THE VOICE OF THE TOWNSHIP
I would think that some time in the not so distant past, you might have had someone tell you that you need to see the big picture. With all the many Voice of the Township columns, I can’t remember ever giving an overview of the basic financial duties required of our township office. It just might have worked out better by acquainting you with the intricacies first, now you can see how the financials fit together to provide your Wayne Township Trustee’s Office with its funding.
Township Trustees and their board members are by far the largest single group of elected officials in Indiana, and like most elected officials, they serve a four-year term. There are 1,008 townships that cover every part of the state; Allen County has twenty of them. The Wayne Township Trustee’s Office is one of the state’s largest, but this shouldn’t be surprising since we are part of the second largest city. The Township Trustee manages this much localized form of government, and the three member Township Board has among its duties adoption of the annual budget.
Overseeing the poor and distributing poor relief is a primary duty in many townships. The trustee is in charged to care for the poor by the most economical means available, and at the same time is charged to be sure that the necessary needs of an individual or family are met. The applicant must show that they are unable to provide those needs through personal effort and that they have exhausted all other personal means.
The Wayne Township Office creatively cooperates with other government offices, agencies, and churches in the area, keeping costs controlled and delivering services needed. The advantage the Trustee’s systems has over other forms of public assistance is the freedom to discern whether or not an individual has and is willing to put forth that personal effort to help themselves. When they do not, we are not responsible to provide any assistance until they do their part first!
Each August, I work with the Director of Accounting and Finance to prepare the budget. Once prepared, we review the overall budget with the supervisory staff, and then submit the document to the township board for approval for which appropriations are asked. The next step is for the Department of Local Government Finance to schedule a budget hearing to finalize all budget forms with the Director of Accounting and Finance and me. Publication for budget is then scheduled with the newspapers. The Budget must be published two times in each of two (2) newspapers published in the township. The first publication must be made not less than ten (10) days prior to the date of public hearing. The annual date for adoption of the budget is not later than September 20.
Ten (10) or more taxpayers may object to a budget, tax rate, or tax levy by filing an objection petition with the proper officers of the political subdivision not more than seven (7) days after the hearing. Any objection filed against the budget shall be forwarded by the county auditor to the Department of Local Government Finance. During my tenure as Trustee, we have never had an objection to any of these.
Additional or emergency appropriations may be made during the year under certain conditions. All additional appropriations shall be limited to revenues available or to be made available which are in addition to and in excess of those revenues anticipated in the original budget. A showing of such excess revenues must be made before any such additional appropriations may be approved. Additional appropriations must be advertised one (1) time at least ten (10) days before the date of the hearing.
The budget is an estimate of expenditures for the ensuing year by appropriation accounts and functions. Amounts necessary to be expended during the coming year are itemized and include: salaries, office supplies such as record books, stationary, printing, operating, repair and maintenance supplies, legal services, travel expenses, printing and advertising, insurance, official bonds, repairs and maintenance rentals; contractual payments for fire protection, automobile expenses, insurance, rentals and other applicable expenses. Estimated necessary expenditures for: prescriptions and burials, food and household supplies, shelter, public utility service and transportation.
As the Chief Financial Officer of the township, the Trustee approves all claims for payment and accurate records are kept for township expenses and salaries per the financial guidelines set out in the Indiana code. A “Township Assistance Fund Comparative Statement” is required which list the actual expenses for the past two years and from January 1 to June 30 of the present year, all township assistance expenditures for administration, direct assistance, and other assistance. Also lists estimated expenditures from July 1 to December 31 of the present year and total estimate for the present year; also total estimated expenditures for the incoming year.
In January of each year, the trustee presents to the board an annual report which shows all receipts, expenditures, investments and debts. The approved report is then published in local papers for public inspection. A copy of the Annual Report is mailed to State Board of Accounts, a copy filed in the Auditor’s Office with the General Fund Vouchers. The original copy of the Annual Report is kept on file in the office for public inspection and if requested by banks and insurance companies.
Please think about two of the most important aspects of Township government that I have mentioned in this article; an applicant has to prove that they are needy and have in fact exhausted all personal resources to help themselves first, and that every penny spent by your Wayne Township Trustee’s Office is accounted for and in fact printed in the newspaper. Benjamin Franklin once said, “A penny saved is a penny earned.” Hopefully by saving your pennies we have earned your trust. Thanks Mr. Franklin, it might just have been you that inspired the wisdom, in our forefather’s design of Township Government!
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