[Adopted 2-14-2013 by Ord. No. 2013-2; amended in its entirety 2-8-2024 by Ord. No. 2024-006]
The High Bridge Special Events Committee shall advise the Borough
Council with regard to development, coordination, and conducting of
special events within the Borough of High Bridge. It shall have no
authority to act without the authorization of the Borough Council.
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.
A.
The Committee shall consist of seven members appointed by the Mayor with the advice and consent of the Borough Council, except for the ex officio members as set forth in Subsection D below.
B.
Committee members shall be residents of the Borough or own a business
in the Borough.
C.
The members of the Committee shall be appointed to a three-year term,
except that the terms of the initial members shall be staggered. As
a result, the initial appointments shall be two members to a one-year
term, two members to a two-year term and three members to a three-year
term. Thereafter, all appointments shall be for a three-year term.
D.
The Mayor, and Borough Council President, and a Borough Councilperson
liaison, who shall be appointed by the Mayor, shall be an ex officio
member of the Committee and may serve for a term concurrent with their
elected office. A Borough Councilperson appointed by the Mayor to
be a liaison to the Committee also shall be an ex officio member of
the Committee and may serve for a term beginning January 1 and expiring
December 31 of that year.
Each Committee member shall be entitled to one vote. The ex
officio members may actively participate in all business and decisions
of the Committee but shall not be voting members of the Committee.
Approval of any matter requires an affirmative vote from the majority
of the members present, provided a quorum of four voting members is
present.
If any voting member misses more than three consecutive meetings
of the Committee without prior authorization from the Chairperson,
the member shall be considered to have resigned from the Committee.
The resignation shall be noted in the Committee minutes which shall
indicate the reason for the resignation, and the Chairperson shall
notify the Mayor, in writing, about the vacancy. In addition, any
member of the Committee may be removed at any time with or without
cause by a majority vote of the Borough Council.
A.
Regular meetings of the Committee shall be scheduled at least monthly
at a time acceptable to the Committee. Meetings are closed to the
public, except for advertised open public meetings. Individuals who
are not members can be invited to attend by a member of the Committee
with advance invitation by the Chairperson or acting Chairperson.
B.
Special meetings may be called at any time by the Chairperson or
four members of the Committee not including the ex officio 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.
C.
All meetings shall be held at Borough Hall or upon approval of the
Administrator through audio-visual meetings on a platform determined
by the Borough.
A.
Duties of the Chairperson. The Chairperson shall preside at all meetings
of the Committee. When appropriate, including but not limited to when
requested by the Mayor, the Chairperson will attend meetings of the
Borough Council.
B.
Duties of the Vice Chairperson. In the absence, vacancy, or disqualification
of the Chairperson, the Vice Chairperson shall assume all the duties
and responsibilities of the Chairperson.
C.
Duties of the Secretary. The Secretary shall keep or cause to be
kept a book of minutes of all meetings of the Committee. The Secretary
shall prepare agendas under the direction of the Chairperson and shall
give notice of regular and special meetings of the Committee. The
Secretary shall forward all approved meeting minutes to the Borough
Clerk monthly.
The Chairperson of 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. The Chairperson shall appoint the members of the ad
hoc committee. Each ad hoc committee will submit a final report to
the Committee upon completion of its event or other assignment.
A.
Members
of the Committee shall serve without compensation.
B.
Members
of the Committee shall be reimbursed for expenses incurred in carrying
out the duties of the Committee as approved by the Borough Council.
A request for preapproval of available funds must be made in writing
to the Borough Finance Department prior to the expenditure.
A.
Committee
members shall review and sign any Council-approved code of conduct
documents required for Borough volunteers prior to involvement with
any Borough or other Committee business. Failure to do so shall result
in removal from the Committee.
B.
Council-approved
code of conduct documents shall be furnished by the Clerk and the
signed documents shall be provided by the members to the Clerk.
