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HomeMy WebLinkAboutMINUTES - 06222004 - C.14 Of TO: BOARD OF SUPERVISORS, AS GOVERNING BOARD OF THE BLACKHAWK GEOLOGICAL HAZARD ABATEMENT DISTRICT FROM: MAURICE M. SHIU,PUBLIC WORKS DIRECTOR DATE: June 22, 2004 SUBJECT: ACCEPT and APPROVE the FY 2004/2005 Program Budget for the Blackhawk Geological Hazard Abatement District,Danville area. SPECIFIC REQUEST(S)OR RECOMMENDATIONS)&BACKGROUND AND JUSTIFICATION L Recommended Action: ACCEPT and APPROVE the attached FY 2004/2005 Program Budget for the Blackhawk Geological Hazard Abatement District(CHAD),Danville Area, and the following proposed"Sources and Uses of Funds"table: Blackhawk Geological Hazard Abatement District Budget FY 2004/2005 Sources And Uses of Funds Table Beginnia2 Fund Balance-July 1,2003 $820,903 Sources of Funds* Contributions from M-23 $1,300,000 Interest on Investments $40,000 Other income 0 Total Sources of Funds $1,340,000 Total Available Funds $2,160,903 Uses of Funds Major Repair Program {Acct Code 23191 $450,000 Preventative Maintenance {Acct Code 2282} $267,000 Program Special Projects {Acct Code 24]9} $92,500 Administration and PW {Acct Code 2310)&{Acct Code 501 1} $236,900 Total Uses of Funds $110461400 Reserve Avallable/Estimated Ending Fund Balance June 30,2005 $9,114;503 "Source of Funds Estimated Continued on Attachment X SIGNATURE: ,IRCOTIi RECOMMENDATION OF BOARD COMMITTEE kPPROVE OTHER SIGNATURE(S)- ACTION IGNA'T'URE S -ACTION OF BOA ON APPROVED AS RECOMMENDED,, OTHER JANE 22, 2004 VOTE OF SUk )SORS I hereby certify that this is a true and correct copy of an action v XX UNANIMOUS(ABSENT ) taken and entered on the minutes of the Board of Supervisors on AYES- NOES. the date shown. ABSENT: ABSTAIN: ATTESTED: JI3NE , 200 4 6W'cmm G:1CsrpDatalSpDistlBoard Orders\Blackhawk CrHAb ISO 2004\06-22-05 Blackhawk C`xHAD Bt).doo JOHN SWEETEN,Clerk of the Board of Supervisors and Contact: Eric Whan(313.2242) County Administrator W. County Administrator Assessor Auditor-Controller By ,Deputy Community Development t/ County Counsel D.Morabe,Special Districts SUBJECT: ACCEPT and APPROVE the FY 2004/2005 Program Budget for the Blackhawk Geological Hazard Abatement District,Danville area. DATE: June 22,2004 PAGE: 2 II. Fiscal impacts No impact on the County General Fund. The Blackhawk CHAD is funded through revenues generated by County Service Area M-23. iii. Reasons for Recommendations 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. Resolution No. 86/209 provided for the addition of geologic hazard abatement extended services to County Service Area M-23 (Blackhawk area). Resolution No. 86/210 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 GHAD. Resolution No. 86/211 approved a Joint Exercise of Powers Agreement(JEPA)between the County and the GHAD, to among other things, provide for the funding of the GRAD by the transfer of a portion of CSA M- 23 revenues. The budget anticipates completing I1 deferred Major Projects and reactivates a Preventative Maintenance Program. The Preventative Maintenance Program is essential to keep CHAD assets in operation, especially surface and subsurface slope drains. The above "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 of the Board. Kleinfelder, Inc. is now proposing that the Board accept the attached proposed Program Budget and approve the "Sources and Uses of Funds"table(above). IV. Consequences of Neeative Action. The GHAD will not have an approved budget as required by the original formation of the GRAD. Consequently, repairs will be delayed and potentially result in increased costs due to enlargement of the slide areas. RLACKHAWK GEOLOGIC HAZARD ABATEMENT DISTRICT PROPOSED PROGRAM BUDGET FOR FISCAL YEAR 2004-2005 June 2, 2004 Blackhawk CHAD:Board of Directors Contra Costa County Board.of Supervisors c/o Eric Whan, CHAD Liaison 255 Glacier Drive :Martinez, CA 94553-4$97 SUBJECT: Proposed Program Budget for Fiscal Year 2004-2005 Ladies and Gentlemen: Attached is the proposed program budget for the Blackhawk Geologic Hazard Abatement District for the fiscal year 2004-2005. The proposed program budget is $1,046,400. On a percentage basis the budget expenses breakdown as follows: • Major Repairs 43 percent • Preventative Maintenance and Operations, 25 percent ■ Special Projects 9 percent • Administration. 