RUBA Community Status Report

Community Name: Egegik


Community:

Egegik

RUBA:

No

Staff:

Robert Madeson

Agreement:

No

DCA Region:

Dillingham

Agreement Date:

Region:

Dillingham

Exp Date:

Govt Type(s):

2nd Class City

Borough:

Lake & Peninsula Borough

Assessment Date:

8/16/2011

Population:

62

Active Community:

Yes

Date Updated:

11/1/2013


Community Sanitation Overview:

The City of Egegik operates a public water/wastewater system. Egegik's water is supplied by a combination of three wells; one serves as a primary well and the others as alternates. Two storage tanks are used - an indoor 8,000 gallon tank and an outside 100,000 gallon tank. Most households and public facilities are plumbed and connected to the public water and wastewater system. Two residences are not connected to wastewater. The Icicle Seafoods facility derives processing water from School Lake and obtains water for general use from the city.

RUBA Status
and Activities
this Quarter:

RUBA staff edited portions of the city code of ordinances that pertained to boundary descriptions and maps, and continued to work with the city clerk on ordinance codification and ordinance writing.

 

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:

All revenues and expenses for the utility are itemized in a utility budget. Through August, revenues for the water/wastewater utility exceeded expenditures by $12,593.77. When there is a deficit in revenue, the water/wastewater utility is subsidized by general funds. Monthly financial reports (MFRs) comparing actual YTD revenues and expenses are included in the agenda packets, and referenced in meeting statements. RUBA staff has received copies of the MFRs up to the period ending in August 2013. According to the current financial statement, the utility is current with the electric utility payment. The city council has voted to keep utility rates low and the difference is subsidized from general funds.

 

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:

The utility has adopted a collection policy and actively follow it. A copy of the collection policy is on file in the Dillingham RUBA office. The utility bills customers for water/wastewater on a regular basis. Staff uses QuickBooks for bookkeeping. Customer invoices and payments are entered into the accounts receivable program. Invoices are entered when paid. New invoices are entered when received when made. The city administrator maintains the cash receipt and cash disbursement systems. RUBA staff has copy of the chart of accounts on file. Bank reconciliation is done on a monthly basis. The city administrator compares proposed purchases to budgeted amounts before he approves all purchases.

 

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:

City staff uses QuickBooks to process payroll. On September 24, 2013 the Alaska Department of Labor (DOL) deemed Egegik compliant through the quarter ending June 31, 2013. Egegik is not listed in Lien Watch. On October 17, 2013 The Taxpayer Advocate deemed Egegik compliant.A current update from the IRS is unavailable.

 

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:

Workers compensation insurance coverage per the Division of Worker's Compensation web site verified Egegik coverage is provided by Alaska Municipal League Joint Insurance Company and is active on September 23, 2013. The city's personnel policy includes a 90 day probation period, an evaluation process and a written hiring process. The administrator hires and the council perform yearly evaluation of employees. Job descriptions need to be updated. The City of Egegik 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:

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 of Egegik owns the utility and has the authority to operate as adopted by code. The city council is active in policy making for the utility and the council enforces utility policy. The city administrator is also is the bookkeeper for the city and is sufficiently trained. There are two current water/wastewater operators certified in Small Water Systems Untreated, Waste Water Collection, Water Distribution, and Water Treatment through December 31, 2015. The policy making body meets as required, on the third Thursday of each month and complies with the Open Meeting Act for all meetings. RUBA staff received council minutes for August, no meetings were held in June and July. Meetings are posted in City Hall, Post Office, and school.

 

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".

No

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.

Comment:

The current water/wastewater operator is trained and utilizes a preventative maintenance plan. The city currently has two operators who are certified in Small Water Systems Untreated, Waste Water Collection, Water Distribution, and Water Treatment through December 31, 2015. The utility has completed its Consumer Confidence Report and is not on the current Significant Non-Compliance list. Copies of the weekly and monthly preventive maintenance checklist are on file. Critical spare parts list and inventory control lists are not maintained. The water/wastewater systems work with redundant systems. If one system goes down, they can transfer to the other system until repairs are made. It is recommended that utility staff participate in the AMLJIA safety meetings via teleconference.

RUBA Activities for the Coming Quarter:

RUBA staff will continue to assist the city clerk in editing the digitized version of the code of ordinances assisting in ordinance codification, and continue to monitor and offer assistance.