Quarterly Report: 2010, January - March (Q3), Hooper Bay

Community:
Hooper Bay 
Staff:
Fred Broerman  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Hooper Bay 
Population:
1149  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
5/10/2010 
Community Sanitation Overview:
The City of Hooper Bay operates multiple watering points within the village and a solid waste and wastewater lagoon. The residents self-haul their own garbage and honey buckets. Hooper Bay Utility Advisory Board advises the city council on utility operations and management. The new school, teacher housing, old clinic, head start building and washeteria are connected to the piped water and wastewater. The new washeteria/water treatment plant is now operational. The watering point at the old town site is connected to processed water from the new water treatment plant. The HPB Traditional Council is pursuing a solid waste management grant to upgrade the existing lagoon. Over 75 homes were to be connected to the water and sewer lines by the end of FY08. The water and sewer project is planned to be completed in 2010.  
RUBA Status & Activities This Qtr:
The FY10 budget for the washeteria/water treatment plant is balanced with subsidies from sales tax and gaming revenue. But the FY10 budget needs to be amended to include the sales tax and gaming subsidies and the carry over grants funds from FY09. The City Administrator contacted Bethel RUBA staff to question how to list categories, budget amounts and budget amendment formatting. It was recoemmended that he use the chart of accounts line items to list all amended categories so that the city council can see and understand what is being considered. RUBA also answered questions regarding the numbering system used by the city in their ordinances. Previously the city used the current year and number of ordinance being considered; an example of numbered ordinance would be 2010-01. In addition, the administrator stated that Hooper Bay received a call from Allen Joseph, Alaska Village Council Presidents (AVCP) concerning the relocation grat from Alaska Housing Finance Corporation (AHFC). This grant will be used to relocate the new homes on a temporary location back to the old townsite where all the homes burned several years ago. Apparently, AHFC would like to close out this grant. The new houses would require planning for water hookups and service.  
RUBA Activities for the Coming Qtr:
The FY 10 budget needs to be amended to include the sales tax and gaming subsidies and the carry over funds from FY 09 grants. An operation and maintenance manual for the new washeteria/water treatment plant needs to be located, as well as a preventive maintenance plan.
Scores:
 
Essential Indicators:
23 of 27
Sustainable Indicators:
17 of 27
Total Score:
40 of 54

Finances

Essential Indicators
Answer Question
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.
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
Answer Question
No 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.
No Budget amendments are completed and adopted as necessary.
Finances Comments
FY10 budget for water and sewer is balanced, but the budget needs to be amended to include the sales tax and gaming subsidy and the carry over grant funds from FY09. Monthly financial reports are up to date to November 2009. Washeteria operating costs continue to be subsidized from sales tax and gaming. Electric bills are paid up and documented. Hooper Bay is also looking into waste heat recovery and wind generation for the new washeteria/water treatment plant.

Accounting Systems

Essential Indicators
Answer Question
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
Answer Question
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.
No The utility has a purchasing system that requires approval prior to purchase, and the approval process compares proposed purchases to budgeted amounts.
Accounting Systems Comments
All of the above indicators are reviewed through reports received from the community on a monthly basis and are on file in the Bethel RUBA office. Water and wastewater billings are sent out the first of every month. Accounting is done with QuickBooks Pro.

Tax Problems

Essential Indicators
Answer Question
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.
Tax Problems Comments
The community continues to be in compliance with tax requirements. The city pays payroll tax deposits electronically and copies of deposit slips are on file in the RUBA Bethel office. IRS and Alaska State Department of Labor confirmed compliance of tax reports and deposits.

Personnel System

Essential Indicators
Answer Question
Yes The utility has a posted workers compensation insurance policy in effect.
Sustainable Indicators
Answer Question
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.
No 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.
No The utility has personnel folders on every employee that contain at least: I-9, Job Application and Letter of Acceptance.
No 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.
Personnel System Comments
RUBA has on file copies of documentation for the above indicators. Workers' compensation is through AMLJIA effective July 2009 to June 2010. Qualified long term staff in the city administration is a huge benefit to this organization.

Organizational Management

Essential Indicators
Answer Question
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
Answer Question
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.
Organizational Management Comments
The utility currently has an adopted ordinance, however a new water and sewer ordinance that meets the Regulatory Commission of Alaska's requirements is being considered for adoption by the city council. The administrative and finance staff are long term and are competent and that includes the water operator. The city continues to make sure the operators are current with certification.

Operation of Utility

Essential Indicators
Answer Question
Yes The utility operator(s) are actively working towards necessary certification.
No The utility has a preventative maintenance plan developed for the existing sanitation facilities.
Sustainable Indicators
Answer Question
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.
Operation of Utility Comments
RUBA recommended to city staff that they request from CE2 consultants the preventive maintenance plan, inventory control list and critical spare parts list in the operations and maintenance manual for the new facility as well as the safety manual. The SNC lists a Stage 1 violation in February 2009.