Quarterly Report: 2010, October - December (Q2), Scammon Bay

Community:
Scammon Bay 
Staff:
Fred Broerman  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Scammon Bay 
Population:
517  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
2/22/2010 
Community Sanitation Overview:
The city operates the piped water and sewer system. Water is derived from an infiltration gallery located on a small stream south of the city. The existing water system has been in place for about 30 years. The city serves a total of 62 residents and 9 commercial buildings. Six newly constructed homes have not been connected to the piped water and sewer system. The city has been able to maintain the system successfully; however, due to the design and age, it has had many problems. A boil water notice has been in effect since 2007. The city is treating the water with chlorine but does not filter the water because there is no filtration system. The utility's water storage tank pump is not working, and residents experience loss of water in the winter due to freezing of the distribution lines. The city does not have a washeteria. The city council is the policy making body for the utility.  
RUBA Status & Activities This Qtr:
Bethel RUBA staff offered assistance to meet the deficient management indicators. Scammon Bay recently hired Niles Aguchak as the city administrator. He contacted Bethel RUBA staff and requested an explanion and status report of RUBA assistance available. A copy of the Consumer Confidence Report (CCR) and water quality report was filed with DEC and provided to RUBA staff. A tentative date to complete a new assessment was set for January 27, 2010. A list of all required documentation was provided to the city administrator. RUBA staff also addressed some issues raised regarding recent elections and ordinances. The city has contracted with Alaska Rural Utility Collaborative (ARUC) billing program. This is a management service that will generate and track customer utility bills.  
RUBA Activities for the Coming Qtr:
Provide on-site RUBA management assessment and assist with indicators that are not being met on request.
Scores:
 
Essential Indicators:
20 of 27
Sustainable Indicators:
14 of 27
Total Score:
34 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.
Yes 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
The City of Scammon Bay operates on a state fiscal year. A copy of the FY10 budget and monthly financial reports have been requested. The city ordered and received 9,500 gallons of fuel. They indicated that they needed new storage tanks.

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
City of Scammon Bay entered into an agreement with ARUC effective August 10, 2009 to take care of their utility billings.

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
As of 10/16/09, the IRS reports Scammon Bay is in compliance with filing and deposit requirements and there are no tax liens. They are also deemed in compliance with the State of Alaska, Department of Employment tax reports.

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 water operators recently received water operators training through Yukon Kuskokwim Health Corporation Office of Environmental Health in Bethel. The city has a new city administrator. A new water operator was hired who has 14 years of water operator experience. He is working on his certification.

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.
No The utility has an adequately trained manager.
No 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
No 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
Documentation has been requested for deficient indicators. There is a new council and new city administrtor.

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.
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
The utility's water system is on the significant non-compliance list because the system does not have filtration equipment to comply with safe water regulations. ANTHC is working with the system to address this issue, but completion of the project is still 1-2 years out. The utility needs a certified operator at the level the water treatment plant is classified. Documentation has been requested for all deficient indicators.