HomeMy WebLinkAboutOuzinkie Wind Grant AppALASKA Renewable Energy Fund Round 3
) ENERGY AUTHORITY Grant Application
Application Forms and Instructions
The following forms and instructions are provided to assist you in preparing your application for
a Renewable Energy Fund Grant. An electronic version of the Request for Applications (RFA)
and the forms are available online at: http://www.akenergyauthoritV.org/RE Fund-Ill.html
Grant Application
GrantApp3.doc
Application form in MS Word that includes an outline of
Form
information required to submit a complete application.
Applicants should use the form to assure all information is
provided and attach additional information as required.
Application Cost
Costworksheet3
Summary of Cost information that should be addressed by
Worksheet
doc
applicants in preparing their application.
Grant Budget
GrantBudget3.d
A detailed grant budget that includes a breakdown of costs by
Form
oc
milestone and a summary of funds available and requested to
complete the work for which funds are being requested.
Grant Budget
GrantBudgetlnst
Instructions for completing the above grant budget form.
Form Instructions
ructions3.pdf
• If you are applying for grants for more than one project, provide separate application
forms for each project.
• Multiple phases for the same project may be submitted as one application.
• If you are applying for grant funding for more than one phase of a project, provide
milestones and grant budget for completion of each phase.
• If some work has already been completed on your project and you are requesting
funding for an advanced phase, submit information sufficient to demonstrate that the
preceding phases are satisfied and funding for an advanced phase is warranted.
• If you have additional information or reports you would like the Authority to consider in
reviewing your application, either provide an electronic version of the document with
your submission or reference a web link where it can be downloaded or reviewed.
REMINDER:
• Alaska Energy Authority is subject to the Public Records Act AS 40.25, and materials
submitted to the Authority may be subject to disclosure requirements under the act if no
statutory exemptions apply.
• All applications received will be posted on the Authority web site after final
recommendations are made to the legislature.
• In accordance with 3 AAC 107.630 (b) Applicants may request trade secrets or
proprietary company data be kept confidential subject to review and approval by the
Authority. If you want information is to be kept confidential the applicant must:
o Request the information be kept confidential.
o Clearly identify the information that is the trade secret or proprietary in their
application.
o Receive concurrence from the Authority that the information will be kept
confidential. If the Authority determines it is not confidential it will be treated as a
public record in accordance with AS 40.25 or returned to the applicant upon
request.
AEA 10-015 Application Page 1 of 14 10/7/2009
ALASKA
ENERGY AUTHORITY
Renewable Energy Fund
Grant Application Round 3
SECTION 1 —APPLICANT INFORMATION
Name (Name of utility, IPP, or government entity submitting proposal)
City of Ouzinkie Utility Operations
Type of Entity:
Sales of power, water and sewage treatm,ent, landfill operations
Mailing Address
Physical Address
PO Box 109
City Hall 3`d St., Ouzinkie AK 99644
Telephone
Fax
Email
680-2209
680-2223
tomquick@ouzinkie.org
1.1 APPLICANT POINT OF CONTACT
Name
Title
Tom Quick
Utility Manager, Vice Mayor, Council member
Mailing Address
City of Ouzinkie, PO Box 109, Ouzinkie, AK 99644
Telephone
Fax
Email
680-2209
680-2223
tomquick cityof ouzinkie.org
1.2 APPLICANT MINIMUM REQUIREMENTS
Please check as appropriate. If you do not to meet the minimum applicant requirements, your
application will be rejected.
1.2.1 As an Applicant, we are: (put an X in the appropriate box)
x
An electric utility holding a certificate of public convenience and necessity under AS
42.05, or
x
An independent power producer in accordance with 3 AAC 107.695 (a) (1), or
x
A local government, or
A governmental entity (which includes tribal councils and housing authorities);
yes
1.2.2. Attached to this application is formal approval and endorsement for its project by
its board of directors, executive management, or other governing authority. If the
applicant is a collaborative grouping, a formal approval from each participant's
governing authority is necessary. (Indicate Yes or No in the box )
Yes
1.2.3. As an applicant, we have administrative and financial management systems and
follow procurement standards that comply with the standards set forth in the grant
agreement.
Yes
1.2.4. If awarded the grant, we can comply with all terms and conditions of the attached
grant form. (Any exceptions should be clearly noted and submitted with the
application.)
Yes
1.2.5 We intend to own and operate any project that may be constructed with grant
funds for the benefit of the general public.
AEA10-015 Grant Application Page 2 of 14 10/7/2009
/w- ALASKA Renewable Energy Fund
ENERGY AUTHORITY Grant Application Round 3
SECTION 2 — PROJECT SUMMARY
This is intended to be no more than a 1-2 page overview of your project.
2.1 Project Title — (Provide a 4 to 5 word title for your project)
Type in your answer here and follow same format for Nest of the application.
City of Ouzinkie Wind Generator Project
2.2 Project Location —
Include the physical location of your project and name(s) of the community or communities that will
benefit from your project.
Answer here.
City of Ouzinkie, Generator Building location
2.3 PROJECT TYPE
Put X in boxes as appropriate
2.3.1 Renewable Resource Type
x
Wind
Biomass or Biofuels
Hydro, including run of river
Transmission of Renewable Energy
Geothermal, including Heat Pumps
Small Natural Gas
Heat Recovery from existing sources
Hydrokinetic
Solar
x
Storage of Renewable
Other (Describe)
2.3.2 Proposed Grant Funded Phase(s) for this Request (Check all that apply)
1
Reconnaissance
4
Design and Permitting
2
Feasibility
5
Construction and Commissioning
3
Conceptual Design
2.4 PROJECT DESCRIPTION
Provide a brief one paragraph description of your proposed project.
We currently generate power with diesel generators and hydro electric. There are periods of time
the hydro in not capable of operation due to weather conditions and we wish to maximize our
efficient generation of power to our customers' benefits. We already have a track record of
passing benefits on to the customers that we gain from hydro operations.
AEA10-015 Grant Application Page 3 of 14 10/7/2009
/ ALASKA Renewable Energy Fund
ENERGY AUTHORITY Grant Application Round 3
2.5 PROJECT BENEFIT
Briefly discuss the financial and public benefits that will result from this project, (such as reduced fuel
costs, lower energy costs, etc.)
