Public Works: fleet software and deferred TIP work needed as road fund reserves fall

Clallam County's public works staff told commissioners Wednesday that urgent decisions are needed on fleet management and on the timing of federally funded transportation projects to prevent a significant fall in road-fund reserves.

Public Works Director Brian (spoke during the session) told commissioners the equipment-rental (ER&R) program currently undercharges for many classes of vehicles and heavy equipment, creating a backlog of deferred replacement needs. He said the department has identified underused department vehicles (some averaging under 100 miles a month) that could be reassigned to a shared pool to raise utilization and reduce surplus.

"I have identified two vehicles that actually drive, or used less than a 100 miles a month," the director said, and proposed moving those vehicles into the county pool to improve efficiency.

Why it matters: Public Works presented a capital wishlist that includes replacement patrol vehicles, dump trucks, a jet-truck for culvert and drainage cleaning, and facility work; it also showed that shifts in timing for multiple TIP (transportation improvement program) projects and a $1.6 million FHWA "raised" grant are likely to move revenue out of the 2026 budget and leave the road fund with a substantially lower ending reserve.

Staff urged purchase of fleet-management software integrated with the county's financials for real-time odometer, fuel, maintenance and RO tracking. Program advocates said software would make it far easier to answer basic policy questions: which vehicles are appropriate for departmental assignment versus pool use, and when total cost-of-ownership favors electric or hybrid replacements.

The department also reported remediation work on underground fuel-tank systems is complete and awaiting final Ecology sign-off; Public Works warned that long-term replacement and remediation costs for fuel infrastructure should be recovered through fuel rates or a dedicated capital plan rather than absorbed by the general fund.

Next steps and board direction: Commissioners asked Public Works to provide updated, reconciled numbers for the ER&R rental-rate changes and to return with a prioritized list of deferred TIP-funded projects that could be moved into 2027 without jeopardizing grant matches. Directors and commissioners also agreed to explore fleet-software options and to coordinate with finance on a three-year projection for the road fund.

Sources: Public Works presentation and discussion during Clallam County budget review, Nov. 1, 2023.