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Effective July 1, 2025
CITY OF WILLOWS
EXECUTIVE AND
MID-MANAGEMENT
BENEFITS SUMMARY
& HANDBOOK
Attachment 1
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Table of Contents
STATEMENT OF PURPOSE 4
ARTICLE I - GENERAL PROVISIONS 4
DEFINITIONS 4
EXECUTIVE AND MID-MANAGEMENT STATUS 6
RECOGNITION 6
DISCRIMINATION PROHIBITED 7
USE OF CITY FACILITIES 7
ARTICLE II - DIRECT PAY FOR SERVICE 7
SALARY INCREASES 7
COST OF LIVING ADJUSTMENT (COLA) 8
ANNIVERSARY FORMULA 8
APPLICATION OF RATES 8
ADVANCEMENT 9
REVISION OF SALARY RANGES 9
OVERTIME COMPENSATION AND COMPUTATION 9
PAY PERIODS 10
WORK PERIOD 10
ARTICLE III - INDIRECT PAY, ALLOWANCE, BENEFITS, STIPENDS 10 RETIREMENT 10
RETIREMENT PLAN 10
LIFE INSURANCE 11
HEALTH INSURANCE 11
EDUCATION INCENTIVE 11
BILINGUAL PAY 11
LONGEVITY PAY 12
MOBILE PHONE STIPEND 12
UNIFORM ALLOWANCE 12
ARTICLE IV - ATTENDANCE AND LEAVE 12
ATTENDANCE 12
RECORDING TIME BY EXEMPT EMPLOYEES 12
HOLIDAYS 13
VACATION LEAVE 13
ADMINISTRATION LEAVE 14
SICK LEAVE 15
SHORT-TERM DISABILITY 15
3333333OTHER AUTHORIZED LEAVES OF ABSENCE 16
ARTICLE V - SPECIAL PROVISIONS 17
RESIDENCY REQUIREMENT 17
REST PERIODS 17
LAYOFF 17
ARTICLE VI – MANAGEMENT CONCERNS AND ADMINISTRATIVE REVIEW 18 PURPOSE 18
INFORMAL REVIEW 18
NO FORMAL GRIEVANCE OR APPEAL RIGHT 18
NON-RETALIATION 18
ARTICLE VII - DISCIPLINARY ACTION AND PROCESS 19
AT-WILL EMPLOYMENT 19
AUTHORITY 19
CORRECTIVE OR DISCIPLINARY ACTION 19
TERMINATION 19
NOTICE 20
NO FORMAL DISCIPLINARY APPEAL 20
PROTECTED RIGHTS 20
ARTICLE VIII - RESOLUTION, FULL UNDERSTANDING, AND NON-NULLIFICATION, 20 RESOLUTION 20
FULL UNDERSTANDING AND MODIFICATIONS 20
NON-NULLIFICATION CLAUSE 21
APPENDICES 22
Appendix I – Sick Leave 23
Appendix II – Vacation 24
Appendix III – Salary Schedule 25
STATEMENT OF PURPOSE
This document was created to provide orderly and consistent procedures for the administration of compensation, benefits, leave provisions, and other terms applicable to Executive and MidManagement employees of the City of Willows (“City” or “Willows”).
Nothing contained herein shall be deemed to supersede applicable State or Federal law, City Ordinances, City Council Resolutions, adopted Personnel Rules and Regulations, or individual employment agreements.
Executive and Mid-Management employees covered by this Benefits Summary shall be governed by compensation, hours of work, leave benefits, insurance benefits, retirement provisions, and other employment terms established herein, together with applicable City policies and Personnel Rules and Regulations.
In the event of a conflict between this Benefits Summary and an individual employment agreement, City Council Resolution, Ordinance, or applicable law, the controlling agreement, Resolution, Ordinance, or law shall prevail.
ARTICLE I - GENERAL PROVISIONS
DEFINITIONS
The following terms, whenever used in this Executive and Mid-Management Benefits Summary, shall be defined as follows:
Advancement: A salary increase within the limits of the salary range established for an Executive or Mid-Management classification.
Allocation: The assignment of a position to the appropriate classification based upon the duties performed and the authority and responsibilities exercised.
Appointed Position: The formal appointment of the City Manager by the City Council.
At-Will Employee: An Executive or Mid-Management employee who serves at the pleasure of the City Manager and whose employment may be terminated by the City Manager or the employee at any time, with or without cause, subject to any applicable individual employment agreement, City ordinance, resolution, or law.
The existing City of Willows Executive and Mid-Management Benefits Plan identifies these classifications as confidential and at-will.
City: The City of Willows.
City Council: The duly elected governing body of the City of Willows.
City Manager: The City Manager of the City of Willows or the City Manager's authorized designee.
Class or Classification: A position or group of positions sufficiently similar in duties, authority, responsibility, and qualifications to permit the use of a common classification title and salary range.
Compensation: The salary, wages, allowances, stipends, and other forms of compensation provided to an Executive or Mid-Management employee for services performed for the City.
Confidential Employee: An employee whose duties and responsibilities involve access to confidential information relating to City administration, personnel matters, labor relations, financial matters, or other information requiring confidentiality; and is not a member of a bargaining unit.
Demotion: The movement of an employee from one classification to another classification having a lower maximum salary range.
Department Head: An Executive employee assigned responsibility for directing and administering a City department, division, or major organizational function.
Executive Classification: A management classification designated by the City Council as an executivelevel position with significant responsibility for directing a City department, function, or operation.
Executive and Mid-Management Employee: An employee occupying a classification designated by the City Council as Executive or Mid-Management and covered by this Benefits Summary.
Management Employee: For purposes of this Benefits Summary, a collective reference to Executive and Mid-Management employees.
Mid-Management Classification: A management classification designated by the City Council with responsibility for supervising, managing, administering, or coordinating a significant City program, division, function, or operation and reporting to the City Manager or a Department Head.
Personnel Rules: The Personnel Rules and Regulations adopted by the City of Willows, as amended from time to time.
Probationary Period: A working test period, when applicable to the classification or appointment, during which an employee is required to demonstrate satisfactory performance of the duties and responsibilities of the position. Nothing in a probationary period shall alter the at-will status of an Executive or Mid-Management employee unless expressly provided otherwise by law or written employment agreement.
Promotion: The movement of an employee from one classification to another classification and includes a higher maximum salary range.
Reclassification or Reallocation: The reassignment of a position to a different classification based upon significant changes in the duties, responsibilities, authority, or organizational needs of the position.
Resignation: The voluntary separation of an employee from City employment.
Salary Range: The minimum salary steps through maximum salary steps and compensation established by the City Council for a classification.
