Clare and Gilbert Valleys Council Contract of Employment

Clare and Gilbert Valleys Council Contract of Employment Principal Planner THIS AGREEMENT is made this Between: And: (“the Employee”) day of 2009. The Clare and Gilbert Valleys Council, 4 Gleeson Street, Clare, 5453 (“the Employer”) 1. 1.1 PURPOSE OF AGREEMENT This Agreement provides the employment conditions and remuneration arrangements for the Employee who provides services for the Employer in the position of Principal Planner. This Agreement shall commence from ARRANGEMENT TITLE Purpose of Agreement Arrangement Definitions Remuneration and Superannuation Duties And Responsibilities Hours Of Work Corporate Wardrobe Leave Entitlements Performance Review Termination Of Agreement Enforceability of Agreement Signatories Remuneration Job and Person Specification 2. CLAUSE 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Schedule 1. Schedule 2. 3. DEFINITIONS The Employer means Clare and Gilbert Valleys Council. The Council means Clare and Gilbert Valleys Council. The Award means the South Australian Salaried Municipal Officers Award as amended from time to time. 4. 4.1 4.2 REMUNERATION AND SUPERANNUATION The Employee shall have coverage as provided for under the South Australian Salaried Municipal Officers Award and Council’s Collective Agreement. In consideration of the Employee’s services under this Agreement, the Employee shall be classified at Level 7, Increment 1 General Officers Stream, with an above award remuneration payable as set out at Schedule 1. Increases applicable to the above award component will be in accordance with the normal Collective Agreement Increases. The legislated superannuation payments shall be paid to Local Super (Local Government Superannuation Scheme). 4.3 4.4 Contract of Employment Page 2 5. 5.1 DUTIES AND RESPONSIBILITIES Subject to the provisions of Clause 5.2, the duties and responsibilities of the Employee are as set out in the Job and Person Specification, attached as Schedule 2 to this Agreement. Council shall be entitled to vary the Job and Person Specification from time to time in accordance with organisational needs. The Employee’s other responsibilities include but are not limited to: • diligent application to effectively perform the duties • observe Council’s Code of Conduct for Employees • observe all policies of Council • observe occupational health and safety requirements and participate in maintaining a safe working environment The employee shall not make personal use of, nor pass on to another person or body, any information which is confidential to Council. HOURS OF WORK The position is a full time position of 38 hours per week. Some flexibility within the working hours may apply by agreement of the Employer. The Officer shall be available for work outside normal working hours other than when on all types of leave. The Officer shall receive the remuneration package, as set out in Clause 1 of this Agreement to compensate for working such hours as the demands of the position requires. No additional overtime or callouts will be claimed and paid OTHER EMPLOYMENT CONDITIONS Motor Vehicle – Provision of a Council vehicle for private use in accordance with Category 2a of the Motor Vehicle Allocation Policy. The Officer is required to observe the terms and conditions regarding the use of the vehicle. The value of the vehicle forms part of the remuneration package value. Any arrangements outside of the Policy shall require approval by the Chief Executive Officer. (Schedule 3) The employee is required to reside within the Clare & Gilbert Valleys Council district within 6 months of the commencement of this contract. A mobile phone is provided for official duties. Limited private use will be permissible in accordance with Council policy as may be amended from time to time. CORPORATE WARDROBE The provision of Corporate Wardrobe allowance shall be in accordance with Council’s Collective Agreement, LEAVE ENTITLEMENTS During the term of this Agreement the Employee shall accrue sick leave and annual leave at the full time entitlement of 10 days sick leave and 20 days annual leave per annum. 5.2 5.3 5.4 6. 6.1 6.2 7. 7.1 7.2 7.3 8. 8.1 9. 9.1 Contract of Employment Page 3 9.2 10. 10.1 Other forms of leave shall be as provided for under the Award and Collective Agreement. PERFORMANCE REVIEW The Employee agrees to undergo a performance review after the first three months of commencement of employment, or where relevant, in accordance with the Employer’s Performance Development Review (PDR) Program. The review process shall be utilised as an opportunity to facilitate two-way and open communication between the Manager and the Employee. Where the Employee’s overall performance is considered by the Manager to be unsatisfactory (as a result of the review process) discussions between the Manager and Employee shall specify the particular areas of unsatisfactory performance and to agree on future work objectives, appropriate training and performance outcomes. In the event that the Manager, after undertaking the performance review, determines that the Employee’s overall performance is unsatisfactory, the Manager shall provide the Employee with a formal written warning which sets out in detail the particular aspects of the Employee’s performance which require improvement, along with specified time frames by which such improvements must be achieved. Where improvements have not been achieved and sustained at a satisfactory level then the Employer shall terminate this Agreement and the Employee’s employment. 