keys to a successful volunteer transportation program: risk, … · 2018-12-04 · keys to a...

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

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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

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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 hedmonds@n4a.org

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 | vdize@n4a.org contact@nadtc.org

866-983-3222

www.nadtc.org