East Sussex Voluntary Car Transport Scheme

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rother voluntary action

Voluntary Car Scheme

East Sussex

Voluntary Car Scheme Toolkit

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24th of April 2014

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imagining : inspiring : informin g imagining : inspiring : informing

Contents: Page: Rother Voluntary Action would like to thank East Sussex County Council for funding this work and Hampshire County Council, Action in Rural Kent and Action in Rural Sussex for their help in its compilation.

We hope that you find this document useful.

1.

Is it a good idea? 04 2.

What are Voluntary Car schemes?

04

3.

How do I do it? 07 4.

The Five Steps

Step 1 Setting up -Is there a need?

08

Step 2 Who can Help?

17 Step 3 Money 20

Step 4 Making it Legal 23 Step 5 Insurance 25 5.

FAQs 26

6.

Case Study 1 – 28 Sedlescombe Lift Scheme

Case Study 2 – The Car Ring Scheme, Winchelsea 29

Case Study 3 – Broad Oak Brede Car Scheme 30 7.

Useful Contacts 40 8.

Applying for funding & Acknowledgements

41

9.

Accessing Useful Forms 42

Charity No 1117546 Company Registration: 05333784 page 3

So you want to start a voluntary car scheme?

Is it a good idea?

Yes it’s a great idea! Not everyone has access to a car so it can benefit many members of your community. A car scheme can help all ages of people access health care or social events, ease isolation and give others something to do.

It can be simple to do, just follow the 5 basic steps – 1. setting up 2. who can help 3. money 4. making it legal 5. check out insurance Lots of people start schemes, in fact there are around 57 community transport schemes of differing types currently in East Sussex.

You don’t have to start big and complex and you decide how big or small you want to be. page 4

What are Voluntary Car Schemes?

Voluntary Car Schemes are set up to help local people who are having difficulty getting to where they need to go whether it is work, health or leisure.

They can be set up as a stand-alone scheme or be part of other community projects.

They are based on the premise of volunteers using their own cars to take people to work, to see friends, visit shops or keep appointments.

They are flexible and varied and respond to the needs of the community.

There are some topics to consider for the practical operation of a car scheme, such as who runs it, how to go about it, how to help passengers, what to do about pets, what to do in an emergency and record keeping. This toolkit gives some practical guidance on how to get going.

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how do I do it? there are 5 basic steps What is needed?.......

Ask the people around you what transport they want and where they want to go.

1

Who can help?........

You will need to find some people to do the driving. Usually these will be local volunteers.

2

Money..........

What are you going to charge, what you are going to reimburse the drivers?

Legalities?.....

Check to make sure that you are operating within the current legislation.

Insurance?.....

What insurance do you have?

Do you need a different policy?

3 4 5

Decide on what area you want to cover and the best way to run your scheme. Consider what records you need and how you will promote your service.

If you need help finding volunteers contact your local volunteering service, or CVS, or Development Trust.

And will you need to apply for funding?

Contact your local CVS, or Development Trust for help.

What insurance do your drivers have and does your scheme need any for itself.

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The Five Steps – Step 1 - What is needed and how to do it SETTING UP- Part 1 Is there a need - who will do it?

1. Finding Out

• who needs transport and where

they want to go

• when do people want to travel

and how far are they going

• what is currently available and

who can use it (public

transport, a community group,

day centre, charity, church or school)

You can do this by: •

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Creating a questionnaire that you deliver to people or leave where people can collect it.

This can be emailed using downloadable information from a community or Parish website.

• You can ask people directly by

telephone or attending a local

social activity.• You can use an

online survey tool. Many are free to use.

• Hold a public meeting

Remember to ask people if they

can offer help with the scheme as

a driver, co-ordinator or member

of a committee.

2. First Steps Start to think of the type of scheme you need based on what people have said. Consider a name for your scheme. You may want to form a committee and agree a constitution which will detail how the scheme will be run and decisions made.

The constitution needs a few key items: • name of the scheme

• the objectives and purpose

• the area covered

• how you will deal with funds

• responsibilities of the committee

3. Managing the scheme You will need to find volunteers to drive, and possibly one or two additional people.

•

You can have a mobile phone and records passed between a group often called an office in a bag.

