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IX-42
SECTION X MUNICIPAL PERSONNEL MANAGEMENT REFERENCES Notes: Personnel Records Notes: Fair Labor Standards Act *Records Retention Guidelines Personnel Records Payroll Records Sample Forms Expense Report Absence Reporting Calendar Record of Vacation and Sick Leave Record of Employee's Days Off Vacation Request Form Absence Report Application for Employment Discipline New Hire Procedure Sample Personnel Policies Nondiscrimination Sexual Harassment Work Habits Nepotism Safety Training Grievances Benefits Drug-Free Work Place Acquired Immune Deficiency Syndrome *Full Manual appears in Section XV - Municipal Records Management X-1
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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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Page 144 and 145:
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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Page 162 and 163:
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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Page 194 and 195:
V-74
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V-76
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V-78
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Page 202 and 203:
V-82
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Page 206 and 207:
Page 208 and 209:
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
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
Page 261 and 262: NOTES THE ELEMENTS OF A FEE/SERVICE
Page 263 and 264: NOTES A FEE CHECKLIST QUESTIONS AND
Page 265 and 266: ANNUAL BUDGET MESSAGE The annual bu
Page 267 and 268: REVENUE The primary revenue source
Page 269 and 270: CHART OF ACCOUNTS In most municipal
Page 271 and 272: SECTION IX MUNICIPAL PURCHASING POL
Page 273 and 274: SECTION IX MUNICIPAL PURCHASING POL
Page 275 and 276: NOTES THE PURCHASING SEQUENCE I. Ad
Page 277 and 278: VII. Purchases over $10,000: User d
Page 279 and 280: IX-9
Page 281 and 282: NOTES GENERAL BID SPECIFICATIONS 1.
Page 283 and 284: Finally, in the event of cancellati
Page 285 and 286: IX-15
Page 287 and 288: Written/Telephonic Price Quotations
Page 289 and 290: IX-19
Page 291 and 292: OFFICIAL BID NOTICE TOWNSHIP Sealed
Page 293 and 294: IX-23
Page 295 and 296: NOTES WRITING A BID ADVERTISEMENT T
Page 297 and 298: NOTES CONTRACT PURCHASING STEPS Whe
Page 299 and 300: NOTES INTERGOVERNMENTAL PURCHASING
Page 301 and 302: This program, The Local Piggyback P
Page 303 and 304: TOTAL PRICE AND F.O.B. CONTRACTS. P
Page 305 and 306: IX-35
Page 307 and 308: LIQUID FUELS TAX FUNDS REV A Accept
Page 309 and 310: PennDOT's Agility Program PennDOT h
Page 311: IX-41 Revised May 2006
Page 315 and 316: SECTION X PERSONNEL MANAGEMENT Fore
Page 317 and 318: PERSONNEL RECORDS GENERAL Employees
Page 319 and 320: FAIR LABOR STANDARDS ACT The Fair L
Page 321 and 322: RECORDS RETENTION REQUIREMENTS Comp
Page 323 and 324: X-11
Page 325 and 326: X-13 Revised July 2003
Page 327 and 328: Employee: Department: RECORD OF EMP
Page 329 and 330: X-17
Page 331 and 332: X-19
Page 333 and 334: X-21
Page 335 and 336: X-23
Page 337 and 338: X-25
Page 339 and 340: Nondiscrimination Equal Opportunity
Page 341 and 342: Sexual Harassment Basic Policy The
Page 343 and 344: Sample 1 Nepotism To minimize possi
Page 345 and 346: Accidents must be reported without
Page 347 and 348: Grievances Small Municipality Proce
Page 349 and 350: Benefits Note: Most insurance-type
Page 351 and 352: Personnel Policy Compendium Drug-Fr
Page 359 and 360: X-47 Revised May 2006
Page 361 and 362: NEW HIRE PROCEDURE ALL EMPLOYEES: _
Page 363 and 364:
SECTION XI MUNICIPAL INVESTMENT POL
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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
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
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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
Page 511 and 512:
XV-27
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XV-29
Page 515 and 516:
XV-31
Page 517 and 518:
XV-33
Page 519 and 520:
