Quarterly Report: 2007, October - December (Q2), Pitkas Point

Pitkas Point 
Patrick Charlie  
DCRA Regional Office:
Gov't Type:
Federally Recognized Tribe 
Agreement Date:
Native Village of Pitka's Point 
Assessment Status:
Assessment Date:
Exp Date:
Last Updated:
Community Sanitation Overview:
Water is supplied by a small stream and infiltration gallery. Residents haul treated water from the washeteria and use honeybuckets. Approximately one-fourth of homes have running water for the kitchen. A few homes and facilities are connected to a community septic tank, but no homes have complete service. The water treatment plant and washeteria were recently renovated. The community wants to develop a piped water and sewer system, and a master plan was completed in February 2004. AVEC provides electricity through a transmission line from St. Mary's. 
RUBA Status & Activities This Qtr:
I have been reviewing and compiling files for Pitka's Point to ascertain what is needed from the community to meet the essential indicators. There were some changes in staff members since the last report. Mia Worth is now the Administrator and Josephine Tinker is the Bookkeeper. Josephine was employed previously as a bookkeeper for the organization, so this is a plus. She has been extremely busy trying to catch up with paper work. The monthly financial reports are now up to date.  
RUBA Activities for the Coming Qtr:
RUBA staff will continue to assist the community with a list of required documents and steps needed to meet essentials that was compiled and referred to the utility earlier. Mia Worth and Josephine Tinker are doing an excellent job and are communicating with this office.
Essential Indicators:
24 of 27
Sustainable Indicators:
15 of 27
Total Score:
39 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.
Yes Monthly financial reports are prepared and submitted to the policy making board.
Yes The utility is current in paying all water/wastewater electric bills.
Yes 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.
Yes A monthly manager's report is prepared.
No Budget amendments are completed and adopted as necessary.
Finances Comments
Since updating the files, I discovered there are required documents that are missing. RUBA received monthly financial reports for the organization, but no revenue report. I cannot ascertain that revenues are covering expenses. I called Josephine for this report. According to the files, there was no budget for 06; there is a faxed copy from '05. Monthly financial reports are up to date and according to Josephine, revenues are being collected. RUBA staff is waiting for a copy.

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
Essentials are met in this area. A utility ordinance exists for this organization and a copy is on file. Actual customer billing was implemented in February 2006. Bookkeeper Josephine Tinker is inputting all data using the QuickBooks Pro system. This system has an internal chart of accounts by class; RUBA has a copy on file.

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.
Yes The utility is current on making tax deposits.
Yes 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
All essentials are met. This organization continues to be in compliance. Copies of deposits and Employer Federal Liability (941) forms have been provided to RUBA.

Personnel System

Essential Indicators
Answer Question
Yes 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.
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.
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
Payment was made to the insurance carrier on 01/03/07. RUBA staff is waiting for a copy. RUBA received a copy of the personnel policy in 2005. With the administrator position turnover, I am hopeful that the plan to review the policy will now take place by the new administrator and council. I will look into this and see if there are any planned amendments to the personnel policy.

Organizational Management

Essential Indicators
Answer Question
Yes The entity that owns the utility is known; the entity that will operate the utility is set.
Yes The policy making body is active in policy making of the utility.
Yes 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.
Yes 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 essential indicators are met. A utility ordinance has been created, adopted, and enforced by the council. With the new administration staff for this community, RUBA is hopeful that the enforcement of the utility ordinance will continue.

Operation of Utility

Essential Indicators
Answer Question
Yes The utility operator(s) are actively working towards necessary certification.
Yes 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.
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.
Yes 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
The essential indicators continue to be met. This community is still listed on the Significant Non-Compliance (SNC) list. The water operator's certification expired on 12-31-06, however, the utility is in the process of sending Jimmy Kozvenikoff to operator training to renew his certification.