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SECTION: .................................................................................................................. PAGE XII. FINANCIAL MANAGEMENT ....................................................................... XII-1 Foreword ........................................................................................................... XII-3 Notes: Internal Controls - Basic Principles ...................................................... XII-5 Establishment of an Internal Control Plan - A Suggested Resolution .............. XII-8 Notes: Bank Account Reconciliation ............................................................... XII-10 Model Bank Accounts Reconciliation Form .................................................... XII-12 Notes: Creating Petty Cash/Change Funds ...................................................... XII-13 Model Petty Cash Voucher Form ...................................................................... XII-15 Notes: Financial and Audit Report ................................................................. XII-17 Notes: Depreciation ......................................................................................... XII-19 Notes: Municipal Inventory System ................................................................. XII-24 Model Inventory Forms ..................................................................................... XII-26 Notes: An Encumbrance System ....................................................................... XII-30 Notes: Financial Statements .............................................................................. XII-31 XIII. MANAGING MUNICIPAL MEETINGS ........................................................ XIII-1 Foreword ........................................................................................................... XIII-3 Meeting Agenda ................................................................................................ XIII-5 Basic Meeting Procedures ................................................................................. XIII-9 Model Consent Agenda Ordinance/Resolution................................................. XIII-10 Meeting Do’s and Don’ts .................................................................................. XIII-11 Sample Minutes ................................................................................................ XIII-13 Legislative Actions ........................................................................................... XIII-15 Reorganization Meeting .................................................................................... XIII-17 The Sunshine Act .............................................................................................. XIII-19 Sample Sign In Sheet ........................................................................................ XIII-21 Disclosure of Conflict of Interest ...................................................................... XIII-23 XIV. RISK MANAGEMENT .................................................................................... XIV-1 Foreword ........................................................................................................... XIV-3 A Risk Management Policy for Small Municipalities - A Checklist of Components Checklist ..................................................... XIV-5 Notes: Municipal Insurance .............................................................................. XIV-7 Model Insurance Register Form ........................................................................ XIV-19 Model Hold Harmless Clause ........................................................................... XIV-20 Township Accident Report Form ...................................................................... XIV-21 Suggested Minimum Amounts of Bonding Coverage Table ............................ XIV-22 Notes: Risk Management - A Safety Checklist................................................ XIV-23 Sample Building and Grounds Maintenance Checklist .................................... XIV-24 Notes: Steps to Begin A Basic Risk Management Program ............................ XIV-25 Notes: Municipal Activities and Their Liability Exposure .............................. XIV-26 Competitive Insurance Rebidding Timetable ................................................... XIV-27 Non-Regulatory Signage Resolution and Request Form .................................. XIV-28 Complaint Tracking Form ................................................................................. XIV-33 iv Revised May 2006
SECTION: PAGE XV. RECORDS MANAGEMENT .......................................................................... XV-1 Foreword ........................................................................................................... XV-3 Checklist for Evaluating the Record-keeping Systems ..................................... XV-5 Model Records Inventory Form ........................................................................ XV-7 Notes: Controlling and Managing Records ...................................................... XV-9 Notes: A Guide to Systems for Arranging Files .............................................. XV-15 Checklist Files Control ..................................................................................... XV-17 Checklist Copy Control ..................................................................................... XV-19 Municipal Records Manual ............................................................................... XV-21 Open Records - The Right to Know Law.......................................................... XV-55 Open Records - Public Access to Records ........................................................ XV-72 Electronic Records Policy ................................................................................. XV-83 XVI. PENNSYLVANIA LOCAL GOVERNMENT ................................................. XVI-1 Foreword ........................................................................................................... XVI-3 Pennsylvania Local Government - A Bird’s Eye View .................................... XVI-5 Borough Government Organization Chart ........................................................ XVI-21 Townships of the First Class Organization Chart ............................................. XVI-23 Townships of the Second Class Organization Chart ......................................... XVI-25 Notes: Responsibilities of a Municipal Treasurer, Solicitor, Engineer, and Manager ............................................................................................. XVI-27 XVII. MUNICIPAL REFERENCE LIBRARY .......................................................... XVII-1 Foreword ........................................................................................................... XVII-3 General Municipal Governance Leadership and Management ......................... XVII-5 Municipal Finance Management ....................................................................... XVII-6 Personnel Management ..................................................................................... XVII-9 Records Management ........................................................................................ XVII-10 Risk Management ............................................................................................. XVII-11 Publishing Organizations .................................................................................. XVII-15 Center for Local Government Services/Department of Community and Economic Development .................................................................... XVII-17 Additional Helpful Publications ....................................................................... XVII-19 APPENDIX: STANDARDS FOR EFFECTIVE LOCAL GOVERNMENT Foreword ........................................................................................................... A-1 General Governance, Leadership and Management Standards for Small Municipalities .......................................................................... A-5 Financial Management Standards for Small Municipalities ............................. A-19 Personnel Management Standards for Small Municipalities ............................ A-31 Definitions of Frequently Used Terms .............................................................. B-1 Legislative Acts ................................................................................................. C-1 Abbreviations .................................................................................................... D-1 INDICES: Keywords .......................................................................................................... Key Functions ................................................................................................... Ind-1 Ind-5 v Revised May 2006
Page 1: THE MUNICIPAL SECRETARY DESKTOP REF
Page 4 and 5: SOUTHWESTERN PENNSYLVANIA COMMISSIO
Page 7 and 8: THE MUNICIPAL SECRETARY’S DESKTOP
Page 9: SECTION: PAGE IX. MUNICIPAL PURCHAS
Page 13 and 14: ACKNOWLEDGMENTS The Local Governmen
Page 15 and 16: PREFACE THE MUNICIPAL SECRETARY’S
Page 17 and 18: INTRODUCTION THE MUNICIPAL SECRETAR
Page 19 and 20: SECTION I RESPONSIBILITIES OF THE G
Page 21 and 22: SECTION I POLICIES TO EXPEDITE AND
Page 23 and 24: A. RESPONSIBILITIES OF THE MUNICIPA
Page 25 and 26: B. MUNICIPAL INVESTMENT POLICIES AN
Page 27 and 28: C. MUNICIPAL INTERNAL CONTROL POLIC
Page 29 and 30: D. MUNICIPAL BUDGETING Developing a
Page 31 and 32: E. CAPITAL IMPROVEMENT PROGRAMMING
Page 33 and 34: F. MUNICIPAL RISK MANAGEMENT A muni
Page 35 and 36: G. MUNICIPAL TRAINING PROGRAM If mu
Page 37 and 38: H. MUNICIPAL PURCHASING Effective a
Page 39 and 40: I. PERSONNEL RECORDS AND PERSONNEL
Page 41 and 42: J. MUNICIPAL RECORDS MANAGEMENT The
Page 43 and 44: K. MEETING AGENDA The adoption and
Page 45 and 46: MUNICIPAL HIRING POLICY For local g
Page 47 and 48: General Qualification - In order to
Page 49 and 50: ___________________________ TOWNSHI
Page 51 and 52: service or product that a Preferred
Page 53 and 54: SECTION II SECRETARY'S CALENDAR REF
Page 55 and 56: SECTION II REPORTING CALENDAR Forew
Page 57 and 58: ANNUAL SECRETARY’S CALENDAR DATE
Page 59 and 60: SECTION III NETWORKING REFERENCES P
Page 61 and 62:
SECTION III NETWORKING Foreword Suc
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PROFESSIONAL AFFILIATIONS This port
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PENNSYLVANIA LOCAL GOVERNMENT SECRE
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THE GOVERNMENT FINANCE OFFICERS ASS
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GOVERNMENTAL AGENCIES DIRECTORY Alt
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STATE AGENCIES AND OFFICES ATTORNEY
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STATE AGENCIES AND OFFICES (continu
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STATE AGENCIES AND OFFICES (continu
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PUBLIC EMPLOYEE RETIREMENT COMMISSI
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III-19 Revised May 2006
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District Office Contact Information
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III-30
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III-32
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Pennsylvania Regional Planning Comm
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OTHER REGIONAL ASSISTANCE (not publ
