Minibus Policy

This policy was agreed by KLS Trustees on 15th September 2021 (updated 13Jan22).
This policy is reviewed every three years (or earlier if the law changes).
This policy will be reviewed again in September 2024.


  1. About Katherine Low Settlement

Katherine Low Settlement is a charity that has been serving Battersea and the wider Wandsworth community since 1924. We are dedicated to building stronger communities and enable people to challenge and find ways out of poverty and isolation.

We run a range of our own community projects to support older people, refugee communities and children, young people and families. In addition to these direct services, we also use our premises to act as a local hub for other charities and community groups so that as partners, we can meet the diverse needs of the communities of Wandsworth. Each week we work with 45+ charities and community groups supporting more than 1,100 people. Visit

  1. Minibus Policy

The purpose of this policy is to set out Katherine Low Settlement’s requirements for using, driving and maintaining its minibus.

This policy covers all KLS’ members, staff and volunteers.

The policy is endorsed by Katherine Low Settlement’s Trustees and will be reviewed regularly to make sure it remains relevant and appropriate to the needs of KLS and its members, staff and volunteers.

This Minibus Policy is freely accessible to all. This means that KLS will share copies of this policy with staff and volunteers as part of their induction and training. All KLS’ policies will appear on its website. Hard copies of this policy will be available upon request.

  1. Overview

Katherine Low Settlement’s (KLS) minibus is only to be used for KLS’s charitable purposes.

The minibus may be loaned to a person or organisation outside of KLS only with prior written permission of KLS’ Admin & Premises Manager and if its use is for charitable purposes.

KLS minibus is NOT for commercial hire or personal use.

All trips must be approved by the relevant Senior Manager and KLS Admin & Premises Manager.

These trips will be subject to agreements, licence checks and insurance cover restrictions.

  1. Management

KLS Admin & Premises Manager is responsible for all aspects of the minibus.

Drivers will be line managed by the most relevant Head of Department, depending on whom they are predominately driving for.

  1. Bookings

The minibus must be booked out with KLS Admin & Premises Manager and must be approved by a member of KLS Senior Management.

Information must include: Date; Time of departure; Arrival time back at KLS; Destination; Numbers of members, staff and volunteers involved.

Booking should be made well in advance, at least seven days’ notice, and written into KLS diary.

Collect the keys from KLS Admin & Premises Manager.

External users of KLS minibus must adhere to the safeguarding policies of the Settlement.


  1. Parking

KLS minibus is parked in front of KLS community centre at 108 Battersea High Street, London SW11 3HP, in a designated disabled parking bay in Orville Road.

If out and about on a journey the Driver must park in an appropriate parking bay. Beware of height restrictions for parking the vehicle, generally the minibuses cannot be parked in a multi-storey car park or where there is a barrier. Never enter a multi-storey carpark or any outdoor park with a height bar.

  1. Driver Eligibility

The driver must have permission to drive the vehicle on behalf of Katherine Low Settlement (KLS).

Drivers can drive KLS’ minibus as long as the following conditions apply:

  • Aged between 21 and 80 years old. (You will need to meet the ‘Group 2’ medical standardsif you’re over 70 – check with your GP if you’re not sure you meet the standards).
  • A full, clean and valid UK driver’s license for at least two years. Driving licenses must be shown to KLS Admin & Premises Manager to verify this.
    • If you got a driving license before 1 January 1997, your license should show a Category D1 entitlement with no restrictions.
    • If you got a driving license on or after 1 January 1997, you may drive a minibus if you are over 21 and have held a category B license for at least 2 years.
  • Valid MIDAS certificate (not essential but highly recommended).
  • Have had no accidents or convictions within the previous five years.
  • Drivers must be medically fit and legally qualified to drive a minibus and are required to complete and sign a driver declaration form (Appendix A) to that effect before driving the minibus. The driver declaration form will be kept on file.
  • It is the license holder’s responsibility to notify KLS’ Admin & Premises Manager of any changes to their driving license.
  • Where a driver informs KLS that they have acquired penalty points on their license, KLS’ Admin & Premises Manager will determine whether they are permitted to drive the minibus.
  • When your driver’s license is next renewed at the age of 70, you will need to re-apply for your entitlement and meet higher medical standards.
  • Only those named on the approved drivers list (a copy of which is held by KLS’ Admin & Premises Manager) will be eligible to drive a minibus on behalf of KLS.
  1. Operating Procedures

