Board & Employee Policies and Procedures

It is the intent of the Board to develop policies and put them in writing so that they may serve as guidelines for its own operation and the successful and efficient
functioning of the cemetery.

The Board considers policy development
one of its main responsibilities. Proposals regarding policies may originate with a member of the Board, consultant, civic group, or any resident of the district.

A careful and orderly process will be used in examining policy proposals prior to any action being taken by the Board. The Board will take action after hearing the
recommendations of and the viewpoints of those effected
by the policy.

Changes in needs, conditions, purposes, and objectives will require revisions, deletions, and additions to policies of the present and future Boards.

The formal adoption of policies will be recorded in the minutes of the Board of Trustees meetings. Only those written statements that have been adopted will
be regarded as official policy of the Board.

Adopted: 11/9/2004

Adoption of new policies or the revision or repeal of existing policies is solely the
responsibility of the Board of Trustees. The Board shall adhere to the following procedure in considering and adopting policy proposals to ensure that they will be examined before the final action.

1. First Meeting – The proposal shall be presented as a discussion item.

2. Second Meeting – The proposal shall be presented for a second reading, discussion, and final adoption.

During the discussion of a policy proposal, the views of the public and staff will be considered. Amendments may be proposed by board members. An amendment will not require that the policy go through additional reading except as the Board determines that the amendment needs further study and that an additional reading would be desirable.

The Board’s policy manual; and the policies, procedures, rules, regulations and/or forms set forth therein are not intended to constitute a contract of employment or a contract with employees or guarantee of benefits, rights or privileges upon any specific individual, employee or entitle any person to remain employed for any period of time. The Board may unilaterally revoke these policies, rules, regulations and benefits contained therein at any time for any reason without prior notice, such amendment, change or cancellation shall be effective immediately upon completion of the procedures set forth in this manual for amending, changing, or canceling the policies, rules, regulations and benefits contained herein.

Adopted: 11/9/2004

The purpose of this Policy Manual is to set forth the Board of Trustees policies that govern the operation of the Riverside Cemetery Dist rict. Such policies, as adopted from time to time by the Board, shall be binding upon the employees of the Board and all other parties dealing with the board.

The policies contained herein supersede and cancel all previously compiled Board policies that have been adopted for the governance of Riverside Cemetery District.

The Policy Manual and the policies, procedures, rules, regulations and/or forms set forth herein are not intended to constitute a contract of employment with the employees or guarantee of benefits, rights or privileges upon any specific individual or employee or entitle any person to remain employed for any period of time. It may, from time to time, be necessary to amend, change or cancel certain personnel policies, rules, regulations or benefits set forth in this manual or any other publication approved by the Board of Trustees. The Cemetery District may unilaterally revoke or revise this policy manual and the policies, rules, regulations and benefits contained therein or any other publication approved by the Board of Trustees at any time, for any reason, without prior notice. Such amendment, change or cancellation shall be effective immediately upon completion of the procedures set forth in this manual for amending, changing or canceling the policies, rules, regulations and benefits.

Adopted: 11/9/2004

A Board of Trustees must be aware of its unique position in the community. The statements of this Board’s objectives below express the position quite clearly:

1. The Board shall make every effort to be a representative body.
2. The Board shall endeavor to adopt and to follow written policy for guidance in decision making.
3. The Board shall involve the community, when feasible, in policy development.
4. The Board shall endeavor to provide the community with information about cemetery affairs
5. The Board shall follow ethical principles and shall refrain from acts of apetty or questionable nature.
6. The Board shall develop and shall promote policies and procedures which tend to encourage unity within the cemetery district.
7. The Board shall base its actions on facts surrounding the issues involved.

Adopted: 11/9/2004

In an effort to keep its written policies up to date so that they may be used consistently as a basis for Board action and administrative decisions, it shall be the policy of the Board to review its policies on a continuing basis.

The Board shall evaluate how the policies have been executed and shall weigh the results. It shall rely on the staff, and community for providing evidence of the effect of the policies which it has adopted.

Cemetery District policies may be amended or repealed at any meeting of the Board Of Trustees and neither the amendment nor the motion to repeal a policy shall require a second reading or meeting for the amendment or motion to repeal to pass.

Policies should reflect the adoption date and to the extent they are amended, the date of any amendment on the policy.

Adopted: 11/9/2004

As a body created under the laws of Wyoming, the Riverside Cemetery District Board ultimately derives its authority from the people of the state. The cemetery board is responsible to the voters of the district and exercises its authority subject to the provisions of the Constitution of the United States, the Constitution of the State of Wyoming and the statutes of Wyoming. The following statutes are applicable:

1. Title 35, Chapter 8, Article 3
2. Special District Elections Act of 1994 WS-22-29-101/106
3. Uniform Municipal Fiscal Procedures Act Tile 16, Chapter 4, Article 1
4. Public Records Political Subdivisions WS-16-4-201/205
5. Filing Of Documents Tile 16, Chapter 4, Article 3
6. Public Meetings Title 16, Chapter 4, Article 4

Adopted: 11/9/2004

Because all powers of the Board of Trustees lie in its action as a group, individual board members exercise their authority over district affairs only as they vote to take action at a legal meeting of the Board.

In other instances, an individual board member, including the Chairman, shall have power only when the Board, by vote, has delegated authority to him or her.

Although a board member as an individual may listen to problems of residents concerning cemetery matters, the member shall not offer counsel in the name of the Board or make commitments involving the Board. No individual member of the board is at liberty to direct the actions of any staff member.

Each individual board member has the responsibility to represent, open-mindedly, the entire cemetery district. The board member’s consideration for the entire cemetery district should take precedence over every form of cemetery area partisanship and special interest.

Adopted: 11/9/2004

The Board of Trustees, whose members are selected as representatives of the people in the cemetery district, shall act as the general agent of the State in carrying out the will of the people of the district in matters of cemetery functions.
The Board has those powers which are expressly granted to it by the legislature and also those powers which may be reasonably implied. Within these constraints, the Board of Trustees views its required function in these broad areas.

1. POLICY MAKING: The Board is responsible for the development of policy as guides for administrative action and implementing its policies.
2. APPRAISAL: The Board is responsible for evaluating the effectiveness of its policies and their implementation.
3. PROVISION OF FINANCIAL RESOURCES: The Board is responsible for the adoption of a budget which will provide the resources in terms of buildings, staff, materials, and equipment to enable the carrying out the Board’s policies.
4. PUBLIC RELATIONS: The Board is responsible for providing adequate and direct means of keeping the local community informed about the cemetery and for keeping itself informed about the needs and wishes of the public.

Adopted: 11/9/2004

Election of members of the Board of Trustees shall be held in the manner provided by state statutes as they are detailed and prescribed by the Special Districts Election Act, the Constitution of the State of Wyoming and Special Cemetery District Statutes.

The Board shall consist of 6 members elected by the qualified voters of the cemetery district.

The board members shall be elected from the trustee resident areas as follows:

Six (6) members at large.

A regular term is four years. The terms will be staggered. Following the election, newly elected members will take the Oath of Office as per Policy 10 and assume office at the close of the Discussion/Action Items on the Agenda during the regular meeting of the board in December.

The annual election of board members is held at the general election on the first Tuesday after the first Monday in November in even numbered years. Board members are elected on a non-partisan ballot in accordance with provisions of the Wyoming Special Districts Election Act.

A qualified person may file for office by filing an application for election with the Riverside Cemetery District’s Office Manger in the manner provided by law.

Legal Reference:WS-35-8-304 to 305 and WS-22-29-112 to 113

Adopted: 11/9/2004

Amended:  10/12/2010

Members of the Board of Trustees should have a genuine interest in and devotion to cemetery services, a willingness to give time and effort to the work, and the ability to work cooperatively with others.
Any qualified elector of the cemetery district is eligible to serve as a cemetery board member. A “qualified elector” is a person who is:

• a citizen of the United States;
• eighteen years old or older on election day;
• a resident of the State of Wyoming in the trustee district he or she wishes to represent;
• a registered voter.

A person may not serve on a cemetery board who is:

• concurrently adjudicated a mentally incompetent person;
• has been convicted of a felony and whose civil or voting rights have not been restored.

A qualified person may be nominated for the office of cemetery district trustee by filing an application for election with the Board Secretary of the Riverside Cemetery District in accordance with state election laws.

Legal Reference: WS-22-29-111 and WS-22-29-104

Adopted: 11/9/2004

Amended:  10/12/2010

Every person elected or selected to be a member of the Board of Trustees shall appear before the Board and solemnly pledge to faithfully perform their duties as required by law.

The oath must be administered within ten (10) days after receiving notice of election or appointment and prior to assuming the duties of a cemetery board member.
The oath may be administered by officer authorized to administer oaths.

