Committee recommends updates to cash-disbursement, vendor W-9 and smoke-and-vape workplace policies

On Sept. 16, 2025, the Barry County Board of Commissioners Committee of the Whole voted to recommend that the full board approve updates to three county policies: Cash Disbursement Policy (304), Vendor and Tax Withholding Policy (305) and Smoke and Vape-Free Workplace Policy (702).

A county staff member presenting the package told commissioners the updates respond to operational problems identified over the last year, including vendors paid without W-9 forms and inconsistent signage and enforcement for smoking and vaping at county properties. "You need to have a W-9. You need to have everything in place before we'll pay anyone," the staff member said, describing the vendor-policy changes as giving accounts payable more enforcement ability.

The proposed smoke-and-vape policy expands the list of county buildings subject to a no-smoking rule and clarifies that vaping is included. Commissioner Gay asked whether signs should explicitly say "smoke and vape free"; staff said new signage will clarify that both smoking and vaping are prohibited.

The presenter said the updates have been reviewed by county legal counsel and will be distributed to staff upon approval. The committee motion to recommend approval was made by Getty and supported by Bassett; the committee chair called for the ayes and the motion carried.

Staff told commissioners these are the first of several policy updates planned, including personnel and other administrative policies, and that some policies will be reviewed on an annual schedule while others will be updated as issues arise.

The committee's action was a recommendation to the full board; formal adoption requires full Board approval.