HomeMy WebLinkAboutMINUTES - 06032003 - C30 TO: BOARD OF SUPERVISORS AS THE BOARD OF DIRECTORS, WIEDEMANN RANCH
GEOLOGICAL HAZARD ABATEMENT DISTRICT ,,+�� Rn
FROM: MAURICE SHIU, PUBLIC WORKS DIRECTOR �✓
DATE: June 3, 2003
SUBJECT: ACCEPT and APPROVE the Fiscal Year 2002/2.003 Second Quarter Expense Report for the
Wiedemann Ranch Geologic Hazard Abatement District (GHAD) by the CHAD Manager,
William R. Gray, Gray-Bowen Co., Inc., San Ramon area. (District III) Project No. 7816-
6X5511
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
I. Recommended Action:
ACCEPT and APPROVE the Fiscal Year 2002/2003 Second Quarter Expense Report for the
Wiedemann Ranch Geologic Hazard Abatement District (CHAD) by the GHAD Manager, William R.
Gray, Gray-Bowen Co., Inc.
II. Fiscal Imp et:
There is no impact on the County General Fund. The Wiedemann Ranch GHAD is funded through
assessments levied on properties within the boundaries of the District, and portions of the District's
current expenditures are being reimbursed by the original developers of the property within the
boundaries of the District.
Continued on Attachment:X SIGNATURE:
,,-'AECOMMEN;ATION OF COUNTY ADMINISTRATOR
®R OMMENDATION OF BOARD COMMITTEE
,APPROVE OTHER
SIGNATURE(S):
ACTION OF BO ON JUNE 03, 200_4PPROVED AS RECOMMENDED xx OTHER
r
VOTE OF SUPER
xx UNANIMOUS(ABSENT NONE )
AYES: NOES:
ABSENT: ABSTAIN:
DISTRICT III 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
Supervisors acting as the GRAD Board on the date
shown.
SE:NC:sr
G:\GrpData\SpDist\Board Orders\2003\06-03-03 BO-(W)2nd Qtr Exp.Report.doc ATTESTED: JUNE 03, 2003
Originator: Public Works Department(Special Districts) JOHN SWEETEN,Clerk of the Wiedemann Ranch
Contact: Skip Epperly,(313-2253) GHAD Board of Directors and Board Administrator
cc: Assessor
Auditor-Controller
County Administrator By Deputy
County Counsel v'
Accounting
M.Morton,Eng.Svc,
Gray-Bowen Company
File
SUBJECT: ACCEPT and APPROVE the Fiscal Year 2002/2003 Second Quarter Expense Report for the
Wiedemann Ranch Geologic Hazard Abatement District (GHAD) by the CHAD Manager,
William R. Gray, Gray-Bowen Co., Inc., San Ramon area. (District 111) Project No. 7816-
6X5511
DATE: June 3, 2003
PAGE: -2-
111. Reasons for Recommendation and Background:
On September 1, 1998, the Contra Costa Board of Supervisors, pursuant to the provisions of Section
26550 of the Public Resources Code, adopted Resolution No. 98/438 and formed the Wiedemann Ranch
CHAD. On April 11, 2000, the GHAD's Board of Directors and the Contra Costa County Board of
Supervisors approved the annexation of the Presley Henry Ranch .Development (City of San Ramon
Subdivision 8188) into the Wiedemann Ranch CHAD. The Board of Supervisors is the Board of
:Directors of the District.
Gray-Bowen and Company, Inc., general Manager of the District has prepared and submitted the
attached Second Quarter Expense Report, Fiscal Year 2002/03, Wiedemann Ranch GHAD.
Expenditures by the District during the second quarter of this fiscal year totaled$31,612.62.
Expenditures under the District's Preventative Maintenance Program account for $11,326.66 or 36% of
the total expended during the second quarter of this fiscal year. This amount reflects work related to
monitoring of piezometers and horizontal drains and other work. Expenditures under the Administration
portion of the budget account for $13,891.96 or 44% of the Districts' expenditures this past quarter —
most relating to General Manager Function, and ongoing work associated with the 2000 annexation of
the Henry Ranch development into the District.
