[Ord. 515, 5/10/1976; as amended by Ord. No. 941-2021, 1/11/2021]
The office of Borough Manager is hereby created by ordinance of the Borough of Oxford, which office may be abolished by ordinance at the discretion of Borough Council.
[Ord. 515, 5/10/1976; as amended by Ord. No. 941-2021, 1/11/2021]
Borough Council shall elect, from time to time by a majority vote of all its members, a person to fill the office of Borough Manager. Such person shall serve until the first Monday of January of the even-numbered year succeeding the appointment unless sooner removed from or vacating said office. Said office shall be filled biennially thereafter or when a vacancy shall occur. In the event of a vacancy, the person appointed to fill such vacancy shall serve until the first Monday of January of the even-numbered year succeeding his/her appointment, unless Borough Council shall designate a shorter term of said appointment.
[Ord. 515, 5/10/1976; as amended by Ord. 526, 7/10/1978; and by Ord. No. 941-2021, 1/11/2021]
The salary of the Borough Manager shall be fixed by motion of Borough Council at the annual meeting at which the ensuing year budget is adopted. In the event of a vacancy in the office of Borough Manager existing at the time of adoption of the budget, the salary of the Borough Manager shall be determined at the time the person to fill such vacancy is offered the position.
[Ord. 515, 5/10/1976; as amended by Ord. 526, 7/10/1978; and by Ord. No. 941-2021, 1/11/2021]
The Borough Manager shall be chosen primarily on the basis of proven executive and administrative abilities, with special consideration given to having performed the duties of the office of Borough Manager as outlined herein and as contained in the position description, having a demonstrated knowledge thereof and possessing a working knowledge of the Pennsylvania Borough Code. The Borough Manager shall not hold any elective governmental office and shall not be otherwise gainfully employed.
[Ord. 515, 5/10/1976; as amended by Ord. 526, 7/10/1978; and by Ord. No. 941-2021, 1/11/2021]
The Borough Manager shall give a bond to the Borough of Oxford, with a bonding company as surety, to be approved by Borough Council, in the sum of $1,000,000, conditioned upon the faithful performance of the duties of Borough Manager; the premium for said bond to be paid for by the Borough of Oxford. Such bond shall be in force and effect within 30 days after assuming the duties of Borough Manager.
[Ord. 515, 5/10/1976; as amended by Ord. 526, 7/10/1978; and by Ord. No. 941-2021, 1/11/2021]
The Borough Manager is considered an exempt at-will employee. At any regular meeting of the Borough Council, the Borough Manager, with or without cause, may be removed from office by a majority vote of all of the members of Borough Council. Written notice shall be given to the Borough Manager of such anticipated removal at least 30 days prior to the effective date of such removal; however, in the event that less than 30 days' written notice is provided, the Borough Manager will be paid regular pay for that number of days less than 30 from when notice was given or as otherwise provided in the Borough Manager's employment contract.
[Ord. 515, 5/10/1976; as amended by Ord. 526, 7/10/1978; and by Ord. No. 941-2021, 1/11/2021]
1. 
The Borough Manager shall be the chief administrative officer of the Borough of Oxford and shall be singularly responsible to the Borough Council, as a whole, for the proper, efficient and effective administration of the affairs of the Borough. Such powers and duties shall be conferred upon the Borough Manager unless such powers and duties are, by statute or ordinance, imposed or conferred upon other Borough officers or employees.
2. 
Subject to removal or revision by ordinance, the powers and duties of the Borough Manager shall include, but not be limited to, the following:
A. 
To hold the office of Borough Secretary and perform all duties of such office in addition to those assigned to the Borough Manager.
B. 
To supervise and be responsible for the activities and performance of all municipal departments and employees, except those under the direct supervision of the Mayor, and administer the day-to-day functions of Borough government.
C. 
To supervise and be responsible for implementing and administering, on a fair and equitable basis, personnel policies, procedures, programs and employee contracts which have been adopted by Borough Council from time to time, including, but not limited to, policies that pertain to harassment, discrimination, retaliation and similar matters of conduct.
D. 
To be responsible for the proper maintenance, repair, upkeep and operation of all Borough buildings, grounds and equipment.
E. 
To implement the policies and resolutions of Borough Council.
F. 
To recommend to Borough Council hiring, from time to time, an individual as a regular full-time employee. Borough Council shall, at its next regular or special meeting, consider the recommendation of the Borough Manager and shall take such action as it deems appropriate with respect to the recommendation.
G. 
To take disciplinary action, up to but not including termination, against any regular full-time employee not subject to the civil service provisions of the Borough Code or by statute, pursuant to the terms contained in an applicable employment contract, collective bargaining agreement, personnel manual or policy or practice approved by Borough Council, until the next regular or special meeting of Borough Council, at which time or thereafter Borough Council shall take such action as it deems appropriate to include, but not be limited to, suspension, discharge, reduction in position, or reinstatement with pay of such employee.
H. 
To recommend to Borough Council the discharge from employment of any regular full-time employee. Borough Council shall, at its next regular or special meeting, consider the recommendation of the Borough Manager and shall take such action as it deems appropriate to include, but not be limited to, suspension, discharge or reduction in position of such employee.
I. 
To appoint, suspend and/or remove any part-time or casual employee of the Borough. The Borough Manager shall report, at the next regular or special meeting of Borough Council, any action taken by authority of this subsection.
J. 
