Administration Charges
As of 8 October 2024, Hook Norton Car Club has introduced a series of administrative charges to help cover the costs it incurs when members fail to act in accordance with the Club’s rules and guidance. We hope that these will act as an ongoing reminder to all members of the duty of care they have both to our vehicles but also to other members and to the Club.
Current charges as of 08 October 2024
Contact Charge
Where a member has to be contacted by the Club because they have not complied with the Club’s rules or followed the Club’s guidance, a charge of £10 may be applied to the member’s account. Where a member has to be contacted by the Club on further occasions about the same matter within a twelve month period, the Contact Charge may be increased by £10 on each occasion. This charge will be applied whenever it necessary to contact a user further to the Club receiving a notice of intended prosecution (NIP), penalty charge notice (PCN) or for any other reason where it is necessary for the Club to contact a user. A Contact Charge may be applied in addition to other charges.
Cleaning Charges
Where a member has returned a vehicle which, in the Club’s sole opinion, is not sufficiently clean or where traces of food, drink, odour, pet hair or mess from goods/materials that have been carried (including plants) are present in the vehicle, the Club reserves the right to apply a £25 Cleaning Charge to cover any costs it incurs in having the affected vehicle cleaned.
Smoking and/or vaping is not permitted in any of our vehicles. If any traces (including odours) are found in our vehicles from smoking and/or vaping that has taken place whilst in teh possession of a member, the Club reserves the right to apply a fixed £50 charge to that member’s account for specialist cleaning of the vehicle.
A Contact Charge may be levied in addition to a Cleaning Charge.
Uncharged Vehicle Charge
Where a member has returned a vehicle and not left it charging, the Club reserves the right to levy Uncharged Vehicle Charge of £25 to cover potential losses to the Club of the subsequent user needing to abandon their rental, or the Club having to subsidise the mileage rate or petrol cost if the next user needs to use a different type of vehicle.
In all cases, the evidence used to determine whether or not a vehicle was left charging will come from independent third party sources to which the Club has access. These include, but are not limited to, the Bourne Green EVCP cloud management portal and vehicle-specific cloud-based user accounts.
To avoid incurring an Uncharged Vehicle Charge, users are reminded:
- to check that the charging indicator is displayed on the vehicle;
- that pressing the unlock button on the vehicle key fob may cancel the charging session and require it to be manually restarted by the user; and
- to observe that the vehicle successfully charging for one minute before placing the key in the key safe.
A Contact Charge may be levied in addition to an Uncharged Vehicle Charge.
Petrol Charges
Members must comply with the Car Club’s Petrol Policy which requires that they must always return any of our vehicles which can use petrol with at least a half-full tank of petrol (except where members can evidence that the petrol tank in a vehicle was less than half full when they collected it). If a member fails to comply with the Car Club’s Petrol Policy a Petrol Charge of at least £15 will be applied to their account. The level of the Petrol Charge will be proportional to the cost of petrol that was put in by a subsequent user to refill the vehicle’s petrol tank. A Contact Charge may be levied in addition to a Petrol Charge.
Late Return Charges
Where a member has returned a vehicle more than two hours later than the indicated return time on the Booking Schedule and this is not as a result of any mechanical or other failure with the vehicle, the Club may apply a Late Return Charge of £10 plus £2.50 per hour for every hour late thereafter. Where the late return directly affects another user, a fixed charge of £25 may also be applied. A Contact Charge may be levied in addition to any Late Return Charges.
Late Payment Charges
Invoices issued by the Club should be paid by return and not later than ten days from the date of the invoice. Where a member has failed to pay an invoice within ten days of issue and has not previously contacted the Club about the matter, the Club reserve the right to apply a £10 Late Payment Charge and suspend the member’s account. In all circumstances if an invoice remains unpaid after 28 days from the date of issue the Club may apply a further Late Payment Charge of £25. If the invoice remains unpaid after 60 days the Club reserves the right to apply a monthly Late Payment Charge of £35 and issue a Statutory Demand for full payment, including the cost of issuing the Statutory Demand, at any time.
The Club understands that sometimes circumstances may arise that unexpectedly prevent members from paying invoices issued to them by the Club. Members should contact the Club within ten days of the date of issue of an invoice to advise of any delay in making payment and to give a firm date of when payment will be made to prevent an initial £10 Late Payment Charge from being applied to their account. Irrespective of whether a member has previously contacted the Club payment must be made within 28 days of the date of issue of the invoice to avoid a £25 Late Payment Charge from being applied to their account.
A Contact Charge may be levied in addition to any Late Payment Charges.