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HomeMy WebLinkAbout2025-065 - Res. Adopting Public Works Road Department PoliciesRESOLUTION NUMBER 2025- 0 (05 A RESOLUTION REPLACING CHAPTERS 2.52 AND 2.76 OF THE MASON COUNTY CODE; REPLACING RESOLUTIONS NO. 54, 26-90 AND 09-18; ADOPTING UPDATED PUBLIC WORKS ROAD DEPARTMENT POLICIES IN COMPLIANCE WITH WAC 136-50-050; AND AMENDING RESOLUTION NO. 2020-52 TO REFLECT AN UPDATED ORGANIZATIONAL CHART WHEREAS, WAC 136-50-050 requires counties to adopt written policies for County Road Departments in the following five areas: 1. Organization 2. Complaint Handling 3. Work for Others 4. County Road Standards 5. Survey Monument Preservation; and WHEREAS, Mason County has previously adopted updated policies for Road Standards (Ordinance 2024-028) and Survey Monument Preservation (Resolution 2023-010); and WHEREAS, the policies for Organization, Complaint Handling, and Work for Others have now been updated to reflect current operations and to ensure compliance with WAC 136-50-050; and WHEREAS, these policies were previously included in Chapter 2.52 and 2.76 of the Mason County Code and in Resolutions No. 54, 26-90 and 09-18, and the County has determined that these administrative policies are more appropriately adopted and maintained outside the County Code; and NOW, THEREFORE, BE IT RESOLVED by the Board of Mason County Commissioners: Section 1: Repeal of County Code Chapters The following chapters of the Mason County Code are hereby repealed in their entirety and removed from the Code: • Chapter 2.52 ("Public Works Road Department Policies") and • Chapter 2.76 ("Public Works Department") Section 2: Replacement of Outdated Resolutions Resolutions No. 54, 26-90, and 09-18 are hereby repealed in full. Section 3: Adoption of Updated Policies The following updated Public Works Road Department policies are hereby adopted and will be maintained administratively by the Public Works Department in compliance with WAC 136-50- 050: • Attachment A — Organization (includes the updated Public Works Department organization chart, superseding the chart previously adopted by Resolution No. 2020-05) • Attachment B — Handling Public Complaints & Requests • Attachment C — Work for Others These policies are not codified in the Mason County Code but shall remain in effect until amended or replaced by further Board action. Section 4: Amendment to Organizational Chart Resolution No. 2020-52 is hereby amended to reflect the current departmental structure. The updated organizational chart, included as part of Attachment A — Organization, shall serve as the official chart of the Public Works Department for all administrative and reporting purposes. ADOPTED this on day of OG D196r , 2025. ATTEST: &L/4L6 Pam= McKenzie Smith, Clerk of the Board Sharon Tr k, Chair BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON APPROVED AS TO FORM: Pat Tarzwell, Vice Chair Ra d Neatherlin�ommissioner MASON COUNTY PUBLIC WORKS DEPARTMENT EXHIBIT A ORGANIZATION Resolution No. NO 5- 06 Adopted: 10-n.--A 5 Purpose: This policy is designed to ensure the efficient and organized management of the Mason County Public Works Department, in accordance with WAC 136-50-050(1). This policy defines the organizational structure of the department and provides clear direction regarding the roles and responsibilities of staff. Section 1. Organizational Structure: The Public Works Department is organized to effectively manage and oversee the county's infrastructure, facilities, operations, systems, and services. The department's organizational chart clearly outlines the reporting structure and functional divisions within the department. Employees should refer to the current organizational chart for a visual representation of department hierarchy. 1. Roles and Responsibilities: Each position within the Public Works Department is defined by a detailed job description outlining key responsibilities, required qualifications, and reporting relationships. Job descriptions are designed to ensure that employees understand their individual responsibilities and how their work contributes to the overall objectives of the department. 2. Reference Materials: • Organization Chart: The most current organizational chart is available on the County website or can be obtained from Public Works or the Human Resources Department. • Job Descriptions: Detailed job descriptions for all positions within the department are available for reference on the County website under the Human Resources Department or copies can be obtained from the Human Resources Department. • Personnel Policies: The Personnel Policies, outlining employment standards, benefits, and employee rights, are available on the MC intranet site or may be obtained from the Human Resources Department. • Collective Bargaining Agreements: Current collective bargaining agreements (CBAs), which outline the terms and conditions of employment for represented employees, including wages, hours, and working conditions, are available on the County intranet or can be obtained through the Human Resources Department. Employees covered by a bargaining unit are encouraged to review their applicable agreement and direct any questions to their union representative or the Human Resources Department. 