Quarterly Report: 2010, July - September (Q1), White Mountain

Community:
White Mountain 
Staff:
 
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of White Mountain 
Population:
215  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
11/6/2009 
Community Sanitation Overview:
Water is derived from a well near the Fish River and is treated. All households and factilities are connected to the piped water and sewer system. The school was completely destroyed in a fire and the new school is under construction and will also be connected to the cities water sewer system. The City has also requested funding to relocate the landfill, the current site is not permitted. 
RUBA Status & Activities This Qtr:
 
RUBA Activities for the Coming Qtr:
Nome RUBA staff keeps in touch with the utility clerk and will continue to provide telephonic assistance. RUBA staff will make at least one on-site visit to update the RUBA assessment.
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
To date, the city has not completed the FY '10 budget, which includes the w/s utility department's budget. RUBA staff has called the utility and city clerks to remind them to complete the budget. Assistance has been offered if needed. The city is also part of NSEDC and receives funds to purchase adequate amount of fuel for the city and city-run utilities for the year. Sometimes, the fuel gets delivered a little too late in fall and the fuel barge has to wait for the river to get higher in order to reach the community in order to deliver the fuel. This has happened a few times in the past. The city does try to order the fuel as early as possible while the river is high during the summer.

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 is fairly proficient with Quickbooks Pro. She has been working as a utility clerk for several years. Norton Sound Economic Development Corporation (NSEDC) has provided assistance to w/s utility residential customers to help pay for the w/s utility bills. The assistance is up to $750 added for each customer. The monthly bill is deducted from the assistance funds. This has significantly reduced the past dues for the utility.

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 utility has a separate Federal Employer Identification Number (FEIN) from the City. This helps offset the work load for both the city clerk and utility clerk.

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 Utility has insurance and workers' compensation coverage with the Alaska Municipal League, Joint Insurance Association (AML-JIA). The city uses funds received from Norton Sound Economic Development Corp. (NSEDC) to pay for most or part of the insurance premium, including workers' compensation. All of the employees have been working for the w/s utility for a very long time. The city's personnel policies are fairly well established and comprehensive.

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 acts as the utility board. There are currently two vacant council seats up for election. Another council seat was declared vacant as the council member has moved out of town. The seat was vacated too late to appear in the upcoming municipal election ballot. RUBA staff is working with the city council and clerk to set up a special election within 60 days.

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 city/utility employees participate in the insurance provider's monthly safety teleconferences. Both the operators are certified at the level of service of its w/s utility system.