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

Community:
Voznesenka 
Staff:
Earl Gibson  
DCRA Regional Office:
 
Gov't Type:
Community Council 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Voznesenka Community Council, Incorporated 
Population:
275  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
2/13/2009 
Community Sanitation Overview:
Voznesenka is situated on a high bluff overlooking the upper end of Kachemak Bay. Russian Old Believers from Nikolaevsk, about 20 miles away, started the community in 1985, and although the community is unincorporated, a community mayor is selected. Voznesenka Community Council, Inc. (VCCI) is a non-profit corporation that receives and manages grant funding for sanitation projects. The Voznesenka Utility Board was established by VCCI to provide for the health and welfare of the residents of Voznesenka and to oversee and manage the Voznesenka water system. Most residences have wells, (approximately 38 homes) as does the school, and all have individual onsite wastewater systems. Voznesenka is partially served by a community water system originally constructed in 1990 by community members. The source for this water system is surface water from a small drainage off the east fork of Falls Creek. The watershed is owned mostly by private individuals, making protection from contamination difficult, and significant bacterial contamination has occurred. The system consists of a small wooden dam impoundment, a PVC intake, two settling chambers and a 10,000-gallon steel storage tank. Waterlines route from the storage tank through the village to the homes and buildings served by the system. The village system is connected to about half of the homes; of these, 14 also have a private well. Many of the villagers report freezing problems and lack of water with the village system. The Voznesenka water system is being upgraded from a surface water collection system without treatment, to a groundwater source with treatment, storage and fire flow capacity. The system under construction includes two community wells and a 325,000-gallon storage tank that are complete. An additional 325,000-gallon tank, a water treatment building, and a distribution system with fire hydrants remain to be completed.  
RUBA Status & Activities This Qtr:
On November 24, RUBA staff made an on-site visit to Voznesenka Water Utility and was met by Utility Operator Dimitri Basargin, who was receiving operator training in the new facility. RUBA staff also met with the contract accountant for Vosnesenka, Kathy Kacher. We reviewed and discussed the RUBA management assessment, as Voznesenka will soon be taking over the operation of the new water facility from Village Safe Water. We discussed Vosnesenka's budget and monthly financial report format. The utility has a proposed budget from Village Safe Water, but the community felt the figures given were not feasible and needed additional review. RUBA staff was informed that there would be information forthcoming when the President was available. We went over the assessment and the information will be sent through their contract accountant. We ended the meeting with my presenting Dimitri Basargin with a list of items that RUBA staff needs in order to satisfy requirements on the RUBA assessment. RUBA staff will continue to provide assistance upon the request of the community. RUBA staff has not received sufficient documentation to update the essentials indicators. Next quarter, RUBA staff will continue the effoert to receive documentation. 
RUBA Activities for the Coming Qtr:
RUBA staff will continue to provide assistance via email, facsimile, and phone to the community upon their request.
Scores:
 
Essential Indicators:
0 of 26
Sustainable Indicators:
0 of 27
Total Score:
0 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
New assessment needed.

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
New assessment needed.

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
New Assessment needed.

Personnel System

Essential Indicators
Answer Question
No 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.
No 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.
No 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.
No The utility has a probationary period for new hires that includes orientation, job training/oversight, and evaluations.
No The utility provides training opportunities to staff as needed and available.
Personnel System Comments
New Assessment needed.

Organizational Management

Essential Indicators
Answer Question
No 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.
No The utility has an adequately trained manager.
No The utility has an adequately trained bookkeeper.
No The utility has an adequately trained operator or operators.
No 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.
No The utility complies with the open meeting act for all meetings.
Organizational Management Comments
New Assessment needed.

Operation of Utility

Essential Indicators
Answer Question
No The utility operator(s) are actively working towards necessary certification.
No 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.
No The utility has completed and distributed its "Consumer Confidence Report".
No The utility is not on the "Significant Non-Complier" (SNC) list.
No The utility maintains an inventory control list.
No The utility maintains a critical spare parts list.
Operation of Utility Comments
New Assessment needed.