Quarterly Report: 2010, October - December (Q2), Saint George

Community:
Saint George 
Staff:
Julie Dirks  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Saint George 
Population:
114  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
2/22/2010 
Community Sanitation Overview:
The piped water and sewer system was construction by NOAA during the 1950s. Four wells provide water for the community and the harbor with there being 250,000 gallons of storage. Sixty residences are connected to the system and are plumbed. Funds are being sought to replace the failing storage tank and distribution systems. Sewage outfall discharges into the harbor. The City provides refuse collection services. 
RUBA Status & Activities This Qtr:
Assessment was completed 7/30/08; draft report prepared and revised, and report completed 8/27/08. Reminders of what St. George needs to do to pass essential capacity indicators have been submitted to City staff along with examples of how the budget and chart of accounts needs to be set up to allow the City to track utility revenues and expenditures. A letter was sent to the City Administrator 6/15/09 with a request for additional information and documentation. As of 6/30/09 the 2008 CCR, final utility ordinance, operator certification letters, utility budget vs. actual report as of 5/31/09,overall City of St. George budget vs. actual report as of 5/31/09, and the approved operating budget for calendar year 2009 have been received. The City of St. George meets all essential capacity indicators and many of the sustainable indicators. During the 4th quarter 2009 a new Mayor was elected. The administrator resigned. The Mayor will assume the duties of the administrator. A meeting was held in Anchorage on December 10 with the Mayor, VSW, and RUBA staff. The RUBA assessment and program were discussed. The Mayor requested that RUBA staff travel to St. George in the future to provide city council training to council members. The City Clerk attended a clerk's training session held in Anchorage November 2-6, 2009. 
RUBA Activities for the Coming Qtr:
Followup on city council training request. Possible travel to St. George. RUBA staff will continue to be available to provide any assistance requested to enable St. George to pass the essential indicators.
Scores:
 
Essential Indicators:
25 of 27
Sustainable Indicators:
21 of 27
Total Score:
46 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
Utility revenues and expenses are budgeted separately from other City expenses. For 2009 the overall City budget includes $1,263,080 in revenue and $1,129,676 in expenses. The City anticipates receiving $133,403 more revenue than expenses. The water and sewer utility budgets includes $75,076 in revenue and $68,396 in expenditures. The City has a purchasing policy in place.

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.
No 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 City Council adopted a utility ordinance that includes a collections policy on September 24, 2008. The City Administrator reports that the St. George City Council meets quarterly because 'they do not want to have a meeting just to be having one'. Title 29 and the St. George Code of Ordinances requires that the City Council meet monthly.

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.
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 November-December 2009 Lien watch report lists the City of Saint George has recorded Alaska Employment Security Tax Liens in the amount of $20,300.

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.
No 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
Personnel folders maintained in St. George and were not available for review during the assessment. The utility adopted personnel policy is comprehensive and includes all the necessary items though it may need up-dating since there is reference to full-time employees being allowed to use comp time in lieu of overtime. Employees are recruited from St. George and elsewhere to get the best qualified person for the position. New hires have a six month probationary period. Employees receive paid leave and paid holidays. Job descriptions are maintained for all positions. The City of St. George maintains worker's comp insurance coverage through the Alaska Municipal League Joint Insurance Association. Effective dates of the policy are 7/1/09 through 6/30/10.

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.
No The policy making body meets as required.
Yes The utility complies with the open meeting act for all meetings.
Organizational Management Comments
A utility ordinance was adopted by the City Council on September 24, 2008. The City Council does not meet monthly as required by the City Code of Ordinances and State Statutes Title 29.

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.
No 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.
No The utility maintains an inventory control list.
No The utility maintains a critical spare parts list.
Operation of Utility Comments
The utility does not have a safety manual nor do they hold safety meetings. Two operators are certified as Small Water System, Level U. The operators' certification expires 12/31/11. One of the two operators has more than 20 year's experience working in St. George on the water system and other public facilities. A preventative maintenance plan was adopted by the St. George City Council on 6/19/09