Borrowing Club Equipment

Reason for Policy

Penrith Canoe Club has been fortunate to receive grant funding that has enabled us to purchase a significant amount of equipment for the benefit of our members. A great deal of voluntary time and effort has gone into securing this funding.

As a relatively new club, however, we have not yet had the opportunity to build significant financial reserves, and we cannot rely on receiving similar levels of grant funding in the future. Some of our original equipment, including our Nomad composite polo kayaks, is already showing signs of wear, and unfortunately some items have also been lost or gone missing.

The club currently raises approximately £800 per year through membership fees towards equipment maintenance, repairs and replacement, as well as the club's other running costs. By comparison, replacing a single composite polo kayak can cost around £850.

It is therefore essential that we look after the equipment we have and plan responsibly for its future repair and replacement.

Club equipment is provided for the benefit of all members, and we want it to remain as accessible as possible. In return, we ask all members to take responsibility for looking after equipment while it is in their care.

We also recognise that members may wish to attend additional training sessions, trials or events that are not organised by Penrith Canoe Club. We want to support and encourage these opportunities wherever reasonably possible. However, equipment used outside normal club activities may experience additional wear or be at greater risk of loss or damage. It would not be fair for the cost of this additional use to be borne entirely by the wider membership through increased membership fees.

For these reasons, the club has agreed the following equipment loan policy.

Short-Term Loan of Club Equipment

Club equipment may be borrowed for certain activities outside normal Penrith Canoe Club sessions and events, subject to the following conditions:

• Members borrowing equipment must complete an equipment loan form and accept responsibility for the equipment while it is in their care.
• If the member is under 18, the loan must be agreed and signed for by a parent or guardian.
• Members may be charged for equipment that is lost or damaged while in their care, except for reasonable wear and tear arising from appropriate use.
• Composite kayaks will not normally be loaned to members to represent another canoe polo club or team. Where a member is representing another team, that team would normally be expected to provide the necessary equipment.
• Composite kayaks may be loaned for recognised GB trials, squad training or similar representative development activities, subject to approval by the club.
• Any other exceptional loan may be considered by the club on a case-by-case basis.

Loss and Damage

Where equipment is lost or damaged through misuse, negligence or failure to take reasonable care of it, the member may be asked to contribute towards or meet the reasonable cost of repair or replacement.

Normal wear and tear resulting from appropriate use will not normally be charged to the member.

Charges will be based on the actual reasonable cost of repairing or replacing the item. The following figures are provided as an indication of current replacement costs:

These figures are indicative only and may change as equipment and repair costs increase.

Collection and Return of Equipment

To help us keep an accurate record of club equipment and improve security:

Equipment should normally be collected at the end of the Monday club pool session. The equipment being borrowed will be recorded before it leaves the pool.

Unless otherwise agreed, borrowed equipment should be returned at the following Monday club session.

Members should not remove equipment from the pool or club storage at other times without prior agreement from the club.

An exception may be made where equipment is being collected or transported for an official Penrith Canoe Club event, competition or tournament.

Member Responsibilities

Anyone borrowing club equipment is expected to:

• use the equipment only for the agreed purpose;
• take reasonable care of it and use it appropriately;
• store and transport it securely;
• not lend the equipment to another person without permission;
• report any loss or damage to the club as soon as possible; and
• return the equipment at the agreed time and in a reasonably clean condition.

The purpose of this policy is not to discourage members from training, competing or developing their paddlesport skills. It is intended to make sure that the equipment purchased for the club can continue to benefit all members for as long as possible, while ensuring that the cost of additional individual use is shared fairly.