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HomeMy WebLinkAboutMINUTES - 05062003 - C32 TO: BOARD OF SUPERVISORS AS THE BOARD OF DIRECTORS, BLACKHAWK GEOLOGIC HAZARD ABATEMENT DISTRICT FROM: MAURICE SHIU, PUBLIC WORKS DIRECTOR DATE: May 6, 2003 SUBJECT: ACCEPT and APPROVE the Fiscal Year 2002/2003 First Quarter Expense Report for the Blackhawk Geologic Hazard Abatement District, Danville area. (District 111) Project No. 7760- 6X5147 SPECIFIC REQUEST(S)OR RECOMMENDATIONS)&BACKGROUND AND JUSTIFICATION I. Recommended Action: ACCEPT and APPROVE the Fiscal Year 2002/2003 First Quarter Expense Report for the Blackhawk Geologic Hazard Abatement District(GHAD). II. Financial Imoact: There is no impact on the County General Fund. The Blackhawk GHAD is funded through revenues generated by County Service Area M-23 (CSA M-23). Continued on Attachment: X SIGNATURE77 —: ✓RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE ,,APPROVE THER SIGNATURE(S): ACTION OF B ON MAY 06, 2003 APPROVED AS RECOMMENDED x OTHER VOTE OF SUPERVISORS Xx UNANIMOUS(ABSENT NONE ) AYES: NOES: ABSENT: ABSTAIN: DISTRICT ITT SEAT VACANT I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of RM:sr Supervisors acting as the GHAD Board on the date shown. G:\GrpData\SpDist\Board Orders\2003\05-06-03 BO-(B)I st Qtr Exp.Report.doc Orig.Div: Public Works(Special Districts) Contact: Skip Epperly(313-2253) ATTESTED: MAY 06, 2003 cc: County Counsel JOHN SWEETEN,Clerk of the Blackhawk GRAD Board Auditor-Controller of Directors and Board Administrator Accounting M.Morton,Eng.Svc. R.Short,Kleinfelder,Inc. By Dolluty .. _........ ......... ......... ..._._._. ........ .......__... ......... .......... ......... ......... ......... ...._.._. _... __. ....... ......... ......... ......... ..........._. .. ........................................................................ SUBJECT: ACCEPT and APPROVE the Fiscal Year 2002/2003 First Quarter Expense Report for the Blackhawk Geologic Hazard Abatement District, Danville area. (District III) Project No. 7760- 6X5147 DATE: May 6, 2003 PAGE: 2 III. Reasons for Recommendation 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 (CHAD). Resolution No. 86/209 provided for the addition of geologic hazard abatement extended services with County Service Area M-23 (Blackhawk area). Resolution No. 85/210 approved formation of the Blackhawk CHAD 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 CHAD. 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 District through the transfer of a portion of CSA M-23 revenues. Gray-Bowen and Company, Inc. (formerly William R. Gray and Company), was the Interim General Manager of the District during the First Quarter of 2002/03 fiscal year. Richard Short, Kleinfelder, Inc. prepared and submitted the attached report — Blackhawk GHAD First Quarter Expense Report for the 2002/03 fiscal year. During the First Quarter, $553,548 in expenses was paid. The majority of the expenses were associated with work completed on the Sequoia Terrace Project during the 2001/2002 fiscal-year. Additionally, the Kingswood and Saddleback project were completed during the first quarter. The attached report details expenditures by the District under the four major budget categories — Major Repair projects, a Preventative Maintenance and Operations program, a Special Projects program and Administration CSA M-23 subventions to the District during 2001/2002 fiscal year was significantly greater than reported in the 2001/2002 Annual Report. The District ended the fiscal year with a Fund Balance of $489,076. IV. Consequences of Neeat ve Action: The quarterly expense report for CHAD operations will not be available to residents and others with an interest in the District. a B.LACKHAWK, GEOLOGIC HAZARD ABATEMENT DISTRICT RICHAP-0 D. SHORT G EN ERAL 1AANAG f K REVISE) FIRST QUARTER RLACHHA.WK GEOLOGIC HAZARD Kternrm.om INc. A$ATEMEN"T DISTRICT EXPENSE REPORT FY 2002-2003 Pose OMCE Box 244 ALAMO, CA 94307 925.485.4755 510,628.9009 (fAX) March 27, 2003 Blacichawk Board,of Directors Contra Costa Cozii�ty3oard of Supervisors c/o Melissa Morton, GHAD Liaison 255 Glazier Drive Martinez, CA 94553-4897 SUBJECT. Revised First Quarter GRAD Expense Report, FY 2002-2003 Ladies and Gentlemen. We are submitting this revised First Quarter CHAD Expense Report to account for an invoice from Gray Bowen in the amount of $45,179.88 that was submitted directly to the County and therefore was not accounted for in our previous submittal. This invoice has been distributed to the appropriate accounts and