Lopez Community Land Trust Carshare Policy and Handbook ver. 2

Updated Dec 9, 2025

Throughout the document, Carshare refers to LCLT Carshare only

Lopez Community Land Trust

LCLT Contact Information:

Office: 360-468-3723

Email: Clauda at LCLT25@rockisland.com

MAILING address: PO Box 25, Lopez Island, WA 98261

PHYSICAL Address: 25 Tuatara Road, Lopez Island, WA 98261

Office Hours: Typically Monday-Friday, 9am-5pm

Table of Contents

1. Eligibility

1. Criteria
2. Authorized Drivers

2. Insurance & Damage

1. Insurance
2. Reporting and responsibility for damage

3. Treatment & Operation of Vehicles

1. Vehicle care
2. Misuse of vehicles
3. Maintenance schedule
4. Expectations
5. Charging the vehicle
6. Lost & found
7. Transporting pets
8. Add-on features

4. Membership & Billing

1. Membership options
2. Billing
3. Violations & tolls

5. Scheduling/Using LCLT Carshare

1. Requesting membership with the Carshare
2. Making a reservation
3. Cancelling a reservation
4. Accessing the car
5. Charging
6. Vehicle Specific Notes: Kia Niro EV Wind
7. Starting the car
8. Running late
9. Contacting other members
10. Returning the vehicle to the LCLT location (charge up)

6. Vehicle Tracking Notice and Release

7. Payments

8. Termination of your membership

1. Ending your membership
2. Revocation or suspension of membership
3. Cancellation of this agreement

9. Cancellation

10. Emergencies

Appendix A – Fees & Penalties

Appendix B – Membership Agreement

Lopez Community Land Trust Carshare and Policy

1. Eligibility

A. Criteria

The following criteria must be met in order to qualify as a member of the LCLT Carshare. In order to apply for membership, you must provide proof of the following:

– Valid WA state driver’s license

– 21 years of age or older

– Personal car insurance with a minimum of $300,000 liability per occurrence

– No at-fault accidents on record within three years of application to join the car-share

– Be a current LCLT member, in good standing with Lopez Community Land Trust*

*An authorized second driver may be approved only if accompanying a current carshare member, so long as all eligibility requirements above are met.

B. Authorized Drivers

Only those who meet the Eligibility Criteria are authorized to drive the vehicle.

Eligible drivers cannot lend a Carshare vehicle to anyone. The Carshare member who reserves the vehicle remains fully responsible throughout the reservation.

Lopez Community Land Trust reserves the right to add or change Eligibility Criteria. Members shall be informed of changes in a timely manner, and the full force of the Carshare agreements shall be in effect.

2. Insurance & Damage

A. Insurance

– Member must provide proof of personal car insurance with a minimum of $300,000 liability per occurrence.

– As the owner of the car, LCLT must carry car insurance of at least a $1,000,000 liability per occurrence.

– Members are responsible for any out-of-pocket expenses that occur due to at-fault accidents, provided the insurance does not cover the costs. 

AAA membership is provided through LCLT and the card is in the vehicle, and each member is encouraged to have their own coverage as well.

B. Reporting and responsibility for damage

Before you begin and end each trip, please be sure to check the vehicle inside and out for dents, scrapes, and other damage. If you notice any damage, please refer to the Damage Sheet stored in the glove box – all previously reported damage should be marked on the Damage Sheet, indicating that LCLT is already aware of it. Prior to leaving, please record any new or unreported damage (i.e., damage not already marked on the Damage Sheet). If you fail to report damage to a vehicle, you may be held responsible and/or fined. For non-urgent vehicle issues, such as cleanliness, odors, low charge levels, and missing items, please contact our office as soon as possible during or after your reservation. You may leave a voicemail at our office or send an email to report non-emergency problems with the car. Please always remember to provide your full name and a detailed description of the problem you are reporting. Contact information will be in the car and on your signed agreement.

3. Treatment & Operation of Vehicles

A. Vehicle care

As a Carshare member, you agree to treat Carshare vehicles with respect and care. Our Carshare depends on mutual trust and care of a shared resource. Any misuse of Carshare vehicles will be grounds for fines, suspension, or termination of your membership.

