9:00 A.M. June 19, 2007

Transcription

1 04'7 1 PROCEEDINGS OF THE BOARD OF DIRECTORS COUNTY OF SANTA CRUZ FLOOD CONTROL AND WATER CONSERVATION DISTRICT, ZONE 5 MEETING Governmental Center Building 701 Ocean Street, Room 525, Santa Cruz, CA A- Roll Call Consideration of Late Additions c. Additions and Deletions 9:00 A.M. June 19, I ORAL COMMUNICATIONS - The Board will receive Oral Communications. Any person may address the Board during its Oral Communications period. Presentations must not exceed three minutes, must be directed to an item not listed on today's Agenda, and must be within the jurisdiction of the Board. Board members will not take actions or respond immediately to any Oral Communications presented, but may choose to follow up at a later time, either individually, or on a subsequent District Agenda. AS THE BOARD OF DIRECTORS OF THE SANTA CRUZ COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT, ZONE 5, approve minutes of May 15, 2007 AS THE BOARD OF DIRECTORS OF THE SANTA CRUZ COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT, ZONE 5, approve proposed budgets for Zone 5 and Zone 5 Expansion Construction for fiscal year 2007/2008 AS THE BOARD OF DIRECTORS OF THE SANTA CRUZ COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT, ZONE 5, reject all bids for the Storm Drain Replacement Project, Noble Gulch to Bay Avenue; direct Public Works to return in the Spring of 2008 with revised plans and specifications and re-advertise for construction in the summer of 2008 WRITTEN CORRESPONDENCE - The Board of Directors of the Santa Cruz County Flood Control and Water Conservation District, Zone 5, acknowledges receipt of the following items of correspondence which are on file with the District Secretary. Copies of all items listed on this Written Correspondence Agenda have been circulated to all members of the Board. The Board of Directors have received the following items of correspondence: A) Letter of Liz Nichols of the City of Capitola appointing Council Member Kirby Nicol to the Zone 7 Board of Directors and Ron Graves as alternate (January 29,2007) B) Letter of Liz Nichols of the City of Capitola appointing Council Member Kirby Nichol to the Highway 1 Construction Authority (January 29, 2007)

2 0472 PROCEEDINGS OF THE BOARD OF DIRECTORS COUNTY OF SANTA CRUZ FLOOD CONTROL AND WATER CONSERVATION DISTRICT, ZONE 5 MEETING June 19,2007 ACCOMMODATIONS FOR PERSONS WITH DISABILITES The County of Santa Cruz does not discriminate on the basis of disability, and no person shall, by reason of a disability, be denied the benefits of its services, programs, or activities. The Board of Supervisors' Chambers, located at 701 Ocean Street, Room 525, Santa Cruz, California is located in an accessible facility. If you are a person with a disability and wish to attend the meeting and you require special assistance in order to participate, please contact the Clerk of the Board at (831) (TDD number (831) ) at least 72 hours in advance of the meeting in order to make arrangements. Persons with disabilities may request a copy of the agenda in an alternative format. As a courtesy to those affected, please attend the meeting smoke and scent free. Note: The written materials for each item listed on this agenda are available to read on-line under the link labeled "Board Agenda and Minutes" at the County's website: -2-

3 0473 ACTION SUMMARY MINUTES COUNTY OF SANTA CRUZ FLOOD CONTROL AND WATER CONSERVATION DISTRICT, ZONE 5 MEETING May 15,2007 A- Roll Call Voting Members Present: Beautz, Pirie, Coonerty, Campos, Stone, Nicol Voting Members Absent: Daniels B. Consideration of Late Additions C. Additions and Deletions 1. ORAL COMMUNICATIONS - No one addressed the Board 1.I AS THE BOARD OF DIRECTORS OF THE SANTA CRUZ COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT, ZONE 5, APPROVED minutes of May 1, 2007 Motion made by Director Pirie, duly seconded by Director Coonerty Ayes: Pirie, Coonerty, Campos, Stone and Beautz Noes: None Absent: Daniels Abstain: Nicol 1.2 AS THE BOARD OF DIRECTORS OF THE SANTA CRUZ COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT, ZONE 5, ACCEPTED AND FILED report on the Storm Drain Replacement Noble Gulch to Bay Avenue bid award and directed Zone 5 staff to return to the Board on or before June 19, 2007, for contract award and funding options Motion made by Director Pirie, duly seconded by Director Coonerty Ayes: Pirie, Coonerty, Campos, Stone, Nicol and Beautz Noes: None Absent: Daniels Abstain: None

