CITY OF WILLOWS
APPENDIX B: CALIFORNIA PREGNANCY DISABILITY LEAVE (PDL)
CITY OF WILLOWS
PERSONNEL RULES
88 Policy Title: California Pregnancy Disability Leave (PDL) Date Adopted:
Date Amended:
Policy
An employee who is disabled because of pregnancy, childbirth, or a related medical condition is entitled to an unpaid leave for up to the number of hours they would normally work within four calendar months (one-third of a year or 17 1/3 weeks). For a full-time employee who works 40 hours per week, “four months” means 693 hours of leave entitlement, based on 40 hour per week times 17 1/3 weeks. An employee who works less than 40 hours per week will receive a pro rata or proportional amount of leave.
A pregnancy disability is a medical condition related to pregnancy or childbirth that prevents employees from performing the essential duties of their job, or if the job would cause undue risk to the mother or their pregnancy’s successful completion. The leave may be taken intermittently or on a reduced schedule. Employees are eligible for PDL from their first day of employment.
Employees must provide the City with certification from a healthcare provider. The employee is required to obtain a certification from their health care professional of their pregnancy disability or the medical advisability for a transfer or reasonable accommodation.
The certification should include at least:
• The date on which the employee became disabled due to the pregnancy or the date of the medical advisability for the transfer or reasonable accommodation; • The probable duration of the period(s) of disability or the period(s) for the transfer or reasonable accommodation; and
• A statement that indicates the impact on work of the disability, such as the employee is unable to perform specific job functions without undue risk to themselves or the successful completion of their pregnancy; to ensure the safety of others in the workplace; or that is medically recommended that the employee be transferred away from any department with exposure to chemicals, etc.
If requested and recommended by a health care professional, work assignments may be changed as required to protect the health and safety of the employee and child. Requests for transfers may be reasonably accommodated.
PDL is not intended for “baby bonding time.” Once no longer disabled by pregnancy per medical certification, employees are no longer eligible for PDL. Employees may, however, be granted additional family and medical leave. Please refer to Appendix A, Family Medical Leave for more information.
CITY OF WILLOWS
APPENDIX B: CALIFORNIA PREGNANCY DISABILITY LEAVE (PDL)
CITY OF WILLOWS
PERSONNEL RULES
89 Procedures
It is the employee’s responsibility to provide at least 30-days’ advance notice to the City Manager, or as much notice as practicable, before a leave is to begin.
When this is not possible, the employee must provide the requested certification to the City within the time frame requested (at least 15 calendar days), unless it is not practicable under the circumstances to do so despite the employee’s diligent, good faith efforts. However, employees may not be required to provide documentation for intermittent and recurring absences for pregnancy related reasons, such as morning sickness.
Once intermittent leave has been designated, employees are responsible for providing as much advance notice as possible about absences to their supervisor. Unforeseeable intermittent leaves must be reported in advance of the impact on work. All intermittent absences should be reported as related to the previously designated serious health condition prior to the impact of the absence on work.
Compensation During Leave
PDL is without pay. However, the employee may use accrued paid leave. PDL will be treated as any other disability leave and may entitle the employee to short-term/long-term disability benefits or an accommodation of additional unpaid leave requested by the employee and granted by the City Manager.
Benefits During Leave
While on PDL, the employee is entitled to continued coverage in group health insurance and supplemental policies to the same extent as when the employee was working. To maintain this coverage, employees are required to timely pay the full employee contribution to maintain their group health plan coverage, either through payroll deduction or by paying the City directly. The City may recover premiums it paid to maintain health coverage if an employee does not return to work following PDL. Employees may also arrange with the Finance Director for payment of any other payroll deductions. Any payments made by the City for the employee contribution will be collected from the employee by the City. The City may recover its portion of any group health, dental, and vision insurance premiums paid if the employee fails to return from leave under the circumstances described in applicable state or federal leave laws.
Paid leave does not accrue while an employee is on unpaid PDL.
CITY OF WILLOWS
APPENDIX B: CALIFORNIA PREGNANCY DISABILITY LEAVE (PDL)
CITY OF WILLOWS
PERSONNEL RULES
90 Reinstatement
At the conclusion of the approved PDL, the employee will be returned to their former position or to an equivalent position. When ready to return from pregnancy disability leave employees must provide to the City Manager a medical release to return to work prior to beginning any work activity.