Salary Step: A designated rate of pay within an established salary range.
Separation: The end of an employee's employment with the City for any reason, including resignation, retirement, termination, death, or other lawful separation.
Termination: The separation of an employee from City employment. Executive and Mid-Management employees are at-will and may be terminated with or without cause, subject to applicable law, City ordinance or resolution, and any individual employment agreement.
Transfer: The movement of an employee from one position to another position within the same classification or to another classification of comparable responsibility and compensation.
EXECUTIVE AND MID-MANAGEMENT STATUS
Executive and Mid-Management employees are confidential, at-will employees and serve at the pleasure of the City Manager or Department Head unless otherwise provided by an individual employment agreement, City ordinance, City Council resolution, or applicable law.
Nothing contained in this Benefits Summary shall create a contract of employment for a specified term or alter the at-will status of an Executive or Mid-Management employee.
The City's existing management plan similarly provides that Executive and Mid-Management classifications are at-will and may be released with or without cause at the discretion of the appointing authority.
RECOGNITION
The City recognizes the Executive and Mid-Management classifications as confidential, at-will management positions of the City of Willows.
Employees covered by this Benefits Summary are not represented by a bargaining unit and shall be subject to compensation, benefits, leave provisions, Personnel Rules and Regulations, City Council resolutions, individual employment agreements, and other applicable City policies governing Executive and Mid-Management employees.
Executive and Mid-Management employees serve at the pleasure of the appointing authority unless otherwise provided by an individual employment agreement, City ordinance, City Council resolution, or applicable law.
DISCRIMINATION AND HARASSMENT PROHIBITED
The City of Willows is committed to providing a workplace free from unlawful discrimination, harassment, abusive conduct, and retaliation.
Executive and Mid-Management employees and applicants for employment shall not be subjected to unlawful discrimination or harassment based on any characteristic protected by applicable federal, state, or local law, including actual or perceived race, traits historically associated with race, color, national origin, ancestry, sex, pregnancy, childbirth, breastfeeding or related medical conditions, gender, gender identity, gender expression, sexual orientation, age, religion, religious dress or grooming practices, physical or mental disability, medical condition, marital status, citizenship status, military or veteran status, genetic information, or any other legally protected status.
The City also prohibits retaliation against any employee or applicant who, in good faith, reports discrimination, harassment, abusive conduct, or other unlawful workplace conduct, or who participates in an investigation, proceeding, or complaint concerning such conduct.
Executive and Mid-Management employees are expected to maintain a professional workplace and to comply with all City policies relating to equal employment opportunity, discrimination, harassment, retaliation, and respectful workplace conduct.
Violations of applicable City policies may result in corrective or disciplinary action, up to and including termination of employment.
USE OF CITY FACILITIES
Executive and Mid-Management employees may use City conference rooms, meeting areas, equipment, and other City facilities as necessary for the performance of their official duties and responsibilities.
Use of City facilities shall be for authorized City business and shall comply with applicable City policies, procedures, and operational requirements.
City facilities and resources shall not be used for unauthorized personal purposes or activities unrelated to City business.
ARTICLE II - DIRECT PAY FOR SERVICE
SALARY INCREASES
Executive and Mid-Management employees shall be paid in accordance with the salary schedule adopted by the City Council.
See Appendix III for the current adopted salary schedule.
COST OF LIVING ADJUSTMENT (COLA)
Once an Executive or Mid-Management employee reaches the highest step of the salary schedule established for their classification, the employee shall no longer receive salary step advancements and shall instead be eligible for an annual Cost of Living Adjustment (COLA).
The annual COLA shall be determined based upon the applicable Consumer Price Index (CPI) as of the close of the prior month before the employee’s anniversary date and shall be no less than two and onehalf percent (2.5%) and no greater than three percent (3.0%).
The annual COLA shall be determined as follows:
• If the applicable CPI is less than two and one-half percent (2.5%), the employee shall receive a two and one-half percent (2.5%) COLA.
• If the applicable CPI is between two and one-half percent (2.5%) and three percent (3.0%), the employee shall receive a COLA equal to the applicable CPI. • If the applicable CPI exceeds three percent (3.0%), the employee shall receive a three percent (3.0%) COLA.
The COLA shall be applied to the employee’s base salary on the employee’s anniversary date after the employee has reached the highest step of the applicable salary schedule.
The City Manager’s compensation and any Cost-of-Living Adjustments shall be governed by the City Manager’s individual employment agreement and any applicable City Council action.
ANNIVERSARY FORMULA
For purposes of sick leave and vacation leave, an employee’s anniversary date shall be the first day of the month if the employee is hired on or before the fifteenth (15th) day of the month. If the employee is hired after the fifteenth (15th) day of the month, the anniversary date shall be the first day of the following month.
For purposes of salary step advancement, the employee’s anniversary date shall be the effective date of the employee’s most recent salary step or range adjustment. Once an employee reaches the highest step of the applicable salary schedule, future salary adjustments shall be governed by the Cost-of-Living Adjustment (COLA) provisions of this Benefits Summary.
APPLICATION OF RATES
Executive and Mid-Management employees shall be paid a salary within the range established for their respective classification.
The minimum step of the salary range shall normally apply upon hire. The City Manager may, when circumstances warrant, authorize placement at a higher step within the established salary range based on the employee’s qualifications, experience, education, specialized skills, recruitment considerations, internal equity, or other factors determined to be in the best interest of the City.
Salary placement shall not exceed the highest step of the adopted salary range except as provided through an applicable Cost of Living Adjustment (COLA) or other salary adjustments approved by the City Council.
ADVANCEMENT
Advancement within the salary range for each Executive and Mid-Management classification shall be based on demonstrated merit, performance, and ability in the position, as reflected through the City’s performance evaluation process.
Advancement from one salary step to the next shall be determined and approved by the City Manager based upon the employee’s satisfactory performance and completion of the applicable time-in-step requirement.
Upon successful completion of any required probationary period, an employee may be eligible for advancement to the next step within the established salary range, subject to approval by the City Manager.
The salary plan applicable to Executive and Mid-Management classifications is set forth in Appendix III.
Once an employee reaches the highest step of the applicable salary range, further salary adjustments shall be governed by the Cost-of-Living Adjustment (COLA) provisions of this Benefits Summary.
REVISION OF SALARY RANGES
When the salary range for an Executive or Mid-Management classification is revised by the City Council, an employee in that classification shall be placed at the corresponding step in the newly adopted salary range.
The employee shall retain the same salary advancement anniversary date unless otherwise established by the City Council or City Manager as part of the salary adjustment.
The City Manager’s salary range shall be governed by the City Manager’s individual employment agreement.
