Steve Rader, Commissioner District 1
Steven L. Ferrell, Commissioner District 2
Richard R. Dahl, Commissioner District 3
Kelly Grayson, Clerk of the Board Commissioner Hearing Room, 207 Avenue N., Kelso, 3rd Floor
Open Public Meeting Weekly Calendar
9/15/25-9/17/25
Monday, September 15, 2025
• Open Public Meeting
o Time: 9:00 a.m.
A. Budget Management Review
1. Information Technology
2. Museum
3. Roads Administration
4. Miscellaneous
5. RCW 42.30.040 Citizen Comments
6. Executive Session per RCW 42.30.110 or 42.30.140 as needed
B. Agenda Item Review
1. Public Works
2. Corrections Department
3. Prosecuting Attorney
4. Human Resources
5. Miscellaneous
6. RCW 42.30.040 Citizen Comments
7. Executive Session per RCW 42.30.110 or 42.30.140 as needed.
C. Human Resources, Executive Sessions, and Volunteer
Boards & Committees
1. Human Resources Requests
2. Volunteer Boards & Committees
• Rural Partial-County Library District Board of Trustees
3. Auditor/Commissioners
• Travel Policy Update (Allowable Expenses & Reimbursement)
4. Executive Session per RCW 42.30.110 (1)(g) Performance of Employee
5. Miscellaneous
• Proclamation - Constitution Week
• Administration/Finance Leadership Update
6. RCW 42.30.040 Citizen Comments
7. Executive Session per RCW 42.30.110 or 42.30.140 as needed.
Open Public Meeting Weekly Calendar
9/15/25-9/17/25
Tuesday, September 16, 2025
• Regular Public Meeting
o Time: 9:00 a.m.
A. Agenda: Agenda Link
• Open Public Meeting
o 2026 Budget Workshop
A. 1:30 p.m. - Behavioral Health Tax
B. 2:00 p.m. - Information Technology Cost Allocation
C. 2:30 p.m. - Risk & Industrial Accident
Phone Option: (253) 215 Webinar ID: 820 1961 3917 Live Stream KLTV Link ZOOM Link
D. 3:00 p.m. - Sheriff Allocation for Equipment Fund
Wednesday, September 17, 2025
• Open Public Meeting
o Time: 1:30 p.m.
A. 2026 Budget Workshop
o Motorpool & Facilities Cost Allocation
B. Miscellaneous
C. RCW 42.30.040 Citizen Comments
D. Executive Session per RCW 42.30.110 or 42.30.140 as needed
• Open Public Meeting
o 2026 Budget Workshop
A. 2:30 p.m. – Treasurer
B. 3:00 p.m. – Building & Planning
C. 3:30 p.m. – Museum
D. Miscellaneous
E. RCW 42.30.040 Citizen Comments
Link
F. Executive Session per RCW 42.30.110 or 42.30.140 as needed
RCW 42.30.040 - Conditions to attendance not to be required. A member of the public shall not be required, as a condition to attendance at a meeting of a governing body, to register his or her name and other information, to complete a questionnaire, or otherwise to fulfill any condition precedent to his or her attendance. People may remain anonymous when logging on to Zoom by creating any name and email of their choosing. In a meeting, public comment will be received, either or both, orally (raise hand in Zoom or use *9 on phone) and by writing. Note: Written comment may be sent to the Board at any time. For oral presentations, the Board may set a time for comment and speakers.
Agenda Online Address: https://www.co.cowlitz.wa.us/535/Agendas Regular-Public-Meetings
• ZOOM Invitation Address (all meeting days): o https://us06web.zoom.us/j/82019613917
• KLTV Live Feed Address: http://www.kltv.org
9/15/2025-9/17/2025
Monday 9/15/2025
Open Public Meeting Video
Wednesday 9/17/2025
Open Public Meeting Video
Tuesday 9/16/2025
Regular Public Meeting Video
Wednesday 9/17/2025 2026 Budget Meeting Video
Tuesday 9/16/2025
2026 Budget Meeting Video
Cowlitz County Policy
Reimbursement of Expenses
9.1 ALLOWABLE EXPENSES & REIMBURSEMENT
9.1.1 Policy
Department: Auditor Reviewer: Auditor
This policy addresses the reimbursement of ordinary and reasonable expenses incurred by county officers, employees, and volunteers in the conduct of official county business.
