RUBA Community Status Report

Community Name: Nikolaevsk


Community:

 Nikolaevsk

RUBA:

 Yes

Staff:

 Kathy Atkinson

Agreement:

 Yes

DCA Region:

 Anchorage

Agreement Date:

 6/15/2006

Region:

 Kenai Peninsula

Exp Date:

 6/15/2008

Govt Type(s):

 Non-Profit

Borough:

 Kenai Peninsula Borough

Assessment Date:

 6/1/2006

Population:

 304

Active Community:

 Yes

Date Updated:

 4/10/2013


Community Sanitation Overview:

A new water treatment building, water mains and household water service lines were installed in 1997. The majority of homes are fully plumbed - 49 residents, the school and community-wide fire hydrants are connected to the water system. 80% of households use wastewater tanks for wastewater disposal. Two subdivisions (Nahodka and Kluchevaya) are located outside of the main hub of Nikolaevsk. They have an independent water system that taps two local springs; they do not want to be connected to the new water system. The community has asked for funding to remedy failing individual wastewater tanks. A Kenai Peninsula Borough refuse transfer site is located in Anchor Point, at mile 157 Sterling Hwy.

RUBA Status
and Activities
this Quarter:

Anchorage RUBA staff traveled to Nikolaevsk to meet with the utility manager and operator and to tour the water plant on February 28. The utility manager agreed to have a new RUBA assessment conducted because the previous assessment is more than two years old. The utility in Nikolaevsk continues to comply with RUBA essential indicators, including federal tax requirements. RUBA staff has requested and received regular updated documentation for the RUBA report.

 

Capacity Indicator: Finances

Essential Indicators:

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:

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.

Comment:

The utility continues to provide financial reports to the RUBA staff for review each month. Utility staff is using QuickBooks software for all financial record keeping. The utility monitors the expenses and raises rates when necessary to cover operating expenses and allow for Repair and Replacement costs.
 

Capacity Indicator: Accounting Systems

Essential Indicators:

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:

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.

Comment:

Utility staff is very knowledgeable in using the QuickBooks software program. It is used for all aspects of accounts receivable, accounts payable, and payroll. A current budget and financial statements are provided as requested by RUBA staff. The governing body adopted a collection policy and strictly enforces it with disconnection of service if necessary for non-payment.
 

Capacity Indicator: Tax Problems

Essential Indicators:

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.
N/A

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.

Comment:

The Nikolaevsk Community Council, Inc., is in compliance with all federal tax filing and deposit requirements. There are no recorded federal tax liens. A letter from Alaska's Department of Labor states Nikolaevsk has paid their unemployment taxes through December 31, 2012.
 

Capacity Indicator: Personnel System

Essential Indicators:

Yes

The utility has a posted workers compensation insurance policy in effect.

Sustainable Indicators:

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.

Comment:

The community has a workers' compensation insurance policy in effect to 5/25/2013. The Utility Manager has attended six of the RUBA utility management series courses; one of the Utility Operator has also completed six RUBA utility management series. The other backup operator needs one more class to complete the series. The Utility Board supports their staff in receiving utility management training.
 

Capacity Indicator: Organizational Management

Essential Indicators:

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:

Yes

The utility has adopted an organizational chart that reflects the current structure.
Yes

The policy making body meets as required.
N/A

The utility complies with the open meeting act for all meetings.

Comment:

The policy making body has supported the utility staff in receiving training from the RUBA utility management series of courses. The policy making body and utility staff have enforced the utility ordinance for nonpayment of services or assisted customers in making arrangements to become current with their utility bills.
 

Capacity Indicator: Operation of Utility

Essential Indicators:

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:

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.

Comment:

The utility is well operated by the staff, and improvements continue to be made. During the construction season, safety meetings are held at the utility office. Two operators attended and passed the Operations Management course and are now waiting for the next available training class. The system's hardware issues were fixed, and the system has been meeting the reporting requirements.

RUBA Activities for the Coming Quarter:

RUBA staff will continue to provide assistance and follow-up to the community via on-site visits, phone and e-mail. Staff will contact the utility manager to schedule a RUBA management capacity assessment.