RUBA Community Status Report

Community Name: Ugashik


Community:

Ugashik

RUBA:

No

Staff:

Robert Madeson

Agreement:

No

DCA Region:

Anchorage

Agreement Date:

Region:

Alaska Peninsula

Exp Date:

Govt Type(s):

Unincorporated

Borough:

Lake & Peninsula Borough

Assessment Date:

6/5/2009

Population:

15

Active Community:

Yes

Date Updated:

11/1/2013


Community Sanitation Overview:

Ugashik has no public water, sewer or electric services. All homes have individual wells. Most residents use a septic system; a sewage pumper is available. Electricity is provided by individual generators. There are no state operated schools located in the community.

RUBA Status
and Activities
this Quarter:

RUBA staff has contacted Tribal Manager Debora Harshfield to offer assistance with payroll and budgeting. Since Ugashik does not run or maintain any utilities RUBA staff calls every two weeks to see if any assistance is needed.

 

Capacity Indicator: Finances

Essential Indicators:

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.

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:

N/A

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.

Yes

Budget amendments are completed and adopted as necessary.

Comment:

There is no water/wastewater utility in Ugashik. With the previous administrator being relived for cause, Ugashik is having an audit done. The financial report from July-August 2013 is not available. Currently, the community has four one-thousand gallon tanks for the community center. Any additional fuel is purchased from Pilot Point. The fuel is used to operate the generator for the washeteria and community building. The trash is handled individually by each resident, and there is no clear procedure of how the landfill is maintained.

 

Capacity Indicator: Accounting Systems

Essential Indicators:

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.

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:

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.

Comment:

Ugashik uses QuickBooks for its financial accounting. A copy of the chart of accounts is on file. Since there is no water/wastewater utility, Ugashik does not bill or collect for utility services. Each resident has their own well and uses individual generators for electricity and pays for their fuel directly from the vendor. The total costs of services for the community building are paid out of the general fund account. City staff uses QuickBooks for payroll, financial recordkeeping, including all payroll records, budgets, billing, and a chart of accounts. The bookkeeper is proficient in the use of QuickBooks: all payroll records are up to date through February 2013. Reconciliation of the general account is completed on a monthly basis. A purchasing system requires approval prior to purchase, and the approval process compares proposed purchases to budgeted amounts. The village administrator provided a copy of the policy and procedures that document the purchasing system.

 

Capacity Indicator: Tax Problems

Essential Indicators:

No

The utility has a system to accurately calculate, track, and report payroll tax liabilities.

No

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.

Comment:

On September, 2013 Alaska Department of Labor (DOL) reported compliance with Alaska ESC tax obligations for the quarter ending June 31, 2013. On October 17, 2013 The Taxpayer Advocate deemed Egegik compliant. Ugashik is not on the Tax Lien list. RUBA staff is marked the essential indicators no, until verified.

 

Capacity Indicator: Personnel System

Essential Indicators:

Yes

The utility has a posted workers compensation insurance policy in effect.

Sustainable Indicators:

No

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.

N/A

The utility provides training opportunities to staff as needed and available.

Comment:

A September 24, 2013, a check with the Division of Workers Compensation website confirmed that insurance is provided by Alaska National Insurance, and that policy number 13DWW89415 is in effect.

 

Capacity Indicator: Organizational Management

Essential Indicators:

N/A

The entity that owns the utility is known; the entity that will operate the utility is set.

N/A

The policy making body is active in policy making of the utility.

N/A

The policy making body enforces utility policy.

Yes

The utility has an adequately trained manager.

Yes

The utility has an adequately trained bookkeeper.

N/A

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:

N/A

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.

Comment:

The policy making body is making decisions concerning the village operations and written minutes are provided. The policy making body meets when necessary for business operations since a utility has yet to be established. Notice of meetings is posted on the village website and also it is posted at the community center in Ugashik. The website keeps those members at large informed of community operations.

 

Capacity Indicator: Operation of Utility

Essential Indicators:

N/A

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:

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".

Yes

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.

Comment:

Utility service does not exist in Ugashik. The EPA Tribal Coordinator collects funds at the washeteria but does not monitor maintenance. If there are any problems, they are noted and reported to the manager. The utility is not required to have a certified operator(s). The utility is not listed on the Significant Non-Compliance (SNC) list and does not meet the requirements to be considered for the SNC List. Spare parts are maintained for the washeteria.

RUBA Activities for the Coming Quarter:

RUBA staff will provide assistance to the village staff upon their request.