RUBA Community Status Report

Community Name: Goodnews Bay


Community:

Goodnews Bay

RUBA:

Yes

Staff:

Robert Madeson

Agreement:

No

DCA Region:

Dillingham

Agreement Date:

Region:

Dillingham

Exp Date:

Govt Type(s):

2nd Class City

Borough:

Unorganized

Assessment Date:

1/10/2007

Population:

235

Active Community:

Yes

Date Updated:

10/2/2013


Community Sanitation Overview:

The Native Village of Goodnews Bay, under joint management by the Alaska Rural Utility Collaborative. Most residential and commercial customers are connected to the new surface water sanitation infrastructure. Local leaders believe will improve public health. Most residential structures are now plumbed. A piped water and gravity sewer system with plumbing for 70 + homes is completed.

RUBA Status
and Activities
this Quarter:

RUBA staff assisted the city manager in election preparation by reviewing timelines and offering suggestions on replacing a broken down printer. RUBA staff has offered continued assistance for the city council in adopting a new city code of ordinances.

 

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:

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.

Comment:

Year to date expenses exceed revenues by $40,169.29 with an overall collection percentage of 98%. If expenses exceed revenue, ARUC subsidizes the deficit from excess cash. The collection percentage for October is 93% .Year to date revenue is $80,142.92 and year to date expenses is $120,308.21 and year.

 

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.

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.

Comment:

ARUC bills customers consistently. ARUC operates under an agreement with the village council and a water/wastewater ordinance that includes a collections policy. ARUC maintains a worker's compensation policy and uses computerized accounting to monitor and track finances. ARUC maintains accounting records including accounts payable, receivable, and payroll under direction of a utility manager based in their central office in Anchorage. ARUC maintains a chart of accounts, reconciles bank accounts, and utilizes a purchasing system that requires approval prior to purchase.

 

Capacity Indicator: Tax Problems

Essential Indicators:

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.

Comment:

On September 24 2013 the Alaska Department of Labor (DOL) reported that Goodnews Bay is compliant in meeting Alaska ESC tax obligations through June 31, 2013, On August 30, 2013 The Taxpayer Advocate deemed Goodnews Bay compliant. Goodnews Bay is not listed in The Small Community Tax Lien List. ARUC uses accounting software to process payroll out of their Anchorage office.

 

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.

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.

Comment:

According to the Notice of Insurance, workers compensation insurance is provided by the Alaska Municipal Joint Insurance. A September 30 check at the Division of Workers Comp Website confirmed #168 for the city is effect. ARUC abides by a comprehensive personnel policy, maintains personnel folders, utilizes a probationary period for new hires, and provides training opportunities to staff.

 

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:

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.

Comment:

ARUC oversees water/wastewater utility management with the village council through a written, contractual agreement. Although ARUC enforces utility policy, it continues seeing a low collection rate. According to the agreement, ARUC is to meet with an advisory council that includes representation from the community. A water/wastewater ordinance is in place. ARUC continues managing utility billing and collection services. The water operator is trained. The City of Goodnews Bay operates a community washeteria.

 

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.

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.

Comment:

The primary water operator possesses required certification. The operator utilizes a preventative maintenance plan and provides reports to the ARUC utility manager. Goodnews Bay is not listed in the Significant Non-Complier (SNC) list.

RUBA Activities for the Coming Quarter:

RUBA staff will continue to monitor the utility and provide assistance as on adopting the new city code of ordinances, payroll, and job descriptions.