At this point in time we have reduced our fuel use from 43,000 gallons per year to 19,000
gallons. We wish to improve this situation and pass the benefits on to our customers. This has
the additional benefit in that the lower the utility bills are the higher our accounts receivable
percentage is.
2.6 PROJECT BUDGET OVERVIEW
Briefly discuss the amount of funds needed, the anticipated sources of funds, and the nature and source
of other contributions to the project.
The source of project information gathering, project feasibility, and construction funds will be
from AEA. The operational and maintenance funds will come from utility operations. The City
will donate land and sitation rights and use of existing generator building. There will be fees for
administration and equipment and material use, such as rock platforms and the development of
this type of material is not without cost or is the operation of equipment without cost for
operators, fuel, and maintenance issues.
2.7 COST AND BENEFIT SUMARY
Include a summary of grant request and your project's total costs and benefits below.
Grant Costs
(Summary of funds requested)
2.7.1 Grant Funds Requested in this application.
$650,000
2.7.2 Other Funds to be provided (Project match)
$200,000 land and
building use
2.7.3 Total Grant Costs (sum of 2.7.1 and 2.7.2)
$850,000
Project Costs & Benefits
(Summary of total project costs including work to date and future cost estimates to get to a fully
operational project)
2.7.4 Total Project Cost (Summary from Cost Worksheet
$650,000
including estimates through construction)
2.7.5 Estimated Direct Financial Benefit (Savings)
$requires wind data
AEA10-015 Grant Application Page 4 of 14 10/7/2009
/d411V:1F-_ ALASKA
ENERGY AUTHORITY
Renewable Energy Fund
Grant Application Round 3
2.7.6 Other Public Benefit (If you can calculate the benefit in $ A potential benefit may
terms of dollars please provide that number here and be from $20,000 and
explain how you calculated that number in your application upwards depending on
(Section 5.) available wind and speed
and number of wind days
AEA10-015 Grant Application Page 5 of 14 10/7/2009
�. ALASKA Renewable Energy Fund
ENERGY AUTHORITY Grant Application Round 3
SECTION 3 - PROJECT MANAGEMENT PLAN
Describe who will be responsible for managing the project and provide a plan for successfully
completing the project within the scope, schedule and budget proposed in the application.
3.1 Project Manager Thomas R. Quick
Tell us who will be managing the project for the Grantee and include a resume and references
for the manager(s). If the applicant does not have a project manager indicate how you intend to
solicit project management support. If the applicant expects project management assistance
from AEA or another government entity, state that in this section.
Type in your answer here and follow same format.for rest of the application. We expect technical
assistance from AEA. We expect financial assistance from AEA. We expect personnel assistance
from AEA. We have project construction experience with building a generator building,
installing equipment, construction of a harbor and breakwater, fire hall, community building,
clinic, sewage collection systems and lift stations, landfill construction and management, and
numerous smaller projects.
3.2 Project Schedule
Include a schedule for the proposed work that will be funded by this grant. (You may include a
chart or table attachment with a summary of dates below.)
One year for data collection, one year for engineering and design, one year for construction.
3.3 Project Milestones
Define key tasks and decision points in your project and a schedule for achieving them. The
Milestones must also be included on your budget worksheet to demonstrate how you propose to
manage the project cash flow. (See Section 2 of the RFA or the Budget Form.)
Our first initial expense will be approval of site location and wind data collection. This initial
expense is estimated to be $100,000
3.4 Project Resources
Describe the personnel, contractors, equipment, and services you will use to accomplish the
project. Include any partnerships or commitments with other entities you have or anticipate will
be needed to complete your project. Describe any existing contracts and the selection process
you may use for major equipment purchases or contracts. Include brief resumes and references
for known, key personnel, contractors, and suppliers as an attachment to your application.
Alaska Energy Authority project administration, local hire for construction, Alaska Energy
foreman
3.5 Project Communications
Discuss how you plan to monitor the project and keep the Authority informed of the status.
Communication with Mike Harper and Alan Fetters, And Chris Noonan
AEA10-015 Grant Application Page 6 of 14 10/7/2009
1�w_ ALASM
i ENERGY AUTHORITY
Renewable Energy Fund
Grant Application Round 3
3.6 Project Risk
Discuss potential problems and how you would address them.
There are no current expected problems, the wind generation project located in Kodiak is
working successfully.
AEA10-015 Grant Application Page 7 of 14 10/7/2009
41r-
ALASKA Renewable Energy Fund
4KED ENERGY AUTHORITY Grant Application Round 3
SECTION 4 — PROJECT DESCRIPTION AND TASKS
• Tell us what the project is and how you will meet the requirements outlined in Section 2 of
the RFA.
• The level of information will vary according to phase(s) of the project you propose to
undertake with grant funds.
• If you are applying for grant funding for more than one phase of a project provide a
plan and grant budget form for completion of each phase,
• If some work has already been completed on your project and you are requesting funding for
an advanced phase, submit information sufficient to demonstrate that the preceding phases
are satisfied and funding for an advanced phase is warranted.
4.1 Proposed Energy Resource
Describe the potential extent/amount of the energy resource that is available.
Discuss the pros and cons of your proposed energy resource vs. other alternatives that may be
available for the market to be served by your project.
The amount of wind resource can not be known until the data is collected for one year
4.2 Existing Energy System
4.2.1 Basic configuration of Existing Energy System
Briefly discuss the basic configuration of the existing energy system. Include information about
the number, size, age, efficiency, and type of generation.
60kw, 100kw, 197kw diesel generators and control gear, 125kw hydro electric plant
4.2.2 Existing Energy Resources Used
Briefly discuss your understanding of the existing energy resources. Include a brief discussion of
any impact the project may have on existing energy infrastructure and resources.
My understanding is based upon experience that started when I was 27 years old. I will be 67
years old this winter. The impacts will be beneficial financial improvements to the costs of
producing power.
4.2.3 Existing Energy Market
Discuss existing energy use and its market. Discuss impacts your project may have on energy
customers.
We currently have about 90 residential customers,
one federal customer, one school, and several commercial accounts such as the phone company,
the Ouzinkie Tribal Council, and the Ouzinkie Native Corporation, and the local store.
