Quarterly Report: 2013, January - March (Q3), Tyonek

Community:
Tyonek 
Staff:
Jedediah Smith  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Native Village of Tyonek 
Population:
199  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
4/22/2013 
Community Sanitation Overview:
The community has completed a feasibility study to address freezing problems in their water main loop project and to upgrade the sludge lagoon. A piped water and sewer system serves the entire community -- approximately 90 homes and facilities. Water is derived from Second Lake, is treated and stored in a 175,000 gallon tank. Back-up water supplies are available from a lake near the airport. The community wants to develop a groundwater source. A small coin-operated washeteria, with one washer and dryer is available. 
RUBA Status & Activities This Qtr:
The Native Village of Tyonek has signed an agreement with the Alaska Rural Utilities Collabrative (ARUC) program ran by Alaska Native Tribal Health Consortium (ANTHC). The ARUC program has the responsibility of all the utility financial, managerial, and techinical operations.  
RUBA Activities for the Coming Qtr:
The utility is fully handled by ARUC at this time. Should the community require RUBA support, this will be made available.
Scores:
 
Essential Indicators:
23 of 26
Sustainable Indicators:
25 of 27
Total Score:
48 of 53

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
Monthly finance reports are prepared by ARUC showing revenues and expenditures for both the Tyonek system and the ARUC management of the system. This report lists expenses and revenue categories with columns showing amounts for 'This Month' 'Last Month' Year to Date' and Budget.

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 essentials continue to be met. Payments of money orders or checks only are sent to a lock box at Wells Fargo. Wells Fargo emails a list of payments daily to ARUC. Through the Memorandum of Agreement, ARUC has the authority to change customer rates. The manager and accountant make recommendations to the advisory board who votes support or non-support of the request. A vote of support is sent on to the ANTHC Board of Directors for action.

Tax Problems

Essential Indicators
Answer Question
No The utility has a system to accurately calculate, track, and report payroll tax liabilities.
No The utility is current on filing tax reports.
No 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.
Tax Problems Comments
It is unknown whether Tyonek is current with Federal and State deposits and filing requirements. RUBA has not receive a signed authorization to request tax information from the community. Tax clearance from the Alaska Department of Labor dated March 15, 2013 has been granted.

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.
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.
Personnel System Comments
The utility has a posted worker's compensation insurance policy under the umbrella of ARUC. The insurance covers all employees of ARUC including the operators in Tyonek. All ARUC employees follow the ANTHC adopted personnel policy. This policy was reviewed by an attorney. Employees are at-will hire. An evaluation is performed at 90 days and one year from hire. The blank evaluation form is attached to the position description and presented to the employee upon hire. All new hires attend a corporate orientation for 2 1/2 days in Anchorage for instruction regarding company policies, procedures, and department specific orientation. On-site training is also provided. Job openings are posted, with job titles and duties, in the village at least one week if the manager deems expediency is necessary. Native hire and local hire is encouraged when possible.

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
Tyonek has signed a Memorandum of Agreement with ANTHC/ARUC to operate the utility. ANTHC/ARUC has an advisory board that meets three times a year to recommend policy and procedures via letters of support to the ANTHC Board of Directors who has the authority to set rates, ordinances, policies, and procedures for the Tyonek Utility. The ARUC Manager also is diligent in personally attending city council meetings for all ARUC communities. The project manager/accountant is responsible to oversee the accounting procedures for all ARUC communities. ANTHC finance department tracks and issues payroll.

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.
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.
Operation of Utility Comments
A 'Safety Guidelines for Utility System Operators' is provided to all operators. Safety training is provided in conjunction with regularly scheduled operations training. ANTHC/ARUC hires summer interns to complete the Consumer Confidence Reports. An additional assignment to the intern project was the completion of an inventory control and critical spare parts list. ARUC maintains a large spare parts inventory. With the stable labor force and frequent Remote Maintenance Worker on-site support, maintenance requirements are minimal.