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CARPOOLING POLICY

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Carpooling Policy

Update July 1, 2022:

Participants are responsible for arranging their own transportation.

Realizing that the majority of the events the club participates in are not accessible without a vehicle, the method of transportation to the events is to be dealt with in one of three manners:

Carpooling is to be arranged by participants should they choose to do so and shall be based on each participant's own comfort level.
Individuals make their own arrangements to be dropped off and picked up by others at the event location.
Individuals can drive alone to the event location with the use of their own vehicle.

All participants are to honor any financial obligations made to other members.

Participants who are carpooling (as per item 1 above), should meet at one location and time that is specified by the driver. It is the individual’s responsibility to get to that location on time.

GAS & VEHICLE REIMBURSEMENT

Fuel Costs:

The cost of gas for the trip is to be split equally among the passengers and the driver.

Vehicle Operation Costs & Passenger Fee (Optional):

Drivers may charge a vehicle operation cost and passenger fee for the use of their personal vehicle for club events. The fees are to be split equally between the driver and passengers and is to be agreed upon between the parties prior to the event. Below is a guideline that members can use to determine the additional fees.

Vehicle Operation Costs (Optional): This additional cost is to cover vehicle expenses such as insurance and maintenance for the drivers vehicle. This additional charge is $0.10 / km driven for the event.
Passenger Fee (Optional): This is an additional cost to cover the extra effort required by the driver for the event. The passenger fee is to be calculated using $0.015 / km.

Scenario 1 Example:

An 874km trip with 1 driver and 3 passengers

Fuel Costs: $110 total cost for fuel
Vehicle Operation Costs: 874 km x $0.10/km = $87.40

Subtotal: $110 + $87.40 = $197.40 / 4 people = $49.35 / person (including driver)

Passenger Fee: 874 km x $0.015 = $13.11 / person

Passengers pay $49.35 + $13.11 = $62.46

Scenario 2 Example:

An 874km trip with 1 driver and 1 passenger

Fuel Costs: $110 total cost for fuel
Vehicle Operation Costs: 874 km x $0.10/km = $87.40

Subtotal: $110 + $87.40 = $197.40 / 2 people = $98.70 / person (including driver)

Passenger Fee: 874 km x $0.015 = $13.11 / person

Passenger pays $98.70 + $13.11 = $111.81