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DEPARTMENT OF PLANNING Advises coun
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III-40
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III-42
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IV-2
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IV-4
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IV-6
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THE PENNSYLVANIA MUNICIPAL TRAINING
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INTERNATIONAL CITY/COUNTY MANAGEMEN
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LOCAL GOVERNMENT ACADEMY The Local
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PENN STATE UNIVERSITY=S PENNSYLVANI
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CERTIFIED GOVERNMENTAL SECRETARY Th
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CERTIFIED BOROUGH OFFICIAL The Penn
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V-2
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V-4
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V-6
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V-8
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V-10
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V-12
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V-14
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V-16
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V-18
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V-20 Revised May 2006
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V-24
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04 SUPERVISOR 04 SUPERVISOR _______
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DCED-CLGS-19-5 Report of Elected an
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V-30
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V-32
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V-34
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V-36 Revised July 2003
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V-42
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V-46
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V-48
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V-50
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V-52
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V-54
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V-56
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V-58 Revised July 2003 Revised July
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V-62
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V-64
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V-66
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V-68
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V-70
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V-74
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V-76
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V-78
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V-82
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VI-2
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VI-4
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VI-14
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VI-14
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VI-14
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VI-14
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VI-14
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SECTION VII NON-COMPETITIVE - ENTIT
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VII-5
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VII-7
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VII-9
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VII-11
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NOTES DEPARTMENT OF COMMUNITY AND E
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SECTION VIII MUNICIPAL BUDGET REFER
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SECTION VIII MUNICIPAL BUDGET Forew
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THE DO’S AND DON’TS OF MUNICIPA
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DO insist the real estate tax colle
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MUNICIPAL BUDGET CALENDAR OPERATING
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A BUDGET CALENDAR FOR THE SECRETARY
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Estimation of Revenues Factors to C
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CHECKLIST EXPENDITURE DATA REQUIRED
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VIII-17
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VIII-19
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VIII-21
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VIII-23
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Borough and Township Real Estate Ta
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NOTES THE ELEMENTS OF A FEE/SERVICE
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NOTES A FEE CHECKLIST QUESTIONS AND
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ANNUAL BUDGET MESSAGE The annual bu
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REVENUE The primary revenue source
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CHART OF ACCOUNTS In most municipal
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SECTION IX MUNICIPAL PURCHASING POL
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SECTION IX MUNICIPAL PURCHASING POL
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NOTES THE PURCHASING SEQUENCE I. Ad
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VII. Purchases over $10,000: User d
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IX-9
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NOTES GENERAL BID SPECIFICATIONS 1.
