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V-2
SECTION V FILING REQUIREMENTS: FORMS AND ORDINANCES Foreword Failure to file, or to incorrectly file, required forms or documents can possibly result in the temporary withholding, or the loss of funds. Therefore, a primary responsibility of the municipal secretary is the timely and accurate filing of all pertinent forms and documents. Section II of THE MUNICIPAL SECRETARY=S DESKTOP REFERENCE MANUAL contains a calendar listing by their due dates most of the forms to be filed by most municipalities. However, there are various other forms/submissions that are required for certain situations not normally encountered, or that didn’t fit into the calendar=s format. These are found at the very beginning of this section under the heading of “Special Required Submissions.” The filing requirements for ordinances, as well as for actions required following, or during, the course of indebtedness proceedings, are also detailed in this section. V-3
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THE MUNICIPAL SECRETARY DESKTOP REF
Page 4 and 5:
SOUTHWESTERN PENNSYLVANIA COMMISSIO
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THE MUNICIPAL SECRETARY’S DESKTOP
Page 9 and 10:
SECTION: PAGE IX. MUNICIPAL PURCHAS
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SECTION: PAGE XV. RECORDS MANAGEMEN
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
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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
Page 27 and 28:
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
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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
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 112 and 113: INTERNATIONAL CITY/COUNTY MANAGEMEN
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
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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
Page 162 and 163: V-42
Page 166 and 167: V-46
Page 168 and 169: V-48
Page 170 and 171: V-50
Page 172 and 173:
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
Page 204 and 205:
Page 206 and 207:
Page 208 and 209:
VI-2
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VI-4
Page 212 and 213:
VI-14
Page 214 and 215:
VI-14
Page 216 and 217:
VI-14
Page 218 and 219:
VI-14
Page 220 and 221:
VI-14
Page 223 and 224:
SECTION VII NON-COMPETITIVE - ENTIT
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VII-5
Page 227 and 228:
VII-7
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VII-9
Page 231 and 232:
VII-11
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NOTES DEPARTMENT OF COMMUNITY AND E
Page 235 and 236:
SECTION VIII MUNICIPAL BUDGET REFER
Page 237 and 238:
SECTION VIII MUNICIPAL BUDGET Forew
Page 239 and 240:
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
Page 249 and 250:
CHECKLIST EXPENDITURE DATA REQUIRED
Page 251 and 252:
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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Page 355 and 356:
Page 357 and 358:
Page 359 and 360:
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
Page 371 and 372:
A CASH FLOW ANALYSIS FOR INVESTMENT
Page 373 and 374:
A Sample of a Municipal Cash Flow A
Page 375 and 376:
PUBLIC INVESTMENT POOLS Pennsylvani
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TREASURER=S INVESTMENT POOLS There
Page 379 and 380:
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
Page 401 and 402:
NOTES DEPRECIATION A municipality w
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EXHIBIT A STRAIGHT LINE DEPRECIATIO
Page 405 and 406:
When a jurisdiction disposes (sells
Page 407 and 408:
Step One - Inventory Records This p
Page 409 and 410:
XII-27
Page 411 and 412:
XII-29
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NOTES FINANCIAL STATEMENTS The tota
Page 415 and 416:
XII-33
Page 417 and 418:
XII-35
Page 419 and 420:
XII-37