OVERTIME AND ADMINISTRATIVE LEAVE
With the exception of the Fire Chief classification, Executive and Mid-Management employees are designated as exempt employees and are not eligible for overtime compensation or compensatory time off for hours worked in excess of their regular work schedule. The Fire Chief classification is eligible for
overtime only when working on a strike team incident as assigned by the California Office of Emergency Services (Cal OES).
In recognition of the additional responsibilities, extended work hours, and operational demands associated with management positions, eligible Executive and Mid-Management employees shall receive eighty (80) hours of Administrative Leave each fiscal year.
Administrative Leave is provided in lieu of additional compensation or compensatory time for hours worked beyond the employee’s normal work schedule and shall be administered in accordance with the Administrative Leave & Benefits Summary provision (page 13).
PAY PERIODS
Pay periods shall be bi-weekly. No employee shall receive pay for any time period except the regular payday for the period in which the pay was earned.
Upon termination, the City shall pay all wages due to the employee within 72 hours, provided the employee has returned all City uniforms, equipment, and other City property to the City.
WORK PERIOD
The standard work period for Executive and Mid-Management employees shall generally consist of eight (8) hours per day and forty (40) hours per week.
The workweek shall be from Monday through Sunday. Flexible or alternative work schedules, including 4/10 or 9/80 schedules, may be authorized by the City Manager based upon operational needs and the requirements of the employee’s position.
Because Executive and Mid-Management employees are exempt, approved alternative work schedules do not alter their responsibility to work the hours necessary to fulfill the duties and responsibilities of their positions.
ARTICLE III - INDIRECT PAY, ALLOWANCE, BENEFITS, STIPENDS
RETIREMENT
The City of Willows is a contracting member of the California Public Employees’ Retirement System (CalPERS). Executive and Mid-Management employees shall participate in CalPERS in accordance with the City’s contract with CalPERS, applicable retirement formulas, employee classification, membership status, contribution requirements, and applicable law.
The City of Willows also participates in the federal Social Security program.
RETIREMENT PLAN
The City contracts with the California Public Employees’ Retirement System (CalPERS) to provide the following retirement benefits to eligible Executive and Mid-Management employees:
Public Safety Classic Members are eligible for the 3% at age 50 retirement formula. Misc. Classic Members are eligible for the 3% at age 60 retirement formula. Public Safety Members under the Public Employee Pension Reform Act (PEPRA) are eligible for the 2.7% at age 57 retirement formula.
Misc. Members under PEPRA are eligible for the 2% at age 62 retirement formula.
The City shall also allow Military Service Credit as Public Service for eligible local miscellaneous and local safety members in accordance with CalPERS provisions.
The City of Willows also participates in the federal Social Security program. Executive and MidManagement employees shall participate in Social Security as required by law, with the City and employee each responsible for their respective required contributions.
LIFE INSURANCE
Effective July 2025, all employees of this unit shall have a $50,000 life insurance benefit paid by the City.
HEALTH INSURANCE
Executive and Mid-Management employees employed by the City as of July 1, 2022, shall continue to be eligible for 100% City-paid health insurance for the employee and eligible family members under the Silver Plan. These employees shall remain responsible for the full cost of dental and vision insurance premiums.
Executive and Mid-Management employees hired after July 1, 2022, shall be eligible for 100% City-paid health, dental, and vision insurance for the employee and 50% City-paid health, dental, and vision insurance for eligible family members.
Eligible Executive and Mid-Management employees shall receive an annual City contribution of $750 to a Health Reimbursement Account (HRA).
Upon separation from City employment, regardless of the reason for separation, City-paid health, dental, and vision insurance premiums shall terminate at the end of the month in which the separation occurs. Eligible employees and dependents may elect to continue applicable health coverage at their own expense through COBRA, in accordance with federal law and the terms of the City’s benefit plans.
EDUCATION INCENTIVE
The City will provide an educational incentive of $50 per month upon obtaining a bachelor’s degree or $100 per month upon obtaining a master’s degree. Employees may receive either the bachelor’s degree stipend or the master’s degree stipend, but the incentives are not cumulative.
The City does not provide any additional educational incentive for degrees or academic credentials beyond the master’s degree level.
BILINGUAL PAY
Employees who successfully pass Alta Language’s speaking and listening Spanish language assessment shall receive a $250 per month stipend. Those employees in the Fire Department job classifications shall be required to administer the Fire Services language test. Those employees in Police Department job classifications shall be required to administer the Law Enforcement language test. All other employees in other departments and job classifications shall administer the General Proficiency language test. City to pay for the first test. Any additional testing is at the employee’s expense.
LONGEVITY PAY
Employees with ten (10) years of continuous employment service with the City are eligible for a longevity stipend of $100 paid monthly. Employees with twenty (20) years or more of continuous employment service with the City are eligible for a longevity stipend of$200 per month.
MOBILE PHONE STIPEND
Executive and Mid-Management employees who use their personal mobile telephone for City business may receive a $40 per month mobile phone stipend.
Employees issued a City-owned mobile telephone are not eligible to receive the phone stipend.
UNIFORM ALLOWANCE
The City recognizes that certain management employees are required, by virtue of their positions and assigned duties, to wear uniforms, specialized work apparel, and/or protective footwear while performing City business.
Uniform allowances are intended for items reasonably necessary for the performance of an employee's official duties. The City Manager may establish administrative procedures governing eligible items, purchasing or reimbursement procedures, payment frequency, documentation requirements, and other conditions necessary to administer the allowance.
Uniform allowances shall be administered in accordance with applicable federal and state wage, tax, and reporting requirements. Nothing in this section prohibits the City from directly purchasing or providing required uniforms, apparel, footwear, protective equipment, or other items in lieu of, or in addition to, a uniform allowance when authorized by the City.
Police Chief. The Police Chief shall be eligible for a uniform allowance of $1000 annually to offset the cost of purchasing, replacing, and maintaining required department uniforms, duty apparel, footwear, and related uniform items.
Fire Chief. The Fire Chief shall be eligible for a uniform allowance of $1000 annually to offset the cost of purchasing, replacing, and maintaining required department uniforms, station wear, footwear, and related uniform items.
Public Works Superintendent. The Public Works Superintendent shall be eligible for a uniform allowance of $500 annually to offset the cost of purchasing, replacing, and maintaining required work clothing, uniforms, safety footwear, and related apparel appropriate to the position.
ARTICLE IV - ATTENDANCE AND LEAVE
ATTENDANCE
Executive and Mid-Management employees are expected to maintain regular and reliable attendance and to be available as necessary to fulfill the duties and responsibilities of their positions.