9.1.2 Definitions
9.1.2.1 Employee
The term employee defined as County elected and appointed officials, employees, quasi-employees, members of county boards, commissions and citizen advisory committees, are covered by this policy and are collectively referred to herein as "employees”.
9.1.2.2 Expenses
Expenses are the necessary and reasonable costs incurred by an employee in the course of performing their official duties or conducting business on behalf of the organization. These can include, but are not limited to, travel-related costs (e.g., transportation, lodging, meals), supplies, equipment, and other incidental costs directly associated with county business. To be eligible for reimbursement, expenses must comply with applicable policies, including supporting documentation and prior approval requirements.
9.1.3 Procedures.
9.1.3.1 Approval of Expense
Reimbursement of expenses shall be approved through one of the following methods:
A. Annual or Biennial Budget Process
1. The County Commissioners shall approve expense reimbursements through the annual or biennial budget process
B. Authorization by Designated Officials
1. County Commissioner shall serve as the designated authority for Department Heads
2. Superior Court Judge shall serve as the designated authority for County Commissioners
3. Elected Official, Department Heads shall serve as the designated authority for all other county employees
9.1.3.2 Payment Methods for Authorized Expenses
The county provides three methods for covering the cost of authorized expenses:
A. County-issued P-Card
1. Department Heads, Elected Officials, and regular full-time County employees may be issued a County P-Card solely for covering expenses related to official County business, in accordance with the County’s P-Card Policy.
Cowlitz County Board of Commissioners
207 North 4th Avenue
Kelso, WA 98626
Cowlitz County Policy
Note: Disallowed or unidentifiable charges must be repaid by the employee prior to the P-Card billing due date. Failure to do so will result in the employee being personally liable for the unpaid amount, including any applicable interest at the rate charged by the issuing bank. If such charges remain unpaid, the County reserves the right to withhold an amount equal to the outstanding balance, plus interest from any wages or other funds payable to the employee.
B. Accounts Payable Process
1. Employees are expected to plan ahead for related expenses, which can typically be paid directly by the County through the regular accounts payable system
C. Reimbursement of Personal Funds
1. Approved claims will be processed during the next accounts payable cycle
2. Travel/Training reimbursement shall be upon completion of travel
a. Employees must submit a completed Travel Expense Claim form along with all required itemized receipts
9.1.3.3 Required Documentation for Approved Expenses
Reimbursement will not be processed without proper documentation. All claims must be supported by itemized receipts and agendas or an acceptable substitute, as detailed below:
A. All travel or training-related reimbursement must be submitted using a Travel Expense Claim form
B. If receipts are missing, a Missing or No Receipt Certification Form (available on the County intranet) must be submitted in place of the missing documentation
C. Expenses on Behalf of Others: If an employee incurs travel or related expenses on behalf of another individual, the reimbursement claim must include:
1. The name(s) of the person(s) for whom the expenses were incurred (employee or non-employee)
2. Whether each individual is a County employee. If not, describe their relationship with County business
3. A breakdown of each type of expense by individual, including the claimant
D. Any charge that could reasonably raise concern must be accompanied by a written explanation justifying the expense
9.1.3.4 Lodging Reimbursement
Reimbursement for lodging expenses will be provided for employees who incur lodging expenses while traveling outside of Cowlitz County to conduct official business or participate in training on behalf of Cowlitz County, as required by their job duties. Reimbursement will be made provided the claim meets the criteria outlined below.
A. Overnight Accommodations
Cowlitz County Board of Commissioners Policy # 8.12
207 North 4th Avenue Last review date: 12/13/2022
Kelso, WA 98626 Resolution #22-133
Cowlitz County Policy
1. With advanced approval by the Elected Official or Department Head, employees may be reimbursed for actual costs for overnight accommodations costs under the following conditions: are eligible for reimbursement in the following ways:
a. Employees mustare required to secure the most cost-effective government or internet rate available, either at the venue hosting the conference or nearby the meeting place.
a.b. Any expense exceeding the lowest available rate will be the responsibility of the employee.