• One person could be

willing to be the

co-ordinator and take all messages and match

requests with drivers.

• You could have a rota of volunteers.

• The co-ordinator will need

a list of names and contact

numbers for volunteer

drivers, a way of

recording the bookings

and a map of the local area.

• The co-ordinator could

also be responsible for advertising the scheme,

recruiting volunteers and general administration, including checking driver’s documents.

• Think about who you are

going to offer the scheme

to, this could affect the

type of vehicle(s) you will need.

• Think about setting up

some guidelines for the

scheme so that drivers, co-ordinators and

passengers are aware of

what is being offered.

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SETTING UP Part 2 Who, Where and How

4. Scheme Details

•

Consider the area that is being covered – i.e. will you only pick up people within a certain post code, parish or village.

• What sort of journeys will be

undertaken – medical appointments, hospital

(appointments and or visiting),

social, care homes and/or social events.

•

Wheelchair users – are you able to offer a service and if so is there a limit on the type of wheelchair or accessibility of vehicles.

•

Moving and Handling – it is good practice that drivers do not lift or take the weight of passengers.

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• You may want to consider

training in moving and handling clients

Your Drivers

• Driving Licences – It is a

requirement that people hold a

full driving licence. Consider if

you will accept license

endorsements. They may imply poor driving.

• Age and ability are not

automatically linked and it is

often people over the age of

65 who are available during week

days. Those over 70 must reapply

for their driving licence. Your

policy may require that the

scheme automatically check the

fitness to drive with a volunteer’s

GP and may request that

someone attends a driving assessment.

•

Experience – there could be a minimum length of time that someone has held a licence before they can volunteer for the scheme, ie two years.

• Insurances – make sure that each

driver and vehicle is covered by

their own insurance for your scheme.

• Declaration of health issues – the

scheme needs to know if there

are any illnesses or medication

that a driver has that may affect

their ability to safely drive and

that the scheme is informed of any changes.

• Smoking – vehicles used primarily

for private purposes are not

covered under the regulations

about smoking, however it is

strongly recommended that the

scheme has a no smoking

policy for both drivers and

passengers before and during a journey.

•

Alcohol – your scheme should have a strict no alcohol policy for drivers for the times that they are volunteering. Again although it is the driver who would be prosecuted you do have a duty of care for your passengers.

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SETTING UP part 3 Last thoughts

6. The Scheme Co-ordinator

7. Trips

8. Distance

If your scheme has a co-ordinator. The co-ordinator will need to be available at specific times regularly. They will need a specific phone but there is no necessity to be available constantly, so long as it is made clear what the contact times are.

Decide on the sort of journeys will you make.

There are two main ways of organising car share journeys:

Usually voluntary car schemes cover short distances to the nearest shop, hospital or friends.

You could also consider the possibility of doing longer journeys to local towns and other social and leisure visits.

The job will involve:

-keeping the scheme running on a day to

day basis

-dealing with volunteers and drivers

-ensuring that the drivers are available

-dealing with queries and requests from passengers

-keeping records

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1. Regular trips - (e.g. the nearest shops) the voluntary driver will take several passnegers to a specific destination at a regular time, collecting passengers at pre arranged pick-up points. This could be done weekly or fortnightly and may even be timetabled. Often this kind of service is provided by a volunteer led community bus and there may be an operator near you who can help.

2. Personalised trips. These are usually better suited to voluntary car schemes. They need a coordinator to receive any requests for transport and to take bookings during a set period (e.g. 3 mornings) each week. Suitable drivers would then need to be contacted to deal with each request.

It may be an idea to link your car scheme with an appropriate bus or rail service, so that you are not competing for passengers with the local bus operator. Longer journeys could then be limited for people who cannot travel by bus because of disability or frailty.

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It’s not just about the vehicle! Some passengers may require help to make their journey, however clients should be asked what help they need. Here are some ideas.

Leaving home:

• Remind people to make sure that

the property is secure and they

have means of access on their

return, do they have their keys or alarm code.

• Has the person taken or

brought with them any

medication that they may need.

• Have they got everything that

they will need for the journey.

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Returning home:

• If required walk with the person

to their door and/or settle them indoors.

• Ensure that they are happy and

are safe to be left.

