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Commentary The Fourteenth Amendment to the United States Constitution prohibits states and their local governments from depriving a person of "life, liberty, or property... without due process of law." A number of significant court cases in recent years have brought clarification to this language as it pertains to public personnel management. Once an employee has passed a probationary period, and has performed satisfactorily, there is a legitimate expectation of continued employment as long as the job exists. In other words, as interpreted by the courts, the job becomes the property of the employee, and the government cannot act to deprive the individual of it in an arbitrary or capricious manner. The due process called for in the standard is the minimum that the courts will accept. 5. Lines of authority and responsibility within the municipal organization are clearly established for all employees. Commentary Each employee needs to know to whom he or she is immediately responsible and accountable for performance and conduct. There is a rule in public administration which provides that each employee should be accountable to one, and only one, individual. This may prove difficult in a small jurisdiction where an individual may feel, and perhaps is, accountable to each member of the governing body. And this does, of course, open the possibility of several immediate "bosses" and often conflicting direction and orders. Each municipality will have to decide on how best to meet this standard, and cast it in the form of a policy. The sample Administrative Code in the Management Resource Manual should be helpful in implementing this standard. 6. A grievance procedure is in place covering all employees, union and non-union. Commentary It is to the advantage of all parties concerned to have grievances resolved quickly, at the appropriate level, and through a mutually agreed upon procedure. Such procedures are in keeping with the need for fairness in resolving employee concerns, and are in keeping with the spirit and law of due process. Typically, "atwill" employees -- key management personnel who serve at the pleasure of the governing body, such as the manager -- are not included in formal grievance procedures. FACTOR: PERSONNEL RECORDS Standards 1. A comprehensive file is maintained on each employee which includes such documents as the original job application, record of hire, job changes, promotions, disciplinary actions, commendations, performance evaluations, and training. Commentary Personnel files are important for historical reasons. They are support other personnel actions such a promotions and disciplinary decisions. A-36
2. The municipality has written procedures governing such areas as access to employee records, security of records, employee rights to challenge items in his/her personnel file, and the purging of records -- how long certain records will be maintained in a personnel file. Commentary Without such established procedures, the municipality is open to challenge with respect to protecting confidential information, protecting employee rights, and equal treatment with respect to access and to what is, and is not, retained in individual files. A-37
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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-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
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: FACTOR: EMPLOYEE PRODUCTIVITY, EVAL
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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