If the end of the 17 1/3 weeks leave period has been reached, and CFRA baby bonding (if eligible and leave is available) has been utilized, and the employee is unable to return to their regular position for continuing health reasons, the City will engage in a timely, goodfaith interactive process with the employee for reasonable accommodation based on the employee’s rights under the Americans with Disabilities Act (ADA) and the Fair Employment and Housing Act (FEHA) with the primary goal to return the employee to work, with or without reasonable accommodation, first to the original job assignment, and, as a last resort, to an alternate non-promotional vacancy with priority candidacy placement rights if the employee meets the minimum qualification of the position and is found to be able to complete all essential job functions of the vacancy with or without accommodation. The City Manager, in consultation with the employee, their supervisor/lead, and health care professional, will decide as to whether an accommodation can be made as provided. This may include approval of an extended sick leave.
If, after all reasonable accommodation efforts have been exhausted, and the employee is not available to return to work, even to an alternative job placement, the City may consider a medical separation from employment.
Leave For Reproductive Loss
The City provides employees who have been employed at least 30 calendar days with Reproductive Loss Leave, in the event of a “Reproductive Loss Event”. “Reproductive Loss Event” means the day or, for a multiple-day event, the final day of a Failed Adoption, Failed Surrogacy, Miscarriage, Stillbirth, or an Unsuccessful Assisted Reproduction, as those terms are defined below:
• “Failed Adoption” means the dissolution or breach of an adoption agreement with the birth mother or legal guardian, or an adoption that is not finalized because it is contested by another party. This event applies to a person who would have been a parent of the adoptee if the adoption had been completed. • “Failed Surrogacy” means the dissolution or breach of a surrogacy agreement, or a failed embryo transfer to the surrogate. This event applies to a person who would have been a parent of a child born as a result of the surrogacy. • “Miscarriage” means a miscarriage by a person, by the person’s current spouse or domestic partner, or by another individual if the person would have been a parent of a child born as a result of the pregnancy.
CITY OF WILLOWS
APPENDIX B: CALIFORNIA PREGNANCY DISABILITY LEAVE (PDL)
CITY OF WILLOWS
PERSONNEL RULES
91 • “Stillbirth” means a stillbirth resulting from a person’s pregnancy, the pregnancy of a person’s current spouse or domestic partner, or another individual, if the person would have been a parent of a child born as a result of the pregnancy that ended in stillbirth.
• “Unsuccessful Assisted Reproduction” means an unsuccessful round of intrauterine insemination or of an assisted reproductive technology procedure. This event applies to a person, the person’s current spouse or domestic partner, or another individual, if the person would have been a parent of a child born as a result of the pregnancy.
Reproductive Loss Leave may be taken for up to five (5) days per Reproductive Loss Event.
Reproductive Loss Leave is not required to be taken consecutively, but such leave must be taken within three (3) months of the Reproductive Loss Event, with the exception that, if an employee is on California Family Rights Act (“CFRA”) leave, Pregnancy Disability Leave (“PDL”), or another leave protected by state or federal law at the time of or immediately following the Reproductive Loss Event, the employee may use Reproductive Loss Leave within three (3) months of the end date of the other protected leave.
If an employee experiences more than one Reproductive Loss Event within a 12-month period, the City will provide Reproductive Loss Leave up to a maximum of 20 days within a 12-month period.
Reproductive Loss Leave is unpaid, but employees may elect to use accrued paid leaves, such as sick leave, personal leave, or vacation to provide for their compensation while on Reproductive Loss Leave.
The City will maintain the confidentiality of any employee who requests to use or uses Reproductive Loss Leave, and the City will not disclose such information other than to internal personnel on a need-to-know basis, or as required by law.
CITY OF WILLOWS
APPENDIX C: DRUG FREE WORKPLACE
CITY OF WILLOWS
PERSONNEL RULES
92 Policy Title: Drug Free Workplace
Date Adopted:
Date Amended:
Purpose
This Policy is to promote a drug and alcohol-free workplace and to eliminate drug and alcohol-related inefficiencies and risks. This Policy applies to all City employees, whether they are on City property, or they are performing City-related business elsewhere, except as this Policy is superseded by federally mandated drug and alcohol policies. Compliance with this Policy is a condition of employment.
