Quarterly Report: 2014, July - September (Q1), Nikolaevsk

Community:
Nikolaevsk 
Staff:
Jedediah Smith  
DCRA Regional Office:
 
Gov't Type:
Community Council 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Nikolaevsk Incorporated 
Population:
304  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
10/10/2013 
Community Sanitation Overview:
A new water treatment building, water mains and household water service lines were installed in 1997. The majority of homes are fully plumbed - 49 residents, the school and community-wide fire hydrants are connected to the water system. 80% of households use wastewater tanks for wastewater disposal. Two subdivisions (Nahodka and Kluchevaya) are located outside of the main hub of Nikolaevsk. They have an independent water system that taps two local springs; they do not want to be connected to the new water system. The community has asked for funding to remedy failing individual wastewater tanks. A Kenai Peninsula Borough refuse transfer site is located in Anchor Point, at mile 157 Sterling Hwy. 
RUBA Status & Activities This Qtr:
Anchorage RUBA staff remains available to work with the community as request. No request for assistance was received this quarter. Anchorage RUBA staff has made multiple unsuccessful attempts to contact the community. The information below is not a reflection of the communitys current status. Once contact in made with the community, the indicators and comments will be updated. 
RUBA Activities for the Coming Qtr:
RUBA staff will continue to provide assistance and follow-up to the community via on-site visits, phone and e-mail.
Scores:
 
Essential Indicators:
0 of 26
Sustainable Indicators:
0 of 26
Total Score:
0 of 52

Finances

Essential Indicators
Answer Question
No All revenues and expenses for the utility are listed in the utility budget.
No The utility has adopted a balanced realistic budget.
No Monthly financial reports are prepared and submitted to the policy making board.
No The utility is current in paying all water/wastewater electric bills.
No The utility has on hand a year's adequate fuel supply or it has a financial plan to purchase an adequate supply.
No 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
The utility continues to provide financial reports to the RUBA staff for review each month. Utility staff is using QuickBooks software for all financial record keeping. The utility monitors the expenses and raises rates when necessary to cover operating expenses and allow for Repair and Replacement costs.

Accounting Systems

Essential Indicators
Answer Question
No The utility has adopted a collection policy and actively follows it.
No The utility bills customers on a regular basis.
No An accounts receivable system is in place which tracks customers and reports past due accounts and amounts.
No An accounts payable system is in place.
No The payroll system correctly calculates payroll and keeps records.
No A cash receipt system is in place that records incoming money and how it was spent.
No The utility has a cash disbursement system that records how money was spent.
Sustainable Indicators
Answer Question
No A chart of accounts is used that identifies categories in a reasonable, usable manner.
No 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
Utility staff is very knowledgeable in using the QuickBooks software program. It is used for all aspects of accounts receivable, accounts payable, and payroll. A current budget and financial statements are provided as requested by RUBA staff. The governing body adopted a collection policy and strictly enforces it with disconnection of service if necessary for non-payment.

Tax Problems

Essential Indicators
Answer Question
No The utility has a system to accurately calculate, track, and report payroll tax liabilities.
No The utility is current on filing tax reports.
No 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
A signed tax authorization was not received from the Nikolaevsk Community Council, Inc., this quarter therefore all indicators under 'Tax Problems' are marked no until verification is received.

Personnel System

Essential Indicators
Answer Question
No The utility has a posted workers compensation insurance policy in effect.
Sustainable Indicators
Answer Question
No 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 community has a workers' compensation insurance policy in effect to 5/25/2014. The Utility Manager has attended six of the RUBA utility management series courses; one of the Utility Operator has also completed six RUBA utility management series. The other backup operator needs one more class to complete the series. The Utility Board supports their staff in receiving utility management training.

Organizational Management

Essential Indicators
Answer Question
No The entity that owns the utility is known; the entity that will operate the utility is set.
No The policy making body is active in policy making of the utility.
No The policy making body enforces utility policy.
No The utility has an adequately trained manager.
No The utility has an adequately trained bookkeeper.
No The utility has an adequately trained operator or operators.
No The utility has adopted the necessary ordinances (or rules and regulations) necessary to give it the authority to operate.
Sustainable Indicators
Answer Question
No The utility has adopted an organizational chart that reflects the current structure.
No The policy making body meets as required.
N/A The utility complies with the open meeting act for all meetings.
Organizational Management Comments
The policy making body has supported the utility staff in receiving training from the RUBA utility management series of courses. The policy making body and utility staff have enforced the utility ordinance for nonpayment of services or assisted customers in making arrangements to become current with their utility bills.

Operation of Utility

Essential Indicators
Answer Question
No The utility operator(s) are actively working towards necessary certification.
No 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.
No Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.
No 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".
No The utility is not on the "Significant Non-Complier" (SNC) list.
No The utility maintains an inventory control list.
No The utility maintains a critical spare parts list.
Operation of Utility Comments
The utility is well operated by the staff, and improvements continue to be made. During the construction season, safety meetings are held at the utility office. Two operators attended and passed the Operations Management course and are now waiting for the next available training class. The system's hardware issues were fixed, and the system has been meeting the reporting requirements.