Employees shall notify the City Manager, or appropriate supervisor when applicable, as soon as reasonably possible when they are unable to report to work or will be absent from their scheduled duties.
Unauthorized absence for more than three (3) consecutive workdays without notice to the City may be considered job abandonment and may result in termination of employment, subject to applicable law and the employee’s at-will status.
Because Executive and Mid-Management employees are at-will, nothing in this section creates a right to progressive discipline, reinstatement, appeal, or continued employment.
RECORDING TIME BY EXEMPT EMPLOYEES
Exempt employees are not covered by the FLSA overtime provisions and do not receive either overtime pay or compensatory time. Only the Fire Chief may earn overtime pay while working for the California Office of Emergency Services (Cal OES).
An exempt employee is paid to perform a job, which may not necessarily be completed in a normal work week. Nonetheless, exempt employees are required to separately track their time for purposes other than compensation. These purposes include but are not limited to:
proper and accurate accrual and use of vacation,
sick leave,
unpaid leaves of absence, and
other leaves.
Because exempt employees are compensated to do a job and are not compensated based upon specific time worked, and because they are expected to be available for evening meetings and work outside of regular work hours, including weekends, exempt employees may have more flexibility in their work schedule. Nevertheless, exempt employees must maintain good work habits, be accountable and available to their staff and management, show demonstrated accomplishments and make themselves regularly available during working hours to allow City business to be accomplished. In other words, a “flexible” work schedule for exempt employees should not be interpreted as license to be absent from work. It is the responsibility of exempt staff to notify the Department Head or City Manager, in advance, of all absences that exceed 2 hours.
If an exempt employee has an absence of more than four (4) hours during a regularly scheduled workday, all hours during which the employee is absent that day must be deducted from an applicable leave bank (vacation, sick leave, etc.). Exempt employees are required to accurately report all time off that should be charged to the employee’s leave bank (vacation, sick leave, etc.). An employee’s signature on their time sheet constitutes their verification, under penalty of perjury, that the days reported as worked or paid leave taken away from work was in accordance with the policies of the City and has been recorded accurately. Misrepresentation of time worked or leave taken on time sheets or other time tracking reports is grounds for discipline, up to and including termination of employment.
HOLIDAYS
The City observes the following holidays:
New Year's Day January 1
Martin Luther King Jr. Day 3rd Monday in January
Presidents' Day 3rd Monday in February
Memorial Day Last Monday in May
Independence Day July 4th
Labor Day 1st Monday in September
Veterans' Day November 11
Thanksgiving Day 4th Thursday in November
Day after Thanksgiving 4th Friday in November
Christmas Eve December 24
Christmas Day December 25
Three floating holidays As Designated
The holidays listed above are recognized as municipal holidays for pay purposes, and Executive and MidManagement employees shall generally be provided with holiday off with pay, subject to the operational needs of the City.
If a holiday falls on a Sunday, the following Monday shall be observed as the holiday. If a holiday falls on a Saturday, the preceding Friday shall be observed as the holiday.
If a recognized holiday occurs during an employee's scheduled vacation leave, the day shall be charged as holiday leave and shall not be deducted from the employee's vacation balance.
Due to the nature of Executive and Mid-Management responsibilities, employees may be required to work or remain available on a holiday when necessary to meet operational, emergency, public health, safety, or other City needs. Executive and Mid-Management employees are exempt and shall not receive overtime or compensatory time off for work performed on a holiday. Administrative Leave is provided in recognition of additional hours and responsibilities associated with management positions.
Floating holidays shall be scheduled with the approval of the City Manager and must be used in accordance with the provisions of this Benefits Summary.
VACATION LEAVE
Purpose:
Vacation leave is provided to allow eligible Executive and Mid-Management employees time away from work for rest and personal needs.
Eligibility:
Executive and Mid-Management employees shall be eligible to accrue and use paid vacation leave in accordance with the vacation schedule established by the City.
City Manager:
The City Manager’s vacation leave shall be governed by the City Manager’s individual employment agreement.
Vacation Leave Accrual:
Vacation leave shall accrue in accordance with the schedule set forth in Appendix II.
Accrued and unused vacation leave shall be paid upon separation from City employment in accordance with applicable City policy and law.
Scheduling of Vacation Leave: Vacation leave shall be scheduled with the approval of the City Manager and with due consideration for the operational needs of the City.
ADMINISTRATION LEAVE
Executive and Mid-Management employees shall receive eighty (80) hours of paid Administrative Leave each fiscal year, covering the period of July 1 through June 30.
Administrative Leave is provided in recognition of the additional responsibilities, extended work hours, and operational demands associated with Executive and Mid-Management positions.
Administrative Leave:
• Shall be credited on a fiscal year basis.
• May be used with approval of the City Manager.
• May be used in hourly increments.
• Does not accumulate or carry over from one fiscal year to the next. • Has no cash value and may not be cashed out.
• Shall not be paid upon resignation, retirement, termination, layoff, or any other separation from City employment.
• Any unused Administrative Leave remaining on June 30 shall be forfeited. • The Administrative Leave balance shall reset to eighty (80) hours on July 1 of each fiscal year.
Administrative Leave is provided in lieu of overtime or compensatory time off for additional hours worked by exempt Executive and Mid-Management employees.
SICK LEAVE
Eligibility: Executive and Mid-Management employees shall be eligible for paid sick leave in accordance with the accrual schedule set forth in Appendix I and applicable City policy.
Sick leave may be used for personal illness or injury, medical appointments, care of an eligible family member, and other qualifying purposes permitted by applicable law.
Notification of Use of Sick Leave: An employee who is unable to report to work shall notify the City Manager as soon as reasonably practicable and in accordance with established City procedures. When permitted by law, the City may require appropriate documentation for an extended absence.
Sick leave shall be used in increments consistent with the City’s payroll and leave practices.
Accrual: Paid sick leave shall accrue in accordance with the schedule established in Appendix I.
Workers’ Compensation and Disability: An employee receiving workers’ compensation or temporary disability benefits may use accrued sick leave, when permitted, to supplement those benefits and maintain regular income in accordance with applicable City policy and law.
Separation from Employment: Accrued and unused sick leave shall not be paid out upon separation from City employment unless otherwise required by law or specifically authorized by City policy.
At retirement, eligible unused sick leave may be converted to additional CalPERS service credit in accordance with the City’s CalPERS contract and applicable CalPERS provisions.
SHORT-TERM DISABILITY
Eligibility: Executive and Mid-Management employees who participate in California State Disability Insurance (SDI) may be eligible for short-term wage replacement benefits when they are unable to perform their regular work due to a qualifying non-work-related illness, injury, pregnancy, or other covered disability and experience a loss of wages. Eligibility and benefits are determined by the California Employment Development Department (EDD).
