Fairlie Community Vehicle Trust Business Plan 2012 2017 Keeping Our Community Moving c/- Heartlands Resource, Centre, main Street, Fairlie, Tel 03 685 8496 Page 1
Executive Summary In 2011, Fairlie was donated a community car and established a community vehicle service operated by Heartlands Resources Centre. Volunteer drivers were registered with Heartlands and the service began operating trips around Fairlie and into Timaru for those people needing transportation assistance. From this service came the idea of establishing a vehicle trust similar to those operated by Geraldine and Waimate, with a view to incorporating other vehicles operating in the district to ensure that the vehicles could be operated safely and reliably, and replaced when needed without major burden to the operators or users. In 2011, a small group of residents began working with Tony Henderson of Environment Canterbury to create a charitable vehicle Trust for Fairlie and the surrounding towns. Mr Henderson was already involved with Vehicle Trusts in Waimate, Geraldine and Twizel, and provided the base from which the group could build this service. The vision of the group was to provide affordable and readily available transport for less mobile residents of the community, to keep them living in the district and enjoying a positive quality of life. Page 2
Structure of the Fairlie Community Vehicle Trust The group received registration from the companies office on 22 May 2012, and was granted charitable status on 23 November 2012 (registration # CC48475). The founding Trust members are: Ross Brown, Farmer, Albury Tony Henderson, Timaru Mark Jones, Fairlie Greg Anderson, Fairlie Ron Walter, Kimbell* Kevin O Neill, Fairlie Lesley Roy, Albury Shannon Barwood, Fairlie *Ron Walter subsequently moved from the district and was replaced by Dwin Bishop. Administrator: Anne Thomson Heartlands Resource Centre Bank: Westpac, Fairlie Honorary Solicitor: Murray Weakley, Anthony Harper, Christchurch Page 3
Mission Statement To provide an affordable and efficient transport service that meets the needs of the community of Fairlie and the surrounding towns. Vision Statement To provide a range of vehicles through the Fairlie Community Vehicle Trust to suit elderly and less mobile residents, school groups, sports groups and all members of the community at an affordable rate. Community Benefits A reliable transport service for residents who have mobility issues, be it age, disability or disadvantage Allow elderly and disadvantaged residents to remain active in the community and achieve a good quality of life, by providing them with the means to be mobile, and retain their dignity Provide reliable and affordable transport for school groups to enable them to participate in activities that would otherwise be unavailable to them Provide reliable and affordable transport for sport, social and special interest groups To ensure that vehicles available in the community are safe and well maintained Service The Trust s main purpose is to provide a sustainable transport solution for residents throughout Fairlie and the surrounding towns, with a variety of vehicles to meet community needs. Page 4
Funding The establishment of the Trust has been achieved with volunteer work by the founding trustees, administration support from Environment Canterbury and Heartlands Resource Centre, and in-kind legal services provided by the Mackenzie District Council. Grants for initial vehicle purchasing and operational funds were received from: Environment Canterbury $6,000 Aoraki Foundation $15,000 Mid and South Canterbury Trust $10,000 Community Organisations Scheme (COGS)$10,000 User Groups A public meeting was held on 02 May 2012 to fully brief relevant community groups on the Trust and the proposed scope of the service. It is anticipated that the main user groups will be: Elderly residents Disadvantaged persons Disabled citizens School groups Sporting groups Special interest groups Page 5
Advertising and Promotion Sponsored advertising on the vehicles within the Trust fleet Community Newspaper The Accessible School newsletters Event organisers and venues e.g. hotels, motels, restaurants, camp ground Household Delivery Doctors Surgery Presentations at potential user group meetings Press releases and articles to mainstream media e.g. Timaru Herald Page 6
Purpose of the Business Plan There are three main purposes for formulating the business plan 1. To give clear direction to the Vehicle Trust by establishing well defined objectives and outcomes 2. To provide potential funders with a professional document that shows the intent of the Trust 3. To present a document that allows the residents and businesses of the Fairlie and districts community to see the role of the Trust in providing a reliable, not-for-profit transport service for the area. Considerations to the Business Plan Positives 1. Excellent support from founding trustees and others involved in forming the Trust 2. Acceptance and need from the community 3. Good support from schools 4. Positive response to initial funding requests 5. Support from the mayor and Mackenzie District Council 6. Good level of volunteer driver support already in place with community car 7. Booking and administration system established with Heartlands Resource Centre Challenges 1. Demand for the service will change 2. Need for on-going communication with community groups and organisations Page 7
3. Service must be reliable and consistent 4. Funding will be a constant issue 5. Recruitment and retention of volunteer drivers 6. Increasing vehicle costs fuel, insurance and maintenance 7. Competition for funds from charitable groups in a small community 8. Seasonal fluctuations that leave vehicles under-utilised at certain periods of the year Page 8
Goals and Objectives 2012 Goal 1 Establish a charitable Trust that will provide Fairlie and the surrounding communities with an affordable, reliable and sustainable transport service Objective Prepare a Trust Deed for the Fairlie Community Vehicle Trust and apply to the Companies Office and the Charities Commission for registration Measurement Receive Companies Office and Charities Commission registration for the Fairlie Community Vehicle Trust by September 30 2012 Progress Achieved. Goal 2 Apply to charity funding groups for funds to purchase a van to supplement the community car already in place, with additional funds sought to administer the Trust Objective Apply for funding from Fonterra s Grassroots Fund by 30 March 2012 Apply for funding from Environment Canterbury by 30 March 2012 Apply for funding from the Aoraki Foundation by May 31 2012 Page 9
Apply for funding to the Community Trust of Mid and South Canterbury by 30 June 2012 Apply to Tranpower s Community Fund by 30 June 2012 Apply to the Community Organisation s Grants Scheme (COGS) by 30 June 2012. Measurement Funding received and van purchased by 30 September 2012 Contract negotiated and signed with Heartland Resource Centre to provide administrative support to the Trust Progress Four out of six funding applications were successful, raising a total of $41,000. The funds were allocated as $31,000 for vehicle purchase and $10,000 for operational funds and establishment costs. The first van was purchased in January 2013. A contract was drawn and signed with Hearthalnds Resource Centre in Fairlie to administrate and run the booking service for the Trust. Goal 3 To provide an efficient, affordable and sustainable transport service to residents in Fairlie and the surrounding communities. Objective Regular maintenance and servicing of vehicles Regular review of service and pricing Volunteer driver training Measurement First van purchased and operating by 30 June 2012 Page 10
Second van purchased and operating by 30 September 2013 High patronage of the service Good supply of volunteer drivers Customer surveys Fleet is operating efficiently Progress The first van was purchased in January 2013 and the Trust is monitoring use of the vehicle prior to purchasing a second van. A high level of patronage for the community car for local trips, particularly those relating to medical needs, has led the Trust to a decision to replace the Daihatsu Charade with a newer, larger vehicle (refer Goal 4). 35 volunteer drivers on the books. The Trust is fortunate to have a number of volunteers assisting with the maintenance and servicing of the vehicles. Goal 4 To maintain a modern, reliable and safe fleet of vehicles Objectives Regular maintenance of all fleet vehicles Update each vehicle as it reaches the end of its serviceable life as agreed in the measurement below. Measurement Replace the community car at 3 years or 100,000kms, whichever comes first Replace the community van at 10 years or 250,000kms, whichever comes first Page 11
Progress $9260 tagged in vehicle replacement fund for community car replacement. Additional funds to be raised from grant applications Page 12