Plan 2025 

FOREWORD FROM THE CHAIRMAN

The aim of our D&D Community Bus Association Business Plan is to inform all interested parties how the Association committee intend to run our community transport (minibus) scheme.  The scheme has been running successfully now for some 35 years and whilst we are always adapting to new circumstances, the fundamental reasons for existence have not changed:

·       Council run bus services do not cover all needs of a rural community such as ours and alternative solutions are required.

·       A flexible and accessible community bus scheme can give individuals greater independence and improve their well-being and quality of life. 

·       The use of volunteers and local fund raising can reduce the overall cost of travel.

·       It can strengthen our rural community as a key enabler for attendance at cultural, social and leisure events.

·       Provide enhanced access to inaccessible medical and other more dispersed community support facilities (Clubs, libraries, shops).

The increasing disparity between rural and urban public transport services is an identified trend across the country and places an increased emphasis and importance on the work our bus association does.  England's rural communities are grappling with a bus provision conundrum that underscores a growing divide in accessibility, mobility, and social cohesion. It is no different in our area. 

Our Plan will define the scheme’s background, identify all the requirements for its efficient running and allocate individual responsibilities.  As ever, there will always be an element of overlap and flexibility! and like Chairmen before, I continue to be extremely grateful for the enthusiastic, friendly and selfless support that I get from our community volunteers.  This is what makes it work.👍

Our plan will cover:

Our mission, aims and objectives

·        

From these aims – our key tasks will be defined 

·        

Our organisational structure and how these tasks are to be met 

·        

 Our products, services and activities

·        

Our marketing, publicity and fund-raising activities

  DOWNDERRY & DISTRICT COMMUNITY BUS ASSOCIATION

BUSINESS PLAN 2025

MISSION 

 is to provide a safe, reliable, and targeted minibus service that meets the needs of communities in Seaton/Downderry and the surrounding area

Key Associated Aims

·       Sustainable 

·       Flexible and adaptable 

·       Focuses on identified community needs

·       Friendly, respectful, community focus – a ‘social enterprise’

·       Value for money

·       Adherence to legal and directed requirements 

CURRENT SITUATION

As highlighted at the end of 2024 AGM, the Association finds itself in a healthy state with a new minibus (Mercedes-Benz Sprinter 15-seater) and favourable financial balances and forecasts (Minutes and Annual Financial Statement available on request).  An enthusiastic and focused committee, supported by a variety of superb fund-raising initiatives, places the 2025 emphasis on maintaining the good work rather than any major requirement for overhaul and change.  No resting on our laurels though!

This plan will therefore focus on highlighting the key tasks to be maintained and defining where responsivities lie. New initiatives to improve management processes and take forward new ideas will be included.

TASKS - POLICY

Key Mandated Tasks for our Community Bus (this must be done).  

• Ensure Charity status is maintained.

• Operate under section 22 bus permit provided by the Traffic Commissioner:

o   Purchase appropriate insurance for bus, passengers and drivers.

o   Register the route and timetable with the Traffic Commissioner and display permit disk. 

o   Ensure the vehicle is built, adapted, maintained and certified to PSV standards. 

o   All profit-making proceeds are used directly to support scheduled services. 

o   Remains open to the general public. 

o   Drivers are to be qualified (Full D1 test if the licence is awarded after 31 December 1996, medically fit, DBS, safeguarding and MIDAS etc).

o   No more than 16 passengers to be carried, excluding driver.

o   Conduct risk assessments and Duty of Care responsibilities.

Implied Tasks for our Community Bus (up to us how we do these tasks)

• Develop management procedures to effectively support the end-to-end process of communicating the bus services, and then booking and delivering the service. 

• Actively seek volunteer members for association committee and driver duties.

• Develop and communicate a set of rules for bus passengers - bespoke to our bus.

• Develop robust and legal financial accounting and auditing procedures.

• Develop and support income generation methods and prove income supports a sustainable service.

• Develop additional procedures (over and above legal requirements) to ensure bus is clean and well maintained. 

• Assess and adopt new business support option as required (Webcam, card machine etc).

• Drivers are to be members of the Community Transport association (CTA).

• Circulate and adhere to Association Constitution.