B. Examples of ineligible expenses related to lodging but not limited to:
1. Expenses for lodging within commuting distance (defined as 60-miles one-way from the employee’s normal work area or residence, whichever is greater)
2. Lodging expenses for peer-to-peer property rentals (e.g. rental properties owned by a friend or relative)
3. Valet Services (unless mandatory at lodging or business location)
4. Personal telephone calls
5. If a family member or guest accompanies the employee, the employee must cover the cost difference between a single accommodation and the total accommodation cost
6. If additional days are required due to the employee's decision to use a personal vehicle instead of air travel, lodging expenses for those additional days are not eligible for reimbursement
7. Lodging expenses paid by any other individual or organization
8. Internet connections for personal use are not eligible for reimbursement
9. Lodging upgrades or additional lodging costs incurred due to employee dissatisfaction with original accommodation will not be eligible for reimbursement
C. All claims must include a detailed, itemized receipt that contains the following information:
1. Total amount paid
2. Number of occupants
3. Single room rate
Note: If lodging is shared between employees, the employee who paid may claim reimbursement for all involved, provided the claim is fully documented.
4. Parking fees
9.1.3.5 Meal Reimbursement
Reimbursement of meals will be provided for employees who consume meals while conducting official business or participating in training on behalf of Cowlitz County, as required by their job duties, provided the claim for reimbursement meets the criteria outlined below.
A. Overnight Travel: With advanced approval by the Elected Official or Department Head, meal expenses incurred during overnight travel are eligible for reimbursement in one of the following ways:
1. At the current U.S. General Services Administration (GSA.gov) per diem rate without a receipt, or
Cowlitz County Board of Commissioners
207 North 4th Avenue
Kelso, WA 98626
Cowlitz
County Policy
2. For actual expenses incurred (including taxes, tips and incidental expenses), not to exceed the per diem rate Tips should not exceed recommended GSA percentage, with a maximum of 20%
Note: The employee, officer, or volunteer may choose either the per diem rate or actual cost reimbursement with itemized receipts for a single trip - but not both
B. Other Meal Reimbursement (Non-Overnight Travel): Reimbursement is at the discretion of the elected official or department head, who shall determine eligibility on a case-by-case basis. The following guidelines are recommended:
1. Reimbursement for Breakfast. To qualify for reimbursement for breakfast the trip must start one hour before the employee normally leaves home for work. For example, an employee who works from 8:00 a.m. to 4:30 p.m. must start the trip by 7:00 a.m.
2. Reimbursement for Lunch. To qualify for reimbursement for lunch the trip must start one hour before the employee’s regular lunchtime. For example, an employee who usually takes lunch at noon must start the trip by 11:00 a.m. to qualify for reimbursement
3. Reimbursement for Dinner. To qualify for reimbursement for dinner the trip must start by 4:00 p.m. or conclude with the arrival at home after 8:00 p.m.
C. Meal expenses during non-overnight travel are eligible for reimbursement in one of the following ways:
1. At the current GSA.gov per diem rate without a receipt, or
2. For actual expenses incurred, (including taxes, tips, and incidental expenses), not to exceed the per diem rate. Tips should not exceed recommended GSA percentage, with a maximum of 20%
Note: The officer, employee, or volunteer may choose either the per diem rate or actual cost reimbursement with receipts, but not both
D. Examples of eligible meal reimbursements for overnight and non-overnight travel (not limited to):
1. Attending a full-day conference, seminar, or training session
2. Making an official presentation on behalf of the county (if meals are not provided by the hosting association)
3. Travel to another city or county, outside of Cowlitz County, for a single-day official duty
4. Emergency response situations
5. County-sponsored training sessions or a business meeting:
Training session is more than 4 hours long
Accompanied by documentation:
o Sign in/Sign out sheet
o Date of training
o Agenda and description of training topic
E. Examples of ineligible meal reimbursements for overnight and non-overnight travel (not limited to):
Cowlitz County Board of Commissioners
207 North 4th Avenue
Kelso, WA 98626
Cowlitz
County Policy
1. Meals provided as part of a convention seminar, lodging package, or included in a registration fee are not eligible for separate reimbursement as travel expenses
2. Alcoholic beverages (liquor)
3. Tobacco products
4. Meals purchased during additional days related to the personal component
5. Meals purchased for or on behalf of others, such as outside consultants, vendors, or even fellow employees
6. Meal expenses for additional days resulting from the employee’s decision to use a personal vehicle instead of air travel
7. Meals consumed in Cowlitz County (see eligible meal reimbursement)
8. Meals served during a normal office or staff meeting
9. Meal expenses considered unreasonable by the Elected Official or Department Head
10. Meal expenses paid for by any other individual or organization
11. Hosting expenses, such as meals, entertainment, or other hospitality paid by an employee on behalf of others—such as guests, clients, or colleagues—while conducting official business, are not eligible for reimbursement
F. All claims must include a detailed, itemized receipt that contains the following information:
1. The date(s)
2. The amount of the meal
3. The location and business purpose of the meeting or trip
Note: When claiming per diem for meal reimbursement, receipts are not required for approval
9.1.3.6 Transportation Reimbursement
Reimbursement for transportation expenses will be provided for employees who incur transportation expenses while traveling outside of Cowlitz County to conduct official business or participate in training on behalf of Cowlitz County, as required by their job duties. Reimbursement will be made provided the claim meets the criteria outlined below.
