Quarterly Report: 2008, January - March (Q3), Pitkas Point

Community:
Pitkas Point 
Staff:
Flora Olrun  
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:
5/7/2008 
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 in February 2004. AVEC provides electricity through a transmission line from St. Mary's. 
RUBA Status & Activities This Qtr:
Bethel RUBA staff traveled to Pitkas Point on February 7, 2008 to complete a RUBA management assessment. Their 2008 budget in on file. The last monthly financial report submitted to the Bethel regional office was for the month ending March, 2008. On February 29, 2008 Pitkas Point submitted their Daily Preventative Maintenance Plan Check List. They are currently on the Significant Non-Compliance list for a September 2007 violation with low free chlorine level readings and high turbity level including prior months. If they continue to meet requirements, they should return to compliance by six months. A copy of the Authorization to Request Federal Tax Information dated, 1/7/08 is on file in the Bethel regional office. IRS found Pitka's Point Village Council to be compliant with all reports, tax payments and there are no outstanding federal tax liens. Their worker's compensation insurance expired on March 1, 2008.  
RUBA Activities for the Coming Qtr:
Pitkas Point has met all of the essential capacity indicators. Continue to work with Pitkas Point on the recommended sustainable indicators to be implemented.
Scores:
 
Essential Indicators:
26 of 27
Sustainable Indicators:
16 of 27
Total Score:
42 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
The tribal administrator provides financial reports to the tribal council on a monthly basis. Pitka's Point submitted their budget for 2008 signed by their council president, Ruth Riley. Overall the budget contains enough revenues to cover total expenditure costs for the year, therefore is balanced. Their utility, Safewater, is subsidized with discretionary funds from the general fund. The budget contains a line item for repairs and has sufficient revenue to cover operating costs. On February 14, 2008 they submitted a monthly financial statement which contained the budget, monthly expenditures and balance. The utility is current on water/wastewater electric bills and is subsidized from the general fund. Copies of January, 2008 payments made to Alaska Village Electric Corp. are on file. Pitkas Point purchases fuel from Crowley Marine who has a tank farm in St. Mary's. Pitkas Point is connected to Saint Mary's by a road. Because of this, they have no need to store a huge amount of heating fuel and only purchase enough to fill their 500 gallon tank. Monthly reports to the council are verbal, a copy of the minutes dated January 23, 2008 is located in the Bethel regional office file.

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
All essential and sustainable capacity indicators are met in this area. A utility ordinance exists for this organization and a copy is on file. The utility ordinance contains a collection policy under section twelve. Trash and sewer services are prepaid before services are rendered. Although these services are available to the public, many people choose to do this work themselves. Customer billing for water deliveries, which is done with a delivery truck, was implemented in February 2006 and a sample is on file. This system has an internal chart of accounts and a copy on file. The following bank accounts, General Fund and Safewater, are reconciled on a regular basis by the bookkeeper. A copy of their purchase order that requires prior approval for purchases is on file. The following customer documents are on file: price lists for the laundromat which includes prices per gallon for hot and cold water, prices for water deliveries and trash pickup services, customer receivables for trash pick-up, and a sample customer account for water deliveries.

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
They are currently in compliance with 941 quarterly reports with IRS and state reporting at this time. A copy of the Authorization to Request Federal Tax Information dated, 1/7/08 is on file in the Bethel regional office. IRS has found Pitka's Point Village Council to be compliant with all reports, tax payments and there are no outstanding federal tax liens. The last four quarterly tax reports are on file in the Bethel regional office.

Personnel System

Essential Indicators
Answer Question
No 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.
No 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
Their worker's compensation insurance expired on March 1, 2008. Copy of their personnel policy is on file but does not contain language for a hiring process, probation period or evaluation of employees. Job descriptions for the Tribal Administrator, Tribal Clerk, Bookkeeper, Maintenance Worker, Custodial Worker and Maintenance Man (Public Works Director) are on file. The tribal administrator has not conducted any written personnel evaluations. Employee files contain I-9s and are complete.

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
The Bethel regional office has on file a Water and Sewer Utility Ordinance for Pitka's Point which was approved on February 2, 2006 and signed by the Traditional President and Secretary. The Pitkas Point Traditional Council meets monthly and is active in policy making of the utility. The utility worker has worked for Pitkas Point Safewater for two years and there are plans for him to attend additional training when it becomes available. Copies of his successful completion of Introduction to Small Wastewater Systems for March 22, 2007 and Electrical Control for Utility Operators for May 24, 2007 are on file. The bookkeeper will attend the utility management training workshop in Bethel in February. There is no organizational chart that has been approved the council. The tribal council meets monthly and they are in compliance with the open meetings act, although it is not required for tribal entities.

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.
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.
No The operator provides status reports to the manager on a routine basis.
No 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
The Water Treatment Plant Operator has taken and completed Introduction to Small Wastewater Systems Training in March of 2007. He also expressed a desire to take Boiler Maintenance training. On February 29, 2008 Pitkas Point submitted their recent Daily Preventative Maintenance Plan Check List. The tribal administrator receives handwritten operations and maintenance information, does not receive any monthly reports from the utility operator and does not carry out spot checks. They do have a safety manual but has not conducted any safety meetings. The customer service agreement lists the utility services that would be provided by Pitkas Point. Pitkas Point Safewater is continuing to operate at the level of service stipulated in the agreement. Their latest consumer confidence report dated 2006 is on file. They still have to complete the consumer confidence report for 2007. They are currently on the SNC list for September 2007 violation with low free chlorine level readings and high turbity levels including prior months. If they meet reporting requirements, they should return to compliance by six months. They did not submit an inventory control list or a critical spare parts list.