Quarterly Report: 2010, October - December (Q2), Shaktoolik

Community:
Shaktoolik 
Staff:
Leroy Seppilu  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Shaktoolik 
Population:
214  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
2/22/2010 
Community Sanitation Overview:
Water is pumped three miles from the Togoomenik River to the pumphouse, where it is treated and stored in a 848,000-gallon insulated tank adjacent to the washeteria. A piped water and sewage collection system services most homes. 75% of households have complete plumbing and kitchen facilities. The school is connected to City water, and has received funding to develop a sewage treatment system to serve the entire community. The City burns refuse in an incinerator. The landfill needs to be relocated; the current site is not permitted. 
RUBA Status & Activities This Qtr:
The city runs a w/s utility enterprise, that serves about 60 residential customers at $60 a month, 10 commercial customers charged at $70 a month. The seven school resident apartments are also charged $70 a month. The school is charged $0.25 a gallon for treated water and billed every quarter. The city's washeteria is being upgraded with a $200,000 VSW sanitation grant. 
RUBA Activities for the Coming Qtr:
Provide ongoing technical assistance as needed via email, fax, and phone. RUBA staff and city council are setting up a date to travel to the city to perform a RUBA assessment and revision of the w/s utility ordinance.
Scores:
 
Essential Indicators:
25 of 27
Sustainable Indicators:
23 of 24
Total Score:
48 of 51

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 clerk bills w/s utility customers on a monthly basis (and regularly). The city has fuel ordered and delivered using NSEDC's Community Benefits Share funds. The fuel purchased is adequate for the year. The city clerk makes monthly financial reports to the city council.

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
N/A A chart of accounts is used that identifies categories in a reasonable, usable manner.
N/A Monthly bank reconciliations have been completed for all utility accounts.
N/A 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
Some of the w/s utility customers are behind with their utility bills, but the clerk sends out reminders to them. Some have already reneged on the payment plans made with the utility. If the customers don't pay off all or most of their past due utility accounts by the end of October, 2009, the city plans to diconnect them. Disconnect notices have already been sent out.

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.
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
The City Clerk has been trained by RUBA staff to do quarterly tax reports, payroll deposits, and Employment Security Contribution (ESC) reports. However, balances are still due for 1st, 2nd, and 3rd quarters of 2007 to the Internal Revenue Service. The City owes State Department of Labor a considerable amount for Employment Security, but has signed a repayment agreement and is making monthly payments. The City of Shaktoolik has recorded tax liens in the amount of $40,324 as of December 2009.

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
The city has one of the oldest and adequately used personnel policies in the Norton Sound region. All city employees, including the utilities use the city's personnel policies. The city clerk has worked as the utility clerk and now as city clerk. The duties of the city clerk and the utility clerk positions were combined to save money.

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 clerk acts as the utility board. There will be two vacant council seats up for elections this fall. The city clerk is adequately trained and is responsible for billing and collection of utility bills when paid by the utility customers.

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 city is currently on the Significant Non-Complier list for stage 1 violations. Part of the problem may be that the city obtains water from the river that is very close to the Norton Sound. Although the water is treated, there are still problems with the taste of the water. The water is obtained from the location of where the old village site used to be and pumped to a water treatment station in town and stored in a water tank.