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HomeMy Public PortalAboutEvents With Alcohol ArrangementsTown of Oliver – Events With Alcohol Arrangements Policy Page 1 COUNCIL POLICY Effective Date January 23, 2012 Section: Legal Matters Title: Events With Alcohol Arrangements Policy PURPOSE This policy sets out the procedures for arranging Town of Oliver events which serve alcohol and safe transportation from such events for council members, staff and invited guests. The primary purpose of the policy is to promote responsible behavior at such events and to prevent any injury or property damage to attendees of such events and to the general public. PREAMBLE Whereas: A. Serving alcoholic beverages is a common and expected business practice at certain social events related to the operation of any business, including a municipal corporation; B. The Town of Oliver does not encourage or condone irresponsible use of alcohol; C. It is in the Town’s best interest to ensure that the serving of alcohol is conducted prudently with the highest regard given to the safety of event attendees and the public at large. D. Serving alcoholic beverages or hosting events where alcohol is served exposes the municipal corporation to certain risks and these risks to the Town of Oliver can be mitigated through a mandatory policy that requires all license requirements being met for serving alcohol and arranging safe transportation from any Town social event where alcoholic beverages are served. Town of Oliver – Events With Alcohol Arrangements Policy Page 2 POLICY Now, therefore, council of the Town of Oliver endorses the following policy: Types of Events that May Serve Alcohol 1. Service of alcohol shall be limited to the following types of Town-hosted or Town-sponsored events (hereinafter called “Events With Alcohol”): (1) Receptions held for out-of-town dignitaries; (2) Recognition events for citizens of the community of Oliver; (3) Recognition events for retiring employees or council members; (4) Sporting tournaments and other team-building exercises for staff and council; (5) Seasonal or special event celebrations for staff and/or council; or (6) Regular meetings or social events for volunteers including volunteer fire department staff. Management or Council Approval Required 2. All Events With Alcohol must be approved in advance by the municipal manager or by council. If appropriate, the municipal manager or council may grant approval to regularly recurring events without having to grant separate approval for each recurrence. Provincial Regulations Must be Followed 3. All Events With Alcohol must meet all licensing requirements and other regulations established by the Province of British Columbia. No Alcohol Purchased for Council Members or Staff Members 4. Except for guests of honour (i.e. out-of-town dignitaries, citizens being recognized and retiring employees or council members) the Town will not use tax dollars to pay for alcohol consumed by council members or staff at any Event With Alcohol. Safe Transportation Required 5. Prior to hosting any Event With Alcohol, the organizer(s) of the event will implement a strategy for providing Safe Transportation following the event to all council members, staff or invited guests in attendance. Such a process may include any one or more of the following options: Town of Oliver – Events With Alcohol Arrangements Policy Page 3 (1) Arrange for a supplier, contractor or other private business to sponsor the event and provide safe transportation; (2) Arrange with a charity or non-profit organization to provide safe transportation in exchange for a donation; (3) Assign council or staff volunteers to be designated drivers and to provide safe transportation in exchange for free event admission or free supply of non-alcoholic beverages during the event and compensation for driving others home in accordance with travel cost reimbursement policies of the day; or (4) Hire a private transportation company to provide safe transportation. Safe Transportation Costs 6. Subject to section 7, funding for Safe Transportation costs shall be provided as follows: (1) An account shall be established and maintained by the Town to pay for costs related to safe transportation following Events with Alcohol; (2) Funding in the Safe Transportation Account shall be accumulated in any one or more of the following ways: (a) Through an admission surcharge at Events With Alcohol; (b) Through a drink price surcharge at Events With Alcohol; (c) Through contributions from staff or council social funds, lottery funds, donations, fundraising activities or profits arising from various Events With Alcohol; (3) If safe transportation costs are incurred at an Event With Alcohol and exceed amounts in the Safe Transportation Account at that time, the Town will cover any shortfall; however, the Town would be reimbursed these funds through future contributions to the Safe Transportation account; and (4) The Safe Transportation Account shall be administered in a manner such that aside from temporary shortfalls in subsection (3) above, the Town will not incur any ongoing costs associated with providing safe transportation from Events With Alcohol. Exemption for Visiting Dignitaries 7. Notwithstanding section 6, safe transportations costs shall be included within the Town hosting budget for visiting dignitaries.