Kootenay Carshare Co-op’s Policies & Rules
Your questions answered about our policies
Policy on the general use of vehicles by members
- Smoking is prohibited in all Co-op vehicles
- No handheld devices, including cell phones, GPS, 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 4×4 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 4×4 vehicle on such roads is the full responsibility of the booking member
- Used to transport explosives or improperly store flammables or gas
What if I am running late?
If you know you will be late returning a vehicle, you can try to extend your booking online.
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 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).
All fines are $10, continued offences will result in membership privilege being reviewed by the Board of Directors.
What if I lose the keys?
If you lose the keys to a vehicle you have to pay to get them replaced. Computer chip keys cost $120.00 and keyless entry security clickers cost $250.00.
What if the vehicle is not there when I have it booked?
You can take alternative transportation at no extra charge to you if the vehicle you have booked is not at its designated location:
For short trips (in town):
- 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 at 250-352-2033 and let us know what happened as soon as you get a chance.
For longer trips (out of town):
- Call during office hours at 250-352-2033 to arrange alternative transportation. We will rent a car for you if there are no vehicles available!
- If it’s after-hours or we are attending to other carshare business, please access the booking calendar to see if another vehicle is available to book.
What if I need to cancel my booking?
If your plans change, you can cancel your booking anytime up to 48 hours before the start of your booking at no charge.
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.
What if I return a vehicle dirty?
It’s your responsibility to leave the vehicle in about the same condition that you found it.
If you return a vehicle that is dirty inside or out, you will be charged to have it cleaned and issued a fine. 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!
All fines are $10, continued offences will result in membership privilege being reviewed by the Board of Directors.
What if the vehicle breaks down when I’m out of town?
If a vehicle breakdown occurs while on a trip you can take it to a certified mechanic to diagnose the problem.
- 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 Operations Manager at 250-352-2033 to get the repairs approved. Remember to let us know what happened when you get back to town!
What if I get a ticket or lien?
Car sharing is about sharing the costs and access to a vehicle. It is not about sharing responsibility or liability for damages and infraction costs.
If you get a speeding, parking or other car-related tickets, 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.
What if I forget to pay my bill?
Casual members are not allowed to carry an outstanding balance.
Full members must keep accounts current to avoid interest charges or penalties. Balances over $30 will begin to accumulate interest at 2.2% monthly, and balances over $200 will risk suspension. Kootenay Carshare Cooperative will charge outstanding balances to an on-file credit card if accounts are in arrears, with a $40 fee for administrative costs.
What if I want to leave the Carshare?
Members are meant to remain with the cooperative for a minimum of six months. After this time they may request a membership refund for the share amount. Any amount owing to the cooperative for usage or damages will be deducted from the refund. Membership refunds are processed the month following the request (eg. if you request a refund in May you will remain a member till the end of the month. Once the bills are processed on June 15th refund cheques will be processed in the next two weeks. We’ll try to refund your share within 90 days of the request.
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 $7 monthly fee for the remaining months as well as a $40 penalty charge.
What if I use a carshare vehicle for work?
Our vehicles are insured to use for any task, including work. Also, if you use our cars or trucks for work, you can easily bill the trip to your employer. If you work from home, the Carshare can help reduce your overhead costs, limit your liabilities and any work trips can easily be billed to your business or claimed as a business expense. You could also talk to your employer about our business membership where registered employees can book the vehicles they need and a monthly itemized invoice will be sent to the company.
What if I run out of gas?
If the vehicle is running low on gas, fill it up! We will reimburse you for every drop of gas you put in the tank when you provide a receipt. You are responsible for ensuring the tank is at least half full when you return a vehicle. Leaving the vehicle with less than half a tank will result in a fine.
All fines are $10, continued offences will result in membership privilege being reviewed by the Board of Directors.
What if I get in an accident?
If you get in an accident call the Carshare office as soon as possible to report what happened, at 250-352-2033 and you will be directed to our emergency phone if you are calling after hours. You must also secure evidence from any witnesses, and contact the police if necessary. You must also provide KCC with a written description of the accident and resulting damage.
After an accident, you may only continue your trip if you have received explicit permission from the Operations Manager.
In the case of an at-fault accident, the member at fault pays the first $500.00 of any claim. For any damages to KCC vehicles 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.
What if I notice some damage to a vehicle?
There are three levels of urgency when it comes to vehicle damages:
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 [email protected] 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.
What if I want to bring my pet with me?
Animals are allowed in Kootenay Carshare Co-op vehicles as long as a blanket is put on the seat and the animal is kept in a carrier for the duration of the trip. The member must then clean the vehicle at the end of the trip to ensure the vehicle is kept pet-hair free for the comfort of all members who may be sensitive to animal hair.
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.
All fines are $10, continued offences will result in membership privilege being reviewed by the Board of Directors.
What if I want to drive on back-country, forest service or gravel roads?
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 4×4 vehicle on back-country roads is the full responsibility of the member.
Backcountry 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 with receipts and you’ll be reimbursed on your next month’s invoice.
Can I split the driving on a road trip with someone who isn’t a member?
In most cases, only Kootenay Carshare members and registered casual drivers may drive our vehicles. However, we understand that on longer trips, it can be safer to share the driving with a friend or family member rather than doing all the driving yourself. If the non-member will be driving regularly, they should sign up as a member or an associate member. But if you’d like to share the driving with someone on a one-off basis, there are steps to take before you hit the road.
Members who would like to have a friend or family member authorized to share the driving under their account and supervision must submit the complete three-year driving history of the individual to the General Manager of the Kootenay Carshare Cooperative at least one week before any planned trips with the individual. Only those with a clean driving record with no at-fault collisions will be authorized to drive. If the individual is approved in writing by the General Manager, the “Temporary Driver” is only authorized to drive the vehicle under the sponsoring member’s supervision (e.g. on a shared trip where the member is a passenger in the vehicle).
The sponsoring member must inform the General Manager of the timeframe during which the Temporary Driver may be driving carshare vehicles. Except for under extenuating circumstances, it is expected that the Temporary Driver only be authorized to operate carshare vehicles for a short timeframe.
Are there fines or penalties if I break the rules or fail to follow procedure?
If you fail to follow procedure or rules you will be sent a notice and assigned a penalty of $10. Subsequent notices on the same issue will be penalized at a higher rate and membership privileges will be reviewed by the Board of Directors. 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