A. Generally: The comptroller shall perform such duties as may be prescribed for him by statute or ordinance. He shall receive all monies paid into the village, either directly from the person paying it or from the hands of such other officer as may receive it, and he shall pay out only on warrants, vouchers or orders properly signed by the village clerk and by the president.
B. Deposit Of Funds: The comptroller shall deposit the village funds in such depositories as shall be designated by the board of trustees and as is provided by law, and he shall keep the village monies separate and distinct from his own, and shall not intermingle his own monies therewith or make private or personal use of the village funds.
C. Books And Records:
1. Finances: The comptroller shall keep records showing all monies received by him, the source from which received, and the purpose for which paid out; and he shall keep a record showing at all times the financial status of the village. The comptroller shall keep such additional books and accounts as may be required by the board, and shall keep them in the manner required by the board.
2. Bonds, Orders, Vouchers: The comptroller shall keep a register of all bonds or orders filed with him or paid by him and of all vouchers.
3. Books Of Appropriations, Expenditures And Receipts: The comptroller shall keep a complete set of books, in a neat and methodical manner, in which, among other things, shall be set forth the appropriations of the fiscal year, each distinct object and branch of expenditure, and the receipts from each and every source of revenue, so far as he can ascertain the same. Such books, and all other papers kept in his office, shall be subject to the examination of the president, the board or any committee thereof.
4. Accounts Of Funds And Debts: The comptroller shall keep a detailed account of the village revenue and of each separate fund creating the same, with all receipts or appropriations and charging it with all warrants drawn thereon, and he shall charge each warrant to the fund or appropriation against which it is drawn, to the extent authorized by an appropriation ordinance. He shall also keep an accurate account of all debts due from or owing to the village and shall keep a book in which he shall enter a correct list of all bonds, notes or other obligations given by or payable to the village, with the date thereof, the person to whom or by whom payable, the rate of interest, the time and manner in which the principal and interest are payable and such other particulars as may be necessary to the full understanding thereof.
5. Warrants And Checks: The comptroller shall return all warrants or checks paid by him marked "paid" and shall keep a register of all such warrants or checks which shall describe each warrant or check showing its date, amount, number, the fund from which paid, the name of the person to whom paid and when paid.
D. Reports:
1. At the end of every month, and more often if required by the village board, the comptroller shall render an account under oath to the board or to such officer as may be designated by ordinance, showing the state of the treasury at the date of the account and the balance of monies in the treasury. He shall accompany the account with a statement of all monies received into the treasury and on what account, together with all warrants or checks redeemed and paid by him. On the date he renders an account, these warrants or checks, with all vouchers held by him, shall be delivered to the clerk and filed together with the account in the clerk's office. (1985 Code § 1-8C-3; amd. 2016 Code)
2. The comptroller shall, on or before June 1 in each year and before the time for making the annual budget and appropriation, submit to the president and board a report of estimates, as nearly as may be, of monies necessary to defray the expenses of the village during the current fiscal year. The comptroller shall, in said report, class the different objects and branches of expenditure, giving, as nearly as may be, the amount required for each and, for the purposes of the above statement and report, is authorized to require from each officer his statement of the condition and expenses of his respective department or office with any proposed improvements and the probable expenses thereof, all contracts made and unfinished, and the amount of any and all unexpended appropriations of the preceding year. In such report, the comptroller shall give such other information as may be deemed necessary to the end that the board may fully understand the financial necessities of the current year in order to prepare its combined annual budget and appropriation ordinance. (Ord. 91-2, 2-11-1991; amd. 2016 Code)
3. Upon receipt of such account from the comptroller, the clerk shall publish the account, at least once, in one or more newspapers published in the village, or if no newspaper is published therein, then in one or more newspapers having a general circulation within the village.
4. The comptroller shall prepare all reports and be guided by the Illinois municipal code.
E. Purchase, Sale Of Securities: The comptroller is hereby authorized from time to time, when the treasury contains funds set aside for use for particular purposes, but which are not immediately necessary for such purposes, to apply such funds to the purchase of interest bearing treasury bills of the United States. Upon the sale of such bills, the money thereby redeemed shall be credited to and placed in the fund used to purchase said bills. (1985 Code § 1-8C-3; amd. 2016 Code)
F. Transfer Of Appropriations 1 : Whenever, after the first half of any fiscal year, it shall be or appear necessary or expedient to make transfers of appropriations or sums of money appropriated for one object or purpose to another object or purpose, as permitted by law, the comptroller shall submit to the village board the recommendations with respect thereto. (Ord. 91-2, 2-11-1991; amd. 2016 Code)
Notes
| 1 | 1. See also subsection 3-1-1B of this code. |