Lancashire Constabulary County Sports & Social Club

Lancashire Constabulary County Sports & Social Club Ford Transit YB10 UOX - 17 Seat Minibus Facility

Booking Instructions and Terms of Use

 The minibus can be used by members of the Club in connection with a sport or social activity organised for other members of the club. Family and retirees may also use the bus alongside ‘full’ members. This facility is FREE providing the driver and passengers are members of the Club.

 The minibus may also be used for ‘Private’ family or social activities. It can only be driven by a Club Member and the passengers must be friends or family members of the driver and cannot be charged for travelling in the bus. However, a donation to the Club toward its upkeep is kindly requested.

As a guide we suggest the following donations:-

Individuals – Travelling with group member(s)

Who are not members are encouraged to join one of the divisional clubs if they are police staff. Otherwise, individuals who travel with other members are asked to make a donation – suggested as follows:-

£5 (per day)

Private Groups – Driver must be a member

Donation – suggested as follows:-

Half Day/Evening - £25 One day - £40 Two Days - £70 Three Days - £90 Four Days - £100

The minibus can be used for a greater period of four days under these ‘private use’ terms but on a ‘special request’ basis. The donation must be paid in advance but is fully refundable up to a week before the departure date should the trip be cancelled. A ‘Day’ is a full calendar day irrespective of the number of hours the bus is may be used.

Cheques should be payable to: “LCSSC”. Send to: Vol.20785 Steve Broadbent, Lancashire Constabulary County Sports Club, Post Room, Police HQ, Hutton, Preston with your Part 1 Form.

 The bus is not for hire or sub hire and fuel must be provided by the users.

 Read the below driving terms first to ensure the bus is legal for you to drive and within the remit of your request.

 Then check the booking calendar for the dates that are available. Go to: www.slateman.co.uk/lcssc/forms/lcssc-minibus.xls This link is available on home or work computers. NB: You can only read and cannot write to this record.

 If the dates are free then email Vol. 20785 Steve Broadbent with your requested dates – [email protected]. If not free or partially free don’t give up, there may be some room for negotiation with the other minibus booker in respect of return times.

 You will receive an email in return confirming these dates are definitely available to you and an unconfirmed 'block' in the calendar will be placed on the given dates/times you requested. 2

 Complete the: Part 1 and Part 2 'Booking Form' – Once received your dates will be confirmed on the calendar.

Important: There are legal and insurance obligations to be checked before you or your colleague drive this minibus. These may well apply to you so please check out this protocol carefully:-

 Be over 21  Have a D1 permit in date on their UK Driving Licence – Check you have this entitlement – Those passing a driving test post 1997 may not have D1  All drivers MUST declare to our insurers any historical blameworthy accidents, motor theft claims or driving convictions in the last five years.

To do this:

Contact Steve Broadbent on 07974 795466 or by email.

Notes:

i. One or two minor convictions (ie SP30) is unlikely to jeopardise cover but still need to be declared. ii. There is no longer a requirement to disclose accidents/convictions to the Club, just the insurers. This information will be held in strict confidence with the insurer.

 You or your drivers must be generally competent to drive a 17 LWB transit minibus - This is a big vehicle and needs to be driven with extreme care if you are unfamiliar with it – They have the responsibility and care of up to 16 passengers. Having the D1 does not necessarily mean you are fit or competent to drive the vehicle of this size – please ensure you or your drivers are competent to drive? If in doubt perhaps consider another person to drive it??  All police/police staff using the facility must be paying members of a Divisional Sports Club or an honorary member  If the minibus is being used ‘privately’ then the driver in all cases MUST be a Club member. The passengers may be either other Club members, family and friends or persons known to the driver. The passengers cannot be charged for being carried but can make a voluntary donation toward the overall use of the vehicle and fuel costs.  No strangers or hitch-hikers allowed on board!

When Collecting the Vehicle

 The vehicle is parked at HQ Hutton in the ‘Training School’ car parking areas  Keys are held by the Gatehouse Security.  Person booking or driving vehicle to show identity pass to obtain keys.  Park your private car in ‘designated space’ to ensure the space is not used and available for your return  Check the vehicle for damage or faults before use  Record their journey details in the A4 diary log book that will be located in the minibus  Ensure the vehicle is left in a clean and tidy condition.  The bus should be ⅛ to ¼ full of diesel and ready to go when you collect it.  Diesel Fuel must be provided by the minibus users and returned ⅛ to ¼ full.  Fuel costs may or may not be claimable from:- i. County Club (if a PSUK or County Sport event over 150 miles away) ii. Divisional Club (if the Divisional Club have agreed to reimburse fuel costs)

During Your Journey

 Read the onboard instructions before you drive - this contains useful information about the bus facility - Extra features like Bluetooth, cruise control, hill assist are included.

