RAS Equipment Hire Policy

Eligibility
Only RAS members who have paid their annual membership fees are allowed to hire equipment.
Members who wish to hire equipment must have been a RAS member for three (3) months, or been deemed eligible by the Committee.
The Committee has the right to refuse rental if the potential renter does not demonstrate enough knowledge to use the equipment safely,
or if they have demonstrated unreliability in returning equipment on time and in good order.

Training
Members can request a training session from the Committee at anytime.

Request
Rental requests are to be made to the Committee and should include a signed (digital signatures or scanned copies accepted) Equipment Hire Form.
The Society also requires that the appropriate committee member sights the requestor's Driver's Licence or equivalent identification prior to processing commencing.

DOWNLOAD EQUIPMENT HIRE FORM PDF >>>

Payment
Payments are to be made into the RAS bank account at:

The renter’s name and the word "RENT" should be used as the payment identifier.
Once the deposit has been made, the bank receipt should be emailed to the This email address is being protected from spambots. You need JavaScript enabled to view it. 
Payments can also be made in cash at meetings (when COVID-allowed).

Rental rates
Equipment rental rates are $15 per instrument per 30 days, with the exception of accessories and eyepieces, which are $10 per instrument.
A deposit of $50 is required per instrument.
Rental rates can be waived if the renter brings club equipment to public outreach events, or becomes a Custodian.

Rental period
Rental period is limited to 30 days for each instrument.
Multiple equipment rentals are allowed, as some items are meant to complement each other.
When the rental period is up, the renter can choose to return the equipment, or become a custodian ( At the discression of the Committee).
If a renter does not agree to become to be a custodian, equipment must be returned to the Committee.
Failure to return equipment on time will result in the renter losing their deposit and being unable to rent again.

Pickup
Members have to make their own arrangements for pickup of the equipment from the Committee/Custodian/previous Renter.
A selection of equipment will be made available for pickup at every RAS OGM, AGM or by arrangement with the President. (COVID allowing)

Returns
Renters are required to return hired equipment on time -- 30 days from the day of pickup or on a pre-agreed date.
Renters must contact the Committee seven (7) days before the return date to arrange for the return of the equipment. No reminders will be made.
Returned equipment should be in good working order.
Equipment can be returned to a Committee Member at a RAS OGM, AGM or by arrangement with the President.
Renters/Custodians should keep the receipt of their returned deposit to prove that they have returned the equipment.
Outside of a RAS meeting, equipment should be returned to a Committee member's address (address sent via email), unless instructed otherwise by the Committee.
Deposits may be collected back from the Treasurer (cash or bank transfer) once the Committee notifies the Treasurer of the return of equipment.
Late returns will result in the forfeiture of the deposit.

Becoming a Custodian
Any member, who has been a member of the club for at least three (3) months and has demonstrated trustworthiness, can become a Custodian of any number of rental equipments.
Custodians need to provide safe storage of the equipment until another renter is found for the equipment.
There will be no rent collected from Custodians, however a deposit will still be held.
Custodians are also required to bring equipment to at least one (1) RAS public viewing night or outreach event a month.
If the Committee is unable to find storage space for the equipment, Custodians may not be required to fulfil public outreach event obligations.
The Committee may nominate Custodians to train members on the use of equipment.
The deposit is returned when the Custodian returns the equipment to the Committee, or the equipment is passed on to the next renter.

Custodian-only equipment
Custodian-only equipment is not normally available for hire to members, and any proposed exceptions need to be approved by the President/Committee.
In order to be able to have access to this equipment, members must be a Custodian (as above) and be able to bring the equipment to ALL public outreach events for the club .
No rent is paid on Custodian-only equipment.

Loss and Theft of Equipment
If equipment is lost or stolen, this must be reported promptly to the President/Committee, giving the date, time, and location where it was last seen.
If theft is suspected, a police report should be made and a copy submitted to the President /Committee.
In the case of loss due to negligence, the loss will result in the forfeiture of the Renter/Custodian’s deposit and in addition, compensation may be sought.
The Renter/Custodian will be given 30 days to recover the lost equipment where possible before compensation to RAS will be sought.
The Committee has the right to refuse rental of equipment to the same person in the future.

Damaged Equipment
Normal wear and tear is not counted as damage. Renters should note the initial condition and any damages before renting.
If equipment is damaged, please report promptly to the President/ Committee, giving the date and description of the damage.
If damage by a third party is suspected, a police report should be made and a copy submitted to the President/Committee.
In the case of damage due to negligence, the damage will result in the forfeiture of the Renter/Custodian’s deposit and in addition, compensation may be sought.
The Renter/Custodian should not attempt to repair the damage by themselves.
The President/Committee has the right to refuse rental of equipment to the same person in the future.

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