RUBA Community Status Report

Community Name: Holy Cross


Community:

Holy Cross

RUBA:

Yes

Staff:

Fred Broerman

Agreement:

No

DCA Region:

Bethel

Agreement Date:

Region:

Yukon-Kuskokwim Delta

Exp Date:

Govt Type(s):

2nd Class City

Borough:

Unorganized

Assessment Date:

1/10/2007

Population:

178

Active Community:

Yes

Date Updated:

9/30/2013


Community Sanitation Overview:

Water is derived from a deep well and is treated. A new backup well, new pump house and water treatment facility have been completed. Seventy-one households and the school are connected to the piped water and sewer system. A number of residents in the community still haul water from the washeteria and use honeybuckets or outhouses. A Master Plan is underway to examine and engineer expansion of the system. Landfill improvements are needed.

RUBA Status
and Activities
this Quarter:

The city's water and wastewater utility was enrolled in Alaska Native Tribal Health Consortium's (ANTHC) billing assistance program in April 2010. On May 12, 2012 the city turned over the management and operations of its water and sewer facility to Alaska Rural Utility Collaborative (ARUC). As of September 30, 2013 the city is compliant on its state and federal tax payments and filings.

 

Capacity Indicator: Finances

Essential Indicators:

Yes

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

Yes

The utility has adopted a balanced realistic budget.

Yes

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:

Yes

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.

Comment:

Monthly finance and budget reports are prepared by ARUC and distributed to Anchorage RUBA supervisors. ARUC prepares, and sends out reports to the community and the ARUC Advisory committee.

 

Capacity Indicator: Accounting Systems

Essential Indicators:

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:

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.

Comment:

ARUC water/sewer ordinance contains a collection policy section. ARUC manages utility billing, accounts payable, receivable, and payroll processing. ARUC reconciles all bank accounts monthly and follows a comprehensive personnel and purchasing policy.

 

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.

Yes

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.

Comment:

The utility is managed by ARUC who is deemed compliant by both ESC and IRS. A September 23, 2013 email correspondence from the Alaska Department of Labor office in Anchorage indicates that the City of Holy Cross is compliant with its Employment Security Tax filings and deposits. On September 30, 2013 a fax correspondence from the IRS indicated that the city is compliant on its federal tax payments and filings. The city is not listed on the July-August 2013 LIEN WATCH: A Review of Small Community Liens.

 

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.

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.

Comment:

ARUC water plant operators are under ANTHC personnel policy, hiring process, job descriptions, and the consortium provides training for its employees.

 

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.

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:

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.

Comment:

The city has an ordinance, MOA and a collaborative agreement with ARUC documenting that ARUC maintains the water and sewer services for the city. ARUC requires local operators be certified or be working toward the certification level of water/wastewater facility.

 

Capacity Indicator: Operation of Utility

Essential Indicators:

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:

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.

Yes

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

Yes

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

Yes

The utility maintains an inventory control list.

Yes

The utility maintains a critical spare parts list.

Comment:

ARUC requires local operators be certified or be working toward the certification level of water/wastewater facility. The utility has preventative maintenance plan in place. A copy of the city's 2012 Consumer Confidence Report (CCR) is electronically filed at the Bethel RUBA office along with a certification form signed by the water operator on July 1, 2013 indicating the CCR was distributed and posted in the community. The city's water treatment facility is not on the July 2013 Significant Non-Complier (SNC) list.

RUBA Activities for the Coming Quarter:

Bethel RUBA staff is available to provide the city of Holy Cross assistance as requested.