Transport Solutions

in Rural Areas

Car SchemesChristopher Hyldon / John Cook

Car Scheme Essentials

• Demand –Customers

• Drivers

• Officers Recommended

- Chairman

- Treasurer

- Secretary

- Coordinator/s

- Drivers representative

Obstacles & Pitfalls

• Red Tape

• DBS (ex CRB) checks

• Legalities – Legal entity

- Data Protection

• Car Insurance

• Audits

• Taxable benefits?

• Complaints from taxi firms

What you need to do

• Create your committee

• Enrol drivers (and list)

• Define your objectives

• Write your constitution

• Write instructions for drivers

• Decide on fare structures

• Open a bank account

• Seek start up funding

• Prepare advertising leaflets

• Purchase a mobile phone

• Keep a journey log

Transport Solutions in West Somerset

West Somerset Car Scheme

Why is there a need?

• West Somerset covers 280 sq miles/725 sq km.

• The population is 35,600

• 30% of the population is over 65

• Two-thirds of the population do not live near a bus route.

• 21% of households are pensioners living alone.

(Figures taken from West Somerset Community Strategy 2007-10.)

Why a Car Scheme?

• The Slinky service (dial-a-ride) is restricted to West Somerset.

• A Car Scheme allowed Atwest to provide transport to destinations further afield.

• It is transport suitable for individuals to use.

• It is a comfortable one-to-one service.

• The driver can assist the passenger if appropriate.

• The driver can wait for the passenger if appropriate.

How did we set it up?

• In 2011 Atwest was asked if it would consider taking over an existing Scheme being run in Minehead by Engage West Somerset.

• As it fitted well with the mission and charitable aims of Atwest, and after establishing what running such a service would entail, Atwest formed Minehead Community Cars in September 2011.

• Atwest joined the West Somerset Car Scheme Partnership and met with other member schemes. By joining we qualified for insurance cover to protect drivers’ No Claims Bonus. Meetings are quarterly and include discussions about ways of reducing costs and so on.

What resources were needed?

• Atwest already used CATSS (Computer-Aided Transport Operating Service) so had the means to

o register passengers

o log bookings

o schedule journeys

o print maps

• and had the staff with the skills to operate the service.

• Atwest inherited a small but well-established core of

drivers and clients on which to build.

• Drivers were equipped with an ID badge, dashboard

badge and receipt book, and Atwest applied for additional Blue Badges.

What did we do next?

• The service was promoted through Engage, a mail out, the Atwest newsletter, posters and doctors’ surgeries, both to attract drivers and to let passengers know of the service.

• After 6 months there were 8 drivers and the Scheme was doing an average of 70 journeys a month.

• In April 2012 the name of the Scheme was changed to West Somerset Car Scheme to reflect the wider geographical area covered by the service.

• At the same time the Scheme was separated into an Unincorporated Association of Atwest with a Board of Trustees, separate accounts and an AGM.

Who did we work with?

• Engage West Somerset

• The West Somerset Car Scheme Partnership

• Somerset County Council

• Local Hospitals

• Local doctors’ surgeries

What funding did we get?

• With enough resources (staff and operating systems) to operate the service, little funding was required in the first

instance.

• Since the Scheme began the Project Officer has

successfully applied for grant funding towards the administration costs of running the service to ensure that

it is not a drain on Atwest resources.

What have we learnt?

• The handover from Engage went very smoothly and although we started operating the service immediately, it has been a steep learning curve as the service is very different from others Atwest operates.

• Booking a journey is time-consuming and from the initial enquiry –

o A volunteer has to be foundo A price has to be worked out (postcode to postcode using MapPoint)o The passenger has to accept the priceo The booking has to be confirmed with the passenger and the drivero The journey has to be scheduled on the system and a job sheet printed.

And sometimes, after all this, the passenger phones to say they’ve made alternative arrangements!

What else?

• There are rules and regulations covering mileage expenses that it is wise to be aware of.

• So far no driver has had to pay for additional insurance, though some companies do charge for issuing new paperwork mid way through the year.

• Some passengers expect the transport provider to know all about the hospital policies on reclaiming travel costs – it is useful to know this, or at least where to find it!

• Some passengers do not have a bus pass and do not realise how much of a concession they can claim by having one. We have made sure we can supply application forms.

What are the benefits to the community?

• A significant proportion of the local population does not

have ready access to public transport – either because

such services don’t exist close to their homes, or because ill health prevents them using it.

• Although there are community hospitals in Minehead and Williton, many patients still need to attend appointments

in Taunton, Exeter, Bristol... which are much harder to

access by public transport.

• The nearest major transport systems (motorway, train,

coach and plane) are not easily accessible, if at all, by

public transport.

What are the benefits to passengers?

• Individuals are able to use their Bus Pass to claim a concession on the Car service.

• A companion or relative can travel free.

• Pick-up times can be arranged exactly to suit the passenger’s wishes and journeys are door-to-door.

