Metung Community Bus Policy
Effective from 9th of September 2014
1. Introduction
The Lions Club of Metung Inc. and the School Council of Metung Primary School ( the
Parties) have partnered to purchase one 12 seater mini bus ( 11 passengers plus driver)
( The Community Bus) which is available for use for the transport of community groups,
including students of Metung Primary School and others who may not otherwise have access
to such transport. There is a demonstrated need for transport assistance to the elderly,
children and groups in the Metung area who would otherwise have difficulty accessing such
transport. This policy and all requirements must be strictly adhered to when requesting use of
the vehicle.
2. Policy Statement
Use of the vehicle is subject to the terms and conditions set out in this policy. The Community
Bus is owned and maintained by the Lions Club of Metung Inc. ( with the School Council of
Metung Primary School funding 50% of the equity) . Garaging, administration and bookings
are undertaken by the Metung Primary School. A Memorandum of Understanding between
both Parties outlines their respective rights and responsibilities in regard to the Metung
Community Bus project.
3. Guidelines for the operation of the Community Bus
3.1
The prime purpose of the community bus is to provide a service for community
members who are transport disadvantaged to enable them to participate in activities and
programs they may not otherwise have access to.
3.2
Priority of access will be given to the Metung Primary School, followed by not for
profit organisations for community purposes or activities, church/ voluntary groups , schools,
community health and others providing social and recreational outlets for local residents.
3.3 Usage for private/ business organisations and private groups is not promoted and is
subject to approval by the Community Bus Committee. Local commercial hirers should be
used in preference to the Community Bus. A Hire and Bond rate that is significantly higher
than that set for not for profit / community groups will be charged for any approved
applications.
4. Booking Procedure
Bookings will be made through the Metung Primary School.
Bookings may only be made at a maximum of two months in advance, unless a permanent
booking has been made, with prior approval.
Those wishing to make a booking will be sent the following documentation:
(a) Community Bus Booking Form
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(b) Community Bus Policy
4.1 The Community Bus Booking Form is required to be completed and signed , including
the nominated driver’s name, address and driving license details.
4.2 Hirers must confirm the booking by payment of the Bond and Hire Fee one week
in advance.
4.3
Keys will not be issued until the Bond and Hire fees have been paid.
4.4 Keys can be collected from the Booking Secretary at the Metung Primary School by the
nominated driver, who must produce his/her drivers licence at collection.
5. Community Charge Out Rates:
Hire Fees and Bonds
Duration
Half day (4 hrs)
Full day ( 8 hrs)
Overnight 5pm – 9am
Weekend 5pm – 9am
Cleaning Fee Per hr ( if
necessary )
Trailer Hire
School and
Community Groups
$40
$80
$40
$150
$60
Bond for School and
Community Groups
$100
$100
$100
$100
----
$10 ½ day
$20 day
NOTE: A.. If a Hirer intends to use the vehicle on a regular basis, the Bond monies can
be held in Trust by the Lions Club of Metung Inc.
B.. The Community Bus must be returned with a full tank of fuel.
Failure to do so will involve an additional charge, being the amount of fuel
required to top up plus a fee of $25.00
C. Should a Hirer fail to turn up for a daily hire or give less than three days notice of
cancelling their hire, The Lions Club of Metung reserves their right to charge a levy of $40 per
day for each day booked or cancelled.
D. The Bond will be retained if the Community Bus is not returned by the due date,
unless the hirer has provided a reasonable explanation for the delay on or below the due
date. A decision to retain a Bond if the Community Bus is not returned by the due date is at
the absolute discretion of the Parties acting jointly or severally.
6. Payment Method
 Cash
 Cheque
 Direct debit
Accounts will be forwarded to the person making the booking for any outstanding
eg additional milage, fuel, cleaning or other incidentals.
7. Drivers
7.1 Hirers are required to provide their own drivers.
A list of volunteer drivers is available at the Booking office if required.
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amounts –
7.2 Drivers must not be under 25 years of age and not on a probationary licence. They
must have held a driver licence for a minimum of three years.
7.3 Drivers must be clean and presentable. They must be friendly, courteous and
helpful to passengers.
7.4 Drivers must inform passengers of the conditions of travel, including no food or
drink to be consumed on vehicle and seat belts to be worn.
7.5 Drivers must take a mobile phone with them in case of emergencies.
7.6 The Parties reserve the absolute right to not approve drivers, acting jointly and
severally.
8. Vehicle familiarisation
The driver must complete a vehicle familiarisation session before the driver can drive the
vehicle with passengers. This will include a brief overview of the vehicle, fuel point, jack
and jacking points, tools, first aid kit, spare wheel, wheel brace, vehicle Log Book, oil, water
and wiper water checks, safety jackets, safety triangle, witches hats and the Driver
Information Card. It will also involve a short drive and some reversing procedures.
9. Key Collection
Keys can be collected from the Booking Secretary at the Metung Primary School at a
mutually arranged time. Collection during school holidays by arrangement.
10. Smoking
Smoking is strictly prohibited in or near the vehicle at all times.
11. Alcohol and other Drugs
Alcohol and illicit drugs must not be consumed on the vehicle at any time.
Drivers must maintain a zero blood alcohol and illicit drug level , while in control of the
vehicle and passengers.
12. Food and Beverages
The consumption of food and beverages is not permitted on the bus.
13. Traffic Fines
Drivers must be aware and observe all road regulations and laws. No person other than the
designated driver is permitted to drive the bus. The Driver will be held responsible for any
penalties, infringements or other fines associated with the use of the vehicle.
