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RUBA Status Report

Community: Pilot Point RUBA: Yes
Staff: Barbara Higgins Agreement: Yes
DCA Region: Anchorage Agreement Date: 10/7/2010
Region: Alaska Peninsula Exp Date: 10/7/2012
Govt Type(s): 2nd Class City
Borough: Lake & Peninsula Borough Assessment Date: 4/1/2013
Population: 88
Active Community: Yes Date Updated: 4/4/2013


Community Sanitation Overview: The city of Pilot Point is located on the Northern Coast of the Alaska Peninsula, on the east shore of Ugashik Bay. The population is 68. The community uses individual wells, cisterns, wastewater tanks and outhouses. There is no central water or wastewater system, but all occupied homes have complete plumbing. The city provides wastewater pumping services and maintains a wastewater lagoon. Over half of the homes are used only seasonally. Wind turbines supplement the community's electrical supply and there is a project in progress to put more on line. The city received a permit to obtain water through the Department of Natural Resources that developed water for use at the health clinic and the duplex associated with the clinic. The City of Pilot Point operates a Class III Municipal Solid Waste Landfill under Solid Waste Disposal Permits No. SW3A077-15, which expires April, 2015.
RUBA Status and Activities This Quarter: RUBA staff traveled to Pilot Point on March 18-22, 2013 to conduct a RUBA management assessment. Staff was very receptive in seeing that the assessment is a management tool for day-to-day operation of their utilities. During this visit. RUBA training and assistance was provided for the accounts receivable files, reconciling the balances customers owe dating back to January 1, 2009 to current date. This is a labor intensive project as manual records and fuel tickets are being combined with QuickBooks files, bank statements and bank deposits to arrive at an accurate balance due by customers. This effort will allow entering a beginning balance into the new fuel accounting system being developed. RUBA staff also provided training and assistance with editing sections of the municipal code for formatting and context and codification.

Capacity Indicator: Finances
Essential Indicators
No 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.
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.
Yes The utility is receiving revenues (user fees or other sources) sufficient to cover operating expenses.
Sustainable Indicators
No 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 Comment: The FY13 budget is the annual fiscal plan of the governing body to receive and spend utility funds. It was adopted in September 2012 as the utility operates under a federal fiscal year. User fees are charged and could be identified or tracked separately from other revenue in the accounting system. The wastewater revenue is listed separate from other sources of revenues on the budget but was not given a monetary value. Wastewater revenues are insufficient and a subsidy is required. The utility uses fish tax revenue to subsidize utility revenues. Septic pumping service expenditures are identified in the budget. The utility prepares a monthly financial report that compares year-to-date revenues and year-to-date expenditures to annual budgeted amounts in the overall city budget, however the monthly financial report is not specific for the septic pumping enterprise. Meeting minutes document submittal of a written financial report to the city council. The utility's budget does not identify electric expenses as a line item to the utility, however it is listed as an expense of the city. The city is not current with the electric utility billings due to non-payment by the electric utility for fuel. The utility does not use fuel other than gas for the wastewater pumping. The city has an adequate supply on hand (47,000 gallons), and is applying for a bulk fuel loan. The collection rate of the utility is not sufficient for revenues to cover expenses. Repair and Replacement items are not listed on a schedule that shows the the item's useful life. There is no line item in the budget for Repair and Replacement expense and no indication that Repair and Replacement funds are being set aside and accumulating as necessary. YTD revenues and expenditures for the city's overall budget are documented to be level or equal to those budgeted in a monthly finance report, but do not specifically address the septic enterprise. The monthly administrator's report is submitted in written format. The highlights of the report are recorded in the minutes. The most recent monthly financial report indicates that the city is on track with their overall budget. No budget amendments are needed.

Capacity Indicator: Accounting Systems
Essential Indicators
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
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 Comment: Collection policy and procedures have been adopted. The collection policy includes a statement of action that will be taken if past due amounts are not received. The utility does not actively follow the policy. The utility does not bill monthly as the service is not a monthly service, however bills are sent according to the ordinance they have adopted. The utility uses QuickBooks 2011. The system shows all customer balances and past due amounts and all vendors that money is owed. Long term or past due amounts are identified and are reported. The customer balances are under review for accuracy back to 2009. The payroll system correctly calculates payroll and keeps records. The data is correctly calculated and stored in a format that is used to generate the necessary reports. A cash receipt system is in place that records incoming money and how it was spent. A receipt book is utilized along with entries into the QuickBooks file. All payments are made by check. Every check includes an amount, an expense account, and a description of the payment. The date for every check written is recorded in the check register in QuickBooks. A copy of paid invoices is kept in the vendor file. A chart of accounts is used that identifies categories in a reasonable, usable manner. The chart of accounts lists categories of revenues and expenditures; all of the utility's financial transactions are placed in one of these categories. Monthly bank reconciliations have been completed for the utility and are documented in the QuickBooks through February 2013. The utility has a purchasing system that requires approval prior to purchase from the manager and purchases over the manager's limit requires council approval. There is a system in place that is checked to ensure that adequate funds are budgeted and remaining in the budget prior to purchase of an item.

