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SPC does not render legal opinions or advice. A Secretary should consult his/her respective municipal solicitor for legal opinion with regard to local issues, policies and/or procedures. Copyright © 1989 Southwestern Pennsylvania Commission (SPC). All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, or by any information retrieval system, without permission in writing from the publisher. For information, address SPC, Regional Enterprise Tower, 425 Sixth Avenue, Suite 2500, Pittsburgh, PA 15219-1852 vi Revised May 2006
ACKNOWLEDGMENTS The Local Government Projects staff of the Southwestern Pennsylvania Commission extends its appreciation to the Executive Committee for providing the necessary funding to accomplish this task. Staff further acknowledges the efforts of a select group of municipal secretaries and local government specialists for participating in the conceptualization of this project. This group includes: Sandra Wright, Greene Township; Julienne Giuliani, Sewickley Heights Borough; Mary Zacherl, Clinton Township; Thelma Stucke, Crescent Township; Barbara Talmadge, Kiski Township; Adeline Brown, Oakmont Borough; Jeff Miller, Armstrong County Department of Planning and Development; James Lombardo and Keith Robb, Pennsylvania Center for Local Government Services; John Allen, SPC; Christine Altenburger, Joseph James and Mary Jane Kuffner, Consultants to SPC. SPC gratefully acknowledges the work of Sandra Wright and Joseph James whose expertise, dedication and collaboration culminated in production of the ASecretary=s Desktop Reference Manual.@ Their understanding of the intricacies of local government operations vis a vis the roles of municipal secretaries in managing or administering them is reflected in the structure and contents of the Manual. Their ability to author or compile appropriate Ahow-to@ material or thorough reference materials will be of great benefit to the users of this Manual. Lastly, the contributions of Dee Pamplin and Marge Nalesnick in preparation of this document are, too, gratefully acknowledged. Richard DePietress Manager, Local Government Projects Robert Kochanowski Executive Director vii
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 and 10: SECTION: PAGE IX. MUNICIPAL PURCHAS
Page 11: SECTION: PAGE XV. RECORDS MANAGEMEN
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
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 92 and 93:
III-32
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 100 and 101:
III-40
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III-42
Page 104 and 105:
IV-2
Page 106 and 107:
IV-4
Page 108 and 109:
IV-6
Page 110 and 111:
THE PENNSYLVANIA MUNICIPAL TRAINING
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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
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
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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:
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 158 and 159:
Page 160 and 161:
Page 162 and 163:
V-42
Page 164 and 165:
Page 166 and 167:
V-46
Page 168 and 169:
V-48
Page 170 and 171:
V-50
Page 172 and 173:
V-52
Page 174 and 175:
V-54
Page 176 and 177:
V-56
Page 178 and 179:
V-58 Revised July 2003 Revised July
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Page 182 and 183:
V-62
Page 184 and 185:
V-64
Page 186 and 187:
V-66
Page 188 and 189:
V-68
Page 190 and 191:
V-70
Page 192 and 193:
Page 194 and 195:
V-74
Page 196 and 197:
V-76
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V-78
Page 200 and 201:
Page 202 and 203:
V-82
Page 204 and 205:
Page 206 and 207:
Page 208 and 209:
VI-2
Page 210 and 211:
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
Page 225 and 226:
VII-5
Page 227 and 228:
VII-7
Page 229 and 230:
VII-9
Page 231 and 232:
VII-11
Page 233 and 234:
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
Page 241 and 242:
DO insist the real estate tax colle
Page 243 and 244:
MUNICIPAL BUDGET CALENDAR OPERATING
Page 245 and 246:
A BUDGET CALENDAR FOR THE SECRETARY
Page 247 and 248:
Estimation of Revenues Factors to C
Page 249 and 250:
CHECKLIST EXPENDITURE DATA REQUIRED
Page 251 and 252:
VIII-17
Page 253 and 254:
VIII-19
Page 255 and 256:
VIII-21
Page 257 and 258:
VIII-23
Page 259 and 260:
Borough and Township Real Estate Ta
Page 261 and 262:
NOTES THE ELEMENTS OF A FEE/SERVICE
Page 263 and 264:
NOTES A FEE CHECKLIST QUESTIONS AND
Page 265 and 266:
ANNUAL BUDGET MESSAGE The annual bu
Page 267 and 268:
REVENUE The primary revenue source
Page 269 and 270:
CHART OF ACCOUNTS In most municipal
Page 271 and 272:
SECTION IX MUNICIPAL PURCHASING POL
Page 273 and 274:
SECTION IX MUNICIPAL PURCHASING POL
Page 275 and 276:
NOTES THE PURCHASING SEQUENCE I. Ad
Page 277 and 278:
VII. Purchases over $10,000: User d
Page 279 and 280:
IX-9
Page 281 and 282:
NOTES GENERAL BID SPECIFICATIONS 1.
