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THE MUNICIPAL SECRETARY’S DESKTOP REFERENCE MANUAL SECTION: TABLE OF CONTENTS Acknowledgments .............................................................................................. Preface .............................................................................................................. Introduction....................................................................................................... vii ix xi PAGE I. RESPONSIBILITIES OF THE GOVERNING BODY: POLICY DISCUSSIONS ......................................................................... I-1 Foreword ........................................................................................................... I-3 A. Responsibilities of <strong>the</strong> Municipal Secretary/Municipal Administrator ... I-5 B. Investment Policies and Procedures ......................................................... I-7 C. Internal Control Policies and Procedures ................................................. I-9 D. Budgeting ................................................................................................. I-11 E. Capital Improvement Programming and Budgeting ................................ I-13 F. Risk Management .................................................................................... I-15 G. Training .................................................................................................... I-17 H. Purchasing ................................................................................................ I-19 I. Personnel Records and Personnel Files ................................................... I-21 J. Records Management ............................................................................... I-23 K. Meeting Agenda ....................................................................................... I-25 Hiring Policy – Discussion and Sample Policy ................................................. I-27 Purchasing Policy .............................................................................................. I-31 II. SECRETARY’S CALENDAR ......................................................................... II-1 Foreword ........................................................................................................... II-3 A Calendar of Reporting Deadlines and Functions .......................................... II-5 III. NETWORKING................................................................................................ III-1 Foreword ........................................................................................................... III-3 Professional Affiliations ................................................................................... III-5 Governmental Agencies Directory .................................................................... III-11 State Agencies and Offices .............................................................................. III-13 Center for Local Government Services ............................................................. III-19 State Agencies and Departments by Functions ................................................. III-25 Federal Agencies ............................................................................................... III-31 Regional Agencies ............................................................................................ III-33 County Agencies ............................................................................................... III-37 Municipal Associations ..................................................................................... III-41 i Revised May 2006
Page 1: THE MUNICIPAL SECRETARY DESKTOP REF
Page 4 and 5: SOUTHWESTERN PENNSYLVANIA COMMISSIO
Page 8 and 9: SECTION: PAGE IV. TRAINING AND CERT
Page 10 and 11: SECTION: ..........................
Page 12 and 13: SPC does not render legal opinions
Page 14 and 15: viii
Page 16 and 17: Additionally, the Commission’s Lo
Page 18 and 19: APPENDIX A, STANDARDS FOR EFFECTIVE
Page 20 and 21: I-2
Page 22 and 23: I-4
Page 24 and 25: 11. To make recommendations to the
Page 26 and 27: I-8
Page 28 and 29: I-10
Page 46 and 47: MODEL MUNICIPAL RECRUITING/HIRING O
Page 50 and 51: action. All such purchases, except
Page 54 and 55: II-2
Page 56 and 57:
II-4
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ANNUAL SECRETARY’S CALENDAR (cont
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III-2
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III-4
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III-6
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INTERNATIONAL CITY/COUNTY MANAGEMEN
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III-10
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III-12
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STATE AGENCIES AND OFFICES (continu
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Page 76 and 77:
Page 78 and 79:
III-18b
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III-20 Revised May 2006
Page 82:
Northcentral Regional Office Suite
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FEDERAL AGENCIES BUREAU OF MINES A
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REGIONAL AGENCIES REGIONAL PLANNING
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REGIONAL DEVELOPMENT COMMISSIONS/CO
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COUNTY AGENCIES NOTE Because of the
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SHERIFF Is the chief peace officer
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MUNICIPAL ASSOCIATIONS Municipal as
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SECTION IV TRAINING AND CERTIFICATI
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SECTION IV TRAINING AND CERTIFICATI
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IV-5
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PENNSYLVANIA STATE ASSOCIATION OF T
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INSTITUTE FOR MUNICIPAL SECRETARIES
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GOVERNMENT FINANCE OFFICERS ASSOCIA
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SHIPPENSBURG UNIVERSITY’S CENTER
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THE PENNSYLVANIA LOCAL ROADS PROGRA
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IV-17
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SECTION V FILING REQUIREMENTS: FORM
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SECTION V FILING REQUIREMENTS: FORM
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SPECIAL REQUIRED SUBMISSIONS SUBJEC
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ORDINANCE FILING REQUIREMENTS TYPE
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REQUIRED LOCAL GOVERNMENT DEBT ACTI
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FORMS The following forms are the m
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FORM TITLE: Name and Address Change
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V-15
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FORM TITLE: Actual Use Report of St
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V-19 Revised May 2006
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FORM TITLE: Report of Elected and A
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DCED-CLGS-19-5 Form MS-914 04 075 5
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DCED-CLCS-19-5 Report of Elected an
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FORM TITLE: Survey of Financial Con
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V-31
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FORM TITLE: Municipal Pension State
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V-35
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V-37
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FORM TITLE: Statement of Financial
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NOTICE SPC provides the form on the
