HomeMy WebLinkAbout75-01 - Res. Approving Risk Management Policy for Convention Center/Fairgrounds RESOLUTION NO . ci
APPROVING RISK MANAGEMENT POLICY FOR CONVENTION
CENTER/FAIRGROUNDS
WHEREAS , Mason County established the Convention Center/Fairgrounds as a
location where the public could gather and enjoy themselves in a comfortable
environment;
WHEREAS , it is Mason County ' s goal that every effort should be made to assure
that the Convention Center/Fairgrounds can be used safely by the public and Mason
County personnel for special events , meetings , and other occasions ;
NOW THEREFORE, BE IT RESOLVED, that the Mason County Board of
County Commissioners does hereby approve the Risk Management Policy for the
Convention Center/Fairgrounds (Attachment A which is hereby incorporated as part of
this resolution) , and does hereby direct the Mason County Risk Manager and the
Tourism & Recreation Director to implement this policy .
APPROVED this 1 - day of July, 2001 .
BOARD OF COUNTY COMMISSIONERS
Mary J Ca , Chairpers
Herb Baze, Commissioner
Wesley E . has , Commissioner
ATTEST :
eb6cca S . Rogers, Clerk of the oard
APl ' O ED, JTRM
1 l �
Michael Clift, Chief Deputy Prosecutor
RISK MANAGEMENT POLICE' FOR CONVENTION
CENTER/FAIRGROUNDS
Convention Center/Fair rounds Facility & Grounds Use Policy
Responsible individuals or groups are eligible to use the convention center/fairgrounds
facilities during the annual Mason County Fair and other times of the year.
• All reservations for public and non-public meetings and events will be on a first-
come, first- served basis .
• Both public and non-public agencies or individuals will reserve the facilities by
contacting the Convention Center/Fair Office.
All person(s) , groups, or organization(s) must sign a standard Mason County Use
Agreement as provided and reviewed by the Director of Tourism & Recreation and
the County Risk Manager.
Prohibited Activities .
Serving of alcoholic beverages , except in those facilities specially provided and
allowed by the Director of Tourism and Recreation and state statutes .
• Smoking, except in designated areas .
• Access shall not be allowed to person(s) while under the influence of alcohol or
drugs .
Convention Center/Fairgrounds Safety
It is the Convention Center/Fairground staffs ' responsibility to provide the visiting public
a safe environment . That responsibility is shared with other county employees , even if
they are not directly assigned to the Convention Center/Fairgrounds . By maintaining a
clean and secure convention center/fairgrounds, the visiting public and Mason County
will continue to enjoy successful and pleasurable events now and in the years to come .
Inspections .
To assure that the facilities and grounds are in a condition capable of safely
accommodating anticipated crowds ; the Convention Center/Fairgrounds shall be
inspected and approved by the Inspection Team no more than 24 hours prior to the
opening of any major event. The County Risk Manager and the Director of Tourism &
Recreation shall meet at the beginning of each year and establish an inspection schedule.
The Inspection Team shall consist of the local Fire Marshal, the County Risk Manager,
the County Facility & Grounds Manager and the Director of Tourism & Recreation.
Persons with expertise in fair management or other pertinent areas may also be a part of
the Inspection Team as deemed necessary, appropriate and/or requested by the Risk
Manager and/or the Director of Tourism & Recreation .
Risk Management Policy for Convention Center/Fairgrounds
The inspection will focus on three primary areas :
Public Safety,y,Employee/Exhibitor Safety, and Fire Protection
The Inspection Team will tour the Convention Center/Fairgrounds . Using inspection
checklists , the team will identify areas of concern or non-compliance with safety
standards , e . g . fire, electrical, signage, building codes , licenses , slips , trips , and falls , and
any other area deemed necessary. The Inspection Team will recommend corrective
action when necessary and appropriate.
If during the initial inspection, non-compliance with safety standards is discovered, a
representative of the team will re-visit the facilities and grounds to confirm that corrective
action was taken .
The Inspection Team will also conduct at least an annual post-use evaluation to assess all
of the activities at the fairgrounds/convention center and to ascertain that all risk
management and safety issues are addressed.
Security :
The Director of Tourism & Recreation shall provide for adequate security at all county
sponsored events at the Convention Center/Fairgrounds . Sponsors of non-county events
shall arrange for adequate security as directed and approved by the Director of Tourism
Recreation.
Traffic Control ®
The Director of Tourism & Recreation shall coordinate with the Sheriff's Office, the
State Patrol, or other local law enforcement in designing and directing a traffic control
program for the thoroughfares adjacent to the Convention Center/Fairgrounds .
County Risk Manager ' s Responsibilities :
The County Risk Manager 's primary role is one of support, education, and training . The
Risk Manager will :
• Assist the Director of Tourism & Recreation with training and the development of
safety, communication, and emergency response and evacuation plans .
• Assist the Director of Tourism & Recreation in determining insurance requirements
for non-county sponsored special events , and review contracts and insurance
documents for accuracy and compliance .
Assist the Director of Tourism & Recreation in identifying areas of exposure and
concern and in developing programs, which address those areas and concerns .
Confirm that Department of Labor & Industries inspections are completed as
necessary and required prior to the opening of the county fair. *
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