Quarterly Report: 2010, April - June (Q4), Hooper Bay

Community:
Hooper Bay 
Staff:
Fred Broerman  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Hooper Bay 
Population:
1149  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
8/17/2010 
Community Sanitation Overview:
The City of Hooper Bay operates multiple watering points within the village and a solid waste site and wastewater lagoon. The residents self-haul their own garbage and honey buckets. The Hooper Bay Utility Advisory Board advises the city council on utility operations and management. The new school, teacher housing, old clinic, head start building and washeteria are connected to the piped water and wastewater. The new washeteria/water treatment plant is now operational. The watering point at the old town site is connected to the new water treatment plant. The Traditional Council is pursuing a solid waste management grant to upgrade the existing lagoon. Over 75 homes were to be connected to the water and sewer lines by the end of FY08. The water and sewer project is planned to be completed in 2010.  
RUBA Status & Activities This Qtr:
The community continues to faithfully fax in IRS 941 deposit slips to Bethel RUBA office twice a month. On June 1, 2010 long time City Administrator Rafael Murran resigned and Bosco Olson will be taking his place. A July 8, 2010 phone call from Alaska Public Entity Insurance verified that the city has renewed it's workers compensation insurance coverage until June 30, 2011. A July 7, 2010 correspondence from the Alaska Department of Labor indicates that the city is current with its Employment Security Compensation payments. The city is also current with its IRS 941 deposits. The communtiy has a piped water and wastewater system design and construction project that will continue through 2014. On July 8, 2010 the project engineer indicated that he was waiting to hear if the community will be awarded a $300,000 EPA Grant that would extend the 2010 construction season into November instead of terminating in August. RUBA essential indicators will have to be met for the funds to be released. The City Administrator contacted Bethel RUBA staff to discuss the spring fuel order for the city facilities. He also reported that the new wood burning furnace was installed, however the city did not have any wood to burn. The city is researching sources of wood supply.  
RUBA Activities for the Coming Qtr:
The FY 10 budget needs to be amended to include the sales tax and gaming subsidies and the carry over funds from FY 09 grants. An operation and maintenance manual and a preventative maintenance plan is needed for the new washeteria/water treatment plant.
Scores:
 
Essential Indicators:
24 of 27
Sustainable Indicators:
17 of 27
Total Score:
41 of 54

Finances

Essential Indicators
Answer Question
No All revenues and expenses for the utility are listed in the utility budget.
Yes 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
No 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.
No Budget amendments are completed and adopted as necessary.
Finances Comments
Bethel RUBA staff has not received monthly financial reports from the city since April 2010. The format of the report needs to be more detailed and verification is needed that the reports are presented to the city council at the regularly scheduled monthly meetings.

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.
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
RUBA staff determined whether or not the above indicators are met by reviewing reports received from the community on a monthly basis. The reports are on file in the Bethel RUBA office. Water and wastewater billings are sent out the first of every month. The utility uses QuickBooks Pro for its financial accounting.

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 community continues to be in compliance with tax requirements. The payroll tax deposits are made electronically and copies of deposit slips are on file in the RUBA Bethel office. IRS and the Alaska State Department of Labor confirmed compliance of tax reports and deposits.

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.
No 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.
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.
Yes The utility provides training opportunities to staff as needed and available.
Personnel System Comments
RUBA staff has copies of documentation for the above indicators on file. Workers compensation is provided through AMLJIA and the coverage is effective July 2009 to June 2010. The qualified long term staff in the city administration is a huge benefit to this organization.

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 utility has an adopted ordinance, however a new water and wastewater ordinance that meets the requirements of the Regulatory Commission of Alaska's (RCA) is being considered for adoption by the city council. The administrative, finance staff, and water operator are competent long term employees. The city continues to make sure the operators are current with certification.

Operation of Utility

Essential Indicators
Answer Question
Yes 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
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.
No 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.
No The utility maintains an inventory control list.
No The utility maintains a critical spare parts list.
Operation of Utility Comments
On July 21, 2010 Bethel RUBA staff contacted CE2 Engineers and requested they provide the city a preventive maintenance plan. An inventory control list; a critical spare parts list; and a safety manual also need to be included in the operations and maintenance manual for the new facility.