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Grants (continued) Sewage enforcement, III 15; V 55; VII 6, 9 Solid waste management, III 15 Storm water management, VII 10 Technical assistance, III 13-14; VII 13-14 Grievance policy, X 35 Hearings, advertising, VI 7 Heritage Affair Commission, III 17 Historical and Museum Commission, III 17 Hold harmless clause, XIV 20 Home rule, V 7; XVI 7 Human Relations Commission, III 18 Indebtedness actions, V 5, 9 Infrastructure Investment Authority, III 18 Insurance program, XIV 7-18, 26 Intergovernmental cooperation, V 5; IX 29-34; XVI 16; XVII 5, 12 Internal Revenue Service, III 31 International City/County Management Association, III 8; IV 10 International Institute of Municipal Clerks, III 7; IV 9, 16 Inventory, XII 24-29 Investment policy, XI 5, 23-28 Investment pools, XI 3, 13-22 Keystone grants, III 15 LTAP, IV 15 Legislative Reference Bureau, III 18 Libraries, funding, VII 8 Liquid fuels tax allocation, III 16; VII 7; IX 37 Liquor Control Board III 18 Liquor license allocation, VII 9 Loans, Volunteer Fire Dept., III 17 Local Government Academy, IV 12 Local Government Commission, III 18 Local Government Unit Debt Act, V 9 Main Street programs, III 14 Manager, appointment/duties, XVI 13, 28; A 9-13 Meeting procedure, XIII 9-12; A 13 Meetings, advertisement of, VI 7-8 Mileage addition, V 5, 63-65 Mines, Bureau of, III 31 Minimum wage, X 7 Minutes, meeting, XIII 11-14 Motion, definition of, XIII 15 Municipal codes, III 18; XVI 6 Municipal services (PennDOT district offices), III 23 Nepotism policy, X 31 New Hire Procedure, X 49 Non-discrimination policy, X 27 Open meetings/Open records, XV 55-56; XVII 6 Opening streets/roads, VI 11 Ordinance advertisement, VI 8-9 Ordinance, definition of, XIII 15 Overtime, X 7 Parks, rehabilitation, III 14 Payroll records, X 5, 9 Pennsylvania Bulletin, III 18 Pennsylvania Economy League, III 36 Pennsylvania Local Government Secretaries Association, II 7; IV 9, 16 Pennsylvania Municipal Retirement Board/System, III 18 Pennsylvania Municipal Training Partnership, IV 5, 8 Pennsylvania State Association of Boroughs, III 41 Pennsylvania State Association of Township Commissioners, III 41 Pennsylvania State Association of Township Supervisors, III 41; IV 5 PENNVEST, III 18 Pension aid form, V 37; VII 7 Per capita tax, VI 12; VIII 26 Personnel management, XVII 9; A 31-36 Personnel records, X 5, 9 Petty cash, XII 13-16 Piggyback purchasing, III 15 Planned residential development adoption, V 7 Planning commissions- County. III 38 Local, XVI 11 Regional, III 33-34 Police training, III 15, 16, 38 Policies, sample, I 5-25; X 27-46 Prevailing wage, III 16 Prothonotary, III 38 Public Employee Retirement Commission, III 18 Public utility realty tax, III 16; VII 8 Purchase order, IX 6-8, 16 Purchasing, advertisement, VI 10-11; IX 25 Purchasing steps, IX 5-8, 27; XVII 8 Rails to trails grants, III 15 Real estate tax rates, VIII 25 Real estate transfer tax, III 39; VIII 26 Reconciliation of bank statements, XII 10-12 Recorder of deeds, III 39 Records management, XV 5-19; XVII 10 Records retention, III 17; XV 21-54; XVII 10 Recreation board, XVI 11 Recreation grants, III 15 Recycling, III 15, 39 Referenda, V 5 Regulation, definition of, XIII 15 Re-organization meeting, XIII 17-18 Report of elected and appointed officials, V 23 Request for Proposal, IX 9 Resolution, definition of, XIII 15 Retirement commission, III 18 Revenue collection, XVII 8 Revenue estimation, VIII 13; XVII 8 Right to Know Law, XV 55-71; XVII 6 Risk management program, XIV 3-6, 23-25; XVII 11-12 Roads and streets, technical assistance, III 16; IV 15 RULE program, IV 14 Safety policy, X 32 Ind-2 Revised May 2006
Secretary, duties of, XVI 30; XVII 6 Sewage enforcement, assistance, III 15 Sewage facilities reimbursement, V 55; VII 6 Sewage treatment plant reimbursement, VII 9 Sexual harassment policy, X 29 Shade tree commission, XVI 12 Shade tree regulations, I 12 Shippensburg University, IV 9, 13 Solicitor, XVI 27 Solid waste management grants, III 15 Specifications for bids, IX 11-13 State Police fines, distribution of, III 16; VII 10 Statement of Financial Interests, V 43 Storm water management grants, III 15; VII 10 Streets and roads, technical assistance, III 16; IV 15 Subdivision adoption, V 7 Sunshine Act, XIII 19-20; XVII 6 Surplus property, III 15 Survey of Financial Condition, V 33 Swimming pool management assistance, III 15 Tax claim, III 39 Topographical maps, III 31 Training policy, X 34 Transportation, public - grants, VII 11 Turnback (roads) program, III 16 Unemployment compensation checks, III 16 Vacancy in office, V 5; A 17 Vacating roads and streets, VI 11 Volunteer Fire Department grants (see Foreign Fire) Volunteer Fire Department loans, III 17 Winter maintenance agreement, V 5 Workers compensation information, III 16 Zoning hearing board, XVI 11 Zoning ordinance, V 7 Ind-3 Revised May 2006
Page 1:
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-78
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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
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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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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: INDEX - KEY WORDS Accident form, IV
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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