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RE-ORGANIZATION MEETING (continued) The following actions are NOT REQUIRED, but are a suggested format to follow at the first scheduled meeting of the new year. They are only a reminder of the typical actions taken. * Set wages/salaries for all other employees of the board. Determine holidays & benefits. * Establish the rate of mileage compensation * Appoint legal council and engineer and set their compensation. * Appoint a register elector to serve as chairman of Vacancy Board*. * Select a depository of funds * Establish a regular meeting location, time, and date (and publish in accordance with the Sunshine Law). * Certify ONE voting delegate and other authorized officials to attend state association annual meeting. Authorize compensation and allowable expenses for attendance. * Authorize those eligible to attend training classes and other convention/conferences and the compensation and expenses allowed. * A vacancy board consists of the remaining board members and the appointed registered voter. This board must take action when the remaining board members fail to fill a vacancy within 30 days after the vacancy occurs. If the vacancy board fails to fill the vacancy within the following 15 days, the chairman of the board of supervisors/council (or the remaining members in the case of a vacancy in the chairmanship) shall petition the court of common pleas to fill the vacancy by appointing a registered elector of the borough/ward/township. XIII-18
THE SUNSHINE ACT The following section of information was taken from a publication produced by the Center for Local Governmental Services. It is intended to be an overview of the Act with general information pertaining to the secretary=s oversight of public meetings. More specific information can be found in the complete OPEN MEETINGS/OPEN RECORDS MANUAL. In most cases, the municipal secretary is responsible for knowing when a meeting of government officials is an open meeting, and must, then, be advertised. Therefore it is important for the secretary to be familiar with the Sunshine Act and its definitions. As always, the municipal solicitor should be consulted for an official opinion, should the Sunshine Act manual not specifically address your questions regarding public meetings and open records. AN OVERVIEW OF THE SUNSHINE ACT The Pennsylvania Sunshine Act requires all public agencies to take all official actions and conduct all deliberations leading up to official actions at public meeting. Official actions include making recommendations, establishment of policy, decisions on agency business and votes taken on any motion, resolution, ordinance, rule, regulation, proposal, report or order. The act covers all such actions by municipal governing bodies, committees of all those governing bodies and municipal boards and commissions. The Sunshine Act defines a Ameeting@ as any prearranged gathering of an agency attended by a quorum of members held for the purpose of deliberating (the discussion of agency business held for the purpose of making a decision) agency business (framing or enacting any law or policy, entering into a contract or adjudicating rights, duties and responsibilities. Administrative action is excluded from the definition of agency business) or taking official action. The Act enumerates six reasons for holding an executive session, from which the public is excluded. Briefly, they are: 1) To discuss personnel matters, including hiring, promoting, disciplining, or dismissing specific public employees or officers. 2) To hold information, strategy and negotiations sessions related to collective bargaining agreements or arbitration. 3) To consider the purchase or lease of real estate. XIII-19
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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
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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
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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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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 413 and 414: NOTES FINANCIAL STATEMENTS The tota
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: Takes place the first Monday in Jan
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
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(3) Improving quality. Almost any i
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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-45
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XV-47
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CHAPTER S I X GENERAL FINANCIAL AND
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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
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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
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The duties of the offices of solici
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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
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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
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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
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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
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6. The local governing body, manage
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MUNICIPAL FINANCIAL MANAGEMENT STAN
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FINANCIAL MANAGEMENT STANDARDS FOR
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Commentary The proposed capital spe
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FACTOR: REVENUE COLLECTION Standard
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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
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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
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mandamus-(writ of) An order compell
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performance audit-An independent, t
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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
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PURCHASING PROCESS (continued) Pigg
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