Accidents or Breakdowns

In the event of damage being caused or the unlikely event of a serious accident or breakdown:-

 Unable to start - Contact - RAC – RAC card in minibus cab  Punctures/Flat battery etc - Contact RAC  Major accident or breakdown involving vehicle being un-drivable – Our RAC assist will get all 17 passengers back to Police HQ. 3

 Contact - Steve Broadbent – 07974 795466 for advise at the time or by email after event  There is a £650 Insurance Excess on this vehicle – Therefore the Club may ask that the occupants contribute toward any damage or repairs that have been caused as a result of user carelessness or negligence – ie. Driving under a ‘low headroom’ car park. Therefore please treat this vehicle with the greatest respect. It may be necessary to ask your passengers to ‘chip-in’ to pay the £650 excess!

When Dropping Off Vehicle

 The vehicle must be returned 1/8 to ¼ full of diesel fuel for the next user.  Park the vehicle in designated place and leave keys at HQ Gatehouse  Report any faults, damage to the vehicle after use to Steve Broadbent.  Return 'Part 2 Return Form' on completion of your trip to declare users, general comments, faults or damage.

Additional information when using the bus….

Lancashire Constabulary Sports & Social Club Minibus Facility – User Information

Please read this before you drive this minibus

 It is the responsibility of the driver to declare any blameworthy accidents, theft claims or convictions in the last five years – you must ring Steve Broadbent to discuss.

 All passengers must be paid members or honorary members of a Divisional Sports & Social Club (Membership forms are available here if you are not a member)

 Please treat this vehicle with respect – this vehicle is owned by you!

 The vehicle is always returned about ⅛ to ¼ full of diesel when you return it.

 Please keep this vehicle clean and ensure any litter or rubbish is removed.

 There is a £650 insurance excess on this vehicle! Members may be asked to contribute to this should there be any damage or repair that is due to user negligence or carelessness

 Any other comments or suggestions are invited – Contact Steve Broadbent on 07974 795466 or by internal email 4 We Hope You Enjoy Your Trip!

Lancashire Constabulary Sports & Social Club Minibus Facility – Driver Information

 Log Book – An A4 Desk Diary is in use to record your journey information. Please use this as a visitor book and enter the passenger names, information about your trip and any other details or events that may have occurred. A tachograph print out will also be added.

 Delimiter - This vehicle is limited to 62 mph by law – It is also limited by law to 50 mph on ‘National Speed Limit’ roads (Normally 60mph)

 Cruise Control – Is fitted on the steering wheel – Switch on then press + to attain required speed – Use RES to Resume the pre-set speed after braking

 Hill Start Assist – This feature will hold the vehicle on the brake when on a steep incline preventing having to use the handbrake to set off

 Automatic lights – The lights switched in ‘Auto’ position will mean they come on as and when the light is poor or night time

 Heated front screen and mirrors – Switch to left of steering wheel

 Automatic Wipers – These will come on intermittent or full when rain hits the windscreen

 Bluetooth – This is incorporated in the radio – Pair your phone and remember to save setting – Radio will offer Keycode to pair – 5

Press the ‘Telephone’ symbol on the radio unit (bottom right) to answer or cancel phone calls

 Digital Tachograph – This is only required if the vehicle is being used under PCV Reg’s or in Europe. However, it is recording your every movement and a print out of your journey can be obtained detailing your journey information – This will be added to your driver record.

Minibus Facility

On-Board Visitor’s Book

Please record on the relevant date:

 Print out Tachograph record and staple in logbook  Journey Details  Passenger Names  Any events or incidents  General Comments

On Board Tachograph

How to print off Mini-Bus journey information…

1. Vehicle should be stopped with ignition on. 2. Display should read “OUT *****KM 3. Press “OK” 4. Driver 1 - No 5. Press “Down Arrow” 6. Driver 2 - No 7. Press “Down Arrow” 8. “Vehicle” 9. Press “OK” 10. “24 hr” 11. Press “OK” 12. Current date displayed (or select date to print)? 13. Press “OK” 14. Print out obtained. 15. Staple into vehicle log book on current date…

Easy! Or Clear as mud? Hopefully not!