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Our Minibus

If you need transport for up to 17 people (inc. driver) and have a driver with D1 category entitlement on their licence, then we may have the solution for you…

Our 2005 registered vehicle is comprehensively insured for any Scout, Guide, community or educational group to use for social, domestic or pleasure purposes. All you need is a driver that qualifies, complete the forms and it’s all yours for your event.

Use it for one, two or three sessions, or keep it over night. Choose from our extremely competitive session rates to fit your needs, or contact us if you need something a little different. We’ll do what we can to accommodate.

Minibus Tariff

Session 1 8am - 1pm £20
Sesison 2 1pm - 6pm £20
Sesison 3 6pm - 11pm £20
Session 4 11pm - 8am £35
PLUS:    
Mileage £ per mile  
All miles £0.45  
     

*Please note: The trustees reserve the right to change session rates & mileage at any time.

Minibus Booking

Thank you for considering booking our minibus. Below is our availability calendar and booking system. Please check your dates are available and then select the session start and finish time that you require.

Session times are:

08:00 – 13:00

13:00 – 18:00

18:00 – 23:00

23:00 – 08:00

Please check the tariff page for current charges for each session.

Once you have completed your booking, our team will contact you with details of registering your driver and pick up/return of the vehicle. If you need more that a session/day hire, please contact us directly to discuss your needs.

Group Minibus Policy

MINIBUS HIRE POLICY

June 2012

INTRODUCTION

This policy sets out the procedures, and terms and conditions for hiring the minibus owned and operated by the 11th Folkestone Scout Group.

Our minibus hire service is only available to non-profit making community and voluntary groups in Folkestone and the surrounding area who hold a valid Section 19 Permit (this includes state & private educational establishments).

The minibus is operated under the Small Bus Permit legislation.

It is important to realise we cannot guarantee that a member will be able to make all the bookings they would like.

MINIBUS

The minibus is fitted with removable seats to provide for additional space. These can only be removed and replaced by a person authorised by 11th Folkestone Scout Group for the use of wheelchair access.

The saloon seats are fitted with inertia reel restraint systems. Passengers must use the available restraint systems at all times, unless they hold a medical exemption certificate.

The maximum seating capacity (including the driver) is 17.

The minibus is equipped with:

A first aid kit
A fire extinguisher
A de-icer and scraper
Warning triangle
Torch
High visibility waistcoat
The 11th Folkestone Scout Group Minibus Driver’s Pack

The 11th Folkestone Scout Group Minibus Driver’s Pack contains a copy of:

Minibus Information Card.
Minibus Hire Policy.
Mileage & Pre Drive Checklist form (to be returned at the end of the hire).
Fuel Card

TERMS & CONDITIONS OF VEHICLE HIRE:

GENERAL

Drivers and passengers are not allowed to smoke in the vehicle. 11th Folkestone Scout Group reserve the right to refuse hires from groups who ignore this law, and reserves the right to levy a charge of £50.00 for clearing up debris/de-smoking the vehicle as a result of smoking.

Vehicles must be returned in a clean and tidy condition: all rubbish must be removed from the vehicle before the end of the hire. Failure to do so may result in a £20.00 surcharge being added to the hirer’s invoice.

Only those drivers authorised by the 11th Folkestone Scout Group’s minibus coordinator (the named holder of the insurance) may drive the vehicle. Trustees’ reserve the right to ban a driver from driving the minibus should that person allow another person who has not been through the relevant driver registration process to drive the Minibus. In such circumstances, the driver(s) may be liable to prosecution.

11th Folkestone Scout Group reserve the right to ban a driver from driving the Minibus if there are reasonable grounds for believing that person knowingly failed to report any damage to, or accident involving, the Minibus whilst it was in their care (i.e. during a hire).

Should a group fail to turn up for a booked hire, or give little or no notice of cancelling their hire, 11th Folkestone Scout Group reserve the right to levy a charge of one session (at the current rate) for each day cancelled.

Should a group persistently cancel their bookings, 11th Folkestone Scout Group reserve the right to levy a charge of one session per day for each day cancelled, regardless of the length of notice given for the cancellation.

