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1500-F1 Application Procedure

  • 1000: Community Relations
1500-F1 Application Procedure

 

APPLICATION PROCEDURE FOR USE OF SCHOOL FACILITIES

  1. All organizations that wish to use the school building and/or grounds of the Brentwood Union Free School District MUST apply in writing, using the accompanying application. The Application for Use of School Buildings and/or Facilities and other required forms can be obtained on-line at the District’s website (bufsd.org), under Departments/Buildings and Grounds/Use of School Facilities Policy, or at the Buildings and Grounds Office located at 99 Oriole Place in Brentwood, NY. All completed Applications for Use of School Buildings and/or Facilities and required forms are to be returned to the Buildings and Grounds Office at the above listed address. Any questions regarding the application, schedule of fees and the responsibilities of the not-for-profit Brentwood community-based organization while using the District's facilities shall be clarified at that time.
  1. All applications and required forms for the use of District facilities must be submitted to the Buildings & Grounds Office at least 45 days prior to the date of requested usage. If the applicant is a group, the application must be completed and signed by a representative authorized to bind the group contractually. Groups that use District facilities regularly, such as on a weekly or monthly basis must submit a new application for each location annually before June 30 of each year.
  1. Due to the demand for use of District facilities, Facility Users are limited to the use of two (2) school buildings for no more than three (3) nights per week. In the event a Facility User can demonstrate the need for more facility use and the space is available after considering all requests, the Superintendent or designee may grant additional buildings/nights.
  1. In the event a Facility User is not able to use the facility on the scheduled date/time, they must notify Security at (631) 434-2500 no later than three (3) hours prior to the scheduled start time. Failure to report three cancellations or no shows in a timely manner may result in the revocation of the permit. In addition, it is important to note there is a half-hour grace period for arrival after the scheduled start time. Failure to show within that half-hour grace period will result in the Facility User not being permitted to use the facility for the day and it will be considered a cancellation.
  1. All applicants must submit the following information and documentation with their completed application before it can be processed. Failure to do so will delay the processing.
  2. A Certificate of Insurance, specifically endorsed, naming the Brentwood Union Free School District as an additional insured party must accompany the completed application form. See specific terms below. Coverage must provide for 30 days notice of cancellation. The District reserves the right to exercise complete and non-reviewable discretion regarding what constitutes adequate insurance coverage for each proposed use.
  3. The nature of all programs/events for which the organization intends to use the building/grounds.
  4. A completed and signed hold-harmless form. (See 1500-F4).
  5. Names of the organization's officers and the event supervisors at each location.

In addition, if the organization is a not-for-profit Brentwood community-based organization, the organization shall provide the following additional documents:

  1. Proof of IRS 501(c)(3) status, or current by-laws/constitution and/or financial reports of the not-for-profit community-based organization, if applicable.
  2. A roster listing members/participants of the not-for-profit community-based organization (See 1500-F3).
  1. The Director of Facilities or their designee will ensure that the principal where use of the building or grounds is sought, has been consulted. The principal will review the application along with current and anticipated building utilization and make a judgment about its intended use, sign and send the application back to the Buildings & Grounds Office.
  1. The Director of Facilities or their designee will ensure that the Coordinator of Physical Education and Health is consulted when an application is for the use of a field, tennis court or gymnasium. The Coordinator of Physical Education and Athletics will review the application along with current and anticipated building utilization and make a judgment about its intended use, sign and send the application back to the Buildings & Grounds Office.
  1. If all of the above listed conditions have been met and the Director of Facilities or their designee determines that the organization requesting use is a not-for-profit Brentwood community-based organization, and the appropriate departmental approval has been received, the Director of Facilities or their designee will notify the applicant in writing by sending a final approval letter. If applicable, a fee will be established, and an invoice will be created by the Buildings & Grounds Department and sent with the final approval letter. A copy of the invoice will also be sent to the Accounting Department.
  1. If the Director of Facilities or their designee determined that an organization does not have not-for-profit status or are not Brentwood community-based, the application will be forwarded to the Superintendent to approve, deny or seek Board of Education approval.
  1. If an application is denied by the Director of Facilities Administrator or their designee, an appeal can be made to the Superintendent of Schools who will make a final decision on the matter.
  1. If the approved use requires security, a copy of the application will be forwarded to the Director of School Safety. If the number of participants is expected to be over forty (40) at any one event, the District reserves the right to impose a charge equivalent to the current security guard’s salary rate (per hour, per guard), from one half hour before until one hour after the end of the event.
  1. If the approved use requires the use of a kitchen, a copy of the application will be forwarded to the School Lunch Manager. A charge will be imposed equivalent to the current food service workers’ salary rate (per hour, per person), from one hour before until one half hour after the end of the event.
  1. Applications for the intended use of District facilities are neither transferable nor assignable and no adjustments to the permit are allowed.
  2. When arriving to use a facility, the Facility User representative will sign in with the

custodian. In addition, the representative will create a list with the names of the participants in attendance during the session. Failure to comply with sign in procedures may result in revocation of permit.

  1. No proposed user will publicly advertise the proposed use until the permit is issued.
  1. All applicants must review this policy prior to submitting an application. All applications must be signed and the applicant’s signature on the application will attest to his/her/the group’s intent to comply with all Board policies and regulations. The applicant’s signature will further attest that he/she has read this regulation and will use District facilities strictly in accordance with the use described in the application.
  1. Report any emergencies or accidents to our Security Department at 631-434-2500.

