8.9 Transport

Transport

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8.9 Transport Contents Preamble ............................................................................................................................. 3 BigDog Vehicles .................................................................................................................. 3 Branding and Marketing ................................................................................................... 3 Registration and Insurance .............................................................................................. 4 BP Plus Fuel Card ............................................................................................................ 4 Disability Parking Permit .................................................................................................. 4 Safety Items ..................................................................................................................... 5 Key Safe........................................................................................................................... 5 CareMaster .......................................................................................................................... 5 Accidents and Incidents ................................................................................................... 6 Motor Vehicle Driver Agreement .......................................................................................... 7 Community Access .............................................................................................................. 8 NDIS Transport Assistance .............................................................................................. 8 Taxi Subsidy Scheme....................................................................................................... 8 Friends or Relatives ......................................................................................................... 8 Challenging Behaviours ................................................................................................... 9 Risk Management ............................................................................................................ 9 Client Vehicle ................................................................................................................... 9 Employee Vehicle .............................................................................................................. 10 Reasons not to use Employee Vehicles ......................................................................... 11 Supporting Documents ...................................................................................................... 12 Policy.............................................................................................................................. 12 Forms ............................................................................................................................. 12 Information ..................................................................................................................... 12 NGO Training ................................................................................................................. 12 Legislation ...................................................................................................................... 12 Responsible Officers ............................................................ Error! Bookmark not defined.

NDIS Practice Standards and Quality Indicators ............................................................... 13 2.2 Risk Management .................................................................................................... 13 Human Services Quality Standards ................................................................................... 13 Version Details ................................................................................................................... 14 8.9 Transport

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8.9 Transport Preamble BigDog Support Services Pty Ltd and Scottvale Health Club Group (BigDog) aims to support clients to maintain their social networks and facilitate access to their community. At times, this requires the transportation of clients in a range of vehicles and transportation methods.

This policy supports and guides employees (paid and volunteers) when transporting clients and aims to ensure the protection and safety of clients, employees and the general public whilst also assisting clients to maintain independence.

BigDog Vehicles Transport is one of the most significant issues that all individuals face on a daily basis, so it is for the client base of BigDog. Bearing this in mind, procedures in relation to transport must be adhered to so that everyone has a clear understanding of the expectation of BigDog and the responsibilities of all concerned.

Branding and Marketing Signage Vehicle signage increases visibility and brand recognition as the vehicles travel on the road and enhance the professional image of BigDog. They can convey a sense of uniqueness and attention to detail, which may leave a positive impression on clients, customers, and the general public.

PPQ Number Plates Personalised plates on BigDog vehicles all contain the word “DOG” in some format and serve as a form of advertising and branding.

No signage vehicles Some clients do not wish to be driven in a vehicle that has signage, so BigDog has a small number of vehicles that only display a minimal amount of signage on the rear window and under the driver mirrors, as well as the customary PPQ number plates.

Cleanliness A clean car not only makes the drive pleasant but also removes any kind of distraction that may interfere with driving. Dirty windows reduce visibility and increase the chances of accidents. Cleaning the surfaces of interiors provides a clear vision, thereby ensuring a safer drive.

No food or drink (with the exception of bottled water) is to be consumed in the vehicle, smoking is not permitted, during flu seasons or other health risk times, the vehicle must be sanitised (steering wheel, door handles etc.) as well as the removal of rubbish or introduced items.

BigDog has an account with a local car wash centre to assist in maintaining a clean interior and exterior.

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Registration and Insurance All BigDog vehicles have comprehensive insurance, with all fleet insurance matters handled through our appointed insurance broker.

Vehicle Registration All vehicles are registered for commercial use.

Compulsory Third Party Compulsory Third Party (CTP) is included with the Queensland motor vehicle registration.

CTP covers injuries or deaths as a result of a road accident you may be liable for.

Comprehensive Insurance Comprehensive insurance covers all vehicles owned by BigDog for loss or damage to the vehicle or third-party property. It is mandatory for you to have comprehensive insurance if you are using your own motor vehicle in the course of your work, and it is advisable that you also inform your motor vehicle insurance company of this.

Third Party Property Damage Covers any legal liability to pay for damage caused to another person’s property, resulting from the use of their car; or goods falling from their car during loading or unloading.

