City Council
Report
City Council Meeting: July 8, 2025
Agenda Item: 4.I
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To: Mayor and City Council
From: Dana Brown, Human Resources Director, Human Resources Department Subject: Approval of Offer Letter for Retired Annuitant Extra Help Services in the City Manager’s Office – Elaine Polachek
Recommended Action
Staff recommends that the City Council
1. Adopt a finding of no possibility of significant effect pursuant to Section 15601(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines;
2. Approve the offer letter to Elaine Polachek for her services as extra help during the transition to a new permanent City Manager; and
3. Authorize the Mayor to sign the offer letter on behalf of the City.
Summary
On January 21, 2025, the City Council appointed Elaine Polachek to serve as Interim City Manager, commencing upon the departure of former City Manager David White and continuing until the completion of recruitment for a permanent City Manager. On February 3, 2025, Ms. Polachek began providing extra help services for a limited duration, where she worked in a part-time capacity at the direction of Mr. White to facilitate a smooth leadership transition to ensure a continuity of City business. Upon Mr. White’s departure on February 20, 2025, Ms. Polachek then assumed the position of Interim City Manager; her services in this position will terminate as of July 14, 2025, when Oliver Chi will begin his employment as the City’s new permanent City Manager.
However, to avoid disruption in services to the Santa Monica community and to support the continuing needs of public business during this transition in leadership with and the onboarding of Mr. Chi, staff recommends that Council re-appoint Ms. Polachek as “extra help” on a part-time basis in the City Manager’s Office, due to her specialized skills at 2 of 3
this executive level. As a retired annuitant, Ms. Polachek’s appointment is subject to the requirements of Government Code Section 21221(g). In accordance with these requirements, under the terms of the offer letter, Ms. Polachek’s hourly rate will be $197.41 (which equates to an annual salary of $410,604); her services will be for a limited duration to commence on July 14, 2025, until the end of the month; and she will receive no additional benefits. Because she will be serving as a “local agency executive” as defined in Government Code section 3511.1(d), California law requires that Ms. Polachek’s pay be approved at a regular meeting, with an oral summary provided before final action is taken. See Government Code sections 54953(c)(3), 54956(b).
Environmental Review
The offer letter for Ms. Polachek’s extra help services as a retired annuitant are exempt from CEQA pursuant to Section 15061(b)(3) of the CEQA Guidelines, which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” The offer letter is administrative in nature. Therefore, it can be seen with certainty that the offer letter would not result in adverse physical impacts on the environment, and as such, is exempt from CEQA.
Financial Impacts and Budget Actions
There is no immediate financial impact or budget action necessary as a result of recommended action. Salary for retired annuitants appointed for a limited duration as extra help are included in the FY 2025-26 budget.
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Prepared By: Sasha Sargent, Executive Administrative Assistant Approved Forwarded to Council
Attachments:
A. PERS Annuitant TempPTofferltr_EPolachek 07.2025