MOUNTAIN VIEW COUNTY – In response to concerns raised by its insurance provider, the county will no longer make meeting rooms in the county office available for after-hours use by outside groups, with some exceptions.
The move came with the update of the meeting room rental policy during the last regular council meeting, which was held in person and online.
“Due to insurance and liability concerns raised by our insurer, we will not be renting the office for use by outside groups,” said Chief Administrative Officer Jeff Holmes.
“Any committee or group conducting business on behalf of the county that is attended by a county councillor or staff member will continue to use the county office for meetings.”
The revisions to the hire policy came after discussions at a special meeting of the council on 25 September.
A third party is defined as an organisation that does not have council-appointed councillors as members of the organisation.
“Our insurance provider, RMA, has confirmed the need for proof of insurance and a rental agreement for all third party meetings,” he said.
“Mountain View County’s liability and property coverage would cover the county’s exposure, but it will not defend the host, who may be legally responsible for damage or injury to third parties. The host would also be on their own if they were named in a lawsuit.”
The insurer advised that the county needs to consider and address other risks associated with hiring certain meeting rooms, including the following
Provide a duty of care to anyone who may enter our premises, including uninvited trespassers.
Restrict access to unrented areas with locked doors, barriers and secure sensitive areas. This will reduce the risk of theft.
There is a risk of unintentional damage to the building.
Accessibility and use of meeting room technology is a cyber security risk.
Lack of IT support after hours if access is granted to use MVC equipment for presentations.
“Based on the above risks identified by our insurance provider, the administration does not recommend renting to third party community organisations after hours,” he said.
“The current configuration of Council Chambers and the Great Hall cannot be secured from the remainder of the northern part of the Administration Building, and the Bearberry Room is not currently secured from all parts of the building.”
Under the updated meeting room hire policy, the county’s CAO has the final authority to approve or deny requests for meeting room bookings at his or her discretion.