NOTE; the bus does not have an e-tag. The user will be required to purchase a day pass if
toll roads are to be used.
14. Accidents and Insurance
If an accident occurs, the driver must not admit any liability. Drivers should stop,
render assistance, or call 000 for ambulance if required.
Exchange names, addresses, rego numbers and insurance details. Also phone the Booking
Office or phone emergency numbers listed on the Driver Information Card to advise situation.
14.1 the vehicle is covered for Comprehensive Insurance under the Lions Clubs of Australia
Insurance cover
14.2 Insurance excess of up to $500 is the responsibility of the Hirer in the event of an
accident claim.
14.3 All accidents and damage to the vehicle must be reported immediately upon return,
including any mechanical defects noticed during use.
14.4 If a breakdown occurs, drivers should follow instructions listed on the Driver Information
Card, located in the pocket of the vehicle.
14.5 The H must insure all passengers, including public liability insurance for the activity, and
relevant insurance for their own volunteers.
15. Refuelling
The vehicle must be returned with a full tank of diesel fuel paid for by the Hirer.
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NOTE: Diesel Fuel only
Diesel fuel can be obtained at Bairnsdale, Swan Reach, Johnsonville or Lakes
Entrance.
The Hirer will be responsible for any engine damage as a result of fuel other than
diesel fuel being used.
NOTE: The use of Non Diesel fuel will cause significant damage to a diesel engine.
Failure to re-fuel the vehicle prior to it’s return may result in the loss of all or part of the
Bond.
16. Tow bar
The tow bar should not be used without prior approval from the Metung Primary School
Booking Office. The hire of a luggage trailer may be available to approved drivers if
required.
17. Cleaning
The vehicle must be returned in a clean condition.
 Remove all rubbish
 Clean seats
 Sweep the floor of the bus
 Remove any mud, dirt, etc from both interior and exterior of the bus.
Cleaning supplies such as cloths, dustpan and brush are provided in the bus.
Failure to leave the vehicle in a clean and tidy condition may result in the loss
of all or part of your Bond.
18. First Aid
The vehicle contains a First Aid Kit, located at the front of the bus. If the kit is used a note
should be made in the log book. A basic First Aid guide is on the reverse of the Driver
Information Card.
19. Community Bus Log Book
The Community Bus Log Book must be completed by the driver each and every time the bus
is used. The driver must record the odometer reading at the start of the journey and when the
bus is returned at the end of the journey. The Log must also be dated and signed off by the
driver.
20. Community Bus Check List
The Community Bus Check List must be completed by the driver prior to departure and again
at the end of the journey when the bus is returned. The completed form is to be signed off by
the driver and handed in to the Booking Secretary, together with the vehicle keys.
Drivers should inspect the vehicle before and after usage, and note down any damage ,fault
or missing equipment on the Check List.
The Hirer may be liable for the cost of replacing or repair of a tyre if it is damaged due to
inappropriate driving, or from being driven while punctured or flat.
21. Passengers
The total number of persons travelling on the bus shall not exceed the number of passengers
for which the bus is licensed, and the number of seats. Only one person (child or adult) per
seat is allowed. Seat belts must be worn at all times.
22. Behaviour of passengers
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The driver and /or group leader will be held responsible for passenger behaviour and safety
while on the bus. All passengers must be seated , with seat belts engaged while the vehicle is
moving. Where damage is caused by irresponsible use, or malicious damage, then it will be
the responsibility of the user to cover all costs incurred as a result. Further access to the bus
may also be denied.
23. Lost Items
The Parties will not be responsible for any passengers item lost or damaged as a result of a
group using the vehicle.
24. Vehicle Service
The vehicle will be taken out of service from time to time for service or repair as deemed
necessary, and where possible adequate notice will be given to users. The Parties will not be
responsible for any bookings that may need to be changed or cancelled due to the vehicle
being taken out of service.
25. Safety and Security of Vehicle
Please ensure the bus is parked with hand brake on, and is locked at all times when
unattended. Ensure that the vehicle keys are not left in the ignition or in a place where they
could be lost/stolen.
26. Off Road:
The vehicle is not to be driven off road. If a driver causes loss or damage to the vehicle by
going off road, the costs of any necessary repairs will become the Hirers responsibility.
27. Duty of care
The driver has a duty of care to ensure that all passengers remain safe whilst waiting,
entering the vehicle, travelling , and exiting the vehicle.
In the event of a breakdown, procedures listed on the Driver Information Card should be
followed, to maximise passenger safety.
Drivers must ensure that they have adequate breaks from driving, also allowing passengers
breaks for food, drinks and toilets. Drivers should take a minimum half hour break every
two hours, and allow for breaks in their schedules.
Drivers must be diligent in conducting vehicle checks before starting a journey, during the
journey and at the end of the journey.
Drivers should adjust their driving to the time of day, traffic, road and weather conditions.
Passengers should feel safe at all times.
28. Set off
The Parties may set off against any sum owing to the Parties under this Agreement any
amount owing by the Hirer to the Parties.
29. Failure to comply
Failure to abide by any of these conditions outlined in this policy document and/or associated
procedures will jeopardise future access to the vehicle.
30. Right of Refusal
The Parties retain the absolute right to refuse access to the vehicle to any person or
organisation as the Parties may jointly and severally determine.
The Secretary
Lions Club of Metung Inc.
P O Box 67 Metung 3904
Revised 9th September 2014.
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