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Home My WebLink AboutMINUTES - 06032003 - C29 TO: BOARD OF SUPERVISORS AS THE BOARD OF DIRECTORS, CANYON LADES GEOLOGICAL HAZARD ABATEMENT DISTRICT GHAD FROM: MAURICE SHIU, PUBLIC WORKS DIRECTOR. DATE: June 3, 2003 SUBJECT: ACCEPT and APPROVE the Fiscal Year 2002/2003 Second Quarter Expense Report for the Canyon Lakes Geologic Hazard Abatement District (GHAD) by the CHAD Manager, William R. Gray, Gray-Bowen Co., Inc. San Ramon area. (District 111)Project No. 7761-6X514$ SPECIFIC RI QUESTS)OR RECOMMENDATION(S)cot BACKGROUND AND JUSTIFICATION I. Recommended Action: ACCEPT and APPROVE the Fiscal Year 2002/2003 Second Quarter Expense Report for the Canyon Lakes Geologic Hazard Abatement District (CHAD) by the GHAD Manager, William R. Gray, Gray-Bowen Co., Inc. II. 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 District. Continued on Attachment:X SIGNATURE: _,*COMMENDATION OF COUNTY ADMINISTRATO _�RECOMMENDATION OF BOARD COMMITTEE -APPROVE OTHER SIGNATURE(S): ih ACTION OF B04k" ON JUNE 03, 200APPROVED AS RECOMMENDER Xx OTHER VOTE OF SUPERVISORS XX UN'ANINIOUS(ABSENT NONE ) AYES: NOES: I hereby certify that this is a true and correct ABSENT: ABSTAIN: copy of an action taken and entered on the minutes of the Board of Supervisors acting as DISTRICT III SEAT VACANT the CHAD Board on the date shown. NC.sr ATTESTED: JUNE 03 , 2003 G:\firpData\5pDist\Baarxl Orders\2003\06-03-03 80-(CL)2nd Qtr Exp,Repart.doc Orig.Div.Public works(Special Districts) JOHN SWEETEN, Clerk of the Canyon Contact: Skip Epperly(313-2253) Lakes CHAD Board of Directors and Board CC., County Administrator Administrator County Counsel M.Morton,Eng.Svc. GraySowen and Company,Inc. By Deputy SUBJECT: ACCEPT and APPROVE the Fiscal Year 2002/2003 Second Quarter Expense Report for the Canyon Lakes Geologic Hazard Abatement District (CHAD) by the CHAD Manager, William R. Gray, Gray-Bowen Co., Inc. DATE: June 3, 2003 PAGE: -2- III. Reasons for Recommendation and Backimound: On 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 bakes CHAD. 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 t, 1998. The costs and expenses of operating the CHAD are assessed against properties within the CHAD. Gray-Bowen and Company, Inc. prepared and submitted the attached Second Quarter Expense Report, FY 200.2/03, Canyon bakes GRAD. Expenditures by the District during the second quarter of this fiscal year totaled$46,124.69. Expenditures under the Major Repair Program accounted for $13,878.50 or 30% of the District's expenditures this past quarter, with the expenditures being split almost evenly between three major repair projects. Administrative expenses accounted for$23,436.19 or 50.8%of the total. IV. Consequences of Negative Action: The quarterly expense reports for CHAD operations would not be available to residents or others with an interest:n the District. a Geologic Hazard Abatement jQistrict M Grey•Bowen and Company, Inc., Genarel Manager I� 1 June 3, 2003 TO: Board of Directors WUP.Q400.1 PROM; Gray-Bowen and Company, Inc., General Manager Canyon Lakes Geologic Hazard Abatement District By: William R. Gray, President SUBJECT: Canyon Lakes GRAD, 2a Quarter Expense Report, F'Y'2002/03 On.Tune 4, 1985,the Contra. Costa County Board of Supervisors, pursuant to the provisions of Section 26550 of the Public Resources Code, adapted Resolution No. 851289 and formed the Carryon Lakes GHAti. 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 4 General Manager of the District, effective April 1, 1998. The costs and expenses of operating the CHAD are assessed against property within the GRAD. Gray-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. There may be classification and timing differences between there reports and the accounting records maintained by Contra Costa County;however, we believe that these dfferences, 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 2a quarter of the 200.2103 fiscal year—October 1,2002 through December 31, 2042: FY 200212003 2"d Quarter Expenses Annual Program % of Category Expense Year-to-Date Budget Total Budget Major Repair Program $13,878.50 $26,884.841 $800,000.00 2.7% Preventative Maintenance Program $5,076.50 $43,516.69 $75,000.00 4.4°I° Special Projects $3,734-50-1 $5,543.60 $40,000-00T_ .6% Administration $.23.436.99 $48,183.701 $70,000.00 4.9% ?oL�l Expense $46,924.88 5924,928.83, $985,C1E{l.#]E7 92.601° 1820 Bonanzas Street, Suite 204 Walnut Creek, California 94596 (925) 947-1966 FAX(925)947-3177 June 3, 2003 Page 2 Expenses. Expenditures for the 2�d quarter of the 2002103 fiscal year far the Canyon Lakes GHAD totaled 546,124.69. Details regarding expenditures by category are discussed below and shown in detail in the attached spreadsheets. 1. Major Repair Program. Fork on projects included in the District's Major Repair Program account for $13,878.50 or 30% of the District's expenditures during the 2�" quarter of this fiscal year. For the most part, charges during this quarter related to project development work (geotechnical engineering and project management) on two potential future landslide repair projects— 1) a landslide repair project located on the hillside above the 14'h fairway (the Hale#14 project)within the boundaries of the Canyon Lakes Golf Club and 2.) a sink hole issue around the perimeter of the lake located within the area known as "The Lakes at Canyon Lakes." In addition, some charges under the Major Repair Program are to reimburse a local Homeowners Association OiOA) for the cost of repairs to landscaping that occurred in conjunction with a previous GHAD repair project at 4391443 Donner Way. This expense represents final charges to this project. Expenses incurred by the District on the so-called Bole 14 and The Lakes at Canyon Lakes projects were for work by engineering and geotechnical consultants retained by the District and for project management and coordination by the office of the General Manager. Work on both of these projects is continuing with the goal of having project Plans, Specifications and Estimates (J'S&E)ready for construction during the summer of 2003 --if necessary. The District has been coordinating with the Canyon Lakes Country Club, as well as the Lakes and Canyon Lakes HOA, with respect to these projects. 