Before Departure

  • Record odometer reading on log sheet (copies available from KLS Admin & Premises Manager)
  • Go through check list on form (see Appendix A).
  • Check you are carrying a mobile

On return

  • Record final odometer reading
  • Note down details of journey and any mechanical problems
  • Park bus safely in designated disable bay outside of KLS community centre on Orville Road.
  • Securely lock, turn off lights and radio – battery loses power easily.
  • Return keys to KLS Admin & Premise Manager.

Vehicle Readiness and Maintenance

  1. Servicing, MOT, Insurance and Taxation

Servicing and MOT testing will be carried out at the appropriate intervals, and in accordance with the manufacturer’s recommendations.

  1. Pre-Use Vehicle Checks

The minibuses must be maintained to high levels. As well as MOT, servicing and regular checks, drivers should satisfy themselves that the vehicle is safe to drive. If the serviceability of the vehicle is in doubt, it is not to be used until it has been repaired.

A pre-use checklist (Appendix A) should be completed by the driver before the start of each journey. A walk around the vehicle should occur to check for damage, defects and to assess tyre condition. A signed record will be maintained to demonstrate that these checks have been undertaken.

If the driver has concerns about the condition of the vehicle it must not be used and these concerns must be reported to KLS Admin & Premises Manager.

Prior to the start of each journey, the driver is to go through a brief talk with all passengers regarding the wearing of seatbelts, journey time, being seated at all times, behaviour, noise levels and escape procedures. The journey is not to commence unless the requirements of the driver are complied with.

  1. Fuel

Before each journey the driver will check that there is adequate fuel. It may, however, be necessary for the minibus driver to refuel whilst on a journey.

The Driver will purchase fuel and will be reimbursed on proof of receipt by KLS Admin & Premises Manager.

Diesel only – fuel pump on the left-hand side of the buses.

  1. Equipment

It is recommended that the following equipment is carried on board the Minibus. If items are used and need to be replaced, please inform the Facilities Manager who will replenish supplies:

  • First Aid Box
  • Fire Extinguisher
  • Warning Triangle – used in case of breakdown
  • Hi-Visibility Vest
  1. Cleaning/Tidiness

The driver will arrange for the minibus to be cleaned (inside and outside) at least once a month or earlier if needed.

The Minibus should be left tidy.

Eating and drinking on it should be discouraged (exceptions can be made in circumstances of long delay).

Bin bags are to be carried and made available for rubbish.

  1. Vehicle Operation Capacity

The driver and number of passengers should not exceed the capacity of the vehicle.

  1. Seat Belts/Luggage

Before setting off, the driver must ensure that passengers are wearing seat belts. Passengers are to be informed that seatbelts are to be worn at all times when the vehicle is in motion and should only be removed once the driver has switched off the engine.

Any luggage is to be securely stowed and is not obstructing passageways.

  1. Driving Rules

Drivers are responsible for driving within the law and in accordance with the Highway Code.

KLS will not refund fines or other costs incurred by drivers as a result of any road traffic or parking offence. Drivers must inform KLS’ Admin & Premises Manager of any penalty points received whilst using the school minibus; failure to do so will result in disciplinary action.

National speed limits apply to the minibus.

Vehicles are not to be driven by anyone who has consumed any amount of alcohol or illegal substance.

Some medication may impair a driver’s ability and employees who are taking medicines of this nature are not to drive vehicles.

All accidents, whether or not they cause injury to persons or damage to property, are to be reported to KLS’ Admin & Premises Manager as soon as possible after they occur using the Vehicle Accident Reporting Form provided at Appendix B.

Keys must not be left in an unattended vehicle at any time.

Due consideration must be given to parking in secure areas as much as possible.

Vehicles must not be driven at any time if the load being carried exceeds the maximum allowable weight capacity.

Smoking, including e-cigarettes, is prohibited on the minibus at any time.

  1. Reversing of Vehicles

Reversing vehicles can be particularly hazardous. The best way of avoiding a reversing accident is to avoid reversing a vehicle wherever possible.

