Updated 6th April 2020 by John Atkins (Principal Consultant)

Introduction

There are certain times when the activities of the voluntary sector and the work of volunteers passes into mainstream consciousness – now is just such a time. Many thousands of people are giving up their time to look after other people in the community and we generally applaud and feel comforted that in times of trouble people selflessly rise to the challenge to help those less able. Voluntary sector transport providers are suddenly faced with a very busy time – not only in continuing to support their regular customers, but in extending services to augment the health, social care and retail sectors at this time of need.

Community transport (CT) operators – from Dial-a-Ride buses to volunteer car schemes – have had to face an abrupt change to their approach. Many of their passengers are in high risk categories and have cancelled regular journeys, so normal demand has fallen away. The majority of CT services do not carry key workers but their passengers are often already at risk of isolation. The COVID-19 crisis has made isolation the norm, and for many people living alone this is difficult to face. An additional challenge is that many CT volunteers are themselves over 70 and at higher risk, so the normal volunteer muster is depleted by volunteers themselves self-isolating.

Nonetheless CT is a tangible resource and logistics capacity that is potentially available to meet a variety of demand. And CTs can meet their charitable objectives to reduce social exclusion in a number of ways – a temporary change of operational approach is unlikely to upset funders. There is a clear and identifiable need for effective volunteer-led service provision that is community-based and demand responsive.

(The links in this document represent the latest updates but may be rapidly superseded. Dates are given for each link to indicate when the content was uploaded or last accessed.)

Constitutional Situation

With CT operations facing major upheaval, matters of governance may seem less important. Nonetheless, the Government has produced some guidance which outlines how charities might examine their objectives, and assist in the current crisis. There is assurance for the sector that the Charity Commission’s “approach to regulation during this uncertain period will be as flexible and pragmatic as possible in the public interest”. The obligation to hold AGMs and to file returns, for example, will be relaxed, and it is clear that committee and governance functions may be disrupted.
https://www.gov.uk/government/news/coronavirus-covid-19-guidance-for-thecharity-sector (19 March)

There is COVID-19 specific guidance to Statement of Recommended Practice (SORP) regulations, as the “control measures taken to contain the COVID-19 virus are likely to have an impact on charities’ operations and financial reporting”.
https://www.charitysorp.org/ (23 March)

Operational Approaches

Not all CT operators are able to offer services at this time. Some have felt the risks are too great for both their older volunteers and passengers. But some have been able to remodel their services very rapidly to meet the demands of the current crisis. A few examples are given below:

• DANSA (South Wales) is offering help to its members and anyone else within the community who are unable to go out and do their shopping. This includes a food delivery service to supply people with a basic supply food pack, as well as offering a delivery of home-cooked meals prepared at Y Cwtch café. The café is run by DANSA as a social enterprise and is based on the trading estate near to its depot. Under normal circumstances, vehicles bring passengers to enjoy company and hot lunches at the cafe, but it is well placed to deliver cooked food the door.
• Bristol Community Transport has three bus services which connect with South Bristol Hospital and Southmead Hospital and has now made these services free of charge to NHS workers.
• Preston Community Transport (Lancashire) has suspended its door-to-door minibus service and Shopmobility in Preston City Centre. It is maintaining its community car scheme service within Fylde, Lancaster, Preston, South Ribble and Wyre boroughs to ensure that essential journeys – primarily for those with no symptoms who have a confirmed medical appointment – can be supported. More importantly, as it is normally a shopping lifeline for users, it is undertaking shopping for those who require it and taking it to them. Preston CT is in contact with other support agencies and has the potential to:
  • Assist the Ambulance Service with some non-emergency patient transport
  • Provide one to one transport for NHS staff. This could apply equally to essential staff in care and other sectors
  • Coordinating and/or delivering food parcel services and to/from food banks Prescription deliveries
  • Prescription deliveries
• • Preston CT is part of the Lancashire CT Consortium which has instigated ‘Operation Keep In Touch’. From membership information, operators have created a list of the most vulnerable of users who are telephoned on a regular basis to check on their welfare and needs. The most important benefit is simply having the time to have a chat with a friendly voice that they already know – either because it is their regular driver or the person who normally takes their bookings. This service has been very much appreciated.
• Ealing Community Transport (London Borough) has worked closely with Ealing Council to deliver food parcels to the most vulnerable individuals in the community. These are ‘shielded’ persons who are isolated for at least 12 weeks, and who are therefore entirely reliant upon external food supplies. Ealing CT is engaging in talks with number of partner agencies in Ealing, Cheshire and Dorset and is keen to help in whatever way it can. See the video on:
  https://twitter.com/ECT_Charity (4 April)
• FACT Community Transport (Cambridgeshire) suspended its Dial-a-Ride and Befriending Club Services and switched emphasis to providing a ‘shop and drop’ service using volunteer support. FACT has developed an efficient system in partnership with Tesco for both shopping and pharmacy. Orders are passed directly to Tesco in bulk and produce is then packaged in individual boxes for home delivery. On receipt of the box, the recipient then calls FACT to pay with a card. FACT is collaborating with Age UK, the Care Network, the Cambridgeshire County Council support hub and sheltered housing schemes.

