Santa Clara committee adopts formal performance-review process for city manager and city attorney

The City of Santa ClaraGovernance & Ethics Committee on April 13 approved a formal policy to govern annual performance reviews of council-appointed executives, including the city manager and city attorney. The committee voted unanimously to forward the policy, as revised in committee, to the full City Council for adoption.

Acting Director of Human Resources Marco Mercado told the committee the policy creates a predictable January 1to December 31 rating period, calls for procurement of an outside facilitator, and envisions a structured process of interviews and a consolidated closed-session report to council. Mercado said the policy would allow for a facilitated 360-style evaluation and set a default outcome if the timeline is missed: "If the process above is not completed by May 31, the council appointee will receive the lesser of 2% salary increase or the applicable CPI," he said, describing the default as an incentive to complete the review on schedule.

Committee members asked staff to add specific, operational refinements. The committee approved changes requiring a formal goal-setting step (to occur in February each cycle), shifting procurement and facilitator planning earlier in the year (staff recommended starting procurement in September/October), and a rule that appointees hired after July 1 would not be included in that year's rating period. The committee also directed staff to budget for the facilitator and any compensation consultant in the next budget cycle.

Committee member Chahal said the procedure will create needed accountability and predictability: "A fixed calendar will make it clear to staff and the public when reviews occur and what the expectations are." The committee also discussed allowing public and commissioner input as part of a 360 review; members asked staff and the facilitator to design an approach that protects confidentiality while capturing community perspectives.

The committeeapproved the revised policy for presentation to full council and asked staff to prepare the budget appropriation and procurement steps so the program can begin on the revised timeline.