10.2 10.3 10.4 10.5 11. 11.2 TERMINATION OF EMPLOYMENT The Employer may terminate this Agreement and the Employee’s employment, with the prescribed period of notice as set out in the Award for performance or conduct of a nature which leads to a disciplinary and dismissal process. Not withstanding anything contained elsewhere in this Agreement, the Employee may terminate this Agreement by giving the Employer two (2) week’s notice. Upon termination of employment by either party, the employee shall return any materials in her possession which have been provided by Council. ENFORCEABILITY OF AGREEMENT In the event that any part or provision of this Agreement is held to be unenforceable or contrary to law, that fact shall not affect the enforceability of any other part or provision of this Agreement. 11.3 11.4 12. 12.1 Contract of Employment Page 4 13. SIGNATORIES Signed for and on behalf of the CLARE AND GILBERT VALLEYS COUNCIL ON THIS DAY ……………………….DAY OF …………………………….2009 …………………………………..……… ROY BLIGHT Chief Executive officer ……………………………………. WITNESS Signed by the Employee ON THIS DAY ………………….…….DAY OF ……………………..…….2009 …………………………………………… …………………..……………….. WITNESS Contract of Employment Page 5 Schedule 1 1. Remuneration Package The rate of pay for Level 8, General Officers Stream, is as shown: Level 8 Above Award Payment 9% Super Provision of a fully maintained 6 cylinder motor vehicle with private use as provided for under Category 2a of Council’s Motor Vehicle Policy. TOTAL To be Negotiated Contract of Employment Page 6 Schedule 2 Job and Person Specification Position: Reports to: No. of Direct Reports: Award/Stream/Level: Incumbent: Date Appointed: Principal Planner Chief Executive Officer 5 SA Salaried MO Award Level 8 Position Ojectives Provide team leadership and direction to Planning and Development Services team staff Contribute to the development of strategic objectives and annual business plans and programs. Provide regular reports to Council on the progress of all activities related to the function. Undertake a range of administrative procedures, including the development of policy, procedures and practices Research, investigate and advise on planning matters related to compliance and regulatory controls Provide technical expertise and advice to Council, external organisations and the community on planning and development issues Undertake assessments of planning and development applications, and ensure compliance with Council’s strategic objectives, the Development Act, Regulations, Codes and other relevant Key Result Areas MANAGEMENT AND TEAM LEADERSHIP PLANS, PROGRAMS AND REPORTING DEVELOPMENT (PLANNING) Contract of Employment Page 7 Key Result Area 1: MANAGEMENT AND TEAM LEADERSHIP Key Tasks Provide leadership and direction to the Planning and Development Services Team on their day to day activities. Foster and support a team approach and harmonious working environment through the effective human resource management of the team, including the conveying of instructions, information, performance management, and staff development. Conduct regular staff meetings, and ensure staff receive appropriate instructions, information and advice. Manage leave, overtime and other employee entitlements. Ensure staff are aware of legislative changes that have an impact on their work area. Conduct the annual performance development and review program (PDR) and prepare staff development plans. Performance reviews coordinated and conducted within relevant timeframes Training needs identified and transferred into relevant training programs Performance Indicators High level of leadership and effective management of activities Staff operating in environment of appropriate instructions, participative communication and information sharing. Timely regular meetings, organisational and legislative information disseminated Key Result Area 2: PLANS, PROGRAMS AND REPORTING Key Tasks Contribute to the planning process through identifying and developing corporate strategic objectives. Develop, monitor, evaluate and report on annual business plans and programs. Provide regular reports to Council on the progress of all activities related to the program. Develop and implement appropriate responses to planning and economic issues of strategic importance to the future development of the region. Prepare, monitor, evaluate and report on the workgroup annual budget and forward financial plans. Prepare discussion papers and make recommendations. Provide reports, as required, on various activities undertaken or achieved as required under the Development Plan. Design, develop and deliver various promotional activities related to the function. Performance Indicators Appropriate and relevant programs, objectives, plans, strategies and policies developed. Detailed reports on outcomes Timely and relevant strategic input to planning process Relevant contribution to budget process. Timely discussion papers presented on appropriate topics, with sound recommendations. Timely, complete reports Effective contribution to promotional