A. General Transportation
1. With prior approval from the Elected Official or Department Head, actual costs for transportation, including bus or train travel, taxi or shuttle services (including customary tips or gratuities not to exceed recommended GSA percentage, with a maximum of 20%), rental vehicles, parking fees, ferry fares, tolls, and air travel are eligible for reimbursement.
2. Airfare, train, ferry fares, and bus travel will be reimbursed based on the lowest applicable round-trip coach fare from the traveler’s official work location to the business destination.
3. Only coach or main cabin airfare tickets are eligible for reimbursement. Under no circumstances will the County reimburse upgraded or first-class airfare tickets.
Note: If an employee elects to purchase a ticket in a higher class, the employee is personally responsible for any cost difference above the coach or main fare.
Cowlitz County Board of Commissioners Policy # 8.12
207 North 4th Avenue Last review date: 12/13/2022
Kelso, WA 98626
4. When travel includes both business and personal components, only the expenses directly related to the business portion of the trip are eligible for reimbursement.
5. Employees shall be liable to reimburse the County for the cost of any unused ticket if the employee fails to use it, unless the inability to use the ticket was due to circumstances beyond the employee’s control. Note: Circumstances beyond the employee’s control may include but are not limited to personal or family medical emergencies, natural disasters, flight cancellations by the airline, or a directive from a supervisor or the County Commissioners to cancel or postpone travel. Trip insurance or travel protection plans are eligible for reimbursement.
B. Rental Vehicle Use
1. County Employees may rent vehicles for official County business only when such use is pre-approved and cost-effective compared to alternative (e.g., use of a County fleet vehicle or mileage reimbursement).
2. Employees must use the County’s approved rental vehicle vendor(s) when available, and booked through official channels, such as direct billing account, to ensure inclusion of negotiated insurance terms.
3. Only economy or compact class vehicles are reimbursable unless a different class is justified for business reasons (e.g., transporting equipment or multiple employees) and approved by the appropriate Department Head or Elected Official in advance.
4. County P-cards or approved county accounts should be used to rent vehicles whenever possible. If a personal credit card needs to be used as a last resort, such as when the P-card is declined or unavailable, notify a supervisor as soon as possible.
5. Employees are expected to refuel the vehicle prior to return to avoid excessive refueling charges.
6. Insurance Coverage Requirements
a. Cowlitz County requires the following insurance coverage for any rental vehicle used on official business:
Coverage Type
Requirement
Liability Insurance Required
Loss Damage Waiver (LDW) / Collision Damage Waiver (CDW) Required
Personal Accident Insurance (PAI) Not required
Notes
Covers damage or injury to others. If not included, must be purchased at the counter.
Covers damage to the rental vehicle. Often included in government or corporate rates.
Covers driver/passenger injuries generally unnecessary due to L&I or personal medical coverage.
Personal Effects Coverage (PEC) Not required Employees are responsible for personal items stored in vehicles.
C. Privately-Owned Vehicle Use
1. Employees using a privately-owned vehicle for official county business are eligible for mileage reimbursement.
2. Mileage will be reimbursed at the current GSA.gov Standard Mileage Rate.
3. Employees must receive prior approval from their Elected Official or Department Head to use their personal
Cowlitz County Board of Commissioners
207 North 4th Avenue
Kelso, WA 98626
vehicle for county business if reimbursement is requested.
