Quarterly Report: 2006, April - June (Q4), Clark's Point

Community:
Clark's Point 
Staff:
Ralph Andrew  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Clark's Point 
Population:
65  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
7/26/2006 
Community Sanitation Overview:
Spring-fed wells provide water to the community. Nearly 80% of residents are connected to the piped water system; the remainder use individual wells. Approximately 40% of homes and the school -- those located on the bluff -- are served by a piped gravity sewage system. Residents below the bluff rely on septic tanks or pit privies. In all, 21 homes have piped water and sewer. The clinic and city offices use honeybuckets. Electricity is provided by City of Clark's Point; the school reportedly has back-up generators. 
RUBA Status & Activities This Qtr:
The city clerk, with assistance from Dillingham Regional Office RUBA staff, completed and submitted incomplete certified financial statements (CFS), operating budgets, and associated Payment In Lieu of Taxes (PILT)resolutions granting access to state funding including the Small Municipality Energy Assistance Program. During the quarter, a fuel vendor contacted RUBA to inquire about state funding available to the city. RUBA contacted the city and recommended they be prepared to sign a written agreement to pay for the purchase, advised spending within their means, and urged compliance with their Alaska Industrial Development and Export Authority (AIDEA) bulk fuel operating plan. Subsequently, the city purchased roughly six months of fuel, partly on credit. City officials voiced optimism the fuel debt will be repaid by anticipated gravel sales related health clinic construction. The electric plant reportedly consumed more fuel than normal last winter due in part to new airport lights and five new HUD homes. City fuel utility sales to residents are high, collections are low, and most sales are on a credit basis. RUBA reiterated suggestions for rate setting and financial planning, Power Cost Energy (PCE) program participation, and the importance of billing and collecting reasonable rates for all utilities including water/sewer. The Clark's Point water system was listed on the Alaska Department Environmental Conservation Significant Non-Complience list June 8, 2006 for valid nitrate violations. The city clerk successfully completed the RUBA Financial Management training event in Dillingham on April 3-7, 2006. The city, in coordination with the regional non-profit agency, hired a temporary city clerk for the summer to assist with ongoing tasks including budgeting. RUBA provided assistance to the clerk and will reschedule an onsite visit the city postponed due to the busy fishing season. City staff expressed interest in grant writing assistance. The Division of Homeland Security storm disaster reports and requests for funding are still underway. Concerning land, the city is exploring boundaries and related potential for tax revenue. 
RUBA Activities for the Coming Qtr:
RUBA will continue to offer assistance and provide support upon request.
Scores:
 
Essential Indicators:
0 of 0
Sustainable Indicators:
0 of 0
Total Score:
of

Finances

Essential Indicators
Answer Question
N/A All revenues and expenses for the utility are listed in the utility budget.
N/A The utility has adopted a balanced realistic budget.
N/A Monthly financial reports are prepared and submitted to the policy making board.
N/A The utility is current in paying all water/wastewater electric bills.
N/A The utility has on hand a year's adequate fuel supply or it has a financial plan to purchase an adequate supply.
N/A The utility is receiving revenues (user fees or other sources) sufficient to cover operating expenses.
Sustainable Indicators
Answer Question
N/A The utility is receiving revenues (user fees or other sources sufficient to cover operating expenses and Repair & Replacement (R) costs.
N/A YTD revenues are at a level equal to or above those budgeted.
N/A YTD expenditures are at a level equal to or below those budgeted.
N/A A monthly manager's report is prepared.
N/A Budget amendments are completed and adopted as necessary.
Finances Comments
<none>

Accounting Systems

Essential Indicators
Answer Question
N/A The utility has adopted a collection policy and actively follows it.
N/A The utility bills customers on a regular basis.
N/A An accounts receivable system is in place which tracks customers and reports past due accounts and amounts.
N/A An accounts payable system is in place.
N/A The payroll system correctly calculates payroll and keeps records.
N/A A cash receipt system is in place that records incoming money and how it was spent.
N/A The utility has a cash disbursement system that records how money was spent.
Sustainable Indicators
Answer Question
N/A A chart of accounts is used that identifies categories in a reasonable, usable manner.
N/A Monthly bank reconciliations have been completed for all utility accounts.
N/A 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
<none>

Tax Problems

Essential Indicators
Answer Question
N/A The utility has a system to accurately calculate, track, and report payroll tax liabilities.
N/A The utility is current on filing tax reports.
N/A 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
<none>

Personnel System

Essential Indicators
Answer Question
N/A The utility has a posted workers compensation insurance policy in effect.
Sustainable Indicators
Answer Question
N/A The utility has adopted and uses a Personnel Policy, which has been reviewed by an attorney, AML or Commerce for topics and language.
N/A The utility has adequate written job descriptions for all positions.
N/A The utility has adopted and follows a written personnel evaluation process that ties the job description to the evaluation.
N/A The utility has an adequate written hiring process.
N/A The utility has personnel folders on every employee that contain at least: I-9, Job Application and Letter of Acceptance.
N/A The utility has a probationary period for new hires that includes orientation, job training/oversight, and evaluations.
N/A The utility provides training opportunities to staff as needed and available.
Personnel System Comments
<none>

Organizational Management

Essential Indicators
Answer Question
N/A The entity that owns the utility is known; the entity that will operate the utility is set.
N/A The policy making body is active in policy making of the utility.
N/A The policy making body enforces utility policy.
N/A The utility has an adequately trained manager.
N/A The utility has an adequately trained bookkeeper.
N/A The utility has an adequately trained operator or operators.
N/A The utility has adopted the necessary ordinances (or rules and regulations) necessary to give it the authority to operate.
Sustainable Indicators
Answer Question
N/A The utility has adopted an organizational chart that reflects the current structure.
N/A The policy making body meets as required.
N/A The utility complies with the open meeting act for all meetings.
Organizational Management Comments
<none>

Operation of Utility

Essential Indicators
Answer Question
N/A The utility operator(s) are actively working towards necessary certification.
N/A The utility has a preventative maintenance plan developed for the existing sanitation facilities.
Sustainable Indicators
Answer Question
N/A 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.
N/A The utility has a safety manual and holds safety meetings.
N/A Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.
N/A The utility is operating at the level of service that was proposed.
N/A The operator provides status reports to the manager on a routine basis.
N/A The utility has completed and distributed its "Consumer Confidence Report".
N/A The utility is not on the "Significant Non-Complier" (SNC) list.
N/A The utility maintains an inventory control list.
N/A The utility maintains a critical spare parts list.
Operation of Utility Comments
<none>