11th Folkestone Scout Group reserve the right to reject, cancel or vary any booking if the purpose for which the vehicle is to be used is inconsistent with the aims, objectives or rules of 11th Folkestone Scout Group Minibus.

In the event of cancellation or change to a booking by 11th Folkestone Scout Group, no liability can be accepted for any loss, financial or otherwise, arising from our failure to provide a vehicle, and 11th Folkestone Scout Group cannot be held responsible for breach of contract in such circumstances.

Drivers should ensure that ALL doors are unlocked before allowing passengers to board the minibus.

You MUST be able to provide a contact telephone number that will be manned during the time of the hire. This is especially important for hires outside normal office hours. If you do not provide such a telephone number, 11th Folkestone Scout Group cannot be held responsible for any failure to inform you about any emergency or other problem associated with the hire.

Any fines during self-drive hires resulting from illegal parking (including misuse of a Blue Badge) will be passed onto, and are the responsibility of, the hirer. 11th Folkestone Scout Group reserve the right to make payment and then recover any amount from the hirer, using outside agencies where appropriate. The hirer is responsible for any charges (tolls, congestion charge(s), etc…) arising through the use of the vehicle.

Any prosecution of a driver arising from the use of 11th Folkestone Scout Group Minibus will be the responsibility of the hirer and/or driver. This includes any charges against a driver arising from vehicle defects.

Drivers must not drive whilst under the influence of drugs or alcohol.

Drivers must not indulge in dangerous driving, or abuse the vehicle.

Drivers must inspect the vehicle before and after each hire, and note down any damage or fault on the log sheet.

The hirer is responsible for maintaining correct oil and water levels, and correct tyre pressures, during the period of the hire.

The hirer may be liable for the cost of replacing a tyre if it is damaged beyond repair due to kerbing, or being driven on whilst it is flat or punctured.

The minibus must be returned no later than the previously booked time. Should an unauthorised late return of a vehicle result in another group being unable to hire the vehicle at the time they booked, any resultant financial liability may be passed on to the first group. Wilfully keeping a vehicle beyond the booked time can be construed as taking the vehicle without the owner’s consent. In such cases, 11th Folkestone Scout Group reserve the right to take any appropriate action to recover the vehicle.

11th Folkestone Scout Group reserve the right to levy an additional surcharge of £10.00 per hour (or part thereof) in the event of an unauthorised late return of a vehicle.

11th Folkestone Scout Group reserves the right to refuse hirer requests from groups who are persistently late in returning vehicles.

Receipts for fuel, oil or minor repairs incurred during the hire must be returned to the 11th Folkestone Scout Group Minibus coordinator, together with the log sheet and vehicle keys. Failure to do so will result in these costs NOT being deducted from the invoice.

Any accident or damage to the vehicle must be notified to 11th Folkestone Scout Group as soon as possible.

Engine damage resulting from the wrong type of fuel being used while on hire will be the responsibility of the hirer, who will have to pay the full repair costs.

Drivers should remember that speed limits for minibuses are not the same as those for cars.

The limits are as follows:
Speed Limit (mph)

Built up areas* (where no lower limit applies)
30

Single carriage way roads (where no lower limit applies)
50

Dual carriageways (where no lower limit applies)
60

Motorways (where no lower limit applies)
60

(speed limiter fitted)

Motorways (when towing a trailer) (where no lower limit applies)
60

*The 30 mph limit usually applies to all traffic on all roads with street lighting unless signs show otherwise. For more details, refer to the Highway Code.

The law takes priority over any information contained within this policy.

SMALL BUS PERMIT OPERATION

The minibus can only be operated by authorised officials of organisations holding a valid Section 19 Permit.

REGISTER OF DRIVERS

Anyone driving the 11th Folkestone Scout Group Minibus must be on the 11th Folkestone Scout Group Minibus Register of Drivers.

