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Use of Memberís vehicles on official club trips policy
Cost sharing for use of a memberís vehicle on a club trip
It is customary for the transport used on club trips to be provided by a combination of vehicle-pooling using membersí vehicles, and commercial transport, with travel costs shared between a vehicleís users , i.e. on a per vehicle basis.
Vehicle-pooling can be more economical, easier to manage, and can reduce the risk of road accidents as driving may be shared thus reducing driver fatigue.
The main costs a member faces when using their vehicle on a club trip are fuel and oil, road user charges (for diesel vehicles), vehicle cleaning, e.g. a car wash, and mechanical wear and tear, particularly tyre wear.
A member using their vehicle risks punctures, glass damage, stone chips from back roads, and damage where vehicles are left unattended at road-ends.
In recognition of these costs, Tararua Tramping Club publishes suggested transport costs for common trip destinations in the fixture card and on the website to be used as a guide by vehicle owners. These are calculated at a rate set by General Committee, covering fuel, wear, and tear. This rate does not include finance costs, depreciation, or insurance.
A vehicle owner may choose to reduce or waive these, or simply agree to split the cost of fuel only. An estimate of transport costs should be provided in advance.
TTC recommends that reimbursement for the use of membersí vehicles used for vehicle-pooling on official club trips only covers direct operational costs:
- Vehicle owners have the final right to set, modify, or waive charges made when a memberís vehicle is used on an official club trip
- TTC expects members to reimburse the vehicle owner for use of a member's vehicle when used for vehicle-pooling on an official club trip
- Fuel and road user charges to be shared equally among the trip participants, including the driver, who benefit from the use of the specific private vehicle, e.g. if the member or the memberís equipment, or both, are carried by a vehicle
- Wear and tear - to be shared between vehicle users including the driver.
- Depreciation and insurance premium - not to be shared with the party.
Costs relating to accidents and damage
These have to be resolved by the party using common sense among the vehicle owner, trip leader, and other trip participants depending on the damage involved and the causes.
TTCs recommends the following general guidelines:
- Owners should have comprehensive insurance for accident damage.
- Owners should not let people under 25 drive their vehicles.
- Owners should assess / forecast travel conditions and help the trip leader form an alternative plan if the risk of damage/accident is high for a proposed club trip.
- Parties should take reasonable precautions to park vehicles in safe locations and remove valuables.
- A trip participant should expect to contribute to an ownerís repair and insurance excess costs in cases where the participantís actions have caused or contributed to the incident or accident.