Quarterly Report: 2012, October - December (Q2), Bethel

Community:
Bethel 
Staff:
Eli Jacobson  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Bethel 
Population:
5803  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
1/31/2012 
Community Sanitation Overview:
The City of Bethel has 5803 residents living in approximately 1700 functional housing units. Seventy-five percent of the City of Bethel is on water and sewer haul system. Tanker Trucks deliver water and evacuate sewer on a schedule requested by the customer. The remaining thirty percent has piped water and Sewer.  
RUBA Status & Activities This Qtr:
On December 22, 2011, September 9, 2011, June 3, 2011, and February 15, 2011 the city was sent a request for documents required for RUBA compliance and quarterly updates. There has been no response from the city regarding these requests. On December 22, 2011 an introductory letter informing the City of Bethel that a different Local Government Specialist has been assigned to them and request for information to update the RUBA quarterly report was sent. On December 12, 2011 through December 16, 2011 the Bethel Division of Community and Regional Affairs (DCRA) office held a Rural Utility Business Advisor (RUBA) Elected Officials workshop. The work shop was co hosted with Association of Village Council Presidents (AVCP). Eighteen council members representing tribal and municipal governments from eight communities were present including; Lower Kalskag, Marshall, Mt. Village, Russian Mission, Tuluksak, Kwigillingok, Kongiganak, and Bethel. A representative of AVCP also attended. The workshop was taught by three Local Government Specialist (LGS) from the Bethel and Fairbanks DCRA offices. Course material covered overview of government, roles and responsibilities, meetings, ordinances and resolutions, policies and procedures, financial management and sustainability.  
RUBA Activities for the Coming Qtr:
LGS staff will continue to communicate to the City of Bethel the need for a RUBA assessment.
Scores:
 
Essential Indicators:
4 of 26
Sustainable Indicators:
0 of 26
Total Score:
4 of 52

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.
No 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.
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.
No A monthly manager's report is prepared.
No Budget amendments are completed and adopted as necessary.
Finances Comments
As of January 4, 2012, the city has not responded to RUBA staff requests for documents necessary to determine essential and sustainable indicator compliance. A copy of the city's FY12 budget, adopted on June 14, 2011, was retrieved from the DCRA Financial Documents Delivery System and is on file at the Bethel regional office. The city uses budgeted general funds to purchase fuel from the Crowley Marine tank farms located in town on an as needed basis throughout the year.

Accounting Systems

Essential Indicators
Answer Question
No The utility has adopted a collection policy and actively follows it.
No The utility bills customers on a regular basis.
No An accounts receivable system is in place which tracks customers and reports past due accounts and amounts.
No An accounts payable system is in place.
No The payroll system correctly calculates payroll and keeps records.
No A cash receipt system is in place that records incoming money and how it was spent.
No The utility has a cash disbursement system that records how money was spent.
Sustainable Indicators
Answer Question
No A chart of accounts is used that identifies categories in a reasonable, usable manner.
No Monthly bank reconciliations have been completed for all utility accounts.
No 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
As of January 4, 2012, the city has not responded to RUBA staff requests for documents necessary to determine essential and sustainable indicator compliance.

Tax Problems

Essential Indicators
Answer Question
No The utility has a system to accurately calculate, track, and report payroll tax liabilities.
No The utility is current on filing tax reports.
No The utility is current on making tax deposits.
N/A 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
On December 22, 2011 a form requesting release of federal tax information from 2006 through 2011 was sent to the City of Bethel. At the time of this writing the city has not responded to this request. The state Department of Labor (DOL) was contacted on December 14, 2011. DOL verified that the City of Bethel is current on their Employment Security Contributions (ESC) account. The City of Bethel is not on the Lien Watch dated September-October 2011.

Personnel System

Essential Indicators
Answer Question
No The utility has a posted workers compensation insurance policy in effect.
Sustainable Indicators
Answer Question
No The utility has adopted and uses a Personnel Policy, which has been reviewed by an attorney, AML or Commerce for topics and language.
No 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.
No The utility has an adequate written hiring process.
No 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.
N/A The utility provides training opportunities to staff as needed and available.
Personnel System Comments
As of January 4, 2012, the city has not responded to RUBA staff requests for documents necessary to determine essential and sustainable indicator compliance.

Organizational Management

Essential Indicators
Answer Question
No The entity that owns the utility is known; the entity that will operate the utility is set.
No The policy making body is active in policy making of the utility.
No The policy making body enforces utility policy.
No The utility has an adequately trained manager.
No The utility has an adequately trained bookkeeper.
No The utility has an adequately trained operator or operators.
No The utility has adopted the necessary ordinances (or rules and regulations) necessary to give it the authority to operate.
Sustainable Indicators
Answer Question
No The utility has adopted an organizational chart that reflects the current structure.
No The policy making body meets as required.
No The utility complies with the open meeting act for all meetings.
Organizational Management Comments
As of January 4, 2012, the city has not responded to RUBA staff requests for documents necessary to determine essential and sustainable indicator compliance.

Operation of Utility

Essential Indicators
Answer Question
No The utility operator(s) are actively working towards necessary certification.
No 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.
No The utility is operating at the level of service that was proposed.
No 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.
No The utility maintains an inventory control list.
No The utility maintains a critical spare parts list.
Operation of Utility Comments
As of January 4, 2012, the city has not responded to RUBA staff requests for documents necessary to determine essential and sustainable indicator compliance.