None Designated
PLAN OF OPERATION
OF THE
CROW CREEK UTILITY BOARD
The Plan of Operation and any amendments thereto shall serve as the
operating guidelines for the Crow Creek Utility Board.
GENERAL POLICIES
A. Purpose:
The purpose of the Utility Board will be to manage, operate
and maintain utility systems of the Crow Creek Sioux Tribe.
B. Place of Business:
The Utility Board will maintain an office in Fort Thompson,
South Dakota. Its address will be:
Crow Creek Utility Board
c/o Crow Creek Sioux Tribe
Fort Thompson, South Dakota 57339
C. Services Offered:
1. Water Service - The Utility Board is responsible to
provide safe, adequate water for a fee to those houses
connected to mainlines of the community water system.
Responsibility for maintenance will include water
sources, storage tanks, controls, mainlines, valves and
hydrants, and service lines to the curb stops only. The
service line from the curb stop to the house and
interior house plumbing are the responsibility of the
customer.
2. Sewerage Service - The Utility Board is responsible to
provide sanitary disposal of domestic waste for a fee to
those houses connected to the mainlines of community
sewerage systems. Responsibility for maintenance will
include treatment facilities, pumping stations,
mainlines and manholes and service lines to the
individual property lines only. The service line from
the property line to the house and interior house
plumbing are the responsibility of the customer.
3. To ensure the provisions of adequate water and sewerage
service to its customers, the Utility Board will retain
qualified personnel on duty or on call at all times.
The Utility Board will respond quickly to breakdowns and
other emergencies.
4. Septic Tank Service - The Utility Board will upon
request, provide for pumping of individual septic tanks
for a fee. Responsibility of the Utility Board will
cover only such requested pumping. The Authority cannot
guarantee the operation of improperly designed or
constructed septic tank systems.
5. Plumbing - The Utility Board may elect, as resources
permit, to perform certain plumbing repairs or new
installations for a fee in those houses served by one of
the Board's systems.
6. Other Services - The Utility Board may agree to perform
under contract with governmental, tribal, or private
bodies construction or operation and maintenance
services.
7. Solid Waste - The Utility Board is responsible to
provide safe and sanitary collection and disposal of
solid waste for a fee for those houses within the
reservation communities and may elect to provide these
services along designated rural routes. Responsibility
for maintenance will include collection vehicles,
landfill site and facilities, and landfill operation and
maintenance equipment. The individual house solid
wastes containers are the responsibility of the customer.
C. Systems Covered:
1. Water (Community Systems) Fee: $9.00
a. Fort Thompson
b. Crow Creek
c. Big Bend
2. Sewerage (Community Systems) Fee: $6.00
a. Fort Thompson
b. Crow Creek
c. Big Bend
3. Solid Waste Fee: $6.00
a. Fort Thompson
b. Service may extend to other tribal communities and
rural locations at the Utility Board's discretion.
4. Services for individual septic tank systems will be
available at the Utility Board's discretion upon request
and for a fee.
D. Maintenance Schedule:
The Utility Board will develop and follow a regular schedule
of maintenance services for water, sewer and solid waste
systems. These services will include, but not be limited
to, the following:
1. Water Systems:
a. Inspect, operate and repair valves and hydrants.
b. Inspect water mains for leaks or damage and repair
as needed.
c. Flush water lines.
d. Inspect and repair storage tanks and level
indicators.
e. Adjust and service controls.
2. Sewerage Systems
a. Flush sewer mains.
b. Remove debris from manholes
c. Control weeds and erosion at lagoons.
d. Inspect and service lift stations and mechanical
aerators if installed.
e. Inspect individual septic tanks upon request.
3. Solid Waste System
a. Perform daily collection and disposal site equipment
inspections and schedule needed repairs.
b. Perform manufacturers recommended preventive
maintenance.
c. Compact and cover colid waste at the disposal site
weekly.
d. Inspect and repair the landfill site fence.
4. Rate Schedule
The current fees for services for tribal members and
non-members are defined by Utility Board motion.
5. Billing and collection
a. The Utility Board will maintain a complete and
up-to-date record of all customers served by those
systems operated by the Board. Additions and
deletions will be made as soon as the Board learns
of changes.
b. The Utility Board will type and mail to each
customer his bill for services on the 1st day of the
month. Payment will be due on the 10th day of the
month. If payment is not received by the 20th day
of the month, a notice of intent to shut-off the
customer's service will be mailed to the customer.
