Quarterly Report: 2007, July - September (Q1), Gulkana

Community:
Gulkana 
Staff:
Jimmy Smith  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Gulkana Village 
Population:
101  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
11/29/2006 
Community Sanitation Overview:
Water is currently derived from a well, is treated and stored in a 100,000-gal. tank. Due to iron and magnesium levels, new infiltration galleries on the Gulkana River and water treatment improvements are still under construction. A piped water and sewer system serves most homes. A community septic tank treats wastewater. Individual wells and septic tanks are also used by a number of residences. A Master Plan has been completed to examine connection of all homes to a new system. Permafrost and high water tables are problematic in this region. The PHS constructed a Laundromat in 1976, but it is not functioning -- a washeteria is needed in the community. 
RUBA Status & Activities This Qtr:
On August 23, 2006, RUBA staff Jimmy Smith traveled to Gulkana and received all documentation required to meet the essential indicators that were previously deficient.Gulkana Village Council operates the water and sewer utility for the community. The Tribal Administrator provided the documentation supporting the conclusion of this report. Specific documents used in this report are available with the RUBA staff for review. The original assessment was completed in January 2006 with follow-up assessments completed in June and August. The Gulkana Village Council meets all essential indicators at this time.  
RUBA Activities for the Coming Qtr:
Assistance will be provided to the community if requested to the RUBA staff. RUBA staff will provide assistance via phone, facsimile and email to the community.
Scores:
 
Essential Indicators:
26 of 26
Sustainable Indicators:
23 of 27
Total Score:
49 of 53

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.
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.
Yes Budget amendments are completed and adopted as necessary.
Finances Comments
The Tribal staff has provided documentations via facsimile and email to meet the deficiencies listed in previous assessments. The Tribal staff worked closely with RUBA staff to adopt recommended management practices. The financial report submitted by the Tribal staff shows the budgeted amount for each line item for the utility, month and year to date expenses and revenues and the remaining budget amount. Included in the financial report are concerns that are identified by the Tribal staff such as how much water they have on hand, the status of fuel supply, and repair and replacement acoount balance.

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 staff uses QuickBooks Pro 2004 for all financial activities of the Village Council. The Tribal staff has provided written procedures for accounts payable, receivable, cash reseipts and payroll. Although written procedures are in place for the Tribe, a written report of the activities should be reported to the Tribal Council. This will help the Tribal Council better understand the activities of the utility.

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.
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.
Tax Problems Comments
The Administrator signed an IRS tax release on behalf of the Village Council. The IRS tax release was submitted to the IRS office. The IRS office indicated the community is in compliance with all the IRS deposits and filing of IRS reports.

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.
No 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 Village Council does have workers compensation insurance in effect that expires in November 11, 2006. The Administrator provided a Personnel Policy, job descriptions for employees and will be working on evaluations, I-9's, etc for the Council. The management follows the personnel policy established by the council for all employees and council hires. The hiring process is conducted by the staff (Administrator, Accountact, etc) and council member by interviewing the candidate, scoring the questions, and hiring the candidate. The staff is implementing the I-9's, job application and letter of acceptance forms.

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 utility staff and organization appear to be stable. The utility staff indicated the utility ordinance needs to be reviewed by Regulatory Commission of Alaska to be in compliance for small utilities. The village council meets once a month within the community. The staff follows the utility ordinance adopted by the council to disconnect services to customers that are not making payments to their utility bills.

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.
No The utility maintains an inventory control list.
Yes The utility maintains a critical spare parts list.
Operation of Utility Comments
The operator is currently certified at the OIT level in both collection and treatment of wastewater. The staff is working with the ANTHC engineer in regards to the Significant Noncompliance (SNC) list. They are on the SNC list due to a high copper level. A preventative maintenance plan was implemented and updated on October 2004.