Quarterly Report: 2011, July - September (Q1), Golovin

Community:
Golovin 
Staff:
Leroy Seppilu  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Golovin 
Population:
167  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
2/2/2011 
Community Sanitation Overview:
The City of Golovin turned over the responsibility of the management of the water supply and storage system to Alaska Rural Utilities Collaberative (ARUC), as well as water treatment plant. The city operate and manage the 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:
Alaska Rural Utility Collaborative (ARUC), run by Alaska Native Tribal Health Consortium, has managed the water and sewer utility for about 1 1/2 years. The city hired a utility clerk to manage the washeteria and fuel sales. The utility clerk was invited to a RUBA-sponsored Quickbooks Pro training held in Nome. The utility clerk successfully passed the training. She and the other utility clerk have been instrumental in opening a savings account for the city-owned utilities. To date, it is about $50,000. 
RUBA Activities for the Coming Qtr:
RUBA staff will do the following in the next quarter: *Travel to community at least once to introduce the new RUBA and meet and work with the new city council and utility clerk. *Review and pass water and sewer utility ordinance/agreement between ARUC and city. The ordinance authorizes ARUC to manage the water and sewer utility for the city.
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
Alaska Rural Utilities Collaberative (ARUC) manages the water and sewer utility. ARUC regularly bills the customers from Anchorage. The collection rate is still about 95%, according to the latest monthly financil report. ARUC has budgeted $158,000 for revenues and $155,000 for expenditures. The utility has an excellent collection rate. All electricity bills and other bills are paid in time by ARUC.

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 regularly bills water and sewer customers on a monthly basis from its Anchorage office. The monthly financial reports are made on Excel Spreadsheet and are very comprehensive. The new utility clerk attended a RUBA-sponsored Quickbooks Pro training in Nome. She attended and successfully passed the training.

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/ARUC is compliant with both IRS and Alaska Department of Labor's of Employment Security Division quarterly tax reports and payments. The utility is currently not on the Tax Lien Watch.

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 has general liability and workers's compensation coverage paid for by ARUC. The water and sewer utility department employees are under the city's personnel policies. The policies are fairly old and have not been updated, but are fairly complete and comprehensive.

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. The city managed to hold a special election at the beginning of the new year (January 2010) after some confusion over which council seats were vacant. The new city council was sworn-in and a new mayor, Kathy Fagerstrom, was selected. The long-time city clerk has retired and the city council has posted notices seeking a new city clerk. The city clerk position supervises all the city employees, including the utility clerk.

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
The water and sewer utility project is still on-going and more residential customers will be added in the future as the sanitation project continues. In the latest SNC list, the city is still on the Significant Non-Complier list for Stage 1 for missing 4th quarter, 2008 and 2nd quarter TTHM/HAA5 sampling. The operators are working with the RMW to get off the listing.