Quarterly Report: 2010, January - March (Q3), Grayling

Community:
Grayling 
Staff:
Fred Broerman  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Grayling 
Population:
164  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
5/10/2010 
Community Sanitation Overview:
Water is derived from an infiltration gallery at Grayling Creek, treated, strored and piped throughout the community. All but three homes are connected to the piped water and sewer system. The remaining three have piped water. Grayling has recently upgraded the water treatement and plumbed 20 homes. A new landfill site has been funded. 
RUBA Status & Activities This Qtr:
On 10/2/09 RUBA staff got a hold of Charlotte Clark, City Clerk for the City of Grayling concerning doing a RUBA assessment. She said she would talk to the Mayor about it and get back to me on it. The city ordered fuel and received about 6,000 gallons for the water treatment plant the fuel will last them until next summer's fuel barge. Currently, the city water and sewer does not have an operator who is certified, but they have two operators now in training. Ms. Maillelle a concerned resident of Grayling called and voiced her concerns about the water and sewer system in Grayling. She said the city does not have a certified operator and she was afraid the system might freeze up this coming winter and shut down. I recommend she attend city council meetings and try to get the city council to act to correct this situation. On 10/7/09 the city was notified by the Alaska Rural Utility Collaborative (ARUC) in June 2009 that its utility management contract would be terminated because of numerous unmet operation and maintenance issues involving the city's water plant operator. The city was given until October 1, 2009 to resolve a list of issues in order to rejoin ARUC, but the issues were not resolved. Anticipating utility management problems, the city requested a RUBA assessment in September, which has been delayed due to scheduling problems with the community. RUBA staff have received calls from residents who are concerned the water and sewer system will freeze up this coming winter. The school and health clinic are connected to the system and will have to close if this happens. The city has enough fuel for the winter to use on the water and sewer system, but is lacking certified operators. On 12/8/09 Bethel RUBA staff was contacted by the mayor for the City of Grayling who stated that the water and wastewater system in Grayling was barely operating. The current operators do not have the experience or training to make needed repairs to the distribution system. The school and health clinic are connected to the system and if the system shuts down they would have to close. RUBA staff recommended the mayor call the Yukon Kuskokwim Health Corporation Remote Maintenance Worker (RMW) in Holy Cross to ask for assistance. RUBA staff also called the RMW and left a message for him at his office. The YKHC/RMW in Bethel was also notified by e-mail.  
RUBA Activities for the Coming Qtr:
In response to the recent change in utility management, RUBA staff will contact the community and offer to conduct a RUBA assessment of management capacity.
Scores:
 
Essential Indicators:
1 of 27
Sustainable Indicators:
0 of 27
Total Score:
1 of 54

Finances

Essential Indicators
Answer Question
No All revenues and expenses for the utility are listed in the utility budget.
No 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.
No 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.
No A monthly manager's report is prepared.
No Budget amendments are completed and adopted as necessary.
Finances Comments
Current financial information for the utility is not available.

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
Information on the accounting systems currently used to manage this utility is not available.

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.
No 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
Tax report and deposit information for the current utility management is not available. The City of grayling is listed on the November-December 2009 tax lien report.

Personnel System

Essential Indicators
Answer Question
Yes 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.
No The utility provides training opportunities to staff as needed and available.
Personnel System Comments
The City of Grayling is covered through the Alaska Municipal League. Information on the personnel system used by the current utility management is not available.

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
Current organizational management information for this utility is not available.

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
Current operational information for the utility is not available.