By Julie Mares  

I’m a City Manager in California and have been frustrated by the level of performance feedback I receive from my Council.  I’ve been in the role for three years and have completed two evaluations, both of which were very positive, but also so vague that they weren’t particularly useful. Being told I’m doing “excellent in all areas” doesn’t help me understand the Council’s priorities or expectations for the year ahead. How can I ask the Council for more directive feedback without coming across as negative or defensive? 

You’ve identified a challenge that is common for appointed executives working with elected bodies.  City Managers are expected to manage complex Council relationships while also relying on those same officials for clear, constructive feedback. When that feedback is inconsistent or limited, it becomes difficult to lead effectively. 

You could start by asking for clarity and alignment.  Let the Council know that you value the positive feedback you have received, and that you want to be sure you are fully aligned with the Council’s priorities. Let them know it would be helpful to get more specific guidance on what success looks like for you in the coming year and where they would like you to focus your time and attention.   

That’s why many appointees request a facilitated evaluation. A third-party facilitator creates a structured, objective process that produces more candid, actionable feedback than informal or internally managed approaches. Some City Managers even include facilitated evaluations as a condition of their employment agreement for this reason. 

Facilitated evaluations work because they create a safe and neutral forum. Council members are interviewed individually, allowing them to speak candidly without concern about dynamics among colleagues. The facilitator synthesizes that input into themes, documents areas of alignment or difference, and delivers consolidated feedback that is far easier for an appointee to interpret and act upon. 

Facilitation also ensures that every voice is heard. More reserved Council members are not overshadowed, and the feedback reflects both individual perspectives and the collective view of the governing body. Just as importantly, the process documents accomplishments and helps clarify expectations, including majority priorities, performance criteria, and what success should look like in the year ahead. 

Effective facilitated evaluations are centered on meaningful dialogue, not wordsmithing documents. The written draft is ideally finalized before the closed session discussion so that Council and the City Manager can focus their valuable time on substance, alignment, and direction. 

At their best, facilitated evaluations strengthen the Council–Manager partnership by creating shared understanding, improving decision-making, and providing organizational stability. 

Five Sample Facilitation Questions 

• Where has the City Manager been most effective in advancing Council priorities over the past year? 
• How would you assess the City Manager’s leadership of the organization?  Where could leadership or management approaches be strengthened? 
• How effective is the working relationship between the City Manager and the Council, individually and collectively? 
• How well does the City Manager support the Council in its governance role? Are there opportunities for growth or improvement?  
• After reviewing the City Manager’s draft goals for the year ahead, what revisions, additions, or clarifications are needed to ensure alignment and define success?