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ecords, electronic messages, 17 and social media, procedures for records storage (which should include the use of standard letter/legal records storage boxes for paper records and standardized names for record series), and procedures for records disposal. • Employees are trained in basic records procedures. An initial workshop will familiarize all employees with the new program. Basic records training should be included in new employees’ orientation, while records liaisons need more indepth training. The Local Government Records Office periodically holds workshops on records management topics. A 90-minute interactive course, “Introduction to Records and Information Management,” developed by the Council of State Archivists (CoSA), is also available on the MDAH Local Government Records Web page under Training for Local Government. 18 • The county incorporates essential records into its disaster recovery or Continuity of Operations (COOP) Plan. Most counties have a COOP Plan through their Emergency Management office, but few consider records in the plan. Yet certain records are needed when responding to a disaster, while others are needed to resume normal business afterward. 19 MDAH also offers workshops based on CoSA’s Intergovernmental Preparedness for Essential Records course. 20 These courses will help the county identify which records are essential to its ongoing operation, and plan for their safety and accessibility in the event of a disaster. CONCLUSION A goal frequently quoted by records managers is, “Get the right information to the right person at the right time.” Implementing and maintaining a records management program can help a county government achieve that goal. While the initial implementation may be time-consuming, the money and time saved in properly managing records will pay off. The MDAH Local Government Records Office is available for advice and assistance in managing county records. Contact them by phone at 601-576-6894 or by email at locgov@mdah.state.ms.us. 1 Code, § 9-5-137. 2 Code, § 9-1-33, § 93-1-23, etc. 3 Code, § 9-5-171. 4 Code, § 39-5-9. 5 Code, § 25-60-1. Seventeen members represent state agencies, local government associations and research organizations. 6 Based on ISO 15489:2001. 7 http://mdah.state.ms.us/new/government-2/records-management/standards-guidance/ “Public Records Reformatting Policy,” “Standards for Digital Imaging,” and “Recommended Practices for Digitizing Public Records” (hyperlinks for latter two embedded in first document). 8 Code, § 25-59-25(2). 9 http://mdah.state.ms.us/new/government-2/records-management/standards-guidance/ “Off-site Storage of Local Government Records” and “Standards for Local Government Archives.” 10 Code, § 25-59-23. 166
11 Common examples include certain circuit and county court records, Code, § 9-7-128; justice court case files, § 9-11-11; and youth court case files § 43-21-265. 12 Code, § 9-5-171(1). 13 Code, § 9-5-171(2). 14 Local Government Committee rules; see cover page of retention schedules for details. 15 Common sources include recording of land-related documents, filing of court cases, marriage licenses, various building and zoning permits, wage garnishment fees, and mobile home permits. 16 Code, § 25-61-5(1) (a). 17 Guidelines for managing email are available on MDAH Web site under “Records Management: Standards & Guidance: Email Standards for Local Government” http://mdah.state.ms.us/new/government- 2/records-management/standards-guidance/. 18 http://mdah.state.ms.us/new/government-2/records-management/training-for-local-government/ 19 See Code, § 19-15-1 for authority. 20 http://mdah.state.ms.us/new/government-2/records-management/training-for-local-government/ 167
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County Government in Mississippi Fi
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© 2015. All rights reserved. No pa
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Technical assistance is provided on
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CONTRIBUTORS Michael T. Allen found
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University. Gallardo is interested
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director and eventually county admi
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CONTENTS Chapter 1: Historical and
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County Road System Map and Register
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Transfer of Surplus Funds .........
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Major Steps in the Process for Issu
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Conclusion ........................
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Brownfield Assessment Grant .......
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CHAPTER 1 THE HISTORICAL AND CONSTI
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odies vary, “board of commissione
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escaped being named Washington by a
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county offices throughout the state
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CHAPTER 2 USING THE MISSISSIPPI COD
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Using the Internet You can also fin
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Qualifications The Constitution 10
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REMOVAL FROM OFFICE As is the case
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absent or disabled, the board may e
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addition to the “public notice of
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the purpose of offering county owne
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preservation and disposition of cou
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With regard to justice courts, the
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POWERS REGARDING ARTS, RECREATION,
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POWERS REGARDING INDUSTRIAL DEVELOP
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40 Code, § 25-3-13. 41 Code, § 25
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143 Code, § 19-5-43. 144 Code, §
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CHAPTER 4 THE DISTRICT AND UNIT SYS
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Job Descriptions Written job descri
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Four-Year Road Plan 5 Each member o
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comply. Violations of any order of
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9 Code, §§ 19-2-11 and 19-2-12. 1
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• “Meeting” is any gathering
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Open Meetings Cases Case No. M-15-0
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• Public body must give notice to
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certain discovery in the course of
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“Relative” is the public servan
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THE COMPLAINT PROCEDURE FOR THE MIS
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In the event a public servant does
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• Appointees to offices required
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material financial interest in the
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14-036-E A towing service owned by
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payments, and the corporation recei
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Circuit Clerks her position to bene
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CHAPTER 6 OTHER MAJOR COUNTY OFFICI
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shall forward the fee and all neces
