Quarterly Report: 2007, April - June (Q4), Golovin

Community:
Golovin 
Staff:
 
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Golovin 
Population:
150  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
8/6/2007 
Community Sanitation Overview:
The City of Golovin is responsible for the management of the water supply and storage system, as well as water treatment plant and washeteria. In conjunction with Alaska Native Tribal Health Consortium (ANTHC), a community-wide piped water and sewer system was constructed last year. Water is pumped from Chinik Creek, treated, and stored in three heated water storage tanks. A new 1.2 million-gallon water tank has been built and a new washeteria is still under construction. At present there are twenty six commercial and residential customers in the downtown area.  
RUBA Status & Activities This Qtr:
Nome RUBA staff was informed on May 21, 2007 that the Utility Clerk that received extensive training last quarter had resigned and was being replaced by a new clerk with limited bookkeeping experience. In June, the Council rehired Wayne Henry as the primary operator. Due to appointments to fill vacant Council seats and the resignation of Mayor Aggie Moses, the Council reorganized this quarter. While RUBA staff is hopeful that a newly organized Council will work productively, there is concern that the high turnover rate at the water and sewer utility continues to disrupt quality service and proper financial management. 
RUBA Activities for the Coming Qtr:
RUBA staff will schedule travel to Golovin in July to provide on-site training and assistance to the new Utility Clerk and Council. Tasks include working with the Council on a joint electric and water/sewer utility ordinance.
Scores:
 
Essential Indicators:
24 of 27
Sustainable Indicators:
22 of 27
Total Score:
46 of 54

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.
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.
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.
Yes A monthly manager's report is prepared.
No Budget amendments are completed and adopted as necessary.
Finances Comments
At the time of this report, the FY08 budget has not been adopted. Financial management of the new piped water and sewer system is the responsibility of the Utility Clerk. This position has been held by four people in the last year. Nome RUBA staff will travel to Golovin this quarter to provide on-site assistance to the new clerk and train her with monthly financial reports and other utility recordkeeping.

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
The Utility Clerk bills water and sewer customers once a month and water customers when their bill reaches $200.00. Utility staff utilizes both a manual (NEBS) and computerized system (QuickBooks Pro).

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 City of Golovin has prioritized regular tax deposits and filing tax reports to avoid penalties and interest. The IRS has deemed them in compliance 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.
No 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 of Golovin has workers' compensation insurance through AML/JIA for 2008 and is in good standing. This quarter, Nome RUBA provided the City Clerk with numerous job descriptions that were adopted by the City Council. The entire Council participates and conducts evaluations of City employees. However, this does not include probationary 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 Council is the policy making body for the utility. Presently, the utility does not have a manager. The duties of the manager are being performed by the Utility Clerk. At the advice of RUBA staff, organizational structure changes were made in the fall of 2006 and it has enabled the City to run the new water and sewer and electric utilities more efficiently. This included transferring the Utility Clerk position to the Golovin Power Utility which has created a combined billing process for the electric and water/sewer enterprise. At the request of the Council, RUBA staff is working on a joint utility ordinance that includes the formation of a utility board. This quarter, new primary and secondary operators were hired. The Primary Operator has many years experience and is mentoring the Secondary Operator, who has delivered water in the past.

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
Wayne Henry is certified in Level 1, Water Distribution. Level 2 certification will be necessary for the new system. With the assistance of Norton Sound Health Corporation, the City completed a Consumer Confidence Report this quarter. Compliance issues are being addressed by the Remote Maintenance Worker.