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TRANSPORT POLICY

Objectives

The main objective of the Transport Policy is to encourage and support members who do not have access to transport to continue attending Guild and Social Club meetings and events.

 These members may, for example,

  • no longer drive
  • have mobility problems
  • have vision impairment
  • be socially isolated
  • are unable to use public transport and/or
  • have long or short-term health problems.

Major Guild Events include:

  • ANZAC Field of Remembrance
  • War Widows’ Walk and Picnic
  • Club Christmas parties at local level, on approval
  • Regional Fields of Remembrance such as Newcastle and Albury.


Member Access to the Transport

Individual members must contact the Guild to determine eligibility.

The Guild will assess the member’s mobility, health, access to alternate means of transport (private car, bus train) and if appropriate include the member in the Transport Policy.

Members who are usually independent with their travel may request assistance as a short-term arrangement while recovering from illness or injury.

The Guild will confirm acceptance to the Transport Policy by letter and provide any other necessary information.

The Club President or Co-Ordinator is advised of any of their members accessing the Transport Policy.

A member may receive transport support to attend one Guild or Social Club only, and members may attend other clubs at their own cost.  Exceptions can be made under special circumstances.

At some clubs, the Honorary Office Bearers of the Club meet prior to or on a different day to the club meeting.  In these cases, transport may be approved.


Transport Requests

Members requesting cabcharge vouchers to attend a club function or major Guild event must provide at least two (2) weeks’ notice and four weeks’ notice for a major Guild Event.


Volunteers

Members volunteer their services to the Guild in support of its “self-help” philosophy, for example, in the Friendship Room and on the Friendship Line.

Volunteers will be eligible to be assessed for the Transport Policy.


Transport not funded by the Guild Transport Policy

  • Non-Guild associated travel.
  • Transport for a Club’s representative to attend another Club’s event, such as an AGM or special anniversary.
  • Transport to an external event for a member, where the event or function is not arranged by the Guild.
  • To members who are still able to drive or get public transport to their meeting venue.


Withdrawal of Members from the Transport Policy

Members may make a voluntary decision to withdraw from the Transport Policy due to failing health, poor memory etc.

Members who become unreliable users of the service (e.g. last-minute cancellations, not being ready) are also contacted for a discussion regarding future use.

Unfinancial members are removed from the Transport Policy on a quarterly basis.


Financial

An annual budget is provided for the Transport Policy using the previous year’s patterns/trends.

Where appropriate and with assistance from Head Office, a club may apply for a grants program (eg ClubGRANTS) in their area to cover transport costs for members.  This would have relevance in country areas in order to overcome social isolation.

Funds available under ClubGRANTS for transport must be used before a Club uses TRAVEL GRANT (see below).


Guild Travel Grant

A Grant of $825.00 (including GST) per Club per Guild Year is available to all Clubs.

It is a contribution towards transport to two or more events/activities/trips/holidays.

The actual cost to the Guild is $750.00, and the GST will be claimed by, or returned to, the Guild.  The Club does not receive the GST refund if the Guild Head Office pays the account.

If a Club spends more than the Grant amount on transport, members must pay any amount over and above.  If less than this amount is spent, the balance cannot be carried over into the following year.

The Club will contact the Transport Coordinator as early as possible advising of a proposed trip, to discuss quotes, enquire about funds available and determine payment method.  If two or more Clubs combine for an outing, the Clubs concerned should agree on how costs will be shared.

Transport Coordinator monitors all Travel Grant usage and liaises with Clubs as required.

If a carer is required to accompany a member on the trip, she will pay the same amount as the member she is accompanying.

Non-members may be invited on the trip to fill vacant seats.  The cost to the non-member will be determined by the Transport Coordinator and may be the full cost.

However, if full cost payment is a disincentive to non-member travel, a lower contribution may be determined to help defray the overall costs of the trip.

The preferred method of payment for trips under Travel Grant is upon receipt of invoice by Head Office.  However, if a Club pays the transport provider directly the Grant funds will be transferred to the Club account.  A copy of the invoice must be provided to the Transport Officer at Head Office.

Travel Grant is for transport only and not for meals or refreshments, except where morning/afternoon tea is provided by the bus company as part of the contract during a long trip.


Review and Reports

The Guild maintains records of members who participate in the Transport Policy.

Expenditure is monitored and reported at regular periods.  A report on the Transport Policy activity is prepared for the Board at regular intervals (usually quarterly).

High cost travel for individual members will be monitored.  The Guild may decline future provision of travel if the cost of a one-way trip is over $75 ($150 return).

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