Get the lowdown on Kootenay Carshare Co-op’s policies and rules
Your questions answered about our policies
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You can access a document detailing all our policies on our “Forms” page.
- Smoking is prohibited in all Co-op vehicles.
- No hand held devices, including cell phones, gps, iphones etc. can be used while driving a vehicle. This is law in British Columbia
Co-op vehicles may not be:
- Driven by people who are not members of the Kootenay Carshare Co-op.
- Driven in any race or competition
- Used for any illegal purposes
- Used while the driver is under the influence of any intoxicating substances or while consuming any intoxicating substances
- Alcoholic or other intoxicating substances should not be consumed or used by any person, driver or passengers, while in the Co-op vehicles
- All Co-op vehicles must be driven appropriately when driving on unpaved, unmaintained or rough roads. Any damage caused to vehicles that are not 4 X 4 vehicles from driving on such roads is the full responsibility of the booking member. And as well, any damage caused by irresponsible driving of a 4 X 4 vehicle on such roads is the full responsibility of the booking member
- Transport explosives or improperly store flammables or gas
If the vehicle is available you can extend your booking at regular hourly and km rates by using the “modify booking” feature in the online calendar.
If the vehicle is booked by another member you will be subject to late fees and extra costs.
If you can’t get to a computer to do it yourself you can call another member and ask them to do it for you or try giving us in the office at 250-352-2033.
If you are later than 15 minutes returning a vehicle you will be charged for any additional costs that result from that vehicle not being available.
If another member has the vehicle booked, and other transportation arrangements must be made for them because of your late return you will be responsible for these costs (including taxis or car rentals).
Additionally, you will incur a penalty:
- $5 for the first time you return a vehicle late
- $10 the second time it happens
- $15 the third time it happens, and your membership privilege will be reviewed by the Board of Directors
You can take alternative transportation at no extra charge to you if the vehicle you have booked is not at its designated location 15 minutes after your booking time.
For short trips (in town):
- If you arrive and the vehicle is not there, wait 15 minutes to allow the other member a chance to return the vehicle within the 15 minute grace period.
- If after 15 minutes, the vehicle is still not there, you can call a taxi to take you where you need to go. Keep your receipts and you will be reimbursed for any extra costs.
- Give us a call in the office (250-352-2033) and let us know what happened as soon as you get a chance.
For longer trips (out of town):
- If you arrive and the vehicle is not there, wait 15 minutes to give the other member a chance to return.
- Call the manager (250-352-2033 or 250-509-2002) to arrange alternative transportation. We will rent a car for you if there are no vehicles available!
- If the manager is not available try to get to a computer and see if another vehicle is available.
If you cancel a booking with less than 48 hours notice, you will be billed for any time that is not subsequently booked by other members. If your booking extends over a number of days, only the first 48 hours of the booking will be billed.
If you don’t drive at all in a month, but have membership in good standing you will be considered inactive. You will continue to have all the rights and privileges of active members, and are required to maintain your membership by paying the “low usage” monthly membership charge.
Inactive members may accumulate monthly charges up to $25.00 with no penalty. Members with a balance owing over $25.00 will incur a 2.2% interest rate on the overdue amount.
If you return a vehicle that is dirty inside or out, you will be charged to have it cleaned. If the next member to use the vehicle must clean it prior to use you will be charged $12/ hour for a minimum of 2 hours for the time it takes them to clean up your mess plus any other costs the other member incurs as a result.
Remember if you ever pay for vacuuming or washing a car we will reimburse you. So if you make a mess- clean it up!
- If the repairs will cost less than $200, you can get the vehicle fixed and back on the road so you can get on with your trip.
- If it is going to cost more than $200 you must contact the Carshare Manager at 250-509-2002 to get the repairs approved. Remember to let us know what happened when you get back to town!
If you get a speeding, parking or other car-related ticket, it is your responsibility to pay it. All tickets or lien costs are the responsibility of the member who incurs the charge.
