1. Purpose and Scope
1.1 325th Birmingham (Billesley) Scout Group is committed to ensuring that its minibus is hired and operated safely, responsibly and in accordance with all applicable legislation, insurance requirements and The Scout Association’s policies and procedures.
1.2 The purpose of this policy is to establish the arrangements and requirements for the hiring and use of the Group’s minibus.
1.3 This policy applies to all individuals, organisations, charities, schools, community groups and other bodies who hire or use the Group’s minibus.
1.4 This policy applies throughout the entire period of a booking, including the collection, use and return of the minibus.
1.5 Where the minibus is being used for a Scout activity, all relevant policies and procedures of The Scout Association shall also apply.
1.6 Where there is a conflict between this policy and any applicable legislation, the relevant legislation shall take precedence.
2. Who We Are
2.1 We are 325th Birmingham (Billesley) Scout Group, a Scout Group operating in Birmingham and forming part of The Scout Association.
2.2 The Group may make its minibus available for hire where doing so supports the aims of the Group and provides an appropriate service to Scouting, charitable organisations, community organisations, educational organisations or other suitable groups.
2.3 The Group retains overall responsibility for the management, maintenance, insurance and availability of the minibus.
3. Eligibility to Hire
3.1 The Group may consider applications from organisations and individuals where the proposed use of the minibus is considered appropriate.
3.2 Priority may be given to activities connected with Scouting, youth development, charitable purposes and activities that benefit the local community.
3.3 The Group shall consider each booking request individually and reserves the right to refuse a booking where the proposed use is considered unsuitable, unsafe, unlawful or inconsistent with the aims and values of the Group.
3.4 A booking shall not be considered confirmed until the Group has formally approved the booking and any required payment or deposit has been received.
3.5 The person making the booking shall be responsible for ensuring that the information provided to the Group is accurate and complete.
4. Legal and Regulatory Requirements
4.1 The Group shall ensure that the minibus is operated in accordance with all applicable road traffic, vehicle, passenger transport, insurance and other relevant legislation.
4.2 Where a Section 19 permit or another form of permit is required for the operation of the minibus, the Group shall ensure that the appropriate permit is in place and that the vehicle is operated in accordance with its conditions.
4.3 Where the minibus is operated under a Section 19 permit, it shall only be used for eligible non-profit-making passenger transport and in accordance with the requirements applying to that permit.
4.4 The Group shall ensure that the minibus is not used in circumstances where the applicable legal or insurance requirements have not been satisfied.
4.5 The hirer and driver shall comply with all applicable legal requirements throughout the period of hire.
5. Drivers
5.1 The minibus shall only be driven by a person who has been authorised by the Group and who is legally permitted and appropriately insured to drive the vehicle.
5.2 The driver shall hold an appropriate and valid driving licence for the vehicle and shall meet any applicable age, experience, training and insurance requirements.
5.3 The Group may request evidence of a driver’s licence, driving entitlement, training or other relevant information before authorising the driver.
5.4 The driver shall notify the Group of any change to their driving licence or circumstances that could affect their eligibility or ability to drive the minibus safely.
5.5 The driver shall not allow another person to drive the minibus unless that person has also been authorised by the Group and meets all applicable legal and insurance requirements.
5.6 The driver shall be responsible for operating the minibus safely and in accordance with all applicable road traffic laws.
5.7 A driver shall not drive the minibus while impaired by alcohol, drugs, medication or any other substance or condition that could affect their ability to drive safely.
6. Booking the Minibus
6.1 All requests to hire the minibus shall be submitted through the booking process specified by the Group.
6.2 The hirer shall provide the Group with the information reasonably required to assess and administer the booking.
6.3 This information shall normally include the name and contact details of the hirer, the date and times required, the intended destination, the purpose of the journey, the number of passengers and the details of the proposed driver or drivers.
6.4 The Group may request further information where it considers this necessary to assess the suitability, legality, safety or insurance requirements of the proposed journey.
6.5 The hirer shall notify the Group if any material details of the booking change after it has been approved.
6.6 The Group may require a booking to be reconsidered where a change in circumstances means that the original booking can no longer safely or lawfully take place.
7. Hire Charges and Payment
7.1 The applicable hire charge shall be confirmed by the Group when the booking is approved.
7.2 The Group may require payment of the hire charge, deposit or other applicable charges before the minibus is released to the hirer.
7.3 The Group may charge separately for fuel, additional mileage, cleaning, damage or other costs where these are applicable to the booking.