To prepare and submit to Borough Council by October 15 of the then-current calendar year, or such alternate date as Borough Council shall determine, a detailed line item budget for the next fiscal year prepared in conformance with the requirements of the Pennsylvania Department of Community and Economic Development Chart of Accounts for Municipalities and an explanatory budget message that includes, at a minimum, an explanation of significant changes proposed for the upcoming year compared to the current year.
K. 
To prepare and present to Borough Council, for approval, a ten-year capital spending plan which is to be updated annually in conjunction with adoption of the annual Borough budget.
L. 
To be responsible for the administration of the budget after its adoption by Borough Council and thereafter, throughout the course of the year, recommend to Borough Council adjustments to the budget to reflect changing circumstances.
M. 
To ensure that all money owed to the Borough is promptly paid, and that proper proceedings are taken for the security and collection of all claims made by the Borough.
N. 
To hold such other municipal office(s) as are not incompatible with the office of Borough Manager, in fact or in law, as approved by Borough Council.
O. 
To increase or decrease the number of Borough employees and re-align the organization and/or function of Borough staff and departments as Borough Council may direct from time to time.
P. 
To attend all regular meetings of Borough Council, with the right to take part in discussions, and to attend such committee meetings, executive sessions or special meetings of Borough Council as Borough Council may direct.
Q. 
To prepare a draft agenda for each Borough Council meeting, for approval by the President of Borough Council, and to provide documentation and information to support discussion and deliberation of the items included on the agenda.
R. 
To regularly keep Borough Council timely informed of: 1) matters pertinent to the delivery of Borough services, 2) the conduct of business provided by Borough employees, and 3) the status of the financial condition of the Borough. Quarterly, or more often at the direction of Borough Council, the Borough Manager shall submit reports which detail the condition of Borough finances and such other reports as Borough Council may request and make related recommendations to Borough Council, as necessary.
S. 
To be the designated liaison with local civic organizations, business groups and other similar organizations; to promote and explain the goals, objectives, programs and priorities established by Borough Council; and to regularly report to Borough Council the goals, objectives, programs and priorities established by such organizations.
T. 
To submit to Borough Council, as soon as possible after the close of the fiscal year, a complete reconciled report of the financial condition of the Borough for the prior fiscal year, to include the beginning and ending balances of all accounts and budget line items for the year then ended.
U. 
To submit to Borough Council, as soon as possible after the close of the fiscal year, a report which provides a narrative description of the overall state of the Borough and establishes or recommends to Borough Council goals, objectives, programs and priorities to be pursued during the ensuing year. The focus of the report should be on nonmonetary matters that impact the health, safety, welfare and quality of life within the community.
V. 
To make certain that all terms and conditions in favor of the Borough contained in any public law, public utility franchise, permit or contract are faithfully kept and performed and to report any deviations to Borough Council.
W. 
To routinely pursue grant opportunities, with approval of Borough Council, that support and further the priorities established by Borough Council related to capital projects, in particular, and other programs established by Borough Council, and to keep Borough Council informed of new opportunities and the status of such applications.
X. 
To employ, with prior approval of Borough Council, experts and consultants (except for the Borough Solicitor) to perform work, provide advice and render services in connection with any of the functions of the Borough and to provide Borough Council, at least quarterly, with a report describing the effectiveness of such experts and consultants. The Borough Solicitor shall be employed by and report directly to the Borough Council.
Y. 
To communicate and cooperate with Borough Council at all times in a manner that serves the best interests of the Borough and its residents, in general, in order to establish and maintain a sense of civic pride and community wellbeing.
Z. 
To develop a process by which all complaints and criticisms brought to the attention of the Borough Manager regarding services offered by the Borough or interactions with Borough employees relative to Borough matters are investigated and resolved in a timely fashion. A written report describing each complaint or criticism shall be provided to Borough Council. In addition, complaints about the performance of the Borough Manager will be transmitted immediately and directly to the President of Borough Council.
AA. 
To attend seminars, workshops and meetings offered by accredited agencies, subject to approval of Borough Council, at the Borough's expense, related to matters of Borough management and the duties and responsibilities of the office of Borough Manager, and thereafter to make a report to Borough Council.
[Ord. 515, 5/10/1976; as amended by Ord. No. 941-2021, 1/11/2021]
Subject to approval of Borough Council, the Borough Manager shall designate, in writing, an employee of the Borough who shall exercise the powers and duties of the office of Borough Manager, for a period not to exceed 30 days, during such times when the Borough Manager is unable to exercise the duties of his/her office. If such absence or disability shall extend, or is anticipated to extend, for a period of more than 30 days, Borough Council may appoint a person to serve as acting Borough Manager until such time as the appointed Borough Manager resumes regular duties.
[Ord. 515, 5/10/1976; as amended by Ord. No. 941-2021, 1/11/2021]
The Mayor may delegate to the Borough Manager any nonlegislative and nonjudicial powers and duties associated with the office of Mayor, but only with the approval of Borough Council.
[Ord. 515, 5/10/1976; as amended by Ord. 526, 7/10/1978; and Ord. No. 941-2021, 1/11/2021]
Except for the purpose of inquiry, Borough Council and its committees and members shall address administrative matters solely through the Borough Manager. Neither individual Borough Council members nor any committees or appointees of Borough Council shall give directives or orders, either publicly or privately, to the Borough Manager or to any subordinate of the Borough Manager, consultants, appointed professionals (not including the Borough Solicitor) or others, except in matters of dire necessity or emergency. Notwithstanding the foregoing, Borough Council may, from time to time, by majority vote, designate the President of Borough Council, or another member of Borough Council as circumstances may dictate, as the sole and exclusive point of contact with the Borough Manager for the purpose of communicating such directives and assignments as determined by Borough Council.