Quarterly Report: 2010, July - September (Q1), Stebbins

Community:
Stebbins 
Staff:
Leroy Seppilu  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Stebbins 
Population:
598  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
11/6/2009 
Community Sanitation Overview:
Major improvements have been funded and planned for many years to enable a piped water and sewer system, with household plumbing. Residents currently haul water and deposit honeybucket waste in bins. Water is derived during the summer from Big Clear Creek, is treated and stored in a 1,000,000 and 500,000-gallon steel water storage tank. There is a central watering point at the washeteria, distributed from the tank via plastic pipelines. A reservoir is planned to alleviate winter water shortages. DEC has approved the landfill for use, although it is not permitted. Refuse is collected by the City from central bins. Electricity is provided by AVEC. 
RUBA Status & Activities This Qtr:
The newly hired city administrator was encouraged by RUBA staff to go to a RUBA-sponsored Quickbooks Pro training held in Anchorage. She attended and successfully completed the training. The city experienced a late spring freeze-up of its miles long pipeline to a watering point. The city pumps water to a water treatment plant where it is treated and stored in a water tank to sell to the school at $0.075 a gallon and provided to the community at the washeteria watering point. RUBA staff was on stand-by to assist any way that it could to the city staff. The freeze-up was eventually solved. The city has an on-going washeteria upgrade project led by ANTHC. The city is on line for a water/sewer utility project possibly starting next summer (2010). 
RUBA Activities for the Coming Qtr:
Nome RUBA staff plans on making at least one trip to the community for introduction and perform a RUBA assessment in the next quarter.
Scores:
 
Essential Indicators:
27 of 27
Sustainable Indicators:
26 of 27
Total Score:
53 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
The city passed its FY '10 budget in a timely manner. The utilities are included in the budget. Monthly financial reports are made using the QBP format. The city purchased fuel using funds from Norton Sound Economic Development Corporation's Benefit Share program. Adequate amount has been purchased for the year.

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 new city administrator went to a RUBA-sponsored basic Quickbooks Pro training in Anchorage. She has already started implemently what she has learned from the training. The city uses all aspects of the QBP accounting software program.

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 city is current on all reports and tax payments to IRS and Employment Security Division. The city is not on the Lien Watch. The city has started implementing QBP for keeping payroll, payroll taxes and 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 clerk recently submitted her resignation to accept another job. The city is following the procedures to hire for the position. The job notice has been posted already. The city administrator is hoping the city council will hire a qualified person very soon. The city clerk position's duties includes working with the administrator on utility issues. Although the city's personnel policies are adequate and meets the need of the city right now, the city may need to update and revise them.

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 council acts as the utility board. There will be four vacancies for council seats in the next municipal elections. The city administrator is receiving training with her duties. Once hired, RUBA staff will evaluate the training needs of the city clerk.

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".
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 city is currently on the Significant Non-Complier list for Stage 1 violation. The RMW is working with the utility operators to get off the list.