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

Community:
Elim 
Staff:
Leroy Seppilu  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Elim 
Population:
309  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
1/31/2012 
Community Sanitation Overview:
Water is derived from a well and is treated. BIA and HUD housing, and water and sewer systems built by PHS in 1974, have provided residents with piped water and sewer, indoor water heaters and plumbing and in-home washers and dryers. Waste flows out to a sewage treatment plant with ocean outfall. The landfill is not permitted. The City needs a new water source, since water shortages occur and to replace cracked PVC pipes. 
RUBA Status & Activities This Qtr:
Nome RUBA staff assisted and worked with newly re-elected mayor, Edwin Kotongan, write a response letter to a barge company that had billed the city $4,500 for repairs to the water and sewer mains the company had damaged while delivering material to the community. RUBA staff continues to draft the response letter, and at the mayor's request, will travel to the community to complete the response letter. The city had completed the repairs on it own, costing the city several more thousand dollars. 
RUBA Activities for the Coming Qtr:
*RUBA staff will make at least one trip to the community to work with the mayor and city council to draft and finalize a response letter to the barge company that it charged to the city for the damages it did to city-owned water and sewer mains. *Continue drafting and finalize the city's water and sewer ordinances.
Scores:
 
Essential Indicators:
27 of 27
Sustainable Indicators:
27 of 27
Total Score:
54 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.
Yes Budget amendments are completed and adopted as necessary.
Finances Comments
The city bookkeeper was on medical leave for several months, but has completed monthly financial reports to October, 2011. The city is current with electricity bills, including the water and wastewater department. The city ordered 25,000 gallons of diesel fuel in early spring; the fuel was delivered late August, 2011. The fuel is sufficient for a year.

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 has a comprehensive water and wastewater ordinance, which includes procedures for collection of past due water and sewer bills. The bookkeeper regularly sends out monthly water and sewer bills. The bookkeeper is proficient with Quickbooks Pro. The city uses all aspects of Quickbooks for financial management.

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 for payroll records, filing federal and state tax reports. The city downloads federal Form 941 and state ESC quarterly tax reports to complete the reports. The city is current with payroll tax reports and payments. The IRS and Department of Labor have deemed the city compliant at this time.

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 a current general liability and workers' compensation coverage through Alaska Municipal League Joint Insurance Association (AMLJIA). The city has an updated and comprehensive personnel policy that includes hiring policy and a written personnel evaluation process that ties the job description to the evaluation. The utility provides training opportunities to staff as they become available.

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 is the policy making body of the water and sewer department. The new city clerk held a successful municipal elections and the city council certified the election results. The new city council re-elected, Edwin Kotongan, as mayor. The city clerk is the supervisor for all the city employees, including the water and sewer department. The bookkeeper manages the department's finances.

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".
Yes 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
The water and wastewater operators continue to receive training from NSHC-Office of Environmental Health's Remote Maintenance Worker as needed. City employees attend an AML-JIA sponsored safety teleconferences held monthly. As of October, 2011, the city is not on the Significant Non-Compliance list. The city has completed its 2010 Consumer Confidence Report (CCR) with the assistance of Nome-based Norton Sound Health Corporation, Office of Environmental Health, NSHC-OEH. The city has an inventory control list and a critical spare parts list created during an Alaska Native Tribal Health Consortium sanitation project. The lead engineer is also an engineer from ANTHC.