Portions of the second quarter expenditures are developer costs and will be reimbursed to the CHAD by
the Developer.
IV. Consequences of Negative Action:
The quarterly expense report for GHAD operations would not be available to residents and others with
an interest in the District.
�TA Geologic Hazard Abatement District
Ea Grey` Bowen and Company, 0c., General Manager
June 3, 2003
TO. Board of Directors
FROM: Gray-Bowen and Company, Inc., General Manager
Wiedemann Ranch Geologic Hazard Abatement District
By. William R. Gray, President
SUBJECT: Wiedemann Ranch GHAD, 2nd Quarter Expense Report, FY 2002/03
On September 1, 1998, the Contra Costa Board of Supervisors, pursuant to the provisions of
Section 26550 of thePublic Resources Cade, adopted Resolution No. 981438 and formed the
Wiedemann Ranch Geologic Hazard Abatement District(GHAD). Wiedemann Ranch is a.371
unit residential development along the south side of Norris Canyon Road near Bollinger Canyon
Road in the San Ramon area. On April 11, 2000, the GHAD's Board of Directors and the Contra
Costa County Board of Supervisors approved the annexation of the 100-unit Presley Henry
Ranch Development (City of San Ramon Subdivision 8188) into the District. The Board of
Supervisors is the Board of Directors of the District.
Gray-Bowen wid Company, Inc., General Manager, prepared this report, including the attached
spreadsheets. This report is the representation of managemenr and has not been audited,
reviewed or compiled by an independent accountant. Yhere may be classification and timing
differences between these reports and the accounting records maintained by Contra Costa
County; 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 Weide mann Ranch CHAD during the 2'd
quarter of the 2002103 fiscal year--October 1, 2002 through December 30, 2002:
FY 200212003
2"d Quarter Expenses
Annual Program %of
Category Expense Year-to-Date Budget Total
Budget
Major Repair Program $0.00 $0.00 $0.00
Preventative Maintenance Program $11,326.66 $12,547.39 $30,000.00 19.3%
Speciai Projects $6,394.00 $7,299.50 $15,000.00 11.2%
Administration $13,891.96 $20,615.68 $20,000.00 ' 31.7% ,
Total Expense $31,612.62 $40,463.07 $65,000.00 62.3%
t
Of this a=ount,$9,316 is anticipated to be reimbursed from one of the original developers of property within the
boundaries of the District sunder the provisions of the District's adopted Plan of Control.
1820 Bonanza Street, Suite 204 Walnut Creek, California 94596 (925) 947-1966 FAX(925)9473177
June 3, 2003
Page 2
Expenses. Expenditures for the second quarter of the 2002/03 fiscal year for the Weidemann
Ranch GHAD totaled$31,612,62. Details regarding expenditures by category are discussed
below and shown in detail in the attached spreadsheets.
1. Major Repair Program. No funds have been budgeted for and there were no expenses
under the District's Major Repair program. Under the District's adopted;Plan of Control
(POC), the original developers of the Wiedemann Ranch and Henry stanch portions of
the District are responsible for actions related to the prevention and/or repair of landslides
and/or potential landslides within the boundaries of the District until the date specified in
the POC. With the exception of an 'initial unit of the Wiedemann Ranch development,
the developers are responsible for all major repair activities within the District. The
District assumed responsibility for an initial phase of the Wiedemann Ranch project in
the fall of 2002. The District is not aware of any major landslide prevention or repair
projects within the boundaries of the District.
2. Preventative Maintenance Program. Expenditures under the District's Preventative
Maintenance and Operations (Plus) program for this quarter accounted for$11,326.66 or
36% of the total expenditures during the second quarter of the 2002/2003 fiscal year.
