Quarterly Report: 2014, April - June (Q4), Koyukuk

Community:
Koyukuk 
Staff:
Brendan Smyth  
DCRA Regional Office:
Fairbanks regional office 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Koyukuk 
Population:
89 2013 DCCED Certified Estimate 
Assessment Status:
Assessment N/A 
Assessment Date:
 
Exp Date:
 
Last Updated:
7/8/2014 
Community Sanitation Overview:
The City of Koyukuk operates the central watering point at the washeteria and residents haul their own water. The city also maintains honeybucket pits and the wastewater lagoon. The City council is the policy making body for the utility. Residents haul treated well water from the washeteria and use honeybuckets or pit privies. Households are not plumbed. The school and washeteria use city water, with wastewater disposal into a lagoon. A master plan is completed, and preliminary work has begun to upgrade the community to a flush/haul system. The five households on the honey bucket haul demonstration system have been inoperable since Fall 2004, due to the trailer not being able to withstand the weight of the water tank. 
RUBA Status & Activities This Qtr:
On April 16, Fairbanks RUBA staff traveled to the City of Koyukuk to work with the city clerk on finalizing the draft Code of Ordinances. The draft code is a project city and RUBA staff have been working on and it is ready for the final approval process from the city members. RUBA staff also worked with the clerk on the FY15 budget paperwork. The city has been doing very well financially this fiscal year due to the diligence of the city clerk. RUBA staff discussed an IRS issues with the clerk and she is working with the past city manager to create a payment plan with IRS personnel. RUBA staff took a tour of the old washeteria and city staff updated RUBA staff on the many different areas that are going to be improved. The city as a whole has been working very hard to prepare and get trained laborers for the upcoming building season. Multiple employees were in Anchorage or Fairbanks for trainings dealing with this summer’s projects. On June 17, Fairbanks RUBA staff traveled again to the community to work with the city clerk on municipal code development and the FY15 budget. RUBA staff met with the clerk and was able to work on the budget, specifically the new improvements going into the washeteria and water utility. The new utility will open at the end of the building season, approximately September or October, and the clerk wanted to have a good budget in place for the new plant. The clerk also wanted to go over the code for the city to make sure the utility ordinance was correct for the new utility and washeteria. RUBA staff was able to assist in writing the code to reflect the changes going in to the new plant and washeteria. The clerk is hopeful that the utility will break even with the new services charges, as well as, being able to charge for the watering point that is currently not making revenue. RUBA staff also met with the new city manager to discuss any training needs she has for the upcoming training season. RUBA staff learned that the city manager wants a QuickBooks training to go over the functions of the city’s QuickBooks file.  
RUBA Activities for the Coming Qtr:
Fairbanks RUBA staff will remain in contact with the city office to assist in development of new policies for the new washateria.
Scores:
 
Essential Indicators:
0 of 23
Sustainable Indicators:
1 of 27
Total Score:
1 of 50

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 current project in the city is ANTHC funded so no RUBA assessment is required.

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 current project in the city is ANTHC funded so no RUBA assessment is required.

Tax Problems

Essential Indicators
Answer Question
N/A The utility has a system to accurately calculate, track, and report payroll tax liabilities.
N/A The utility is current on filing tax reports.
N/A 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
The current project in the city is ANTHC funded so no RUBA assessment is required.

Personnel System

Essential Indicators
Answer Question
No 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
The current project in the city is ANTHC funded so no RUBA assessment is required.

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 current project in the city is ANTHC funded so no RUBA assessment is required.

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".
Yes 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 community is off the SNC list as of April 2014.