Quarterly Report: 2012, January - March (Q3), Port Graham

Community:
Port Graham 
Staff:
Michele Aranguiz  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Native Village of Port Graham 
Population:
171  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
5/1/2012 
Community Sanitation Overview:
Water is derived from a surface source, is treated and stored in a 50,000-gallon redwood tank. Port Graham has a piped water system and sewage disposal in a community septic tank. A sludge lagoon was recently completed. 66 homes and facilities are served by the system; almost 90% of households are fully plumbed. Port Graham Corporation operates the washeteria. The community has requested funds for a new 150,000-gallon water storage tank to provide better treatment and pressure, and to connect Duncan Heights Subdivision to the system. 
RUBA Status & Activities This Qtr:
Numerous requests for updated financial information have not been fulfilled. This community was reassigned to Michele Aranguiz in March 2012. An e-mail was sent, requesting an opportunity to schedule an onsite visit in order to fully update the RUBA assessment, which has been expired since 2008. A response was received on March 29, 2012 from Francis Norman, Administrator, stating that the community was engaged in an audit and that information would be forwarded within the next week. Anchorage RUBA staff will continue to seek an opportunity to do an onsite update of Port Graham's full RUBA assessment. Presently, indicators have been shifted to 'nos' to reflect a lack of current documentation. 
RUBA Activities for the Coming Qtr:
RUBA staff hopes to fully update the Port Graham RUBA assessment with an onsite visit in the upcoming quarter. As a RUBA assessment requires the invitation of the community, RUBA staff will continue to contact the community and encourage Port Graham to update their full RUBA assessment. The prior assessment noted many essential and sustainable indicators were being met; a new assessment will likely document a well organized management system.
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
Updated financial information has not been received; this community's RUBA assessment expired in 2008. It is unknown whether essential and sustainable indicators are being fulfilled.

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
Updated accounting information has not been received; this community's RUBA assessment expired in 2008. It is unknown whether essential and sustainable indicators are being fulfilled.

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
A current signed Release of Federal Tax Information form has not been received. These indicators will be adjusted when Anchorage RUBA staff is able to check on current Federal Tax Status with the IRS.

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
Updated personnel information has not been received; this community's RUBA assessment expired in 2008. It is unknown whether essential and sustainable indicators are being fulfilled.

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
Updated organizational information has not been received; this community's RUBA assessment expired in 2008. It is unknown whether essential and sustainable indicators are being fulfilled. The water operator database notes two operators in Port Graham. The first is certified in Water Distribution, Provisional and Water Treatment Level 1, with both certifications expiring on 12/31/2012. Continuing Education Unit (CEU) requirements have not yet been met for certificate renewal. The second listed operator has a Water Distribution, Provisional certification which expired on 12/31/2011. Required CEUs are in place, and the certification can still be renewed.

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
Updated operational information has not been received; this community's RUBA assessment expired in 2008. It is unknown whether essential and sustainable indicators are being fulfilled.