(A) Generally. Subject to recall by ordinance, the powers and duties of the Manager shall include the following:
(1) He or she shall supervise and be responsible for the activities of all municipal departments except the Police Department. The Mayor is authorized to delegate his or her control over the Police Department to the Manager only if such department is not contracted for services;
(2) Be responsible for borough payroll;
(3) He or she shall prepare and submit to the Council, before the end of any fiscal year, a budget for the next fiscal year;
(4) He or she shall be responsible for the administration of the budget after its adoption by the Council;
(5) He or she shall attend all meetings of the Borough Council and of its committees, with the right to take part in the discussion, and he or she shall receive notice of all special meetings of the Council and of its committees;
(6) He or she shall prepare the agenda for each meeting of the Council and supply facts pertinent thereto;
(7) He or she shall keep the Council informed as to the conduct of borough affairs and submit monthly reports on the condition of the borough finances and such other reports as the Council shall request and shall make such recommendations to the Council as it deems necessary;
(8) He or she shall submit to the Council, as soon as possible after the close of the fiscal year, a complete report on the financial and administrative activities of the borough for the preceding year;
(9) He or she shall see that the provisions of all franchises, leases, permits and privileges granted by the borough are observed;
(10) He or she may employ, by and with the approval of the Council, experts and consultants to perform work and to advise in connection with any of the functions of the borough;
(11) He or she shall attend to the letting of contracts in due form of law, and he or she shall supervise the performance and faithful execution of the same except insofar as such duties are expressly imposed upon some other borough officer by statute;
(12) He or she shall see that all money owed the borough is promptly paid and that proper proceedings are taken for the security and collection of all of the borough’s claims;
(13) He or she shall be the purchasing officer of the borough and shall purchase in accordance with the provisions of the borough code, all supplies and equipment for the various agencies, boards, departments and other offices of the borough. He or she shall keep an account of all purchases and shall, from time to time or when directed by the Council, make a full written report thereof. He or she shall also issue rules and regulations, subject to the approval of the Council, governing the requisition and purchasing of all municipal supplies and equipment;
(14) He or she shall cooperate with the Borough Council at all times and in all matters that the best interests of the borough and of the general public may be maintained; and
(15) All complaints regarding services or personnel of the borough shall be referenced to the office of the Manager. He or she or an officer designated by him or her shall investigate and dispose of such complaints, and the Manager shall report thereon to the Council.
(B) Purpose. The Borough Manager is the chief administrative officer of the borough. The Manager is appointed by the Borough Council and serves at the pleasure of the Council. The Borough Manager also serves as Borough Council Secretary and Treasurer and is responsible for sewer and refuse administration.
(C) Scope of authority. Responsible for overall day-to-day borough operations and activities.
(D) Duties and responsibilities.
(1) Supervision of all personnel except police officers in coordination with the Borough Council Personnel Committee;
(2) Administer and manage the daily operations of the borough, which involves finances, budgetary control, personnel, purchasing, general services and public relations. Responsible for office operations, highway maintenance, buildings and grounds, sanitation, planning and zoning and code enforcement, sewer and refuse;
(3) Review needs of personnel, space and equipment and implement policies and regulations while adhering to budgetary constraints and committees;
(4) Provide assistance in research, planning development and coordination to all departments, official boards, agencies and commissions;
(5) Report regularly to the Council all matters pertaining to activities affecting each board, keeping them apprised of vital situations and financial conditions and make recommendations as required;
(6) Maintain good working relations with the Police Chief and his or her employees;
(7) Maintain good rapport with the Council members, Mayor, commission members, Engineer, Solicitor and the various organizations within the borough (Fire Department, ambulance association, library and the like);
(8) Handle and attempt to rectify complaints from citizens and customers;
(9) Chief administrative officer for the non-uniform pension plans;
(10) Prepare agenda for regular meetings and special meetings as necessary;
(11) Attend all Council and committee meetings, caucus and work sessions and the various commission meetings as necessary;
(12) Prepare the annual budget for the various funds and submit to PennDOT, DEP and DCED;
(13) Complete and/or prepare various reports required by the state and federal governments for funding (utility realty tax, pension allocations, actuarial information, liquid fuels and the like);
(14) Work closely with Engineer and Solicitor;
(15) Apply for and administer state and federal grants;
(16) Oversee projects to assure compliance with regulations and that work is completed in an efficient and timely manner;
(17) Manage all funds by approving and classifying all expenditures, classifying revenues and keeping idle funds invested;
(18) Prepare invoices for services rendered and reimbursable expenses;
(19) Responsible for quarterly billing and final billing for refuse and sewer usage;
(20) Prepare requisitions to the trustee for payment of invoices from funds established in bond issues;
(21) Monitor the provisions of all franchises, leases, permits and privileges granted by the borough and authorities are adhered to;
(22) Represent the various entities in a professional manner;
(23) Prepare for and represent entities in litigation;
(24) Negotiate employment contracts and disseminate vital information to negotiating team;
(25) Prepare specifications for purchase of materials, supplies and equipment when necessary;
(26) Interview applicants for employment;
(27) Conduct performance evaluations;
(28) Assist auditors in data collection for all funds;
(29) Investigate methods of expense reduction;
(30) Negotiate with various suppliers and contractors;
(31) Attend informational conferences and seminars to remain aware of the latest changes in legislation and consequences for noncompliance to new regulations;
(32) Prepare newspaper advertisements for bidding, meeting announcements and changes and display ads;
(33) Disseminate information to constituents regarding regulatory policies, scheduled services, taxation and public meetings;
(34) Supply pertinent information to the news media when requested;
(35) Assure that minutes are recorded of all public meetings, copies distributed to members as required and original minutes are kept in a safe place;
(36) Subject to call 24 hours per day;
(37) Receive and abate complaints from the citizens;
(38) Resolve problems that arise throughout the borough; and
(39) Any other assignment given by the Borough Council.
(E) Reports to Borough Council. Manager reports to Borough Council.
(F) Reports to Manager. Administrative assistants, Recreation Director, department supervisors and employees.
(G) Personal characteristics. Cheerful, pleasant, ability to deal with variety of age groups, temperaments and background, like to deal with the public, able to accept criticism and capable of dealing with stress.
(H) Other responsibilities and job description.
(1) Borough Treasurer.
(a) Shall receive all revenue due borough from various sources and deposits to proper accounts;
(b) Receive and reconcile all bank statements;
(c) Prepare monthly receivable showing all revenue received;
(d) Prepare bi-monthly accounts payable for Council’s approval;
(e) Prepare checks approved by Council for payment;
(f) Prepare bi-weekly payroll including all payroll taxes and all tax and employee reporting forms;
(g) Assist Borough Finance Committee on preparing annual budget;
(h) File budget reports to all required agencies;
(i) Handle all correspondence associated with Treasurer’s job;
(j) File all correspondence associated with Treasurer’s job; and
(k) Prepare and send O.P.T. tax collected by borough as described by borough regulations. Attend monthly Council meetings and answer questions on reports prepared for Council.
(2) Recording Secretary.
(a) Shall take minutes of all Council meetings and transcribe for Council’s approval; and
(b) Prepare monthly agenda.
(3) Borough Secretary.
(a) Shall be appointed by Borough Council;
(b) Shall handle mail received in borough office;
(c) Shall forward mail to proper person or committee;
(d) Shall answer all correspondence as required; and
(e) Shall maintain all file and records for borough including sewer and refuse.
(2006 Code, § 1-217) (Res. 5/18/2000, passed 5-18-2000, § 707; Ord. 2006-3, passed 7-10-2006; Ord. 2014-4, passed 5-14-2014)