Borough of Spring Grove, PA
York County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Borough Council of the Borough of Spring Grove 8-2-1999 by Ord. No. 5-1999 (Ch. 37 of the 1985 Code). Amendments noted where applicable.]
The Council of the Borough of Spring Grove (Borough Council) hereby creates the Spring Grove Area Community Center Recreation Board (Board), for the purpose of operating the Borough's Community and Recreation Center (Center).
The Board shall consist of nine members, each of whom shall be appointed by the Borough Council. Borough Council shall consider recommendations of the Board to fill vacancies on the Board, but Borough Council shall have the right to make the appointment. Each Board member shall serve for five years, and there shall be no limit on the number of terms which can be served, upon reappointment by Borough Council. All terms shall expire at the first meeting of Borough Council of the calendar year five years after appointment. Any vacancy resulting from the expiration of a term shall be filled at the same meeting, or as soon as practicable thereafter. In the event that a vacancy occurs during an unexpired term, then Borough Council shall make an appointment to fill that vacancy as soon as practicable, and that appointment shall be for the remaining unexpired term of the vacancy for which the appointment is made. The initial membership of the Board shall be appointed by Borough Council on a staggered schedule. Each initial appointee shall serve until the first meeting of the calendar year which is designated as the year of the expiration of his or her appointment: one member to 2000; two members to 2001; two members to 2002; two members to 2003; and two members to 2004.
The Board shall annually, at their first meeting each year, elect a Chairperson, Vice Chairperson, Treasurer, and Secretary. No one person shall fill more than one of those offices at the same time. There shall be no limit to the number of terms of an office held by an individual, except that those offices shall be filled by election annually.
A. 
The Board's fiscal year shall be a calendar year.
B. 
The Board shall be responsible for creating and approving an operating budget, which budget shall also be approved by Borough Council. The budget shall be submitted to Borough Council for approval by no later than September 15 of each year, so that Borough Council can incorporate the expenditures in the approved budget of the Board in its annual operating budget.
C. 
The operating budget of the Board shall be paid from the recreation fund of the Borough. All bills shall be paid through the Borough office and shall be reported monthly to the Board and Borough Council, and other bills representing unbudgeted obligations, or any expenses in excess of those budgeted items, shall be paid only with the approval and authorization of the Board and Borough Council.
[Amended 9-5-2006 by Ord. No. 2-2006]
D. 
The Board shall have the power to set or levy such fees for use of its facilities as it deems appropriate, subject to approval of such fees by Borough Council.
E. 
The Treasurer shall be empowered to receive all or any funds contributed to or paid to the Board for the use of the Center, along with any and all funds that are designated as program or grant money for the Center.
F. 
Such funds shall be given by the Treasurer to the Borough Manager on a timely basis. A suitable set of records shall be retained to record the funds received by and turned over to the Borough Manager. A record shall be kept by the Borough Manager which will reflect payments made for budgeted items against the categories designated within the adopted budget.
[Amended 9-5-2006 by Ord. No. 2-2006]
G. 
As used in this chapter, the term "operating budget" shall include all funds budgeted for operation, maintenance, and capital improvements to the Community Center, as well as all projected fees, revenues, grants, or other program money, from whatever source.
H. 
The Board's Treasurer or duly appointed keeper of the financial books of the Board shall issue a monthly treasurer's report, a copy of which shall be provided to the Borough Manager.
I. 
All financial records of the Borough shall be audited in the first quarter of the following year by independent auditors appointed by Borough Council.
J. 
The Treasurer shall be bonded by and through the Borough, and at the Borough's expense.
A. 
The Board shall create such committees as it deems necessary to conduct its business, but at a minimum shall create the following committees:
(1) 
Finance Committee. This committee shall work in cooperation with the Director of the Center and the Treasurer of the Board, and shall review and study anticipated income or revenue from all sources, and shall advise the Board on such amounts of income or revenue as are needed to meet the anticipated needs of the Center, as well as suggesting means of raising such revenues.
(2) 
Buildings and Grounds Committee. This committee shall exercise supervision over the care and control of all buildings, grounds, and equipment of the Center, subject to final approval by the Board. It shall further be the responsibility of this committee to recommend insurance coverage, and to obtain insurance, for buildings and property of the Center, as well as liability insurance, subject to approval by the Board. This committee shall also be responsible for recommending to the Board any structural additions, removal, or alterations to the buildings or grounds, which must be approved by the Board and also by Borough Council prior to commencing work, or, where required or appropriate, putting the work out for bid. In the event that any expenses, whether operating, maintenance, capital, or emergency projects, shall be deemed by the committee to be necessary, which will exceed the budget for the appropriate category, then, upon recommendation of the committee, the Board must approve such project. The project then must be submitted to Borough Council for approval. The committee or the Board shall present to Borough Council a work order for such project which shall show, in detail, the estimated cost of the project. Any work order of less than $500 may be approved by the Board. However, any proposed expenditures in excess of the approved annual budget of the Board must be approved by Borough Council prior to the excess funds being committed by the Board.
(3) 
Publicity and Promotion Committee. This committee shall be responsible for any preparation of publicity releases to the media, and the preparation of material for promoting the Center, subject to approval by the Board. The committee shall also supplement the budget and give recommendations to the Board for fund-raising projects and make recommendations to the Board for persons in the community to assist in or to chair such projects. This committee shall be responsible for any newsletter and the program brochure.
[Amended 9-5-2006 by Ord. No. 2-2006[1]]
[1]
Editor's Note: This ordinance also repealed former Subsection A(3), pertaining to the Programs Committee, and redesignated former Subsection A(4) as Subsection A(3).
(4) 
Special Events Committee. This committee shall be responsible for recommending, planning and initiating special events to the Director of the Center, and the Board shall take final action upon such recommendations.
[Added 9-5-2006 by Ord. No. 2-2006]
B. 
The Board shall have the authority to create any other committees which it deems appropriate. Committees shall be appointed pursuant to procedures established by the Board, and can consist of members who are not members of the Board, so long as there is at least one member of the Board on each committee, and so long as the committee members consist of people who live within the Spring Grove Area School District.
C. 
It shall be the responsibility of the Board to implement rules and operating procedures for the actual operation of the Board, its committees authorized in this section, or any other committees created by the Board.
D. 
Minutes shall be kept of all committee and Board meetings and shall be provided to the Borough Manager.
[Amended 9-5-2006 by Ord. No. 2-2006]
E. 
The hiring or firing of the Director of the Center shall be subject to the final approval of the Borough Council. All other personnel matters shall be at the discretion of and handled by the Board.
[Amended 9-5-2006 by Ord. No. 2-2006]
A. 
The Board shall hold meetings at least once a month and at such other times and on a schedule to be established by the Board from time to time. Notice of meetings shall be advertised and, to the extent possible, shall be established on a fixed schedule for the year at the first meeting of the Board and at the first meeting of each calendar year thereafter, and the annual schedules shall be advertised concurrently with the Borough's annual public meeting notice prepared by the Borough Manager.
[Amended 9-5-2006 by Ord. No. 2-2006]
B. 
Meetings of the Board shall be regulated by the Sunshine Law.[1]
[1]
Editor's Note: See 65 Pa.C.S.A. § 701 et seq.