Policy
1. The Galiano Club is the owner of a 2013 Ford 150 pick-up.
2. This Policy serves to establish the restrictions and requirements associated with use of the Truck by
the Board, Staff and Volunteers with which any users must comply.
3. The Truck will be stored at the Hall, in front of the sheds.
Procedures
Insurance and Drivers
1. The Club will maintain business vehicle insurance which will cover both personal liability ($3,000,000) and vehicle insurance. This cost will be taken from general revenue.
2. Each driver of the Truck will be required to attend the insurance office to provide proof of licensure and identity. No person will be allowed to drive the Truck without having done so.
3. There will be at least two Board members designated as drivers of the Truck. The Executive Director, Staff and Volunteers may also be designated as drivers.
4. All drivers must obey all traffic signs and speed limits.
5. Any infractions and related fines will be the responsibility of the driver. Failure to pay such fines will result in the Driver no longer being able to drive the truck.
6. The Board may remove any Driver, after considering all the relevant facts, from being a designated driver of the Truck.
7. No Driver will allow any person to ride in the back of the Truck.
8. No smoking is allowed in the Truck.
Booking
9. Any driver wishing to use the Truck must book it, in advance, by contacting the Executive Director.
10. The Truck may be booked for part or all of a day.
11. If the Truck is to be taken off Island, the Executive Director must be advised.
12. The Truck is to be picked up at the Hall, or other designated spot, and returned to that spot after the booking is complete. The keys to the Truck will be made available at the time of booking.
13. The Truck is to be used for Galiano Club business unless specific consent is given by the Executive Director to have it used for another purpose, which would be time specific.
Usage, Maintenance and Gas
14. The Driver is to complete the attached vehicle log kept in the truck each time it is used.
15. One Board Director shall be designated to ensure that the Truck is maintained and cleaned as
required.
16. The Truck will be serviced at least once a year.
17. Any driver will immediately report to the Executive Director any issues arising from the use of the Truck using the attached form. Forms will be kept in the Truck which can be completed and provided to the Executive Director. The Executive Director will relay this information to the Board Director, who shall take the necessary steps to have the issue remedied.
18. If there is a serious maintenance issue, the Truck shall not be driven until the issue is resolved.
19. The Truck will always have a minimum of a quarter of a tank of gas. This is to ensure that, should an emergency occur, the Truck is in a useable state.
20. The Driver of the Truck shall ensure that after they use the Truck the gas is topped up to a minimum of a quarter of a tank.
21. The cost of maintenance and gas will be paid for by the Galiano Club.
22. In the unusual circumstance, when the Truck is used for purpose other than Club business, the cost of the gas will be paid by the Driver.
23. The Driver will be responsible for cleaning any garbage in the Truck after use. If the Driver was carrying any material which would make the truck dirty (e.g. manure), the Driver will be responsible for cleaning the truck as well.
Personal Belongings
24. The Club is not responsible for loss or damage to any personal item left in the Truck.
Approved 02/24/2023