1.

STANDARD: MOTOR VEHICLE STANDARD

2. DATE: JUNE 2015
3. REVIEWED: 19 September 2017

1. INTRODUCTION
The Royal Life Saving Society Western Australia Inc (RLSSWA) maintains a motor
vehicle fleet to support the work of employees, contractors and volunteers. The use
of RLSSWA motor vehicle fleet is subject to the terms and conditions outlined below.
It is the responsibility of every driver to understand and comply with this standard.

2. ENVIRONMENTAL CONSIDERATIONS
RLSSWA recognises motor vehicles are a major contributor of greenhouse gas
emissions in Australia and analysis indicates that the two highest emitters of
greenhouse gas emissions were heavy trucks and passenger vehicles.

RLSSWA is committed to action on climate change and is reducing its greenhouse

gas emissions by investigate opportunities to reduce the need for vehicle usage,
maintaining vehicles that run to their optimum fuel efficiency, and investigating
opportunities to convert RLSSWA vehicle fleet to renewable and greenhouse gas
friendly fuel sources.

RLSSWA aims to reduce it transport greenhouse gas emissions by encouraging its

employees, contractors and volunteers to follow suit.

3. AUTHORISED DRIVERS
Only authorised drivers are permitted to drive RLSSWA vehicles.

It is the responsibility of the Lifesaving Unit Manager to authorise employees,

contractors and volunteers to become an authorised driver. In order to be authorised,
drivers must supply a photocopy of their current drivers license and agree to this
Motor Vehicle Standard document.

An up-to-date Register of Authorised Drivers will be maintained by the General

Manager (Operations).

If at any time the license of an authorised driver expires, or is revoked, or the driver is
otherwise disqualified from driving, it is the responsibility of the driver to notify the
General Manager (Operations) so that their name can be removed from the register.
Under no circumstances is a driver authorised to drive a RLSSWA vehicle without a
valid drivers licence.

Unauthorised use of a RLSSWA vehicle may result in disciplinary action, up to and

including termination of employment.
 4. HEALTH AND SAFETY
It is recognised by the management at RLSSWA that workplace road safety is an
important occupational health issue. By addressing road safety issues with our
employees, contractors and volunteers, Royal Life Saving is expecting to make a
major impact on their safety.

RLSSWA employees, contractors and volunteers agree to the following conditions

when using a RLSSWA vehicle:

Only authorised drivers are permitted to operate RLSSWA vehicles;

The authorised driver must take responsibility for both the driver and
passenger conduct;
The authorised driver will only operate an RLSSWA vehicle that they are
licensed to drive;
The authorised driver must obey all road and safety regulations;
The authorised driver must ensure appropriate behaviour of his/her
passengers;
The authorised driver is not to operate a RLSSWA vehicle if under the
influence of alcohol or drugs;
4Wheel Drive vehicles must not be taken off-road without the prior
arrangement of a Lifesaving Unit Manager;
Smoking is prohibited in all RLSSWA vehicles;
At any time, if you become aware of any problem that makes the vehicle
unsafe, you should stop the vehicle as soon as it is safe to do so, and report
the problem to the vehicles supervisor or the General Manager (Operations);
Mobile phones must not be used whilst driving unless secured in a
commercially designed holder fixed to the motor vehicle or can be operated by
the driver without touching any part of the phone. Authorised drivers should
refer to Office of Road Safety for further information;
The authorised driver is not to operate a RLSSWA vehicle if they are fatigued.
Signs of fatigue are: yawning, blinking more than usual, are having trouble
keeping your head up, notice your eyes closing for a moment or going out of
focus, or forget driving the last few kilometres. If fatigued or driving for long
distances it is important that the authorised driver either; swap drivers where
possible, stop for a break or coffee, or stop to have a short sleep.

Failure to comply with these health and safety conditions while driving a RLSSWA
vehicle may result in disciplinary action and/or removal from the register of authorised
drivers.

Authorised drivers will be required to attend safe driving training programs. These
driver-training programs aim to promote a better understanding of safe and un-safe
road practices, respecting others on the road and obeying the road rules. Failure to
participate in the safe driver-training program will result in the drivers name being
removed from the Register of Authorised Drivers.
 5. PARKING AND TRAFFIC INFRINGEMENTS
It is the responsibility of the authorised driver to comply with all traffic rules and
parking ordinances.