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Finally, in the event of cancellati
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IX-15
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Written/Telephonic Price Quotations
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IX-19
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OFFICIAL BID NOTICE TOWNSHIP Sealed
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IX-23
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NOTES WRITING A BID ADVERTISEMENT T
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NOTES CONTRACT PURCHASING STEPS Whe
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NOTES INTERGOVERNMENTAL PURCHASING
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This program, The Local Piggyback P
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TOTAL PRICE AND F.O.B. CONTRACTS. P
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IX-35
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LIQUID FUELS TAX FUNDS REV A Accept
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PennDOT's Agility Program PennDOT h
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IX-41 Revised May 2006
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SECTION X MUNICIPAL PERSONNEL MANAG
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SECTION X PERSONNEL MANAGEMENT Fore
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PERSONNEL RECORDS GENERAL Employees
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FAIR LABOR STANDARDS ACT The Fair L
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RECORDS RETENTION REQUIREMENTS Comp
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X-11
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X-13 Revised July 2003
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Employee: Department: RECORD OF EMP
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X-17
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X-19
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X-21
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X-23
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X-25
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Nondiscrimination Equal Opportunity
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Sexual Harassment Basic Policy The
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Sample 1 Nepotism To minimize possi
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Accidents must be reported without
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Grievances Small Municipality Proce
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Benefits Note: Most insurance-type
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Personnel Policy Compendium Drug-Fr
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X-47 Revised May 2006
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NEW HIRE PROCEDURE ALL EMPLOYEES: _
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SECTION XI MUNICIPAL INVESTMENT POL
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SECTION XI MUNICIPAL INVESTMENT POL
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THE MUNICIPAL INVESTMENT POLICY AND
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NOTES INVESTMENT INSTRUMENTS PERMIT
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A CASH FLOW ANALYSIS FOR INVESTMENT
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A Sample of a Municipal Cash Flow A
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PUBLIC INVESTMENT POOLS Pennsylvani
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TREASURER=S INVESTMENT POOLS There
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X-17
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X-19
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SECTION XII MUNICIPAL FINANCIAL MAN
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SECTION XII MUNICIPAL FINANCIAL MAN
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NOTES INTERNAL CONTROLS BASIC PRINC
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Sound Procedures for Authorizing, R
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2.3 Monitor compliance with interna
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10. The bank statement balance, les
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NOTES CREATING PETTY CASH/CHANGE FU
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FORM A XII-15 Revised May 2006
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NOTES FINANCIAL AND AUDIT REPORT Th
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NOTES DEPRECIATION A municipality w
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EXHIBIT A STRAIGHT LINE DEPRECIATIO
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When a jurisdiction disposes (sells
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Step One - Inventory Records This p
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XII-27
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XII-29
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NOTES FINANCIAL STATEMENTS The tota
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XII-33
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XII-35
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XII-37
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XII-39
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XII-41
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XII-43
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SECTION XIII MANAGING MUNICIPAL MEE
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SECTION XIII MEETING MANAGEMENT For
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MEETING AGENDA* The adoption and us
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A MODEL AGENDA* A common order of b
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BASIC MEETING PROCEDURE 1. A member
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MEETING DO=S AND DON=TS DO create a
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SAMPLE MINUTES Supervisors= Meeting
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XIII-15
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Takes place the first Monday in Jan
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THE SUNSHINE ACT The following sect
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DATE: April 12, 2005 NAME- PLEASE P
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DISCLOSURE OF CONFLICT OF INTEREST
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SECTION XIV MUNICIPAL RISK MANAGEME
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SECTION XIV MUNICIPAL RISK MANAGEME
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A Risk Management Policy for Small
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NOTES MUNICIPAL INSURANCE * A. GENE
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MUNICIPAL INSURANCE - Pennsylvania
Page 461 and 462:
C. WORKERS= COMPENSATION Intended t
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H. PROPERTY INSURANCE 1. Protects a
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2. Deductibles a. Review annually b
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7. Self-insurance a. True self-insu
Page 469 and 470:
INSURANCE REGISTER* Type of Coverag
Page 471 and 472:
XIV-21
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NOTES RISK MANAGEMENT* A SAFETY CHE
Page 475 and 476:
NOTES STEPS TO BEGIN A BASIC RISK M
Page 477 and 478:
XIV-27
Page 479 and 480:
Dear Township Resident: Recently we
Page 481 and 482:
XIV-31 Revised May 2006
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XIV-33 Revised May 2006