Operational Guidance

Essential Journeys for Vulnerable Individuals, Routed Bus Services and Using CT Vehicles and Drivers for Home Deliveries – TAS Partnership has worked with CTA to produce two guidance notes which can be downloaded from the CTA website:
https://ctauk.org/covid19-guidance/ (26 March)

Insurance – These two guidance notes mention the importance of checking insurance status for what may be considered a change of use. Some companies providing insurance cover for private vehicles have now issued amendments to the terms of cover to exclude all but essential journeys. If private cars are being used for any part of the operation, insurance terms should be checked, and the insurance company notified of what journeys are being made and how they will qualify as essential.

MOT – any car, van or motorcycle’s MOT expiry date will be extended by 6 months if it is due on or after 30 March 2020 – but vehicles must be kept safe to drive. Most lorries, buses or trailers will have been automatically issued with a 3-month exemption. However, those vehicles without a current certificate (new vehicles and those being returned to the road) need to apply for the exemption.
https://www.gov.uk/guidance/coronavirus-covid-19-mots-for-lorries-buses-and-trailers (24 March)

Registered Services – For CTs who are running registered services, there is specific advice for transport workers from Public Health England and DBEIS:

“If anyone becomes unwell with the symptoms of coronavirus (COVID-19) in a transport setting they must be sent home and advised to follow the stay at home guidance. If they need clinical advice, they should go online to NHS 111 (or call 111 if they don’t have internet access). In an emergency, call 999 if they are seriously ill or injured or their life is at risk. Do not visit the GP, pharmacy, urgent care centre or a hospital. If a member of staff or a passenger has helped someone who was taken unwell with symptoms of coronavirus (COVID-19), they do not need to go home unless they develop symptoms themselves. They should wash their hands thoroughly for 20 seconds after any contact with someone who is unwell. It is not necessary to close the transport setting or send any staff home unless government policy changes. Keep monitoring the [government] website for the latest details.”

https://www.gov.uk/government/publications/covid-19-guidance-for-staff-in-the-transport-sector/covid-19-guidance-for-staff-in-the-transport-sector (27 March)

Provision of Patient Transport Services – NHS England has issued guidance on patient transport services which specifically recognises the use of voluntary sector provision, especially for purposes of patient discharge. This covers a range of standards and protocols to be met.
https://www.england.nhs.uk/coronavirus/publication/covid-19-patient-transport-services-requirements-and-funding/ (28 March)

Use of Personal Protective Equipment – this has been an area of some confusion and concern, and although aimed primarily at front line health and social care providers, all CT operators should be aware of the Government’s latest guidance:
https://www.gov.uk/government/publications/wuhan-novel-coronavirus-infection-prevention-and-control/covid-19-personal-protective-equipment-ppe (5 April)

Key Worker Status

Although there is much discussion of Key Workers at the moment, and most people understand how this is defined, CT operators should issue a letter to all their personnel confirming key worker status – Ealing CT, for example, has been proactive with this. The designation of Key Worker was created primarily to enable certain categories of the workforce to be able to keep their children at school.

