GRASS VALLEY
City Council Regular Meeting, Capital Improvements Authority and Redevelopment "Successor Agency"
Tuesday, September 08, 2026 at 6:00 PM
Council Chambers, Grass Valley City Hall | 125 East Main Street, Grass Valley, California Telephone: (530) 274-4310 – Fax: (530) 274-4399
E-Mail: [email protected] Web Site: www.cityofgrassvalley.com AGENDA
Any person with a disability who requires accommodations to participate in this meeting should telephone the City Clerk’s office at (530)274-4390, at least 48 hours prior to the meeting to make a request for a disability related modification or accommodation.
Mayor Hilary Hodge, Vice Mayor Haven Caravelli, Councilmember Jan Arbuckle, Councilmember Joe Bonomolo, Councilmember Tom Ivy
MEETING NOTICE
City Council welcomes you to attend the meetings electronically or in person at the City Hall Council Chambers, located at 125 E. Main St., Grass Valley, CA 95945. Regular Meetings are scheduled at 6:00 p.m. on the 2nd and 4th Tuesday of each month. Your interest is encouraged and appreciated.
This meeting is being broadcast “live” on Comcast Channel 17 & 18 by Nevada County Media, on the internet at www.cityofgrassvalley.com, or on the City of Grass Valley YouTube channel at https://www.youtube.com/@cityofgrassvalley.com Members of the public are encouraged to submit public comments via voicemail at (530) 274-4390 and email to [email protected]. Comments will be reviewed and distributed before the meeting if received by 5pm. Comments received after that will be addressed during the item and/or at the end of the meeting. Council will have the option to modify their action on items based on comments received. Action may be taken on any agenda item.
Agenda materials, staff reports, and background information related to regular agenda items are available on the City’s website: www.cityofgrassvalley.com. Materials related to an item on this agenda submitted to the Council after distribution of the agenda packet will be made available on the City of Grass Valley website at www.cityofgrassvalley.com, subject to City staff’s ability to post the documents before the meeting.
Please note, individuals who disrupt, disturb, impede, or render infeasible the orderly conduct of a meeting will receive one warning that, if they do not cease such behavior, they may be removed from the meeting. The chair has authority to order individuals removed if they do not cease their disruptive behavior following this warning. No warning is required before an individual is removed if that individual engages in a use of force or makes a true threat of force. (Gov. Code, § 54957.95.)
City of Grass Valley, CA AGENDA September 08, 2026
Council Chambers are wheelchair accessible and listening devices are available. Other special accommodations may be requested to the City Clerk 72 hours in advance of the meeting by calling (530) 274-4390, we are happy to accommodate.
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL
AGENDA APPROVAL - The City Council reserves the right to hear items in a different order to accomplish business in the most efficient manner.
REPORT OUT OF CLOSED SESSION
INTRODUCTIONS AND PRESENTATIONS
1. Community Organizations Active in Disaster (COAD) Presentation
CITY UPDATE
2. The Feral Land Project Mosaic Fuels Treatment presentation PUBLIC COMMENT - Members of the public are encouraged to submit public comments via voicemail at (530) 274-4390 and email to [email protected]. Comments will be reviewed and distributed before the meeting if received by 5pm. Comments received after 5pm will be addressed during the item and/or at the end of the meeting. Council will have the option to modify their action on items based on comments received. Action may be taken on any agenda item. There is a time limitation of three minutes per person for all emailed, voicemail, or in person comments, and only one type of public comment per person. Speaker cards are assigned for public comments that are on any items not on the agenda, and within the jurisdiction or interest of the City. Speaker Cards can be pulled until the opening of public comment at which time sign ups will no longer be allowed.
These cards can be found at the City Clerks desk. If you wish to speak regarding a scheduled agenda item, please come to the podium when the item is announced. When recognized, please begin by providing your name and address for the record (optional). Thirty minutes of public comment will be heard under this item in order of the speaker card assigned and the remaining general public comments will be heard at the end of the meeting. We will begin with number one.
CONSENT ITEMS -All matters listed under the Consent Calendar are to be considered routine by the City Council and/or Grass Valley Redevelopment Agency and will be enacted by one motion in the form listed. There will be no separate discussion of these items unless, before the City Council and/or Grass Valley Redevelopment Agency votes on the motion to adopt, members of the Council and/or Agency, staff or the public request specific items to be removed from the Consent Calendar for separate discussion and action but Council action is required to do so (roll call vote).Unless the Council removes an item from the Consent Calendar for separate discussion, public comments are invited as to the consent calendar as a whole and limited to three minutes per person.
3. Approval of the Regular Meeting Minutes of August 28, 2026.
Recommendation: Council approve minutes as submitted.
4. Appointment of Councilmember Arbuckle as the voting delegate and Mayor Hodge as alternate for the League of California Cities 2026 Annual Conference meeting
City of Grass Valley, CA AGENDA September 08, 2026
CEQA: Not a Project
Recommendation: That Council appoints Councilmember Arbuckle as the voting and Mayor Hodge as the alternate for the 2026 League Annual Conference on September 23-25, 2026.
5. Purchase of Bobcat E-55 Excavator
CEQA: Not a project
Recommendation: That Council authorize the City Manager to sign/execute the purchase agreement.
6. Title: Resolution Electing to Cease to Be Subject to the Public Employees’ Medical and Hospital Care Act with Respect to Management/Supervisory Employees (001 Management/Supervisory).
CEQA: Not a Project.
Recommendation: Adopt Resolution No. 2026-47, electing the City of Grass Valley to cease to be subject to the Public Employees’ Medical and Hospital Care Act (PEMHCA) with respect to recognized Management/Supervisory employees, effective December 31, 2026.
ITEMS REMOVED FROM CONSENT CALENDAR FOR DISCUSSION OR SEPARATE ACTION AND /
OR ANY ADDED AGENDA ITEMS
REORGANIZATION RELATED ITEMS
PUBLIC HEARING
ADMINISTRATIVE
7. Agreement with the Nevada County Historical Society for Digital Scanning and Preservation of Historical Records
CEQA: Not a Project
Recommendation: That Council approve the Agreement between the City of Grass Valley and the Nevada County Historical Society (NCHS) for the digital scanning and preservation of historical records and authorize the Deputy City Manager to execute the Agreement, subject to legal review.
BRIEF REPORTS BY COUNCIL MEMBERS
CONTINUATION OF PUBLIC COMMENT
ADJOURN
POSTING NOTICE
This is to certify that the above notice of a meeting of The City Council, scheduled for Tuesday, September 8, 2025, at 6:00 p.m., was posted at city hall, easily accessible to the public, as of 5:00 p.m. Friday, September 4, 2026.
________________________
Taylor Whittingslow, City Clerk
Item # 2.
Grass Valley
Mosaic Fuels Treatment
Concept
What We Do
● Native planting
● Habitat restoration
● Wildfire resilience
● Invasive management
● Long-term stewardship
Our Work in Grass Valley
and With Local Partners
● NCRCD
● Bear Yuba Land Trust
● Grass Valley Measure B
● Consultation
● Native plant propagation
● Field work
● Planting/design support
Item # 2.
