Quarterly Report: 2007, July - September (Q1), Mekoryuk

Community:
Mekoryuk 
Staff:
Paul Chimiugak  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Mekoryuk 
Population:
192  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
11/29/2006 
Community Sanitation Overview:
Water is derived from a well, treated and stored in a tank. A new flush/haul system currently serves about 90% of the homes. Funds have been provided to complete the remaining homes which are using honeybuckets. The school has its own well and needs a new water treatment system. The washeteria has piped disposal to a new permitted sewage lagoon. 
RUBA Status & Activities This Qtr:
The city clerk has resigned and an acting clerk is now working. The tribal administrator has requested that the acting clerk apply for the position. There has been a change again in the City/Tribal Bookkeeper position. The new bookkeeper has emailed the Bethel office a complete monthly financial report of all city departments; this shows his ability in using the computer. 
RUBA Activities for the Coming Qtr:
-Keep providing technical assistance whenever required or requested. -Keep requesting monthly finance reports and assist with technical aspect of the reports. -Travel to Mekoryuk for reassessment of the Memorandum of Agreement and to renew the RUBA Agreement.
Scores:
 
Essential Indicators:
25 of 27
Sustainable Indicators:
22 of 27
Total Score:
47 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 FY07 Budget and the FY06 Certified Financial Statement have been sent to Bill Rolfzen in Juneau. The completion of these documents ensures that the city will be eligible for the MEAP funds.

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 current bookkeeper is proficient in computer bookkeeping. He has emailed the Bethel office the monthly financial reports. The city has no tax issues to deal with other than to find funding for Worker's Compensation Insurance.

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 tribe and city are current with payroll taxes. The IRS representative has no complaints or comments for either entity.

Personnel System

Essential Indicators
Answer Question
No 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
The Tribal Administrator has decided that the city will get its own Worker's Compensation Insurance. They were told that since the city has its own council, it should have a separate policy. Adam Whitman, Tribal Bookkeeper, attended RUBA's Financial Management for Utility Managers class on August 21-25, 2006 that was co-sponsored by Association of Village Council Presidents (AVCP) and RUBA/DCCED in Bethel. The bookkeeper attended all five days of the workshop, and had the highest test score of all the participants that attended. (only 1 wrong at the post-test!!)

Organizational Management

Essential Indicators
Answer Question
Yes 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.
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
According to the management report by the Tribal Administrator, on July 31, 2006 the administration for the Native Village of Mekoryuk/City of Mekoryuk interviewed an applicant, Connie Brankovich, and hired her for the city clerk position. An updated organizational chart was faxed to the Bethel office.

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
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.
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.
No 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.
Yes The utility maintains a critical spare parts list.
Operation of Utility Comments
A copy of the preventative maintenance plan was faxed to the Bethel staff, and includes sections on general maintenance and troubleshooting; a list of recommended operator's tools; and a daily, weekly, monthly, and annual check list and to-do list. Also received were a four page inventory control list, and a two page critical spare parts list. Received from Lynn Marino, Project Engineer, was a copy of a memo (11/02/04)that had been sent to her by Mark Peterson, Mekoryuk WTP Operator, and Allan Paukan listing the O and M manuals from CRW Engineering Group of Anchorage. Listed were Force Main and Hydronic System; Equipment Garage; and Pump Station and Valve Vault. These O and M manuals had been sent to all three people.