BIPOC Outdoor Gear Library Borrowing Policies

COVID 19 Operating Policies & Procedures – Borrowers

Overview

The BIPOC Outdoor Gear Library is located at 69 Huron St, Guelph, Ontario.  Reservations are required for ALL outgoing loans, and must be made 48 hours in advance (details below).

Self Screening and Safety

Members are responsible for conducting a the BIPOC Outdoor Gear Library. Any member experiencing the following is asked to contact bipocgearlibary@gmail.com prior to entering the premises:

• Fever, chills, difficulty breathing

• Severe chest pain (constant tightness or crushing sensation)

• Sore throat, runny nose, or cough (not related to known cause such as allergies or a pre-existing condition)

• Unusual or long-lasting headache

Members are asked to contact bipocgearlibary@gmail.com if they or anyone in their household have:

• Tested positive for COVID-19 or is awaiting test results

• Travelled outside of Canada in the past 14 days

• Received instructions to self-quarantine

Members can arrange for contactless pickup of equipment (via email – bipocgearlibary@gmail.com ) that they have borrowed. Members experiencing symptoms or under self quarantine may not borrow equipment, and are asked to voluntarily pause the usage of their membership until they have received negative test results or have been symptom-free for 2 weeks.

Mandatory Face Coverings

All visitors to the BIPOC Outdoor Gear Library must be masked (with the exception of those that are medically exempt) and sanitize their hands on entry. Masks can be removed if borrowers are 6ft from the nearest person. Those with medical exemptions are asked to consider our contactless pickup option.

Borrowing Equipment

Time slots are required for borrowing.  Members will be required to log in to access their account, book their equipment and schedule their time slot for pick up and drop off of equipment. Time slots must be reserved through MyTurn prior to visiting the BIPOC Outdoor Gear Library storage facility.  Members will not be able to place same-day reservations. Equipment will not be available on a drop-in basis at this time. Reservations must be confirmed in advance to allow the volunteer to pick up the items.

Borrowers must review and sign the liability waiver before completing their equipment reservation. If you have any questions about the waiver or the borrowing policy, please reach out to BIPOC Outdoor Gear Library staff by emailing bipocgearlibrary@gmail.com.

• Upon request, the BIPOC Outdoor Gear Library may provide additional informational resources regarding equipment you are reserving.

• If you are not able to pick up your equipment at your scheduled pick up time, please contact BIPOC Outdoor Gear Library staff (bipocgearlibrary@gmail.com) to reschedule a time for pick up.

• If you are authorizing another person to pick up your reserved equipment from the BIPOC Outdoor Gear Library, please email bipocgearlibrary@gmail.com to provide the authorized person’s name and contact information before they are scheduled to pick up the reserved equipment.

Borrowers are encouraged to limit reservations to only the time they require for the rental and to pick up and drop off during the available time slots to ensure that the equipment is available for others’ use.

How to place a reservation:

• Log in

• Search for and select the piece(s) of equipment you would like to borrow.

• Click “reserve” and select a date that is at least 2 days in advance (up to 7 days in advance).

• Select the duration for the loan period (up to 7 days). One extension of up to 7 days is available, provided that the equipment is available for loan during that time period.

• If you require a longer rental period, please contact BIPOC Outdoor Gear Library staff at bipocgearlibrary@gmail.com to discuss whether a longer rental period is possible.

• Choose from the available time slots for pick up.

• Once all equipment is selected, click the shopping cart icon and select “submit”

• The member will receive an email informing them their pending request has been received by admins.

• To add to your reservation, visit your cart icon and click "add/remove items" - this still must be done in advance, and late additions may not always be accommodated.

• An admin will confirm the reservation 24 hours in advance, once the item has been prepared for pickup.

• Members will receive an email confirming pickup time. If you do not receive a confirmation email within 24 hours of your pick up time or you receive a denial email, please check in with the BIPOC Outdoor Gear Library via email to check on the status of your reservation

Returns

The BIPOC Outdoor Gear Library is open for returns at the following times:

• Tuesdays 5-9PM

• Thursdays 5-9PM

• Saturdays 8AM-12PM

Time slots are not required for returns, but there may be a short queue to process returns. Members will be served one at a time, and may be asked to wait outside the double doors if there are 2 people already inside (1 return, 1 loan).

