COUNCILLORS VEHICLE USE POLICY

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1 COUNCILLORS VEHICLE USE POLICY (ADMINISTRATIVE POLICY) 1. Scope: This policy applies to all Rockhampton Regional Council Councillors who elect to have use of a Council vehicle. The type of vehicle provided by Council will be in accordance with this policy and may be further subject to availability. Vehicles offered to Councillors require the approval of the Chief Executive Officer. The type of vehicle supplied by Council may be varied by agreement with the Chief Executive Officer. For clarity, agreement by the Chief Executive Officer to a different vehicle is not a variation of this Policy. 2. Purpose: This policy provides the framework for the provision of Council vehicles to Councillors in order to meet the Councillor s business needs to discharge their roles, and outline private use arrangements. 3. Related Documents: Primary Nil Secondary Local Government Act 2009 Expenses Reimbursement and Provision of Facilities for Mayor and Councillors Policy 4. Definitions: To assist in interpretation, the following definitions shall apply: CEO Councillor Mayor Chief Executive Officer A person who holds an appointment under section 194 of the Local Government Act This includes a person acting in this position. Councillors of Rockhampton Regional Council, within the meaning of the Local Government Act Mayor of Rockhampton Regional Council, within the meaning of the Local Government Act Adopted/Approved: Adopted, 10 September 2013 Page No: Page 1 of 6

2 5. Vehicle Types: The following vehicles types may be provided by Council subject to availability: Mayor This category applies to the Mayor only. The type of vehicle provided may be a prestige type sedan or as otherwise negotiated with the CEO. In recognising the community expectations and demands on the Mayor, all vehicle use is considered to be business. A requirement to maintain a logbook is not applicable to the Mayor. Councillors This category applies to all Councillors other than the Mayor. The type of vehicle to be provided will be from Vehicle Class 1, 2 or 3 of Appendix 1: Schedule of Vehicles. The type of vehicle provided will be based on business use requirements and approved by the CEO. 6. Private Use Arrangements: In addition to the business use of a Council vehicle, Councillors may elect to have private use of a Council vehicle under the following options; noting that associated Councillor contribution for private use recognise the operating and FBT costs of such use and can be contributed post tax or salary sacrificed pre tax pending any changes to applicable taxation laws. 6.1 Option 1: Logbook Based Reimbursement for Full Private Use Reimburse Council for the full private use of a Council vehicle based on an annual, 12 week logbook assessment with mileage allowances as recommended by the Australian Tax Office (ATO). If no logbook assessment exists for a Councillor, another private use option must be utilised until the initial 12 week assessment period is completed. Corrections to amounts payable are undertaken post assessment. For clarity, no reimbursement is required for any business travel. 6.2 Option 2: Limited Private Use Reimburse Council for the limited private use of a Council vehicle to the annual amount of $3,700 indexed annually by the same budget allowance for internal plant hire. Private use under this option is limited to within the boundaries of Rockhampton Regional Council. As from the 1 st January 2014 private use under this option is limited to within 100km of the boundaries of Rockhampton Regional Council. Any private use outside of these boundaries requires a record to be kept and advice provided to the CEO within 30 days of the use. The CEO will invoice the Councillor based on the mileage allowances recommended by the Australian Taxation Office. 6.3 Option 3: Full Private Use Reimburse Council for the full private use of a Council vehicle by a salary sacrifice arrangement. No vehicle logbook would be required. The salary sacrifice amounts are detailed in Appendix 1 for the relative vehicle classes. It is accepted that some Councillors, due to their divisional terrain, may require a Class 3 vehicle (AWD/4WD) for business use, but not such a vehicle for their private use, i.e. only need a Class 1 for private use. In such circumstances the minimum salary sacrifice amount will be as per Class 1. Adopted/Approved: Adopted, 10 September 2013 Page No: Page 2 of 6

3 7. Asset Management 7.1 Vehicles are listed on the basis of best value for Council and the most appropriate model for operating needs. The make and model of vehicles supplied will be subject to the terms and conditions of the motor vehicle procurement arrangements in force at the time. 7.2 Council shall replace vehicles as per Council s Asset Management Plans and Budget approvals. 7.3 Council will take into account environmental factors such as carbon emission reduction, Council s Cities for Climate Change and other initiatives in the Whole of Life cost modelling when selecting vehicles, maintenance regimes and vehicle provision. 8. Vehicle Accessories The following accessories/options, in addition to standard equipment, will be supplied for Councillor vehicle use: Mudflaps Rubber Floor Mats Mobile phone car kit or Blue Tooth Window tinting Air conditioning ABS Brakes Driver & Passenger Air Bag (where available) AM/FM Tuner CD Player Metallic Paint Cruise control Other accessories/options maybe fitted by approval of the CEO. 9. Conditions of use The conditions by which vehicles are offered to Councillors are as follows: 9.1 Policies & Procedures The vehicle shall be inspected, maintained and operated as per Council s policies and procedures. 9.2 Vehicle Availability All vehicles will be made available for Council business. 9.3 Roadworthiness and Appearance The Councillor shall ensure that all servicing is carried out in accordance with manufacturer s guidelines and contractual obligations The Councillor shall ensure that the vehicle is clean and maintained at a high standard so as to promote a positive image of Council It is the Councillor s responsibility to ensure that the vehicle is maintained in a roadworthy condition. This responsibility is limited to ensuring that regular fluid and tyre pressure checks are carried out, a current registration label is attached, vehicle servicing is current, and any obvious tyre, windscreen or other wear or abnormal noises etc are reported to Fleet Services. No vehicle is to be driven if there is any doubt as to its roadworthiness. Adopted/Approved: Adopted, 10 September 2013 Page No: Page 3 of 6