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(iii) (iv) (v) (vi) Death caused by
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e given three (3) months from the d
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Another log that must be kept by th
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The assessor and tax collector must
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appoint the chancery clerk to serve
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whose bids have been accepted by th
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of personnel engaged in the work of
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90 Code, § 19-4-7. 91 Ibid. 92 Ibi
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BUDGETING 1 A budget is a plan of a
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Budget Calendar Date May Board Meet
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The clerk of the board of superviso
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until there is sufficient money in
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and for the recovery of the value o
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Therefore, all agricultural propert
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True value is defined in Code, § 2
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• For roads and bridges, as autho
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The board also has the authority to
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• Research facilities; • Corpor
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property. The term “warehousing b
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CHAPTER 9 PURCHASING W. Edward Smit
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The inventory control clerk must pe
Page 139 and 140: authority” shall not include econ
Page 141 and 142: method of information distribution
Page 143 and 144: contract, including a description o
Page 145 and 146: governing authority boards taking o
Page 147 and 148: Change Orders to Construction Contr
Page 149 and 150: (2) No individual member, officer,
Page 151 and 152: TYPES OF COUNTY BONDS AND DEBT Most
Page 153 and 154: Regional Economic Development Act B
Page 155 and 156: from the federal government to the
Page 157 and 158: notes. Three-fifths (3/5) of the qu
Page 159 and 160: 1. The governing authority, which w
Page 161 and 162: (examples of private parties for th
Page 163 and 164: amount of bonds proposed to be issu
Page 165 and 166: 12. Post-Closing County officials s
Page 167 and 168: 39. Pollution control facilities (C
Page 169 and 170: 15. Code, §§ 31-13-1 through 31-1
Page 171 and 172: counsel's approving opinion is prin
Page 173 and 174: Paying Agent A bank or other instit
Page 175 and 176: CHAPTER 11 PERSONNEL ADMINISTRATION
Page 177 and 178: is violated, there should be specif
Page 179 and 180: the payment of a judgment or other
Page 181 and 182: consecutive days, and no overtime c
Page 183 and 184: Fourteenth Amendments establish cer
Page 185 and 186: 18 15 U.S.C. § 1674(a). 19 Code,
Page 187 and 188: BASICS OF RECORDS MANAGEMENT Of cou
Page 189: months after the action is settled.
Page 193 and 194: The fourth step is to re-evaluate o
Page 195 and 196: Economic and social indicators must
Page 197 and 198: encompassed by the plan may be the
Page 199 and 200: Subdivision Regulations Subdivision
Page 201 and 202: CHAPTER 14 MUNICIPAL BOUNDARY EXPAN
Page 203 and 204: “all parties interested in, affec
Page 205 and 206: The Court refused to reading into t
Page 207 and 208: Though a dissenting opinion like th
Page 209 and 210: • one square mile of territory;
Page 211 and 212: • whether incorporation affects a
Page 213 and 214: Appeal The same rules apply to anne
Page 215 and 216: Post Combination Operation After th
Page 217 and 218: ADDENDUM I. Overview of Annexation
Page 219 and 220: d) Financial plan and department re
Page 221 and 222: H. Need for Zoning and Overall Plan
Page 223 and 224: Enjoy the Benefits of Proximity to
Page 225 and 226: D. The Petition - Legal Requirement
Page 227 and 228: 2. Extension of Public Facilities a
Page 229 and 230: I. Past Performance 1. Time Frame f
Page 231 and 232: 3. Motion for Expedited Appeal 4. O
Page 233 and 234: publication must be at least 30 day
Page 235 and 236: CHAPTER 15 THE ELECTORAL PROCESS W.
Page 237 and 238: The date for the first primary elec
Page 239 and 240: CONDUCT OF ELECTION The polls are r
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When the votes have been completely
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CHAPTER 16 THE COURT SYSTEM James L
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Municipal Courts are very important
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The Chancery Court handles equity c
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The clerks keep and maintain offici
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upon the viewpoint of the person in
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CHAPTER 17 COMMUNITY ECONOMIC DEVEL
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Regardless of the definition used,
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shown in table 2, each approach has
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prosper in it. This of course is ea
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Recruiting external industries to t
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equiring technical assistance the l
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Hatcher, William, Matt Oyer, and Ro
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EPA must designate areas as meeting
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GREENHOUSE GAS AND CLIMATE CHANGE G
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important roles that federal and st
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• A full environmental assessment
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those of the similar MDEQ program.
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23). This fund may receive monies f
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in small commercial buildings, rest
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Lamar, Madison and Rankin and any o
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Rubbish (Class I & II) Rubbish is n
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waste. 40 C.F.R. § 260 contains al
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areas, and improve planning and man
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guidelines, the EPA developed progr
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APPENDIX A ANNUAL AGENDA FOR MEETIN
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Amend budget as necessary. Code, §
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Last month to make certain repairs
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Receive tax assessor/collector’s
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Receive tax assessor/collector’s
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formula designated by the legislatu
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APPENDIX C SELECTED INFORMATION ON
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County 2013 Population 2 Beat/Uni
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APPENDIX D THE MISSISSIPPI ASSOCIAT
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ORGANIZATION MAS is governed by fiv
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APPENDIX E MISSISSIPPI ASSOCIATION
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APPENDIX G THE CENTER FOR GOVERNMEN
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• Assist the Office of the Secret
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Copyright 2015 by Mississippi State
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