Quarterly Report: 2011, April - June (Q4), New Stuyahok

Community:
New Stuyahok 
Staff:
Robert Madeson  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of New Stuyahok 
Population:
448  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
8/3/2011 
Community Sanitation Overview:
Water is derived from a well and is treated. The majority of the community (roughly 94 households), facilities and the school are connected to a piped water and sewer system installed in 1971 and have complete plumbing. Some residents use individual wells and septic tanks; roughly six homes are without complete plumbing. Electricity is provided by AVEC. The city coordinates landfill management with the village council. 
RUBA Status & Activities This Qtr:
New Stuyahok water/sewer utility is now managed by the Alaska Rural Utility Collaborative (ARUC). Construction for the new water tank and lagoon should be completed by the end of summer 2011. Phase three of the project will consist of the water plant and lift stations with the final phase of the project being the piped lines.  
RUBA Activities for the Coming Qtr:
RUBA will maintain contact with the city and continue offering assistance.
Scores:
 
Essential Indicators:
26 of 26
Sustainable Indicators:
21 of 27
Total Score:
47 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 FY 2011 water/sewer budget is balanced and realistic. Budget reports indicate, year-to-date water/sewer revenues through 04/30/2011 net income was $1803.76. Electric bills are current. The water operator presents monthly operational reports to the council; the administrator presents the utility's financial reports. Budget amendments are adopted as necessary.

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.
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.
Accounting Systems Comments
ARUC bills customers consistently. ARUC operates under an agreement with the village council and a water/wastewater ordinance that includes a collections policy. Revenues are exceeding expenditures this quarter. ARUC maintains a worker's compensation policy and uses computerized accounting to monitor and track finances. ARUC maintains accounting records including accounts payable, receivable, and payroll under direction of a utility manager based in their central office in Anchorage. ARUC maintains a chart of accounts, reconciles bank accounts, and utilizes a purchasing system that requires approval prior to purchase.

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
The city administrator and city clerk use QuickBooks accounting software for payroll processing. On 05/27/2011 the Alaska Department of Labor (DOL) reported the city is meeting Alaska ESC tax obligations through 03/31/2011, On 05/31/2011 The Taxpayer Advocate deemed New Stuyahok compliant.New Stuyahok is not listed in The Small Community Tax Lien List.

Personnel System

Essential Indicators
Answer Question
Yes The utility has a posted workers compensation insurance policy in effect.
Sustainable Indicators
Answer Question
No 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.
No 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
Division of Worker's Compensation website on 06/02/2011, indicated policy #166 is active.

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
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.
Organizational Management Comments
Comment ARUC oversees water/wastewater utility management with the village council through a written, contractual agreement. ARUC enforces utility policy, collections rates are improving. ARUC meets with an advisory council that includes representation from the community. The city council and policy making body meets as required. A water/wastewater ordinance is in place. ARUC manages utility billing and collection services. The city administrator and city clerk are trained in using QuickBooks accounting software for maintaining their accounts and records. ARUC insures a certified water operator oversees utility operations. The city council and policy making meets as required.

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".
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.
Operation of Utility Comments
The Water Operator is certified at the OIT level for water treatment, water distribution, wastewater collection, and wastewater treatment. Utility staff maintains a preventative maintenance plan that includes an inventory control list and critical spare parts list. The operator utilizes a preventative maintenance plan and provides reports to the ARUC utility manager. New Stuyahok is not listed in the Significant Non-Complier (SNC) list.