An employee must meet applicable SDI eligibility requirements, including having sufficient wages subject to SDI withholding and obtaining the required certification from a licensed physician or
practitioner. The first seven (7) days of a new Disability Insurance claim are generally a non-payable waiting period, with benefits beginning on the eighth eligible day.
Compensation: Disability Insurance benefits generally replace approximately 70% to 90% of qualifying wages, depending on the employee’s income, up to the maximum weekly benefit established by the State. Benefits may be available for up to 52 weeks, subject to eligibility requirements and the employee’s available benefit amount.
SDI benefits are administered by the State of California and are subject to change. Employees should refer to current EDD requirements for eligibility, benefit amounts, filing deadlines, and other program provisions.
OTHER AUTHORIZED LEAVES OF ABSENCE
Bereavement Leave: Executive and Mid-Management employees shall be granted up to three (3) days of paid bereavement leave following the death of a qualifying immediate family member.
Immediate family includes the employee’s mother, father, grandmother, grandfather, grandchild, spouse, son, daughter, son-in-law, daughter-in-law, brother, sister, registered domestic partner, stepparent, stepchild, or any relative residing in the employee’s immediate household.
Eligible employees may take up to five (5) days of bereavement leave in total in accordance with applicable law. Any bereavement leave taken beyond the three (3) City-paid days shall be unpaid unless the employee elects to use available accrued paid leave.
Military Leave: Military leave shall be granted in accordance with applicable State and Federal law.
Employees shall notify the City Manager as soon as reasonably practicable regarding the need for military leave and shall provide required documentation when applicable.
Leave of Absence Without Pay: The City Manager may grant an Executive or Mid-Management employee a leave of absence without pay not to exceed three (3) months when, in the City Manager’s judgment, such leave is warranted and consistent with the operational needs of the City.
Requests for leave without pay shall be submitted in writing and shall state the reason and anticipated duration of the requested leave. Approval, if granted, shall be in writing.
Except where otherwise required by law, an employee may be required to use available accrued vacation leave, Administrative Leave, and, when the leave is medically related, available sick leave before beginning an unpaid leave of absence.
During an approved unpaid leave of absence, vacation and sick leave shall not accrue unless otherwise required by law or City policy. The employee may be permitted to continue participation in applicable City health insurance plans at the employee’s expense, subject to the terms of the applicable benefit plans and continuation coverage requirements.
An approved discretionary leave of absence does not alter an Executive or Mid-Management employee’s at-will employment status or create a guarantee of reinstatement or continued employment, except where reinstatement or job protection is required by applicable law.
Jury Leave: Executive and Mid-Management employees who are called or required to serve as jurors shall be permitted to be absent from their City duties during the period of required jury service.
Employees shall notify the City Manager and provide appropriate documentation of jury service. The employee shall receive regular compensation during authorized jury service, less any jury service payment received, excluding travel or mileage reimbursement, in accordance with City policy.
Injury Leave / Workers’ Compensation: Executive and Mid-Management employees who sustain an injury or illness arising out of and in the course of City employment shall be eligible for workers’ compensation benefits in accordance with applicable law and City policy.
An employee shall report any job-related accident, injury, or illness to the City Manager or designated City representative as soon as practicable, and no later than twenty-four (24) hours after the incident when reasonably possible.
Workers’ compensation benefits and any applicable use of accrued sick leave, vacation leave, or other available paid leave shall be administered in accordance with applicable law and City policy.
Sick leave and vacation accruals during a workers’ compensation leave shall be administered in accordance with applicable City policy and law.
For Executive and Mid-Management employees who qualify as public safety employees, any applicable salary-continuation benefits shall be provided in accordance with applicable law.
ARTICLE V - SPECIAL PROVISIONS
RESIDENCY REQUIREMENT
Executive and Mid-Management employees are not required to reside within the City of Willows as a condition of employment.
REST PERIODS
Executive and Mid-Management employees are exempt employees and are responsible for managing their work schedules in a manner that ensures the duties and responsibilities of their positions are fulfilled.
Reasonable rest periods may be taken during the workday as operational needs permit. Because of the nature of management responsibilities, rest periods may not always occur at fixed times.
Rest periods shall not be accumulated, carried over, or added to the beginning or end of the workday.
LAYOFF & ELIMINATION OF POSITION
Executive and Mid-Management employees are at-will employees and may be separated from City employment at any time, with or without cause, subject to any applicable individual employment agreement, City Council resolution, ordinance, or law.
An Executive or Mid-Management position may be eliminated, reorganized, or reduced due to changes in duties or organizational structure, lack of work, lack of funding, budgetary constraints, operational needs, or other legitimate City purposes.
Because Executive and Mid-Management employees are at-will, the layoff order, seniority provisions, reinstatement lists, and recall rights applicable to represented or classified employees shall not apply unless specifically provided by City policy, individual employment agreement, City Council action, or applicable law.
Upon separation, the employee shall receive all compensation and accrued benefits due in accordance with applicable City policy and law.
ARTICLE VI MANAGEMENT CONCERNS AND ADMINISTRATIVE REVIEW
PURPOSE
The purpose of this Article is to provide Executive and Mid-Management employees with an informal process to raise workplace concerns, questions regarding the interpretation or application of this Benefits Summary, or other matters affecting their employment.
INFORMAL REVIEW
An Executive or Mid-Management employee with a workplace concern should discuss the matter directly with the City Manager in an effort to resolve the issue informally and promptly.
The City Manager may review the matter, meet with the employee, obtain additional information, and take such action as the City Manager determines appropriate.
NO FORMAL GRIEVANCE OR APPEAL RIGHT
Executive and Mid-Management employees are at-will employees. Nothing in this Article creates a formal grievance procedure, disciplinary appeal right, right to a hearing before the City Council, right to progressive discipline, or property interest in continued employment.
A decision of the City Manager regarding a management employee shall be final unless a different review or appeal process is specifically provided by an individual employment agreement, City ordinance, City Council resolution, or applicable law.
NON-RETALIATION
Employees shall not be subject to unlawful retaliation for making a good-faith report or complaint concerning conduct protected by applicable law or City policy.
ARTICLE VII - DISCIPLINARY ACTION AND PROCESS
AT-WILL EMPLOYMENT
Executive and Mid-Management employees are at-will employees and serve at the pleasure of the City Manager, unless otherwise provided by an individual employment agreement, City ordinance, City Council resolution, or applicable law.
Employment may be terminated by either the City or the employee at any time, with or without cause and with or without advance notice, subject to applicable law.
