Quarterly Report: 2006, April - June (Q4), Seldovia

Community:
Seldovia 
Staff:
Tammy Helms  
DCRA Regional Office:
 
Gov't Type:
First Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Seldovia 
Population:
287  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
7/26/2006 
Community Sanitation Overview:
Water is derived from the Fish Creek Reservoir, is treated, stored in a tank, and distributed via water mains. Sewage is piped to a community septic tank for primary treatment, then discharges to an ocean outfall. 175 homes and facilities are served by the system; all homes are completely plumbed. Individual wells have been unable to produce potable water. Funds have been requested to provide water and on-site septic tanks to the households with wells, and to protect the community ground water quality. Funds have also been requested to expand the system to areas for new development. A Borough-operated landfill is available.  
RUBA Status & Activities This Qtr:
In March the Mayor of Seldovia meet with Commissioner Noll, DCA Research and Analysis,and RUBA Staff to disuss Seldovia's failure to obtain a multi-use facility grant. The Mayor also expressed concern over the City of Seldovia and the Seldovia Tribal Govn't lack of mutual support. Discussion centered on how to promote cooperation between the two entitities. 
RUBA Activities for the Coming Qtr:
Phone and fax assistance will be provided as requested.
Scores:
 
Essential Indicators:
27 of 27
Sustainable Indicators:
22 of 27
Total Score:
49 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 City continues to operate at a high level. Monthly finance reports are created using QuickBooks Pro and and excel spreadsheet. An FY06 budget was submitted and the city staff is gathering documentation to begin the FY07 Budget.

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 community continues to use the QuickBooks system after the full accounting system conversion from DCCED. A City Council Member is researching the possibility of switching accounting software without other council direction.

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
There are no known tax issues. The city uses QuickBooks Pro to calculate, track, and report payroll liabilities.

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 has personnel policies that includes descriptions for city positions. They attempt to hire locally first then advertise statewide if necessary.

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
No 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 structure has remained stable. Previously the City Treasurer received training from a RUBA contractor in the QuickBooks Pro useage. She has continually increased and improved that knowledge to provide professional and complete financial reports to the council. The city has a trained manager to oversee all departments. The Mayor continues to be very active in seeking support for his community projects.

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 facility is a fairly simple system using filtration by avoidance. Water tests are done very frequently and submitted to DEC. The community applied for and is on the funding list for upcoming VSW projects. They completed and distributed their CCR.