Borrowing equipment from another club
Occasionally the need arises to borrow or hire equipment from another club. If you believe that such a need exists, please discuss it with your Vice-Captain and the Equipment Officer to reach agreement on the most appropriate approach. If the agreement will require expenditure by, or financial risk to, the club, you will need to get committee approval: speak to the Club Captain or Secretary in the first instance.
If a loan is required, follow the process below:
- Work out what you want to borrow/hire and when (start and end date).
- Find someone willing to lend you the necessary equipment for the necessary period (ask for help from captains).
- Download the Cantabs Agreement for Hire of Equipment form and print out two copies.
- Work with the lender to complete the form (see notes below).
- Get two completed copies of the form signed by someone who is entitled to do so on behalf of the lending organisation.
- Send both copies of the form to the Cantabs Club Captain, Secretary or President, who will sign them on behalf of Cantabs and retain one copy.
- Send the other copy of the agreement back to the lender.
- Wait for the Cantabs Club Captain / President /Secretary / Equipment Officer to give you the go ahead (which will generally be as soon as the insurance cover is in place).
- Before starting to use the equipment check for any existing damage and make a note of it. If you believe the damage is significant, ensure the lender is aware of it ASAP.
- Then, and only then, use the equipment CAREFULLY as we will still have an excess to pay if there is damage, or the full cost of repair/replacement to pay if we use things negligently.
Important notes on completing the Agreement for Hire of Equipment Form
- Please use the Cantabs form which has been devised for use in conjunction with the Club’s marine insurance policy.
- An essential field on the form is the value of the equipment – work with the lender to get a realistic estimate. There should be no thought of trying to negotiate the value down – we need everything properly insured for a fair value and we need both sides to agree it. Please remember an extra £1,000 of value at this stage may cost us a very small amount extra for insurance but it will save us £1,000 if the worst happens.
- Boats, Blades and Cox boxes should all be listed as separate items on any form, each with a value, so that we are sure we have everything covered.
- Please do not sign on behalf of Cantabs yourself, as only the club executives are entitled to do so. If you sign, you might be rendering yourself personally responsible without an insurance policy to protect you.
Please do not use the equipment before receiving confirmation that the insurance cover is in place. The Club has limited funds and replacing boats for other clubs from our own funds would be damaging.