23 percent The budget anticipates a contribution of $293,600 to the reserve fund that is estimated to be $1,1.14,503 on June 30, 2005. A summary of the expenses is shown on Table 1, page 5 followed by brief descriptions of each budget item on pages 7 through 13. Very truly yours, Blackhawk Geologic Hazard Abatement District Richard Short General Manager Keinfelder, Inc. O:\GrpData\SpDist\Board Orders\Blackhawk CHAD BO 2404\06-22-05 Blackhawk BO Attachments.doc 2 Distribution list: Blackhawk Home 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 94566 Tennis Villas at Blackhawk C/o CMJ Associates Inc. P.O. Box 190 Pleasanton, CA 94526 Saddleback at Blackhawk C/o Jean Bates &Associates 3840 Blackhawk Road# 120 Danville, CA 94506 P.Q. Box 3428 Danville, CA 94526 Silver Oak Townhomes at Blackhawk Canyons at Blackhawk C/o Miramonte Company 1225 Alpine Road#206 Walnut Creek,CA 9459€ Attention: Lin Yates Blackhawk Country Club 599 Blackhawk Club Drive Danville, CA 94506 Attention: Larry Marx, General Manager Supervisor Millie Greenberg 309 Diablo Road Danville, CA 94526 Attention: Kathy Chiverton, Chief of Staff G:\GrpData\SpDist\Board OrdersUackhawk CHAD BO 2004\06-22-05 Blackhawk B©Attachments.doc 3 Blackhawk Geologic Hazard Abatement District Proposed Program Budget for Fiscal Year 2003/2004 The following proposed line item program budget summarizes the anticipated expenditures for fiscal year 2004/2005 for the Blackhawk Geologic Hazard Abatement:District and is divided into the following four categories: Major Repairs Major repairs are slope repairs and drainage improvement projects that are required typically because of slope damage resulting from previous winters. Major repairs are contracted out to vendors based on County contracting procedures and policies. Generally major repairs have a minimum contract value of$10,000. Preventive.Maintenance And Operations Preventive Maintenance and Operations includes all routine repairs, cleanup, maintenance, monitoring and response to homeowners concerns that occur on an annual basis regardless of the preceding slope damage from winter rains. The goal of preventive maintenance is to keep the CHAD assets in operational condition and identify potential slope stability problems before they occur so that measures can be taken to prevent landsliding. Typical CHAD assets include concrete lined ditches, subdrainage systems, groundwater measuring instrumentation, and slope slope debris catchment features. preventive maintenance also includes preparations for emergency response to rain caused slope damage such as stock piling erosion protection and slope stabilization supplies. Special Projects The GHAD has ongoing and new efforts identified as "Special Projects„ which are activities requested by the Board such as the revised "flan of Control" or projects designed to improve the District's operational effectiveness. Administration Administrative expenses are required to operate the GHAD and implement the projects. Administrative expenses include the General Manager, clerical and accounting staff, office expenses, legal support and County Public Works personnel support. A summary of the proposed Fiscal Year 2004/2005 .Budget is presented in Table 1. GACrrpUata\SpDist\Board Qrders\Blackhawk GHAD 80 2004\06-22-05 Blackhawk BO Attachments.doc 4 Table 1 -a Summary of Proposed Fiscal Year 2003/2004 Budget Major Repairs 917 Eagle Ridge Drive 65,000 4478/4494 Deer Ridge Road 100,000 2265 Deer Oak Lane 50,000 Silver Oak Townhomes 35,000 Dec 15, 2002 Rain Event Followup,Repairs 130,000 Unanticipated Sites 50,000 Landscape ReTlacement (associated with re airs 20,000 Total Ya jorPrpjects $450,000 43% Preventative MaintenancelOperations Preventative Maintenance Drainage Storm Drain Systems(Major Repairs) 10,000 B-58 Concrete Lined Ditches Maintenance Cleanup 45,000 Repair and replacement 30,000 Retention Basins 5,000 Subdrain Systems 10,000 Cleanout Horizontal Drains 25,000 Subdrain Pumps 2,000 Piezometers 5,000 Settlement Monitors 1,000 Minor Repairs <$10,000 40,000 Winterizing 10,000 Emergency Response 20,000 Debris Benches 15,000 Subtotal $133,000 Operations Piezometer Monitoring 4,500 Inclinometer Monitoring 10,000 Horizontal Drain Monitoring 4,500 Subdrain Monitoring 4,000 Settlement Monitoring 1,000 Incident Response/Homeowner Relations 25,000 Subtotal $34,500 Total Preventative Mqintenanc&10 perations $267,000 25% Special Projects Plan of Control (Presentations to HOA's, etc.) 3,000 Reserve Study Update 