Nonprofits seek clarity on city facility‑use insurance requirements; council asks manager to review policy

Several community speakers and council members raised concerns about inconsistent insurance requirements for nonprofit groups using city facilities and asked the city to clarify or revise its policy.

Sergio O'Neil, a Portsmouth resident and community organizer, said some community organizations face a high cost burden from a $2,000,000 liability insurance requirement and asked whether the policy is applied consistently. O'Neil said many grassroots groups lack steady funding and that upfront insurance costs can prevent events and programs from taking place.

Council members responded: Councilwoman Thomas asked whether there is an overarching facility use policy beyond Parks & Recreation’s room‑rental application; City Manager Steven Carter said he would investigate and, if none exists, one would be put in place. City Attorney Lavonda Graham Williams explained that some insurance conditions are fact specific — for example, requirements vary when off‑duty police or higher risk activities are involved — because the city is self‑insured and risk managers must evaluate activity‑specific needs.

Vice Mayor Moody asked the manager to return with recommendations and comparisons to how other cities handle similar requirements. Council emphasized the need for an even‑handed, objective process and noted that some nonprofits have reported that required insurance makes fundraising events more expensive.

No formal policy change was made at the meeting; council directed staff to investigate existing policies and consider options to ensure fair, consistent treatment of community organizations seeking access to city facilities.