strategies Contract of Employment Page 8 Key Result Area 3: DEVELOPMENT (PLANNING) Key Tasks Undertake the management, coordination and delivery of various projects relative to the function. Undertake extensive liaison and establish close working relationships with customers, stakeholders and service providers external to the organisation. Receive, evaluate and exercise delegated authority in the processing of applications under the Development Act and ensure the integration with Councils’ strategic objectives, the Development Plan and compliance with all legislative requirements under the Development Act, Regulations and Building Codes and associated legislation. Such activities include: Providing expert advice to members of Council, staff and clients regarding planning assessments; Assessing Planning and Development Applications, issuing approvals and inspecting developments for compliance with approved documentation, the Development Act and Regulations; Undertake inspections of land where development is proposed; Developing and maintaining technical procedures and policies in accordance with legislative changes; Preparing submissions, compiling evidence and representing Council as an “expert witness” in undertaking legal action or prosecution under the Development Act; Coordinating the development and overseeing the implementation of a strategy to ensure compliance with the Disability Discrimination Act and Standards and other relevant legislation, based on sound risk management principles. Liaise with and provide technical advice to management where relevant regarding development issues. Provide technical expertise and advice to the community and other stakeholders on various aspects of the legislation and Codes and, in particular, attend to counter and telephone enquiries on a day to day basis. Receive and respond to correspondence relating to planning and associated matters. High quality, expert advice provided to Council Assessments and approvals complying with legislation, regulations and specifications. Relevant, timely inspections Appropriate technical practices and procedures identified, developed and implemented Legislation monitored and relevant appropriate policies developed Submissions, evidence and representation are professional, complete and accurate DDA strategic response is sound and achievable Relevant contribution and timely liaison Performance Indicators Projects managed within milestones, budget and achieve relevant outcomes Liaisons achieve expected outcomes High quality, expert advice provided to community and other stakeholders Timely, appropriate correspondence and meets customer service protocols Contract of Employment Page 9 Person Specification Qualifications Knowledge Relevant Tertiary qualification in Planning. Legislation/Regs/Codes: Sound knowledge of Development Plans, Council plans, programs, policies and procedures, in particular related to the function. Sound knowledge of the principles of building construction. Good knowledge of quality management and continuous improvement principles. Sound knowledge of relevant legislation. Knowledge of various other legislation. Good understanding of budgetary control and processes Understanding of how various sectors of the community impact on and interact with Council, particularly in relation to planning matters. Understanding of the competitive environment and its impact on local government operations. Development Act and Regs Local Government Act 1999, and 1934 Regs & Bylaws, associated Aust. Standards, Codes Building Code of Australia Environment Protection Act, Land & Business (Sale & Conveyancing) Act, Swimming Pool Safety Act, Fences Act, OHS & W Act, Regulations and Codes of Practice, Disability Discrimination Act. Native Vegetation Act and Natural Resources Management Act Skills High level decision making, analytical skills and conceptual thinking. Ability to make sound judgments, recommendations and devise innovative solutions, and ability to follow through with their implementation High level oral communication skills, including, liaison, information sharing and resolving conflict. High level negotiation and dispute resolution skills High level written communication skills, in order to write reports to Council, prepare legal submissions and attend to correspondence Organisation skills, including time management, prioritisation and effective delegation 5 years of quality experience in planning matters, particularly with the assessment of development applications and Policy Development. The incumbent is responsible and accountable for adequately managing the corporate records created and received by the Development and Planning Division according to relevant policies, procedures and legislation. Ability to lead, foster, encourage and achieve a participative employee relations environment • Ability to facilitate and support positive relationships with staff • Effective time management and personal management • Ability to assist with the interpretation and resolution of enquiries from the community. • Demonstrates a high level of interpersonal skills and work ethics, including • motivation and enthusiasm • flexibility and adaptability to a changing and dynamic environment • positive relationships with Elected Members • commitment to professionalism • strong