Quarterly Report: 2007, April - June (Q4), Allakaket

Community:
Allakaket 
Staff:
Andy Durny  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Allakaket Village 
Population:
87  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
8/6/2007 
Community Sanitation Overview:
Most public facilities were severely damaged in the 1994 Koyukuk River flood. Major components have been replaced -- construction of a new washeteria, well and treatment plant, 100,000-gal. water storage tank, sewage lagoon, and force main was completed last year. The new washeteria opened to the public on August 6, 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. 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.  
RUBA Status & Activities This Qtr:
Allakaket does not currently meet all essential indicators. The utility does not generate sufficient revenues to cover operating expenses: the difference is paid for with funds from the General Fund, but there is no overall budget to confirm the source of such funds. The tribal council administrative staff experienced significant turnover last year, but the hiring of a new administrator last quarter has stabilized the administration. This past quarter the Allakaket Tribal Council hired a private consultant to provide on-site QuickBooks training to the office staff: the cost of the training was shared with the Alatna Tribal Council. The new washeteria was once again closed for an extended period of time, due to leaks in the water and sewer lines. According to the Allakaket bookkeeper, ANTHC is scheduled to complete some repairs to temporarily address some of the problems with the washeteria facility. The Allakaket Tribal Council is planning to return management responsibility for the new washeteria back to the City of Allakaket. During this quarter RUBA staff maintained phone contact with the tribal administrator, as well as phone and email contact with the city clerk.  
RUBA Activities for the Coming Qtr:
RUBA staff will monitor and assist as needed.
Scores:
 
Essential Indicators:
13 of 27
Sustainable Indicators:
7 of 27
Total Score:
20 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.
Yes 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
RUBA has not received a copy of the utility's current fiscal year budget, nor of the Tribal Council's overall budget or program budgets.

Accounting Systems

Essential Indicators
Answer Question
Yes 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.
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 utility does not have customers other than laundromat users. As such, the utility does not require a collection policy, does not have customers to bill, and does not track customers and past due accounts. The accounting system was recently upgraded but RUBA staff does yet have a copy of the upgraded system.

Tax Problems

Essential Indicators
Answer Question
Yes The utility has a system to accurately calculate, track, and report payroll tax liabilities.
Yes 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
According to phone and email contact with IRS, Allakaket Tribal Council still has a significant account payable for taxes due for 2005, when no deposits or reports had been filed. According to phone contact with the Allakaket bookkeeper, most of this balance due, if not all, will be paid off within the next month. According to phone and email contact with Alaska Department of Labor, the Allakaket Tribal Council is current on its reporting and deposit requirements with the State through the first quarter 2007.

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.
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.
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
In general, the Allakaket Tribal Council has adopted the personnel policies of Tanana Chiefs Conference.

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.
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
No The utility has adopted an organizational chart that reflects the current structure.
Yes The policy making body meets as required.
Yes The utility complies with the open meeting act for all meetings.
Organizational Management Comments
The Allakaket Tribal Council operates the utility as per a 2005 agreement between the City and the Tribe, but is expected to transfer management responsibility back to the City sometime in the near future. Allakaket has a utility ordinance, but we do not have confirmation that it has been adopted. The utility has an adequately trained bookkeeper, although there is room for improvement.The bookkeeper successfully completed an Intro to Utility Management training course, but no one has specifically been designated to be the utility manager. The bookkeeper is scheduled to take extended maternity leave starting in September 2007.

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.
No The operator provides status reports to the manager on a routine basis.
Yes 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
Brian Henry, the water plant operator, has a Water Treatment OIT certificate good through 12-31-08. The utility has not been operating at the level of service that was proposed: it has repeatedly been closed for extended periods of time due to frozen water lines, frozen sewer lines and other problems, some of them a result of construction and design. Most recently it was shut down for almost a full month because of leaks from broken water and sewer lines.The utility is currently on the Significant Non-Complier list and is on quarterly monitoring due to a VOC monitoring violation.