Generally speaking:

• Operate the vehicle according to the operator’s manual located in the vehicle’s glove box, and according to the policies set forth in this booklet.
• Pets may only be transported in proper pet carriers. Please review the section on Transporting Pets for details.
• Smoking/vaping etc. is prohibited in Carshare vehicles.
• Please remove your belongings and all trash from the vehicles.

B. Misuse of vehicles

Carshare members may not, under any circumstances, use Carshare vehicles under the following conditions. Members who misuse any Carshare vehicle may have their membership terminated, be assessed appropriate fees, and will be responsible for paying the full costs of any damage or losses at their own expense. Below is a list of some actions that are strictly forbidden:

• Allowing someone who is not an approved Carshare member to operate the car.
• Using a Carshare vehicle for any illegal purpose.
• Driving while under the influence of any intoxicating substance.
• Driving in any race, test, or competition.
• Driving in a careless or negligent manner.
• Carrying persons or property for hire (i.e., taxi or parcel delivery service).
• Using a Carshare vehicle if it has been obtained from Carshare by fraud or misrepresentation.
• Using a Carshare vehicle for off-road driving (i.e., vehicles may only be driven on maintained roads, lanes, or driveways).
• Using the Carshare vehicle for commercial use.
• Loading a vehicle beyond its rated capacity or with more passengers than the vehicle has seat belts for.
• Taking the Carshare outside the continental United States or Canada.
• Towing or pushing anything, unless pre-approved and according to the manufacturer’s instructions.
• Using a Carshare vehicle without a reservation or outside your reservation time.
• Operating a Carshare vehicle without a valid driver’s license or insurance. It is your responsibility to inform LCLT when your license expires or is suspended.

We take the above violations extremely seriously. If you use a Carshare vehicle in any of the above unauthorized manner:

• You will be subjected to fines and other applicable fees.
• You will waive your right to Carshare insurance and be held personally responsible for the cost of any damages or loss arising from your misuse.
• We reserve the right to notify law enforcement if we believe a vehicle has been taken without a reservation or by a non-member as if it has been stolen.
• You release and discharge LCLT Carshare from, and indemnify, defend, and hold us harmless against any liability arising from your actions.

C. Maintenance schedule

On a regular basis, and as recommended by the vehicle manufacturer, time periods may be blocked out and unavailable for scheduling for regular vehicle maintenance.

D. Expectations

Keep to the rule LNT – “Leave No Trace.” Please be mindful that this is a shared resource; be sure to check the vehicle prior to use, and afterwards.

E. Charging the vehicle

It is your responsibility to make sure that the EV is properly plugged in and charging after you have returned the car, and ensure it is appropriately charged for the duration of your reserved time.

F. Lost & found

Carshare is not responsible for any personal belongings left in or on top of the vehicles. If items are found in a car, they may be held for up to thirty days at the LCLT office. You may contact LCLT to inquire.

Carshare is not responsible for any loss of, or damage to, any goods in or on the vehicle.

G. Transporting pets

If you transport a pet, it must be noted on your reservation. All animals must be in carriers, no matter their size. LCLT Carshare reserves the right to deny pet transport. Failing to use a carrier, and/or leaving pet evidence (e.g. fur, paw prints, nose smudges) will result in fees and possible termination of membership. As with other damages, please record your findings as per the agreement.

H. Add-on features

LCLT Carshare may purchase add-on features, such as a garbage can hauling attachment, trailer, bicycle, or roof racks. Add-ons will be at LCLT’s discretion. LCLT has installed a trailer hitch and purchased a cargo carrier with a maximum weight of 500lbs.

4. Membership & Billing

A. Membership options

Contact LCLT for the most up-to-date membership, billing, and penalty costs.

B. Billing

Each pre-approved driver must make a pre-payment to LCLT prior to use. At the end of each calendar year, a full accounting will be done, and each member will be alerted as to additional charges or refunds, or roll-overs.

C. Violations & tolls

Drivers are responsible for paying all fees and tolls associated with their specific use. If you know you have driven across a toll, we request you notify LCLT Carshare so we can add it to your account. If LCLT receives notice of a toll and you have not told us you went through a toll, we will refer back to the reservation schedule and will charge you for the toll and have the right to charge an additional fee.

