Quarterly Report: 2011, April - June (Q4), Twin Hills

Community:
Twin Hills 
Staff:
Robert Madeson  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Twin Hills Village 
Population:
77  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
8/3/2011 
Community Sanitation Overview:
Piped water and sewer systems were installed in Twin Hills in 1977. Water is drawn using a submersible pump, is treated and stored in a 60,000 gallon steel tank. The gravity sewage system feeds to a disposal lagoon on the far west side of town. Approximately 22 households have piped services and complete plumbing. As of 2003 there are 7 new HUD housing units with individual wells and septic tanks. The school operates its own system. A coin-operated washeteria is available. Water, sewer and landfill improvements are currently being studied.  
RUBA Status & Activities This Qtr:
On June 8-9, RUBA staff traveled to the Village of Twin Hills to complete a RUBA assessment of management capacity. RUBA staff met with the Acting Administrator, Bookkeepers, Water-Sewer Operator, and the assigned Remote Maintenance Worker (RMW) working for the Bristol Bay Area Health Corporation (BBAHC). The Twin Hills village staff provided the required documents and information for the RUBA assessment and provided a tour of the village to show the problems of their water/wastewater system. The Twin Hills water/wastewater system was built in 1977 and due to the age of the system, the arctic pipes are cracking or collapsing. The RMW was onsite working with the water/sewer operator to find leaks and unplug sewer lines. ANTHC provided $5,000 in emergency funding and Bristol Bay Economic Development Corporation, (BBEDC) provided a grant of $15,000 to repair the pipes. The Village of Twin Hills has met all of the RUBA essential capacity indicators.  
RUBA Activities for the Coming Qtr:
RUBA staff will continue to work with the Village of Twin Hills to improve sustainable indicators in the areas of Utility Finance, Personnel System, Organizational Management, Operation of Utilities.
Scores:
 
Essential Indicators:
26 of 26
Sustainable Indicators:
19 of 27
Total Score:
45 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.
No 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
All revenues and expenses for the utility are itemized in a utility budget. Copies of the monthly financial reports were provided to RUBA staff. The financial reports detail extra labor costs of $15,000 due to emergency repairs. A grant forth coming from (Bristol Bay Economic Development Corporation (BBEDC) for $15,000. will be applied to these labor costs. Their spare parts budget is over $5000 due to emergency repairs. Emergency money from Alaska Native Tribal Health Consortium (ANTHC) will be applied to this expenditure. The utility is current paying all water/wastewater electric bills. The administrator reported the utility currently has an adequate fuel supply. On May 23, Twin Hills ordered 219,000 gallons of fuel oil and 3000 gallons of unleaded gas for $219,000. from the Bulk Fuel Bridge Loan.

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
A copy of the collection policy was provided to RUBA staff. The utility bills customers on a regular basis. A manual ledger is maintained for each customer. Customers who fall behind in their payments and are city employees will have their wage garnished and a payment plan worked out. Non-employee customers will not be able to purchase any fuel or propane until payments are made Accounts payable are tracked by class using QuickBooks. Payroll is calculated manually then entered into QuickBooks. The administrator maintains the cash receipts and keeps money locked up in a safe. The administrator writes a receipt for cash received; a check is written for each invoice and entered into a ledger at the end of the day. Invoices are filed into vendors file. When spare parts for the water system are purchased, the water operator provides a price quote to the administrator, the request is approved by the administrator, water system operator purchases the part, and provides an invoice to the administrator. When the invoice is paid it is entered into QuickBooks. A chart of accounts is maintained and the bank statements are reconciled every month.

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
Staff uses manual processing methods to calculate payroll. The Tax Advocate deemed Twin Hills compliant on May 31, 2011. On May 25, 2011 the State of Alaska Department of Labor (DOL) deemed Twin Hills compliant. Twin Hills is not listed in The Small Community Tax Lien List.

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.
No 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
The Village of Twin Hills currently has a workers' compensation insurance policy through AMLJIA, which is valid until August 16, 2011. The city's personnel policy includes an evaluation process and a written hiring process. The president performs yearly evaluation of employees. Job descriptions need to be updated. The Village of Twin Hills budgets for and provides training opportunities as they become available to staff. The Village administrator provided several employee files for inspection. Copies of the I-9, Job Application and letters of acceptance were on file.

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
No 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 entity that owns the utility is known and the entity that will operate the utility is set. The village council is the active policy making body for the utility. The utility enforces current utility policy. Acting administrator is sufficiently trained; the current bookkeepers have sufficient experience and also help with other clerk duties.. The current water/wastewater operator is certified in Small Water Systems Untreated, Waste Water Collection, Water Distribution, and Water Treatment through December 31, 2012. The policy making body meets as required, on the third Thursday of each month and complies with the Open Meeting Act for all meetings.

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.
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.
No 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".
Yes 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 water/wastewater operator is trained and utilizes a preventative maintenance plan. Copies of the weekly and monthly preventive maintenance checklist are on file. The current operator is certified in Small Water Systems Untreated, Waste Water Collection, Water Distribution, and Water Treatment through December 31, 2012. The utility has completed its Consumer Confidence Report and is not on the Significant Non-Compliance list. The utility is run by one person. There was a safety manual present on site, but no safety meetings are held. The utility is not operating at the level of service proposed; this due to the age of the system and the excessive emergency repairs that have been needed. The water operator staff normally maintains a comprehensive inventory control and critical spare parts list. However due to excessive emergency repairs a inventory control list and a critical spare parts list was unavailable.