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SECTION: PAGE IV. TRAINING AND CERTIFICATION PROGRAMS ........................................ IV-1 Foreword .......................................................................................................... IV-3 Training Program Outlines................................................................................ IV-5 Certification Program Outlines ......................................................................... IV-16 A Comparison of Institute and Certification Program Requirements ............... IV-17 Certified Borough Official ................................................................................ IV-18 V. FILING REQUIREMENTS: FORMS AND ORDINANCES .......................... V-1 Foreword ........................................................................................................... V-3 Special Required Submissions .......................................................................... V-5 Ordinance Filing Requirements ........................................................................ V-7 Required Local Government Debt Actions ....................................................... V-9 Forms ................................................................................................................ V-11 Mileage Addition Guidelines ............................................................................ V-65 Federal Employment Forms .............................................................................. V-67 State Sales Tax Reimbursement........................................................................ V-69 Uniform Construction Code Form and Instructions ......................................... V-73 VI. ADVERTISING REQUIREMENTS ................................................................ VI-1 Foreword ........................................................................................................... VI-3 Requirements for Boroughs, First Class and Second Class Townships ........... VI-5 ADA Compliance Statement ............................................................................. VI-13 VII. NON-COMPETITIVE ENTITLEMENT GRANTS......................................... VII-1 Foreword ........................................................................................................... VII-3 Notes: Non-Competitive Entitlement Grants .................................................... VII-5 Notes: Department of Community and Economic Development Grant Process ........................................................................................... VII-13 VIII. BUDGETING ................................................................................................... VIII-1 Foreword ........................................................................................................... VIII-3 The Do’s and Don’ts of Municipal Fiscal Planning ......................................... VIII-5 Typical Budget Calendar ................................................................................... VIII-10 A Budget Calendar for <strong>the</strong> Secretary ................................................................ VIII-11 Estimation of Revenues - Factors to be Considered ......................................... VIII-13 Schedule W ....................................................................................................... VIII-14 Checklist - Expenditure Data Required to Develop an Operating Budget ........ VIII-15 Basic Personal Services Worksheet .................................................................. VIII-16 Expenditure Estimates and Justification ........................................................... VIII-17 Capital Improvement Programming and Budgeting Form ................................ VIII-24 Borough and Township Real Estate Tax Rates ................................................. VIII-25 Non-Real Property Tax Levies .......................................................................... VIII-26 Notes: The Elements of a Fee/Service Charge Policy....................................... VIII-27 Notes: A Fee Checklist - Questions and Issues to be Considered..................... VIII-29 Annual Budget Message ................................................................................... VIII-31 Chart of Accounts ............................................................................................. VIII-35 ii Revised May 2006
SECTION: PAGE IX. MUNICIPAL PURCHASING POLICIES AND PROCEDURES ................... IX-1 Foreword ........................................................................................................... IX-3 Notes: The Purchasing Sequence ...................................................................... IX-5 Notes: Requests for Proposals .......................................................................... IX-9 Notes: General Bid Specifications .................................................................... IX-11 Model Requisition Form ................................................................................... IX-15 Model Written/Telephone Price Quotations for Bids ....................................... IX-17 Model Request for Inclusion on Bidders List Form .......................................... IX-19 Model Official Bid Notice ................................................................................ IX-21 Model Bid Tabulation Form ............................................................................. IX-23 Notes: Writing A Bid Advertisement ............................................................... IX-25 Notes: Contract Purchasing Steps ..................................................................... IX-27 Notes: Intergovernmental Purchasing Arrangements ....................................... IX-29 Notes: Intergovernmental Purchasing; Factors to Consider .............................. IX-32 Bidding and Bonding Requirements ................................................................. IX-35 Liquid Fuel Funds Expenditure Guidelines ...................................................... IX-37 PennDOT’s Agility Program............................................................................. IX-39 X. PERSONNEL MANAGEMENT ...................................................................... X-1 Foreword ........................................................................................................... X-3 Personnel Records ............................................................................................. X-5 Fair Labor Standards Act .................................................................................. X-7 Records Retention Guidelines ........................................................................... X-9 Model Expense Report Form ............................................................................ X-11 Model Employee Daily Attendance Calendar ................................................... X-13 Model Record of Vacation and Sick Leave ...................................................... X-14 Model Record of Employee’s Days Off ............................................................ X-15 Model Vacation Request/Approval Form ......................................................... X-17 Model Absence Report ..................................................................................... X-19 Model Application for Employment Form ....................................................... X-21 Model Employee Policies ................................................................................. X-27 Discipline Form ................................................................................................ X-47 New Hire Procedure .......................................................................................... X-49 XI. INVESTMENT POLICIES AND PROCEDURES .......................................... XI-1 Foreword ........................................................................................................... XI-3 Investment Policy and Process Checklist .......................................................... XI-5 Notes: Investment Instruments Permitted by Law ........................................... XI-7 A Cash Flow Analysis for Investment Planning .............................................. XI-9 Public Investment Pools .................................................................................... XI-13 Treasurer’s Investment Pools ............................................................................ XI-15 Changes in Service Offered by PLGIT ............................................................. XI-16 Sample Ordinance for INVEST ........................................................................ XI-19 O<strong>the</strong>r Investment Pools ..................................................................................... XI-21 Investment Policy Sample Ordinances .............................................................. XI-23 Notes: Ways and Means to Improve and Control Resource Flows.................. XI-29 iii Revised May 2006
Page 1: THE MUNICIPAL SECRETARY DESKTOP REF
Page 4 and 5: SOUTHWESTERN PENNSYLVANIA COMMISSIO
Page 7: THE MUNICIPAL SECRETARY’S DESKTOP
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
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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
Page 79 and 80:
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
Page 249 and 250:
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
Page 313 and 314:
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
Page 343 and 344:
Sample 1 Nepotism To minimize possi
Page 345 and 346:
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
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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
Page 391 and 392:
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
Page 407 and 408:
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
Page 439 and 440:
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
Page 451 and 452:
SECTION XIV MUNICIPAL RISK MANAGEME
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SECTION XIV MUNICIPAL RISK MANAGEME
Page 455 and 456:
A Risk Management Policy for Small
Page 457 and 458:
NOTES MUNICIPAL INSURANCE * A. GENE
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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
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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
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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-43
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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-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
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XV-69
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XV-71
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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
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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
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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
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
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MUNICIPAL PERSONNEL MANAGEMENT STAN
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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
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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
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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
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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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