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Mountain View County meeting room use policy updated following insurance concerns

County's insurance provider needs proof of insurance and a rental agreement in place for all third-party meetings
Mountain View County is no longer renting its office out for external groups to use. File photo/MVP Staff

MOUNTAIN VIEW COUNTY - In response to concerns voiced by its insurance provider, the county will no longer be making meeting rooms in the county office available for after-hours, third-party group use, with some exceptions.

The move came with the updating of the meeting room rental policy during the recent regularly scheduled council meeting, held in person and online.

“Due to insurance and liability concerns raised by our insurer we will not be renting the office out for external groups to use,” said chief administrative officer Jeff Holmes.

“Any committee or group that is conducting business on behalf of the county and has a county councillor or staff member in attendance will continue to use the county office for meetings.”

The revisions to the rental policy came following council discussions during a special council meeting on Sept. 25.

A third party is defined as an organization without council appointed councillors as members of the organization. 

“Our insurance provider, RMA has provided confirmation of the need for proof of insurance and a rental agreement in place for all third-party meetings,” he said.

“Mountain View County coverage for liability and property would cover risk for the county but it will not defend the host who may be legally responsible for damage or injuries to third parties. The host would also be on their own should they be named in a lawsuit.”

The insurer advised that the county must consider and address other risks associated with renting certain meeting rooms, including the following:

• Provide a duty of care to anyone who may enter our premises, including uninvited trespassers.

• Limit access to areas not rented with locked doors, barriers, and secure sensitive areas. This will decrease the risk of theft.

• There is a risk of unintended building damage.

• Accessibility and use of meeting room technology presents 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 administration does not recommend renting to third party community organizations after business hours,” he said. 

“The current set up of council chambers and the Great Hall cannot be secured from the balance of the north portion of the administration building, and the Bearberry room is not currently secured from all parts of the building.”

Under the updated Meeting Room Rental Policy, the county’s CAO has the final authority to approve or deny meeting room booking requests at their discretion.


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