The Department of Education definition of Key Worker includes:

• Health & Social Care: “frontline health and social care staff including volunteers”
• Key Public Services: “charities and workers delivering key frontline services”
• Food and Other necessary goods: “those involved in food… distribution, sale and delivery, as well as those essential to the provision of other key goods (for example hygienic and veterinary medicines)
• Transport: “those who will keep the air, water, road and rail passenger and freight transport modes operating”

https://www.gov.uk/government/publications/coronavirus-covid-19-maintaining-educational-provision/guidance-for-schools-colleges-and-local-authorities-on-maintaining-educational-provision (19 March)

CT personnel who can produce a letter confirming key works status will be better prepared to deal with any challenge or gain priority where required. Ealing CT has shared its own letter which can be adapted by any CT operator:
https://ctauk.org/wp-content/uploads/2020/04/ECT-Key-Worker-Letter.docx (27 March)

Community Transport Association (CTA)

CTA’s website blog provides invaluable links to many sources of guidance and advice. The Advice Service is available between 1000-1600 Monday-Friday. It is worth CT operators engaging with the weekly conference call Coronavirus Advice Service Drop-ins. Two have been held so far and have provided advice and shared experience as follows:

• 20 March – Presentation by Ability – Dealing with financial pressures, Balancing the immediate needs of your community with the need to think about the future. Communicating with passengers and external stakeholders. Keeping your passengers safe.
  https://ctauk.org/advice-drop-in-20-march/ (22 March)
• 27 March – Community Hubs, What can / can’t I do?, Cash flow, Innovation, Shared Resources (Key worker letter, prescription & shopping collection forms, Helping to alleviate anxiety and worries)
  https://ctauk.org/coronavirus-drop-in-27-march/ (27 March)

Transport Resource Co-ordination

This is also a time when CT needs to become part of the ‘big picture’ by engaging with stakeholders who are involved with resource planning and support services. The Chartered Institute of Logistics and Transport (CILT) recently launched an initiative to bring together logistics and passenger transport operators in urgent need of supply chain resources. The intention of this is to bring together agencies matching capacity with need such as the NHS and the food retail sector. The CILT website is inviting registrations for the following situations:

“your organisation needs urgent support; you’re a driver in need of work and your organisation has capacity to support others in need.”
https://ciltuk.org.uk/covidresponse (6 April)

NHS & CT

Some CT operators have been approached regarding loaning their vehicles to the NHS. This is more straightforward than it might sound, especially if the NHS becomes the operator of the service. If no charge is being made to the passenger (as is usually the case with NHS) then permits are not required. Any CT that makes available its vehicles in this way is likely to make a very welcome contribution to the health services at a time when they under enormous strain. If a CT anticipates its vehicles will be standing idle in the foreseeable future, then offering these to the NHS is simple and direct way of making a difference. As always, check with your insurer.

Volunteering

Although some CT volunteers have had to stand down, general volunteering has seen an upsurge of people offering their help. Many CTs have recruited new volunteers over the past couple of weeks. There is also GoodSAM which is an NHS / RVS initiative to co-ordinate volunteers nationally. Volunteers are specifically being sought by GoodSAM for four roles:

• Community Response volunteer: This role involves collecting shopping, medication or other essential supplies for someone who is self-isolating, and delivering these supplies to their home;
• Patient Transport volunteer – this role supports the NHS by providing transport to patients who are medically fit for discharge and ensuring that they are settled safely back in to their home;
• NHS Transport volunteer – this role involves transporting equipment, supplies and/or medication between NHS services and sites. It may also involve assisting pharmacies with medication delivery;
• Check-in and Chat volunteer: This role provides short-term telephone support to individuals who are at risk of loneliness as a consequence of self-isolation.

As these roles dovetail well with what many CTs are also doing, it is worth CT operators liaising with GoodSAM to ensure there is co-ordination and resource sharing.
https://www.goodsamapp.org/nhs. (6 April – recruitment was temporarily paused on 29 March following 750,000 applications)

In Northern Ireland, volunteers are being recruited under the #HelpEachOther initiative from Volunteer Now.
https://www.volunteernow.co.uk/volunteering/helpeachother/ (6 April)

In Scotland, volunteers are being directed via the ‘Scotland Cares’ & ‘Ready Scotland’ initiative to Volunteer Scotland and British Red Cross.
https://www.readyscotland.org/coronavirus/volunteering (6 April)

In Wales, volunteers are being directed to Volunteer Wales
https://volunteering-wales.net/vk/volunteers/index-covid.htm (6 April)

Disclosure & Barring Service (DBS)

The need for DBS checks on new volunteers has been central to the way CTs ensure that standards are maintained. The problem is the length of time the process can take in emergency situations – usually not sooner than one week and often longer. DBS has issued new guidance which outlines circumstances related to current volunteering roles (such as food deliveries) where the check is not strictly necessary.