Disciplinary action will be taken against those who violate this Policy.
Employee Assistance Programs (EAP)
The City provides an EAP that offers counseling and treatment of drug- or alcohol-related problems.
Prohibited Conduct
• The manufacture, distribution, sale, dispensation, possession, or use of any controlled substance, narcotic (including marijuana), or prescription drug that has not been lawfully prescribed to the employee in either workplaces or wherever City of Willows business is performed. (41 U.S.C. §§ 701-702; Gov. Code § 8355(a)(1).)
• Working or being subject to call in if impaired by alcohol or any controlled substance, narcotic (including marijuana), or prescription drug that has not been lawfully prescribed to the employee.
• An employee’s failure to notify the employee’s supervisor, Department Head or City Manager before beginning work when taking medications or drugs, including, but not limited to prescription drugs, over the counter medications, or illegal drugs or narcotics (including marijuana), which could interfere with the safe and effective performance of duties or operation of the City of Willows. • An employee’s failure to notify the City Manager or designee of any criminal conviction for a drug violation that occurred in the workplace within five days after such conviction. (41 U.S.C. §§ 701-702.)
• An employee’s criminal conviction for a drug violation that occurred in the workplace.
CITY OF WILLOWS
APPENDIX C: DRUG FREE WORKPLACE
CITY OF WILLOWS
PERSONNEL RULES
93 Drug And Alcohol Testing
The City has discretion to test applicants and employees for alcohol and drug use under the following circumstances. The City will use an outside laboratory to perform all testing. • Pre-Employment Testing for External Applicants: Those external applicants who apply for jobs where a special need for pre-employment drug and alcohol testing exists must take and pass a drug and alcohol test following a conditional offer of employment. The categories of jobs subject to pre-employment drug and alcohol testing include, but is not limited to, the following:
1. Safety sensitive jobs that have public safety implications, such as operating heavy trucks to transport hazardous material, protecting national security, enforcing drug laws, and/or operating natural gas pipelines, and
2. Jobs that involve the direct influence over children. • Reasonable Suspicion Testing: The City may require a blood test, urinalysis, or other drug and/or alcohol screening of those employees who are reasonably suspected of using or being under the influence of a drug or alcohol at work, under the following circumstances.
1. “Reasonable suspicion” to test exists if, based on objective factors, a reasonable person would believe that the employee is under the influence of drugs or alcohol at work. Examples of objective factors, include, but are not limited to: unusual behavior, slurred or altered speech, body odor, red or watery eyes, unkempt appearance, unsteady gait, lack of coordination, sleeping on the job, a pattern of abnormal or erratic behavior, a verbal or physical altercation, puncture marks or sores on skin, runny nose, dry mouth, dilated or constricted pupils, agitation, hostility, confused or incoherent behavior, paranoia, euphoria, disorientation, inappropriate wearing of sunglasses, tremors, an accident involving agency property or equipment, or other evidence of recent drug or alcohol use.
2. Document and Analysis: In order to receive authority to test, the supervisor must record the factors that support reasonable suspicion in writing and analyze the matter with the City Manager or designee. Any reasonable suspicion testing must be pre-approved by the City Manager.
3. Testing Protocol: If the documentation and analysis show that there is a reasonable suspicion of drug or alcohol abuse at work, upon approval by the City Manager, the employee will be relieved from duty and transported to the testing facility and to the employee’s home after the test. The employee will be placed on sick or other paid leave until the test results are received.
CITY OF WILLOWS
CITY OF WILLOWS
PERSONNEL RULES
94 Conviction For Drug-Related Offense
An employee who is convicted under a federal or state criminal drug statute relating to any conduct prohibited by this policy will be deemed to have violated this Policy. Upon receiving notice of a conviction of an employee for any such violation, the City will either (a) take appropriate disciplinary action in accordance with this Policy, and/or (b) require the employee to participate in and satisfactorily complete a drug abuse assistance, rehabilitation or counseling program. Employees will notify the City Manager of any conviction under a criminal drug statute.