4 9.3.4 Vehicles shall not be driven in areas where damage may be incurred due to unfavourable ground conditions. Drivers shall exercise particular care and judgement at all times when driving vehicles The Councillor shall reimburse the Council for any costs incurred by the Council in cleaning the vehicle or in repairing any damage to or deterioration in the condition of, the vehicle as a result of actions, in excess of the Council s reasonable assessment of normal wear and tear and deterioration that would be expected if the vehicle had been used and cared for in accordance with this Policy. 9.4 Authorised Drivers Unless an emergency exists, authorised drivers include: The Councillor with an allocated vehicle, their spouse or partner Any other licensed driver provided the Councillor is in the vehicle at the time Another licensed Council employee or Councillor for work related travel 9.5 Refuelling of Vehicles Vehicles are to be refuelled at the current preferred supplier s service station that accepts the Fuel Card issued. The correct plant number and odometer reading shall be recorded at the time of re-fuelling. 9.6 Infringements Under no circumstances will the Council be liable to pay any fine or costs incurred by the driver of a Councillor allocated vehicle if that person infringes against Road Traffic Regulations, the Local Laws of any Local Government with respect to parking restrictions, or any other regulation that relates to the use of vehicles. The onus for payment of a fine or other costs resides with the offender. In the instance of Parking or Traffic Infringements, if the actual driver cannot be determined, the Councillor may be held liable for the penalties involved. 9.7 Storage of Vehicles The Councillor shall provide home garaging of the vehicle. 9.8 Theft of Property from Vehicles Personal property left in motor vehicles is not insured under any circumstances. Therefore, wherever practicable, valuable items such as laptop computers must not be left in vehicles. If it is unavoidable, the items must be out of sight and the vehicle securely locked. 9.9 Theft of a Council Vehicle In the event of the theft of a Council vehicle, Councillors are required to notify the police and the CEO immediately. Adopted/Approved: Adopted, 10 September 2013 Page No: Page 4 of 6

5 9.10 Loss of Licence Any Councillor that is disqualified/suspended from driving for any reason including being convicted of drink driving or driving under the influence of prohibited substances at any time shall automatically forfeit rights for usage of the Council vehicle for at least the period of disqualification/suspension. Councillors are to report this condition to the CEO immediately Motor Vehicle Insurance Council vehicles are insured under a comprehensive policy. This insurance policy becomes null and void if: the driver is not in possession of a current driver s licence; or the driver is convicted of being under the influence of alcohol or prohibited substances; or the driver is not authorised to drive the relevant Council vehicle. In such cases the driver could become personally liable for damages Vehicle Breakdown In the event of a vehicle breakdown, the driver should contact the nominated Roadside Assistance Company for roadside assistance, details of which are provided in the owner s manual. All breakdowns must be reported to Councillor s Executive Support staff for actioning as required Accident Procedure In the event of an accident the following procedure must be followed: Obtain all necessary details from the other driver: Name Address Telephone numbers Licence number Names of witnesses, if any Location details (street, suburb, town) Vehicle details, registration, make & model Insurance details (if available) All accidents must be reported to Executive Support and an insurance claim form, and a Motor Fleet Claim Form, must be completed if damage quotes exceed $ Under no circumstances should the driver of the vehicle admit responsibility for the accident or sign any acknowledgment in this regard Under no circumstances are repairs to be authorised by Councillors. Repairs are to be authorised by the Insurance Officer or directly by the Fleet Manager if the damage is under $500. Adopted/Approved: Adopted, 10 September 2013 Page No: Page 5 of 6

6 The Police must be called to the scene of the accident in the following circumstances: If any person is injured and an ambulance has been called; If any damage has been done to third party property, e.g. house, fence, awning, etc; If there is a conflict over which driver was at fault; If the combined accident damage is estimated to exceed $2,500 or if either vehicle has to be towed away If an injury has been sustained by a Councillor it must be reported to the Insurance Officer and Workplace Health & Safety Officer within 24 hours Outside the local area, a towing contractor authorised by the nominated Roadside Assistance Company should be used and the Insurance Officer advised of the location to which the vehicle has been taken Incident Report Form to be completed regardless of how trivial Vacation of Office In all cases resulting in the vacation of Office, the allocated vehicle must be returned to Council on cessation date in a clean condition along with all keys, fleet cards, log books and any other documentation relevant to the vehicle. 10. Review Timelines: This Policy is reviewed when any of the following occur: 1. The related information is amended or replaced. 2. Other circumstances as determined from time to time by the Council. 11. Responsibilities: Sponsor Business Owner Policy Owner Policy Quality Control Chief Executive Officer Manager Governance Support Manager Governance Support Corporate Improvement and Strategy EVAN PARDON CHIEF EXECUTIVE OFFICER Adopted/Approved: Adopted, 10 September 2013 Page No: Page 6 of 6

7 APPENDIX 1: SCHEDULE OF VEHICLES Note: Provision of tow bar will be considered an optional accessory for private use. Vehicle Class Pre-tax Salary Sacrifice Amount per year Vehicle Description 1. $11,000 Toyota Camry Altise, Toyota RAV4 CV 2WD, Nissan X-Trail ST 2WD, Holden Captiva 5 2WD Diesel 2. $9,100 Toyota Corolla Conquest, Hyundai i30 Active 3. $14,000 Toyota Hilux SR Dualcab 4WD, Mitsubishi Triton GL-R Dualcab 4WD, Nissan X-trail TS Diesel 4WD, Toyota RAV4 CV AWD, Holden Captiva 7 CX AWD Diesel, Ford Ranger XL Dualcab 4WD, Holden Colorado LX Dualcab 4WD

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