4 0474 Zone 5 Meeting- (continued) 1.3 AS THE BOARD OF DIRECTORS OF THE SANTA CRUZ COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT, ZONE 5, ADOPTED RESOLUTION NO accepting and appropriating unanticipated revenue in the amount of $34,000 from plan review and permit processing revenues Motion made by Director Pirie, duly seconded by Director Campos Ayes: Pirie, Coonerty, Campos, Stone, Nicol and Beautz Noes: None Absent: Daniels Abstain: None 1.4 AS THE BOARD OF DIRECTORS OF THE SANTA CRUZ COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT, ZONE 5, ACCEPTED AND FILED the third quarterly report of 2006/2007 Zone 5 Expansion Construction Revenue Motion made by Director Coonerty, duly seconded by Director Pirie Ayes: Pirie, Coonerty, Campos, Stone, Nicol and Beautz Noes: None Absent: Daniels Abstain: None -2-

5 0475 Zone 5 Meeting- (continued) Approved: Attest: Date: Chair, Board of Directors Clerk of the Board This set of Board of Supervisors Minutes is scheduled to be approved by the Board on June 19,

6 0477 County of Santa Cruz FLOOD CONTROL AND WATER CONSERVATION DISTRICT -ZONE 5 THOMAS L. BOLICH DISTRICT ENGINEER 701 OCEAN STREET, ROOM 410, SANTA CRUZ, CA (831) FAX (831) TDD (831) AGENDA: JUNE 19,2007 June 7,2007 BOARD OF DIRECTORS-ZONE 5 SANTA CRUZ COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT 701 Ocean Street Santa Cruz, CA SUBJECT: PROPOSED 2007/2008 ZONE 5 BUDGET Members of the Board: Presented below for your consideration are the proposed budgets, including requested supplemental changes, for Zone 5 Operations and Zone 5 Expansion Construction for fiscal year 2007/2008. Attachment I provides detail on each line item. ZONE 5 OPERATIONS Service Maintenance and Operations NPDES Inlet/Trap Cleaning Emergency Flood Control Services County Counsel Services Accounting and Audit Fees Zone 5 Master Plan Update Water Quality-NPDES Community Action Board Soquel Creek Sandbar Removal 3 8th Avenue Detention Basin Elec. and Mech. Upgrades 3 8th Ave Detention Basin Fencing Contingencies TOTAL 2006/ /2008 Allow Recom $ 425,000 $ 0 90,000 13,500 2, ,659 22,000 30,000 95, , , , ,000 13,500 2,200 7, ,000 20,000 30,000 30,000 70,000 45,791 $ 835,348 $ 1,003,491 The recommended financing for the Maintenance and Operations Program includes an estimated fund balance on June 30,2007, of $377,663 cancellation of designationheserves of $94,166, a tax levy share of $486,662, and other revenues of $45,000. 7w5

7 BOARD OF DIRECTORS-ZONE 5 Page -2- ' 0478 ZONE 5 EXPANSION CONSTRUCTION Service General Engineering & Public Service Permit Processing Field Inspection Plan Review Contingencies Minor Projects Master Plan CIP Improvements: Kinsley Street-Chanticleer Avenue to 17th Avenue Noble Gulch Storm Drain Replacement 38th Avenue, Floral Drive to East Cliff Outfall Animal Hospital/Bostwick Lane Contract Mattison Lane Drainage Improvements Arana Gulch Erosion Repair Project Capital Reserve TOTAL 2006/ /2008 Allow Recom $ 75,000 $ 83,000 36,000 45,000 10,000 10,000 14,000 20,000 50,117 50,000 30,000 30,000 1, , , , ,000 35,310 5,000 86, , (101o9.o2o $ 1,427,923 $ 1,234,520 The table below provides the fixed asset detail recommended for Zone 5 Expansion Construction - Index No for Index No./ New (N) Recommended Sub Object No. Quantity Description Amount / N Minor Projects f 30,000 1 R Noble Gulch Storm Drain Replacement 600,000 1 R 38th Avenue, Floral Drive to E Cliff Outfall 190,000 1 N kana Gulch Erosion Repair Project 92,500 1 R Capital Reserve 109,020 Total s The ExpansiodConstruction Program financing includes an estimated fund balance on June 30,2007, of $989,520, drainage fee revenue of $130,000, permit processing fee revenue of $65,000, and other revenue of $50,000.