AEA10-015 Grant Application Page 8 of 14 10/7/2009
ALASKA
ENERGY AUTHORITY
Renewable Energy Fund
Grant Application Round 3
4.3 Proposed System
Include information necessary to describe the system you are intending to develop and address
potential system design, land ownership, permits, and environmental issues.
4.3.1 System Design
Provide the following information for the proposed renewable energy system:
• A description of renewable energy technology specific to project location
• Optimum installed capacity
• Anticipated capacity factor
• Anticipated annual generation
• Anticipated barriers
• Basic integration concept
• Delivery methods
These are unknown until the wind data is collected for one year and reviewed by AEA
Engineering Staff
4.3.2 Land Ownership
Identify potential land ownership issues, including whether site owners have agreed to the
project or how you intend to approach land ownership and access issues.
The City of Ouzinkie owns the site and it is provable
with borough records.
4.3.3 Permits
Provide the following information as it may relate to permitting and how you intend to address
outstanding permit issues.
• List of applicable permits
• Anticipated permitting timeline
• Identify and discussion of potential barriers
These issues will be gathered from AEA staff
4.3.4 Environmental
Address whether the following environmental and land use issues apply, and if so how they will
be addressed:
• Threatened or Endangered species
• Habitat issues
• Wetlands and other protected areas
• Archaeological and historical resources
• Land development constraints
• Telecommunications interference
• Aviation considerations FAA approval was obtained for the collection site.
• Visual, aesthetics impacts
• Identify and discuss other potential barriers
AEA10-015 Grant Application Page 9 of 14 10/7/2009
ALASM Renewable Energy Fund
,4WF_? ENERGY AUTHORITY Grant Application Round 3
4.4 Proposed New System Costs and Projected Revenues
(Total Estimated Costs and Projected Revenues)
The level of cost information provided will vary according to the phase of funding requested and
any previous work the applicant may have done on the project. Applicants must reference the
source of their cost data. For example: Applicants Records or Analysis, Industry Standards,
Consultant or Manufacturer's estimates.
4.4.1 Project Development Cost
Provide detailed project cost information based on your current knowledge and understanding of
the project. Cost information should include the following:
• Total anticipated project cost, and cost for this phase
• Requested grant funding
• Applicant matching funds — loans, capital contributions, in -kind
• Identification of other funding sources
• Projected capital cost of proposed renewable energy system
• Projected development cost of proposed renewable energy system
The total cost is unknown until the size of the generator is determined by the amount of resource.
The requested funding is $650,000, matching resources are expected to have a value of $2000,000
Projected costs of construction and capital costws will be determined by the amount of available
wind energy.
4.4.2 Project Operating and Maintenance Costs
Include anticipated O&M costs for new facilities constructed and how these would be funded by
the applicant.
(Note: Operational costs are not eligible for grant funds however grantees are required to meet
ongoing reporting requirements for the purpose of reporting impacts of projects on the
communities they serve.)
Operational costs and maintenance will be provided out of current utility operation revenue.
4.4.3 Power Purchase/Sale
The power purchase/sale information should include the following:
• Identification of potential power buyer(s)/customer(s)
• Potential power purchase/sales price - at a minimum indicate a price range
• Proposed rate of return from grant -funded project
Linda I need this data from Katherine's records
4.4.4 Project Cost Worksheet
Complete the cost worksheet form which provides summary information that will be considered
in evaluating the project.
Download the form, complete it, and submit it as an attachment. Document any conditions or
sources your numbers are based on here. Again in order to gain this information it will
have to be developed by engineering staff after collection of available wind resources.
AEA10-015 Grant Application Page 10 of 14 10/7/2009
ow-ALASKA Renewable Energy Fund
/GET
, ENERGY AUTHORITY Grant Application Round 3
SECTION 5— PROJECT BENEFIT
Explain the economic and public benefits of your project. Include direct cost savings,
and how the people of Alaska will benefit from the project.
The benefits information should include the following:
• Potential annual fuel displacement (gal and $) over the lifetime of the evaluated
renewable energy project
• Anticipated annual revenue (based on i.e. a Proposed Power Purchase Agreement price,
RCA tariff, or cost based rate)
• Potential additional annual incentives (i.e. tax credits)
• Potential additional annual revenue streams (i.e. green tag sales or other renewable
energy subsidies or programs that might be available)
• Discuss the non -economic public benefits to Alaskans over the lifetime of the project
The potential savings is 20,000 gallons of fuel at the current price of $3.08 The non economic
benefits will be improved air quality thru reduced exhaust of diesel engines.
The economic benefits will be with reduced cost of electricity a higher potential of economic
development and the sustainability of the village.
SECTION 6— SUSTAINABILITY
Discuss your plan for operating the completed project so that it will be sustainable.
Include at a minimum:
• Proposed business structure(s) and concepts that may be considered.
• How you propose to finance the maintenance and operations for the life of the project
• Identification of operational issues that could arise.
• A description of operational costs including on -going support for any back-up or existing
systems that may be require to continue operation
• Commitment to reporting the savings and benefits
We already have in place existing utility operations revenue and expenses documented
by Quick Books. The maintenance costs will be from utility revenue which we consider all
three phases of operations to be a total revenue value even although these revenues are
documented by the individual phase of operations. We already receive technical
assistance from AEA staff and expect to continue this asset.
AEA10-015 Grant Application Page 11 of 14 10/7/2009
/' ALASKA Renewable Energy Fund
"_) ENERGY AUTHORITY Grant Application Round 3
SECTION 7 — READINESS & COMPLIANCE WITH OTHER GRANTS
Discuss what you have done to prepare for this award and how quickly you intend to proceed
with work once your grant is approved.
Tell us what you may have already accomplished on the project to date and identify other grants
that may have been previously awarded for this project and the degree you have been able to
meet the requirements of previous grants.
Once the grant is approved we will develop a Construction and administration contract with AEA
as soon as AEA has available staff. We are ready to start the project at this point in time.
All previous grant agreements have been met and verified with audits. We have identified the
site for the wind resource data collection in close proximity to the existing generator building so
as to minimize costs of connection and operations.