2,500 Test Fill Program 45,000 GIS/GPS Sysems 20,000 Accounting Audit 15,000 Homeowner's Manual 4,500 Communications Program_ 2,500 Total LVpecial Ero Lects $92,500 9% GAGrpData\SpDist\Board Orders\Blackhawk GHAD BO 2004\06-22-05 Blackhawk BO Attachments.doc 5 Administration I Legal Fees General Counsel-CCC Counsel 19,000 Special Counsel 15,000 CSDA membership 2,000 Public Works 15,000 I Office Expenses Rent 22,500 Telephone 2,500 Postage and Delivery 400 Printing and Reproduction 1,500 € Office Supplies 1,000 Staffing/Administrative Support Accounting/Bookkeeping 36,000 Training and Education 2,000 General Manager 120,000 Total Administration $236,900 23% TOTAL PROPOSED BUDGET $1,046,400 100% I Available Funds I Estimated Beginning Fund Balance--July 1, 2004* $820,903 Estimated Contributions from M-23 $1,300,000 j Estimated Interest on Investments 40,000 Other Income 0 Total Available Funds $2,160,903 Uses of Funds Major Projects $450,000 Preventive Maintenance 267,000 Special Projects 92,500 Administrative and PW 236,900 E Total Use of Funds $ 1,046,400 Estimated Reserve Available lEndin Fund balance June 30, 2005 $1,114,503 *July 1, 2004 balance based on unaudited estimate. Q\GrpData\SpDist\Board Orders\Blackhawk CHAD BO 2004\06-22-05 Blackhawk B©Attachments.doc 6 DESCRIPTION OF BUDGET ITEMS A brief description of each of the budget item categories is presented below. Major Repairs 917 Eagle Ridge Dave A minor landslide exists on the slope behind this property. It is proposed to repair this slide using a remove and replacement scheme. Estimated cast$65,000 447814494 Deer Ridge Road During the storm that occurred on December 15, 2002 the slope behind several properties on Deer Midge Road began to fail. The near surface sails began to move creating an undulating surface on the slope. Several test pits excavated on the slope revealed that the depth of the unstable slide mass was about two to three feet. The slope extends several hundred feet down to State Lands and is not accessible with conventional construction grading equipment. A slope stabilization technique is being developed at the GHAT) Test Site that will stop further movement and hold the near surface soil layer in place. This method referred to as "Plate Piles" will reduce the cost of repair significantly. Estimated cast$80,000 2265 Deer Oak Lane The landslide on the slope behind 2265 Deer Oak Lane was repaired by the CHAD about 10 years ago. The repair included a three foot high wooden landscape type retaining wall below the base of a large retaining wall both constructed by the GHAD. The lower wooden wall has deteriorated and is falling over. It is planned to replace the wooden wall with a Keystone wall. Estimated cost$60,000 Silver Oak 1 ownhomes Several of the town homes on Silver Oak Lane have experienced distress related to slope creep, fill settlement and inadequate foundation design and construction. The GHAD previously installed a retaining structure designed to minimize creep forces at the crest of the slope where wooden decks have been constructed. This creep reduction structure did not work. Currently, it is our understanding that litigation or threatened litigation by the home owners is a possibility. Although, the GHAD plan of Control excludes repairs for creep distress, the precedent set by the construction of GAGrpData\SpDist\Board Orders\Blackhawk GHAD BO 2004\06-22-05 Blackhawk BO Attachments.doc 7 the creep reduction wall may involve the GHAD in a settlement of this ongoing problem. Estimated cast$45,000 December 15, 2002 Rain went Frrtlrrw-u R€pairs During the winter storm of December 15, 2002 over sixty mudflows were reported to the GHAD. Each site was stabilized using winterization materials including the placement of sheet plastic to restrict water infiltration and secured against the wind until they could be repair in the dry season. In the summer of 2003 twenty-two of the more severe landslide sites were repaired. About 40 sites remain un-repaired. Each of these sites will be reviewed and sites that require repair will be addressed. Many of these sites can be improved using the "Plate Pile" method currently being evaluated at the Fest Site. Estimated cost$130,000 Landscape.Replacement In conjunction with the repair of the storm damage at the forty sites remaining, it is anticipated that a number of sites will require remedial landscaping. Estimated cost$20,000 Preventative