Clark County Cemetery District 4, which maintains three cemeteries in the Amboy area, could do a little better with its bookkeeping, according to the Washington State Auditor’s Office.
The auditor’s office found that the district had little or no ownership documentation for 41 plots in its cemeteries during an accountability audit from Jan. 1, 2008, to Dec. 31, 2010. Combined, the plots are worth at least $8,000.
The lack of documentation could result in the loss of public money, the audit said.
In addition to the lack of documents, the auditor’s office said the district sold plots in areas of the Amboy Cemetery where burials could not occur; sold plots for amounts not on the board-approved price lists; did not require payment for plots, headstones and liners when they were provided; and did not document payment arrangements.
It also charged an individual twice for two plots and a former district employee was the recorded owner of eight plots, but claimed not to own any when asked for ownership documents, the audit said.
The auditor’s office recommends the district’s board of commissioners establish policies and procedures to deal with sales and management of plots, make sure they have adequate oversight in district operations and seek legal counsel to determine what action to take regarding plots that were sold that cannot be used for burials.
The district acknowledged the findings of the auditor’s office in a response, but pointed a finger at the previous administration as the cause of the problems.
“… the items identified by the Washington State Auditor are the result of inadequate and/or improper administrative policies and procedures which occurred during the prior administration of the district,” the current district administration wrote. “The current administration, including board and staff, are diligently working to correct the identified shortcomings and to prevent any future irregularities in district operations.”
Current secretary Christy Jacobs said the district put policies and procedures in place to prevent this sort of thing from happening again and is attempting to track down information on the 41 plots mentioned in the audit.
“We already have a number of the policies and procedures (in place),” she said Monday.
District officials are attempting to contact plot owners when possible but won’t disturb graves if it turns out the plot wasn’t paid for, Christy said.
For now, the district will accept any supporting documents, including receipts, deeds, bank statements or cleared checks showing that the plot was paid for.
The district is also reporting all income and expenses during public meetings and placing meeting minutes on its new website, http://www.clarkcemetery4.org.
“Commissioners want everything completely transparent to the public,” Jacobs said.
