Quarterly Report: 2012, April - June (Q4), Seldovia

Community:
Seldovia 
Staff:
Michele Aranguiz  
DCRA Regional Office:
 
Gov't Type:
First Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Seldovia 
Population:
284  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
7/26/2012 
Community Sanitation Overview:
Water is derived from the Fish Creek Reservoir, is treated, stored in a tank, and distributed via water mains. Wastewater is piped to a community septic tank for primary treatment, then discharges to an ocean outfall. All homes are completely plumbed; 175 homes and facilities are served by the system. Individual wells have been unable to produce potable water. Funds have been requested to provide water and on-site septic tanks to the households with wells, and to protect the community ground water quality. In the summer of 2011, seven houses on the boardwalk were upgraded with arctic piping and insulated boxes through a Village Safe Water (VSW) project . This project was done to eliminate continuous running of treated water by homeowners to prevent freeze ups and other issues. The pipes were installed to also allow the pipes to be drained easier when the houses are vacated for the winter months. A borough-operated landfill is available.  
RUBA Status & Activities This Qtr:
An onsite RUBA assessment has been scheduled for July 17-18, 2012.  
RUBA Activities for the Coming Qtr:
An onsite RUBA assessment has been scheduled for July 17-18, 2012. Accurate and current utility management information will be entered at that time. Anchorage RUBA staff will be available to assist with any deficient indicators which emerge from the onsite assessment.
Scores:
 
Essential Indicators:
17 of 27
Sustainable Indicators:
18 of 27
Total Score:
35 of 54

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.
No Monthly financial reports are prepared and submitted to the policy making board.
No 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.
No 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.
Yes A monthly manager's report is prepared.
Yes Budget amendments are completed and adopted as necessary.
Finances Comments
Seldovia's RUBA assessment expired in 2008. The last updated financial information received from this community is from May 2011. Indicators are being shifted to 'nos' to reflect a lack of current financial information. This information will be updated in the online system as soon as financial documentation is received. A public fuel company runs the fuel distribution/sales. The City anticipates no fuel shortages. Historically, water and sewer revenues were sufficient to cover operating expenses but not enough to set funds aside for a repair and replacement account. The city requested a RUBA generated rate study; Anchorage RUBA staff will continue seeking a scheduled date for an onsite visit to accomplish this task.

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
Financial information requests have not been responded to since May 2011. The City of Seldovia has an adopted collection policy and follows in actively. If customers do not pay within seventy five days of the billing date their water is turned off until payment is received. Customers are billed monthly. The monthly statements are on one piece of paper but are itemized separately. The City of Seldovia utilizes QuickBooks for accounts receivable, accounts payable and payroll. The system is set up properly and has been a tool in keeping the City of Seldovia's finances reliably. The Chart of Accounts identifies fixed assets with in the program. The City Council implements a purchasing system that requires prior approval and a purchase order. The manager must approve orders.

Tax Problems

Essential Indicators
Answer Question
Yes 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
Indicators in this category have been shifted to 'nos' as a signed IRS Tax Information Authorization form has been received. As soon as this Authorization is granted, RUBA staff will submit the form to the IRS and record updated tax information into the RUBA online system. The City of Seldovia has a QuickBooks accounting system that accurately tracks, calculates and reports payroll tax liabilities.

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 of Seldovia has a posted workers compensation insurance policy in effect from 7/1/11 to 7/1/12. They work with AML/JIA for insurance. The City of Seldovia has an adopted personnel policy. The City of Seldovia has a 90 day probationary period for employees. Training opportunities to staff are provided as funds allow or opportunities by other sponsors come available. The City participates in the PERS program.

Organizational Management

Essential Indicators
Answer Question
Yes The entity that owns the utility is known; the entity that will operate the utility is set.
No The policy making body is active in policy making of the utility.
No 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.
No The policy making body meets as required.
Yes The utility complies with the open meeting act for all meetings.
Organizational Management Comments
The current utility operator is certified in Water Treatment, Level 1 and Water Distribution, Level 1. This certification expires on 12/31/2013. The community has alternate operators who carry certification at Level 1 or Provisional Levels. The City of Seldovia historically has an active policy making body that enforces set policies. Minutes from city council meetings have not been recently submitted. This indicator has been shifted to a 'no'; this will be returned to a 'yes' once recent City Council meeting minutes are received. The current City Clerk has been in her position for over ten years. The policy making body meets twice a month; on the second and fourth Wednesday of each month.

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.
No 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
As stated previously the community water utility operators are all currently certified. The utility has a preventative maintenance plan developed for the facility. Each month, the utility operator reports orally to the Manager to give an update on the water system along with a copy of the monthly water report sent to ADEC. The Seldovia water utility is currently on the April 2012 Significant Non-Complier (SNC) list, noting VOC, DBP, and Nitrate violations as valid. VOC and Nitrate samples have been submitted. The SNC list advises that 'DBP needs to be resampled.' The utility operator does not currently keep a written inventory control list or a critical spare parts list. A recent Consumer Confidence Report (CCR) has not been submitted to RUBA. This indicator will be shifted when a copy of the report is received. The City of Seldovia works with AMLJIA to hold monthly safety meetings. AMLJIA provides a safety manual and safety material for the meetings free of cost as part of their risk management program.