Quarterly Report: 2007, July - September (Q1), Fort Yukon

Community:
Fort Yukon 
Staff:
Andy Durny  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Fort Yukon 
Population:
570  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
11/29/2006 
Community Sanitation Overview:
Water is derived from two wells, is treated and stored in an 110,000 gallon tank. A combination of piped water, water delivery and individual wells serves households. A flush/haul system, septic tanks, honey buckets and outhouses are used for sewage disposal. Approximately half of all homes are plumbed. The piped water system and household septic tanks were installed in 1984. The City has received funds to repair the piped water system and to construct a piped gravity sewer system to eventually serve 250 residents and businesses. Recently completed water service line upgrades and renovations at the water treatment plant have improved the water quality, should improve efficiency, and should eliminate previously reoccurring freezing problems in some of the water service lines. The water/sewer system is divided into 6 zones. Construction of sewer mains and service lines in zones 1, 2 and 3 is currently underway. It is anticipated that approximately 50 service connections (including the school and gym) will be completed by mid- October 2006, after which time the project will shut down until the spring of 2007. Additional funding will be needed to complete subsequent stages of the overall project. Electricity is provided by Gwitchyaa Zhee Utilities: the City hopes to be able to get waste heat for the water/sewer utility from the power company. 
RUBA Status & Activities This Qtr:
Additional information is needed before we can confirm that all essential indicators are met. The city treasurer recently passed away, and the city is in the process of finding a new treasurer. Under the circumstances, the city is a little behind in some of its financial reporting, but records were fairly well maintained: the city should be able to provide the necessary information to satisfactorily complete the RUBA assessment as soon as a new treasurer is hired, if not sooner. During this quarter, RUBA staff provided on-site financial training and assistance (Aug.21-23) to help City staff prepare for an annual audit and to meet with the city manager to update the RUBA assessment. RUBA staff also contacted the City manager and clerk via email and phone contact, regarding ordinances and budgeting, and provided information to assist the City with a grant application for planning funds. 
RUBA Activities for the Coming Qtr:
Continue to monitor and assist. Provide financial management training and assistance.
Scores:
 
Essential Indicators:
24 of 27
Sustainable Indicators:
25 of 27
Total Score:
49 of 54

Finances

Essential Indicators
Answer Question
No All revenues and expenses for the utility are listed in the utility budget.
No 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
The City approved an FY 07 budget, in which the utility is included under the public works department. The FY 07 budget for the public works department is balanced, but water/sewer utility revenues and expenses are not identified separate from other public works department revenues and expenses. In order to verify that the water/sewer utility budget is balanced and realistic, utility revenues and expenditures should be identified separate from other revenues and expenses within the public works department. The city manager provides a general monthly report to the city council.

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 meets all essential and sustainable indicators for its accounting system, but there is room for improvement.

Tax Problems

Essential Indicators
Answer Question
Yes The utility has a system to accurately calculate, track, and report payroll tax liabilities.
No 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
According to phone contact with IRS and Alaska Department of labor, the city has been making deposits on a regular basis, but the second quarter 2006 reports have not been filed yet. Although these reports are now overdue, we do not expect any difficulty or prolonged delay for the City to provide them as it responds to the recent loss of its treasurer.

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
Fort Yukon developed its own personnel policy and manual: we have a copy on file. The utility provides training opportunities to staff as needed and available.

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 is in the process of hiring a new treasurer to fill the recently vacant position. Available office staff is able to handle the required bookkeeping on a temporary basis, but additional training will be needed if the city is not able to hire a qualified person to fill the vacant treasurer position. Additional training for the current staff is recommended in any case.

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.
Yes The utility maintains a critical spare parts list.
Operation of Utility Comments
According to TCC/RMW, the utility has two very good operators. Although there is no formal inventory control list, the operator maintains good inventory control and has adequate critical spare parts available. The manager spot checks the utility on a routine basis. The operator checks in with the manager on a regular basis and updates him regarding water consumption, test results and any problems with the utility. The utility does not hold regular safety meetings but the manager provides safety reminders to the operators. The utility is currently on the SNC list for a Stage 1 violation of the Disinfect and Disinfectant By-products rule (DDBP), a new item on the SNC list.