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Pennsylvania Regional Planning Commissions/Councils A Lehigh Valley Planning Commission 961 Marcon Blvd., Suite 310 ALLENTOWN PA 18109 Tele: (610) 264-4544, FAX: (610) 264-2616 E-mail: lvpc@lvpc.org Executive Director: Michael N. Kaiser, AICP Chair: Nils Hovik Number of local jurisdictions served: 64 Region's size: 729 sq. mi.; Population: 554,634 Staff: 19 B Southern Alleghenies Planning and Development Commission 541 58th St. ALTOONA PA 16602 Tele: (814) 949-6520, FAX: (814) 949-6505 E-mail: sapdc@sapdc.org Web site: http://www.sapdc.org/ Executive Director: Edward M. Silvetti Chair: Harold L. Lockhoff Number of local jurisdictions served: 248 Region's size: 4,617 sq. mi.; Population: 477,709 Staff: 55; EDD, SDA for JTPA, RTPO, LDD, RLF, IRP C Northwest Pennsylvania Regional Planning and Development Commission 395 Seneca Street P.O. Box 1127 Oil City, PA 16301 Tele: (814) 677.4800, FAX: (814) 677.7663 E-mail: nwinfo@nwcommission.org Executive Director: Denise McCloskey Chair: Basil Huffman Number of local jurisdictions served: 262 Region's size: 5,432 sq. mi.; Population: 729,922 Staff: 21; EDD, LDD, RTPO, RLF, IRP D Tri-County Regional Planning Commission 112 Market St., 7th Floor HARRISBURG PA 17101-2015 Tele: (717) 234-2639 Executive Director: James W. Szymborski, AICP Chair: Dorsey Fry Number of local jurisdictions served: 107 Region's size: 1,624 sq. mi.; Population: 493,294 Staff: 16; MPO E SEDA Council of Governments 201 Furnace Road LEWISBURG PA 17837 Tele: (570) 524-4491, FAX: (570) 524-9190 E-mail: Admin@seda-cog.org Web site: http://www.seda-cog.org/ Executive Director: Dennis E. Robinson President: John Amsler Number of local jurisdictions served: 192 Region's size: 6,314 sq. mi.; Population: 638,236 Staff: 65; EDD, LDD, CDC, RLF III-34 F Delaware Valley Regional Planning Commission The ACP Building 190 N. Independence Mall West, 8th Floor PHILADELPHIA PA 19106 Tele: (215) 592-1800, FAX: (215) 592-9125 Executive Director: Barry Seymour, AICP Chair: Joanne R. Denworth Number of local jurisdictions served: 352 Staff: 80; MPO, Water Quality Planning Agency G Southwestern Pennsylvania Commission Regional Enterprise Tower 425 Sixth Avenue, Suite 2500 PITTSBURGH PA 15219-1852 Tele: (412) 391-5590, FAX: (412) 391-9160 E-mail: jhassinger@spcregion.org Web site: http//www.spcregion.org Executive Director: James R. Hassinger, Ph.D., AICP Chair: J. Bracken Burns Number of local jurisdictions served: 415 Region's size: 4,500 sq. mi.; Population: 2,400,000 Staff: 49; EDD, LDD, MPO H Economic Development Council of Northeastern Pennsylvania 1151 Oak St. PITTSTON PA 18640 Tele: (570) 655-5581, FAX: (717) 654-5137 Web site: HITP://WWW.MICROSERVENET/ EDCNP Executive Director. Howard J. Grossman President: John Luciani Number of local jurisdictions served: 274 Region's size: 4,500 sq. mi.; Population: 920,000 Staff: 25; EDD, LDD, CDC. RLF, IRP I North Central Pennsylvania Regional Planning and Development Commission PO Box 488 651 Montmorenci Ave. RIDGEWAY PA 15853 Tele: (814) 773-3162, FAX: (814) 772-7045 E-mail: ncprpdc@ncentral.com Web site: http//wwwncentral.com Executive Director: Ronald W. Kuleck Chair: Michael Lytle Number of local jurisdictions served: 158 Region's size: unavailable; Population: 228,819 Staff: 40; EDD, SDA for JTPA, LDD, RTPO, IRP, RLF J Northern Tier Regional Planning and Development Commission 312 Main Street TOWANDA, PA 18848 Tele: 570-265-9103, FAX: 570-265-7585 E-mail: abrams@northerntier.org Web site: http://www.northerntier.org/ Executive Director: Kevin D. Abrams Chair: Jeffrey Loomis Number of local jurisdictions served: 162 Region's size: 4,000 sq. mi.; Population: 180,000 Staff: 30; RTPO, EDD, LDD, SDA for JTPA, RLF
