Quarterly Report: 2008, April - June (Q4), Selawik

Community:
Selawik 
Staff:
Margaret Hansen  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Selawik 
Population:
828  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
7/31/2008 
Community Sanitation Overview:
The community has piped water and sewer throughout the entire community now. 96% fully piped. Water plant upgrades and river pump system are being evaluated now for possible future projects. DEC has been in Selawik to do an evaluation of the water quality doing a Comprehensive Performance Evaluation which will be helpful to determine what changes needs to be implemented. 
RUBA Status & Activities This Qtr:
RUBA staff received the signed and approved RUBA agreement. A work plan will be drafted between the city and RUBA outlining the goals and responsibilities of each party to reach those goals. Kotzebue RUBA staff plans to travel to Selawik second week of August to do a follow up assessment and draft the work plan. RUBA staff was in contact with Alaska Municipal League/Joint Insurance Association (AML/JIA), at the request of the city, regarding a report of possible non-compliance. Selawik was having difficulties meeting insurance premiums. RUBA staff assisted Selawik in contacting AML/JIA and working out an agreement to assure furture municipal payments from the state would be assigned to AML/JIA. In addition, RUBA staff was contacted by Alaska Energy Assistance (AEA)regarding Selawik's unpaid fuel loan. RUBA staff encouraged Selawik to convey to AEA the cash crisis they are experiencing and work out a repayment agreement.  
RUBA Activities for the Coming Qtr:
RUBA agreement is approved and signed. Staff will make plans with administrator to travel to address cash flow issues as well as up date the assessment.
Scores:
 
Essential Indicators:
23 of 27
Sustainable Indicators:
22 of 27
Total Score:
45 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.
No 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.
No 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 council has passed and approved their increase of water/sewer fees to $130.00 a month based on rate study done by RUBA with staff and operator. Hopefully this will at least cover the expenses.

Accounting Systems

Essential Indicators
Answer Question
No 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 bookkeeper reported that the council will review the utility rate and give staff approval to disconnect those still not in compliance. All accounting is done using quickbooks and the bookkeeper does a good job keeping up with all the accounting system.

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
The IRS has deemed Selawik in compliance at this time. The city is also in compliance with state tax liabilities.

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.
Yes 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.
Yes 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 is in the process of updating their insurance and working out a payment plan.

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.
No 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
Enforcement of utility policy, especially in the area of collections, still needs to be documented. RUBA staff will attempt to travel to Selawik once the agreement has been finalized. A work plan addressing the deficient essential and sustainable indicators will be drafted and assistance provided.

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.
Yes The utility has a safety manual and holds safety meetings.
No 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".
No The utility is not on the "Significant Non-Complier" (SNC) list.
Yes The utility maintains an inventory control list.
Yes The utility maintains a critical spare parts list.
Operation of Utility Comments
The system needs new hardware to resolve the violations that have them on the significant non-compliance list. This will require installation of a new recorder that records higher values. A new water treatment plant is in early stages of design. Insufficient funding for the proposed water treatment system has stopped progress for now. Inadequate operator attention combined with lack of automation and inadequate treatment capacity have resulted in the majority of their treated water quality problems.