Traffic tickets. If you get a traffic or parking ticket while using a Carshare vehicle, it is your responsibility to pay it promptly. If we receive notice that a parking ticket has not been paid, LCLT will take action.

Additional penalties, contact LCLT for up-to-date information.

5. Scheduling/Using LCLT Carshare

A. Requesting membership with the Carshare

Contact LCLT for membership registration.

To apply for membership in the LCLT Carshare, download the LCLT Carshare app from the Apple App Store or Google Play, sign up, and verify your identity. Then schedule a time to complete the in-person portion of registration at the LCLT office. If you do not have a smartphone, contact LCLT directly for registration.

B. Making a reservation

To make a reservation for the Carshare, follow the instructions given to you at the time of member approval with the Carshare. Reservations are made via the LCLT Carshare website or app. Members must make a reservation to use the Carshare vehicle.

C. Cancelling a reservation

You may cancel a reservation before it starts or shorten a reservation that has already begun.

D. Accessing the car

Access to the LCLT Carshare vehicle is granted by LCLT discretion, such as at the time of membership training. Each member will receive an access code unique to them to access the vehicle key. This code may not be shared with others, and the user is responsible for ensuring others do not access the key via their unique code.

1. Charging
   The LCLT charging station is a level 2 charger. It may take up to 10 hours for the vehicle to 80% charge on a Level 2 Charger. It is essential to plug the vehicle in immediately after use. LCLT has set charging not to exceed 80% as the primary setting on the vehicle. The maximum may be changed to 100% for long road trips.

On the car navigation, you can look to find where the nearest charging station is located. Each charging station will say either “AC” (Level 2 slower chargers) or “DC” (Level 3 faster chargers).

Prior to taking a trip, make sure to have your charge points located and try to find out if they are in working order.

C. Vehicle Specific Notes: Kia Niro EV Wind

Link to reference vehicle book

Below are tips on how to help reduce energy consumption:

• Keep your vehicle in good condition with regular maintenance
• Don’t “ride” the brake pedal
• Drive at a moderate speed, accelerating smoothly and at a moderate rate
• Keep tires inflated to the recommended pressure
• Travel lightly, without carrying unnecessary weight in your vehicle
• Ensure wheels are aligned correctly
• Avoid placing large or heavy items on roof racks
• Avoid hilly, winding, or poorly maintained roads

F. Starting the car

Prior to your first use LCLT will demonstrate basics such as: starting the car, adjusting settings prior to each trip, using reverse, and drive. Once you stop and park the car the parking brake automatically is set if “auto hold” is activated.

G. Running late

If you are running late, go to the app or website and schedule additional time. If you’re unable to extend your reservation because someone else has a reservation immediately following yours, contact the next user and LCLT immediately.

If you are late, you may be charged late fees and for your additional time with the vehicle, as well as costs incurred to accommodate the other member(s) inconvenience. Please keep in mind that continuous or excessive lateness affects the reliability of our service and may result in the termination of your membership.

H. Contacting other members

It is highly encouraged to sign a release form to allow other Carshare members to contact you. On the carsharing website and app there will be an area to make notes for other members. It will be required to note if your trip is going off of the island, as this may impact the next driver especially considering ferries or other things beyond your control. We encourage a friendly, communicative, sharing environment.

I. Returning the vehicle to the LCLT location (charge up)

At the end of the reservation, the vehicle must be returned to the designated Carshare location located at 25 Tuatara Road.

• Turn the vehicle off
• Make sure headlights and interior lights are turned off
• Remove any trash, wipe up spills, and check for personal belongings. The LCLT Carshare is not responsible for items left in the vehicle.
• Plug the vehicle into the charger
• Lock the car
• Return the vehicle key back to the designated lock box

6. Vehicle Tracking Notice and Release

The CarShare vehicle is equipped with a Global Positioning System and related hardware that

allows CarShare to track a vehicle’s location and monitor other essential functions, such as

battery level, lock status, and ignition status. You authorize CarShare to use this data

to facilitate operations for our members. CarShare agrees to keep this telematic and location

data confidential and not to share it with any third parties except in the instance of a specific

request from law enforcement.

7. Payments

All CarShare users are required to submit payment promptly upon receipt of their monthly invoice. Invoices are issued at the beginning of each billing cycle and reflect all usage charges incurred during the prior month. Payment is due immediately unless otherwise specified in writing.

