Quarterly Report: 2006, April - June (Q4), Voznesenka Village

Community:
Voznesenka Village 
Staff:
Jimmy Smith  
DCRA Regional Office:
 
Gov't Type:
Community Council 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Voznesenka Community Council, Incorporated 
Population:
  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
7/26/2006 
Community Sanitation Overview:
 
RUBA Status & Activities This Qtr:
On May 25, 2006, Jimmy Smith met with Edward Maurice, Dimitri Basargin and Andrea Maurice of Voznesenski Community Council, Inc. to review the RUBA Assessment of Management Capacity Indicators. The original RUBA assessment was completed on September 15, 2005 and this is a reassessment changing the deficient indicators. The Staff provided the documentation supporting the conclusion of this report. Specific documents used in this report are available with the RUBA staff for review. 
RUBA Activities for the Coming Qtr:
RUBA staff will continue to provide assistance via; email, facsimile and phone to the community.
Scores:
 
Essential Indicators:
18 of 27
Sustainable Indicators:
6 of 25
Total Score:
24 of 52

Finances

Essential Indicators
Answer Question
No All revenues and expenses for the utility are listed in the utility budget.
No 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.
No YTD revenues are at a level equal to or above those budgeted.
No YTD expenditures are at a level equal to or below those budgeted.
No A monthly manager's report is prepared.
No Budget amendments are completed and adopted as necessary.
Finances Comments
The Voznesenka Community Council (VCC) still has no budget for the utility. With a budget in place for the utility, the council would see how they are spending and receiving funds using the profit and loss statement that was provided by Aurora Taxes. VCC has hired Aurora Taxes from Anchor Point to take care of the finances of VCC. Aurora Taxes has provided a profit and loss statement that shows all the revenue and expenditures for the council. The VCC staff is making progress in getting their finances in order with the help of Aurora Taxes.

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.
No 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 VCC Council staff is tracking the utility customers by using an excel spreadsheet of who is current with their utility bill including the deposits made by the customer. The should keep track of all funds by implementing a account payable and receivable system for the council. This will have a positive impact on the utility once the staff starts to implement the accounting system.

Tax Problems

Essential Indicators
Answer Question
No 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.
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
A Federal Tax release has been requested by RUBA staff for the council member to sign from the community. To date the tax release has not been returned to RUBA staff to forward to the IRS staff. With no tax release signed by the community RUBA staff does not know if the community is current on all their taxes.

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.
No The utility has adopted and follows a written personnel evaluation process that ties the job description to the evaluation.
No 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.
No The utility has a probationary period for new hires that includes orientation, job training/oversight, and evaluations.
No The utility provides training opportunities to staff as needed and available.
Personnel System Comments
The council has workers compensation insurance that will expire on December 10, 2006. VCC has a personnel policy in place but will need to have job description for all employees working for VCC.

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.
No The policy making body enforces utility policy.
No The utility has an adequately trained manager.
No 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 VCC Council has been meeting and implementing policies for the utility. The utility staff has been enforcing the policy made by the council. The staff has been billing the customers and have a tracking system of who had paid for the services using their excel spreadsheet.

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
No 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.
N/A Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.
No The utility is operating at the level of service that was proposed.
No The operator provides status reports to the manager on a routine basis.
N/A 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.
Yes The utility maintains a critical spare parts list.
Operation of Utility Comments
The utility has developed a crital spare parts list along with a preventative maintenance plan for the utility.