AUTHORITY
The City Manager has authority to take appropriate employment action regarding Executive and MidManagement employees, including counseling, reprimand, suspension, reduction in salary, reassignment, demotion, or termination, consistent with applicable law and City policy.
Nothing in this Benefits Summary requires the City Manager to use progressive discipline or any particular form of corrective action before taking another employment action.
CORRECTIVE OR DISCIPLINARY ACTION
Depending upon the circumstances, the City Manager may take corrective or disciplinary action that may include, but is not limited to:
• Verbal or written counseling
• Written reprimand
• Suspension
• Reduction in salary
• Reassignment
• Demotion
• Termination of employment
The nature and level of action taken shall be determined by the City Manager based upon the circumstances.
TERMINATION
Executive and Mid-Management employees may be terminated from City employment at any time, with or without cause, subject to applicable law and any individual employment agreement.
Nothing in this Article creates a right to continued employment, progressive discipline, a pre-disciplinary hearing, reinstatement, or an appeal to the City Council.
NOTICE
The City may provide written notice of corrective, disciplinary, or separation action when determined appropriately by the City Manager or when required by applicable law, City policy, or an individual employment agreement.
NO FORMAL DISCIPLINARY APPEAL
Executive and Mid-Management employees shall not have a formal right to appeal disciplinary or termination decisions to the City Council unless such a right is specifically provided by applicable law, City ordinance, City Council resolution, or an individual employment agreement.
Employment decisions made by the City Manager regarding Executive and Mid-Management employees shall otherwise be final.
PROTECTED RIGHTS
Nothing in this Article shall limit any rights or protections provided to an employee under applicable federal or state law, including protections against unlawful discrimination, harassment, retaliation, or other prohibited employment practices.
ARTICLE VIII RESOLUTION, FULL UNDERSTANDING, AND NONNULLIFICATION
RESOLUTION
This Executive and Mid-Management Benefits Summary shall not be binding upon the City unless and until adopted by the City Council by resolution, ordinance, or other lawful action.
Upon adoption, this Benefits Summary shall establish the compensation, benefits, leave provisions, and other employment terms applicable to covered Executive and Mid-Management employees, except where otherwise provided by an individual employment agreement, City ordinance, City Council resolution, or applicable law.
FULL UNDERSTANDING AND MODIFICATIONS
This Benefits Summary sets forth the compensation, benefits, leave provisions, and other employment terms established by the City for Executive and Mid-Management employees covered by this document.
Nothing contained herein shall be interpreted as creating a collective bargaining agreement, memorandum of understanding, or contract for continued employment.
Executive and Mid-Management employees remain at-will unless otherwise provided by an individual employment agreement, City ordinance, City Council resolution, or applicable law.
Nothing in this Benefits Summary shall supersede the terms of the City Manager’s individual employment agreement. In the event of a conflict, the City Manager’s employment agreement shall control with respect to the City Manager’s compensation, Cost of Living Adjustments, benefits, and other terms specifically addressed in that agreement.
The City Council reserves the right to amend, modify, add to, reduce, or discontinue provisions contained in this Benefits Summary through resolution, ordinance, or other lawful action.
NON-NULLIFICATION
If any provision of this Benefits Summary is determined to be invalid, unlawful, or unenforceable by operation of law or by a court of competent jurisdiction, the remaining provisions shall remain in full force and effect.
The City Council may amend or replace any affected provision as necessary to comply with applicable law.
APPENDICES
Appendix I - Sick Leave
Appendix II - Vacation
Appendix III - Salary Schedule
APPENDIX I - SICK LEAVE
For the purpose of computing annual sick leave, a workday shall be considered 1/5 of the number of working or duty hours in the established workweek. Sick leave shall be earned at the rate of one (1) workday for each calendar month of service. Unused sick leave shall have an unlimited accumulation as per the formula below.
Employee
Classification
Sick Leave Working Hours
Credited per year
Deduction for Time
Taken
1. Employees working
full-time-4 days a
week (40-hour
workweek)
96.00 hours/year 10 hours
2. Regular Employees
(40-hour workweek)
96.00 hours/year
8 hours
APPENDIX II - VACATION
Vacation leave is credited in hours per pay period based on the employee's years of consecutive service and scheduled workweek, as shown below. Time taken as vacation shall be charged at the employee's actual scheduled hours per day (e.g., employees working 10 hours for 4-day/40-hours; 8 hours for 5- day/40-hour or 9/80 schedule).
VACATION WORKING HOURS CREDITED PER YEAR BASED UPON YEARS OF
SERVICE AND EMPLOYEE CATEGORY
Years of Service
Employees Working Fulltime 4-Days
(40-HR Workweek)
Employees Working 5-Days
(40-HR Workweek or 9/80
Schedule)
Less than 5 Years
(2 weeks)
3.077 hrs/pay period
(80 hrs/year)
3.077 hrs/pay period
(80 hrs/year)
5 Years or More
(3 weeks)
4.615 hrs/pay period
(120 hrs/year)
4.615 hrs/pay period
(120 hrs/year)
10 Years or
More (4 weeks)
6.154 hrs/pay period
(160 hrs/year)
6.154 hrs/pay period
(160 hrs/year)
Deduction for
Time Taken 10 hours 9 hours
APPENDIX III - SALARY SCHEDULE
Salary Schedule Effective June 30, 2025
80 Regular Hours Bi-Weekly, except where noted.
ADMINISTRATION
BIWEEKLY PAY - STEPS
1 2 3 4 5 6 7 8 9
CITY CLERK/ASSISTANT
TO CITY MANGER 2,273.08 2,329.85 2,388.00 2,447.54 2,508.92 2,571.69 2,635.85 2,701.85 2,769.23
FINANCE
BIWEEKLY PAY - STEPS
1 2 3 4 5 6 7 8 9
FINANCE DIRECTOR 4,103.73 4,206.33 4,311.48 4,419.27 4,529.75 4,643.00 4,759.07 4,878.05 5,000.00
COMMUNITY DEVELOPMENT & SERVICES
BIWEEKLY PAY - STEPS
1 2 3 4 5 6 7 8 9
COMMUNITY
DEVELOPMENT &
SERVICES DIRECTOR 3,945.69 4,044.46 4,145.54 4,249.38 4,355.54 4,464.46 4,576.15 4,690.62 4,807.69
FIRE DEPARTMENT
BIWEEKLY PAY - STEPS
1 2 3 4 5 6 7 8 9
FIRE CHIEF 3,985.38 4,085.08 4,187.08 4,291.85 4,398.92 4,508.77 4,621.38 4,736.77 4,855.38
CITY LIBRARY
BIWEEKLY PAY - STEPS
1 2 3 4 5 6 7 8 9
CITY LIBRARIAN 3,630.23 3,721.00 3,814.00 3,909.35 4,007.08 4,107.27 4,209.96 4,315.19 4,423.08
PUBLIC WORKS
BIWEEKLY PAY - STEPS
1 2 3 4 5 6 7 8 9
SUPERINTENDENT OF
PUBLIC WORKS 2,367.69 2,426.77 2,487.23 2,549.54 2,613.23 2,678.77 2,745.69 2,814.46 2,884.62 CITY COUNCIL APPROVED ON: JUNE 24, 2025
Agenda Item #8f
_____________________________________________________________________ Date: September 22, 2026
To: Honorable Mayor and Councilmembers
From: Marti Brown, City Manager
Karleen Price, City Clerk/Assistant to the City Manager Subject: City of Willows Donations Policy
Recommendation:
Adopt Resolution No. XX-2026 (Attachment 1) approving the City of Willows Donations Policy (Exhibit A) establishing uniform procedures for the acceptance, administration, and recognition of donations made to the City.