I do solemnly swear (or affirm) that I will support, obey and defend the constitution of the United States, and the constitution of this state, and that I will discharge the duties of my office with fidelity; that I have not paid or contributed, or promised to pay or contribute, either directly or indirectly, any money or other valuable thing, to procure my nomination or election, (or appointment) except for necessary and proper expenses expressly authorized by law; that I have not, knowingly, violated any election law of the state, or procured it to be done by others in my behalf; that I will not knowingly receive, directly or indirectly, any money or other valuable thing for the performance or nonperformance of any act or duty pertaining to my office, other than the compensation allowed by law.

Legal Reference: Art. 6 Sec. 2 Wyoming Constitution and WS-22-29-118

Adopted: 11/9/2004

Vacancies in a Trustees office shall be deemed to occur upon the happening of the following:

(i) If for any reason a properly qualified person is not elected to a Trustee’s office by the voters as required at a regular election;

(ii) If a person who was duly elected or appointed fails, neglects or refuses to subscribe to an oath of office;

(iii) If a person who was duly elected or appointed submits a written resignation to the Board of Trustees and the resignation has been duly accepted by the Board of Trustees;

(iv) If the person who was duly elected or appointed ceases to be qualified for the office to which he was elected;

(v) If a person who was duly elected or appointed is found guilty of a felony;

(vi) If a court of competent jurisdiction voids the election or appointment or removes the person duly elected or appointed for any cause whatsoever, but only after his right to appeal has been waived or otherwise exhausted;

(vii) If the person who was duly elected or appointed fails to attend three (3) consecutive regular meetings of the Board of Trustees without the Board of Trustees having entered upon its minutes an approval for at least one (1) of those absences. This provision shall not apply to instances where failure to attend the meetings was due to a temporary mental or physical disability or illness;

(viii) If the person who was duly elected or appointed dies during his term of office;

If declared vacant by the board of county commissioners upon the failure of the district board to comply with W. S. 9-1-507(a)(vii) on or before December 30 of that same calendar year, after notice is given as provided by W. S. 9-1-507(j).

Legal Reference: WS-22-29-201 (a) (iv)

Adopted: 11/9/2004

The majority of remaining members of the Board of Trustees shall fill a vacancy in office by temporary appointment in the manner provided by law. If the trustees fail to appoint a qualified person to fill a vacancy within thirty (30) days from the date of notice of vacancy, or if, for any reason, the entire membership of the Board of Trustees is depleted, the Board of County Commissioners of the county or counties involved shall appoint a qualified person to fill each vacancy until the next election, at which time an election shall be held to fill the unexpired term, and each appointee shall serve until his/her successor is elected and qualified. Term of office begins on the day appointee accepts appointment unless a letter of resignation of prior incumbent specifies a later date.

Legal Reference: WS-22-29-201 and WS-22-29-202

Adopted: 11/9/2004

As a member of my local Board of Trustees I will:

Attend all regularly scheduled board meetings insofar as possible, and become informed concerning the issues to be considered at those meetings; I understand that Wyoming Statute allows for only three consecutive absences to remain an active member unless advising of absence in advance or due to temporary mental or physical disability or illness;

Recognize that I should endeavor to make policy decisions only after full discussion at publicly held board meetings;

Render all decisions based on the available facts and my own independent judgment, and refuse to surrender that judgment to individuals of special interest groups;

Encourage the free expression of opinion by all board members;

Work with other board members to establish effective Board policies and to delegate authority to employees when appropriate;

Support the employment of those persons best qualified to serve the cemetery district and insist on a regular impartial evaluation of all staff;

Avoid being placed in a position of conflict of interest and refrain from using Board position for personal or partisan gain;

Take no private action that will compromise the Board and respect the confidentiality of information that is privileged;

Legal Reference: WS-22-29-201 (a)(vii)

Adopted: 11/9/2004

Public office is a trust created by the confidence which the public places in the integrity of its public officers. To preserve this confidence, the Board and its individual members will operate in a manner which will avoid situations that have the appearance of a conflict of interest.

A board member shall not have any direct financial interest in a contract with the cemetery district, nor shall he or she furnish, directly any labor or equipment to the district without disclosing his/her interest. Should such a conflict occur, the board member shall not participate while the remainder of the Board considers the contract or purchase of materials; the board member shall refrain from attempting to influence the Board in making its decision; and the Board member shall not vote on the issue before the Board.

It is not the intent of this policy to prevent the district from contracting with corporations or businesses because a board member is an employee of the firm. The policy is designed to prevent placing a board member in a position where his interest in the cemetery and his interest in his place of employment (or other indirect interest) might conflict and to avoid the appearance of conflict of interest even though the conflict might not exist.

Board members shall not apply for any position within the District. They may resign from the Board and then apply for a position.

No employee will be placed in any position where direct supervisory authority is exercised over a family member.

No relative of an employee will be shown preference for employment in any position.

No board member shall advocate or cause the employment, appointment, promotion, transfer, or advancement of a family member to an office or position within the cemetery district, nor shall any board member participate in his official capacity as a board member regarding a matter relating to the employment or discipline of a family member.

A family member is defined as a spouse, parent, sibling, child, grandparent or grandchild; or an individual living in the employee/board member’s home.

Legal Reference: WS-22-29-119

Adopted: 11/9/2004

The Board shall organize annually by the election of officers from its membership at the first regular meeting in December.

The officers of the Board shall be Chairman, Vice-Chairman, Secretary and Treasurer.

Election shall be by voice vote unless a secret ballot is requested by any board member. Nominations shall be made from the floor. A nominee must receive a majority vote of board members for election to office. Should no nominee receive a majority vote, the election shall proceed until a member is elected.

Legal Reference: WS-22-29-119

Adopted: 11/9/2004

The officers of the Board shall be chairman, vice-chairman, secretary and treasurer.

DUTIES OF THE CHAIRMAN

The chairman of the board shall preside at all Board meetings the Chairman shall have full voice and vote on all motions put before the Board.

DUTIES OF THE VICE-CHAIRMAN

In the absence of the Chairman, the Vice-Chairman shall preside at the meeting. If neither Chairman or Vice-chairman is present, the board members who are present shall elect a temporary chairman for the purposes of the meeting.

DUTIES OF THE SECRETARY

1. Co-sign, with the chairman, all checks unless the treasurer’s signature is affixed;
2. Keep the minutes of the meetings of the Board and a calendar of all matters referred to committees and others, and report action or nonaction on the same at each regular meeting;
3. Have care and custody of the record books and documents of the Board;
4. Cause the annual report to be made and forwarded to the proper local, county, and state officials;
5. Receive and reply to all communications as directed by the Board;
6. File all papers pertaining to district business;
7. Call special meetings of the Board when requested;

DUTIES OF THE TREASURER

The treasurer is the custodian of the cemetery district funds. He or she shall:

1. Cause an account to be kept of the receipts and expenditures of the district;
2. Co-sign, with the chairman, all checks;
3. Have custody of all district money and pay it out countersigned by the chairman;
4. Render a financial statement at any time required by the Board and, at the close of each fiscal year, cause to be published in some newspaper of general circulation within the district, a detailed report showing the sources of revenue and the purposes for which monies were expended.
5. Will have responsibility for budget preparation and presentation of a preliminary budget annually.

In the event a vacancy should occur in any office of the Board of Trustees, the vacancy shall be filled by the remaining members of the Board of Trustees.

Adopted: 11/9/2004

The Board of Trustees may appoint an attorney to advise and represent the District.

It shall be the duty of the Riverside Cemetery District attorney to advise the Board on specific legal problems submitted to him/her. The attorney shall attend meetings upon request and shall be familiar with requirements of Wyoming Law and with Board policies, actions, and practices under these policies.

Adopted: 11/9/2004

The regular meeting of the Board of Trustees of Riverside Cemetery District shall be held in the board room located at 1721 Gulch on the 2nd Tuesday of each month starting at 5 PM.

The Board shall periodically give notice of the regular meetings of the Board in a local newspaper. The notice will be published in the newspaper after the organizational ( annual election of officers ) meeting of the Board and before the next regular meeting. A second notice will be published in July as part of the District’s annual report.

Special meetings may be called at any time upon the request of the Board Chairman or any two members of the Board and any absent member is to be notified. Action at special meetings shall be limited to items related to the purpose or purposes for which the meeting was called and announced in the notice of the special meeting.

The Chairman may call an emergency meeting to take temporary action on a matter of serious, immediate concern without notice. However, a reasonable effort will be made to notify the public of the meeting.

All action taken at an emergency session is temporary. In order for it to become permanent, it must be reconsidered and acted on within 48 hours.

All meetings of the Board are open to the public and press except for executive sessions.
Because all powers of the Board of Trustees lie in its collective action as a group, individual board members exercise their authority over district affairs only as they take action at a legal meeting of the Board.

In other situations, an individual board member, including the Chairman, shall have the authority to act only when the Board has delegated that authority to him or her.

