Quarterly Report: 2007, July - September (Q1), Shageluk

Community:
Shageluk 
Staff:
Ken Berlin  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Shageluk 
Population:
129  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
11/29/2006 
Community Sanitation Overview:
Residents haul treated well water and dispose of honey buckets in pit privies or bunkers. Residents are dependent upon the washeteria for bathing, laundry, and water, since no homes are fully plumbed. HUD houses constructed in 1991 use pit privies. The City washeteria/water treatment plant provides water to the city office building, post office and clinic. A sanitation master plan has been completed and funds are needed to proceed with the design and engineering of a community system. 
RUBA Status & Activities This Qtr:
RUBA staff traveled to Shageluk, attended the regular City Council meeting on July 11, and updated the RUBA assessment on July 12. ANTHC Utility Support Specialist Chris Kiana was present at the meeting and the assessment. Administrator Leon Kiana, was hired in mid-June, has prior experience, and appears confident in his new position. The status of RUBA essential indicators has improved within the short time Leon has been in the office. He is working with ANTHC Engineer Stephen Brum to satisfy the grant requirements so the project can begin. At the time of the meeting, the draft FY 07 budget was nearly complete, with a work session planned to complete the draft. Monthly financial reports, which had not been done before, are to start with the July 2006 report. Personnel policies, including an employee handbook with job descriptions and a water and sewer ordinance are all in place; there is workers compensation insurance provided by AML/JIA, and there are no tax problems or major debts. There is a plan in place to obtain sufficient fuel for the winter. Leon and the City Council are working on other indicators not currently met, but much of the work has already been done. Shageluks city administration was plagued by high turnover and was unable to comply with water and sewer grant conditions, but with this new administration and leadership of the Council, the project should start moving ahead.  
RUBA Activities for the Coming Qtr:
Assist the City in addessing and correcting deficiencies in this report.
Scores:
 
Essential Indicators:
23 of 26
Sustainable Indicators:
19 of 27
Total Score:
42 of 53

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
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.
Yes Budget amendments are completed and adopted as necessary.
Finances Comments
The FY 05 CFS, FY 06 CFS, FY 07 budget and resolution for the PILT are all completed, adopted, and sent to the appropriate agencies. Monthly financial reports are being given to the City Council every month and copies are sent to the RUBA office. Fuel on hand is 11,798 gallons paid for in full. All utilities including the electric bill are paid every month.

Accounting Systems

Essential Indicators
Answer Question
Yes The utility has adopted a collection policy and actively follows it.
No 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
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
The City Council has passed a water and sewer ordinance for the community, but it is not enforced. The City does not really have a water and sewer system in place yet to do regular billings; however, they plan to set up a billing system with individual accounts using the QuickBooks Pro accounting system. Currently, there are 10 units with privies, which are serviced by the City with a sewage vacuum pump. Payment of $200 is required before service is rendered, and a payment of $10 is required for garbage haul service.

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.
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
City of Shageluk was declared compliant by IRS on 10/11/06.

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.
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
The City has worker's compensation insurance through AML/JIA effective to 12/06.

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.
No The policy making body enforces utility policy.
Yes The utility has an adequately trained manager.
Yes The utility has an adequately trained bookkeeper.
No 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
Currently, the City is not enforcing utility policies, because there is no water and sewer system, but plans are in place to begin as soon as a system is in place. The new City Administrator has experience in administration and operations of a local government and is competent. The Utility Operator trained and took the OIT 1 exam but failed; he is signed up for the next scheduled training.

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.
No The utility maintains an inventory control list.
No The utility maintains a critical spare parts list.
Operation of Utility Comments
The current operator does not have an OIT certification. The washeteria/water treatment plant has an operation manual which contains preventative maintenance.