Community Room Reservation Request

For those who wish to reserve the Community Room at the James City-Bruton Volunteer Fire Department Station #1 in Toano, please review the following policy and submit a request via the form below.

JCBVFD COMMUNITY ROOM USAGE POLICIES

Purpose
The community room located at station one in James City County (JCC) shall be used to provide community social, recreational, and public interest activities and to provide financial support for the operation of the James City Bruton Volunteer Fire Department (JCBVFD).

No Smoking
There will be no smoking allowed in any space of the building. This is consistent with the James City County ordinance regarding county buildings.

Scheduling
The scheduling policy shall include the following priority ranking:
1. James City-Bruton Volunteer Fire Department activities.
2. James City Volunteer Rescue Squad (JCVRS) activities.
3. James City County activities.
4. Activities associated with a member of JCBVFD or JCVRS.
5. Activities associated with those organizations that are partners with and supporters of either JCBVFD and/or JCVRS.
6. Activities reserved and paid for by citizens or organizations in the community.

Rental Rates

There are two categories of rates; A WEEKDAY rate for Monday through Thursday and a WEEKEND rate for Friday through Sunday. Rates will be reviewed annually by the Board of Directors of JCBVFD.

See the rate sheet below for current rates.

Food & Beverage
Food and beverages (non-alcoholic) are allowed in the community room. All catering services must be approved by JCBVFD. The use of the kitchen is available for an additional fee.

Alcohol Policy
There is to be NO alcohol consumed on the premises at any time. This is in accordance with James City County ordinances. Failure to comply with this policy will result in an immediate termination of the event, forfeitures of all monies, and any fines assessed by James City County.

RENTAL DEPOSIT, FINAL PAYMENTS, AND REFUND POLICY

A reservation is not guaranteed until a deposit of 50% of the room rental cost is received. Reservations will not be accepted without the required deposit. The additional balance of the rental fee is due no less than fourteen ( 14) days prior to the event. The renter may cancel a reservation by giving written notice to JCBVFD. If written notice is received twenty-one (21) days or more prior to the date of the event, 100% of the deposit will be refunded. If written notice is received less than twenty-one (21) days prior to the date of the event, only 50% of the deposit will be refunded.

Deposits
A deposit of 50% is due at the time of reservation. All checks are to be made out to JCBVFD.

Liability
The signing individual shall be liable for all conduct of their group. This includes any damage, loss or breakage as a result of this conduct. Groups may be required to provide a certificate of insurance naming the JCBVFD as the additional insured.

Hours of Operation
The Community Room at JCC Station 1 may be rented from 9 a.m. to 11 p.m. unless otherwise authorized by the Board of Directors of the JCBVFD.

Operating Regulations
Specific operating rules and regulations for the purpose of ensuring the health and safety of users and staff and the protection of JCBVFD and JCC facilities and equipment will be developed and published by the BoD of JCBVFD. These rules and regulations will be in compliance with all City, State, or Federal laws and consistent with other county policies unless specifically modified in this document.

If the activities of a scheduled event impede the operations of the firefighters in the building, the renter(s) will be asked to make appropriate changes or to terminate the event.

Staffing
Adequate and appropriate staffing is the responsibility of the renting party as is the responsibility to insure cleanliness, safety, and customer satisfaction.

Kitchen Policy (if rented)
Through rental of the catering kitchen, it is the customer's responsibility to ensure that the kitchen is returned to the state in which it was found or better. Responsibilities of renter when using the catering kitchen include:

• Mopping the floor.
• Washing all utensils that are the property of the JCBVFD.
• Cleaning the stove and oven and turning off the gas valve (if used). Cleaning of the sinks, refrigerators, freezers, and microwaves (if used).
• Removal of all garbage.
• Removal of all items not belonging to the JCBVFD by the end of the rental period.

If any of the above items are not completed by the end of the scheduled event, the renter could be subject to additional fees.

Miscellaneous
The renter is responsible for all community room areas during their scheduled time. These areas and duties include:

• Rooms rented and ensuring cleanliness by the end of scheduled event (i.e., removal of all items not belonging to JCBVFD and/or JCCFD). The room is set up in classroom style with 20 tables and 60 folding chairs. By order of the JCC Fire Marshal, the maximum occupancy of the room is 103 people.
• Bathrooms.
• Kitchen (if rented)
• All items and areas belonging to the JCBVFD and JGC.

JCBVFD ROOM RENTAL FEES

WEEKDAY RATE - Monday through Thursday $125 (includes up to 5 hours of usage). Each additional hour is $30. WEEKEND RATE - Friday through Sunday $225 (includes up to 5 hours of usage). Each additional hour is $40. WEEKDAY KITCHEN FEE - Monday through Thursday $50 for five hours. Each additional hour is $20 an hour. *Kitchen only available with room rental. WEEKEND KITCHEN FEE - Friday through Friday $100 for five hours. Each additional hour is $20 an hour. *Kitchen only available with room rental. Deposit of 50% is due at the time of registration. Non-profits receive a 50% discount. All checks are to be made payable to the JCBVFD

Indicates Required Field

Requesting Person's Name
First :
Last:
Requesting Person's Contact Information
Cell Phone Number :
Email Address:
Requesting Person's Home or Business Address
Address:
MUST be a James City County Address
Requested Reservation Date & Time : The Community room is available Monday-Sunday 9AM-9PM. Allow 15 minutes to return the room to its original configuration before the end of your reservation.		00 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23  : 00 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59
Requested Reservation End Date & Time :		00 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23  : 00 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59
Comments:
Acknowledgement:		By submitting this form I agree to all terms and conditions laid out in the Community Room Policy above.