NARACOORTE LUCINDALE COUNCIL COUNCIL POLICY C1.9 MOTOR VEHICLES

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1 RESPONSIBLE OFFICER: RELEVANT DELEGATIONS: LEGISLATION AND REFERENCES: Chief Executive Officer Director Corporate Services PURPOSE OF POLICY To define the parameters under which all employees, Elected Members and other authorised persons utilise Council-supplied motor vehicles BACKGROUND Council recognises the mutual benefit to Council and employees in the supply of a motor vehicle in lieu of the payment of overtime for particular staff carrying out certain duties. PERSONS / AREAS AFFECTED All staff supplied with, or driving, Council motor vehicles All Elected Members and other persons authorised to use a Council motor vehicle from time to time PRINCIPLES In recognition of the mutual benefit to be obtained, Council will provide motor vehicles in accordance with the conditions defined within each of the following categories: Category A Eligibility Vehicle Type Rationale Conditions Chief Executive Officer, Directors, Manager, Special Governance Projects and Manager, Technical Services Holden Berlina, Fairmont Ghia or equivalent (or other such vehicle as approved by the Chief Executive Officer or as provided by the supply dealer to both parties satisfaction). Provided as part of remuneration package or Contract of Employment - generally in lieu of overtime claims. Unrestricted private use of a fully maintained motor vehicle as per the terms and conditions as set out in this policy.

2 Category B Eligibility Vehicle Type Rationale Conditions Works Coordinators Holden Omega, Ford Falcon or equivalent (or other such vehicle as approved by the Chief Executive Officer or as provided by the supply dealer to both parties satisfaction). Provided as part of remuneration package in lieu of overtime claims. Unrestricted private use of a fully maintained motor vehicle as per the terms and conditions as set out in this policy. Employees in this category are limited to refuelling at Council s expense for private travel within a radius of 100km of the Naracoorte Lucindale Council area. During periods of annual or long service leave all fuel is to be supplied by the employee, unless otherwise specified in a mutually agreed employment arrangement. Category C Eligibility Vehicle Type Rationale Conditions Livestock Exchange Manager, Rural Works Supervisor, General Inspector, Workshop Supervisor, Development Officer Building and Environmental Compliance Officer. Ford Courier, Mitsubishi Triton dual cab utility or equivalent (or other such vehicle as approved by the Chief Executive Officer or as provided by the supply dealer to both parties satisfaction with due regard to the requirements of the position). Provided as part of remuneration package in lieu of overtime claims. Unrestricted private use of a fully maintained motor vehicle as per the terms and conditions set out in this policy. Employees in this category are limited to refuelling at Council s expense for private travel within the Naracoorte Lucindale Council area. During periods of annual or long service leave all fuel is to be supplied by the employee. Category D Eligibility Vehicle Type On Call or other operational staff requiring take-home use of a motor vehicle as determined by the relevant Director or Manager. To be determined by the relevant Director or Manager

3 Rationale Conditions Provided for staff who are on-call and require after hours use of a vehicle for work purposes or are required to carry large, unwieldy items with them between home and work. Use of a Council supplied motor vehicle for the purposes of travelling from the employee s home to the Council work place, vice versa, and whilst on call. The motor vehicle will not be used for any other purpose, and shall be available at all times for Council use. Private usage of such vehicles (including use during luncheon or other meal breaks) is strictly prohibited. If an employee utilises the assigned vehicle in such a way as to cause the Naracoorte Lucindale Council to incur a fringe benefit liability, then the said employee will be required to reimburse the Council the amount of that fringe benefit liability in full, or such lesser amount as may be determined by the Chief Executive Officer. Category E Eligibility Vehicle Type Rationale Conditions The Mayor To be determined by Council Provided for Mayoral use when on authorised Council business and in pursuit of Mayoral activities. Use of a Council supplied and maintained motor vehicle for authorised Council business and in exercising Mayoral duties and activities. The motor vehicle will not be used for any other purpose. Private usage of such vehicle is strictly prohibited. The conditions and limitations defined in the above categories may be varied at the discretion of the Chief Executive Officer. Nothing contained in this Clause shall prevent the use of a Council motor vehicle to which this General Policy refers by another authorised person for bona fide Council purposes, subject to the permission of the custodian of the vehicle. In such circumstances it is the responsibility of the authorised person using the vehicle to maintain a record of such use in a format acceptable to the Director Corporate Services. For this purpose a Log Book will be maintained for each vehicle to which this Policy relates.

