Quarterly Report: 2014, October - December (Q2), Russian Mission

Community:
Russian Mission 
Staff:
Eli Jacobson  
DCRA Regional Office:
Bethel 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Russian Mission 
Population:
312 (2012 DCCED certified estimate) 
Assessment Status:
Assessment Completed 
Assessment Date:
6/9/2009 
Exp Date:
 
Last Updated:
12/19/2013 
Community Sanitation Overview:
Alaska Rural Utilities Collaborative provides full management and operation services for rural water/sewer systems for the City of Russian Mission. Water is derived from a deep well and distributed by pipes buried throughout the community. Most homes are connected to the piped sewage system, including twenty-five housing and urban development homes.  
RUBA Status & Activities This Qtr:
Alaska Rural Utilities Cooperative (ARUC) provides full management and operation services to Russian Mission's water and sewer system. Request for information needed for verification of federal taxes were sent to Russian Mission on November 29, 2013, September 5, 2013, June 13, 2013 and March 18, 2013. At the time of this writing the City has not responded to these requests. Therefore federal tax information cannot be verified. State tax status and workers compensation insurance status are in good standing this quarter.  
RUBA Activities for the Coming Qtr:
RUBA staff will continue to verify federal tax status, state tax status, and workers compensation insurance on a quarterly basis.
Scores:
 
Essential Indicators:
23 of 26
Sustainable Indicators:
27 of 27
Total Score:
50 of 53

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
Alaska Rural Utilities Cooperative (ARUC) provides full management and operation services to Russian Mission's water and sewer system.

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
Alaska Rural Utilities Cooperative (ARUC) provides full management and operation services to Russian Mission's water and sewer system.

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.
N/A 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
Russian Mission did not provide the requested information to verify Federal Tax status. The state Department of Labor (DOL) was contacted December 17, 2013. DOL stated that The City of Russian Mission is current on their Employment Security Contributions account. The City of Russian Mission is not on the September-October 2013 Lien Watch.

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 a worker's compensation insurance policy through Alaska Municipal League Joint Insurance Association Inc(AMLJIA). for the period from 7/1/2013 through 7/1/2014. The insurance covers all employees of ARUC including the operators in Russian Mission. All ARUC employees follow the adopted personnel policy, which was reviewed by an attorney. Employees are 'at-will' hires and evaluations are performed after 90 days and one year. The blank evaluation form is attached to the position description and presented to the employee upon hire. All new hires attend a corporate orientation in Bethel for 2 1/2 days for instruction regarding company policies, procedures, and department specific orientation. On-site training is also provided. Job openings are posted with job titles and duties in the village at least one week if the manager deems expediency is necessary. Native and local hire is encouraged when possible. Applications are submitted to YKHC who completes background and reference checks. The personnel policy also allows temporary hires for short term projects. Training opportunities are provided to staff when money allows. YKHC, Office of Environmental Health operates the training program and presents four classes per year. These classes cover water/sewer related topics. The Remote Maintenance Worker also presents CEU training modules on site.

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
Alaska Rural Utilities Cooperative (ARUC) provides full management and operation services to Russian Mission's water and sewer system.

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
Alaska Rural Utilities Cooperative (ARUC) provides full management and operation services to Russian Mission's water and sewer system.