City Boundary
Estimated
Treatment area
Grass Valley
Mosaic Fuels Treatment
Approximate project area based on
current City GIS data
Before Mosaic
Fuels Treatment
After Mosaic Fuels
Treatment
Mill St Concept
Mill St Concept Mill St Concept
Before Mosaic
Fuels Treatment
After Mosaic Fuels
Treatment
Condon Park Concept
Item # 2.
Before Mosaic
Fuels Treatment
After Mosaic Fuels
Treatment
Eureka St Concept
The Mosaic Fuels Treatment Will
● Reduce wildfire risk
● Protect neighborhoods and evacuation routes
● Improve forest health
● Control invasive vegetation
● Restore native vegetation
● Establish long-term stewardship
Concept
www.theferallandproject.org
● Staff coordination
● Mapping and acreage confirmation
● CEQA coordination
What we need from the City
SNC Full Application Due November 2
City partnership is essential to
completing the application
Item # 2.
image credits: Jim and Lynne Weber via Shutterstock
Together We Can
● Reduce wildfire risk
● Improve habitat
● Build healthier public lands
Our Supporters
Concept Application Due November 2
Item # 2.
Grass Valley Mosaic Fuels Treatment
Purpose. This memorandum supplements the SNC Concept Proposal by explaining how approximately 350 acres of non-contiguous, City-owned lands will be prioritized, organized into treatment units, treated, documented, and maintained. It is a project-support document, not the complete regional MFT Strategy framework.
Executive Summary
This memorandum supports The Feral Land Project's application to the Sierra Nevada Conservancy's 2026 Wildfire and Forest Resilience Directed Grant Program for the Grass Valley Mosaic Fuels Treatment(MFT). Grass Valley owns a dispersed collection of forested properties, oak woodlands, grasslands, drainage corridors, wetlands, roadsides, trails, vacant parcels, and lands surrounding public facilities. Together these properties form a municipal landscape mosaic. Individually, many parcels are small; collectively, their condition can affect wildfire pathways, neighborhoods, evacuation and responder access, public infrastructure, drainage, invasive vegetation, habitat, and long-term municipal maintenance.
The project directly advances The Feral Land Project's mission: “Provide communities, institutions and wildlife with gardens, parks, green spaces, habitats and safe passageways. Repurpose, steward or rewild feral lands, waste sites and over-paved places into hospitable environments where life will thrive.” Within this grant, that mission is expressed through two linked primary goals: reducing hazardous fuels and establishing or recovering site-appropriate native plant communities where revegetation can improve long-term wildfire resilience.
The City's wildfire-prioritization rubric and GIS data will establish initial parcel priority; field verification and environmental review will determine implementation readiness; and treatment-unit layout will convert priorities into mappable work areas. The project builds on an existing memorandum of understanding between FLP and the City and on related work already underway in partnership with City Measure B staff. FLP will lead implementation, with the City as landowner, CEQA and GIS partner, and long-term steward, supported by guaranteed Measure B capacity, CCC crews, and specialized contractors where appropriate.
Applicant The Feral Land Project, a California 501(c)(3) nonprofit Landowner City of Grass Valley
Project area
Approximately 350 acres of non-contiguous City-owned lands; final acreage verified by City GIS
Primary outcome
Hazardous fuels reduction, native revegetation, and long-term stewardship of municipal natural lands
Implementation
2027 through December 31, 2029, following environmental compliance and grant execution
Long-term care
City maintenance for at least 10 years and SNC monitoring access for 25 years, consistent with program requirements [1]
Item # 2.
1. Meaning of “Mosaic” and Project Rationale
1.1 Primary meaning: the existing landscape
The word mosaic primarily describes the City's existing physical landscape: approximately 350 acres of varied, non-contiguous, City-owned open-space properties with different vegetation, terrain, access, public functions, wildfire risks, and maintenance needs.
The MFT strategy manages this municipal landscape mosaic as one system of inventory, prioritization, treatment, native revegetation, monitoring, and recurring stewardship.
1.2 Secondary meaning: the management response
Because conditions vary, treatments will vary. Roadsides may require frequent clearance; wooded parcels selective thinning; drainage corridors invasive control and erosion protection; and grasslands recurring fine-fuel management.
The MFT strategy is not a new technique called “mosaic fuels treatment.” It is a coordinated response to a municipal landscape that is already fragmented, heterogeneous, and mosaic in character.
1.3 Alignment with SNC priorities
SNC's June 2026 guidelines prioritize high-impact forest-health projects with direct benefits to communities, infrastructure, and natural resources. This project aligns by combining fuel reduction, native revegetation, invasive control, and long-term maintenance near homes, evacuation routes, public facilities, utilities, parks, trails, and drainage corridors. [1]
Native revegetation is not based on a claim that native plants are fireproof. Research links invasive grasses to greater fine-fuel continuity and increased fire occurrence. [7] USDA Forest Service guidance
identifies site-specific revegetation as a way to establish plant communities with higher live fuel moisture and lower fuel-bed continuity; selected low-stature native perennials can also reduce fine-fuel height, loading, and continuity.
[8][9]
Fuel reduction and revegetation will be designed together, with species, spacing, and maintenance tailored by site. Natural regeneration will be preferred where adequate. The project reduces risk but cannot prevent every ignition or wildfire.
2. FLP Mission, Native Revegetation, and Public Benefits FLP's mission calls for treated lands to become safer, more functional, and more hospitable to life - not merely cleared. Native revegetation is therefore a primary goal alongside hazardous-fuels reduction, applied where it can resist invasive recolonization and support long-term stewardship.
Reduce hazardous fuels and establish or recover site-appropriate native plant communities near neighborhoods, roads, trails, utilities, public facilities, and evacuation infrastructure.
Suppress invasive plants that can create continuous, flashy fuels after treatment or disturbance.
Improve the maintainability of municipal forests, woodlands, grasslands, drainages, and disturbed sites while protecting soil, habitat, and drainage functions.
Support three full-time FLP field positions, Measure B implementation capacity, and CCC participation where feasible.
Create a durable GIS record that allows the City to inspect, monitor native establishment, maintain, and retreat completed units over time.
Item # 2.
3. Prioritization, GIS, and Field Layout
3.1 Two-stage selection process
Stage 1 - City priority. The City’s existing wildfire-prioritization rubric will control initial ranking. The final submission will reproduce or summarize the official criteria and weights exactly as supplied by the City; FLP will not substitute its own scoring system for City policy.
Stage 2 - implementation screening. High-priority parcels will then be screened for verified ownership, treatable acreage, vegetation condition, proximity to assets, slope, access, utilities, environmental and cultural constraints, biomass handling, cost, workforce suitability, and long-term maintenance feasibility. This prevents convenience from overriding public-safety priority while keeping unresolved parcels from delaying implementation-ready work.
3.2 City GIS-backed parcel framework
City-prepared maps and GIS data will provide the authoritative spatial record for the project. The GIS package will verify City ownership, calculate unique and treatable acreage, identify public assets and evacuation relationships, map regional projects, document field assessment and treatment, and schedule future maintenance. GIS supports decision-making but does not replace field verification.
