INCIDENT LOGBOOK & COMMUNICATION NOTEBOOK
Our logbooks are crucial tools for our business. They provide us (all employees and employers) with information needed to do our job, and are used as an event planning tool in the future. These logbooks may also be called upon by authorities when dealing with a person(s) pressing charges and/or in any lawsuit or other legal action(s). Please record in them every night.
River City Revival House
We have a communication notebook located behind the bar in River City Revival House.
Starlite Room
Each night the Starlite is open we have a pre-shift security meeting. This meeting goes over any information needed, such as:
Security Lead
All Security staff working that evening and their positions.
The Artists playing and approximate set times, load in and load out times.
The type of show/genre and the typical type of patrons who might be attracted to this style show. This allows you to be on the lookout for certain types of behaviour, such as:
Gang activity.
Drug use.
Elderly patrons in need of assistants.
Etc.
Pre-show tasks, such as security gates, setting up beer gardens, VIP, etc.
The Pre-Shift meeting minutes are then placed in the bible binder located in the staff area behind the temple bar. This binder is used as our incident log book.
River City Revival House & Starlite Room
Among documenting any incidents such as:
Patron ejection, or a patron refusing to leave.
Minor in venue, outside legal hours.
Minor attempting to enter after legal hours or an 18 plus event.
Patrons refusing safe transport home.
Fights/Assaults or any other disturbance.
Sexual assault, sexual harassment or harassment.
Any time police or emergency services are called.
Any time any officials such as Police or AGLC enters our venue.
Administering First Aid or Naloxone.
We would also like all employees, and/or closing management to document the following:
Weather (ie. was it raining, were roads very icy, etc.)
What the crowd/business was like, mood and tone of the night.
Was there an event or show?
Did you use the last (or second last) of something? (ie. Clover till tape, printer ink, light bulbs, vodka, Pepsi, etc.)
Updated 86’ed list, did you remove something from programming on the till?
Did a co-worker or employee miss any side duties?
Anything else that you feel Management or Ownership may find useful.
CONTACTING POLICE & EMERGENCY SERVICES PROCEDURE
Police are to be called when there is an indication that a crime has been committed or when there is reasonable belief that someone is about to commit a crime. We will contact the Police if any of the following occurs on our property:
A PATRON IS FOUND USING OR SELLING ILLEGAL DRUGS
IF WEAPONS AND/OR ILLEGAL DRUGS ARE FOUND OR SEIZED ON THE PREMISES
SUSPECTED GANG ACTIVITY
ASSAULT/SEXUAL ASSAULT
THEFT
UTTERING THREATS
Violent behaviour is often unpredictable. If an assault, sexual assault or an act of domestic violence occurs on our property, victims will sometimes choose not to press charges. It is our responsibility to call the police, period. There is no exception to this rule. After any assault occurs the police will be called. It then becomes our responsibility to keep the victim safe until authorities arrive.
Anytime a patron is removed (or cut off) from either establishment, regardless if the police were called or not, each staff member involved is to write what they recall of the incident down in the Communication Notebook or Incident Log.
If a serious incident occurs, a member of management should call the police immediately.
If a serious event has occurred, it is the desire of River City Revival House, The Starlite Room and ConcertWorks that we cooperate with the police fully.
Videos burnt and provided to police ASAP
Reports written by all witnesses and all staff involved
ELEMENTS OF REPORTING
In the event of an incident, all staff involved will be required to fill out an incident report – in entirety and with as many details as possible describing the event. This must include the date, time description of people involved, description of the event and steps taken to solve the incident.
Remember the following when documenting (in some incidences there might be no Security on shift, please substitute the “Security” to staff members position):
Security’s Arrival - Were Security easily identifiable and how many responded?
Approach – What did Security see when they arrived and what happened during their initial verbal interaction?
Subject’s Action - What were their (subject/patron’s) verbal responses, physical actions and body language?
Security’s Actions - Type of control methods used. For how long? Was the de-escalation technique(s) used? Were the Police called?
Transport Procedure – Turning them over to Police. What was the subject/patron’s demeanor and actions? Cooperative/uncooperative?
All incidents, however minor, should be reported in the log book.
ACCIDENT, INCIDENT & INVESTIGATIONS
River City Revival House & The Starlite Room
Obtain facts and written statements from all involved. Determine all damage/loss to property. Obtain evidence. Notify proper authorities or request for any further help (911). Include all above details in a factual report. Forward report to Andrea Kotylak for follow-up and so that insurance information may be included. Take all possible steps to avoid recurrence of any similar incidents.
DUTIES
Obtain written statements and facts from all persons involved:
all statements should be made in triplicate:
one for Police
one to be kept on site by General Manager or head door
one for Personal Files
All reports will be filed under date.
Cameras viewed and incident saved.
If police initiate statements, we must be left with a copy.
Protect crime scene:
This may include not allowing witnesses to leave until authorities have had ample opportunity to properly question them.
Relay information to proper authorities.
Pursue all avenues to discover and convict offenders.
Things to note:
Time.
Witnesses.
Any other relevant facts or information.