Quarterly Report: 2006, April - June (Q4), Ninilchik

Community:
Ninilchik 
Staff:
Jimmy Smith  
DCRA Regional Office:
 
Gov't Type:
Community Non Profit 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Ninilchik Village Townsite Association 
Population:
785  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
7/26/2006 
Community Sanitation Overview:
The majority of homes use individual water wells or have water delivered. Two-thirds of all residences have individual septic systems and full plumbing; others use privies. The school operates its own well and water treatment facility. Many homes in this area are used only seasonally. The village has requested funding to construct a piped sewer system for homes in the Old Ninilchik Subdivision. Lots are too small for both individual wells and septic systems. The community council would like a public water source. A Borough refuse transfer site is located in Ninilchik, at mile 138.5 Sterling Hwy. 
RUBA Status & Activities This Qtr:
RUBA staff made a trip to the community on May 24, 2006 to reveiw the RUBA Assessment with the staff of Ninilchik Village Townsite Association. The utility office is located at the administrator's place of business. She said the utility will not be charged for the space that they use as an office. Utilit office supplies have been ordered including filing cabinets. Laura Trunnell, Administrator, and I went over the RUBA assessment that was conducted last year. Based on the previous assessment, no changes have been made except for the office location. Laura has purchased QuickBooks Pro 2006 version for the utility. She plans to use the QuickBooks Pro for all the finances of the utility. Laura would like to make changes to the existing By-laws of the Townsite Association. One of Laura's concerns is the Townsite Association Board meets twice a year following their By-laws. The Townsite Association Board would like to create a strong Utility Board to operate the water and sewer for the community of Ninilchik. This new Utility Board if/when created will be a seven member body for the community of Ninilchik to operate the water sewer utility. I provided a IRS tax release to Laura for Steve Vanek, President of Ninilchik Townsite Association to sign.  
RUBA Activities for the Coming Qtr:
RUBA staff will work with the community via, phone and fax this quarter.
Scores:
 
Essential Indicators:
2 of 11
Sustainable Indicators:
1 of 8
Total Score:
3 of 19

Finances

Essential Indicators
Answer Question
No All revenues and expenses for the utility are listed in the utility budget.
No The utility has adopted a balanced realistic budget.
No 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
No changes have been made with the finances of the utility. The staff did purchase QuickBooks Pro 2006 for the utility. The staff will need to attend a training session in using the QuickBooks Pro software.

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.
No An accounts payable system is in place.
N/A The payroll system correctly calculates payroll and keeps records.
No A cash receipt system is in place that records incoming money and how it was spent.
No 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
With the new purchase of QuickBooks Pro software the staff should be able to have an accounting system in place for the utility. Staff will need to attend a QuickBooks Pro software training to use the software program.

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
The Association does not have any employees so they do not file any reports to the IRS or DOL. An IRS tax release form was provided to the Association for their signatory.

Personnel System

Essential Indicators
Answer Question
N/A The utility has a posted workers compensation insurance policy in effect.
Sustainable Indicators
Answer Question
No 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.
No The utility has adopted and follows a written personnel evaluation process that ties the job description to the evaluation.
No 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.
No The utility provides training opportunities to staff as needed and available.
Personnel System Comments
The utility does not have any employees in place but to prepare the staff will need to establish personnel policy, job descriptions and evaluation process.

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.
No 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.
No The utility has an adequately trained bookkeeper.
Yes The utility has an adequately trained operator or operators.
No 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.
Yes The policy making body meets as required.
N/A The utility complies with the open meeting act for all meetings.
Organizational Management Comments
The Townsite Association Board is looking into making chages to their existing By-laws. The Townsite Association Board would like to create a strong Utility Board to operate the water and sewer utility for the community of Ninilchik. This new utility board if/when created will be a seven member body for the community of Ninilchik to operate the water sewer utility.

Operation of Utility

Essential Indicators
Answer Question
Yes 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
The Association is encouraging community members to become operators for the community. There are several members of the community that are OIT certified.