Quarterly Report: 2010, October - December (Q2), Hughes

Community:
Hughes 
Staff:
 
DCRA Regional Office:
 
Gov't Type:
Second Class City 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
City of Hughes 
Population:
76  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
2/22/2010 
Community Sanitation Overview:
In 1968, a community water distribution system and individual household septic tanks were constructed. Initially the system worked well, and was expanded in 1973, however, the system froze during 1983 leaving only a few facilities operational. Thirty outhouses were constructed in 1984 to replace the frozen septic systems. Many Hughes residents currently haul treated water from the central watering point. Most homes still use honeybuckets and outhouses. Eleven homes on the North Side of town, plus the school, teacher's apartments, the clinic and the city/tribal offices have piped water and sceptic tanks. Several additional homes are expected to be connected this summer. Preliminary work on a new landfill site, new sewage lagoon, and water treatment improvements is also expected to be completed this year. Electricity is provided by Hughes Power and Light. There is one school in the community, attended by approximately 17 students. A local clinic is located in Hughes, tended by a health aide. 
RUBA Status & Activities This Qtr:
During the quarter ending June 30, 2009 LGS staff kept in contact with Hughes via phone, email and mail. The Hughes city administrator requested an updated RUBA assessment. RUBA staff notified the city administrator regarding what information is needed in order to update the assessment, and the administrator submitted some of the necessary documentation via mail and email. At this time, the City of Hughes does not meet all of the essential indicators: some additional documentation is needed in order to confirm that all essential indicators are met. RUBA staff will continue to communicate with the community and try to make a visit in the coming quarter. 
RUBA Activities for the Coming Qtr:
RUBA staff will continue to answer any questions the community has. RUBA staff will attempt to get a visit to the community to update the communities RUBA Assessment completed in 2008.
Scores:
 
Essential Indicators:
12 of 22
Sustainable Indicators:
20 of 22
Total Score:
32 of 44

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.
N/A 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.
N/A 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.
No YTD revenues are at a level equal to or above those budgeted.
N/A YTD expenditures are at a level equal to or below those budgeted.
N/A A monthly manager's report is prepared.
N/A Budget amendments are completed and adopted as necessary.
Finances Comments
All revenues and expenses for the utility are listed in the current year (FY-09) budget. The budget for the new fiscal year (beginning July 1, 2009 ) has been introduced, but the meeting to adopt the budget was postponed. The City of Hughes owns and operates the electric utility: the city keeps track of electric costs for the water utility, and according to the city administrator, the electric expenses are up to date. The city administrator said that the city has an adequate fuel supply for the water utility. Available records indicate the city has sufficient revenues to cover current operating costs but not to cover potential Repair and Replacement costs. YTD revenues for FY 09 are somewhat less than budgeted. Information for confirming some indicators is not available (yet). A site visit will likely be completed before the end of the summer by the newly assigned (newly hired) RUBA staff member.

Accounting Systems

Essential Indicators
Answer Question
N/A The utility has adopted a collection policy and actively follows it.
N/A The utility bills customers on a regular basis.
N/A 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.
N/A Monthly bank reconciliations have been completed for all utility accounts.
N/A 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 an accounting system that includes a chart of accounts, a payroll system and an accounts payable system. At this time, we are awaiting documentation to confirm that indicators regarding the accounts receivable system are being met.

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.
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
According to the Department of Labor, the City has not submitted its report for the first quarter of 2009. We do not have confirmation regarding tax deposits and payments to IRS.

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 a Worker's Compensation Policy for the current fiscal year (FY 09)that expires June 30, 2009. We do not have confirmation that a new policy is in effect starting July 1.

Organizational Management

Essential Indicators
Answer Question
No 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.
No The utility has an adequately trained operator or operators.
No 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
More paperwork, and a on-site visit is needed to update the current organizational management indicators.

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".
Yes 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
Utility operators have the necessary certification. The utility is not on the most recent (May 2009) SNC list.