ANNUAL TREASURER'S REPORT By STEVE McCLURE, Director, DCCA

Now that most municipalities are into their new fiscal year, attention should be drawn to the requirements of the Annual Treasurer's Report. Within six months after the end of each fiscal year, the municipal treasurer must prepare a statement of receipts and disbursements. This statement is known as the "Annual Treasurer's Report" and its requirements are found in Chapter 24, paragraph 3-10-5.1 to 3-10-5.4 of the Illinois Revised Statutes.

The report must contain the following information:

1. A listing of all revenues received by source and amount.

2. A listing of all vendors receiving more than $1,000 by name and amount.

3. The total amount disbursed to vendors receiving under $1,000.

4. The name and gross amount received in compensation by each elected official and employee.

5. A summary statement of operations for all funds and account groups as excerpted from the Office of the Comptroller's "Annual Financial Report."

The municipal treasurer must file the completed report with the municipal clerk. The clerk must then publish the report in a newspaper that is published in the municipality. If no newspaper is published in the municipality, then the report must be published in a newspaper having general circulation within the municipality.

The law allows an exception to the publishing requirement, but only if the municipality has a population of less than 500 people and if no newspaper is published within the municipality. Lacking these two conditions, the report must always be published in a newspaper.

After the report has been published, the municipal treasurer must file it with the town or county collector of taxes. (In most cases, this is the county treasurer.) An affidavit from the municipal clerk should accompany the report, stating that it is a correct copy and identifying the newspaper in which it was published and the date of publication.

If the municipal treasurer fails to file the report and the affidavit with the town or county collector within six months from the end of the fiscal year, the municipality's property taxes must be withheld until the requirements are met.

There is no required statutory format for the treasurer's report. The law leaves to the municipality's discretion the general makeup of the report. However, the following sample report may serve as a guide to its preparation.

ANNUAL TREASURER'S REPORT
(NAME OF GOVERNMENT)
FISCAL YEAR ENDING (DATE)

REVENUES: Property Taxes 80,000 — Road & Bridge Tax 10,000 — Utility Tax 70,000 — Income Tax 50,000 — Licenses 10,000 — Permits 5,000 — Fines 6,000 — Interest 24,000 — Water Sales 200,000 — Sales Tax 110,000 — Miscellaneous 2,000. TOTAL: 567,000.

SALARIES: Don Adams 15,000 — Mark Adkins 19,000 — Edward Barger 19,000 — Shirley Blades 14,000 — John Burns 24,000 — Jean Deming 12,000 — Donna Evans 14,000 — Edward Fears 18,000 — Charles Field 25,000 — William Glass 16,000. TOTAL: 176,000.

VENDORS: Dept. of Labor 6,000 — Time Insurance 37.000 — ABC Co. 5,000 — Public Utility 20,000 — Real Telephone Co. 18,000 — Bush Supply 13,000 — Buy-Rite Supplies 1,000 — Postal Service 5,000 — RC Disposal 30,000 — Red Engineering 8,000 —Smith's Accounting 3,000 — Auto Service 10,000 —Joe's Auto Sales 30,000 — Blue Oil Co. 15,000 — Big Rock 18,000 — Paul's Roofing Co. 40,000 — Mark Oil 15,000 — Al's Chemicals 50,000 — Charles Supply 2,000 — Illinois Municipal Retirement 21,000 — American Banking 30,000 — Police Pension 40,000 — All Other Disbursements Less Than 1,000, 40,000. TOTAL: 457,000.

June 1990 / Illinois Municipal Review / Page 21

SUMMARY STATEMENT OF CONDITION (Excerpt from Comptroller Report)
	General	Special revenue	Debt Service	Capital Project	Special Assessment	Enterprise	Pension Trust
Beginning Fund Balance	50,000	100,000	10,000	20,000	10,000	0	0
Retained Earnings						30,000	300,000
Revenues	207,000	100,000	40,000	50,000	0	150,000	20,000
Expenditures	225,000	158,000	40,000	50,000	0	160,000	0
Other Financing Sources	25,000	0	0	0	0	0	0
Uses	0	25,000	0	0	0	0	0
Ending Fund Balance	57,000	17,000	10,000	20,000	10,000	0	0
Retained Earnings						20,000	320,000
Subscribed and sworn to this (day) of (Month), (Year)
					(Name — Treasurer)
I, (Name), Clerk of (Government), (County), Illinois do hereby certify that the above is a true copy of the Annual Treasurer's Report for the Fiscal Year ending (Date).
					(Name — Clerk)
For further information on the "Annual Treasurer's Report" call DCCA's Office of Local Government Management Services, toll-free at 1-800-562-4688, •

Page 22 / Illinois Municipal Review / June 1990