RUBA Community Status Report

Community Name: Golovin


Community:

Golovin

RUBA:

Yes

Staff:

Leroy Seppilu

Agreement:

Yes

DCA Region:

Nome

Agreement Date:

5/28/2004

Region:

Bering Straits

Exp Date:

5/28/2006

Govt Type(s):

2nd Class City

Borough:

Unorganized

Assessment Date:

1/27/2011

Population:

167

Active Community:

Yes

Date Updated:

10/3/2013


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. The city manages and operates a washeteria. ANTHC's water and wastewater project to the upper section of the community is in full swing. The project is expected to connect at least 21 residential customers and at least one commercial customer. The project is expected to be completed by 2015. The City of Golovin has not completed and submitted its FY '14 Budget. The city council has not been able to establish a quorum all summer long due to counil members being absent with subsistence and travel activities. The council met recently, at the urging of RUBA staff, to have a 1st Reading of the FY '14 budget ordinance.

 

Capacity Indicator: Finances

Essential Indicators:

No

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

No

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:

All revenues and expenses for the utility are listed in the utility budget. The utility has not adopted a budget. Quarterly financial reports are prepared and submitted to the policy making board. The has not made monthly financial reports to the public and city council for a while since 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. The utility is receiving revenues (user fees or other sources) sufficient to cover operating expenses. The collection rate to date by ARUC to date is still about 94%.

 

Capacity Indicator: Accounting Systems

Essential Indicators:

N/A

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

N/A

The utility bills customers on a regular basis.

N/A

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:

The city operates a washeteria. The washers and dryers are coin-operated. The city provides $0.25 coins/change to customers who need to use the washers, dryers and showers. The washeteria employees are paid by the city bookkeeper who is proficient with Quickbooks. All finances of the washeteria are managed by the bookkeeper, including payroll, record keeping, revenues received and spent.

 

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.

Yes

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:

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 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 fairly complete and comprehensive. The city has workers' compensation coverage through Alaska Municipal League-Joint Insurance Association (AML-JIA). The city has posted a current workers' compensation coverage from AML-JIA.

 

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 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. The water treatment plant is right next to the washeteria and the water and wastewater operator shares responsibilities of the washeteria and the water and wastewater treatment plants.

 

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".

No

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:

The water and wastewater utility project is still on-going and at least 22 customers will be added in the future as the sanitation project continues and completed. In the latest SNC list to July, 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:

RUBA staff will travel to Golovin at least once in the next quarter (4th quarter, 2013) to work with the city council and city clerk to update and revise city's code of ordinances, including the washeteria ordinance.