Hole #I I of the golf,course. The upstream creek bank erosion caused by heavy rainfall produces 300-400 cubic yards of debris. Operations to remove accumulated debris and restore the detention basin cause significant disturbance to the surrounding area and financially impact all three agencies. A hydrological study will be conducted to consider the options for structural remedies including vortex separation structures to collect and manage siltation; eliminating the need for repetitive cleanup operations. Estimated Cost $40,000 Silver Oak Townhomes A budget item is being set aside to stabilize the slope below the four-plex at the south end of the Silver Oak Townhomes subdivision. The GHAD has conducted a 4 year investigation of the continued settlement and distress of the four-plex and has committed to stabilize the slope adjacent to the townhomes. Estimated Cost $2409000 Winter Storm Repairs This budget item provides for follow-up, and repair of low priority mudflows occurring as a result of rain events. It is anticipated that selected sites may have deteriorated over subsequent winter seasons and will require additional remedial measures. Estimated Cost $110,000 Landscape Replacement Although typically remedial landscaping is either included in the scope of work for major projects or eliminated completely from the repair scheme, often the associated License Agreements executed in preparation of the work will address a reimbursement or allowance to the property owner to allow remedial landscaping to be installed. Estimated Cost $109000 2008/2009 Proposed Program Budget 9 Blackhawk GHAD Preventative Maintenance and Operations Preventive Maintenance Preventative maintenance generally includes drainage issues. Operations includes ongoing monitoring programs and responding to homeowner concerns. Details of the proposed budget for each of these categories are listed below. Storm Drain Systems—the storm drain maintenance budget includes a reserve for unanticipated repairs. Estimated Cost $10,000 B-58 Drain Systems Maintenance - One major cleaning and mapping. The Operations Manager periodically walks the B-58 systems to get a first-hand account of their current conditions and project their serviceable life. This year the Operations Manager will accompany the contractor in performing this inspection. Estimated Cost $55,000 Repair and Replacement—There is approximately 830 lineal feet of damaged B-58 to be repaired. A priority will be established, based on degree of damage and risk to improved properties, and a percentage of these replacement projects will be budgeted in the upcoming years. 1000 lineal feet of replacement B-58 has been budgeted for this fiscal year. Estimated Cost $1009000 Retention Basins — The retention'basins that are not cleaned by the CCCFCD require cleaning approximately every 3-5 years. The basins on Blackhawk Drive were cleaned 2 years ago and are functioning properly, however,periodic minor maintenance and cleanup is required. Estimated Cost $59000 Subdrain Systems — The District works with a consultant to identify locate and make determinations about the effectiveness of the network of subdrains throughout the Development. The District anticipates that on-site restoration work may be necessary at some sites. Estimated Cost $59000 Horizontal Drains—The District Manager has placed high priority on verifying the condition of and restoring as many existing horizontal drains throughout the development as possible. A definitive list of sites requiring repairs has been determined and work commenced on restoring the sites and installing identification markers. Estimated Cost $109000 Subdrain Outlets/Pumps — The District maintains a subdrain pumping facility on Hole #1 of the Lakes Course. Periodic site checks for operation are required. Estimated Cost $2,000 2008/2009 Proposed Program Budget 10 Blackbawk GHAD Piezometers — The District reads and maintains 79 piezometers measuring ground water elevations. Estimated Cost $109000 Settlement Monitors A number of settlement monitors have been placed throughout the development. These monitors were in large part, installed as part of a specific study and therefore are not continually monitored. Restore settlement monitors as necessary. Estimated Cost $59000 Minor Repairs—Annually a budget is established for unanticipated minor projects. Estimated Cost $509000 Winterization — The District sets aside an annual budget for an inventory of winterization materials and installation costs. Estimated Cost $10,000 Emergency Response —During the winter rainy season the GHAD responds to a range of 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 Cost $20,000 Debris Benches —Debris benches are located on slopes throughout the development to collect eroded soil resulting from heavy concentrations of runoff. Periodically the District cleans these benches to re-establish their capacity to collect and contain mudflows. In order to check and maintain the debris retention capacity a budget has been established for field visits and observations. Estimated Cost $59000 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 the slope conditions such as water depth, magnitude of slope movement, depth of movement and ground surface movement. Through the year the District 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 329000 2008/2009 Proposed Program Budget I 1 Blackhawk GHAD Special Projects In the 2008-2009 fiscal year the District will continue several special projects, as well as introducing several new special projects. Brief descriptions of the special projects are presented below. Reserve Study Update The GHAD reserve fund study was completed in the FY02/03. The reserve study calculates the annual contribution required by the GHAD to build and maintain sufficient funds for emergencies based on past weather patterns and slide repair costs. As a result of the severe winter and spring of 2006 a draw has been made on the reserve fund. Consequently, the study should be updated to reflect the actual contributions and audited reserve balance. Estimated Cost $5,000 Slope Stabilization Research Program The District's. Research Program is studying the typical adverse .effects of slope creep, settlement, leaking pipes and other common problems the District routinely deals with. A second full scale landslide test will be performed on the new, less costly slope stabilization technique developed that has saved at least 50 percent of the cost of traditional remove and replace methods. Typical foundations for wooden decks are being studied to show the benefit of deepened footings or piers to minimize creep distress. Estimated Cost $409000 GIS/GPS Systems GHAD has contracted with Farallon Geographic Inc. to upgrade our GIS system to include all of the GHAD's data collection and monitoring operations. The system will create a fast desk-top read out of hundreds of ground-water measurements. This record facilitates the General Manager's ability to locate past repairs and assist in the risk evaluation of in any particular area. The GIS is also used for researching a site's history for purposes of disclosure during real estate transactions. The web page is also a part of the service provided. Estimated Cost $259000 Communications Plan GHAD has a communications plan designed to keep the homeowners up to date on GHAD operations and developments. The plan calls for attending meetings with the homeowner's association, the Country Club, and County personnel to explain GHAD activities. The GHAD has implemented a web page for public information, and the General Manager writes periodic articles for the HOA newsletter. Estimated Cost $39000 Outreach/Legislative Review Through the proliferation of new GHADs within California comes new legislation, and adopted procedures. The Blackhawk GHAD Manager in association with others share information and knowledge through a consortium of GHAD managers known as the Association of GHADs. Administration 2008/2009 Proposed Program Budget 12 Blackhawk GHAD The administration of the GHAD includes all costs associated with legal support, County Public Works liaison, office expenses, and staffing. Brief descriptions are presented below. Legal The GHAD incurs legal expenses from both County Counsel and periodically from outsourced Special Counsel. Special Counsel typically handles lawsuits and settlement issues for the GHAD, as required. Estimated Cost $369000 Public Works The GHAD's liaison with the Board is provided by Warran Lai with the Contra Costa Public Works_Department. In addition, GHAD will periodically discuss its activities with Public Works personnel to seek advice and consent. Estimated Cost $159000 Staffing The GHAD staff includes the General Manager and one administrative support staff. The GHAD 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 GHAD 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 Cost $2349000 2008/2009 Proposed Program Budget 13 Blackhawk GHAD