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Home My WebLink AboutMINUTES - 11182008 - C.9 TO: BOARD OF SUPERVISORS AS GOVERNING ?' .L Contra BOARD OF THE CANYON LAKES GEOLOGIC .- -s`,• HAZARD ABATEMENT DISTRICT Costa FROM: JULIA R. BUEREN, PUBLIC WORKS DIRECTOR �_� County DATE: November 18, 2008 SUBJECT: ACCEPT and APPROVE the attached Fiscal Year 2008/2009 Program Budget for the Canyon Lakes Geologic Hazard Abatement District, as recommended by the Canyon Lakes Geologic Hazard Abatement District General Manager, Richard D. Short, Kleinfelder West, Inc., San Ramon area. (Canyon Lakes GHAD Funds) (District III) Project No. 7761-6X5148 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDED ACTION: ACCEPT and APPROVE the attached Fiscal Year 2008/2009 Program Budget for the Canyon Lakes Geologic Hazard Abatement District (Canyon Lakes GHAD), as recommended by the Canyon Lakes GHAD General Manager, Richard D. Short, Kleinfelder West, Inc. FISCAL IMPACT: There is no impact on the County General Fund. The Canyon Lakes GHAD is funded through assessments levied on properties within the boundaries of the GHAD (100%). Continued on Attachment: ® SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR ❑ RECOMMENDA N OF BOARD COMMITTEE PleAPPROVE ElOTHER SIGNATURE(S): - G ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHEW F� VOT OF SUPERVISORS UNANIMOUS(ABSENT JtC ) AYES: NOES: I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT ABSENT: ABSTAIN: COPY OF AN ACTION TAKEN AND ENTERED ON THE Contact: Warren Lai(Special Districts) 313-2180 MINUTES OF THE CANYON LAKES GHAD BOARD ON THE CR:ab DATE SHOWN. G:\SpDist\Board Orders\2008\Board Orders 11-I8-08\FY Canyon Lakes Program BudgetBoard Order 2008-2009.doc Orig.Div:Public Works(Special Districts) ATTESTED: cc: County Administrator County Counsel DAVID TWA,CLERK OF THE BOARff OF SUPERVISORS Assessor AND COUNTY ADMINISTRATOR Auditor—Controller K.Fernandez,Accounting V.Zayas,Special Districts Kleinfelder West,Inc. By ,Deputy SUBJECT: ACCEPT and APPROVE the attached Fiscal Year 2008/2009 Program Budget for the Canyon Lakes Geologic Hazard Abatement District, as recommended by the Canyon Lakes Geologic Hazard Abatement District General Manager, Richard D. Short, Kleinfelder West, Inc., San Ramon area. (Canyon Lakes GHAD Funds) (District 111) Project No. 7761-6X5148 DATE: November 18, 2008 PAGE: 2 of 2 REASONS FOR RECOMMENDATIONS AND BACKGROUND: On June 4, 1985, the Contra Costa County Board of Supervisors adopted Resolution No. 85/289 which resulted in the formation of the Canyon Lakes Geologic Hazard Abatement District. The Board of Supervisors acts as the Board of Directors of the GRAD. The District is funded through assessments levied on properties included in the District boundaries. The budget anticipates completing 8 major projects with a reserve for emergency winter repairs. 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 includes an update of the Plan of Control, a reserve fund study, updating of the GIS/GPS systems, a GHAD procedures manual and a communications program. 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 GHAD. Sources and Uses of Funds Canyon Lakes Geological Hazard Abatement District Budget FY200812009 Sources and Uses of Funds Table Beginning Fund Balance-July 1,2008* $2,315,000 Sources of Funds* Contributions from M-23** $540,435 Interest on Investments** $40,000 Other income 0 Total Sources of Funds $580,435 Total Available Funds $2,895,435 Uses of Funds Major Repair Program {Acct Code 2319} $520,000 Preventative Maintenance Program {Acct Code 2282} $159,600 Special Projects {Acct Code 2479 $53,500 Administration and PW {Acct Code 23101 & {Acct Code 5011} $201,500 Total Uses of Funds $934,600 Reserve Available/Estimated Ending Fund Balance June 30,2009 51,960,835 2008/2009 Proposed Program Budget 1 Canyon Lakes GHAD CANYON LAKES GEOLOGIC HAZARD ABATEMENT DISTRICT PROPOSED PROGRAM BUDGET FOR FISCAL YEAR 2008-2009 2008/2009 Proposed Program Budget 2 Canyon Lakes GHAD October 22, 2008 Canyon Lakes GHAD Board of Directors Contra Costa County Board of Supervisors C/o Warren Lai, GHAD Liaison 255 Glacier Drive Martinez, CA 94553-4897 SUBJECT: Proposed Program Budge for Fiscal Year 2008-2009 Ladies and Gentlemen: i Attached is the proposed program budged for the Canyon Lakes Geologic Hazard Abatement District for the fiscal year 2008-2009. The proposed program budget is $934,600.00. On a percentage basis the budget expenses breakdown as follows: Major Repair 56 percent Preventative Maintenance and Operations 17 percent Special Projects 6 percent Administration 21 percent The budget anticipates the reserve fund will be $1,960,835.00 on June 30, 2009. A summary of the expenses is shown on Table 1, page 4 and 5 followed by brief descriptions of each budget item on pages 6 through 13. Very truly yours, Canyon Lakes Geologic Hazard Abatement District Richard Short General