Quarterly Report: 2014, October - December (Q2), Quinhagak

Community:
Quinhagak 
Staff:
Fred Broerman  
DCRA Regional Office:
Bethel 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Quinhagak 
Population:
757 (2012 DCCED certified estimate) 
Assessment Status:
Assessment Completed 
Assessment Date:
3/30/2011 
Exp Date:
 
Last Updated:
12/18/2013 
Community Sanitation Overview:
Quinhagak has a population of 669 with 108 homes connected to the piped water and wastewater system, 28 homes on a flush and haul system, and about 39 residences haul water and dump waste in hoppers. There is a watering point at the water treatment plant where residents fill containers free of charge. The community's school and the city building are the only commercial customers on the piped water and wastewater system. Water is hauled upon request to the Head Start building and the Qanirtuuq Inc. Store, the other two commercial customers. The tribe owns the lagoon, the utilities building, distribution mains, and the 250,000 and 45,000 gallon water tanks. The city owns the washeteria, water plant, the transmission line from the water plant to the utilities building, and the infiltration gallery. The joint tribal/city council operates the trash haul and landfill services and the community washeteria. Currently, more than half of the residences are connected to the piped system. Necessary core infrastructures such as the utilities building, two large capacity water storage tanks, distribution lines and wastewater lagoon have been built to serve the entire community on piped water and wastewater. Nineteen residences and the city office were connected to the community's piped water and wastewater system during the 2012 construction season. Also, a new water supply line was built from the infiltration gallery and pump house situated along the Kanektok River to the water treatment plant in town. 
RUBA Status & Activities This Qtr:
As of July 1, 2012 the management and operation of Quinhagak's water and wastewater facilities is handled by Alaska Native Tribal Health Consortium's (ANTHC) Alaska Rural Utilities Collaborative (ARUC). ARUC's contract is with the city. The city is in compliance with its federal and state tax obligations as of December 17, 2013.. 
RUBA Activities for the Coming Qtr:
RUBA staff will monitor ARUC reports and provide assistance as requested.
Scores:
 
Essential Indicators:
26 of 26
Sustainable Indicators:
26 of 27
Total Score:
52 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
Monthly finance and budget reports are prepared by ARUC and distributed to Anchorage RUBA supervisors. ARUC prepares, and sends out reports to the community and the ARUC Advisory committee.

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
ARUC water/sewer ordinance contains a collection policy section. ARUC manages utility billing, accounts payable, receivable, and payroll processing. ARUC reconciles all bank accounts monthly and follows a comprehensive personnel and purchasing policy.

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
Quinhagak's utility is managed by ARUC who is deemed compliant by both ESC and IRS. A December 17, 2013 email correspondence from the State of Alaska's Department of Labor indicated that the city is current on their Employment Security contributions and filings through September 30, 2013. Fax correspondence from IRS Taxpayer Advocate dated December 17, 2013 indicates that the city is current on its federal tax deposits and reporting requirements. The city is not listed on the Lien Watch: A Review of Small Community Liens for September-October 2013.

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
ARUC water plant operators are under ANTHC personnel policy, hiring process, job descriptions, and the consortium provides training for its employees.

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 has an ordinance, MOA and a collaborative agreement with ARUC documenting that ARUC maintains the water and sewer services for the city. ARUC requires local operators be certified or be working toward the certification level of water/wastewater facility.

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.
No 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
A copy of the city's 2012 Consumer Confidence Report (CCR) is electronically filed at the Bethel RUBA office. However, a certification form signed by a city official indicating the report was distributed and posted in the community has not been provided. Quinhagak's water treatment plant is not on the State of Alaska's July 2013 Significant Non-Complier (SNC) list.