Legal Reference: WS-16-4-403 and WS-16-4-405

Adopted: 11/9/2004

All meetings of the Board of Trustees are open public meetings. That means they are meetings held in public so that the public may observe the Board as it conducts the district’s business. They are not a meeting designed for public participation on every issue before the Board. The Board may provide for public input during the meeting on specific issues.

The Board may meet in executive session for those purposes provided by law. The public may be excluded from an executive session. Official action will be taken by the Board only in an open public meeting.

A member of the public will not be required to provide any information, register or complete a questionnaire as a condition of attendance at any Board meeting. They may be required to identify themselves and indicate any affiliation they may have if they seek recognition prior to speaking to the Board.

Legal Reference: WS-16-4-403 and WS-16-4-405

Adopted: 11/9/2004

Executive sessions may be convened by a motion being made, seconded, and a majority vote in favor for the purpose of discussion related to the following:

1. Matters relating to the employment or dismissal or other charges against district personnel;
2. Matters relating to litigation or proposed litigation in which the Board is a party;
3. Consideration of the selection or purchase of real estate;
4. Consideration of the acceptance of gifts, bequests, or donations where confidentiality has been requested by the donor;
5. To consider or receive any information classified as confidential by law;
6. Consideration of accepting or tendering wage and benefit offers and to discuss terms of employment during all negotiations;
7. Any other purpose provided by law.

The only persons who may attend executive sessions are Board members and other individuals the Board may invite to be present.

Any decision deliberated upon during an executive session requiring formal action must occur acted at an open meeting.

No action shall be taken at executive sessions. Minutes of executive sessions shall be recorded but not published. Minutes of executive session shall be maintained in confidential files of the district not open to the public. That such a session will be, or was held, shall be recorded in the minutes of the preceding or subsequent open meeting.

Board members and other persons attending an executive session are dutybound not to disclose matters discussed at the executive session.

Legal Reference: WS-16-4-405

Adopted: 11/9/2004

The order of business during any meeting of the Board shall be determined by an agenda prepared by the Office Manager in consultation with the Board Chairman.

Members of the staff or public who wish to have a particular item(s) placed on the agenda, or who desire to make a presentation to the Board, may make these requests to the Office Manager or the Board Chairman.

The agenda, together with supporting materials, shall be sent to Board Members by the Office Manager sufficiently prior to the meeting, if at all possible, to permit them to give items of business advance study.

The agenda shall be distributed to interested organizations and agencies that request copies.

The Board shall follow the order of business set up by the agenda, unless, by consensus, the Board agrees to modify the order of business. The agenda will allow a suitable time for the remarks of the public who wish to speak to the Board.

Guests appearing before the Board to speak may be given preference to other agenda items.

Adopted: 11/9/2004

The order of business at all regular meetings shall be as follows unless altered by unanimous consent of those members present:

1.0 Call to Order

2.0 Consent Agenda

2.1 Roll Call

2.2 Review and Approve Agenda

2.3 Approval of minutes

2.4 Approval Of Vouchers

2.5 Treasurer’s Report

2.6 Sexton’s Report

2.7 Office Manager’s Report

2.8 Attorney’s Report 2.8 Committee Reports

3.0 Discussion and Action Items

3.1 Public Input on Agenda/Non-Agenda Item

3.2 Old Business Not Requiring Action

3.3 Formal Acceptance of Business Requiring Action

4.0 Visitor Comments

5.0 Executive Meeting ( if necessary)

6.0 Adjournment

Adopted: 11/9/2004

A majority of the elected Board Members in the District shall constitute a quorum for the transaction of business at any Board meeting. At any meeting where the quorum is present in person (or by telephone in certain circumstances) the majority of the quorum present may take action.

If a quorum is not present the members in attendance may adjourn the meeting to another time. Notice will be given to all members of the Board of the time and place of the adjourned or recessed meeting. Should a meeting of recess occur a notice of time and place to reconvene must be conspicuously posted on or near the door of the District’s offices.

Legal Reference: WS-16-4-404 ( c )

Adopted: 11/9/2004

Amended: 7/12/2005
Amended: 7/12/2016

All action taken, or motions passed or denied, shall be recorded in the minutes of meetings as passed (motion carried) or denied (motion failed) unless a roll call vote is requested by any member, in which event the Chairman shall call the roll and the ayes and nays shall be recorded.

The Chairman of the Board shall be entitled to vote on all issues before the Board.

Adopted: 11/9/2004

Amended: 7/12/2005
Amended: 7/12/2011
Amended: 1/10/2017

The minutes of the meetings of the Board of Trustees constitute the written record of all proceedings of the Board. Therefore, the minutes shall include:

1. The nature of the meeting, whether regular or special; time and place; members present; approval of the minutes of the preceding meeting or meetings;
2. Record of all actions taken by the Board; the motion, the name of the member making the motion and seconding it and the record of the vote;
3. Lengthy discussion may be summarized and long documents will be attached by reference when necessary;
4. Record of all business that comes before the Board through reports of the Sexton, Office Manager or others including the public;
5. The names of all persons who speak before the Board and the topic of their remarks;
6. A record that an executive session was held.
7. A record of adjournment.

The minutes shall be signed by each member of the Board of Trustees following their approval. The minutes shall be in the custody of the Board Secretary, who shall make them available to the public upon request during normal office hours.

Copies of the unapproved minutes will be mailed to Board Members within 5 working days after a meeting.

Adopted: 11/9/2004

All regular, special, and emergency meetings of the Board of Trustees are open to the public.

Because the Board desires to hear the viewpoints of citizens throughout the district, it shall provide time at all meetings for citizens to be heard.

Board meetings are conducted for the purpose of carrying out the official business of the cemetery district. The meetings are not public forum meetings, but are meetings held in public. All meetings, except executive sessions, will be open public meetings. Orderly conduct of meetings does not permit spontaneous discussion from the audience. Individuals or organizations desiring to make requests, presentations or proposals to the Board will be provided that opportunity.

Citizens wishing to have an item placed on the agenda for a specific board meeting, should direct their request to the office manager or board chairman. A request to have an item placed on the agenda should be made seven days prior to the scheduled meeting of the Board. The office manager and the board chairman will confer and determine the appropriate placement of the item on the agenda.

Speakers may be scheduled to address subjects which are included on the agenda.

Recognizing its responsibility for proper governance and, therefore, the need to conduct its business in an orderly and efficient manner, the Board shall schedule a period during each meeting for public participation.

Speakers will be recognized by the Chairman of the Board and may make objective comments on activities, operations and programs. The Board will not permit, in public session, any expression of personal complaint about cemetery personnel nor against any person connected with the cemetery district. Personnel matters are not appropriate topics to be discussed at regular board meetings. Decorum requires that such matters be entertained in executive session as arranged by the Board. Speakers will not be permitted to participate in gossip, make defamatory remarks, or use abusive or vulgar language. Speakers will be advised that their comments must be limited to items which relate directly to the district. The Board Chairman will maintain the prerogative to discontinue any presentation which violates any of the public participation guidelines.

A single spokesperson should be selected by groups or organizations desiring to address the Board on an agenda topic in order to avoid presenting repetitious information.

The Board Chairman shall be responsible for recognizing all speakers, who shall properly identify themselves; for maintaining proper order; and for adherence to any time limit set. Questions asked by the public shall, when possible, be answered immediately by the Chairman or referred to staff members present for reply; questions requiring investigation shall be referred to the appropriate Board member or employee for consideration and later response.

Members of the public will not be recognized by the Chairman as the Board conducts its official business except when the Board schedules, in advance, an interim public discussion period on a particular agenda item.

The intent of this policy is to allow a fair and adequate opportunity to be heard, to allow action to be taken when policies have been established by the Board on the subject of the request, to provide adequate time for the Board to obtain necessary information concerning the subject, and to see that time devoted to the discussion does not interfere with the fulfillment of the Board’s scheduled agenda.

Adopted: 11/9/2004

The Board, as a decision-making body, is confronted with a continuing flow of problems, issues and needs which require action. While the Board is determined to expedite its business, it is also mindful of the importance of planning, brain storming and thoughtful discussion without action. Therefore the board may schedule work sessions and retreats for discussion items in order to provide its members and the staff with such opportunities. Minutes will be kept of such meetings although the minutes may simply indicate that the meeting was held and the Board discussed a specific item of business, without providing further detail.

Adopted: 11/9/2004

The Office Manager for the District shall establish and maintain an orderly plan for preserving and making accessible the policies adopted by the Board and shall file them with the County Clerk.

The Board Policy Manual shall be considered a public record and shall be open for inspection in the district’s office.

All employees are responsible for complying with all rules, regulations and policies of the Board, with administrative procedures and oral directives of their supervisors and the Wyoming State and other statutes. All employees are responsible for acquainting themselves with the District’s rules, regulations, policies and procedures, and state statutes and regulations

Legal Reference: WS-35-8-303 and WS-16-4-201 to 205

Adopted: 11/9/2004

The Board shall provide liability insurance coverage for its members in order to protect them from financial loss arising from claims filed against them while performing their duties as a Board of Trustees.