Manager Kleinfelder, Inc. 2008/2009 Proposed Program Budget 3 Canyon Lakes GHAD Canyon Lakes Geologic Hazard Abatement District 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 Canyon Lakes Geologic Hazard Abatement District and is divided into the following four categories: Major Repairs Major repairs are slope repairs and drainage improvements that are required typically because of the slope damage resulting from previous winters. Major repairs are contracted out to vendors 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 "Plan of Control Update". Administration Administration expenses are required to operate the GHAD and implement the projects. Administrative expenses include the General Manager, the Administrative Manager, clerical and accounting staff, office expenses, legal support and County Public Works personnel support. A summary of the proposed Fiscal Year 2008/2009 Budget is presented in Table 1. 2008/2009 Proposed Program Budget 4 Canyon Lakes GRAD Table 1 - Summary of Proposed Fiscal Year 2008/2009 Budget Major Repairs Lakewall Reinforcement Project (Phase 2) 110,000 Lake Area Dewatering Measures 20,000 Fairway 14 Landslide Repair Project 100,000 Medical Center Dewatering Measures 85,000 Winter Storm Repairs 35,000 Horizontal Drain/Piezometer Replacement Program 125,000 Landscape Replacement (associated with repairs) 20,000 Lake Maintenance and Repair Fund 25,000 Total Major Projects (2319) $5209000 56% Preventative Maintenance/Operations Preventative Maintenance Drainage B-58 Concrete Lined Ditches Maintenance Cleanup 35,000 Subdrain Systems 10,000 Cleanout Horizontal Drains 10,000 Subdrain Pumps 10,000 Piezometers 10,000 Settlement Monitors 1,000 Minor Repairs<$10,000 30,000 Winterizing 10,000 Emergency Response . 151000 Clean Debris Benches 5,000 Subtotal $136,000 Operations Piezometer Monitoring 2,800 Horizontal Drain Monitoring 2,800 Subdrain Monitoring 2,000 Settlement Monitoring 1,000 Incident Response/Homeowner Relations 15,000 Subtotal $23,600 Total Preventative Maintenance/Operations(2282) $159,600 17% Special Projects Plan of Control Update 10,000 Reserve Study 10,000 GIS/GPS Systems 25,000 GHAD Procedures Manual 3,500 Communications Program 5,000 Total Special Projects(24 79) $539500 6% 2008/2009 Proposed Program Budget 5 Canyon Lakes GHAD Administration Legal Fees General Counsel-CCC Counsel 10,000 Special Counsel 5,000 Public Works 15,000 Staffing/Administrative Support Accounting/Bookkeeping 37,000 Training and Education 2,000 General Manager 132,000 Total Administration (2310, 3611, 3530, 5011) $2019500 21% TOTAL PROPOSED BUDGET $9349600 100% Available Funds Estimated Beginning Fund Balance—July 1, 2008* $2,315,000 Estimated Property Owner Assessments** 540,435 Estimated Interest on Investments 40,000 Other Income 0 Total Available Funds $29895,435 Uses of Funds Major Projects $ 520,000 Preventive Maintenance/Operations 159,600 Special Projects 53,500 Administrative and PW 201,500 Total Use of Funds $934,600 Estimated Reserve Available/Ending Fund balance June 30, 2009 $1,960,835 2008/2009 Proposed Program Budget 6 Canyon Lakes GHAD DESCRIPTION OF BUDGET ITEMS A brief description of each of the budget item categories is presented below. Major Repairs Lakewall Reinforcement Project(Phase 2) In 2007, a project was initiated to repair and replace a portion of the lake perimeter wall at the Lakes at Canyon Lakes. A portion of wall had callapsed and additional contiguous segments of the existing wall were at jeopardy of imminent callapse. The GHAD completed a cost sharing project with the Homeowners Association to replace 438 linear feet of damaged wall with a new sheet pile and concrete wall [completed in August of 2007]. At that time, it was discovered that other segments of the existing perimeter wall were also deteriorating and at risk of failing over time. The remainder of the existing perimeter wall was assessed and it was determined that the area along W. Lakeshore Drive [approximately 1000 linear feet] was at the highest risk of continued deterioration and possible failure. In an effort to temporarily reinforce these areas Platepiles will be installed behind the affected wall to reduce pressure on the wall and increase the serviceable life of the existing wall. Estimated Cost $1109000* Lake Area Dewatering Measures: During 2003 the District staff retained geotechnical engineering services from ENGEO, Inc. to analyze groundwater conditions around the lake area of Canyon Lakes. The resulting study determined that localized groundwater conditions had incrementally elevated and remedial measures were proposed to drill a series of horizontal drains in the terraces below the entrance of the Lakes at Canyon Lakes. The General Manager has been evaluating mitigation measures, including the evaluation of new horizontal drainage technology [push drains] currently being tested and utilized in other areas of