• Notify someone if you have

any concerns, this could be the

scheme co-ordinator, neighbour, friend etc.

What if there is no reply when you arrive at the property:

•

•

•

Check that you have the right day and time – this could be by contacting the scheme co-ordinator or the person taking the booking.

Check with neighbours to see if something has happened.

If you are really worried call 999.

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Tips on transporting passengers

Someone with sight impairment:

• Offer your arm – check first which

arm they prefer to take.

• Before starting to walk check that

their feet are pointing in the same

direction as yours.

• Your arm should be down by your

side as you walk, the client’s arm

will be bent to hold your elbow

and they will be walking beside

you half a step behind.

• The natural movement of your

body as you walk should

convey when to stop or turn.

It also helps someone

gauge the height of the kerb and steps.

• Tell people what is ahead.

• If going up or down stairs tell

someone which way they go as

you approach and when the last step is.

Someone with hearing or speech problems:

• Always have a pencil and paper so

that you can write down information.

• Invite the client to write what

they wish to say.

• Kind clear actions often speaker

louder than words.

Someone who has had a stroke:

• It is better to speak slowly and clearly.

• Break your sentence into small

segments and remember that you

may need to repeat it.

• Pencil & paper are always useful.

• Walk at their pace not yours.

• Undertake one task at a time.

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Pets

Emergencies

It is best if the pet can be accompanied by the owner or the owner’s representative.

• The pet and owner should be in

the back of the vehicle.

• Where possible the pet should be

transported in a suitable carrier.

Volunteers should consider what might be helpful in an emergency, such as carrying a mobile phone, change or a charge card for public telephones and having a Named Person who can be contacted on behalf of the client. If the scheme has a co-ordinator then they should be contacted as soon as possible. If someone is unwell before the journey:

• Ask if they would like you to call the Doctor.

• Ask if you can inform relatives,

friends or neighbours.

• If going to a medical appointment

or day centre, let them know the situation.

• Call an ambulance if the person

becomes unconscious using 999.

If someone is unwell during the journey:

• Safely stop and find out what the

problem is. If needed drive to the

nearest Accident & Emergency

department. If in doubt call 999.

If the owner or representative is not available then a second volunteer should accompany the pet using the following guidelines:

• Travel in the back of the vehicle

with the animal.

• If attending the vet, take notes for the owner.

• Do not sanction treatment with

out the owner consenting directly

to the vet.

What if the volunteer driver is involved in an accident?

•

•

•

Check how the client is.

If anyone is injured dial 999.

If another car is involved deal with the documentation, exchanging the necessary insurance documents as normal.

Ask the client if they would like to be taken to the nearest Accident and Emergency department or their GP Make sure all accidents and injuries are recorded in writing with as much detail as possible as to what happened and all the following actions taken immediately afterwards.

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Promoting your service You will also need to promote and advertise the scheme. It is probably worth having posters and a leaflet which explains the scheme and how people can use it. This will be easier once you have your guidelines in place.

You can set up your own website and ask to be linked on other relevant websites, such as the parish council. Social media is a growing avenue for free or low cost advertising.

Don’t forget to advertise in your local parish or village magazine or website and make the other groups and car schemes aware of your service.

Your local CVS produces a regular e-bulletin of local services and the transport section of your local Council website has a map and list of Community Transport Operators of all sizes.

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The Five Steps – Step 2 - Who can help?

Hopefully you will have found some volunteers as a result of your questionnaire.

If not think about advertising for drivers in places such as the local garage, shop or pub as well asking for local groups if there is anyone who can help.

You can also advertise through the East Sussex Volunteer Centre or on the “Do-It” website.

Consider if you wish to limit the volunteer drivers to those who have been driving over 2 years only and if you want to set an upper age limit (see Driver guidelines in previous section).

It is good practice to ask volunteers to complete a basic application form so that you have information such as:

• • •

• • • • •

driving licence MOT certificate (if needed) Criminal convictions Health References

You will also need some basic, straight forward guidelines and processes. This should include checking driver documentation, for example the driver will be prosecuted if stopped and they are not covered by insurance but the scheme also has a duty of care for the passengers.

And helpful to know:

• • •

Driver’s availability Car details - estate or saloon Can a wheelchair be transported.

