Quarterly Report: 2014, April - June (Q4), Lime Village

Community:
Lime Village 
Staff:
Roberta Eleazer  
DCRA Regional Office:
Anchorage regional office 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Lime Village 
Population:
25 2013 Department of Labor Estimate 
Assessment Status:
Assessment Completed 
Assessment Date:
8/3/2012 
Exp Date:
 
Last Updated:
6/20/2014 
Community Sanitation Overview:
Lime Village is located on the Stony River, 50 miles southeast of its junction with the Kuskokwim River. The village is 111 air miles south of McGrath, 137 air miles east of Aniak, and 185 air miles west of Anchorage. Lime Village is a Dena'ina Athabascan settlement practicing a subsistence lifestyle. Water is drawn from a community well, which supplies the washeteria. The washeteria facility provides drinking water, restroom, shower, and laundry facilities. There is no piped water service to homes in the community. The school and teacher housing were built with individual septic systems, but the school is no longer operational as the community's school aged population dropped below the minimum required. Other homes and buildings in the village are not fully plumbed and rely on pit privies. The washeteria is managed by the Lime Village Traditional Council. 
RUBA Status & Activities This Qtr:
Anchorage RUBA staff was contacted by David Lockard, Alaska Energy Association, about difficulties he has experienced with contacting the Lime Village tribal office. The AEA has an outstanding feasibility study grant, for solar power, which would greatly reduce the water utility costs. RUBA staff advised AEA that the council is not currently active and the village population is approximately 15 persons. The former tribal administrator moved to McGrath and the council president moved to Stoney River. RUBA staff has sporadic contact with them. Phone calls and message left this quarter have not been returned.  
RUBA Activities for the Coming Qtr:
RUBA staff will continue to provide assistance to the Lime Village Traditional Council as requested.
Scores:
 
Essential Indicators:
3 of 25
Sustainable Indicators:
5 of 26
Total Score:
8 of 51

Finances

Essential Indicators
Answer Question
No All revenues and expenses for the utility are listed in the utility budget.
No The utility has adopted a balanced realistic budget.
No Monthly financial reports are prepared and submitted to the policy making board.
No The utility is current in paying all water/wastewater electric bills.
No The utility has on hand a year's adequate fuel supply or it has a financial plan to purchase an adequate supply.
No The utility is receiving revenues (user fees or other sources) sufficient to cover operating expenses.
Sustainable Indicators
Answer Question
No The utility is receiving revenues (user fees or other sources sufficient to cover operating expenses and Repair & Replacement (R) costs.
No YTD revenues are at a level equal to or above those budgeted.
No YTD expenditures are at a level equal to or below those budgeted.
No A monthly manager's report is prepared.
No Budget amendments are completed and adopted as necessary.
Finances Comments
The Lime Village Traditional Council is the governing body of the utility. Residents are charged for tokens to use the washeteria laundry and shower facilities, the community subsidizes washeteria costs with monies from annual grants funding, particularly BIA funds. BIA grant monies contribute to village personnel expenses for the full-time tribal administrator, full-time public works/water operator, part-time janitor, part-time electrical utility operators, and occasional maintenance personnel - all of whom are involved in caring for city utilities. Lime Village does have a repair and maintenance account established for its water utility, also subsidized through grant funding; this has been sufficient to cover repairs and parts replacement.

Accounting Systems

Essential Indicators
Answer Question
No The utility has adopted a collection policy and actively follows it.
No The utility bills customers on a regular basis.
No An accounts receivable system is in place which tracks customers and reports past due accounts and amounts.
No An accounts payable system is in place.
No The payroll system correctly calculates payroll and keeps records.
No A cash receipt system is in place that records incoming money and how it was spent.
No The utility has a cash disbursement system that records how money was spent.
Sustainable Indicators
Answer Question
No A chart of accounts is used that identifies categories in a reasonable, usable manner.
No Monthly bank reconciliations have been completed for all utility accounts.
No 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
Lime Village uses QuickBooks for all its accounting - tribal grants, the electric utility, the water utility, and payroll. There is a new staff member who has not attended trainings and stated she is not sure of what needs to be done.

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
A signed authorization to request federal tax information returned from the IRS was not returned to RUBA staff. Lime Village is not listed on the Jan-Feb 2014 Lien report.

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.
No 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.
No 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
Lime Village does not have a workers compensation insurance policy in effect. The community does not have a personnel policy or an employee handbook. Job descriptions are available for all positions, but need updating. Individual personnel folders contain all required information, including I-9s, job applications, and personnel actions. There is not an active, scheduled practice of regular employee evaluation and feedback. RUBA staff encouraged the development of once yearly formal employee evaluation to include both written and verbal feedback. Money has been budgeted for costs of employee travel to trainings, as well as council member attendance at state-wide conferences. The community places a high priority in offering ongoing support for its employees to attend training opportunities.

Organizational Management

Essential Indicators
Answer Question
No The entity that owns the utility is known; the entity that will operate the utility is set.
No The policy making body is active in policy making of the utility.
No The policy making body enforces utility policy.
No The utility has an adequately trained manager.
No 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.
No The policy making body meets as required.
No The utility complies with the open meeting act for all meetings.
Organizational Management Comments
The Lime Village Traditional Counci is inactive. The council secretary has been filling in on an as-needed basis at the utility however, she lacks adequate training.

Operation of Utility

Essential Indicators
Answer Question
N/A 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.
No 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.
N/A 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
Lime Village does not filter or chemically treat its water. As a small, untreated water utility, certification for the water operator and a consumer confidence report are not required. The community does voluntarily send out yearly water samples, to confirm that there are no contaminants. The water utility is not listed on the January 2014 significant non-compliance list.