Third Party Fire and Theft Covers damage you cause to other people’s property and motor vehicles while driving. It also provides coverage for your car if it’s stolen, vandalised, maliciously damaged or destroyed by fire, or for damage to your vehicle from an uninsured driver.

Excess Motor Vehicle insurance excess is the payment the insured customer must make if they make a claim on their car insurance. The customer pays the excess amount, with the vehicle insurance provider covering the rest of the vehicle repair or replacement costs.

It is a requirement that any driver of a vehicle with a passenger capacity greater than 4 is to be aged 25 or over due to insurance excess amounts.

BP Plus Fuel Card BigDog vehicles are provided with a BP Plus fuel card that requires the current speedo reading and a 4-digit PIN to activate. Any lost card must be reported immediately.

Disability Parking Permit BigDog vehicles are provided with an Australian disability parking permit which allows the vehicle to park: Free at any on-street parking in local government metered and regulated parking: o up to 30 minutes when the time limit shown on a sign is less than this o for an unlimited time when the time limit shown on a sign is 30 minutes or more In parking bays displaying the international symbol of access for on and off-street parking bays.

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Safety Items Vehicle safety items include: Fire Extinguisher (tested and tagged 6 monthly) First Aid Kit PPE including face mask and gloves.

Bluey seat protector.

Vehicle Audits Vehicle audits are conducted on the 1st Monday of each month using a Vehicle Inspection Report Form and transferring that key information into the maintenance history on CareMaster.

Key Safe The Check Inn Systems KeySafe 16R manages 32 keys and is found mounted on the outside walls of our community buildings.

Key codes are sent through via text or reflected in case-notes.

To use your key code, enter the numbers followed by the # symbol.

Keys should drop immediately.

To return keys, simply drop through the return box.

In the event that the key does not drop, phone the office or on-call as a spare vehicle is reserved for this purpose.

CareMaster Is the CRM software utilised by BigDog. Vehicle Vehicle description Registration Expiry Insurance Expiry Maintenance History Date of service Regular maintenance, repairs or audits.

Odometer at service Is also included in the Vehicle section.

Performed by Drop list: Name of Provider or BigDog. Cost Actual $ amount or $1 if BigDog activity.

Notes Brief description of item.

Incidents Any incident that records a vehicle being involved automatically appears in the vehicle section.

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Accidents and Incidents It is important to report any damage that either occurs or is noticed.

Motor vehicle accident. In the event of an accident the office or the on-call number should be contacted immediately with details of the accident. Office staff are to record a detailed report of the described event.

Motor vehicle accident report In the event of an accident, a motor vehicle accident form is to be completed.

Quotes for repairs are to be through the approved repairer in each area and submitted to a director for approval to proceed with the repairs or to make an insurance claim.

Insurance claims If so determined by a director, a claim will be made by our insurance broker, who will organise the lodgment and insurance assessment.

Motor vehicle insurance excess This is the payment the insured customer must make if they make a claim on their car insurance. BigDog pays the excess amount based on the age of the driver, (under 25 or over 25) with the vehicle insurance provider covering the rest of the vehicle repair or replacement costs.

Responsibility of payment of excess In any accident where the driver is not at fault then BigDog will pay the excess, otherwise the driver will need to be prepared to pay any costs incurred by BigDog due to an accident at which they are found to be negligent.

Incident types in a vehicle include property damage to that vehicle or any other vehicle.

Client incidents Include assault, injury, life threatening injury, death, inappropriate behaviour, criminal behaviour, neglect, restrictive practice, self-harm or sexual misconduct.

Employee incidents include assault in the vehicle, injury, life threatening injury or death.

Severity of the incident is to be categorised as minor, serious or severe.

There is a separate 2.6 Incident Management Policy that covers the incident management system and reportable incidents.

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Motor Vehicle Driver Agreement Employees who are required to use a company vehicle will need to adhere to the following requirements.

1. Must hold a current driver’s licence for the class of vehicle to be driven.

2. Responsible for collecting and returning the vehicle key(s).

3. Responsible for the recording of mileage and the date and time of driving using the CareMaster phone app at the end of each shift.