DBS states:

“The most important thing you can do as a volunteer organiser is to ensure your group considers safeguarding practices. Adopting simple precautions like keeping records of money spent and providing shopping receipts supports you in helping your neighbourhoods whilst protecting vulnerable residents.”

However, if in doubt, DBS checks should still be pursued, especially if volunteers are to be spending any unsupervised length of time with a vulnerable person, such as when making an essential journey.
https://www.gov.uk/guidance/covid-19-how-dbs-is-supporting-the-fight-against-coronavirus (3 April)

Care Quality Commission has launched a new ‘fast track’ to speed up the process for staff and volunteers involved in health and social care provision. Some CT services may qualify to use this system directly, or alternatively could refer volunteers to be checked through their local authority social care department or CVS.

https://www.cqc.org.uk/guidance-providers/all-services/covid-19-interim-guidance-dbs-other-recruitment-checks (3 April)

Food Distribution

Food banks have been at the centre of the food distribution network and the Trussell Trust is recruiting volunteers nationally for drivers to undertake food deliveries. This also overlaps with some CT operations and CTs may benefit from making contact. CTA has also liaised with Trussell Trust.
https://www.trusselltrust.org/get-involved/volunteer/ (6 April)
https://ctauk.org/wp-content/uploads/2020/03/Joint-Message-CTA-Trussell-Trust.pdf (6 April)

Financial Issues

The sustainability of many CT operations is a delicate question at the best of times, but with many financial support arrangements in hiatus, there is a tangible uncertainty. The Government has announced a major support package for the business sector, of which the Job Retention Scheme is open is to charities.

• Coronavirus Job Retention Scheme – If they have employees, charities may be eligible for the wage subsidy.
  https://www.gov.uk/guidance/claim-for-wagecosts-through-the-coronavirus-job-retention-scheme (4 April)
• Charitable Reserves – The use of reserves has been relaxed and reserves funds can be drawn upon during the crisis.
  https://www.gov.uk/government/news/coronavirus-covid-19-guidance-for-thecharity-sector (31 March)
• Government Loans – Charities can apply for a government backed loan, but the Business Support Grant has to be applied for by a private sector business. If a charity has a business arm and is responsible for the rates at a property (even if it gets full relief) they could apply for the grant.
  https://www.gov.uk/government/publications/coronavirus-covid-19-guidanceon-business-support-grant-funding (3 April)
• Bus Service Operators’ Grant – DfT informed operators on 26 March that “as part of our support to the sector at this difficult time, Ministers have agreed that BSOG will continue to be paid to bus and community transport operators for BSOG eligible services that were not operated due to COVID-19. This is effective from 17th March and will be subject to regular reviews.”
• Local Authority Funds & Contract Payments – The Cabinet Office has issued a Procurement Policy Note to local authorities that they should keep paying contractors, but should divert any contracted resources that are frustrated because of Covid-19 to other useful activities. There is specific reference to school transport contractors and the local authority making other use of their capacity for people in need. This principle should also apply to grants and contracts for mainstream CT provision. https://www.gov.uk/government/publications/procurement-policy-note-0220supplier-relief-due-to-covid-19 (20 March)
• Patient Transport Services – there is now a system in place to make payments to external transport providers, such as CTs, who may be delivering journeys authorised under the patent transport criteria. The new guidance states that “where patient transport services are provided by non-NHS providers, the CCG and provider should agree the costs associated with the enhanced services. The CCG should pay the provider for these services and request reimbursement of the costs from NHS England and NHS Improvement.” https://www.england.nhs.uk/coronavirus/publication/covid-19-patient-transport-services-requirements-and-funding/ (28 March)
•  CT Services in Scotland – there are a number of Scotland-specific support funds for businesses and transport operators for which some CTs may qualify.
  https://www.transport.gov.scot/news/emergency-support-for-the-scottish-bus-industry/ (25 March)
  https://www.gov.scot/news/gbp-320-million-package-of-support-for-businesses/ (14 March)
• CT Services in Wales – Welsh Government has announced funding to:
  “help bus operators through the inevitable uncertainty of the next 3 months, through an injection of £29m. Our on-going financial support to the bus industry, delivered through grants administered by local authorities, will be paid monthly up-front until we are able to put a more sustainable solution in place or the end of the first quarter of the financial year, whichever is the earlier. During this time, payments will be based on the value of previous payments of the Bus Services Support Grant, Mandatory Concessionary Fare reimbursement and payments under the MyTravelPass scheme which were determined by number of passengers and route distances in normal times. All operators, including community transport operators, who have qualified for these payments in the previous two quarters will be eligible.”
  https://gov.wales/written-statement-covid-19-impact-rail-bus-and-air-services-and-our-response (31 March)

