Quarterly Report: 2007, October - December (Q2), Tuntutuliak

Community:
Tuntutuliak 
Staff:
Paul Chimiugak  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Native Village of Tuntutuliak 
Population:
399  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
1/23/2007 
Community Sanitation Overview:
Tuntutuliak Community Services Association (Utility Organization) operates the electrical services, washeteria, water treatment plant, flush tank haul system, landfill/lagoon site, and garbage collection services. A flush/haul system was completed for 68 homes in 2000, including bathroom plumbing. The utility organization received additional funding in FY 01 to complete installation to those interested in the flush haul system, but is on hold until the engineering and environmental reports are done. The community received BIA Funds to renovate the community boardwalk system. Kuskokwim Architect Services is designing the renovation plan for the community. The school has its own well and sewage lagoon and is currently planning to upgrade their sewage disposal system. 
RUBA Status & Activities This Qtr:
In October 2006 Roger Burleigh, VSW called RUBA staff and updated the Tuntutuliak Community Services Assoc. (TCSA) water and sewer project. Financial reports are still not being done and the QuickBooks Pro which was bought through project funds is still not being utilitized fully. Roger also mentioned TCSA has IRS problems that still need to be resolved. In the past TCSA co-mingled the electric and water and sewer accounts which caused problems in tracking revenues and expenditures. He recommended TCSA separate the accounts but was not sure if this was done. RUBA staff also met with IRS in October 2006 and discussed Tuntutuliak Community Services Association's (TCSA) tax situation. TCSA is falling behind again on making payroll tax deposits. IRS talked with the TCSA Manager and he said they are short on funds and will try to make deposits in the future. 
RUBA Activities for the Coming Qtr:
RUBA will continue to monitor the essential/sustainable indicators and provide technical assistance to this community.
Scores:
 
Essential Indicators:
11 of 27
Sustainable Indicators:
10 of 27
Total Score:
21 of 54

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
Essentials are not met. A budget and monthly financial reports continue to be non-existant for this organization. Roger Burleigh, Village Safe Water Engineer, has obtained a Quick Book's Pro software with project funds for this organization; however, this has not yet been installed. Financial hardship continues for this entity. The fuel for this organization continues to be a problem. The manager has informed RUBA that currently they do not have enough fuel to keep the washeteria operational. They have yet to obtain enough fuel for the winter.

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.
Yes 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.
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.
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
Essentials are not yet met. The utility ordinance has not yet been adopted. TCSA was finally having a public meeting on June 28 and RUBA has not yet been notified whether the utility ordinance was passed.

Tax Problems

Essential Indicators
Answer Question
Yes 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
Essentials are not met. TCSA received a certificate of Tax Lien Release from IRS dated August 2nd, 2006.

Personnel System

Essential Indicators
Answer Question
No 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.
No The utility has an adequate written hiring process.
No 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's worker's compensation insurance coverage was cancelled, however, the utility manager is currently working with the insurance agencies to resolve this. A payment has been made for workman's comp coverage, and RUBA has a copy of the payment on file. However, the property insurance coverage is still in question. This is a work in process with the entity and insurance company.

Organizational Management

Essential Indicators
Answer Question
Yes 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.
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.
No 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.
No The policy making body meets as required.
Yes The utility complies with the open meeting act for all meetings.
Organizational Management Comments
TCSA is still having problems with council meeting quorums. The utility ordinance has been the only policy the board has reviewed. Adopting this ordinance has been dormant for most of this year. Adoption has not yet taken place.

Operation of Utility

Essential Indicators
Answer Question
Yes 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.
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.
Yes 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
Essentials still not met. John Daniel was scheduled to attend the Operator in Training (OIT)training in Bethel April 2006. RUBA has not yet been notified that this took place and whether he passed the test. TCSA is on the SNC list. 2004 CCR is overdue and 2005 was due July 1, 2006. The TCSA Manager is aware of this and has notified his operators.