Quarterly Report: 2010, April - June (Q4), Tununak

Community:
Tununak 
Staff:
Fred Broerman  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Native Village of Tununak 
Population:
328  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
8/17/2010 
Community Sanitation Overview:
Water is derived from Muskox Creek. A flush/haul system began construction in 1992. 25 homes and 4 commercial buildings have flush/haul systems in place to this date. The community has 2 bunkers in the village that are still in use by 41 residential homes for disposing of honeybuckets. The bunkers are made of ditches and do not have a liners. The community relies on the washeteria for laundry only. The school provides its own piped water system, and sewage discharges to the village drainfield. The IRA is planning on a new washeteria and walter plant. Electricity is provided by AVEC.  
RUBA Status & Activities This Qtr:
The utility is on the May 7, 2010 Significant Non-Complier (SNC) list due to intermittent water sampling and no monthly operator reports. A July 6, 2010 correspondence from the Alaska Department of Labor indicates that the IRA council is in compliance with their Employment Security Compensation payments. James James the new tribal administrator has been very responsive to state employees working with the community. The IRA Council is not on the May 2010 Lien Watch. Several essential financial indicators need to be brought into RUBA compliance. The community is eligible for construction funds for a flush tank and haul system through June 14, 2010. Bethel RUBA staff will renew efforts to monitor the utility service and offer assistance. 
RUBA Activities for the Coming Qtr:
RUBA staff will assist the Tununak IRA at their request. RUBA will assist the Tununak Traditional Council on thier tax lien if requested.
Scores:
 
Essential Indicators:
22 of 27
Sustainable Indicators:
13 of 27
Total Score:
35 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.
Yes 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
<none>

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
A draft utility ordinance was created in March of 2008. Monthly bills are sent to all customers. Bank accounts are reconcilled.

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
<none>

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.
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
The Tununak IRA has a current workers compensation policy in place. to 5/10. The Tununak IRA has a personnel policy manual and follows it. Staff has received training in Quickbooks and Financial Management for Utilities. The Water Operator has received Water Operators training.

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.
No The policy making body meets as required.
Yes The utility complies with the open meeting act for all meetings.
Organizational Management Comments
An agreement for transfer of managment of the water and sewer system was made on June 2007. The Tununak Traditional Council transferred the administration of village sanitation services to the Native Village of Tununak I.R.A. Council on December 7, 2007. A copy of the organizational chart for the utility is on file.

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
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.
No 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
The Department of Environmental Conservation reports that the utility is on the SNC list for sampling and reporting requirements. The Water Operator has received water operators training. RUBA Staff discussed defiencies with the Tribal Administrator, documentation was requested.