Owen County commissioners on April 3 approved payment of payroll and claims and authorized Auditor Sheila Reeves to use a $500,000 appropriation to start covering outstanding vendor bills as the county works through a backlog of unpaid highway invoices.

Commissioner Gary Burton opened the meeting by describing a multi-step invoice and payment process and said county staff had found invoices that were not processed. “If invoices are not turned in on time, we have no way of knowing how much money is in the account,” Burton said. He told the public that some highway invoices from 2024 had not been processed and that “from about somewhere through the end of the year to the tune of nearly $1,500,000” had been uncovered.

The action approved at the meeting covered a set of claims and payroll that Reeves listed on the docket. Reeves told the board the unpaid claims on the current docket totaled $1,037,985.59; the payroll and claims that the board approved at the meeting totaled $872,422.21. After discussion, Burton moved and the board approved a motion authorizing Reeves to process the $500,000 appropriation and pay claims out of it; the motion passed on the commissioners’ voice vote.

Why it matters: Commissioners said some work — particularly bridge projects — historically has been done before settlement distributions arrive from the state, and that practice contributed to the calendar timing of claims. The board repeatedly stressed the difference between unpaid claims (invoices received but not yet processed) and an actual cash shortfall in county accounts, and said staff are reconciling fund balances so decisions about staffing and project scope can be made on accurate numbers.

How the process will change: Reeves and commissioners said they will increase transparency by publishing claim lists and cash balances more frequently, and the auditor will work with highway office staff to ensure invoice routing and purchase-order matching occur promptly. Commissioners also said AME Group and other consultants are examining records to identify process failures dating back multiple years.

Concerns and staff comments: Highway Superintendent Chad Walker and county staff were asked to review outstanding bridge and road project invoices and confirm which bills were payable from specific funds. Greg Melton, who the board said will present at the second meeting, was named repeatedly as someone who will provide information about earlier invoice processing. Commissioners urged the public to direct questions to the courthouse and not to rely on social media for partial or out-of-context updates.

Next steps: Commissioners told staff to continue reconciling line-item balances and to report updated cash positions to the public every two weeks. Commissioners also said they will ask the county council on Monday to approve the requested $500,000 transfer/appropriation to start paying vendors while reconciliation continues.

Ending: County leaders said they want to avoid layoffs but acknowledged staff are anxious; they asked the public for patience while the auditor and consultants complete a financial review and bring recommended fixes back to the board.