Quarterly Report: 2013, July - September (Q1), Chenega

Community:
Chenega 
Staff:
Michele Aranguiz  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Native Village of Chenega 
Population:
82  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
10/31/2012 
Community Sanitation Overview:
A surface water collection system with a dam, treatment, and storage capacity of 50,000 gallons, allows for piped distribution to all 25 homes in Chenega. Water treatment/storage improvements and a groundwater well source funds are being sought. Sewage is piped to a 10,000-gallon community septic tank. Refuse collection services are provided.  
RUBA Status & Activities This Qtr:
This community was reassigned to RUBA staff Aranguiz last quarter. Since then, the community has been contacted to attempt scheduling an on-site RUBA assessment; the prior RUBA assessment expired over two years ago. Financial information cannot be updated for this quarterly report without a new on-site assessment. Monthly financial statements, meeting minutes, and a signed federal tax information request have not been received. Contact was made with the acting clerk, with whom this RUBA staff has previous acquaintance. An invitation was offered to attend RUBA Clerk Management training; although the clerk was interested, she was unable to attend. The community does not currently have an Administrator; a representative from the Corporation is temporarily filling this role. Indicators are required to be switched to 'nos' until a new on-site RUBA management assessment can be realized. 
RUBA Activities for the Coming Qtr:
RUBA staff will continue to offer assistance to the community in updating their RUBA assessment. It is hoped that an onsite visit can be scheduled in this next quarter.
Scores:
 
Essential Indicators:
1 of 27
Sustainable Indicators:
1 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.
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
Update information has not been received; RUBA assessment expired.

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
Update information has not been received; RUBA assessment expired.

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
Tax clearance from the Alaska Department of Labor (received 09/24/2012) has been granted through June 30, 2012. A signed Federal Tax Information Request has not yet been received for this quarter. Indicators will be adjusted when federal tax compliance is confirmed.

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
Update information has not been received; RUBA assessment expired.

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.
Yes 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
Update information has not been received; RUBA assessment expired. The primary operator does not have current certification. The community's back-up operator is certified in Water Treatment - Provisional and Water Distribution - Provisional, with certification expiring on 12/31/2014. The secondary operator's CEU Requirements have been met.

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".
Yes 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
Update information has not been received; RUBA assessment expired. The primary operator does not have current certification. The community's back-up operator is certified in Water Treatment - Provisional and Water Distribution - Provisional, with certification expiring on 12/31/2014. The secondary operator's CEU Requirements have been met. The utility is not on the July 2012 'Significant Non-Complier' (SNC) list.