Quarterly Report: 2008, January - March (Q3), Tununak

Community:
Tununak 
Staff:
 
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:
5/7/2008 
Community Sanitation Overview:
Water is derived from Muskox Creek. A flush/haul system began construction in 1992. Five homes were installed in 1995 and 13 more were added by 1999. Most residents currently haul water from six watering points. There are 13 honeybucket hoppers situated along the length of the village, serving 66 houses. The community relies on the washeteria for laundry and bathing. The school provides its own piped water system, and sewage discharges to the village drainfield. The landfill and washeteria need to be upgraded. Electricity is provided by AVEC. There is one school located in the community, attended by 110 students. Local hospitals or health clinics include Tununak Clinic (652-6829). Tununak is classified as an isolated village, it is found in EMS Region 7A in the Yukon/Kuskokwim Region. Emergency Services have coastal and air access. Emergency service is provided by a health aide  
RUBA Status & Activities This Qtr:
In December 2007 a Memorandum of Agreement to transfer the administration of all Tununak sanitation services and related property was signed between the Tununak Traditional Council and Tununak IRA Council. In March 2008 the Bethel RUBA Staff traveled to Tununak and completed a RUBA assessment. Also a RUBA Assistance Agreement was signed by the IRA President and approved by DCRA's RUBA Manager. Bethel Staff received an email from Tununak IRA with an attachment containing a Water and Sewer ordinance. The IRA is working to get the ordinance passed and adopted. 
RUBA Activities for the Coming Qtr:
Develop and adopt 2008 budget. Start doing finance reports. Enforce of collection policy and start doing billings. Get Workers Compensation Insurance coverage. Policy making body needs to start enforcing utility policies. Need to develop a Preventative Maintenance Plan.
Scores:
 
Essential Indicators:
17 of 26
Sustainable Indicators:
16 of 27
Total Score:
33 of 53

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.
Yes A monthly manager's report is prepared.
No Budget amendments are completed and adopted as necessary.
Finances Comments
Need FY 2008 budget, IRA is working on this also the development of finance reports. The electric and fuel bills are subsidized. Manager reports are verbal and recorded in the meeting minutes.

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.
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.
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
Each customer has a ledger in QuickBooks Pro. Accounting system is in QuickBooks Pro.

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.
N/A 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
Refunds from IRS to Tununak is recorded at $6,000.00 but no documentation. IRS Authorization to Request Federal Tax Information 3/13/08 came back with good results.

Personnel System

Essential Indicators
Answer Question
No 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.
No 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.
Yes 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
IRA has a written evaluation process and formats on file. The IRA council does all the hiring and firing. Probation period is 90 days.

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.
No 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
Water and sewer services are under an MOA between the Tununak Traditional Council and the Native Village of Tununak - IRA.

Operation of Utility

Essential Indicators
Answer Question
Yes 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.
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.
Yes The operator provides status reports to the manager on a routine basis.
Yes 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
Need a Preventative Maintenance Plan.