If your actions cause a vehicle to be towed or impounded you are responsible for any costs the Carshare incurs while getting the vehicle back, including lost revenue while the vehicle is not in our position, salary for staff working to secure the vehicle and any lawyer’s fees.
If you have an overdue balance on your account greater than your membership share your access to vehicles will be suspended but you will continue to pay the membership fees and interest (2.2%) on the entire amount owing. Members do not have the right to use their membership shares to pay their amount owing until the share amount is greater than the amount owing. The cooperative will remit overdue accounts to small claims or collection agency with notice to members that do not pay.
*If a member would like to request a membership refund before the six months are complete they may do so but will be subject to paying the $5 monthly fee for the remaining months as well as a $25 penalty charge.
After an accident, you may only continue your trip if you have received explicit permission from the Manager.
In the case of an at fault accident, the member at fault pays the first $500.00 of any claim. For any claims above $500 the member pays the first $500 and the remaining amount is split between the KCC and the member to a max amount of $2000.00 This means the max amount a member will pay for an at fault accident is $1,250.00. This payment applies whether the Co-op pays for the accident directly or processes the claim through insurance.
**Please note that all associated costs with an at fault accident are the responsibility of the member such as towing, road control, vehicle out of service cost, etc.
1) Not very urgent – These are things like the radio is not working, a fan belt is squealing intermittently or the interior light is not working. These types of issues can be recorded in the log book. Keep in mind if you are reporting damage in the log book at the beginning of the month the manager will not see it until the middle of the next month.
2) Somewhat urgent – These are things like the windshield wipers need to be replaced, crack in the windshield or a headlight is out. If it is still safe to drive the car but it needs to be looked at soon send the manager an email at firstname.lastname@example.org or get in touch with your local coordinator.
3) Very urgent – These are issues where the next member should not drive the car such as the seat belt does not work, flat tires or dead batteries. You MUST get in touch with your local coordinator. If they can not be reached right away please contact the next member who has the vehicle booked and tell them about the situation.
In Nelson there are certain pet designated vehicles. In these vehicles animals do not have to be in a carrier. The member is still expected to vacuum the vehicle and wipe all surfaces of pet hair and dander before they return the vehicle.
When carrying an animal in a Carshare truck that is not pet designated they are to be in a carrier in the box and not in the cab area. Remember, you can harm your pet if you leave it unrestrained in the box of a truck. See the SPCA website to find out more.
Any inconvenience to other members will be at the cost of the offending member who had the animal in the vehicle.
If you plan to travel on rough gravel roads you need to book a vehicle that is appropriate to the driving conditions. Kootenay Carshare Co-op has high-clearance 4×4 vehicles including small and large trucks and SUVs. Make sure you book one of these vehicles if you plan on driving on back-country, forest service or rough gravel roads.
If you drive a vehicle that does not have high clearance or 4×4 on rough roads, you will be responsible for any damage caused to the vehicle. Also, any damage caused by irresponsible driving of a 4 X 4 vehicle on back-country roads is the full responsibility of the member.
Back country driving often gets vehicles dirtier than normal use would. Make sure you wash off any access dirt and quickly vacuum out the inside before you return it. Remember to mark down any cleaning expenses in the vehicle’s log book and you’ll be reimbursed on your next months invoice.
If you fail to follow procedure or rules you will be sent a notice and assigned a penalty. Subsequent notices on the same issue will be penalized at a higher rate.
- $5 for the first notice
- $10 for the second notice
- $15 for the third notice on the same issue, and your membership privilege will be reviewed by the Board of Directors. This could result in you being asked to leave the cooperative
Offenses that will be sent a notice and assigned a penalty include:
- inappropriately transporting animals in Kootenay Carshare vehicles
- returning a vehicle late
- returning a vehicle dirty or messy
- returning a vehicle with less than 1/2 of a tank of gas
- leaving the lights on, resulting in a dead battery
- locking your keys in the vehicle