Quarterly Report: 2007, July - September (Q1), Kwigillingok

Community:
Kwigillingok 
Staff:
Margaret Hansen  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Native Village of Kwigillingok 
Population:
361  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
11/29/2006 
Community Sanitation Overview:
The Village Council operates the central watering point and washeteria. Water is currently derived from snow and ice melt and a lake reservoir, is treated, and hauled by residents from the washeteria. Water shortages are common. The school operates its own surface water treatment facility, but shares a sewage lagoon with the washeteria. Homes are not plumbed. Honey buckets are disposed of by residents. Infrastructure improvements are underway to develop a community system. 
RUBA Status & Activities This Qtr:
RUBA made a community trip August 3-4, 2006 and conducted a follow up assessment with the Water/Sewer Utility. RUBA continues contact through phone, fax and mail(large documents). The assessment shows that there are a couple essentials that have not been met. This Utility has not yet been included in the organizational budget and financial reports since the Utility financial management continues to be in the development stages. The Budget is a work in progress. Once this has been completed then the monthly financial reports utilizing the RUBA format will be completed and sent. The Utility manager has informed RUBA that they are still going through growing pains. They are in the process of getting the Water/Sewer departmental financial data, customer accounts and taxes situated within this program. The Electric Utility has received the pay meters but have not yet installed a majority of the customers. Plans to intergrate the Water/Sewer accounts is still a future plan. RUBA will now be working directly with the Utility Manager and his staff to address the essentials of this Utility.  
RUBA Activities for the Coming Qtr:
Follow up on indicators is on-going. RUBA has been invited to attend a public meeting last week of August 2006. In the meantime, phone and fax followups continue with the Utility Manager and Administrator.
Scores:
 
Essential Indicators:
24 of 27
Sustainable Indicators:
18 of 27
Total Score:
42 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.
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
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
Essentials and sustainables are not met. The Water/Sewer Utility is still in the administrative and management development. During this RUBA trip, the budget was semi-complete. The Utility manager has put together an expense for the budget. The revenue side has yet to be completed. Oscar Evon, Tribal Administrator and William Igkurak, Utility Manager sat with RUBA to discuss the Utility Budget. They have asked for two weeks before a final can be submitted to RUBA. Currently the staff are busy getting ready for subsistence berry camp. Commercial fishing is still on-going. RUBA recommended that once a draft has been completed to send this to RUBA for reveiw. Monthly financial reports through the Quick Book's Pro system of profit and loss are provided for council meetings. The Utility manager explains these reports to the council. He has informed them that this W/S Utility has been at a loss and the electric has been subsidizing this. He informed them that this is not good. He would rather see the Water/Sewer Utility sustain itself through other means of subsidy monies. The Utility Manager has already started the fall fuel order. This is a work in progress. He is awaiting to receive a reply from Crowley for the fall top off delivery. The Electric Utility purchases fuel for all Kwigillingok I.R.A. services. According to the Utility Manager, the Electric Utility sustains itself.

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.
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
All indicators continue to be met. A Utility ordinance exists for this department. Customers are billed monthly. A rate increase took place this August from $10.00 each for water/sewer to $25.00. The electric Utility of this organization has received the pre-pay meters. They are still in the process of installation for the electric customers. Educating the users takes place before installation for those who want this meter. They plan to intergrade this to the water/sewer customers in the near future. They are confident that this will keep all customer accounts current. They plan to require a down payment to any delinquent customer account on top of the delivery request. The purchase system currently used is a check request. Since they do not yet have a budget for this utility, they have not been able to compare proposed purchase to budgeted amounts. However, the purchase request goes through a approval prior to purchase. The Utility Manager has informed RUBA that he will eventually also have a purchasing system in place.

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
All essentials are met. This organization is current with filing and tax deposits per Mr. Moss, IRS Officer. Copies of 4 quarter Employer Federal Liability Tax form (941) were provided to RUBA as well as deposit copies.

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.
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
All indicators continue to be met. This organization has workers compensation insurance coverage from May 9, 2006 to May 9, 2007 through Alaska National Insurance Co. RUBA received a coverage statement copy.

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
Essential and Sustainable indicators continue to be met. This organization has long term employees and a very active council that has been a benefit to the oranization and the community.

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
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.
Yes 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
Essential indicators continue to be met. Operators are reporting verbally about the system to the manager. Ben White and Jones John are the operators. They are planning to have Ben White attend the fall OIT through YKHC/OEH. This utility still appears on the SNC-SWTR list. According to EPA, system continues to be on a long term boil water notice for inadequate treatment facilities. Water is used only for washing and not consumed by residents. Presently the system does not disinfect due to high iron content of water. Once the water treatment project is complete, they are still hopeful that this will resolve the problem. RUBA provided samples copies of daily, weekly and monthly check lists to the Utility Manager. Explanation of the importance of having a inventory and critical spare parts list has been provided to the operators. Recommended they search an O and M manual for the existing facility for these lists.