REGIONAL DEVELOPMENT COMMISSIONS/COUNCILS Each of the regional councils develops its own work program based upon federal and state funding support, as well as local determination as to the needs of the region. In almost every case, the work program includes technical assistance provided by the regional council to local governments or the private sector. Furthermore, each of the local development districts carries out what Pennsylvania calls an enterprise development program, which includes direct assistance to the business and industry community including low interest revolving loan funds, small business procurement, export promotion, and import substitution services. The enterprise development program is administered through the Pennsylvania Department of Community and Economic Development. These agencies are also involved in the implementation of funds provided by the Appalachian Regional Commission, a federal agency. Northwest Pennsylvania Regional Planning and Development Commission 395 Seneca Street P.O. Box 1127 Oil City, PA 16301 (814) 677-4800 North Central Pennsylvania Regional Planning and Development Commission PO Box 488 651 Montmorenci Ave. Ridgeway PA 15853 (814) 773-3162 Northern Tier Regional Planning and Development Commission 312 Main Street Towanda PA 18848 (570) 265-9103 Economic Development Council of Northeastern Pennsylvania 1151 Oak Street Pittston PA 18640-3795 (570) 655-5581 Southwestern Pennsylvania Commission Regional Enterprise Tower 425 Sixth Avenue, Suite 2500 Pittsburgh PA 15219-1852 (412) 391-5590 Southern Alleghenies Planning and Development Commission 541 58th Street Altoona PA 16602 (814) 949-6500 SEDA-Council of Governments 201 Furnace Road Lewisburg PA 17837 (570) 524-4491 Economic Planning and Development Council of Pennsylvania Mary Sachs Building 208 North Third Street, Suite 120 Harrisburg PA 17101 (717) 238-7419 III-35
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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
Page 9 and 10:
SECTION: PAGE IX. MUNICIPAL PURCHAS
Page 11 and 12:
SECTION: PAGE XV. RECORDS MANAGEMEN
Page 13 and 14:
ACKNOWLEDGMENTS The Local Governmen
Page 15 and 16:
PREFACE THE MUNICIPAL SECRETARY’S
Page 17 and 18:
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
Page 25 and 26:
B. MUNICIPAL INVESTMENT POLICIES AN
Page 27 and 28:
C. MUNICIPAL INTERNAL CONTROL POLIC
Page 29 and 30:
D. MUNICIPAL BUDGETING Developing a
Page 31 and 32:
E. CAPITAL IMPROVEMENT PROGRAMMING
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F. MUNICIPAL RISK MANAGEMENT A muni
Page 35 and 36:
G. MUNICIPAL TRAINING PROGRAM If mu
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H. MUNICIPAL PURCHASING Effective a
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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 and 82: District Office Contact Information
Page 90 and 91: III-30
Page 96 and 97: OTHER REGIONAL ASSISTANCE (not publ
Page 98 and 99: DEPARTMENT OF PLANNING Advises coun
Page 104 and 105: IV-2
Page 110 and 111: THE PENNSYLVANIA MUNICIPAL TRAINING
Page 112 and 113: INTERNATIONAL CITY/COUNTY MANAGEMEN
Page 114 and 115: LOCAL GOVERNMENT ACADEMY The Local
Page 116 and 117: PENN STATE UNIVERSITY=S PENNSYLVANI
Page 118 and 119: CERTIFIED GOVERNMENTAL SECRETARY Th
Page 120 and 121: CERTIFIED BOROUGH OFFICIAL The Penn
Page 122 and 123: V-2
Page 124 and 125: V-4
Page 126 and 127: V-6
Page 128 and 129: V-8
Page 130 and 131: V-10
Page 132 and 133: V-12
Page 134 and 135: V-14
Page 136 and 137: V-16
Page 138 and 139: V-18
Page 140 and 141: V-20 Revised May 2006
Page 142 and 143: V-22 Revised May 2006
Page 144 and 145:
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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Page 160 and 161:
Page 162 and 163:
V-42
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Page 166 and 167:
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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Page 182 and 183:
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-72 Revised May 2006
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V-74
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V-76
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V-78
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Page 202 and 203:
V-82
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Page 206 and 207:
Page 208 and 209:
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
Page 220 and 221:
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
Page 231 and 232:
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
Page 249 and 250:
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
Page 269 and 270:
CHART OF ACCOUNTS In most municipal
Page 271 and 272:
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
Page 313 and 314:
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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Page 355 and 356:
Page 357 and 358:
Page 359 and 360:
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