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FINANCIAL INTEREST STATEMENT CHECKL
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V-45
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V-47
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V-49
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FORM TITLE: Floodplain Management A
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V-53 Revised July 2003
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FORM TITLE: Sewage Facilities Act E
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Page 179 and 180:
Page 181 and 182:
Page 183 and 184:
FORM TITLE: Certification of New Mi
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MILEAGE ADDITION GUIDELINES To assi
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Tax Forms The following listing is
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STATE SALES TAX REIMBURSEMENT If yo
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UNIFORM CONSTRUCTION CODE FORM The
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Page 197 and 198:
EMPLOYMENT ELIGIBILITY VERIFICATION
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REQUEST FOR TAXPAYER IDENTIFICATION
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Page 205 and 206:
Page 207 and 208:
SECTION VI ADVERTISING REQUIREMENTS
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SECTION VI ADVERTISING REQUIREMENTS
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VI-14
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VI-14
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VI-14
Page 217 and 218:
VI-14
Page 219 and 220:
VI-14
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SECTION VII NON COMPETITIVE ENTITLE
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VII-4
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VII-6
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VII-8
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VII-10
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VII-12
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EXHIBIT I DEPARTMENT OF COMMUNITY A
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VIII-2
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VIII-4
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DO update the capital plan annually
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Fiscal Management Control Policies
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TYPICAL BUDGET CALENDAR FOR A MEDIU
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4. Hold workshops to finalize the b
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VIII-14
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VIII-16
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VIII-18
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VIII-20
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VIII-22
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VIII-24
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Non-Real Property Taxes Boroughs an
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! Identify those services that requ
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How will the user fee be explained
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premium for family coverage. These
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Other items in the budget are compa
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VIII-36
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IX-2
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IX-4
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III. Department/Agency determines n
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If discrepancies, user notifies ven
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IX-10
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15. All discounts shall be noted on
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IX-14
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IX-16
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IX-18
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IX-20
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IX-22
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IX-24
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IX-26
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IX-28
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The South Hills Council of Governme
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NOTES A MANAGERIAL APPROACH TO INTE
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Although commonality and volume are
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IX-36
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22. Curb ramps to provide access by
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IX-40
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IX-42
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X-2
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X-4
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X-6
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X-8
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X-10
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X-12
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X-14
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X-16
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X-18
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X-20
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X-22
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X-24
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X-26
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The shall not discriminate on the b
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Work Hours Work Habits Employees sh
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Safety Basic Policy The requires al
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Basic Policy Training It is the int
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Level One - Immediate Supervisor Em
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Personnel Policy Compendium Drug-Fr
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Personnel Policy Compendium AIDS Po
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X-48
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X-50
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XI-2
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XI-4
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XI-6
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XI-8
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XI-10
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XI-12
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XI-14
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XI-16
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X-18
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X-20
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XII-2
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XII-4
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Also, a reasonably good separation
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ESTABLISHMENT OF AN INTERNAL CONTRO
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NOTES BANK ACCOUNT RECONCILIATION T
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XII-12
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Managing a Petty Cash Fund 1. Prior
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ATTACHMENT B PETTY CASH LOG DATE DE
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13. A copy of the municipality's ch
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! the asset's residual or salvage v
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EXHIBIT C DOUBLE DECLINING BALANCE
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NOTES MUNICIPAL INVENTORY SYSTEM *
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XII-26
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XII-28
