RUBA Community Status Report

Community:

RUBA:

Staff:

Agreement:

DCA Region:

Agreement Date:

Region:

Exp Date:

Govt Type(s):

Borough:

Assessment Date:

Population:

Active Community:

Date Updated:

Community Sanitation Overview:

The City of Golovin turned over the responsibility of the management of the water supply and storage system to Alaska Rural Utilities Collaberative (ARUC), as well as water treatment plant. The city operate and manage the washeteria. In conjunction with Alaska Native Tribal Health Consortium (ANTHC), a community-wide piped water and wastewater system was constructed last year. Water is pumped from Chinik Creek, treated, and stored in three heated water storage tanks. A 1.2 million-gallon water tank has been built and a new washeteria is completed and utilized by the residents who are not connected to the water and wastewater system. At present, there are twenty six commercial and residential customers in the lower area of Golovin.

RUBA Status
and Activities
this Quarter:

Alaska Rural Utilities Cooperative (ARUC) provides full management and operation services to the city's water and sewer utility. RUBA staff traveled to city at least once during the quarter. The city council has passed its FY 13 budget. The council attempted several times to hold council meetings but couldn't due to lack of obtaining quorum. The city's continuing sanitation project is still going on. Alaska Native Tribal Health Consortium is installing water and wastewater lines to the upper section of the town for at least 15 residential customers and organizations. Arctic pipes are being installed and the project is expected to continue next summer.

Capacity Indicator: Finances

Essential Indicators:

All revenues and expenses for the utility are listed in the utility budget.

The utility has adopted a balanced realistic budget.

Monthly financial reports are prepared and submitted to the policy making board.

The utility is current in paying all water/wastewater electric bills.

The utility has on hand a year's adequate fuel supply or it has a financial plan to purchase an adequate supply.

The utility is receiving revenues (user fees or other sources) sufficient to cover operating expenses.

Sustainable Indicators:

The utility is receiving revenues (user fees or other sources sufficient to cover operating expenses and Repair & Replacement (R) costs.

YTD revenues are at a level equal to or above those budgeted.

YTD expenditures are at a level equal to or below those budgeted.

A monthly manager's report is prepared.

Budget amendments are completed and adopted as necessary.

Comment:

All revenues and expenses for the utility are listed in the utility budget. The utility has adopted a balanced realistic budget. Quarterly financial reports are prepared and submitted to the policy making board. The city itself was making monthly financial reports but stopped when the utility clerk for the washeteria was laid off. The utility is current in paying all water/wastewater electric bills. The utility has on hand a year's adequate fuel supply or it has a financial plan to purchase an adequate supply. The utility is receiving revenues (user fees or other sources) sufficient to cover operating expenses. The collection rate by ARUC to date is still about 94%.

Capacity Indicator: Accounting Systems

Essential Indicators:

The utility has adopted a collection policy and actively follows it.

The utility bills customers on a regular basis.

An accounts receivable system is in place which tracks customers and reports past due accounts and amounts.

An accounts payable system is in place.

The payroll system correctly calculates payroll and keeps records.

A cash receipt system is in place that records incoming money and how it was spent.

The utility has a cash disbursement system that records how money was spent.

Sustainable Indicators:

A chart of accounts is used that identifies categories in a reasonable, usable manner.

Monthly bank reconciliations have been completed for all utility accounts.

The utility has a purchasing system that requires approval prior to purchase, and the approval process compares proposed purchases to budgeted amounts.

Comment:

The utility has adopted a collection policy and actively follows it. The utility bills customers on a regular basis. An accounts receivable system is in place which tracks customers and reports past due accounts and amounts. An accounts payable system is in place. The payroll system correctly calculates payroll and keeps records. A cash receipt system is in place that records incoming money and how it was spent. The utility has a cash disbursement system that records how money was spent. The bookkeeper keeps track of and implements all of the city's finances using Quickbooks.

Capacity Indicator: Tax Problems

Essential Indicators:

The utility has a system to accurately calculate, track, and report payroll tax liabilities.

The utility is current on filing tax reports.

The utility is current on making tax deposits.

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.

Comment:

For this quarter, the city and ARUC are both deemed compliant by both IRS and Alaska Department of Labor's Employment Security Division for quarterly tax reports and payments. The utility is currently not on the Tax Lien Watch.

Capacity Indicator: Personnel System

Essential Indicators:

The utility has a posted workers compensation insurance policy in effect.

Sustainable Indicators:

The utility has adopted and uses a Personnel Policy, which has been reviewed by an attorney, AML or Commerce for topics and language.

The utility has adequate written job descriptions for all positions.

The utility has adopted and follows a written personnel evaluation process that ties the job description to the evaluation.

The utility has an adequate written hiring process.

The utility has personnel folders on every employee that contain at least: I-9, Job Application and Letter of Acceptance.

The utility has a probationary period for new hires that includes orientation, job training/oversight, and evaluations.

The utility provides training opportunities to staff as needed and available.

Comment:

ARUC has general liability and workers's compensation coverage paid for by ARUC. The water and wastewater utility department employees are under the city's personnel policies. The policies are fairly old and have not been updated, but are fairly complete and comprehensive. About two years ago, the city hired a utility clerk with specific tasks of managing the washeteria, fuel sales and trash haul services. Recently, the city councill decided to eliminate the position to cut costs. All the departmental responsibilities were given to the city bookkeeper.

Capacity Indicator: Organizational Management

Essential Indicators:

The entity that owns the utility is known; the entity that will operate the utility is set.

The policy making body is active in policy making of the utility.

The policy making body enforces utility policy.

The utility has an adequately trained manager.

The utility has an adequately trained bookkeeper.

The utility has an adequately trained operator or operators.

The utility has adopted the necessary ordinances (or rules and regulations) necessary to give it the authority to operate.

Sustainable Indicators:

The utility has adopted an organizational chart that reflects the current structure.

The policy making body meets as required.

The utility complies with the open meeting act for all meetings.

Comment:

The city council acts as the utility board and hold monthly council meetings as required by the city ordinance. The bookkeeper is adequately experienced with Quickbooks and uses it for all aspects of city's finances. The operator is certified for the level of water and wastewater services as required. Alaska Native Tribal Health Consortium (ANTHC) has a training program for operators and has trained and certified the operators in Golovin.

Capacity Indicator: Operation of Utility

Essential Indicators:

The utility operator(s) are actively working towards necessary certification.

The utility has a preventative maintenance plan developed for the existing sanitation facilities.

Sustainable Indicators:

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.

The utility has a safety manual and holds safety meetings.

Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.

The utility is operating at the level of service that was proposed.

The operator provides status reports to the manager on a routine basis.

The utility has completed and distributed its "Consumer Confidence Report".

The utility is not on the "Significant Non-Complier" (SNC) list.

The utility maintains an inventory control list.

The utility maintains a critical spare parts list.

Comment:

The water and wastewater utility project is still on-going and more residential customers will be added in the future as the sanitation project continues. In the latest SNC list to January, 2013, the city is on the Significant Non-Complier list for Stage 1 and LCR and violations. The operators are working with the Remote Maintenance Worker to get off the listing.

RUBA Activities for the Coming Quarter:

At the mayor's request, RUBA staff will travel to the city to perform and update the RUBA Assessment.