Community Room / City Hall Basement
City Hall Community Room / Basement Use
The Community Room is available to groups or individuals within the Portage area for civic, educational, cultural or any other purposes of community benefit. Private use of the facility may be permitted provided, however, that use by other than not-for-profit groups shall be limited to activities which do not charge admission; offer items for sale; and are not intended as “money-making” events.
POLICIES AND PROCEDURES
The following policies and procedures shall apply to all groups or individuals requesting use of the Community Room.
1.City sponsored recreation programs, other city sponsored programs/services and senior nutrition site programming shall have priority use of the Community Room.
2.The Community Room is available to groups or individuals within the Portage area for civic, educational, cultural or any other purposes of community benefit. Private use of the facility may be permitted provided, however, that use by other than not-for-profit groups shall be limited to activities which do not charge admission; offer items for sale; and are not intended as “money-making” events.
3.Except for city-related programs and senior nutrition site activities, the Community Room shall not be available for use on a recurring or routine basis more than once every two months.
4.Generally, the facility will be available for use on an “after hours” basis (5 p.m. – 10 p.m.) Monday through Friday and at any hour on Saturday and Sunday.
Use of Facilities
1.Groups (individuals) renting the Community Room accept responsibility for the repair and/or replacement of damaged or missing equipment, or damage to the facility.
2.Set-up and take-down of tables, chairs and other equipment shall be the responsibility of the party renting the facility.
3.All areas rented are to be cleaned; equipment and utensils used are to be cleaned and returned to proper storage; and table/chairs are to be arranged in the same manner as found.
4.Kitchen facilities are available for use by groups subject to a separate rental charge of $25.00. Groups or individuals who wish to use kitchen facilities must so indicate on the “Community Room Application” form.
1.No smoking or use of Alcoholic Beverages is permitted.
2.Admission charges and fund-raising activities by other than community not-for-profit organizations is prohibited.
3.Partisan political activities are not permitted.
Application, Approval and Fees
1.Groups or individuals wishing to use the Community Room must submit a “Community Room Use Application” to the City Clerk.
2.Subject to the conditions contained herein, the City Clerk may approve applications for facilities use.
3.Application for use shall be made in advance but no longer than six (6) months prior to the date of requested use.
4.Upon approval of a “Use Application”, the applicant(s) shall pay the appropriate fee to the City Clerk as follows:
a) Dining Room Only . . . . . . . . $25.00
b) Dining Room/Kitchen . . . . . . $50.00
The above fees may be waived for applicants representing recognized “not-for-profit” organizations.
5.In addition to the facilities use fee presented above, all applicants will be assessed a $50 deposit which will be held pending an “after-use” inspection of the facility and return of the key card. If the premises have been properly cleaned and maintained as provided in Section II, the deposit will be refunded to the applicant. However, should the City be required to clean the facility or the key card is not returned then the deposit shall be retained as a maintenance fee.