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XII-39
Page 423 and 424:
XII-41
Page 425 and 426:
XII-43
Page 427 and 428:
SECTION XIII MANAGING MUNICIPAL MEE
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SECTION XIII MEETING MANAGEMENT For
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MEETING AGENDA* The adoption and us
Page 433 and 434:
A MODEL AGENDA* A common order of b
Page 435 and 436:
BASIC MEETING PROCEDURE 1. A member
Page 437 and 438:
MEETING DO=S AND DON=TS DO create a
Page 439 and 440:
SAMPLE MINUTES Supervisors= Meeting
Page 441 and 442:
XIII-15
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Takes place the first Monday in Jan
Page 445 and 446:
THE SUNSHINE ACT The following sect
Page 447 and 448:
DATE: April 12, 2005 NAME- PLEASE P
Page 449 and 450:
DISCLOSURE OF CONFLICT OF INTEREST
Page 451 and 452:
SECTION XIV MUNICIPAL RISK MANAGEME
Page 453 and 454:
SECTION XIV MUNICIPAL RISK MANAGEME
Page 455 and 456:
A Risk Management Policy for Small
Page 457 and 458:
NOTES MUNICIPAL INSURANCE * A. GENE
Page 459 and 460:
MUNICIPAL INSURANCE - Pennsylvania
Page 461 and 462:
C. WORKERS= COMPENSATION Intended t
Page 463 and 464:
H. PROPERTY INSURANCE 1. Protects a
Page 465 and 466:
2. Deductibles a. Review annually b
Page 467 and 468:
7. Self-insurance a. True self-insu
Page 469 and 470:
INSURANCE REGISTER* Type of Coverag
Page 471 and 472:
XIV-21
Page 473 and 474:
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
Page 495 and 496:
(3) Improving quality. Almost any i
Page 497 and 498:
i ii iii iv v vi vii Elimination of
Page 499 and 500:
XV-15
Page 501 and 502:
CHECKLIST FILES CONTROL Problem Too
Page 503 and 504:
CHECKLIST COPY CONTROL ____________
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XV-21
Page 507 and 508:
XV-23
Page 509 and 510:
XV-25
Page 511 and 512:
XV-27
Page 513 and 514:
XV-29
Page 515 and 516:
XV-31
Page 517 and 518:
XV-33
Page 519 and 520:
XV-35
Page 521 and 522:
XV-37
Page 523 and 524:
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
Page 535 and 536:
XV-51
Page 537 and 538:
XV-53
Page 539 and 540:
XV-55
Page 541 and 542:
XV-57
Page 543 and 544:
XV-59
Page 545 and 546:
XV-61
Page 547 and 548:
XV-63
Page 549 and 550:
XV-65
Page 551 and 552:
XV-67
Page 553 and 554:
XV-69
Page 555 and 556:
XV-71
Page 557 and 558:
RESOLUTION NO. 21-2002 OPEN RECORDS
Page 559 and 560:
RECORD REQUEST DATE _______________
Page 561 and 562:
MUNICIPAL RECORDS SCHEDULE RETENTIO
Page 563 and 564:
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
Page 569 and 570:
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
Page 575 and 576:
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
Page 635 and 636:
8. The governing body or charter de
Page 637 and 638:
7. For issues or problems expected
Page 639 and 640:
6. The local governing body, manage
Page 641 and 642:
MUNICIPAL FINANCIAL MANAGEMENT STAN
Page 643 and 644:
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
Page 651 and 652:
Commentary At a minimum, these cont
Page 653 and 654:
MUNICIPAL PERSONNEL MANAGEMENT STAN
Page 655 and 656:
PERSONNEL MANAGEMENT STANDARDS FOR
Page 657 and 658:
FACTOR: EMPLOYEE PRODUCTIVITY, EVAL
Page 659 and 660:
2. The municipality has written pro
Page 661 and 662:
DEFINITIONS The following is a comp
Page 663 and 664:
the local government officials or a
Page 665 and 666:
credit ratings-Concerned with the c
Page 667 and 668:
errors and omissions-Type of insura
Page 669 and 670:
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
Page 681 and 682:
Pennsylvania Municipalities Plannin
Page 683 and 684:
ABBREVIATIONS The following are abb
Page 685 and 686:
INDEX - KEY WORDS Accident form, IV
Page 687 and 688:
Secretary, duties of, XVI 30; XVII
Page 689 and 690:
FUNCTIONAL INDEX BUDGET PROCESS Bud
Page 691 and 692:
GOVERNMENT OFFICES (continued) Dept
Page 693 and 694:
PURCHASING PROCESS (continued) Pigg
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