CCA minutes of Meeting 15.10.07

Minutes of the PKCTG Community Car Association
Meeting 15.10.07
Venue: The Birnam Institute, Birnam By Dunkeld.

Present:

Jim Gibb (Chair of the Meeting) Blairgowrie Freedom Coach & PKCTG

Norman Jarvie Chair PKCTG

Eileen Colley Alyth, Meigle & District Nursing & Samaritans Association

Liz Lines Aberfeldy Hospital Cars

Isobel Watson Pitlochry Senior Citizens

Inga Appleton Pitlochry Senior Citizens

Arthur Andrews P&K Public Partnership Health Group

Morna Calcott Kinross Volunteer Group & Rural Outreach Scheme

James Robertson Perth Access Cars

John Berry P&K Public Transport Unit

Angela Prescott RDW PKCTG
Apologies:

Mark Scholes Acting Head of Support Services, Perth Royal Infirmary

Jane Laahs Voluntary Service Manager NHS Tayside

Karen Thomson Macmillan House

Sue Sadler PKCTG
1. Welcome and Apologies Norman Jarvie introduced Jim Gibb who welcomed those present. Apologies were noted.
2. Discussion topics The discussion topics did not follow the Agenda points.

Jim Gibb and RDW met with the P&K Council insurance expert Bill Wilson on 21^st September 2007 to help progress public and employers’ liability insurance for members of the P&K Community Car Association. Paperwork representing two Insurance Options was presented to the group. Advantages and disadvantages of each option were discussed with Option 1 being the most favourable. ( please scroll down for details of Option 1 and Option 2)

Funding the Insurance under Option 1The Joint Improvement Team (JIT) i.e. partnership of Local Authority, Scottish Ambulance Service and NHS have funds available to spend by the end of March 2008. John Berry felt it was reasonable for this money to fund Groups insurance for the first year. After the first year, liability for payment of the insurance would return to the Groups.The Community Car Association (CCA) members could¨ adopt common policies where possible¨ adopt standard checklists ¨ share a common set of principles and protocols. ¨ adopt common record keeping procedures¨ play a key role in many issues e.g. hospital parking resulting perhaps the development of a recognised car sticker. ¨ benefit from cross fertilisation of ideas and sharing best practice.It was agreed that the Community Car Association should stand on its own and be a sub-group of PKCTG. Liz Lines suggested that an executive committee of three be appointed at the next meeting. The preferred location was Perth. ACTION: John Berry to check availability of a room for the next Meeting at Pullar House on 14^th November 2007.
3. The Way Forward and action Points:(i) Question needing further clarification: Do organisations with Volunteer Co-ordinators require Employers Liability Insurance? This question was raised as co-ordinators arrange transport and match clients with the information available and feel they have a duty of care and moral responsibility as would employees. Those present felt that having employers liability would be sensible. ACTION: RDW to obtain clarification on this matter.(ii) Press ReleaseIt was agreed that a press release take place highlighting P&K Involvement with the launch of the CCA ACTION: RDW to prepare a press release/web release for the launch of the CCA Other issues raised: Elderly drivers MedicalsA standard charge, as recommended by the BMA, is made by some GP’s for these medicals on those not able to self certificate. In Crieff (both practices) the elderly who drive for Strathcare receive the medical free of charge. It is hoped that with the support of P&K Council and the Transport with Care project, that GP’s may be approached to provide elderly medical checks free of charge, for volunteer drivers. Clear guidelines and protocols Sometimes service users are economical with information and a suggestion was made that service users make a self declaration based on questions such as: What is your mobility status? Are you able to..? Do you need help..? If required the coordinator can ask the user to provide his/her own helper. This would enable the coordinator to have a clear understanding of the service users needs
4. Close and date of next MeetingIt was agreed to meet again within 14/21 days to formalise the Community Car Association. The agreed date was 14^th November.

ACTION: RDW to update website and circulate date, time and venue to all contacts and those interested in the CCA.

Option 1 for Community Car Groups Who will be the named policy holder?The policy holder will be PKCTG underwritten by Zurich Municipal. Will the PKCTG Management Committee have any individual or group liability for this policy?Yes. PKCTG Management Committee have a duty to ensure employees/volunteers carry out their duties to a satisfactory standard thus minimising the risk of any claims arising. No individual liability would attach. Can the Community Car Group Policy provide Public and Employer Liability Insurance?Yes, Employers’ Liability and Public Liability are both available with Option 1. What is the cost per group?The charges are as follows: £100 per group - Public Liability Insurance with £5m cover£25 per group - Employers’ Liability with £10m coverNo VAT is to be added although an additional fee is due i.e. 5% insurance premium taxEither or both of the above are available. sPlease note: the Employers’ liability cover is per group, not per employee. What conditions are attached?The insurers do not ask for Disclosure checks although PKCTG would encourage risk assessment, record keeping etc and self declaration if appropriate. All paperwork associated with this option will be done internally.The prices quoted are not conditional on the number of volunteers, journeys, miles travelled etc.This option does not include vehicle insurance. The only condition attached is that the vehicle insurance company is informed that the authorised user is a volunteer driver and that passengers are being transported. What about the Certificates?The Employers Liability certificate would be in the Groups name.The Public Liability certificate would be a general certificate. How this option would be managed:1. PKCTG will create an application form and inform P&K Council.2. The Council will invoice PKCTG.3. PKCTG will invoice the Group.4. The insurance certificate will be issued. What happens if there is a claim?

Any issues or claims arising will be dealt with by P&K Council

Option 2 for Community Car Groups
Who will be the named policy holder?The policy holder will be Perth and Kinross Council. PKCTG will have an affiliation with the Council. Will the PKCTG Management Committee have any individual or group liability for this policy?Yes. PKCTG Management Committee have a duty to ensure employees/volunteers carry out their duties to a satisfactory standard thus minimising the risk of any claims arising. No individual liability would attach. Can the Community Car Group Policy provide Public and Employer Liability Insurance?No, only Public Liability is available with Option 2. What is the cost per group?The charges are not per group, in this option, but as a one off payment by PKCTG of £115.50 providing £5m Public Liability cover. Alternatively, Groups are able to sign up to this policy direct with the Council at a fee of £115.50 per group. Each group would also have to pay an affiliation fee of between £10 and £20 to the P&K Sports Council (dependant on the number of people in the group.) This is a block policy in the name of Perth & Kinross Council Community Groups Policy with PKCTG being listed as a member group

What conditions are attached?Control of this policy would be the responsibility of PKCTG and PKCTG would encourage risk assessment, record keeping etc and self declaration if appropriate. All paperwork associated with this option will be done internally.The prices quoted are not conditional on the number of volunteers, journeys, miles travelled etc.This option does not include vehicle insurance. A condition attached is that the vehicle insurance company is informed that the authorised user is a volunteer driver and that passengers are being transported.

What about the Certificates?A Public Liability Certificate would not be issued as Perth & Kinross Council is exempt from displaying such a certificate. How this option would be managed:1. The Council will invoice PKCTG.3. PKCTG will invoice the Group.4. The insurance certificate will be issued.

What happens if there is a claim?Any issues or claims arising will be dealt with by P&K Council

How do I apply to take out this policy?The Groups would sign up to this policy by PKCTG completing the application form and drawing all the information together of the relevant groups. Additional Points of interest:¨ Groups would have to obtain separate Employers’ Liability insurance if needed. ¨ This option involves an affiliation to the Perth and Kinross Sports Council.

CCA minutes of Meeting 14.11.07