Non-payment by the 30 of the month will be cause for
the Utility Board to shut-off the customer's water
service.
c. Customers may make payments by cash, check, or money
order to the Board at its office in Fort Thompson,
South Dakota. The customers will receive a signed
receipt for payment.
d. In cases where the Housing Authority is responsible
for the collection of utility fees with rental
payment, the Housing Authority will make a single
monthly payment to the Utility Board for services
received. A receipt will be issued for this payment.
e. Customers requesting new services, plumbing repairs,
or pumping of septic tanks shall make arrangements
with the Supervisor of Operations for payment prior
to receiving the services. Normally, all charges
will be due on the next month's bill. Fee:
Commercial - $50.00 - Residential - $25.00
f. If a customer's water service is discontinued, he
must pay all of his delinquent charges plus a
reconnection fee BEFORE the Board will restore his
water service. Fee: $25.00.
6. Enforcement
a. The Utility Board is hereby authorized by the Tribal
Council to collect fees for services and to shut-off
all services for non-payment.
b. The Utility Board shall enforce its regulations and
fee collections by shutting off water service of any
and all violators and delinquent bill-payers. The
Utility Board shall not seek to attach customer's
property, nor seek to have fines assessed by Tribal
Court, except in limited cases of blatant or
continued abuses or destruction of property.
7. Bookkeeping and Handling of Funds
a. The Utility Board will follow normal tribal
standards for bookkeeping and banking. The
Supervisor of Operations will make available to the
Board, a monthly account of the Board's funds.
b. Actual handling of the Utility Board's funds will be
performed by the Utility Board Appointee, who will
be bonded for $25,000.
c. All accounts and ledgers of the Utility Board shall
be available for audit at any time by the Tribal
Auditor.
8. Management
a. The Board will establish policies for execution by
the Supervisor of Operations as described in the
By-Laws.
b. The Supervisor of Operations will manage the daily
operations of the Utility Board. The Supervisor
will have the responsibility to direct the work of
all employees of the Utility Board. He shall
establish procedures for the orderly functioning of
the office and operation and maintenance of the
utility systems.
c. Job descriptions for all employees will be developed
and followed.
d. Employees will retain their right of final appeal to
the Utility Board should any dispute with the
Supervisor of Operations not be resolved.
9. Customer Complaints and Problems
The Utility Board should serve the people of Crow Creek
Indian Tribe. All monthly meetings of the Board at Fort
Thompson shall be open to the public. Customers with
particular problems or complaints SHOULD REQUEST
INCLUSION on the agenda of the next board meeting.
10. Amendments or Revisions
The Plan of Operation may be amended by a simple
majority of Board members in attendance at a meeting
called for the purpose and thereafter approved by the
Tribal Council as provided by law.
CROW CREEK TRIBAL UTILITY ORGANIZATIONAL STRUCTURE
see hard copy
TRIBAL CHAIRMAN'S UTILITY RESPONSIBILITIES
1. Insure that all Council utility responsibilities are fulfilled.
2. Implement Council decisions through direct contact with the
Utility Board Chairman.
3. Act as an intermediary between the Council and the Board through
the Board Chairman.
4. Appoint a Tribal Official to act as advisory member of the Board
of Directors.
TRIBAL COUNCIL'S UTILITY RESPONSIBILITIES
1. Insure that safe, adequate, water, wastewater and solid waste
removal services are consistently available for all members of the
Crow Creek Sioux Tribe who reside on the Reservation.
2. Provide community water, sewer and solid waste services to
residents of Tribal communities.
3. Provide for the establishment of:
a. An appropriate utility organization.
b. An adequate financial structure to support long term utility
needs.
c. Enforcement authority for the utility rules and regulations.
4. Monitor and guide the Utility Organization within these general
guidelines.
5. Approve long range utility plans, annual budget, user fees, and
amendments to Utility By-Laws.
6. Provide office and meeting facilities for Board and Utility
Organization use.
UTILITY BOARD RESPONSIBILITIES
1. Provide consistent, safe, water, sewer and solid waste services to
residents of Tribal communities within the guidelines established
by the Tribal Council.
2. Draft a yearly utility budget for Tribal Council approval and
closely monitor the proper use of the approved budget.
3. Insure proper fee collection.
4. Establish commission rules and regulations.
5. Evaluate utility expenditures.
6. Approve employee hiring and promotion.
7. Draft long range utility service plan with annual goals, and
update annually for presentation to the Tribal Council at the time
of budget preparation.
8. Monitor the maintenance and operation of all community water
supplies, water distribution, sewage collection and sewage
treatment facilities.
9. Maintain domestic and individual/rural water supply, water
distribution, sewage collection and sewage treatment facilities
upon request by force account or sub-contract.
