Hampshire County Scout Council Code of Practice for the use of Minibuses

Revised 2002

This code of practice is provided to advise leaders, and others, of the 'best practice' to be followed in providing minibus transport in connection with recognised Scouting activities. It is HCSC agreed policy regarding the use of minibuses by members of the Scout Association in Hampshire.

Where the code of practice conflicts with revised legislation or a more stringent recommendation is made by a recognised agency, i.e. Community Transport Association, the more restrictive recommendation should be considered to be 'best practice'.

Notwithstanding anything contained in this, or any other document, it is the intention of HCSC that the best protection be offered to all members of the movement who travel in minibuses on recognised Scout activities.

1.           Scout Groups owning their own vehicles are encouraged to adopt the HCC MiDAS scheme

2.           All leaders/helpers driving vehicles for the purpose of transporting Scouting personnel must have undergone MiDAS assessment and training and be in possession of a current MiDAS Certificate. (Drivers using accessible vehicles for the carriage of special needs young people must have completed the additional MiDAS module for Accessible Vehicles and be in possession of a current certificate).

3.           The laws relating to the use of seat belts must be complied with for all vehicles. Over the age of 14, a young person is considered able to make their own decisions. Nevertheless they should be encouraged to comply and set an example to the younger members.

4.           Centre facing bench seating is not acceptable.

5.           Rearward facing seats may not be used for young people.

6.           All Leaders travelling in the rear of minibus are required to wear a seat belt.

7.           There must be one serviceable seat belt for each passenger.

8.           Drivers should not be distracted, in any way, from their driving duties. It is strongly recommended that a second adult rides in the rear of the minibus, seated adjacent to a door, to take responsibility for 'on-board' supervision and discipline.

9.           All passengers should be briefed, by the driver, on the location of exits and advised that, in an emergency, they should follow carefully the instructions given by the designated leader.

10.      Heavy equipment should not be carried on the roof rack of a minibus. The manufacture's limits must be complied with.

11.      Where any of the luggage or kit is carried inside the body of the vehicle it must be stowed in such a way that it does not restrict entry to, or egress from, any seat or the vehicle. Additionally, such luggage or kit must be adequately secured, must not obstruct any window and must not be capable of moving to such a position that, in the event of an emergency stop, it would become an obstruction to easy exit from the vehicle. Where unrestricted exit from any seat cannot be assured, due to the carriage of luggage/kit, then that seat must be treated as unusable.

12.      Where a trailer is being towed behind a minibus due regard must be given to any obstruction this may cause to the rear exit during an emergency evacuation. Passengers must be briefed accordingly and consideration given to reducing the number of passengers carried if the trailer or its tow bar in anyway restricts the exit. No driver should tow a trailer without having received training. 

13.      A Daily Vehicle & Journey Checklist should be completed prior to the first use of the vehicle on any day and at any time subsequently, during that day, when a change of responsibility for the vehicle occurs.

14.      Passenger lists should be drawn up and checked at the start of EACH journey outward and inward.

15.      The requirements of Resource Centre Factsheet FS120078 regarding Home Contacts must be complied with.  Parents should be advised who the 'home contact' is for the outing.

16.      All Scout Groups using minibus transport either on an occasional or regular basis should be in possession of a Small Bus Permit (Road Traffic Act 1985). Costs may not be recovered from members, directly or indirectly, without such a permit.  It is not necessary to own a minibus to register for a Small Bus Permit. (Available from Gilwell)

17.      Any person (except in the case of a driver employed by the owner of the vehicle) driving a minibus for the purposes of a Scouting expedition/outing must be subjected to CRB checks.

18.      The recommended minimum requirements for drivers who are members of, or recognised helpers with, the Scout Association in Hampshire are:

a.           Minimum age for drivers should be 25 years of age.

b.           Minimum driving experience should be not less than 3 years.

c.           Driver must be in possession of a valid driving licence that must have no more than 3 points for minor traffic offences. It is difficult to be specific on the offences that are allowable. (As a guide, offences coded SP30 or SP40 should be considered minor whereas offences coded DD/DR/CD are serious and clearly not acceptable. Guidance is available through the County MiDAS Advisor.)

d.           Driver should not be taking any medication that may affect driving capability.

e.           Drivers should have had no 'own-fault' accidents in the last 3 years.

19.      The Domestic Hours Regulations do not apply to drivers in the Voluntary sector. on Scouting activities. No driver should drive for more than TWO hours without a break or a change of driver. 

21        Gas containers may NOT be carried inside the vehicle.

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