Page 283 and 284:
Finally, in the event of cancellati
Page 285 and 286:
IX-15
Page 287 and 288:
Written/Telephonic Price Quotations
Page 289 and 290:
IX-19
Page 291 and 292:
OFFICIAL BID NOTICE TOWNSHIP Sealed
Page 293 and 294:
IX-23
Page 295 and 296:
NOTES WRITING A BID ADVERTISEMENT T
Page 297 and 298:
NOTES CONTRACT PURCHASING STEPS Whe
Page 299 and 300:
NOTES INTERGOVERNMENTAL PURCHASING
Page 301 and 302:
This program, The Local Piggyback P
Page 303 and 304:
TOTAL PRICE AND F.O.B. CONTRACTS. P
Page 305 and 306:
IX-35
Page 307 and 308:
LIQUID FUELS TAX FUNDS REV A Accept
Page 309 and 310:
PennDOT's Agility Program PennDOT h
Page 311 and 312:
IX-41 Revised May 2006
Page 313 and 314:
SECTION X MUNICIPAL PERSONNEL MANAG
Page 315 and 316:
SECTION X PERSONNEL MANAGEMENT Fore
Page 317 and 318:
PERSONNEL RECORDS GENERAL Employees
Page 319 and 320:
FAIR LABOR STANDARDS ACT The Fair L
Page 321 and 322:
RECORDS RETENTION REQUIREMENTS Comp
Page 323 and 324:
X-11
Page 325 and 326:
X-13 Revised July 2003
Page 327 and 328:
Employee: Department: RECORD OF EMP
Page 329 and 330:
X-17
Page 331 and 332:
X-19
Page 333 and 334:
X-21
Page 335 and 336:
X-23
Page 337 and 338:
X-25
Page 339 and 340:
Nondiscrimination Equal Opportunity
Page 341 and 342:
Sexual Harassment Basic Policy The
Page 343 and 344:
Sample 1 Nepotism To minimize possi
Page 345 and 346:
Accidents must be reported without
Page 347 and 348:
Grievances Small Municipality Proce
Page 349 and 350:
Benefits Note: Most insurance-type
Page 351 and 352:
Personnel Policy Compendium Drug-Fr
Page 353 and 354:
Page 355 and 356:
Page 357 and 358:
Page 359 and 360:
X-47 Revised May 2006
Page 361 and 362:
NEW HIRE PROCEDURE ALL EMPLOYEES: _
Page 363 and 364:
SECTION XI MUNICIPAL INVESTMENT POL
Page 365 and 366:
SECTION XI MUNICIPAL INVESTMENT POL
Page 367 and 368:
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
Page 377 and 378:
TREASURER=S INVESTMENT POOLS There
Page 379 and 380:
X-17
Page 381 and 382:
X-19
Page 383 and 384:
SECTION XII MUNICIPAL FINANCIAL MAN
Page 385 and 386:
SECTION XII MUNICIPAL FINANCIAL MAN
Page 387 and 388:
NOTES INTERNAL CONTROLS BASIC PRINC
Page 389 and 390:
Sound Procedures for Authorizing, R
Page 391 and 392:
2.3 Monitor compliance with interna
Page 393 and 394:
10. The bank statement balance, les
Page 395 and 396:
NOTES CREATING PETTY CASH/CHANGE FU
Page 397 and 398:
FORM A XII-15 Revised May 2006
Page 399 and 400:
NOTES FINANCIAL AND AUDIT REPORT Th
Page 401 and 402:
NOTES DEPRECIATION A municipality w
Page 403 and 404:
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
Page 413 and 414:
NOTES FINANCIAL STATEMENTS The tota
Page 415 and 416:
XII-33
Page 417 and 418:
XII-35
Page 419 and 420:
XII-37
Page 421 and 422:
XII-39
Page 423 and 424:
XII-41
Page 425 and 426:
XII-43
Page 427 and 428:
SECTION XIII MANAGING MUNICIPAL MEE
Page 429 and 430:
SECTION XIII MEETING MANAGEMENT For
Page 431 and 432:
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
Page 443 and 444:
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 ____________
Page 505 and 506:
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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