Quarterly Report: 2008, July - September (Q1), Pilot Station

Community:
Pilot Station 
Staff:
Flora Olrun  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Pilot Station 
Population:
565  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
10/17/2007 
Community Sanitation Overview:
The City operates the water and wastewater system. All the residential customers are now connected to the community's piped water and sewer system, to include the City, Tribal, and Headstart buildings respectively. Relocation of the landfill/lagoon is up for proposal. 
RUBA Status & Activities This Qtr:
Pilot Station City Clerk contacted Bethel staff on to report the City Hall burned down on July 15, 2007 and that all records were lost. She was sent copies of documents from the Bethel file and department publications including Title 29. The file does contain the adopted code of ordinances. The city was relocated to a trailer where the water-sewer project was located. Bingo and rippies operations were waiting until they received the required permits. The Yukon School District donated a computer and they were able to reconnect the phone and fax. A list of closed open grants were faxed to Pilot Station. Steps were taken to expedite the issuance of the PILT (Payment in Lieu of Taxes) funds. Ruth inquired about surplus equipment that the State may have, she requested a printer, computer speakers, copier and a battery backup. Copies of three different personnel policies were sent out to Pilot Station for their use. Attempts were made to locate a copy of their local option ordinance. When no copies were found, a sample local option ordinance was faxed out. On October 11, 2007 a draft ordinance amendment, moving the police officers to a forty hour work week and requiring prior approval to work overtime was reviewed. 
RUBA Activities for the Coming Qtr:
RUBA staff will continue to monitor the City's interest in the YKHC/RUC program.
Scores:
 
Essential Indicators:
25 of 27
Sustainable Indicators:
23 of 27
Total Score:
48 of 54

Finances

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
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
The R/R costs continue to be subsidized through a 2% sales tax and through gaming proceeds.

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
All indicators continue to be met. Although the City still utilizes a manual system, the clerk/bookkeeper is a long term City employee for more than several years and keeps records updated as current as she can. The Clerk will attend a Quick Books Workshop held in Bethel on the week of April 30, 2007.

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 Authorization to Request Federal Tax that was submitted on March of 2007 indicates on the fourth quarter of 2006 show a small arrears. Clerk said this usually the case at the end of each year.

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.
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.
Personnel System Comments
Ruth Borromeo, City clerk is a long term employee of the City. Her duties not only are for the Clerk position but also cover the administrator and bookkeeper duties as well. The bookkeeper position has a history of turnovers. With the City having financial difficulty, and being mostly alone, she has made every effort to stay current with all indicators.

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.
No The utility has an adequately trained manager.
Yes The utility has an adequately trained bookkeeper.
No 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
City Manager's position is vacant but city clerk is doing the manager's duties with the help of the Mayor. Operators need to get certified. They were signed up for training earlier this fall.

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.
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.
Yes The utility maintains a critical spare parts list.
Operation of Utility Comments
Water and sewer operators need to get certification. They were signed up for training earlier this fall.