GIS component Minimum content Project use
Ownership and area Parcel ID, legal status, gross acreage, exclusions, treatable acreage
Confirm site control and prevent duplicate
acreage
Risk and assets City priority, homes, roads, evacuation routes, facilities, utilities, trails
Demonstrate direct community and infrastructure
benefits
Field condition Vegetation class, fuel condition, slope, access, invasive plants, hazard trees
Support prescriptions and implementation
screening
Landscape context Ponderosa West, Wolf Creek/Boston
Ravine, Caltrans, nearby treatments
Identify direct reinforcement, gap-filling, indirect
support, or no relationship
Implementation record Treatment-unit boundary, activity, date, implementer, biomass method
Track unique acres and treatment activities
Maintenance record Inspection date, condition indicators, return trigger, responsible party
Support enduring City stewardship
3.3 Field layout of treatment units
Prioritized lands will be divided into discrete, mappable treatment units based on vegetation, terrain, access, infrastructure, treatment objectives, and environmental requirements. Treatment units may encompass all or part of a parcel or follow linear features such as roads, trails, and drainage corridors.
Each unit will receive a site-specific prescription, implementation method, monitoring approach, and maintenance interval.
4. Project-Specific Treatment Matrix
Treatment will be assigned according to the condition and function of each treatment unit. Final acreages and quantities will be added after City GIS verification, field assessment, environmental review, and applicable technical review. The matrix below establishes the project’s decision framework without assigning unsupported precision.
Unit condition Primary objective Potential treatment Likely lead Maintenance Roadside / evacuation
corridor
Improve emergency
access and reduce
roadside exposure
Pruning; surface- and ladder-fuel
reduction; invasive control;
hazard-tree work; biomass removal;
FLP / Measure B /
CCC
Annual inspection;
retreat according to
regrowth
Item # 2.
enhance with native perennial plants
where appropriate
Community-edge
parcel
Reduce continuity near
homes and developed
assets
Selective thinning; pruning; ladderand surface-fuel reduction; slash treatment
FLP / Measure B /
CCC
Inspect every 1-3 years
Forested open space /
oak woodland
Improve structure while
retaining appropriate
canopy
Small-tree thinning; understory
treatment; pruning; dead-material
and invasive control; native
understory recovery where
appropriate
FLP / CCC / Measure
B
Condition-based
inspection and
retreatment
Creek or drainage
corridor
Reduce hazardous
vegetation while
protecting drainage and
ecological function
Selective hand treatment; invasive
control; hazard-tree work; erosion
protection enhance with native,
riparian plants where appropriate;
limited biomass removal
FLP / Measure B /
Specialist
Seasonal or post-storm
review where
appropriate
Trail or park corridor Protect public access
and recreational assets;
when suitable, enhance
with native perennial
plants.
Pruning; brush and surface-fuel
reduction; invasive control;
hazard-tree work
FLP / Measure B /
CCC
Annual or use-based
inspection
Grassland / vacant lot Reduce recurring
fine-fuel accumulation;
when suitable replace
with maintainable native
perennial cover and
protect treatment gains
Mowing; grazing where feasible;
hand treatment; invasive control; site
preparation; native seeding or
planting; erosion protection
FLP / Measure B /
CCC
Seasonal or annual
treatment
Invasive-dominated or
disturbed site
Replace recurring
invasive fuels with
maintainable native
perennial cover and
protect treatment gains
Repeated invasive control; site
preparation; native seeding or
planting; erosion protection
FLP / CCC / Measure
B
Establishment and
invasive follow-up
Hazard-tree location Protect roads,
structures, trails,
utilities, and crews
Qualified assessment; climbing;
technical felling; crane work;
processing or removal
Measure B / Qualified
contractor
Periodic and
event-based inspection
Sensitive or lower-risk
site
Protect ecological
values and avoid
unnecessary
disturbance
Monitoring; buffers; limited hand
treatment; targeted hazard correction
City / FLP / specialist Threshold-based
intervention
4.1 Treatment accounting
The project will distinguish between unique treated acres (the geographic footprint receiving one or more treatments) and treatment-activity acres (work reported by activity type). An acre receiving thinning, invasive control, and slash treatment remains one unique treated acre, even though each activity may also be tracked separately.
4.2 Native revegetation as a primary project goal
Native revegetation is a primary goal alongside fuels reduction. In units left invasive-dominated, erodible, or ecologically degraded, the project may establish locally appropriate perennial native communities to resist recolonization, stabilize soil, support habitat, and protect treatment gains.
Revegetation will be prescription-based: species, density, spacing, and maintenance must avoid recreating fuel continuity; natural regeneration will be protected where adequate, and active seeding or planting used where native perennials are depleted or invasive pressure is high. [7][8][9]
Item # 2.
5. Implementation Readiness and Responsibilities
Function Primary responsibility
Grant recipient and reporting FLP, with City administrative support Landowner and site access City of Grass Valley
CEQA Lead Agency City of Grass Valley
Authoritative parcel data and maps City of Grass Valley Prioritization rubric City of Grass Valley
Field planning and treatment layout FLP with City and technical input Routine field implementation FLP and Measure B
CCC work California Conservation Corps, subject to consultation and feasibility Climbing, technical felling, crane work Qualified contractors Forestry or specialized review RPF, arborist, biologist, cultural-resource specialist, or other professional where required
GIS treatment tracking FLP using City base data and mapping support Long-term stewardship City of Grass Valley with potential for FLP support/partnership
5.1 Existing Implementation and Need for Expanded Capacity FLP is already carrying out related work through an existing memorandum of understanding with the City of Grass Valley, with projects underway in partnership with City Measure B staff. This demonstrates that the partnership and implementation approach are already established. To date, FLP’s participation has relied largely on volunteer labor and parcel-specific funding, limiting the scale and continuity of the work. SNC funding would provide the dedicated staffing and coordinated capacity needed to expand this existing effort into a sustained citywide program.
5.2 Leveraged implementation capacity
The proposal includes guaranteed Measure B in-kind support for field labor, equipment, supervision, scheduling, and technical coordination. If FLP is invited to submit a full proposal, the City’s commitment materials should document labor classifications and hours, loaded rates, equipment types and valuation, supervisory time, availability during the grant period, and confirmation that resources are not double-counted under another funded project.
FLP will maintain the required contractor and public-works compliance needed for its role. Major unit costs will be supported before a full proposal through payroll calculations, prevailing-wage classifications, City labor and equipment schedules, CCC consultation, contractor estimates, vendor quotations, and review of the indirect-cost method.
5.3 Implementation sequence
1. Confirm City authorization, ownership, GIS inventory, rubric, agreements, and data standards.
2. Prioritize Apply the City rubric; field-verify vegetation, access, assets, constraints, and treatment feasibility.
3. Prepare Complete environmental and technical review; develop prescriptions; lay out treatment units; assign crews.
4. Implement Complete unit-specific treatments; document labor, equipment, boundaries, activities, and biomass disposition.
5. Transition Inspect completed work; establish monitoring and maintenance intervals; transfer final records to the City.
