STAFF REPORT
City of Lancaster
CC 14
5/13/2025
TN
Date:May 13, 2025
To: Mayor Parris and City Council Members
From: Trolis Niebla, City Manager
George N. Harris II, Senior Director/City Treasurer
Subject: Approve agreement between the Antelope Valley Fair Authority and the City of Lancaster.
Recommendation:
Approve a 4-year staffing agreement between the Antelope Valley Fair Authority (FAIR) and the City of Lancaster (CITY). Authorize the City Manager, or their designee, to execute all necessary and related documents.
G.C. Section 84308: No
Fiscal Impact:
The contract requires the FAIR to reimburse the City the full costs for a total of one full-time employee, plus 10% for administrative overhead. The estimated cost of the employee is $235,000. The employee will receive benefits equal to those of the current non-represented city of Lancaster staff. The employees will be enrolled in CalPERS at the expense of the FAIR. Total costs does not include a relative share of the City’s unfunded pension liability.
Background:
The Antelope Valley Fair Authority provides administrative services to the Antelope Valley Fair to include the operation of facilities for educational, entertainment and business needs as well as year-round community events for the public. The FAIR has requested to contract with the CITY for certain administrative and operations services.
The contract term with the City of Lancaster is an initial four years with an option to extend for an additional two years. Per the contract, the compensation terms are as follows:
A. The CITY may purchase materials and supplies, which will be reimbursed by the FAIR at the actual cost of the materials or supplies;
2 0
3 4
B. The FAIR shall pay the pro rata portion of the base salary and associated employment benefits for all time spent by Staff (as defined in Section 11) on FAIR matters as described in the Annual Budget.
C. The CITY agrees to provide the following products and services in the scope of this Agreement to the level used by the CITY in the scope of its regular business practices: financial, payroll, and HRIS systems as needed to provide human resource, staffing, and fiscal support. Where the FAIR has purchased and/or owns user licenses or enhancements or chooses to enhance any of these services beyond the level used by the CITY, the FAIR agrees to pay the costs for the enhancements and related maintenance.
D. Except as provided in Paragraph C above, the CITY may make available certain services or products for which they are the sole owner, or certain services or purchases from which both the CITY and FAIR derive relevant benefits. The CITY may assess a proportionate share of the purchase cost and/or service costs to the FAIR, not to exceed a proportionate amount based on the ratio of Full-Time Equivalents or any other relevant metric between both agencies at the end of the current fiscal year or period of software use.
E. If additional services are required or requested over and above the services described in Exhibit A or which exceed the Annual Budget, as amended, then such services and associated costs shall be provided when directed and approved by the FAIR Governing Board.
F. FAIR will further pay a charge to cover administrative overhead and compensate the CITY for the indirect costs of delivering the services described herein. Said charge will be calculated as 10% of the total billed each month for services and will be added to the invoice.
The services outlined in the service contract are listed below for reference:
The CITY OF LANCASTER agrees to hire and provide staff for the following position to serve in the existing capacity on behalf of the FAIR operations:
City of Lancaster
Title
City of
Lancaster
Employee
Group
FAIR
working Title
Starting Annual Salary Range Steps
1-6. (City of Lancaster: Effective July
1, 2025)
Manager 3000 Deputy Manager II $127,563.60 $133,941.60 $140,638.68 $147,670.44 $155,054.16 $162,806.76 The referenced salary will be used as the initial salary basis for the employees involved in the initial transition. Annually, THE CITY OF LANCASTER and the FAIR will amend or confirm the titles and organizational structure in concurrence with the annual budget process. The CITY OF LANCASTER will provide all benefits for the above-listed personnel as it does for all other CITY OF LANCASTER employees. As such, all listed positions will be subject to amendments and changes approved by the CITY OF LANCASTER governing body.
GH
Attachment:
FAIR – COL Agreement