Quarterly Report: 2007, October - December (Q2), 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:
1/23/2007 
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. 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:
During this quarter, RUBA staff traveled to Allakaket Dec. 6-8 to provide on-site training and assistance. Allakaket does not currently meet all essential indicators. In 2005, the Allakaket Tribal Council signed an agreement with the City, accepting responsibility for management and operation of the new washeteria. The Tribal Council subsequently experienced financial and administrative difficulties due to understaffing, turnover, and lack of qualified personnel. The Tribal Council hired a temporary bookkeeper to straighten out the financial records in January 2006, and the position was later made permanent. The previous administrator quit in May 2006; several temporary administrators were hired since then, but the administrator position has been vacant much of the time. A new administrator was recently hired and is scheduled to begin work Jan. 2, 2007. LGS/RUBA staff helped the Tribal Council bookkeeper complete current tax reports, corrected tax reports, and past due tax reports dating back to 2005. Completion of the tax reports is a significant step in meeting requirements for tax reporting and depositing. Completed reports indicate there is a substantial tax liability, as had been previously estimated, and additional charges for penalties and interest are expected. The tribal council is waiting for eligible reimbursements from grant funds before it can pay the tax liability due. LGS/RUBA staff also provided on-site training to the Allakaket city clerk during the Dec. 6-8 trip, as well as QuickBooks assistance to the city clerk and the tribal bookkeeper via phone and email throughout the quarter. 
RUBA Activities for the Coming Qtr:
RUBA staff will monitor and assist as needed, and provide additional on-site training and assistance to the bookkeeper.
Scores:
 
Essential Indicators:
13 of 27
Sustainable Indicators:
8 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.
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. It is hoped that with the hiring of a new tribal administrator, the tribe will be able to make significant improvements in developing and managing an overall budget.

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 Tribe has a chart of accounts to identify income and expense categories for the utility and for other departments and classes, but the chart should be simplified to make it easier to use. Some changes have already been made. An accounts payable system, payroll system and cash receipts system are in place, but were not always properly used. The bookkeeper has been making gradual improvements.

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
During this quarter, Allakaket Tribal Council was finally able to complete its past due tax reports, including reports for 2005, with assistance from LGS/RUBA staff. The Tribe has a substantial past due tax liability plus interest and penalties that it will be able to pay only after it receives reimbursements for expenses paid through some of its federally funded programs. Allakaket Tribal Council has been submitting its 2006 deposits on a regular basis. According to phone contact with Alaska Department of Labor, the Allakaket Tribal Council is current on filing its tax reports to the state, but owes unpaid taxes. The amount owed will probably increase after past reports are corrected. (According to phone contact with IRS, the City of ALlakaket owes $6,575.40 for not filing 2003 W-2s. This amount can be abated by submitting the required W-2s. According to Alaska Department of Labor, the City of Allakaket is current on its tax reporting and deposits to DOL.)

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. The Tribal Council has reportedly suggested transferring responsibility back to the City, but no action has been taken yet regarding this matter. 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.

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.
Yes 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 Distribution OIT certificate good through 12-31-2006. The utility is currently on the Significant Non-Complier list and is on quarterly monitoring due to a VOC monitoring violation.