East Grand Rapids commissioners debate whether to waive room rental fees for commissioner-led events

At a regular meeting of the East Grand Rapids City Commission, members spent extensive time debating whether the city should amend its room-rental policy to let commissioners use community-center rooms at no charge when acting in an official capacity.

City Manager Charles introduced the item and said the city currently has no clear written policy. Charles told commissioners that while some neighboring municipalities do not waive fees, practices vary and the city should consider whether to clarify or amend its policy and asked staff to prepare options.

Proponents said commissioners need accessible space to hold town-hall–style meetings and to engage residents without having to shoulder out-of-pocket costs. One commissioner noted a prior bill for $600–$700 for room rental and observed that the annual commissioner stipend is about $1,000, arguing that charging for official constituent work could be an undue burden.

Opponents urged caution. Several commissioners said they have successfully met with residents using other venues or private homes and warned that fee waivers could create administrative burdens for staff (tracking bookings, setup, cleaning) and open the door to repeated or partisan use of municipal space. One commissioner characterized the concern as potential ‘‘one-upmanship’’ if unlimited free use were allowed.

Several commissioners proposed middle-ground options: limit fee waivers to non-election periods, require events be widely publicized and open to the public, or allow a small number of fee-free meetings per commissioner per year (for example, quarterly allowances). Another suggestion was to handle unusual requests case-by-case and consider post-event reimbursement rather than a blanket policy change.

Two residents who spoke during public comment urged the commission not to charge commissioners for space. Gerry Anderson (435 Edgemere Drive) said charging commissioners would reduce town-hall–style access and deter resident engagement, telling the commission: “We should not be charging commissioners out of their own pockets to meet with residents.” Tom Miller (1753 Asbury) said town halls create a different public forum than formal public comment and provide value to residents by enabling discussion among citizens.

City Manager Charles said staff will compile options and return with draft policy language and guardrails for the commission to consider. No formal change or vote on the rental policy occurred at the meeting; the commission asked staff for follow-up work.