Quarterly Report: 2007, October - December (Q2), Tuluksak

Community:
Tuluksak 
Staff:
Paul Chimiugak  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Tuluksak Native Community 
Population:
466  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
1/23/2007 
Community Sanitation Overview:
The Tribal Council operates the washeteria, water treatment plant, container haul system, and electrical services for the community. The Tribal Council is the policy making body for the utility services. Only one watering point, with storage capacity of less than 7,000 gallons, serves the entire community, washeteria, clinic, and the school. Residents haul honey-buckets to 21 bins located sparingly throughout the community. A feasibility study was completed to implement a piped water and sewer system in the future. A larger water storage tank, completion of a new lagoon, and water system improvements are the community's priorities. 
RUBA Status & Activities This Qtr:
Tuluksak Native Community has made some progress in trying to meet RUBA essential and sustainable indicators. They are now making collections from their customers through the use of PowerStat pre-pay utility cards. Yupiit School District personnel are now operating and maintaining the washeteria/water treatment plant through an agreement with the tribe. The tribe has moved their entire office to a new building that was formerly the Head Start Building.  
RUBA Activities for the Coming Qtr:
RUBA staff will continue to request a copy of the completed budget for the utility and organization, as well as monthly financial reports. RUBA will also request a copy of the CCR from the Yupiit School District and have the school personnel give status reports to the tribe.
Scores:
 
Essential Indicators:
23 of 27
Sustainable Indicators:
23 of 27
Total Score:
46 of 54

Finances

Essential Indicators
Answer Question
No All revenues and expenses for the utility are listed in the utility budget.
No The utility has adopted a balanced realistic budget.
No Monthly financial reports are prepared and submitted to the policy making board.
No 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
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.
No Budget amendments are completed and adopted as necessary.
Finances Comments
The Bethel RUBA staff is not receiving monthly financial reports from the community or the community's Anchorage office, which is taking care of the bookkeeping through contract. However, the Bethel RUBA office has received a report on water/wastewater and honeybucket haul collections made from utility customers. The Tribal Administrator and the Electric Utility Bookkeeper stated that they have drafted the budget for both the water/sewer and electric utility. They will send the budget to the Bethel RUBA office once it is completed, approved and signed by the council. Revenues received by the tribe from the washeteria operation and water distribution system are just enough to pay the washeteria attendants. The Yukon School District is providing fuel to the washeteria/water treatment plant.

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 council is now making collections through the PowerStat pre-pay utility card system. The charge for sewage haul is $20. per household and is collected at the time that the customer purchases electricity with the pre-pay utility card. The council is considering raising the rate to $40. to $45. per household.

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
There have been no other tax issues involved with Tuluksak Native Community since 2005.

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
Worker's compensation insurance coverage will expire in April 2007; they are aware of this date and will be ready to renew the insurance.

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 collection of the sewage haul fee is made at the time that a customer purchases electricty with the pre-pay utility card.

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.
No The utility has a safety manual and holds safety meetings.
No Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.
No 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
The sewage haul employees have been hired. There are four employees working in shifts of 2 weeks on and 2 weeks off at four hours a day, 5 to 6 days a week. They have not been on the Significant Non-Compliance list since the school personnel were employed to manage the water treatment plant. The tribe obtained a Consumer Confidence Report (CCR) from the school, and Bethel RUBA staff advised the council to keep the tribe on the distribution list for the CCR. They were also advised to have the school personnel provide status reports on the washeteria/water treament plant.