4. Responsible for the correct usage of the BP Plus Card and purchases.

5. Responsible for ensuring that all PINs are kept confidential.

6. The motor vehicle is to be returned promptly on the completion of the designated shift.

7. Responsible for any infringement notice presented to BigDog for the time the motor vehicle is in their care.

8. In the event of an accident the office or the on-call number should be contacted immediately with details of the accident. Office staff are to record a detailed report of the described event.

9. Refrain from answering any unnecessary questions other than required by statutory law until legal advice is received by the company lawyer. (Be mindful you still have legal responsibilities as a driver in this event to render first aid and to make the accident site safe) 10. Be prepared to pay any costs incurred by BigDog due to an accident at which they are found to be negligent.

11. Adhere to all road rules whilst in the vehicle. Any acts or infringements reported by authorities, clients, or the general public, will be dealt with seriously by management using the processes set out in the Incident Policy or Complaints Policy.

12. Ensure that passengers are adequately restrained whilst travelling. Seat belts fastened and checked, and any other restraints locked down.

13. No foodstuff or fluids, except for water, are to be consumed in the vehicle.

14. The motor vehicle is to be cleaned of any introduced rubbish or articles prior to return.

15. The driver is responsible to ensure the interior of vehicles is protected from passengers who may be incontinent. Ensure a “Bluey” or suitable continence cover is placed upon the seat prior to the passenger being seated.

16. The driver must not allow any animals in the vehicle unless they are a service animal or approved by a coordinator.

If an employee finds themselves in a situation that is not covered by the contents of this policy, then it is their responsibility to contact the office and notify of the issue as soon as possible to gain a proactive solution or ruling.

A designated coordinator will conduct regular monthly vehicle audits.

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Community Access Clients should always be encouraged to look at generic transport services in the first instance. Buses, cabs, Uber, hire vehicles or walking are all options. This may be organised through an independent living program where BigDog will support the person to gain skills in the area of transport.

NDIS Transport Assistance An NDIS participant will generally be able to access funding through the NDIS for transport assistance if they cannot use public transport without substantial difficulty due to their disability. Funding takes into account any relevant taxi subsidy scheme, and it does not cover transport assistance for carers to transport their family member with a disability for everyday commitments.

If your plan includes funding for transport supports this funding may be used to meet BigDog transport charges, otherwise it will be charged as an out-of-pocket expense to the client.

Level 1 - For participants who are not working, studying or attending day programs but are seeking to enhance their community access.

Level 2 - For participants who are currently working or studying part-time (up to 15 hours a week), participating in day programs and for other social, recreational or leisure activities.

Level 3 - For participants who are currently working, looking for work, or studying, at least 15 hours a week, and are unable to use public transport because of their disability.

Exceptional circumstances include specialist or wheelchair accessible transport.

Depending on the client’s needs, available funding and the availability of vehicles, transport assistance may be provided by BigDog in a number of various forms.

Taxi Subsidy Scheme The Taxi Subsidy Scheme (TSS) subsidises taxi travel for half of the total fare, up to a maximum of $30 per trip, for people with severe disabilities. There is no limit on the number of taxi journeys a client may take to attract the subsidy. The subsidy is paid to taxi drivers, clients have no additional costs.

TSS membership lasts for a maximum of 5 years. To extend the membership, the client must reapply before the expiry date.

A vehicle must meet special requirements to be licensed as a Wheelchair Accessible Taxi Service (WAT) in Queensland and the operator and driver must give preference to the carriage of people confined to a wheelchair. At any other time, the vehicle can be used to provide a taxi service for the carriage of any public passenger.

Friends or Relatives The transportation of a client’s friends or relatives will only be approved if they are accompanying to directly assist the client and must be assessed on a case-by-case basis and approved by a coordinator.

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Challenging Behaviours Where Challenging Behaviours are of concern or a potential safety issue has been identified and /or it is anticipated that the client may exhibit challenging or dangerous behaviours whilst in a moving vehicle, a risk management plan must be developed.

Risk Management In consultation with Management, Coordinators, and support staff a risk management plan must be developed to identify the most appropriate strategies to manage challenging behaviours.

These strategies may include: using alternative transport arrangements; having additional support staff assistance, or locking doors for the journey’s duration if the client is known to undo their seat belts and open car/bus doors.

Where complex risks are identified and a more comprehensive manual handling assessment is required, it may be necessary to consult with an allied health professional.

