Quarterly Report: 2012, January - March (Q3), Selawik

Community:
Selawik 
Staff:
Georgianna Phillips  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Selawik 
Population:
828  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
5/1/2012 
Community Sanitation Overview:
The community has piped water and sewer throughout the entire community; 96% of the homes are fully plumbed. A circulating water and vacuum sewer system provides services to the community. A central treatment facility pumps water from the Selawik River, providing up to 8,000 gallons a day. Water plant upgrades and the river pump system are being evaluated now for possible future projects. DEC has been in Selawik to do a comprehensive evaluation of the water quality, which will be helpful in determining what changes need to be implemented. The city signed an agreement with the Alaska Rural Utilities Collaborative (ARUC). ARUC took over operation of the utility and fixed 95% of the glycol leaks. The city also has been funded for a Glycol Rehabilitation Project, through the Northwest Arctic Borough and is in progress by AVEC in the Water Treatment Plant.  
RUBA Status & Activities This Qtr:
It was reported January 24, 2012 that the city had been without water since the 23rd. The RMW reported that the city did not have enough water to circulate and it was discovered that the intake from the river had been clogged. Measures were taken to ensure operation, an alternate pump was installed which pumped 18 gal/min, and maintenance was done to the permanent pump during this time. With the lack of water in the water storage tank to ciruculate the community experienced a system freeze that lasted well into the next month (February 21, 2012 declared system operational) The weather during the first couple of weeks was extremely cold and not much headway was made in thawing of the system. The city received donations from the Northwest Arctic Borough, Maniilaq Association, and NANA Regional. The entities assisting the city with funds and supervision notified ANTHC that they were out of emergency funds. ARUC then took over the supervisionin financing and thawing of the system. After all mains were thawed the work began in isolating vacuum leaks throughout the community and repairing those. ANTHC has begun the replacement of the Water Treatment equipment and boiler system. ANTHC was able to obtain a grant from the Department of Energy for $717,844 to complete energy efficiency improvements which was in addition to a FY12 Captial Budget funded grant of $670,000 for glycol heating line rehabilitation.  
RUBA Activities for the Coming Qtr:
LGS Staff has been requested to assist in updating the city code but has not yet been furnished a copy. The city council passed a resolution for capital projects matching grant program for FY12 and have prioritized a D8 (new heavy tractor equipment); new building and erosion control funds for grant allocations.
Scores:
 
Essential Indicators:
27 of 27
Sustainable Indicators:
25 of 27
Total Score:
52 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
ARUC has worked with the city to adopt a balanced realistic budget listing all the revenues and expenses for the utility. In review of the monthly financial reports, it shows that they are receiving sufficient revenues equal to those budgeted and their expenditures are below those budgeted. Current monthly financial reports are prepared and provided to RUBA Staff. The city has completed their Certfied Financial Statement for FY11 and passed a resolution adopting such. ARUC provides to the council a monthly report that is presented. Although they are saving some funds for repair and replacement, it is only enough to cover emergencies as needed. Long term goal of ANTHC is to build revenues for major repairs to the system as needed. With the freeze-up in January, 2012 ANTHC will be looking at revenues for covering the costs of thawing the system out and the possibility of raising the water and sewer rates. They had delivered by barge, adequate fuel to last until the next barge season.

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
ARUC works with the city who adopted a collection policy that ARUC enforces on a monthly basis through the water plant personnel. ARUC utilizes quickbooks for billing assistance communities and Continental Utility Solutions for community like Selawik for accounts receivable system, payable system, payroll, purchasing, cash receipts and cash disbursements that records incoming money and how it was spent. They use their budget as the chart of accounts reconciling monthly.

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
ARUC is deemed compliant by both IRS and ESC.

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 renewed it workers compensation coverage until June 30, 2012. A notice of coverage is posted in the city office as well as the notice of coverage for ARUC. They have adopted personnel policies that they worked with AML/JIA on which includes a written hiring, probationary and personnel evaluation process that ties to the job description that they have written for all positions. ARUC not only includes orientation, job training and evaulation of staff but continues to provide training opportunities to staff as needed and available. ARUC conducted training for personnel on the Airvac vacuum sewer systems with experts on making the Selawik system function better.

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 has the necessary ordinances to give it authority and is the known entity to operate the utility. The city has a signed Memorandum of Agreement for utility management to be provided by ARUC. The city has an organizational chart that reflects the current structure. The city council complies with the Open Meetings Act. ARUC is active in making sure the council follows and enforces their utility policy. The City Administrator resigned the first of the eyar and the current bookkeeper was appointed as the acting administrator until such time a permanent administrator is hired. The certified operator also resigned and the alternate operator was able to step in and fill that position.

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.
No 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".
No 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 utility is on the still on the SNC list. A new turbimeter was installed in 2010, however they are still having problems with the recorder. New convential filtration with pH adjustments for corrosion control have been approved for construction. The plant is to be completely replaced with a new system which should address the issue of its TTHM/HAA5 RAA MCL and targeted for operation in April, 2012. The current operator is certified. The utility has a preventative maintenance plan. It is operating at the level of service proposed, holding safety meetings following their safety manual and spot checking the facilies to make sure maintenance items are being completed. For the fiscal year 2012 the city has been awarded through the Northwest Arctic Borough funds for Glycol Rehabilitation and ANTHC was able to apply and receive a grant from the Department of Energy for $717,844 for the completion of energy efficiency improvements. ANTHC has begun the gutting of the old plant and should have the new system in place within the year. Lack of attentiveness by the past Operator, automatic alarms and shutdown and inadequate treatment capacity has resulted in much of the treated water quality problems. They have completed their consumer confidence report. The utility maintains an inventory and critical spare parts list.