Little Elm ISD

Little Elm Independent School District Facilities-Building-Grounds Usage Regulations (Updated August 24, 2020) 

SECTION I: General Conditions and Regulations 

Purpose of District Facilities – District buildings, grounds and equipment are financed and maintained for the sole purpose of promoting the education of the enrolled students of the Little Elm Independent School District (“L.E.I.S.D.” or the “District”). Any other purposes for which District facilities, grounds and properties are used shall be subordinate to and shall not interfere with the program of District activities authorized by District administration and/or policies. 

District facilities normally available for use include auditoriums, cafeterias, and athletic facilities. Any use of District facilities must comply with Board Policies, including but not limited to Board Policies GKA and GKD. All fees for use of the facilities will be set by the Superintendent’s designee and approved by the Board of Trustees. Little Elm I.S.D. reserves the right not to allow use of District facilities at any time during the year, including but not limited to dates before the second Monday in September of each year to allow staff the opportunity to set campus schedules. 

Permissible Users of School Facilities – Use of District facilities shall be limited to school related activities, higher education programs, other school districts, and certain activities held by groups or organizations located within the boundaries of the District unless approved in advance by the Superintendent or designee. Users of the District facilities shall provide the name of the adult responsible for oversight of the event and who shall be responsible for the supervision and orderly behavior of the participants. Any organization shall be required to submit an official roster of members and/or attendees. Background checks will be conducted for all adults (age 18 and above) working with youth in District facilities. Any non-school use of District facilities and restricted grounds shall be considered only upon completion and approval of an on-line Facility Request Form. 

Facility Request Form and Grounds for Termination of Facility Usage – Facility usage is a privilege. All groups requesting use of District facilities shall follow the Rental Procedures outlined in below in SECTION II. Any misrepresentation by an organization or individual, abuse of property, and/or non-payment by the organization or individual representing the organization may result in immediate termination of the use of the facility, including immediately vacating the premises and denial of requests for future use. The request for use of District’s buildings, grounds or equipment shall clearly identify the nature of the activity and the organization. All groups shall file an online facility request for the use of a facility. (See Campus Contact List) 

Right of Cancellation and Conflicts with School Activities – The District shall have first priority on facility use and may unilaterally cancel any agreement for the use of any District facility by giving notice twenty-four hours prior to a requested use period if the District determines that it must use the District facility for a function directly related to the operation of the District or if the facility must be closed for health or safety reasons. This twenty-four- hour notice may be waived by the District in the event of an emergency. 

Movement of Furniture and Equipment and Custodial Services – The group shall not alter District facilities or grounds without prior written approval from the District’s Operational Services Department, or the Superintendent’s designee. The District shall have a custodian or another designated employee in the building throughout the time the facility is in use. This person shall be responsible for opening and closing the facility but shall not be responsible for supervising the group or organization using the facility or their activities. 

Payments – Fees in connection with use of school district facilities shall be paid to the Little Elm Independent School District and shall be sent to PO Box 6000, Little Elm, Texas 75068. The fee shall be paid in full seven (7) days prior to the scheduled event. Payment directly to an L.E.I.S.D. employee is not allowed and will not be deemed payment to the District for the use of District facilities. Organizations using District facilities will pay no honorarium and will not “tip” the custodian or other designated District employee. 

Compliance with State and Federal Laws – No District facilities or grounds shall be used by any group or individual who is not in compliance with the requirements of all applicable Federal or State statutes, regulations, and/or rules prohibiting discrimination on the basis of race, religion, color, sex, national origin, physical or mental disability, age or other classification as applicable. District facilities may not be used for programs or activities tending to incite a breach of the peace, that contain obscenity, that advocate the overthrow of the governments of the United States and/or the state of Texas by any other than constitutional means, or that would be destructive to District property. Groups shall comply with local fire code requirements by ensuring that walkways, entries, doors, passages, vestibules, corridors, stairways, and ramps are free of obstruction and are not used for any purpose that restricts access to or from the facility. 

Damage to School Property – Groups using District facilities shall provide required supervision and guarantee orderly behavior. Groups are liable for all damages to the District’s facilities and shall repair the damage or reimburse the District for the damage at the discretion of the District. District officials shall be the sole judges of any damages done to District property. 

