[HISTORY: Adopted by the Mayor and Borough Council of the
Borough of Berlin 8-13-2015 by Ord. No. 2015-18;[1] amended in its entirety 6-16-2016 by Ord. No. 2016-13. Subsequent amendments
noted where applicable.]
[1]
Editor’s Note: This chapter was originally enacted as
Ch. 65 but was renumbered to fit the alphabetic sequence of the Code.
The Borough of Berlin has several major events each year including
Christmas, New Years, Fall Fest, fourth of July and Memorial Day celebrations
and more. Each event is organized by different organizations that
sponsor said events as sanctioned by our governing body. For example,
the Berlin Inter-Community Celebration Association (ICCA) hosts the
fourth of July celebration for both Berlin Borough and West Berlin.
They have been doing so for over 60 years. Other nonprofits, such
as the Berlin Rotary, sponsor events as well. Berlin residents have
been fortunate to have such great organizations sponsor the Borough's
most important events for our community. Smaller events are also held
throughout the year, including the Car Show and a new, annual Berlin
Borough Community Yard Sale, which was a great success. It is in this
tradition that the Celebration Advisory Committee was conceived; to
bring people, resources and the community together in celebration
throughout the year in order to enhance the spirit within our community.
The Berlin Borough Celebration Advisory Committee is hereby
established as a permanent committee of the Borough Council. Its purpose
is to establish a Celebration Advisory Committee (CAC) by the Borough
of Berlin Council that will function to help facilitate the creation
of new events and activities, as may be sanctioned by the governing
body and the Celebration Advisory Committee, to increase community
spirit and cohesiveness of our community.
A.
The
mission of the CAC is to create a "Citizens" Celebration Committee
in order to help create, develop, promote and enhance "new" activities
and events throughout the year in the Borough of Berlin. The CAC will
also work together in partnership with existing organizations and
the governing body to aid in the success of already major sponsored
events to increase support for those organizations and events if needed.
B.
The
formal creation of a Citizens Celebration Committee would consist
of no greater than 25 Berlin residents who are individuals who would
volunteer to serve on the Committee for a period of three years and
would develop, plan, promote and host "new" activities and events
within the Borough of Berlin.
C.
The
mission includes the creation of events for the Borough of Berlin,
with the long-term goal of having at least one town-wide event each
month throughout the year, with several smaller events as may be determined
by the CAC and governing body without conflicting with already major
sponsored Borough events.
As used in this chapter, the following terms shall have the
meanings indicated:
The governing entity of the Borough of Berlin.
Chief Administrative Officer for the Borough of Berlin.
The Celebration Advisory Committee.
The person who has been appointed pursuant to § 6-6 as head of the Committee.
The Municipal Council of the Borough of Berlin.
A.
Subject
to the provisions of this chapter, the Borough of Berlin CAC shall:
(1)
Develop a draft plan for consideration and approval of community
events for consideration by Council.
(2)
On behalf of the Borough and with approval of the Council and Borough
Administrator, initiate and oversee fundraising activities for all
activities and events planned by the CAC.
(3)
On behalf of the Borough, oversee and direct the implementation of
approved projects, events, and activities.
A.
The
Committee will consist of up to 25 members, appointed by the Borough
Council as follows:
(1)
Up to 21 Berlin Borough citizens-at-large shall be selected by the
Celebration Advisory Committee.
(2)
Council will appoint a Chairperson and Vice Chairperson for the Committee
who will also be members of the Committee.
(3)
The Chairperson and Vice Chairperson shall serve a three-year term.
(4)
During the creation of the Committee, members selected shall have
the following terms:
(a)
Up to eight members will serve a one-year term.
(b)
Up to eight members will serve a two-year term.
(c)
Up to nine members will serve a three-year term.
(d)
The Chair and Vice Chair shall make up two of the nine members selected
for the first three-year term.
(e)
Each year, members whose terms have expired will be replaced or nominated
for another full three-year term in accordance with this section.
(5)
The Chairperson and Vice Chairperson shall nominate and appoint a
Treasurer and Secretary upon the approval of the Borough Council,
who will also be members of the Committee.
(6)
If one or more of the positions on the Celebration Advisory Committee
is not filled or becomes vacant, the Celebration Advisory Committee
may continue with fewer members.
(7)
Membership in the CAC is voluntary, and no remuneration will be paid
for serving as a member.
The Celebration Advisory Committee will follow these procedures
to conduct its business:
A.
The
Committee will meet at the call of the Chair.
B.
The
Committee will meet monthly, on the third Monday of the month, unless
otherwise determined by the Committee.
C.
A
quorum for the Committee will be met with a minimum of half of the
existing duly appointed members present.
D.
If
the Chair is not in attendance, then the Vice Chair shall act as the
presiding officer for that meeting.
E.
If
both the Chair and Vice Chair are not in attendance, then members
of the Committee shall choose among themselves a member to act as
the presiding officer for that meeting.
F.
The
Committee will solicit input from the public.
H.
The
Borough will include in its calendar of events all meeting dates and
locations of the Committee.
I.
The
Borough will post within a reasonable timeframe a copy of the meeting
minutes on the Borough website.
J.
The
Borough will set up a single web page in a subdirectory of the main
Borough website solely for the use of the Celebration Advisory Committee
for announcements, events, and media related to events held by the
Celebration Advisory Committee.
K.
The
Borough will find a suitable location to support the monthly meeting
in a venue capable of holding a minimum of 25 people.
All projects, activities, and events shall be self-funded by
the Committee through self-fundraising efforts and/or as follows:
A.
The
Council may financially support any sanctioned project, activity,
or event.
B.
Administrative
support will be provided by the Borough Administrator or his/her designee.
C.
The
Treasurer will maintain and keep record of all income and expenditures
following standard accounting practices and as prescribed by New Jersey
law.
D.
The
Treasurer will provide the Committee with a written report at each
meeting outlining all income, expenses, and balances of all capital
accounts.
E.
The
Treasurer shall submit receipts for any and all expenditures to the
Committee, to be stored at a location to be determined by Council
with a copy to the Borough's Chief Financial Officer.
F.
The
Council will establish a separate Celebration Advisory Committee account
in its general ledger for the collections and spending of money solely
to be allocated and used by the Celebration Advisory Committee, to
be administered by the Treasurer and overseen by the Borough's
Chief Financial Officer.
G.
Allocation
of any funds from the Celebration Advisory Committee must be approved
by a majority of a quorum of the Committee and Council.