4 SPECIAL NOTE: In the event that a Council motor vehicle (passenger vehicle, utility or other vehicle) incurs a traffic infringement notice (including but not restricted to parking fines, toll road charges, and road traffic offences including speeding offences) the responsibility for payment of any related expiation fee or Courtimposed fine will rest with the driver in control of the vehicle at the time the offence was committed. In the event that the driver responsible for such a traffic infringement notice cannot be identified due to the failure of the control systems prescribed above, the officer to whom the vehicle is allocated for private use shall be required to pay any expiation fee or Court-imposed fine in relation to that infringement. ROLES & RESPONSIBILITIES Vehicle Usage The following rules shall apply to the vehicle usage: 1. The employee or Elected Member assigned a Council vehicle shall be responsible for ensuring proper and adequate care, usage and maintenance of the vehicle including garaging/off street housing, regular cleaning both internal/external and ensuring regular checks of running items including: Fuel Level Engine oil level Engine coolant level Brake fluid level Tyres including spare Lights Windscreen washers and wipers General roadworthiness of vehicle Vehicles are to be maintained at all times in accordance with the Driver Instruction Manual supplied at commencement of employment, and the manufacturer s handbook supplied with the vehicle. All vehicles are to be polished at least once every year, and all cleaning and regular checks of the vehicle shall take place outside of working hours. 2. Cleanliness and general care of vehicle will be regularly checked by the Director, Corporate Services or their nominee, and any breach shall be brought to the attention of the employee s supervisor and appropriate action taken. Repeated or serious breaches shall be reported to the Chief Executive Officer who may revoke the use of the vehicle from the employee.

5 3. Usage of vehicles under Category A shall be either as per Contract, or (in the absence of a Contract) shall be available to : the participating employee; his / her Spouse or De Facto Spouse; a member of the employee s immediate family. While acknowledging the private use rights of the employee concerned, the following persons may also be permitted to use the vehicle from time to time subject to the terms and conditions of this Policy :- an appropriately licensed employee of the Council for approved Council purposes; an appropriately licensed Elected Member of the Council for approved Council purposes; any other appropriately licensed person with the express permission and knowledge of the employee. Insurance excess due as a result of a motor vehicle accident whilst the vehicle is being used for private purposes shall be payable as follows: Employee or Spouse / De facto Spouse No excess payable Anyone other than employee or Spouse / De facto Spouse - Full Insurance Excess payable 4. Usage of vehicles under Category B and C shall be either as per Contract, or (in the absence of a Contract) shall be limited to :- The participating employee; His / her Spouse or De Facto Spouse; A member of the employee s immediate family who lives with the employee on a bona fide domestic basis only. With the express permission and knowledge of the employee the following persons may also use the vehicle subject to the terms and conditions of this Policy :- an appropriately licensed employee of the Council for approved Council purposes; an appropriately licensed Elected Member of the Council for approved Council purposes; Insurance excess due as a result of a motor vehicle accident whilst the vehicle is being used for private purposes shall be payable as follows: Employee or Spouse / De facto Spouse No excess payable Anyone other than employee or Spouse / De facto Spouse - Full Insurance Excess payable.

