The Company provides and maintains a vehicle fleet with a range of vehicle types, (” Fleet Vehicle” or Fleet Vehicles”) appropriate to the needs of the Company operations. Fleet vehicles are available for use and to be driven by authorised Company Personnel (“Driver” or “Drivers” or “Authorised Personnel” or “Authorised Person” or “Authorised People”)

The purpose of this policy is to ensure that all Authorised Personnel understand their responsibilities when operating Company motor vehicles.

• Drivers of the Fleet Vehicles must be authorised to do so and must hold a current driver’s license.

• Drivers are fully responsible for the Fleet Vehicle while it is in their charge.

• Traffic regulations and bylaws must be observed at all times.

• All traffic and parking violations are the responsibility of the authorised driver of the vehicle.

• Fleet Vehicles must be driven at safe speeds according to the road conditions and within speed limits at all times.

• Every courtesy must be shown to other road users and pedestrians.

• The no smoking policy extends to motor vehicles.

• Company vehicles are serviced at the manufacturer’s recommended intervals and maintained in a roadworthy condition. However, drivers are required to check for obvious defects and report these immediately.

• Drivers are required to regularly check petrol, tyre pressure and windscreen washer supply.

• Unattended Fleet Vehicles must be securely locked.

• Fleet Vehicles must be produced to the Company’s nominated valuer for appraisal on the first working day after the 4th Day of December each year or at any other time throughout the year within 7 Days of a written request by the Company to do so.

APPROVED DRIVERS

The driver of a Fleet Vehicle must be deemed as “Company Personnel” as defined within the Company Policies and Procedures. Any person defined herein as Authorised Personnel must be fully licensed to drive the classification of the Fleet Vehicle. Without exception, Company Personnel who are unlicensed or who have a learner’s licence are not permitted to drive a Fleet Vehicle under any circumstances.

A photocopy of each driver’s current licence is to be provided. This will be kept as a record in their Personnel File. Authorised Personnel are to notify their supervisor immediately of any change to the status or validity of their licence.

If a Driver is unfit to drive because of ill health, suspensions or cancellation of licence, the Driver must advise the Company immediately. The Company reserves the right to dismiss any Authorised Person who loses his or her driver’s licence if their job required the use of a Fleet Vehicle and if no other arrangements are available.

CARE OF THE FLEET VEHICLE

The Driver of each Fleet Vehicle is responsible for the basic maintenance of that Fleet Vehicle. Basic maintenance should include, as a minimum, monitoring and replenishing vital fluids and lubricants:

• Fuel.
• Engine Oil.
• Coolant.
• Washer Fluids.
• Tyre pressure should also be monitored.

The Driver is expected to keep the inside and outside of the Fleet Vehicle clean and presentable at all times. Stock (if any) in the Fleet Vehicle should be kept in good condition and in a tidy order. No alterations, additions or modifications are to be made to a Fleet Vehicle without express written approval from the Company.

It is the Driver’s responsibility to bring to the Company’s immediate attention any fault that could render the Fleet Vehicle unsafe or un-roadworthy. Fleet Vehicles must not be driven when unsafe, un-roadworthy or in a condition that is likely to cause damage to the Fleet Vehicle. The Company will notify the Driver when a service is due, and this will be arranged ASAP.

FUEL CHARGE CARDS

If provided fuel charge cards are to be used for the purchase of fuel and oil etc. No miscellaneous purchases are permitted on these cards.

MOBILE PHONES

It is a traffic offence to initiate or receive calls without the use of approved Mobile Phone Cradles while driving. Drivers must comply with this law at all times.

ODOMETER READINGS

In order to keep accurate records of our motor vehicle fleet it is important that all drivers provide up to date mileage information as requested by the Company.

ANNUAL INSPECTIONS

Drivers are responsible for the condition and safe operation of their assigned Fleet Vehicle. The Company requires drivers to check their Fleet Vehicle for possible defects and report them according to policy.

The Company through an authorised third-party entity is obligated and required to physically inspect each Fleet Vehicle at least once per year. A Report will be generated for each vehicle by the Company’s authorised third-party inspector and a copy supplied to the Fleet Coordinator.
More frequent inspections and reports may be required at the company’s sole and unfettered discretion in accordance with this policy.

Annual Fleet Vehicle inspections are carried out on the first business day after 4 December each year. Accordingly, all Fleet Vehicles must be produced to the Company’s nominated inspector for inspection only by the Authorised Person on the first business day after 4 December each year (or within 7 Days of a written request by the Company to do so) at the time nominated prior in writing by the Company and sent to the Authorised Person.

Failure by any Authorised Person to produce the Fleet Vehicle for any scheduled inspection must without any favour or preference to any Authorised Person and without deviation to this Policy and pursuant to the Company Constitution be reported by the Shareholders Representative to the nearest police station as stolen no later than Midday the day after the scheduled inspection and the person or persons responsible must be prosecuted to the full extent of the law.

TRAFFIC OFFENCES AND ACCIDENTS

Before the Fleet Vehicle is provided to any Authorised Personnel, a Driver’s Declaration is required to be signed and provided to the Company.

Any traffic violation or offence of any sort committed by an Authorised Person will remain the sole responsibility of that Authorised Person. The Company will not be liable for any fines or penalties as a result of Fleet Vehicle use by its Authorised Driver at any time. The Authorised Driver of any Fleet Vehicle who has knowledge of a formal notice of an offence must notify the Company, immediately

Authorised Personnel responsible for any Fleet Vehicle that is involved or suspected of being involved in any accident is to report the accident to the Company in writing within 24 hours of said accident occurring.

Please Note: Where any Authorised Person is negligent, the Authorised Person will be responsible for payment of the insurance premium excess, which may necessitate the deduction of monies from wages or invoices.

ALCOHOL, DRUGS AND THE LIKE

The Fleet Vehicle must not be used by any Driver who is affected by drugs, prescribed or social, or alcohol. No Authorised Person can drive a Fleet Vehicle with a blood alcohol level above the prescribed limit (insurance becomes void) or be under the influence of medication and/or social drugs which may impair performance.

No support will be provided to any Authorised Person who suffers any consequences as a result of being in control of a Fleet Vehicle whilst under the influence of alcohol or drugs. Authorised Personnel, who are found to be affected by alcohol or drugs, will pay for any damage to the Fleet Vehicle, other vehicles, people or property as a result of an accident where that Authorised Person is the driver of the Fleet Vehicle.

Authorised Personnel who are found to have driven a Fleet Vehicle under the influence of drugs or alcohol may be dismissed on the spot without warning at the sole and unfettered discretion of the Company.

NO SMOKING

Smoking is not permitted in any Fleet Vehicle owned or operated by the Company.

MISDEMEANOUR

Save as provided elsewhere in this Policy, any Authorised Person who does not abide by this Policy will receive a written warning on the first occasion or may be dismissed. Immediate dismissal could result if an Authorised Person is found to be in control of a Fleet Vehicle whilst under the influence of alcohol or drugs. Dismissal could also result if an Authorised Person steals from the Company, or by using the fuel purchase card (if applicable) for private purchases.

If any Authorised Person causes damage to a Fleet Vehicle through his or her own negligence, then that Authorised Person may be required to pay for the repair of the damage. Failure to comply with the above policies may result in the removal of Fleet Vehicle usage or other disciplinary action including termination of employment or determination of an independent contractors' contract as the case may be in serious circumstances.

REVIEW

This policy will be reviewed annually.

FURTHER INFORMATION

For further information, please speak with your supervisor.

AUTHORISATION

This policy and procedures were approved on the date shown.