Vehicle Policy 2025–2028

About this item

Overview

The Vehicle Policy 2025–2028 sets out how Kesgrave Town Council manages and oversees the use of its Council-owned vehicles. It provides clear guidance for employees who drive a Council vehicle to ensure safety, legal compliance, and responsible use at all times.

Purpose

This policy ensures that Council vehicles are operated in a way that protects staff, residents, and the public while meeting the Council’s duties under the Health and Safety at Work etc. Act 1974. It defines the standards for driver eligibility, maintenance, insurance, and accident reporting.

Key Responsibilities

• The Town Clerk oversees vehicle maintenance, insurance, and compliance records.
• Employees must provide valid driving licences and follow all road traffic laws.
• Any fines, penalties, or driving offences are the employee’s responsibility.
• Vehicles must not be driven while intoxicated, fatigued, or under medication that impairs driving.
• Mobile phone use, smoking, or vaping is prohibited while using a Council vehicle.

Employee Responsibilities

• Carry out basic vehicle checks (tyres, oil, fluids, and safety equipment) before driving.
• Report any damage or maintenance issues to the Clerk immediately.
• Submit receipts for fuel and driving expenses as required for audit purposes.
• Keep vehicles locked and secure when unattended.
• Use vehicles for official Council business only and within the 10 mile radius of Kesgrave unless pre-approved by the Clerk.

Accidents and Reporting

In the event of an accident, the driver must contact the Clerk immediately. The Clerk will then notify the Council’s insurers and assist with any required documentation. Employees must follow legal guidelines for exchanging details and reporting to the Police if necessary, but must not admit fault or accept liability at the scene.

Disciplinary Measures

Failure to comply with this policy may result in disciplinary action ranging from a verbal warning to termination of employment, depending on the seriousness of the breach.

Download

Download Vehicle Policy 2025–2028 (PDF)

Contact: For questions about vehicle use or safety procedures, email enquiry@kesgravetowncouncil.gov.uk .