Attachment 3
1 2026 Personnel Rules
Councilmember Pride Comments, Staff Response & Recommendations Section / Topic Comment / Concern Staff Response / Analysis Action Taken or Recommended Definition of
“Appointing
Authority” /
§2.2(B)
The definition states that Department
Heads are the appointing authorities
for employees under their
management, while §2.2(B) states
that the City Manager is the
appointing authority for all City
officers and employees. Preference
expressed for Department Heads to
retain appointing authority.
The two provisions are inconsistent
and should be reconciled. The Rules
should clearly establish whether
Department Heads possess
independent appointing authority or
whether that authority ultimately rests
with the City Manager. DRAFT
PERSONNEL RULES FINAL DRAFT
PERSONNEL RULES FINAL
Revised Section 2.2(B) to make the City
Manager the appointing authority.
Definition of
“Volunteer” –
Property Right
Requests clarification of the statement
that volunteers have no “property
right” in continued employment.
This is legal terminology addressing
whether an individual possesses a
protected interest in continued service
that would trigger procedural dueprocess rights. The language could be clarified for readability without
changing its intent. DRAFT PERSONNEL
RULES FINAL
No change. “Property right” refers to an
employee's legally protected interest in
continued employment. A volunteer is
not an employee and therefore does not
have property rights to the volunteer
position.
Finance Director /
Personnel Officer /
Human Resources
Numerous provisions assign personnel
functions specifically to the Finance
Director. Comment recommends using
“Personnel Officer” or “Human
The Rules already define the City
Manager as Personnel Officer and
allow those duties to be delegated.
Using a functional title rather than a
Revised to use the term “Personnel
Officer” throughout the document.
2 Section / Topic Comment / Concern Staff Response / Analysis Action Taken or Recommended Resources” instead so duties may be
reassigned organizationally without
amending the Rules.
particular department position would
provide greater administrative
flexibility. DRAFT PERSONNEL RULES
FINAL
Immediate Family
/ Domestic Partner
Should “domestic partner” be
separately defined, and does the City
require verification of domestic
partnership?
The Rules include domestic partners
within the definition of immediate
family. Whether documentation may
or should be required depends upon
the particular benefit or leave being
used and applicable law. DRAFT
PERSONNEL RULES FINAL
No change. “Domestic Partner” is defined
by statute. However, Rules are revised to
require both marriage and domestic
partnership verification.
Intern / Seasonal
Employee
These classifications are referenced in
the Rules but are not separately
defined.
Adding definitions would improve
consistency and clarify which Rules
and benefits apply to these
classifications.
Revised to add definitions for Intern and
Seasonal Employee.
§2.3(B) – Applicant
Screening
If applicants have already been
determined qualified, why wouldn't
all qualified applicants be forwarded
to the appointing authority?
The provision appears to give the
personnel function discretion to
further screen qualified applicants
before referral. The City should
determine whether that is intentional
or whether all applicants meeting
minimum qualifications should be
forwarded.
Revised and/or confirmed that all
qualified applicants be forwarded to the
Appointing Authority.
3 Section / Topic Comment / Concern Staff Response / Analysis Action Taken or Recommended §2.4 – Provisional
Appointments
Requests clarification regarding the
difference between provisional and
probationary employees. Also
questions language concerning
temporary filling of positions while
another employee is suspended or
disciplinary proceedings are pending.
A provisional appointment and a
probationary appointment serve
different purposes, but the current
provision combines multiple concepts
in a manner that may cause confusion.
Language revised to clarify the difference
between provisional and probationary
employees.
§3.6 – Harassment
Complaint
Procedure
The Rules allow oral or written
complaints but subsequently refer to
receipt of a signed written complaint.
What happens when a complaint is
made orally?
The procedure should make clear that
the City may investigate an oral
complaint and identify who is
responsible for documenting an oral
report. The current language could
otherwise create uncertainty regarding
when the City's investigative obligation
begins. DRAFT PERSONNEL RULES
FINAL
No change. This issue is addressed in the
Rules under the harassment complaint
procedure.
Chapter 4 –
Reasonable
Accommodation
Questions how reasonable
accommodation interacts with
disability benefits and whether
separation options are discussed with
an employee.
