Borrowing Club Equipment

Last reviewed: 11th December 2021 - Chris Archer (Chair)

Policy documents

Borrowing of Club Equipment Last reviewed: 11th December 2021 - Chris Archer (Chair)

Reason for policy
We are a new club and have been lucky that a few people have put a lot of effort into gaining grants to purchase equipment. We have not had time to build up any reserves in our bank account. We are not likely to get many more grants in the next 5 to 10 years. The first set of nomad composite boats are already wearing out, and some equipment has gone missing. The total amount we raise in a year from membership fees to cover all equipment maintenance, repair & replacement as well as running the club costs is about £800. A single new composite polo kayak costs about £850. We therefore need to look after the equipment we have got and plan for its repair & replacement. The equipment is there for all club members and so we want it accessible and available to all, but for all members to be responsible for it. Some members want to train and go to events that are not club events. While we want to encourage this, it is not therefore fair that they should be putting excessive wear on the equipment, while the cost is spread amongst all members in terms of higher membership fees.

The following system was therefore agreed after considerable discussion.

Policy:
Short term loan of a club equipment
To borrow equipment for a non club event (ie not representing a Penrith Canoe Club Polo team) will require a member to sign a form to accept that they will pay for any loss or damage to the equipment.
Junior members (U18) will be required to get a parent’s signature.
Composite boats will not be leant out for representing other teams (that team should provide boats).
Composite boats will only be leant out for GB trials or squad training.

Equipment which can be borrowed:

A composite boat
A buoyancy aid
A paddle
A helmet

Repair or loss costs will be charged as actual costs, but as a guide:

A composite boat costs - £850
A spraydeck costs - £30 to £40
A polo buoyancy aid costs - £90
A helmet costs - £65
A paddle costs - £175
A polo ball - £35
Repair for a crack / dent in a composite boat costs £40 upwards.

Equipment should be taken at the end of the Monday club pool session, as it will be recorded which equipment has been taken. It should be returned the following Monday club session. We will be informing the pool that nobody should be removing equipment from the pool any other time, other than whole teams taking it at weekends for tournaments. This is to improve security.

Procedure:
Member downloads the following form: Download booking out form and brings with them 2 copies before getting equipment.

When equipment is collected a committee member needs to sign-out what the member is borrowing and a copy should be kept by the club.

When returning kit it must be checked over by a committee member and sign off as been received.