All parking and traffic infringement fines are the responsibility of the authorised driver
and will not be paid by RLSSWA.

If an authorised driver receives a speeding or traffic infringement fine they are

required to attend a meeting with the Chief Executive Officer (CEO) (or their
nominee) to discuss safe driving and road safety issues.

If there are repeated instances of traffic infringements, then at the discretion of the
CEO the driver may be removed from the Register of Authorised Drivers and/or
disciplinary action.

6. REMOTE AREA DRIVING

It is recognised by the management at RLSSWA that workplace road safety is an
important occupation health issue, particularly when driving in remote locations. All
employees, contractors and volunteers agree to the following conditions when driving
in remote locations.

6.1 Travel on commonly used roads (includes sealed and unsealed roads)

RLSSWA staff regularly required travelling to perform aspects of their role.

Accordingly, the organisation seeks to ensure each employees health and safety
during their travel.

The following points are designed to ensure safety and comfort for staff:

Vehicles used shall best fit the geography for each trip;
Staff travelling above the Tropic of Capricorn shall hire or be issued with a
four-wheel drive vehicle;
Staff are responsible to ensure their vehicle is equipped with an appropriate
range of safety features and equipment such as;
o Water for both car, personal use of 4l a day;
o Diesel engine is recommended (check community
requirements);
o Sufficient fuel for the anticipated journey it is recommended
that the tank be kept to a minimum of full;
o Suitable lighting it is not recommended that staff drive
between dusk and dawn;
o Snorkel;
o Cargo crash barrier;
o Bull bar/bumper;
o Satellite phone and/or EPIRB and Telstra mobile phone;
o Travel plan completed and approved;
o Vehicle shall not be abandoned in the event of a break down.
 6.2 Pre and post travel requirements: Vehicle

As the driver is responsible for the vehicle and passengers, it is the drivers
responsibility to conduct vehicle checks prior to commencing any journey. The check
shall include:

Lights indicators, brake, night driving lights;

Seat position;
Side and rear mirror position for driver;
Stowage of luggage and equipment;
o Equipment shall not sit at a height higher than of the rear
passenger seat (excluding head rest) height
Tyre pressure and spare;
Logbook for journey completion (exclude hire car);
Fuel;
LED torch;
First Aid Kit.

6.3 Other travel (eg off road, special trips)

Remote community employees are required to complete a comprehensive risk
management plan for planned activity. As activities will differ, discussion with the Life
Saving Business Manager is to be conducted. Items required include:
Complete a risk assessment and have approved by supervisor minimum
three days prior to travel commencement;
Activities to be conducted;
Participants how many travelling, number of vehicles;
Vehicle travel plan;
This includes items in section 8 for Remote Area Driving.

6.4 Staff stationed in remote communities

Working and travel to communitys drivers must be aware of the unique requirements
of travel. These are specified for safe travel or to assist the driver to repair, recover or
to stay with the vehicle, which failed in transit and commence communication from
travel plan. Section 8 of remote vehicle driving shall be included vehicle travel.

Driver must have completed a RLSSWA approved 4 wheel-drive course;

Vehicles shall carry as a minimum:
o Jerry cans;
o CB radio and/or satellite phone and/or EPIRB (range
depending);
o Radiator blind or tarpaulin;
o Wilderness first aid kit;
o Survival book.
 RECOVERY EQUIPMENT

Vehicles shall carry as a minimum:

o Duct tape;
o Leather gloves;
o Snatch strap block and shackles;
o Rope;
o Shovel;
o Max-Trax treads x2 orange originals.
TOOLS

Vehicles shall carry as a minimum:

o 2 x spare tyres;
o Tyre plug kit ;
o Tyre pressure gauge;
o Tyre compressor;
o Wheel brace extension 1m;
o Bottle jack small and large;
o Comprehensive tool kit all necessary size spanners and
sockets.

6.5 Travel plan

Travel plan is to provide a formal detail of vehicle travel. The plan is to ensure
accountability when travelling while having a standby detailed plan to execute in the
event of a contact call not being made within the 2hrs of the planned call.
The plan is detailed from the emergency services perspective of details required with
an estimated kilometre range from last contact call for search rescue recover to
commence.

