Membership Policy

1. Introduction

Hobart Toy Library provides families with access to a wide range of toys and resources that support children’s learning and development.

This Membership Policy sets out who can become a member, how membership works, and the responsibilities of all members. 

The aim is to ensure all members enjoy a fair, safe, and positive borrowing experience.

2. Purpose of this Policy

This policy explains:

• the terms and conditions of membership

• the responsibilities that come with borrowing toys

• how the toy library manages lost or damaged toys

• how memberships are paused, changed, or ended

• the rights and expectations of members

This helps Hobart Toy Library operate smoothly and fairly.

3. Who Can Become a Member

Membership is open to families or caregivers responsible for children, and individuals aged 18 or older, who:

• agree to the Code of Conduct and these terms and conditions, and

• pay the required membership fees. 

Membership covers all children living in the same household. Other caregivers outside the household (e.g. grandparents) may also visit the toy library to borrow toys with the children covered by the membership.

Memberships are not yet open to businesses, including Family Day Cares. 

4. Membership Categories and Fees

Hobart Toy Library offers several membership types. Membership fees are set and reviewed by the Committee.

2026 Fees are as follows: 

*Limit of one large toy per member per session (e.g. ride on-vehicles, seesaws, trampolines)

**Initial introductory offer is only available between February 2026 and 28 February 2027, subject to availability. Other discounted offers will be in accordance with advertised prices and duration. 

Borrowing rights only commence once members have paid membership fees. 

5. Volunteering Membership option

As a volunteer-run organisation, members are encouraged to contribute volunteer time to support the operation of the toy library and help keep membership costs affordable. The “With Volunteering” membership option requires a minimum commitment of three (3) volunteer sessions during the one-year membership period. Members may volunteer beyond this minimum and are encouraged to contribute as able. Volunteer hours apply only to the relevant membership year and do not carry over into subsequent membership periods.

Volunteer sessions typically involve assisting during library borrowing sessions of approximately 2.5 hours each. However, we also welcome volunteers who are unable to attend full borrowing sessions but can contribute valuable time or skills outside these hours (for example, toy repairs, fundraising, or other agreed activities), by arrangement with a member of the Volunteer Management Sub-Committee. 

Members may meet their volunteering commitment themselves or through a nominated carer volunteering on their behalf, subject to the carer meeting all volunteer onboarding requirements.

Subject to meeting all volunteer onboarding requirements, any member may volunteer and may bring children with them during their session.

5. Concession and Reduced Fees 

A concession membership rate of 50% off the usual membership price is available to eligible members upon providing reasonable evidence of eligibility (for example, a concession card). 

Hobart Toy Library welcomes requests for reduced or waived membership fees, flexible payment arrangements, or volunteering requirement waivers from individuals or families experiencing financial hardship or changing family circumstances (for example, the arrival of a new baby). These requests are considered to ensure that no family is excluded from accessing the toy library due to cost or personal circumstances.

• Requests may be submitted by emailing hobarttoylibrary@gmail.com with a brief explanation of the circumstances and the fee or arrangement the applicant can reasonably manage. All requests will be treated respectfully and confidentially. 

• An Executive Committee member (or delegate) will consider each request on a case-by-case basis and advise the applicant of the outcome as soon as practicable. 

• Supporting documentation is not required unless specifically requested, and all decisions will be made with compassion and discretion. 

Unless otherwise approved, concession and reduced-fee memberships are subject to the same loan limits, membership conditions, and volunteering requirements as full-fee memberships. 

6. Member Rights

Members have the right to:

• borrow toys in line with their membership category

• expect toys to be safe, clean, and in good working order

• receive clear communication about their membership

• provide feedback and suggestions for improvement

• access or update their membership information

Members must be treated fairly and consistently.

7. Member Responsibilities

Members agree to:

• sign and adhere to the Hobart Toy Library Code of Conduct

• sign the helmet waiver

• take care of borrowed toys and return them clean and complete

• supervise children at all times in the toy library 

• check toys for completeness before leaving the toy library

• return toys by the due date or request an extension

• report broken or damaged toys and/or missing pieces as soon as possible (see Section 10 below on how to do this)

• update personal information when it changes

• follow all toy library safety and borrowing rules
  

Important: due to safety standards, members must not repair toys or replace storage themselves. 

8. Borrowing Toys

• Members may borrow up to the limit of their membership category in Section 4.

• The standard loan period is 3 weeks. 

• Extensions of one week may be requested unless the toy is reserved or excluded from renewals. Loans may be extended via SeTLS, the online borrowing system.

• Members must note all toy warnings and alerts. 

• Helmets must be worn when using bicycles and scooters in accordance with the Helmet Waiver. 
  

9. Late Returns 

If toys remain unreturned after 10 weeks and after reasonable and repeated efforts to contact the member and resolve the matter, the issue may be escalated to the Committee for consideration. We understand life can be tricky when members have small children and so extenuating circumstances will always be taken into account. 

10. Lost or Damaged Toys

Members are responsible for the reasonable care of borrowed toys. If a toy, toy piece, or storage container, bag or strap is missing or damaged let us know. We treat all cases individually and we’ll work with members to come up with a solution. As above, we understand life can be tricky when members have small children and so extenuating circumstances will always be taken into account:

• Members must not knowingly return incomplete toys and their storage without notifying the Hobart Toy Library first.

• Members must email hobarttoylibrary@gmail.com as soon as possible stating the toy ID, which can be found on the toy and/or label (e.g. A1), and details of the missing piece/toy/storage.

• Hobart Toy Library will assess whether the toy/piece/storage can be repaired or replaced. Members will be given a reasonable amount of time to look for missing pieces. We recognise that toys can be well‑loved and pieces may reappear after return, and we don’t want this process to cause unnecessary stress for families.

• Members may be required to pay reasonable replacement costs.

• If a missing piece is found at home, members must notify Hobart Toy Library as soon as possible.
  

11. Ending or Suspending Membership

Membership may be suspended or ended if a member:

• repeatedly returns toys late or damaged

• fails to pay fees

• behaves in a way that risks safety

• does not follow toy library policies despite reminders.

Members have the right to request a review of any decision by contacting the Committee at hobarttoylibrary@gmail.com.

12. Privacy and Data Protection

Hobart Toy Library protects member information.

• Information is stored securely and not shared without consent, unless required by law.

• Members may request access to or correction of their information.

See our full Privacy Policy and Procedure on our website https://www.hobarttoylibrary.com.au/.  

13. Concerns and Feedback

Members can raise concerns or give feedback at any time in accordance by contacting hobarttoylibrary@gmail.com or speaking with a Committee member.

14. Changes to This Policy

The Committee may update this policy when required. Members will be notified of significant changes (including but not limited to changes in Fees) via email or website updates.