Rationale for Recommendation:
The City of Willows currently does not have a formal donations policy, which is considered a standard best practice for municipal organizations. The proposed Donations Policy establishes a consistent framework for evaluating, accepting, and administering monetary and in-kind donations offered to the City. Adoption of the policy will promote transparency, accountability, and sound fiscal management while ensuring that donations serve a public purpose, align with City priorities and operational needs, and support the City’s long-term interests.
Background:
The City of Willows periodically receives offers of monetary contributions, equipment, memorials, public improvements, professional services, and other gifts from residents, businesses, nonprofit organizations, and community groups. While these donations provide valuable benefits to the community, the City has not previously adopted a comprehensive policy governing their review and acceptance.
The proposed Donations Policy establishes standardized procedures to ensure donations are evaluated consistently and accepted only when they serve the public interest and are compatible with City operations and resources.
Discussion & Analysis:
The proposed policy applies to a broad range of donations, including monetary contributions, personal property, equipment, public art, memorial improvements, real property, volunteer labor, professional services, sponsorships, and other in-kind contributions.
The policy provides clear authority for administrative acceptance and management of routine donations while identifying those donations requiring City Council approval due to their value, restrictions, or long-term obligations.
Key elements of the policy include:
Acceptance Criteria
Establishes objective criteria for evaluating donations, including public benefit, safety, operational impacts, maintenance obligations, legal compliance, and consistency with City plans and policies.
Administrative Authority
Authorizes the City Manager to accept routine donations within delegated authority while requiring City Council approval for donations involving real property, naming rights, significant restrictions, or substantial ongoing obligations.
Recognition of Donors
Provides appropriate methods of recognizing donors while ensuring that recognition does not constitute advertising or endorsement by the City.
Ownership and Maintenance
Clarifies that accepted donations become City property and that the City retains sole discretion regarding installation, maintenance, relocation, replacement, and removal of donated improvements.
Administration
Authorizes the City Manager or designee to implement the policy and develop administrative procedures and forms necessary for its administration.
The policy is intended to provide flexibility while protecting the City's financial interests, ensuring transparency, and establishing consistent expectations for donors and City staff.
Consistency with Council Priorities and Goals:
The proposed Donations Policy supports the City Council's Strategic Priorities by promoting sound fiscal management, protecting public assets, encouraging community partnerships, and ensuring transparent and accountable governance. The policy also supports effective stewardship of City resources by providing a consistent process for evaluating donations and associated long-term obligations.
Fiscal Impact:
The proposed policy has no direct fiscal impact. Donations accepted under the policy may provide financial or in-kind benefits to the City; however, each proposed donation will be evaluated for any associated installation, maintenance, operational, or replacement costs before acceptance. Donations requiring significant ongoing financial commitments that exceed the City Manager’s budget authority will require City Council approval.
Attachment:
• Attachment 1: Resolution XX-2026
o Exhibit A: City of Willows Donation Policy
Attachment 1
City of Willows
Resolution XX-2026
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WILLOWS APPROVING AND ADOPTING
THE CITY OF WILLOWS DONATIONS POLICY
WHEREAS, the City of Willows values the generosity of individuals, businesses, nonprofit organizations, governmental agencies, and community groups whose donations enhance public facilities, programs, services, and the quality of life for the community; and WHEREAS, the City periodically receives offers of monetary contributions, personal property, public improvements, professional services, memorials, and other in-kind donations; and WHEREAS, the City Council desires to establish a consistent, transparent, and equitable process for the review, acceptance, administration, and recognition of donations offered to the City; and
WHEREAS, the proposed City of Willows Donations Policy establishes uniform procedures for evaluating donations while ensuring that accepted donations are consistent with the City's mission, operational needs, legal obligations, and long-term fiscal responsibilities; and WHEREAS, the policy provides appropriate administrative authority for routine donations while reserving City Council approval for donations involving significant restrictions, real property, naming rights, or substantial ongoing financial or operational obligations; and WHEREAS, the City Council has reviewed the proposed City of Willows Donations Policy and finds that adoption of the policy is in the best interests of the City and its residents.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Willows as follows:
1. Adoption of Policy
The City Council hereby adopts the City of Willows Donations Policy, attached hereto as Exhibit A and incorporated herein by this reference.
2. Administration
The City Manager, or her designee, is hereby authorized and directed to administer and implement the Donations Policy and to develop administrative procedures, forms, and guidelines necessary to carry out the provisions of the policy.
3. Acceptance Authority
The City Manager shall administer the acceptance of donations in accordance with the authority and limitations established in the Donations Policy. Donations requiring City Council approval shall be presented to the Council for consideration.
4. Effective Date
This Resolution shall take effect immediately upon its adoption.
PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council on this 22nd day of September, 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED: ATTESTED:
__________________________________ ____________________________________ Evan Hutson, Mayor Karleen Price, City Clerk
Exhibit A
CITY OF WILLOWS
DONATIONS POLICY
Policy No.: [To Be Assigned]
Effective Date: [Insert Date]
Approved By: [City Council]
I. PURPOSE
The purpose of this policy is to establish uniform procedures for the acceptance, administration, and recognition of donations made to the City of Willows. The City values the generosity of individuals, businesses, nonprofit organizations, and community groups whose contributions enhance public facilities, programs, services, and quality of life.
This policy provides guidelines for evaluating and accepting donations while ensuring that all gifts are consistent with the City's mission, legal obligations, operational needs, and long-term fiscal responsibilities.
II. POLICY STATEMENT
The City of Willows may accept donations that serve a public purpose and are determined to be in the best interests of the City and its residents.
