Quarterly Report: 2012, July - September (Q1), Goodnews Bay

Community:
Goodnews Bay 
Staff:
Robert Madeson  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Goodnews Bay 
Population:
235  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
10/26/2011 
Community Sanitation Overview:
The Native Village of Goodnews Bay, under joint management by the Alaska Rural Utility Collaborative. Most residential and commercial customers are connected to the new surface water sanitation infrastructure. Local leaders believe will improve public health. Most residential structures are now plumbed. A piped water and gravity sewer system with plumbing for 70 + homes is completed.  
RUBA Status & Activities This Qtr:
RUBA staff is assisting the administrator and city council in completing a new personal policy for the city of Goodnews Bay. Currently RUBA staff has offered assistance in correcting 941's for the washeteria for the years 2009-2011. The city assumed control of the washeteria from the tribal council in March of 2011. The tribal council failed to file 941's for this period. RUBA staff has been working the City staff and council in developing a new code of ordinances for the city. 
RUBA Activities for the Coming Qtr:
RUBA will maintain contact Goodnews Bay and ARUC as they work to maintain satisfactory sanitation grant conditions.
Scores:
 
Essential Indicators:
26 of 26
Sustainable Indicators:
25 of 27
Total Score:
51 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
The waste/wastewater utility is jointly managed by the tribal council for the Native Village of Goodnews Bay and the Alaska Rural Utility Collaborative (ARUC). The current utility budget is balanced and realistic. Net income was $14,987.66. ARUC provides a subsidy when customer revenues fall short of expenditures. The utility is current on its electric bills and indicates fuel is sufficient for operations. Spoke with Evan Evan. 41,000 gallons of fuel is on hand. Goodnews Bay Ordered 28,500 gallons in July. Bring the inventory up to 41,000 gallons of heating fuel and unleaded gas. There is sufficient fuel for the winter.

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
ARUC bills customers consistently. ARUC operates under an agreement with the village council and a water/wastewater ordinance that includes a collections policy. Revenues are exceeding expenditures this quarter. ARUC maintains a worker's compensation policy and uses computerized accounting to monitor and track finances. ARUC maintains accounting records including accounts payable, receivable, and payroll under direction of a utility manager based in their central office in Anchorage. ARUC maintains a chart of accounts, reconciles bank accounts, and utilizes a purchasing system that requires approval prior to purchase.

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 09/26/2011 The Tax Advocate deemed Goodnews Bay compliant. On 09/7/2011 the Alaska Department of Labor (DOL) provide ANTHC is meeting Alaska ESC tax obligations for the time period ending 06/30/2011. Goodnews Bay is not liste in The Small Community Tax Lien List. ARUC uses accounting software to process payroll out of their Anchorage office.

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
Workers compensation insurance coverage per the Division of Worker's Compensation web site verified Goodnews Bay coverage is provided by Alaska Municipal League Joint Insurance Company and is active on 09/16/2011. ARUC abides by a comprehensive personnel policy, maintains personnel folders, utilizes a probationary period for new hires, and provides training opportunities to staff. Water operator staff duties include washeteria maintenance; however, ARUC reports that the associated costs of such work are covered in full by the Native Village of Goodnews Bay.Bay.

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
ARUC oversees water/wastewater utility management with the village council through a written, contractual agreement. Although ARUC enforces utility policy, it continues seeing a low collection rate. According to the agreement, ARUC is to meet with an advisory council that includes representation from the community. A water/wastewater ordinance is in place. ARUC continues managing utility billing and collection services. The water operator is trained. The Native Village of Goodnews Bay reportedly operates a community washeteria with financial contributions from the City of Goodnews Bay and assistance from the Alaska Native Tribal Health Consortium. The Native Village is seeking to transfer ownership and management of the washeteria to the City. RUBA has recommended the Native Village assemble and provide the City with a washeteria monthly financial report and budget to facilitate review by the City.

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
The primary water operator possesses required certification. The operator utilizes a preventative maintenance plan and provides reports to the ARUC utility manager. Goodnews Bay is not listed in the Significant Non-Complier (SNC) list.