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

Community:
Circle 
Staff:
Leroy Seppilu  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Circle Native Community 
Population:
90  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
10/17/2007 
Community Sanitation Overview:
Most homes haul treated well water from the washeteria/fire station or the school. Outhouses and honeybuckets are used for sewage disposal. All homes lack plumbing facilities. A feasibility study and master plan is underway to examine infrastructure alternatives. The landfill is located at mi. 156.5 Steese Hwy. Electricity is provided by Circle Electric Inc. 
RUBA Status & Activities This Qtr:
RUBA staff made a visit to the community during this summer to introduce himself to the staff. The visit was very brief, but productive. The staff expressed interest in having RUBA staff assist with training. The $2.6m w/s utility project is on hold because of the past financial problems the tribe faced and is still having problems with. The state has confiscated most of the tribe's property and was in the process of a forced move to another location for its tribal offices. 
RUBA Activities for the Coming Qtr:
RUBA staff will be making a couple of trips in the next quarter to meet with the tribal council to determine what needs to be done to meet essential and sustainable indicators identified in a RUBA assessment. The 1st chief is willing to work with RUBA on meeting the indicators.
Scores:
 
Essential Indicators:
0 of 10
Sustainable Indicators:
0 of 5
Total Score:
0 of 15

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
All the tribe's finances are handled by TCC, Inc. now due to the fact that the tribe's finances were mishandled by a former tribal administrator two years ago. The two employees are paid directly by TCC. The administrator and the housing coordinator just handle the paperwork for grants, but not the finances. The 1st chief called and asked RUBA assist the tribe get the $2.6m w/s utility project going. This will be a tremendous effort, but RUBA is more than willing to get it going. The w/s project may be a flush-haul system.

Accounting Systems

Essential Indicators
Answer Question
N/A The utility has adopted a collection policy and actively follows it.
N/A The utility bills customers on a regular basis.
N/A An accounts receivable system is in place which tracks customers and reports past due accounts and amounts.
N/A An accounts payable system is in place.
N/A The payroll system correctly calculates payroll and keeps records.
N/A A cash receipt system is in place that records incoming money and how it was spent.
N/A The utility has a cash disbursement system that records how money was spent.
Sustainable Indicators
Answer Question
N/A A chart of accounts is used that identifies categories in a reasonable, usable manner.
N/A Monthly bank reconciliations have been completed for all utility accounts.
N/A 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 tribal administation has handed over its financial control over to TCC, Inc.

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
The tribe has been placed on a non-active list by IRS. Employment Security Division, however, still requires them to make the ESC quarterly tax reports, even if the figures are $0.

Personnel System

Essential Indicators
Answer Question
N/A The utility has a posted workers compensation insurance policy in effect.
Sustainable Indicators
Answer Question
N/A The utility has adopted and uses a Personnel Policy, which has been reviewed by an attorney, AML or Commerce for topics and language.
N/A The utility has adequate written job descriptions for all positions.
N/A The utility has adopted and follows a written personnel evaluation process that ties the job description to the evaluation.
N/A The utility has an adequate written hiring process.
N/A The utility has personnel folders on every employee that contain at least: I-9, Job Application and Letter of Acceptance.
N/A The utility has a probationary period for new hires that includes orientation, job training/oversight, and evaluations.
N/A The utility provides training opportunities to staff as needed and available.
Personnel System Comments
The tribal administrator manages the administration department at a minimal level. Her duties are limited and the tribe does not administer any grants.

Organizational Management

Essential Indicators
Answer Question
N/A The entity that owns the utility is known; the entity that will operate the utility is set.
N/A The policy making body is active in policy making of the utility.
N/A The policy making body enforces utility policy.
N/A The utility has an adequately trained manager.
N/A The utility has an adequately trained bookkeeper.
N/A The utility has an adequately trained operator or operators.
N/A The utility has adopted the necessary ordinances (or rules and regulations) necessary to give it the authority to operate.
Sustainable Indicators
Answer Question
N/A The utility has adopted an organizational chart that reflects the current structure.
N/A The policy making body meets as required.
N/A The utility complies with the open meeting act for all meetings.
Organizational Management Comments
The 1st chief has asked RUBA to assist the tribe to 'get back on its feet'. The tribe will need to meet at least 26 essential and sustainable indicators previously identified in a RUBA assessment. A $2.6m w/s utility project is on hold due to this issue.

Operation of Utility

Essential Indicators
Answer Question
N/A The utility operator(s) are actively working towards necessary certification.
N/A The utility has a preventative maintenance plan developed for the existing sanitation facilities.
Sustainable Indicators
Answer Question
N/A 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.
N/A The utility has a safety manual and holds safety meetings.
N/A Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.
N/A The utility is operating at the level of service that was proposed.
N/A 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.
N/A The utility maintains an inventory control list.
N/A The utility maintains a critical spare parts list.
Operation of Utility Comments
The tribe does not have utility employees.