Adopted: 11/9/2004

Riverside Cemetery District is committed to a policy of nondiscrimination in relation to race, color, national origin, sex, age, handicap and religion. This policy should prevail in all matters concerning staff, and individuals with whom the district does business.

The Riverside Cemetery District, in keeping with the requirements of state and federal law, will strive to remove any vestige of prejudice and discrimination, in employment, assignment and promotion of personnel.

Adopted: 11/9/2004

All materials, facilities and equipment owned and used by the District to conduct business and services are the sole property of the District and may not be used for personal use by any employee or Board member.

Adopted: 11/9/2004

Because the cemetery district is a public institution endeavoring to serve the community, it is important that information be disseminated concerning activities and problems in the district. In order to coordinate this publicity into a common effort and purpose, the following procedures will be followed in giving official information to the news media:

1. The Board Chairman will be the official spokesman for the Board, except as this duty is delegated to other Board Members, Office Manager or Sexton.
2. News releases will be made available to all local news media operating within the cemetery district as well as the District’s web site.

Adopted: 11/9/2004

In order to facilitate budget preparation for the District, the following time line will be utilized by:

March 15: Budget requests will be received by office manager

On or before May 15: Preliminary budget must be presented to the Board.

Second Wed. in July: Proposed budget will be published in newspaper.

Within 5 days of the Third Thurs. in July: Public hearing on the proposed budget.

Third Thurs. in July: Budget officially adopted.

Legal Reference: WS-16-4-109

Public hearings on the budget are regulated by the Uniform Municipal Fiscal Procedures Act and other legislation.

As required, a notice announcing the public hearing on the District’s budget shall be published once in a daily or weekly newspaper having general circulation in the District. The publication shall be made in the first regular issue of the newspaper at least one week before the public hearing.

The Board shall schedule a public hearing to consider the annual district budget within 5 days of the third Thursday of July. At this time, the Board shall provide accommodations for interested persons and for the adequate presentation of the budgets and shall receive questions and responses from interested persons

Legal Reference: WS-16-4-101 et sec

Adopted: 11/9/2004
Revised: 7/13/2010

The Board of Trustees supports and authorizes a safe and sound investment program.
Investments shall be limited to those authorized by state law.

The Board of Trustees believes:

• that all excess funds shall be held in interest-bearing accounts or investments to earn the maximum return possible on the funds available for investment while complying with state statutes and district policy;
• that safety of funds should be a first consideration. The District should not enter into investment transactions which will expose itself to an undue credit risk of an issuer or a broker/ dealer;
• that excess funds should be deposited in local financial institutions; and
• that investment practices must always be in compliance with state laws

Adopted: 11/9/2004

Financial Reports

The Board Treasurer shall present a financial statement on the General Fund to the Board of Trustees at a regular meeting each month. The report shall show all income to-date by budget categories, amount expended to-date by budget categories, and the true cash balance. The Board Treasurer shall also present a monthly statement of income, expenses, and balance all funds.

Any other financial statements deemed necessary by either the Board shall be presented as requested.

Annual Report

An annual report shall be made to the Board.

Public Inspection

All financial records shall be maintained at the District’s central office and shall be open for public inspection during reasonable business hours.

Adopted: 11/9/2004

The fiscal year is defined as beginning on the 1st day of July and ending on the 30th day of June

Adopted: 11/9/2004

Recognizing that the district is supported primarily by tax monies paid by individuals and businesses of the local community, the Board will purchase locally whenever and wherever possible and whenever goods and services of equal quality at competitive prices are available.

Selection of vendors shall be based on price, quality, past services, delivery time and availability.

Adopted: 11/9/2004

All district employees shall receive their pay checks the 1st and 16th day of every month. If the 1st and/or the 16th day of the month falls on a Saturday or on a holiday which falls on a Friday, employee payments will be issued on the previous work day. If the 1st or 16th day of the month falls on a Sunday or a holiday which falls on a Monday, employee payments will be issued on the following work day. Time cards are due the 15th and last working day of the month.

The board may make exceptions on a case by case basis.

Adopted: 11/9/2004
Revised:  10/10/2006

As an operating procedure, the Board will receive each month from the Office Manager a list of bills for payment from the district funds, which lists will be supported by invoices and vouchers properly certified and approved with respect to materials or services received or expenses incurred. The Board will discuss questionable items, if any, in the listings, make changes, if any are deemed necessary, and approve the bills for payment.

No payments for services will be paid in advance of the actual services. The Board may choose to pay for materials and/or equipment in advance of installation or service and in such situations will be considered on a case by case basis.

Adopted: 11/9/2004

The Fair Labor Standards Act requires employers to keep records of hours worked. The time sheet is to be filled out daily (i. e. time clock) and turned in to the Office Manager on the 15th and last working day of every month. Time sheets not received when due cause delay in the processing of the payroll.

Paychecks should always be checked by the employee for accuracy. The Office Manager should be notified if there are any discrepancies.

It is important that the individual’s personnel records be accurate at all times. Each employee is responsible for notifying the Office Manager regarding any change which affects payroll status. This may include changes in address, marital status, number of dependants, telephone number, and other related personal information.

Compensation records kept by the Office Manager will reflect an accurate history of the compensation and related benefits accorded each employee. Compensation records for each employee will be presented to the Board at each regular monthly meeting.

Adopted: 11/9/2004

Deductions for income tax, retirement, and social security shall be made at such time and rate, and in such manner as determined by law and by  legal governmental agencies.  Such deductions shall be credited to the employee’s account with the agencies for which deductions were made.

Adopted: 11/9/2004

In order to simplify refunds and minor purchases, the board of trustees may authorize a petty cash fund.

Expenditures from petty cash may be made for small cost items. However, this type of expenditure must always be supported by receipts. Replenishment of a petty cash fund shall be made from the General Fund or a revolving fund account.

When a petty cash fund needs to be replenished, a voucher requesting the necessary funds shall be made out by the Office Manager. The voucher must have the expenditure dated, itemized, and accompanied by appropriate receipts. The voucher will then be forwarded to the Board for approval

Adopted: 11/9/2004

Budget planning and preparation in this district will be an integral part of business of the Board so that the annual operating budget may effectively express and implement all projects and activities of the district.
Budget planning and preparation will be a year-round process involving board members and employees throughout each fiscal year.

The Board Treasurer, working with the Office Manager and Sexton, will have responsibility for budget preparation and presentation of a preliminary budget annually.
The annual budget should demonstrate how district finances will meet the needs and desires of the district.

The board will give careful consideration to budget requests, review allocations for fairness and for their consistency to provide cemetery services.

Adopted: 11/9/2004

When equipment and/or materials become worn out, obsolete, surplus, or otherwise unusable in the district, the Board may authorize their disposal in a manner to the district’s best advantage, provided that the unit value of the items is not more than $500. If values are in excess of that amount, formal authorization for negotiated sale or for putting the items to bid will be obtained from the Board.

To assure all district taxpayers have an equal opportunity in purchasing items with a unit value over $500, all sales must be advertised in advance through the news media.

Surplus property will be classified for disposal according to the resale value of the item.

1. Items having a resale value will be disposed of as follows:

a. Items having a fair market value of $500 or less may be disposed of by closed bid, auction, or general sale. b. Items having a fair market value of more than $500 will be advertised for sale to the highest bidder. c. Property must be sold to the highest responsible bidder unless all bids are rejected.

2. Items having no resale value or of insufficient value to defray the cost of sale may be disposed of as follows:

a. Salvageable parts may be removed for use in restoring inoperable district equipment to an operable condition and the remainder of the items disposed of for junk value or taken to the refuse collection center.

b. Usable parts may be removed and stored and the remainder of the item disposed of for junk value or taken to the refuse collection center.

c. Surplus items may be disposed of for junk value or taken to the refuse collection center.

d. Surplus items may be made available to the general public or charitable organizations.

Adopted: 11/9/2004

The District’s purchasing program shall serve the interests the betterment of the district by providing the necessary supplies, equipment and services. The Board declares its intention to purchase competitively without prejudice and to seek maximum value for every dollar expended.

The purchasing procedures employed by the district shall comply with all applicable laws and regulations of the state as well as the following Board policies:

1. The district’s annual operating budget, which the Board sees as the district’s controlled spending plan, shall direct all purchases by the purchasing agent.
2. Board of Trustees approval must be secured for major purchases of equipment which amount to a considerable expenditure by the district.
3. Competitive bids or quotations shall be solicited in connection with all purchasing whenever possible. Contracts shall be awarded to the lowest responsible bidder complying with specifications and with other stipulated bidding conditions.
4. Preference in purchasing shall be given to in-district, county, or state vendors respectively, provided:
   a. their prices are equal to or better than other vendors, and
   b. they meet the specifications of the district.
5. The quantity of items purchased shall depend on the necessity of the items, storage space, availability and economy of volume purchased.
6. Every effort will be made to receive full value for the dollar spent. The purchasing function shall be to buy the required products which, during the product’s period of usefulness, will be the most efficient and economical.
7. Petty cash funds shall be used for the payment of properly itemized bills of nominal amounts and under conditions calling for immediate payment.
8. All contracts which require public advertising and competitive bidding shall be accepted by the Board.

