1 STAFF REPORT
DATE: April 9, 2024
TO: Justin Hess, City Manager
FROM: Betsy McClinton, Management Services Director
BY : Anna Ter-Yegishyan, Administrative Analyst II
SUBJECT: Adoption of a Resolution Approving the Establishment of the Salary and
Conflict of Interest Code Designation for the Classification of Contracts Administrator and Adoption of a Resolution Approving the Citywide Salary Schedule
RECOMMENDATION
1. Adopt A RESOLUTION OF THE COUNCIL OF THE CITY OF BURBANK
APPROVING THE ESTABLISHMENT OF THE SALARY AND CONFLICT OF
INTEREST CODE DESIGNATION FOR THE CLASSIFICATION OF CONTRACTS ADMINISTRATOR (Attachment 1).
2. Ad opt A RESOLUTION OF THE COUNCIL OF THE CITY OF BURBANK APPROVING THE CITYWIDE SALARY SCHEDULE (Attachment 2).
BACKGROUND
Pursuant to Civil Service Rule I, Section 4, the Civil Service Board (CSB) approved the establishment of the title and specification for the classification of Contracts Administrator at their regularly scheduled meeting on March 6 , 202 4. The Management Services Department (Department) requests that the Council establish the respective salary and Conflict of Interest Code designation for this classification.
The Financial Services Department (FS) is proposing to create a new classification titled Contracts Administrator. The proposed classification would support the oversight of vendor agreements Citywide, assisting all departments with the successful handling of a range of contracts, within a defined threshold and in coordination with established guidelines set forth by the City Attorney’s Office (CAO).
Additionally, per California Public Employees’ Retirement System (CalPERS) regulations, the Department requests that the Council adopt a resolution approving the updated Citywide Salary Schedule, which includes the proposed salary for this classification.
MANAGEMENT
SERVICES
2 DISCUSSION
City contracts, including Professional Services Agreements (PSA ), Classroom Training Agreements (CTA), and others, are currently created from existing templates maintained and updated by the CAO. Contracts are drafted by the issuing department per standards set by the CAO and the FS. The contract is then routed to the vendor and key individuals in the City for review and signature. Many of the contracts generated Citywide are not required to be reviewed by the CAO due to existing standards; however, all contracts are reviewed by FS, specifically by the City’s Buyers assigned to each department. A significant amount of time is spent on contract management by FS and the CAO for review of more complex contracts. As a result, the FS and CAO have identified the need to create a Contracts Administrator classification. This new classification will be housed in FS but will coordinate assigned contracting efforts with both the Purchasing Manager and the respective City Attorneys.
The Contracts Administrator will be responsible for administering routine agreements/contracts, with low dollar values and low risk profile, along with other miscellaneous agreements/contracts. The Contract Administrator’s focus will be repeat, standardized terms and conditions attached to various inventoried product quotes and repetitive annual acquisitions, such as general services (non- professional) and professional services under $100,000. The Contracts Administrator will act as an advisory to various City departments, evaluate the efficiency and effectiveness of service delivery methods and procedures, and ensure continuity of contract requirements. In addition, the Contracts Administrator will have specialized knowledge in contract administration; therefore, benefitting the City by having a knowledgeably and centralized point of contact.
This establishment will not only allow the CAO to concentrate on more complex contracts with a higher risk profile and dollar value but will also alleviate workload from the CAO and the City’s Buyers while creating a more efficient process overall.
A salary survey was conducted and while there were similar positions, there were no comparable positions. T herefore, the monthly salary range for the classification of Contracts Administrator was established by reviewing the essential functions and internal relationships within FS to maintain consistency and internal equity. The proposed monthly salary range of the Contracts Administrator would be $8,481.11 to $11,152.66.
The proposed Contracts Administrator will report to the Purchasing Manager and will be a Civil Service classification represented by the Burbank Management Association (BMA). This classification will be exempt from the Fair Labor Standards Act (FLSA) under the administrative employee exemption and will be included in the City’s Conflict of Interest Code . The BMA has been advised of the establishment and the Financial Services Director and City Attorney concur with this recommendation.
In accordance with Government Code § 20636 and Title 2 of the California Code of Regulations § 570.5, CalPERS requires public agencies to post a publicly available salary schedule that is approved by the Council at a public meeting for CalPERS to determine earnable income. Therefore, staff is requesting the Council adopt an updated salary schedule that includes the proposed title revisions and the proposed salary for the Contracts Administrator.
3 ENVIRONMENTAL REVIEW
This activity has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and as such, is not a “project” subject to the requirements of the California Environmental Quality Act (CEQA) 14 Cal. Code Regs § 15378.
FISCAL IMPACT
The cost of the proposed position of Contracts Administrator was included in the Fiscal Year (FY) budget for 2023-24. Therefore, this request is cost neutral and there is no fiscal impact to the General Fund associated with the approval of the establishment for the classification of Contracts Administrator.
CONCLUSION
The proposed establishment of the salary and Conflict of Interest Code for the Contracts Administrator meets the current and ongoing needs of FS and the CAO. Staff therefore recommends that the Council adopt the resolutions attached to this report.
ATTACHMENTS
Attachment 1 – Resolution for the Classification of Contracts Administrator Attachment 2 – Resolution approving the Citywide Salary Schedule