Liability - The District shall have no liability for the actions of, or failure to act by, or with respect to any claim or cause of action that arises from the actions or omissions of the group or any officers, employees, invitees, agents, or assigns of the group, or with respect to the facility. The group shall be solely responsible for any claim or cause of action arising out of any act, omission, or failure to act by the group or its agents, officers, invitees, or assigns. 

Indemnification of L.E.I.S.D. – THE INDIVIDUAL AND GROUP REQUESTING USE OF THE FACILITY AGREE TO DEFEND, INDEMNIFY AND HOLD HARMLESS THE LITTLE ELM INDEPENDENT SCHOOL DISTRICT, ITS ELECTED OFFICIALS AND EMPLOYEES, AGAINST ANY AND ALL CLAIMS, LAWSUITS, JUDGMENTS, COSTS, LEGAL FEES, INCLUDING ATTORNEY’S FEES, PROCEDURAL FINES, PENALTIES, AND EXPENSES FOR PERSONAL INJURY (INCLUDING DEATH), PROPERTY DAMAGE OR OTHER HARM FOR WHICH RECOVERY OF DAMAGES IS SOUGHT THAT MAY ARISE OUT OF OR BE OCCASIONED BY THE BREACH OF ANY OF THE TERMS OR PROVISIONS OF THE FACILITY USE AGREEMENT, OR BY ANY NEGLIGENT ACT IN THE USE OF ANY DISTRICT FACILITY UNDER THE FACILITY USE AGREEMENT. The provisions of this paragraph are solely for the benefit of the parties hereto and are not intended to create or grant any rights, contractual or otherwise, to any person or entity. 

Political Meetings – Except for regular or special public elections or for precinct, county, or senatorial district conventions, no political meetings of any kind are allowed at any time on District property. 

Prohibited Items - Possession, use, sale, or consumption of alcoholic beverages, illegal drugs, and firearms, and the use of tobacco products or e-cigarettes on any District property are prohibited at all times. Any violations of this provision will result in termination of the agreement. 

A.     Alcoholic Beverages – The District prohibits the possession or use of alcoholic beverages by any person while on District premises or on other property under the jurisdiction of the District. (Tex. Educ. Code  Sec. 38.007)

B.     Intoxicants – The possession of any intoxicating beverage for consumption, sale or distribution while on the grounds or in a building of any school in the District or while entering or inside any enclosure, field,  or stadium where any athletic event sponsored or participated in by a school is being held constitutes a Class C misdemeanor. (Tex. Educ. Code Sec. 37.122)

C.     Illegal Drugs – The District is a drug-free zone. The punishment is enhanced for offenses under the Texas Controlled Substances Act if the offense was committed: 1. In, on, or within 1,000 feet of any real    property that is owned, rented, or leased to a school district or a playground; or 2. On a school bus. (Tex. Health and Safety Code Sec. 481.134)

D.     Firearms/Weapons – The District prohibits the unlawful use, possession, or display of any firearm, location-restricted knife, club, or prohibited weapon on all District property at all times. A person commits a third degree felony if the person knowingly, intentionally, or recklessly possesses or goes with a firearm, location- restricted knife, club, or prohibited weapon on school property. Intentional exhibition, use, or threat of exhibition or use of firearms on District property is a third degree felony or Class A misdemeanor. (Tex. Educ. Code Sec. 37.125)

E.     Use of Tobacco Products – No smoking or use of smokeless tobacco (e-cigarette) products shall be permitted on District property. The use of tobacco products includes but is not limited to cigarettes, e-cigarettes, vaping, cigars, pipes, snuff, or chewing tobacco. (Tex. Educ. Code Sec. 38.006)         

Insurance Requirements 

Any group using school facilities will be required to provide an original Certificate of Insurance with Little Elm I.S.D. named as the Additional Insured/Certificate Holder. 

The group shall be liable for all bodily injury and property damage occurring during the time the group is present and/or using the District premises. Any damage to a District facility shall be repaired or replaced within thirty (30) days from the date of said damage. If the group does not make repairs within such time, the District will have the right to make any such repairs and bill the group for the costs of the repairs. 

