Quarterly Report: 2011, April - June (Q4), Ninilchik

Community:
Ninilchik 
Staff:
Myra Ambrose  
DCRA Regional Office:
 
Gov't Type:
Community Non Profit 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Ninilchik Village Townsite Association 
Population:
785  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
8/3/2011 
Community Sanitation Overview:
The majority of homes use individual water wells or have water delivered. Two-thirds of all residences have individual septic systems and full plumbing; others use privies. The school operates its own well and water treatment facility. Many homes in this area are used only seasonally. The village has requested funding to construct a piped sewer system for homes in the Old Ninilchik Subdivision. Lots are too small for both individual wells and septic systems. The community council would like a public water source. A borough refuse transfer site is located in Ninilchik, at mile 138.5 Sterling Hwy. 
RUBA Status & Activities This Qtr:
Anchorage RUBA staff traveled to Ninilchik August 30, 2010 to conduct a RUBA management assessment at the request of the Ninilchik Water and Sewer Association (NWSA). Management assessments are required before receiving sanitation project funding. NWSA Manager Laura Trunnell provided information and documentation for the assessment. All financial documents are based on business plan projections since utility service is currently not provided and the association has not begun billing customers. The project will install a piped system for community residents. RUBA staff received numerous documents including a budget, chart of accounts, QuickBooks certificates, NWSA Personnel Policy Manual and Ordinance, VSW Business Plan and projected budget vs. actual financial reports. RUBA staff will draft a RUBA assessment report and provide the Ninilchik Water and Sewer Association a copy for review and comments before finalizing and distributing the report. RUBA staff met with the Secretary/Treasurer in Ninilchik to get a community update. The Secretary/Treasurer stated that the business plan has changed from their previous one. She stated the community is trying to get a water system in place that requires little or no treatment. Studies show that the Ninilchik Water and Sewer Association (NWSA) well has good quality groundwater and sufficient yield for use as the public water source, and a community piped water system has been designed by Michael L. Foster and Associates (MLFA). Once completed, the water system will offer both a public fill and truck fill. The public fill will be a coin-operated dispensing system, and the truck fill will consist of a card reader and dedicated accounts. Neither fill will need to be manned. Expenses incurred at the fill facilities will be for maintenance and coin collecting only. Charges for water and the associated revenues will be inferred from Anchor Point, which has a similar dispensing system already in effect. The secretary/treasurer voiced concerns about the expenses that would be incurred, $120 per home for water with no treatment. Since there are residents that are not full-time residents, she felt that it would be difficult to make monthly payments if a resident was not available. The other major concern is that a utilty board is created but the requirements to serve are that you have to be receiving services. Until a definitive position is taken, the community will remain at a standstill. A letter requesting updates and offering assistance were sent to the community on 1/23/2011 and 02/23/2011. The RUBA staff will follow up with phone calls and emails to monitor the activity of this community and provide assistance upon request. On May 20, 2011, new RUBA staff assigned to community.  
RUBA Activities for the Coming Qtr:
RUBA staff will continue to provide assistance to community and provide weekly requests for updates and assistance to the community via phone, fax, and email.
Scores:
 
Essential Indicators:
12 of 13
Sustainable Indicators:
1 of 8
Total Score:
13 of 21

Finances

Essential Indicators
Answer Question
Yes All revenues and expenses for the utility are listed in the utility budget.
N/A The utility has adopted a balanced realistic budget.
N/A Monthly financial reports are prepared and submitted to the policy making board.
N/A The utility is current in paying all water/wastewater electric bills.
N/A The utility has on hand a year's adequate fuel supply or it has a financial plan to purchase an adequate supply.
N/A The utility is receiving revenues (user fees or other sources) sufficient to cover operating expenses.
Sustainable Indicators
Answer Question
N/A The utility is receiving revenues (user fees or other sources sufficient to cover operating expenses and Repair & Replacement (R) costs.
N/A YTD revenues are at a level equal to or above those budgeted.
N/A YTD expenditures are at a level equal to or below those budgeted.
N/A A monthly manager's report is prepared.
N/A Budget amendments are completed and adopted as necessary.
Finances Comments
The community has installed QuickBooks on the community computer. A sample QuickBooks Pro manual was mailed to the community for their use and review. QuickBooks use is limited at this time due to limited information to input.

Accounting Systems

Essential Indicators
Answer Question
N/A The utility has adopted a collection policy and actively follows it.
N/A The utility bills customers on a regular basis.
N/A 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.
N/A 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
N/A A chart of accounts is used that identifies categories in a reasonable, usable manner.
N/A Monthly bank reconciliations have been completed for all utility accounts.
N/A 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
In April, there were two people that attended QuickBooks training in Anchorage. The program has been installed and ready for use.

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.
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
Community has filed a current Nonprofit Corportation Biennial Report as of October 2009 for 2010 and is compliant.

Personnel System

Essential Indicators
Answer Question
N/A The utility has a posted workers compensation insurance policy in effect.
Sustainable Indicators
Answer Question
No The utility has adopted and uses a Personnel Policy, which has been reviewed by an attorney, AML or Commerce for topics and language.
No The utility has adequate written job descriptions for all positions.
No The utility has adopted and follows a written personnel evaluation process that ties the job description to the evaluation.
No The utility has an adequate written hiring process.
No The utility has personnel folders on every employee that contain at least: I-9, Job Application and Letter of Acceptance.
No The utility has a probationary period for new hires that includes orientation, job training/oversight, and evaluations.
No The utility provides training opportunities to staff as needed and available.
Personnel System Comments
The utility does not have any employees in place yet, but to prepare for the future operation, the utility will need to establish a personnel policy, job descriptions and an evaluation process.

Organizational Management

Essential Indicators
Answer Question
N/A 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.
N/A 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.
No The utility has adopted the necessary ordinances (or rules and regulations) necessary to give it the authority to operate.
Sustainable Indicators
Answer Question
N/A The utility has adopted an organizational chart that reflects the current structure.
Yes The policy making body meets as required.
N/A The utility complies with the open meeting act for all meetings.
Organizational Management Comments
RUBA staff was informed that a separate utility board has been formed but not active at this time. The board was created to prepare for the future water and sewer utility. The new board will be a seven member body representing the entire community. Ninilchik is to be commended for arranging and sposoring six of the utility management classes in their region. Ms Trunell attended all six course and has attended additional classes sponsored by RUBA since that time. She is extremely pro-active in preparation for the utility system they are seeking. Additional board memebers also attended many of the utility management classes. The Townsite Association Board does meet monthly as required by their bylaws.

Operation of Utility

Essential Indicators
Answer Question
Yes The utility operator(s) are actively working towards necessary certification.
N/A The utility has a preventative maintenance plan developed for the existing sanitation facilities.
Sustainable Indicators
Answer Question
N/A 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.
N/A The utility has a safety manual and holds safety meetings.
N/A Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.
N/A The utility is operating at the level of service that was proposed.
N/A The operator provides status reports to the manager on a routine basis.
N/A The utility has completed and distributed its "Consumer Confidence Report".
N/A The utility is not on the "Significant Non-Complier" (SNC) list.
N/A The utility maintains an inventory control list.
N/A The utility maintains a critical spare parts list.
Operation of Utility Comments
The Association is encouraging community members to become operators for the community. There are several members of the community that are OIT certified, and that have attended utility management training. The secretary-treasurer and president attended Operations Management, last of the utility management training series of six courses.