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POLICY NUMBER - 36
Page 1 of 3
Policy Subject/ Title - Recreation Equipment Loans Program
GENERAL STATEMENT OF POLICY
36.01 It is the policy of the Region of Queens Municipality to have guidelines for
the loan of equipment by its Recreation and Community Facilities
Department.
OBJECTIVES
36.02 To make various pieces of recreational equipment available for loan to
non-profit organizations and individuals
36.03 To ensure the borrowed equipment is returned on time and in good repair.
ALLOCATION OF RESPONSIBILITIES
DIRECTOR OF RECREATION AND COMMUNITY FACILITIES
36.04 To see that the procedure of this policy is followed.
SECRETARY/RECEPTIONIST
36.05 To take bookings on a first come / first serve basis and ensure materials
are prepared, issued and deposits are accepted in a timely and efficient
manner.
POLICY PROCEDURES
36.06 A) Community groups based in the Region of Queens Municipality may
borrow the following equipment from the Recreation and Community
Facilities Department:
2 -- 12 ft. Large Outdoor Banners......... $150.00 deposit each
2 -- 12 ft. Small Outdoor Banners......... $ 75.00 deposit each
* 1 -- 20 x 20 ft. Canopy .......
$150.00 deposit
* 1 -- 12 x 16 ft. Stage........................... $150.00 deposit
* 2 -- Volleyball nets, poles, and balls...... $ 50.00 deposit
2 -- Basketball Standards .................. $ 50.00 deposit
2 -- Large Parachutes.......................... $ 25.00 deposit
* 1 -- Croquet Set ............................... $ 25.00 deposit
Large Banners:
3 lines, 18
characters long
Small Banners:
2 lines, 18
characters long
POLICY NUMBER - 36
Page 2 of 3
Policy Subject/ Title - Recreation Equipment Loans Program
B) Community groups and individuals based in the Region of Queens
Municipality may borrow the following equipment from the Recreation and
Community Facilities Department:
2 -- GPS Units..................................... $25.00 deposit each
2 -- Small Parachutes............................ $25.00 deposit each
6 -- Pairs of Snow Shoes........................
2 -- suitable for 30-80 lbs......... .... $25.00 deposit each
2 -- suitable for 60-160 lbs............. $30.00 deposit each
2 -- suitable for 100-225 lbs............$30.00 deposit each
1 -- Flag Football Set............................. $45.00 deposit
3 - Igloo Making Kits.............................. $30.00 deposit each
36.07 The borrower must sign the loan book and specify the date on which the
equipment will be returned, and provide the appropriate deposit at that
time or upon pick-up of the equipment.
*Additional Paperwork Required (Check Out/ Check In Checklist)
36.08 The Recreation and Community Facilities Department recognizes that
normal wear might occur to the equipment. It is the Director of Recreation
and Community Facilities' discretion of the acceptable condition of the
equipment for return without penalty.
36.09 With respect to loans of banners, staff of the Recreation and Community
Facilities Department will provide the borrower with a list of possible
locations and methods of placement.
36.10 The borrower is liable for total costs of repairs or replacement of
equipment.
36.11 Due to the potential for damage and their high repair/replacement costs,
the Region will not loan electronic equipment, including laptops and data
projectors, to community organizations.
POLICY NUMBER - 36
Page 3 of 3
Policy Subject/ Title - Recreation Equipment Loans Program
36.12 The transfer of equipment from Community Group to Community Group or
Individual to Individual (without returning to the Department of Recreation
and Community Facilities in between) is only permissible if a deposit has
been received from each Community Group or Individual and the
appropriate paper work has been completed for those Community Groups
or Individuals who have requested the use of equipment at the time the
equipment is picked up, or before the equipment is transferred to the next
Community Group or Individual.
36.13 The deposit received by the Department of Recreation and Community
Facilities for the loan of equipment will be returned to the Community
Group or Individual following inspection of the equipment. (The deposit
may be returned via Canada Post).
36.14 The responsibility for picking up, erecting / assembling, and returning
items that are loaned through this program is solely that of the
organization borrowing them.
Approved by Council:
October 18, 2010