Quarterly Report: 2008, July - September (Q1), Venetie

Community:
Venetie 
Staff:
Leroy Seppilu  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Village of Venetie 
Population:
184  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
10/17/2007 
Community Sanitation Overview:
Water is derived from a well near the Chandalar River, then treated and stored in a tank. The existing well has an interim permit pending determination of whether it is to be classified as groundwater or ground water under the direct influence of surface water (GWUDISW). A circulating system and septic tank system constructed in 1980 failed within two years of construction. The water transmission line froze last year, and the utility is still using 'fire hoses' on a portion of its water transmission line, until funding is available for a more permanent solution. Currently six homes and the health clinic are on a flush/haul system. A washeteria constructed in the early 1990's has 6 washers and six dryers, plus shower facilities. Electricity is provided by Venetie Village Electric. The washeteria also uses a small solar power system to provide some electricity. Construction of a new lagoon was completed in 2005, and it has been operating satisfactorily. There are plans for construction of a haul garage and for installation of 15 more water/sewer haul services. 
RUBA Status & Activities This Qtr:
Contact with the Venetie Tribal Council has been via telephone this quarter. The new RUBA made contact with the tribal administrator, however the administrator went on an extended subsistence leave before more contacts or a trip was planned. Contacts have been minimal during this quarter and a trip will be planned next quarter to update the assessment and provide assistance. 
RUBA Activities for the Coming Qtr:
RUBA staff will travel to Venetie to meet with the council and tribal administrator to make a RUBA assessment. The tribal administrator has invite the new RUBA staff to travel to the community. RUBA staff hopes to make at least two trips in the next quarter.
Scores:
 
Essential Indicators:
27 of 27
Sustainable Indicators:
21 of 27
Total Score:
48 of 54

Finances

Essential Indicators
Answer Question
Yes 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.
Yes 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.
Yes YTD revenues are at a level equal to or above those budgeted.
Yes 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
There has been minimal contact with the tribe this quarter and only a couple of telephonic contacts were made.

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
The tribal administrator has said that he is interested in having training with QuickBooks Pro. The tribe has been invited to a future QuickBooks Pro training scheduled for Fairbanks in November. This class is sponsored and funded by DCRA/RUBA.

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
The tribe still has a repayment plan in place with IRS for the years 2000-2003. The IRS reports they are currently in compliance.

Personnel System

Essential Indicators
Answer Question
Yes 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.
Yes 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.
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.
No 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
The tribe still currently only has two employees working in the office, two in the washeteria, two in the clinic and one in the power plant. The administrator has expressed interest in having RUBA staff travel to the community to do a RUBA assessment next quarter.

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
There has not been any change on organizational management issues this quarter.

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.
No 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.
Yes The utility maintains an inventory control list.
Yes The utility maintains a critical spare parts list.
Operation of Utility Comments
The operator is not certified as of yet.