County treasurer explains trial-balance format after commissioners flag apparent negative road fund balance

Commissioners questioned a trial-balance report during the June 9 Lincoln County Board of Commissioners meeting after the county roads line showed an apparent negative ending balance. Sherry Newton, Lincoln County treasurer, told the board the office had not yet completed its month-end roll for May and that the accounting program shows a zero beginning balance until the roll is performed.

"We have not closed out end of month for May in the treasurer's office. We're doing that today," Newton said. She said the system does not carry forward the May balance until the roll is completed and by statute the office must have disbursements processed by the 15th of the month; Newton said the county tries to complete the roll by the 10th to give local schools time to address issues.

Commissioner questions focused on two items that appeared unusual on the trial balance: a negative-looking $55,000 disbursement in county roads and an inheritance-tax line that showed $1,533.43. Newton said those entries reflect timing: the negative-looking county-roads line will resolve after the May roll; roads actually had an approximate $167,000 balance at the end of May. She recommended the board review the rolled balances next week once the treasurer posts May activity.

Commissioners asked whether the accounting software could be adjusted to carry balances forward in a way that is clearer; Newton said the program behavior is inherent to the system and that she could research whether an updated report could be produced. The board approved claims and the treasurer's receipts after the discussion.

The treasurer—s comments were offered while the board considered approval of claims and receipts. The board asked Newton to clarify next week's trial balance after the May roll is complete; Newton repeated the statutory timing constraint and said the office aims to complete the roll by the 10th of the month.