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INTERNATIONAL CITY/COUNTY MANAGEMENT ASSOCIATION UNIVERSITY The International City/County Management Association (ICMA) University encompasses programs and resources offered by universities, institutes of governments, state and regional associations, national organizations, private consultants, and other providers of professional development for local government managers and staff. It is a university without walls, grades, or graduation, based on a commitment to lifelong learning. Professional development opportunities available through the ICMA University include: Self-study and group courses, in specific management areas, Training packages, self-study materials providing in-house training on specific topics, Handbooks and workbooks, Workshops and seminars, offered at state association meetings and regional seminars, and Pre-conference workshops at each ICMA annual conference. For information, contact: International City/County Management Association 777 North Capitol Street, N.E. Suite 500 Washington DC 20002-4201 (202) 289-4262 IV-10
GOVERNMENT FINANCE OFFICERS ASSOCIATION TRAINING PROGRAM The Government Finance Officers Association of the United States and Canada sponsors on average, 40 national seminars for finance managers at introductory, intermediate and advanced levels. Courses are offered in various geographic locations. Programs include: $ accounting, $ budgeting, $ cash management, $ debt financing, $ pension/benefits administration and $ technology. For information contact: Government Finance Officers Association 180 North Michigan Avenue - Suite 800 Chicago, Illinois 60601 (312) 977-9700 GOVERNMENT FINANCE OFFICERS ASSOCIATION OF PENNSYLVANIA TRAINING PROGRAM The Government Finance Officers Association of Pennsylvania sponsors training seminars at its annual conference. With a focus on contemporary issues, subject areas include: $ Advanced accounting subjects, such as pension programs $ Intermediate financial issues, such as banking $ Employment related issues such as supervising and motivating employees The regional chapters endeavor to schedule annually three-hour seminars. Contacts for information vary with the current slate of officers. For current state representatives, contact the above listed number for the National GFOA. IV-11
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THE MUNICIPAL SECRETARY DESKTOP REF
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SOUTHWESTERN PENNSYLVANIA COMMISSIO
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THE MUNICIPAL SECRETARY’S DESKTOP
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SECTION: PAGE IX. MUNICIPAL PURCHAS
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SECTION: PAGE XV. RECORDS MANAGEMEN
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ACKNOWLEDGMENTS The Local Governmen
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PREFACE THE MUNICIPAL SECRETARY’S
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INTRODUCTION THE MUNICIPAL SECRETAR
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SECTION I RESPONSIBILITIES OF THE G
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SECTION I POLICIES TO EXPEDITE AND
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A. RESPONSIBILITIES OF THE MUNICIPA
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B. MUNICIPAL INVESTMENT POLICIES AN
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C. MUNICIPAL INTERNAL CONTROL POLIC
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D. MUNICIPAL BUDGETING Developing a
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E. CAPITAL IMPROVEMENT PROGRAMMING
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F. MUNICIPAL RISK MANAGEMENT A muni
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G. MUNICIPAL TRAINING PROGRAM If mu
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H. MUNICIPAL PURCHASING Effective a
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I. PERSONNEL RECORDS AND PERSONNEL
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J. MUNICIPAL RECORDS MANAGEMENT The
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K. MEETING AGENDA The adoption and
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MUNICIPAL HIRING POLICY For local g
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General Qualification - In order to
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___________________________ TOWNSHI
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service or product that a Preferred
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SECTION II SECRETARY'S CALENDAR REF
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SECTION II REPORTING CALENDAR Forew
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ANNUAL SECRETARY’S CALENDAR DATE
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SECTION III NETWORKING REFERENCES P
Page 61 and 62: SECTION III NETWORKING Foreword Suc
Page 63 and 64: PROFESSIONAL AFFILIATIONS This port
Page 65 and 66: PENNSYLVANIA LOCAL GOVERNMENT SECRE
Page 67 and 68: THE GOVERNMENT FINANCE OFFICERS ASS
Page 69 and 70: GOVERNMENTAL AGENCIES DIRECTORY Alt
Page 71 and 72: STATE AGENCIES AND OFFICES ATTORNEY
Page 73 and 74: STATE AGENCIES AND OFFICES (continu
Page 75 and 76: STATE AGENCIES AND OFFICES (continu
Page 77 and 78: PUBLIC EMPLOYEE RETIREMENT COMMISSI
Page 79 and 80: III-19 Revised May 2006
Page 81 and 82: District Office Contact Information
Page 90 and 91: III-30
Page 94 and 95: Pennsylvania Regional Planning Comm
Page 96 and 97: OTHER REGIONAL ASSISTANCE (not publ
Page 98 and 99: DEPARTMENT OF PLANNING Advises coun
Page 104 and 105: IV-2
Page 110 and 111: THE PENNSYLVANIA MUNICIPAL TRAINING