Adopted: 11/9/2004

The Uniform Municipal Fiscal Procedures Act which provides the framework for preparation, passage and implementation of the District’s annual operating budget.

It is the legal document which describes the programs and/or projects to be conducted during a given period of time. The budget shall be considered a controlled spending plan for the fiscal year and it shall state in financial terms the operational plan for the conduct of all financial activities in the cemetery district. It shall be adopted for amounts and categories which meet the needs of the district.

Adopted: 11/9/2004

Amended: 7/12/2011
Amended: 7/12/2016

The complete financial records of the District will be audited annually by a certified public accounting firm selected by the Board.

The Board will consider and act upon recommendations of the certified public accountant for maintaining an efficient system for recording and safeguarding district funds.

Legal Reference: WS-16-4-21

Adopted: 11/9/2004

All checks drawn on the district’s treasury shall bear the signatures of any two active board members.

All vouchers will bear the signature of any active board member who has not signed the checks.

The Board authorizes uses of facsimile signatures of these board members. However, all checks drawn on the district’s treasury shall require one original signature. No more than one facsimile signature may be used on any check drawn on the district’s treasury. In accordance with Wyoming law, facsimile signatures shall be registered with the Secretary of State and all other precautions observed.

Legal Reference: WS-16-2-103

Amended: 5/11/2010
Revised: 10/10/2006
Adopted: 11/9/2004

In an attempt to assure that all interested persons who desire to do business with this district are afforded an equal opportunity to do so, the district shall obtain competitive bids when any building is to be built or any repairs, additions, or improvements costing more than $20,000 are to be made for any district property or when any purchase of insurance, supplies or costing more than $20,000 is contemplated unless precluded by appropriate regulations or Wyoming Statutes. When the amount exceeds $20,000, a call for bids shall be published at twice at least seven (7) days apart in the newspaper of general circulation in the district. No contract shall be divided for the purpose of avoiding this provision. When items are less than $20,000 but greater than $10,000.00, the Board will receive competitive quotes and determine the quote to be accepted based on the needs of the district.

Prior to requesting any bid over $20,000, Board approval must be obtained. If approved by the Board, then competitive bids, where appropriate, will be obtained and if appropriate, a notice calling for bids will be published. All bids for work will require contracts and shall be in writing and shall provide for advertisement of final payment pursuant to Wyoming Statute. Advertising is required for the purchase or lease of new vehicles and/or equipment regardless of the threshold. If trade-ins are included in the purchase or lease, it must appear in the advertisement.

Items for which bids must be obtained may be described in the public call for bids by stating general requirements and making detailed specifications available to prospective bidders at the administrative offices.

The District shall reserve the right to reject any or all bids or quotes or to accept any bid or quote which in its sole and absolute judgment, under the circumstances, best serves the district’s interest. No bids or quotes shall be considered which are received after the time mentioned and any bid or quotes received after the scheduled time shall be returned to the bidder unopened. The district may further require up to thirty (30) days from receipt to determine acceptance of bid(s) or quotes.

All bids must be submitted in sealed envelopes and all bids will remain sealed until opened in public by the Office Manager and Board Secretary or designee on the specified date and time. A determination will be made as to who is the lowest responsible bidder. A recommendation will be made to the Board at its next regular meeting. The Board may approve the bid recommendation, but reserves the right to take the bid under advisement pending further review.

Wyoming statutes requires that bidders post a bid bond or bid guarantee with any and all bids. In addition, a bidder/contractor must provide documentation of insurance to include the type and amount as well as the amount of liquidated damages if any which are to be provided for in the final contract documents.

Where applicable, preference will be given to Wyoming contractors as provided in Wyoming Statutes.

Legal Reference:
WS-9-8-301 (1977) et seq.
WS-16-6-101 et seq.
WS-15-1-113

The District will seek business and bids from all eligible vendors, regardless of race, creed, color, sex, national origin, age, or disability.

No favoritism will be extended to any vendor. Each order will be placed on the basis of quality, price, delivery, and past service may be considered.

No person officially connected with or employed by the district will be an agent for, or have any monetary or beneficial interest in, or receive any compensation or reward of any kind from any vendor for sale of supplies, materials, equipment, or services.

Adopted: 11/9/2004

Temporary leave will be provided every employee for jury duty and to meet requirement of any legal subpoena. Such employee will receive full salary, less jury pay, for the number of days mandated to perform such obligation. A copy of the summons should be available to the Board upon request.

Adopted: 11/9/2004

HOSPITAL/MAJOR MEDICAL

The District at the discretion of the Board of Trustees, may participate in a health insurance plan for its employees and their dependents. Information regarding any plan provided shall be made available to an employee by the Office Manager, although it is the employees’ responsibility to remain knowledgeable about the plan and complete the necessary paperwork for participation. New employees who qualify for the cemetery’s health insurance benefit, if available, must enroll within the first thirty (30) days after employment.

WORKMEN’S COMPENSATION INSURANCE

Wyoming employers must insure with the state’s Worker’s Compensation Insurance Fund for those occupations and circumstances covered by Worker’s Compensation. The Workers’ Salary and Compensation Division of the Department of Employment sets the appropriate premium on the basis of the occupation and the employer’s record of employee injuries. Worker’s Compensation applies to certain circumstances and occupations as defined by the Worker’s Safety and Compensation Division (The Workers’ Safety and Compensation Division, Cody, Wyoming field office is located at 1026 Blackburn, Suite 4, 527-5609 ).

In the event an employee receives an injury associated with a specific workplace event incident, the employee shall report the matter immediately to the Sexton, but in no case later than 72 hours after its nature becomes apparent. All work or work-related injuries must be reported and filed in compliance with guidelines established under Wyoming Workmen’s Compensation laws.

UNEMPLOYMENT INSURANCE

Riverside Cemetery District is covered by the Wyoming Employment Security Law which may provide an employee laid off by the cemetery with unemployment insurance benefits.

Legal Reference: WS-27-3-101 et seq

Adopted: 11/9/2004

The District participates in the Wyoming Retirement System. Participation by regular full-time employees is mandatory with the following exceptions:

1. Contract labor
2. Seasonal Full-Time and Part-Time Employees

Adopted: 11/9/2004

NOTIFICATION OF ABSENCE

Policy 65

If an employee is unable to report for work, he or she is responsible to notify the Sexton or the Office Manager at the beginning of cemetery hours concerning the reason for and the anticipated duration of the absence. In the case of absence by the Sexton, he or she will report to the Office Manager and in the case of the absence of the Office Manager, her or she will report to the Sexton. The Sexton and Office Manager shall not take vacation, comp time, and/or personal days unless approved in advance by the Chairman of the Board of Trustees, or the Vice-Chairman of the Board of Trustees, in the case where the Chairman cannot be reached after diligent effort.

The District Board of Trustees may, at their discretion, demand that the employee present a doctor’s report in regard to absence.

Revised: 7/10/2007
Adopted: 11/9/2004

All accidents will be reported.
A report of all serious accidents will be prepared and submitted to the Board and appropriate supervisor. The reports will cover all accidents occurring on cemetery and any involving staff or visitors who may be elsewhere on cemetery business. Reports will cover property damage as well as personal injury. Information to be included in the report will include:

1. date, time and place of the accident;
2. name and address of the injured person;
3. type of accident;
4. treatment given;
5. narrative description of the accident, including witnesses and/or other participants.

A copy of the injury report is to be placed on file with the Office Manager within 48 hours from the time of the accident.

Adopted: 11/9/2004

The office and shop hours for the District are 8:00 a.m. until 4:30 p.m. Monday through Friday except on holidays. Employee work hours will coincide with these hours unless operational demands necessitate variations in starting and ending times. The lunch break is from 12:00 until 12:30 p.m. Employees may occasionally be assigned to serve the public during the normal lunch period or after normal office hours.

Adopted: 11/9/2004

Each workday, regular full-time, seasonal full-time and wage employees are provided two rest periods of 15 minutes in length. To the extent possible, rest periods will be provided in the middle of work periods. Since this time is counted and paid as time worked, employees must not be absent from their work stations beyond the allotted rest period time.

All regular full-time, seasonal full-time ,wage and salaried employees are provided with one meal period 30 minutes in length each workday.

Employees will be relieved of all active responsibilities and restrictions during meal periods and will not be compensated for that time.

Rest and meal periods may not be accumulated.

Adopted: 11/9/2004

The District grants holiday paid time off to all regular full-time employees on the holidays listed below:

New Years Day………………………….Jan. 1st

President’s Day………………………….3rd Mon. of Feb.