6. Regional Landscape Context
The project is designed to complement, not duplicate, major investments around Grass Valley. The Ponderosa West Grass Valley Defense Zone is a multiphase shaded fuel break west of the City;
Item # 2.
Nevada County reports a 1,200-acre Phase I project area, 728 acres of maintenance, and 236 acres of Phase II treatment.
[4]
In June 2026, SNC awarded the City $720,000 to treat approximately 240 acres in Wolf Creek, Boston Ravine, and other southern Grass Valley locations.
[5]
Caltrans’ State Route 49 Grass Valley Wildfire Evacuation Route Project addresses bottlenecks along an eight-mile corridor through shoulder widening, a continuous center turn lane, roadway and drainage work, bridge improvements, and related measures intended to improve emergency traffic flow and responder access.
[6]
City mapping will identify which proposed treatment units directly reinforce these projects, extend a corridor, occupy a credible untreated gap, provide indirect support, or have no identified relationship.
7. Monitoring, Maintenance, and Enduring Benefit
The project will track unique treated acres, activity acres by treatment type, completed treatment units, roadside or trail mileage where applicable, hazard trees addressed, biomass disposition, jobs supported, leveraged resources, CCC participation, and native revegetation. Where planting or seeding occurs, records will include area, material quantities, establishment condition, survival where practical, and invasive cover. Treatment boundaries and activities will be recorded in GIS and supported by completion inspections and photographs.
7.1 Maintenance triggers
Reestablishment of ladder-fuel continuity or excessive surface fuels; Invasive-species recurrence, dense shrub resprouting, or failure of native revegetation to establish; Fine-fuel height or density above the treatment objective; Obstruction of roads, trails, access, or sight distance; Development of new hazard trees or storm damage;
Erosion or failure of site-protection measures; and
Changes in adjacent infrastructure, land use, or public-safety needs.
The City will serve as the long-term steward and, consistent with SNC requirements, will ensure that treated areas are maintained for at least ten years following project completion. Maintenance may be performed through City operations, a separately funded stewardship agreement with FLP, or other qualified service providers. The final land-tenure agreement will also provide SNC monitoring access for 25 years.
[1]
8. Scope Boundary and Future Expansion
The broader MFTS anticipates a future, scalable regional native plant propagation nursery that could expand reliable access to locally appropriate plant and seed material. Native revegetation within selected Grass Valley treatment units is part of the current project. Nursery construction, facility expansion, seed-processing infrastructure, and regional production capacity are separate future investments and are not included in the SNC grant scope or budget.
The FLP also intends to pursue future coordination with Caltrans to extend the MFTS methodology into state highway corridor work, including highway rights-of-way, interchanges, on- and off-ramps, underpasses, and other associated lands. This future expansion could apply the project’s integrated approach to fuel reduction, invasive plant management, native revegetation, monitoring, and recurring stewardship across transportation corridors connected to Grass Valley.
Any future nursery or Caltrans corridor project will require its own feasibility analysis, site review, agency authorization, capital and operating budget, environmental compliance, governance, partnerships, and funding proposal.
Item # 2.
9. Project Development and Verification
The project will establish a verified initial implementation area through City GIS review and available parcel records. Before field implementation, FLP and the City will complete site assessments, confirm treatment-unit boundaries, assign acreage by treatment activity, finalize site-specific treatment prescriptions, identify applicable environmental compliance requirements, and establish appropriate maintenance intervals.
The current project scope and budget are based on the approximately 350 acre municipal open-space inventory and the anticipated range of eligible treatment activities. Parcel-specific treatment commitments and final acreage totals will be based on completed GIS verification, field assessment, environmental review, technical consultation, and budget validation. Additional treatment units will be incorporated only after their ownership, conditions, treatment needs, access, environmental requirements, and costs have been confirmed.
Conclusion
The Grass Valley Mosaic Fuels Treatment converts a fragmented set of municipal lands into a coordinated implementation and stewardship program. The project builds on an active partnership between FLP and the City of Grass Valley and would expand work already underway with Measure B staff into a coordinated and sustainably staffed citywide program. Its distinguishing contribution is not a new fuel-treatment technique, but the use of City prioritization, GIS, field verification, treatment-unit design, documented implementation, native revegetation, and recurring maintenance to manage distinct and varied public properties as one wildfire-resilience system consistent with FLP’s mission to create safe, hospitable places where life can thrive.
References:
1. Sierra Nevada Conservancy. Wildfire and Forest Resilience Directed Grant Program Guidelines, June 2026.
2. California Department of Forestry and Fire Protection. “Fuels Reduction.”
3. Jain, T.B., et al. Effectiveness of Fuel Treatments at the Landscape Scale: State of Understanding and Key Research Gaps. USDA Forest Service / Joint Fire Science Program, 2021.
4. Nevada County. “Ponderosa West Grass Valley Defense Zone.”
5. Sierra Nevada Conservancy. “The SNC Awards New Wildfire Resilience and Recreation Grants; Starts Two New Grant Programs.” June 5, 2026.
6. California Department of Transportation. “State Route 49 Grass Valley Wildfire Evacuation Project.”
7. Fusco, E.J., et al. “Invasive Grasses Increase Fire Occurrence and Frequency Across U.S.
Ecoregions.” Proceedings of the National Academy of Sciences 116, no. 47 (2019): 23594-23599.
8. Chambers, J.C., L. Evers, and L.A. Joyce. “Climate Adaptation.” In Science Framework for Conservation and Restoration of the Sagebrush Biome, Part 2: Management Applications. USDA Forest Service RMRS-GTR-389, 2019.
9. Crist, M.R., J.C. Chambers, and J.A. Skinner. “Wildland Fire and Vegetation Management.” In Science Framework for Conservation and Restoration of the Sagebrush Biome, Part 2: Management Applications. USDA Forest Service RMRS-GTR-389, 2019.
Item # 2.
GRASS VALLEY
City Council Regular Meeting, Capital Improvements Authority and Redevelopment "Successor Agency"
Tuesday, August 25, 2026 at 6:00 PM
Council Chambers, Grass Valley City Hall | 125 East Main Street, Grass Valley, California Telephone: (530) 274-4310 – Fax: (530) 274-4399
E-Mail: [email protected] Web Site: www.cityofgrassvalley.com
MINUTES
CALL TO ORDER
Meeting called to order at 6:02 pm.
PLEDGE OF ALLEGIANCE
Mayor Hodge led the pledge of allegiance.
ROLL CALL
PRESENT
Councilmember Jan Arbuckle
Councilmember Joe Bonomolo
Councilmember Tom Ivy
Vice Mayor Haven Caravelli
Mayor Hilary Hodge
AGENDA APPROVAL -
Staff requested for item number #7 (Ridge Rd and Hughes Rd City Parcel – Authorize Grant and Easement Deeds to NID) to be removed from the agenda to bring back at a later date.
Motion made to approve agenda with removal of item #7 by Vice Mayor Caravelli, Seconded by Councilmember Arbuckle.
