Quarterly Report: 2007, July - September (Q1), Lower Kalskag

Community:
Lower Kalskag 
Staff:
Margaret Hansen  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Lower Kalskag 
Population:
252  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
11/29/2006 
Community Sanitation Overview:
An 85-foot well provides water, which is treated and piped to most homes and the school. The school, clinic, and over 40% of homes use individual septic tanks and have complete plumbing. A 10,000-gallon community septic tank allows for piped sewage collection to part of the village. Funds have been requested to connect the 20 remaining homes using septic tanks to the piped sewer system, due to effluent ponding. The community also needs a washeteria and watering point. Refuse is burned or buried at a new landfill located between Kalskag and Lower Kalskag. Electricity is provided by AVEC. 
RUBA Status & Activities This Qtr:
As in the last quarter, RUBA has been in contact with this community providing technical assistance through phone, fax and the mail. This quarter, communication has continued although the last month of the quarter has been very minimal due to lack of staff working. The City is still trying to make reorganization efforts within the City. So far, an election has taken place in October. There have been reports of the City having financial priority problems within the administration. RUBA has received a tax release authorization form from the City. IRS Tax liens still exist for this City. RUBA has provided recommendations to help the administration bring to the council ideas, suggestions and options in resolving this problem. Copies of Job descriptions for council members and the Mayor, public official Ethic Conduct code and procedures for local government meetings have been provided to the City. The Water/Sewer department is being managed by the City once again. However, they have found that there are revenue problems with customer collections. A large customer delinquency list is a major factor for the revenue shortfall. The previous utility manager has provided RUBA with a customer list which shows the amount each customer owes. The council has heard from the administrative staff and utility manager and is currently trying to find ways to enforce collections. Since the Utility has had a manager turnover, the council plans to submit letters to customers informing them to pay partial payments of delinquent accounts or the City will shut off services. A public meeting will be scheduled some time in January 2006. The City still has a renovation grant for the pump house that they have not yet started. In November, after the selection of council officers, Mayor Henry Aloysius requested all departments provide a monthly financial report for council meetings.  
RUBA Activities for the Coming Qtr:
RUBA staff will continue to provide assistance over the phone and fax depending on when staff is available. RUBA has requested from the Mayor to keep her informed of a public meeting that the City is planning in January 2006. RUBA will schedule a trip to this community to attend.
Scores:
 
Essential Indicators:
6 of 27
Sustainable Indicators:
3 of 27
Total Score:
9 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.
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.
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.
No A monthly manager's report is prepared.
No Budget amendments are completed and adopted as necessary.
Finances Comments
Essential are not met. RUBA has not received returned calls from the administrator for the last few weeks of December 2005. She has not been working. RUBA will still try and get information on the electric and fuel situation of the City.

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
Essentials are not met.

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.
No 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
Essential are not met. Tax lien is still in effect for this City. IRS officer is having difficulty getting through to the City staff. Employers federal tax liability form 941's starting from 2000 - 2004 have yet to be caught up. Mr. Moss is getting ready to put in a levy on the State funds and the bank for this organization in January 2006. However, the City has been trying to make an effort to start making its federal deposits and filing as of March 31, 2005. This was right after Mr. Moss, IRS Officer made a visit to this organization.

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
Indicators not met. There has been a Utility Manager turnover. Grace Wise has been hired to this position on December 20th, '05. Becky Savage, previous manager has been coming in to help train her when needed or when she is able to. The managers work hours are 1-4 p.m. Monday, Wednesday and Friday.

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.
No The policy making body enforces utility policy.
No The utility has an adequately trained manager.
No 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
No The utility has adopted an organizational chart that reflects the current structure.
Yes The policy making body meets as required.
No The utility complies with the open meeting act for all meetings.
Organizational Management Comments
Essentials not met. The October elections seated the following people on the council: Henry Aloysius-Mayor, Crim Evan-Vice, Mezak Kameroff Sr.-Secretary, Yago Evon-Treasurer, Polly Evan-Member, Steven Littlefish-Member and Debra Williams-Member.

Operation of Utility

Essential Indicators
Answer Question
Yes 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
RUBA staff has been informed by the Mayor that the utility does have one certified operator. One other person has been hired and is awaiting to hear from the RMW, Bruce Werba about the next OIT training through YKHC/OEH. RUBA has requested through the Utility manager to obtain certificates and either fax or mail to RUBA. Also, recommended to find out whether this utility has a preventative maintenance plan.