Facility/Room Use (Public)

Facility Use for Monroe One BOCES is administered by O&M, Operations and Maintenance Department: scheduling, physical arrangements, and event coordination with internal and community users. These instructions are approved by the Monroe One BOCES Board of Education and are based on the New York State Education Department, Building Codes, our insurance reciprocal NYSIR advice, and our experience. This document is for our community users. 

The goal for Facility Use is to provide efficient planning and support for events without increasing costs and burden to educational programs. Requests are made through the online Facility Use Agreement – Public Form and/or the Food Truck On-Site Agreement.  Requests through these forms are authorized by the Assistant Superintendent for Finance and Operations. 

Please note that our facilities are K-12 Public School property, operated under the jurisdiction of the NYS Department of Education, and are therefore private, not public, property.

Community use is defined as use that is not organized, staffed, operated, and sponsored by a Monroe One BOCES program.

The specific purpose for use must be identified within the Facilities Use Agreement.  If a contract with a performer or speaker is to be used, that information must be identified and contained within the purpose description.

NYS Education Law Section 414 allowable uses include: 

• Social, civic, and recreational meetings and entertainments which pertain to the local community welfare and are open to the public.
• Non-profit, educationally oriented associations and organizations.
• Local, county, and New York State government agencies.
• Organizations that intend to enhance the relationship between the BOCES and the Community, or enhance the educational mission of the BOCES; and
• Community Service organizations which do not compete with area businesses.

• Beneficial use for exclusive, fraternal, or secret groups except for organizations of United States military veterans and volunteer firefighters.
• Beneficial use for any religious sect or denomination.
• Beneficial use for any political organization.
• Funerals or other memorial services.
• Non-educational fund-raising activities.
• Personal use.
• Activities using baseballs, bats, lacrosse balls, archery and any other equipment that may damage building surfaces.
• Athletic and Recreational Camps.
• Carnivals.
• Firework Displays.
• Open flames – candles, food warmers, lighters, etc.
• Use of career education equipment and tools.
• Computers or network uses that post or transmit material with advertising or solicitation for products or services in exchange for personal, financial, or political gain.
• Promotion or use of alcoholic beverages, nicotine, marijuana, and/or illegal substances.
• Uses that violate Monroe One BOCES policies and/or local, state, or federal laws and regulations.

To conform to regulations which prohibit gifts of taxpayer funds as well as to protect program budgets, Monroe One BOCES must be reimbursed for all costs incurred by Facility Use. Expenses considered within Facility Use charges include occupancy beyond regular hours, custodial services, security, energy costs, audio-visual requirements, and set-up requests.  Weather accommodation such as snow and ice removal may also be considered. Facility use charges are approved by the Board.  

Use charges are made for 4-hour blocks and vary by room location and size. These are detailed in the online Facilities Use Agreement and may be updated from time to time. Additional charges may be levied for special requests and do not exclude additional charges for damages.  

These use fees must be received not less than 2 weeks in advance. If the use is for more than a 3-month period, the fee may be paid quarterly, two weeks in advance of the upcoming 3-month use period.  Fees must be paid by check or money order to Monroe One BOCES and mailed or hand delivered to Monroe One BOCES, Attn: Facilities Office, 41 O’Connor Rd, Fairport, NY 14450-1327.

Charges for events by the Facility User to its attendees are permitted only if the purpose of the charge is to cover the Monroe One BOCES facility use charge and/or if the charge is used for an educational or charitable purpose. The admission, membership, or other fee to be charged and its use must be identified within the Facilities Use Agreement.

At least three weeks ahead of a proposed event, return the online form Facilities Use Agreement – Public Form and/or the Food Truck On-Site Agreement. Please note that the insurance requirements must be completed at the time of the request. 

• Reservations beyond Monroe One BOCES fiscal year, July 1 – June 30, with the exception that requests may be made for the upcoming year in June but cannot be granted until the new fiscal year’s Board is inducted.
• Monroe One BOCES program and department use always has priority.
• East Rochester Union Free School District after-school hours use plans for the Bird-Morgan School gymnasiums has priority over Community Use.
• School recess periods, which include all Federal and New York State holidays, Conference Days, Sundays, and the published Thanksgiving, December & January, February, and March or April recesses.
• Periods between the end of the traditional school year in June and the start of the six weeks of the extended school program in July, as well as that at end of the extended school year program in August and the start of the traditional school year in August or September.
• Hours between 8:00 AM – 3:30 PM, School Days.
  For reference, Monroe One BOCES’s calendar is available online at monroe.edu/calendar

Facility Use will not be approved until O&M receives certificates of commercial general liability insurance, which will be reviewed by our insurance representative. The certificates must be received not less than 2 weeks in advance of the first date of requested use and must confirm the following minimum required insurances:

