Quarterly Report: 2008, July - September (Q1), Beaver

Community:
Beaver 
Staff:
Leroy Seppilu  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Beaver Village 
Population:
64  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
10/17/2007 
Community Sanitation Overview:
The Village Council operates the one central watering point and the electric company. The Village Council is the policy making body for the utilities. Most residents haul water from the new water treatment plant/washeteria and use honeybuckets or outhouses for sewage disposal. The school maintains their own well. A business plan is underway to determine costs for the improvements needed to provide a community system. 
RUBA Status & Activities This Qtr:
The tribe-run electric building burned down while a new electric generator was being installed by a contractor. The building and 2 generators were a total loss. Ak. Energy Authority and Div. of Homeland Security were the lead State agencies to respond to this disaster. The agencies are looking for funding to replace the electric plant and electric generators. RUBA made a couple of recommendations to funding/replacement sources. One is to have the tribe use its legislative funds reappropriated to use to help replace the plant and generators and the other recommendation was to have Ak. Village Electric Cooperative assist the community by taking over the ownership of the electric services. A RUBA assessment was made during the summer, 2007. There were several findings made. 
RUBA Activities for the Coming Qtr:
As with some of the communities, this community shares as little information as possible with RUBA. They have not asked for any kind of RUBA assistance this past quarter. RUBA calls the 1st chief at least once a month to see how they are doing and if they need any kind of assistance.
Scores:
 
Essential Indicators:
11 of 17
Sustainable Indicators:
7 of 12
Total Score:
18 of 29

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.
Yes 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
Yes 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.
N/A Budget amendments are completed and adopted as necessary.
Finances Comments
The Tribe does not make any financial reports other than making reports for its active federal Indian grants made directly to the federal government and Tanana Chief's Conference, Inc. (TCC). The sanitation project is still on-going. The electric enterprise does not receive PCE Program subsidy because the enterprise has difficulty collecting past due electric bills. Past due receiveable total is difficult to determine at this point in time.

Accounting Systems

Essential Indicators
Answer Question
No The utility has adopted a collection policy and actively follows it.
Yes 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.
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
N/A A chart of accounts is used that identifies categories in a reasonable, usable manner.
N/A Monthly bank reconciliations have been completed for all utility accounts.
N/A 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
During a visit made by RUBA this past summer, it was difficult to determine how much Quickbooks Pro was being utilized. The tribal administrator didn't want to share the information with the new RUBA from Fairbanks.

Tax Problems

Essential Indicators
Answer Question
N/A The utility has a system to accurately calculate, track, and report payroll tax liabilities.
N/A The utility is current on filing tax reports.
N/A 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
The tribe din't want to share any tax information with 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.
No 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 uses TCC, Inc.'s insurance liability and workers' compensation, as limited as it is. There were Insurance and workers' comp. notices posted in the tribal offices. The tribe uses TCC, Inc.'s personnel policies and uses, but not all, of it.

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.
N/A The policy making body enforces utility policy.
N/A The utility has an adequately trained manager.
Yes The utility has an adequately trained bookkeeper.
N/A 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.
N/A The utility complies with the open meeting act for all meetings.
Organizational Management Comments
This summer, the long-time tribal administrator resigned for personal reasons. As RUBA understands it, this has been happening through out the years while she has been the tribal administrator. The tribe hired a new administrator.

Operation of Utility

Essential Indicators
Answer Question
N/A The utility operator(s) are actively working towards necessary certification.
N/A The utility has a preventative maintenance plan developed for the existing sanitation facilities.
Sustainable Indicators
Answer Question
N/A 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.
N/A The utility has a safety manual and holds safety meetings.
N/A Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.
N/A The utility is operating at the level of service that was proposed.
N/A The operator provides status reports to the manager on a routine basis.
N/A The utility has completed and distributed its "Consumer Confidence Report".
N/A The utility is not on the "Significant Non-Complier" (SNC) list.
N/A The utility maintains an inventory control list.
N/A The utility maintains a critical spare parts list.
Operation of Utility Comments
The tribe did not share any information the operation of the utility with RUBA.