Quarterly Report: 2013, October - December (Q2), Noorvik

Community:
Noorvik 
Staff:
Georgianna Phillips  
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Noorvik 
Population:
600  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
2/8/2013 
Community Sanitation Overview:
Water is pumped from the Kobuk River to the water treatment/utility building, and stored in a tank. From there, a pressurized circulating system distributes water in utilidors. Groundwater wells have proven unsuccessful. Noorvik has a vacuum sewer system in which waste is carried by air instead of water. Vacuum pressure pumps the sewage to the 60,000-gal. collection and treatment plant. The system requires special toilets and water valves which collect wastewater from the sinks, toilets and showers. Over 100 homes, the schools and businesses are served. Funds have been requested to connect and plumb the remaining 16 unserved homes on the south side of town and along River Road. Water Treatment Plant improvements were completed and inspected in October with minor issues to complete. 
RUBA Status & Activities This Qtr:
LGS staff worked with the Administrator updating the Personnel Policy as requested by the council. AML provided the city with an 'At-Will' policy for the council's review. To date, the 'At-will' policy has not been adopted. Sample reports for the administrator and city clerk have been provided for their use to provide reports that are clear and from those reports process the directives from the council on issues facing the city. LGS staff attended a meeting of the city council in which they gave a positive review on the reports received from the administrator and other departments reporting. An item that the council reviewed was a letter sent by ANTHC notifying the City of the rate hike for water and sewer services. The administrator was directed to contact various organizations for possible donations so that the costs could be offset with the subidized payment. The administrator wrote and/or contacted agencies but no responses have been received as of the deadline of December 31st. The city needed to pay ANTHC $38,000.00 in order for the rates to remain the same. The bookkeeper is working to complete bank reconcilations and work with the administrator in providing the council financial reports in an excel format.  
RUBA Activities for the Coming Qtr:
LGS staff will confirm with the Mayor the date of presenting the draft code for their review. Continue to assist the clerk on training in writing council minutes and provide support to the administrator in presenting the council with cohesive reports for the meetings. Work with the bookkeeper to ensure that reconcilations be completed in a timely manner.
Scores:
 
Essential Indicators:
25 of 25
Sustainable Indicators:
24 of 27
Total Score:
49 of 52

Finances

Essential Indicators
Answer Question
N/A All revenues and expenses for the utility are listed in the utility budget.
N/A 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.
No Budget amendments are completed and adopted as necessary.
Finances Comments
The city is an ARUC community. ANTHC required the city to supplement the water and sewer in the amount of $38,000 by the 31st December. The city did not meet this requirement and will be liable for this amount. Besides the state revenue sharing program, the borough also had a share program in which the city applied for the borough to pay directly bills that were due or purchases needed.

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 city utilizes QuickBooks with an accounts receivable system in place to track customers accounts. Quickbooks also provides them with an accurate accounts payable system, payroll system to calculate payroll, cash receipts system and a cash disbursements system.

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 city uses QuickBooks which accurately calculates, tracks, and reports payroll tax liabilities, and are current in filing tax reports. Taxes are current and they are not on the Lien Watch. The city is an ARUC community which also has reported no tax lien.

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 Noorvik has their insurance with AMLJIA. The city contacts AML on personnel issues whenever the need arises.

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 the known entity who owns the utility. The city joined ARUC June 1, 2011. ANTHC is providing on-site training to the operator(s).

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.
Yes 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".
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
The Utility has not suffered any major problems and are operating at the level proposed. The consumer confidence report is current. They are currently on the SNC list for Copper first draw exceedence. Two sets of required labs are required, with the first set submitted and awaiting laboratory results. In 2013 another set of tests will be submitted in the first six months.