Quarterly Report: 2013, April - June (Q4), Teller

Community:
Teller 
Staff:
Leroy Seppilu  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Teller 
Population:
245  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
7/24/2013 
Community Sanitation Overview:
The City of Teller does not have a piped water/wastewater utility. During the summer, water is piped in from Coyote Creek, a couple of miles east of the school. The water is treated and stored in a large storage tank. In the winter, treated water is delivered from the large storage tank at the washeteria or residents use melted ice from area creeks. A few residents use their own ATV's or snowmachines to haul water. The school operates its own wastewater system. Within the last few years, the City of Teller has formed a planning commission to meet periodically and discuss topics crucial to the well being of the community. The commission has developed the Teller Local Economic Development Plan. The commission has prioritized several projects, with the water and wastewater system development at the top of the priority list. In February 2011, CE2 Engineers, Inc. released a draft Sanitation Facilities Master Plan which identified four options for the City of Teller. The first option proposed to keep the current status without making any changes to the system. The second option suggested building a water and wastewater haul system. The third option was to build a fully piped water and wastewater service to Coyote Creek subdivision (28 houses), a watering point at the townsite washeteria, and a honeybucket collection system in the townsite (52 houses). The last option proposed construction of a fully piped water and wastewater service to Coyote Creek subdivision (28 houses) and townsite (52 houses). In April of 2011, the city council voted to approve the construction of a fully piped water and wastewater service at the new site and the townsite. The Village Safe Water Program (VSW) is reviewing the Teller Sanitation Facilities Master Plan prepared by CE2 Engineers, Inc. If federal and state funding become available, VSW will assist the City of Teller in applying for grants.  
RUBA Status & Activities This Qtr:
The city had minimal contact with RUBA staff during this quarter. The winter left late and the Nome-Teller Highway was opening and closing, especially at the mountain passes. The city and other organizations usually have fuel delivered during summer from Nome via fuel tank trucks. Last fall, the Teller Native Corporation asked one of the tank farm owners to store at least 10,000 gallons extra for the winter. AVEC was able to provide the extra storage. RUBA staff provided some technical assistance with the effort. The fuel lasted until the road to Nome opened. The city purchases fuel from the local fuel vendor. The washeteria is heated by the Bering Strait School District as the washeteria is attached to the water treatment plant owned by the school district. 
RUBA Activities for the Coming Qtr:
RUBA staff will attempt to make at least one visit to update the RUBA Assessment.
Scores:
 
Essential Indicators:
24 of 27
Sustainable Indicators:
18 of 23
Total Score:
42 of 50

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.
No 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.
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.
Yes Budget amendments are completed and adopted as necessary.
Finances Comments
Minimal contact was made by the city with RUBA staff this last quarter. The city usually purchases fuel from Crowley when the road to Nome opens. The day tank is usually capped off. When the road closes for the winter, the city purchases fuel from the local fuel retailer.

Accounting Systems

Essential Indicators
Answer Question
No 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.
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 city clerk is also the treasurer and handles the city's finances. She has received Quickbooks training and has implemented it for the city to use to bill trash and honeybucket haul service customer billing, payroll and payroll taxes, using bank account, etc. The collection rates is still around 40%.

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.
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 utility has a system to accurately calculate, track, and report payroll tax liabilities using Quickbooks. The utility is current on filing payroll liabilities reports and tax liabilities and all tax deposits.

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
The utility has a posted workers compensation insurance policy in effect. The city is current with workers compensation coverage to July 1, 2014. Again, the city has kept minimal contact with the assigned RUBA staff to the community.

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 council, acting as a utility board holds regular monthly meetings and special meetings as needed. Most of the time, it is difficult for the city council to get a quorum during spring and summer seasons, due to the fact that most of the council members are at their summer camps hunting and fishing before the winter sets in.

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
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.
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".
Yes 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 Bering Strait School District has a regional operator located in Unalakleet who travels to the community on a regular basis and as needed. The city and the school district have an agreement to have the city use the treated water for washeteria use and a watering point at the washeteria for the community to use. The city has a maintenance employee who makes minor repairs at the washeteria as needed.