Volunteers also need to know what to do and what their roles and responsibilities are. These may also be required if you are going to apply to East Sussex County Council for funding.

If your drivers are being reimbursed by submitting a signed claim form it would be a good idea to have a declaration on it that states the drivers have insurance, MOT and a valid driving licence.

address age car insurance page 19

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Safe Drivers and Safe Driving Some car schemes automatically check every volunteer driver. Before doing this it is worth considering if it is really necessary, as there are some consequences for an organisation if they are done inappropriately.

For schemes working with vulnerable people such as older people, people with disabilities or younger people it will be necessary for all volunteers in regular contact with these type of passengers to recieve clearance from the Disclosure and Barring Service.

It may also be worth paying for drivers to attend advanced driving classes. Training is a good thing to provide volunteers.

For support to help with this or any other issues around your volunteers you can contact your local volunteer centre, Volunteer England or your local council for voluntary service (CVS) of which there are 3 in East Sussex; RVA, HVA and 3VA. page 21

The Five Steps – Step 3 - Money External Funding

Fares

Depending on the type of scheme you are running you might consider looking for some external funds. It is always worth approaching East Sussex County Council (details towards the end of this document). Local CVS’s such as RVA can also offer advice and help on other funding opportunities.

Your scheme can charge passengers a fare for the journey, often called a suggested donation, which covers the cost of the journey (driver’s expenses) and can also include a charge for administration to cover the cost of a mobile phone and printing. This can be based on:

Remember the mileage starts and ends from the driver’s home not the passenger’s and includes the driver’s return trip even if the passenger only needs to travel one way. Mileage undertaken without a passenger is called dead mileage and can make up to 50% of the driver’s claim.

Complaints

Charges

A scheme may charge for the journey made as long as it does not make a profit.

Membership Some schemes charge a nominal annual membership fee, which can be used to cover administration or other costs, the member still pays towards the cost of the journey. Members receive a card with a membership number and a contact number for the scheme. The number of times each member uses the scheme can then be tracked. page 22

• driver’s mileage • driver’s mileage and discretional administration fee • fixed prices for a specific journey or zone

The passenger should be aware of the cost and pay before the journey is undertaken either to the co-ordinator or the driver.

The fare structure should be simple for both drivers and passengers to understand. The charge is per journey and the driver is only reimbursed expenses.

We all hope that the scheme will run smoothly and mostly they do but it is good practice to consider what to do should there be a complaint. Put in place a clear policy and process in case there is a dispute or complaint between a passenger and a driver or a driver and the scheme.

Donations

Log book or sheet

The other method is to just ask for a donation for each journey.

Drivers complete a log book or sheet and claim their expenses directly from the passenger.

Donations and fares can be collected in several ways:

In most cases the expenses claimed will be the same as the contribution given. If the contribution is greater than the expenses this will show in the log book as a plus amount and can be passed on to the treasurer as a donation to the car scheme. If the contribution is less than the expenses incurred it will show as a deficit and the driver will have to notify the co-ordinator so that the car scheme can reimburse the expenses incurred by the driver. It is advisable that volunteer drivers and co-ordinators keep a record of any excess or shortfall reconciled in order to ensure that financial records tally.

Sealed envelope The envelope should have the car scheme name and logo on and given to the passenger to use.

The sealed envelope is handed to the driver or the co-ordinator. The driver records the mileage and expenses for the journey which is reimbursed on the submission of an expense sheet

Sealed box Similar to the sealed envelope, each driver is provided with a box into which contributions and suggested donations are placed. The box is then handed to the co-ordinator and the driver paid on submission of expenses.

If this method is used it is worth considering adding a column to the log sheet so that drivers sign to confirm that they have a current driving license, an MOT and insurance.

If the journey is to a hospital it may be possible for the passenger to reclaim the cost, ie if they are recieiving any benefits such as Universal Credit.

If this is the case the driver will need to issue a receipt.

Your scheme will also need to consider what actions it wishes to take in the case where a person is unable to pay or reclaim the costs of a journey.

Volunteer drivers can claim a mileage fee of up to 45p for the first 10,000 miles and 25p per mile over 10,000 miles in each tax year before the sum becomes taxable.