commitment to, and focus on, customer service • team oriented Has delegated authority as defined by Council delegations, in approving developments and initiating action regarding offences against the Development Act and Local Government Act. Authority to manage resources and staff within the Department. • Experience Records Management Personal Attributes Delegation and Authority Contract of Employment Page 10 Job Requirements Current drivers licence, essential. Extensive travel throughout the district is required. Some intrastate travel required. Observe Council’s Code of Conduct for employees. Out of hours work and attendance at Council meetings, as required Compliance with Council policies and procedures. Attend conferences, seminars and training courses to maintain strong and effective networks and competencies. Where relevant, maintain professional registrations. Compliance with the Occupational Health Safety and Welfare Responsibilities of Supervisors and Employees as stated on the OHS&W Policy and Responsibilities Statement of Council and the OHS&W Act thus ensuring the safety of self, others and public. Training OHS&W Signed: _______________________(Employee) ......./....../.... Approved By: ___________________( Chief Executive Officer) ...../....../.... Contract of Employment Page 11 Schedule 3 CLARE & GILBERT VALLEYS COUNCIL ADMINISTRATION PROCEDURE Procedure Title: VEHICLE ALLOCATION Responsible Department: Responsible Officer: Date of Adoption: Review Date(s): Human Resources Chief Executive Officer 1 January 2003 To be reviewed two years from adoption date, or to reflect changes in legislation or Council policy. Not applicable 23 April 2009 Cancellation Date: Amendment Date: Contract of Employment Page 12 1. 2. 3. 4. 1. 2. 3. 4. 5. 6. 5. 6. PURPOSE ..............................................................................................................................................14 DEFINITIONS .........................................................................................................................................14 PROCEDURE FEATURES....................................................................................................................16 OPERATING PROCEDURE .................................................................................................................21 CATEGORY 1........................................................................................................................................21 CATEGORY 2........................................................................................................................................21 CATEGORY 3..........................................................................................................................................9 CATEGORY 4..........................................................................................................................................9 CATEGORY 5........................................................................................................................................10 PASSENGER & LIGHT FLEET VEHICLE USE .............................................................................................23 DRIVERS LICENCE...............................................................................................................................25 REFERENCES ........................................................................................................................................... Contract of Employment Page 13 1. PURPOSE This Procedure facilitates the management of Council’s passenger and light vehicle fleet through a system of vehicle allocation and/or entitlement to designated employees which is fair and equitable, managed consistently across the organisation and which will achieve the optimum return on Council’s investment. The types of vehicles supplied for each category will be determined in accordance with the needs of the organisation. The arrangements outlined in this document apply from 1 January 2003. 2. definitions “Informal Arrangements” means verbal vehicle use arrangements that are on an ad hoc basis, or short term arrangements that may have continued past the original expiry date. “Full private Use” means that the vehicle is available for the private use of the Chief Executive Officer and Departmental Managers at all times, including annual leave, and there is no employee contribution required. These vehicles form part of the general fleet as required from time to time. The employee surrenders his/her right to payment for any additional hours worked, penalties and allowances. “Private Use” means that the vehicle is available for the private use of a designated employee at all times, including annual leave, but forms part of the general fleet during working hours when the employee is present at work. The vehicle is available for annual leave, and there is no employee contribution required. Interstate travel for the purposes of taking leave will be only by agreement from the Chief Executive Officer, and such agreement shall take into account the actual additional hours worked by the incumbent of a position allocated a motor vehicle under this category. The employee is required to surrender any claim for payment for authorised overtime