The URL can be used to link to this page

Home My WebLink AboutMINUTES - 04082003 - C12 TO: BOARD OF SUPERVISORS AS THE BOARD OF DIRECTORS, CANYON LAKES GEOLOGICAL HAZARD ABATEMENT DISTRICT FROM: MAURICE SHIU, PUBLIC WORKS DIRECTOR DATE: April 8, 2003 SUBJECT: ACCEPT and APPROVE the Fiscal Year 2002/2003 First Quarter Expense Report for the Canyon Lakes Geologic Hazard Abatement District, San Ramon area. (District III) Project No. 7761-6X5148 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION I. Recommended Action: ACCEPT and APPROVE the Fiscal Year 2002/2003 First Quarter Expense Report for the Canyon Lakes Geologic Hazard Abatement District(CHAD). TI. Fiscal Impact: There is no impact on the County General Fund. The Canyon Lakes CHAD is funded through assessments levied on properties within the boundaries of the District. Continued on Attachment:X SIGNATURE: T _RECOMMENDATION OF BOARD COMMITTEE 7-APPROVE r _OTHER SIGNATURE(S):\1 -� 1 APRIL 08, 2003 APPROMS 79 IMMIMMENDED X OTHER -- VOTE OF SUPERVISORS xx UNANIMOUS(ABSENT None ) AYES: NOES: ABSENT: ABSTAIN: I hereby certify that this is a true and correct DISTRICT III SEAT VACANT copy of an action taken and entered on the minutes of the Board of Supervisors acting as the CHAD Board on the date shown. NC:sr G:\GrpData\SpDist\Board Orders\2003\04-08-03 BO-(CL)FY02-03 IA Q Exp Report.doc Orig.Div:Public Works(Special Districts) ATTESTED: APRIL 08, 2003 Contact: Skip Epperly(313-2253) JOHN SWEETEN, Clerk of the Canyon cc: County Administrator County Counsel Lakes CHAD Board of Directors and Board M.Morton,Eng.Svc. Administrator Gray-Bowen and Company,Inc. By Deputy SUBJECT: ACCEPT and APPROVE the Fiscal Year 2002/2003 First Quarter Expense Report for the Canyon Lakes Geologic Hazard Abatement District, San Ramon area. (District III) Project No. 7761-6X5148 DATE: April 8, 2003 PAGE: -2- III. Reasons for Recommendation and Background: Can June 4, 1985, the Board of Supervisors, pursuant to the provisions of Section 26550 of the Public Resources Code, adopted Resolution No. 85/289 and formed the Canyon Lakes GHAD. The Board appointed themselves to be the Board of Directors of the District. The Board appointed Gray-Bowen and Company, Inc., General Manager of the District, effective April 1, 1998. The costs and expenses of operating the GRAD are assessed against properties within the CHAD. Gray-Bowen and Company, Inc. prepared and submitted the attached I'; Quarter Expense Report, FY 2002/03, Canyon Lakes GHAT;}. Expenditures by the District during the first quarter of this fiscal year totaled $78,004.14. Expenditures under the Preventative Maintenance Program accounted for $38,441.19 or 49.3% of the Districts' expenditures this past quarter—most relating to repair and/or replacement of drainage ditches that are maintained by the District. Administrative expenses accounted for $24,747.51 or 31.7% of the total. IV. Consequences of Negative Action: The quarterly expense reports for GHAD operations would not be available to residents or others with an interest in the District. Geologic Hazard Abatement District M Cray•Bowen and Cornparly, Inc., Garier•at Manager April 8,2003 TO., Board of Directors wen and Company,FROM: Gray-Bo Inc., General Mana Canyon Lakes Geologic Lazard Abatement istrict By: William R- Gray, President SUBJECT: Canyon Lakes GHAD, 14 Quarter expense Report, FY 2402/03 On June 4, 1985,the Contra Costa County Board of Supervisors, pursuant to the provisions of Section 26550 of the Public Resources Cotte, adopted Resolution No. 85/289 and formed the Canyon Lakes Gly. The Board appointed themselves to be the Board of Directors of the ,district. The Board appointed Gray-Bowen and Company, Inc., a California Corporation, as General Manager of the District, effective April 1, 1998. The casts and expenses of operating the GHAD are assessed against property within the GHAD. Gary-Bowen and Company, Inc., General Manager,prepared this report, including the attached spreadsheets. this report is the representation of management and has not been audited, reviewed or compiled by an independent accountant t here may he classification and tinting differences between These reports and the accozmting records maintained by Contra Costa _ } 6unty; however, we believe that these differences, if any, are not material and would not significantly change these reports. The following is a summary of expenditures by the Canyon Lakes CHAD during;the l"quarter of the 2002/03 fiscal year—July 1, 2002 through September 30, 2002: i FY 200212003 1$`Quarter Expenses Annual Program % of Category Expense Year-to-Bate Budget Total Budget Major Repair Program $13,006.34 ' $13,006.34 $800,000.00 1.6% Preventative Maintenance Program $38,441.19 $38,441.19 $76,000,00 51.3% � Special Projects $1,809.10 $1,809.10 $40,000.00 4.5% Administration $24,747.51 $24,747.51 $70,000.00 35.4% Total Expense $78,004.14 $78,004.14 $985,000.00 7.9% I I s 1820 Bonanza Street, Suite 204 Walnut Creek, California 94596 (925)947-1966 FAX(925) 947-3177 1 i April 8, 2003 'age 2 �,gpenses. Total expenditures for the fast quarter of the 2002/03 fiscal year for the Canyon ,akes CHAD totaled $78,004.14. Details regarding expenditures by category are discussed telow and shown in detail in the attached spreadsheets. 