6 5. Usage of vehicles under Category D shall be limited to the participating employee only. Insurance excess due as a result of a motor vehicle accident whilst the vehicle is being used for private purposes shall be payable as follows: Employee No excess payable 6. Usage of vehicles under Category E shall be limited to the Mayor, his / her spouse, Elected Members and Council Employees with the knowledge and approval of the Mayor. Insurance excess due as a result of a motor vehicle accident whilst the vehicle is being used for Council purposes shall be payable as follows: Mayor, Elected Member or Employee No excess payable 7. Any warning lights (eg flashing or rotating lights whether operational or not) shall be removed before anyone other than the employee drives the vehicle. 8. No person other than those specified above shall be permitted to drive the vehicle, except in an emergency. The full insurance excess is payable by unauthorised persons involved in an accident. 9. Vehicles are to be brought onto the job every working day and shall be available for official use as required by any employee of Council when not required for official use by the assigned employee. 10. Use of Council vehicles is restricted to Private Use and Council Use only. Under no circumstances shall Council vehicles be used for other purposes eg. for personal commercial gain. 11. All employees who are required to drive Council vehicles must hold a current drivers licence issued by the relevant authority in their State of residence. Staff who require a licence to carry out their work and who have their licence cancelled either fully or partially, shall immediately notify their supervisor in accordance with the Motor Vehicle Policy. Failure to notify will be considered a serious misdemeanour, which may result in suspension or termination of services. Upon notification of licence cancellation or suspension, the employee may be temporarily or permanently redeployed to a position where a licence is not required, if such a position is available. Any rights to the use of a Council vehicle shall be terminated unless the vehicle is provided as apart of an employment Contract or formal employment arrangement. 12. Smoking is not permitted in the cabin of any vehicle. 13. The vehicle may not compete in any car rally or competition, or be used for commercial purposes or otherwise contrary to the terms of Council s motor vehicle insurance policy. 14. The employee must not wilfully or recklessly misuse or mistreat the motor vehicle.

7 15. The employee must not do anything that might result in any insurance on or relating to the vehicle becoming void or which might increase the premium on any policy. If any insurance premium, excess charge or other charge increases are incurred as a result of the use to which the vehicle is put by the employee, the employee shall pay the additional amount. 16. An employee convicted of driving offence resulting in licence suspension will be removed from any car scheme privileges unless the vehicle is provided as apart of an employment Contract or formal employment arrangement. 17. No advertising, sporting or promotional stickers or similar material is to be affixed to any part of Council s vehicles (safety and other statutory requirements excepted). This condition shall not apply to certain vehicles at the discretion of the Chief Executive Officer. 18. An employee convicted of drink driving in association with an accident will be liable for all costs associated with the repair of such vehicle/vehicles. 19. All accidents shall be investigated by the Manager HR & Governance to assist with accident prevention strategies. Any disciplinary measures resulting from the investigation will be dealt with by the relevant Director or Manager in accordance with the processes set out in Council s Enterprise Agreements as appropriate. 20. Private use of Council vehicles shall be limited to passenger, and utility type vehicles, including station wagons, utilities and four wheel drives. 21. Employee s utilising vehicles under Category D are permitted to pick up and drop off members of their work gang, provided that the members of that gang live on the most direct route to and from the place of work. Vehicles with a GVM in excess of 4,500kg shall not be used to pick up and deliver fellow employees, under any circumstances. Fuel 1. All Council vehicles shall be fuelled using a fuel card system, regardless of whether or not the fuel is used privately or for Council purposes. Each eligible employee will be issued with a fuel card specific to that employee or vehicle. Each employee will be required to provide the registration number, job costing number and an accurate current odometer reading of the vehicle, when refuelling. All fuel receipts must be provided to the Corporate Services Department

8 2. Employees under Category B undertaking a journey outside a 100 kilometre radius from the Naracoorte Lucindale Council area will be required to reimburse Council for the cost of private fuel purchased from a Council approved fuel supplier outside the 100 kilometre radius from the Naracoorte Lucindale Council area. During periods of annual and long service leave, employees within category B will be required to reimburse all fuel purchased 3. Employees under Category C undertaking a journey outside the Naracoorte Lucindale Council Area will be required to reimburse Council for the cost of private fuel purchased from a Council approved fuel supplier outside the Naracoorte Lucindale Council Area. During periods of annual and long service leave, employees within category C will be required to reimburse the cost of all fuel purchased. 4. Any person found to be abusing or deviating from the fuel card system will be subject to disciplinary procedures and may be removed from any car scheme privileges at the discretion of the Chief Executive Officer. Vehicle Maintenance 1. Council s Corporate Services Department is to manage and coordinate all servicing and maintenance of Council vehicles. 2. All vehicles are to be serviced at scheduled intervals, and it is the responsibility of the employee to ensure that the Administration Officer - Fleet is advised of impending servicing requirements at least 14 days or 1,000km before service becomes due. 3. All vehicle defects are to be reported to the Administration Officer - Fleet. 4. Council shall pay all registration, insurance and third party property insurance. All vehicles remain the property of the Council. Vehicle Selection / Order / Delivery 1. The Director, Corporate Services is solely authorised to negotiate and conclude the acquisition of vehicles for the Council s fleet. Other staff are not to enter into discussions or negotiations with Dealers for the supply, changeover or disposal of vehicles, or for the supply/fitment of accessories and/or options or Council s vehicles.