Capacity Indicator: Tax Problems
Essential Indicators
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.
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 Comment: The utility uses QuickBooks 2011 to accurately calculate, track, and report payroll tax liabilities. A report from the IRS on March 15, 2013 shows the taxpayer has been deemed compliant with federal employment and or excise tax filing requirements, however is non compliant making tax deposits, owing federal taxes in the last quarter of 2012. The State Department of Labor (DOL) grants tax clearance to the taxpayer for the period ending December 31, 2012. There is no record or notice of Federal tax liens against the tax payer.

Capacity Indicator: Personnel System
Essential Indicators
Yes The utility has a posted workers compensation insurance policy in effect.
Sustainable Indicators
Yes 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.
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 Comment: The utility has posted the workers compensation insurance policy in the city office in plain view. According to the Notice of Insurance, worker's compensation insurance is provided by the Alaska Municipal League. A March 27, 2013 check of the Division of Worker's Compensation website confirmed that the policy was in effect. A copy of the utility's personnel policies is on file with RUBA staff. Job descriptions are not up to date for all positions. The city council does not have a written evaluation process. The hiring process is described in the utility's personnel policies adopted December 2008. Personnel folders are current and available for all employees. The probationary period or introductory period for new hires is at least ninety (90) days, as described in the personnel policy. New hires are evaluated at the end of the probationary period. The utility budget includes an appropriation of $4,720. for staff training.

Capacity Indicator: Organizational Management
Essential Indicators
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.
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
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 Comment: The utility ordinance identifies the city as the operator of the utility. Council meeting minutes confirmed that the council reviews policies and rates on an annual basis and makes changes as needed. Meeting minutes for the past three months through February 2013 confirms that the utility is beginning to take an active role in enforcing utility policy. The manager develops and oversees the utility budget and provides monthly reports to the governing body. The manager has been in his position for seven months. He has attended the RUBA sponsored QuickBooks class. The bookkeeper is trained and has attended the RUBA QuickBooks class and the RUBA Clerks Management of Rural Utilities training and has held her position for three years. The utility is a septic pumping service of wastewater only. Water in homes is supplied by private wells. The city has an organizational chart that is updated as needed. A copy of the organizational chart is on file with RUBA staff. Regular council meetings are held once a month; special meetings are held as needed. All required meetings for the current quarter have been held as scheduled. The meeting files and minutes confirm that agendas are posted and that all meetings are open to the public as required by the Open Meetings Act.

Capacity Indicator: Operation of Utility
Essential Indicators
N/A 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
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.
Yes 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.
Yes The utility is operating at the level of service that was proposed.
N/A The operator provides status reports to the manager on a routine basis.
N/A The utility has completed and distributed its "Consumer Confidence Report".
N/A 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 Comment: Credit is given for the utility having a operator that is working towards necessary certification however, according to the ADEC website, Pilot Point does not have a system that requires a certified operator. The maintenance plan is not written but it is part of the staff mechanic's job to keep city equipment in working order. The utility operates a wastewater lagoon and wastewater pumping service. Pumping occurs approximately once in every three years for most residents. Credit is given for the manager receiving a monthly Operation and Maintenance report due to this is not a monthly service. When services are requested and provided a verbal report is provided to the manager. There is a safety manual and the operator actively participates in the Alaska Municipal League Joint Insurance Association (AMLJIA) safety meetings. Credit not is given for the Consumer Confidence Report as it is not a requirement for this type of service. Credit is also not given for the Significant Non-Compliance list as it is not relative to this type of service. The utility does not have a inventory control list or a critical spare parts list for its septic pumper.


RUBA Activities for the Coming Quarter: Based on the assessment, a work plan has been developed to deal with utility management deficiencies. The work plan is an effort to bring the community up to an acceptable management performance standard. The council has a signed RUBA agreement that outlines the services this division is providing and the actions the city is taking.