Page 114 and 115: LOCAL GOVERNMENT ACADEMY The Local
Page 116 and 117: PENN STATE UNIVERSITY=S PENNSYLVANI
Page 118 and 119: CERTIFIED GOVERNMENTAL SECRETARY Th
Page 120 and 121: CERTIFIED BOROUGH OFFICIAL The Penn
Page 122 and 123: V-2
Page 124 and 125: V-4
Page 126 and 127: V-6
Page 128 and 129: V-8
Page 130 and 131: V-10
Page 132 and 133: V-12
Page 134 and 135: V-14
Page 136 and 137: V-16
Page 138 and 139: V-18
Page 140 and 141: V-20 Revised May 2006
Page 142 and 143: V-22 Revised May 2006
Page 144 and 145: V-24
Page 146 and 147: 04 SUPERVISOR 04 SUPERVISOR _______
Page 148 and 149: DCED-CLGS-19-5 Report of Elected an
Page 150 and 151: V-30
Page 152 and 153: V-32
Page 154 and 155: V-34
Page 156 and 157: V-36 Revised July 2003
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V-42
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V-44 Revised July 2003
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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-60 Revised July 2003
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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-72 Revised May 2006
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V-74
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V-76
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V-78
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Page 202 and 203:
V-82
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Page 206 and 207:
Page 208 and 209:
VI-2
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VI-4
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VI-14
Page 214 and 215:
VI-14
Page 216 and 217:
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
Page 369 and 370:
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
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C. WORKERS= COMPENSATION Intended t
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H. PROPERTY INSURANCE 1. Protects a
Page 465 and 466:
2. Deductibles a. Review annually b
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7. Self-insurance a. True self-insu
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INSURANCE REGISTER* Type of Coverag
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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
Page 483 and 484:
XIV-33 Revised May 2006
Page 485 and 486:
SECTION XV MUNICIPAL RECORDS MANAGE
Page 487 and 488:
SECTION XV MUNICIPAL RECORDS MANAGE
Page 489 and 490:
XV-5
Page 491 and 492:
Records Inventory Form Inventoried
Page 493 and 494:
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
Page 519 and 520:
XV-35
Page 521 and 522:
XV-37
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XV-39
Page 525 and 526:
XV-41
Page 527 and 528:
XV-43
Page 529 and 530:
XV-45
Page 531 and 532:
XV-47
Page 533 and 534:
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
Page 553 and 554:
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
Page 567 and 568:
Page 1 of 3 ELECTRONIC RECORDS POLI
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Page 3 of 3 b. E-mail messages shal
Page 571 and 572:
RECORDS MANAGEMENT GRANTS The Penns
Page 573 and 574:
SECTION XVI PENNSYLVANIA LOCAL GOVE
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SECTION XVI PENNSYLVANIA LOCAL GOVE
Page 577 and 578:
PENNSYLVANIA LOCAL GOVERNMENT 1 A B
Page 579 and 580:
Home Rule The Pennsylvania 1874 Con
Page 581 and 582:
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
Page 587 and 588:
Municipal Authorities Municipal aut
Page 589 and 590:
As voluntary associations, members
Page 591 and 592:
XVI-19
Page 593 and 594:
XVI-21
Page 595 and 596:
XVI-23
Page 597 and 598:
XVI-25
Page 599 and 600:
NOTES Responsibilities of a Municip
Page 601 and 602:
8. To attend all meetings of (board
Page 603 and 604:
K. To make recommendations to the c
Page 605 and 606:
SECTION XVII MUNICIPAL REFERENCE LI
Page 607 and 608:
SECTION XVII MUNICIPAL REFERENCE LI
Page 609 and 610:
Alternative Service Delivery Approa
Page 611 and 612:
Cash Management for Small Governmen
Page 613 and 614:
PERSONNEL MANAGEMENT Developing Wor
Page 615 and 616:
A Guide for Local Government: Prote
Page 617 and 618:
Also to be published in September,
Page 619 and 620:
PUBLISHING ORGANIZATIONS American A
Page 621 and 622:
PENNSYLVANIA CENTER FOR LOCAL GOVER
Page 623 and 624:
APPENDIX A STANDARDS FOR EFFECTIVE
Page 625 and 626:
STANDARDS FOR EFFECTIVE LOCAL GOVER
Page 627 and 628:
GENERAL MUNICIPAL GOVERNANCE, LEADE
Page 629 and 630:
GENERAL MUNICIPAL GOVERNANCE, LEADE
Page 631 and 632:
FACTOR: PROVIDING FOR COMPETENT MUN
Page 633 and 634:
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
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FACTOR: MUNICIPAL CASH MANAGEMENT A
Page 651 and 652:
Commentary At a minimum, these cont
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MUNICIPAL PERSONNEL MANAGEMENT STAN
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PERSONNEL MANAGEMENT STANDARDS FOR
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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
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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
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performance audit-An independent, t
Page 675 and 676:
esolution-A decision, opinion, poli
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tax increment financing-A means to
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LEGISLATIVE ACTS This information w
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Pennsylvania Municipalities Plannin
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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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