Fox Hill Neighborhood Center – Facility Use Guidelines and Policies

 

Overview

Fox Hill Neighborhood Center, a Virginia nonstock corporation, (FHNC) has a Use Agreement with the City of Hampton to operate the Fox Hill Neighborhood Center (“the Center”). The Board of Directors, in concert with City staff, Certified Ambassadors and volunteers, is responsible for the operation of the Center. This policy aligns with the Use Agreement and has been developed as a plan for the facilities use and care.

The schedule of programs, events, and rentals will be maintained by the Neighborhood Center Office.

Facility Rental/Use Applications

All organizations, groups and individuals will complete a written application to request the use of the Center.

Facility Rental requests can be found at FHNC website (foxhillneighborhoodcenter.com) or by coming to the center.

The Rental agreement will require an in-person visit to the Center for signature by the applicant.                                                                                                                     

*Persons or organizations wishing to hold programs and/or events that are open to the public should contact the center office  at 757-690-8780 or email at foxhillctr@gmail.com.

Fees

All rentals require a $25.00 refundable security deposit due when application is submitted. Rental of the Small Kitchen will require an additional security deposit of $50.00;and the  Large Kitchen requires an additional $100 security deposit. Security deposits should be made separately from the facility use fee and can be paid with check, cash or PayPal. No use of the Center will be allowed until all fees are paid.

Note: A satisfactory completion of the Rental Cleaning Checklist and inspection by the Ambassador  indicating all areas are in order will ensure return of the security deposit.  Security deposits are returned within 5 business days of rental. Cash deposits will be returned at the conclusion of the event.  Deposits that are paid through PayPal will be returned via Paypal.  The applicant may satisfy the security deposit with a check which will remain uncashed until the end of the event.  The check must be dated with the date of the actual event.

Facility use fees can be paid via PayPal, check, or cash. The facility use fee for any event is due no later than 5 business days prior to the event.

Cancellations

Cancellations by either party will require a 48 hour notice to the other.  Any cancellations with less than 48 hours’ notice will be considered non-refundable.  In the event a refund is due, it shall be issued within 5 business days.Late/No-shows

*If you are not coming or are going to be late for your event you must notify Tanya at 757-759-6887.  She will notify your Ambassador.  If you are not here at your scheduled start time, your Ambassador will attempt to reach you and notify Tanya.  If we are unable to contact you after 30 minutes, your event will be considered canceled and no refund will be available.

Facility Use Guidelines

Allow two business days for approval/disapproval of your rental request.

The individual whose signature appears as the applicant:

∙ Must be present in the facility throughout the requested rental  time.

∙ Assumes responsibility for the conduct of all persons and agrees to abide by the Facility Use Guidelines and Policies.

∙ Will be responsible for the repair or replacement cost resulting from  any damage or loss of property/equipment, during the rental period.

Agrees to pay the required rental balance within 5 business days prior to the event. 

Groups must remain within the requested rental area and are not permitted in other parts of the Center.

Adult supervision of children and youth must be maintained at all times.

Setup and cleanup must be included in rental time.

An inspection by the Ambassador will be done at the end of the rental to ensure all items on the Rental Cleaning Checklist have been completed.

All trash bags are to be taken to the large dumpster at the end of the parking lot outside.

Decorations are allowed , but must be approved prior to the event. No tacks, pins, or staples are allowed. All evidence of decorations must be removed after the rental.  At no time will decorations of any kind be attached to the sound baffling panels on the walls in Deadrise Hall.

All furniture, tables and chairs must be returned to original placement after the rental.  Rectangular and round tables are available for renters use as well as folding chairs.  It is the renter’s responsibility to set up and take down any round tables, rectangular tables and folding chairs used during rental and returned to the appropriate storage room. 

Illegal substances are STRICTLY PROHIBITED at FHNC. There is to be no smoking, e-cigarettes or vaping in any part of the Center. Persons  wishing to serve alcoholic beverages during their rental time must obtain General Liability Insurance, Liquor Liability Insurance, a VA Alcoholic Beverage Control special event license , and “TIPS” training certification.

