Volunteer Deposit Policy – March 1, 2020

Purpose

The volunteer deposit is meant to encourage volunteering at the Hanlan Boat Club by engaging members in the day-to-day operation of the club, and providing a framework for volunteer activities. The policy will help to maintain more affordable membership fees by reducing the need to hire externally and by distributing the volunteer load more equitably among the membership. The policy is consistent with policies in place at other rowing clubs in Canada.

Financial Procedure

Upon registration, all members will have an additional $150 volunteer deposit added to their payment to the club. The funds will be held, segregated from operating funds, until the first week of November. At that time, the deposit will be refunded to the member, if the member has completed 12 hours of volunteer work for the club, and requests the return of the deposit. 


There will be no partial refunds based on partial hours. The deposits that have been collected and are not redeemed will be applied to capital expenditures, such as equipment or repairs.

If the member has any outstanding balance owed to the club, the volunteer deposit will first be applied to that balance. Refunds will be issued by cheque and we will contact the member by email using the email the member has provided to Hanlan, for instructions on where to send your cheque. There will be no deposits returned after April 1st for the prior membership year.


Recouping the Deposit 

Pre-approval by a board member or the Head Coach should be obtained before beginning tasks. Board members may also advertise for volunteers to assist with particular tasks at specified dates and times, in which case it is not necessary to reach out for approval. The responsibility for maintaining a record of hours lies with the member, and should include who gave approval (please see attached sample). This list should be submitted, prior to November 1, to hanlanvolunteer@gmail.com when a member completes 12 hours of qualifying volunteer tasks.  


The Membership Committee will take responsibility for collecting the forms and coordinating refunds where merited and requested. Where the refund is considered to not merit a return of the volunteer deposit, the member will be informed by the membership committee. Any disputes can be taken to the Club Secretary who will present it to the board, at the next scheduled board meeting, for resolution.


Qualifying Volunteer Tasks

This list is not exhaustive; many tasks can arise through one-time building and grounds improvements, or may occur bi-annually, such as taking derelict equipment to a city of Toronto transfer station. You must obtain approval prior to undertaking any volunteer activity that you expect to log for purposes of return of your deposit.


  • Volunteer coach (including, but not limited to: a program coach, LTR)

  • Volunteer rower for Learn-to-Row, a Try-It Day, or a Team Building Event, where learners need in-boat assistance

  • Grounds maintenance

  • Club equipment repair

  • Assist with corporate team building events or youth camps

  • Volunteer at club fundraising events 

  • Dock and ramp repairs

  • Refuelling and maintaining engines

  • Building repairs and renovations

  • Repairing damaged boats and equipment

  • Elected member of the HBC Board of Directors.

  • Assist the HBC board through skill specific activities, such as IT, design, legal or accounting assistance.

  • Other opportunities as pre-approved by the HBC Board of Directors


Not Qualifying Tasks

  • Putting Docks in and taking docks out; sweeping docks off

  • Maintaining personal equipment or cleaning rowing equipment as requested by a coach.

  • Reporting equipment issues or incidents to the board or coaching staff

  • Cleaning up after yourself, and repairing any damage that you have caused to the structures on, and grounds of, Hanlan Boat Club.