SECTION 8— LOCAL SUPORT
Discuss what local support or possible opposition there may be regarding your project. Include
letters of support from the community that would benefit from this project.
Verbal discussions with the community residents and the councils of the City, the native council,
and the native cooperation are all in a high degree of support and would like the project to
proceed as rapidly as possible.
AEA10-015 Grant Application Page 12 of 14 10/7/2009
ALASKA
/ ' ENERGY AUTHORITY
Renewable Energy Fund
Grant Application Round 3
SECTION 9 — GRANT BUDGET
Tell us how much you want in grant funds Include any investments to date and funding sources,
how much is being requested in grant funds, and additional investments you will make as an
applicant.
Include an estimate of budget costs by milestones using the form — GrantBudget3.doc
Provide a narrative summary regarding funding sources and your financial commitment to the
project.
Again this discussion will have to be developed after the collection of the wind resource.
We have already expended funds on site preparation.
AEA10-015 Grant Application Page 13 of 14 10/7/2009
/Z�ALASKA
-) ENERGY AUTHORITY
Renewable Energy Fund
Grant Application Round 3
SECTION 9 — ADDITIONAL DOCUMENTATION AND CERTIFICATION
SUBMIT THE FOLLOWING DOCUMENTS WITH YOUR APPLICATION:
A. Resumes of Applicant's Project Manager, key staff, partners, consultants, and
suppliers per application form Section 3.1 and 3.4.
B. Cost Worksheet per application form Section 4.4.4.
C. Grant Budget Form per application form Section 9.
D. Letters demonstrating local support per application form Section 8.
E. An electronic version of the entire application on CD per RFA Section 1.6.
F. Governing Body Resolution or other formal action taken by the applicant's
governing body or management per RFA Section 1.4 that:
- Commits the organization to provide the matching resources for project at the
match amounts indicated in the application.
- Authorizes the individual who signs the application has the authority to
commit the organization to the obligations under the grant.
- Provides as point of contact to represent the applicant for purposes of this
application.
- Certifies the applicant is in compliance with applicable federal, state, and local,
laws including existing credit and federal tax obligations.
F. CERTIFICATION
The undersigned certifies that this application for a renewable energy grant is truthful
and correct, and that the applicant is in compliance with, and will continue to comply
with, all federal and state laws including existing credit and federal tax obligations.
Print Name
Thomas R. Quick
Signature
Title
Utility manager, Vice Mayor, Council member
Date
11 /10/09
My authority comes from my job description as approved by the City
Council and I have the obligation and authority to apply for, administrate, and execute grant
funded projects as well as locally funded projects. This management capacity has been
evaluated by the department of community and regional affairs and found to be satisfactory.
Compliance with existing credit and federal obligations are of record. The same is true for all
state and federal laws and is a matter of public record.
AEA10-015 Grant Application Page 14 of 14 10/7/2009
Alternative Energy Projects
♦ Alternative Energy Wind Generation Project value $850,000
♦ Cash request $650,000 due to expected value of building and land use local
contribution to project is $200,000
Ouzinkie has utilized alternative energy with the use of hydro power for 15 years. This has
worked well for the community, been a large saving of fuel vs. diesel generation. The
community wishes to enhance this component of our generation facilities with the addition
of wind power. Spruce Island is located in an area with high potential for wind generation
project. The project is expected to take six phases to be incorporated into the present grid.
Construction Phases
Phase one: Analyze the two years of wind data collected in the process of site
investigation for the new airport.
Expected expenses $50,000
Phase two: Construct a site -specific data collection wind tower for sizing of wind
Resource data tower
Expected expense $15,000
Phase three: Collection of wind resource data, project feasibility, generator sizing, project
design Expected expense $100,000
Phase four: Construct and install generator and tower of estimated size of 50 KW to 100
KW Expected expense $300,000
Phase five: Install power control equipment to integrate equipment into the present
electric distribution system
Expected expense $135,000
Phase six: Design and engineering, installation of SCADA computer controls
Expected expense $50,000
Ouzinkie CIP List 2010-2015
August 2009
OUZINKIE UTILITIES
August 2009 Financial Report
REVENUES
2010 Budget
Current Month
YTD
Balance
401 POWER SALES
$178,000.00
$9,560.46
$19,530.92
$158,469.08
402 WATER SALES
$29,200.00
$2,285.00
$4,686.90
$24,513.10
402 WATER SALES
$10,800.00
$900.00
$1,800.00
$9,000.00
405 GARBAGE SALES
$9,000.00
$884.95
$1,810.81
$7,189.19
407 NSF CHECKS
$50.00
$-
$-
$50.00
408 OFFICE RENTAL
$1,200.00
$100.00
$100.00
$1,100.00
410 EQUIPMENT RENTAL
$600.00
$50.00
$50.00
$550.00
411 POLE/LINE RENTAL
$24,000.00
$2,000.00
$2,000.00
$22,000.00
417 CONTRACTUAL SERVICES
$-
$-
$-
$-
418 POWER RESERVE
$1,845.00
$85.55
$226.61
$1,618.39
420 VEHICLE RENTAL
$4,800.00
$400.00
$400.00
$4,400.00
440INTEREST
$80.00
$1.74
$3.94
$76.06
441 REFUNDS/CREDITS$-
450 FUEL REVENUE SHARING$-
460 INSURANCE CLAIMS$-
499 FUND TRANSFER
$4,000.00
$-
$-
$4,000.00
Total Local Revenues
$263,575.00
$16,267.70
$30,609.18
$232,965.82
STATE OF ALASKA
Budgeted
Current
YTD
Balance
454 State of Alaska
$75,000.00
$4,710.61
$9,660.49
$65,339.51
454 SOA-Revenue Sharing
453 Energy Assistance$-
455 Generator Improvements Phase 1$-
455 Water/Sewer Phase 1$-
456 State Funds for Office Equip.$
-
Total State of Alaska
$75,000.00
$4,710.61
$9,660.49
$65,339.51
TOTAL ALL REVENUES $338,575.00
Current Revenues
$57,227.43
Current Expenditures
$31,188.66
September Net Income
$26,038.77
Fund Balance
9/30/09
Net Power Plant in Service
$229,789.00
Opening Fund Balance
$24,285.61
FY 2010 Retained Earnings
$40,046.54
FY2010 Net Income
$12,597.07
Ending Equity Balance
$306,718.22
Changes in Checking -Wells Fargo
Beginning Balance at8/31/09
$41,162.29
Ending Balance 9130/09
$42,321.12
Net Change
$1,158.83
Changes in Investment Account -Edward
Jones
Beginning Balance at 8/31/09
$27,525.42
Ending Balance at 9/30/09
$53,497.42
Net Change
$25,972.00
$20,978.31 $40,269.67
8/31 /09
$229,789.00
$24, 285.61
$40, 046.54
$(13,441.70)