Maintenance and Operations Preventative maintenance generally includes drainage issues. Operations includes ongoing monitoring programs and responding to homeowner concerns. Details of the proposed budget for, each of these categories are listed below. Drainage Storm Drain Systems The CHAD maintains all storm drains related to slope drainage from the slope to the curb. It is anticipated that major repairs such as replacing a catch basin or a section of concrete pipe will be required. Estimated cost$10,000 B-58 Concrete Lined Ditches The GHATS maintains over twelve miles of concrete lined V-ditches located on the common slopes. Annually before the rainy season, the ditches are cleaned of eroded soil deposits and debris so that they flow freely. Isolated cracks and open construction joints caused by soil expansion and creep require repair that may include patching or replacement of sections of the V-ditches. G:\GrpData\SpDist\Board OrdersUackhawk GHAD BO 2004\06-22-05 Blackhawk BO Attachments.doc 8 Estimated cost$75,000 Retention Basins The GHAD has maintained three retention basins by cleaning out accumulated siltation after winter storms. In the previous fiscal year the largest retention basin at Hole No. 1 I was dredged and returned to operation. It is anticipated that siltation cleanup will be less of a problem this fiscal year. Estimated cost$5,000 Subdrain Systems The GHAT? maintains miles of subdrain systems that have been installed over the years both as part of the original grading plan and those installed as part of landslide repairs. In a number of cases the subdrains flow into sumps below the ground surface and they require pumps to direct the flaw to the storm drainage system. Maintenance expenses include cleaning subdrains and checking pumps for proper operation. Estimated cost$1.0,000 Horizontal Over 267 horizontal drains are maintained by the CHAD. Maintenance includes checking and repairing the outlet structure, roto rooting the pipe and cleaning any debris that may be clogging the pipe. Estimated cast$25,000 Subdrain Pumps The GHAT) maintains a subdrain outlet pump that is located below the ground surface. Periodically the pump needs servicing and the control panel needs checking for replacement of the electronics. Estimated cost$2,000 Piezometers and Settlement Monitors Piezometers and settlement monitors were installed during grading required for the development of the residential community and subsequently by the CHAD as part of landslide investigations and repair programs. Routinely, these assets require maintenance, installation of new instrumentation and possibly abandonment of obsolete sites. Estimated cast$6,000 G:1GrpData\SpDist\Board OrdersiBlackhawk CHAD BO 2004106-22-05 Blackhawk 130 Attachments.doc 9 Minor Repairs Every year unanticipated minor repairs are required for a variety of circumstances related to the condition of GHAT} drainage systems. These repairs average less than $10,000 per incident. Estimated cost$40,000 Winterization Prior to the onset of winter rains slopes that are exposed to potential erosion from heavy rain are winterized with the installation of erosion protection measures. Examples of erosion protection include hyro-seeding, plastic sheeting, wattling, hay bales or jute mesh. Estimated cost$10,000 Emergency Response During the winter rainy season the GHAD responds to many drainage incidents on short notice in emergency situations where property damage is threatened. These incidents typically involve clogged storm drains at the base of slopes or flooded residential properties due to the overflow of runoff from.clogged V-ditches. In severe cases these responses can be the initiation of slope stabilization measures in preparation for a major repair. Estimated cost$20,004 Debris Benches Debris benches are located on slopes throughout the development to collect eroded soil resulting from heavy runoff. Periodically, CHAD cleans these benches to re- establish their capacity to collect and contain mudflows. Estimated cost$15,000 Operations ns An inventory of hundreds of 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 CHAD receives phone calls from homeowners regarding slope stability or drainage issues. The GAGrpDatalapDist\Board QrdersUackhawk CHAD BO 2004'06-22-05 Blackhawk BO Attachments.doc 10 General Manager and the Operations Manager make calls on the homeowners to address their concerns. Estimated