New World Survival · Community Capacity Field Manual

Community Tool Library Lending & Operations Workbook

Build a controlled lending collection from host authority through acquisition, member registration, issue/return inspection, repair, recall, battery management, replacement and succession.

Safety rule: A tool with a known defect, missing required safety component, unresolved recall, uncertain repair or abnormal battery condition is not available inventory.

1. Host / mission / borrower

Host organization

Program owner

Backup

Insurer / risk contact

Borrower population

Primary mission

2. Collection development policy

Question	Policy
What project types do we support?
What tool categories are in scope?
What is permanently out of scope?
Maximum storage / inventory capacity
Minimum parts/manual/support standard
Replacement-cost limit / approval level
Donation acceptance authority

3. Lending tiers

Tier	Local definition	Training / controls	Examples approved locally
1 · Basic lend
2 · Controlled lend
3 · Mature-program lend
Pilot exclusion		N/A

4. Acquisition / donation intake

Complete?	Identifiable?	Inspectable / maintainable?
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5. Asset record

Tool ID	Make/model/serial	Tier	Parts / case / manual	Replacement value	Storage	Status

6. Recall / safety-notice log

Tool ID	Source checked	Date	Recall / notice?	Action / remedy	Cleared by / date
	CPSC / manufacturer
	CPSC / manufacturer
	CPSC / manufacturer
	CPSC / manufacturer
	CPSC / manufacturer
	CPSC / manufacturer
	CPSC / manufacturer
	CPSC / manufacturer
	CPSC / manufacturer
	CPSC / manufacturer

7. Member eligibility / agreement

Age rule

Residency / card / membership

Identity / contact data

Loan quantity

Loan period / renewal

Waiver / agreement approval

Unsafe-tool stop/report wording

8. Training / authorization matrix

Orientation	Manual review	Authorized borrower record?
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9. Pre-issue inspection

Check	Pass	Defect / note
ID / item matches checkout record	☐
Kit parts / battery / charger / guards complete	☐
Handle / housing / structural condition	☐
Head / blade / bit / working end	☐
Fasteners / joints / moving parts	☐
Switch / trigger / cord / plug or battery	☐
Guard / shield / safety component	☐
Manual / instructions available as required	☐
Current status allows issue	☐

10. Checkout transaction

Date	Borrower	Tool ID(s)	Condition / parts issued	Due	Staff / issue lead

11. Multi-part kit sheet

Main tool	Battery	Charger
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12. Battery / charging record

Battery ID / model	Compatible tool(s)	Compatible charger	Condition	Charge/storage location	Last review

☐ Damaged / bulging / leaking / abnormal-hot batteries have a quarantine location

☐ Manufacturer charging instructions are available

☐ Local facility/fire/insurer charging requirements reviewed

13. Return / check-in inspection

Check	Pass	Action
All kit parts returned	☐
Tool clean / dry enough for inspection	☐
No new structural / handle / housing damage	☐
Working end / blade / bit condition acceptable	☐
Guards / switches / moving parts function	☐
Battery / charger normal	☐
Borrower reported any abnormal behavior	☐
Next status assigned	☐

14. Condition status / repair queue

Tool ID	Available / service / repair / recall / retired	Finding	Owner / vendor	Due	Cleared evidence

15. Loss / damage classification

Event	Definition	Borrower consequence	Internal action
Normal wear
Intended-use failure
Accidental damage
Misuse / abuse
Missing part
Lost tool
Overdue

16. Fees / deposits / replacement policy

☐ Authorized by host

☐ Reviewed for equity/hardship implications

☐ Does not punish prompt defect reporting

☐ Replacement values are current

☐ Cash/payment handling follows host financial controls

Policy summary

17. Maintenance / repair boundary

Work	Staff / trained volunteer	Qualified repair vendor	Manufacturer/service center	Do not repair / retire
Cleaning / drying
Sharpening / hand-tool maintenance
Handle / simple part replacement
Electrical / switch / motor
Battery pack
Safety guard / structural defect

18. Program dashboard

Measure	Current result	Decision / action
Active tools by tier
Loans / unique borrowers
Waitlisted / unmet-demand items
Underused items
Missing parts / loss rate
Damage / intended-use failures
Repair / maintenance cost
Recall / safety holds
Replacement priorities

19. Annual inventory / collection audit

☐ Every asset physically counted

☐ CPSC/manufacturer recall review complete

☐ Manuals / kits / safety components complete

☐ Battery age/condition reviewed

☐ Tier/training policy still appropriate

☐ Repair backlog cleared or documented

☐ Utilization / waitlist / underuse reviewed

☐ Replacement values/budget updated

☐ Out-of-scope / unsupported items retired

20. Succession / proof

☐ Collection policy is current

☐ Insurer/legal decisions and waiver/agreement are stored

☐ Tier/training matrix is current

☐ Inventory/status system is authoritative

☐ Recall and battery records are current

☐ Repair vendors/boundaries are documented

☐ Fees/loss/damage rules are documented

☐ Backup can inspect, issue and check in tools

☐ Annual budget/replacement priorities are documented

☐ Expansion waits until current collection is controlled

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Orientation	Manual review	Authorized borrower record?
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Main tool	Battery	Charger
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Complete?	Identifiable?	Inspectable / maintainable?
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Orientation	Manual review	Authorized borrower record?
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Main tool	Battery	Charger
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