Quarterly Report: 2008, October - December (Q2), Pitkas Point

Community:
Pitkas Point 
Staff:
Flora Olrun  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Native Village of Pitka's Point 
Population:
103  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
1/24/2008 
Community Sanitation Overview:
Water is supplied by a small stream and infiltration gallery. Residents haul treated water from the washeteria and use honeybuckets. Approximately one-fourth of homes have running water for the kitchen. A few homes and facilities are connected to a community septic tank, but no homes have complete service. The water treatment plant and washeteria were recently renovated. The community wants to develop a piped water and sewer system, and a master plan was completed in February 2004. AVEC provides electricity through a transmission line from St. Mary's. 
RUBA Status & Activities This Qtr:
2007 budget was received by the Bethel regional office. The budget is missing revenue information. Monthly financial statements for 2007 first quarter, up to March was received. Updated copy of their workmen's compensation coverage with Alaska National Insurance Company effective through 3/1/08 was received. And a new authorization to request federal tax information was signed and sent out to IRS. They are currently on the SNC list for September 2007 violation with low free chlorine level readings and high turbity levels including prior months. Operator is continuing to send monthly operator reports. If they meet reporting requirments they should return to compliance by six months. 
RUBA Activities for the Coming Qtr:
RUBA staff will provide Water/Sewer Ordinance, Personnel Policies and an Election Ordinance. Also keep requesting monthly financial reports.
Scores:
 
Essential Indicators:
25 of 27
Sustainable Indicators:
20 of 27
Total Score:
45 of 54

Finances

Essential Indicators
Answer Question
No 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.
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
Yes 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.
Yes Budget amendments are completed and adopted as necessary.
Finances Comments
Pitka's Point Traditional Council submitted their 2007 budget and have begun to submit all the calendar year's monthly financial statements.

Accounting Systems

Essential Indicators
Answer Question
Yes The utility has adopted a collection policy and actively follows it.
Yes 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.
Yes 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
Essentials are met in this area. A utility ordinance exists for this organization and a copy is on file. Customer billing was implemented in February 2006. Bookkeeper Josephine Tinker is inputting all data using the QuickBooks Pro system. This system has an internal chart of accounts by class; RUBA has a copy on file.

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
They are currently in compliance with 941 quarterly reports with IRS and state reporting at this time. However, they have have not filed the 940's for tax periods from 2001 to 2006. The administrator has been made aware of this and she will look into getting them up to date. They are currently providing payroll tax payment reports to the Bethel RUBA staff every pay period.

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.
Yes 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.
No 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
Their current insurance covers April 2007 to April 2008. The administrator said that she needs to revise the job descriptions.

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
Their utility ordinance consists of three page Residential Utility Service Agreement. The Bethel staff will provide them an Regulatory Commission of Alaska (RCA) approved utility ordinance for the council and office staff to review and adopt in the future when the pipe system goes on line.

Operation of Utility

Essential Indicators
Answer Question
Yes 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
Yes 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
Two of Water Plant Operator, Jimmy Kozevnikoff's certificates have expired, Water treatment and water distribution. He needs recertification in the future. He has taken and completed Introduction to Small Wastewater Systems Training back in March 2007. He has also expressed a desire to take Boiler Maintenance training. They are currently on the SNC list for September 2007 violation with low free chlorine level readings and high turbity levels including prior months. Operator is continuing to send monthly operator reports. If they meet reporting requirments they should return to compliance by six months.