RUBA Community Status Report

Community Name: Koliganek


Community:

Koliganek

RUBA:

No

Staff:

Robert Madeson

Agreement:

No

DCA Region:

Dillingham

Agreement Date:

Region:

Dillingham

Exp Date:

Govt Type(s):

Tribal Council

Borough:

Assessment Date:

5/18/2011

Population:

192

Active Community:

Yes

Date Updated:

11/1/2013


Community Sanitation Overview:

Koliganek has operated a piped system for over 25 years. Water is derived from a well and is treated. Thirty-three homes and facilities are connected to the piped water and a community wastewater tank. Eight homes have individual wells and wastewater systems. Fifteen homes haul water and honey buckets. Koliganek purchases power from the school district, and also owns its own generator. The village has a 'Code Red' fire suppression unit and one village public safety officer. The community has completed a water and wastewater feasibility study and is competing for funds to make improvements with the goal of connecting the entire community.

RUBA Status
and Activities
this Quarter:

RUBA staff has maintained contact with the community throughout the quarter. In July, RUBA staff spoke with the temporary village administrator for Koliganek and offered the temporary administrator assistance in payroll reporting and budgeting. The community is in the process of hiring a new village administrator. RUBA staff offered to provide on-site assistance when a new administrator is hired. On September 24, RUBA staff traveled to Koliganek to meet with the newly hired village administrator to review Koliganeks FY14 operating budget, which includes the water utility. The village administrator was unable to provide sufficient information to create an Excel spreadsheet for financial reporting that meets the essential capacity indicators for finances and accounting. RUBA staff worked with the village administrator and clerk to train them on how to calculate estimated yearly revenues of the water/wastewater utility and reviewed billing and collection procedures used for the water/wastewater utility. RUBA staff also trained village staff on how to calculate payroll, taxes and how to fill out the 941s for quarterly reporting. The village administrator is calculating payroll by using a calculator and writing the information into a ledger and payroll stubs. To assist the village administrator, RUBA staff designed an Excel spreadsheet that calculates payroll and taxes for each employee and calculates the quarterly amounts required for the 941s.

 

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.

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:

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.

Yes

A monthly manager's report is prepared.

No

Budget amendments are completed and adopted as necessary.

Comment:

RUBA staff is unable to comment because no quarterly reports have been received.

 

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.

No

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.

No

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 utility should adopt a collection policy for the water/wastewater utility. The utility bills customers on a regular basis, however billing and revenues received are not tracked. Payroll is done manually in Excel. Their manual system correctly calculates payroll. The administrator maintains the cash receipts and keeps money locked up in a safe. The administrator writes a receipt for cash received; a check is written for each invoice and entered into a ledger at the end of the day. Invoices are filed into vendors files. When spare parts for the water/wastewater system need to be purchased, the water/wastewater operator provides a price quote to the administrator, the request is approved by the administrator; the water/waste water operator purchases the part, provides invoice to the administrator. When the invoice is paid it is entered into the Excel Spreadsheet ledger.

 

Capacity Indicator: Tax Problems

Essential Indicators:

No

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

No

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.

Comment:

The city uses the QuickBooks accounting program to accurately calculate, track, and report payroll tax liabilities. On September 24, 2013 the Alaska Department of Labor (DOL) reported that Koliganek is compliant in meeting Alaska ESC tax obligations through June 31, 2013. A current update from the IRS is unavailable. On October 19, the Taxpayer Advocate deemed Koliganek compliant. Koliganek is not listed in The Small Community Tax Lien List.

 

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.

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:

The employer's notice was posted as required. According to the Notice of Insurance, workers compensation insurance is provided by Alaska National Insurance Policy number 12KWW55529 is from July 1, 2013 through June 30, 2014. A September 30, 2013 check of the Division of Workers Comp website confirmed that the policy is in effect. The city's personnel policy includes an evaluation process and a written hiring process. The president performs yearly evaluation of employees. Job descriptions need to be updated. The Village of Koliganek budgets for and provides training opportunities as they become available to staff.

 

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:

No

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 entity that owns the utility is known and the entity that will operate the utility is set. The village council is the active policy making body for the utility. The utility enforces current utility policy; however the current utility policy is very vague. The current policy does not address billing dates, utility fees, and policies for collecting late payments. The council has not amended the utility policy. The administrator acts as the bookkeeper and is adequately trained. The policy making body meets as required, on the third Thursday of each month and complies with the Open Meeting Act for all meetings.

 

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.

No

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:

According to the Alaska Certified Water/Wastewater Database the current water/wastewater operator is certified in Small Water Systems through December 31, 2015. The current operator is trained and utilizes a preventative maintenance plan. The utility has completed its Consumer Confidence Report and is not on the Significant Non-Compliance list. The water operator staff maintains inventory of critical spare parts. RUBA recommends further training and CEU study for the water/waste water operator to maintain CEU credits for renewal of certification. The utility is run by one person. There was a safety manual present on site, but no safety meetings are held. The water wastewater operator provides a status report during their monthly council meeting.

RUBA Activities for the Coming Quarter:

RUBA staff will continue to monitor and offer assistance with QuickBooks, payroll and taxes, office management, and other areas as needed.