Quarterly Report: 2012, January - March (Q3), Alatna

Andy Durny  
DCRA Regional Office:
Gov't Type:
Federally Recognized Tribe 
Agreement Date:
Alatna Village 
Assessment Status:
Assessment Date:
Exp Date:
Last Updated:
Community Sanitation Overview:
Alatna residents haul water and use honeybuckets or outhouses. None of the 12 occupied homes have plumbing. Major improvements are underway. A new water source was developed, and construction of a new sewage lagoon and a multi-purpose building (washeteria/health clinic)was about 90% completed in late 2005. Before start-up of the new facility, the water transmission line froze up and ANTHC shut down the project for the winter: work on the project has resumed, and should be completed before Fall 2006.In the meantime, residents are able to get water from the watering point near the well. Proposed future stages of the water/sewer project will include construction of a garage, and service lines to the homes. Electricity is provided by Alaska Power and Telephone; there is an intertie with Allakaket. 
RUBA Status & Activities This Qtr:
Alatna currently does not meet essential indicators. RUBA staff has requested information needed to complete the RUBA assessment, but Alatna has not been able to provide all the required information yet. The tribal administrator resigned, effective January 31,2006, and the position remains vacant: in the meantime, the Alatna Family Services Coordinator is serving as acting administrator. During this quarter, RUBA staff provided information to Alatna via phone, fax and email, regarding the process for selection of a new tribal administrator, assisted Alatna in trying to recover data from an old computer, and maintained contact via phone for regular updates. RUBA staff also maintained contact with Alaska Native Tribal Health Corporation and Tanana Chiefs Council Self-governance staff for periodic updates regarding Alatna.  
RUBA Activities for the Coming Qtr:
Coordinate activities and efforts to assist Alatna with Chris Kiana (ANTHC utility support staff). Continue to monitor and assist. Make on-site visit to provide assistance and training.
Essential Indicators:
10 of 14
Sustainable Indicators:
10 of 14
Total Score:
20 of 28


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.
N/A 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.
N/A The utility is receiving revenues (user fees or other sources) sufficient to cover operating expenses.
Sustainable Indicators
Answer Question
N/A 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.
N/A YTD expenditures are at a level equal to or below those budgeted.
N/A A monthly manager's report is prepared.
N/A Budget amendments are completed and adopted as necessary.
Finances Comments
At present, the utility consists only of a watering point. There is no income, and expenditures should be minimal. The budget is reportedly included under IHS Tribal shares, but we were not able to find a budget for the watering point, or an overall budget for the Tribal Council. We do not have copies of any recent financial reports. Alatna's computer broke down in January, and some of the most recent financial data was lost.

Accounting Systems

Essential Indicators
Answer Question
N/A The utility has adopted a collection policy and actively follows it.
N/A The utility bills customers on a regular basis.
N/A 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.
No 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.
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
Alatna does not provide any water/sewer services to homes; there is no charge for water at the well. As such, the utility does not currently have any customer billings or customer accounts receivable. Alatna has some accounting systems in place through Quickbooks (payroll system, accounts payable system) but Alatna does not have a designated bookkeeper to maintain all accounts.

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
According to verbal contact with IRS Alatna is current on filing its reports and deposits; Alatna may have a credit balance from the 4th quarter 2005. According to Alaska Department of Labor, Alatna is current on its tax requirements, and has a small credit balance.

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.
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
Adopted Personnel Policies are from TCC.

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.
N/A The policy making body enforces utility policy.
No The utility has an adequately trained manager.
No The utility has an adequately trained bookkeeper.
Yes The utility has an adequately trained operator or operators.
N/A 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
Since the recent resignation of the tribal administrator, financial and administrative duties are being handled by part time staff members until a new administrator is hired. RUBA staff has recommended that a qualified administrator and/or bookkeeper be hired as soon as possible.Alatna has been advertising since February to fill the vacant administrator position. An administrator was hired in late May, but never reported for work, and the position remains vacant.

Operation of Utility

Essential Indicators
Answer Question
Yes The utility operator(s) are actively working towards necessary certification.
N/A The utility has a preventative maintenance plan developed for the existing sanitation facilities.
Sustainable Indicators
Answer Question
N/A 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.
N/A The utility has a safety manual and holds safety meetings.
N/A Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.
N/A 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.
N/A The utility has completed and distributed its "Consumer Confidence Report".
No The utility is not on the "Significant Non-Complier" (SNC) list.
N/A The utility maintains an inventory control list.
N/A The utility maintains a critical spare parts list.
Operation of Utility Comments
At present, the utility is a Class C system and is not required to submit a CCR.