REPORT TO COUNCIL AND AUTHORITIES
SUBJECT
Title
Action to Authorize the City Manager to Execute Agreement with Management Partners for Executive Performance Evaluation Facilitation
Report
BACKGROUND
A performance evaluation provides an opportunity to review the City’s progress and address any goals or objectives for the upcoming year for the City Manager. Conducting annual evaluations is an important component of a high-performing organization. It increases communication between the Council and the City Manager about performance expectations and organizational outcomes.
In 2018, the City Council conducted their first annual performance evaluation for the City Manager and, given other priorities, both parties did not have the time to put in place a professional facilitator. The City Manager recommends that the Council consider enlisting the assistance of a professional facilitator to mediate the process and provide a comprehensive summary of the results, as included in Section 4 of the City Manager’s employment agreement with the City:
Section 4. The City Council shall formally review and evaluate Employee's performance by December of each year. Such review and evaluation shall be in accordance with the specific criteria developed by the City Council in consultation with a professional facilitator to be selected by mutual collaboration between City Council and Employee which collaboration shall also establish a mutually agreed upon evaluation process.
DISCUSSION
Jan Perkins, Vice President of Management Partners, is recommended to facilitate the process. Jan has worked with this Council before and is familiar with their style of discussion. She also has 30 years of local government management experience. She has held major leadership positions in professional organizations, authored numerous articles, and frequently speaks at workshops and conferences. She joined Management Partners in 2005 after working in Santa Ana, Morgan Hill, and Fremont in executive management positions. She works with senior local government managers and elected officials to conduct performance evaluations, develop budget policy, conduct organizational assessments, and more. She has worked with cities and counties across California and beyond. Her experience and professionalism, as well as her familiarity with the City, will be key to her ability to facilitate a productive evaluation process.
The scope of services will include:
• Gathering information for the evaluation from Council members, and then preparing a confidential report based on that feedback;
• Facilitating a closed session discussion between the Council and City Manager; and
• Preparing a memorandum with the results of the Council’s consensus evaluation of the City Manager from the closed session.
The timing of the performance evaluation will be in the fall of 2019 and, at this time, is tentatively scheduled for October 8, 2019.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(4) in that it is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment
FISCAL IMPACT
The total cost of the Agreement for Services with Management Partners for facilitation of the performance evaluation process for the City Manager is $10,900, which includes traveling expenses for two onsite meetings in Santa Clara, individual interviews with City Councilmembers, meeting facilitation, and a final memorandum summarizing the agreements and results of the performance evaluation. There are sufficient funds in the City Manager’s budget to cover this cost.
COORDINATION
This report has been coordinated with the City Attorney’s Office, Finance, and the City Manager’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Authorize the City Manager to execute the agreement with Management Partners for facilitation of the City Manager’s performance evaluation process.
Staff
Reviewed by: Nadine Nader, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Management Partners Proposal for City Manager Performance Evaluation