$280, 679.45
$298,305.33
Utility August 2009 Financial Report
Current Month
POWER OPERATIONS
Budgeted
YTD
Balance
510 Salaries 23,036.24
$30,000.00
$3,931.08
$8,034.32
$21,965.68
510 Salaries Admin 20,160. & 18,900.
$26,900.00
$2,411.61
$4,290.41
$22,609.59
511 Contractual Services
$-
$-
$-
$-
522 Workman's Comp.
$4,274.00
$-
$-
$4,274.00
523 Payroll Taxes
$6,500.00
$563.28
$1,095.25
$5,404.75
524 Retirement - IRA Company
$2,500.00
$135.72
$251.93
$2,248.07
600 Travel & Per -Diem
$2,000.00
$-
$-
$2,000.00
700 Facility Rental
$1,200.00
$177.50
$355.00
$845.00
711 Postage
$300.00
$31.24
$62.48
$237.52
712 Phone
$2,200.00
$161.86
$193.46
$2,006.54
721 Electricity Hydro
$65,000.00
$5,176.71
$5,836,71
$59,163.29
721 City buildings
$1,200.00
$221.73
$493.49
$706.51
722 Fuel/Oil Generators
$100,000.00
$2,485.53
$13,348.97
$86,651.03
740 Vehicle Fuel/Oil
$150.00
$125.50
$125.50
$24.50
745 Vehicle Repairs & Maint.
$150.00
$-
$-
$150.00
800 Supplies & Parts
$4,000.00
$1,943.85
$2,201.44
$1,798.56
810 Office Supplies
$500.00
$302.45
$302.45
$197.55
811 Office Equipment
$300.00
$-
$-
$300.00
850 Equipment Repairs & Maint.
$-
$-
$-
$-
870 Equipment
$1,000.00
$-
$-
$1,000.00
880 Donations
$1,000.00
$-
$-
$1,000.00
900 Professional Services
$2,000.00
$132.00
$132.00
$1,868.00
920 Dues & Fees
$400.00
$-
$39.00
$361.00
949 Service Charges
$60.00
$5.68
$11.36
$48.64
949 Admin. Transfer
$4,000.00
$-
$-
$4,000.00
Total Power Operations
$255,634.00
$17,805.74
$36,773.77
$218,860.23
WATER/SEWER OPERATIONS
Budget
Current Month
YTD
Balance
510 Salaries 23,036.24
$29,000.00
$2,068.80
$5,068.24
$23,931.76
510 Salaries Admin
$8,500.00
$672.75
$1,161.82
$7,338.18
511 Contractual Services
$-
$-
$-
$-
522 Workmans Comp.
$1,859.00
$-
$-
$1,859.00
523 Payroll Taxes
$4,165.00
$243.98
$554.24
$3,610.76
524 Retirement - IRA Company
$1,500.00
$51.88
$129.03
$1,370.97
600 Travel & Per -Diem
$1,000.00
$1,210.98
$1,210.98
$(210.98)
700 Facility Rental
$925.00
$45.00
$90.00
$835.00
711 Postage
$235.00
$37.57
$45.49
$189.51
712 Telephone
$1,000.00
$67.31
$75.32
$924.68
721 Electricity
$600.00
$85.55
$226.61
$373.39
721 City buildings
$-
$-
$-
$-
722 Fuel
$2,800.00
$-
$-
$2,800.00
740 Vehicle Fuel/Oil
$140.00
$-
$-
$140.00
800 Supplies & Parts
$2,500.00
$848.22
$1,034.89
$1,465.11
810 Office Supplies
$300.00
$594.68
$594.68
$(294.68)
811 Office Equipment
$235.00
$-
$-
$235.00
850 Equipment Repairs & Maint.
$-
$-
$-
$-
870 Equipment
$-
$1,629.95
$1,629.95
$(1,629.95)