Work under this task during this past quarter included work on development of a
Preventative Maintenance Program; inventorying, locating and monitoring (by Engeo) of
GHAD maintained facilities within the accepted portions of the District (sub 7578); and
the cleaning out of a clogged storm drain line in the Wiedemann Ranch portion of the
District. Left unabated, the clogged storm drain line could have caused localized
flooding and/or created a potential landslide. District staff initiated the work to clear the
storm drain as an emergency due to the heavy rains experienced in the District in
November and December.
Since the storm drain line appears to have been clogged for quite some time,District staff
is working with the original developer of the property and may seek at least a partial
reimbursement for portions of this work. District staff is in the process of evaluating
whether or not some of the costs incurred in completing the inventory of facilities within
the area accepted by the District might also be reimbursable under the District's Plan of
Control.
3. Special.Projects. Expenditures trached under the Special projects portion of the
District's budget accounted for$6,394 or 20% of total expenditures during the second
quarter of the 2002/03 fiscal year. The majority of these charges related to finalizing the
update to the District's POC and circulating copies of said POC update to interested and
affected parties. A majority of the costs associated with the development and processing
of the update are the responsibility of the developer of the Henry Ranch portion of the
District. District staff has already invoiced the developer for these casts and
reimbursement is pending.
4. Administration. Expenditures under the Administrative portion of the District's budget
accounted for$13,891..96 or 44% of the District's expenditures for the second quarter of
the 2002/03 fiscal year. The bulk of these expenditures relate to the "General Manager
Function." This category relates to charges by Gray-Bowen and Company (GBC) for
overall administration of the GRAD. The majority of the charges by GBC and the
F*\DATA\G 9-kO iedemcnn TUnch\.4dminixuatiauwuuLal and Qururiy BudgcnTY 02-03\REvIsRD•2sd Qv F'Y 0:.03 Bxpense rptdc)c
June 3, 2003
Page 3
District's legal counsel under this category relate to ongoing work on issues related to the
2000 annexation of the City of San Ramon's Henry Ranch development into the District.
A number of issues associated with long-term maintenance of a wildlife habitat area
associated with the Henry Ranch project remain unsolved. District staff is currently
working with the developer(William Lyon Homes, Inc.), their legal counsel, the City of
San Ramon and local residents to resolve these issues. It is important to note that all
costs incurred by the District in dealing with these issues are the responsibility of the
developer and not the District. The District has already invoiced the developer and
anticipates full reimbursement during the Std quarter of the 2002/03 fiscal year.
District staff and consultants have noted that the three habitat conservation ponds
installed are not functioning properly. District staff has been in contact with the original
developer of this project, and consultants retained by the developer concur that the ponds
are not operating property. The developer has advised that he is in negotiations with the
National Fish and Wildlife Service, as well as the California Department of Fish and
Game, on an alternative plan. It now appears quite likely that the ponds may ultimately
be abandoned and would therefore no longer be the responsibility of the District.
Also included in this category is administrative support expenses incurred by the Contra
Costa County Public Works Department. These charges will be reimbursable by the
District under the provisions of a Joint Exercise Powers Agreement (JFPA) that was
scheduled for approval by the Board of Directors on January 21, 2003 (Resolution
12003/36).
Of the $3.1,61.2.52 in expenses incurred by the District during the 2nd quarter of the 2002/03
fiscal year, $9,316.00 is the responsibility of the original developer of the Henry Ranch project
(William Lyon Homes, Inc.) under the provisions of the District's Plan of Control. An invoice
has been forwarded to the William Lyon Homes, Inc, and reimbursement is anticipated during
the 3" quarter of the year. As noted above, District staff is in the process of evaluating
expenditures within the Wiedemann Ranch portion of the District that may be the responsibility
of Toll Brothers, the original developer of the'Wiedemann Ranch portion of the District. An
invoice to Toll Brothers will be forwarded if appropriate.