These questions relate primarily to
administration of the interactive
process and applicable disability/leave
laws rather than the basic policy
statement itself. DRAFT PERSONNEL
RULES FINAL
No change. There is no interaction
between reasonable accommodation and
disability benefits. Yes, separation options
are discussed. These options and steps
are accounted for under State and Federal
law (by statute).
§6.1(C) – Public
Safety Employees
Provision generally references
firefighting personnel. Should law
enforcement personnel also be
With the re-establishment of the
Willows Police Department, the
provision should be reviewed to
Revised to include Police Department
personnel and referenced Public Safety
4 Section / Topic Comment / Concern Staff Response / Analysis Action Taken or Recommended included given establishment of the
Police Department?
ensure that it appropriately addresses
qualifying police as well as fire
personnel. DRAFT PERSONNEL RULES
FINAL
Officers Procedural Bill of Rights Act (Gov.
Code §§ 3300–3313).
§6.2 – Exempt
Employees
Questions whether these provisions
apply to management employees
covered by the Management Benefits
Handbook and how the two-hour
absence notification requirement
works for exempt employees with
flexible schedules.
The relationship between the
Personnel Rules and Management
Benefits Handbook should be clear.
The Rules currently provide flexibility
to exempt employees while also
establishing notification and leaveaccounting requirements. DRAFT
PERSONNEL RULES FINAL
No change. It applies to exempt
employees as well and its addressed in
the Personnel Rules. Therefore, it does
not need to be addressed again in the
Management Handbook.
§6.2(F) – Exempt
Leave / Remote
Work
Questions the relationship between
the two-hour notification requirement
and four-hour leave requirement. Also
raises whether remote work is
permitted and expresses a preference
that it not be allowed given limited
staffing.
The Rules address absence and leave
accounting but do not establish a
comprehensive remote-work policy.
Remote work is therefore a separate
policy question. DRAFT PERSONNEL
RULES FINAL
No change. There is no relationship. The
two hour notification is advance notice
that an employee is leaving the office
early or not coming in. The four-hour
leave requirement is related to not
“flexing” more than four hours in a day. If
more than four hours in a single day are
going to be “flexed,” the exempt
employee must use one of the leave
banks (e.g., Vacation, Administrative).
5 Section / Topic Comment / Concern Staff Response / Analysis Action Taken or Recommended There is no remote work and/or teleworking for exempt employees. Because there is no option for remote work, there
is no need for a policy (as explained by
the City’s HR consultant).
§6.3 –
Compensatory
Time
Why does the Finance
Director/Personnel Director approve
compensatory time rather than the
employee's supervisor or Department
Head?
Because comp time affects
departmental staffing, scheduling and
budgetary obligations, Department
Head involvement may be appropriate
even if HR/Finance retains an
administrative or compliance role.
DRAFT PERSONNEL RULES FINAL
Language revised to require a three-step
process: approval by the City Manager
and Department Head, as well as
administrative approval by the Finance
Director.
§6.4 – Alternative
Regular Schedule
Should the Personnel Officer make the
determination in consultation with the
Department Head?
Alternative schedules directly affect
departmental operations and staffing.
The current provision involves the
Finance Director and City Manager but
should clarify the Department Head's
role. DRAFT PERSONNEL RULES FINAL
Language revised to include consultation
with the Department Head to approve
alternative work schedule (e.g., 9/80,
4/10).
§6.5(D) –
Attendance
Subsection addresses two separate
subjects and should be divided.
The provision addresses both job
abandonment and other attendancerelated disciplinary issues. Separating the concepts would improve
readability. DRAFT PERSONNEL RULES
FINAL
No change. While the subjects are
separate, procedurally the outcome is the
same.
6 Section / Topic Comment / Concern Staff Response / Analysis Action Taken or Recommended §6.6(A)-(B) –
Emergency
Conditions
Subsections A and B appear
substantially duplicative.
Both provisions address employees'
obligation to make reasonable efforts
to report to work during emergency or
extreme conditions. DRAFT
PERSONNEL RULES FINAL
Revised. Subsections A and B
consolidated into one section.
§7.5(B) –
Probationary
Release
Should the appointing authority
rather than the City Manager
make/recommend the decision?
Resolution depends upon the City's
determination regarding who serves as
appointing authority. The terminology
should then be applied consistently to
probationary releases. DRAFT
PERSONNEL RULES FINAL
No change and resolved. By changing the
Appointing Authority to the City Manager
(consistent with the WMC) this issues is
resolved.