7.4 The hirer shall be responsible for paying all agreed charges within the timescale specified by the Group.
7.5 Where a deposit has been taken, the Group may retain some or all of the deposit where this is necessary to cover costs arising from damage, loss, excessive cleaning or other breaches of the agreed hire conditions.
8. Use of the Minibus
8.1 The minibus shall only be used for the purpose for which the booking has been approved.
8.2 The minibus shall not carry more passengers than the legally permitted passenger capacity of the vehicle.
8.3 The hirer shall ensure that passengers behave appropriately and do not distract the driver or otherwise compromise the safety of the journey.
8.4 All passengers shall use seatbelts where fitted and required by law.
8.5 Luggage, equipment and other items carried in the minibus shall be stored and secured in a manner that does not create a risk to passengers, the driver or other road users.
8.6 The minibus shall not be overloaded or used in a manner that could adversely affect its safe operation.
8.7 The minibus shall not be sub-let, loaned or otherwise made available to another person or organisation without the prior approval of the Group.
8.8 The minibus shall not be used for racing, competitions, speed testing or any other activity for which the vehicle is not designed or insured.
9. Safeguarding
9.1 Where the minibus is used to transport children or young people as part of a Scout activity, all applicable safeguarding policies and procedures of The Scout Association shall be followed.
9.2 Where the minibus is hired by an external organisation, that organisation shall remain responsible for the safeguarding and supervision of its own passengers.
9.3 The driver shall take reasonable steps to ensure that passengers are transported safely and shall not knowingly undertake any action that could compromise the safeguarding of children or young people.
9.4 Where safeguarding concerns arise during a journey, the driver and hirer shall follow the appropriate safeguarding procedures applicable to the activity.
10. Vehicle Checks and Roadworthiness
10.1 The Group shall take reasonable steps to ensure that the minibus is maintained in a safe and roadworthy condition.
10.2 The driver shall carry out any required pre-use checks before beginning a journey.
10.3 Such checks shall include, where appropriate, the condition of the tyres, lights, mirrors, windows, windscreen, wipers, seatbelts, fuel level and warning lights.
10.4 The driver shall report any defect, damage or warning light to the Group as soon as reasonably practicable.
10.5 The minibus shall not be driven where a known defect makes the vehicle unsafe or unlawful to operate.
10.6 The Group may require the minibus to be returned or withdrawn from use where a safety, maintenance or mechanical issue is identified.
11. Accidents, Incidents and Breakdowns
11.1 Any accident, collision, damage, theft, breakdown or other significant incident involving the minibus shall be reported to the Group as soon as it is safe to do so.
11.2 In an emergency, the driver shall first take reasonable steps to protect the safety of passengers and other road users and shall contact the emergency services where necessary.
11.3 The driver shall comply with any applicable legal requirements following an accident or incident, including the exchange of relevant information with other parties.
11.4 The driver shall obtain and record relevant information concerning any accident or incident where it is safe and reasonably practicable to do so.
11.5 The driver shall not admit liability or make any agreement regarding responsibility for an accident on behalf of the Group.
11.6 The hirer and driver shall cooperate with any subsequent investigation carried out by the Group, its insurer, The Scout Association or an appropriate authority.
12. Fuel and Mileage
12.1 The minibus shall be provided with an agreed level of fuel at the beginning of the hire period.
12.2 Unless otherwise agreed with the Group, the hirer shall return the minibus with the same level of fuel as was present at the beginning of the hire.
12.3 Where a mileage allowance applies, the hirer shall remain within the agreed mileage allowance.
12.4 Where the agreed mileage allowance is exceeded, the Group may charge for the additional mileage at the rate communicated to the hirer at the time of booking.
12.5 The hirer shall use the appropriate fuel for the vehicle and shall immediately notify the Group if the incorrect fuel is accidentally added.
13. Cleanliness and Condition
13.1 The hirer shall take reasonable care of the minibus throughout the period of hire.
13.2 The minibus shall be returned in a clean and tidy condition and shall be free from rubbish, personal belongings and equipment belonging to the hirer.
13.3 The hirer shall notify the Group of any damage to the vehicle, regardless of whether the damage appears to be minor.
13.4 The Group may charge the hirer for cleaning where the condition of the vehicle on return requires cleaning beyond what would reasonably be expected following normal use.
13.5 The hirer shall not make alterations, modifications or additions to the minibus without the prior approval of the Group.
