RUBA Community Status Report

Community Name: Sleetmute


Community:

Sleetmute

RUBA:

Yes

Staff:

Ken Berlin

Agreement:

No

DCA Region:

Bethel

Agreement Date:

Region:

Yukon-Kuskokwim Delta

Exp Date:

Govt Type(s):

Unincorporated

Borough:

Unorganized

Assessment Date:

7/16/2008

Population:

92

Active Community:

Yes

Date Updated:

12/6/2013


Community Sanitation Overview:

A new pumphouse with treated water and several individual wells are used in the community. Currently, 21 homes, community hall, washeteria and the school are hooked to the new piped water and sewer system. There are nine homes with individual wells and septic tanks. There is a landfill site southeast of the airstrip.

RUBA Status
and Activities
this Quarter:

Alaska Native Tribal Health Consortium, Alaska Rural Utilities Cooperative (ARUC) has provided full management and operation services to the Tribe's water and sewer utility.

 

Capacity Indicator: Finances

Essential Indicators:

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:

No

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.

Comment:

ARUC provides the community and RUBA staff with a balanced FY14 budget and monthly finance reports comparing year-to-date, monthly, and annually budgeted revenues and expenditures for the utility. Finance reports are current to October 2013. ARUC pays all of the utility's electric bills in full on a monthly basis and ensures the utility has an adequate supply of fuel for operational purposes.

 

Capacity Indicator: Accounting Systems

Essential Indicators:

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:

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.

Comment:

Alaska Native Tribal Health Consortium, Alaska Rural Utilities Cooperative (ARUC) has provided full management and operation services to the Tribe's water and sewer utility.

 

Capacity Indicator: Tax Problems

Essential Indicators:

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.

N/A

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.

Comment:

On December 2013 IRS and the State Department of Labor reported that ARUC, the managing entity for this utility, is compliant with federal and State tax deposit requirements.

 

Capacity Indicator: Personnel System

Essential Indicators:

Yes

The utility has a posted workers compensation insurance policy in effect.

Sustainable Indicators:

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.

Comment:

The utility's worker's compensation insurance policy is provided through ARUC.

 

Capacity Indicator: Organizational Management

Essential Indicators:

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:

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.

Comment:

The Sleetmute Traditional Council has a memorandum of agreement (MOA) with ARUC to operate its utility. Through the MOA, ARUC has the authority to set rates, ordinances, policies, and procedures for the utility.

 

Capacity Indicator: Operation of Utility

Essential Indicators:

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:

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.

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.

Yes

The utility maintains an inventory control list.

Yes

The utility maintains a critical spare parts list.

Comment:

ARUC manages the Tribe's utility operator(s) and has a preventative maintenance plan in place for the utility. RUBA staff verified that as of October 2013 the utility is on the Significant Non-Complier (SNC) list.

RUBA Activities for the Coming Quarter:

RUBA staff will continue monitoring monthly finance reports and other documents.