Quarterly Report: 2007, January - March (Q3), Emmonak

Community:
Emmonak 
Staff:
Paul Chimiugak  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Emmonak 
Population:
740  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
5/1/2007 
Community Sanitation Overview:
The City of Emmonak owns and operates the piped water/sewer system. The City also owns and operates the washeteria/sauna. A new washeteria construction is in the last stage of completion. It should be operational in spring of 2006. The City council is the policy making body for this utility. Water is derived from the Yukon river and is treated. Piped water and sewer services are provided to most of the residents of Emmonak. Currently, there are 206 connected to this system. Out of those connected, there are 185 residential homes and 23 businesses in service. The next water/sewer Village Safe Water(VSW) funding will connect six new Emmonak tribal housing units. 
RUBA Status & Activities This Qtr:
On February 23, 2007, Bethel staff traveled to Emmonak to conduct a RUBA assessment of the City. The city has a well organized administration. The Water/Sewer is serving numerous commercial businesses and buildings. There is also a plan to connect the airport terminal building to the water and sewer loop service. The Sauna/Laundromat is in need of complete facility renovation and repair of washers and dryers. The city meets all essential RUBA management indicators at this time. 
RUBA Activities for the Coming Qtr:
RUBA staff will continue to request and monitor monthly finance reports.
Scores:
 
Essential Indicators:
27 of 27
Sustainable Indicators:
22 of 27
Total Score:
49 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
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 Bethel staff assisted the administration in updating the FY07 Budget and monthly financial reports. The grant revenues expenses had not been included in the FY07 budget. Both the Water/Sewer and Laundromat are making enough revenue to cover their operation, with the laudromat making revenues over the break even mark. The Manager's reports are done orally at every meeting and are recorded in the Minutes of the Meetings.

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 bank reconciliations for the general fund are complete, they are still waiting for some bank statements to make them complete in other departments.

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 is still in compliance with IRS. The city received a letter from IRS about the April 2006 to June 2006 quarter, that they had made an overpayment on the payroll taxes. It stated that the overpayment will be credited towards the future payroll tax payments.

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 employee personnel folders are in order. The only problem that needed correcting were the I-9's they had in the folders. The city had not filled in their portion of the information and had not verified the identities with documentation of a copy of I.D. or other such documents. The clerk and bookkeeper said they will correct this by contacting the employees.

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 Land Planner was and is still assisting the council and administration in updating the utility ordinance using the Regulatory Commission of Alaska'a Utility ordinance sample.

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.
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.
No The utility maintains an inventory control list.
No The utility maintains a critical spare parts list.
Operation of Utility Comments
Jamie Agwiak, the acting Lead Operator took his level one OIT on March 26-30th, 2007 in Bethel. Jamie is certified in Water Treament and Distribution which expires in December 31, 2006. He is also certified in Boiler Maintenance. He has taken level one OIT in Bethel on March 26-30th, 2007 and won't know the result of his final test until end of April or sooner. Merlin Redfox is also a Water Operator with Water Plant. Both of their certificates are to expire in December 31, 2007. John Murphy the Lead Operator's certificate will expire in December 31, 2008. He is planning to resign from the position in April 2007. Jamie Agwiak will be the acting lead operator until a new one is appointed to the position.