Quarterly Report: 2013, April - June (Q4), Anchor Point

Community:
Anchor Point 
Staff:
Kathy Atkinson  
DCRA Regional Office:
 
Gov't Type:
Water Operator 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Anchor Point Safewater Corporation 
Population:
1767  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
7/24/2013 
Community Sanitation Overview:
Most residents have individual wells, wastewater tanks, and complete indoor plumbing. A new well, water treatment plant, and water distribution mains were installed in an area serving five homes. An expansion of the piped water system to the school, homes and businesses along the Sterling Highway is underway. The school well has been shown to contain lead and some area wells are contaminated with benzene. The Anchor Point Safewater Corporation was formed to pursue development of a safe water system. The Borough Refuse Transfer Facility is located at Mile 157 Sterling Hwy.  
RUBA Status & Activities This Qtr:
Anchorage RUBA staff has contacted tribal staff to get RUBA documents that address RUBA indicators. A signed Authorization to Request Federal Tax Information was sent to the IRS on June 20, 2013. On June 20, Anchorage RUBA staff made contact with the president of the Anchor Point Safe Water Corporation and was able to get more contact information. The president also stated that the water utilities in Kachemak Selo and Voznesenka utility books are handled from the same office.  
RUBA Activities for the Coming Qtr:
RUBA staff will maintain contact with the community and provide assistance upon request.
Scores:
 
Essential Indicators:
27 of 27
Sustainable Indicators:
24 of 27
Total Score:
51 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.
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.
Yes A monthly manager's report is prepared.
Yes Budget amendments are completed and adopted as necessary.
Finances Comments
QuickBooks is used by Aurora Accounting and Taxes for all financial accounting of the utility. The financial reports and the budget are provided to the corporation's board members for review at the meetings. Monthly reports are provided for RUBA review.

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 contractor, Aurora Accounting and Taxes, takes care of all accounting functions for the corporation using QuickBooks accounting software. The utility adheres to the collection policy adopted by the corporation's board and makes sure all customers understand the policy.

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 IRS report dated June 26, 2013 shows that the entity is compliant with required federal tax deposits and filing and has no record of a lien. The city is not listed in the March April 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 staff has completed and published a personnel policy for the utility. The utility's worker's compensation insurance policy is in effect to August 17, 2013.

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 president of the corporation acts as a manager for the utility. The corporation's board members oversees the operation of the utility and have hired Aurora Taxes and Accounting staff to take care of the day-to-day utility operations. The utility follows the state's Open Meetings Act.

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.
No The utility maintains a critical spare parts list.
Operation of Utility Comments
The utility has provided an inventory list, but is still consolidating a critical spare parts list. Anchor Point Energy LLC was scheduled to complete a natural gas line to transport gas north to Ninilchik in 2010. Anchor Point has an active water utility that could run the project for the community. Having natural gas in the community will be an economic incentive for other business and households to locate there. The community anticipates that the cost for natural gas would be significantly less than other forms of energy; therefore, fewer families would rely on energy-heating assistance, a win-win situation for all involved. RUBA staff will continue to follow-up with the community on this project. The water system is not on the April 2013 SNC list.