Quarterly Report: 2009, July - September (Q1), Noorvik

Community:
Noorvik 
Staff:
Margaret Hansen  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Noorvik 
Population:
600  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
11/17/2008 
Community Sanitation Overview:
Water is pumped from the Kobuk River to the water treatment/utility building, and stored in a tank. From there, a pressurized circulating system distributes water in utilidors. Groundwater wells have proven unsuccessful. Noorvik has a vacuum sewer system in which waste is carried by air instead of water. Vacuum pressure pumps the sewage to the 60,000-gal. collection and treatment plant. The system requires special toilets and water valves which collect wastewater from the sinks, toilets and showers. Over 100 homes, the schools and businesses are served. Funds have been requested to connect and plumb the remaining 16 unserved homes on the south side of town and along River Road. A new landfill and access road are under development. Funds have also been requested to construct a multi-purpose facility, including a new washeteria, recreation center, Head Start, day care center, a restaurant, Native Crafts production and a food processing plant. The community is interested using wind energy.  
RUBA Status & Activities This Qtr:
Kotzebue RUBA staff traveled to Noorvik on July 23, 2008 to complete a RUBA management assessment and provide training and assistance with completion of a certified financial statement. RUBA staff did receive the IRS confirmation that they are in fact in compliance with no liabilities. Several issues in addition to the completion of the management assessment were completed while in Noorvik. RUBA staff assisted the water operator in finding a confined space training opportunity which participation in will be credited toward his operator cerification. The IRA (Tribal) President of Noorvik and the City Mayor met with RUBA to discuss working together to apply for a Community Development Block Grant to repair a road to the new well site. Assistance was also provided in preparing a fuel purchase quote for the fall barge order. The City Administrator did sign the fuel price quote with crowley which is within their budget line item. RUBA staff made a presentation during the city council meeting.  
RUBA Activities for the Coming Qtr:
RUBA staff will continue to monitor this city for compliance. RUBA staff has been in contact with the city who talked with the operator to contact the IRA for direct employment funding for him and the alternate to attend the Cordova training.
Scores:
 
Essential Indicators:
27 of 27
Sustainable Indicators:
17 of 27
Total Score:
44 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
No 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
Although they just hired a new administrator the experienced long time bookkeeper has kept the city current in all functions of accounting during the interim. During RUBA staff on site visit, she assisted the City Administrator in receiving quotes for their fall fuel supply. They signed a quote from Crowley which was within their budgeted amount.

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 uses excel for most uses of the accounting system in the computer. The veteran bookkeeper had submitted her resignation but is training the newly hired bookkeeper training on all aspects of the financial system.

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
RUBA staff has received their verification of tax liability from the IRS and DOL showing they do not have any liability at all.

Personnel System

Essential Indicators
Answer Question
Yes 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.
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
The city has renewed their insurance which is posted showing coverage from AML from July 2008 to June 2009. Verifying with AML, the City of Noorvik has not had AML review their policies for compliance. AML has sent the city the personnel policy questionnaire to complete.

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
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 council meets regularly enforcing utility policy. The previous clerk was hired as the administrator so has the experience. The administrator has asked for assistance in creating an organizational chart.

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.
No 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.
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
The main operator is certified but he and the alternate continues to attend all training sessions provided by Maniilaq. He will work with the Remote Maintenance Director in providing safty meetings. The road to the river and new water well continues to be a problem with spring thaw. Plans to fix the culverts to overt water through under the road are being planned with the IRA. The operator and alternate wants to plan to attend a confined space training held in Cordova. RUBA staff has been trying to get a contact number for them to register for this.