D. County-Owned Vehicle Use
1. Employees using a County-owned vehicle must use a County P-Card for purchases such as gasoline, oil, and emergency repairs.
E. Ridesharing Services (taxi, Uber, Lyft, or local alternatives):
1. Employees who have traveled to a county-approved business location by air, train, bus or ferry are eligible for reimbursement for ride-sharing services used to travel to off-site meetings, conferences, or other business-related events, if a rental vehicle, personal vehicle, or public transportation is not available or practical.
2. Examples of eligible expenses related to ridesharing but not limited to:
a. Travel from the airport, train station, bus terminal, or ferry terminal to the hotel or the meeting/conference venue.
b. Travel between the hotel and the meeting/conference venue.
c. Travel from the meeting/conference venue to another business meeting, workshop, or team-building event.
d. Travel to and from meal destinations that are not included in the meeting, conference, or event.
F. Examples of ineligible expenses related to transportation but not limited to:
1. Airfare purchased using an employee’s personal frequent flyer miles is not eligible for reimbursement.
a. Example: If you have an Alaska Airlines credit card and sufficient miles to fully pay for your flight, you cannot redeem those miles and also receive reimbursement from the department for the flight expense. For instance, if your flight costs $300 and your miles cover the entire amount, you won't be eligible for a $300 reimbursement.
2. Travel between an employee’s usual place of residence and their usual place of work for normal commuting purposes is not eligible for mileage reimbursement.
3. Mileage reimbursement due to personal preference to use a personal vehicle instead of air travel shall not exceed the sum of the roundtrip coach airfare.
4. Mileage expenses paid for by any other individual or organization.
5. Employees traveling as passengers in a privately owned vehicle driven by someone else attending the event, whether employee or not an employee. Only one person per vehicle may receive mileage reimbursement, regardless of whether the reimbursement is being provided by Cowlitz County or another agency.
6. Rental vehicle fuel service charges (unless justified)
7. Rental vehicle upgrades like GPS, satellite radio, or other optional upgrades
8. Non-business-related use of a rental vehicle before or after event.
Cowlitz County Board of Commissioners
207 North 4th Avenue
Kelso, WA 98626
Cowlitz
County Policy
9. Damage to rental vehicle while use for unnecessary personal errands, transporting unauthorized passengers, driving while under the influence of drugs or alcohol, allowing unapproved individuals drive the rental vehicle, and/or off-road or hazardous use of the rental vehicle.
10. Tour bus fees for sightseeing or recreational activities are not eligible for reimbursement.
11. Fines for parking violations or traffic violations are not eligible for reimbursement.
12. Nonbusiness-related trips during the event using a rental vehicle (over 60 miles from place of lodging) or ridesharing services (e.g. personal detours or family visits).
13. Cost for premium or luxury ride option using ridesharing services. If an employee chooses to use a premium or luxury ride option, they will be personally responsible for any cost difference.
14. Parking fees incurred on personal days are not eligible for reimbursement.
G. All claims must include a detailed, itemized receipt that contains the following information:
1. Airfare, Train, Ferry, or Bus:
a. A copy of the itinerary and/or booking confirmation, showing:
Passenger Name
Travel Dates
Departure and arrival locations
Ticket class
Total cost of ticket
b. Proof of payment
c. If a higher-class fair (e.g. business or first class) was selected, the employee must include documentation of the cost difference and pay the difference personally.
2. Rental Vehicle Reimbursement
a. A copy of the rental agreement or invoice showing the rental dates, vehicle class, insurance documentation, and total cost
b. Proof of payment
c. A brief business purpose for the rental
3. Mileage Reimbursement
a. Date(s) of travel
b. Start and end locations (places traveled). This is from place of work or place of residence, whichever is shorter
c. Purpose of travel
d. Total miles traveled or an odometer log
e. Map or mileage verification
A printed map or screenshot (e.g. from Google Maps) showing mileage may be required for nonroutine travel.
