Drainage board authorizes trade negotiations to get long‑reach excavator for surveyor

Sherry Severs, purchasing, told the Warrick County Drainage Board that the county’s recently purchased 2023 FT516 ditch machine is not suited to the needs of the county surveyor and that staff have identified a 2023 Case CX220E long‑reach excavator available on trade.

Severs said the tractor was purchased at the request of Dennis Wilsbacher but the new surveyor, Mr. Spinks, reported the machine’s 9‑foot reach is insufficient for clearing medium‑to‑large legal drains. Severs said she convened highway foremen and highway superintendents to identify what equipment is actually needed and that highway staff recommended a tracked long‑reach excavator with a reach around 30 feet (she noted some machines can reach up to 50 feet).

Debbie Bennett, county administrator, explained the original council appropriation was placed into a rainy‑day equipment account; trade proceeds or unused equipment funds would return to rainy day and any additional money beyond a trade would require council approval. Staff reported council appropriated about $372,053.90 for the original purchase and that the county spent approximately $307,273, leaving a shortfall if replacement equipment requires extra funding.

Severs and others said Lee Rexing of Ag Revolution offered a trade proposal to take the FT tractor back in on trade for the excavator; Boyd Equipment was also contacted but had not provided an offer at the time of the meeting. Staff cautioned the board that the county will recognize a loss on any trade — an initial estimate put the loss at roughly $117,000 — but that delaying a trade could increase depreciation losses.

Surveyor Mr. Spinks described immediate operational needs, including multiple beaver dams on the Howard Williams Ditch that are backing up water and require long‑reach excavation. He said the highway department would house, fuel, maintain and provide an operator for the machine for ditch work as needed. Contractors for beaver removal (identified as Charlie Clutter and Stephen Byers with Southern Indiana Wild Game Management) were also reported to be engaged to address trapping.

After discussion about inspecting the excavator (staff said the proposed unit showed about 1,000–1,150 hours), warranty terms, mulching attachment needs and options for keeping equipment functions 'in‑house,' Speaker 4 moved to authorize staff to proceed with negotiating a trade for equal or lesser value and to return with the best proposal; Speaker 1 seconded and the board voted to approve moving forward with negotiations. The board asked staff to 'sharpen the pencil' and bring back the best proposal for a formal vote.

Next steps: staff will negotiate potential trades, seek a second bid, arrange inspections, and bring the preferred trade proposal back to the board for final approval; any additional funding beyond trade value would require county council approval.