Quarterly Report: 2006, April - June (Q4), Pitkas Point

Community:
Pitkas Point 
Staff:
Margaret Hansen  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Native Village of Pitka's Point 
Population:
103  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
7/26/2006 
Community Sanitation Overview:
Water is supplied by a small stream and infiltration gallery. Residents haul treated water from the washeteria and use honeybuckets. Approximately one-fourth of homes have running water for the kitchen. A few homes and facilities are connected to a community septic tank, but no homes have complete service. The water treatment plant and washeteria were recently renovated. The community wants to develop a piped water and sewer system, and a Master Plan was completed February 2004. Electric power is provided by a transmission line from St. Mary's. Electricity is provided by AVEC. 
RUBA Status & Activities This Qtr:
This quarter, all essentials have been met and work with the Pitkas Point Traditional Council administrative staff continues in meeting the remaining indicators. The goal is to meet all capacity indicators. Throughout the quarter, RUBA has been following up with this administration, reviewing drafts, providing recommendations and receiving completed final documents. The organization will continue faxing necessary documents as they are completed in a continued effort to keep indicators met. The reorganization of the administration and financial management managed by Sandra Drake, Tribal Administrator has made substantial improvements resulting in meeting the essentials and most of the sustainable indicators. Monthly financial reports are completed and kept current. A RUBA agreement between this organization and RUBA now exists for two years. Compliments are in order to the President, Sandra Drake and her staff for this fantastic accomplishment. RUBA will continue work with this organization and follow up to make sure all remaining indicators are met and kept met. Sandra Drake had submitted her resignation effective the last week of June 2006. She left the organization due to relocation of her family. It has been sad to see her go but we do wish her well and success in her future endeavors.  
RUBA Activities for the Coming Qtr:
Continue follow up, to make sure the essential indicators are still met. RUBA will work with Thelma Wasky, Acting Tribal Administrator to meet the remaining sustainables.
Scores:
 
Essential Indicators:
27 of 27
Sustainable Indicators:
19 of 27
Total Score:
46 of 54

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
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.
Finances Comments
Essentials are met this quarter. RUBA received all financial reports copies for FY05 and FY06 to date. Compliments to Sandra Drake, Tribal Administrator and her staff. RUBA received the FY06 budget with adoption by council through a resolution in April. Monthly manager's report are verbal and some written.

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
Essentials are met. A utility ordinance now exists for this organization. A copy adopted by the council was provided to RUBA. Actual customer billing was implemented the early part of February 2006 and continues to date. Process of having her staff input all data into the QuickBooks Pro system continues. This system does have an internal chart of accounts by class. A copy has been received by RUBA. Bank reconcilitation are complete as of May 8, 2006.

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
All essentials met. This organization is in compliance. Informed the administrator about electronic depositing and how effective it is. She will contact Moss, IRS and request information on this.

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.
No The utility has adopted and follows a written personnel evaluation process that ties the job description to the evaluation.
No 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
A cancellation notice was received for the last non-payment. However, the administrator has addressed this and coverage continues. The administrator plans to revisit the personnel policy. She will review the 'RUBA-New Town Policy' and compare with the current policy the organization has. She has indicated that some areas of the current policy need to be amended by the council. Sandra Drake's last day was June 26, 2006. Thelma Wasky is now the Acting Tribal Administrator.

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
No 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
Essentials are met. A utility ordinance has been created, adopted, and enforced by the council.

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.
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.
No The utility maintains a critical spare parts list.
Operation of Utility Comments
Essentials continue to be met. This community will continue to be listed on the SNC list until the new sources and treatment plant are on line. Turbidity continues to be problem in their current configuration. RUBA explained this to the administrator and operator, Jimmy Kozevnikoff. The operator has had to reschedule the level I training with YKHC/OEH.