Quarterly Report: 2011, January - March (Q3), Koyukuk

Community:
Koyukuk 
Staff:
 
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Koyukuk 
Population:
89  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
5/4/2011 
Community Sanitation Overview:
The City of Koyukuk operates the central watering point at the washeteria and residents haul their own water. The city also maintains honeybucket pits and the sewage lagoon. The City council is the policy making body for the utility. Residents haul treated well water from the washeteria and use honeybuckets or pit privies. Households are not plumbed. The school and washeteria use City water, with sewage disposal into a lagoon. A master plan is completed, and preliminary work has begun to upgrade the community to a flush/haul system. The five households on the honey bucket haul demonstration system have been inoperable since Fall 2004, due to the trailer not being able to withstand the weight of the water tank. 
RUBA Status & Activities This Qtr:
At the request of Koyukuk city council, Fairbanks RUBA traveled to the city on January 31-February 2, to conduct council training and to assist the city administrator with QuickBooks accounting issues. The city council training was focused on roles and responsibilities with all council members actively participating. RUBA staff was able to correct the QuickBooks issues for the city administrator and provided some additional onsite financial assisstance training. The roles and responsibilities training will improve the council's ability to serve the city. RUBA staff will remain in contact with the city staff to assist with any more questions that come up. In March, Fairbanks RUBA staff contacted the city administrator concerning the weekend power outage. RUBA staff discovered that power had been restored and no major local issues had arisen because of the outage. The community is using two smaller generators until the Alaska Energy Authority (AEA) arranges travel out to make permanent repairs on the two larger generators. RUBA staff will remain in contact with the community administrator to ensure the repairs are completed and act as liaison bewtween agencies. RUBA staff also provided assistance this quarter regarding a community power issue. The city was assisted by the Alaska Energy Authority to repair the circuit board issues they had. RUBA staff answered questions concerning council issues and provided advice on community revenue sharing issues. Fairbanks RUBA staff spoke to the community about the issue of funding for the washeteria. The city has been having difficulties receiving funding for a new washeteria and recently found out they have been listed on the government list for villages in the middle of relocating because of flooding or erosion. The community stated that they have been applying for funding but have received nothing because of this list. 
RUBA Activities for the Coming Qtr:
RUBA staff will continue to assist the community with QuickBooks issues and council issues as well as any emergency situations that arise.
Scores:
 
Essential Indicators:
0 of 23
Sustainable Indicators:
0 of 27
Total Score:
0 of 50

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.
No 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.
No A monthly manager's report is prepared.
No Budget amendments are completed and adopted as necessary.
Finances Comments
The city is currently not a RUBA community. When a RUBA assessment is requested RUBA staff will assist.

Accounting Systems

Essential Indicators
Answer Question
No The utility has adopted a collection policy and actively follows it.
No The utility bills customers on a regular basis.
No An accounts receivable system is in place which tracks customers and reports past due accounts and amounts.
No An accounts payable system is in place.
No The payroll system correctly calculates payroll and keeps records.
No A cash receipt system is in place that records incoming money and how it was spent.
No The utility has a cash disbursement system that records how money was spent.
Sustainable Indicators
Answer Question
No 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.
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 community is not a RUBA community, no assessment has been requested.

Tax Problems

Essential Indicators
Answer Question
N/A The utility has a system to accurately calculate, track, and report payroll tax liabilities.
N/A The utility is current on filing tax reports.
N/A The utility is current on making tax deposits.
N/A 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
There are no current tax issues reported. Not a RUBA community.

Personnel System

Essential Indicators
Answer Question
No 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 city of Koyukuk is not a RUBA community and is not required to get a assessment.

Organizational Management

Essential Indicators
Answer Question
No 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.
No The utility has an adequately trained manager.
No The utility has an adequately trained bookkeeper.
No The utility has an adequately trained operator or operators.
No 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.
No The policy making body meets as required.
No The utility complies with the open meeting act for all meetings.
Organizational Management Comments
The city is not a RUBA community and has not requested a RUBA assessment.

Operation of Utility

Essential Indicators
Answer Question
No The utility operator(s) are actively working towards necessary certification.
No 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.
No 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.
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
The city of Koyukuk is currently not a RUBA community and does not require a assessment be completed.