3. Employee Expectations: All employees are expected to familiarize themselves with the department's organizational structure and their respective job descriptions to maintain clear communication, accountability, and efficient operations within the department. Any questions regarding the structure or job description should be directed to your supervisor or the Human Resources Department. Section 2: Staffing and Recruitment 1. Staffing Needs: The Department will assess staffing needs based on operational requirements and available budget. A periodic review of staffing will be conducted to ensure that the department is adequately staffed to perform its duties efficiently. 2. Recruitment and Hiring: Hiring for positions within the Department will be conducted in a fair and transparent manner, in accordance with county policies and applicable laws. Positions will be filled based on merit and qualifications. Section 3: Training and Development 1. Ongoing Training: Employees of the Department will receive ongoing training to ensure they are equipped with the necessary skills and knowledge to perform their duties effectively. Required training will be scheduled by supervisors, and additional training opportunities will be discussed between the employee and their supervisor based on operational needs and professional development goals. 2. Leadership Development: The Human Resources Department, in collaboration with department supervisors, will implement leadership development programs for current and potential supervisors. This initiative is designed to ensure a continuous pipeline of qualified leaders capable of effectively managing department operations. Supervisors are encouraged to identify and mentor potential leaders within their teams, and HR will provide support in facilitating relevant training and development opportunities. Section 4: Communication and Coordination 1. Internal Communication: Effective communication within the department will be promoted through regular meetings, memos, and digital communication platforms. The Department will foster a culture of open communication and transparency to ensure that all employees are informed of department policies, procedures, and operational priorities. 2. External Communication: The Department will also maintain regular communication with other county departments, the Board of County Commissioners, and the public. This includes providing updates on projects, addressing public concerns, and responding to requests for information. Section 5: Compliance and Accountability 1. Regulatory Compliance: The Department will comply with all relevant federal, state, and local regulations, including WAC 136-50-050(1), which governs the organizational structure of county road departments. 2. Performance Evaluation: Per County policy, all regular employees should be formally evaluated in writing by their immediate supervisor and/or Department head or designee during the probationary period or trial service period and at least annually thereafter. 3. Public Accountability: The Department is committed to maintaining transparency and accountability to the public. Regular updates are provided to the Board of County Commissioners regarding department activities, including solid waste, utility facilities, road conditions, ongoing projects, and financial expenditures. Section 6: Approval and Review This organizational chart and policy shall be updated by the Public Works Director and Deputy Directors when updates are required to ensure it remains in compliance with WAC 136-50-050(1) and reflects the department's operational needs. Any updates to the policy shall be submitted to the Board of County Commissioners for approval by resolution. EXHIBITA1 Approved bythe Board of Commissioners ) Sharon Trask, Chair Pat Tarzwell, Vice Chair Randy Neatherlin, Commissioner Citizens of Mason County • 1 L a. Direct Line of Authority Direct Statutory Authority / Organization Chart » MAINTENANCE/E z } m 2 » nanceManager-1 FT Road Oper. & Mai ROAD OPERATIONS &MAINTENANCE Road Operations & Maintenance Supervisor-3 FTE Equipment Operator-13 FTE Truck Driver-11 FTE PartTime Seasonal Help — (8) 0.5 FTE • MASON COUNTY PUBLIC WORKS ROAD DEPARTMENT EXHIBIT B Handling Public Complaints & Requests Policy Resolution No. A6R5 -45 Adopted: /O RF -!5 Purpose: This policy is established in accordance with WAC 136-10-050(3) of the "Standards of Good Practice" set forth by the County Road Administration Board. It is adopted to provide a standardized approach for handling complaints and requests made by citizens related to any services or activities conducted by the Department. 