MINIBUS HIRE POLICY GENERAL (September 2007)

INTRODUCTION

This handbook sets out the procedures, and terms and conditions for hiring the minibus operated by Milton Parish Council.

Our minibus hire service is only available to non-profit making community and voluntary groups in Milton and the surrounding area.

The minibus is operated under the Small Bus Permit legislation. Milton Community Minibus is the registered holder of a Small Bus Permit, and every hire is carried out under the terms of the Permit. This means that:

The minibus can only be hired by group members of Milton Community Minibus. An individual or a member of the general public cannot hire the minibus.
All hires take place in the name of Milton Community Minibus.
The minibus cannot be hired for activities (or as part of activities) that are profit making. This means that a private residential home, a private nursing home or a private nursery cannot hire the minibus.
Whilst on hire, the minibus can only be driven by someone who is on the Milton Community Minibus Register of Drivers.

In some circumstances organisations holding their own Small Bus Permit will be able to hire the minibus using their permit.

Subject to availability, the minibus may be hired by a group member on either a self-drive basis or a with-driver basis.

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 Milton Community Minibus

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:

Milton Community Minibus

The Milton Community Minibus Driver's Pack contains a copy of:

Milton Community Minibus

TERMS & CONDITIONS OF VEHICLE HIRE: GENERAL

Bookings for vehicle hires are only accepted from members of Milton Community Minibus. It is the responsibility of the member, not Milton Community Minibus, to ensure that bookings made in the name of the member are made by authorised personnel (e.g. by using an Order Form). A member is responsible for the payment of any hire, accepted in good faith by Milton Community Minibus, 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 30 days. Milton Community Minibus reserves the right to refuse bookings to any group whose account is overdue. Non-payment of invoices will result in loss of membership.
The invoice for any particular hire will be the responsibility of the hirer.
Drivers and passengers are not allowed to smoke in the Milton Community Minibus vehicle. Milton Community Minibus reserves the right to refuse hires from groups who persistently ignore this regulation, and reserves the right to levy a charge of £20.00 for clearing up debris caused by 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.
Milton Community Minibus reserves the right to ban a driver from the Milton Community Minibus should that person allow another person who has not been through the relevant Milton Community Minibus vehicle familiarisation and driver registration process to drive the Milton Community Minibus. In such circumstances, the driver(s) may be liable to prosecution.
Milton Community Minibus reserves the right to ban a driver from driving the Milton Community Minibus if there are reasonable grounds for believing that person knowingly failed to report any damage to, or accident involving, the Milton Community 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, Milton Community Minibus reserves the right to levy a charge of £8.00 per day for each day cancelled.
Should a group persistently cancel their bookings, Milton Community Minibus reserves the right to levy a charge of £8.00 per day for each day cancelled, regardless of the length of notice given for the cancellation.
Milton Community Minibus reserves 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 Milton Community Minibus.
In the event of cancellation or change to a booking by Milton Community Minibus, no liability can be accepted for any loss, financial or otherwise, arising from our failure to provide a vehicle, and Milton Community Minibus 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, Milton Community Minibus cannot be held responsible for any failure to inform you about any emergency or other problem associated with the hire: e.g. a breakdown on the way to the first pick-up.
In general, and subject to availability, a minibus can be booked for any period up to seven days. Bookings for longer periods may be accepted at the discretion of the Milton Community 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.
One-off bookings can be made over the telephone or, if you wish, in writing. Requests for regular bookings MUST be made in writing and should state dates, times, vehicle required, seating capacity, etc. 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.
With effect from 18^th September 2006 the Department for Transport introduced new car seat regulations. We are advised by the Community Transport Association that these regulations do NOT currently apply to minibuses. However the Milton Community Minibus committee 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 web site below for further information.

http://www.thinkroadsafety.gov.uk/campaigns/childcarseats/childcarseats.htm#01

Remember that young children are required to use appropriate seating. At present Milton Community Minibus does not provide baby carriers, child seats or booster cushions.

USE OF TOWBAR

If you wish to drive a minibus with a trailer attached you should first seek training in how to drive safely when towing. Towing a trailer requires training - particulary in the art of reversing.

A trailer should not cause the vehicle's Gross Train Weight to be exceeded. This is the maximum weight allowed for the minibus and its load, together with the trailer and its load and it represents the effective limit of the minibus braking system.

Further restrictions exist depending on whether using a braked or unbraked trailer with one or more axles. In addition, the tow bar fixing point and the strength of the trailer coupling will have maximum capabilities. Your trailer supplier should be able to make this clear.

Luggage needs to be positioned around the centre of the trailer. On some trailers, there is a manual load operating valve which adjusts the brake setting.

With the trailer in position and loaded it must still be possible to open the rear doors and exit from the vehicle.

The towbar should not be used without the prior consent of Milton Community Minibus.

Also read either Self Drive Hire or With Driver Hire policies