Voting Yea: Councilmember Arbuckle, Councilmember Bonomolo, Councilmember Ivy, Vice Mayor Caravelli, Mayor Hodge
REPORT OUT OF CLOSED SESSION
Nothing to report out of closed session.
INTRODUCTIONS AND PRESENTATIONS
1. Proclamation for InConcert Sierra’s 80th Anniversary
CITY UPDATE
2. Invitation to Bodmin, Cornwall delegates to attended the 2027 St. Piran's Day Celebration Festivities and to Honor the 30th Year of the Twinning of our Cities.
PUBLIC COMMENT -
Item # 3.
City of Grass Valley, CA MINUTES August 25, 2026
Virtual comments attached.
In person speakers: 1 & 2
CONSENT ITEMS -
Public comment: Virtual
Motion to approve consent as submitted by Councilmember Arbuckle, Seconded by Vice Mayor Caravelli.
Voting Yea: Councilmember Arbuckle, Councilmember Bonomolo, Councilmember Ivy, Vice Mayor Caravelli, Mayor Hodge
3. Approval of the Regular Meeting Minutes of August 11, 2026.
Recommendation: Council approve minutes as submitted.
4. Local Transportation Fund (LTF) Claim for Transit and Paratransit Operations CEQA: N/A – Not a Project
Recommendation: That Council adopt a resolution requesting that Nevada County Transportation Commission (NCTC) allocate $460,912 of the City’s FY 2026/27 estimated apportionment of LTF in support of transit and paratransit services.
5. Adoption of the OES/Community Risk Reduction Analyst Job Description CEQA: Not a project
Recommendation: That the City Council adopt the OES/Community Risk Reduction Analyst job description, pending legal review.
6. Wolf Creek Trail Project (Segment 2A) – Budget Amendment CEQA: Categorically Exempt – Section 15301, 15303 & 15322 Recommendation: That Council 1) authorize a budget amendment of $138,000 from the Wolf Creek Community and Connectivity Project to the Wolf Creek Trail Project and 2) authorize the City Engineer to execute a repayment of $285,856.26 to Caltrans for previously reimbursed grant expenses for work on the Wolf Creek Trail Project.
7. Ridge Rd and Hughes Rd City Parcel – Authorize Grant and Easement Deeds to NID CEQA: Categorically Exempt – Class 12 Surplus Property
Recommendation: That Council 1) authorize the City Engineer to approve a grant deed of an approximately 3,021SF parcel on Ridge Rd to Nevada Irrigation District (NID), and 2) authorize the City Engineer to approve an easement deed of two small areas to NID at the corner of Ridge Rd and Hughes Rd.
ITEMS REMOVED FROM CONSENT CALENDAR FOR DISCUSSION OR SEPARATE ACTION AND /
OR ANY ADDED AGENDA ITEMS
REORGANIZATION RELATED ITEMS
PUBLIC HEARING
ADMINISTRATIVE
8. Award of a Professional Services Agreement to ClearSource Financial Consulting for a Comprehensive User Fee Study and Overhead Cost Allocation Analysis.
Item # 3.
City of Grass Valley, CA MINUTES August 25, 2026
CEQA: Not a project
Recommendation: That the City Council: (1) Award a Professional Services Agreement to ClearSource Financial Consulting for preparation of a Comprehensive User Fee Study and Overhead Cost Allocation Analysis in an amount not to exceed $41,820; and (2) Authorize the City Manager to execute the agreement and any necessary documents consistent with the approved scope of work, pending legal review Taylor Whittingslow, Deputy City Manager, gave presentation to the council.
No public comment
Motion made to (1) Award a Professional Services Agreement to ClearSource Financial Consulting for preparation of a Comprehensive User Fee Study and Overhead Cost Allocation Analysis in an amount not to exceed $41,820; and (2) Authorize the City Manager to execute the agreement and any necessary documents consistent with the approved scope of work, pending legal review by Councilmember Ivy, Seconded by Councilmember Arbuckle.
Voting Yea: Councilmember Arbuckle, Councilmember Ivy, Vice Mayor Caravelli, Mayor Hodge
Voting Abstaining: Councilmember Bonomolo
BRIEF REPORTS BY COUNCIL MEMBERS
Councilmember Bonomolo attended the Fair, volunteered with United Way. Councilmember Ivy met with Nevada City Councilmember, native communities talks. Councilmember Arbuckle attended opening day of the Fair, and work a day at the city booth, GVDA & chamber meeting, WIMIG board meeting, and the GVPD award Ceremony. Vice Mayor Caravelli attended the ERC executive meeting. Mayor Hodge attended the Fair, foundry sings event, art show at bicycle thief, talk to Carol Scofield on KNCO.
CONTINUATION OF PUBLIC COMMENT
ADJOURN
Meeting adjourned at 6:53 pm.
______________________________ ______________________________ Hilary Hodge, Mayor Taylor Whittingslow, City Clerk
Adopted on: ________
Item # 3.
City of Grass Valley
City Council
Agenda Action Sheet
Title: Appointment of Councilmember Arbuckle as the voting delegate and Mayor Hodge as alternate for the League of California Cities 2026 Annual Conference meeting
CEQA: Not a Project
Recommendation: That Council appoints Councilmember Arbuckle as the voting and Mayor Hodge as the alternate for the 2026 League Annual Conference on September 23- 25, 2026.
Prepared by: Taylor Whittingslow, Deputy City Manager
Council Meeting Date: 09/8/2026 Date Prepared: 09/1/2026 Agenda: Consent
Background Information: The Council is required to appoint voting delegates and alternates for the Annual Business meeting which takes place as part of the annual conference. It is recommended that Councilmember Arbuckle be appointed as the primary voting delegate (she has served in this capacity previously) and Mayor Hodge be appointed as first alternate.
Council Goals/Objectives: The item executes portions of work tasks towards achieving/maintaining Strategic Plan –High-Performance Government and Quality Service.
Fiscal Impact: N/A
Funds Available: N/A Account #: N/A
Reviewed by: _____ City Manager
Item # 4.
City of Grass Valley
City Council
Agenda Action Sheet
Title: Purchase of Bobcat E-55 Excavator
CEQA: Not a project
Recommendation: That Council authorize the City Manager to sign/execute the purchase agreement.
Prepared by: Duane Strawser,
OES/Community Risk Reduction Manager
Council Meeting Date: 09/08/26 Date Prepared: 08/31/26
Agenda: Consent
The City of Grass Valley contains many vacant, hazardous parcels posing imminent wildfire ignition threat. We also face exorbitant costs and staff safety concerns when removing hazardous trees, woody and organic biomass with the limited, non-dedicated equipment currently in our possession.
To this end, OES/CRRM identified a specific Excavator (Bobcat E-55) to support city wildfire fuels reduction crews in future mitigation work. Its compact size allows versatility and precision in performing critical fire prevention tasks in challenging environments due to its small footprint, ability to operate on steep slopes, narrow trails, and dense timber areas common to the City of Grass Valley.
Equally critical is its ability to feed trees/biomass into chippers and other equipment.