9 When negotiations have been concluded, the Director, Corporate Services will present recommendations to the Chief Executive Officer for approval, and to ensure consistency with Council policy. 2. Vehicles will be replaced at a time recommended by the Director, Corporate Services and approved by the Chief Executive Officer, as providing optimum benefit to Council. 3. All vehicle changeovers are to be completed by the Administration Officer - Fleet. At the issue of vehicles to the relevant employee, a formal Vehicle Delivery Form will be completed. 4. Where a position is vacated which at the time has a vehicle provided, the Director or Manager shall review the need for such vehicle and is to ensure in consultation with the Director, Corporate Services that any continuation of provision of a vehicle is in accordance with Council s policy. Employee Funded Optional Equipment 1. The following items are fitted to Council vehicles as standard equipment: Assigned Vehicles Towbar Seat Covers Floor Mats Air Conditioning Window tinting Blue Tooth/Phone Kit Cruise Control Fleet Vehicles Towbar Seat Covers Floor Mats Air Conditioning Window tinting Blue Tooth/Phone Kit Assigned vehicles include those vehicles referred to in Categories A, B and C as defined in the Principles. Fleet vehicles include those nominated in Category D as defined in the Principles and those which form Council s general fleet. 2. Optional extras may be fitted to vehicles under Categories A, B and C, at employee's own expense where such item is not standard specification, subject always to approval from the Director, Corporate Services. Certain non-standard items may, with prior approval from the employee s Director or Manager and the Director, Corporate Services, be fitted to vehicles at Council s cost if it is deemed to be a requirement of the employee s normal duties, eg: Canopy, Bull Bars, and Driving Lights.

10 3. Roof Racks may not be fitted or used on Council vehicles unless approved by the Director, Corporate Services. Approved type racks will be fitted to Category A, B and C type vehicles at full cost to the employee. Any damage caused to a vehicle by use of non-approved roof racks will be payable by the employee at the full cost of the repair. 4. Employee funded options may where practical be transferred from one vehicle to another, provided the vehicle is left in its original condition, and that the employee meets all costs associated with such transfers. All equipment transfers are to be completed with the approval of the Director, Corporate Services. 5. Employee funded options may be initially funded by Council and repaid via weekly payroll deductions over an agreed period not exceeding the estimated life of the vehicle. 6. Property damage suffered by third parties caused by employee-owned boats, trailers etc., whilst being towed by Council vehicles, will be covered by Council s Motor Vehicle Insurance. However, damage to the trailer, caravan or boat itself is not covered, and it is suggested that the employee arrange comprehensive insurance in this instance. An employee involved in an accident whilst towing a trailer which does not have current registration will be liable for all costs associated with the repair of the vehicle/vehicles. Driver Operation Manuals Driver Operation Manuals are provided with each vehicle, and contain information on what is expected from employee s responsible for the care and maintenance of all Council equipment. These are issued with all new vehicles and are to be kept in the vehicle glove box. Resignations Employees who resign or are dismissed from Council employment are required to obtain a Vehicle Clearance from the Director, Corporate Services before payment of final salary will occur. Once a clearance has been given and a final salary payment made, a copy of the Clearance Form will be filed on the employee s personal file.

11 Fringe Benefits Tax To aid in the optimisation of vehicle kilometres travelled for FBT purposes, vehicles may be rotated between employees, at the discretion of the Director, Corporate Services. Where possible vehicles types will be matched between employees who are required to exchange vehicles. ADOPTION AND AMENDMENT HISTORY Date Authorised by Minute Reference 25 May 2010 Council Amended - Resolution 476 / February 2008 Council 275/08 25 September 2007 Council 87/08 27 February 2007 Council 352/07 28 February 2006 Council 196/06

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