Quarterly Report: 2012, January - March (Q3), Oscarville

Community:
Oscarville 
Staff:
Eli Jacobson  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Oscarville Traditional Village 
Population:
70  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
5/1/2012 
Community Sanitation Overview:
Treated well water is hauled from the washeteria. A few homes have individual systems that collect and use rainwater. About one-fourth of homes have running water to the kitchen, but no homes have complete plumbing. The school has its own well and sewage lagoon. Honeybuckets are disposed of by residents in the sewage lagoon. An electrical transmission line from Bethel supplies power. 
RUBA Status & Activities This Qtr:
Request for information needed for verification of RUBA essential indicators was sent to Oscarville Traditional Council on March 28, 2012, December 5, 2011, September 19, 2011, June 14, 2011, and March 16, 2011. At the time of this writing the Tribe has not responded to these requests. Therefore the Tribe is no longer in compliance for several essential indicators until documents needed for verification are provided. On February 7, 2012 contact was made with Tribal Secretary Alexandria Henry. The secretary verified that all contact information the LGS possessed for this community in the form of phone numbers, fax numbers, and emails are correct. This contact information is where all correspondence has been sent since July 1, 2010  
RUBA Activities for the Coming Qtr:
LGS staff will continue to communicate to Oscarville Traditional Council the need for a RUBA assessment.
Scores:
 
Essential Indicators:
2 of 27
Sustainable Indicators:
0 of 27
Total Score:
2 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.
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.
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
Oscarville Traditional Council has not provided a copy of its adopted budget or monthly financial reports. RUBA staff contacted Bethel Utilities Corporation, on March 28, 2012 and verified that Oscarville Traditional Council is current on all electric bills. On October 12, 2011 Tribal Administrator Michael Stevens stated that Oscarville Traditional Council gets needed fuel from their corporation, and that the corporation had received the winter supply, and no shortages were expected.

Accounting Systems

Essential Indicators
Answer Question
No The utility has adopted a collection policy and actively follows it.
No The utility bills customers on a regular basis.
No An accounts receivable system is in place which tracks customers and reports past due accounts and amounts.
No An accounts payable system is in place.
No The payroll system correctly calculates payroll and keeps records.
No A cash receipt system is in place that records incoming money and how it was spent.
No The utility has a cash disbursement system that records how money was spent.
Sustainable Indicators
Answer Question
No 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.
No 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
There are no collections or any other policies dealing with utility services because the Oscarville Traditional Council currently does not provide any type of utility services.

Tax Problems

Essential Indicators
Answer Question
No The utility has a system to accurately calculate, track, and report payroll tax liabilities.
No 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
On March 20, 2012 a form requesting release of federal tax information from 2008 to 2011 was sent to Oscarville Traditional Council. At the time of this writing the Tribe has not responded to this request. The state Department of Labor (DOL) was contacted on March 21, 2012. DOL verified that Oscarville Traditional Council is not current on their Employment Security Contributions (ESC) account. Oscarville Traditional Council is on the Lien Watch dated January-February 2012 for $2,395 of ESC owed in 2001.

Personnel System

Essential Indicators
Answer Question
No The utility has a posted workers compensation insurance policy in effect.
Sustainable Indicators
Answer Question
No The utility has adopted and uses a Personnel Policy, which has been reviewed by an attorney, AML or Commerce for topics and language.
No 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.
No The utility has a probationary period for new hires that includes orientation, job training/oversight, and evaluations.
No The utility provides training opportunities to staff as needed and available.
Personnel System Comments
Oscarville Traditional Council has not provided a copy of its current workers compensation insurance policy.

Organizational Management

Essential Indicators
Answer Question
No The entity that owns the utility is known; the entity that will operate the utility is set.
No The policy making body is active in policy making of the utility.
No The policy making body enforces utility policy.
No The utility has an adequately trained manager.
No The utility has an adequately trained bookkeeper.
No The utility has an adequately trained operator or operators.
No 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.
No The policy making body meets as required.
No The utility complies with the open meeting act for all meetings.
Organizational Management Comments
The washeteria/water plant was closed in 2007 and Oscarville Traditional Council does not operate any type of utility service at this time. There are no policies related to utility services now or in the past. Oscarville Traditional Council was inactive from 2006 to May 2009. There is no utility operator at this time.

Operation of Utility

Essential Indicators
Answer Question
No The utility operator(s) are actively working towards necessary certification.
No 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.
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.
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
Oscarville Traditional Council has no certified water operators. Currently there is no water treatment plant or utility service provided.