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Minibus Maintenance and Use in Care Homes Policy

Policy Statement

{{org_field_name}} employs the use of a minibus for the transportation of small groups of residents. It is care home policy to ensure that residents are transported in comfort and safety and that all driving is undertaken in a fully professional way.

Policy Details and Procedures

1. The home will ensure that the vehicle meets all legal requirements with respect to licensing, insurance, maintenance and the procurement of appropriate permits.
2. {{org_field_name}} manager is responsible for ensuring that:
   a. a risk assessment is carried out before every journey
   b. the home meets its legal requirements
   c. all drivers are appropriately qualified, trained and vetted.
3. In order to ensure the safety of all residents transported in the minibus the home will carry out a full and comprehensive risk assessment before undertaking any off-site journey. The emphasis of the risk assessment will be on:
   a. identifying risk
   b. deciding who or what is at risk
   c. considering ways in which the risk can be reduced or mitigated
   d. deciding how the risk can be controlled.
4. The assessment will consider areas such as:
   a. size of the group
   b. ages of members of the group
   c. destination, route and stops on the journey
   d. appropriate means of transport
   e. the nominated driver if a minibus is to be used.
5. A member of {{org_field_name}} staff will normally drive the minibus. Alternatively the driver might be a volunteer, but all drivers will be appropriately trained, vetted and suitably qualified. All driving licences will be checked.
6. All drivers must:
   a. notify the home of any changes to their driving licences or their health that might affect their driving
   b. participate in additional driver training as required
   c. agree to driver reassessment at regular intervals if required
   d. be fit and able to drive, having had an adequate rest period and not being under the influence of alcohol or drugs
   e. carry out pre-drive safety checks on brakes, tyres, steering, etc and ensure that the vehicle is appropriate for the passengers to be carried
   f. plan journeys so that they can be completed safely and comfortably in accordance with passengers’ needs
   g. have a clear plan of action in event of a breakdown or accident
   h. complete any appropriate documentation before and/or after the journey.
7. The home will ensure that appropriate records are kept with respect to operation, accident and damage, maintenance, staff training and who is allowed to drive the minibus.
8. All drivers of the minibus must be aware of the appropriate breakdown/emergency procedures. All vehicles will carry a checklist.
9. All vehicles will be covered by a rescue policy, full details of which — including the number to call — will be kept in vehicles at all times.
10. In the event of a breakdown/emergency the driver should:
    a. ensure that the vehicle is stationary in as safe a place as possible
    b. contact the breakdown organisation immediately and arrange for rescue or repair
    c. contact the home and inform the manager
    d. ensure the safety of all on board, where necessary evacuating the passengers and moving them to a safe place.
11. Basic tools will be kept in each vehicle to enable drivers to undertake repairs that are within their capabilities.
12. Any driver involved in an accident must stop. If anyone with reasonable grounds requests it, the driver must give their name and address and particulars of insurance. If particulars cannot be exchanged at the time, the accident must be reported to the police as soon as possible and certainly before 24 hours have elapsed.
13. All staff that drive or help to maintain the minibus will be properly trained and made aware of:
    a. their responsibilities and limitations regarding health and safety as defined in the home’s health and safety policy
    b. the risks and control measures associated with vehicle inspection/maintenance
    c. the maintenance and servicing programmes of vehicles
    d. the procedures for regular in-house inspection and maintenance
    e. the location and safe use of tools and equipment for in-house inspections
    f. the contact names, addresses and telephone numbers of persons for inspection, maintenance and notification in an emergency.
14. All new drivers will be trained in the procedures to adopt in case of breakdown or an accident and how to undertake all the required daily checks necessary to ensure that the vehicle is in order.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}

Reviewed on: {{last_update_date}}

Next review date: this policy is reviewed annually (every 12 months). When needed, this policy is also updated in response to changes in legislation, regulation, best practices, or organisational changes.

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