Borough Manager

Job Summary Manages the administration of Swarthmore Borough, assuring a high level of service to borough residents, businesses and others. Assures compliance with laws, regulations, and ordinances within budgetary and staffing constraints. Current Personnel Directly Supervised Office Secretary Administrative Assistant/Bookkeeper Public Works Supervisor Other Titles/Functions: Borough Secretary, Chief Administrative Officer of the Borough’s Pension Plans. Potentially, , Zoning Officer, Code Enforcement Officer. Organizational Relationships The Borough Manager reports to the Borough Council and works closely and in cooperation with the Mayor and professional advisors including the Solicitor, Engineer, Auditor, Actuary, and Tax Collector, and in coordination with the Chief of Police. Works with Planning Commission, Environmental Advisory Council, Zoning Hearing Board, Human Relations Commission, Civil Service Commission, Borough Authority, Tree Committee and other committees or entities as directed by Council. Negotiates with and provides direction to consulting engineers and contractors to accomplish special studies and projects. The manager maintains positive relationships and liaises with officials and members of other municipalities’ governments, PennDOT, PECO, AQUA PA., Swarthmore College, and the Central Delaware County Authority. Also represents Swarthmore on the Crum and Ridley Creeks Council of Governments (COG). Principal Challenges and/or Decisions • Manages the business affairs and provision of services for the Borough including responsibility for administration, sanitation, highway, parks and grounds, and buildings functions. • Attends/staffs Borough Council work sessions and legislative meetings and certain Council Committee meetings. BOROUGH OF SWARTHMORE JOB DESCRIPTION: BOROUGH MANAGER 2 • Prepares the annual Borough Budget, forecasting revenue and expenditures; obtains expenditure estimates for special studies and projects; works closely with Finance Committee as well as individual council members to determine program and project priorities and bring forecasted expenditures within limits of forecasted revenues. • On a monthly/ongoing basis reviews actual expenditures versus budgets; determines whether expenditures for specific items need to be delayed or modified based on revenue/expense position; audits correctness of departmental charges. • On a monthly basis reviews cash flow and cash need projections and determines how to invest cash reserves for the borough and ensures compliance with Borough Investment Policy. • Recommends to appropriate council members the need for special maintenance and construction related to buildings, streets, sidewalks, curbs, sanitary or storm sewers, parks and grounds, and other borough property; works with and directs consulting engineers to plan and design projects; presents plans to council; supervises the preparation of bidding documents and advertising for bids and reviews with Borough Solicitor. o In conjunction with appropriate council members, recommends acceptance of particular bids based upon cost, contractor’s competence, anticipated quality and ability to complete job, etc.; participates in contract preparation and reviews with Solicitor; oversees construction and authorizes payment when contract is satisfactorily executed. • Plans and directs the maintenance and cleaning of all borough property including streets, curbs, sidewalks, traffic control equipment, sanitary and storm sewers, street lighting, buildings, etc. This includes the planning, scheduling, and overseeing of major jobs beyond the capability of the Public Works Department. • Directs and supervises tree removal and replacement program; directs annual leaf removal. Directs special tree planting on borough property. • Administers Borough solid waste program (trash and recycling) to ensure compliance with all state and federal regulations, including recycling regulations; prepares bid documents. BOROUGH OF SWARTHMORE JOB DESCRIPTION: BOROUGH MANAGER 3 • Administers Borough’s compliance with the National Pollutant Discharge Elimination System (NPDES) Municipal Separate Storm Sewer System (MS4) permit, including ongoing public education regarding storm water management. • Reviews, or coordinates the review, of all building permit applications for compliance with Swarthmore Zoning Code. Attends or staffs meetings of the Swarthmore Zoning Hearing Board. • Reviews, or coordinates the review of all applications for Subdivision, Land Development and Conditional Use for compliance with applicable laws. Is responsible for coordination of review with Swarthmore Planning Commission, Delaware County Planning Commission, Swarthmore Environmental Advisory Council, Delaware County Conservation District, and professionals (including but not limited to Borough Engineer and Borough Solicitor) as needed. • Works with Borough Council and the Planning Commission to accomplish goals outlined in our Comprehensive Plan. • Serves on the Traffic Advisory Committee; assists Chair with setting agenda. • Acts as purchasing agent for materials, equipment, and services. This involves keeping abreast of and evaluating what is available for borough purposes including through Cooperative Purchasing; selecting suppliers and products on the basis of least cost consistent with quality and reliability. Services purchased include insurance policies for liability, employee health, maintenance, fire, etc. • Maintains a current knowledge of and enforces borough ordinances; provides counsel, interpretation and direction to residents, contractors, etc. regarding ordinance requirements and needs for compliance. • Maintains contact with Borough representative to the Central Delaware County Authority to represent the borough in directing the management of the authority. • Writes articles for local newspaper to explain situations, opportunities and problems of concern to citizens and to suggest and promote appropriate community action. Directs the Office Secretary regarding updates to Borough website and social media sites. • Identifies State and Federal grant opportunities available and other funding opportunities to the Borough and prepares such grants on a timely basis, or assists others in doing so. BOROUGH OF SWARTHMORE JOB DESCRIPTION: BOROUGH MANAGER 4 • Coordinates meetings of the Borough Pension Committee. Assures completion of required pension reports, including semi-annual Act 205 Reports and annual MMOs. Serves on Pension Committee as non-uniformed employee’s representative. Principal Accountabilities • To assure provision of efficient services to borough residents and businesses within budget costs. • To provide a positive point of contact with our residents, businesses and other stakeholders, solving problems and creating a can-do atmosphere. • To manage the Borough’s budget and assist in achieving reasonable investment income. • To keep abreast of and recommend to council members opportunities to improve efficiency and effectiveness of borough operations and the health, safety, and environmental condition of the borough. • To assure equitable and uniform administration of building, plumbing and zoning ordinances. • To assure proper planning and execution of major construction and maintenance projects. • To identify and apply for grants.