MiniBus – available to hire for associated groups

The minibus is primarily available to:

• Brakes Trust associated groups
• Leamington FC associated groups
• Local community groups

Because the minibus normally operates under a Section 19 Standard Permit and due to our insurance terms it cannot simply be hired out to anyone as a conventional commercial minibus rental.

If a group of Brakes Trust members would like to use the minibus for a particular trip, we may be able to arrange this as a Brakes Trust ticketed event.

All drivers must meet our eligibility requirements.

The driver must:

• Be a current paid-up Brakes Trust member.
• Be aged 25 to 69.
• Hold a valid full manual driving licence.
• Have at least two years’ driving experience.
• Have the appropriate entitlement to drive the minibus – see next section.
• Meet our insurance requirements.
• Have no relevant medical restrictions affecting their ability to drive.
• Be a volunteer driver and not receive payment for driving.
• Complete our driver approval and peer-vetting process.
• Have their driving licence checked before the hire.

For an associated group a Category B car driving licence may be sufficient to drive the minibus under our Section 19 permit.

A Category D minibus licence is preferable and is required for other groups unless you have your own Section 19 permit.

However, the driver’s individual circumstances and licence must be checked before the hire is approved.

Please do not assume that you are eligible to drive the vehicle without first checking with us.

Before the hire takes place, we will need to check the driver’s licence.

The driver must provide:

1. The last eight characters of their driving licence number, and
2. A DVLA driving licence check code.

You can obtain a check code from the official GOV.UK website:

Check your driving licence – GOV.UK

Drivers with minor endorsements may still be acceptable, but these must be declared and checked in advance.

The driver must also tell us if their circumstances change after approval, including:

• New penalty points
• A medical condition affecting their driving
• A driving disqualification
• Any other change that could affect their ability to drive legally or safely

Our insurance arrangements do not cover every possible type of hire.

If your proposed hire falls outside the arrangements covered by our insurance, you may need to arrange temporary minibus insurance yourself before the hire takes place.

Please speak to us before arranging insurance so that we can confirm what cover is required.

The minibus must not be driven until the required insurance arrangements have been confirmed.

The minibus is operated on a self-funding, not-for-profit basis. Our charges are intended to cover the costs associated with operating and maintaining the vehicle.
Part-day hire – up to 4 hours
£35 hire charge + £10 per hour + fuel
Multiple day hire

• 1 day: £85 + fuel
• 2-3 days: £70 per day + fuel
• 4-5 days: £65 per day + fuel
• 6 or more days: £60 per day + fuel

Fuel
Fuel is charged at £2.25p or one litre of diesel per five miles

Alternatively, the minibus may be returned with the fuel level/range restored to the level recorded at the start of the hire.

Fuel-related charges may change without notice because of fluctuations in fuel prices.

A £250 refundable deposit is required for each hire.

The deposit will be returned after the vehicle has been checked, provided that:

• The hire conditions have been followed.
• There is no damage to the vehicle.
• No excessive cleaning is required.
• There are no outstanding charges, fines or other costs arising from the hire.

Any agreed deductions from the deposit will be explained to the hirer.

Payment can be made by:

• Cash
• Cheque
• Bank transfer
• Cedit / Debit card online payment via SumUp – use this link
• PayPal – subject to a 4% surcharge

Hire charges are payable in full on return of the minibus.

The minibus has a maximum of 16 passenger seats.

However, we normally operate the vehicle with 14 passengers to provide additional space for luggage and equipment.

Please tell us your required passenger numbers when making your enquiry.

The minibus can accommodate a wheelchair using its stowable ramp.

When configured for wheelchair use, the passenger capacity is reduced to 12 passengers + the wheelchair user.

Up to four seats may need to be removed and stored, so wheelchair use must be arranged well in advance.

The wheelchair ramp must remain with the vehicle at all times.

It must not be removed, as this could affect the vehicle’s legal and insurance arrangements.

The minibus can be used within the UK only.

It must not be taken to:

• The Republic of Ireland
• Any other country outside the UK

Section 19 permits do not apply to the Channel Islands or the Isle of Man.

The hirer is responsible for checking the route before travelling and for paying any applicable:

• Tolls
• Congestion charges
• Low Emission Zone charges
• Parking charges
• Other road-user charges

Any resulting fines or penalties are also the responsibility of the hirer.

The normal speed limits applicable to the minibus are:

The minibus is fitted with a mandatory speed limiter with a maximum speed of 62 mph.

Drivers must always comply with the applicable legal speed limit.

The hirer is responsible for the minibus throughout the period of the hire.

This includes responsibility for:

• Damage to the vehicle
• Excessive cleaning or mess
• Tolls
• Parking charges
• Speeding fines
• Other motoring penalties
• Congestion charges
• Low Emission Zone charges
• Recovery costs
• Breakdown-related costs
• Insurance excesses
• Any other costs arising from the hire

Any penalty points arising from the driver’s actions are the responsibility of the driver.

The Brakes Trust’s decision regarding damage, cleaning or other charges is final.

The minibus must be collected from and returned to the New Windmill Ground.

Collection and return times must be agreed in advance.

The vehicle must be returned in a clean and tidy condition and with the agreed fuel level restored or paid for accordingly.