Quarterly Report: 2008, October - December (Q2), Stebbins

Community:
Stebbins 
Staff:
Melissa Taylor  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Stebbins 
Population:
596  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
1/24/2008 
Community Sanitation Overview:
Major improvements have been funded and planned for many years to enable a piped water and sewer system, with household plumbing. Residents currently haul water and deposit honeybucket waste in bins. Water is derived during the summer from Big Clear Creek, is treated and stored in a 1,000,000 and 500,000-gallon steel water storage tank. There is a central watering point at the washeteria, distributed from the tank via plastic pipelines. A reservoir is planned to alleviate winter water shortages. DEC has approved the landfill for use, although it is not permitted. Refuse is collected by the City from central bins. Electricity is provided by AVEC. 
RUBA Status & Activities This Qtr:
It is unknown if the City of Stebbins continues to meet RUBA essential indicators and most sustainable indicators. A new schedule of the water and sewer projects for Stebbins was formulated by Alaska Native Tribal Health Consortium (ANTHC). Originally, ANTHC committed to having design and permits ready for late 2006 construction of a sewage lagoon. Separate plans have been produced for the water reservoir, water treatment plant, water main, sewer mains, and service lines. The main reason that the project had to be redesigned is due to affordable operation and maintenance costs. The monthly water and sewer bill is estimated to now be $100 a month per household. A revised business plan is pending. Gregory Mike, Water Operator, was certified in December for Water Treatment Level 1 and OIT Water Distribution. Due to RUBA staff turnover travel to Stebbins was not made this quarter, additionaly messages left for the city administrator from RUBA staff have been left unanswered. It is not known at this time when a trip to Stebbins will occur. The City has still not indicated a desire to have RUBA staff visit their community. 
RUBA Activities for the Coming Qtr:
Upon the City's request, Nome RUBA staff is available to travel to Stebbins upon request.
Scores:
 
Essential Indicators:
27 of 27
Sustainable Indicators:
21 of 27
Total Score:
48 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
Yes The utility is receiving revenues (user fees or other sources sufficient to cover operating expenses and Repair & Replacement (R) costs.
Yes YTD revenues are at a level equal to or above those budgeted.
Yes YTD expenditures are at a level equal to or below those budgeted.
Yes A monthly manager's report is prepared.
No Budget amendments are completed and adopted as necessary.
Finances Comments
Monthly financial reports are prepared and submitted by the City Administrator. The City currently bills customers $16 a month for trash and honeybucket haul. The water sewer utility and washeteria are receiving revenues sufficient to cover operating expenses although the sewage service revenue could be increased.

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 keeps manual and computer records with QuickBooks 2004. Both systems accurately track customer accounts,employees, expenditures and revenues. The collection policy is difficult to enforce and will need improvement with a new piped water and sewer system in place.

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 City uses QuickBooks 2004 to calculate, track and report payroll liabilities. They are current on filing their tax reports and making tax deposits.

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 has insurance coverage through the Alaska Municipal League/Joint Insurance Association.

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 Administrator and Clerk have many years of experience with municipal government. It will be necessary for both to receive training on the development of a new water and sewer ordinance. In the future, day to day management may necessitate the hiring of a trained utility manager. City staff would also benefit from a RUBA sponsored utility management training.

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
No 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.
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.
No 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
Gregory Mike, Water Operator, became certified as Level 1 Water Treatment and re-certified Operator-In-Training for wastewater collection and treatment. The new system will require Level II Water Treatment and Distribution and Level I in Wastewater Collection System. This training should be pursued diligently.