cost$34,500 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. PIan of Control The operations of the CHAD are defined by the Plan of Control. The original Plan of Control document was general in nature and did not address many of the circumstances that have arisen during the GHAD's existence. Consequently, the Board of Supervisors requested an updated Plan of Control. The updated document was prepared and submitted to the Board of Supervisors for approval and implementation. It is anticipated that several presentations to the various HOA's will be made to clarify the Plan of Control exclusions and limitations. Estimated cost $3,000 Reserve Study Updote The GHAD reserve fund study was completed in the FY02I03. The reserve study calculates the annual contribution required by the GHAD to build and maintain sufficient funds for emergencies based on past weather patterns and slide repair costs. The study should be updated annually to reflect the actual contributions and reserve balance. Estimated cost $2,500 Test Fill Study The GHAT) has implemented a test fill program creating a demonstration fill slope that is being studied to determine the typical adverse effects of slope creep, settlement, leafing pipes and other common problems the GRAD routinely deals with. Typical foundations for wooden decks are being constructed showing he benefit of deepened footings or piers to minimize creep distress, A homeowner manual presenting guidelines for maintenance and construction of appurtenant structures located near slopes will be prepared as a result of the test findings. Estimated cost$45,000 G:\GrpUata\SpUist\Board Orders\ lackhawk GHAD BO 2004106-22-05 Blackhawk Btu Attachments.doc 1 t GISfGPS Systems CHAD 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 CHAD 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$20,000 Accounting Audit The GHAD has engaged an accounting firm to perform an audit of its finances and to provide advice regarding accounting practices and software systems. Estimated cost$15,000 Communications At the request of the Board, GHAD developed a communications plan during the last fiscal year. This program is designed to keep the homeowners up to date on the GHAD operations and developments. To date the meetings have been held with the homeowner's associations, the Country Club and County personnel to explain GHAD activities. The CHAD has implemented a web page for public information. Elements of this program still need to be implemented with regard to the Community Education such as creating a Newsletter, a Brochure, and the Homeowner Manual. Estimated cost$7,000 Administration The administration of the CHAD includes all costs associated with legal support, County Public Works liaison, office expenses, and staffing. Brief descriptions follow. Leal The CHAD incurs legal expenses from. both County Counsel and periodically from outsourced Special Counsel. The CHAD is currently working with County Counsel and the HOA to finalize an agreement regarding storm sewer maintenance and replacement. Special Counsel typically handles lawsuits and settlement issues for the GHAD, as required. The CHAD participates in the California Special Districts Association to keep abreast of legislative actions relevant to its operations. G:\GrpData\SpDist`Board Orders\Btackhawk CHAD BO 2004\06-22-05 Slackhawk BO Attachments.doc 12 Estimated cast$52,000 Public Works The CHAD's liaison with the Board is provided by Eric VVhan with the Contra Costa Public Works Department. In addition, CHAD will periodically discuss its activities with.Public Works personnel to seek advice and consent. Estimated cost$15,000 gffice Expenses Office administrative expenses include rent, telephone, postage, printing and reproduction, and office supplies. CHAD maintains an office in the Blackhawk community so that it can operate effectively by being close to the project sites, respond in a timely fashion to the homeowner's needs and be available to meet with homeowners. Estimated cost$27,900 Sta The CHAD 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 CHAD issues and communications regarding its activities. The administrative staff is responsible for accounting/bookkeeping, clerical and construction management support. Training and Education are also included. Estimated cost$258,000 G:\GrpData\SpDist\Board Orders\Blackhawk GHAT)Bid 2004\06-22-05 Blackhawk BO Attachments.doc 13