Quarterly Report: 2008, January - March (Q3), Emmonak

Elizabeth Manfred  
DCRA Regional Office:
Gov't Type:
Second Class City 
Agreement Date:
City of Emmonak 
Assessment Status:
Assessment Date:
Exp Date:
Last Updated:
Community Sanitation Overview:
The City of Emmonak owns and operates the piped water/sewer system. The City also owns and operates the washeteria/sauna. A new washeteria construction is in the last stage of completion. The City council is the policy making body for this utility. Water is derived from the Yukon river and is treated. Piped water and sewer services are provided to most of the residents of Emmonak. Currently, there are 206 connected to this system. Out of those connected, there are 185 residential homes and 23 businesses in service. The next water/sewer Village Safe Water funding will connect six new Emmonak tribal housing units. 
RUBA Status & Activities This Qtr:
RUBA staff Traveled to Emmonak this quarter with the Village Safewater Engineer. City staff had requested assistance with a QuickBooks accounting issue. RUBA staff worked with the City Finance Officer and provided a copy of the newly printed 'QuickBooks for Sanitation Utilities' guide. This guide was printed by contractors through a contract from RUBA. City staff may attend the regional QuickBooks Pro traing provided by a RUBA grant scheduled in Bethel in April if it does not coincide with attendance of IRS classes in Anchroage. RUBA staff also attended meetings with City staff and the VSW engineer regarding issues with the vacuum water and sewer system. VSW requested that city staff prioritize the CIP project list submitted so projects could be completed in the order funding is received. The Mayor invited RUBA staff to return next quarter to update the RUBA assessment and provide assistance with unmet indicators. A trip will be planned and the Anchorage LGS will travel to provide QuickBooks on-site training. Emmonack continues to be well managed with a professional proactive manager amd staff. They meet all essential indicators at this time.  
RUBA Activities for the Coming Qtr:
RUBA staff will continue to request and monitor monthly finance reports and assist when requested.
Essential Indicators:
27 of 27
Sustainable Indicators:
21 of 27
Total Score:
48 of 54


Essential Indicators
Answer Question
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
Answer Question
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.
Finances Comments
The City budget has been completed and copies were sent to the Juneau office and also the Anchorage office for review. The Administrator is now working on the FY06 CFS. Bethel RUBA staff will be reassigned next quarter and a follow-up trip is planned to receive updated documentation.

Accounting Systems

Essential Indicators
Answer Question
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
Answer Question
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.
Yes 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
The bank reconcilation for the gaming account is completed. Some department's reconciliations have to start as far back as 2005. The general fund bank reconcilations are almost complete, according to the bookkeeper.

Tax Problems

Essential Indicators
Answer Question
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.
Yes 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
The IRS has deemed the city compliant with tax reporting and deposits. Stable staff and sound accounting practices make Emmonak a role model for tax reporting.

Personnel System

Essential Indicators
Answer Question
Yes The utility has a posted workers compensation insurance policy in effect.
Sustainable Indicators
Answer Question
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.
Personnel System Comments
The bookkeeper is making sure that the I-9's will be completed for all employees. They have insurance through AML/JIA which expires July 1, 2008.

Organizational Management

Essential Indicators
Answer Question
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
Answer Question
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.
Organizational Management Comments
The city is in the process of reviewing and updating the current ordinances. John Moses, of the City's Lands Department stated that the Council has yet to review the proposed utility ordinance which would replace the current ordinance. He is hopeful that the new City Council will review the draft ordinance and adopt it.

Operation of Utility

Essential Indicators
Answer Question
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
Answer Question
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".
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
After the lead operator resigned in April 2007, a new operator was hired who is Level I certified; the Administrator would like to hire a Level II operator. RUBA staff recommended he call YKHC/OEH for assistance in certifying an operator at Level II.