Acceptance of any donation is a discretionary governmental act. Nothing in this policy shall be construed to require the City to accept any donation or to install, maintain, preserve, or replace any donated improvement in perpetuity.
The City reserves the right to decline any donation that:
Is inconsistent with the City's mission, adopted plans, or policies; Creates unreasonable financial, operational, or maintenance obligations; Creates actual or perceived conflicts of interest;
Requires the City to incur expenses beyond available resources; Contains conditions or restrictions determined to be impractical or contrary to public policy; Presents safety, accessibility, or liability concerns; and/or Is otherwise determined not to be in the City's best interests.
III. SCOPE
This policy applies to all donations offered to the City, including but not limited to:
Monetary contributions,
Personal property,
Equipment,
Materials and supplies,
• Public art,
• Memorial donations,
• Benches, trees, landscaping, and park improvements,
• Historical artifacts,
• Real property,
• Volunteer labor associated with donated improvements, • Professional services, and
• Sponsorships and other in-kind contributions.
IV. DEFINITIONS
For purposes of this policy:
Donation: A voluntary transfer of money, real property, personal property, services, or other assets to the City without expectation of compensation.
Donor: Any individual, business, nonprofit organization, governmental agency, or other entity offering a donation to the City.
Memorial Donation: A donation made in honor or memory of an individual, family, organization, or significant event.
V. TYPES OF DONATIONS
A. Monetary Donations
The City may accept unrestricted or restricted monetary donations to support municipal programs, facilities, services, capital improvements, community events, or other public purposes.
Restricted donations may be accepted only when the proposed restriction is consistent with City priorities and operational needs. Upon acceptance, restricted donations shall be used only for the purpose approved by the City.
B. In-Kind Donations
The City may accept donations of tangible personal property or services when the donation provides a public benefit and is appropriate for City operations.
Examples include:
Benches,
Trees,
Landscaping,
Public art,
Equipment,
Historical items,
Construction materials,
Professional services, and
Other public improvements.
C. Memorial Donations
The City may accept memorial donations recognizing an individual, family, organization, or significant community event.
Examples include:
Memorial benches,
Memorial trees,
Picnic tables,
Public art, and/or
Other public amenities.
The location, design, installation, and any associated recognition of memorial improvements shall be subject to City approval and shall be consistent with applicable City standards, plans, and policies.
D. Real Property Donations
The City may accept donations of real property when the acquisition serves a public purpose and is determined to be in the best interests of the City.
All donations of real property shall require approval by the City Council. Prior to acceptance, the City may require appropriate due diligence, including, as applicable, appraisal, title review, environmental assessment, inspection, evaluation of existing or potential liabilities, and consideration of acquisition, maintenance, operational, and other long-term costs.
The City may decline any proposed donation of real property when the conditions, restrictions, liabilities, costs, or other obligations associated with the property are determined to outweigh the anticipated public benefit.
VI. REVIEW CRITERIA
Prior to acceptance, the City shall consider, as applicable:
Public benefit,
Compatibility with existing facilities,
Safety,
Americans with Disabilities Act (ADA) requirements,
Environmental impacts,
Installation costs,
Long-term maintenance obligations,
Replacement costs,
Operational impacts,
Liability exposure,
Consistency with adopted plans and policies,
Available staff resources, and/or
Compliance with applicable federal, state, and local laws.
The City may require plans, specifications, engineering review, insurance, or other documentation before accepting certain donations.
VII. ACCEPTANCE AUTHORITY
A. City Manager
Unless otherwise required by law, the City Manager or designee may accept donations within the City Manager's delegated purchasing and contracting authority, provided the donation:
• Does not require City Council approval by law;
• Does not exceed the City Manager’s budget authority of $5,000; • Does not include significant conditions or restrictions; • Does not create substantial ongoing maintenance or operational obligations; and • Is determined to be in the best interests of the City.
B. City Council
City Council approval shall be required for donations that:
Exceed the City Manager's delegated budget authority; Include significant restrictions or conditions;
Involve real property;
Include naming rights;
Create substantial ongoing maintenance or operational obligations; or Are otherwise referred to the Council by the City Manager.
VIII. MEMORIALS, RECOGNITION, AND NAMING
Memorial plaques or similar recognition may be approved in conjunction with donated improvements when appropriate.
Naming or renaming of City parks, buildings, facilities, or other major public assets shall require approval by the City Council.
Recognition may include:
Letters of appreciation,
Certificates,
Public recognition at City Council meetings,
City newsletters,
Social media, and/or
Modest plaques or signage.
Recognition shall remain appropriate for a public agency and shall not constitute advertising or endorsement.
IX. OWNERSHIP, MAINTENANCE, AND REMOVAL
Upon acceptance, all donated property becomes the property of the City of Willows unless otherwise provided in a written agreement.
The City retains sole discretion regarding:
Installation,
Placement,
Maintenance,
Repair,
Replacement,
Relocation,
Removal, and/or
Disposal.
Donated improvements are not guaranteed to remain in their original location or to be maintained for any specified period of time.
If a donated improvement reaches the end of its useful life or must be removed because of construction, public safety, maintenance, redevelopment, or other municipal purposes, the City may remove, relocate, replace, or dispose of the improvement without obligation to replace the memorial or refund the donation.
Nothing in this policy obligates the City to appropriate future funds for the maintenance, repair, replacement, or preservation of any donated property.
X. CONDITIONS OF ACCEPTANCE
The City may require a written Donation Agreement for any donation.
Unless otherwise approved:
Donations become City property upon acceptance.
Acceptance does not create any ownership interest or continuing rights for the donor. Acceptance does not constitute endorsement of the donor or the donor's products, services, or viewpoints.
Donors shall not receive preferential treatment in any City decision, procurement, permitting, or regulatory matter.
The City shall not accept any donation that would create an actual or perceived conflict of interest or impair the City's independence, objectivity, or impartiality in performing its governmental functions.
XI. TAX MATTERS
The City does not determine the value of donated property for tax purposes.
Upon request, the City may provide written acknowledgment of receipt of a donation but shall not assign a value to donated property other than the amount of cash contributions received.
Donors are responsible for obtaining independent tax or legal advice regarding any charitable deduction.
XII. ADMINISTRATION
The City Manager or designee may develop administrative procedures, forms, and guidelines necessary to implement this policy.
Administrative responsibilities include:
Reviewing proposed donations;
Determining whether donations may be accepted administratively or require City Council approval;
Coordinating Donation Agreements;
Maintaining donation records;
Coordinating installation of donated improvements; and Ensuring compliance with this policy.
XIII. EFFECTIVE DATE
This policy shall become effective upon approval by the City Council and shall remain in effect until amended or rescinded.
COMMENTS AND
REPORTS