Quarterly Report: 2007, April - June (Q4), Wales

Community:
Wales 
Staff:
Melissa Taylor  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Wales 
Population:
151  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
8/6/2007 
Community Sanitation Overview:
Two new groundwater wells have been drilled; a pumphouse and watering point enclosure are needed. Currently, water is derived from Gilbert Creek during the summer, and residents haul treated water from a 500,000-gal. Storage tank at the washeteria. Some use untreated water from Village Creek. Almost all residents use honeybuckets, and very few homes currently have plumbing. A honeybucket haul system is in place. The school, and clinic are served by piped water. There are two septic systems - one for the school and a second for teacher's housing, the clinic, and the city building. A master plan to implement a piped system has been completed. There is no permit for the landfill. Village Safe Water is applying for sanitation grants for the community to upgrade the washeteria. 
RUBA Status & Activities This Qtr:
RUBA staff made two trips to Wales this quarter. RUBA staff is working closely with NSEDC on a financial maintenance plan for the City. RUBA staff is also working with the City to review all of the completed ordinance revisions. During this quarter, the City of Wales received four new washers for the washeteria. Two of them are currently connected and are operational. The remaining two will not be connected until the RMW from Nome can travel to Wales to make some minor repairs to the washeteria and he is not expected to travel until September. The City of Wales, with the assistance of Norton Sound Economic Development Corporation (NSEDC), was able to pay many of their overdue bills and to completely pay the IRS up to the beginning of 2007.  
RUBA Activities for the Coming Qtr:
RUBA staff is working closely with NSEDC on a financial maintenance plan for the City. RUBA staff is also working with the City to review all of the completed ordinance revisions. With the majority of the tax issues resolved, the City can now focus on other issues. RUBA will continue to travel to Wales until the City is satisfied they no longer need assistance.
Scores:
 
Essential Indicators:
13 of 27
Sustainable Indicators:
9 of 27
Total Score:
22 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.
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.
Yes 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
With the financial assistance of Norton Sound Economic Development Corporation (NSEDC), the City was able to pay outstanding balances owed to the Alaska Village Electric Cooperative (AVEC), the local Native Corporation for fuel, Analytica, Inc. for water testing and others.

Accounting Systems

Essential Indicators
Answer Question
No 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
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.
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, with the help of RUBA staff, is currently developing a financial plan for the City to begin functioning again. NSEDC will continue to assist in this process as long as funding is available. The City contracted with the City Administrator from Diomede for approximately 10 days; in that time she balanced their books, worked with the IRS to determine the total amount owed and set up a collections system.

Tax Problems

Essential Indicators
Answer Question
Yes 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 is currently caught up with past IRS debt, however, they are currently not making their current payroll tax deposits.

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.
Yes 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.
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 has a permanent part-time washeteria attendant who is working on getting his required certifications. RUBA staff are currently working with the City to develop and implement policies and procedures as well as the revision of all city ordinances. The City is waiting for AML/JIA to send them the application for insurance.

Organizational Management

Essential Indicators
Answer Question
Yes 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.
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
No 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 Mayor asked Nome RUBA staff to provide utility management training for the new City Clerk that was hired. There has been some consistency in keeping staff on board at this time.

Operation of Utility

Essential Indicators
Answer Question
Yes 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.
Yes 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
The City's washeteria and water treatment plant has been on the Significant Non-Compliance list for a very long time. The new washeteria attendant is submitting the City's water samples and the Mayor recently completed the Consumer Confidence Report.