1. DEFINITIONS a) County Engineer: The official responsible for overseeing the public works operations, including maintenance and repair of infrastructure, responding to requests and complaints, and ensuring compliance with safety standards and regulations. b) Complaint: A citizen's expression of dissatisfaction regarding services, conditions, or actions taken by the Department of Public Works. c) Request: A formal inquiry or suggestion for services, maintenance, improvements, or policy clarification, including requests for new services or modifications to existing. d) Routine Maintenance: Scheduled, non -urgent tasks designed to maintain the quality and safety of infrastructure, such as road resurfacing, tree trimming along roadways, or routine inspections of utilities and waste management facilities. e) Non -Emergency Request: A request that does not pose immediate risk but still requires attention. Examples include pothole repair, general road maintenance, road condition concerns, or issues related to critical solid waste, water or sewer services. f) Emergency: A situation that immediately threatens public safety, property, or infrastructure requiring urgent action. Examples include road obstructions, water over roadways, missing stop signs, or issues related to solid waste, water, or sewer services. g) Disaster Emergency: A major event resulting in the loss or severe damage of infrastructure, such as the loss of a roadway, bridge, or utility failure, requiring immediate and coordinated action to mitigate widespread impact and restore essential services. 2. OBJECTIVES Employees of the Department of Public Works shall: 1) Investigate all requests promptly and responsibly, determining the necessary actions to address them and, whenever possible, communicate the findings and actions to the citizen making the request. 2) Ensure no request is overlooked and make certain that the citizen understands their concerns have been heard and valued. 3) Assess the urgency of the reported issues and take appropriate corrective action in alignment with department policies. 4) Maintain an electronic record of all requests, per state archive statutes and for future reference. 3. TYPES OF ISSUES OR REQUESTS The Department of Public Works handles a variety of requests and complaints. Below are the main categories, with examples of specific issues or services within each category: A. County Roads and Rights of Way Includes issues related to: • Potholes and road repairs • Road resurfacing or re -striping • Drainage issues (flooding on roads due to blocked culverts or poor drainage) • Traffic signs (installation, repair, or replacement of signs) • Overgrown vegetation or trees blocking roadways • Road closures or detours B. County Solid Waste Includes requests or complaints regarding: • Solid waste facility operations (landfill or transfer stations) C. Water/Wastewater or Septic Connections Includes issues related to: • Water quality concerns (contamination, discoloration, or pressure issues) • Sewer line repairs or blockages • Water main breaks or leaks • New water/sewer connections or disconnections • Septic system issues (inspections or maintenance) • Wastewater treatment plant concerns (operational issues or odor complaints) 4. RECEIVING COMPLAINTS & REQUESTS A. Submitting Complaints and Requests: Citizens can submit complaints and requests through various methods: • online Mason County Contact Us • phone: (360) 427-9670 (Solid Waste) Ext. 207; (Roads) Ext. 450 • in -person visits: 100 W Public Works Drive, Shelton, WA 98584 • After hours non -emergencies: (360) 426-4441 • After hours Emergencies: 911 Required information: The following information and details are necessary to ensure a smooth process: • Name, address, email, and telephone number • Road name, and approximate mileposts (when applicable) • Solid waste, water or sewer station (when applicable) • Detailed information to answer the following questions: 1. What is the request? 2. Where is the problem located? 3. When did the problem originate? 4. What was the cause of the problem? B. Categorizing and Prioritizing Requests • Categorization: Upon receiving a complaint or request, the Department will categorize as either: • Non -Emergency: Regular maintenance or service requests (e.g., potholes, road signs, road conditions). • Emergency: Requires immediate action (e.g., road closure, public safety risk). • Prioritization: ■ Non -emergency requests will be investigated, evaluated, and promptly corrected whenever possible and appropriate. Requests that must be scheduled into the maintenance or construction plans will be incorporated into the appropriate schedule where feasible. All work will be done expeditiously as possible but will remain dependent on resource availability and overall work priority. When appropriate, and/or requested, the citizen shall be contacted regarding the disposition of the request. ■ Emergency requests are prioritized and escalated immediately to relevant personnel for action to address the situation. C. Assignment: Once categorized the request or complaint, depending on the nature, will be: • Reported to management and may be evaluated by the director and/or deputy Director. • Assigned to the appropriate department staff using the Citizen Request software for tracking. D. Action: • The citizen tracking system is updated to reflect either resolution or that the complaint or request was determined to be outside the county's jurisdiction. E. Tracking