Responsibilities of Township Supervisor
Before entering office, the supervisor must be bonded in the amount of money that will come into the supervisor’s hands, if a surety company acts as surety (in double the amount of money that will come into the supervisor’s hands if individuals act as sureties).
The bond as treasurer for the township is approved by the township clerk and filed in the office of the township clerk. The bond as treasurer for the road district is approved by the highway commissioner and filed in the office of the county clerk.
Annual Supervisor’s Report: Within 30 days before the annual township meeting, the supervisor must prepare and file with the township clerk, a full statement of the financial affairs of the township. This statement should also be given to the board of trustees.
The report should detail:
- Balance
- Amount of tax levied in the preceding year
- Amount collected and paid over to supervisor
- Amount paid out by the supervisor and on what account
- Amount and kind of outstanding debt due and unpaid, as well as debt not yet due and when it will mature.
The clerk will post a copy of the statement at the place of the annual town meeting 2 days before the meeting is held. This statement will be read aloud by the clerk at the annual town meeting.
Annual Treasurer’s Report: As custodian of public monies, the supervisor must annually prepare a statement of receipts and disbursements. The report must be filed with the township clerk within 6 months after the end of the fiscal year. The township clerk will then file a certified copy of the report with the county clerk. The clerk will also publish a copy of the report in the newspaper. There is no statutory format for this report; therefore, the supervisor may design his or her own format. Remember that separate reports must be completed for the township and the road district.
Annual Financial Report: This report is to be filed with the Comptroller’s Office within 6 months after the end of the fiscal year. An audit should accompany the AFR if the township appropriates more than $200,000 a year ($850,000 of revenues for FY 2003 and thereafter).
When the electors at an annual or special township meeting vote to transfer money from one fund to another, the supervisor as treasurer shall make the transfer. Remember, the only fund that you can transfer money out of is the town fund. Only one type of fund transfer can be made without elector approval: transferring money from the town fund to the General Assistance fund if there is a need.
When the trustees order audited township bills to be paid, the supervisor must pay the bills if the money is in the said fund. When the highway commissioner orders road bills paid (and if they have been audited by the board of trustees), the supervisor must pay the bills.
The supervisor is Supervisor of General Assistance and has sole jurisdiction over the office of General Assistance. The supervisor may appoint other employees without prior approval of the township board and determine their compensation and duties. Payments issued to General Assistance recipients may be made prior to auditing by the board of trustees.
If the township is a state-receiving township, they must adopt the State Department of Public Aid manual. If the township is not a receiving township, the township can choose to adopt the DPA manual or the TOI Supervisors’ Division General Assistance manual. Townships can also choose to write their own manual.
When electors vote at an annual township meeting to come under the Illinois Municipal Retirement Fund, the supervisor must make application to the IMRF for a study of the township to see if they will accept the township into the fund.
The supervisor, with the advice and consent of the township board, may appoint a township attorney.
The supervisor is chair of the board of trustees. The supervisor has a vote on all matters and should exercise voting powers on all issues.