Quarterly Report: 2009, October - December (Q2), Ekwok

Community:
Ekwok 
Staff:
Ralph Andrew  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Ekwok 
Population:
108  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
2/13/2009 
Community Sanitation Overview:
Individual wells provide water for the majority of the community. Approximately 20 HUD homes have individual wells and are connected to a piped septic system. The City operates a piped sewage system with sewage lift station, which connects to a portion of the community, roughly 16 residences. The remaining homes use septic systems or a flush/haul system. The city operates a sewage pumper. Roughly thirty six of 42 homes have complete plumbing. Landfill services are available at no charge. Ekwok Electric, a city-owned utility, provides electricity services. 
RUBA Status & Activities This Qtr:
RUBA continues to offer utility management assistance to city officials. RUBA had contact with the city administrator during the quarter but awaits follow-up communications from the city concerning RUBA requests for documentation associated with the RUBA Assessment of Management Indicators, a special sanitation grant condition. RUBA was in contact with the Village Safe Water engineer assigned to Ekwok during the quarter concerning deficient essential indicators; the engineer encouraged the city to address and resolve the indicators. City staff were working to resolve deficient RUBA Assessment essential indicators in prior quarters, but progress, if any, is unclear at the time of this report. 
RUBA Activities for the Coming Qtr:
RUBA will continue offering assistance to the city with a focus on resolving deficient RUBA Essential Indicators. RUBA received approval from the city to travel to Ekwok this quarter to conduct an onsite update of the RUBA Assessment of Management Indicators.
Scores:
 
Essential Indicators:
10 of 26
Sustainable Indicators:
7 of 25
Total Score:
17 of 51

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.
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
Answer Question
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.
No A monthly manager's report is prepared.
No Budget amendments are completed and adopted as necessary.
Finances Comments
The FY 2009 water/sewer budget was balanced and realistic. RUBA is in contact with the city administrator to confirmation that water/sewer revenue is covering utility expenses and awaits a response concerning monthly report figures. RUBA inquired about the fuel status in the community including status of fuel supplies for the electric utility operated by the city and continues to await a response. Several indicators in the finance section are unconfirmed at this time and will be updated upon confirmation from the city.

Accounting Systems

Essential Indicators
Answer Question
No The utility has adopted a collection policy and actively follows it.
No 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.
No An accounts payable system is in place.
No The payroll system correctly calculates payroll and keeps records.
No A cash receipt system is in place that records incoming money and how it was spent.
No The utility has a cash disbursement system that records how money was spent.
Sustainable Indicators
Answer Question
No 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.
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
In prior quarters the utility had a demonstrated record of timely billing and accounting for receivables and payables in recent quarters. The current status of collections are not confirmed. Presently, the city charges a septic pumping fee of $40 per load but does not charge for wastewater services - a connection to the sewage lagoon - a services that is provided to several homes in the community. The administrator was working to improve payroll processing however, RUBA continues to request confirmation of consistent utility billing, payroll processing, and other bookkeeping tasks.

Tax Problems

Essential Indicators
Answer Question
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.
Tax Problems Comments
According to the IRS Taxpayer Advocate Service during the first quarter of 2008, the city was not complying with all federal tax obligations. RUBA offered assistance to city staff but did not hear back with respect to taxes. City officials have not confirmed resolution of prior quarter tax problems; RUBA awaits confirmation. On December 30, 2008 the Department of Labor indicated the city is not meeting Alaska ESC tax obligations.

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.
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.
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
The city provided an employer's notice of insurance for Workers' Compensation showing coverage through July 1, 2009. The utility uses the city's personnel handbook, a comprehensive policy RUBA reviewed onsite during visits in prior quarters. The city ordinances includes job descriptions for utility staff.

Organizational Management

Essential Indicators
Answer Question
Yes The entity that owns the utility is known; the entity that will operate the utility is set.
No The policy making body is active in policy making of the utility.
No 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.
No The policy making body meets as required.
Yes The utility complies with the open meeting act for all meetings.
Organizational Management Comments
The city council serves as the utility board and operates under a water/sewer ordinance. RUBA awaits confirmation from the city that collections and utility policy are being enforced. The administrator is trained, experienced in the role, and serves as utility manager. The electric utility manager is also trained and serves as the primary water operator and at last report is serving as mayor. RUBA seeks to confirm that the policy making body is holding regular meetings.

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
No 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.
No Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.
No The utility is operating at the level of service that was proposed.
No The operator provides status reports to the manager on a routine basis.
N/A The utility has completed and distributed its "Consumer Confidence Report".
N/A 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 city is not required to have a certified water operator or wastewater operator at this time. Sanitation utility staff are trained and experienced. RUBA recommends staff who provide septic pumping services receive basic training including safety procedures. A preventative maintenance plan is in place. RUBA recommends safety meetings be held regularly.