Invoices totaling less than $20 will be automatically rolled over to the next billing cycle, with the exception of the final cycle of each calendar year, during which all outstanding balances—regardless of amount—will be invoiced and due.

Accounts not paid in a timely manner may be subject to suspension of CarShare privileges, late fees, or additional administrative action (e.g., termination of membership). It is the user’s responsibility to ensure that current billing information is on file (i.e., current email address) and that payments are submitted by the stated due date.

8. Termination of your membership

a. Ending your membership

If you’d like to end your membership, please contact us at (360) 468-3723 or lcltcarshare@rockisland.com. You will need to return your access card to us in person if you have one. Please include a note indicating your reasons for leaving, your forwarding address, and any comments you’d like to share regarding our service. Please return your access card within 30 days of letting us know you’d like to quit. There is a $5 fee for not returning your access card within that time frame.

b. Revocation or suspension of membership

Subject to all its other rights and recourses, the CarShare may, at any time, cancel an individual’s Membership if the Member fails to pay any sum due as outlined in the Member Policies Handbook. Subject to all its other rights and recourses, CarShare may, at any time, without further notice or official notification and by simple notification, cancel an individual’s Membership if the Member does not comply with any terms or conditions specified in the Member Policies Handbook or, if the Member’s actions, state of health, or driving record, are counter to Carshare’s interests. In case of cancellation, the Member agrees to immediately return any article belonging to LCLT that they might have in their possession. Moreover, the Member agrees to pay any collection fees, if any, necessary to recover any amounts due under this Contract or the Rules and Regulations.

c. Cancellation of this agreement

The Agreement shall be automatically and immediately cancelled, without notice, on the death of the Member, or within five (5) days’ notice by letter, email, phone call, or phone message from CarShare to the member if the member is not paying their debts, as such debts generally become due, or if the member is convicted of a driving-related offense.

9. Cancellation

Subject to all its other rights and recourses, LCLT Carshare may, at any time, cancel the Contract if the Member fails to pay any sum due under the Contract or the Rules and Regulations.

Subject to all its other rights and recourses, LCLT Carshare may, at any time, without further notice or official notification and by simple notification, cancel the Contract if the Member does not comply with any term or condition specified in the Contract or the Rules and Regulations or, if the Member’s actions, state of health, or driving record, are counter to LCLT Carshare’s interests.

In case of cancellation, the Member agrees to immediately return any article belonging to LCLT Carshare that they might have in their possession. Moreover, the Member agrees to pay any collection fees, if any, necessary to recover any amounts due under this Contract or the Rules and Regulations.

The Contract shall be automatically and immediately cancelled, without notice, on the death of the Member.

10. Emergencies

In case of vehicle accident or emergency, call 911. As noted in the damages section, be sure to contact LCLT promptly following vehicle accident.

Appendix A – Fees & Penalties

Membership fee: $60 annually

Mileage fee: $0.20 per mile

Late payment fee: $25

Pet damage fee: $200

Appendix B – Membership Agreement

By signing this agreement, you are accepting the conditions set forth in the CarShare Policies Handbook.

1. You agree to pay Carshare any penalties as set out in this Agreement.
2. Carshare reserves the right to cancel a member’s contract in addition to levying the aforementioned penalties if such member fails to comply with any of the terms and conditions in the Agreement.
3. Carshare reserves the right to amend the terms and conditions of the Fee Schedule from time to time as it sees fit or necessary, without prior notice.
4. Every Member must possess a valid Washington State driver’s license. If a new license must be obtained to meet this obligation, the new license information must be submitted promptly to our office.
5. The Fees and Penalties schedule outlines the possible fees and penalties members may be responsible for if they violate our policies. All fees will appear on your invoice. For all serious infractions, you agree to waive all Carshare insurance and accept sole responsibility for any and all associated damage and liability loss. Your membership is subject to immediate termination.

By signing below, you (the Member) represent that the information in your CarShare onboarding is complete and correct in all respects, and you authorize CarShare (or its designees) to check such information, including, without limitation, the undersigned’s driving record. You further authorize CarShare to charge to Member any fees, penalties, and other charges due hereunder. Finally, you agree and accept all of the terms contained in this Membership Handbook.