Quarterly Report: 2008, April - June (Q4), Voznesenka Village

Community:
Voznesenka Village 
Staff:
Jimmy Smith  
DCRA Regional Office:
 
Gov't Type:
Community Council 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Voznesenka Community Council, Incorporated 
Population:
275  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
7/31/2008 
Community Sanitation Overview:
Voznesenka is situated on a high bluff overlooking the upper end of Kachemak Bay. Russian Old Believers from Nikolaevsk, about 20 miles away, started the community in 1985, and although the community is unincorporated, a community mayor is selected. Voznesenka Community Council, Inc. (VCCI) is a non-profit corporation that receives and manages grant funding for sanitation projects. The Voznesenka Utility Board was established by VCCI to provide for the health and welfare of the residents of Voznesenka and to oversee and manage the Voznesenka water system. Most residences have wells, (approximately 38 homes) as does the school, and all have individual onsite wastewater systems. Voznesenka is partially served by a community water system originally constructed in 1990 by community members. The source for this water system is surface water from a small drainage off the east fork of Falls Creek. The watershed is owned mostly by private individuals, making protection from contamination difficult, and significant bacterial contamination has occurred. The system consists of a small wooden dam impoundment, a PVC intake, two settling chambers and a 10,000-gallon steel storage tank. Waterlines route from the storage tank through the village to the homes and buildings served by the system. The village system is connected to about half of the homes; of these, 14 also have a private well. Many of the villagers report freezing problems and lack of water with the village system. The Voznesenka water system is being upgraded from a surface water collection system without treatment, to a groundwater source with treatment, storage and fire flow capacity. The system under construction includes two community wells and a 325,000-gallon storage tank that are complete. An additional 325,000-gallon tank, a water treatment building, and a distribution system with fire hydrants remain to be completed.  
RUBA Status & Activities This Qtr:
No changes have been made to this report and no contacts have been made from the community of Voznesenka. RUBA staff traveled to the community in late July 2007 and had no contact with the community. RUBA staff has left phone messages to the community and has had no response from the community. 
RUBA Activities for the Coming Qtr:
RUBA staff will continue to provide assistance via email, facsimile, and phone to the community.
Scores:
 
Essential Indicators:
26 of 26
Sustainable Indicators:
10 of 27
Total Score:
36 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.
No 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.
No A monthly manager's report is prepared.
No Budget amendments are completed and adopted as necessary.
Finances Comments
VCCI submitted a signed resolution from the council adopting the FY 06 budget for the community to the RUBA staff. RUBA staff contacted Aurora Accounting and Taxes to get the most current financial reports for the community. It will be important for the VCCI council members to follow the adopted budget in making financial decisions; in the past the council operated without a budget.

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
The VCCI Council staff is tracking the utility customers by using an Excel spreadsheet that shows who is current with their utility bill, including the deposits made by the customer. The VCCI contracts out all the accounting functions for the community to Aurora Accounting and Taxes. The contractor provides monthly reports for the council staff to review of the financial activity of the utility.

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
On January 19, 2007 RUBA staff contacted the IRS agent and based on the agent the VCCI has filed tax returns with the exception for the 4th quarter of 2005. VCCI still needs to document the 4th quarter of 2005. They were unsure if it had been filed or does not need to be filed. It is recommended that VCCI contact the IRS to resolve the return for the 4th quarter 2005. A letter was written to the IRS that VCCI should be filing annual returns by their tax accountant. Regardless of the above it is likely that no cost will be spent by the community to the IRS. It does not appear to be a financial issue to the community.

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.
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 council has renewed their worker's compensation insurance that will expire on February 21, 2007. A Certificate of Liability Insurance for Voznesenka was provided by their accountant to the RUBA staff. VCCI has a personnel policy in place but will need to have job descriptions for all employees working for VCCI.

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 VCCI council has hired Aurora Taxes to take care of all finances and accounting for the utility. This represents a positive step by the council for their utility. The council will work closely with Aurora Taxes in creating the budget for the community.

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
No 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.
No The operator provides status reports to the manager on a routine basis.
No 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.
Yes The utility maintains a critical spare parts list.
Operation of Utility Comments
The utility has developed a crital spare parts list along with a preventative maintenance plan for the utility.