RUBA Community Status Report

Community Name: Toksook Bay


Community:

Toksook Bay

RUBA:

Yes

Staff:

Fred Broerman

Agreement:

No

DCA Region:

Bethel

Agreement Date:

Region:

Lower Kuskokwim

Exp Date:

Govt Type(s):

2nd Class City

Borough:

Unorganized

Assessment Date:

1/10/2007

Population:

598

Active Community:

Yes

Date Updated:

9/30/2013


Community Sanitation Overview:

The City's piped water/sewer utility is operated and maintained by Alaska Native Tribal Health Consortium's (ANTHC's) Alaska Rural Utility Collaborative (ARUC) which manages the community's water and wastewater services. There are 100 residential and 13 commercial customers. The Washeteria is no longer in operation.

RUBA Status
and Activities
this Quarter:

The City of Toksook Bay's water and wastewater facilities have been managed and operated by ARUC since October of 2007. The city is in compliance with its federal and state tax obligations as of September 30, 2013

 

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:

Monthly finance and budget reports are prepared by ARUC and distributed to Anchorage RUBA supervisors. ARUC prepares, and sends out reports to the community and the ARUC Advisory committee. ARUC pays the local school district for electrical services.

 

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 water/sewer ordinance contains a collection policy section. ARUC manages utility billing, accounts payable, receivable, and payroll processing. ARUC reconciles all bank accounts monthly and follows a comprehensive personnel and purchasing policy.

 

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:

The utility is managed by ARUC who is deemed compliant by both ESC and IRS. Correspondence from IRS September 30, 2013 indicates that the city is current on its federal tax deposits and reporting requirements. A September 23, 2013 email correspondence from the State of Alaska's Department of Labor Anchorage office indicated that the city is current on its Employment Security contributions and filings. Toksook Bay is not listed on the July-August 2013 LIEN WATCH: A Review of Small Community Liens.

 

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:

ARUC water plant operators are under ANTHC personnel policy, hiring process, job descriptions, and the consortium provides training for its employees.

 

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:

The city has an ordinance, MOA and a collaborative agreement with ARUC documenting that ARUC maintains the water and sewer services for the city. ARUC requires local operators be certified or be working toward the certification level of water/wastewater facility.

 

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.

No

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:

ARUC requires local operators be certified or be working toward the certification level of water/wastewater facility. The utility has preventative maintenance plan in place. A copy of the city's 2012 Consumer Confidence Report (CCR) is electronically filed at the Bethel RUBA office. However, a certification form signed by a city official indicating the report was distributed and posted in the community has not been provided. The city's water treatment facility is not on the July 2013 Significant Non-Complier (SNC) list.

RUBA Activities for the Coming Quarter:

RUBA staff will monitor ARUC reports and provide assistance as requested.