XV-35
Page 521 and 522:
XV-37
Page 523 and 524:
XV-39
Page 525 and 526:
XV-41
Page 527 and 528:
XV-43
Page 529 and 530:
XV-45
Page 531 and 532:
XV-47
Page 533 and 534:
CHAPTER S I X GENERAL FINANCIAL AND
Page 535 and 536:
XV-51
Page 537 and 538:
XV-53
Page 539 and 540:
XV-55
Page 541 and 542:
XV-57
Page 543 and 544:
XV-59
Page 545 and 546:
XV-61
Page 547 and 548:
XV-63
Page 549 and 550:
XV-65
Page 551 and 552:
XV-67
Page 553 and 554:
XV-69
Page 555 and 556:
XV-71
Page 557 and 558:
RESOLUTION NO. 21-2002 OPEN RECORDS
Page 559 and 560:
RECORD REQUEST DATE _______________
Page 561 and 562:
MUNICIPAL RECORDS SCHEDULE RETENTIO
Page 563 and 564:
APPENDIX B Example of Resolution In
Page 565 and 566:
Revised May 2006 XV-81 Revised May
Page 567 and 568:
Page 1 of 3 ELECTRONIC RECORDS POLI
Page 569 and 570:
Page 3 of 3 b. E-mail messages shal
Page 571 and 572:
RECORDS MANAGEMENT GRANTS The Penns
Page 573 and 574:
SECTION XVI PENNSYLVANIA LOCAL GOVE
Page 575 and 576:
SECTION XVI PENNSYLVANIA LOCAL GOVE
Page 577 and 578:
PENNSYLVANIA LOCAL GOVERNMENT 1 A B
Page 579 and 580:
Home Rule The Pennsylvania 1874 Con
Page 581 and 582:
The borough council, the township c
Page 583 and 584:
The duties of the offices of solici
Page 585 and 586:
Policy and legislative powers shoul
Page 587 and 588:
Municipal Authorities Municipal aut
Page 589 and 590:
As voluntary associations, members
Page 591 and 592:
XVI-19
Page 593 and 594:
XVI-21
Page 595 and 596:
XVI-23
Page 597 and 598:
XVI-25
Page 599 and 600:
NOTES Responsibilities of a Municip
Page 601 and 602:
8. To attend all meetings of (board
Page 603 and 604:
K. To make recommendations to the c
Page 605 and 606:
SECTION XVII MUNICIPAL REFERENCE LI
Page 607 and 608:
SECTION XVII MUNICIPAL REFERENCE LI
Page 609 and 610:
Alternative Service Delivery Approa
Page 611 and 612:
Cash Management for Small Governmen
Page 613 and 614:
PERSONNEL MANAGEMENT Developing Wor
Page 615 and 616:
A Guide for Local Government: Prote
Page 617 and 618:
Also to be published in September,
Page 619 and 620:
PUBLISHING ORGANIZATIONS American A
Page 621 and 622:
PENNSYLVANIA CENTER FOR LOCAL GOVER
Page 623 and 624:
APPENDIX A STANDARDS FOR EFFECTIVE
Page 625 and 626:
STANDARDS FOR EFFECTIVE LOCAL GOVER
Page 627 and 628:
GENERAL MUNICIPAL GOVERNANCE, LEADE
Page 629 and 630:
GENERAL MUNICIPAL GOVERNANCE, LEADE
Page 631 and 632:
FACTOR: PROVIDING FOR COMPETENT MUN
Page 633 and 634:
privately, or interfere with operat
Page 635 and 636:
8. The governing body or charter de
Page 637 and 638:
7. For issues or problems expected
Page 639 and 640:
6. The local governing body, manage
Page 641 and 642:
MUNICIPAL FINANCIAL MANAGEMENT STAN
Page 643 and 644:
FINANCIAL MANAGEMENT STANDARDS FOR
Page 645 and 646:
Commentary The proposed capital spe
Page 647 and 648:
FACTOR: REVENUE COLLECTION Standard
Page 649 and 650:
FACTOR: MUNICIPAL CASH MANAGEMENT A
Page 651 and 652:
Commentary At a minimum, these cont
Page 653 and 654:
MUNICIPAL PERSONNEL MANAGEMENT STAN
Page 655 and 656:
PERSONNEL MANAGEMENT STANDARDS FOR
Page 657 and 658:
FACTOR: EMPLOYEE PRODUCTIVITY, EVAL
Page 659 and 660:
2. The municipality has written pro
Page 661 and 662:
DEFINITIONS The following is a comp
Page 663 and 664:
the local government officials or a
Page 665 and 666:
credit ratings-Concerned with the c
Page 667 and 668:
errors and omissions-Type of insura
Page 669 and 670:
improvements-Those physical changes
Page 671 and 672:
mandamus-(writ of) An order compell
Page 673 and 674:
performance audit-An independent, t
Page 675 and 676:
esolution-A decision, opinion, poli
Page 677 and 678:
tax increment financing-A means to
Page 679 and 680:
LEGISLATIVE ACTS This information w
Page 681 and 682:
Pennsylvania Municipalities Plannin
Page 683 and 684:
ABBREVIATIONS The following are abb
Page 685 and 686:
INDEX - KEY WORDS Accident form, IV
Page 687 and 688:
Secretary, duties of, XVI 30; XVII
Page 689 and 690:
FUNCTIONAL INDEX BUDGET PROCESS Bud
Page 691 and 692:
GOVERNMENT OFFICES (continued) Dept
Page 693 and 694:
PURCHASING PROCESS (continued) Pigg
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