Quarterly Report: 2010, July - September (Q1), Point Hope

Community:
Point Hope 
Staff:
Margaret Hansen  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Point Hope 
Population:
  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
11/6/2009 
Community Sanitation Overview:
The community of Point Hope has piped water and sewer services provided by the North Slope Borough. 
RUBA Status & Activities This Qtr:
Kotzebue and Anchorage RUBA staff traveled to Point Hope to attend the Arctic Economic Development Summit July 15-17, 2009. The summit was a cooperative effort of the North Slope Borough and the Northwest Arctic Borough. The summit was well attended and had several presentors from local, state, federal agencies and local business owners speaking to the audience. It was aired by KOTZ radio of Kotzebue and KBRW of Barrow. The state had a good presence with the DCRA Director and RUBA staff who met with many attendees to discuss regional needs, planning, resources, and assistance provided by DCRA and RUBA. Kotzebue RUBA staff sat on a panel that discussed local energy issues and infrastructure. She also presented information concerning the Elders Assistance Day that the Kotzebue Community Energy Task Force coordinated as part of the energy crisis last fall. 
RUBA Activities for the Coming Qtr:
RUBA staff provides assistance via phone, fax and email and will continue to monitor their progress.
Scores:
 
Essential Indicators:
19 of 19
Sustainable Indicators:
16 of 18
Total Score:
35 of 37

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 the council cannot save enough funds to cover repair and replacement costs for utility infrastructure, they have passed a balanced realistic budget that includes all revenues and expenses to cover the cost of paying for utility cost to the North Slope Borough who operates and maintains their water/sewer system within the entire borough. The city staff prepares and reports to the council on a monthly basis showing that their revenues and expenses are equal to those budgeted in the Mayors montly report showing that they are current in paying all water/wastewater electric bills and that they have budgeted adequate funding to cover fuel supply needs.

Accounting Systems

Essential Indicators
Answer Question
N/A The utility has adopted a collection policy and actively follows it.
N/A 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 NSB owns the utilities. The city still utilizes quickbooks to track customers and reports to the council monthly past due accounts and amounts. They do have an accounts payable system in place, as well as quickbook system that calculates payroll and keeps those records current. This system also records incoming money and how money was spent using quickbooks using their budget as a chart of accounts to identify categories reconciling their account monthly. They utilize their monthly financial report before approval of purchase to those budgeted amounts.

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
The city uses quickbooks to accurately calculate, track and report payroll tax liabilities and are current on filing tax reports and making deposits on a timely basis. They are current in paying pas due tax liability using a signed repayment agreement.

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.
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
RUBA staff verified with Alaska Municipal League that they have paid up their insurance and with staff that it is posted. They still utilize their personnel policies that have been reviewed by an attorney which has an adequare hiring processusing these policies to follow written personnel evaluations which ties to the job descriptions. They do have a probationary period for new hires whom they provide orientation, job training and evaluate. RUBA staff still have not been notified that they are utilizing letter of acceptance once an employee is hired but personnel folders do contain I-9 form and job applications. The do provide the staff training opportunities and recently sent their city clerk to the Kotzebue Employment Tax workshop which she learned alot from.

Organizational Management

Essential Indicators
Answer Question
Yes The entity that owns the utility is known; the entity that will operate the utility is set.
N/A The policy making body is active in policy making of the utility.
N/A The policy making body enforces utility policy.
Yes The utility has an adequately trained manager.
Yes The utility has an adequately trained bookkeeper.
N/A The utility has an adequately trained operator or operators.
N/A 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 knows that the North Slope Borough owns and operates their utilies. The City Council chooses the Mayor who manages all staff of the City on an annual basis who is a paid Mayor. This Mayor has been on for the last three years and has been trained by RUBA. He utilizes a bookkeeper and city clerk for accounting functions both have been with the city for over five years now and are very trained to do their job well. They have the same organizational chart that they have adopted. The council meets monthly following the Open Meetings Act.

Operation of Utility

Essential Indicators
Answer Question
N/A The utility operator(s) are actively working towards necessary certification.
N/A The utility has a preventative maintenance plan developed for the existing sanitation facilities.
Sustainable Indicators
Answer Question
N/A 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.
N/A The utility has a safety manual and holds safety meetings.
N/A Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.
N/A The utility is operating at the level of service that was proposed.
N/A The operator provides status reports to the manager on a routine basis.
N/A The utility has completed and distributed its "Consumer Confidence Report".
N/A The utility is not on the "Significant Non-Complier" (SNC) list.
N/A The utility maintains an inventory control list.
N/A The utility maintains a critical spare parts list.
Operation of Utility Comments
The North Slope Borough operates and maintains all sanitation facilities.