New Funding Support from Charitable Trusts

The charitable trust sector has now set aside funds for projects which are involved with providing emergency support during the COVID-19 crisis. Depending on location, status and activities, CT operations could be able to access new funding support. This summary of fund providers has been compiled by Civic Society:

• London’s City Hall and City Bridge Trust have each contributed £1m to a fund for London charities.
• Community Foundation Tyne & Wear and Northumberland has launched the Coronavirus Response and Recovery Fund.
• The National Emergencies Trust – NET has launched a coronavirus fundraising appeal to raise funds for local charities. The British Red Cross will be managing donations.
• The Wellcome Trust – The Gates Foundation and The Wellcome Trust are each contributing up to $50m, and the MasterCard Impact Fund is committing up to $25m, to speed the development of and access to therapies. It is suggested that some of the $ will available for the UK and become £s.
• £1m Money Saving Expert Fund – Martin Lewis, the founder of Money Saving Expert, has pledged £1m to support small charities.
• The Indigo Trust is making £2.5m available through emergency grants to help charities respond to the coronavirus emergency.
• Cadent Foundation – Charities and community groups can apply for individual grants of between £100 and £100,000 as a new foundation, funded by the UK’s biggest gas network Cadent, opens for applications.
• Standard Life Foundation has launched funding for work directly related to the coronavirus pandemic. Grants will be made to organisations which tackle financial problems and improve living standards for those on low-to-middle incomes in the UK.
• £1m John Lewis and Waitrose – The partnership has launched a £1m community support fund.
• Big Society Capital is planning to launch an emergency loan fund for the sector.
• Charities Aid Foundation – CAF has launched an emergency fund offering one-off grants of up to £10,000 to small charities and social enterprises that are struggling during the current crisis.
• Thomas Pocklington Trust – TPT has launched a £500,000 emergency fund to support sight loss organisations which are providing vital services to blind and partially sighted people during the Covid-19 pandemic.
• Sport England, which normally invests more than £250m of National Lottery and public money each year, has announced a package that totals £195m. This includes a £20m emergency fund and £55m to fund new ways of keeping people active.
• National Heritage Lottery Fund has launched a £50m emergency fund. It aims to address immediate pressures over the next 3-6 months for those most in need as well as provide increased investment in essential digital skills across the sector.
• National Lottery Community Fund (NLCF) funding decisions in the next six months will be devoted to responding to the Covid-19 crisis. This involves up to £300m of funding. NLCF said it will accelerate the cash part of this funding as much as possible.
  https://www.tnlcommunityfund.org.uk/news/press-releases/2020-03-27/27-march-statement-from-dawn-austwick-ceo-the-national-lottery-community-fund-covid-19 (27 March)

Further details are available here:  https://www.civilsociety.co.uk/voices/what-funding-is-available-to-charities-duringcovid-19-pandemic.html (20 March)

TAS Partnership Limited

If you required any specific advice, guidance or support, please do not hesitate to get in touch with us. We are functioning as normal (albeit remotely) and you can call on 01772 204988 or

email john.atkins@taspartnership.com

Website: https://taspartnership.co.uk/