Quarterly Report: 2010, October - December (Q2), Nikolai

Community:
Nikolai 
Staff:
Tammy Helms  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Nikolai 
Population:
88  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
2/22/2010 
Community Sanitation Overview:
All 47 households and facilities use individual wells; of these, only 2 units lack plumbing. Thirty-three homes, including 10 new HUD housing units north of the airport, are connected to the piped sewage system. The remaining 15 homes use septic tanks. Funds have been requested for a master plan to rehabilitate the washeteria, develop two new wells, upgrade the landfill and expand the piped sewer system. 
RUBA Status & Activities This Qtr:
On October 6, 2009, RUBA staff traveled to the City of Nikolai to prepare management for an assessment and to provide on-site assistance with the municipal election. This was the city's second election for the year. The first election was held on March 31, 2009 and was a special election to establish a council after over five years of inactivity. In September 2009, two of those council members resigned due to relocation. Due to the inexperience of the council in handling elections, the council requested RUBA assistance with the current election to replace the two open seats. The city had received only one declaration of candidacy although there were two open seats (seats F and G) therefore; the second seat would be open to write-ins. The outcome of the election showed a tie for seat F and seat G was won by write-ins. Ironically, the individual that won the write-in seat G was the same person who tied for seat F. The council will ask the individuals intentions for the seats at a meeting on Friday and proceed from there. While in Nikolai, the school administration had requested that RUBA staff address the students concerning the election and election procedures. RUBA staff spoke to the students about what a municipality was and about municipal elections. The Code of Ordinances and the election ordinance were discussed in relation to what tasks are completed prior to an election such as posting for an election, preparing ballots, and election judges as well as the tasks after elections such as counting the ballots and certifying the elections. The group discussed how an individual files for a seat and the importance of voting. Other items of discussion were the roles and responsibilities of council members, ethics and the oath of office. This provided an excellent opportunity to discuss the election as well as council members' roles and responsibilities to the students. RUBA staff spoke with the teachers about future presentations on sanitation management and local government by RUBA staff while in the community for on-site visits. The teachers expressed great interest in this opportunity as the students are the future voters and council members of the community.  
RUBA Activities for the Coming Qtr:
DCRA staff will continue to work with the City of Nikolai as needed to ensure the new council receives adequate training and assistance.
Scores:
 
Essential Indicators:
0 of 27
Sustainable Indicators:
0 of 27
Total Score:
0 of 54

Finances

Essential Indicators
Answer Question
No All revenues and expenses for the utility are listed in the utility budget.
No The utility has adopted a balanced realistic budget.
No Monthly financial reports are prepared and submitted to the policy making board.
No 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.
No 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.
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.
No A monthly manager's report is prepared.
No Budget amendments are completed and adopted as necessary.
Finances Comments
<none>

Accounting Systems

Essential Indicators
Answer Question
No 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
<none>

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 of Nikolai is listed on the November-December Lien Watch report as owing Alaska Employment Security Tax in the amount of $1,501.

Personnel System

Essential Indicators
Answer Question
No 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
<none>

Organizational Management

Essential Indicators
Answer Question
No The entity that owns the utility is known; the entity that will operate the utility is set.
No The policy making body is active in policy making of the utility.
No The policy making body enforces utility policy.
No The utility has an adequately trained manager.
No The utility has an adequately trained bookkeeper.
No 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
No The utility has adopted an organizational chart that reflects the current structure.
No The policy making body meets as required.
No The utility complies with the open meeting act for all meetings.
Organizational Management Comments
<none>

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".
No 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
<none>