Quarterly Report: 2008, April - June (Q4), Chalkyitsik

Community:
Chalkyitsik 
Staff:
Leroy Seppilu  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Chalkyitsik Village 
Population:
79  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
7/31/2008 
Community Sanitation Overview:
The Village Council operates the one central watering point and washeteria. The Village Council is the policy-making body for the utility. Most residents haul water from the new water treatment plant/washeteria and use honeybuckets or outhouses for sewage disposal. The village provides water to the school. A master plan was completed to study improvements needed to provide a community system. Chalkyitsik has been funded by ANTHC for $799,690 for water treatment improvements, connecting the school and ten homes on the west side to piped water and sewer, and a community watering point. They have also been funded by DEC/VSW for $192,400 for Phase 2, and USDA/RD funded them for Phase 3 for $405,700. 
RUBA Status & Activities This Qtr:
RUBA staff assigned to the community went with the previous RUBA staff, Eileen Kozevnikoff, to work with the tribe on the Power-Cost-Equalization (PCE) reports. RUBA staff stayed in the community for two days and the LGS staff stayed an extra day to complete the Power Cost Equalization (PCE) monthly reports. The reports were completed and submitted to the Regulatory Commission of Alaska (RCA). Submittal of these reports will release PCE payments that have been with held due to non-compliance. The utility plans to use the PCE funds to purchase fuel which has to be flown in at great expense. 
RUBA Activities for the Coming Qtr:
RUBA staff, Eileen Kozevnikoff and Leroy Seppilu provided PCE report training to the bookkeeper and all or most of the reports were completed and submitted. We will wait to see if they want or need assistance. They have asked for assistance in updating
Scores:
 
Essential Indicators:
10 of 26
Sustainable Indicators:
7 of 25
Total Score:
17 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.
N/A 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
To date, the tribe electric utility is still out of compliance with the PCE reports and will not yet get any PCE subsidies. The new bookkeeper apparently was not submitting reports after she got some training by Local Government Specialist staff on PCE reports. The tribe's electric utility is having difficulty purchasing fuel each month. The diesel fuel to run the electric generators has to be air-freighted in each month. The electric utility billing clerk was also not billing some or most of the electric utility customers as required.

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.
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.
No 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.
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
The billing clerk (bookkeeper) has not been sending out electric utility bills. The tribal administrator found out when an electric utility customer complained that he had not received any bills for the last couple of months.

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.
No 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
No tax issues reported. The tribe has not signed a Release-of-Tax-Information form 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.
No 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.
N/A 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 tribe participates in Tanana Chief's Conference (TCC), Inc.'s insurance liability and workers' comp. for the employees that are paid directly by TCC. The tribe can not afford its own insurance and workers' comp. policies. The First Chief has expressed interest in having RUBA assist the tribe in updating the tribe's personnel policies. The tribe uses TCC, Inc.'s personnel policies.

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.
No The utility has an adequately trained bookkeeper.
No 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.
N/A The utility complies with the open meeting act for all meetings.
Organizational Management Comments
A new tribal bookkeeper that was hired last fall had not been submitting monthly electric utility bills, thus making the tribe's electric utility ineligible for PCE subsidy. The PCE money was sorely needed by the tribe because of the difficulty with collections from its customers.

Operation of Utility

Essential Indicators
Answer Question
No The utility operator(s) are actively working towards necessary certification.
No 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.
No 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.
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
Chalkyitsik continues to be on the SNC list. RUBA staff will be assisting the tribe to get them off the SNC list.