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SECTION XV MUNICIPAL RECORDS MANAGE
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SECTION XV MUNICIPAL RECORDS MANAGE
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XV-5
Page 491 and 492:
Records Inventory Form Inventoried
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NOTES CONTROLLING AND MANAGING RECO
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(3) Improving quality. Almost any i
Page 497 and 498:
i ii iii iv v vi vii Elimination of
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XV-15
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CHECKLIST FILES CONTROL Problem Too
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CHECKLIST COPY CONTROL ____________
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XV-21
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XV-23
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XV-25
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XV-27
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XV-29
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XV-31
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XV-33
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XV-35
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XV-37
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XV-39
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XV-41
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XV-43
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XV-45
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XV-47
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CHAPTER S I X GENERAL FINANCIAL AND
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XV-51
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XV-53
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XV-55
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XV-57
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XV-59
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XV-61
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XV-63
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XV-65
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XV-67
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XV-69
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XV-71
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RESOLUTION NO. 21-2002 OPEN RECORDS
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RECORD REQUEST DATE _______________
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MUNICIPAL RECORDS SCHEDULE RETENTIO
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APPENDIX B Example of Resolution In
Page 565 and 566:
Revised May 2006 XV-81 Revised May
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Page 1 of 3 ELECTRONIC RECORDS POLI
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Page 3 of 3 b. E-mail messages shal
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RECORDS MANAGEMENT GRANTS The Penns
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SECTION XVI PENNSYLVANIA LOCAL GOVE
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SECTION XVI PENNSYLVANIA LOCAL GOVE
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PENNSYLVANIA LOCAL GOVERNMENT 1 A B
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Home Rule The Pennsylvania 1874 Con
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The borough council, the township c
Page 583 and 584:
The duties of the offices of solici
Page 585 and 586:
Policy and legislative powers shoul
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Municipal Authorities Municipal aut
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As voluntary associations, members
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XVI-19
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XVI-21
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XVI-23
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XVI-25
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NOTES Responsibilities of a Municip
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8. To attend all meetings of (board
Page 603 and 604:
K. To make recommendations to the c
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SECTION XVII MUNICIPAL REFERENCE LI
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SECTION XVII MUNICIPAL REFERENCE LI
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Alternative Service Delivery Approa
Page 611 and 612:
Cash Management for Small Governmen
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PERSONNEL MANAGEMENT Developing Wor
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A Guide for Local Government: Prote
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Also to be published in September,
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PUBLISHING ORGANIZATIONS American A
Page 621 and 622:
PENNSYLVANIA CENTER FOR LOCAL GOVER
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APPENDIX A STANDARDS FOR EFFECTIVE
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STANDARDS FOR EFFECTIVE LOCAL GOVER
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GENERAL MUNICIPAL GOVERNANCE, LEADE
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GENERAL MUNICIPAL GOVERNANCE, LEADE
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FACTOR: PROVIDING FOR COMPETENT MUN
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privately, or interfere with operat
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8. The governing body or charter de
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7. For issues or problems expected
Page 639 and 640:
6. The local governing body, manage
Page 641 and 642:
MUNICIPAL FINANCIAL MANAGEMENT STAN
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FINANCIAL MANAGEMENT STANDARDS FOR
Page 645 and 646:
Commentary The proposed capital spe
Page 647 and 648:
FACTOR: REVENUE COLLECTION Standard
Page 649 and 650:
FACTOR: MUNICIPAL CASH MANAGEMENT A
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Commentary At a minimum, these cont
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MUNICIPAL PERSONNEL MANAGEMENT STAN
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PERSONNEL MANAGEMENT STANDARDS FOR
Page 657 and 658:
FACTOR: EMPLOYEE PRODUCTIVITY, EVAL
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2. The municipality has written pro
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DEFINITIONS The following is a comp
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the local government officials or a
Page 665 and 666:
credit ratings-Concerned with the c
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errors and omissions-Type of insura
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improvements-Those physical changes
Page 671 and 672:
mandamus-(writ of) An order compell
Page 673 and 674:
performance audit-An independent, t
Page 675 and 676:
esolution-A decision, opinion, poli
Page 677 and 678:
tax increment financing-A means to
Page 679 and 680:
LEGISLATIVE ACTS This information w
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Pennsylvania Municipalities Plannin
Page 683 and 684:
ABBREVIATIONS The following are abb
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INDEX - KEY WORDS Accident form, IV
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Secretary, duties of, XVI 30; XVII
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FUNCTIONAL INDEX BUDGET PROCESS Bud
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GOVERNMENT OFFICES (continued) Dept
Page 693 and 694:
PURCHASING PROCESS (continued) Pigg
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