You can decide to offer more or less reimbursement. If more than this rate is offered then the driver may incur tax liabilities and their insurance may be invalidated. The scheme may be viewed as a business.

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Drivers can also claim other genuine out of pocket expenses, such as car parking charges.

If a driver is tipped in cash or in kind then it could infringe the legislation covering car sharing (voluntary car schemes come under this category).

Record Keeping It is good practice to set up a system for drivers to record the number of miles and other expenses that they are claiming for and a basic system showing the payments made for the journey against the cost of operating the scheme.

Other records include:

• Total number of journeys made

which can be split into medical and social.

• Individual driver’s mileage – keep

a cumulative total in order that

they do not exceed the 10,000 tax threshold limit.

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• Driver’s expenses

• Cost of overheads

• Income from passengers – this

can be split into medical and social

• Grant income If you are applying for funding for your scheme this will affect the type of records you need to keep and the reports you need to produce.

Most schemes will need to prepare accounts showing all contributions, expenses and donations and if an AGM is required this will be made public in the treasurer’s report. The responsibility for preparing accounts can be that of a treasurer or part of a co-ordinators role.

For help with accounting you could contact your local Community Accounting Service where available, if you are not confident about handling the finances yourself. These are often run by the local CVS’s.

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The Five Steps – Step 4 – Making it legal Car schemes are exempt from licensing and operating regulations as long as no profit is made from payment of journeys made.

Drivers only need to comply with regulations applicable to private motorists, ie vehicles must be roadworthy, taxed and the driver insured.

You may want to keep records of relevant documentation, including a copy of their driving licence, for each volunteer driver. You might also decide to review this each year.

Seat belts must be worn, unless a passenger has a medical exemption certificate, and children under 14 must have the appropriate child restraint.

Drivers should not smoke in their car just before picking someone up, during a journey or whilst waiting for someone. Passengers should similarly not smoke whilst in the car.

The Law states: The Public Passenger Vehicles Act 1981 states that: “ …. A journey made by a vehicle in the course of which one or more passengers are carried at separate fares shall not be treated as made in the course of a business of carrying passengers if –

a) The fare or aggregate of the fares paid

in respect of the journey does not exceed

the amount of the running costs of the

vehicles for the journey;

b) The arrangements for the payment of

fares by the passenger or passengers so

carried were made before the journey began And for the purposes of paragraph above the running costs of a vehicle for a journey shall be taken to include an appropriate amount in respect of depreciation and general wear”

Drivers should not be driving whilst above the legal limit for alcohol. page 27

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The Five Steps – Step 5– Insurance Car Insurance

Employers Liability Insurance

Insurance to cover volunteer driving should be classed as social and domestic rather than business. Drivers should tell their insurance company that they will be receiving a mileage allowance as part of a not for profit scheme and the insurance company should not make a charge for this.

Employers Liability Insurance is required by law for salaried staff (optional for volunteers). Some Employers Liability insurance will also cover claims made by volunteers for injury or illness caused by a negligence or failure to comply with a statutory duty of the scheme they are volunteering for.

Public Liability Insurance insures against the legal liability of the organisation resulting from the accidental injury of members of the public and the accidental loss or damage to their property. Public Liability insurance generally protects an organisation against claims made by people using their services or members of the public.

This can be for death, illness, loss, injury or accident caused by the negligence of that organisation.

A contingent liability policy would protect the scheme from such claims from drivers, passengers and others.

If your scheme is associated with another organisation, such as a Parish Council, you may be covered under any insurance that they have in place.

Also consider Personal Accident Cover for those involved in the scheme, Loss of No Claims Bonus and Payment of Excess.

NB: The Association of British Insurers (ABI) now has a page on their website listing car insurance companies and the charges they make.

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Frequently Asked Questions Here are some frequently asked questions and some examples of current schemes:

A PROFIT on expenses paid the scheme and volunteer drivers need only comply with regulations applicable to private motorists.

Can we charge for the trip and pay our drivers?

How many drivers do we need?

Can we get a Blue Car Badge for our scheme?

Drivers can be reimbursed in a couple of ways, either by direct payment from the person making the journey or by claiming expenses, often on a monthly basis, using a trip sheet. The client pays the scheme.