Entitlement to drive the 11th Folkestone Scout Group Minibus is partly determined by the date when a driver passed his/her UK manual car driving test. Drivers who passed the test before 1 January 1997 have an automatic entitlement (until the age of 70) to drive a minibus with 9-16 passenger seats. The old style of driving licence will show a driving entitlement of category A (cars). The new style of driving licence will show category B (cars) and D1 (9-16 passenger seat minibuses).

Drivers who passed the test after 31 December 1996 are required to pass a further driving test in order to gain entitlement to drive a minibus with 9-16 passenger seats (category D or D1 on the new style driving licence).

However, under certain circumstances, a driver may drive such a vehicle without the need for such a test.

These circumstances are that:

The driver has held a full driving licence, with entitlement to drive a car (category B), for at least two years.
The minibus is used for social purposes by a non-commercial body.
The driver is providing his/her services on a voluntary basis (i.e. unpaid except for reimbursement of expenses).
The gross (i.e. laden) weight of the minibus is not over 3.5 tonnes (or 4.25 tonnes if the vehicle has a passenger lift and is capable of carrying people with disabilities). Unfortunately our current vehicle is 3.9 tonnes unloaded, and without a disabled access lift which makes it illegal for a driver under this scheme to drive the vehicle with passengers.
No trailer is towed.

A driver who wishes to drive under the above exemptions will be required to sign a statement certifying that s/he meets the requirements set out above.

When a driver reaches the age of 70, entitlement to drive a minibus with 9-16 passengers is lost unless s/he passes a medical.

In addition, a driver must:

Be between the ages of 25 and 70.
Complete and sign the 11th Folkestone Scout Group’s Driver’s registration form [DR1]
Provide a photocopy of the driver’s driving licence which will be attached to this form.
Be able to answer “NO” to the following questions:
Have you had any convictions within the last 5 years, or do you have any prosecutions pending?
Have you had an accident whilst driving a motor vehicle in the last 3 years?
Has any period of a ban from driving been operative within the last 5 years? Has any company or underwriter ever declined, cancelled or refused to renew any motor insurance, or increased the premium or policy excess, or imposed special conditions?

And provide details about any medical condition, or medical history (whether physical or mental, including defective vision not corrected by glasses or hearing loss not corrected by a hearing aid) that may affect his/her ability to drive a minibus. In addition, details about any medication that is currently being taken, including dosage, should also be provided.

11th Folkestone Scout Group reserve the right to refuse any driver that they believe may be unsuitable. Copies of driving licences will be held securely, along with the competed DR1 in compliance with the Group’s Data Collection & Destruction Policy (copies of which are available on request).

It is a requirement of hire that all drivers undertake MiDAS training or hold a D category entitlement on their driving licence (new sytle).

MiDAS is the UK national standard for the assessment and training of minibus drivers. For more details, please see the Community Transport Association web site.

INSURANCE

The Group Minibus is driven under insurance arranged by 11th Folkestone Scout Group.

Insurance cover may be invalidated if any of the information contained on the Driver Registration form [DR1] is subsequently found to be false or inaccurate.

Any material changes to the information on a driver’s licence must be notified to 11th Folkestone Scout Group before that person next drives the minibus.

Similarly, should a driver have an accident whilst driving any motor vehicle after his/her name is entered on the Register of Drivers that fact must be disclosed to 11th Folkestone Scout Group before that person next drives the Group Minibus.

11th Folkestone Scout Group reserve the right to remove a person from the Register of Drivers if:

That person is involved in a serious own-fault accident.
That person has more than one minor own-fault accident in any 12 month period.
In all such cases, 11th Folkestone Scout Group shall be the sole arbiter when determining whether an accident is serious or of a minor nature.

11th Folkestone Scout Group may, at their discretion, accept a driver who has current endorsements on his/her licence. However any additional excess that may be charged by the insurers will be payable by the hirer, should a claim arise.

In the event of an accident, the hirer will be liable for any insurance excess payable.

The minibus must not be used for the carriage of goods.

Should a driver provide false or inaccurate information at the time of registering with 11th Folkestone Scout Group, and insurance cover is consequently invalidated, 11th Folkestone Scout Group reserve the right to take legal action against the relevant parties.

