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

Jeremy Johnson  
DCRA Regional Office:
Gov't Type:
Federally Recognized Tribe 
Agreement Date:
Allakaket Village 
Assessment Status:
Assessment Date:
Exp Date:
Last Updated:
Community Sanitation Overview:
Most public facilities in Allakaket were severely damaged in the 1994 Koyukuk River flood. Construction of a new washeteria, well and treatment plant, 100,000-gallon water storage tank, wastewater lagoon, and force main was completed in 2005 by the Alaska Native Tribal Health Consortium (ANTHC). The new washeteria opened to the public in August 2005. The city subsequently sold the old washeteria building and lagoon to the school district. Under an agreement with the city, signed in 2005, the Allakaket Tribal Council manages and operates the new washeteria, although in the fall of 2010 the tribe has been approaching the city to take over the management and operations, so far no more discussion on this has occurred. No households have plumbing: residents carry treated water from the washeteria, and haul honey buckets or use pit privies. A new landfill and access road have been completed. A non-RUBA construction project in the summer of 2011 raised the wastewater line going to the lagoon, which allowed for more insulation to prevent freeze ups.  
RUBA Status & Activities This Qtr:
Fairbanks RUBA staff traveled to Anchorage on behalf of the Allakaket City to meet with the Local Boundary Commission staff. The city is starting the process to extend the city limits. After a major flood in 1994, new homes and infrastructure were built outside of city limits. The water treatment facility, washeteria, and wastewater lagoon are all out of city limits. The city is in the process of considering whether to petition for a detachment as well, which would bring the Northern boundary of city limits to follow the river. As it is now, the Northern limit extends into the old community of Alatna. RUBA staff has also worked with the city on updating and codifying the ordinances. A pre-clearance request was submitted to the federal Department of Justice (DOJ) and RUBA staff spoke with the DOJ representative concerning the request.  
RUBA Activities for the Coming Qtr:
RUBA staff will travel to Allakaket to conduct a RUBA assessment at the request of the tribe. Until that time RUBA staff will continue to provide assistance as requested. RUBA staff is currently working very closely with the city on annexation.
Essential Indicators:
1 of 27
Sustainable Indicators:
1 of 27
Total Score:
2 of 54


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
None provided. There are no RUBA projects in the community and it is not yet reportable. The tribe would like to start an assessment in the near future.

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
A RUBA assistance agreement was signed December 2012. On-site assistance to gather documentation for an assessment has not yet occurred. Once an assessment is completed a work plan will be drafted.

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
The city and tribe are out of compliance with the IRS as of March 21, 2013. The tribe is not in compliance with the DOL. The city is in compliance with the DOL.

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.
No 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.
No The utility provides training opportunities to staff as needed and available.
Personnel System Comments
The tribal administrator attended a 32 hour RUBA Personnel Management course held in Anchorage January 28- February 1, 2013.

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.
No 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.
No 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
Organizational managment indicators will be addressed next quarter.

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".
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
As of the most recent, January 2013, report: The school is on the SNC list, however the community watering point is not.