RUBA Community Status Report

Community Name: Kwigillingok


Community:

Kwigillingok

RUBA:

Yes

Staff:

Ken Berlin

Agreement:

Yes

DCA Region:

Bethel

Agreement Date:

5/22/2008

Region:

Lower Kuskokwim

Exp Date:

5/22/2010

Govt Type(s):

Tribal Council

Borough:

Unorganized

Assessment Date:

12/28/2010

Population:

361

Active Community:

Yes

Date Updated:

12/5/2013


Community Sanitation Overview:

The village council operates the central watering point and washeteria. A new water treatment plant is completed and producting potable water now. Water is derived from snow, ice melt and rain from a new man made lake reservoir and treated. They also have a wastewater lagoon. A new land fill site is being worked on and should be completed soon. About fifty percent of the residents are on the flush haul system, the remainder use honeybuckets. Honeybuckets are disposed by residents at private pits. The school operates its own surface water treatment facility but shares the wastewater lagoon with the washeteria.

RUBA Status
and Activities
this Quarter:

A calendar year 2013 budget is on file with meeting minutes dated March 18, 2013. Finance reports are up to date to August 2013 with meeting minutes. The administrative staff had a turn over this summer and a new administrator was hired, but now she is on maternity leave. A temporary administrator was hired until she comes back to work.

 

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:

The CY13 budget is completed and a copy is on file in the Bethel office, with meeting minutes dated March 18, 2013. The finance reports are up to date to August 2013 with meeting minutes. The utility is current on their electric bills according to the last billing statement. Fuel is bought from a local vendor. The new washeteria is subsidized from general fund accounts, mainly from equipment rental. The flush haul system is subsidized from Kwigillingok Power Company. A new water treatment plant is completed and conveyed to the Kwigillingok IRA Council. The current flush and haul rates are low and are being reviewed by staff to raise rates to cover operation and maintenance costs. A new business plan is being created for the new water treatment plant and washeteria. A rate study for the flush haul system is being considered for next quarter.

 

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:

Kwigillingok IRA Council has a collection policy, but it needs to be updated. Customers are billed every month. Accounts receivables, accounts payables, payroll system, cash receipts and cash disbursement system are computerized in QuickBooks Pro 2012. The flush haul system is managed by the Kwigillingok IRA Council and the Kwigillingok Power Company is managed by an advisory board. The washeteria is managed by the tribal administrator. A chart of accounts is on file. Accounts are reconciled every month. A purchase order system is in place.

 

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:

The IRS confirmed compliance on April 3, 2013. Alaska Department of Labor and Workforce Development reported that Kwigillingok has filed all required employment security reports up to June 2013. July-August 2013 Lien Watch indicates no liens against the community.

 

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:

Kwigillingok IRA workers compensation insurance coverage is valid as of October 1, 2013 with Alaska National Insurance Company. The Bethel regional office has a copy of the personnel policy, which includes job descriptions. This personnel policy is currently being updated. All staff are evaluated each year. The utilities director emphasized that the operators are on a performance based evaluation and their hours are based on their workload. The utility personnel files are complete and contain I-9s. The personnel policy contains provisions for an employee probation period, which is followed. When training opportunities become available for employees, they are allowed to attend.

 

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.

No

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 utility is operated by the Kwigillingok IRA Council. The council meets regularly each month and is active in policy making for the utility. The council complies with the Open Meetings Act for each regular meeting they hold. The meetings are posted three days in advance with written flyers throughout the community. The utility manager has worked for the Kwigillingok IRA Council since 1983. The bookkeeper has been working for the IRA Council since 2004. A new water treatment operator was hired recently and is currently being trained on the job by ANTHC. The water operator is scheduled to go to a water treatment training, in order to acquire certification. The bookkeeper and utility manager attend training sessions when they become available. Utility Ordinance number 2005-10-01 was submitted to the Bethel regional office, as was an organizational chart. These documents are in the community file.

 

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".

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.

Comment:

The Kwigillingok IRA Council operates the new washeteria. Community members use rain water and ice for drinking water. The tribe provides services to empty wastewater tanks and water haul services. The utility operator was recently hired and is being trained on the job. The preventative maintenance plan for the new water treatment plant and the new washeteria is outlined in the operations and maintenance manual. The utility manager does spot checks to the washeteria and verbally receives information on maintenance and other issues which is written and presented to the council at their monthly meetings. The utility manager stated he holds safety meetings once a month but did not submit a written safety manual. The utility has not suffered any major problems or outages due to management issues to date. The utility ordinance states that the primary service shall be to provide water haul service and wastewater tank evacuation of homes. No inventory control or critical spare parts lists were provided, but the ANTHC engineer told administrative staff the new systems will come with both.

RUBA Activities for the Coming Quarter:

Staff will continue to work with the utility manager on improving operations and assisting when requested.