Quarterly Report: 2007, October - December (Q2), Port Heiden

Community:
Port Heiden 
Staff:
John Nickels  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Native Village of Port Heiden 
Population:
89  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
1/23/2007 
Community Sanitation Overview:
Individual wells and septic tank systems are used by most homes in Port Heiden. The school operates its own well and treatment system. 31 of 37 occupied households are fully plumbed. The City currently provides septic pumping services, and collects refuse three times a week. The landfill is located 6.5 miles northeast of the community. A VSW project is underway that is replacing septic tanks, and a new septic pumper truck is to be purchased and operated by the tribal council, replacing the service previously offered by the city.  
RUBA Status & Activities This Qtr:
There was no RUBA contact this quarter with the Port Heiden Native Council. 
RUBA Activities for the Coming Qtr:
RUBA staff will be ready to assist the Native Village of Port Heiden, if requested, in correcting sustainable assessment indicators and implementing their plan to begin a septic pumping service for the community.
Scores:
 
Essential Indicators:
24 of 24
Sustainable Indicators:
5 of 8
Total Score:
29 of 32

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.
N/A 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
N/A The utility is receiving revenues (user fees or other sources sufficient to cover operating expenses and Repair & Replacement (R) costs.
N/A YTD revenues are at a level equal to or above those budgeted.
N/A YTD expenditures are at a level equal to or below those budgeted.
N/A A monthly manager's report is prepared.
N/A Budget amendments are completed and adopted as necessary.
Finances Comments
A balanced budget for the proposed septic pumping service has been adopted by the Native Council. Revenues are based on the utility charge times the number of customers in four different classes.

Accounting Systems

Essential Indicators
Answer Question
Yes The utility has adopted a collection policy and actively follows it.
N/A 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
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
The Native council has adopted a utility ordinance modeled after the RCA sample ordinance that includes sections on billing and collections. However, their intention is to have billing and collections handled by the city under the terms of a MOA between the city and tribe. The city has a pay-as-you-go utility billing system that is to include the charges for septic pumping, which will be forwarded to the tribe quarterly.

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
A tax release authorization was signed by the Native Council staff. IRS and DOL report the Tribe is in compliance with filings and reports.

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.
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.
Yes 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 worker's compensation policy was posted on the office wall. The Native Council has adopted a personnel policy, including sections on hiring and performance evaluations, but it is unknown to what extent the policy is followed.

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 Native Council does not own or operate other utilities within the community. They have agreed to provide septic pumping service until such time that the city, who provides other utilities and services, is able to manage it. The Native Council has adopted a utility ordinance which enables them to provide this service for the community.

Operation of Utility

Essential Indicators
Answer Question
N/A 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
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
There currently is no requirement for certification of septic pump operators. The project will purchase and deliver a new septic pumping truck to the community, and the Native Council intends to follow the recommendations for maintenance of the equipment given in the operation and maintenance manuals.