the Canyon Lakes District. The General Manager intends to install several push drains within the impacted area to alleviate rising local groundwater conditions. . Estimated Cost $209000 Fairway 14 Landslide Repair Project: During the intense winter rains of 2006 a re-activation of a landslide occurred on the east slope of Fairway 14 of the Golf Course. The failure occurred within an area of previously known instability and assigned a priority 3 [moderate risk] conditions. Because of the ongoing risk to improved areas, the area will be repaired utilizing the plate-pile method of slope stability improvement and the push drain system of 2008/2009 Proposed Program Budget 7 Canyon Lakes GHAD drainage, both technologies developed, tested and previously utilized by the Canyon Lakes GRAD. Estimated Cost $100,000 Medical Center Dewatering Measures: It has been determined that the local groundwater conditions on the west slope of the Medical Center facility has elevated persistently over a period of time. ENGEO, Inc. was retained to evaluate slope conditions and provide recommendations. The General Manager is currently monitoring conditions, evaluating slope stability and considering possible mitigation schemes. Estimated Cost $859000 Winter Storm Repairs: The District has an inventory of low-priority minor slides and must provide for unanticipated repairs occurring during this fiscal year. The General Manager has set aside a fund to evaluate and repair a number of these projects. Estimated Cost $359000 Horizontal Drain/Piezometer Replacement Program: During 2002, District staff tasked ENGEO, Inc. geotechnical and environmental consultants, to evaluate water levels of piezometers and flow rates of horizontal drains throughout the development. As a result of that analysis, four sites were identified as having rising groundwater levels. Two of the reported sites were determined not to represent a slope stability threat and it was recommended by ENGEO to continue to monitor these sites for changes. Two sites were cited as having a high priority and it was recommended that work progress to evaluate possible mitigations. In 2004, ENGEO was retained to provide slope stability analyses and mitigation schemes for the two high priority sites. Subsequently, ENGEO was tasked to make additional recommendations regarding all of the horizontal drain and piezometer facilities throughout the development with regard to their respective serviceability and possible decommissioning. Under the Major Projects Program of this fiscal year, a budget has been established to further engineer and implement the repair and decommissioning of selected horizontal drains. The General Manager has assigned this program as a capital investment in District maintained facilities, within the Major Projects Program, over and above the general maintenance of these facilities provided for in the Preventive Maintenance Program of this Budget. 2008/2009 Proposed Program Budget 8 Canyon Lakes GHAD Estimated Cost $1259000 Landscape Replacement: Typically, remedial landscaping is either included in the scope of work for major projects, or eliminated completely from the repair scheme. However, License Agreements executed in preparation for the work may address a reimbursement or allowance to the property owner for remedial Iandscaping. Estimated Cost $209000 Lake Maintenance and Repair Fund: The numerous lakes at Canyon Lakes provide for myriad issues regarding slope stability, accumulation of siltation deposits, and other issues germane to the GHAD's operations and budgeting needs. The General Manager has established a set aside to manage these facilities, including periodic assessments. Estimated Cost $259000 2008/2009 Proposed Program Budget 9 Canyon Lakes GHAD Preventative Maintenance and Operations Preventive maintenance generally includes drainage issues and preventive operations include ongoing monitoring programs and response to homeowner concerns. Details of the proposed budget for each of these categories are listed below. Preventative Maintenance B-58 Drain Systems - Maintenance - One major cleaning and mapping. The Operations Manager periodically walks the B-58 systems to observe their condition. This year the Operations Manager will accompany the contractor in performing this inspection. Estimated Cost $359000 Subdrain Systems — The District is currently working with a consultant, ENGEO, Inc. 