Quarterly Report: 2008, January - March (Q3), Point Hope

Community:
Point Hope 
Staff:
Margaret Hansen  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Point Hope 
Population:
  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
5/7/2008 
Community Sanitation Overview:
The community of Point Hope has piped water and sewer services provided by the North Slope Borough. RUBA staff will need to get more detailed information on community sanitation. 
RUBA Status & Activities This Qtr:
RUBA staff traveled to Point Hope on January 16-18, 2008 to assist the new mayor, bookkeeper, and clerk with an application for a Non-NPRA capacity build grant for the North Slope Borough. Ideas for the grant request were discussed, cost estimates gathered, and a financial statement created to support the application. The Non-NPRA grant from the borough will help with debts to IRS, Xerox and an old bank loan. RUBA staff also assisted in writing job descriptions and creating a new Excel document for financial reporting. City staff and the maor have agreed to provide financial reports to the city council each month. RUBA staff plans a return visit in April to provide training and assistance with drafting of the FY09 budget. The City of Point Hope notified RUBA staff that they had received the grant applied for with RUBA assistance in the amount of $220,000. The grant will be used for financial management programs. 
RUBA Activities for the Coming Qtr:
RUBA staff will travel to Point Hope this next quarter to provide continued training to new Mayor and staff on budgeting and financial management as well as grant management.
Scores:
 
Essential Indicators:
18 of 19
Sustainable Indicators:
15 of 18
Total Score:
33 of 37

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
No 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.
Yes Budget amendments are completed and adopted as necessary.
Finances Comments
The new Mayor has some understanding of financial management being on the council for the last two years. He requested FY 09 budget training and assistance this next quarter. Hopefully with the new grant from the North Slope borough to repair and replace facility problems, he will be able to start saving funds into an account to use for future repair and replacement costs.

Accounting Systems

Essential Indicators
Answer Question
N/A The utility has adopted a collection policy and actively follows it.
N/A 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
North Slope Borough operates all utilities but the city maintains all accounting procedures following their budget for their general fund.

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
With the savings the city will be able to realize utilizing the North Slope grant, they will be able to pay off their IRS debt by the end of the summer which is down to just $29,000.00. They are keeping current with all their deposits and 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.
No 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.
No 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
They have workmen's compensation coverage until 6/08. With the new Mayor and recent training provided, it is hoped that they will be able to follow the evaluation process and update their personnel folders.

Organizational Management

Essential Indicators
Answer Question
Yes The entity that owns the utility is known; the entity that will operate the utility is set.
N/A The policy making body is active in policy making of the utility.
N/A The policy making body enforces utility policy.
No The utility has an adequately trained manager.
Yes The utility has an adequately trained bookkeeper.
N/A The utility has an adequately trained operator or operators.
N/A 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 new Mayor has been on the job for three months now and wishes to receive further training on budgeting and financial management which RUBA staff would like to provide this next quarter.

Operation of Utility

Essential Indicators
Answer Question
N/A The utility operator(s) are actively working towards necessary certification.
N/A The utility has a preventative maintenance plan developed for the existing sanitation facilities.
Sustainable Indicators
Answer Question
N/A 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.
N/A The utility has a safety manual and holds safety meetings.
N/A Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.
N/A The utility is operating at the level of service that was proposed.
N/A The operator provides status reports to the manager on a routine basis.
N/A The utility has completed and distributed its "Consumer Confidence Report".
N/A The utility is not on the "Significant Non-Complier" (SNC) list.
N/A The utility maintains an inventory control list.
N/A The utility maintains a critical spare parts list.
Operation of Utility Comments
The North Slope Borough operates and maintains all sanitation facilities.