• Transport is in a comfortable car.

• The driver will be available to assist the passenger to their

destination and will usually be able to wait in order to

transport the passenger back home.

• Using a Car Scheme to reach hospital appointments takes away all the worry of driving and parking at a time when you

are ill, frail, vulnerable or stressed.

What are the benefits to Atwest?

• Atwest can now offer a more complete Community Transport operation which is of benefit to the community

and able to help more people in more ways.

• Those people who have used the service, for whatever purpose, are extremely grateful. Word-of-mouth

recommendations are the best way of advertising what

we do.

• Some of the passengers we have helped via the Car

Scheme have gone on to use other Atwest services which is of benefit to the company.

What are the alternatives?

• A passenger may have use of their own car but it may not be appropriate for them to drive to a hospital

appointment, or is perhaps too expensive to leave it

parked at the railway station or airport.

• Relatives, friends or neighbours? Not everyone has

someone they can ask.

• Taxi? The cost may be too much and a taxi driver is

unlikely to be able offer assistance to the passenger, or wait for their return. If they do, there may well be

additional charges to the passenger.

Important?

Our passengers think so!

And what about the future?

• Rural transport services are unlikely to improve while budgets are still being cut.

• The population is aging.

• Car Schemes are going to become an increasingly

important way of providing transport for a range of purposes, but particularly healthcare.

• Every community would benefit from having a Car

Scheme operating.

Transport Solutions in Rural Transport Solutions in Rural

AreasAreas

Case study: Nunney Area Car SchemeCase study: Nunney Area Car SchemeJohn WebbJohn Webb

The needThe need

�� Elderly, infirm, those who canElderly, infirm, those who can’’t use public t use public

transporttransport

�� About 900 inhabitantsAbout 900 inhabitants

�� Frome Frome –– 4 miles:4 miles:–– Shopping, Doctors, Dentists, small hospital, VetsShopping, Doctors, Dentists, small hospital, Vets

�� SheptonShepton Mallet Mallet –– 7 miles:7 miles:–– NHS Treatment CentreNHS Treatment Centre

�� Bath Bath –– 18 Miles18 Miles–– Royal United Hospital, clinicsRoyal United Hospital, clinics

PeoplePeople

�� Volunteer drivers x 10Volunteer drivers x 10

�� Coordinator with telephoneCoordinator with telephone

�� Treasurer (and auditor for annual accounts)Treasurer (and auditor for annual accounts)

�� SecretarySecretary

�� ChairmanChairman

�� Simple constitutionSimple constitution

MoneyMoney

�� PumpPump--priming grantpriming grant–– Parish Council, Countryside Agency, local scheme partnershipParish Council, Countryside Agency, local scheme partnership

�� IncomeIncome–– Fares (set fares for regular journeys)Fares (set fares for regular journeys)

�� ExpenditureExpenditure–– Insurance (join a partnership) around Insurance (join a partnership) around ££10 per driver/year10 per driver/year

–– DriversDrivers’’ expenses (we pay 35p per mile)expenses (we pay 35p per mile)

–– Phone and phone billPhone and phone bill

–– Stationery Stationery –– diary, receipt books, money bags etc.diary, receipt books, money bags etc.

�� Level of activityLevel of activity–– Variable Variable –– we average 10we average 10--14 journeys per month14 journeys per month

Other pointsOther points

�� DBS (formerly CRB) checks required for driversDBS (formerly CRB) checks required for drivers

–– SCC helps with training for thisSCC helps with training for this

�� Joining a partnership reduced our insurance premiums Joining a partnership reduced our insurance premiums

from from ££330 to 330 to ££80 p.a.80 p.a.

�� This year we brought the scheme under the Church This year we brought the scheme under the Church

(PCC)(PCC)

–– 3 new drivers, some new passengers3 new drivers, some new passengers

–– Will use reserves to Will use reserves to ‘‘seedseed’’ new schemes in other villagesnew schemes in other villages

�� Scheme is much appreciated by users, rewarding for Scheme is much appreciated by users, rewarding for

driversdrivers

Things to do (for discussion)Things to do (for discussion)

�� Define your scope and objectives Define your scope and objectives

�� Talk to local partnership(s)Talk to local partnership(s)

�� Enlist your committee and coordinator Enlist your committee and coordinator

�� Write your constitution Write your constitution

�� Seek start up fundingSeek start up funding

�� Enrol drivers and get them DBS checkedEnrol drivers and get them DBS checked

�� Arrange insurance (Public liability, personal accident, NCB Arrange insurance (Public liability, personal accident, NCB cover)cover)

�� Decide on fare structuresDecide on fare structures

�� Open a bank accountOpen a bank account

�� Prepare advertising leaflets and distributePrepare advertising leaflets and distribute

�� Purchase a mobile phonePurchase a mobile phone

�� Keep a journey logKeep a journey log