1.1 Accountability: Structure and Key Responsibilities
Priest/Committee is responsible and accountable for managing their fleet within the Church’s policy.
The Committee shall ensure that adequate cover is in place for all vehicles at all times. In the event of an accident or loss, the Committee shall comply with procedures set down by the insurer and, where applicable, in the Fleet Management Services contract.
All Church Vehicles are to be maintained in a safe, clean and roadworthy condition and consistent with manufacturers’ warranty requirements.
1.4 Records Management
The Committee shall maintain appropriate, auditable records of the Church vehicles.
1.5 Records of Usage
The Committee shall ensure the maintenance of sufficient vehicle usage records.
This Policy is to be applied consistently with the requirements of all relevant legislation, policies and contractual arrangements as determined from time to time.
STRATEGIC FLEET MANAGEMENT
The Committee need to record relevant information about their fleet through the use of asset register, vehicle booking and log books, vehicle justification business cases and Fringe Benefit Tax (FBT) records for audit purposes and for strategic fleet planning. Information should be reviewed periodically as operational needs and fleet requirements often change over time.
Vehicle Safety Policy
The Committee has a duty of care to provide a safe workplace. Fleet vehicles are considered an extension of the workplace and therefore should be as safe as is reasonable and practical.
The selection of safer vehicles and the fitting of vehicle accessories that promote occupant safety and the safe operation of the fleet vehicles should be considered in conjunction with operational requirements, environmental issues and whole of life costs in the acquisition of vehicles.
OPERATIONAL FLEET MANAGEMENT
The Committee shall ensure that adequate insurance cover is in place for all vehicles at all times. In the event of accident or loss, the Committee shall comply with the procedures set down by the Insurer and, where applicable, in the Fleet Services Contract.
The Committee should ensure that appropriate procedures are followed in the event of an accident or loss. These procedures should be in accordance with those specified by the Insurer and, where applicable, in the Fleet Services Contract. These procedures provide for the Fleet Manager to assess the cost effectiveness of making an insurance claim and to process a claim or make other arrangements.
All government vehicles shall be maintained in a safe, clean and roadworthy condition and consistent with manufacturers’ warranty requirements. The Committee should ensure that all Church members responsible for vehicles understand their obligations with respect to routine and periodic maintenance. Drivers should carry out a daily visual check of tyres, and keep the windscreen, windows and headlight clean to ensure safe clear vision. Vehicles should be kept clean and tidy, refuelled when necessary, oil, coolant and tyres should be checked regularly, air conditioning run regularly etc. Vehicles should be regularly serviced and maintained according to the manufacturer’s recommended specifications (where applicable, this should be arranged through the Committee’s nominated Fleet Manager).
Fleet Management Records
The Committee shall maintain records of all vehicles as appropriate to the professional management of the fleet, including:
• A Fleet Asset Register of appropriate information for each vehicle (e.g. make model, registration number, accessories, acquisition and replacement/disposal dates, etc.);
• Operation cost records of all running costs associated with the fleet (e.g. registration and insurance, fleet management fees, fuel, maintenance and servicing, acquisition and decommissioning, FBT paid, lease, rates, etc.).
This information is provided to the Committee on a monthly basis by Fleet Managers.
Use of a Church vehicle is subject to range of conditions. These conditions may differ depending on the type of usage designated for a particular vehicle or member of the Church/driver. Members of the Church who are to drive any Church vehicle should familiarise themselves with these conditions.
General Condition of Use
Any person responsible for, or in control of, a Church vehicle shall take due care for the condition and security of the vehicle and shall comply with this policy and all relevant legislation, traffic laws, regulations and by-laws.
The following conditions should be observed by all members of the Church/drivers for the use of all Church vehicles unless approved otherwise by the Priest/Committee.
Drivers shall comply with any further requirements stipulated by their agency. Any such requirements will be detailed in the agency’s internal fleet guidelines.
Only authorised personnel holding an appropriate current driver’s licence are permitted to drive Church vehicle. Probationary drivers are permitted to drive Church vehicles for services purposes.
Smoking is not permitted in any Church vehicle at any time.
Drivers shall comply with internal requirements with respect to the completion of booking records and log books.
Vehicles should be parked in a safe and secure place. Vehicles should be properly secured when unoccupied i.e. keys removed, doors locked and security systems activated. Confidential material and expensive equipment should not be left in unattended vehicles.
Drivers of vehicles are personally responsible for the payment of any fines incurred.
Drivers are to ensure that the passenger and load limits in the vehicle are not exceeded at any time.
Church vehicles may be home-garaged where the Priest/Committee is satisfied that this is justified on operational or asset management grounds. Home garaging is subject to specific conditions including:
• Home garaging the vehicle is secure; or
• The member of the Church requires the vehicle for operational purposes outside standard business hours or prior to arriving to the Church.
General conditions of use as well as any conditions applied by the Priest/Committee.
Typical conditions are likely to include:
Most Direct Route
Members of the Church should travel by the normal most direct route between their home and the place of service. Occasional stops and small variations from the normal route are permissible. Regular variations may be approved by the Priest/Committee.
The member of the Church will make arrangement for off street parking at home, whenever practicable, with security precautions taken at all times.