Page 369 and 370:
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
Page 383 and 384:
SECTION XII MUNICIPAL FINANCIAL MAN
Page 385 and 386:
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
Page 419 and 420:
XII-37
Page 421 and 422:
XII-39
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XII-41
Page 425 and 426:
XII-43
Page 427 and 428:
SECTION XIII MANAGING MUNICIPAL MEE
Page 429 and 430:
SECTION XIII MEETING MANAGEMENT For
Page 431 and 432:
MEETING AGENDA* The adoption and us
Page 433 and 434:
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
Page 439 and 440:
SAMPLE MINUTES Supervisors= Meeting
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XIII-15
Page 443 and 444:
Takes place the first Monday in Jan
Page 445 and 446:
THE SUNSHINE ACT The following sect
Page 447 and 448:
DATE: April 12, 2005 NAME- PLEASE P
Page 449 and 450:
DISCLOSURE OF CONFLICT OF INTEREST
Page 451 and 452:
SECTION XIV MUNICIPAL RISK MANAGEME
Page 453 and 454:
SECTION XIV MUNICIPAL RISK MANAGEME
Page 455 and 456:
A Risk Management Policy for Small
Page 457 and 458:
NOTES MUNICIPAL INSURANCE * A. GENE
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MUNICIPAL INSURANCE - Pennsylvania
Page 461 and 462:
C. WORKERS= COMPENSATION Intended t
Page 463 and 464:
H. PROPERTY INSURANCE 1. Protects a
Page 465 and 466:
2. Deductibles a. Review annually b
Page 467 and 468:
7. Self-insurance a. True self-insu
Page 469 and 470:
INSURANCE REGISTER* Type of Coverag
Page 471 and 472:
XIV-21
Page 473 and 474:
NOTES RISK MANAGEMENT* A SAFETY CHE
Page 475 and 476:
NOTES STEPS TO BEGIN A BASIC RISK M
Page 477 and 478:
XIV-27
Page 479 and 480:
Dear Township Resident: Recently we
Page 481 and 482:
XIV-31 Revised May 2006
Page 483 and 484:
XIV-33 Revised May 2006
Page 485 and 486:
SECTION XV MUNICIPAL RECORDS MANAGE
Page 487 and 488:
SECTION XV MUNICIPAL RECORDS MANAGE
Page 489 and 490:
XV-5
Page 491 and 492:
Records Inventory Form Inventoried
Page 493 and 494:
NOTES CONTROLLING AND MANAGING RECO
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(3) Improving quality. Almost any i
Page 497 and 498:
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
Page 529 and 530:
XV-45
Page 531 and 532:
XV-47
Page 533 and 534:
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
Page 549 and 550:
XV-65
Page 551 and 552:
XV-67
Page 553 and 554:
XV-69
Page 555 and 556:
XV-71
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RESOLUTION NO. 21-2002 OPEN RECORDS
Page 559 and 560:
RECORD REQUEST DATE _______________
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MUNICIPAL RECORDS SCHEDULE RETENTIO
Page 563 and 564:
APPENDIX B Example of Resolution In
Page 565 and 566:
Revised May 2006 XV-81 Revised May
Page 567 and 568:
Page 1 of 3 ELECTRONIC RECORDS POLI
Page 569 and 570:
Page 3 of 3 b. E-mail messages shal
Page 571 and 572:
RECORDS MANAGEMENT GRANTS The Penns
Page 573 and 574:
SECTION XVI PENNSYLVANIA LOCAL GOVE
Page 575 and 576:
SECTION XVI PENNSYLVANIA LOCAL GOVE
Page 577 and 578:
PENNSYLVANIA LOCAL GOVERNMENT 1 A B
Page 579 and 580:
Home Rule The Pennsylvania 1874 Con
Page 581 and 582:
The borough council, the township c
Page 583 and 584:
The duties of the offices of solici
Page 585 and 586:
Policy and legislative powers shoul
Page 587 and 588:
Municipal Authorities Municipal aut
Page 589 and 590:
As voluntary associations, members
Page 591 and 592:
XVI-19
Page 593 and 594:
XVI-21
Page 595 and 596:
XVI-23
Page 597 and 598:
XVI-25
Page 599 and 600:
NOTES Responsibilities of a Municip
Page 601 and 602:
8. To attend all meetings of (board
Page 603 and 604:
K. To make recommendations to the c
Page 605 and 606:
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
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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 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
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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
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Pennsylvania Municipalities Plannin
Page 683 and 684:
ABBREVIATIONS The following are abb
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INDEX - KEY WORDS Accident form, IV
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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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