Memorial Day..…………………………..Last Mon. of May

Independence Day………………………July 4th

Labor Day…………………………………1st Mon. of Sept.

Columbus Day…………………………..2nd Mon. of Oct.

Veteran’s Day……………………………Nov. 11th

Thanksgiving Day………………………4th Thurs. of Nov.

Fri. after Thanksgiving………………….4th Fri. of Nov.

Christmas Eve…………………………..Dec. 24th

Christmas Day…………………………..Dec. 25th*

*EXCEPTION: If Christmas falls on a Sunday or a Monday, no compensation or time will be given for Christmas Eve.

Holidays falling on Saturday will be taken on the preceding Friday. Holidays falling on Sunday will be taken on the following Monday.

Regular and Seasonal Full-Time Employees scheduled to work 40 hours per week shall receive 8 hours of holiday pay.

Adopted: 11/9/2004

Paid vacations are granted to regular full-time. Employee must advise of the vacation in advance with the Board of Trustees and it shall not conflict with work requirements of the cemetery. Accordingly, paid vacation is provided as follows:

1. 12 months or less of continuous employment accrues 4 hours per month or 48 hours per year (6 days)
2. 2 through 5 years of continuous employment accrues 6.67 hours per month or 80 hours per year (10 days)
3. 6 through 10 years of continuous employment accrues 10 hours per month or 120 hours per year (15 days)
4. After 10 years of continuous employment vacation accrues 12 hours per month or 144 hours per year (18 days)

Adopted: 11/9/2004

Sick leave is a privilege given to regular full-time only. It is to be used in the following circumstances:

1. When the employee is unable to perform his job duties because of illness, injury, pregnancy or birth of a child;
2. When the employee has medical, surgical, dental or optical examinations or treatments;
3. When the employee is required to care for a child or spouse

Sick leave shall not be used for any purpose other than enumerated above.

Regular full-time employees scheduled to work 40 hours per week accrue sick leave at the rate of 8 hours per month from the date of hire. The maximum accumulation of sick leave is 60 work days. If the employee’s benefits reach this maximum, further accrual of sick leave benefits will be suspended until the employee has reduced the balance below the limit.

Employees are to report their sick leave absence(s) daily to the Sexton or the Office Manager at the employee’s regular starting work time. Failure to report may be considered as cause for denial of paid sick leave for the period of absence unless the employee furnishes an acceptable explanation. An employee who is absent on sick leave for any of the reasons state in 1), 2), and 3) above may be required to furnish a physician’s statement at the discretion of the Board of Trustees before credit for sick leave will be granted. Vacation leave may be used to supplement sick leave, but sick leave cannot be used to supplement vacation leave.

Adopted: 11/9/2004

BEREAVEMENT LEAVE

The District provides regular full-time employees 16 hours per year (2 days) of personal time for bereavement (i.e. funerals, etc.). In addition, such employee may use up to 40 hours of accrued sick leave to take time off due to the death of an immediate family member. The employee shall notify either the Sexton or the Office Manager if (s)he wishes to take Bereavement leave. Bereavement days may not be accumulated.

PERSONAL DAYS

Regular full-time employees are allowed 16 hours per year (2 days) for personal days which he or she may use however he or she pleases.  Personal days may not be accumulated.

MISCELLANEOUS LEAVE

Short absences for activities considered in the best interest of the District, such as time to vote or donate blood, are allowed for all employees with approval of the Sexton or Office Manager.

Adopted: 11/9/2004

EMPLOYEE RIGHTS AND RESPONSIBILITIES

Policy 74

All employees have a responsibility to make themselves familiar with and abide by the applicable laws of the state, the policies of the Board, and the regulations designed to implement them.

All employees will be expected to carry out their assigned responsibilities with conscientious concern. Essential to the success of ongoing cemetery operations are the following specific responsibilities, which will be required of all employees:

Faithfulness and promptness in attendance at work.

Support and enforcementof policies of the Board.

Diligence in submitting required reports promptly at the times specified.

Care and protection of cemetery property.

Concern and attention toward their own and the Board’s legal responsibility for the safety and welfare of visitors.

Adopted: 11/9/2004

An employee is requested, when possible, to give a minimum of one (1) week written notice of resignation to the Board Of Trustees. This notice is to be filed with the Office Manager.

Adopted: 11/9/2004

SUSPENSION, DISMISSAL, TERMINATION

Policy 76

The Board may suspend, dismiss or terminate any employee for incompetence, neglect of duty, immorality, insubordination, unsatisfactory performance or any other good or just cause.

The Sexton shall be authorized to terminate the employment of seasonal employees without action of the Board.

Any action resulting in the regular full-time employee’s suspension or dismissal shall be approved by a majority of the duly elected members or quorum of the Board of Trustees.

Adopted: 11/9/2004

PERSONNEL RECORDS AND FILES

Policy 77

Employee(s) information is required by the District for implementing salary and other personnel policies, for budget and financial planning and for responding to appropriate inquiries about employees. To meet these needs, the District shall implement a system of personnel records maintenance control, under the following guidelines:

1. A personnel folder for each present and former full –time employee shall be accurately maintained in the District office. In addition to the application for employment and references, the folders shall contain records and information relative to compensation, payroll deductions, evaluations, and other pertinent information.
2. The Office Manager shall be the official custodian for personnel files and shall have overall responsibility for maintaining and preserving the confidentiality of the files within the provisions of the Wyoming Public Records Act.
3. All personnel records are considered confidential under the law and shall not be open to public inspection. Access to personnel files shall be limited to persons authorized by the Board to use the files for the reasons cited above.
4. Each employee shall have the right, upon request, to review the contents of his or her own personnel file.
5. Employees may make written objections to any information contained in the file. Any written objection must be signed by the employee and shall become part of the employee’s personnel file.
6. Lists of district employees’ names and home addresses shall be released only to governmental agencies as required for official reports, unless approval to do so is granted by the employees.

Adopted: 11/9/2004

All checks drawn on the district’s treasury shall bear the signatures of any two active board members.

All vouchers will bear the signature of any active board member who has not signed the checks.

It is the responsibility of each employee to set a good example of appearance and dress that is acceptable to greet the public and appropriate for the job being performed. Utmost care and attention should be given to personal hygiene and good grooming.

Adopted: 11/9/2004

All employees shall present themselves to their place of work ready to work at the time set forth in Board Policy 68 Office Hours.

Adopted: 11/9/2004

All employees must accept, as a condition of their employment, that the functions of their employment with the District will take precedence over any outside employment. No outside employment shall involve any conflict of interest or interference with the employee’s duties or policies of the District.

Adopted: 11/9/2004

EMPLOYEE JOB PERFORMANCE REVIEW

Policy 82

Although formal employee evaluations are not required, the Board of Trustees may form a committee annually to provide the employees with feedback regarding their job performances. In June, the committee will discuss questions, concerns, or suggestions with the employees. Final decisions regarding wages will be discussed by the Board in executive session.

Amended: 7/13/2010
Adopted: 11/9/2004

So as to clarify the definitions of employment classifications the Board has established employee categories so that employees understand their employment status and benefit eligibility. All employees serve at the will of the Riverside Cemetery District Board of Trustees.

REGULAR FULL-TIME EXEMPT EMPLOYEE An employee hired to a position regularly scheduled to work 40 hours per week ( eg. Sexton, Assistant Sexton & Office Manager ). The employee is eligible for the following benefits: Health insurance, personal leave, sick leave, bereavement leave, paid vacations, paid holidays, miscellaneous leaves and retirement.

SEASONAL FULL-TIME EMPLOYEE An employee hired to a position of a limited duration in which the hours worked will normally be 40 hours per week ( eg Groundskeeper, summer helpers). Such a position is normally created with a specific time limitation to temporarily supplement the work force or to assist in completing a project. Seasonal Full-Time employees are eligible for the following benefits: paid holidays and miscellaneous leave.

WAGE (HOURLY) NON_EXEMPT EMPLOYEE A part-time employee who is paid for the hours worked. This position is of limited duration and no more than 40 hours per week can be worked.

Adopted: 11/9/2004

DISCRIMINATION COMPLAINT PROCEDURES

Policy 84

The Board of Trustees in order to assure compliance with the laws, rules and regulations pertaining to nondiscrimination, has established this procedure whereby a complaint may be expeditiously resolved. The district adopts the following complaint procedures:

At all times procedures shall be conducted in such a manner as to provide a fair and equitable opportunity to all interested parties to resolve the complaint.

Records:

The written documents comprising complaints, decisions and findings shall be retained by the district for not less than two (2) calendar years.

Nonretaliation:

No retaliation (reprisal) of any kind shall be taken against any person participating in this grievance procedure either as a complainant, a witness, or respondent, by reason of such participation.

