Quarterly Report: 2009, April - June (Q4), Golovin

Community:
Golovin 
Staff:
Leroy Seppilu  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Golovin 
Population:
167  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
8/10/2009 
Community Sanitation Overview:
The City of Golovin is responsible for the management of the water supply and storage system, as well as water treatment plant and washeteria. In conjunction with Alaska Native Tribal Health Consortium (ANTHC), a community-wide piped water and sewer system was constructed last year. Water is pumped from Chinik Creek, treated, and stored in three heated water storage tanks. A new 1.2 million-gallon water tank has been built and a new washeteria is still under construction. At present, there are twenty six commercial and residential customers in the downtown area.  
RUBA Status & Activities This Qtr:
Nome RUBA staff traveled to Golovin April 29 to May 1. The purpose of the trip was to meet with the city council and staff to discuss finances and administration. The city's FY09 budget review showed that $66,000 in revenue from water sales to the school had been overlooked. Also, the city has approximately $1,000 in accounts receivable from past due utility bills because Norton Sound Economic Development Corporation (NSEDC) has a community assistance program to help pay electric, fuel oil and water/wastewater utility bills. Each residential customer received at least $700 to pay for water/wastewater utility bills over the last year. Residential customers pay $162 a month for water/wastewater utility services. The city council has also given approval to participate in Alaska Native Tribal Health Consortium's (ANTHC) Alaska Rural Utility Collaborative (ARUC) Program. When the city will begin participating in the program is not known. The city was late in submitting quarterly tax reports and payment for the first quarter of 2009 because of staff turnover; however, a new city clerk has been hired. The city council also would like to form a utility board, since utility issues take up most of the city council meetings. RUBA staff will assist in formation of a utility board. An informal RUBA management assessment was made to review where the city was financially and how it was operating the water/wastewater system. Alaska Rural Utility Collaberative (ARUC) has taken over the management of the water/wastewater system. It is too early to determine where the utility stands now. 
RUBA Activities for the Coming Qtr:
RUBA staff will monitor the water/wastewater utility and provide telephonic advise and assistance.
Scores:
 
Essential Indicators:
26 of 27
Sustainable Indicators:
23 of 27
Total Score:
49 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.
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.
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.
No Budget amendments are completed and adopted as necessary.
Finances Comments
The city bookkeeper makes monthly financial reports using QuickBooks Pro. A monthly financial report format was reviewed with the bookkeeper that is acceptable to RUBA Assessment requirements.

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 utility clerk bills water and sewer customers on a monthly basis. ARUC has taken over the billing and should be reflected next quarter.

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 is compliant with both IRS and Alaska Department of Labor's of Employment Security Division quarterly tax reports and payments. The bookkeeper has extensive experience with tax and tax reports.

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 bookkeeper has worked for the city for a long time and is familiar with record keeping. She may need a moderate/advanced training with QuickBooks Pro.

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 council meets regularly and hold special meetings to discuss water/wastewater utility issues. ARUC has taken over the management of the water/wastewater utility effective May 2009.

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.
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".
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
Wayne Henry is certified in Level 1, Water Distribution. Level 2 certification will be necessary for the new system. There are no major management issues with management of the utility. The city however is on the SNC list for Stage 1 and RADS violations. The regional remote maintenance worker is working with the city to resolve the issues.