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

Community:
Nondalton 
Staff:
Ronalda Olivera  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Nondalton 
Population:
196  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
5/4/2011 
Community Sanitation Overview:
The City of Nondalton operates the piped water and sewer system and provides a central watering point for residents to haul their own water. The city council is the policy making body for the utility. An infiltration gallery at Six-Mile Lake supplies the community with treated water. There are 88,000 gallons of storage capacity and 60 residences are connected to the piped water and sewer system. A 5-acre landfill and burn box project were completed in 2005 and refuse collection is provided. The INN Electric Cooperative owns a diesel plant in Newhalen and 50 miles of distribution line which connect Iliamna, Newhalen and Nondalton. The Tazimina Hydroelectric Project powers the three communities. 
RUBA Status & Activities This Qtr:
RUBA staff supplied technical assistance this quarter by e-mail and telephone. RUBA staff supplied technical assistance this quarter by e-mail and telephone. RUBA staff offered guidance on accounting questions. This quarter the city administrator has attended the free QuickBooks for Beginners class provided by the RUBA program.  
RUBA Activities for the Coming Qtr:
RUBA staff will continue coordinating with the City of Nondalton to assess the status of essential and sustainable indicators throughout the upcoming quarter. A new RUBA Assessment is being considered at an upcoming Council meeting.
Scores:
 
Essential Indicators:
27 of 27
Sustainable Indicators:
27 of 27
Total Score:
54 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
The FY11 budget was received from the Financial Document Delivery System. There is a Repair and Replacement line item within the Utility expenses. RUBA has received copies of monthly financial reports for each month of each quarter this year. RUBA has received copies of monthly financial reports from April 2010 through to February 2011.

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.
Yes 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's chart of accounts is set up through the QuickBooks program. Utility customers are billed regularly on or before the 20th of each month in accordance with the collection policy.

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.
Yes The utility is current on making tax deposits.
Yes 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
DCRA staff has verified with the IRS and Alaska Dept of Labor that the city is current with making tax deposits. The city has also addressed two prior default judgments, neither of these are IRS or other tax liens. The city has submitted documents to officially release the old liens.

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.
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
Worker's compensation insurance is verified with a call to Alaska Public Entity on July 6, 2010 and is valid through July 1, 2011. The city utilizes a personnel policy that was previously reviewed by DCCED. During the assessment, the reviewer noted that the city had written job descriptions, personnel files were neatly organized, and contained required documentation. New hires undergo a probationary period and employees have the opportunity to travel for training as needed.

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 Nondalton is the owner of the utility. The decision-making authority and enforcement of the utility policy is vested in the council. The city administrator has oversight of the utility and maintains the books for the utility with the assistance of a Certified Public Accountant. The water plant operator see that the day-to-day duties of the plant are performed with oversight of the city administrator and mayor.

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.
Yes 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.
Yes The utility maintains an inventory control list.
Yes The utility maintains a critical spare parts list.
Operation of Utility Comments
The city plans to have staff certified as operators, and back-up operators when Bristol Bay Area Health Corporation has training and testing available. The soonest scheduled testing is in April 2011, however if sooner testing is made available they will be re-certified sooner. Water operator has the following certifications: Water Distribution Operator In Training 11/18/2005 to 12/31/2010, and Water Treatment Operator In Training 11/18/2005 to 12/31/2010. The utility was previously on the Significant Non-Compliance List, however they were removed from the list in June 2010.