Procedure:
A complainant shall be given the opportunity to be present and to be heard. Decisions shall be written and shall include supporting explanations and evidence. Copies of written decisions will be furnished to all interested parties. For purpose of this policy, the Board Chairman shall be the person designated to receive complaints and grievances of discrimination of any nature constitutional provision. If at any time the Chairperson is absent, is the subject of a complaint or for any reason the position is vacant, the Vice Chairperson shall act as the designee.

Initiation of Complaint:

An employee may initiate a complaint by completing a “complaint report form”. The completed form is to be presented to the Board Chairperson within 180 days of the date upon which the complainant learned or should have known of the circumstances upon which the complaint is based. If not so presented, the complaint will be considered waived.

Levels of Grievance Procedure

Internal

Level I: Within ten (10) regular working days of receipt of a written complaint, the Board Chairman will confer with the complainant, investigate the incident, and provide the complainant with a written statement of the Level 1 decision, complete with supporting reasons. Unless the supervisor is involved in the complaint, the Board Chairman may allow the immediate supervisor to participate in the investigation. The decision of the Chairman will indicate whether wrongful discrimination did in fact take place and, if so, recommend to the Board how to remediate the discrimination.

Level II: A complainant that does not accept the decisions rendered at Level I may, within ten (10) days of receipt of the decision at Level I, file a written request for a hearing before the full Board. Within thirty (30) days of this request, the Board will set a hearing date for the complainant. The hearing will be scheduled within sixty (60) days from the date of complainant’s request. The written decision of the Board shall be sent to the complainant within ten (10) days of the hearing.

Adopted: 11/9/2004

WITNESS DISCLOSURE FORM

Policy 85

Riverside Cemetery District takes all Harassment accusations seriously.  We’ve provided a form in pdf format for use in submitting information regarding harassment of any kind.  Please print and complete the form and submit it to the BOARD CHAIRMAN.  The form will open in a new browser window and is in PDF Format:

Witness Disclosure Form

Adopted: 11/9/2004

ADMINISTRATION PROCEDURES FOR SEXUAL HARASSMENT INVESTIGATION

Policy 86

1. At such time as an employee reports an incident of sexual harassment or conduct which the reporting party believes constitutes sexual harassment the Board Chairman, the person to whom the report is made shall, if a verbal report, encourage the complaining party to fill out the sexual harassment complaint form.
2. Within twenty-four (24) hours after the report is made, the Board Chairman shall determine whether or not to investigate the complaint or assign it to be investigated.
3. The person who is responsible for conducting the investigation shall, within five (5) days, attempt to contact all witnesses whom the reporting party believes can provide information and/or evidence to support the claim of harassment. The investigator shall attempt to get the witnesses to fill out the Witness Disclosure Form.
4. Within ten (10) days after the report, the investigator shall contact the alleged harasser and notify him/her of the sexual harassment that has been alleged and provide an opportunity for that individual to provide a response to the allegation of sexual harassment. The investigator shall notify the alleged harasser not only of the specific conduct alleged by the reporting party and/or alleged victim but also of any conduct which supports the claim for sexual harassment or which may support any defense of the alleged harasser which has been reported by witnesses interviewed by the investigator.
5. Within fifteen (15) days after the original report is made, the individual against whom the complaint is made shall provide to the investigator, a response to the allegations and any information, including names of witnesses, whom the person against whom the complaint is made believes are supportive of his/her position.
6. The investigator shall, within twenty (20) days, conduct such further investigation as the investigator determines is appropriate and/or conduct such meetings or conferences between the complainant and the person against whom the complaint is made as the investigator feels is appropriate.
7. Within twenty-four (24) days after the original report, the investigator shall prepare a written report containing the results of the investigation of the
   Riverside Cemetery District Board Policy complaint and provide a copy to the Board Chairman if he or she is not the investigator.
8. Within four (4) days after receipt of the report, the Board Chairman shall report the results of the investigation to the complainant and the person against whom the complaint is made. The report shall document whether or not disciplinary action was taken as a result of the complaint.
9. A copy of the report will be placed in the personnel files of both the complainant and the accused.
10. Reference in this administrative procedure to the word “day” shall mean business days.
11. The investigator may consult with such other sources, including other personnel in the District and/or the District legal counsel as the investigator deems appropriate, keeping in mind the need to keep the matter as confidential as reasonably possible.

Adopted: 11/9/2004

It shall be the duty of the Secretary of the Board of Trustees of Riverside Cemetery District, or such other person as may be appointed by the Board, to keep any and all records of Riverside Cemetery District. The records which shall be kept in the principal office of the Board shall be: deed stubs, numbered consecutively; deed record book; plat book of burials; burial record book showing name, age, date of death, date of burial as to section, block and lot. The Office Manager shall be responsible for issuing of deeds. In addition to the plat book of burials kept in the principal office of the Board, one duplicate book shall be kept at the mortuary and one duplicate book shall be kept in the Sexton’s office at Riverside Cemetery, and will show the location of each and every burial by name in lot, as well as owner of deed, and deed number. (3 duplicate plat books)

Adopted: 11/9/2004

A cemetery deed shall be issued for each and every purchase of a cemetery lot upon payment of the proper fee. Such cemetery deed shall convey to the owner the right of burial below ground and the right of designation of who may be buried in the lot or lots covered by such deed.

Adopted: 11/9/2004

A burial permit shall accompany all bodies. Such permit is to be completed by the Funeral Director and filed with the local Health Officer of the District in which burial is made in compliance with instructions on said Permit.

Adopted: 11/9/2004

A copy of a request form completed by the Cemetery District Office shall be presented to the Sexton when requesting a grave be opened. A copy of the form shall be given to the purchaser, a copy to the Funeral Director, a copy to the Sexton, and a copy filed in the District’s Office. Such form shall show name of deed holder, section, block and lot to be opened; name of deceased; date of death, date and hour of burial; opening fee and/or deed fee. In the case of deed issuance, the form shall also show the address of the person to who the deed is issued.

Adopted: 11/9/2004

The Sexton shall have a minimum of 24 hours’ notice to have a grave opened and set up made for burial. In winter or extremely cold weather, this minimum shall be 36 hours. Additional time may be necessary under extreme conditions. The Funeral Director and families should try to cooperate with the Sexton in this matter.

Adopted: 11/9/2004

No burials will be allowed on Sundays or legal holidays unless the local health officer feels a burial is needed to protect public health. There will be no Saturday burials unless the funeral home is involved. This includes cremains burials. Private cremains burials Monday through Friday must take place between the hours of 9:00 a.m. and 4:00 p.m. All Saturday burials must be completed by 12:00 noon.

Adopted: 11/9/2004

Only dead human bodies, fetuses or cremains shall be buried in the Riverside Cemetery District.

Adopted: 11/9/2004

FEES FOR LOTS, BURIALS, DISINTERMENT, LOT REPURCHASE

Policy 117

Fees for Lots and Burials: The Board of Trustees of Riverside Cemetery District and any licensed funeral director authorized by the Board may sell lots in Riverside Cemetery to the following persons for cash:

1. To anyone for a deceased resident of the District, the price will be $200.00 for a lot, and $500.00 for a lot if the deceased person is a non-resident. If the deceased person is a non-resident for whom the Department of Public Assistance and Social Services is providing the burial, or to be paid for by Park County, Wyoming, the price of the lot will be $50.00.
2. To any resident the price of a lot will be $200.00, except for children under the age of 18, the price will be $500.00.
3. No individual shall be allowed to hold title to more than one (1) lot at anytime except for deeds to the contrary issued prior to June 20, 2000. The Board of Trustees may approve transfers by lot owners to a family trust but the number of lots and ultimate distribution on termination of the trust is subject to sole approval of the Board of Trustees.
4. The fee for the opening and closing of a resident grave and non-resident grave will be $200.00 including the D-PASS and Park County, Wyoming burials. If the burial takes place on a Saturday, the fee for the opening and closing of a resident grave and non-resident grave will be an additional $400.00. Openings for resident and non-resident cremation burials will be $100.00. Saturday cremation burials (resident and non-resident) will have an additional fee of $300.00. Saturday cremation burials will be allowed only with a funeral home involved.
   There will also be an additional fee for cremation burials if the container exceeds the dimensions of 2 feet square. The fee of $200.00 for a full burial opening and closing will apply.
5. To anyone for a deceased baby, regardless of residence, the price will be $100.00 for a baby lot located within a section designated for infant burials. The opening and closing fee for such lot will be $100.00. Infants of one year or less may be buried in an adult casket with an adult with no additional charge. Saturday openings will be an additional $300.00.
6. The price of a lot in Section 14 cremains area will be $100.00 for resident and $200.00 for non-resident. Openings for resident and non-resident cremation burials will be $100.00. Saturday cremation burials (resident and non-resident) will have an additional fee of $300.00. Saturday cremation burials will be allowed only with a funeral home involved.
   One set of cremains will be allowed in an otherwise occupied lot, provided lot owner or owner’s family give consent.
7. The price of the niches in the columbarium at Riverside Cemetery will be $200.00 for resident and $400.00 for non-resident. The price includes the granite front of the niches, but does not include the engraving (price to be determined).
8. No lot or lots will be sold to resident or non-residents other than as provided in paragraphs (a), (b) and (c), except with the prior approval of the Board of Trustees, and if approved, the price of each lot will be $300.00.
9. Burial fees are waived for any U. S. Military personnel (who is a resident of the Riverside Cemetery District) who is Killed in action while serving on active duty.

