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III-2
SECTION III NETWORKING Foreword Successful municipal secretaries are those who can effectively network, or exchange ideas, with their peers. They are able to draw on the experiences of others in their field of work who have had problems comparable to their own. The municipal secretary, especially in smaller offices, must become acquainted with local colleagues - exchange phone numbers with them, and visit other offices to draw on their experiences and observe procedures. Eventually, each municipal secretary will be able to assist others who will need advice in the future. Networking can also be accomplished through membership in the several professional affiliations that are available, listed in the first of the following sections on networking. Some have local chapters that meet periodically to socialize or hold seminars. The state and national organizations have annual conferences that offer useful seminars combined with opportunities to network and learn from others. Another good form of networking is utilizing the various county, regional and state agencies that are included in the second and third sections of this section of the manual. The agencies are indexed alphabetically by name, and then again by function, so that it is possible to locate which particular agency can assist with a particular function. III-3
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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
Page 9 and 10: SECTION: PAGE IX. MUNICIPAL PURCHAS
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: SECTION III NETWORKING REFERENCES P
Page 63 and 64: PROFESSIONAL AFFILIATIONS This port
Page 65 and 66: PENNSYLVANIA LOCAL GOVERNMENT SECRE
Page 67 and 68: THE GOVERNMENT FINANCE OFFICERS ASS
Page 69 and 70: GOVERNMENTAL AGENCIES DIRECTORY Alt
Page 71 and 72: STATE AGENCIES AND OFFICES ATTORNEY
Page 73 and 74: STATE AGENCIES AND OFFICES (continu
Page 75 and 76: STATE AGENCIES AND OFFICES (continu
Page 77 and 78: PUBLIC EMPLOYEE RETIREMENT COMMISSI
Page 79 and 80: III-19 Revised May 2006
Page 81 and 82: District Office Contact Information
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Page 94 and 95: Pennsylvania Regional Planning Comm
Page 96 and 97: OTHER REGIONAL ASSISTANCE (not publ
Page 98 and 99: DEPARTMENT OF PLANNING Advises coun
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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-58 Revised July 2003 Revised July
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V-66
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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-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
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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
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Revised May 2006 XV-81 Revised May
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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
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SECTION XVI PENNSYLVANIA LOCAL GOVE
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SECTION XVI PENNSYLVANIA LOCAL GOVE
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PENNSYLVANIA LOCAL GOVERNMENT 1 A B
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Home Rule The Pennsylvania 1874 Con
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The borough council, the township c
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The duties of the offices of solici
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Policy and legislative powers shoul
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Municipal Authorities Municipal aut
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As voluntary associations, members
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XVI-19
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XVI-21
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XVI-23
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XVI-25
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NOTES Responsibilities of a Municip
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8. To attend all meetings of (board
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K. To make recommendations to the c
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SECTION XVII MUNICIPAL REFERENCE LI
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SECTION XVII MUNICIPAL REFERENCE LI
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Alternative Service Delivery Approa
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Cash Management for Small Governmen
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PERSONNEL MANAGEMENT Developing Wor
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A Guide for Local Government: Prote
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Also to be published in September,
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PUBLISHING ORGANIZATIONS American A
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PENNSYLVANIA CENTER FOR LOCAL GOVER
Page 623 and 624:
APPENDIX A STANDARDS FOR EFFECTIVE
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STANDARDS FOR EFFECTIVE LOCAL GOVER
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GENERAL MUNICIPAL GOVERNANCE, LEADE
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GENERAL MUNICIPAL GOVERNANCE, LEADE
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FACTOR: PROVIDING FOR COMPETENT MUN
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privately, or interfere with operat
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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
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MUNICIPAL FINANCIAL MANAGEMENT STAN
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FINANCIAL MANAGEMENT STANDARDS FOR
Page 645 and 646:
Commentary The proposed capital spe
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FACTOR: REVENUE COLLECTION Standard
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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
Page 693 and 694:
PURCHASING PROCESS (continued) Pigg
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