Quarterly Report: 2012, January - March (Q3), Kiana

Community:
Kiana 
Staff:
Georgianna Phillips  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Kiana 
Population:
391  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
5/1/2012 
Community Sanitation Overview:
The City of Kiana operates the piped water and sewer system and maintains a central watering point where residents come to haul water to their residences. The City also maintains honeybucket pits and a sewage lagoon. The City Council is the policy making body for the utility. A 200,000-gallon steel tank is intermittently filled from two wells near the Kobuk River. Water is chlorinated prior to distribution through buried water mains. Kiana maintains a 6-inch buried gravity sewer system, which drains to a lift station and is pumped through a buried force main to the sewage treatment lagoon northeast of the village. A few households haul water and use honeybuckets or septic tanks. The landfill is located west of the sewage disposal lagoon. The east loop upgrades have been completed, the scope of this upgrade was increased to replace the entire 3,700 feet to 6 inch arctic pipe of water main. The upgrades to the sewer line should eliminate the risk of a catastrophic failure and sewage overflow. House service connections and arctic boxes have been installed. The design for a new lower lift station began in August 2011 and is due for completion in March 2012. Construction for this is scheduled for the summer of 2012. Also slated and worked on was the the heat recovery system upgrades, funding is being provided through the state energy dimunition project. Kiana is an ARUC community. 
RUBA Status & Activities This Qtr:
ANTHC reported a field trip in which they presented to the council the Sanitation Facilities Master Plan. The council did not pass a resolution of approval because the council desired to have a recommendation added to discontinue the sequestering agent injection system in favor of a green sand filtration system for treated water in the community. The city requested that a schematic be added to the appendix of the master plan detail the scope of work to install green sand filtration equipment. It was explained to the council that the current contract would have to be reopened in order to add the items. The city also faced water and sewer freeze up and is/has documented homes with these problems. Most noted were for sewer freeze-ups. The unknown factor with the connections were the specific issues of condition of the sewer lines. ANTHC and the city will determine the conditions and if there are five or more homes with deificienies then possible funding may be found. ANTHC also presented the council with the Lift Station Project of which 65% is completed. The city voiced the concern of the upper lift station and the power consumption associated with it. It was also expressed by the Mayor that the new lift station well be connected to the existing 17,000 gallon sediment tank, so in the event of a power outage or pump failure the solids would be captured and only effluent would be discharged into the Kobuk River. The suggested will be brought to the attention of the design engineer. The city reported that there were six (6) glycol leaks within the Alaska Village Electric module that needed repair which would save on the fuel. During this quarter the permanent plant operator also resigned and ARUC assisted the city in hiring of two new operators, ANTHC will provide on the job training for the employees. The new plant operators will attend the next training available. LGS staff worked with the City Clerk to begin the process of updating and codifiying the city code. LGS staff also trained and assisted in the proper management of council records, ordinances, resolutions and documents of permanent nature. LGS staff also assisted the clerk with taking council minutes and typing of council minutes, the requirements of posting notices to the public and record keeping of such material. LGS staff also assited the clerk with land documents, how to research, what to look for in records, how to read plats and where information can be found regarding the city land records.  
RUBA Activities for the Coming Qtr:
LGS staff plans on another site visit to work with the city clerk to assist with codification of the city code. The clerk has been reviewing records for any ordinances that may have been misfiled and is close to completion of that task. LGS staff also plans to train the clerk on land records for the city, how best to file and ensuring that the documents are safely kept. The records that the city had at one point were water damaged when pipes had burst in the offices. The records had been left out and became unreadable.
Scores:
 
Essential Indicators:
27 of 27
Sustainable Indicators:
26 of 27
Total Score:
53 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
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
Kiana is a ARUC community. ARUC has established a repair and replacement fund but has only enough funds to cover emergencies costs. The city has developed a savings plan for the yearly fuel purchase for the city. Monthly financials are presented and reviewed by the Council.

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 bills the customers on a monthly basis following the adopted collection policy and provides the plant operator with a list of disconnects.

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
ARUC provided a completed tax authorization from IRS showing they meet all essential indicators.

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 city uses AMlJIA as their insurance company and is current. The administrator follows the personnel policy in place and is followed. Personnel files are updated and all properly filed with the employees information.

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 is the known entity who has adopted the necessary ordinances to give it authority and works with ARUC to ensure that they are active and enforce policy. They follow the adopted organizational chart, and meet monthly as required complying with the open meetings act. The plant operator that has training and meets certification requirements had resigned and ARUC is currently working the two other plant operators to meet certification requirements. Along with ARUC, the city has adequately trained the City Administrator and Bookkeeper.

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
ARUC RMW is currently working with two operators to achieve the required certification for the plant. The Manager and council receives a monthly O and M report and routinely spot checks the facilities to make sure items are being completed. The operator provides to the administrator a report on a routine basis who maintain the inventory and critical spare parts list. . They have completed their CCR and are not on the SNC list. This past construction season saw completion of the East Loop water main, connection of houses to the system, updates in the water treatment plant to record flow in the east loop return lines. The Willow Street sewer main was lamp tested for grade and both within tolerance grade.