4. Ride-Sharing Services
a. Detailed receipt showing:
Cowlitz County Board of Commissioners
207 North 4th Avenue
Kelso, WA 98626
Cowlitz County Policy
Pickup and drop-off locations
Total fare
Date and Time
Any extra charges (e.g. tips, tolls)
Brief justification for travel
9.1.3.7 Department Recognition, Morale-Building Events, and Incentive
Department recognition, morale-building events, and incentive policies can be established for each department so long as the written policy is based on performance goals in excess of normal employee performance requirements. Examples include:
1. Above and beyond: Performance goals should exceed normal employment requirements typically outlined in a job description
2. Individually based: Goals need to be specific to the employee’s performance and how the award will contribute to the goal and exceed normal job expectations
3. Measurable outcomes: Policies should establish measurable outcomes upon which to evaluate whether the employee attained the goal. For example, if the goal is exemplary customer service, this might be measured with client satisfaction survey results.
A. Attach your policy when submitting for reimbursement.
B. Gift cards are not an allowable form of employee recognition. According to IRS regulations, gift cards are considered cash equivalents and are therefore taxable.
C. Examples of ineligible expenses related to department recognition, morale-building events, and incentives:
1. Meals provided for an entire department without first writing a department policy and then achieving the goal or metric in that policy.
2. Bringing snacks such as donuts or coffee to a regularly scheduled meeting.
9.1.3.8 Miscellaneous Business Expense
County employees may be reimbursed for expenses incurred in the course of official county business provided that the following conditions are met:
A. All claims for reimbursement must be supported by itemized receipts and agendas, or acceptable substitutes. The claim should include a detailed breakdown of the amounts claimed and the corresponding dates
B. Examples of eligible expenses related to miscellaneous business expenses (but not limited to):
1. Registration Fees required for attendance at trainings, conventions, seminars, conferences and official meetings
Cowlitz County Board of Commissioners Policy # 8.12
207 North 4th Avenue Last review date: 12/13/2022
Kelso, WA 98626 Resolution #22-133
Cowlitz County Policy
2. Office supplies
3. Postage and Shipping Fees
4. Printing and Copying
5. Communication Costs
6. Software or Subscriptions required for County business, trainings, or meetings.
7. Conference or training materials
8. Equipment rental or purchases directly related to county business
9. Other incidental expenses that are directly tied to performing official county duties
C. A clear and explicit statement must accompany the claim to describe the county business purpose associated with the expense to ensure that the expenditure was necessary and relevant to county operations
D. All reimbursement requests must be approved by the employee’s Department Head or Elected Official
E. Examples of ineligible expenses related to miscellaneous business expense (but not limited to):
1. General expenses related to holiday celebrations, baby showers, retirement parties, etc
F. All claims must include a detailed, itemized receipt that contains the following information:
1. Date of purchase
2. Vendor name
3. Description of the item(s) or service(s) purchased
4. Total cost
5. A clear business justification explaining the purpose of the expense and how it relates to county operations or duties
6. Proof of payment
7. For registration fees, a copy of the agenda or itinerary must also be submitted with the Travel Expense Claim form
9.1.3.9 Post-travel Requirements
Submission of Travel Forms
A. Regardless of the payment method used, each employee is required to submit their own Travel Expense Claim form, documenting reimbursable expenses actually incurred and attaching all required itemized receipts
B. Each expense shall be itemized separately with the original corresponding itemized P-Card receipt attached
C. The reconciliation must be submitted no later than 15 days after the return from travel or payment date
Cowlitz County Board of Commissioners
207 North 4th Avenue Last review date: 12/13/2022
Kelso, WA 98626
Cowlitz County Policy
D. The county can deny any reimbursements turned in after 90 days.
9.1.3.10 Cancellations: Pre-Paid Conferences, Seminars, or County Business Functions
A. The appropriate Department Head or Elected Official will consider reimbursement for unattended pre-paid seminars, conferences, or County business functions only in the event of:
1. An emergency that prevents the employee from attending; or
2. A decision by the appropriate Department Head or Elected Official to cancel or direct the employee not to attend
B. If an employee is unable to attend a scheduled event due to an emergency, the employee or Department Head must make every reasonable effort to identify a replacement attendee provided the seminar or event content is directly relevant to the replacement’s job duties.
Cowlitz County Board of Commissioners
207 North 4th Avenue
Kelso, WA 98626