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V-32
FORM TITLE: Municipal Pension State Aid/Foreign Fire Distribution Certification OFFICIAL NUMBER: AG-385 DUE DATE: March 31 st of each year WHERE TO SEND COMPLETED FORM: Department of the Auditor General Municipal Pensions and Fire Relief Programs Unit 400 North Street, 4 th Floor Harrisburg PA 17120 NUMBER OF COPIES REQUIRED: ONE FOR ASSISTANCE: Office of the Auditor General 1-800-882-5073 or 1-717-783-3030 FAILURE TO SUBMIT FORM RESULTS IN: Withholding of Foreign Fire distribution and Pension System State Aid reimbursement PRIOR TO COMPLETING, ASSEMBLE THE FOLLOWING INFORMATION: Prior year’s payroll totals for police, paid firefighters and full-time municipal pension employees (or W-2s) Previous year’s form for date of Pension Plan’s establishment date and employee information Most recent pension report with accumulated totals of pension funds for enrolled individuals HELPFUL HINTS: This information is obtained easily while employee W-2 forms are being prepared, or by using the W-2s after they are completed, but prior to filing them away. V-33 Revised May 2006
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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
Page 102 and 103: III-42
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 130 and 131: V-10
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 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 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 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 194 and 195: V-74
Page 196 and 197: V-76
Page 198 and 199: V-78
Page 202 and 203:
V-82
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V-84 Revised May 2006
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V-86 Revised May 2006
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VI-2
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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
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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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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
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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
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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
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SECTION XIV MUNICIPAL RISK MANAGEME
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SECTION XIV MUNICIPAL RISK MANAGEME
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A Risk Management Policy for Small
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NOTES MUNICIPAL INSURANCE * A. GENE
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MUNICIPAL INSURANCE - Pennsylvania
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C. WORKERS= COMPENSATION Intended t
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H. PROPERTY INSURANCE 1. Protects a
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2. Deductibles a. Review annually b
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7. Self-insurance a. True self-insu
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INSURANCE REGISTER* Type of Coverag
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XIV-21
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NOTES RISK MANAGEMENT* A SAFETY CHE
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NOTES STEPS TO BEGIN A BASIC RISK M
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XIV-27
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Dear Township Resident: Recently we
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XIV-31 Revised May 2006
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XIV-33 Revised May 2006
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SECTION XV MUNICIPAL RECORDS MANAGE
Page 487 and 488:
SECTION XV MUNICIPAL RECORDS MANAGE
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XV-5
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Records Inventory Form Inventoried
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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
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
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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
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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
Page 565 and 566:
Revised May 2006 XV-81 Revised May
Page 567 and 568:
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
Page 573 and 574:
SECTION XVI PENNSYLVANIA LOCAL GOVE
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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
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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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