Quarterly Report: 2014, October - December (Q2), Copper Center

Community:
Copper Center 
Staff:
Jedediah Smith  
DCRA Regional Office:
Anchorage 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Native Village of Kluti Kaah 
Population:
400 (2012 Alaska Department of Labor Estimate) 
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
9/19/2013 
Community Sanitation Overview:
The majority of homes use individual water wells and septic tanks. Others haul treated well water from a site operated by Copper Center Safe Water. A private Glennallen firm delivers water to home storage tanks for a fee. The washeteria is currently not functioning. The well at Kluti-Kaah Memorial Hall is contaminated and on boil water notice. The school operates its own well water system. 75% of homes are fully plumbed. Refuse collection services are available from Copper Basin Sanitation. There is a local landfill, and an incinerator at mile 102 Richardson Hwy. Copper Valley Electric purchases power from the state-owned Solomon Gulch Hydro Facility, and owns diesel plants in Glennallen and Valdez. Electricity is provided by Copper Valley Electric Assoc. 
RUBA Status & Activities This Qtr:
RUBA Staff met with the Tribal Administrator on May 1, 2006 at Copper Center to provide assistance with the finances of the Council. RUBA staff loaded the sample excel spreadsheet on budgets and financial reports into the Administrators computer. We loaded the QuickBooks Pro 2006 version and QuickBooks Basic version 2003 to the administrators computer.  
RUBA Activities for the Coming Qtr:
RUBA staff will contiune to provide assistance via, phone, fax and email to the community. The Administrator attended a week long UTM Financial training in Anchorage during the month of December.
Scores:
 
Essential Indicators:
0 of 23
Sustainable Indicators:
0 of 18
Total Score:
0 of 41

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.
N/A The utility is current in paying all water/wastewater electric bills.
N/A 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
No current documentation received or contact with this community. The Native Village of Kluti-Kaah does not operate or maintain a utility for the community of Copper Center. The Native Village of Kluti-Kaah does not have a budget in place since the Copper River Native Association compact's the funds for the community with the Bureau of Indian Affairs. The Administrator provides financial data to the Council using an excel spreadsheet of the activities of the Council. The Administrator was training an individual to become the bookkeeper for the Native village. The bookkeeper was entering financial data into the computer using the Quicken program but has resigned from the council.

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
Although Kluti-Kaah does not operate a utility the Administrator is implementing the accounting system for the Council. The council did have an bookkeeper that was entering financial data but has resigned from her position.

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
No current documentation to validate this criteria.

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
No current documentation received.

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
No current documentation received.

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 Native Village of Kluti-Kaah does not operate a utility for the community. The Administrator is in the process of getting some staff members to start on the OIT training for the community. The Tribal Council is trying to resolve (ADEC) Alaska Department of Environmental Conservation requirements for the individual wells at the Community Hall and Headstart building. A representative for the Headstart building from RURAL Cap is providing assistance to the Administrator. The Denali Commission will be holding its quarterly meeting at Copper Center on May 23 at the Community Hall.