Portage Parks and Rec presents community‑room rental policy; council raises rules and liability questions

Parks and Recreation staff on Sept. 20 presented a draft rental form and policy for the new community room at the shared public works and parks facility and sought feedback from councilmembers.

Staff said residents would be charged $150 per night and nonresidents $200 per night, a rate they said was comparable to surrounding communities. The draft borrows language from existing pavilion rentals and adds requirements for special events that are open to the public.

Councilmembers and staff discussed several operational and policy points: whether renters should explicitly sign that they have read and accept the rules in addition to the liability waiver; whether certain types of events should be allowed or restricted; rules on alcohol and whether charging admission constitutes a sale (requiring a special permit); the facility's lack of a sink in the room and access to restrooms in the main corridor; and key/card access and return procedures.

Alderperson Donahue asked whether fundraising events that collect donations would trigger a permit requirement; staff confirmed that selling alcohol or charging admission would require the special event permit and related insurance. Alderperson Bernander and others discussed damage and breaker‑overload scenarios; staff said park shelter rules require renters to accept responsibility for blown breakers.

Staff said the reservation system will use programmable access cards and a keypad that can be reprogrammed; staff also noted restrictions such as no smoking or vaping and some housekeeping rules (no glitter, for example). The draft policy will be refined and sent to legal for review before returning to the council for approval.

No action was taken; staff will incorporate council feedback and bring a revised policy back for formal approval.