Quarterly Report: 2008, October - December (Q2), Kwethluk

Ken Berlin  
DCRA Regional Office:
Gov't Type:
Second Class City 
Agreement Date:
City of Kwethluk 
Assessment Status:
Assessment Date:
Exp Date:
Last Updated:
Community Sanitation Overview:
The Kwethluk Utilities Commission (KUC) operates the water treatment plant, washeteria, garbage collection, and the honey-bucket haul system for the community. The Kwethluk Utilities Commission Utility Board is the policy making body for the utility. A new washeteria/water treatment plant is still under construction through Alaska Native Tribal Health Consortium (ANTHC) engineering services. The school and teachers' housing have their own water sewer systems. There are honeybucket bins located sparingly throughout the community for the container haul system, these are hauled to the sewage lagoon on a concurrent basis. Very few homes have running water or plumbing for showers, but many residents have sauna/steambath houses. 
RUBA Status & Activities This Qtr:
11/07 RUBA staff called the Bookkeeper for the City of Kwethluk concerning the recent monthly finance report she submitted. The revenue catagory was in acceptable format but the expenditures only listed the budget and year to date. I talked with her about putting the expenditures in an acceptable format as with the revenues and she agreed. Also the collection rate for September fell to 39.74 percent. Margaret contacted the non-paying customers to see what was going on and most told her they were waiting for the Permanent Fund checks. She was happy to say some of the customers who received their checks are prepaid up to one year so the October collection rate should come back up. She also informed me she is going on maternity leave starting this week and will come back in mid January 2008. She assured me she will come in to the office to make sure everything is running okay. The City Clerk is new and still in training but the Administrator is experienced and should keep all the general operations of the city in good shape.  
RUBA Activities for the Coming Qtr:
RUBA staff will follow up on collection rate, finance reports and any unmet sustainable indicators.
Essential Indicators:
25 of 26
Sustainable Indicators:
21 of 27
Total Score:
46 of 53


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.
No 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
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.
Finances Comments
FY 2008 budget is balanced and adopted. Finance reports are up to date to October 2007. The bookkeeper is on maternity leave and will be back in January 2008 and the finance reports should be back on track.

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.
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.
Accounting Systems Comments
The City has a collection policy and the Council is now enforcing it. Billings went out in July 2007 and the collection rate is at eighty percent plus with some accounts paid in advance to September. The accounts receivable and payable systems are verified by documentation.

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.
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.
Tax Problems Comments
All quarterly reports and tax deposits are good according to IRS.

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
City of Kwethluk is covered by AML/JIA effective to 7/2008. The personnel policy, job descriptions, evaluation process, hiring process, probationary and training are on file. Administration needs to go through each employee personnel file and make certain all contain the required documents.

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 ordinance establishing the utility is on file and is now being enforced. The utility has a trained manager, bookkeeper and operators with certification. A utility clerk position is going to be posted and hired by September.

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.
Yes 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.
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.
Yes The utility maintains an inventory control list.
No The utility maintains a critical spare parts list.
Operation of Utility Comments
A copy of the preventative maintenance plan was obtained by RUBA on 8/22/07. The washeteria dryers are all broken and replacement dryers are on order. The SNC violations (Stage 1) and the critical spare parts list are being worked on.