Always check behind your vehicle before reversing – where possible, ask someone to watch the area into which you will be reversing.

If you use a guide, ensure they can be seen at all times whilst manoeuvring and wear a hi-visibility vest- if two members of staff are present, one must at all times be the guide when reversing.

Ensure rear view mirrors are clean and properly adjusted at all times.

  1. Distraction During Driving

The use of mobile phones is strictly prohibited unless it is parked in a safe place with the engine switched off or to make a genuine emergency 999 or 112 calls, which is legal.

Avoid any action which may cause a distraction whilst driving, such as drinking, eating or even changing a radio channel.

A driver should only operate digital navigation devices (SAT Nav, maps accessed via a smart phone etc.) when the vehicle is stationary and the engine is switched off and the key is out of the ignition.

Minimise actions which necessitate removing a hand from the steering wheel.

  1. Tiredness

Driving when tired greatly increases the risk of an accident. The Highway Code recommends that a driver takes a minimum break of at least 15 minutes after every two hours of driving. However, after a full working day, drivers MUST NOT drive for a continuous period of more than two hours without taking a suitable break.

If an authorised relief driver is available to drive a journey can be continued without a break.

Drivers should use common sense to ascertain their suitability to drive at a given time (consider tiredness, recent alcohol or medicine consumption, illness etc.).

  1. Safety

Whilst driving the minibus, drivers should ensure that all doors are unlocked to assist with emergency egress if the need arises.

Drivers should ensure that internal lights are off whilst driving so that their vision is not impaired by the internal light.

Exits/gangways should be clear of obstructions (such as bags) at all times.

Check weather conditions in advance of the journey and in the event of extreme weather conditions avoid making the journey.

In the event of a fire do not attempt to extinguish. The priority is for the safe evacuation of all passengers.

  1. Dealing with ‘road rage’

If threatened by another driver, do not retaliate by flashing lights, sounding the horn or making offensive gestures; this only attracts a response and will often make a situation worse.

Drivers should remember that they represent the Settlement when driving its minibus.

If forced to stop, stay in the vehicle with windows closed and doors locked and be prepared to drive off.

If necessary, use your mobile phone to contact the police for assistance but only if safe to do so. Ask someone else to make the call if possible.

Note the registration number of the vehicle, and the make and colour, plus a description of the driver and occupants and give the police these details.

If you feel that driving cannot be in complete safety, do not continue. Members of staff are not required to put themselves at risk at any time whilst driving on behalf of the trust.

  1. Security

Whenever the vehicle is left unattended, all windows are to be closed and doors locked.

  1. Accident and Breakdown Procedures Breakdown Procedures

Standard breakdown procedures are to be followed where necessary:

  • If on a public road, get out of the vehicle on the safe side – nearest the path or verge.
  • If on a motorway, follow the instructions of the emergency operator, which may include staying in the vehicle, or getting out of the vehicle and not getting back into the vehicle again.
  • Avoid going near the traffic flow and exercise extreme caution at all times.
  • Switch on the hazard warning lights.
  • If possible, leave a motorway, dual carriageway or main road if a fault occurs, which will reduce the risk of collision, but park in a well-lit place so that the vehicle can be seen by other road users.
  • It is best to use a roadside emergency telephone if possible as this will pinpoint your location.

In the event of breakdown refer to the membership card kept in the Minibus Folder (carried on the minibus) for contact telephone numbers

KLS Admin & Premises Manager should also be contacted, when practical, in the event of a breakdown.

A written report should be submitted by the driver within 24 hours of an accident happening to KLS’ Admin & Premises Manager.

Staff should not change a tyre or attempt repairs. This should be carried out by a breakdown team.

  1. Accident

In the event of an accident:

  • Deal with any injured persons.
  • Ensure the safety of everyone involved.
  • Use hazard warning lights and any other safety devices provided.
  • If necessary, call the emergency services.
  • In all cases, stop at the scene and take the names, addresses and telephone numbers of people involved, including independent witnesses. Take photos of the accident scene from various angles if possible. Complete the Vehicle Accident Reporting Form provided at Appendix B.
  • Breakdown procedures should be carried out if necessary.
  • In the event of a serious incident, emergency contact numbers are available in the Minibus Folder (carried on all journeys).
  • The driver should ensure that the vehicle is roadworthy before continuing with the journey.
  1. Insurance and Breakdown Cover

Only nominated staff may drive the minibus.

