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V-10
FORMS The following forms are the most important of those required to be filed by the municipal secretary. Some that are included do not have a high degree of difficulty, but can be filed more easily or with a greater reimbursement return if the “Helpful Hints” are followed. Each form comes with a cover sheet which details: $ the form=s official title $ its official number $ due date $ where to send completed form $ number of copies required $ where to get assistance $ consequences of NOT filing $ what to assemble prior to beginning $ some helpful hints V-11
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 and 12:
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
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 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
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 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
Page 174 and 175: V-54
Page 176 and 177: V-56
Page 178 and 179: V-58 Revised July 2003 Revised July
Page 180 and 181:
V-60 Revised July 2003
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:
V-72 Revised May 2006
Page 194 and 195:
V-74
Page 196 and 197:
V-76
Page 198 and 199:
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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