Quarterly Report: 2013, October - December (Q2), 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:
2/8/2013 
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:
During a June 23, 2010 visit, the mayor and clerk voiced concerns about the potential of serious problems next winter with the city's water treatment plant and the system's faulty water mains and service lines. Apparently the city clerk's home and other residences have been without running water since November 2009 due to winter pipe freeze-ups and associated damages. There are 13 vacant homes no longer fit for human inhabitance that need water lines tapped off. The mayor thinks faulty water lines to the vacant residences are why the community has one of the highest per residence water consumption rates in the state. During the fall of 2009 attempts were made to tap off the service lines to these residences but mechanical breakdowns and problems securing parts for the city's backhoe kept the project from being completed. According to the mayor the city has been able to hire two reliable employees to maintain the community's water treatment plant who need a second opportunity to pass the state certification tests. She asked that Bethel RUBA staff send the city training notices for provisional water treatment and distribution certificates. On June 25, 2010, The July 1- December 31, 2010 Alaska Training Coalition Calendar was faxed to the city office. Grayling was a charter member of Alaska Rural Utility Collaborative (ARUC) but their membership was terminated on June 30, 2009 due to unreliable locally hired operators and the citys failure to respond to ARUCs attempts to assist themy in resolving their water system problems. During the summer of 2012 Grayling hired two city clerks who are relatively new to local government. Bethel regional office staff has been working with them as they learn their new positions. One of the clerks attended a RUBA UTM Utility Clerk training held in Anchorage, September 10-14, 2012.  
RUBA Activities for the Coming Qtr:
Bethel regional office staff will be encouraging the new city clerks and city council to begin to submitting documents necessary for RUBA compliance on a quarterly basis.
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
Financial information for the city has not been provided. Therefore the essential and sustainable indicators for the 'Finances' section of the RUBA assessment could not be evaluated and had to be marked 'No'.

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
Accounting information for the city has not been provided. Therefore the essential and sustainable indicators for the 'Accounting Systems' section of the RUBA assessment could not be evaluated and had to be marked 'No'.

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 city has not been provided. Therefore the essential indicators for the 'Tax Problems' section of the RUBA assessment could not be evaluated and had to be marked 'No'.

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
A September 14, 2012 query done on the Department of Labor's Worker's Compensation employer database indicates that the city has workers' compensation insurance for its employees through Alaska Municipal League Joint Insurance Association. Other Information about the personnel system for the city has not been provided. Therefore the sustainable indicators for the 'Personnel System' section of the RUBA assessment could not be evaluated and had to be marked 'No'.

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 the city has not been provided. Therefore the essential and sustainable indicators for the 'Organization Management' section of the RUBA assessment could not be evaluated and had to be marked 'No'.

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
Operational information for the city has not been provided. Therefore the essential and sustainable indicators for the 'Operation of the Utility' section of the RUBA assessment could not be evaluated and had to be marked 'No'.