• Commercial General Liability: $1,000,000 per occurrence, $2,000,000 aggregate, and with $10,000 medical expense, without exclusion for athletic participants.
• Automobile and Trailer Liability: Combined single limit for owned, hired, borrowed and non-owned motor vehicles $1,000,000 and trailers $500,000.
• Worker’s Compensation: Form C-105.2 or U-26.3 and NYS Disability Insurance Form DB-120.1 (note that ACORD certificates are not acceptable). A person or organization seeking an exemption must file a CE-200 Form with the state and provide this as proof.
• Umbrella/Excess Insurance: $1,000,000 each occurrence and aggregate on a follow form basis.
• Monroe One BOCES named as an additional insured, by endorsement CG 2026 or equivalent, verified by copy of the endorsement attached to the certificate of insurance.
• Policy from an A.M. Best “A-rated” or better insurer.
• State that the organizations coverage shall be primary and non-contributory for Monroe One BOCES, including the Monroe One BOCES board, employees, and volunteers and include a waiver of subrogation in favor of Monroe One BOCES for all coverages including workers compensation.
• The declaration page of the liability and umbrella policies with a list of endorsements and forms.
• Identity confirmation that the insurance producer is specifically an agent for the company or companies providing coverage.

Failure to maintain the insurances described above will subject the community user to liability for damages, indemnification, and all other available legal remedies.

Confirmation for approved use will be forwarded to the requester via email. However, use does not have final approval until the receipt of facility uses charges. Monroe One BOCES is not responsible for any incurred costs due to cancellations for incomplete insurance submission, lack of payment of use fees, or emergency facility closures. 

• Changes, including cancellations by the user, must be submitted not less than five business days prior to the event for a refund of charges to be considered.
• Reservations may be revoked or cancelled when facilities are misused or any of the provisions of the reservation’s procedures are violated.
• Declared Snow Days and other School Closings also cancel community uses of facilities.  Refunds will be granted for these occurrences.
• Notification of weather and other emergency closures are not individualized. Notice is expected to be received by users through public broadcast channels.

• Monroe One BOCES will not incur charges for any setup and will not rent nor purchase equipment or furnishings for users.
• The time required for set-up, take-down, and clean-up must be included within the use blocks requested and will be included in the charges.
• No property, material or equipment of the user or its contracts may be stored at Monroe One BOCES facilities.
• Flyers and paper announcements may not be taped or stapled to any surface including interior and exterior doors. Any organization taping up flyers will be subject to charges for the removal of the flyer and repair of the surface.
• The distribution of leaflets, handbills, samples, and other materials may only occur within the reserved area. When distribution is over, the organization is responsible for picking up any materials left within or on the facilities.
• Decorations must be removed, and the facility left in unmarked condition when use is completed.
• Sound levels of events must be controlled to be less than 80 decibels and may not disturb other events or neighbors.
• Maximum occupancy of any space must be adhered to and it is noted within the Facility Use Agreement.
• Furniture or equipment may not be moved without previous request and subsequent permission.
• Furniture or equipment that was moved for an event must be returned to its original location.
• Users are responsible for leaving the room in a neat and orderly state.
• Users are responsible for service charges to restore the facilities and are subject to New York State Laws for possible prosecution.

• All food and beverage services must be catered for by using Monroe One BOCES Café Catering or otherwise provided by a commercial enterprise.  
• Please note that "school personnel may not participate during school hours or on school grounds in the solicitation of orders, distribution of advertising materials, or collection of charges for sale of products.”
• The NYS SED Commissioner also ruled that “school property or resources may not be used for private commercial purposes” and this includes the prohibition of free product distribution to students.
• All food and beverage must comply with the Monroe County Health Department regulations, including the provision of licensed L1 and L2s.
• If students are participating, food trucks are not permitted, and all food and beverages provided and those presented for fundraising must not violate the USDA and NYS Child Nutrition standards: National School Lunch Program and School Breakfast Program: Nutrition Standards for All Foods Sold in School as Required by the Healthy, Hunger-Free Kids Act of 2010 (pdf) (govinfo.gov)
• Food and beverage intentions and requests must be included within the Facilities Use Agreement with vendor specifics, licenses, and menu copies submitted not less than 2 weeks in advance of the first requested date of use. 

The user must plan for and provide for the safety of people attending their events. Communications regarding the event must include:  

• Starting and ending hours and dates.
• Setup other than the standard room setup for the reserved space.
• Plan for additional equipment.
• Parking directions and requirements.
• Health and safety precautions.
• Security preparations for a possible polarizing event.
• Event staff members' names, phone numbers.
• Plan to monitor the doors and take tickets without blocking exits.

• Monroe One BOCES name, insignia, logo, and its mailing and physical addresses of facilities may not be used for any purpose not directly sponsored by Monroe One BOCES.
• Prohibited facility uses are also prohibited in any advertisement associated with events or activities within our facilities.
• Our expectation is that all events are successful, positive reflections for the Monroe One BOCES and our community.

Monroe One BOCES Facility Use
41 O’Connor Rd
Fairport, NY 14450-1327
585-377-4660

email Facilities Office

Online Forms: www.monroe.edu/FacilitiesUse