Client Vehicle There must be an agreement in place to drive a client’s vehicle as required to undertake the role as a support worker on behalf of BigDog, providing that the following conditions are met by the client: 1. Maintain the vehicle in a roadworthy condition, with up-to-date registration and insurance adequate to provide cover for the employee as a named driver.

2. Contact their insurer and advise them that a BigDog employee will be the driver of their vehicle from time to time.

3. Be responsible for any cost incurred in operating, maintaining, registering, or insuring the vehicle adequately.

4. In the event of any accident or damage being sustained, the client agrees to indemnify the employee and BigDog wholly in relation to any repairs, restitution, excess or other obligations to the extent permitted by law.

5. Any fine, notice or order (eg a vehicle defect) will be the client’s responsibility alone By the employee: 1. Maintain a current driver’s licence and abide by all rules of the road and best practice driving guidelines, taking all reasonable care and safety precautions.

2. Take responsibility for any speeding fines, traffic, or other infringements that they may incur while operating the vehicle.

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Employee Vehicle As BigDog is continually trying to assist clients to be as independent as possible, the use of an employee’s private vehicle for the transportation of a client is not recommended.

Employee Requirements If an employee has to use their private vehicle for the transportation of a client during a program, this must be agreed to by the office, the client and the following requirements must apply: 1. Employee vehicle must be roadworthy and registered with the relevant state authority and drivers must hold current open licences for their class of vehicle.

2. Employee must have fully comprehensive insurance and third-party coverage on their vehicle.

3. Employee must acknowledge this policy at the time of their induction.

4. Employees must use CareMaster to record all mileage and the purpose of the usage.

5. It is the responsibility of the employee to ensure that clients are adequately restrained whilst travelling. Seat belts fastened and checked; bus restraints locked down.

BigDog Requirements If use of an employee’s vehicle is approved, then the following requirements must apply: 1. BigDog will not be responsible for mileage for any unauthorised transport.

2. Charges applied to transport must be first authorised by BigDog administration and agreed to by the client.

3. If mileage is authorised by a coordinator and claimed by the employee, then BigDog will reimburse at an agreed rate.

ATO Deduction Claims To make a claim through the Australian Taxation Office you must satisfy the following conditions: The vehicle must match the definition of a car.

You must own or lease the car.

You can only claim for trips to perform your work duties.

You can't claim for trips between your home and place of work.

You must have spent the money yourself and weren't reimbursed and You must have the required records.

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Reasons not to use Employee Vehicles Allowing employees to use their own cars for work purposes can have both benefits and risks for the company. Here are some potential risks associated with employees using their own cars: Insurance and Liability When employees use their personal vehicles for work, it can create insurance and liability issues. In case of an accident, determining responsibility and insurance coverage can become complicated. The company may also be held liable for any damages caused by the support worker during work-related travel.

Vehicle Maintenance and Reliability Employees may not properly maintain their vehicles or keep them in good condition, which can lead to breakdowns or accidents. This could result in delays, missed appointments, or disruptions to business operations.

Inconsistent Branding and Image If employees are representing the company while using their own vehicles, there may be inconsistencies in branding and image. The company may have less control over the appearance and condition of the vehicles, which can impact the professional image and brand perception.

Lack of Control and Monitoring When employees use their own cars, the company has limited control and visibility over their driving habits, adherence to traffic regulations, and overall safety. This can make it challenging to enforce company policies and ensure that employees are driving responsibly.

Mileage Reimbursement Costs If the company offers mileage reimbursement to employees using their own cars, it can become a significant expense. The reimbursement rates may vary depending on local regulations, and calculating and managing reimbursements can be time-consuming for the company.

Increased Administrative Burden Managing a fleet of company-owned vehicles typically involves tracking maintenance, registration, insurance, and other administrative tasks. When employees use their own cars, the administrative burden may increase as the company needs to verify insurance coverage, track mileage, and handle reimbursements.

Data Privacy and Security If employees use their personal vehicles for work-related activities that involve sensitive data or equipment, there can be a risk of data breaches, theft, or loss. Personal vehicles may not have the same security measures in place as company-owned vehicles, making them more vulnerable.

Offering company-owned vehicles or alternative transportation options, such as carpooling or rental services, may be viable alternatives to minimize some of these risks.