You can start with just one person or a small group. The number of drivers you have and their availability to undertake journeys will affect the service you can offer.

You can’t apply for a blue badge for a scheme but you can display a badge belonging to someone you are transporting.

Is there an age limit for Drivers?

Does someone need to answer the phone all the time?

It is not necessary to have the phone answered at all times, there could be publicised times that fit in with your volunteers, say a couple of hours in the morning during the working week and at other times some way of people leaving messages.

Do we need a special licence?

The answer here is no, voluntary car schemes are exempt from ALL the licensing and operating regulations. Providing your drivers do NOT MAKE page 30

No – but it is probably a good idea to insist that Drivers are pronounced medically fit to drive by their GP once they reach a certain age , 75 or 80 for example, as this protects their volunteer status and avoids any possible implications relating to benefit payments and tax.

Yes. See Money section for taxable rates.

It is good practice that drivers are reimbursedthrough the scheme as this protects their volunteer status and avoids any possible implications relating to benefit payments and tax. A receipt should always be issued.

It is a good idea for individual drivers to check out current regulations.

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Case study 1 – Sedlescombe Lift Scheme The Lift scheme started in Sedlescombe after local Parish Councillor, Pauline Glew, came across a lady in the street in great distress, she was unable to get to her appointment at the Conquest hospital as there were no taxi’s available.

Sedlescombe has a bus service to Hastings once every two hours but there is no direct link to the hospital. They have two taxi firms but they are not always available and it is not always possible to book with the hospital car service. It was apparent that there was a need for some form of car scheme to enable people of the village to access medical appointments, not only hospital but also the dentist and optician.

Pauline and the Parish Clerk devised a simple lift scheme. They have a list of 12 volunteer drivers, all who have lived in the village for some time.

Clients wishing to make a journey do so by directly contacting and reimbursing one of the drivers on the list. Because the drivers are reimbursed directly there is no need for Pauline to hold any monies or a need for funding to sustain the scheme. Each driver has informed their insurance company of their volunteering role and so far there have been no problems.

If there are any changes to the list the surgery kindly change it and run off more, free of charge.

Although the scheme is set up primarily for medical appointments only it does sometimes cover social activities.

As Pauline said “Mind you it doesn’t always stop at medical appointments - I have been asked about attending a funeral!!.”

For more information contact Pauline Glew, Vice Chair, Sedlescombe Parish Council on 01424 870258 or email: pandrglew@gmail.com

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Case Study 2 – The Car Ring Scheme Winchelsea

In Winchelsea they have a very simple car scheme called the Car Ring Scheme.

This was set up by John Spencer in 2010 after discussion with an ex resident of Wadhurst where they have a similar scheme. The scheme consists of a list of willing drivers which is lodged in the Post Office.

The scheme covers lifts to access the station, local shops or the GP surgery or Hospital. Passengers requiring a lift are asked to ring the Post Office between 9am and 1pm giving at least 24 hours advance notice in order for the Post Office to match the journey with a driver. This service is offered completely free to the passenger.

John says “Often the elderly are looked after by neighbours so the work for our volunteers is not heavy, so far.”

For more information please contact: John Spencer by email at jds@winsea.plus.com.

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Case study 3 – Broad Oak Brede Car Scheme

The Broad Oak Brede Car scheme was started around 28 years ago by Mrs Butler and originally covered any type of journey although now only covers travel to medical appointments with the furthest journey being to Bexhill Hospital.

It is funded by a Parish Precept, which means that it is only available for those living in Broad Oak and Brede, and the journey to the passenger is free. The driver records the mileage for each journey and claims this back from the Parish Council.

Currently they undertake between 3 – 4 journeys a week, often undertaken by Councillor Carol Kynvin, who also co-ordinates the scheme. If the passenger is going for a hospital appointment Carol often stays with them and then takes them home.

If you would like any more information about this scheme please contact Carol on 01424 882123 or email cskynvin@googlemail.com

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Useful Contacts Rother Voluntary Action Community Accountancy Service and general enquiries: Old Bank Chambers Buckhurst Road Bexhill TN40 1QF Phone: 01424 217259 www.rothervoluntaryaction.org.uk See Page 42 for other local CVS contact details.

