Department: Volunteering and community support department

Activity: Minibus use (Budleigh Hub and Westbank)  

Description of activity:

Use of the minibus to transport service users to general activities, medical appointments and shopping support.

Legal Requirements and Guidance for Reference:

COVID-19 – We have conducted a risk assessment for this activity to produce this Safe System of Work. As part of the research we have referred to the following sources:

Devon County Council: LA PPE Guidance for Staff Issue 5 V45 11.6.20 FINAL DCC - available from Westbank.

This allows the volunteer department to use its volunteer drivers to drive people to their much needed medical appointments.

All users / drivers are advised and will be reminded at time of booking of the following COVID-19 precautions:

  • Drivers are to wear a suitable well fitted face mask which should be either single use or single session use and then discarded and NOT subject to continued use. They should be of the following standard. BS EN 14683 (Type II)
  • Passengers are to wear an appropriate face covering at all times when using the minibus covering nose and mouth.  
  • Drivers and users to ensure good hygiene before and after each drive, i.e. washing hands with hot water and soap or use of sanitiser.
  • The minibus will be as ventilated as possible and so all users are reminded to dress accordingly.
  • Drivers will only transport the maximum number of users for the minibus to allow for appropriate social distancing – currently a maximum of 4 for each minibus (excluding the driver) DRIVERS - PLEASE USE TICK / CROSS SIGNS TO DENOTE WHICH SEATS CAN / CANNOT BE USED
  • Drivers will only assist users into the minibus when absolutely necessary and disposable gloves / face masks will be worn.
  • We will not transport anyone who is displaying symptoms of COVID-19: new continuous cough / high temperature or anyone experiencing loss of smell / taste.
  • Where possible and if appropriate we will ask all drivers / volunteers and service users to have their temperature checked using a forehead thermometer and if reading is above 38 degrees we will not transport / use. Those with a high temperature will be asked to return home and seek medical advice.
  • Drivers will not drive if they are displaying symptoms of COVID-19.
  • Drivers will wipe down with antibacterial wipes all contact points of their car (i.e. door / grab handles, seat belts etc.) between each user journey.
  • When the “fogger” arrives on both sites arrangements will be made to use in the minibus between each journey and this will help to kill any potential trace of the virus.

 All drivers are advised of the following:

  • Drivers must have completed the “driver pack” available from the volunteering department at Westbank
  • Drivers to ensure the minibus is in a roadworthy condition at all times.
  • Driver to ensure the minibus remains as ventilated as possible to reduce any risk of transmission of the virus.
  • However in the event of mechanical failure please pull over to a safe space and alight any passengers, contact reception at either Budleigh Hub or Westbank and contact the breakdown service.
  • Refuelling should take place without any passengers on board(except in an emergency)
  • Drivers to take a mobile phone with them (if possible) and should only be used when the minibus is stationery and the engine is off.
  • Drivers to have a supply of donation envelopes and should claim any out of pocket expenses on a monthly basis
  • Any problems please speak directly to the relevant transport co-ordinator:

Budleigh Hub: 01395 446896 / Westbank, Exminster: 01392 824752 

Date: 12th October 2020

Review Date: SSoW will be reviewed and regularly updated in line with government guidance.

Review carried out by:  Sarah Forde