Quarterly Report: 2007, July - September (Q1), Pitkas Point

Community:
Pitkas Point 
Staff:
Margaret Hansen  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Native Village of Pitka's Point 
Population:
103  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
11/29/2006 
Community Sanitation Overview:
Water is supplied by a small stream and infiltration gallery. Residents haul treated water from the washeteria and use honeybuckets. Approximately one-fourth of homes have running water for the kitchen. A few homes and facilities are connected to a community septic tank, but no homes have complete service. The water treatment plant and washeteria were recently renovated. The community wants to develop a piped water and sewer system, and a Master Plan was completed February 2004. Electric power is provided by a transmission line from St. Mary's. Electricity is provided by AVEC. 
RUBA Status & Activities This Qtr:
This quarter, there has been a staff turnover once again. The bookkeeper and Secretary positon are vacant. Job openings have been posted. Thelma Wasky, Tribal Administrator was the only administration staff until Betty Riley was hired temporarily till these two positions are filled. Reminders of monthly financial reports have requested. The July report was not completed. Contact and instructions were provided to the Tribal Administrator. Throughout the quarter, RUBA has been following up with this administration, reviewing drafts, providing recommendations and receiving completed final documents. The organization will continue faxing necessary documents as they are completed in a continued effort to keep indicators met. RUBA will continue work with this organization and follow up to make sure all remaining indicators are met and kept met.  
RUBA Activities for the Coming Qtr:
Continue follow up, to make sure the essential indicators are still met. RUBA will work with Thelma Wasky, Acting Tribal Administrator to meet the remaining sustainables.
Scores:
 
Essential Indicators:
26 of 27
Sustainable Indicators:
19 of 27
Total Score:
45 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.
No 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
Essentials are not met. RUBA has had to request a monthly financial report from this organization. The Tribal Administrator is the only administrative staff currently for this organization since the turnover. She faxed in a report that was incomplete. Instructions were provided and requested a complete copy. She is still learning excel and is in the process of making corrections to the report. Revenues through user fees and other subsidy cover operating, repair and replacement costs.

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
Essentials are met. A utility ordinance now exists for this organization. A copy adopted by the council was provided to RUBA. Actual customer billing was implemented the early part of February 2006 and continues to date. Process of having staff input all data into the QuickBooks Pro system continues. This system does have an internal chart of accounts by class. A copy has been received by RUBA. Bank reconcilitations are completed timely.

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 met. This organization continues to be in compliance. Copies of deposits and Employer Federal Liability (941) forms have been provided to RUBA.

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.
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.
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
Workmans Comp coverage continues for this organization. A copy is in RUBA files. With the administrator position turnover, RUBA is hopeful that the plan to revisit the personnel policy will take place by the new administrator and council. RUBA needs to follow up on this. The Tribal Administrator has hired a temporary Secretary, Betty Riley to help her till a full time person is hired. Josephine Tinker 8/22/06 as the bookkeeper. She will be starting the following day.

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
No 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
Essentials are met. A utility ordinance has been created, adopted, and enforced by the council. With this new administration staff for this community, RUBA is hopeful that the enforcement of the Utility Ordinance continues.

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.
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
Essentials continue to be met. This community will continue to be listed on the SNC list until the new sources and treatment plant are on line. Turbidity continues to be problem in their current configuration. RUBA to follow up on rescheduling of operator training for this fall.