880 Donations
$350.00
$-
$-
$350.00
900 Professional Services
$4,000.00
$150.00
$150.00
$3,850.00
920 Dues & Fees
$2,900.00
$205.00
$339.00
$2,561.00
949 Service Charges
$20.00
$1.44
$2.88
$17.12
999 Administration Transfer
$-
$-
$-
$-
Total Water/Sewer
$62,029.00
$7,913.11
$12,313.13
$49,715.87
SOLIDWASTE
Budget
Current Month
YTD
Balance
510 Salaries
$8,000.00
$484.96
$1,614.78
$6,385.22
510 Salaries Admin
$5,500.00
$496.14
$951.01
$4,548.99
510 Salaries/Maint.
$867.00
$288.72
$288.72
$578.28
522 Workman's Comp
$1,020.00
$-
$-
$1,020.00
523 Payroll Taxes
$1,500.00
$113.13
$254.55
$1,245.45
524IRA
$250.00
$14.89
$27.99
$222.01
600 Travel & Per -Diem
$1,000.00
$563.00
$563.00
$437.00
700 Facility Rental
$900.00
$27.50
$55.00
$845.00
711 Postage
$150.00
$4.84
$9.68
$140.32
712 Telephone
$550.00
$19.60
$24.50
$525.50
721 City buildings
$45.00
$-
$-
$45.00
740 Vehicle Fuel & Oil
$200.00
$-
$-
$200.00
745 Vehicle Repairs & Maint.
$-
$-
$-
$-
800 Supplies & Parts
$-
$-
$-
$-
810 Office Supplies
$250.00
$46.85
$46.85
$203.15
811 Office Equipment
$150.00
$-
$-
$150.00
880 Donations
$300.00
$-
$-
$300.00
860 Equipment
$-
$-
$-
$-
900 Professional Services
$210.00
$-
$-
$210.00
920 Dues & Fees
$-
$-
$-
$-
949 Service Charges
$20.00
$0.88
$1.76
$18.24
999 Administration Transfer
$-
$-
$-
$-
Total Solidwaste
$20,912.00
$2,060.51
$3,837.84
$17,074.16
GENERATOR/HYDRO UPGRADE
BUDGETED
MONTH
YTD
BALANCE
510 Salaries$-
522 Workmans Comp.$-
523 Payroll Taxes$-
740 Vehicle Fuel/Oil$-
870 Equipment$-
900 Outside Services$
-
Total Gen/Hydro Upgrade$
-
TOTAL ALL EXPENSES
$338,575.00
$27,779.36
$52,924.74
$285,650.26
FOCUS ENERGY CORPORATION
Aug-09
EXPENDITURES
BUDGET
MONTH
YTD
2009 Budget
601 Land Lease
$6,000.00
$-
$-
$6,000.00
700 Facility Rental
$1,200.00
$100.00
$100.00
$1,100.00
701 Pole/Line Rental
$24,000.00
$2,000.00
$2,000.00
$22,000.00
712 Phone
$1,500.00
$-
$-
$1,500.00
735 VehicleRental
$7,200.00
$400.00
$400.00
$6,800.00
800 Supplies & Hydro transportation
$700.00
$-
$-
$700.00
850 Equipment Repairs & Maint.
$3,735.00
$-
$-
$3,735.00
860 Equipment Rental
$600.00
$50.00
$50.00
$550.00
880 Donations
$2,000.00
$-
$-
$2,000.00
900 Professional Services
$900.00
$-
$-
$900.00
910 Insurance
$-
$-
$-
$-
920 Water use fee
$10,800.00
$900.00
$1,800.00
$9,000.00
920 Dues & Fees
$160.00
$2.25
$5.10
$154.90
949 Service Charges
$5.00
$-
$-
$5.00
999 Administration Transfer
$1,200.00
$-
$-
$1,200.00
999 Adminstration Transfer
$5,000.00
$-
$-
$5,000.00
TOTAL ADMIN EXPENSES
$65,000.00
$3,452.25
$4,355.10
$60,644.90
FOCUS ENERGY CORPORATION
REVENUES BUDGET MONTH YTD BALANCE
412 Power Purchases $65,000.00 $5,176.71 $5,836.71 $59,163.29
440 Interest $- $- $- $-
TOTAL REVENUES $65,000.00 $5,176.71 $5,836.71 $59,163.29
CASH BALANCE
$873.28
FY 2010 EXPENDITURES
$4,355.10
FY 2010 REVENUES
$5,836.71
ENDING BALANCE
$2,354.89
CITY OF OUZINKIE
Resolution #01-07
A RESOLUTION LIMITING THE MAXIMUM AMOUNT
OF A RESIDENTIAL UTILITY CUSTOMER
BILL
WHEREAS, The City of Ouzinkie has Alaska Public Utilities Commission Certificate of Public Convenience and
Necessity number 357 authorizing it to operate a public utility, as defined by AS 42.05 701 (2) (A) for furnishing utility
services for the residents of Ouzinkie.
WHEREAS, The City of Ouzinkie Utility Department as a part of its administration of utility services bills its customers
for delivery of utility services.
WHEREAS, The City of Ouzinkie Utility Department has deemed that allowing residential customers to accumulate
large unpaid bills is an unwise administration.
NOW THEREFORE BE IT RESOLVED: That the City of Ouzinkie has placed a maximum limit of $500.00 for the total
amount owing for the combination of electric, water, and landfill services.
NOW THEREFORE BE IT RESOLVED: That when it appears that this limit may be exceeded by continuing delivery of
utility services that it is MANDATORY that the electric services be cut off and water services and sanitary landfill
services be discontinued.
BE IT FURTHER RESOLVED: That this does not affect the discretion of the Utility to exercise Ordinance # 13.01.135
which provides for the discontinuing of service to every customer who has not paid his electric bill within 30 days after
the same has become delinquent.
I, the undersigned hereby certify that the Council is composed of _7 Members of who ,constituting and
QUORUM were present and the foregoing resolutions was PASSED AND APPROVED by a duly constituted quorum of
the City Council this 2 ± Day of August, 2001.
L/ a
Zack Chichenoff, Mayor ;!
City of Ouzinkie
Attest:2�
Clerk
UTILITY MANAGER
Job Description
Under the direct supervision of the Mayor or his/her designee the Utility Manager shall perform
the following duties.
Shall work (5) hours a day, Monday -Friday, 9:00 a.m. till 3:00 p.m.
The Utility Manager is responsible for the day-to-day operation, preventive maintenance and
emergency repairs.
Be the alternate for Water & Power Operator.
On call twenty four hours a day, 7 days a week for emergencies.
Provide recommendations to the City Council regarding establishing and maintaining ordinances
pertaining to the management, operation and financial components of the utility.
Provide recommendations to the City Council regarding establishing and maintaining ordinances
pertaining to the management, operation and financial components of the utility.
Establishing and printing rules for customers so they may understand the rates, charges for
connect and disconnect fees, and other considerations regarding utility usage.
Setting and reviewing proper and equitable rate for the use of water, electricity, and landfill
services.
Developing plans so that future needs can be met.
Establishing long term (5 to 10 year) budgeting requirements.
Integrity of the financial situation, including budgeting, collection utility bills, and paying
encumbered bills.
Supporting workers safety programs.
Seeing that operators are properly trained.
Establishing proper record keeping systems for quality data, budgets, and operations.
Communicating with State agencies, regulatory agencies, Federal agencies, and other
organizations that may affect utility operations.
Obtaining technical assistance from agencies or suppliers when necessary.
UTILITY MANAGER
Job Description
Maintain access information of suppliers that affect the utility infrastructure or inventory.
Be aware of and apply for grant funding that would benefit the utility.
Administrate and execute such grants when awarded.
Report to the City administration on items requiring immediate action as well as review of utility
status to City Council regular meeting.
All purchases need to be approved by Mayor, Vice -Mayor or designated council members.