10. Provide additions and/or improvements to community water and
sewage systems by force account or sub-contract.
11. Insure the maintenance of seperate financial accounts for all
utility functions and provide a summary of the annual audit
report to Tribal Council.
BOARD CHAIRMAN'S RESPONSIBILITIES
1. Act as a contact between the Board and the Tribal Chairman/Council
on all matters.
2. Act as point of contact for the Utility Technician/Manager in
implementing Board and Council initiatives.
3. Present periodic utility summaries to the Tribal Council.
4. Insure that the Board fulfills its responsibilities through
assignment and delegation.
5. Act as the official signing authority for the Board.
6. Preside at all Board meetings.
UTILITY TECHNICIAN/MANAGER'S RESPONSIBILITIES
1. Provide consistent DAILY water, sewer, and solid waste service
within guidelines of the Board and Council as directed by the
Board.
2. Insure safe and proper operation of all utility facilities.
3. Manage and operate the Utility in an efficient manner.
A. Operate and maintain all water, sewer, and other facilities
under the jurisdiction of the Utility Board by:
(1) Develop, train and supervise an appropriate work force.
(2) Determine work priority, prepare work schedules, and
monitor/complete work required.
(3) Procure through appropriate channels, required job
materials and tools.
(4) Prepare plans, budgets, and reports requested by the
Board to insure economical and efficient operation.
(5) Review daily reading, identify problem areas before
breakdown and plan maintenance before system stoppage
occurs.
(6) Insure all facilities are maintained and cleaned
through weekly inspections and perform cleaning and
maintenance services as necessary.
(7) Insure accurate records of the kinds and amounts of
work performed and the amount of money spent.
(8) Provide on the job training through instruction and
example.
(9) Maintain frequent contact with community residents and
their representatives.
B. Insure that appropriate income is generated by close
supervision of the following:
(1) Accurate and prompt billing for all water, sewer, and
solid waste services.
(2) Collect and record all payment of bills due.
(3) Institute prompt action on delinquent accounts.
(4) Initiate enforcement action to accure compliance with
utility rules and regulations
(5) Assure safe, healthful and efficient operation by
utilizing all technical resources available.
4. Be responsible for the selection and evaluation of all employees
of the Utility subject to Board approval and have the right to
discharge unsatisfactory employees.
5. Recommend improvements in operation and/or expansion to the Board.
6. Is responsible to produce safe water and to dispose of all waste,
both solid and liquid, in accordance with all federal, state and
local regulations. Is responsible for complying with all
applicable monitoring, surveillance and notification requirements.
FORT THOMPSON OPERATOR RESPONSIBILITIES
1. Perform all required operation/maintenance functions necessary to
keep the water and sewage treatment facilities functioning
properly and at full capacity.
2. Be present at facilities for entire work period to monitor
operation observe any any abnormal conditions.
3. Perform preventive maintenance on Fort Thompson facilities as
scheduled by supervisor.
4. Keep facility clean and neat to provide a safe, sanitary work area.
5. Maintain periodic reading, check, and operation logs.
6. Report all maintenance performed and supply needs to Utility
Technician/Manager.
VOLUNTEER OBSERVER'S RESPONSIBILITIES
1. Inspect system facilities daily.
2. Maintain daily records and operation logs.
3. Report all maintenance and supply needs to utility supervisor.
4. Report all emergencies or operation stoppages to the Utility
Technician or Board Chairman immediately.
ACCOUNTS RECEIVABLE CLERK
1. Must have the ability to communicate effectively with public.
2. Responsible for individual Utility accounts for
customers/businesses of the Crow Creek Reservation on a monthly
basis and correspondence of the Utility Commission.
3. Maintain accurate collection records/receipts for customers.
4. Will be responsible for Time Sheets and Employee earnings records
for the Crow Creek Utility Commission.
5. Responsible for minutes of the Crow Creek Utility Board monthly
meetings.
6. Responsible for setting up accurate accounting system for Crow
Creek Utility Commission-Billing/Collection office.
WATER/SEWER PLANT OPERATOR TRAINEE
MUST BE WILLING TO LEARN:
1. To backwash the water treatment facilities as needed.
2. Prepare and mix chemicals as needed, feeding them to the
water supply in proper proportions to provide a safe potable
drinking water at all times.
3. Keep the plant clean and neat to provide a safe, sanitary
work area.
4. Maintain periodic reading, check, and operation logs.
5. Report all maintenance performed and supply needs to Utility
Technician/Manager.
6. To help locate and mark all water shut off valves.
7. To assist in shutting off water shut off valves to
delinquent customers.
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