Policy No. A1-2018

Purpose

To standardize an equitable practice to compensate drivers for motor vehicle use, wear and tear and vehicle maintenance related to the transportation of participants to and from scheduled club trips.

Background

Transportation costs are a significant portion of the expense related to outdoor recreation. In the past, the amount and frequency in which drivers are compensated for the use of their vehicle has not been formalized, which has resulted in some inconsistency in people remembering to pay and in determining what amount is appropriate. Further to this, wear and tear on the vehicle, tires, and maintenance are significant expenses related to operating a vehicle that is often overlooked when it comes to compensating drivers.

In response, the IMR researched the approach and policy of other outdoor clubs, including the British Columbia Mountaineering Club. Based on this information, the IMR developed a model based on best practices. The Travel Mileage Policy provides both guidance and establishes terms in which to equitably address transportation costs related to club activities.

On March 8, 2018, the Executive endorsed the IMR’s Travel Mileage Policy.  At the April 8, 2018  Spring IMR General Meeting the members passed a motion to adopt the Policy.

It’s recommended that passengers and drivers follow this policy on club trips.

Policy

This policy applies to all club members and guests taking part in club sanctioned trips. The following provides guidance to trip leaders when estimating the cost of shared transportation for a trip they are posting as well as those participants signing up for a trip.

Following the date of adoption of this policy, each trip posting should include a suggested travel mileage cost based on the level of compensation as follows:

Drivers: Pay “in kind” with car, cleaning costs, driving time (while passengers can rest, relax etc.)
Passengers: Pay a per kilometer fee that is indexed to 50 percent of the National Join Council’s Appendix A — Lower Kilometer Rate for the province of British Columbia.

For example, on April 8, 2018, the NJC’s rate is $0.22.0 /km. Thus, the IMR rate is $0.11/km, covering passenger and luggage (pack, etc).

This rate is per passenger when one or two passengers are on board. If three or more passengers share the vehicle with the driver, they split the total cost for 2 passengers.

Extra Costs: For unpaved roads over 3.0 km, each person pays a fixed fee of $5.00
For rough 4WD logging roads, each person pays a fixed fee of $10.00
Distribution: Trip leaders and all club members should fairly distribute passengers to all vehicles.
Discretion: Exceptions and hardships should be dealt with at the driver’s discretion.

Examples:

Raven Lodge parking area (250 km round trip from Mary-Ellen Dr. Nanaimo)
One Passenger: $ 27.50
Two Passengers: $ 27.50 each ($ 55.00 total)
Three Passengers: $ 18.33 each ($ 55.00 divided by 3)
Mount Becher Parking Area (230 km round trip from Mary-Ellen Dr. Nanaimo , including 3km gravel)
One Passenger: $ 30.30 (230 x $ 0.11 = $ 25.30 plus $5 for 3km+ gravel road)
Two Passengers: $ 30.30 each ($ 60.60 total)
Three Passengers: $ 25.20 each ($ 30.30 x 2, divided by 3 = $ 20.20. Add $ 5 per person for 3km+ gravel road)
Green Mountain Trailhead (90 km round trip from Harewood Mall, including 4WD)
One Passenger: $ 19.90 (90 x $0.11 = $9.90 plus $10 for the need of 4WD)
Two Passengers: $ 19.90 each ($ 39.80 total)
Three Passengers: $ 16.60 each ($ 8.10 x 2, divided by 3= $6.60 Add $10 per person for 4WD)