Drivers must notify 11th Folkestone Scout Group of any changes in the circumstances relating to their driving licence (including changes in health) that occur after they have completed the DR1 form.

PASSENGER SAFETY

It is the hirer’s responsibility to assess each passenger’s ability to use the steps when boarding or alighting from the minibus. Similarly, it is the hirer’s responsibility (where applicable) to assess each passenger’s ability to transfer safely from a wheelchair to a seat in the minibus, and from such a seat to a wheelchair.

CHILDREN

It is a requirement that all children (up to 16 years) wear seatbelts. Remember that young children are required to use appropriate seating. 11th Folkestone Scout Group do not provide baby carriers, child seats or booster cushions.

If your group is a voluntary child care organisation and your driver (either paid or unpaid) is likely to have substantial unsupervised access to children whilst driving the minibus (i.e. you will not be providing at least one other adult passenger), you are recommended to consider requesting the Criminal Record Office to provide you with information about that person under the Criminal Conviction Information Scheme.

With effect from 18th September 2006 the Department for Transport introduced new car seat regulations. The Community Transport Association advises us that these regulations do NOT currently apply to minibuses. However the 11th Folkestone Scout Group Board of Trustees’ recommend the use of an appropriate child seat where the child is up to 135cm in height or under 12 years of age. Please see the DTI web site for further information. The current Group minibus has seat belts with adjustable straps to enable the belt to fit children appropriately.

MAKING A BOOKING

In general, and subject to availability, the minibus can be booked for any period up to seven days. Bookings for longer periods may be accepted at the discretion of the 11th Folkestone Scout Group Minibus co-ordinator.

Should you wish to renew a block of regular bookings, please do so in writing: we do not issue reminders when such bookings are about to expire. We try to maximise the opportunities for members to make their bookings: therefore, renewals of regular bookings cannot be guaranteed.

Regular bookings for a vehicle can be made in blocks of up to three months, and can be booked up to four weeks in advance.

Bookings for vehicle hires are only accepted from organisations that hold a valid Section 19 Permit. It is the responsibility of the organisation, not 11th Folkestone Scout Group, to ensure that bookings made in the name of the organisation are made by authorised personnel.

The organisation is responsible for the payment of any hire, accepted in good faith by 11th Folkestone Scout Group, booked in its name.

All accounts must be paid promptly. Invoices are sent out at the end of each calendar month (unless otherwise agreed), and must be paid within 14 days. 11th Folkestone Scout Group reserve the right to refuse bookings to any group whose account is overdue.

The invoice for any particular hire will be the responsibility of the hirer.

Bookings are subject to vehicle availability. One-off bookings should be made via our website (www.11thfolkestonescouts.org.uk/minibus), although they can be made over the telephone or, if you wish, in writing.

It is important that careful consideration is given to the times for which you wish to hire the vehicle, especially the return time. This is to ensure that you have the vehicle long enough to complete your journey, but also that you do not keep it unnecessarily when other groups could be using it. If, for example, you have booked a vehicle until 5.00 p.m., then it must be returned by this time as another group may be waiting to start an evening hire. Furthermore, the vehicle may require to be fuelled, or seats may need to be removed/replaced. If you think you may be unavoidably delayed in returning the vehicle, please telephone the 11th Folkestone Scout Group Minibus co-ordinator.

Wilfully keeping a vehicle longer than the pre-booked return time will render the hirer liable to financial (or other) penalties. When there is an accident or breakdown, this does not apply.

VEHICLE BREAKDOWNS

A Breakdown Organisation covers the Group Minibus. This includes “Home Start” and “Recovery”. The MiDAS Minibus Driver’s Handbook contains general details about what to do in the event of a breakdown or accident. More specific information is provided on the Minibus Information Card.

OFF-ROAD USE

The 11th Folkestone Scout Group Minibus should not be driven “off-road”. If a driver causes loss or damage to the Minibus by going “off-road”, the costs of any necessary repairs will become the hirer’s responsibility.

HIRE CHARGES

Please see separate tariff details for current rates.