The group shall be required to maintain the following minimum limits of liability insurance while occupying the District premises: 

• $2,000,000 Bodily injury and property damage
• $1,000,000 Products and completed operations
• $50,000 Fire legal liability
• $10,000 Medical payment
• $ 2,000,000 Commercial automobile liability
• $ 1,000,000 Workers Compensation Insurance 

Insurance policies shall list the Little Elm Independent School District as an additional insured and shall be written by an insurance company rated “A” or better from AM Best Company. Certificates of Insurance shall be submitted prior to occupying the premises. The superintendent has the authority to waive the insurance requirement. 

SECTION II: Rental Procedures 

Use of a District building or facility will be confirmed prior to the event with written authorization from the school principal or the facility administrator. 

A.     Requestor must complete and file the necessary online L.E.I.S.D. Facility Request 30 days prior to the event before the District can make a firm determination on the required fees, insurance requirements, availability of facilities, and other requirements that must be met. 

B.     Any special set-up, equipment, or arrangements must be submitted before the request is issued and shall be listed on the online Facility Request Form. 

C,     All activities must be under competent, adult supervision furnished by the organization. This supervisor will be responsible for restricting the group’s access to only the specifically requested area and for protecting the facilities and its contents from abuse by the group’s participants and anyone entering the facility.         

D.     The District’s building representative on duty during the use of the facility will be responsible for the operation of the facilities but shall not be responsible for supervising the organization’s group or activities.

E.     Groups or organizations shall not be allowed to sub-lease or assign their rights to use District facilities. 

SECTION III: District Athletic Facilities 

L.E.I.S.D. athletic facilities were constructed primarily for use by L.E.I.S.D. athletic teams and other L.E.I.S.D. extracurricular teams and individuals. Special arrangements must be made for uses of a different nature. 

Gymnasiums -

A.      Only regular athletic rubber-soled shoes may be worn on the gymnasium floors.

B.     The rental does not include the use of concession stands, dressing rooms, mats, or other equipment in the gymnasium area. If dressing rooms, concession areas, etc. are needed, special arrangements must be made through the District’s athletic office. 

District Stadiums - 

1. Lobo Stadium usage is restricted to competition only. Lobo Stadium will be available for UIL competition rental only with the approval of the District’s Athletic Department. 

SECTION IV: School Grounds and Special Use Facilities 

Elementary School Grounds - The outdoor facilities at each elementary campus are available during non-school hours to all groups, free of charge, on a first-come, first-served basis. 

Tennis Courts -  All District tennis courts are available for recreational use only when not needed by the District, on a first-come, first-served basis. These facilities shall be used only for their intended purpose. Rollerblades, skates, motorbikes, bicycles, or other sports and activities are not allowed. 

Running Tracks - Walker and Strike Middle School tracks and the track at the practice field at Little Elm High School are available for recreational use only when not needed by the District, on a first-come, first-served basis. This area should be used only for its intended purpose. Rollerblades, skates, motorbikes, bicycles, or other sports and activities are not allowed. 

Requests for Rental Extensions by Specific Groups - School Board approval shall be required for all long-term rental for higher education institutions to provide college-level courses to the District’s employees and students; other school districts; non-school-affiliated, youth-oriented, non-profit organizations; and governmental entities. 

Parking Lots - Parking lots shall not be rented. They may only be used for school-sponsored activities or in accordance with the local municipal joint use agreements. 

Vacant Land Owned by Little Elm I.S.D. - Is not available for rent or use and not available for any group/ organizations (except for existing written agreement(s)). 

Weather Conditions – A District representative will contact the organization if the athletic fields will not be available due to weather conditions. 

Elections: Facilities as Polling Places - The District shall make its buildings available for use as polling places in any election that covers the territory in which the buildings are located. If more than one authority requests the use of the buildings for the same day and simultaneous use is impractical, the District shall determine which authority may use the building. Election Code 43.031. No charge, including a charge for personnel, utilities, or other expenses incurred before or after regular business hours, shall be made for the use of a District building for a polling place if the day of the election is a day on which the building is normally open. If the day of an election is a day on which the building is not normally open, a charge may be made based on the fee schedule. Election Code 43.033(a). 

