Owen County leaders warn of highway fund shortfalls, approve advertising $500,000 transfer to pay vendors

County finance staff and members of the board of commissioners spent much of the meeting discussing persistent cash shortages in the highway fund, new steps to document materials and vehicle use, and the future of a $300,000-plus distribution truck the county contracted two years ago.

Sheila, who presented the county's financial reports, told commissioners the highway fund is operating month to month and several internal accounts are in the red. She said the county must reserve roughly three payroll cycles from the monthly state distribution and that other vendor claims remain unpaid. "They're going to be going from month to month," Sheila said as she described the current cash position and said staff would work on negative balances before budget hearings.

Commissioners and department representatives pressed for stricter documentation and inventory practices. Anton and other commissioners said every incoming load of stone, each culvert and tire, and every vehicle repair must be logged to specific road projects and treated as inventory. "Everything that comes in that county highway goes somewhere," Anton said. He instructed the highway staff that claims must be traceable to avoid overspending on projects.

The board also debated a leased distribution truck that the highway department ordered in 2022 and which one commissioner described as "the Taj Mahal of trucks." Commissioners questioned whether the county should take possession or arrange a sale or shared-use agreement with neighboring counties because of the vehicle's high purchase and lease costs. Commissioners reported the truck is a five-year lease with payments of roughly $75,000 a year and that selling or contracting the truck to other counties or private operators is being explored.

As part of immediate steps to address vendors owed, Commissioner Anton moved to advertise an appropriation of up to $500,000 from fund 11703's cash balance for consideration at the May meeting to pay outstanding highway vendors. Daniel seconded the motion; commissioners voted to carry the motion. Sheila and staff estimated the appropriation would cover a large part of currently known outstanding invoices but cautioned cash balances will remain tight and that regular monthly settlements and payroll cycles must be reserved.

Commissioners said mandatory training and tighter claims scrutiny are coming for highway staff. Anton said training sessions will be mandatory and that staff who do not demonstrate required competence could lose employment. He and other commissioners asked liaisons to monitor department budgets more actively and to ensure double-checking of claims before they are presented for payment.

Several commissioners urged greater inter-county cooperation to share equipment and operators for specialized vehicles to avoid expensive purchases the county cannot afford to use year-round. They also discussed using the county's Wheel Tax balance and other eligible restricted funds for eligible projects while preserving payroll and settlement needs.

Ending: Commissioners instructed staff to present the advertised appropriation for formal vote in May and to return with documentation plans, vendor lists, and recommended processes for inventory and claims oversight. They said they will continue to pursue options for the disputed distribution truck and to pursue tighter internal controls on highway purchases and documentation.