Quarterly Report: 2007, July - September (Q1), Hooper Bay

Community:
Hooper Bay 
Staff:
Margaret Hansen  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Hooper Bay 
Population:
1133  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
11/29/2006 
Community Sanitation Overview:
The City of Hooper Bay operates multiple watering points, operates a honeybucket haul service and sewage lagoon. The City Council is the policy making body for the utility. Residents currently haul treated water from the washeteria or other watering points. Three new wells were drilled in 1997, 3 miles northeast of town. The school uses its own water system. Honeybuckets are dumped at collection points, then hauled by a 4-wheeler and trailer. Access roads and construction pads are completed. The landfill was expanded in 1997, and includes a new sewage lagoon; the combined site is nearly 20 acres in size. The new water/sewer project construction was underway and the shell of the building itself was completed. Project continues as long as the community meets the grant condition showing capability of financially supporting this project through a sanitation tariff. 
RUBA Status & Activities This Qtr:
This quarter RUBA received copies of the City Financial Statement, Monthly Financial reports, User fee collection report, Tax deposit payment confirmations, Employers Federal Liability 941 reports, Copies of the Captial Matching Grant reports and Alaska Contribution Report. The community of Hooper Bay has undergone a devastating loss this quarter. A fire to the elementary school engulfed and spread to the high school and several homes near the school leaving numerous families and teachers homeless. This community continues to meet the the special grant condition of maintaining a 75% collection rate through user fee reports faxed to RUBA and Village Safe Water. Constructiton to the new school for the water connection has been accelerated since the devastating fire occured. Governor Murkowski made a trip to this community and has declared a disaster for this community. FEMA is now involved in providing assistance. An incident command center has been based in the armory. City of Hooper Bay's VISTA Marc Cowart is the Logistic Chief. Temporary homes are on their way via barges. Debris management is still on-going. Donations have been pouring into this community since the day of the fire from all over. The State of Alaska PILT funds have been awarded earlier than usual due to the fire devastation. This community is hopeful that the school will resume sometime in November 2006.  
RUBA Activities for the Coming Qtr:
Continue monitoring collection of on-going monthly financial and sanitation user fee reports to make sure they continue to meet the 75% special grant condition.
Scores:
 
Essential Indicators:
27 of 27
Sustainable Indicators:
27 of 27
Total Score:
54 of 54

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
Yes 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
All indicators continue to be met. Monthly financial reports and copies of statements show they are in compliance and meet the indicators. The City financial Statement(CFS)copy was received this quarter. Washeteria operating costs continue to be subsized when necessary through user fees and the Yukon Fuel lease funds.

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
All indicators continue to be met. All of the above indicators are reviewed through reports received from the community on a monthly and quarterly basis.

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.
Yes 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 essentials continue to be in compliance with all indicators. Joining the Electronic depositing system has cut the late payments delayed by bad weather delayed mail delivery.

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.
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
All indicators continue to be met. RUBA has on file, copies of documentation for the above indicators. The essential is followed through to make sure coverage is still in place every quarter. A renewal took place after the fiscal year in July 2006. Qualified long term staff in the City administration is a benefit to this organization.

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
All indicators continue to be met. The City continues to make sure the operator's are current with certification. The next session with YKHC/OEH is this fall 2006.

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".
Yes The utility is not on the "Significant Non-Complier" (SNC) list.
Yes The utility maintains an inventory control list.
Yes The utility maintains a critical spare parts list.
Operation of Utility Comments
All indicators continue to be met. RUBA will continue to recommend to the City and operators to inform the CE2 consultants to also include the inventory control and critical spare parts list in the O and M for the new facility as well as the safety manual.