Fleet Management Policy - Molemole Local …

1 Fleet Management Policy 1 Contents 1. OBJECTIVES OF THIS Policy .. 3 2. DUTIES OF THE TRANSPORT OFFICER .. 3 2. 3. LOG-BOOKS FOR OFFICIAL VEHICLES .. 4 4 4 4. USE OF OFFICIAL MOTOR TRANSPORT .. 5 Official Purposes .. 5 Standard 5 Compliance with the rules .. 6 5. INSURANCE .. 6 Cover .. 6 Forfeiture of cover by driver .. 7 6. ACCIDENTS .. 8 8 Reporting of the accident (other than to the police).. 9 Disposal of accident report form .. 9 Legal proceedings .. 9 Third-party claims received .. 9 Accident repairs .. 9 7. DAMAGE, LOSSES, DEFICIENCIES AND THEFTS.

2 10 Introduction .. 10 Checking .. 10 Damage, losses, deficiencies and thefts to be 10 8. SERVICING OF OFFICIAL VEHICLES .. 11 At appointed garages .. 11 At other 11 2 All servicing subject to payment .. 11 Warranty .. 11 Servicing Intervals .. 12 Timeous arrangements .. 12 Fuel and oil additives .. 12 Complaints against Local 12 Use of Services of Competent Officials .. 12 Washing and Polishing .. 13 9. REPAIRS AND REPLACEMENT OF SPARE PARTS AND ACCESSORIES .. 13 Responsibility .. 13 At Official garages and departmental 13 At other 13 Repairs other than accident 13 Spare parts and accessories.

3 14 Policy ON THE Management OF THE MAYORAL VEHICLE .. 15 Preamble .. 15 1. Type of Official 15 2. Use of Official 15 3. Use of any other Municipal Vehicles .. 16 4. 16 Approval of the Policy .. 17 3 1. OBJECTIVES OF THIS Policy The objectives of this Policy are to: Identify the role and duties of the Transport Officer responsible for Fleet control; Ensure that effective, economic and efficient use of official transport/vehicles is made by planning itineraries; Ensure that proper use of logbooks is maintained; Provide rules regarding the use of official transport; Ensure that proper steps are taken in instances of accidents, loss or damage to official vehicles.

4 To ensure that official vehicles are properly maintained and serviced To ensure the vehicles are kept safe at all times 2. DUTIES OF THE TRANSPORT OFFICER Coordinate transport and ensure that the best and most economical use thereof is made at all times; Exercise control over the maintenance of and expenditure involved in the use of official vehicles and other transport; Arrange for the proper completion and regular scrutiny of all records and returns concerning transport and ensure that the vehicles controlled are kept in good condition and that they are serviced regularly.

5 Ensure that all instructions relevant to the use, operation and maintenance of vehicles are complied with; To act as liaison between the Municipality and service providers in matters affecting transport; Check purchase slips (petrol, oil and toll fees) against transaction report from First Auto on a monthly basis. Reconcile kilometer data from logbook with those on the vehicle To compile monthly reports of the usage of municipal Fleet . 4 2. ITINERARIES Any official who uses the official vehicle of the Municipality must complete the itinerary in advance in consultation with the Transport Officer or other competent officer of the Municipality; Log-sheets shall be carefully compiled and the Transport Officer shall compare itineraries with log-sheets to regulate and monitor trips; The official shall obtain the approval of the Head of Department before undertaking any official trip with the official vehicle, in order to ensure effective control of the use of official vehicles 3.

6 LOG-BOOKS FOR OFFICIAL VEHICLES Completion The logbook shall be checked by the driver using the official vehicle before each trip to ensure that it is up to date and if not so, report the matter to the Transport Officer. Log-sheets shall be completed in every detail before and immediately after the completion of each trip. Supply A logbook shall be supplied by the Transport Officer with each official vehicle and must always be kept in the vehicle. The driver shall be responsible for the safe custody of the logbook in use. Duties of the Driver All the drivers must ensure that they obey the rules of the road at all times when driving municipal Fleet .

7 Drivers must not drive municipal vehicles while under the influence of alcohol or any other kind of intoxicants. All the drivers must ensure that they are in possession of a valid drivers license and PDP where necessary. No driver is allowed to take the car home without getting approval from the Transport Officer. 5 The driver is responsible for the safekeeping of petrol card. All drivers must report lost/stolen petrol cards to the Transport Officer within 24 hours. Drivers must ensure that they renew their driver s licenses and PDPs in time 4. USE OF OFFICIAL MOTOR TRANSPORT Official Purposes Official transport is provided for strictly official services and is not to be used for private or other purposes without the necessary authority.

8 Cases in which it has been established that improper use has been made of the transport must be reported to the Transport Officer who will take the matter further. Standard Conditions The following standard conditions apply in respect of all cases mentioned in this Policy and must be complied with in all instances: The most economical vehicle suitable and available for the service must be used; The vehicle must not be overloaded; A copy of this Policy shall be kept in all official vehicles. The official in charge of the vehicle shall be responsible for the safe custody thereof; Nobody other than officials of the Molemole Local Municipality is allowed to be transported in any of the official vehicles.

9 In cases where the driver allows a person other than those mentioned above, the driver must see to it that such a passenger signs a form which indemnifies the Council from any claims deriving from accidents or other injuries, otherwise the driver will be liable for such claims; No official who is being granted a transport subsidy or allowance is allowed to either drive or be transported in any official vehicle; No official may drive an official vehicle unless he/she has been authorized to do so by the Transport Officer and unless he/she is properly licensed to drive the particular class of vehicle under whose control falls; Special attention is directed to the requirements of the Road Traffic Act in regard to the duties of a driver in connection with the reporting of physical disabilities from which he/she may suffer or which he/she has sustained or which have developed after issue of a driver s license.

10 Cases where it is deemed necessary to modify the standard driving controls of a vehicle before the issue of a special driver s license to 6 such person can, in terms of the requirements of the law be possible; shall first be referred to the Municipal Manager for consideration; The Transport Officer shall satisfy himself/herself that any incompetence or doubtful ability on the part of the official is not of such a nature as to expose the Council to great risk. Where such official must of necessity drive official vehicles and it is considered necessary, he/she should be subjected to a retest by the authority concerned even though it has to be obtained at the Municipality s expense; Drivers must exercise proper care in the use and handling of official vehicles.