Quarterly Report: 2010, October - December (Q2), Buckland

Community:
Buckland 
Staff:
Margaret Hansen  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Buckland 
Population:
457  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
2/22/2010 
Community Sanitation Overview:
The water supply used by the City is taken from the Buckland River. It is treated with filtration and chlorination and stored in a central community storage tank. The water is then hauled to some homes by means of a light truck and small tanks. The residents are charged for this service. The community has a central washeteria, which is a combination laundromat, toilet and shower facility and provides a watering point for residents who haul their own water. The City met with VSW who coordinated the hiring of a project management firm to oversee all phases of the water/sewer project. The sewage lagoon project started last summer to be completed in 2009; currently, they are almost done connecting piping to the sewage lagoon from the Washeteria, Clinic and School. The maintenance equipment storage building is completed. The next step is the foundation for the water treatment plant and the water tank to start this fall when the barge comes in. Right now they are laying the pipe between the lift station and the sewage lagoon. Next spring they hope to do in home plumbing for 17 homes. They are 13 million short to do this for the entire community. The admnistrator applied for Community Development Block Grant funds to help fund the new water plant. 
RUBA Status & Activities This Qtr:
RUBA staff have been in contact with the previous administrator, new administrator and the Mayor to help them to pass this RUBA assessment. A sample format was emailed to the Mayor and a plan to get those delinquent to come current or sign and follow a payment plan. 
RUBA Activities for the Coming Qtr:
RUBA staff have been in contact with the Mayor and new admdinistrator who would like for me to travel to Buckland in February.
Scores:
 
Essential Indicators:
27 of 27
Sustainable Indicators:
23 of 27
Total Score:
50 of 54

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
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.
Yes Budget amendments are completed and adopted as necessary.
Finances Comments
All revenues and expenses are listed in the realictic adopted budget that they amend as needed. Monthly financial reports are provided to the council on a monthly basis showing that revenues and expenses are equal to or below those budgeted which is a part of the monthly administrators report. In talking to the staff, all utility bills are paid to current, they have adequate fuel until the next barge in the spring and are receiving enough revenues sufficient to cover operating expenses but do not have sufficient resources to cover repair and replacement costs.

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
As provided by the Mayor, they have gone back and assessed a penalty tax to those delinquent and have made payment plans for those delinquent in order to follow their collection policy. RUBA reiterated the need to notify the customers that in order for the city to receive VSW funds to help build their new system, the city must show that they have a policy and follow it and that customers follow that policy and pay on time. If they do not, the city will not have enough funds to operate and maintain that system. They utilize quickbooks that identifies categories which tracks customers, accounts payable, purchasing system, payroll, cash receipts and cash disbursements. Monthly bank reconciliations are done timely for all accounts.

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 new city administrator is competent and still utilizes quickbooks which accurately calculate, track and report payroll tax liabilities which helps her to keep current on her deposits and reports. There is no past due tax liabilities at this time.

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
Their insurance in effect is posted in three places within the City office building. They still use their approved lawyer reviewed personnel policies following the evaluation, hiring and probationary process. They adequate job descriptions and contain them in a file with the I-9, application and letter of acceptance. They continue to send staff to training as needed. RUBA staff wil travel to Buckland to work with the new administrator training on office and RUBA practices.

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 City council still utlizes the adopted organizational chart that still reflects their current structure meeting as required complying with the open meetings act. They have adopted ordinances that give them the authority to operate as the policy making body of the utility. The council had difficulty enforcing their utility policy with the known outstanding debt owed for trash and sewage haul delinquent accounts but in the last two weeks have worked hard to get them paid or on an payment plan.

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.
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.
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
Their main operator continues to attend any class here in Kotzebue but is certified for water treatment 1 and water distribution 1 until 12/09. He is trained to utilize the preventative maintenance plan in effect by reporting this on a monthly basis to the administrator who routinely spots checks some of the facilities on a monthly basis. They still have had no safety meetings and they have not had any major problems this last quarter so they are operating at the level of service as proposed. Their CCR is completed. System is only on SNC list for Stage 1 due to TTHM/HAAS RRA's exceeding MCL's. He continues to maintain an inventory and critical spare parts list.