RUBA Community Status Report

Community Name: Eek


Community:

Eek

RUBA:

Yes

Staff:

Eli Jacobson

Agreement:

No

DCA Region:

Bethel

Agreement Date:

Region:

Lower Kuskokwim

Exp Date:

Govt Type(s):

2nd Class City

Borough:

Unorganized

Assessment Date:

11/29/2010

Population:

296

Active Community:

Yes

Date Updated:

10/4/2013


Community Sanitation Overview:

The City of Eek, Public Works Department, operates the washeteria, water treatment plant, and provides honey-bucket services to the community. The City Council is the policy making body for the utility services. Water is derived from the Eek River. The plant is the city's sole source of potable water for its 296 residents. The plant has water and wastewater lines to the school as well as the health clinic. The rest of the town can get water by use of a coin operated watering point located at the plant. The water is filtered, treated, and stored in a holding tank by the water treatment plant/washeteria. A new water treatment plant is complete and is in use. The wastewater from the health clinic and school is piped into a lagoon.

RUBA Status
and Activities
this Quarter:

On September 9, 2013, a request for information to update the quarterly online RUBA report was sent to the City of Eek. Eek provided some of the requested information. Eek requested a RUBA assessment and an onsite assessment being planned.

 

Capacity Indicator: Finances

Essential Indicators:

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:

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.

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.

Comment:

Eek has an adopted city budget that has utility expenses and revenue listed in it. Monthly financial reports are prepared and submitted to the city council by the city clerk. The Bethel RUBA office has received monthly financial reports with meeting minutes through August 2013. RUBA staff contacted Alaska Village Electric Cooperative (AVEC) on September 20, 2013. AVEC communicated that the City of Eek is current on electric bills. The city has on hand a one year supply of fuel. A repair and replacement account has not been established. Monthly manager's reports are done verbally by the city clerk at the council meetings, and budget amendments are done as necessary.

 

Capacity Indicator: Accounting Systems

Essential Indicators:

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:

Yes

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.

Comment:

The City of Eek has an adopted written utility collection policy. RUBA staff viewed cash receipts from the washeteria. QuickBooks is used to do accounts receivable, accounts payable, payroll and taxes. The city clerk uses a manual system for some of the accounting. The city clerk enters expenses into QuickBooks and has an informal system of comparing it to their bank account by phone. The city clerk makes purchases with verbal approval from the mayor but there is no written policy. Eek has a detailed chart of accounts.

 

Capacity Indicator: Tax Problems

Essential Indicators:

Yes

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.

Comment:

The city of Eek did not return the authorization to request federal tax information form, and therefore federal tax status cannot be verified. The state Department of Labor (DOL) was contacted on September 23, 2013. DOL verified that the City of Eek is not current on their Employment Security Contributions account having balances due for the first and second quarters of 2013. The City of Eek is not on the Lien Watch dated July-August 2013

 

Capacity Indicator: Personnel System

Essential Indicators:

No

The utility has a posted workers compensation insurance policy in effect.

Sustainable Indicators:

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.

Yes

The utility provides training opportunities to staff as needed and available.

Comment:

The City of Eek has not provided a copy of its worker's compensation insurance policy that covers the period July 1, 2013 through July 1, 2014. Portions of the personnel policy were found in the parks and recreation instruction manual. Written job descriptions were not available. Eek does a written evaluation of all personnel at the end of a ninety day probationary period. Eek did not have a written hiring policy. On the job training and additional training is provided as necessary. Staff are encouraged to pursue professional training opportunities.

 

Capacity Indicator: Organizational Management

Essential Indicators:

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:

No

The utility has adopted an organizational chart that reflects the current structure.

Yes

The policy making body meets as required.

No

The utility complies with the open meeting act for all meetings.

Comment:

The city owns the washeteria and water plant. City employees operate these utilities. The city council is the policy making body. The current personnel policy needs to be adopted. The city clerk, Fritz Petluska, performs managerial and bookkeeping duties and also supervises the utility operators and answers to the city council. The city clerk has been to QuickBooks training. The utility has an adopted utility ordinance. RUBA staff was shown an organizational chart that provides the current structure but there was no documentation of its adoption. The policy making body meets the second Thursday of each month and the meetings are open to the public. Meetings are posted in the post office, washeteria, clinic, and the main store permanently and not routinely posted. Because of this, special meetings might not be given sufficient notice.

 

Capacity Indicator: Operation of Utility

Essential Indicators:

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:

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.

No

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.

No

The utility maintains an inventory control list.

Yes

The utility maintains a critical spare parts list.

Comment:

The utility has two operators. One operator is a full time employee and has his level one certification. The other operator is a part time employee who has a provisional certification. The operators provided a copy of the preventative maintenance plan. The city clerk is in daily contact with the utility operators who report to him. The utility has a safety manual but regular safety meetings are not held. The utility is functioning as intended and no major outages have occurred. The CCR has been posted and a copy has been provided to RUBA. The city is not on the SNC list dated July 2013. The utility does not have an inventory control list but does maintain a critical spare parts list in their operation and maintenance manual.

RUBA Activities for the Coming Quarter:

RUBA staff discussed need for a current on site assessment with the city clerk. In order to maintain RUBA compliance an onsite assessment needs to be conducted every two years. Eek requested a RUBA assessment and an onsite assessment being planned.