MANAGEMENT PROCEDURES

Overall control and management of the scheme will be exercised by the Association Committee.  A formal meeting will be convened every 2 months with an AGM each year.  Ad hoc and sub-committee meetings will be held as required.  The Chairman is the custodian of the business plan and will provide leadership and direction to committee members to achieve the plan’s aims/tasks. All members will be volunteers.

Committee Responsibilities (to deliver the identified tasks)

A more detailed list of committee responsibilities to deliver on tasks/procedures is at Annex A.  The outline structure is as follows:

Procedural Guidance and Instructions

By way of a live and accessible calendar, procedures are to be in place to offer drivers’ options for filling scheduled journeys.  Once Scheduled, a weekly Duty Officer (DO) is to be appointed to oversee an efficient service and collect all funds.  Any driver issues are to be reported to the DO for action and weekly funds delivered to the treasurer. 

Committee members will decide on the best courses of action to deliver against their responsibilities although more detailed guidance instructions have been developed for:

·       Annex B - Driver Responsibilities (Including Break downs/accidents? Evac , fire etc…)

·       Annex C - Duty Officer Responsibilities

·       Annex D - Booking procedures and Timetable

SERVICES

When not in use, the bus is to remain parked at the Broads Yard, (Downderry) allocated parking slot. Outline current services are to include support for:

·       Scheduled Routes.     

o   On School days, pupils from the Downderry St Nicolas Primary School will be transported from Seaton bus stop to their school leaving at 0840hr.

o   Tuesday trip to Plymouth 0930-1500hrs.

o   Thursday trip to Liskeard 0930-1200hrs.

o   Monthly Looe trip – flexible timings.

·       Private Hire (PH)

o   Committee will assess PH requests, decide hire costs and reconcile timetable.

·       Excursions

o   Regular and ad hoc excursions for the benefit of the local community 

o   Committee will assess proposals and confirm timetable for community-based activities.  Costs are to mirror PH.

MARKETING

Marketing – promote and publicise the scheme

The committee will determine which Association information is to be made available to the public and ensure both the DASRA and Association websites and chosen social media outlets are up to date.  

Timetables, adverts and details of fund-raising events are to be publicised in the bus, on parish noticeboards, village halls, social venues, restaurants and appropriate websites and social media. 

The committee is to organise and support events that mark significant occasions and allow the public to meet the committee and drivers face to face where possible.

All committee members are to capitalise on any opportunity to advertise the Association’s services and identify potential future drivers and volunteers. 

 FUND RAISING

The Association benefits from, and will continue to support several well-established fund-raising activities:

• 300 Club.     A member of the 300 Club will have a permanent place on the Association Committee and integrate its fund-raising activities into Association business.

• Friends of the Bus (FotB).    Whilst not a formal committee itself, the FotB will be represented at committee meetings by a member (currently Bev Brighton) and its activities supported (Raffles, Quizzes, Socials)

• Ad Hoc.     All fund raising-initiatives will be welcomed and supported as resources allow.

• Excursion/PH.     Excursions/PH can prove a lucrative source of funds and will be marketed and supported as resources allow. 

• Scheduled Services.     With a focus on the Associations aims, pricing for scheduled services will be determined by the Association Committee.   

• Grants – Chairman will lead on application for grants – Personal, Council, DASRA and applications to Trusts/Foundations.

FINANCE

The Association is to elect a permanent treasurer to manage the Association’s finances (at the AGM).  They will plan and keep track of budgets within the Association, collect, deposit, and keep track of funds, write cheques, and provide financial reports to fellow committee members as requested.  They are to provide the Chairman with advice and accounting procedures and ensure funds are used in accordance with Association constitution. 

The treasurer should have the books audited by an independent accountant

TARGETS/PERFORMANCE

Through the treasurer, the committee will instigate a continuous progress chart towards the purchase of the next minibus.  Updates will be provided at committee meetings and AGM to demonstrate a steady income that meets funding targets. 

All scheduled cancellations are to be recorded and reasons recorded.  

BUSINESS SUPPORT DOCUMENTS

A document repository of standard business support documentation is to include:

• DO Weekly financial accounts 

• Passenger list 

• Driver journey sheets for

  • • Scheduled Services

    • Private Hire 

    • Excursion

• Seaton School Run charges

ANNEXES:

A.    Committee Responsibilities

B.   Driver Responsibilities

C.   Duty Officer Responsibilities

D.   Booking Procedures