Keep a good and friendly atmosphere at all times.
Always follow prepared job description and personnel policy.
Always follow work days and hour set in this job description.
Always notify Mayor, Vice Mayor or next in charge council member when not available for
work. An authorized leave form must be completed if you leave the village during your
schedule work day(s).
Give a verbal report to the city council on any complaints or needs.
There will be no changes in your work schedule unless approved by the city council.
Never be under the influence of alcohol or any other illegal drugs while on the job. Being under
the influence may result in immediate suspension of employment.
Pay periods are the 15t' and the end of each month.
I ,�,�,, c,� , have read the following job description and fully understand my
responsibilities as an employee under the supervision of the Ouzinkie City Council.
Employee Signature: Date: 3�� G' 6
7L ��'
,g %
The above job description was passed and approved by the Ouzinkie City Council this 21st day
of February, 2006.
l
Mayor:
4
Attest: 4'� L; A&Z
NOV-10-20a9 TJE 011;43 PM F4 NO, P, Gi
Cityof Ouzinkie
Assessment of Management Capacitor Indicators
Tammy Halms
Rural Utility Business Advisor (RUSA) Program
Division of Community and Regiorwal Affalrs
Commerce, Mate of Alaska
April 28, 2009
NOV-10-2009 TUE 01:47 PM
FAX NO, P, 08
QMM LJOAALUU-dy
Emential bdiators
Yes No
The udlity opeirator(s) are actively working towards necessary certifikation.
The utility has a preventative maintenance plan developed for the existing
sanitation facilities.
Sustainable Indicators
❑ The inwaser receives a monthly O&M report from The utility operator 4nd routinely
"spot checks" the facilities to we that the maintemrrice items are being completed,
The utility W a safety mutual and holds safety meetirgs.
Utility facilities have not suffered any major problems/outages due to management
issues that are still unresolved.
The utility is MOMOR9 at the level of Service that was propned.
The operator provides status reports to the manager on a routine basis.
The utility has completed and distributed its Cyst lonficlence Remit (CCR).
The utility meets all required regulations (is not on the &jgAjfiGWt . No-ron
(SNC) list). 12_UM
❑ The utility maintains an inventory control list.
❑ The utility maintains a critical spare pads list.
As previously stated, the current utility operator and both back up operators are trained
and certified,
The City of Ouzinkie has a preventative maintenance plan for the existing system posted
on the wall of the treatment plant.
The utility OMMOV reports to, the utility nianager when there is a problem or if he can
foresee one, A verbal status report is given to the utility office on a daily basis.
The City of OuziWe has Prepared and distributed the CCR report for 2007, "They plan 10
have the 2008 CCR distributed by June 2009.
The City of ouzirkie is riot currently on the SAC list.
The utility operator and council aftuMt to keep needed critical spare parts on hand but
they currently have no actual written list
Maugeramt Indinators Rupw page a
NOV-10-2009 TUE 01:47 PM
Fa NO, R 07
Qganir.aWnal
Mariam
atial Indicators
Yes
No
Z
The entity that owns the utility is known and the entity that will operate the
utility is set.
The policy leaking body is active In policy making of the utility.
The policy making body enforces utility policy.
The utility has an adequately trained manager.
The utility has an adequately trained bookkeeper,
The utility has an adequately trained operator(sj
t�
The utility has adopted the necessary ordinances (or rules and regulations)
necessa rY to 'ye it the autharityto ouerate.
Sustainable
Indicators
The utility has adopted an organi7.atiom4l chart that reileccts the Current structure.
The policy making body meets as required.
The utility complies with the open meeting act for all meatings.
The City of Qumulde is known as the entity that owns mid operates the utility, and is
active in policy making .for the utility as well as in enforcing the policy they have
adopted.
The utility manager has attended three utility nmagement training classes sponsored by
the RUBA program,, the utility clerk has also attended tbro utility management, looming
classes and the current water operator has attended two training classes.
The current utility operator is trained and has passed the Level 1 test for eater treatment
and distribution. The two back-up operators (the utility manager and utility clerk)are
also certified.
The city has an adopted water and sewer ordinance. Section 13-04.120 states all rates
will be set by the city council by resolution. On March 12, 2009 the Ouzinkie City
Council passed a resolution setting the water and wastewater rates as shown below:
Residential $25 $5
Senior Citizen $17.50 $2.50
commercial $65 S1O
School $340 $lp
The utility has adopted a detailed organisational chart than redacts the CUreert Structure.
A copy of the organizational chart was provided is RLIBA staff.
Council meetings are held monthly and comply with the C+Ven Meeting Act.
Mannerrxetit indicators 1i." Page 7
INOV-10-2009 TUE 01:46 PH
FAX 10, P, 06
tEi��.T, Me- rM U-R
11TIMMIT IC -In V 0
The utility has adopted and uses a Personnel Policy, which ha:, been reviewed by an
attorney, AML, or DCCED for topics and language.
The utility has adequate written job descriptions for all positions.
The utility has adopted and follows a written Personnel evaluation process that ties
the job description to the evaluation.
FM
The utility has an a*uate written hirig process,
The utility has persotmel folders on every employee that contairt at least, 1-9, Job
Application and Letter of Acceptance.
The Utility has a probationary period for new hires that includes orientation, job-
tr4ining/ovemight, and evaluations.
The
utility provides training opportunities to staff as needed and available.
The
utility has a posted workers compensation insurance. policy through AML/JIA that is
valid from July 2009- June 2009.
The utility has adopted and uses a pemanel policy. All job descriptions are written and
in place. It is updated as the council deem necessary.
All emplovft personnel folders contain a minimuin of the m.mloyee,$ application letter
Of acceptance, employee 1-9 and W-4's as well as any disciplinary action or
aanowledgement.
The utility has a probationary period for new hires. The probationer period is 90days.
At ft end of the probationary period a personnel evaluation is completed, Evaivations
are completed annually thereafter.
Training opportunities to staff are provided as funds allow or opportunities by other
sponsors become available. Other entities that provide training are as follows: ANTHC,
Village Safe Water, Kodiak Area Native Association and RUBA.