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 $109000 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. The District is currently working with a consultant, ENGEO, Inc. to .determine the existing condition and effectiveness of all of the horizontal drains within the development. Certain unnecessary drains will be abandoned and others will be restored. Work has commenced on restoring the sites, installing identification markers and GPS coordinates have been collected for inclusion in the District's GIS system. Estimated Cost $10,000 Subdrain Outlets/Pumps — The District maintains subdrain pumping facilities around the Lake Area of Canyon Lakes. These pumps are currently being modified with more technologically advanced electronics. Periodic site checks for operation are required. Estimated Cost $109000 Piezometers—Currently the GHAD is working with District consultants to identify and repair any damage to existing piezometer facilities including the installation of locking mechanisms. Estimated Cost $109000 2008/2009 Proposed Program Budget 10 Canyon Lakes GRAD 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. A budget has been established to update. Update monitors and analyze results. Estimated Cost $19000 Minor Repairs — Annually a budget is established for unanticipated minor repair projects. Estimated Cost $309000 Winterization — An annual budget for the cost of winterization materials and installation has been established. Estimated Cost $10,000 Emergency Response — During winter rains the GHAD responds to a number of requests by homeowners, drainage incidents and minor landslide activity requiring emergency response measures. Estimated Cost $159000 Debris Benches —Debris benches are located on slopes throughout the development to collect eroded soil resulting from heavy concentrations of runoff. The District cleans these benches to re-establish their capacity to collect and contain erosion and mudflows. In order to check and maintain the debris retention capacity, a budget has been established for field visits and observations. Estimated Cost $5,000 Operations An inventory of numerous 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 parameters of 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 $239600 2008/2009 Proposed Program Budget 11 Canyon Lakes GHAD Special Projects In the upcoming fiscal year, the GHAD is anticipating completion of several special projects, as well as introducing several new special projects. A brief description of the special projects are presented below. Plan of Control Update It is understood that a draft revision to the existing Plan of Control has been completed. The General Manager will review the status of the existing plan, and proceed to finalizing the revised plan of control. Estimated Cost $10,000 Reserve Study The District reserve fund will be evaluated and recommendations will be made regarding the reserve fund status. A reserve study calculates the annual contribution required by the District to build and maintain sufficient funds for emergencies based on past weather patterns and slide repair costs. The reserve study will project annual contribution to the funds required for a 40 year period. Estimated Cost $10,000 GIS/GPS Systems GHAD has contracted with Farallon Geographic Inc. to develop and maintain a GIS system. The purpose of the system is to create a permanent historical record of every incident response. This record facilitates the General Manager's ability to ascertain the effectiveness of past repairs and assist in the evaluation of past unstable conditions in any particular area. The GIS is also of great use when researching the GHAD operations on properties for purposes of disclosure during real estate sales. The web page is a part of the service provided. The web page will be an information source for the public. Estimated Cost $25,000 GHAD Procedures Manual The GHAD has established numerous standard procedures for its day-to-day operations. Many of these procedures involve Contra Costa County requirements and recommendations. A budget amount has been allocated for compiling the GHAD procedures into one volume. Estimated Cost $109000 2008/2009 Proposed Program Budget 12 Canyon Lakes GHAD Communications Program GHAD will develop a communications plan designed'to keep the homeowners up to date on GHAD operations and developments. The plan will call for attending meetings with the homeowner's association, the Country Club, and County personnel to explain GHAD activities. The GHAD is in the process of implementing a web page for public information, and the General Manager will pursue other communication venues including periodic articles for the HOA newsletters. Estimated Cost $59000 2008/2009 Proposed Program Budget 13 Canyon Lakes GHAD Administration The administration of the GHAD includes all costs associated with legal support, County Public Works liaison, office expenses, contracting, site evaluations and staffing. Brief descriptions follow. LEO! 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 $159000 Public Works The GHAD maintains a liaison with the Board through Warren 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 Staffin 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 accountingibookkeeping, clerical, contracting and construction management support. Estimated Cost $1399000 2008/2009 Proposed Program Budget 14 Canyon Lakes GHAD