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Northcentral Regional Office Suite 101, 208 West Third Street, Williamsport 17701 Hawk Run/Moshannon phone: 814 342-8200 fax: 814-342-8216 186 Enterprise Drive, Philipsburg 16866 Mansfield phone: 570 662-0830 fax: 570-662-0843 Gateway Drive, Mansfield 16933 Sunbury phone: 570 988-5500 fax: 570-988-5507 Suite D, 309 North Fifth Avenue, Sunbury 17801 Nor<strong>the</strong>ast Regional Office 2 Public Square, Willkes-Barre 18711-0790 Bethlehem phone: 610 861-2070 fax: 610-861-2072 4530 Bath Pike, Bethlehem 18071 Pocono phone: 570 895-4040 fax: 570-895-4041 HC 1, Box 95 B, Swiftwater 18370-9723 Pottsville phone: 570 621-3118 fax: 750-621-3110 West Laurel Boulevard, Pottsville 17901-2454 Scranton phone: 570 963-4521 fax: 570-963-3421 Room 400, 101 Penn Avenue, Scranton 18503-2025 III-22 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
Page 9 and 10:
SECTION: PAGE IX. MUNICIPAL PURCHAS
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SECTION: PAGE XV. RECORDS MANAGEMEN
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ACKNOWLEDGMENTS The Local Governmen
Page 15 and 16:
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
Page 23 and 24:
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
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 and 60: SECTION III NETWORKING REFERENCES P
Page 61 and 62: SECTION III NETWORKING Foreword Suc
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: District Office Contact Information
Page 91 and 92: FEDERAL AGENCIES BUREAU OF MINES A
Page 93 and 94: REGIONAL AGENCIES REGIONAL PLANNING
Page 95 and 96: REGIONAL DEVELOPMENT COMMISSIONS/CO
Page 97 and 98: COUNTY AGENCIES NOTE Because of the
Page 99 and 100: SHERIFF Is the chief peace officer
Page 101 and 102: MUNICIPAL ASSOCIATIONS Municipal as
Page 103 and 104: SECTION IV TRAINING AND CERTIFICATI
Page 105 and 106: SECTION IV TRAINING AND CERTIFICATI
Page 107 and 108: IV-5
Page 109 and 110: PENNSYLVANIA STATE ASSOCIATION OF T
Page 111 and 112: INSTITUTE FOR MUNICIPAL SECRETARIES
Page 113 and 114: GOVERNMENT FINANCE OFFICERS ASSOCIA
Page 115 and 116: SHIPPENSBURG UNIVERSITY’S CENTER
Page 117 and 118: THE PENNSYLVANIA LOCAL ROADS PROGRA
Page 119 and 120: IV-17
Page 121 and 122: SECTION V FILING REQUIREMENTS: FORM
Page 123 and 124: SECTION V FILING REQUIREMENTS: FORM
Page 125 and 126: SPECIAL REQUIRED SUBMISSIONS SUBJEC
Page 127 and 128: ORDINANCE FILING REQUIREMENTS TYPE
Page 129 and 130: REQUIRED LOCAL GOVERNMENT DEBT ACTI
Page 131 and 132: 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:
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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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EMPLOYMENT ELIGIBILITY VERIFICATION
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REQUEST FOR TAXPAYER IDENTIFICATION
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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
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VI-14
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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
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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
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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
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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
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XV-68
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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
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XV-82
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Page 2 of 3 Record Series - A group
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XV-86
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XV-88
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XVI-2
Page 576 and 577:
XVI-4
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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
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XVI-22
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XVI-24
Page 598 and 599:
XVI-26
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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
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XVII-18
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A-2
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A-4
Page 628 and 629:
! Special Appointments ! Internal O
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Commentary Gauging the public's per
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Commentary The above standard recog
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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
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A-20
Page 644 and 645:
held, after the budget is advertise
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5. Detailed schedules of debt servi
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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
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Davis-Bacon Act: Where Federal fund
Page 682 and 683:
States. A certification from the co
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IIMC INS IRA IRS ISO JTPA LGS LTAP
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Grants (continued) Sewage enforceme
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Ind-4
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GOVERNMENT OFFICES (continued) Elec
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PLANNING/ZONING/DEVELOPMENT County
Page 694:
Ind-10 Revised May 2006
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