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Keys to a Successful Volunteer Transportation Program:
Risk, Liability and Insurance Webinar November 13, 2018
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Webinar Logistics
www.nadtc.org 4
Webinar Agenda
Overview: NADTC • Virginia Dize, NADTC Co-Director, n4a
Volunteer Transportation and Risk, Liability and Insurance: An On The Ground Perspective
• TJ Burr, Mobility Manager, All Points Transit, Montrose, CO • Norine Doherty, Program Planning and Evaluation Analyst,
Sonoma County Area Agency on Aging, Santa Rosa, CA • Jennifer Kanarek, Manager, NV Rides, Fairfax, VA • Joani Shaver, Director, Blount County Office on Aging,
Senior Miles (SMiles) Program, Maryville, TN Facilitated Discussion/Q&A
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NADTC Overview
Partnership: Easterseals and the National Association of Area Agencies on Aging (n4a) Funding: Federal Transit Administration with guidance from the U.S. Department of Health and Human Services, Administration for Community Living Mission: To promote the availability and accessibility of transportation options for older adults, people with disabilities and caregivers Functions: Technical Assistance and I&R; Training; Communication and Outreach; Community Support
www.nadtc.org 6
Keys to a Successful Volunteer Program
Critical aspects of successful volunteer transportation programs: 1. Funding 2. Community Context and Collaboration 3. Driver Recruitment and Retention 4. Data Collection 5. Measuring and Sharing Impact 6. Risk, Liability and Insurance
Keys to a Successful Volunteer Transportation Program: Risk, Liability and Insurance
TJ Burr Mobility Manager All Points Transit Montrose, CO
NADTC Webinar Series on Volunteer Transportation
Fall 2018
4-5 volunteers sharing one company vehicle ◦ Quantity ebbs and flows. Finding champions is key! ◦ Local time bank has really championed effort One hour you spend helping another creates a time credit that
can be used to get help or purchase goods available from other members
Three day training program ◦ Orientation, policies & procedures, vehicle overview and
safety, drive test, drug testing (per FTA requirements) ◦ Miniature version of paid driver training
Initial Set-up & Screening ◦ Volunteer Driver Application ◦ Background check ◦ Review of motor vehicle record ◦ Initial (pre-volunteering) Drug Test
3-Day Training Day 1-All Points Transit Orientation (Mobility Manager-
Volunteer Driver Program Coordinator) Organizational Program Overview Overview of company policies and procedures Duties of volunteer are clearly outlined, defined and agreed
upon in a volunteer handbook. Policies and procedures from handbook are signed off on
and kept in individual files
◦ Day 2-All Points Transit Operations Overview (Operations Manager) Passenger pick-up procedures Passenger and device securement Passenger assistance expectations How to read manifest (schedules) How and when to utilize dispatchers How to operate two-way radio Introduction to vehicle-2013 Toyota Prius Introduction to pre and post-trip reports
Day 3-Drive Test (Operations Manager) ◦ Driving checklist
Other general information ◦ Two-way radio in vehicle at all times ◦ Vehicle and driver are insured under our general company policy ◦ If a volunteer is absent for 3 or more months, they must re-complete
training. ◦ After initial drug test, volunteers, just like our paid drivers, are subject
to random testing
Norine Doherty Program Planning and Evaluation Analyst Sonoma County Area Agency on Aging Santa Rosa, CA
Keys to a Successful Volunteer Transportation Program: Risk, Liability and Insurance
3 Fixed Route Transit Operat
ors
Members of
the Public
6 Non-Profit
Agencies
Area Agency
on Aging
5 Senior Center
s
Transportation
Authorities
Board of
Supervisors
Sonoma County AAA Collaborative Effort
15
Volunteer Driver Programs
• 4 volunteer driver programs, 2 pending Caltrans contract approval
• Service is curb to curb, volunteers use discretion for door to door
• Use own vehicles
• Mileage reimbursement
• 10 Year Anniversary!
• FY 17/18: 19, 884 trips
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Contracted agencies provide liability insurance
Polices governing programs include regulations of Older Americans Act and Federal Transit Administration
AAA Transportation and Mobility Committee develops unified policies. i.e. curb to curb, 5 day advance, no more than 2 rides per week, etc.
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Risk, Liability & Insurance
• Committee meetings opportunity to address
continuous improvement • Leverage partner expertise, i.e transit &
paratransit • 4 hour minimum volunteer training, contracted
agencies deliver w/annual booster trainings/updates • Data Collection-Rider Evaluation Forms, Driver
Feedback • Incorporate evaluation feedback into program
practices, policies, and procedures
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Risk, Liability & Insurance
Jennifer Kanarek Manager NV Rides Fairfax, VA
Keys to a Successful Volunteer Transportation Program: Risk, Liability and Insurance
• NV Rides was initiated in 2014 to create a coordinated hub
of volunteer driver programs Objectives: Increase the capacity of volunteer driver programs providers
offer that free or low-cost rides to non-driving seniors Streamline already existing volunteer driver programs, and to
fill gaps in service by helping to initiate additional volunteer driver programs in the region
Increase awareness for volunteer driver programs as an option for senior transportation in the community
Overview • NV Rides provides community-based organizations that
either have an existing volunteer driver program or those interested in starting one with:
An Internet-Based Ride Scheduling Software Volunteer Driver Background Checks Marketing & Volunteer Recruitment Support Program-Development Support Referrals • Services are available at NO COST to the participating
organization
Volunteers/Drivers
Volunteers sign up to drive for the program in their own neighborhood
NV Rides refers volunteer drivers to
partners based on volunteer’s neighborhood
Use ride scheduling software to accept rides based on their location and availability
Use their own gas and vehicles Can track the mileage and volunteer hours
through scheduling software for tax purposes
Program Partners (Service Providers)
To join NV Rides the program partner organization must: Sign Program MOU Have Supplemental/Umbrella Insurance
Policy Attend three to four meetings hosted by NV
Rides per year Participate in NV Rides outreach events
Program Partners set own policy, procedures, guidelines
Risk, Liability and Insurance • Drivers
– Drive for the group that is in their neighborhood – Use their own auto insurance – Must have a valid drivers license and proof of
insurance – At least 21 years of age (varies across programs) – Must agree to criminal and MVR background check • More than 6 points on driving record, cannot
volunteer • Defer to Fairfax County volunteer policy • If driving records or criminal background checks reveal issues
such as DOIs, they are looked at on a case-by-case situation
Joani Shaver Director Blount County Office on Aging Maryville, TN
Keys to a Successful Volunteer Transportation Program: Risk, Liability and Insurance
SMiles
Risk Management Practices Joani Shaver
SCREENING
• Driver job description • Application • Two reference checks • 50-state background check • Driver’s license & insurance
(copies)
TRAINING
• Program details • Policies & procedures • Confidentiality & code of conduct • Working with older adults
• Gatekeeper role • Mobility challenges
• Assisted Rides software
SUPERVISION
• Regular contact • Email • Text • Phone
• Rider input
Liability Insurance… Layers of Protection
• Personal auto policy • Excess policy – CIMA • General liability – agency • TN State Law • Federal Law
• Type questions into the chat box to the left of your screen
OR • Email questions to [email protected]
Questions
Session Evaluation
https://www.surveymonkey.com/r/keystovolunteerdriverprogram
Please take time to fill out an evaluation of today’s webinar. Your comments help us improve our presentations!
Virginia Dize Co-Director, NADTC
202.872.0888 | [email protected] [email protected]
866-983-3222
www.nadtc.org
