Quarterly Report: 2012, July - September (Q1), Kiana

Community:
Kiana 
Staff:
Georgianna Phillips  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Kiana 
Population:
391  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
10/26/2011 
Community Sanitation Overview:
The City of Kiana operates the piped water and sewer system and maintains a central watering point where residents come to haul water to their residences. The City also maintains honeybucket pits and a sewage lagoon. The City Council is the policy making body for the utility. A 200,000-gallon steel tank is intermittently filled from two wells near the Kobuk River. Water is chlorinated prior to distribution through buried water mains. Piped water and sewer are provided to 75 homes, the clinic, school, and community hall. Kiana maintains a 6-inch buried gravity sewer system, which drains to a lift station and is pumped through a buried force main to the sewage treatment lagoon northeast of the village. A few households haul water and use honeybuckets or septic tanks. The landfill is located west of the sewage disposal lagoon. An update to the existing santation facilities master plan is scheduled to be completed in September 2011. The east loop upgrades are currently 70% complete, the scope of this upgrade was increased to replace the entire 3,700 feet of water main. Emergency repairs to the existing gravity sewer main conveying sewage to the lower lift station has begun and expected to be completed October 2011. This should eliminate the risk of a catastrophic failure and sewage overflow. The design for a new lower lift station began in August 2011 and is due for completion in March 2012 and construction for this is scheduled for the summer of 2012. Slated also in September 2011 is the heat recovery system upgrades, funding is being provided through the state energy dimunition project. Kiana is an ARUC community. 
RUBA Status & Activities This Qtr:
A new city clerk was hired for the city and she continued the work the last clerk and LGS staff had begun in proper filing of city records. The administrator requested assistance in researching land records, on whether or not a division in the city was actually owned by the city or whether or not it might belong to the regional corporation. LGS staff advised the administrator to find all documents of legal filings and maps of all land records that the city had in their possession. LGS staff reviewed records on line and was able to forward information to the administrator. Upon research of land records and documents in their possession it was ascertained that the city did own the subdivision, but most of the subdivision was not within city boundaries. LGS staff forwarded to the administrator information received from the local boundary commission office for review. The administrator has also worked on developing youth boards to shadow those boards within the community as a means of involving and teaching the youth of the community how government functions and to raise awareness of the needs of the community.  
RUBA Activities for the Coming Qtr:
To assist the City Clerk and Administrator with records, in developing a schedule and providing assistance with any questions on land issues.
Scores:
 
Essential Indicators:
27 of 27
Sustainable Indicators:
26 of 27
Total Score:
53 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
Kiana is a ARUC community. ARUC has established a repair and replacement fund but has only enough funds to cover emergencies costs. The city has developed a savings plan for the yearly fuel purchase for the city.

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 the customers on a monthly basis following the adopted collection policy and provides the plant operator with a list of disconnects.

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
ARUC provided a completed tax authorization from IRS showing they meet all essential indicators.

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
The city uses AMlJIA as their insurance company and is current.

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 is the known entity who adopted the necessary ordinances to give it authority and works with ARUC to ensure that they are active and enforce policy. They follow the adopted organizational chart, and meet monthly as required complying with the open meetings act. Along with ARUC, the city has adequately trained the City Administrator and Bookkeeper.

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".
No 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
A plant operator has attended training and has received the required CEU. Further training will be taken when classes are scheduled. They follow a preventative maintenance plan that they follow for all sanitation facilities. The Manager and council receives a monthly O and M report and routinely spot checks the facilities to make sure items are being completed. The operator provides to the administrator a report on a routine basis who maintain the inventory and critical spare parts list. They have completed their CCR and are not on the SNC list.