8 BOARD OF DIRECTORS-ZONE 5 Page It is therefore recommended that your Board accept and approve the proposed budgets, including requested supplemental changes, for Zone 5 and Zone 5 Expansion Construction for fiscal year 2007/2008. Yours truly, * District THOMAS L. BOLICH Engineer TLB:RJF:mh Attachments RECOMMENDED FOR APPROVAL: County Administrative Officer copy to: Zone 5 Board of Directors John Barisone, Attorney, City of Capitola Public Works Department ZONE5BUDG.DOC

9 0480 ATTACHMENT I SANTA CRUZ COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT ZONE 5 BUDGET NARRATIVE INFORMATION ZONE 5 Maintenance and Ouerations $ This item pays for crew time, equipment time, and supplies for doing maintenance repair and construction of Zone 5 drainage facilities, such as clearing channels, storm drain inlets, and pipelines. NPDES Inlet/Trau Cleaning $150,000 This item pays for crew time, equipment time, and supplies for performing the storm drain catch basins and silt and grease trap cleaning to satisfy the Clean Water Act regulation and the storm water permit requirements. Emergency Flood Control Services $1 10,000 The amount budgeted for this item is for emergency work during winter rains. Countv Counsel Services $13,500 These funds pay for services fi-om County Counsel concerning ongoing operations of Zone 5. Accounting and Audit Fees $2,200 This item pays for accounting and related services provided by the Auditor-Controller or outside agencies for the Zone. Zone 5 Master Plan Update $7.000 This item is a Zone 5 contribution to the cost of updating the drainage master plan. Water Oualitv - NPDES $100,000 Development and enforcement of storm water management and urban runoff standards and practices for required County permitting, private development, and County activities will be funded from this budget item. Community Action Board $ This item pays for labor cost of maintenance activities completed by the youth of the Community Action Board under the supervision of County maintenance crews. Soquel Creek Sandbar Removal $ This item pays for crew time and equipment time for removal of the Soquel Creek sandbar and vegetation maintenance.

10 th Avenue Detention Basin Electrical and Mechanical Upgrades $30,000 This item pays for installing the electrical panels and pumps purchased in May 2007 for the detention pond drainage system on 38th Avenue. 38th Avenue Detention Basin Fencing $70,000 This item pays for the cost of replacing the deteriorating fence bordering the detention basin. Contingencies $ These funds, not committed to a specific project or service, are held in reserve to augment the committed funds in other items when necessary and to deal with unexpected maintenance and operations responsibilities which arise. EXPANSION CONSTRUCTION General Engineering and Public Services $ Engineering staff time to perform the duties and responsibilities of the Zone is funded from this item. Permit Processing $45,000 This budget item funds engineering staff time for drainage review of development permits in the Zone. Field Inspection $10,000 Field inspection of development projects proposed and under construction within the Zone are funded from this item. Plan Review $ This budget item provides funding for completing review of at-cost projects. Contingencies $ These funds, not committed to a specific project or service, are held in reserve to augment the committed funds when necessary and to deal with unexpected maintenance and operations responsibilities which arise. Minor Projects $30,000 This item pays for staff design and construction services in connection with small projects which arise in the Zone on a regular basis. Noble Gulch Storm Drain Replacement $ This item pays to replace the existing storm drain between Noble Gulch and Bay Avenue in the City of Capitola. z-ace*s

11 I th Avenue, Floral Drive to East Cliff Outfall $190,000 This item will pay for the cost of drainage improvements on 38th Avenue to be completed in conjunction with a Redevelopment Agency Project. Animal Hospital/Bostwick Lane Contract $5,000 This item will pay for the drainage easement across the animal hospital private property to the water course behind the property. Arana Gulch Erosion Repair Proiect $ This item is a Zone 5 contribution to repair the Arana GulcWBlue Trail Gully erosion problem. Capital Reserve $ These funds are not committed to a specific project this fiscal year and are available to assign to capital improvement projects as needed. ZONE5BUDG.DOC

