Quarterly Report: 2014, July - September (Q1), Noatak

Community:
Noatak 
Staff:
Margaret Hansen  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Native Village of Noatak 
Population:
514  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
10/10/2013 
Community Sanitation Overview:
Water is derieved from two wells on an island within the Noatak River and is treated. The raw water is classified as ground water under the direct influence of surface water. A piped, circulating water, distribution system, and gravity sewer collection system with three lift stations serves 103 homes, the school and businesses in Noatak. five homes do not have water or sewer service and residents haul water and honeybuckets; there is no washeteria. The village has requested funding for water treatment plant upgrades, this has been designed, permitted for construction and fully funded. Construction is approximately 75% complete, and will be completed by November 2013. In addition a project to complete upgrades to the existing waste heat recovery system has been funded and work was completed in late 2012. ANTHC has received supplemental funding for installing a sewer main extension inorder to serve one home. This project has received approval to construct from ADEC and will be constructed in 2014 as long as the IRA's excavator is repaired. 
RUBA Status & Activities This Qtr:
Once Kotzebue staff returned from travel status, she returned a phone call to the administrator who had inquired about revenue sharing funding that they are entitled to. After research and assistance form CCA staff in Juneau, Kotzebue staff provided him, via email, the amounts the borough had applied and received on behalf of Noatak of $20,200. In addition Kotzebue staff reported to the administrator the borough revenue sharing he can apply for to receive an additional $39,892.79 for their needs.  
RUBA Activities for the Coming Qtr:
RUBA staff will travel as needed.
Scores:
 
Essential Indicators:
26 of 27
Sustainable Indicators:
23 of 26
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.
N/A Budget amendments are completed and adopted as necessary.
Finances Comments
All revenues and expenses are listed in the balanced utility budget. The council reviews the monthly financial reports which shows that they are current in paying all electric bills and has budgeted to purchase fuel throughout the fiscal year. Although the utility is receiving revenues sufficient to cover operating expenses, they do not have any funds for major repair and replacement costs. The utility is supplemented by the local governing body by the Native Village of Noatak whenever additional funds are needed for the utility.

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 Noatak IRA Council actively follow their adopted collection policy and bills customers on a regular basis. The utility uses QuickBooks accounting system to track receivables, payables, payroll, cash receipts to record and show how money is received and spent. Their budget is used as their chart of accounts. To complete their balance sheet the utility completes monthly bank reconciliations. In order to get approval for any purchases, the utility clerk uses the budget, latest monthly financial reports before submitting the request to the Tribe Administrator.

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
The utility uses QuickBooks to accurately calculate, track and report tax liabilities. They are compliant and current with payroll taxes per receipt of completed tax authorization form.

Personnel System

Essential Indicators
Answer Question
No 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
As of today, October 4, 2013, the utility clerk has not provided a copy of their current workmen's compensation policy. Personnel system has been updated and completed. Both Operators are current with their certification.

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 utilities are regulated by the Native Village of Noatak Council who serve as the utility board who is the known entity operating their water and sewer utility who meets monthly enforcing utility policy. The administrator has had over five years of administering Noatak IRA programs who hires a train bookkeeper who has had training with quickbooks. The tribe has an organizational structure meeting monthly compling with the open meetings act for all meetings. The Maniilaq RMW travels to Noatak as needed to train and assist the operators.

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.
No The utility maintains an inventory control list.
No The utility maintains a critical spare parts list.
Operation of Utility Comments
The main operator of many years has his certificate for water treatment 1 and water distribution 2, the alternate has water distribution and water treatment provisionals. The Utility is current on their CCR registration. The operators report the Pump house daily status. No written inventory nor critical spare parts lists have been provided. The operators along with the RMW are working on the inventory for the system.