M9A40teat Indicators RaWrt Page 6
NOV-10-2009 TUE 011,45 FM
F.4 NO, P, 00
Tax PEgblems
Essential Indicators
Yes No N
A
The utility has a system to accurately calculate, track, and report payroll tax
dabilities.
El The utility is current on fillag federal and state tax reports.
The utility is current on making federal and state tax depknits.
If there are any past tax liabilities, a repayment .agreement has been signed
and repayments are current
As pmv ioasly statec4 ell payroll is calculated. tracked and payroll tax liabilities reports
are creatA through QuickBooks Pro.
The city has siped a tax release form, the IRS is currently reporting the City of Ouzinkiae
is compliant with payroll tax reports and deposits.
The Depatrtmeat of Labor has responded that the City of OwLinkie is, current with the
reporting and payment requirements for their department
Nqmmit"amt Indicators Ikeport Fagg 5
NOV-110-E009 TUE 011,45 PM
F* N0, R 04
'The City of Ouzinkie has established an R & R account, at the ettd of each fiscal year
guy surplu% is deposited into this account. However, it is not sufficient to cover opera
expenses and R & R costs at this time,
A=u13fln &jt m
Essential Wicaton
Yes No
The utility has adapted a colleetioo policy and actively follows it.
The utility bills customers on a re ulair Wis.
An accounts receivable system Is In place which tracks customers and reports
past dace accounts and anrannts.
[] An accounts payable system is to place.
LK The payroll system correctly calcalartes paymil and keeps records.
A cash receipt system is in place that records incoming money and what it was
for.
The utility has a cash disbursements tern that records ho w� as c at.
Sustainable Indicators
® A chart of accounts is used drat iderttifles rategciies in a reasonable, usable manner.
Monthly bank reconciliations have been completed for al utility accounts.
The utility has a purchasing system that requires approval prior to phase, and the
approval process Compares proposed purchascs to budgeted amounts.
Section 13.04.030 of the City of Oaziaukie water and sewer ordivance clearly addresses
billing and payment procedures. Section 13.04,130 addresses discontinuance procedi, s
however, customers in Ou-mnkie are diligent in paying their bills so customers Mrely have
their services discontinued.
Currently, the city utilizes the acco!=tiag software Qu ckBooks Pro which can accurately
track customers said report past due accounts and amounts, as well as accounts payable
and payroll, The city also has created an extensive Excel program spreadsheet to
calculate customers' electricity bills. Once the electric bills are calculated through Excel,
the fugal amount due is entered in QuickBooks as an invoice for each customer.
The city's purchasing system consists of lust requestiacg approval from the manager;
once approval is given, the purchase is made then submitted to the utility clerk foa
payment.
Mmagainent Indicators Repon page 4
NOV-10-2000 TUE 01.44 PH
Fr, INO. P. 03
Management Capacity Indicators
Or April 28, 2009, CtUBA staffmember Tammy Helms met with Tom Quick, Utility
Manager, Katherine Panamarioff: Utility Cleric: and Linda Getz, City Clerk of the City of
Ouzinkic to complete a RUBA Assessment of Masiagement Capacity Indicators. City
staff provided documentation supporting the conclusions in this report.
Utility FingM
Essential indicators
Yes No
' An revenue and expects for the utility are listed in the utility budget.
The utility has adopted a balanced realistic budget.
7] Monthly financial reports are prepared and submitted to the policy malting
body.
The utility is current paying all wateriwastewater electric bills.
The utility has on band a year's adequate fuel supply or it has: a financial plan to
purchase an adequate supply,
t7 The utility is retelviug revenues (user fees or other sources) sufficient to cover
operating expenses.
Sustainable Indicators
The utility is receiving revenues (user fees or other sources) sufficient to corer
operating expenses and Repair & Replacement (R&R) costs.
YT D revenues are at a level equal to or above those budgeted.
YTD expenditures are at a level aqua: to or below those budgeted.
A monthly manager's report is prelrareal
Budget amendments are completed and adopted as neussary.
The City of Ouzinkie has an adopted FY09 entity budget. included in the entity budget is
a well thought out water and wastewater budget. The buudget is regularly reviewed and
budget amendments are completedand adopted as neccesssy.
Budget vs. actual financial reports are provided each rrtoath to the council
The city produces its own electricity for the community and the inter -facility electric bills
are paid on a regular basis to track electric cost of the utility.
The utility purchases fuel .from the local Native corporation. The corporation has kept are
adequate supply of fuel on hand throughout the winter.
The crater and wastewater revenues combined siitb a subsidy t-om the electric revenues
are sufficient to cover operating experms_ In August 2008, the cite raised the eater and
wastewater rates.
A manager's report is givers to the council monthly. This report can be either verbal or
written and is recorded in the meeting mivates.
Mwagouent Indicston Reps A Past
NOV-10-2039 TIDE 011:43 PH
FAY, NO. T', 02
Introduction
This assessment of maaagemert capacity indicators was completed by the Rural Utility
Business Advisor Program (RUBA) as a requirement for a projected VS W grant -funded
project. The report was completed with the voluntary assistance of die utility aDd based
on ifformation utility staffprovided to the RUBA program.
The goal of the RLJBA Program is to help small communitias implement utility
management practices that will improve the utility's ability to provide safe drinking water
to their communities on a sustainable basis. The RUBA assessment evaluates essential
and sustainable indicators necessary for the nuinagwial and fmancial health of the utility.
These indicators are organized under the following sections:
0 Utility Finance
* Accounting Systems
qp Tax problems
9 Personnel Syetern
a Organizational Management
0 Operation of Utility
Essendal Indkolon identify policies and practices that are critical to the show -tear
operation of a utility. Sustainable Indicators identify policies and practices that make a
utility cost-effective to operate and increase the likelihood of Ion,-Vtenn finaticial success.
The Essential Recommendations offered at the end of this report are limited to those
item needed to meet deficient essential indicators. This is because only the essential
indicators are required to be met under the grant conditions, The Sustainable
Recommendations are intended to improve the cost effectiveness and sustainability of the
utility.
The City of Ouzinkie operates and manages the following utility services:
a Water/ Wastewater
a Electricity
6 Septic haul
Garbage haul
Harbor
Apartment rental
• Heavy equipment rental
M=gament Indicators Report Page 2