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Inspects and approves sub-division infrastructure improvements Assist in field layout of Public Works projects Performs other duties as assigned MUNICIPAL MANAGER POWERS AND DUTIES: The manager shall be the chief administrative officer of the borough (township) and shall be responsible to the council (board) as a whole for the proper and efficient administration of the affairs of the borough (township) placed in his/her charge. The powers and duties of administration of all borough business shall be vested in the manager, unless expressly imposed or conferred by statute or ordinance upon other borough (township) officers. Subject to recall by ordinance of council (board), the powers and duties of the borough (township) manager shall include the following: 1. To supervise and to be responsible for the activities of all municipal departments. 2. To hire and, when necessary for the good of the service, to suspend or discharge any employee under his/her supervision, provided that persons covered by the civil service provisions of the borough (township) code shall be hired, suspended or discharged in accordance with such provisions, and provided further that the manager shall report, at the next meeting thereafter of council (board), any action taken by authority of this subsection. 3. To fix wages and salaries of all personnel under his/her supervision, with a range previously determined by the council (board). 4. To prepare and submit to council (board), before the close of each fiscal year, a budget for the next fiscal year and an explanatory budget message. In preparing the budget, the manager, or an officer designated by him/her, shall obtain from the head of each department, agency or board, or any qualified officer thereof, estimates of revenues and expenditures and such other supporting data as is required. The manager shall review such estimates and may revise them before submitting the budget to the council (board). 5. To be responsible for the administration of the budget after its adoption by the council (board). 6. To develop, in conjunction with the preparation of the yearly budget, long-range fiscal plans for the municipality, such plans to be presented annually to the council (board), for its review and adoption. 7. To hold such other municipal office and to head such municipal department as the council (board) may from time to time direct. XVI-28
8. To attend all meetings of (board) and its committees with the right to take part in the discussions. The manager shall receive notice of all special meetings of (board) and its committees. 9. To prepare the agenda for each meeting of council (board) and supply facts pertinent thereto. 10. To keep the council (board) informed as to the conduct of borough (township) affairs; submit periodic reports on the condition of the borough finances and such other reports as the council (board) requests; and to make such recommendations to the council (board) as one deems advisable. 11. To submit to council (board), as soon as possible after the close of the fiscal year, a complete report on the finances and the administrative activities of the borough (township), for the preceding year. 12. To see that the provisions of all franchises, leases, permits and privileges granted by the borough (township) are observed. 13. To employ, by and with the approval of council (board), experts and consultants to perform work and to advise in connection with any of the functions of the borough (township). 14. To attend to the letting of contracts in due form of law. The manager shall supervise the performance and faithful execution of the same except insofar as such duties are expressly imposed by statute upon some other borough (township) officer. 15. To see that all money owed the borough (township) is promptly paid and that proper proceedings are taken for the security and collection of all the borough's claims. 16. To serve as purchasing officer of the borough (township) and to purchase in accordance with the provisions of the Borough Code (Township Code), all supplies and equipment for the agencies, boards, departments, and other offices of the borough. The manager shall keep and account of all purchases and shall, from time to time or when directed a by council (board), make full written report thereof. He/she shall also issue rules and regulations, subject to the approval of council (board), governing the procurement of all municipal supplies and equipment. 17. To investigate and dispose of, or to designate an officer to investigate and dispose of, all complaints regarding borough services, and to report the council (board), governing the procurement of all municipal supplies and equipment. 18. To enforce the ordinances and regulations of the borough (township). XVI-29
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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-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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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
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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-29
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XV-31
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XV-33
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XV-39
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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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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 599: NOTES Responsibilities of a Municip
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
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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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