14. Prohibited Use
14.1 The minibus shall not be used for any illegal, dangerous or unauthorised activity.
14.2 The minibus shall not be driven by a person who has not been authorised by the Group.
14.3 The minibus shall not be used to carry passengers or goods beyond the applicable legal limits.
14.4 Smoking and vaping shall not be permitted inside the minibus.
14.5 The minibus shall not be used while the driver is impaired by alcohol, drugs or any other substance or condition that could affect their ability to drive safely.
14.6 The minibus shall not be used to carry dangerous or prohibited items where doing so would breach legislation, insurance requirements or the manufacturer’s instructions.
14.7 The minibus shall not be used outside the terms of the approved booking without the prior agreement of the Group.
15. Cancellation
15.1 The hirer shall notify the Group as soon as reasonably practicable if a confirmed booking needs to be cancelled.
15.2 The Group may apply a cancellation charge where costs have been incurred or where insufficient notice has been provided.
15.3 The Group reserves the right to cancel a booking where the minibus becomes unavailable, unsafe, unroadworthy or otherwise unsuitable for the proposed journey.
15.4 The Group may also cancel a booking where the hirer or proposed driver no longer meets the requirements of this policy.
15.5 Where the Group cancels a booking, any refund shall be considered in accordance with the circumstances of the cancellation and any costs already incurred by the Group.
16. Insurance
16.1 The use of the minibus shall be subject to the Group’s insurance arrangements and any conditions imposed by its insurer.
16.2 The Group shall maintain appropriate insurance for the permitted use of the minibus.
16.3 The hirer shall provide any information reasonably requested by the Group for insurance purposes.
16.4 The hirer and driver shall comply with all applicable conditions of the Group’s insurance arrangements.
16.5 The Group shall not permit the minibus to be used for a purpose that is outside the scope of its insurance arrangements.
16.6 Where loss or damage arises as a result of unauthorised, negligent or reckless use of the minibus, the Group may seek recovery of any resulting costs from the responsible person or organisation where permitted by law.
17. Responsibilities of the Hirer
17.1 The hirer shall be responsible for ensuring that the minibus is used in accordance with this policy throughout the period of hire.
17.2 The hirer shall ensure that all authorised drivers are aware of and comply with the relevant requirements of this policy.
17.3 The hirer shall take reasonable steps to protect the minibus from damage, misuse, theft or loss.
17.4 The hirer shall notify the Group immediately of any matter that could affect the safe or lawful use of the minibus.
17.5 The hirer shall ensure that the minibus is returned at the agreed time and location unless alternative arrangements have been agreed with the Group.
18. Breach of Policy
18.1 Failure to comply with this policy may result in the immediate termination of the hire arrangement.
18.2 The Group may refuse future hire applications where an individual or organisation has previously failed to comply with this policy.
18.3 Where a breach results in financial loss, damage or additional costs to the Group, the Group may seek to recover those costs from the responsible hirer where permitted by law.
18.4 Serious or deliberate breaches may be reported to the appropriate authorities where required.
19. Group’s Right to Refuse or Withdraw Hire
19.1 The Group reserves the right to refuse, suspend or withdraw permission to use the minibus where there are reasonable concerns regarding safety, safeguarding, insurance, driver eligibility, vehicle condition or compliance with this policy.
19.2 The Group may withdraw the minibus from use at any time where it considers that continuing the journey or booking would create an unacceptable risk to passengers, the driver, other road users or the Group.
19.3 The safety and welfare of passengers, drivers and other road users shall take priority over the continuation of any booking.
20. Review of this Policy
20.1 This policy shall be reviewed at least annually or sooner where there is a significant change in legislation, insurance requirements, vehicle arrangements or Group procedures.
20.2 The Group may amend this policy where necessary to maintain legal compliance, operational safety or appropriate standards of vehicle management.
20.3 The current version of this policy shall be made available to hirers and relevant members of the Group.
21. Contacting Us
21.1 If you have any questions about this policy, wish to enquire about hiring the minibus, or require clarification of any of the requirements contained within it, you should contact the Group in the first instance.
21.2 The Group can be contacted by email at hello@billesleyscouts.org.uk.
22. Approval and Review
22.1 APPROVAL
22.2 This policy shall remain in force until it is replaced by a subsequent approved version.
22.3 The current policy version is Version 1.0.
22.4 The effective date of this policy is NA
22.5 The next scheduled review date is NA