Note: Minibus hire is only for Scout Groups within West Mercia County, if you reside outside your request will be denied.

West Mercia Scouts – P06 (NOVEMBER 2021)

West Mercia Scouts – MINIBUS POLICY RK57 XDB (Internal Use)

The West Mercia Scouts Minibus is a valuable resource, which is available to all Groups/Units to help provide transport/access to activities, camps and courses. It is essential that all users of this resource are aware of all legal and procedural responsibilities for its use.
The logistics of both transfer and return will be discussed at the time of booking; it may mean the user may have to receive the minibus prior to required date, so they may have to consider where the minibus can be safely stored.
Eligibility to drive the West Mercia Scouts Minibus.

• Drivers must be between 25 and 70 years of age and hold a full clean UK driving license. Note: if the license was gained prior to 1 January 1997, you will have a Category ‘A’ qualification (which includes driving a minibus for no hire or reward) and if the license was gained after that date, you will need Category ‘D1’ (Passenger Carrying Vehicle) on your license and may need to take an additional driving test.
• Drivers must have held their license for a minimum of 2 years, regardless of age.
• Drivers over the age of 70 may drive the minibus as long as an annual declaration form has been sent to the insurers and approved prior to driving.

All users of the minibus must comply with the following procedures.

• Meet eligibility requirements as above.
• Book the minibus via the form at minibus@westmerciascouts.org.uk
  at least 4 weeks prior to proposed required date (to allow transfer of minibus). Confirmation or decline of booking will be made within 3 working days. Please think of the transfer logistics and allow plenty of time to sort, the more notice the better.
• Before every use, the driver should send to minibus@westmerciascouts.org.uk a check code which can be obtained at https://www.gov.uk/view-driving-licence. The code must be sent to the email address above, along with the last 8 characters from their driving license. Upon receipt and acceptance, a confirmation email will be sent, drivers must not use the bus without this consent.
• Fill out the minibus logbook (located in the minibus) for every journey.
• On return of the minibus, the fuel tank must be showing as full.
• Return the minibus in a clean condition, inside and out.
• All Adults where required must have a valid Disclosure and Barring Services check in place prior to the usage.
• A section 19 permit is required for all users and displayed inside the front windscreen of the minibus at all times. For further details and to obtain a permit, see here Section 19 Minibus permits | Scouts

Insurance MOT & Breakdown Policy Details

The Insurance and Breakdown Policy and the MOT Certificate can be found with the record/ logbook in the front of the minibus. Telephone numbers are available in the Policy but are also in the front of the logbook.

To make a claim or report breakdown call 0800 3891708 quoting insurance policy number (which can be found in the minibus log) and minibus registration RK57 XDB

Damage caused to the minibus will normally be remedied by claiming against the insurance policy. A COMPULSORY Excess fee (£150 VEHICLE/£60 for windscreen) is payable under the policy.

Any damage not requiring breakdown assistance or immediate repair, must be reported as soon as possible but no later than 48 hours after the damage is caused, to Headquarters, Tel 01902 452660 or email minibus@westmerciascouts.org.uk. It must also be reported at the back of the logbook.

Donations for using the minibus

A minimum donation of £20 per evening, £30 per day, £55 per weekend (pick up Friday after 3pm drop back before 10pm Sunday) or £150 per week, is requested for the use of the minibus and is payable prior to use (cheques to be made payable to ‘West Mercia Scout County’ or if a BACS payment is preferred, please contact us to make the arrangements). Fuel is also payable by the user (fuel tank to be full on collection and return).

Maintenance/Insurance/MOT

Overall responsibility for the minibus is with West Mercia Scouts Finance Committee, the Finance Committee will, ensure Insurance/Road Tax/MOT/Breakdown and any required services / repairs are up to date. However, it is the responsibility of each driver to carry out the following

• Minor checks of oil, water, tyres etc. – remembering the driver will be held legally responsible for driving with any defect.
• Visual check of exterior and interior of vehicle, noting any issues in the back of the logbook and reporting these to HQ after use

In the event of an accident

• Insurance details should be swapped with the third party as soon as possible. However, NO LIABILITY should be admitted
• Where safe and reasonable to do so, passengers should be removed from the vehicle and taken to a safe area away from accident site, where they should be fully supervised. Adults are to wear Hi-Viz waistcoats/jacket whilst vehicle is parked at the roadside or awaiting any breakdown assistance
• A visual check of the vehicle should be undertaken before the journey resumes
• If the vehicle is not roadworthy the driver should contact the Breakdown Service.

In the event of a breakdown

• The reporting number can be found on the inside front cover of the logbook.
• Where safe and reasonable to do so, passengers should be removed from the vehicle and taken to a safe area away from accident site, where they should be fully supervised.

Health and Safety of Drivers and Passengers

The named driver should state the following to passengers before the commencement of the journey

• Seatbelts must be worn at all times. This is a legal requirement (It is the driver’s responsibility to check this).
• Everyone should remain seated at all times until the vehicle is at a safe stopping place or venue
• Which entry and exit doors should be used.
• Gangways and doorways are to be kept clear at all times. Bags should be kept on laps or stored under seats securely.

Other considerations

• If at any time a passenger distracts the driver(s) he/she should stop the minibus until the passenger(s) are settled
• Where possible park the bus with the side doors to the kerb, if this is not possible passengers should remain seated until they can be safely supervised off the minibus.
• It is essential that all drivers of the minibus have sufficient rest prior to undertaking a journey.
• Drivers should remember that prescribed medication or over the counter medications may affect their ability to drive.
• On no account should you drive the minibus if you have had any alcohol within the past 12 hours, remembering that you could be over the limit the morning after drinking alcohol.
• Drivers should not drive for longer than 2 hours without taking a break for at least 15 minutes. Remember tiredness kills.

This policy is fully supported by the County Executive Committee. The policy will be monitored and reviewed annually.

This policy is to be followed in full when using the minibus. Anyone found to be in breach of any of the above will not be allowed to use the minibus in the future.
Further details on minibus driving can be found at https://www.gov.uk/driving-a-minibus

Download this document: P06-Mini-Bus-Policy-2022