1. MAior Repair Program. Project development, project delivery and construction and repair, under the Districts Major Repair Program account for$13,006.34 or 16.7% of the District's expenditures during the first quarter of the fiscal year. By far,the largest expenditure under the Major Repair Program this quarter related to continued project development work on the sink holes that were discovered around the perimeter of the lake at Canyon Lakes. A Geotechnical engineering firm is working to determine the source of these sink holes, and meetings are being held with members of the Homeowners Association and other interested parties to keep everyone informed of the information that is discovered. Details of expenditures under the District's Major Repair Program are shown on the attached spreadsheets. 2. Preventative Maintenance and Operations. Expenditures under the District's Preventative Maintenance and Operations (PM)program accounted for$38,441.19 or 49.3% of the District's total expenditures for the first quarter of the year. The PM program includes expenditures incurred in responding to initial requests for assistance (from residents and others) as well as physical repairs to small landslides and/or debris flows not considered significant enough to be included in the District's Major Repair program. The bulk of the expenditures during this quarter related to cleaning and winterizing of the B-58 ditches that are located within the boundaries of the Canyon Lakes CHAD. Details of expenditures under the District's PM program are shown on the attached spreadsheets, 3. Special Projects. Expenditures tracked under the Special Projects portion of the District's budget accounted for $1,809.10 or 2.3%of total expenditures daring the quarter. Details of expenses related to the various"special projects" are listed on the attached spreadsheet. For the most part,these charges were the result of continued work on development and implementation of web-based Geographic Information System (01S). Details of expenditures under the District's Special Projects program are shown on the attached spreadsheets. 4. Administration. Expenditures under the Administrative portion of the District's budget accounted for $24,747.51 or 31.7%of the District's expenditures during the 1'quarter of the fiscal year. For the most part,these expenditures relate to efforts to complete the required annual update of the Assessment Role as well as the General Manager function (general Administration), Also included in this category are charges generated by Public Works pursuant to a Joint Exercise Powers Agreement approved by the Board of Directors on July 15, 1986, Resolution#86/408. April 8, 2£03 Page 3 In addition to details regarding expenditures associated with the four major program areas, a spreadsheet is attached summarizing charges by the District's three major consultants (Gray_ Bowen and Company, Inc.,Dover Construction, and Gilpin Goesciences). Gray-Bowen and q Company, Inc., in addition to serving as the General Manager of the District, is responsible for all project development and project delivery activities (design oversight, development and negotiation of license agreements, preparation of contract documents, soliciting,bids and contract administration). If you have any questions or would like any additional information, please do not hesitate to call. .G/nc attachments Canyon Lakes GHAT 2002/2003 Fiscal Year-1 st Quarter Report I July 2002 through September 2002 Major Repair Program-Expenses j 4391443 Lakes at Conner Way Hole#14 Canyon Lakes Toi. Major Repair Program Contract Administration Contract Administration-Other 252.00 0.00 0.00 :252.00 Total Contract Administration 252.00 0.{X1 0.00 252.00 Project Development Engineering Geotechnical Engineering 0.00 0.00 11,397.34 11,397.35 Total Engineering. 0.00 0.00 11,397.34 11,397.34 Project Managernentloversight 0.00 198.00 1159,00 1,361.00 Total Project Development 0.00 198.00 12,556.34 12,75+5.34 Total Major Repair Program 252.00 198,00 12,556.34 13,006..34 I i i Gray-Bowen and Company,Inc, See Canyon lakes CHAD 1st Quarter Expense Report-FY 2a)220M General Managger,Canyon Lakes GHAD April 8,2003 I Canyon Lakes CHAD 200212003 Fiscal Year-I st Quarter Report July 2002 through September 2002 Preventative Maintenance-Expenses Totals Preventative Maint&Opns Admin Prev Maint/Opns program 2,638.00 Operations incident Resportsel Kmownr Rei 820.50 Total Operations S Preventative Maint Program 848 ditches»clean&winteriz tg tr�6�i S.0 ditches.repair&replace 6,6 0.80 Debris cleanup/minor repair g,#7rxOg Total Preventative Maint Program 3082.69 Total Preventative Maint&Opns 38,441.19 i i i E Gray-Bowen and See Canyon Lanes GHAD 1 st Quarter Expense Report-FY 2002a=Canyon Company, General Manager,, Lakes CHAD April 8,20M Canyon Lakes CHAD 200212003 Fiscal 'Year-1st Quarter Report July 2002 through Septerner 2002 Special Projects-Expenses Totals Special Projects Develop Standard Plans,Specs 61.60 Establish GIS System 154954 GHAD Association 198.00 'Total Special Projects 1,809.10 i Gray-Bowen and Company,Inc. See Canyon Lakes GRAD 1st Quarter Expense Report-FY 2oo2 General Manager,Canyon bakes GRAD April 8,2003 Canyon Lakes GNAT! 200212O03 Fiscal Year-First Quarter Report July 2002 through September 2002 Administration-Expenses 3 a Totals j Administration Legal Fees Speciacl Counsel 330.00 "total Legal Fees 330.0 i Office Expense F. Postage and delivery 16.85 printing and Reproduction 5.075 Rent 1,0187M Telephone 55e22 Total Office Expense 1,665.63 Staffing/Admin Support Accounting/Bookkeeping 2,£i52.96 General Manager Function 15,364:076 update Assetsement Stoll 1,437,50 Total Staffing/Admin Support 19,655.9 Total Administration 21,8501.15 is h ' a j- i j I Gray-Bowen and Company, Inc. See Canyon Lakes GHAD 1st Quarter Y Expense Report-FY 200203 General Manager,Canyon Lakes GHAb April 8,20M t i 3f Nip•�, ri 'L: 1 1 lk .y G9 �» o iGl � S 4 o L O � U3 c t eE c �I � � a