Quarterly Report: 2011, April - June (Q4), Nightmute

Community:
Nightmute 
Staff:
Sandra Modigh  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Nightmute 
Population:
244  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
8/3/2011 
Community Sanitation Overview:
The City of Nightmute provides a small water facility, which is the central watering point for residents to haul their own water. The City also provides water and sewer haul service. The city utility system has 42 residential units and 15 commercial units. 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 & Activities This Qtr:
Throughout the week of May 9-13, Bethel LGS corresponded with city staff and residents on matters related to improving the city's infrastructure and financial and operational management pursuant to state statute. Since the former mayor's resignation, the city has appointed a new mayor from among the remaining council members, a new city clerk, and hired the former city clerk as the city's bookkeeper. Subsequently, after the May 3 appointment of the new mayor, additional council members resigned their positions creating 4 council vacancies. A special meeting is scheduled to appoint interested residents to the remaining council vacancies. Once a council quorum is established, the council will begin adopting documents necessary for the city to receive Community Revenue Sharing and Payment in Lieu of Taxes (PILT) funds. Bethel LGS will assist the community in drafting FY11 and FY12 budgets, monthly financials, and required supporting documents. Turnagain Press, a group contracted by the state, has been contacted to assist the community with reconstructing their accounts payable/receivable, payroll, etc. in QuickBooks. The city has not provided RUBA staff documents necessary to determine essential and sustainable indicator compliance.  
RUBA Activities for the Coming Qtr:
RUBA staff will continue efforts in requesting documents needed for RUBA compliance and assist the community with essential and sustainable indicators as needed.
Scores:
 
Essential Indicators:
1 of 26
Sustainable Indicators:
0 of 27
Total Score:
1 of 53

Finances

Essential Indicators
Answer Question
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.
No 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
Answer Question
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.
Finances Comments
The city has not provided RUBA staff documents necessary to determine essential and sustainable indicator compliance.

Accounting Systems

Essential Indicators
Answer Question
No The utility has adopted a collection policy and actively follows it.
No 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
Answer Question
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.
Accounting Systems Comments
The city has not provided RUBA staff documents necessary to determine essential and sustainable indicator compliance.

Tax Problems

Essential Indicators
Answer Question
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.
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
Email correspondence with the Alaska Department of Labor dated June 24, 2011, indicated the community is not current with its employment security compensation tax payments and deposits. The city did not submit a signed IRS Request for Information Form to RUBA staff to verify IRS tax compliance. The community was not on the March - April 2011 Lien Watch Report.

Personnel System

Essential Indicators
Answer Question
Yes The utility has a posted workers compensation insurance policy in effect.
Sustainable Indicators
Answer Question
No The utility has adopted and uses a Personnel Policy, which has been reviewed by an attorney, AML or Commerce for topics and language.
No The utility has adequate written job descriptions for all positions.
No The utility has adopted and follows a written personnel evaluation process that ties the job description to the evaluation.
No 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.
No The utility has a probationary period for new hires that includes orientation, job training/oversight, and evaluations.
No The utility provides training opportunities to staff as needed and available.
Personnel System Comments
A phone call to the Alaska Municipal League Joint Insurance Association on June 29, 2011 indicated the community's worker compensation policy is effective until July 1, 2012.

Organizational Management

Essential Indicators
Answer Question
No 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.
No The utility has an adequately trained manager.
No The utility has an adequately trained bookkeeper.
No The utility has an adequately trained operator or operators.
No The utility has adopted the necessary ordinances (or rules and regulations) necessary to give it the authority to operate.
Sustainable Indicators
Answer Question
No The utility has adopted an organizational chart that reflects the current structure.
No The policy making body meets as required.
No The utility complies with the open meeting act for all meetings.
Organizational Management Comments
The city has not provided RUBA staff documents necessary to determine essential and sustainable indicator compliance.

Operation of Utility

Essential Indicators
Answer Question
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
Answer Question
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.
Operation of Utility Comments
The city has not provided RUBA staff documents necessary to determine essential and sustainable indicator compliance. As of June 28, 2011, the community was not on Significant Non-Complier (SNC) list or the Lien Watch report for this quarter.