Quarterly Report: 2008, July - September (Q1), Ouzinkie

Community:
Ouzinkie 
Staff:
Tammy Helms  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Ouzinkie 
Population:
191  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
10/17/2007 
Community Sanitation Overview:
Water is supplied by a dam on Mahoona Lake and Katmai Creek, is treated, and piped throughout the City. The system serves 80 homes and commercial facilities. A piped sewage system, central septic treatment system, and sludge disposal site are used for waste. Over 90% of all homes are completely plumbed. The City needs a 400,000-gallon water tank for adequate treatment and storage. Refuse is collected by the City. A new landfill site was recently completed. The community participates in a hazardous waste collection program, but would like a facility to recycle scrap metal. Electricity is provided by City of Ouzinkie.  
RUBA Status & Activities This Qtr:
The City of Ouzinkie has recently completion of its Phase 4 water storage tand and transmission line project. Before the project RUBA staff assisted in explaining how to calculate water rates for the customers that would cover expenses and a R and R account. The City Clerk is on task with election material timeline chores. The City Council has two 3 year seats one 2 year seat and one 1 year seat open. 
RUBA Activities for the Coming Qtr:
RUBA staff will continue to work with the community as needed via telephone, fax and on-site visits.
Scores:
 
Essential Indicators:
27 of 27
Sustainable Indicators:
19 of 27
Total Score:
46 of 54

Finances

Essential Indicators
Answer Question
Yes All revenues and expenses for the utility are listed in the utility budget.
Yes The utility has adopted a balanced realistic budget.
Yes Monthly financial reports are prepared and submitted to the policy making board.
Yes The utility is current in paying all water/wastewater electric bills.
Yes The utility has on hand a year's adequate fuel supply or it has a financial plan to purchase an adequate supply.
Yes The utility is receiving revenues (user fees or other sources) sufficient to cover operating expenses.
Sustainable Indicators
Answer Question
No The utility is receiving revenues (user fees or other sources sufficient to cover operating expenses and Repair & Replacement (R) costs.
No YTD revenues are at a level equal to or above those budgeted.
No YTD expenditures are at a level equal to or below those budgeted.
Yes A monthly manager's report is prepared.
Yes Budget amendments are completed and adopted as necessary.
Finances Comments
The water and sewer revenues combined with a subsidy from the electricity revenues are sufficient to cover operating expenses. A point to be highlighted is that the City of Ouzinkie has established an R and R account.

Accounting Systems

Essential Indicators
Answer Question
Yes The utility has adopted a collection policy and actively follows it.
Yes The utility bills customers on a regular basis.
Yes An accounts receivable system is in place which tracks customers and reports past due accounts and amounts.
Yes An accounts payable system is in place.
Yes The payroll system correctly calculates payroll and keeps records.
Yes A cash receipt system is in place that records incoming money and how it was spent.
Yes The utility has a cash disbursement system that records how money was spent.
Sustainable Indicators
Answer Question
Yes A chart of accounts is used that identifies categories in a reasonable, usable manner.
Yes Monthly bank reconciliations have been completed for all utility accounts.
Yes The utility has a purchasing system that requires approval prior to purchase, and the approval process compares proposed purchases to budgeted amounts.
Accounting Systems Comments
The City Clerk/Treasurer is a long time employee who manages the city finances. The community uses QuickBooks and the clerk has received formal training in the program. The utililty manager uses a self-created Excel spreadsheet to manage the utility finances. It is a fairly sophisticated spreadsheet.

Tax Problems

Essential Indicators
Answer Question
Yes The utility has a system to accurately calculate, track, and report payroll tax liabilities.
Yes The utility is current on filing tax reports.
Yes The utility is current on making tax deposits.
Yes If there are any past due tax liabilities or recorded tax liens, a lien release has been issued or a repayment agreement has been signed and repayments are current.
Tax Problems Comments
There have not been any tax issues recently. There are no known tax issues this quarter. The city staff signed a tax release authorization; IRS and DOL reported the community is in compliance.

Personnel System

Essential Indicators
Answer Question
Yes The utility has a posted workers compensation insurance policy in effect.
Sustainable Indicators
Answer Question
Yes The utility has adopted and uses a Personnel Policy, which has been reviewed by an attorney, AML or Commerce for topics and language.
Yes The utility has adequate written job descriptions for all positions.
No The utility has adopted and follows a written personnel evaluation process that ties the job description to the evaluation.
Yes The utility has an adequate written hiring process.
Yes The utility has personnel folders on every employee that contain at least: I-9, Job Application and Letter of Acceptance.
No The utility has a probationary period for new hires that includes orientation, job training/oversight, and evaluations.
Yes The utility provides training opportunities to staff as needed and available.
Personnel System Comments
The City's current hiring process requires that job notices are posted with the job title and description for 10 days. Interested applicants apply within the City office. There is currently no probationary period for employees. Training opportunities to staff are provided as funds allow or opportunities by other sponsors come available.

Organizational Management

Essential Indicators
Answer Question
Yes The entity that owns the utility is known; the entity that will operate the utility is set.
Yes The policy making body is active in policy making of the utility.
Yes The policy making body enforces utility policy.
Yes The utility has an adequately trained manager.
Yes The utility has an adequately trained bookkeeper.
Yes The utility has an adequately trained operator or operators.
Yes The utility has adopted the necessary ordinances (or rules and regulations) necessary to give it the authority to operate.
Sustainable Indicators
Answer Question
Yes The utility has adopted an organizational chart that reflects the current structure.
Yes The policy making body meets as required.
Yes The utility complies with the open meeting act for all meetings.
Organizational Management Comments
The City Clerk stated that the Council is active in making and enforcing policy. The Utility Manager and bookkeeper appear to be knowledgeable and well versed in the utility in all aspects from billing to the obstacles that the utility faces. The City of Ouzinkie has two trained utility operators. The Council has reviewed and revised the necessary ordinances that allow the utility to operate productively.

Operation of Utility

Essential Indicators
Answer Question
Yes The utility operator(s) are actively working towards necessary certification.
Yes The utility has a preventative maintenance plan developed for the existing sanitation facilities.
Sustainable Indicators
Answer Question
Yes The manager receives a monthly O&M report from the utility operator and routinely "spot checks" the facilities to see that the maintenance items are being completed.
No The utility has a safety manual and holds safety meetings.
Yes Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.
Yes The utility is operating at the level of service that was proposed.
Yes The operator provides status reports to the manager on a routine basis.
Yes The utility has completed and distributed its "Consumer Confidence Report".
Yes The utility is not on the "Significant Non-Complier" (SNC) list.
No The utility maintains an inventory control list.
No The utility maintains a critical spare parts list.
Operation of Utility Comments
The City has two qualified water operators in both water and waste water treatment and distribution. The preventative maintenance plan developed for the sanitation facility is posted on the wall at the water treatment plant. The Utility Operator reports to the Utility Manager when there is a problem or if he can foresee one. He also gives status reports when the system is running well. A copy of the CCR was posted on the wall at the City office. The utility operator and Council try to keep needed critical spare parts on hand.