This is essential for creating and maintaining fuel breaks and defensible spaces in rugged or mixeduse landscapes, clear brush, small trees, stumps, and ladder fuels with minimal ground disturbance, protecting sensitive soils and root systems that reduces collateral damage to non-target vegetation and infrastructure. This unit can also serve critical work duties for additional City departments.
City OES/CRR crews utilize appropriate heavy equipment units ensuring all current and future projects are completed safely, efficiently and meet the long-term objectives, expectations and wildfire risk reduction to benefit of the community.
Council Goals/Objectives: This action attempts to achieve the following strategic goals:
GOAL #1 – Public Safety via Wildfire Fuels-reduction Land Management/Rehabilitation GOAL #2 – Community, Sense of Place and Quality of Life via Nature/Beautification/Forest Health Fiscal Impact: $111,770.54 / Measure B
Item # 5.
Funds Available: Yes – FY26/27 Budget Account #: 207-102-52050 Reviewed by: City Manager Attachments: N/A
Item # 5.
Product Quotation
Quotation Number: NC1944442
Quote Sent Date: Jul 30, 2026
Expiration Date: Aug 29, 2026
Your Bobcat Contact
Nolan Clark
Phone: +17012411686
Email: [email protected]
Your Customer Contact
__________________________________________________________________________________________________________ Deliver to
CITY OF GRASS VALLEY 288850
GRASS VALLEY, CA, 95945
Bobcat Dealer
Iconic Machinery, Grass Valley, CA
302 RAILROAD AVENUE
GRASS VALLEY, CA, 95945
ROB WOLFE
Bill to
CITY OF GRASS VALLEY 288850
125 E Main St
Grass Valley, CA, 95945-6505
Item Name Item Number Quantity Price Each Total
E55 R2-Series Bobcat Compact
Excavator
M3419 1 56,848.83 56,848.83
Standard Equipment:
49.7 HP
Turbocharged, Bobcat 1.8L, Tier 4 Diesel Engine, Non-DPF Auto-Idle
Auto-Shift, Two-Speed Travel
Auxiliary Hydraulics with Selectable Flow
w/ Arm Mounted Flush Face Quick Couplers
Canopy :
Includes: Cup Holder, Retractable Seat Belt, Vinyl Suspension Seat
Roll Over Protective Structure (ROPS) - Meets Requirements of ISO 12117-2: 2008
Tip Over Protective Structure (TOPS) - Meets Requirements of ISO 12117: 2000
Falling Object Protective Structure (FOPS) - Meets
Requirements of ISO 10262
Control Console Locks
Control Pattern Selector Valve (ISO/STD)
Minimal Tail Swing
Deluxe Instrument Panel
Dozer Blade with Float
Engine/Hydraulic Monitor with Shutdown
Fingertip Auxiliary Hydraulic Control
Fingertip Boom Swing Control
Horn
Hydraulic Joystick Controls
Keyless Start
Lift Eye
Rubber Tracks
Spark Arrestor
Standard Arm
Vandalism Protection
LED Work Lights
X-Change Attachment Mounting System
Telematics with 2-year Machine IQ Basics Subscription + 90-Day Machine IQ Health & Security Trial
Warranty: 2 years, or 2000 hours whichever occurs first Cab Deluxe Package M3419-P11-C12 1 8,279.86 8,279.86
Cab Deluxe Package: Enclosed Cab with Auto HVAC, Telematics with 3-year Machine IQ Health & Security Subscription, Keyless Start, Bobcat 7" Touch Display with Radio and Bluetooth, Heated High Back Cloth Suspension Seat, Travel Motion Alarm,
Hydraulic Angle Blade M3419-R12-C02 1 2,568.11 2,568.11 Hydraulic Clamp - X-Change - Long
Arm - Class IV w/ Diverter Valve
M3419-R08-C15 1 3,247.49 3,247.49
Rearview Camera M3419-R28-C05 1 385.92 385.92
Arm Option - Long Arm M3419-R03-C02 1 1,640.16 1,640.16
Item # 5.
Depth Check - Long Arm, Angle Blade M3419-R60-C05 1 2,907.80 2,907.80 Hydraulic X-Change - Long Arm M3419-R06-C04 1 1,715.87 1,715.87 MX Drum Mulcher 28" 7486182 1 13,938.40 13,938.40
76" MX Drum Mulcher Hose Kit 46884603 1 540.36 540.36
XChange Cap 28" & 36" DMX 7498943 1 942.40 942.40
24" MX4 XCHG TEETH 7311868 1 1,514.68 1,514.68
Front Polycarbonate Window Kit (3-5t) 7488381 1 1,581.56 1,581.56 3" Seat Belt Kit 7102902 1 214.53 214.53
Fire Extinguisher Kit 7306976 1 170.25 170.25
Case Drain Kit 7393097 1 560.94 560.94
Front Window Guard Kit 7320485 1 1,901.71 1,901.71
Total for E55 R2-Series Bobcat Compact Excavator 98,958.87 Quote Subtotal 98,958.87
Dealer PDI 250.00
Freight Charges 2,150.00
Destination Charges 622.00
Dealer Assembly Charges 900.00
Sales Total before Taxes 102,880.87
Tax 8.88% (Less Freight & Dest Chrg) 8,889.67
Quote Total - USD 111,770.54
Comment: *Plus applicable taxes. IF Tax Exempt, please include Tax Exempt Certificate with the order. *Prices per the Sourcewell Contract #020223-CEC
*Sourcewell Member Number (if applicable): ____________ *All orders should include 1) Accounts Payable Contact and email address, 2) W9 with correct legal entity name, and 3) Bill to Address.
*Orders may be placed with the contract holder or authorized dealer as allowed by the terms and conditions of the contract. *A Copy of all orders must be provided to [email protected]. *Contact Holder Information: Doosan Bobcat North America, Inc. Govt Sales, 250 E Beaton Drive, West Fargo, ND 58078. TID# 38- 0425350.
*Payment Terms: Net 60 Days. Credit cards accepted.
*Remittance address: Doosan Bobcat North America, Inc. P. O. Box 74007382, Chicago, IL 60674-7382 Customer Acceptance:
Quotation Number: NC1944442 Purchase Order: ___________________________________ Authorized Signature:
Print: _______________________________ Sign: _____________________________________________________________ Date: _____________ Email: ________________________________________________________
Item # 5.
Addresses
Delivery Address________________________________________________________________________________________ Billing Address (if different from ship to): _____________________________________________________________________ Tax Exempt: Y ▢ / N ▢
Exempt in the State of: ______________________________________ Tax Exempt ID:
Federal: __________________________________________________ State: ____________________________________________________ Expiration Date: ___________________________________________
Item # 5.
City of Grass Valley
City Council
Agenda Action Sheet
Title: Resolution Electing to Cease to Be Subject to the Public Employees’ Medical and Hospital Care Act with Respect to Management/Supervisory Employees (001 Management/Supervisory).
CEQA: Not a Project.
Recommendation: Adopt Resolution No. 2026-47, electing the City of Grass Valley to cease to be subject to the Public Employees’ Medical and Hospital Care Act (PEMHCA) with respect to recognized Management/Supervisory employees, effective December 31, 2026.
