Most camps simply cannot function without ever transporting goods or people. The responsibility for that transportation is ultimately the camp’s whether or not camp-owned vehicles or drivers are used. The use of other entities or staff may shift the primarily financial responsibility but it does not remove the camp from the picture. Perhaps as importantly, the moral and ethical responsibilities cannot be shifted.
If you use transportation contractors or cartage companies, the control should be centralized: program directors should not use whomever they choose. You should also investigate and monitor the following:
If you have individuals that drive their personal vehicles on camp business, they should each, individually, agree to the following points, which should be verified by the association before any reimbursement:
Most use of personal vehicles is reimbursed. The Mileage Reimbursement Form that is found on our web site includes warranty statements regarding maintenance frequency and insurance coverage that provide relatively effective and easy monitoring of these exposures. The form also requests the vehicle's make, model, age, and mileage. If those answers raise any questions of the vehicle's appropriateness or safety, a documented inspection of the vehicle by a qualified vendor should be performed. The camp has the responsibility to ensure community safety by allowing only adequately maintained and insured vehicles to be used on their behalf. The utilization of this or a similar form helps fulfill that responsibility.
Please call us at 800-463-8546 to discuss this or any other risk management safety tip, or visit our web site at www.redwoodsgroup.com to learn more about camp risk management issues.