Quarterly Report: 2007, July - September (Q1), Northway Village

Community:
Northway Village 
Staff:
Irene Catalone  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Northway Village 
Population:
99  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
11/29/2006 
Community Sanitation Overview:
All village households currently lack plumbing facilities. Individual wells and septic tanks have significant freezing problems. Residents currently haul water and use honeybuckets or privies, although major improvements are underway. As of May 2003 a community well, water treatment plant, washeteria, and sewage lagoon is operated by the tribe. As of May 2003 a flush/haul system is operated in the village and includes holding tanks and household plumbing. Refuse is hauled to Northway's landfill. As of May 2003 a new clinic is operated by the Tribe. Electricity is provided by Alaska Power and Telephone. 
RUBA Status & Activities This Qtr:
There were 3 trips to Northway this quarter. Financial problems were noted that are being worked on. There are staff problems linked to the financial problems.  
RUBA Activities for the Coming Qtr:
Will focus activities on getting the computerized system functional and up to date with a staffer or implementing the hand system with a staffer. I plan to spend some time bringing the reports up to date and going through the financial status with the President. Will plan on another trip with other agency staff to meet with the council.
Scores:
 
Essential Indicators:
16 of 27
Sustainable Indicators:
15 of 27
Total Score:
31 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.
No The utility has on hand a year's adequate fuel supply or it has a financial plan to purchase an adequate supply.
No 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.
No YTD revenues are at a level equal to or above those budgeted.
No YTD expenditures are at a level equal to or below those budgeted.
No A monthly manager's report is prepared.
No Budget amendments are completed and adopted as necessary.
Finances Comments
There are financial problems and financial reports have not been kept up to date. The bookkeeper quit and the entity went for a period without the books being kept up to date. An outside bank was hired to do payroll and a CPA firm was hired to keep the QuickBooks up to date. They've hired a part-time bookkeeper with experience who is working to bring the financial situation completely up to date.

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.
No 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 financial recordkeeping system is set up on QuickBooks. However, there is no one operating the system and keeping it up to date. All the parts and pieces are in place but no one is operating the program. They recently hired a part-time bookkeeper who reconciled the accounts and closed out some of the numerous accounts they have. She is working to bring the system up to date.

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.
No The utility is current on making tax deposits.
No 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 current payroll taxes are current and paid. They are being done by a bank. They do have an ESC credit that will be applied to future quarter(s). They owe back taxes to the IRS. The part-time bookkeeper contacted IRS and is working on a repayment plan. The IRS did a sweep of the accounts in September.

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
The tribe is in the process of updating its Personnel Policy. They do have the pieces in place and the current President is holding staff meetings and working with staff.

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.
No The utility has an adequately trained manager.
Yes The utility has an adequately trained bookkeeper.
No 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.
No The policy making body meets as required.
Yes The utility complies with the open meeting act for all meetings.
Organizational Management Comments
Working on updating the personnel policy. They want this to be in conjunction with the NEO training next quarter after the election. A recent trip revealed they have not been holding regular meetings. The President plans to change this.

Operation of Utility

Essential Indicators
Answer Question
No 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
No 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.
No 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
Northway is currently on the SNC list for Stage 1 D/DBP Rule for not submitting chlorine residuals with their monthly coliform samples. They are not doing real well with that sampling either. Last bacti sample this year was for May. They missed their annual VOC and TTHM and HAA5 samples in 2005 (did received VOC results in June this year). They exceeded the HAA5 in 2004 so they were to begin quarterly sampling in 2005, which they have not done. They recently paid Analytica and the operator said he was familiar with the quarterly sampling needed and that he had done this before. They have a temporary operator who lacks an OIT. They rely on help from the RMW.