Quarterly Report: 2011, October - December (Q2), Koyuk

Community:
Koyuk 
Staff:
Iura Leahu  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Koyuk 
Population:
347  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
2/2/2011 
Community Sanitation Overview:
The City of Koyuk operates the water and sewer system and maintains a central watering point for residents to haul their own water. There is a sewage lagoon. The city council is the policy making body for the utility. The City of Koyuk is working with Village Safe Water on a number of future projects including the rehabilitation of the water sewer lines, a new solid waste site and water treatment plant. The washeteria had a structural failure this spring and is currently closed. 
RUBA Status & Activities This Qtr:
Nome RUBA staff traveled to Koyuk on November 17-19, 2010 at the request of the Koyuk city council. The purpose of the visit was to work with the city clerk to revise the city code with emphasis on the water and sewer departments and to include authority for the washeteria. While onsite, RUBA staff reviewed the ordinances with both the clerk and the city council. RUBA staff met with the city council to discuss the process of revising the code and drafted a work plan to meet the goals agreed upon. The utility clerk was appointed to the city clerk position. RUBA staff assisted with reviewing the utility clerk job description and getting the vacancy posted. A new RUBA staff memeber was hired in December and will begin providing assistance to Koyuk in January. An onsite visit will be scheduled to introduce RUBA staff to city staff and conduct a RUBA management assessment. 
RUBA Activities for the Coming Qtr:
At the request of the city clerk, RUBA staff will travel to the community to work with the city clerk and bookkeeper to revise and update the city's water and sewer ordinance. RUBA staff will also be inviting the city clerk and the new bookkeeper to a Quickbooks Pro training to be held in Nome around the first part of December, 2010.
Scores:
 
Essential Indicators:
12 of 27
Sustainable Indicators:
19 of 26
Total Score:
31 of 53

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.
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
Due to staff turnover, no documentation was received.

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.
N/A 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
Due to staff turnover, no documentation was received.

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.
No The utility is current on making tax deposits.
No 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
Per the November/December Lien Watch document, the City of Koyuk has a recorded lien for Alaska Employment Security Tax.

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
The utility's workers' compensation coverage is through the city. The city uses AML-JIA for general liability and workers' compensation coverage. The city is covered from 1 July 2010 to 30 June 2011. It is still current to date. The city uses funds from NSEDC's Community Benefits Share Program funds to purchase coverage.

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 acts as the utility board and is very active with the utility issues. This coming municipal election on November 2nd, there will be three vacant city council seats on ballot. The utility operator has held the position for several years and is adequately trained with his duties and responsibilities.

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 utility is not on the Significant Non-Complier list. The utility operator has extensive experience with operating and maintaining the city's water and sewer mains as well as the water plant and the sewer plant. He and the alternate operator have worked on and off for years as utility operators. They are certified to the level necessary for the level of the utility system.