§7.5(G) – “ForCause Status”
What does “for-cause status” mean?
The term is used in connection with
layoff procedures but is not sufficiently
explained for the reader. DRAFT
PERSONNEL RULES FINAL
Revised language. Since the “for-cause
status” refers to “permanent exempt
and/or non-exempt employees,” “forcause status” was removed and replaced with “permanent exempt and/or nonexempt employees.”
§7.6(E)(7)-(8) –
Discipline
Subsections 7 and 8 appear
duplicative.
Both provisions address drugs,
narcotics and/or alcohol in the
workplace and contain substantially
overlapping language. DRAFT
PERSONNEL RULES FINAL
Revised. Yes, they are duplicative.
Subsection 7 remains and 8 was deleted.
7 Section / Topic Comment / Concern Staff Response / Analysis Action Taken or Recommended §§7.6–7.7 –
Discipline and
Grievances
Rules refer variously to the
“supervising manager,” “appointing
authority,” and City Manager. What
are their respective roles? Does the
City Manager supersede the
appointing authority?
The disciplinary process should clearly
identify who recommends discipline,
who imposes discipline, who considers
an employee's response, and who
makes the final administrative
decision. The current terminology
could create uncertainty. DRAFT
PERSONNEL RULES FINAL
Language revised and clarified. City
Manager is the Appointing Authority.
New language added to clarify the
process.
§8.1(C) – 90-Day
Review
The 90-day review appears here
without previously establishing when
or to whom such a review applies.
The Rules should either establish the
purpose and applicability of the 90-day
review or remove the isolated
reference. DRAFT PERSONNEL RULES
FINAL
Revised. Reference to a 90-day review
was removed. That is not a policy that the
City uses.
Chapter 9 –
Vacation Carryover
Rules prohibit carrying more than 360
hours into the next calendar year but
provide for payment of hours
exceeding 360 as of June 30. The
dates appear inconsistent.
The provision mixes a calendar-year
carryover limitation with a June 30
measurement date, making
administration unclear. DRAFT
PERSONNEL RULES FINAL
Language revised. Any cashout of
vacation leave will be processed based on
the Bargaining Unit’s Memorandum of
Understanding. Once the 360 hours are
reached, employee stops accruing
vacation leave until the hours drop below
360 hours.
§9.C.1 –
“Designated
Person”
Requests definition of “designated
person.”
The term is used in the sick-leave
provision but is not explained in the
cited language. DRAFT PERSONNEL
RULES FINAL
No change. This term is already statutorily
defined and does not require a definition
in the Rules.
8 Section / Topic Comment / Concern Staff Response / Analysis Action Taken or Recommended §9.I – Voting Time
Questions why employees receive up
to two hours of paid voting leave
given vote-by-mail and asks whether
the provision is required by State law.
The Rules expressly provide up to two
hours of paid voting leave subject to
notice requirements. Whether and
under what circumstances State law
requires paid voting leave is a legalcompliance question. DRAFT
PERSONNEL RULES FINAL
No change. Leave for voting is statutorialy
defined by State law.
§10.2 – Outside
Employment
Can the City require employees to
disclose or obtain advance approval
for outside employment so potential
conflicts can be identified?
Current language prohibits outside
employment that conflicts with City
interests or interferes with City duties
but does not establish a general
advance disclosure/approval
procedure. DRAFT PERSONNEL RULES
FINAL
Policy decision. Yes, the City may require
employees to obtain advance approval for
outside employment. Staff seek Council
direction.
Personal Vehicle
Use for City
Business
Questions insurance requirements,
whether the City should be named as
an additional insured, combining
personal and City errands, workers'
compensation, and liability.
The Rules address reimbursement for
personal vehicle travel and require a
valid driver's license for employees
driving on City business, but the cited
provisions do not fully address the
insurance and liability questions raised.
DRAFT PERSONNEL RULES FINAL
DRAFT PERSONNEL RULES FINAL
Police decision. Employees are covered by
City insurance when driving personal cars
for city business. Staff seek Council
direction whether a separate travel policy
if additional requirements will be
imposed.
COMMENTS AND
REPORTS