To view or download this policy as a PDF click Employee and Employment Related Policies Documents

Purpose

The purpose of this policy is to outline the guidelines in relation to vehicle (fleet) usage at Central Desert Regional Council (CDRC).

Council is committed to ensuring that:

• Council vehicles are used in a safe and responsible manner.
• Council’s fleet is fit for purpose and minimises cost to Council.
• Risk management practices and appropriate accountability is practiced by drivers.

Scope

This policy applies to all employees who operate passenger style Council owned or leased vehicles.

Definition and Terms

Employee: Includes Council employees, apprentices or trainees, work experience participants, volunteers or an employee of a labour hire company assigned to work for Council or independent contractor.

Passenger style vehicle: Vehicles which are primarily used to transport people, this includes cars, utilities and buses.

Home Garaging: Vehicles used for business use which are stored at the employees usual place of residence when not being used for work purposes.

Private Use: Vehicles used for both business and personal use including non‐work related use. Limited Private Use – Private use restricted to a limited area or purpose.

Shared Pool Vehicle: Vehicles that are shared by more than one driver and, often, across more than one department.

Work Use: Used only for approved work activities and tasks.

Legislation and Reference

Local Government Act 2019
Terrritory and Commonwealth Traffic Acts and Regulations
P74 – Work Health and Safety Commitment Policy
SP01 – Code of Conduct (Employees)

Policy Statement

Vehicles will be centrally managed by the Fleet and Depot department, including any Community Services or other vehicles that are operationally leased with lease and running costs covered by that Directorate.

CDRC has three categories of vehicle use. Any variations to these terms and conditions are to be approved in writing by the Chief Executive Officer (CEO).

All Council vehicles are to be used exclusively for work travel purposes unless otherwise approved.

It is the responsibility of the user of a Council vehicle (fleet) to ensure they are following all laws and all policies of CDRC. Failure to do so may result in revoking of vehicle privileges and disciplinary action.

The driver or operator of the Council vehicle (fleet) is responsible for any fines or infringements issued while they were in operation of the vehicle.

Log books are to be completed for assigned pool vehicles each time the vehicle is used.

Private / personal vehicles are not to be used for work purposes, unless approved in writing by the CEO.

All CDRC vehicles, except for those designated with full private use, will be fully badged with CDRC identifying signs.

The driver or operator of the Council vehicle (fleet ) must be licensed and have the correct license class for the type of vehicle driven.

Types of Vehicles and Permitted Usage

1. Shared pool vehicle

Fleet which is shared across the organisation or a department.
These vehicles are to be used for work purposes only. Vehicles may be driven by Council staff only. Councillors may request use of a pool vehicle for the sole purpose of attending a Council meeting, if available, a vehicle will be provided.

2. Work vehicle assigned to a role

Vehicles that are assigned to an individual where the employee’s job role and contract specify full time use of a vehicle for work purposes.

The following applies for shared pool vehicles and work vehicles assigned to a role;

• CDRC vehicles are only to be used for authorised activities.
• Vehicles are only to carry non‐staff passengers authorised by a Director.
• Vehicles are only to be driven on gazetted roads and outstation access roads. Vehicles are not to be driven off‐road for sightseeing or for 4WD activities.
• Vehicles are not to be driven on station roads unless approval to do so has been made in accordance with Council policy.
• No animals, including dogs, can be carried in CDRC vehicles, unless specifically approved by the CEO.
• It is the responsibility of the assigned driver to appropriately maintain their vehicle in a clean, safe and fit state for use at all times. Failure to do so may result in revoking of vehicle privileges, disciplinary action or work area bearing cost of bringing vehicle to an acceptable standard.
• Vehicles are to be garaged at the place of Council business, unless written approval for limited private use has been given by the CEO.

Home Garaging

Some shared pool vehicles (fleet) or work vehicles assigned to a role may be authorised for home garaging and/or to a designated employee overnight. Approval must be granted by the CEO for longer term arrangements, or may be granted by a Director for a short term of not more than five nights.

Vehicles which are approved for home garaging can only be driven to and from work or, in the case where prior approval is granted, for use in afterhours work related emergencies. Home garaging of vehicles is permitted for the following employees who are required or may be required to be on call:

• Council Service Coordinators/Managers;
• Employees who work after ordinary working hours on communities (i.e. Aged Care Coordinators, Community Safety Patrol Teams and Youth staff)

All vehicles must be parked within the premises of a private residence and not parked overnight on streets or verges.

3. Vehicle Designated for Private Use

Vehicles that are assigned to an individual who use the vehicle for work purposes and under their employment contract or Council Policy are, in addition, allowed private use of the vehicle. All vehicles in this category, must be available for use by other authorised users when the vehicle is not being used, with the exception of the President, CEO and Director vehicles which are for their personal use only, and are not part of the Council shared pool vehicles. The 'private' use of vehicles is permitted only when provided for in a contract of employment or Council Policy.