12 0483 County of Santa Cruz FLOOD CONTROL AND WATER CONSERVATION DISTRICT -ZONE 5 THOMAS L. BOLICH DISTRICT ENGINEER 701 OCEAN STREET, ROOM 410, SANTA CRUZ, CA (831) FAX (831) TDD (831) AGENDA DATE: JUNE 19,2007 June 5,2007 BOARD OF DIRECTORS-ZONE 5 SANTA CRUZ COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT 701 Ocean Street Santa Cruz, CA SUBJECT: STORM DRAIN REPLACEMENT PROJECT, NOBLE GULCH TO BAY AVENUE IN CAPITOLA, BIDS REJECTION Members of the Board: On April 26,2007, the Department of Public Works received four bids for the subject project. The low bidder was Earthworks Paving Contractors, Inc., of Capitola, California in the amount of $669,166. The other bids were in the amounts of $863,346, $933,125 and $940,940. Including contingencies, overhead, inspection and engineering, the total cost for this project would be over $890,000 using the low bid. The approved amount in the 2006/2007 budget year is $523,000. A request was made to the City of Capitola for a funding contribution towards this project (letter attached). Capitola s official response is attached, and they have declined to provide any funding for this project and requested that we consider lining the existing pipe. We are surveying the bidders to find out why their bids are so high and if changes can be made to the plans and specifications that would lower future bids. We will also again review if there are any other alternative repair methods such as suggested by Capitola that would be less expensive. We are proposing to reject all bids, revise the plans and specifications where possible based on the survey results and re-advertise for bids. Since the construction window is limited by the October 15 deadline set by the Fish and Game permit, it will be necessary to wait until next spring to re-bid in time for construction in the summer of The condition of the pipe will continue to be monitored and repaired if needed in the meantime. It is therefore recommended that the Board of Directors take the following action: 1. Reject all bids for the Storm Drain Replacement Project, Noble Gulch to Bay Avenue. 1.3

13 0484 SANTA CRUZ COUNTY BOARD OF SUPERVISORS Page Direct Public Works to return in March of 2008 with revised plans and specifications and re-advertise for construction in the summer of Yours truly, T THOMAS L~OLICH District Engineer TLB : RJF : Ih Attachments RECOMMENDED FOR APPROVAL,: r \ I - County Adzistrative Officer copy to: Public Works Zone 5 Board of Directors Steve Jesberg, City of Capitola John Barisone, City of Capitola

14 County of Santa Cruz rl 0485 THOMAS L. BOLICH DISTRICT ENGINEER STEVE JESBERG DIRECTOR OF PUBLIC WORKS City of Capitola 420 Capitola Avenue Capitola, CA FLOOD CONTROL AND WATER CONSERVATION DISTRICT -ZONE OCEAN STREET, ROOM 410, SANTA CRUZ, CA (831) FAX (831) TDD (831) May 16, 2007 SUBJECT: STORM DRAIN REPLACEMENT, NOBLE GULCH TO BAY AVENUE IN CAPITOLA As you may recall, the subject project was put out to bid last summer and received no bids. We advertised the project again in April 2007 and received four bids. The low bid was $669,166, and the other bids were in the amounts of $863,346, $933,125 and $940,940. Including contingencies, inspection, engineering, and overhead, the total cost using the low bid will be over $890,000. Available funding in the Zone 5 budget for this project is $523,000. This leaves a funding shortfall of $367,000. In order to award the contract, we are requesting that the City of Capitola contribute as much of the shortfall as possible, preferably at least half of the additional cost or approximately $180,000. We feel that this contribution is justified in as much as the project is within the city limits of Capitola and is necessary to protect the residence and the City park which are adjacent to the pipe. The park would not exist except for the fact that the pipe exists. The pipe was placed in what was once a continuation of the upstream gulch and bacmilled to create what is now the park land. The requested contribution from the City is consistent with many other projects that are cost shared with Zone 5, the Redevelopment Agency, and private developers. It is rare in this day and age that Zone 5 completely funds a drainage improvement project without contributions from other benefitting parties. We are reporting back to the Zone 5 Board on June 19,2007, with recommendations on whether to award the contract. A commitment of funding from the City of Capitola will be necessary to proceed with the project now or in the future. In order to know what our recommendation to the Zone 5 Board will be, we would need a determination and commitment from the City of Capitola as soon as possible and preferably before June 7,2007. If you have any questions, please don't hesitate to call me at (83 1) r- RJF:mh nob1ecostsharemh.wpd Director of Public Works zw5