CANCELLATIONS

 

  1. Any changes in time or date or the cancellation of an activity by the approved group must be reported to the Security Office (631-434-2500) in writing within three (3) hours of the intended use. If notification is given by telephone, a written confirmation must follow. After three unreported cancellations, the organization’s permit may be revoked.

 

  1. All events will be cancelled when school is closed due to an emergency, as determined by the District. It is the responsibility of the applicant to cancel the activity, including informing all interested persons that the activity is cancelled. If the school is closed due to an emergency, the District will incur no liability to the proposed user.

 

  1. The Director of Facilities or their designee is authorized to alter or cancel any permit if it becomes necessary to use the facility for school purposes or for other justifiable reasons.

 

INSURANCE AGREEMENT - USE OF FACILITIES

(INCLUDING ATHLETIC & RECREATION CAMPS)

  1. Notwithstanding any terms, conditions or provisions, in any other writing between the parties, the facility user hereby agrees to effectuate the naming of the District as an Additional Insured on the facility user's insurance policies, except for workers' compensation and N.Y. State Disability insurance.
  2. The policy naming the District as an Additional Insured shall:
  1. Be an insurance policy from an A.M. Best A-rated or better insurer, licensed to conduct business in New York State.
  2. State that the organization’s coverage shall be primary and non-contributory coverage for the District, its Board, employees and volunteers including a waiver of subrogation in favor of the District for all coverages including workers compensation.
  1. Additional insured status for General Liability coverage shall be provided by standard or other endorsements that extend coverage to the District (CG 20 26) or equivalent. A completed copy of the endorsements must be attached to the Certificate of Insurance to include General Liability, Auto Liability (where applicable) and Umbrella/Excess coverages.
  1. The certificate of insurance must describe the services provided by the Facility User that are covered by the liability policies.
  1. The Facility User agrees to indemnify the District for applicable deductibles and self-insured retentions.
  1. Minimum Required Insurance:
  2. Commercial General Liability Insurance

$1,000,000 per Occurrence/ $2,000,000 Aggregate, with no exclusions for Athletic

Participants

$2,000,000 Products and Completed Operations

$1,000,000 Personal and Advertising Injury

$100,000 Fire Damage

$10,000 Medical Expense

  1. Automobile Liability (When an organization’s vehicle is brought onsite)

$1,000,000 combined single limit for owned, hired, borrowed and non-owned motor vehicles.

  1. Workers' Compensation and NYS Disability Insurance (For Organizations With Employees)

Statutory Workers' Compensation (C-105.2 or U-26.3); and NYS Disability Insurance (DB-120.1) for all employees. Proof of coverage must be on the approved specific form, as required by the New York State Workers’ Compensation Board. ACORD certificates are not acceptable. A person seeking an exemption must file a CE-200 Form with the state. The form can be completed and submitted directly to the WC Board online.

  1. Umbrella/Excess Insurance

General Use

$1 million each Occurrence and Aggregate. Umbrella/Excess coverage shall be on a follow-form basis over the required General Liability coverage. 

Organized Athletic Leagues

$3 million each Occurrence and Aggregate. Umbrella/Excess coverage shall be on a follow-form basis or provide broader coverage over the required General Liability coverages.

 

Athletic and Recreational Camps

$5 million each Occurrence and Aggregate. Umbrella/Excess coverage shall be on a follow-form basis or provide broader coverage over the required General Liability coverages.

Carnivals and Firework Displays, etc.

$10 million each Occurrence and Aggregate. Umbrella/Excess coverage shall be on a follow-form basis or provide broader coverage over the required General Liability coverage.

  1. The facility user acknowledges that failure to obtain such insurance on behalf of the District constitutes a material breach of contract and subjects it to liability for damages, indemnification and all other legal remedies available to the District. The facility user is to provide the District with a certificate of insurance, evidencing the above requirements have been met, prior to the event.

The failure of the District to object to the contents of the certificate or the absence of same will not be deemed a waiver of any and all rights held by the District. Upon request, the Facility User will provide the District with a copy of the applicable insurance policies including any endorsements, modifications, or exclusions thereto.

The District is a member/owner of the New York Schools Insurance Reciprocal (“NYSIR”). The Facility User acknowledges that the procurement of such insurance as required herein is intended to benefit not only the District but also NYSIR, as the District's insurer.

 

 

 

ENCLOSURES: Fl: USE OF SCHOOL FACILITIES APPLICATION

F2: SCHEDULE OF FEES FOR BUILDING AND

FIELD USAGE

F3: ORGANIZATION'S ROSTER

F4: HOLD HARMLESS AGREEMENT

F5: DISTRICT'S CODE OF CONDUCT SUMMARY

F6: AED LOCATION LIST

Approved by the Board of Education: 12/14/06

Revision approved by the Board of Education: 08/15/07

Revision approved by the Board of Education: 12/13/07

Revision approved by the Board of Education: 08/21/08

Revision approved by the Board of Education: 06/13/13

Revision approved by the Board of Education: 07/06/16

Revision approved by the Board of Education: 08/17/17

Revision approved by the Board of Education: 11/21/19

Revision approved by the Board of Education: 03/18/21

Revision approved by the Board of Education: 10/19/23

Revision approved by the Board of Education: 09/26/24

Revision approved by the Board of Education: 07/08/25

Download the Application PDF