CONDITIONS OF HIRE

REGISTRATION

Please complete and return the Community Hire Registration Form to TCS. All groups must have completed the form and been approved before they can make a booking.

DRIVER REQUIREMENTS

1. All drivers must be aged between 25 and 75 years of age and have a clean and current valid driving licence.
2. All drivers must be registered with TCS and have approved driver status.

DRIVING QUALIFICATIONS

To achieve approved driver status, drivers must -

1. Submit a current and valid Passenger Carrying Vehicle (PCV) licence to TCS for approval in writing.
2. Complete the DCC minibus test at Devon Drivers’ Centre (DDC) and hold the relevant certificate.
3. In all cases the driver must be physically fit and make a declaration on the minibus test application form. As a condition of our insurance, each applicant must be fit enough to take a PCV driving test.

Application forms and further information about the minibus test can be obtained by telephoning DDC on (01392) 444773. At least four weeks notice is required when booking a test and a charge is made.

SPECIALIST TRAINING

Many vehicles are now fitted with special features which allow frail, elderly or disabled passengers to be carried. Use of vehicles fitted with wheelchair lifts is not permitted unless the driver has been trained in its proper use. For training you should contact TCS Fleet Management on the following numbers

North/Mid Devon      (01271) 388492
West/South Devon   (01752) 898221
Central/East Devon  (01392) 382068

ACCIDENT REPORTS

In the event of any accident or damage occurring to the vehicle, the driver or a member of the community group must complete a GREEN motor vehicle accident form. Completed accident forms should be sent to the TCS within 24 hours. Accident procedures are detailed in the Drivers Handbook kept in the vehicle. A list of emergency telephone numbers is included in this pack.

Please note that an accident is classed as any damage that is caused to the vehicle, no matter how trivial. Failure to supply completed forms on time will result in the repair costs being charged to the group.

INSURANCE EXCESS

An excess of £100 applies to each claim for damage to a DCC vehicle whilst it is being driven by a community group. The group will be liable for payment of this excess irrespective of whether the accident was caused by the group or through the actions of a third party. The group will have to make their own arrangements if they wish to recover this amount from the third party.  

ABUSE AND REPAIRS NOT COMMENSURATE WITH WEAR AND TEAR

The community group will be liable for the cost of any repair for any damage to the vehicle caused by the actions of the driver or passengers which cannot be attributed to wear and tear. Examples of such damage include broken armrests, damaged seats, burnt out clutches etc.

FUEL

Attention should be paid to the mileage and fuel gauge at the start and end of hire as any fuel must be replaced. Please note that the hirer will be charged if the vehicle is not left with the same amount of fuel as at the start of the hire.

BOOKING FORMS

For each booking you make you will be sent two copies of the hire agreement. It is essential that the journey details are fully completed, including the mileage and fuel readings. Once the hire has taken place, the white copy should be retained for your information and the green copy should be returned to TCS. If this is not received within one calendar month of the day of the hire you will be charged for a full tank of fuel.

PAYMENT

Payment for use of a Ring & Ride vehicle is direct to the Co-ordinator. Invoices for DCC Fleet vehicles are issued towards the end of each month, please do not pay for your hire until you receive this invoice. It will state the hire details, amount due, fuel charges (if applicable) and VAT. Please note that exemptions from VAT can only be arranged on invoices if TCS has received the appropriate documentation. Any queries regarding exemption should be directed to your local VAT Inspectorate.
It is possible for DCC organisations to be billed by journal transfer or via internal billing system. If you wish to pay by either of these, please let us know at the time of booking, quoting a cost code.

HIRE CHARGES

Hire charges for the Ring & Ride vehicles vary as they are set locally by the Local Voluntary Management Committees who oversee the schemes and then issue invoices for these hires.

Hire charges* for DCC Fleet Vehicles are as follows:

		Full Day		Half Day
Wheelchair Lift		£33.00		£20.00
Minibus		£38.00		£22.00

* Subject to change and VAT where applicable.

Please note - TCS requires a minimum notice of two working days for bookings and cancellations. Cancellations of less than two working days notice will incur a £10.00 administration fee. Cancellations must be made in writing or by returning the hire agreement form.