CEO and Directors

This option will be offered to the CEO and Directors ‐ the employee will have an option to have an incognito vehicle (fringe) benefit, which is for work use and private use; or to retain the cash as part of their salary. Private use is subject to the conditions within the Council’s policy. Conditions for this option will be covered in the employee’s contract of employment and approved by the CEO prior to use.

Private Use Council Vehicles are to be returned by the Employee to Council for fleet use, during periods of consecutive leave of greater than 4 weeks unless otherwise agreed and approved by the CEO.

Interstate Travel

Private use vehicles may travel within Northern Territory. If it is proposed to travel outside this Territory approval must be obtained in advance by the relevant Director from the CEO. Depending on the length and distance of travel for private use, the Officer may be required to pay their own vehicle fuel costs.

Community Based Managers

This option may be offered to Level 7 to 10 Community-based positions subject to CEO’s approval – the eligible employee will have an option to have a vehicle (fringe) benefit for private use of the vehicle for up to 10,000km per FBT year which runs from 1 April – 31 March each year, or pro-rata if employment starts mid-way through the FBT year. Private use is subject to the conditions within the Council’s policy.

Conditions for this option include:

• Employees must complete and sign the “Motor Vehicle Fringe Benefit Private Use Declaration” for the benefit to be effective.
• Employees will be required to maintain a log book listing all of the personal kilometres travelled. These log books will be audited by the Fleet and Depot Team on an ad hoc basis.
• The completed logbook will be supplied to the Finance Manager, Fleet and Depot Manager and Regional Manager on the first week of April each year along with the signed ‘’Residual Fringe Benefit Declaration.”
• CDRC will cover the costs related to the FBT that arises up to a maximum of 10,000km of private use per FBT year. Any FBT arising out of the private usage of the vehicle above 10,000km, will be the responsibility of the employee and the employee will be invoices accordingly.

Other

Some contracts allow for limited private use. This will be specified in their contract conditions, or otherwise in writing by the CEO. The contract will allow use of a work vehicle for limited private purposes, in and around the community in which they are based or to and from work to private residence. Vehicle may also be used on a business trip elsewhere within the Regional Council’s area and/or Alice Springs (or Katherine for Lajamanu based employees). Private use is subject to the conditions within the Council’s policy.

The following applies for all private usage designated vehicles;

• Where an executive employee (CEO and Director) does not elect to have a private use vehicle (fringe) benefit or have a clear designated condition in their contract, they will have use of a pool vehicle as required for work purposes.
• Spouse or partner of an employee, where private use is applicable, who hold an appropriate driver’s license may drive the vehicle.
• All terms and conditions of use are to be specified in the employee’s contract of employment and approved by the CEO prior to use or within Council’s Policy.
• Interstate travel is to be approved by the CEO.
• Costs associated with general running of the vehicle will be paid by Council. Council will pay for the cost of fuel for private use within the Central Desert Regional Council area, but all fuel costs incurred outside of this area whilst on private business are to be paid by the employee.
• Vehicles are only to be driven on gazetted roads and outstation access roads. Vehicles are not to be driven off‐road for sightseeing or for 4WD activities.
• Vehicles are not to be driven on station roads unless approval to do so has been made in accordance with Council policy.
• No animals, including dogs, can be carried in Council vehicles, unless specifically approved by the CEO.
• It is the responsibility of an employee to appropriately maintain their vehicle in a clean, safe and fit state for use at all times. Failure to do so may result in revoking of vehicle privileges, disciplinary action or work area bearing cost of bringing vehicle to an acceptable standard.

Fuel Cards

The following applies for all usage of all CDRC fuel cards;

• Fuel cards are only to be used for authorised activities in line with Council’s Policy.
• Fuel cards must only be used by the designated employees.
• If a fuel card is lost or misplaced it should be reported immediately to the Fleet and Depot Department or employee manager/supervisor.
• If a fuel card is allocated to a specific vehicle, it cannot be used for other vehicles unless approved by the CEO in an emergency. Records of approvals must be submitted to the Fleet and depot in such an instance.

Exceptions

In the event where an exception to the policy is necessary, written permission is required from the Chief Executive Officer prior to any exception activity taking place. The CEO can withdraw private use entitlements at any time due to retirement, resignation or breaches of this Policy and related motor vehicle procedures. In cases where private use is withdrawn, three (3) months’ notice will be given to the employee of the change.

Breaches of Policy

Staff found in breach of this policy may face disciplinary action which may include termination of employment.

Review History