For the purpose of these Regulations, a “Resident” is defined as a person residing within Riverside Cemetery District, or paying property taxes on property located within Riverside Cemetery District or claims the District as his or her place of residence while serving in the armed forces or attending college. Sales may be denied to any person who, in the opinion of the Board of Trustees, attempts to circumvent these Regulations.

Fees of Disinterment: A minimum fee of $2,000.00 will be charged for any disinterment of a full burial requested by the lot owner or when necessary, the lot owner’s family. Any costs beyond that fee will be levied to the lot owner or lot owner’s family. For a cremation burial disinterment, the standard fee will be double the amount of an opening or closing ($200.00 for a resident and non-resident), however, if the container is buried beneath a headstone, or is deeper than normal, or in an extra-large container, the fees will be adjusted at the discretion of the Board of Trustees.

Repurchase of Lots: No resale or transfer of lots in Riverside Cemetery will be allowed except by being done through the District Office, or the Attorney for Riverside Cemetery District and with the prior approval of the Board of Trustees. Written per- mission by the owner for the burial of a person other than the purchaser, may be filed in the Cemetery District Office and a copy will be
attached to the deed records of the district.

All deeds are delivered by the District and accepted by the grantee, subject to the laws of the State of Wyoming now in force or that may hereafter become in force, applicable to cemeteries and are also subject to the conditions, limitations, privileges, and restrictions specified in the rules, policies, regulations, minutes and bylaws of Riverside Cemetery District now in force or that may hereinafter be enacted by it in conformity to law.

Adopted: 11/14/2006
Revised: 4/8/2008

Any outer burial container of steel, fiberglass or PVC is permissible. No burial of adults shall be permitted without an approved outer burial container. Newborn infants or fetuses may be buried in only one container if such container is equal to 3/4″ pine in strength or greater.

Adopted: 11/14/2006

Permit to Set Monuments: Before attempting to set permanent type grave markers of any kind, a permit must first be secured from the District Office or such other person as the Board of Trustees may direct to issue such permits.

Said permit shall show the name of the company or person selling such marker, name and address of purchaser, name and address of such person or firm setting the marker, the section, block and lot numbers, and the name appearing upon said marker. On the back of such permit to set markers shall be an agreement between the selling agent or person setting said marker, stating that the party to whom said marker is issued will see to the proper setting, or realignment of any marker set by them which has settled, toppled, or the setting is at fault in any way and to replace or repair the same within two (2) years after said setting, upon written request by the Cemetery Board.

Permits are to be made in duplicate, the original of which shall be kept by the Cemetery official, and shall be signed by the individual or firm. This original permit will be kept on permanent file in the Cemetery Office.

Monument companies or any person setting monuments, etc. shall find out from the Sexton the line on which to set monuments, markers, etc. After the setting of such monument it shall be inspected by the Sexton or such other person so designated by the Board of Trustees. Failure to comply shall be grounds for the Board of Trustees to refuse permission for the setting of markers.

Regarding military markers, as a service to military families, the staff at Riverside Cemetery shall pour all bases for military markers. A written request for a base shall be sent to the Board of Trustees requesting the base to be poured. There shall be no fee for the service from the family.

Beyond these limits, the Board of Trustees or any of its employees shall not be liable for any labor, materials, or workmanship. All monuments and markers of any kind shall be considered the property of the purchaser and his responsibility for proper upkeep.

No peace lights, eternal flames, etc. shall be allowed without PRIOR Board permission. Description of the proposed plan must be submitted to the Board for approval.  No shepherd hooks are allowed in the cemetery other than the Memorial Day week, or in the winter months from October 1 through April 1.

Monument companies and/or others installing monuments and markers on Cemetery grounds are required to clean up all debris from such setting, leaving the site in a neat, clean and orderly condition.

Setting Time Limit: Monuments or markers must be set within thirty (30) days from date of delivery to Riverside Cemetery. This rule will not apply to  monument companies because monument companies shall be required to set the marker or monument at the time of delivery to the Cemetery.

Size and Type and Setting Requirements: All markers or monuments shall be of a permanent type material, excluding wood and wood products. The following height restriction for headstones and monuments shall apply to the sections of the cemetery:

1. No height restrictions in Sections 4, 5, 6, 12 and 13.
2. Maximum height of 24″ in Sections 15, 16, 17, 18, 19, and 20.
3. Maximum height of 16″ in Sections 1, 2, 3, 7, 8, 9, 10 and 11.
4. Flush to the ground in Section 14 in Riverside Cemetery and Sec. 22 in Riverside-Graham Cemetery.
5. Markers placed under benches or trees must be flush to the
   ground, and must not exceed 12” x16”, and must be approved by the Sexton prior to installation.
6. Maximum height of 24” in all Sections in Riverside-Graham Cemetery except cremation lots in Section 22 and Columbarium area.
7. Maximum height of 12” in baby sections in both cemeteries.

All monuments, markers, plaques or other type of permanent grave marking (except lodge or organization emblem stakes) shall be set in concrete of not less than a 4 to 1 mixture, with a minimum of 4 inches of thickness for the base and a concrete border of 6 inches. All such markings shall be set at the west end of the grave with the edge of the concrete border being on the grave line, with the marker being set so that the edge is 6 inches from the grave line. Headstones shall be set facing west. All bases in Sections 15, 16, 17, 18, 19 and 20 shall have above ground vases or recessed vases or have holes for decorations. Bases in Section 14 shall have recessed vases or have holes for decorations. ALL new bases placed must have built-in planters or attached urns or vases.

Grave Border: There shall not be any type of grave or lot border of any kind, either temporary or permanent. The Board of Trustees of Riverside Cemetery District shall have authority at their discretion to remove any existing temporary or permanent type of border.

Removal of Stones and Markers: Temporary removal of stones and markers, and permanent or temporary removal of curbs by the Sexton as required for proper operation of the Cemetery shall be permitted, provided the Sexton shall first obtain approval of the Board of Trustees, or the President of the Board, in an emergency.

Adopted: 11/14/2006
Revised: 2/9/2016

Organizations may place their identifying markers and flags on the graves of their members for Memorial Day each year, with the understanding said markers, flags or other identifying insignia shall be removed within one week thereafter.

Any organization desiring a set-aside section shall make written request to the Board of Trustees for a reserved section or a specified number of lots within such section, not to exceed a block of twelve (12) lots, at the price in effect at the time. No additional reserved sections or individual lots may be purchased prior to the filling of the lots within the current reserved section.

Adopted: 11/14/2006

Riverside Cemetery grounds are to be considered as a perpetual care cemetery, and such shall be the responsibility of the Board of Trustees of said Riverside Cemetery District. Monuments, markers, plaques or any other type of grave markings or decorations are excluded from perpetual care.

In preparation for spring clean-up, decorations must be removed by April first of each year.

For Memorial Day, flowers, wreaths and any other decorations may be taken to the Cemetery three days before the celebrated Memorial Day and may be left seven days after the celebrated Memorial Day.

If not removed by the specified times, Riverside Cemetery reserves the right to remove and dispose of the same.

Glass containers are not allowed anywhere in the cemetery at any time and all wreath anchors and other anchors must be removed.

Adopted: 11/14/2006

Planting of trees, shrubs or any other type of horticulture is forbidden except as follows, and the Sexton MUST BE CONTACTED PRIOR TO ANY PLANTING:

No trees, bushes, shrubs or other plants may be planted on graves or in the areas designated as walkways and/or alleys. Decorations and containers must be on the base or headstone. Shrubs and trees which may be given as a memorial will be planted in the nearest designated planting area, that is in those areas specifically set aside for that purpose. The Sexton shall have the authority to designate the appropriate area and to make the planting. The Sexton shall make every effort to plant the memorial as near as feasible to such area as the donor may desire. Flowers may be planted under the following conditions:

The planting plot must join the cement of the headstone at the extreme ends and may extend up to the width of the lot. The soil border must be of concrete and must be flush with the surface of the ground. No special care shall be given by the Sexton to these flower planting areas.

Unauthorized plantings, bases and headstones of a size and height contrary to the above specifications will be removed by the Sexton at the director of the Board of Trustees after the effective date of these regulations.

ONLY the Cemetery Board of Trustees shall have the authority to cause the removal of trees, shrubs, etc. All plantings and removals shall be under the direction of the Sexton with approval of the Board of Trustees.

Adopted: 11/14/2006