15 CAPITOLA AVENUE CAPITOLA, CALIFORNIA TELEPHONE (831) FAX (83 I ) May 3 I, 2007 Mr. Thomas Bolich Director of Public Works County of Santa Cruz 701 Ocean Street, Rm 410 Santa Cruz, CA Subject: City of Capitola Contribution to the Noble Gulch Storm Drain Replacement Project Dear Tom, At their meeting last night the City Council for the City of Capitola chose not to participate in funding the Noble Gulch Stom Drain Replacement Project. The Council did not want to set a precedent of funding other agency projects and also believes that Zone 5 should seek other repair alternatives for this portion of pipeline. The Council also raised concern about the spread in the bids received and expressed concern over the likelihood of additional expenses once the project began. The City of Capitola and the County have a strong history of working togethlr on projects of mutual benefit, and the Council is certainly interested in continuing this partnership where each agendy pays for its share of the improvements, such as the Burlingame Avenue Sewer and Street Improvement Project and the 38" Avenue Sidewalk and Drainage Project. Regarding the Noble Gulch Pipeline, a lining project that adds structural strength to the pipeline, improves flow characteristics and repairs the leaks in the existing pipeline may be worth investigating. While we realize that the existing pipeline does not have the theoretical 1 00-year event capacity that your agency typically designs for, the long term history of this pipeline has no history of flooding and given the high price to replace it, a lower cost repair project may be worthwhile. As always, I look forward to continuing OUT mutual cooperation on projects and services to the residents of the County and City., Public Works Dlfector,~ C: City Council

16 CAPITOLA AVENUE CAPITOLA, CALlFORNlA TELEPHONE (831) FAX (831) January 29,2007 Tom Bolich Director of Public Works Coiunty of Santa Cruz 701 Ocean Street, Room 410 Santa Cruz, CA RE: HIGHWAY 1 CONSTRUCTION AUTHORITY REPRESENTATIVE Dear Mr. Bolich, This is to inform you that the City of Capitola, at its January 18, 2007 meeting, appointed Council Member Kirby Nicol to serve as the City s representative on the Highway 1 Construction Authority. Council Member Nicol s contact information is: Capitola Road Capitola, CA If you have any questions regarding this information, please feel free to call me. Sincerely, CITY OF CAPITOLA Liz Nichols Records Coordinator cc: KirbyNicol.;.. _...., P:\City Clerk\CommitteesUiwy 1 Construction Authority Appt.d

17 CAPITOLA AVENUE CAPITOLA, CALIFORNIA TELEPHONE (831) FAX (83 1) January 29,2007 Rachel Fatoohi County of Santa Cruz Public Works Department 701 Ocean Street, Rm. 410 Santa Cruz, CA RE: APPOJNTMENT OF CITY COUNCIL FU5PRESEN ATIVE TO THE SANTA CRUZ COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT, ZONE 5 Dear Ms. Fatoohi, At its January 18, 2007 meeting, the Capitola City Council appointed Council Member Kirby Nicol as the City s representative to the Zone 5 Board. In addition, Council Member Ron Graves was appointed to serve as his alternate in the event Council Member Nicol is unable to attend a meeting. Please send all meeting information to the City s representatives at the following addresses: Kirby Nicol Capitola Road Capitola, CA Ron Graves (Alternate) 420 Riverview Avenue Capitola, CA If you have any questions regarding the council s appointments, please feel free to contact me at W. Sincerely, CITY OF CAPITOLA.... Liz NichalS.,.. Records, Coordinator,.,.... cc: KirbyNicol,.. Ron Graves..:.. P:\City Clerk\Committees\Zone V Appt Ltr Nicol 1-07.doc