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

Paul Chimiugak  
DCRA Regional Office:
Gov't Type:
Federally Recognized Tribe 
Agreement Date:
Newtok Village 
Assessment Status:
Assessment Date:
Exp Date:
Last Updated:
Community Sanitation Overview:
Water is pumped from a lake into a water treatment plant, then hauled from a storage tank. In winter, melted ice is used when water in the storage tank runs dry or freezes. Households are not plumbed, and honeybuckets are used. A washeteria is available. There are Three Residential Demonstration Flush Tank and Haul units in the community. A VSW engineer had met with the community to discuss installing about ten more units, but the community refused. The health clinic uses two flush/haul tanks and the schools have individual wells. Refuse collection is provided, and a new landfill has been completed, but DOT has determined that it is too close to the airport. The community wants to relocate and rebuild facilities on Nelson Island. A Master Plan is underway. Electricity is provided by Ungusraq Power Co 
RUBA Status & Activities This Qtr:
RUBA staff continues to provide assistance to the Newtok Traditional Council to work on meeting the essential indicators. The Utility Ordinance was passed on September 14, 2005.  
RUBA Activities for the Coming Qtr:
Provide assitance in setting up the budget for 2006.
Essential Indicators:
16 of 22
Sustainable Indicators:
18 of 24
Total Score:
34 of 46


Essential Indicators
Answer Question
N/A All revenues and expenses for the utility are listed in the utility budget.
N/A The utility has adopted a balanced realistic budget.
Yes 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.
N/A The utility has on hand a year's adequate fuel supply or it has a financial plan to purchase an adequate supply.
Yes 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.
N/A YTD revenues are at a level equal to or above those budgeted.
Yes 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
All essentials are met. Operations continue to be subsidized from bingo and other lease funds they receive. They have also set a side money from residential payments to cover costs. Currently the residents have to pay up front in order to get service. They have yet to develop the FY05 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.
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.
Yes Monthly bank reconciliations have been completed for all utility accounts.
Yes 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 ordinance was passed on September 14, 2005 by the council.

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.
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
They are keeping current with their taxes.

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.
Yes The utility has an adequate written hiring process.
Yes 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
NO CHANGE: The organization has not yet received a policy certificate from Alaska National Insurance Co. RUBA had received a copy of the check they had paid in June 2004 last quarter. The bookkeeper had called and has been waiting for a response from this company. RUBA spoke with Stanley Tom and Nick, Administrator to contact this company till they get through to ask about this coverage. RUBA has recommended they have a date and check number of the June payment as backup.

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.
Yes The policy making body meets as required.
Yes The utility complies with the open meeting act for all meetings.
Organizational Management Comments
NO CHANGE:The November elections seated the following council members: Moses Carl-President, Joseph Patick-Vice, George Tom-Secretary, Mary George-Treasurer, Joseph John Sr.-Member, Joseph Inakak-Member, Walter Kassaiuli-Member.

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
Yes 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.
Yes 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.
N/A 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
A call to YKHC/OEH regarding a preventive maintenance plan has yet to be made by the operator(s). RUBA has remind the administrator about this.