East Sussex County Council Information on community transport: http://www.eastsussex.gov.uk/roadsandtransport/public/communitytransport/about.htm Information on Safeguarding and Vulnerable adults: http://www.eastsussex.gov.uk/socialcare/default.htm

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Blue Badge Scheme You can write to the team at: Blue Badge Team St Mary’s House 52 St. Leonard’s Road Eastbourne BN21 3UU Phone: 01323 464244 http://www.eastsussex.gov.uk/socialcare/ transport/car/bluebadge/default.htm Apply online: https://www.gov.uk/apply-bluebadge

Volunteer Centre East Sussex 8 Saffrons Road Eastbourne BN21 1DG Phone: 01323 301757 Bexhill office Phone: 01424 220769 www.vces.org.uk

Volunteer England Volunteering England Society Building 8 All Saints Street London N1 9RL Phone: 020 7713 6161 http://www.volunteering.org.uk

Cabinet Office for Civil Society (previously Cabinet Office of the Third Sector) 2nd Floor, 35 Great Smith Street London SW1P 3BQ Phone: 020 7276 6400 http://webarchive.nationalarchives.gov.uk/+/ http://www.cabinetoffice.gov.uk/~/media/assets/www.cabinetoffice.gov.uk/third_sector/ OTS_CRB%20pdf.ashx

Useful Contacts Community Transport Association CAN Mezzanine 49-51 East Road Old Street London N1 6AH Phone: 020 7250 8362 http://www.ctauk.org/ Community Transport Operators Forum (East Sussex) Linda Graham - linda.graham@4weald.co.uk Association of British Insurers Association of British Insurers 51 Gresham Street London EC2V 7HQ Phone: 020 7600 3333 http://www.abi.org.uk/

Applying for Funding

Acknowledgements

If you are applying funding, you will usually need to have a constitution. For more help with a constitution or setting up a voluntary group contact your local Council for a Voluntary Service. In East Sussex they are Rother Voluntary Action, Hastings Voluntary Action and 3VA or contact your nearest rural community council (Action in Rural Sussex)

Rother Voluntary Action would like to thank East Sussex County Council for funding this work and Hampshire County Council, Action in Rural Kent and Action in Rural Sussex for their help in its compilation.

Whilst every effort has been made to ensure that the facts and contact details are correct at the time of print and are provided in good faith, please be aware that Rother Voluntary Action cannot be held responsible for any errors, inaccuracies, omissions or changes made subsequently to this.

The Charity Commission www.charitycommission.gov.uk Disclosure and Barring Service http://www. homeoffice.gov.uk/agencies-public-bodies/ dbs page 41

Useful Contacts Rother Voluntary Action Community Accountancy Service and general enquiries: Old Bank Chambers Buckhurst Road Bexhill TN40 1QF Phone: 01424 217259 www.rothervoluntaryaction.org.uk Hastings Voluntary Action (HVA) Jackson Hall Portland Place Hastings TN34 1QN Tel :01424 444010 Web :www.hastingsvoluntaryaction.org

3VA 8 Saffrons Road Eastbourne BN21 1DG Phone 01323 639 373 Website www.3va.org.uk page 42

Action in Rural Sussex (AirS) Sussex House 212 High Street Lewes East Sussex BN7 2NH Direct Line: 01273 407313 www.ruralsussex.org.uk

Please contact us for our Forms Kit. It contains some sample forms that may be helpful.

This is not an exhaustive list and depending on your set up you may need more, for example more structured paperwork with regard to your volunteers. Your local CVS or Volunteer Centre East Sussex will be happy to help.

The Forms Kit is also available to download on our website. Please see www.rothervoluntaryaction.org.uk

These are the documents that we have included:• Transport Audit Template • Transport Needs Questionnaire • Application form to become a volunteer driver • Letter to GP to inform of volunteering • Letter to insurance company • Letter to insurance company in case of problems • Expenses claim form • Client Registration form • Client Risk assessment form • Guidelines on seat belts and child restraints

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Rother Voluntary Action 1 Buckhurst Rd Bexhill on Sea, East Sussex TN40 1QF TEL: 01424 217259

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rother voluntary action imagining : inspiring : informing page 44