Quarterly Report: 2011, April - June (Q4), 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:
8/3/2011 
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:
On February 15 and June 3, 2011 the city was sent a request for documents required for RUBA quarterly updates. The city manager responded declining to participate in the RUBA program. Email correspondence with the Alaska Department of Labor dated June 24, 2011, indicated the community is current with its employment security compensation tax payments and deposits. The city did not submit a signed IRS Request for Information Form to RUBA staff to verify IRS tax compliance. As of June 28, 2011, the community was not on Significant Non-Complier (SNC) list or the Lien Watch report for this quarter. A phone call on June 30, 2011 to Bethel Utilities Corporation indicated that the city is current in paying its electric bill.  
RUBA Activities for the Coming Qtr:
Bethel RUBA staff will continue to advise the city manager and community on the benefits of RUBA compliance.
Scores:
 
Essential Indicators:
4 of 27
Sustainable Indicators:
6 of 26
Total Score:
10 of 53

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.
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.
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.
Yes A monthly manager's report is prepared.
Yes Budget amendments are completed and adopted as necessary.
Finances Comments
The city adopted its FY11 budget on June 15, 2010. RUBA staff obtained the budget from the DCRA website and has a copy on file at the Bethel regional office. A phone call on June 30, 2011 to Bethel Utilities Corporation indicated that the city is current in paying its electric bill.

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
The city has not responded to RUBA staff requests for documents necessary to determine essential and sustainable indicator compliance.

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
Email correspondence with the Alaska Department of Labor dated June 24, 2011, indicated the community is current with its employment security compensation tax payments and deposits. The city did not submit a signed IRS Request for Information Form to RUBA staff to verify IRS tax compliance. The community was not on the April  April 2011 Lien Watch Report.

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.
Yes 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.
N/A 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 June 30, 2011. The city has not responded to RUBA staff requests for documents necessary to determine essential and sustainable indicator compliance.

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.
Yes The policy making body meets as required.
Yes The utility complies with the open meeting act for all meetings.
Organizational Management Comments
As of June 29, 2011, the city has not responded to RUBA staff requests for documents necessary to determine essential and sustainable indicator compliance.

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 June 29, 2011, the city has not responded to RUBA staff requests for documents necessary to determine essential and sustainable indicator compliance.