and Documentation A. Citizen Request Information System: • All complaints and requests will be logged into and tracked in the Citizen Request system, which will record the following details: ■ Request date ■ Staff member that received request ■ Road name, number, and district ■ Request received by letter, telephone, email or in person ■ Request type ■ Directed to (assigned personnel) ■ Request Detail ■ Citizen name, address and contact information ■ Actions taken (investigation/completion), dates and by ■ Detailed notes of outcome or resolution provided 5. Emergency Procedures A. Immediate Action: • Emergency complaints will be responded to immediately to ensure public safety. These will be reported directly to department staff, then logged into the Citizen Request system with a note of who was directly notified. • Employees or assigned personnel will take appropriate steps to mitigate the emergency. B. Notification to Authorities: • For large-scale emergencies (e.g., natural disasters, large accidents), the Director of Public Works Director or their designees will notify emergency services and relevant authorities immediately. MASON COUNTY PUBLIC WORKS DEPARTMENT EXHIBIT C WORK BY THE ROAD DEPARTMENT FOR OTHER PUBLIC AGENCIES AND COUNTY DEPARTMENTS Resolution No. Ra?5--16S Adopted: /D-2$--R5 Purpose: It is the policy of Mason County to permit the County Road Department to perform work for other public agencies and Mason County departments when such work is in the public interest and can be accomplished without adversely affecting the County's road -related responsibilities. 2. Eligible Agencies Eligible entities for interagency work include: • Other departments within Mason County government • Other counties • Cities and towns • Port districts • School districts • State and federal agencies • Federally recognized tribes • Other public entities as defined by RCW 39.34.020 3. Request and Approval Procedures A. External Agencies • A standard interlocal agreement must be executed between Mason County and the requesting public agency, and approved by the Mason County Board of Commissioners, before any work may be performed. • After the agreement is in place, individual work requests may be submitted under the terms of that agreement. Each request must include: o A detailed scope of work o The proposed funding source o A timeline or project schedule • The Mason County Engineer shall review the request to assess technical feasibility, workload capacity, legal compliance, and resource availability. • If the work can be accommodated, the County shall provide a cost estimate based on current labor, equipment, and material rates. • The requesting agency must sign the estimate to indicate agreement with the price and scope. The signed estimate will serve as formal authorization for the Road Department to proceed with the work. B. Mason County Departments • When a county department requests work to be performed by the County Road Department, it must submit a written request to the Public Works Director, County Engineer or designee via email or hard copy. The request must include: o A description of the work requested o Financial considerations o The expected timeline for performance or completion • The County Engineer shall examine the request. Based on the scope and feasibility of the work, the Engineer will either: modify, disapprove or approve the request under delegated authority as outlined below in Section 6. • All intra-county work shall be performed on a reimbursable cost basis. Payment shall be made to the Mason County Treasurer within thirty (30) days of the billing statement issued by the County Road Department. All funds shall be deposited into the County Road Fund. 4. Interlocal Agreements • All work with external agencies must be governed by a written interlocal agreement pursuant to RCW 39.34.030. • Such agreements shall be executed by the Board unless the Board has formally delegated that authority. • Agreements shall be filed with the Mason County Auditor or posted publicly per RCW 39.34.040. 5. Reimbursement and Cost Recovery • Mason County shall be fully reimbursed for all costs, including but not limited to labor, equipment, materials, and applicable administrative overhead. • The County Engineer shall ensure that rates are consistent with Mason County's current fee schedules and applicable laws, including any federal or state funding requirements. 6. Delegation of Authority The Board of Mason County Commissioners delegates authority to the Public Works Director, County Engineer, or their designee to approve work requested by other Mason County departments, provided the work is within the requesting department's allocated budget as adopted by the Board. It is the sole responsibility of the requesting department to ensure that funding for the requested work is available within its current budget appropriation before submitting the request for approval. Requests from county departments that exceed their approved budget authority must be submitted to the Board of County Commissioners for review and authorization prior to the commencement of any work.