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Supporting Documents Policy 2.6 Incident Management 8.0 WHS 8.8 Smoke Free Workplace 10.2 NDIS Travel

Forms CareMaster Incident Report Motor Vehicle Accident Report Motor Vehicle Client Owned Agreement Motor Vehicle Driver Agreement Motor Vehicle Usage Private Agreement Vehicle Inspection Report WHS Incident Report

Information Australian Taxation Office Motor Accident Insurance Commission

NGO Training Keeping safe at work Transport

Legislation National Disability Insurance Scheme Act 2013 NDIS (Provider Registration and Practice Standards) Amendment Rules 2021 Safe Work Australia Act 2008 (Cwth) Work Health and Safety Act 2011 (Cwth) Workers’ Compensation and Rehabilitation Act 2003 (QLD)

Delegation of Authority Name

Position

Details

Courtney Carroll

Director

Authorise review and implementation

Ann Paull

Secretary

Company Secretary

Peter McGrath

Operations Manager Ensure information dissemination

Monique Paull

HR Lawyer

Ensure compliance by workers

Aaron Keneally

Insurance Broker

Fleet Insurance

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NDIS Practice Standards and Quality Indicators BigDog Support Services Pty Ltd (BigDog) is a registered NDIS provider and is required to apply the scheme’s practice standard and quality indicators.

The standards have been developed to create an important benchmark to assess provider performance and ensure that high quality and safe supports and services are provided to NDIS participants.

The four core modules are: 1.0 Rights and Responsibilities; 2.0 Governance and Operational Management; 3.0 The Provision of Supports; and 4.0 The Support Provision Environment.

2.2 Risk Management Risks to participants, workers and the provider are identified and managed Support delivery is linked to a risk management system which includes: o Incident Management o Work Health and Safety

Human Services Quality Standards HSQS set a benchmark for the quality-of-service provision. Each Standard is supported by a set of performance indicators which outline what an organisation is required to demonstrate to meet that standard.

Governance and Management Sound governance and management systems that maximise outcomes for stakeholders.

1.4 The organisation’s management systems are clearly defined, documented and monitored and (where appropriate) communicated including finance, assets and risk.

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Version Details This policy will be reviewed every twelve (12) months unless circumstances deem it necessary to review earlier. The review process will involve an analysis of the usefulness of the policy and to note any changes which are required to improve the policy.

If minor changes are made in wording or to clarify the intent, the version number will indicate this by adding a ‘point’ i.e. Version 1.0 indicates the original version and 1.1 with the first round of minor changes made. A significant change or intent of the policy will be indicated by a whole new number i.e. Version 2.0.

The following rules also apply in interpreting this policy: • Headings are for convenience only and do not affect interpretation.

• A singular word includes the plural and vice versa.

• A word that suggests one gender includes the other genders.

Date

Ver

Details

July 2010

1.0

Policy created

July 2011

1.1

Tax rates per km updated 2011 – 2012

March 2012

1.2

Header includes new logo and page of pages

July 2012

1.3

October 2013

2.0

July 2014

2.1

July 2016

3.0

May 2021

5.0

January 2022

5.1

Tax rate chart removed as it is subject to ATO determination Inserted Other Methods section in Claiming a deduction for car expenses on a tax return HSQF Standards replace Service Standard Indicators Training sub-heading added to Supporting Documents Word converted to Office 2013 DOCX WHS Officer appointed Motor Vehicle Accident Report (new form) ‘Client’ updated to ‘Participant’ to match NDIS terminology Changed from a policy to a procedure Changed Serious Incident Policy reference to Critical Incident Procedure and Complaint Policies to Grievance Procedure Changed Motor Vehicle Usage Private Agreement to Motor Vehicle Private Usage Agreement Removed Motor Vehicle Accident Report Removed the section on private agreement with participants and employee re travel in employee vehicle and direct reimbursement Removed HSQF Standards Indicators and Policy matched with NDIS Practice Standards and Quality Indicators Front cover updated to Standards colour identification Supporting Policies updated Updated Policies, ATO rates

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June 2022

5.2

Included HSQS

June 2023

6.0

Expanded policy to include CareMaster, incidents and accidents, employee vehicles and client agreements.

June 2024

6.1

Updated Responsible Officers details

June 2025

6.2

Scottvale Health Club included in policy Steven Paull has retired, responsible officers updated

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