LHISD LIBERTY HILL INDEPENDENT SCHOOL DISTRICT FACILITIES RENTAL INFORMATION BUSINESS OFFICE 14001 W. HIGHWAY 29, SUITE 205 LIBERTY HILL, TEXAS 78642 PHONE: (512) 260-5570 FAX: (512) 260-5587
Liberty Hill ISD Rental Policy The Liberty Hill Independent School District welcomes the use of facilities owned by the District by outside organizations/groups; however, such use of District facilities shall not be permitted when it interferes with the educational programs of any campus or district scheduled activities, including facility maintenance and/or repair projects. The District is a tax-supported nonprofit organization established to serve the students and youth residing within the boundaries of the District. The District may, therefore, differentiate among various categories of organizations/groups (such as youth groups, adult groups, nonprofit organizations, for profit organizations, and civic groups) in establishing length of time that a facility may be used or the fee charged. All organizations/groups within the same category shall be offered fair and equal access to District facilities. Board Policy GKD (LOCAL)
RENTAL GUIDELINES, RULES AND PROCEDURES PROCEDURES 1. Groups or individuals wanting to rent LHISD facilities must obtain a Facility Rental Information Packet found on the Liberty Hill ISD website (http://www.libertyhill.txed.net), or at the Business Office in the Administration building located at 14001 W. Highway 29 in Liberty Hill. 2. All rental agreements will be handled by the Business Office. 3. The following documentation must be on file with the Business Office before a rental agreement will be prepared: a. The Facility Rental Information Packet completed and signed. b. A current insurance certificate with limits of at least $1,000,000. c. The required deposit. d. Proof of nonprofit status if claiming that group. 4. It is the sole responsibility of the renter to provide these documents. No reminders will be issued from the Business Office. 5. Rental agreements must be processed no later than 21 days prior to the event. 6. Payment in full is required no later than 10 days prior to the event unless other arrangements are made in advance with the Business Manager. 7. For extended rentals payment terms may be negotiable with the Business Manager. 8. Any changes to the signed contract must be made no later than one week in advance. Rental amounts will not be decreased after the fact if the facility is not used for the entire contracted time. 9. The renter will be assessed the rental fee from the time the facility is opened until it is closed or vacated. 10. The need for a facilitator will be determined by the Business Manager. Consideration will be given based on expected number in attendance, facility requested, and previous rental history within the district. If a facilitator is required, the fee for that facilitator will be added to the total fees. 11. School facilities may be rented on school holidays or the weekend immediately preceding or following those designated holidays pending the district is able to obtain a facilitator to work a holiday weekend. 12. School facilities will not be rented on the evening immediately preceding or during the designated State testing days (TAKS Tests).
13. Organizations providing after school enrichment programs shall be allowed under the guidance of the campus administration. These organizations are required to provide the standard rental insurance and rental fees per contract with the district. Scheduling will be coordinated with the campus and the Business Office. INSURANCE The organization requesting the use of a district facility must furnish evidence of liability coverage for the event(s). This evidence should consist of an original Certificate of Insurance with Liberty Hill ISD named as an Additional Insured and Certificate Holder indicating a minimum $1,000,000 Combined Single Limit of Bodily Injury and Property Damage Liability Coverage. The insurance carrier must hold a minimum B+ rating from A.M. Best Company. Access to the facility shall not be permitted until the application and insurance has been screened and approved. Cancellation of insurance also cancels the rental contract until proof of insurance can be provided to the District. The insurance requirement may be waived for school sponsored groups such as PTO or Booster Clubs. DEPOSITS A deposit is required for all rentals unless waived by the Business Manager. A refund will be issued after the conclusion of the event if the facility is returned to normal school operating conditions and no damage has occurred. CUSTODIAL REQUIREMENTS Custodial needs will be determined at time of contract preparation by the Business Manager. Custodial fees are not included in the rental fees. Custodial fees charged will be based on an hourly rate of $25.00 if deemed necessary. The number of custodians will be based on the number in attendance and the amount of square footage rented. This rate also applies if a facility is determined not to be in school operational condition upon conclusion of the event. SECURITY At the District s discretion, outside groups may be required to have security present during an event. Security services will be coordinated through the Liberty Hill Police Department at the renter s expense. Custodians and school employees are not considered security. INOPERABLE EQUIPMENT Equipment found inoperable during a rental must be communicated by the renter to the Business Manager within a reasonable time after the rental concludes. The problem will be investigated and verified. Upon verification, a refund may be issued.
RENTAL REGULATIONS No chairs, food, or drinks are allowed in the gym areas. Any damage caused by these items will be assessed to the renter and may result in loss of further use of District facilities. No equipment or supplies of the renter will be stored on school property. Renters will have no access to equipment that is not specified in the contract. The use of alcohol and tobacco products on any District grounds is strictly prohibited. All signs, banners, and reading material need prior approval by the Business Office. Decorations must be fireproof and must be erected and removed in a manner not destructive to school property. The use of decorations must be approved by the Business Office. The use of open flames, such as candles, is strictly prohibited. All children must be supervised at all times and remain in assigned areas. There should be at least one adult per twenty children. Some district equipment, i.e. public address system, microphones, speakers, risers and projectors, etc., may be subject to rental at the discretion of the Business Manager. This will become part of the contract if deemed necessary. Liberty Hill ISD has the right to refuse and/or terminate a rental. Reasons include but are not limited to the following: space availability, failure to pay in a timely fashion, failure to comply with all rules and regulations, recurring losses and/or damages, inappropriate behavior of the renter or their audience. All school areas are to be used solely for their intended occupancy. No electrical appliances will be allowed in the school buildings. Use of school facilities for subversive purposes or for any purpose not in the public interest is prohibited. A church group requesting rental must be in the process of finding a permanent church site for a church building in the Liberty Hill community. At the end of a six month rental agreement, they must show progress in purchasing a site. This proof must be brought to the Business Manager of LHISD. Rental of a school facility for a period of longer than 12 months shall only be upon the approval of the Superintendent of Schools.
The District reserves the right to revise rental rates and procedures at any time. The Superintendent of Schools may make exceptions to these rules and regulations with concurrence from the Board of Trustees. RENTAL GROUPS Group 1 School related groups. No fees or insurance required. District employee on duty. No fees charged. (Examples: Project Graduation, PTO, Booster Clubs, etc.) Group 2 LOCAL youth development and educational development (Youth groups which do not qualify for Group 1 (Example: Pop Warner, soccer, Community League Basketball, PIPS, Little League, camps, etc.) Group 3 Organized Local non-profit recreational, cultural, private, and religious groups (Examples: Adult Community League, church services, family reunions, etc.) or Organized Local for profit groups for adults or children. (Examples: Aerobics, Dance, Karate, Plays, Theater, etc.)