Details of KLS’ motor vehicle insurance and breakdown cover, including contact details, can be found in KLS’ Admin & Premises Manager’s office and in the Minibus Folder which the driver should have at the start of each journey.

Please refer to the insurance policy for all conditions that apply.

Contact KLS’ Admin & Premises Manager with any insurance queries.

  1. General

Any member of staff who has queries relating to the driving of a minibus or the condition of the vehicle should bring them to the attention of KLS Admin & Premises Manager.




Appendix A: Declaration of Fitness to Drive a Minibus on Behalf of Katherine Low Settlement


Name of Driver:

I declare that:

  1. I hold a valid vehicle license.
  2. I hold a MIDAS certificate.
  3. I am aware of the need to declare any illness that would impair my ability to drive the minibus in a safe and controlled
  4. I am aware of my responsibility to inform KLS’ Admin & Premises Manager if I receive penalty points.
  5. I am responsible for notifying the KLS’ Admin & Premises Manager of any change in my circumstances.
  6. I have read and agree to adhere to KLS Minibus
  7. I agree to follow all KLS protocols and procedures when driving the


DVAL License Number:

MIDAS Certificate Number:

Renewal Date:

(Attach a photocopy of both sides of the current license and MIDAS certificate to the declaration) Signature of Driver:


To be checked by KLS Admin & Premises Manager

(Attach evidence of DVLA checks)











Appendix B: Minibus Driver Vehicle Checklist

Registration Number
Tax Expiry Date:
MOT Due Date:
Last Service Date:
Next Service Due Date:
Current Mileage


Exterior Check Yes No Defect                 Reported


Oil level
Coolant level
Windscreen washer fluid level
Brake fluid level
Windscreen and windows clean and undamaged
Lights including brake lights and indicators are clean and working
Tyre pressures, including spares
Tyre tread, including spares (and inner tyres as above). At least 3

mm across centre ¾ is recommended. Any cuts and bulges?

Doors open and close properly
Interior Check Yes No Defect                 Reported


Mirrors correctly adjusted, clean and unobstructed
Position and function of all dashboard controls
Position of driving seat so all pedals can be operated comfortably
Pressure on brake pedal
Lights and indicators are working
Wipers and washers working properly
Fuel level (and type of fuel)
Seat belts are undamaged and working properly
Location of wheel brace, jack, warning triangle and hi-vis vest
Location and contents of first aid kit and fire extinguisher(s)
Check Minibus Folder for all relevant paperwork
Section 19 permit is displayed in the windscreen
Luggage securely stowed; aisles and exits clear
The number of passengers plus the driver does not exceed the

maximum capacity for the vehicle

Brake Checks Yes No Defect reported to
Check brakes before loading passengers. With engine running, check handbrake is working properly and brake pedal is firm when


Date: Name: Signature:




Appendix C: Vehicle Accident Reporting Form

The driver of the vehicle involved in the accident should complete this form. It must be completed in detail as soon as possible after the accident and provided to KLS Admin & Premises Manager.


Driver name:
Vehicle registration: Make: Model: Colour: Trust owned or hire vehicle Trust / Hire (please circle)
Number of persons (including driver) in Trust vehicle:
Date and time of the incident:                   _ _ / _ _ / 20 _ _                                                            :                                                                      am / pm
For what purpose was the vehicle being used?
Was a trailer attached: Yes / No
Where did the accident occur (e.g. road name, town)?
Estimated speed of the vehicle:
Weather conditions / visibility Condition of road surface:
Name and contact details of any independent witnesses:
Was there police involvement: Yes / No Provide details:
Was damage sustained to another person’s property or vehicle: Yes / No
Owner’s name and address:
Insurance Details: Make: Model: Registration:
Description of damage sustained:
Did anyone sustain an injury: Yes / No

If yes please give details (e.g. name, address, nature of injury, hospitalised)




The information provided is for internal use by the Trust. No admission of liability or blame should be made to any third party.



Driver’s signature:                                                                       





If you have any queries regarding the completion of this form, please contact KLS Admin & Premises Manager.