the municipal secretary desktop reference manual - Southwestern ...

major functions and services. Generally, such procedures are generally developed by the department heads,
boards and commissions and approved by the manager, administrator or secretary and/or governing body.
3. The municipality has adopted a risk management program whose objectives are to minimize
adverse economic and human costs which may arise as the responsibilities and functions of
local government are performed.
Commentary
Evaluating the risks associated with the safety of buildings and facilities and the work practices of
employees and contractors, taking actions to alleviate or minimize such risks, defining specifications for
the purchase of insurance to cover potential claims against the municipality and securing comprehensive
insurance coverage to protect the municipality from significant financial loss provide the basis for a local
government risk management program. Frequently, local governments turn to an outside consultant to
assist the municipality with the implementation of a risk management program.
4. The municipality has adopted a formal records management policy with procedures which
govern the creation, storage, security, retention and disposition of all municipal records,
reports, documents and other official materials. The retention of records is in accordance with
rules and regulations adopted by the Pennsylvania Historical and Museum Commission.
Commentary
Records management is the systematic handling of municipal records, reports, documents and other official
materials from the time of their creation or receipt, through their organization, storage and maintenance, to
their ultimate disposition. The major goals of a records management program are to: reduce the volume of
records stored by disposing of those which are no longer valuable or necessary, preserving and securing
those which have lasting value and importance, and making records readily accessible to those who need
them. The Pennsylvania Historical and Museum Commission, an agency of the state, is responsible for
setting records management guidelines for all Pennsylvania municipalities. In recent years, local
government attention to records management has increased due to the availability and use of more
reasonably priced microfilm and computer-based records storage systems for the maintenance of permanent
records.
5. The municipality is in compliance with the provisions of the Americans with Disabilities Act.
Commentary
The Americans with Disabilities Act is a federal law which prohibits discrimination against individuals
with disabilities. The Act prohibits discrimination in the areas of employment, public transportation,
public services, public accommodations, and telecommunications. To be in compliance, a municipality
must develop and implement a plan designed to address difficulties faced by disabled individuals in
seeking municipal employment and in using municipal facilities and programs which exist for the general
public's use. The plan must also include a grievance procedure for challenging alleged discriminatory
conditions.
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