Quarterly Report: 2014, October - December (Q2), Ambler

Community:
Ambler 
Staff:
Margaret Hansen  
DCRA Regional Office:
Kotzebue 
Gov't Type:
Second Class City 
Borough:
Northwest Arctic Borough 
Agreement?
No 
Agreement Date:
 
Entity:
City of Ambler 
Population:
278 (2012 DCCED certified estimate) 
Assessment Status:
Assessment Completed 
Assessment Date:
6/25/2005 
Exp Date:
 
Last Updated:
1/6/2014 
Community Sanitation Overview:
The main source of water for the community is a 167' well near the Kobuk River. Water is pumped to the treatment facility and stored in a 210,000-gallon insulated tank, then piped to most homes. An 80' standby well is also located at the water treatment plant. Wastewater is collected via six and eight inch arctic pipes and flows to a facultative lagoon through two lift stations where it discharges to a natural watershed, then the Kobuk River. Currently, 53 homes are served by the piped water and wastewater system. The washeteria project is still incomplete since no new funding has been secured. The new lift station and lagoon was operational in January 2011. This new construction has made operations much easier. The construction of a new water treatment plant is complete and heat recovery project. A new community well was developed and is ready to be brought online. ANTHC has provided water plant building information to North West Arctic Borough (NWAB) for a solar panel installation project and will consult the structural engineer when provided the solar panel layout and design. In addition, an update to the existing master plan is fully complete. The Ambler City Council turned over water plant operations to Alaska Rural Utilities Collaborative (ARUC) starting August 1, 2010. ANTHC has updated eight existing project applications and inputted two new ones into the Sanitation Deficiency System (SDS) for FY 14 funding. Next quarter complete the necessary items for obtaining final approval to operate for the water treatment plant, 2002 well and lagoon, force main and lift station from ADEC. Continue to closeout activities for the legacy projects above and obtain the letter of approval from ADEC for the master plan update. 
RUBA Status & Activities This Qtr:
The acting Mayor called regarding needing an additional election judge. The one they had set up to be a judge did not show neither can they contact the alternate. The mayor wanted advice on being able to hire someone on the spot. Kotzebue staff told her to make sure that judge is not an immediate family relative to any candidate on the ballot and to make sure the clerk gives her the oath of office. Kotzebue staff provided the acting city clerk advise on how to proceed with the election results when presenting them to the city council on Friday who will canvass the election. Kotzebue staff received the completed tax authorization from IRS that showed the city had not filed the first and second quarter tax reports for 2013. The new administrator requested onsite training and assistance on financial management and tax reporting. Kotzebue staff gave advice to Carol Cleveland the city administrator on actions taken by the council at their canvass meeting on Friday. Apparently the ballot count was off by one vote so a councilmember made a motion to have a run off election which was voted on and passed. I referred the city administrator to their election ordinance which does not provide for a runoff election so must get the canvass committee back and review their election code to make the proper decision and motion. I advised the council to certify the election since one vote will not change who won a seat. The Acting Mayor Carolyn Ballot notified me that the council reorganized and chose a new Mayor, Conrad Douglas and that Carolyn Ballot is the Vice Mayor. The Vice Mayor also reported that they had to let their city administrator go for no show no call that last three days and that they hired Crystal Tickett temporary administrator. Kotzebue staff answered the Vice Mayor Carolyn Ballots question regarding the hire of temporary workers. The new mayor hired another temporary clerk since the other temporary clerk, Martha Wood, had to go on medical leave for three days. When the temporary clerk Martha Wood came back, she tried to return to work to find that the new mayor hired someone else. I advised to put it on the regular meeting agenda to bring this up to the full council who hired Martha Wood as the temporary clerk last month. Kotzebue LGS staff traveled to Ambler to train the acting administrator, new mayor and new city clerk who prepared an amended budget, three months of bank reconciliations, three months of monthly financial reports after balancing all the journals and completing tax reports that had deposits submitted but no report. Kotzebue staff meet with the council providing training on how to read the financial reports, how the amended budget was prepared and put together, public hearing requirements and revenue sharing requirements. The acting administrator Crystal Ticket called to make sure she was doing the October financial report correctly. Kotzebue staff forwarded her to a copy of the blank excel document staff prepared before she left the on site assistance trip end of November. The acting administrator also stated that she still cannot get the VPO to sign the rental agreement. I told her to make sure it is on the agenda for the next regular meeting in December. The new acting clerk, Martha Wood, called to get clarfication on amending the agenda and sent the October monthly financial report for review. Kotzebue staff reviewed the October monthly financial report and made a couple of formula error changes and sent it back for them to provide to the council at their regular meeting.  
RUBA Activities for the Coming Qtr:
Kotzebue LGS has plans to travel to train the new city administrator and clerk this next quarter on financial management, meeting revenue sharing requirements and year end tax reporting.
Scores:
 
Essential Indicators:
26 of 26
Sustainable Indicators:
27 of 27
Total Score:
53 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
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
The ARUC financial report shows a balanced realistic budget, revenues and expenses for the utility are listed within the budget, and are reported to the council on a monthly basis. During the fourth quarter, the financials show that the collection rate is 73 percent for the month of November. In reviewing the financial report it shows that they are receiving user fees to cover their operating expenses and repair and replacement costs. No budget amendment is needed at this time.

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 on a monthly basis and actively follow the adopted collection policy, notifying customers that they will be disconnected if they are more than two months past due. They utilize an accounting system which reports past due amounts, an accounts payable system, and a payroll system that correctly calculates payroll and keeps payroll records. Their system records all incoming money and how it was spent using a cash disbursement system. ARUC uses their budget line items as the chart of accounts, reconciling bank accounts before completing their monthly reports. The community uses their budget and latest monthly financial report before approving purchases, using purchase orders that are approved and recorded.

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
In reviewing the ARUC completed tax authorization form, they have no known debt and are current on filing and depositing taxes and reports.

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
ARUC and the city have paid the workers compensation insurance in full, which is posted and will remain in effect until October 2014 as verified by AMLJIA. The city's insurance is paid for until July 30, 2014. ARUC has an adopted personnel policy. The policy has been reviewed by an attorney. A written personnel evaluation process that ties into adequately written job descriptions is used. ARUC follows a written hiring process and has a probationary period for new hires that includes orientation, job training oversight and evaluations. ARUC provides training opportunities to employees onsite and supports attendance to any training the Department of Environmental Conservation puts on through Maniilaq Association. The city has budgeted funds to cover the costs to send utility personnel and/or council members to training as needed.

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 city council signed an agreement with ARUC who oversees and operates their utility and enforces policy in order to effectively run the utility. The city council does comply with the open meetings act and meet monthly. They work with ARUC and support them with all their decisions. ARUC has adopted an organizational chart that reflects their current structure. ARUC has experienced administration staff that oversees all staff of the organization. The council follow the ordinances adopted to give authority. ARUC has a trained manager and bookkeeper who report to the council on the operations of the utility. The operator has a certificate for small water treated system and water distribution provisional, but the Remote Maintenance Worker continues to offer on site assistance and training as needed.

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 two operators have been actively working towards their certification since they were hired, attending one training session offered this last quarter. The Environmental Health Manager continues to train and assist onsite as needed. The utility follows the preventative maintenance plan which helps prevent major problems. The utility is operating at the level proposed and maintains an inventory control list and critical spare parts list. They have completed and distributed a Consumer Confidence Report. The utility staff have held safety meetings and the manager receives a monthly report from the operators and routinely spot checks the facilities to see that the maintenance is being completed. Ambler is not on the Significant Non-Complier (SNC) list.