the totals recalculated. Attached is the expense summary for the first quarter of the Blackhawk GHAD operations for the fiscal year 2002 -2003. The summary report is followed by a detailed breakdown and a backup invoice summary. The primary activities during this quarter included the follow-up expenses from the Sequoia/Conifer slide repair project completed in fiscal year 2001-2002 and the transfer of the General Manager's position from Gray Bowen and Company, Inc. to Kleinfelder,Inc. i It is noted that the carryover expenses from FY 01/02 Sequoia/Conifer Terrace slide repair exceeded. the estimate by about- $200,000. This cost overrun cannot be absorbed by the FY 02/03 budget without a reduction in the reserve. At the end of the third quarter, after the major emergency repairs due to winter conditions have been accounted for, we will prepare a revised budget taking into account the FY 01/02 carryover expenses. Very truly yours, Blackhawk Geologic Hazard Abatement District t Richard Short General Manager ebS-r OFFtcE Box 244 A, LA mo, CA 94507 Revised I°L Quarter Repart(G14AD3Q001?Q Page 1 925.485.4755 510,623.9009 (FAX) rr' i Kleinfelder, Inc. Distribution list. Blackhawk Horne 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 CA 94565 Tennis Villas at Blackhawk C/o CMJ Associates Inc. P.O. Box 140 Pleasanton, CA 94526 Saddleback at Blackhawk C/o Jean Bates &Associates 3840 Blackhawk Road# 120 Danville, CA 94505 P.U. Box 3428 Danville, CA 94526 Silver Oak Townhomes at Blackhawk Canyons at Blackhawk C/o Miramonte Company 1225 Alpine Road#206 Walnut Creek, CA 94596 Attention: Lin Yates Blackhawk Country Club 599 Blackhawk Club Drive Danville, CA 94506 Attention: Larry Marx, General Manager Supervisor Donna Gerber 309 Diablo Road Danville, CA 94526 Attention: Kathy Chiverton., Chief of Staff P,Psr OFTycE Box.244 i ALa CA 507 925.25, `?485.4755 Revised 1"Quarte:Report(G1-UD3Q001R.) Page 2 , 510,625.9009 CFAX) »: ..... ... i Blackhawk Geologic Hazard Abatement District 1st Quarter Expense Report FY 2002/2003 This report presents a summary of the CHAD expenses during the first quarter of fiscal year 2002-2003. The expense information was provided by Gray Bowen and Cornpany, Inc., General Manager during July and August of the first quarter. Kleinfelder, Inc. assumed the General Manager position on September 5, 2002. The Expenses are summarized in Table 1 below. TABLE 1 - Summary of Expenditures Funds Distribution Budget First Qtr. Budget 02/03 Expenses Balance Major Repairs 400,000 375,483.11 23,516.89 Preventive 250,000 78,441.97 17 1,558.03 Maintenance Special Projects 70,000 1,185.00 58,815.00 Administrative 200,000 97,437.83 102,562.17 Totals $920,004 553,547.91 3663452.09 i i DESCRIPTION OF ACTIVITIES Major Repairs During the first quarter subcontractor expenses were incurred on two major projects. relating to work performed during; the previous f seal year. These projects in. the Sequoia/Conifer slide repair, and the 521/525 Kingswood Place slide repair. In addition, the cost of the settlement of a claim regarding the 5022 Blackhawk Road property was .received. An investigation was initiated by sub consultant Gilpin Ceoscieaces at 41 Chestnut to,respond to the homeowner's concern regarding the slope behind his properly. Dover Construction. submitted payment for the installation of a B-58 drainage ditch on the slope behind the property located at 50 Saddleback Drive. Preventive Maintenance Dover Construction requested payment for completion of the clears out and repair of all B-58 drainage ditches. Special Projects Expenses incurred for special projects related to the development of the Geographical Information System by Farallon Graphics. FOS OFFICE box 244 � A1umo; CA 94507 I Revises:1°'Quarto Rcport{GHAM(ZOO IR) Page 3 925.485.4755 i 514.628,9009 (FAX) { Admrioistrative The first quarter, administrative costs included the General Manager transition expenses by Gray Bowen and the K.leinfe.lder team as well as legal expenses from Gordon De Fraga and 2andonella reporting. Budget Reserve Estimate for FY 02/03 The budget reserve estimate for fiscal year 02/03 is presented below in Table 2. 'TABLE 2 - FY 02/03 BUDGET RESERVE STATUS Fourth Qtr.FY 01/02 Estimate* $ 815,000 Actual FY 01/02 Reserve Balance $ 489,076 Estimated Revenue for FY 02/03 $1,400,000 FY 02/03 Budget $ 920,000 Reserve Estimate 02/03 $ 969,076 *4`h quarter data from Gray Bowen estimate I i Posy OFFEcx Box 244 tlLlwS6,,CA 94507 rtevLwd t"Quarter Report(GHAD3Q40IR.) 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