Report Prepared by: Jessie Lee, Development Services Technician II, Planning Division/Development Services
Title
SUBJECT: Approval of City-Owned Real Property Use #25-0007 by Merced County Association of Governments (MCAG) to Use the First Floor of the Civic Center to Host a Reception for the California Transportation Commission, to Include Serving of Alcohol (Beer and Wine Only), on Thursday, October 16, 2025, from 4:00 pm., to 8:00 p.m.
REPORT IN BRIEF
Considers approving the use of the First Floor of the Civic Center for Merced County Association of Governments (MCAG) to Host a Reception for the California Transportation Commission, to include serving of alcohol (beer and wine only) on Thursday, October 16, 2025, from 4:00 p.m., to 8:00 p.m. (this is to include set-up and clean-up).
RECOMMENDATION
City Council - Adopt a motion
A. Approving the use of the first floor of the Merced Civic Center by MCAG to host the California Transportation Commission on Thursday, October 16, 2025, from 4:00 to 8:00 p.m.; allowing the serving of alcohol; subject to the conditions outlined in the administrative report; and,
B. Authorizing the City Manager to execute all documents necessary to ensure compliance with the approved conditions.
Body
ALTERNATIVES
1. Approve, as recommend by Staff; or,
2. Approve, with modifications; or,
3. Deny the request completely; or,
4. Refer to Staff for reconsideration of specific items; or,
5. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
Charter of the City of Merced, Section 200, and Merced Municipal Code Section 9.12.020 - Serving or drinking liquors on City property:
It is unlawful, and a misdemeanor, subject to punishment in accordance with Chapter 1.12 of the Code, for any person to serve, drink, consume, or have in his/her possession an open container containing any spirituous, vinous, malt, or any other intoxicating liquors in or upon any of the streets, sidewalks, alleys, parks, parking lots, or any public place in the city, unless otherwise permitted by the Merced Municipal Code or authorized by the city council.
CITY COUNCIL PRIORITIES
Not applicable.
DISCUSSION
The California Transportation Commission (CTC) will be holding its October 16-17 meetings at the Civic Center, with around 150 people expected to attend. In connection with this event, MCAG has asked to host a reception on Thursday evening after the meeting. This City-Owned Real Property application is for the event of October 16, 2025.
The reception would give local and regional leaders a chance to connect with CTC members. As part of their request, MCAG is asking for approval to serve alcohol at the reception. Identification of each attendee will be checked to ensure appropriate age requirements are met.
Conditions of Approval:
1. Event Sponsor shall indemnify, protect, defend, (with counsel selected by the City) save and hold City, its officers, employees, agents, and volunteers harmless from any and all claims or causes of action for death or injury to persons, or damage to property resulting from intentional or negligent acts, errors, or omissions of Event Sponsor or Event Sponsor’s officers, employees, agents, volunteers, and participants during performance of the Event, or from any violation of any federal, state, or municipal law or ordinance, to the extent caused, in whole or in part, by the willful misconduct, negligent acts, or omissions of Event Sponsor or its officers, employees, agents, volunteers, or participants, or resulting from the negligence of the City, its officers, employees, agents, and volunteers, except for loss caused solely by the gross negligence of the City. Acceptance by City of insurance certificates and endorsements required for this Event does not relieve Event Sponsor from liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply to any damages or claims for damages whether or not such insurance policies shall have been determined to apply.
2. Prior to engaging in the event, Event Sponsor shall complete and file with the City a special events, general liability and automobile policy of at least $500,000 combined limit for bodily injury and property damage which covers the entire event. Said policy shall stipulate that this insurance will operate as primary insurance, and that no other insurance will be called on to cover a loss covered thereunder. Additional insured endorsements evidencing this special events, general liability and automobile coverage, naming the City and its officers, agents, and employees as additional insureds, must be submitted to the City prior to the event. This certificate shall provide that thirty (30) days written notice of cancellation shall be given to the City.
3. Event Sponsor shall remove all structures, debris, and any other event-generated items prior to 8:00 p.m. on the night of the event.
4. Event Sponsor shall comply with all applicable statues, ordinances, rules, regulations, etc., including all regulations of the City of Merced Fire Department, including obtaining permit(s) for any large tents or canopies used for the event.
5. Event Sponsor and its caterers, restauranteurs, and cooks shall comply with all requirements of the Merced County Health Department with regards to the serving of food and drink.
6. Event Sponsor shall be responsible for ensuring that all independent vendors and services involved with the event obtain or already possess a current City of Merced business license and shall provide a list of all vendors including business license number to the Planning Department the week of the event date.
7. Any temporary modifications of the City’s electrical system in the park shall be approved by City staff. Only a State-licensed electrician shall be permitted to make any such modifications. All modifications shall be completely removed and reverted back to the original system after the event.
8. Alcoholic beverages may be served during this event, subject to the strict rules, regulations, and restrictions of the California Alcohol Beverage Control (ABC).
IMPACT ON CITY RESOURCES
No impact to city resources.
ATTACHMENTS
1. Event Site Plan
2. Certificate of Insurance