[Adopted 2-14-2013 by Ord. No. 2013-2; amended in its entirety 6-25-2020 by Ord. No. 2020-031]
A.
There is hereby established the High Bridge Special Events Committee
to advise the Borough Council with regard to the development, coordination
and conducting of special events within the Borough of High Bridge.
Its responsibilities include, but are not limited to, the development
of programs to promote interest and participation in Mayor- and Council-approved,
Borough-wide events focused on, but not limited to, enhancing the
understanding of local history, arts, cultural values and goals of
the community and state by working directly with local arts and historical
organizations, schools, religious organizations, service clubs, municipal
governments and other interested groups and individuals. It may establish
museum and cultural programs, including fine arts and performing programs,
sports programs and children's programs. The Committee may partner
with other existing High Bridge committees to ensure the development
of programs is in keeping with established goals and objectives. Reports
and directories may be published that help develop interest in the
events.
B.
Its seven appointed members, inclusive of one member of the Borough
Council, represent the entire Borough and shall possess special interests
and awareness in areas that will enable the Committee to develop programs
that speak to the diversity that is High Bridge.
A.
Responsibilities. It shall be the duty of this Committee to maintain
and develop Borough programs. The Committee will nurture the consciousness
of the citizenry to the legacy of High Bridge's past while contemplating
future considerations, e.g., sustainability.
B.
The Special Events Committee shall have the following duties, as
well as other duties, as determined by the High Bridge Borough Council:
(1)
Send monthly meeting minutes to the Clerk for the committee meeting
record book.
(2)
Submit recommendations for proposed events for consideration to the
Borough Council.
(3)
Identify areas of the Borough where facilities and programs may be
required.
(4)
Review existing event programs.
(5)
Recommend priorities for event programs for budget consideration.
(6)
Identify sources of funding for events and programs.
(7)
Provide a yearly budget to Council for specific needs to successfully
conduct events/programs.
(8)
Maintain a schedule of events and forward calendar dates and website
and newsletter articles in a timely manner.
(9)
Encourage citizen involvement.
(10)
Undertake special projects as directed by the Borough Council.
C.
Events Council liaison. The Council liaison shall oversee the following
tasks and may request the assistance of Council members, Committee
members and High Bridge volunteers if needed.
(1)
Review existing event programs and recommend to Council priorities
for event programs for budget consideration.
(2)
Identify sources of funding for events and programs, manage and submit
event packet mailing to Council for approval and provide event leads
with event-specific sponsorship details when received.
(3)
Maintain yearly budget and event funding allocations and disbursements
in coordination with the Borough CFO for specific needs to successfully
conduct events/programs.
(4)
Maintain the Borough event email account and forward inquiries to
appropriate event leads.
(5)
Encourage citizen involvement.
(6)
Prepare a monthly report for the Council liaison update.
(7)
In the absence of appointed officers, may temporarily facilitate
monthly meetings.
D.
High Bridge Borough-sponsored event leads. The Committee may select
volunteer event lead(s) to manage one or more events and who shall
have the following duties as determined by the High Bridge Borough
Council:
(1)
Manage specified events with use of allocated event sponsor monies
to enable them to execute event logistics as needed.
(2)
Submit all literature, advertisements, press releases, and program
booklets to the Council liaison no later than 14 calendar days prior
to the event date for Borough approval.
(3)
Seek additional sponsor funding and in-kind donations if needed.
(4)
The event leads may request additional resources and volunteers from
partnering committees, dependent on the scope and size of the program
or event.
(5)
All inquiries for monies, reimbursements, and DPW logistics shall
be submitted via the Council liaison.
Each Committee member shall be entitled to one vote. Approval
of any matter requires an affirmative vote from the majority of the
members present, provided a quorum of four voting members are present.
The Council liaison is a nonvoting member.
If any member misses more than three consecutive meetings of
the Committee without prior authorization from the Chairperson, such
members shall be considered to have resigned from the Committee. In
addition, any member of the Committee may be removed at any time and
without cause by a majority vote of the Borough Council.
A.
Regular meetings of the Committee shall be scheduled at least monthly,
with the exception of December, at a time acceptable to the Committee
and convenient to the public in order to encourage community involvement.
Meetings shall be advertised open public meetings.
B.
Special meetings may be called at any time by the Chairperson or
three or more members; provided, however, that notification to the
public and press is made in accordance with applicable state laws
when meetings are open to the public.
In accordance with the State of New Jersey Administrative Code,
the High Bridge Special Events Committee members, if necessary, shall
be required to file disclosure statements as required by the Local
Government Ethics Law, N.J.S.A. 40A:9-22.1 et seq.
A.
The officers of the Committee shall be Chairperson and Vice Chairperson.
Other officers may be appointed as necessary to carry out the work
of the Committee.
B.
The officers shall be appointed annually by the Mayor, with the advice
and consent of Council, and nominated by the Committee. The term for
officers shall be one year only, and any officer may be reelected
to succeed himself/herself for one additional term only.
C.
The term of office shall run from January 1 and expire December 31
of each year.
A.
Duties of the Chairperson. The Chairperson shall preside at all meetings
of the Committee and provide instructions to all ad hoc committee
chairpersons. When appropriate, the Chairperson will attend meetings
of the Borough Council. In his/her absence, the Vice Chairperson will
attend and make appropriate reports to the Committee at their next
regular meeting. The Chairperson shall oversee the following tasks
and may request the assistance of Committee members if needed:
(1)
Preside at all meetings of the Committee and provide instructions
to all event leads and ad hoc event leads (nonmembers) and may delegate
duties to facilitate meeting if unable to attend.
(2)
Attend meetings of the Borough Council as it pertains to the Events
Committee.
(3)
Facilitate Committee meetings, develop agendas and meeting minutes.
(4)
Monitor the progress of event planning, monitor project timeline
and ensure tasks are completed.
(5)
Send monthly meeting minutes to the Council liaison to submit to
the Clerk for the committee meeting record book.
(6)
Submit recommendations for proposed events for consideration to the
Council liaison to submit to Borough Council.
(7)
Prepare an event list and dates for the following year for Committee
vote and approval in January.
B.
Duties of the Vice Chairperson. In the absence or disqualification
of the Chairperson, the Vice Chairperson shall assume all the duties
and responsibilities of the Chairperson.
The Committee may create such ad hoc committees as the business
of the Committee may require, each of which shall exist for such period
of time and perform such duties as the Committee may determine. Each
ad hoc committee will submit a final report to the Events Committee
upon completion of their event.
Members of the High Bridge Special Events Committee and event
leads shall serve without compensation. However, members shall be
reimbursed for expenses incurred in carrying out the duties of the
Committee with prior approval by the Borough Council.
