Quarterly Report: 2008, April - June (Q4), New Stuyahok

Community:
New Stuyahok 
Staff:
Ralph Andrew  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of New Stuyahok 
Population:
448  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
7/31/2008 
Community Sanitation Overview:
Water is derived from a well and is treated. The majority of the community (roughly 94 households), facilities and the school are connected to a piped water and sewer system installed in 1971 and have complete plumbing. Some residents use individual wells and septic tanks; roughly six homes are without complete plumbing. Electricity is provided by AVEC. The city coordinates landfill management with the village council. 
RUBA Status & Activities This Qtr:
RUBA maintained contact with city officials during the quarter as they worked to maintain RUBA Assessment of Management indicators, a special sanitation grant condition. City staff are presently working to resolve a deficient RUBA Assessment essential indicator related to taxes. RUBA provided assistance to the city administrator and water operator with tasks including financial report assembly. In project-related matters, the city anticipates timely completion of the sewage lagoon renovation by fall 2008. Construction of the new public school is underway and is expected to be ready for occupation by fall 2008. A rural banking project, a partnership between the State of Alaska Department of Commerce and the U.S. Department of Treasury is starting up; Dillingham Regional Office Local Government Specialist (LGS) staff traveled to New Stuyahok with Anchorage LGS staff and representatives from financial institutions for the project to learn about rural banking needs and to initiate plans for personal finance training later this year. 
RUBA Activities for the Coming Qtr:
RUBA maintains contact with the city and will plan travel to the community in the coming quarter to update the RUBA Assessment and propose an updated RUBA Workplan to facilitate ongoing capacity development.
Scores:
 
Essential Indicators:
24 of 26
Sustainable Indicators:
21 of 27
Total Score:
45 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.
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 city's FY 2008 water/sewer budget is realistic and balanced. Year-to-date utility revenues exceeded expenses for the year ending June 2008. The water/sewer monthly financial report for the fiscal year ending June 30, 2008 presents budget figures that differ from those provided to RUBA by the city in prior months; RUBA requests clarification from the city concerning FY 2008 budget figures. Fuel supplies remain sufficient. The water operator presents monthly operational reports to the council; the administrator presents utility financial reports.

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.
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 utility enforces the water/sewer ordinance which includes a collections policy. The city continues with a contract for utility billing in coordination with the Alaska Native Tribal Health Consortium. Staff utilizes QuickBooks accounting software for payroll processing. RUBA recommends staff reconcile all bank accounts monthly.

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.
N/A 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 not presently complying with federal tax obligations according to the IRS Taxpayer Advocate Service correspondence on June 30, 2008.

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.
No 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's employer's notice of insurance through AMLJIA shows coverage for a one-year period ending July 1, 2009. City staff continues reviewing personnel policy and reviewing administrative procedure samples provided by RUBA.

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 city operates the utility under the authority of a city ordinance. The utility operates under a Provisional Certificate granted by the Regulatory Commission of Alaska. The city administrator and city clerk, both trained and experienced, handle accounting and recordkeeping primarily with QuickBooks accounting software. A certified water operator oversees utility operations. RUBA continues to recommend the hiring of an alternate water operator to help ensure continuity.

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".
No 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 Water Operator is certified at the OIT level for water treatment, water distribution, wastewater collection, and wastewater treatment. Utility staff maintain a preventative maintenance plan and maintains contact with Remote Maintenance Worker. RUBA recommends safety meetings and suggests formation of a safety committee. The utility published its 2006 Consumer Confidence Report timely. According to an Alaska Department of Environmental Conservation report dated June 3, 2008, the utility is presently on the SNC list for 'failure to conduct required monitoring for VOC'.