Prepared By: Jennifer Styczynski, Finance Director
Council Meeting Date: 09/08/2026 Date Prepared: 09/02/2026 Agenda: Consent
Background: The City of Grass Valley currently participates in the Public Employees’ Medical and Hospital Care Act (PEMHCA), administered by the California Public Employees’ Retirement System (CalPERS), with respect to the Management/Supervisory employee organization.
Government Code Section 22938 provides that a contracting agency that has elected to participate in PEMHCA may elect to cease to be subject to the Act by resolution adopted by a majority vote of its governing body and filed with CalPERS in accordance with applicable regulations.
CalPERS has advised the City that a resolution electing to terminate participation must be filed with the CalPERS Health Benefits Services Division within 60 days of premium rate notification and will be effective at the end of the current contract term. The deadline for the City to submit the resolution to CalPERS is September 14, 2026, for an effective termination date of December 31, 2026.
Discussion: The proposed resolution would formally elect the City of Grass Valley to cease to be subject to PEMHCA with respect to the 001 Management/Supervisory employee organization, effective December 31, 2026.
Under the information provided by CalPERS, termination of participation in PEMHCA will result in the loss of eligibility for health benefits coverage provided under the City's PEMHCA contract for all employees and annuitants participating under the contract, as well as COBRA enrollees.
Item # 6.
The City will be responsible for establishing and administering any health benefit program applicable to affected employees and annuitants following termination of PEMHCA participation, consistent with applicable City policies, agreements, and plan requirements.
Five-Year Restriction on Reentry
An important consideration for Council is that the decision to terminate participation in PEMHCA is irrevocable after the resolution is filed with CalPERS. CalPERS has advised that the City may not file a resolution electing to become subject to PEMHCA again for five years following the termination date.
Accordingly, if the resolution is adopted and filed with CalPERS, the City would not be able to elect to return to PEMHCA until after the applicable five-year period following the December 31, 2026, termination date. This makes the proposed action a long-term decision regarding the City's health benefit administration.
Prior to the effective date of termination, CalPERS will notify affected employees, annuitants, and COBRA enrollees of the pending loss of coverage under the City's PEMHCA contract.
Following Council approval, staff will submit the required resolution and documentation to CalPERS by the September 14, 2026, deadline.
Council Goals/Objectives: The annual supports the City's Strategic Plan goal of maintaining a High-Performance Government and Quality Service by ensuring employee benefit programs are appropriately structured, efficiently administered, and aligned with the City’s organizational and fiscal objectives.
Fiscal Impact: The fiscal impact of this action will depend on the City's health benefit structure following the termination of PEMHCA participation for the Management /Supervisory employee organization.
Funds Available: N/A Account #: N/A
Reviewed by: Interim City Manager
Attachment: Resolution No. 2026-47 – Electing to Cease to Be Subject to the Public Employees’ Medical and Hospital Care Act with Respect to a Recognized Employee Organization (001 Management/Supervisory)
Item # 6.
RESOLUTION NO. R2026-47
ELECTING TO CEASE TO BE SUBJECT TO
THE PUBLIC EMPLOYEES’ MEDICAL AND HOSPITAL CARE ACT
WITH RESPECT TO A RECOGNIZED EMPLOYEE ORGANIZATION
(001 Management/Supervisory)
WHEREAS, (1) Government Code Section 22938 provides that a contracting agency which has elected to be subject to the Public Employees' Medical and Hospital Care Act (the “Act”) may cease to be so subject by proper application by the contracting agency; and
WHEREAS, (2) City of Grass Valley is a contracting agency under Government Code Section 22920 and subject to the Public Employees’ Medical and Hospital Care Act (the “Act”) for participation by members of Management/Supervisory; now, therefore be it
RESOLVED, (a) City of Grass Valley elects to cease to be subject to the Act; and be it further
RESOLVED, (b) That coverage under the Act cease on December 31, 2026.
Adopted at a regular meeting of the City Council at Grass Valley, this 8th day of September, 2026.
Signed: _________________________________
Hilary Hodge, Mayor
Attest: _________________________________
Taylor Whittingslow, City Clerk
Item # 6.
City of Grass Valley
City Council
Agenda Action Sheet
Title: Agreement with the Nevada County Historical Society for Digital Scanning and Preservation of Historical Records
CEQA: Not a Project
Recommendation: That Council approve the Agreement between the City of Grass Valley and the Nevada County Historical Society (NCHS) for the digital scanning and preservation of historical records and authorize the Deputy City Manager to execute the Agreement, subject to legal review.
Prepared by: Taylor Whittingslow, Deputy City Manager
Council Meeting Date: 09/8/2026 Date Prepared: 09/3/2026 Agenda: Consent
Background Information: The City of Grass Valley maintains a collection of historical records and materials that document the history, development, and evolution of the community. Many of these records are maintained in their original physical format and have not been comprehensively digitized.
As part of the City’s ongoing efforts to preserve these materials and improve their longterm accessibility, staff has been exploring opportunities to partner with organizations that have experience and expertise in historical preservation and archival work.
The Nevada County Historical Society maintains the Searls Historical Library in Nevada City and serves an important role in preserving, researching, and sharing the history of Nevada County and its communities. Through discussions between City staff and NCHS, an opportunity was identified to establish a partnership for the digitization of historical records currently maintained by the City.
The proposed Agreement establishes a framework through which the City will temporarily provide selected historical records to NCHS for digital scanning. Records will be transferred in manageable groups, scanned using non-destructive methods, and returned to the City before additional materials are transferred unless otherwise agreed upon by both parties.
Upon completion of scanning, NCHS will provide the City with digital copies of all records digitized through the partnership. NCHS will also be permitted to retain digital copies for historical, research, educational, archival, and display purposes, with the City of Grass Valley identified as the source and owner of the original records when applicable.
Item # 7.
The original historical records will remain the sole property of the City at all times. The Agreement does not constitute a donation or permanent transfer of the City's historical collection.
Scanning is anticipated to occur at the Society's Searls Historical Library. NCHS will be responsible for the scanning equipment and for exercising reasonable care in the handling, storage, security, and protection of City records while they are in its possession.
The City will maintain discretion over which records are provided for digitization and may withhold or recall records based upon legal requirements, operational needs, preservation concerns, confidentiality, or other City needs.
The proposed Agreement will continue through December 31, 2028, unless terminated earlier by either party upon seven days' written notice.
This partnership provides the City with an opportunity to preserve historically significant records while strengthening collaboration with a local organization whose mission and expertise are centered on preserving Nevada County's history. Digitization will also help protect historical information from loss or deterioration and provide a foundation for improved public and research access to these materials in the future.
Council Goals/Objectives: The item executes portions of work tasks towards achieving/maintaining Strategic Plan –High-Performance Government and Quality Service.
Fiscal Impact: There is no fiscal impact of this item.
Funds Available: N/A Account #: N/A
Reviewed by: _____ City Manager
Item # 7.