At the request of the developers of the two portions of the District (the Henry Ranch portion and
the Wiedemann Ranch portion), District staff is in the process of modifying its accounting and
bookkeeping software to facilitate development of separate reports related to expenditures in
these two areas of the District. Effective with the expense report for the 1`quarter of the
2003/04 fiscal year, this information will be provided with the quarterly expense reports. District
staff is prepared to provide this information for the period reflected in this report upon request.
If you have any questions or would like any additional information, please do not hesitate to call.
WRG/nc
attachments
P;\UAiA\GRAD$].s�Wiedemann:tanchV.d.rri,�isttsxisuLln:usi sad Quittcrly 9udge;sil�Y 02-031fifi�V', RL7-22d QtrFY 02.03 2:spoz 2A:Rpt doe
Wiedemann Ranch CHAD
200212003 Fiscal Year-2nd Quarter Report
October 2002 through December 2002
Preventative Maintenance-Expense
Total
Preventative maint 8.Opns
Admin Prev Malnt/Opns program 1,168.513
Oper afions
Incident Response/Hrnownr Ref 688.00
plez,subihortz drain morsttor 2,476.00
Total Operations 3,164.00
Preventative Maint Program
Debris cieanupt minor repair I_34&16
Initial Inventory 5,64$00
Total Preventative Maint Program g x,16
Total Preventative Matnt&Opns 11,326.66
Gray-Bowen and Company, Inc. See Wiedemann Ranch GHAb 2nd Quarter cxpenze Reoort-rY 200Z2EXt3
General Manager,Wiedemann Ranch GHAD bated June 3,20Ct3
Wiedemann Ranch CHAD
2002/2003 Fiscal `dear-2nd Quarter Report
October 2002 through December 2002
Administration-Expenses
`fatal
Administration
Legal l=ees
Special counsel 2,t335.G0
Total Legal Fees 2,895.00
Office Expense
Postage and Delivery 9.13
Printing and Reproduction 8.64
Telephone 122.33
Total Offlce Expense 140.10
Staffing/Admin Support
Accounting/Bookkeeping 1,348,00
General Manager Function
Update Assessment Roll' 1,250.00
Process Henry Ranch Annexation 906.50
General Manager Function-Other 6,89650
Total General Manager function 9,CS3.00
Total Staffing/Admin Support 10,401.00
Total Administration 13,436.10
`charges associated with this iters were rendered in the 1st quarter of 200212003,
but were not reflected in the 1st quarter Wiedemann Ranch CHAD reports
Gray-Bowen and company,irc. See Wiedemann Ranch GHAD 2nd Quarter Expense Report-FY 200V=
General Manager,Wiedemann Ranch GRAD Dated June 3,2403
Wiedemann Ranch GNAD
200212003 Fiscal Year-2nd Quarter Report
October 2002 through December 2002
Special Projects-Expenses
Total
Special Projects
72S-90Establish GIS System
"AD Association 24T0)
Update Pian of Control 6,394,00
Total Special projects 6394ClC}
Gray-Bowen and Company,Inc, See Wiedemann Ranch GMAD 2nd Quarter Expense Report-FY 2002C=
General Manager,Wiedemann Ranch GHAT Dated June 3,ZM3
Wiedemann Manch GHAb
2002/2003 Fiscal Yeah-2nd Quarter Report
October 2002 through December 2002
Wiedemann Ranch vs. Henry Ranch Charges
Henry Manch CHAD Wiedemann Ranch Total Charges'
Su +yet Catgggry GUM 4LHAD Ott2tser thro gh Decemhar
,20
Preventative Maintenance Program $0.00 $11,326.66 511,326.68
Administration 53.374.44 $8,081.66 $13436.10
Special projects $639.40 $5,764.60 $6,394.00
Gray-Sowen and Company,Inc. Sae Wiedemann Reach GHAb-2nd Quarter Expense Report-FY 2002/2c03
General Manager,Wiedemann Ranch GHAb bated.June 3,203