and allowances. “Limited Private Use” means that the vehicle is available for a designated employee’s private use when the vehicle is not required at work, but is not available for the employee’s annual leave. The employee is required to pay a contribution for private use. “Out of hours work” means all authorised work that takes place in addition to, and outside of the normal hours worked and may include attendance at Council, public and staff meetings, community forums and training programs. “Significant out of hours work” means all authorised out of hours calls to attend (call-outs), or return to work are a common and regular feature of the job with an expectation that the employee would be called a minimum of 12 times per month to return to work. “Employee Contribution” means that the employee is required to contribute a set amount each fortnight for the private use of a vehicle. “Commuter Use” means that the employee allocated the vehicle is able to use it for commuting between work and home, but there is no provision for private use. Contract of Employment Page 14 “Designated vehicle” means that the vehicle is allocated to a department, section or work function to enable equipment to be carried or to improve the efficiency of the operations involved. “Specialist vehicle” means that the vehicle has been configured in a particular way to suit the work requirements of a work function or fitted with equipment or tools of trade for the operations involved. “TOIL” means “time off in lieu of payment for overtime worked” in accordance with the current Clare & Gilbert Valleys Council Enterprise Agreements. Contract of Employment Page 15 3. PROCEDURE FEATURES Vehicles will be allocated across the organisation according to the following categories: Category Category 1: CEO and Management Positions Criteria The vehicle forms a part of the salary package Vehicle types and models will vary according to the position in question. Conditions of Use Chief Executive Officer and Department Managers (where the supply of a vehicle forms a part of the employment package) Chief Executive Officer Full Private Use • Vehicle available for the CEO’s use at all times. • Vehicle forms part of the general fleet at the CEO’s discretion. Managers Full Private Use • Vehicle available for use by other employees, for work purposes, during normal working hours when the manager is present at his/her normal work location. • All petrol expenses incurred while on leave are payable by Council. • Any receipts for petrol purchased requiring reimbursement must be submitted to the Corporate Services Department. In both cases above, there is no entitlement to TOIL, penalty rates, payment for overtime or any other allowances. Contract of Employment Page 16 Category Category 2 Salary Packaged Vehicles; or Vehicle required as part of a job that requires significant out of hours work (as defined) and regular recall to work. Criteria • The Council provides a vehicle as part of the employment package or as a recruitment incentive. • These positions shall be designated supervisory and/or specialist positions and include the following positions: Not applicable at this time. Private use Conditions of Use • Vehicle available for use by other employees or Councillors, for work purposes, during normal working hours when the employee responsible for the vehicle is present at his/her normal work location. • All petrol expenses incurred while on annual leave are payable by Council. • Any receipts for petrol purchases requiring reimbursement must be submitted to the Corporate Services Department. • There is no entitlement to TOIL, penalty rates, payment for authorised overtime or any other allowances. In these positions it is expected that a minimum of 9 hours of “out of hours” work is required per fortnight, averaged over a year to a minimum of 216 hours; or • In situations where the employee is required to regularly (at least 12 times per month) return to work after hours to resolve problems and deal with emergency situations, or if regularly instructed to hold themselves on immediate standby to attend work. Employee contribution • Where the rate of authorised overtime worked does not meet the above anticipated value, an employee contribution may be required. Contribution towards fringe benefits tax may be required. • Employees may be required to have constant access to a vehicle to be able to perform duties at all hours Vehicle types and models will vary according to the position in question and the needs of the organisation. • • Contract of Employment Page 17 Category Category 2a As from 28 November 2007 Criteria The Council provides a vehicle as part of the employment package or as a recruitment incentive. These positions shall be designated supervisory and/or specialist positions and include the following positions: Works Manager Deputy Works Manager Principal Planner Manager Governance and Risk Conditions of Use Private use • Vehicle available for use by other employees or Councillors, for work purposes, during normal working hours when the employee responsible for the vehicle is present at his/her normal work location. • All petrol expenses incurred while on annual leave are payable by Council. • Any receipts for petrol purchases requiring reimbursement must be submitted to the Corporate