Political Party Conventions - The District shall not assess a charge for the use of a school building for a precinct, county, or senatorial district convention, reimbursement for the actual expenses resulting from the use of the building for the convention. The District shall provide an itemized statement of expenses to the reimbursing authority. Election Code 174.0631 

Kitchen Use - The rental of a kitchen will require a child nutrition employee. Additional food service employees may be required by the District depending on the size of the group, amount of preparation to be completed, and the length of time for the facilities to be used. The child nutrition employee is to supervise and make sure all equipment is being used properly. The child nutrition employee will be responsible to open and close the kitchen facility. Compliance with federal, state, and city health laws is mandatory. Supplies, food, or equipment cannot be moved into the kitchen facility until after the closing time (3:00 p.m.) on the date of the use of the facility. The organization will be billed for the overtime rate of the child nutrition employee(s). 

Use of Equipment (Chairs, Tables, Platforms, Pianos, etc. - The District may impose an additional charge for moving equipment or setting up tables, chairs, or platforms. The District does not and will not alter facilities for the purpose of rental. 

SECTION V: Summer and Holiday Use of Facilities 

During summer and holidays (including weekends), Little Elm I.S.D. does not allow any outside organization to rent or use District Facilities. The holidays are as follows: 

o Week of Thanksgiving

o Winter Break

o Spring Break

o Summer (starts the day after school is released and ends the first day of school for the following school year) 

Only organizations with long term rental/contractual lease agreements will be allowed to use District facilities during the summer or holidays upon approval from the Superintendent or designee. 

SECTION VI: Church Usage 

A.     A church seeking to use District facilities will have a one-year contract (“Contract”). The terms and conditions of the Contract shall be negotiated by and between the Superintendent, or designee, and the Church.                

B.     Only selected facilities within the District can be utilized for this purpose.

C.     Churches do not have access to classrooms, libraries, music rooms, choir rooms, offices, etc. and may not move or use furniture/equipment from said locations.

D.     A District Custodian must open and close the building and will be present during the facility usage. 

SECTION VII: Classification of Groups 

Rental fees for the use of District facilities shall be based on the following user/activity classifications. 

Little Elm I.S.D. Facilities (Excludes Lobo Stadium): 

o CLASSIFICATION A – Youth Sports, District support groups, booster clubs and 

Service Leagues 

o CLASSIFICATION B – Scouting Youth Organizations 

• B1 is the cost per hour for Mon. – Fri Den, Pack or Leader meetings 
• B2 is the cost per hour for Mon. – Sat. Derby, Banquets, or multiple pack events. 

o CLASSIFICATION C – Churches, HOA, Civic, Educational, Corporate Sponsors 

o CLASSIFICATION D – Dance Studios, Businesses, Community Theater, Fitness Training 

o CLASSIFICATION E – Semi-pro / Pro Sports Teams, non-L.E.I.S.D. club teams 

Lobo Stadium: 

o CLASSIFICATION I – District based, non-profit groups and activities serving youth 

and community that serve school or District purposes. 

o CLASSIFICATION II – Non-profit, non-district-based Texas ISD educational 

institutions that serve school or District purposes. 

o CLASSIFICATION III – Non-profit, non-district based educational institutions, 

community groups and activities. 

o CLASSIFICATION IV – For-profit / commercial groups 

The specified District facilities shall be available for rental in priority order of the Classification of Groups and fees established by the District. 

Note: Certain groups may be allowed to use or rent District facilities without paying a rental fee. These groups shall be classified as Non-Paying groups and shall not sub-lease the Districts’ facilities. Groups can be classified as “non-paying” at the discretion of the superintendent or designee. 

Little Elm I.S.D. Campus Hours (unavailable for use): 

High School Monday – Friday 7:20am – 2:55pm

Elementary Campuses Monday -- Friday 8:05am – 3:40pm

Middle School Campuses Monday -- Friday 8:55am – 4:30pm 

SECTION VIII: Facility Services Costs 

Refer to Fee Schedules