455636.2
AGREEMENT FOR DIGITAL SCANNING OF HISTORICAL RECORDS
CITY OF GRASS VALLEY AND NEVADA COUNTY HISTORICAL SOCIETY This Agreement for Digital Scanning of Historical Records ("Agreement") is entered into as of _____________, 2026 ("Effective Date"), by and between the CITY OF GRASS VALLEY, a California charter city ("City"), and the NEVADA COUNTY HISTORICAL SOCIETY, a 501(c)(3) non-profit ("Society") (individually, a "Party" and collectively, the "Parties").
1. PURPOSE
1.1 The City grants a license to the Society, and the Society accepts the license from the City, for the purpose of digitally scanning historical records owned or controlled by the City ("Historical Records"). The City represents that it holds all rights, title, and interests in, or otherwise possesses the right of ownership and control over, the Historical Records provided under this Agreement.
1.2 The City will deliver Historical Records to the Society in manageable groups.
The Society will digitally scan the Historical Records using non-destructive methods, and the City will recover each group of original records prior to delivering additional records, unless otherwise agreed by the Parties.
1.3 The Society will provide the City with a digital copy of all Historical Records scanned under this Agreement and will return the original Historical Records. The Society may retain digital copies for historical, research, educational, archival, and display purposes except as provided in section 8.1. Any public display or reproduction by the Society shall identify the City of Grass Valley as the source and owner of the original records, as applicable.
1.4 All original Historical Records shall remain the sole property of the City at all times. Transfer of possession to the Society is temporary and solely for digitization, preservation, and the purposes authorized by this Agreement. Nothing in this Agreement constitutes a sale, donation, permanent transfer, abandonment, or conveyance of ownership of any original Historical Record to the Society.
2. SCANNING SITE AND EQUIPMENT
2.1 The site for delivery and scanning of Historical Records will be the Society’s property located at 161 Nevada City Highway, Nevada City, California 95959, known as the Searls Historical Library ("Site"), or another location mutually approved in writing by the Parties. The Society shall use equipment and procedures appropriate for the nondestructive scanning and handling of historical records. Under no circumstances shall the Society transport the Historical Records from the Site without the City’s advanced written consent.
3. TERM
Item # 7.
455636.2
3.1 The term of this Agreement shall commence on the Effective Date and continue until December 31, 2028, unless earlier terminated by either Party. The Parties may extend the term by mutual written agreement.
3.2 Either Party may terminate this Agreement upon seven (7) days’ written notice to the other Party. Upon termination any records still in possession of the Society shall be returned to City.
4. DELIVERY
4.1 The City, at its sole cost and expense, will be responsible for the transportation and delivery of the Historical Records to and from the Site, unless the Parties otherwise agree in writing.
4.2 The Parties will coordinate the transfer of records so that the City maintains an appropriate inventory or other record of materials temporarily delivered to the Society.
5. MAINTENANCE AND PROTECTION
5.1 The Society, at its sole cost and expense, will maintain and repair the scanning equipment used during the term of this Agreement. The Society will not seek reimbursement or other payment from the City for maintenance or repair costs and expenses related to such equipment.
5.2 While Historical Records are in the Society’s possession, the Society shall exercise the highest degree of care in their handling, storage, security, and protection of the City’s documents and shall use non-destructive scanning practices intended to preserve the condition of the original materials. The Society shall promptly notify the City of any known loss of, or material damage to, original Historical Records.
6. RISK AND INSURANCE
6.1 Except as otherwise provided in this Agreement, each Party shall be responsible for its own acts and omissions. The City acknowledges that historical materials may be fragile and that ordinary handling and non-destructive scanning may involve inherent risks. Nothing in this section authorizes negligent, reckless, or intentional damage to City records.
6.2 The Society, at its sole cost and expense, shall obtain and maintain Commercial General Liability insurance coverage pertaining to the Site and activities under this Agreement for the duration of the Agreement with limits of not less than $1,000,000 per occurrence, or such other limits as may be approved by the City’s risk manager.
6.3 To the extent permitted by law, the City acknowledges and assumes the risks inherent in transporting and making fragile historical materials available for nondestructive digitization, except to the extent loss or damage results from the Society’s negligence, willful misconduct, or breach of this Agreement.
7. HOLD HARMLESS AND INDEMNITY PROVISION
Item # 7.
455636.2
7.1 To the fullest extent permitted by law, the Society shall hold harmless, indemnify, and defend the City and its officers, officials, employees, and agents from and against damages, costs, claims, or expenses arising from injury to property or injury to persons, including death, to the extent caused by the negligent or willful acts or omissions of the Society, its officers, employees, agents, or representatives in the performance of this Agreement. Society shall not be required to indemnify City for such loss or damage as is caused by the sole active negligence or willful misconduct of the City.
8. RESERVATION OF RIGHTS
8.1 Notwithstanding any other provision of this Agreement, the City retains discretion regarding which Historical Records will be made available, the timing and sequence of delivery, and whether particular records may be withheld or recalled due to legal requirements, operational needs, budgetary constraints, staffing, action of the City Council, force majeure, preservation concerns, or other City needs. The Society shall have no claim against the City based solely on the City’s decision not to provide or continue providing records for scanning.
9. NOTICE
9.1 Unless otherwise provided herein, all notices required under this Agreement shall be given by personal delivery, United States registered or certified mail, or another form of delivery providing proof of transmission or receipt, postage prepaid where applicable, and addressed as follows:
IF TO CITY: City of Grass Valley
125 East Main Street
Grass Valley, CA 95945
Attn: City Manager
IF TO SOCIETY: Nevada County Historical Society
161 Nevada City Highway
Nevada City, CA 95959
Attn: President
10. GENERAL PROVISIONS
10.1 This Agreement shall be governed by and interpreted in accordance with California law. Any action to enforce or interpret this Agreement shall be brought in a court of competent jurisdiction in Nevada County, California. Should any legal action be initiated by a Party for breach of this Agreement or to enforce any provision of this Agreement, the prevailing Party shall be entitled to reasonable attorney’s fees, court costs, and such other costs as may be awarded by the court.
10.2 This Agreement may be executed in one or more counterparts, each of which shall be deemed an original and all of which together shall constitute one agreement. Electronic signatures may be accepted to the extent permitted by law.
Item # 7.
455636.2
10.3 This Agreement constitutes the entire understanding and agreement of the Parties concerning the subject matter hereof and supersedes prior written or oral communications concerning that subject matter. This Agreement may be amended only in writing signed by both Parties.
10.4 Nothing in this Agreement shall be construed to create a partnership, joint venture, employment relationship, or agency relationship between the Parties.
10.5 The Society acknowledges that Historical Records and digital copies held by the City may be public records subject to disclosure, retention, and other requirements of applicable law. Nothing in this Agreement requires the City to provide the Society with records that the City determines should not be transferred because of confidentiality, privilege, legal restriction, preservation concerns, or other applicable requirements.
IN WITNESS WHEREOF, the Parties have duly executed this Agreement as of the Effective Date.
CITY OF GRASS VALLEY NEVADA COUNTY HISTORICAL
SOCIETY
__________________________________
City Manager
Date: _____________________________
________________________________
President
Date:
_____________________________
APPROVED AS TO FORM:
_________________________________
City Attorney
ATTEST:
__________________________________
City Clerk
Item # 7.