RUBA Community Status Report

Community Name: Nightmute


Community:

Nightmute

RUBA:

Yes

Staff:

Eli Jacobson

Agreement:

No

DCA Region:

Bethel

Agreement Date:

Region:

Yukon-Kuskokwim Delta

Exp Date:

Govt Type(s):

2nd Class City

Borough:

Unorganized

Assessment Date:

11/28/2012

Population:

289

Active Community:

Yes

Date Updated:

10/3/2013


Community Sanitation Overview:

The City of Nightmute's utility consists of a small water treatment plant with a fill point and a wastewater haul service for 42 residential units and 15 commercial units. The city water plant is on the significant non-complier list. Residents currently get drinking water from the local stream by manually hauling containers. Houses that have flush haul units have wastewater removed on a prepay basis. The school has its own sewage lagoon. A washeteria is not available. The Nightmute power plant was acquired by AVEC in March 1998. Electricity is provided by AVEC.

RUBA Status
and Activities
this Quarter:

On September 9, 2013 a request for RUBA quarterly report information was sent to the City of Nightmute. Some of the requested information was not provided and therefore certain indicators cannot be verified.

 

Capacity Indicator: Finances

Essential Indicators:

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.

Yes

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:

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.

Comment:

The City of Nightmute has not adopted a FY13 budget for the period July 1, 2013 through June 30, 2014. Monthly financial reports that compare year-to-date revenues and year-to-date expenditures to annual budgeted amounts are not available. The monthly reports need to be submitted to the council and recorded in the meeting minutes. On June 14, 2013 Alaska Village electrical cooperative (AVEC) was contacted. AVEC verified that Nightmute is not current on electrical payments. Nightmute has a one-year supply of fuel. The city does not have a repair and replacement fund. Currently, year-to-date revenues and expenditures cannot be determined.

 

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.

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:

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.

Comment:

The City of Nightmute has a collection policy and actively follows it. Customers prepay before receiving wastewater removal service. An accounts receivable and accounts payable system is not currently in place. The city does not have a system to calculate payroll and keep records. Nightmute does not have a cash receipt system. The city does not have a chart of accounts. Monthly bank reconciliations are not completed for all utility accounts. A purchasing system has not been established.

 

Capacity Indicator: Tax Problems

Essential Indicators:

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.

No

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 utility does not have a system to accurately calculate, track, and report payroll tax liabilities. On September 30, 2013 the IRS verified the Nightmute was not compliant on federal taxes. The state Department of Labor (DOL) was contacted on September 23, 2013. DOL verified that the City of Nightmute is not current on their Employment Security Contributions account. The City of Nightmute is not on the Lien Watch dated July-August 2013.

 

Capacity Indicator: Personnel System

Essential Indicators:

Yes

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

Sustainable Indicators:

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.

No

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.

Comment:

The City of Nightmute has not provided a copy of its workers compensation insurance for the period of July 1, 2013 through July 1, 2014. A personnel policy has been adopted. The city has written job descriptions, a written personnel evaluation process, and a written hiring process. Personnel folders do not contain job applications, I-9's, and letters of acceptance. The city has a three-month probationary period in the personnel policy. On-the-job training and additional training opportunities are provided as necessary. Staff are encouraged to pursue further 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.

No

The policy making body is active in policy making of the utility.

No

The policy making body enforces utility policy.

Yes

The utility has an adequately trained manager.

Yes

The utility has an adequately trained bookkeeper.

No

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.

No

The policy making body meets as required.

Yes

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

Comment:

The City of Nightmute owns the utility and is the policy making body. The city wastewater removal service operates on a prepay basis. The city administrator performs managerial and bookkeeping duties. The water utility does not have an operator. The city has adopted ordinances that give the utility authority to operate, however the city does not have an adopted organizational chart. City meetings are posted in three different public places and the requirements for the Open Meetings Act are met.

 

Capacity Indicator: Operation of Utility

Essential Indicators:

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:

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.

Comment:

The City of Nightmute hired a new operator October 31, 2012 who needs to be sent to training. A preventative maintenance plan has not been developed for the water plant. The utility does not have a safety manual or hold regular safety meetings. The utility currently does not produce potable water. The city did not have a posted CCR. The city is on the April 2013 Significant Non-Compliance list. The utility does not have an inventory control or critical spare parts list.

RUBA Activities for the Coming Quarter:

RUBA staff are planning additional trips to work on the remaining indicators.