Services Department. Employees may be required to have constant access to a vehicle to be able to perform duties at all hours Vehicle types and models will vary according to the position in question and the needs of the organisation. Vehicle provided for officer’s private use as referred in dot points 1-3 above. The provision of this motor vehicle takes account of any overtime or out of hour’s requirements that might arise from time to time. No guidance’s are provided under this category relating to the work (additions expectations) nor is there any cost contribution made by the officer concerned. Its is recognized that under this category (and the officers contract of employment with Council ) that the Council or Chief Executive Officer can require the officer to undertake a reasonable amount of work outside of the normal hours of work. Contract of Employment Page 18 Category Category 3 Vehicle Required as a part of the job and is attached to the position. • Criteria Employees who are required to have access to a vehicle in order to perform their duties. Vehicle types and models will vary according to the requirements of the position and the needs of the organisation. Conditions of Use Limited Private Use • Vehicle may be used up to 20km per working day for private use, during weekends and evenings, but not while on annual leave or during an extended absence from work. The availability of a vehicle allocated under this category is not guaranteed to the employee out of business hours, as it does not form part of the employee’s conditions of employment. Award and enterprise agreement provisions and entitlements relating to overtime, penalties and allowances shall continue to apply. • • Contribution towards fringe benefits tax may be required. Contract of Employment Page 19 Category Category 4: Designated or Specialist vehicle or Vehicles excess to the needs of Categories 1 - 3 Criteria • Vehicles that are required to be taken home at night and at weekends, for security purposes. • These positions shall be designated positions and include the following positions: Maintenance Team Leader Construction Team Leader Facilities Maintenance & Contracts Supervisor Technical Officer (Civil Works) Mechanic Development Officer Building Environmental Health Officer Library Manager Conditions of Use Commuter Use • • • Vehicle may be used to commute to and from work. No employee contribution required. Vehicle allocated by the Manager of the Section to which the vehicle is designated. This can be either to the most appropriate employee(s) in consideration of the work involved or on a rotation system, if appropriate. Award and enterprise agreement provisions and entitlements relating to overtime, penalties and allowances shall continue to apply, unless otherwise negotiated by individual agreement and recorded in the officer’s Motor Vehicle Use Agreement. Category 5 Work Use only • Vehicles available for use at work only and allocated to suit the needs of the work being undertaken. • Work Use only Contract of Employment Page 20 4. OPERATING PROCEDURE Category 1 All offers made to Department Managers under this category are at the discretion of the Chief Executive Officer. The offer of a vehicle to a Manager as part of a salary package may be made during the recruitment process or when the Manager’s conditions of employment change. Approval from the Chief Executive Officer will be made in consultation with the Corporate Services Manager, where relevant, (who will provide an organisation wide perspective and ensure equity is maintained in accordance with this procedure). The vehicle must have been included in the budget, or be part of the existing fleet. Details of the arrangements, in accordance with this procedure will be included in the Manager’s letter of appointment, or other formal documentation, with a copy retained on their personnel file. Category 2 The offer of a vehicle is made to an employee as part of a salary package during the recruitment process, or where the employee’s position demands significant authorised out of hours work or call-outs (as defined) and is required to relinquish access to overtime, TOIL, and/or allowances. The offer is made • • by the Manager of the department involved, and in consultation with the Corporate Services Manager (who will provide an organisation wide perspective and ensure equity is maintained in accordance with this procedure). The vehicle must have been included in the budget, or be part of the existing fleet. The details of the arrangements in accordance with this procedure will be included in the employee’s letter of employment, or other formal documentation, with a copy retained on the employee’s personnel record. Employee contributions for the private use of vehicles may be payable taking into account the circumstances of the value of the vehicle and additional hours performed (authorised overtime). Such contributions are: • • • • deducted from the employee’s pay after tax; deducted using a Payroll Deduction form; reviewed annually, and adjusted in accordance with the Consumer Price Index, or at the Chief Executive Officer’s discretion. Contract of Employment Page 21 Category 3 The decision to offer/provide a vehicle to an employee for Limited Private is at the discretion of the Department Manager to which the vehicle is allocated. The Manager is to ensure that advice is provided to the Corporate Services Manager of any changes in the allocation or category of a vehicle. Employee contributions for the limited private use of a vehicle may be payable taking into account the circumstances of the value of the vehicle and additional hours performed (authorised overtime). Such contributions are: • • • • deducted from the employee’s pay after tax; deducted using a Payroll Deduction form; reviewed annually, and adjusted in accordance with the Consumer Price Index, or at the Chief Executive Officer’s discretion. 