Quarterly Report: 2008, July - September (Q1), Iliamna

Community:
Iliamna 
Staff:
Earl Gibson  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Village of Iliamna 
Population:
86  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
10/17/2007 
Community Sanitation Overview:
Iliamna residents are using individual water wells and septic systems. 85% of homes are fully plumbed. A 270' well provides water to the community building/village office/washeteria. The washeteria is small -- only one washer and dryer are reportedly available. Septic pumping services are provided by the Village. Sewage is transported by the Village or individuals to the sewage lagoon. The INN Electric Cooperative owns a diesel plant in Newhalen and 50 miles of distribution line to connect the three communities. The Tazimina Hydroelectric Project powers Iliamna, Newhalen and Nondalton. 
RUBA Status & Activities This Qtr:
On June 27, 2007, RUBA staff traveled to Iliamna and met with Iliamna Village Council Administrative Assistant Maria Anelon and Summit Consulting Services staff Dawayne Constantine to complete a RUBA assessment of management capacity indicators. The Village Council had worked for several weeks to correct previously deficient indicators. The assessment went well and the Village Council currently meets all RUBA essential indicators.  
RUBA Activities for the Coming Qtr:
RUBA will continue to offer assistance to the Village Council to resolve sustainable indicator recommendations and will develop a workplan with the Council upon request.
Scores:
 
Essential Indicators:
26 of 26
Sustainable Indicators:
18 of 25
Total Score:
44 of 51

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.
No Budget amendments are completed and adopted as necessary.
Finances Comments
The budget for the sanitation utility is realistic and balanced and is based on a fiscal year running from October 1 through September 30. The financial report uses an Excel program format, and compares the budgeted line item amounts to actual performance by month and year to date, with the remaining balance. The current report indicates the utility is receiving sufficient revenues to cover operating expenses. Budget amendments reportedly have not been adopted in the past. QuickBooks Pro is utilized for most of the Village Council's accounting and bookkeeping functions. A billing statement for May 2007 from the INN Electric Cooperative shows that there was no balance due before the May billing and a copy of a check to the electric cooperative for the May billing indicates the sanitation utility is current. Fuel is purchased as needed from Crowley, the local fuel supplier. The utility budget includes a line item expense for funding a repair and replacement account. The financial report indicates the expense has yet to be paid, however, the budgeted and YTD revenues indicate the funds are available. A monthly manager's report is given verbally at council meetings and recorded in the minutes.

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 Iliamna Village Council Landfill and Septic Waste Haul Services Ordinance, Chapter 1, as adopted June 29, 2007, includes an appropriate section on billing, payment and collections. Billing for landfill use occurs annually during the first week in May and payment is due prior to August 31. Payment for septic pumping is made in advance, when the service is requested. Cash receipt, cash disbursement and payroll are accounted for using QuickBooks Pro accounting software. Accounts payable are paid when received using QuickBooks; utility staff report they have no loans or other long-term debt. The utility provided documentation of a purchasing system, monthly bank reconciliations and a QuickBooks chart of accounts; those documents are on file with RUBA staff.

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
A signed Authorization to Request Federal Tax Information was provided to RUBA and forwarded to the IRS May 22, 2007. In a response dated June 7, 2007, the IRS indicated that Iliamna Village Council is currently in compliance with federal tax reporting and deposit requirements. The Alaska Department of Labor has verified that they are also in compliance with state ESC reporting and deposit requirements

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.
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.
No 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
An Employers' Notice of Insurance from Umialik Insurance Company indicates the Iliamna Village Council has workers' compensation insurance coverage for the period from 5/12/2007 to 5/12/2008. The Iliamna Village Council Personnel Policies, adopted 6/29/07, contains sections on all appropriate personnel issues. A section on performance evaluations includes a form to be used, however, evaluations have not been written in the past. There are personnel folders for each employee, but letters of acceptance have not been used for new employees.

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.
No The utility complies with the open meeting act for all meetings.
Organizational Management Comments
Iliamna Village Council is known as the entity that operates the landfill and septic waste haul service; they are active in making and enforcing utility policy. The Iliamna Village Council Landfill and Septic Waste Haul Services Ordinance, Chapter 1, as adopted June 29, 2007, is modeled after the Regulatory Commission of Alaska model ordinance. The ordinance is specific to the landfill and septic waste haul services offered by the Village Council, and includes an earlier ordinance passed regarding the use of personal burn barrels. Landfill and septic waste haul fees are included on a separate schedule, Appendix A. An organizational chart identifies the utilitys positions and reflects its current structure. Meetings are open to tribal members; as a Native entity, the utility is not required to comply with the Open Meetings Act. The Tribal Administrator and Administrative Assistant reportedly have both received management training offered by the BIA.

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.
N/A The utility has completed and distributed its "Consumer Confidence Report".
N/A 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 Iliamna Waste Management Plan, adopted in November 2005, offers detailed operational policies and requirements. The plan includes a section on safety, however, safety meetings are not held. While the plans focus is on the landfill, the content includes some material relevant to sewage lagoon operation. The recently purchased septic waste haul truck has owner's and operations manuals with maintenance information. Although the utility operator had HAZWOPR training in the past, there are currently no certifications necessary for landfill or septic waste haul operators. Similarly, there is no community water system, so regulations concerning Significant Non-Compliers and the Consumers Confidence Report do not apply.