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NOTES AN ENCUMBRANCE SYSTEM If the
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GENERAL FUND INTERIM STATEMENT OF R
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XII-34
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XII-36
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XII-38
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XII-40
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XII-42
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XII-44
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XIII-2
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XIII-4
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XIII-6
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XIII-8
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To facilitate repetition every mont
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MEETING DO=S AND DON=TS (continued)
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Building Permit Report Mr. Brown re
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XIII-16
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RE-ORGANIZATION MEETING (continued)
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4) To consult with an attorney rega
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COMMUNICATING WITH AN ANGRY CITIZEN
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XIII-24
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XIV-2
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XIV-4
Page 456 and 457:
12. Risk reduction activities are c
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NOTE: Insurance is like taking a be
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3. This policy covers bodily injury
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E. PUBLIC OFFICIALS BOND Bonds are
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I. BOILER AND MACHINERY -- speciali
Page 466 and 467:
6. Deductibles a. Deductibles are a
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e. Disadvantages of Pooling i. Comp
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XIV-20
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XIV-22
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XIV-24
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XIV-26
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XIV-28 Revised May 2006
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XIV-30
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XIV-32
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XIV-34
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XV-2
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XV-4
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XV-6
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XV-8
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Information (reading file) Authoriz
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(a) Every effort should be made to
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(3) A checklist for analyzing Instr
Page 500 and 501:
XV-16
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CHECKLIST FILES CONTROL (continued)
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XV-20
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XV-22
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XV-24
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XV-26
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XV-28
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XV-30
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XV-32
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XV-34
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XV-36
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XV-38
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XV-40
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XV-42
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XV-44
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XV-46
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XV-48
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XV-50
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XV-52
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XV-54
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XV-56
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XV-58
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XV-60
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XV-62
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XV-64
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XV-66
Page 552 and 553:
XV-68
Page 554 and 555:
XV-70
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PUBLIC ACCESS TO RECORDS Act 100 of
Page 558 and 559:
The Board of Supervisors shall make
Page 560 and 561:
XV-76
Page 562 and 563:
Since the Municipal Records Act doe
Page 564 and 565:
APPENDIX C Example of Disposition R
Page 566 and 567:
XV-82
Page 568 and 569:
Page 2 of 3 Record Series - A group
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XV-86
Page 572 and 573:
XV-88
Page 574 and 575:
XVI-2
Page 576 and 577:
XVI-4
Page 578 and 579:
1990 populations for cities, boroug
Page 580 and 581:
The role of county government has b
Page 582 and 583:
In addition to the elected members
Page 584 and 585:
Board of Health. First class townsh
Page 586 and 587:
The very limited service agenda is
Page 588 and 589:
An authority can be formed by any c
Page 590 and 591:
XVI-18
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XVI-20
Page 594 and 595:
XVI-22
Page 596 and 597:
XVI-24
Page 598 and 599:
XVI-26
Page 600 and 601:
Inspects and approves sub-division
Page 602 and 603:
SECRETARY POWERS AND DUTIES: subjec
Page 604 and 605:
XVI-32
Page 606 and 607:
XVII-2
Page 608 and 609:
XVII-4
Page 610 and 611:
Manual for Municipal Secretaries Th
Page 612 and 613:
If a person was limited to a single
Page 614 and 615:
Performance Evaluation: An Essentia
Page 616 and 617:
Risk Management Program - What Is I
Page 618 and 619:
XVII-14
Page 620 and 621:
Pennsylvania Historical and Museum
Page 622 and 623:
XVII-18
Page 624 and 625:
A-2
Page 626 and 627:
A-4
Page 628 and 629:
! Special Appointments ! Internal O
Page 630 and 631:
Commentary Gauging the public's per
Page 632 and 633:
Commentary The above standard recog
Page 634 and 635:
established criteria for evaluation
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3. A formal agenda is prepared by t
Page 638 and 639:
major functions and services. Gener
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for an annual report to the legisla
Page 642 and 643:
A-20
Page 644 and 645:
held, after the budget is advertise
Page 646 and 647:
5. Detailed schedules of debt servi
Page 648 and 649:
These self-assessing and reporting
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Commentary Responsibility for munic
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2. The most recent annual fiscal re
Page 654 and 655:
A-32
Page 656 and 657:
Commentary This standard sets in pl
Page 658 and 659:
Commentary The Fourteenth Amendment
Page 660 and 661:
A-38
Page 662 and 663:
assessed value-A valuation set upon
Page 664 and 665:
coinsurance-A policy provision requ
Page 666 and 667:
Dillon’s Rule-“A municipality d
Page 668 and 669:
frontage-The extent of property alo
Page 670 and 671:
invitation to bid-Notice and relate
Page 672 and 673:
non-electoral debt-Debt which is in
Page 674 and 675:
where the official action has an ec
Page 676 and 677:
service transfer-One jurisdiction a
Page 678 and 679:
B-18
Page 680 and 681:
Davis-Bacon Act: Where Federal fund
Page 682 and 683:
States. A certification from the co
Page 684 and 685:
IIMC INS IRA IRS ISO JTPA LGS LTAP
Page 686 and 687:
Grants (continued) Sewage enforceme
Page 688 and 689:
Ind-4
Page 690 and 691:
GOVERNMENT OFFICES (continued) Elec
Page 692 and 693:
PLANNING/ZONING/DEVELOPMENT County
Page 694:
Ind-10 Revised May 2006
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