sr-121383-11gPE:SEM:p Santa Monica, California
Council 'Meeting: December 13, 1983 / f~
TO: Mayor and City Council 1' ~ / .w
FROM: City Staff l DEC 1 3 fLo~i
SUBJECT: Realignment of Purchasing Function, Approval of
Classification Specification and Adoption of
Resolution Establishing Salary For Purchasing Agent
and Authorization For Additional Position.
Introduction
This report requests that Council approve the classification
specification for Purchasing Agent, adopt the attached
Resolution establishing a salary for that position, authorize an
additional posi*_ion of Buyer-for the purchasing function and..
direct the City Attorney to prepare an Ordinance making the
purchasing function a division of ,the Finance Department,
Background
The announcement of the retirement this month of the Director of
Purchasing has occasioned an administrative review of the
structure and placement of the purchasing function. Purchasing
i-s currently a Department level function, in Santa Monica. In
similarly situated cities, purchasing is at the Division level
and is frequently associated with the Finance function. In
addition to addrPSSing the appropriate placement of the
function, its staffing pattern was rwiewed to determine if
changes were warranted that would facilitate progress on the
Women and Minority Business Enterprise Program and on the
establishment of data processing systems and documentation for
the purchasing function. ~~
~~~ ~ ~ ~~
The proposed realignment of the purchasing function includes:
o Elimination of the Purchasing Department and creation
of a Purchasing Division in the Finance Department.
o Substitution of a Division Head 2eve1 position of
Purchasing Agent far the Department Head level position
of Director'of Purchasing.
o Addition of one Buyer position to the purchasing
function.
Existing and proposed organization charts are attached. Since
the Purchasing Department was established by Ordinance it will
be necessary to adopt an Ordinance formalizing the proposed
change.
Personnel has"prepared the attached classification specification
for Purchasing Agent which the Personnel Beard will review at
its December 12 meeting.. The Board's comments, if any, will be
forwarded to Council on t-he thirteenth. A salary survey for
Purchasing Agent in eight cities similar to Santa Monica and
internal salary comparisons indicate that a salary of $3125 per
month ($37,500 per year) would be appropr--fate for th"e functian.
Budget/Financial Impact
The net impact of deleting the existing position of Director. of
Purchasing and estabiishment of a division head position of
Purchasing Agent and an additional pasitiofl of Buyer is a
budgetary increase of $1,424/year (at E-step). However, as it
is anticipated that both of the recommended new positions will
be filled at less than the top step of their respective salary
schedules, a net annual financial savings will _result.
Recommendation
It is recommended that Council approve the attached
classification specification, adopt the attached Resolution,
authorize an additional Buyer position for the purchasing
function and direct the City Attorney to prepare an Ordinance
making the purchasing function a division of the Finance
Department.
,"7
Prepared By: Susan E. McCarthy, Director of Personne
Mike Dennis, Director of Finance
CURRENT
Director
of
Purchasing
Assistant Staff
Purchasing Assistant Storekeeper
Agent IV
Staff Warehouse
Buyer Assistant Worker
II
PROPOSED
Director
of
Finance
Director ~ Staff
of Functions
Finance
Purchasing ~ Accounting ~ Revenue/
Agent Function Treasury
Function
Asst. Staff Store-
P.A. Asst. keeper
IV
B
r ~ rk
(2) As
t er
Wo
i