Quarterly Report: 2012, April - June (Q4), Egegik

Community:
Egegik 
Staff:
Robert Madeson  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Egegik 
Population:
62  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
7/26/2012 
Community Sanitation Overview:
The City of Egegik operates a public water/wastewater system. Egegik's water is supplied by a combination of three wells; one serves as a primary well and the others as alternates. Two storage tanks are used - an indoor 8,000 gallon tank and an outside 100,000 gallon tank. Most households and public facilities are plumbed and connected to the public water and wastewater system. Two residences are not connected to wastewater. The Icicle Seafoods facility derives processing water from School Lake and obtains water for general use from the city. 
RUBA Status & Activities This Qtr:
From May 16 to May 18 Dillingham RUBA staff assisted the Egegik city administrator and city clerk in codification of city ordinances, reviewing RUBA essential indicators, and updating critical spare parts inventory. The current copy of the city code is about 600 pages. RUBA staff assisted the city clerk in highlighting ordinances that should be rescinded and amended. The city clerk is typing their code of ordinances into a Microsoft Word document. RUBA staff provided training and examples on how to amend and rescind ordinances. RUBA staff assisted the city manager in updating their critical spare parts list. Currently there is an adequate inventory of spare parts.  
RUBA Activities for the Coming Qtr:
RUBA remains available to assist with utility management upon request.
Scores:
 
Essential Indicators:
27 of 27
Sustainable Indicators:
24 of 27
Total Score:
51 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
Yes 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
All revenues and expenses for the utility are itemized in a utility budget. Copies of the monthly finance reports are presented to the council. Ordinance 12-02 amended the city budget to subsidize the water/wastewater utility from the general fund.

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 utility has adopted a collection policy and actively follows it. A copy of the collection policy was provided to RUBA staff. The utility bills customers for water/wastewater on a regular basis. QuickBooks is used for all of the city's financial functions. QuickBooks tracks customers and reports past due accounts and amounts. The city administrator maintains the cash receipt and cash disbursement systems. RUBA staff obtained copies of the Chart of Accounts. Bank reconciliation is done on a monthly basis. The city administrator compares proposed purchases to budgeted amounts before he approves all purchases.

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
Staff uses QuickBooks to process payroll. On 7/03/12 the Tax Advocate deemed Egegik compliant. On 06/12/12 Alaska Department of Labor (DOL) deemed Egegik compliant through the quarter ending 3/31/2012. Egegik is not listed in Lien Watch.

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
The City of Egegik currently has a workers' compensation insurance policy through AMLJIA, which is valid until July 2013. The city's personnel policy includes a 90 day probation period, an evaluation process and a written hiring process. The administrator hires and the council performs yearly evaluation of employees. Job descriptions need to be updated. The City of Egegik budgets for and provides training opportunities as they become available to staff. The city administrator provided several employee files for inspection. Copies of I-9s, job applications and letters of acceptance were on file.

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.
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
The City of Egegik owns the utility and has the authority to operate as adopted by code. The city council is active in policy making for the utility and the council enforces utility policy. The city administrator is also is the bookkeeper for the city and is sufficiently trained. There are two current water/wastewater operators certified in Small Water Systems Untreated, Waste Water Collection, Water Distribution, and Water Treatment through December 31, 2012. The policy making body meets as required, on the third Thursday of each month and complies with the Open Meeting Act for all meetings. Meetings are posted in City Hall, Post Office, and school.

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.
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.
Yes The operator provides status reports to the manager on a routine basis.
Yes 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 current water/wastewater operator is trained and utilizes a preventative maintenance plan. The city currently has two operators who are certified in Small Water Systems Untreated, Waste Water Collection, Water Distribution, and Water Treatment through December 31, 2012. The utility has completed its Consumer Confidence Report and is not on the Significant Non-Compliance list. Copies of the weekly and monthly preventive maintenance checklist are on file. Critical spare parts list and inventory control lists are not maintained. The water/wastewater systems work with redundant systems. If one system goes down, they can transfer to the other system until repairs are made. It is recommended that utility staff participate in the AMLJIA safety meetings via teleconference.