Community transport scheme terms and conditions

Hire charge is £16 per period.

Booking vehicles

• Vehicles CANNOT be booked if membership fees are not paid up to date.
• Bookings can be made up to one calendar month in advance on a strictly first-come-first served basis.
• Bookings for any additional vehicle (maximum 2 vehicles in total) can be made up to one week in advance, to give other groups the same opportunity to book a vehicle, on a strictly first-come-first-served basis.
• No same day bookings can be made and preferably with at least 3 days’ notice
• Any cancellations within 1 working day (Monday-Friday) will be charged in full and must be paid prior collection of another vehicle. Cancellations/amendments within 7 days notice will not be charged.
• Bookings can be made between 10.00-12.00 and 13.00-15.00 only (Monday to Friday) excluding bank holidays
• Bookings will be taken for a maximum of 2 vehicles per group, in the ratio noted above.
• Bookings can only be made by phoning (0116) 454 0902 (option 5), though you may write in to confirm, your booking but not to book the vehicle.
• Driver details must be given on booking in order for their details to be checked on the licence database, along with any penalty points.
• Wheelchair and tail-lift operator’s details, if different to the driver’s, must also be given if the tail-lift is to be used and wheelchairs carried at the time of booking.
• Only the driver(s) designated, can collect, drive and return the vehicle, showing his full and Leicester City Council assessment licence (yellow card) and drivers licence on both occasions. This is to ensure clarity and conformity of hire.
• Amendments to booking/drivers licence details will be taken up to 7 working days before (Monday-Friday) with penalty as outlined above.
• When booking vehicles please state wheelchair capacity and seating capacity required. (The lay out of our vehicle will be at our discretion.)

Vehicles

• Must be returned in a clean condition, as when it was collected and ready to be hired out again. Failure to do this will mean the group will incur a £62.50 charge*.
  To be returned with a full tank of fuel or an agreed fuel level, failure to do this will mean the group incurring a charge for fuel plus 25% (of fuel cost) administration charge*
• Logbook must be filled in prior to handing over the vehicle. Failure to do this, the group will incur a £25 charge*. The logbook must be handed over to a supervisor and signed for by the designated driver.
• Early collections (previous night to hire day) will require a disclaimer being signed to prevent unauthorised travel in the evening, but allowing travel to a safe overnight parking place.
• LATE returns will be charged at £20* + daily rate. Late returns may mean another organisation may lose their booking*.
• Any drivers found driving the vehicles without the appropriate licences/assessments required will be charged £50.00* and risk possible expulsion from the scheme.
• Any damage caused during the hire period (regardless to who was to blame) must be declared upon return and an appropriate motor vehicle claim form completed prior to the DRIVER LEAVING THE PREMISES.
• Leicester City Council’s insurance policy has £1000.00 excess in place, of which AT LEAST £500.00* will be passed on to any community group*.
• All vehicles are to be used for the purpose intended, for example passenger transport and carriage of luggage appropriate to those travelling
• Vehicles are not intended for goods transport. Evidence of this occurring may lead to suspension or dismissal from the scheme.

Drivers

• Only the driver(s) designated, can collect, drive and return the vehicle, showing his full and Leicester City Council assessment licence (yellow card) and drivers licence on both occasions. This is to ensure clarity and conformity of hire.
• Amendments to booking/drivers licence details will be taken up to 2 working days before (Monday-Friday) with penalties, already noted.
• Anyone driving our vehicles must have a minibus test by Passenger and Transport Services every 4 years which costs £33.00 per test or hold a valid MIDAS certificate for which a £5.00 admin fee is charged.
• The designated driver ONLY, on booking, MUST COLLECT AND RETURN THE VEHICLE.
• Any group using a tail lift and transporting clamp able wheelchairs will need training by Passenger and Transport Services before using the lift; there will be a £18* charge for this.
• Drivers must have held licence for minimum 3 years and be over 21 years of age with a maximum of 6 points (any additional points gained must be declared). All licences must have category D1 entitlement shown (This entitlement is only on licences passed before January 1997) unless a PCV Test has been undertaken to gain this category.
• The minibuses are operated under Section 19 Small Minibus Permit, and the organisation should ensure their drivers meet with these regulations. The vehicles in the community Transport Fleet each have a gross weight (MAM) of 5250kg. A copy of this document and a flowchart to identify who is eligible to drive them is available on request.
• "The hirer (You) will pay all fines and court costs for parking, traffic or any other offences (including any costs which arise if the vehicle is clamped). You must pay the appropriate authority any fines and costs if and when the authority demands this payment. If you do not, you will be liable to pay our reasonable administration charges which arise when we deal with these matters."
• All risk assessments for your journeys are the responsibility of the hiring group.
• A high-visibility garment should be worn at all times, whilst operating the vehicle.

Payments

• An annual membership (April-March, or part of), currently £12 p.a. *
• The charge for the vehicle is £16.00 per day
• Payments made by either cash or cheque payable BEFORE HIRING.
• Hires will not take place where any payment is overdue including hiring, membership,
  licence, discretionary charges and insurance fees.
• Passenger and Transport Services reserve the right to charge an administration fee for any late payments/unclear cheques and amend the prices, terms and conditions as appropriate.