Quarterly Report: 2011, January - March (Q3), Bethel

Community:
Bethel 
Staff:
Sandra Modigh  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Bethel 
Population:
5803  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
5/4/2011 
Community Sanitation Overview:
The City of Bethel has 5803 residents living in approximately 1700 functional housing units. Seventy-five percent of the City of Bethel is on water and sewer haul system. Tanker Trucks deliver water and evacuate sewer on a schedule requested by the customer. The remaining thirty percent has piped water and Sewer.  
RUBA Status & Activities This Qtr:
Correspondence was emailed to the city on February 15, 2011 requesting documents needed for verification of RUBA essential indicators. At the time of this writing the city has not responded to this request. Therefore, the city is non compliant of several essential indicators until documents needed for verification are provided. 
RUBA Activities for the Coming Qtr:
Continue to work with the Bethel city staff to meet the essential and sustainable indicators.
Scores:
 
Essential Indicators:
13 of 27
Sustainable Indicators:
15 of 27
Total Score:
28 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.
No 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
No 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
FY 2011 adopted budget and financial reports up to October 2010 are on file at the Bethel regional office. The FY2011 budget reflects the utility runs at a deficit and is subsidized; however, the city's entire budget is balanced and realistic.

Accounting Systems

Essential Indicators
Answer Question
Yes The utility has adopted a collection policy and actively follows it.
No The utility bills customers on a regular basis.
No An accounts receivable system is in place which tracks customers and reports past due accounts and amounts.
No An accounts payable system is in place.
No The payroll system correctly calculates payroll and keeps records.
No A cash receipt system is in place that records incoming money and how it was spent.
No The utility has a cash disbursement system that records how money was spent.
Sustainable Indicators
Answer Question
No A chart of accounts is used that identifies categories in a reasonable, usable manner.
No Monthly bank reconciliations have been completed for all utility accounts.
No 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 city has a collection policy which is codified within its code of ordinances. Customer's water services are shut off after 15 days of delinquency. RUBA staff has not reviewed the city's accounting procedures. As of March 30, 2011, the city has not responded to RUBA staff information requests. Therefore, several of the essential indicators are noncompliant until documents needed for verification can be provided.

Tax Problems

Essential Indicators
Answer Question
No The utility has a system to accurately calculate, track, and report payroll tax liabilities.
No The utility is current on filing tax reports.
No The utility is current on making tax deposits.
No 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 has not signed an authorization to request federal tax information therefore RUBA staff is unable to determine compliance on the city's federal taxes. Correspondence from the Department of Labor dated March 18, 2011 confirmed compliance of the employment security division requirements. As of March 31, 2011, no liens are reflected on the Lien Watch list.

Personnel System

Essential Indicators
Answer Question
No 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
RUBA staff was unable to verify the city's workers complensation insurance policy as of March 31, 2011.

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 of Bethel Utilities own and operate the water and sewer system. The policy making body is active in making policies and enforcement. The utility has a trained manager, bookkeeper and operators. All necessary ordinances are in place to operate the utility.

Operation of Utility

Essential Indicators
Answer Question
No The utility operator(s) are actively working towards necessary certification.
No The utility has a preventative maintenance plan developed for the existing sanitation facilities.
Sustainable Indicators
Answer Question
No 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.
No 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".
Yes 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
As of March 30, 2011, the city has not responded to RUBA staff information requests. Therefore, several of the essential indicators are noncompliant until documents needed for verification can be provided.