Quarterly Report: 2007, January - March (Q3), 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:
5/1/2007 
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:
Bethel Staff traveled to Tuluksak in January to meet with the council to discuss the last quarter assessment and to do an update assessment. While Tuluksak is improving and meeting more of the essential indicators, they are still not able to meet all of them. Funding for the sanitation project is in jeapordy if the community cannot meet all essentials soon. 
RUBA Activities for the Coming Qtr:
Continue to monitor the Monthly Financial Reports.
Scores:
 
Essential Indicators:
26 of 27
Sustainable Indicators:
22 of 27
Total Score:
48 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.
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.
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.
Yes A monthly manager's report is prepared.
Yes Budget amendments are completed and adopted as necessary.
Finances Comments
A Sewage Haul and Washeteria/Treatment Plant draft budget was drawn up by the administrator and the Electric Utility Bookkeeper, who has been assigned to include the Water/Sewer operations, since it was ingtegrated into the PowerStat Card collection system. The Budget is set to be passed and adopted at their next monthly meeting in April 2007. Tuluksak Native Community faxed a copy of the Profit and Loss Statement they received from the Anchorage Office. The council had not passed and adopted the budget because it was still in a draft form and they had made some adjustments to the budget by increasing the sewage haul rates and the washeteria washer and dryer user rates. The first quarter will be at the old sewage haul rate and washer and dryer user fee rates. The next three quarter reports will have the new rates on the budget. The administrator and the utility bookkeeper are considering the separation of the washeteria and treatment plant to get a more detailed picture of the revenue and expenses of the two. According to the accrued revenue financial reports the collection rate for the sewage haul is currently at 47% when compared to the draft budget. The expenses are about 35% over the revenue for the month of Janary 2007. Tuluksak Native Community will send in their finalized version of the budget when it is passed and adopted. A copy of the draft budget was faxed to the Bethel office with Revenue and Expense report for the month of January and February 2007. The month of January will be used to make the Monthly Financial Report sample format.

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 raised the Washeteria washer, dryer and shower usage rates by $1.00 in mid-March 2007. They also plan to increase the Sewage Haul flat rate from $20.00 to $40.00 in April 2007.

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
Tuluksak Native Community is current with their tax payments and reporting.

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 Administrator has notified the Anchorage office to make the necessary arrangements for the renewal of the policy. He will fax a copy of the insurance as soon as he receive it.

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 council has made decisions on the rate increases in the operation of both the sewage haul and washeteria.

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
They are now getting reports from the Yupiit School District Maintenance personnel on the treatment plant at their monthly meetings. The school has also provided a copy of the Consumer Confidence Reports to the council and a copy was sent to the Bethel staff.