Title
Acting on behalf of County Service Area 34 - Rancho Rio Vista/Carmel Knolls and County Service Area 47 - Carmel Views:
a. Approve an increase in appropriations in the amount of $13,499 in the FY 2015-16 Adopted Budget for County Service Area 34 - Rancho Rio Vista/Carmel Knolls, Fund 068-3000-8198-RMA064, where the financing source is Unassigned Fund Balance, to fund the Canada Drive Emergency Storm Drain Repair Project and investigation of drainage issues at Rio Vista Road and Carmel Valley Road (4/5th vote required);
b. Authorize the Auditor-Controller to amend the budget for County Service Area 34 - Rancho Rio Vista/Carmel Knolls, Fund 068-3000-8198-RMA064, for FY 2015-16 by increasing appropriations in the amount of $13,499 where RMA Fund 068 Unassigned Fund Balance is the financing source to balance the appropriation increase (4/5th vote required);
c. Approve an increase in appropriations in the amount of $40,487 in the FY 2015-16 Adopted Budget for County Service Area 47 - Carmel Views, Fund 076-3000-8198-RMA072, where the financing source is Unassigned Fund Balance, to fund the Emergency Storm Drain Repair project and Guardrail Design Services (4/5th vote required); and
d. Authorize the Auditor-Controller to amend the budget for County Service Area 47 - Carmel Views, Fund 076-3000-8198-RMA072, for FY 2015-16 by increasing appropriations in the amount of $40,487 where RMA Fund 076 Unassigned Fund Balance is the financing source to balance the appropriation increase (4/5th vote required).
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors acting on behalf of County Service Area 34 - Rancho Rio Vista/Carmel Knolls and County Service Area 47 - Carmel Views:
a. Approve an increase in appropriations in the amount of $13,499 in the FY 2015-16 Adopted Budget for County Service Area 34 - Rancho Rio Vista/Carmel Knolls, Fund 068-3000-8198-RMA064, where the financing source is Unassigned Fund Balance, to fund the Canada Drive Emergency Storm Drain Repair Project and investigation of drainage issues at Rio Vista Road and Carmel Valley Road (4/5th vote required);
b. Authorize the Auditor-Controller to amend the budget for County Service Area 34 - Rancho Rio Vista/Carmel Knolls, Fund 068-3000-8198-RMA064, for FY 2015-16 by increasing appropriations in the amount of $13,499 where RMA Fund 068 Unassigned Fund Balance is the financing source to balance the appropriation increase (4/5th vote required);
c. Approve an increase in appropriations in the amount of $40,487 in the FY 2015-16 Adopted Budget for County Service Area 47 - Carmel Views, Fund 076-3000-8198-RMA072, where the financing source is Unassigned Fund Balance, to fund the Emergency Storm Drain Repair project and Guardrail Design Services (4/5th vote required); and
d. Authorize the Auditor-Controller to amend the budget for County Service Area 47 - Carmel Views, Fund 076-3000-8198-RMA072, for FY 2015-16 by increasing appropriations in the amount of $40,487 where RMA Fund 076 Unassigned Fund Balance is the financing source to balance the appropriation increase (4/5th vote required).
SUMMARY & DISCUSSION:
In June 2015, the Board of Supervisors approved the Budget for the County of Monterey which included the Budgets for CSA 34 - Rancho Rio Vista/Carmel Knolls and CSA 47 - Carmel Views (CSA 47). At the time of the budget preparation, no storm drain issues had been identified in either CSA. On January 7, 2016, County maintenance staff discovered erosion along a storm drain culvert along Canada Drive. The culvert is located in CSA 34 - Rancho Rio Vista/Carmel Knolls (CSA 34) and collects storm water runoff from CSA 34 on the west side of Canada Dr. CSA 47 is located along the east side of Canada Road and storm water from the CSA is collected by this same storm drain system.
It was determined that the Job Order Contracting (JOC) process would be the best process to complete the repairs necessary to avoid further erosion and potential roadside shoulder collapse. Granite Construction was selected to do the work, which was completed on January 27. It was determined that the cost for the repairs should be shared equally by both CSA 34 and CSA 47.
Additionally, another potential storm drain issue was identified on Carmel Valley Road and Rio Vista Drive. Storm water from CSA 34 is carried along a culvert along Rio Vista Drive to a storm drain inlet on Carmel Valley Drive. The inlet carries the water underneath Carmel Valley Road and is showing signs of failure. It is recommended that a video be taken of the storm drain piping to determine the cause of the issue.
Finally, the Carmel Views HOA which represents property owners in CSA 47 has requested the replacement of guardrail along portions of Outlook Drive and Pine Hills Drive in CSA 47. Staff has received a quote from Wallace Group in the amount of $26,000 to provide guardrail design services to be funded by CSA 47.
OTHER AGENCY INVOLVEMENT:
This item was presented to the Budget Committee on February 24, 2016.
FINANCING:
The total anticipated cost for the Canada Drive Storm Drain Repair Project is $23,598. CSA 34 will pay 50%, or $11,799, and funding will be provided by appropriating Unassigned Fund Balance (Fund 068, Department 3000, Unit 8198, RMA064) in FY2015-16. Also, an additional $1,700 is needed for the investigation of the storm drain issues at Rio Vista Drive and Carmel Valley Road. The total amount needed for all emergency work is $13,499. The Unassigned Fund Balance of $23,658 will be reduced to $10,159, a 57% reduction. The estimated annual operating expense is approximately $450 which is 25% of the estimated annual revenue.
CSA 47 will provide funding for the additional 50% ($11,799) of the Canada Drive Storm Drain Repair Project by appropriating Unassigned Fund Balance (Fund 076, Department 3000, Unit 8198, RMA072) in FY2015-16. Additionally, CSA 47 has a need for guardrail replacement along portions of Outlook Drive and Pine Hills Drive. The cost is estimated be an additional $37,538, which includes additional design costs, survey and project management. A portion of the funds allocated in the FY2015-16 Budget ($10,000) will be used to offset the additional costs of the guardrail design project. Finally, administrative costs and utilities are estimated to be $1,150 more than budgeted, making the total increase in additional appropriations $40,487. The Unassigned Fund Balance of $217,937 would be reduced to $177,450, a 26% reduction. The estimated annual operating expense is approximately $9,200 which is 40% of the estimated annual revenue.
Prepared by: Lynette Redman, Management Analyst III, 796-6038
Approved by: Benny Young, P.E., Interim Director of Public Works and Facilities
Approved by: Carl P. Holm, RMA Director
Date: January 27, 2016
Attachments: CSA 34 FY 2015-16 Financial Summary; CSA 47 FY 15-16 Financial Summary; BOS Memo Dated January 28, 2016; CSA 34 Location Map; CSA 47 Location Map (attachments on file with the Clerk of the Board)