If you are not able to return your equipment during one of the time slots listed above, please contact BIPOC Outdoor Gear Library staff at bipocgearlibrary@gmail.com to reschedule a drop off.

If you are authorizing another person to return the equipment borrowed from the BIPOC Outdoor Gear Library, please email bipocgearlibrary@gmail.com to provide the authorized person’s name and contact information before they are scheduled to pick up the reserved equipment.

If your return date in MyTurn falls on a day when the Gear Library is not open for drop off, your late fee will be waived. However, late fees will be charged for every eligible day, once the library reopens. For example, if you are scheduled to return your equipment on Sunday, but the BIPOC Outdoor Gear Library is closed until Tuesday, late fees will begin to be charged on Tuesday, and for every day that the BIPOC Outdoor Gear Library was open to receive returns thereafter.

Borrowers are not permitted in the main areas of the gear library or storage space for The Seed, including any areas behind barriers or on the other side of desks, tables, racks, or spacing barriers. Borrowers are not permitted into the kitchen, washrooms, offices, or storage areas of the BIPOC Outdoor Gear Library or The Seed.

How to pick up equipment:

• Proceed to 69 Huron St, Guelph, Ontario. Parking spaces are available at the front of the building. These spaces are first come, first serve and subject to availability.

• Review the COVID-19 Self-Screening Policies prior to entry (Located at entrance to the BIPOC Outdoor Gear Library)

• Follow the directional arrows and social distancing markers and proceed to the “loans” desk. If the social distancing marker in the “loans” line is occupied, please wait outside the library doors until the previous person has exited the BIPOC Outdoor Gear Library.

• Provide the librarian at the “loans” desk with your first and last name.

• The librarian will confirm your timeslot and equipment requests and place your equipment on the desk. Bulky items will be placed on the floor next to the desk.

• Remove your equipment from the desk or floor. Once the librarian has completed the transaction, you are free to take your equipment.

How to return equipment:

• Proceed to 69 Huron St, Guelph, Ontario. Parking spaces are available at the front of the building. These spaces are first come, first serve and subject to availability.

• Review the COVID-19 Self-Screening Policies prior to entry (Located at entrance to BIPOC Outdoor Gear Library)

• Follow the directional arrows and social distancing markers and proceed to the “returns” desk. If the social distancing markers in the “returns” line is occupied, please wait outside the doors to the BIPOC Outdoor Gear Library  until the previous member is finished with their transaction.

• Wipe down the equipment with the provided disinfectant spray where possible. Discard the paper towel in the provided bin.

• If you are processing a return and a loan at the same time, please proceed to the “returns” desk first, complete your return, and then head to the “loans” desk to receive your outgoing equipment.

• The librarian will return your equipment in the system and shelve them for a mandatory 24 hour quarantine period.

Borrowing Policies

• Loans are available for up to 7 days. One extension of up to 7 days is allowed, and can be made at the time of reservation, provided that the equipment is available for the requested extended period.

• Late fees are $1/day, but they only accumulate on operating days at this time.

• Members can borrow a maximum of 10 pieces of equipment at a time.  

• All loans must be reserved and time slots must be made 48-hours in advance and all items are subject to availability.

• All equipment enter a minimum 24-hour quarantine period upon return, and will be sanitized where possible.

• Items not returned, or those returned with damage or missing pieces, may face charges to replace or repair the equipment.

• Items not returned in clean condition will be accepted at the discretion of the supervisor, and may be refused. Items that require cleaning but are not refused are subject to a cleaning fee of $5.

• Anyone experiencing cold or flu symptoms will be asked to voluntarily pause the usage of the BIPOC Outdoor Gear Library until 2 weeks after symptoms cease. The BIPOC Outdoor Gear Library reserves the right to refuse loans to those exhibiting cold or flu symptoms.

• Members are asked to use caution and discretion while using all BIPOC Outdoor Gear Library equipment

• While we make every effort to sanitize equipment and we have a mandatory 24hr hold prior to loaning out returned items, we cannot guarantee that the use of shared items is without risk.

• All members may only borrow for personal use. Equipment must only be used by the member or members listed on the membership and are not for use with additional individuals within the same or separate dwellings. Anyone wishing to borrow equipment must register with the BIPOC Outdoor Gear Library as a member.

• In addition to sanitization practices, all equipment is inspected for safety and checked over to ensure that parts and accessories are complete.