Quarterly Report: 2008, January - March (Q3), Goodnews Bay

Community:
Goodnews Bay 
Staff:
Ralph Andrew  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Goodnews Bay 
Population:
238  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
5/7/2008 
Community Sanitation Overview:
The Native Village of Goodnews Bay, under joint management by the Yukon Kuskokwim Health Corporation Rural Utility Cooperative, operates a washeteria central watering point, provides for honeybucket haul, and has a sewage lagoon. The tribe, the policy making body for the utility, assumed water/sewer utility management from a community utilty board in August 2005. Currently, treated well water is hauled from the watering point at the washeteria/clinic facility. Most homes are currently not plumbed. A piped water and gravity sewer system with plumbing for 70 + homes is under construction. The project funding is expected to plumb homes including installation of fixtures. 
RUBA Status & Activities This Qtr:
RUBA traveled to Goodnews Bay during the quarter to meet with city officials on ongoing matters. During the visit RUBA met with tribal officials to share RUBA Assessment status information and to offer ongoing assistance upon request. The tribe is jointly managing the water/sewer utility with Alaska Rural Utility Collaborative (ARUC). The RUBA Assessment of Management Indicators, conducted with ARUC is presently being updated and current information will be posted shortly. The community's water-sewer project, led by the Alaska Native Tribal Health Consortium, remains underway and is said to have a completion timeframe of fall 2008. A sanitation business plan, a special sanitation grant condition, is under development by a consultant and is nearing completion. The tribe maintains an interest in improving solid waste infrastructure. 
RUBA Activities for the Coming Qtr:
RUBA maintains contact with the Native Village of Goodnews Bay and ARUC as they strive to maintain a sustainable water/sewer utility and maintain compliance with sanitation grant conditions. RUBA encourages active local participation in joint village-ARUC management meetings.
Scores:
 
Essential Indicators:
26 of 26
Sustainable Indicators:
27 of 27
Total Score:
53 of 53

Finances

Essential Indicators
Answer Question
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
Answer Question
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.
Finances Comments
The ARUC utility budget is balanced and realistic. ARUC staff produce monthly financial reports presenting year-to-date activity. In early February 2008 ARUC provided RUBA a financial report for the month ending December 2007 showing revenues trailing expenditures. ARUC is presently subsidizing utility operations to cover the revenue shortfall and is working with the village council and community to improve residential and commercial customer collections.

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.
Yes 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
Utility billing continues through services provided by ANTHC. ARUC operates under a standard water/sewer ordinance that includes a collections policy. ARUC maintains a workers compensation policy and uses computerized accounting to monitor and track finances.

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.
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.
Tax Problems Comments
According to the IRS Taxpayer Advocate Service on February 26, 2008, the ARUC is presently meeting federal tax obligations and does not have a recorded notice of federal tax lien against it.

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.
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.
Personnel System Comments
Workers compensation insurance coverage is current. ARUC abides by a comprehensive personnel policy.

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
ARUC oversees water-sewer utility management with the village council and actively enforces utility policy and operate under a water/sewer ordinance. Billing services continue to be handled by ARUC. The water operator is trained.

Operation of Utility

Essential Indicators
Answer Question
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
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.
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.
Operation of Utility Comments
The primary water operator possesses required certification. The operator utilizes a preventative maintenance plan and provides reports to the ARUC utility manager. The utility is not presently listed on the SNC list having resolved prior quarter violations.