Note: Proof of Insurance, ABC licenses and TIPS training must be submitted to FHNC at least 15 days prior to the event.  FHNC will obtain final approval from the City’s Risk Management Department.       * Violation of this policy will result in forfeiture of security deposit  and ban from future use.

Either party may cancel this agreement so long as the cancellation is made at least 48 hours prior to the event.  Cancellations not made within 48 hours of the event will not be granted a refund.

Refunds, when granted, will be granted within 5 business days.

Kitchen Specific Guidelines

ALL food and beverages must be removed from the refrigerator, freezer, and countertops at the conclusion of the rental.  Food and beverages left at the center will be disposed of, including any containers.

No children under the age of 12 are permitted in any part of the kitchen without adult supervision.

Doors leading in and out of the kitchen must remain closed at all times.

Renter is responsible for the cost of any repair or replacement of any damaged equipment.

Food, coffee grounds, and other waste must be placed in the trash, never in the sink.

All equipment used must be wiped down and sanitized at the end of the rental.

The hand washing sink should only be used for hand washing, under no circumstances should it be used for washing or rinsing food/utensils/dishes.

Moving or removing any large kitchen equipment is strictly prohibited.

Do not place any items other than cooking pots/pans on the stovetop.

All pots, pans, and utensils must be scraped into the trash before washing in the three-compartment sink or dishwasher.

Cutting boards must always be used when cutting/chopping food.  Do not cut/chop food directly on countertops.

Gymnasium Specific Guidelines

Anyone renting the gym will be responsible for ensuring all posted gym,shower and bathroom rules are followed.

No chewing gum is allowed in the gym.

All athletic equipment must remain in the gym.

Liability for Personal Injuries and Losses

Applicant acknowledges and agrees to release, hold harmless, defend, and indemnify both FHNC and the City, including their employees, agents, members, associates, and representatives, from any and all claims, actions or losses for injuries or damages which may arise out of applicant’s use of the Center.  Further, applicant acknowledges that they may be required to provide insurance at the time of application or sign an appropriate waiver, as may be required by FHNC. 01/01/24

 The following is a list of available rooms, the occupancy and the fee per hour.

RM #Room NameOccupancyCost
103Deadrise Hall w/Dining Hall140 seated/355 standing$100 per hr.
109Back River Reading Room9$25 per hr.
113Foxy’s Den10$25 per hr.
114Factory Point Room29$40 per hr.
115Grandview Room13$25 per hr.
Dining Hall33$25 per hr.
Small Kitchen$25 per hr.
Gym250$100 per hr.
Large Kitchen$100 per hr

Pictures of each room are available on the homepage of our website: foxhillneighborhoodcenter.com

Facility Use Applicants

There are four categories of users of the center.

  1. Certified Ambassador : Recognized persons that are part of the ongoing operation of the center.
  2. Organizations or Groups: Organizations/ groups without Ambassadors. Ambassador(s) will be assigned by FHNC.
  3. Individuals: Persons who wish to use the facility for private functions. Ambassador(s) will be assigned by FHNC.
  4. City of Hampton: The City of Hampton or its Departments

 

While a Certified Ambassador is operating a function, the Center will be considered in an open status and may have additional events scheduled that will not interfere with the Certified Ambassador’s  function.  During this time, the Certified Ambassador will be the check-in and check-out point of contact for any non-certified organizations or individuals, using the Center..

Accrual of Ambassador and Volunteer Hours

Certified Ambassadors acting in a supervisory capacity earn utilization credits of $30.00 per hour. Ambassadors/Volunteers acting in non-supervisory capacity earn credits of $25 per hour. These credits may either be applied to their designated organization’s account or to their individual account. Credits are used to offset the Center’s utilization.

 

 

 

 

01/01/24