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 55,075.50 or 11% of the District's total expenditures for the second 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. A major portion of the charges to the PM program during this past quarter relates to ongoing work by the General Manager to administer the program, It is important to note that a significant portion of these charges during this past quarter relates to efforts to address a fairly serious erosion problem to the rear of a multi-family residential complex located on Watson Canyon Court Because of the size and nature of the potential repair, it is anticipated that this project will be reclassified as a.Major Repair.Project effective January 1, 2003. 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$3,734.50 or 8.2%of total expenditures during the quarter. Details of expenses related to the various "special projects" are listed on the attached spreadsheet. June 3, 2003 Page 3 For the most part, these charges were the result of continued work on development and implementation of a web-based Geographic Information System(CAIS). Details of expenditures under the District's Special Projects program are shown on the attached spreadsheets. 4. Adminimation. Expenditures under the Administrative portion of the District's budget accounted for 523,436.19 or 50.8% of the District's expenditures during the second quarter of the fiscal year, For the most part,these expenditures represent chanes by Gray-Bowen and Company (GBG), the District's General Manager, for overall management of the District (General Manager function- $12,211.50 and accounting and bookkeeping services- $2,707.00). In addition,the chart on page one of this report includes $6,540.61 in charges by the Contra Costa County Public Forks Department (56,540.61) for administrative support services. The charges by GBC under the General Manager Function were higher than might have been expected during this past quarter as a result of work can the fiscal year 2003/04 budgets, as well as work on the final income and expense report for the 2001/02 fiscal year, The$6,540.61 in charges from the Contra.Costa County Public Works Department are reimbursable by the District render a Joint Exercise Powers Agreement (JEPA.)that was approved by the Board of Directors on July 15, 1986 ('Resolution 9-86/408). In addition to details regarding expenditures associated with the four major program areas, a spreadsheet is attached summarizing charges by the District's two major consultants (GBC and ENGEO). GBC, 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. WRG/nc attachments Canyon Lakes GRAD 2002/2002 Fiscal Year-2nd Quarter Report October 2002 through Decem ber 2002 Major Repair Program-Expense 439/443 Lakes at Donner Way Mole#14 Canyonrrrri.Lakes TOTAL rrrr...w..nari..nrr.,.rw. Major Repair Program Construction and Repair Landscaping repair/replacement 2,230,00 0,070 0,00 2,7.30.00 Total Construction and Repair 2,230.00 0.0 07.00 2,230,00 Project Development Engineering Geotechnical Engineering apo 3,11:100 C= 3,113.00 Total Engineering 0.00 3,113.00 07.00 3,113.00 Project Management/oversight 0.070 2,541.50 5,253.50 7,805.0 Project Development-03ther 07 00 0.00 730.50 7300 Total Project Development 07.00 5,%4.50 5,994,007 11,648.50 Total Major Repair program 2,230.00 5,654.50 5,994.00 13,878M Gray-Bowen and Company,Inc. See Canyon Lakes CHAD 2nd Quarter Expense Report-Fy 2002r_,CM General Manager,Canyon Lakes GRAD Dated June 3,20X23 Canyon Lakes GHAD 2002/2003 Fiscal Year-2nd Quarter Report October 24012 through December 2042 Preventative Maintenance-Expense TOTAL AMONEMNOWNIM Preventative Malt&Opnx Admin Prev Malnd Opns program 4,3+060 Operations Incident Response/Hrnowanr fief moo That Operations moo 'fatal Preventative Maint&Opns 5,075W Gray-Bowmen and Company,Inc, See Canyon Lakes GRAD 2nct Quarter Sxpense Report.FY 20OZr General Mankyer,Carryon Lakes CHAD Detect June 3,2003 Canyon Lakes GHAD 2002/2003 Fiscal Year-2nd Quarter Report October 2002 through December 2002 Administration-Expenses TOTAL Administration office Expense postage and Delivery 15.77 Printing and Reproduction 42•6 Rent 1,12S.fl0 Telephone 571.66 Total Office Expense 1,755.06 5taffsngf Admin Support Accounting/Bookkeeping 2,707,00 General Manager Function 12,211—50 Update Assessenment Roll 222-00 Total StaCfingi Admin Support 15140M Total Administration 16,8 .55 Gray-8owen and Company,Inc. See Canyon Lakes CHAD 2nd Quaner Expense Report-FY 2C0Z20Q3 General Manager, Canyon Lakes GHAD Dated June 3,20ta3 Canyon lakes GHAD 2002/2003 Fiscal Year-2nd Quarter Report October 2002 through December 2002 Special Project-Expenses TOTAL. Special Projects Complete Reserve Study 2KOO Establish GS System 2,319.x'9 CHAD Association 527.00 update Pian of Control 592.00 Total Special Projects 3,50 Gray-Bowen and Company,Inc. See Canyon Lakes CHAD 2nd Quarter General Massager,Canyon lakes GHAD Expense Report-E1` Dated June 3.20M t� Q d r o, c t d C4, 8. V ..s O 'mat 't d iA va l r