1 Category 4 The discretion to allocate a “designated” or “specialist” vehicle to an employee for Commuter Use is at the discretion of the Department Manager. In the case of vehicles that are temporarily in excess to the needs of the organisation, the Corporate Services Manager may for security purposes, offer vehicles for commuter use, on a rotation basis. Category 5 Vehicles in this category are allocated, for work purposes only, according to the needs of the work group and the work being undertaken. Vehicles remain garaged at Council premises. Contract of Employment Page 22 5. PASSENGER AND LIGHT FLEET VEHICLE USE PROCEDURES 5.1. Driver Responsibility Vehicles are to be driven responsibly, with Road Traffic Act and Motor Vehicles Act Rules and Regulations observed at all times. Damage, defects or other problems are to be reported to the responsible manager or Occupational Health, Safety & Welfare/Risk Management Officer immediately such damage or defect is noticed or occurs. All passenger vehicles will be fitted with cruise control to assist drivers with maintaining the appropriate speed limit. 5. 2. Fuel All fleet vehicles are to be refuelled at authorised Mobil Stations. Drivers with private use will be provided with Fuel Cards and will obtain fuel receipts for all fuel purchases and these receipts are to be submitted to Corporate Services Department. These receipts are to have the driver’s name, registration and plant number annotated on the back. Vehicles are to be maintained and/or returned to car pool with a minimum half of a tank of fuel. 5.3. Servicing Servicing of all fleet vehicles is to be arranged by the designated driver either direct with the Service Centre in the case of passenger vehicles or with Council’s mechanic for all other vehicles. 5.4. General Responsibilities Maintenance of Vehicles Vehicles are to be maintained in a clean and tidy condition at all times. Fleet vehicles will be inspected on a random basis for cleanliness and for safety reasons. It is the nominated/designated driver’s responsibility to ensure that the vehicle fluid levels are checked weekly. Tyres are to be checked for wear. Contract of Employment Page 23 Fleet Pool Availability The pool vehicle is to be available for use from 9am until 5.00pm weekdays. Requests for a vehicle outside these times will be considered by the relevant Department Manager, taking into account the bookings for fleet vehicles at that time. Staff may access vehicles allocated to designated drivers by arrangement with the designated driver when the pool vehicle is unavailable. Garaging of Vehicles Council vehicles allocated for commuter or private use are to be garaged or parked inside the employee’s place of residence, ie off street parking is mandatory. Mileage Records Designated drivers are to maintain a mileage log book for each vehicle to record private mileage travelled in accordance with FBT rules applicable. The Council will supply an appropriate log book and the designated driver should contact the Occupational Health, Safety and Welfare /Risk Management Officer when a new book is required. Leave Arrangements Where an officer allocated a motor vehicle for full or part private use will be absent from work on any type of leave for a period longer than six weeks, alternative arrangements regarding the motor vehicle will be negotiated between the officer and their manager. When a designated driver does not have full or private use while on leave, the vehicle is to be left at work for fleet use. Designated drivers may retain their vehicle for a single TOIL day/RDO by arrangement with their Departmental Manager. Prohibitions All Council vehicles are classified as non-smoking areas, therefore smoking in the vehicle is prohibited at all times, including out of business hours. The carriage of animals in a Council vehicle is prohibited, either within the vehicle or, in the case of a utility, on the tray top, other than when required to do so during the course of an employee’s duties. Vehicle Accident Procedure In the event of an accident or breakdown the responsible officer or Occupational Health, Safety & Welfare/Risk Management Officer must be notified as soon as practicable. The Vehicle Accident Procedure is to remain in the Glove Compartment of all vehicles for reference should an accident occur. Contract of Employment Page 24 6. DRIVERS LICENCE It is a pre-requisite for drivers to hold a current Drivers Licence. Any change to their drivers licence status, eg suspension or loss of drivers licence, must be reported to the Corporate Services Manager immediately the change in status occurs. 7. REFERENCES Enterprise Agreement Code of Conduct Contract of Employment Page 25