Completed and submitted to Life Saving Business Unit Manager before

undertaking the travel;
Life Saving Business Unit Manager is to report the proposed travel in their
calendar with reminders on their PC (linked to mobile device) as reminders;
Staff in travel have missed a communication deadline by 2 hours, the Manager
of the Life Saving business unit cannot contact the employee, the CEO and
General Manager are contacted and process of emergency escalation for the
emergency service are contacted;
PDF saved Active travel plans are to be stored on SDRIVE in S:\Quality
Procedures\RLSSWA Travel Plans;
Completed travel plan is to be archived in SDRIVE in the above file.

Failure to comply with these remote area driving conditions while driving a RLSSWA
vehicle may result in disciplinary action and/or removal from the register of authorised
drivers.
 7. DAMAGE TO VEHICLES INSURANCE EXCESS COSTS
The authorised driver of the vehicle will be responsible for insurance excess costs (to
a maximum of $500) associated with insurance claims on damaged vehicles where
that damage was caused by their actions. Under circumstances where the authorised
driver was not at fault, no insurance excess costs are payable.

The authorised driver has the right of appeal against excess costs directly to the
Chief Executive Officer.
Chief Executive Officer: Peter Leaversuch
Mobile: 0409 379 646

8. PERSONAL USE OF RLSSWA VEHICLES

As a general rule personal use of RLSSWA vehicles is not permitted. However; the
Chief Executive Officer may authorise the personal use of fleet vehicles under special
circumstances and no FBT liability will be incurred by RLSSWA, this statement may
not always be applicable to some vehicles, seek advice from your manager.
RLSSWA vehicles are made available for work related travel only and non-work
related use that is minor, infrequent and irregular.

9. USE OF PERSONAL VEHICLES

It is preferred that Employees do not use their own vehicles for work purposes.
Where possible, RLSSWA fleet vehicles are to be used.

Employees, contractors or volunteers may use personal vehicles for authorised

RLSSWA travel provided that they have prior approval (written prior to departure)
from the Supervisor. Supervisors must not authorise a private vehicle for RLSSWA
business where the vehicle does not meet the safety requirements.

A personal vehicle that is authorised for use in RLSSWA business must be:
Registered and appropriately licensed;
Roadworthy and free of defects;
Comprehensively insured by a motor vehicle standard or where a
employee/volunteer chooses not to carry comprehensive motor vehicle
insurance RLSSWA is not liable for any damage caused to or by an
employees or volunteers vehicle in the conduct of RLSSWA business;
Free of any modifications that may invalidate the motor vehicle insurance;
Used only for the purposes that the vehicle is insured;
Driven and operated in manner compliant with this Motor Vehicle Standard.

RLSSWA is not liable for any damage caused to or by an employee, contractor or

volunteers vehicle in the conduct of RLSSWA business. Employees, contractors and
volunteers must purchase appropriate private insurance to cover any damage, which
may occur while using their own vehicle. In cases where damage is caused to or by
an employees, contractor or volunteers vehicle in the conduct of RLSSWA business
and under circumstances where the driver is not at fault, drivers have the right to
request reimbursement from RLSSWA for the insurance excess payable. Such
requests should be directed to the CEO and will be at their discretion.

Chief Executive Officer: Peter Leaversuch

Mobile: 0409 379 646

If an employee uses their personal vehicle for authorised RLSSWA travel, they will be
reimbursed for kilometre costs incurred in the course of the employees employment.
Following use, the employee must submit an Employee Expense Claim form, stating
the purpose of the trip, and the number of kilometres travelled.

10. CLEANING AND MAINTENANCE OF RLSSWA FLEET VEHICLES

All fleet vehicles represent RLSSWA and our corporate image. It is essential that they
are kept in a clean and undamaged condition at all times.

It is the responsibility of the designated driver to carry out regular cleaning of the
vehicle at his/her own cost. An internal & external clean at a car wash every month
is considered appropriate. This condition will be subject to inspection.

If the car is borrowed and returned in a condition noticeably different to when it was
lent then it is the responsibility of the borrower to clean the car to the original
condition. This includes the fuel tank level. A fuel card is allocated to every RLSSWA
vehicle.

Failure to comply with these cleaning and maintenance of vehicle conditions may
result in disciplinary action and/or removal from the register of authorised drivers.

11. LOGBOOKS
Vehicle logbooks provided must be used to record information on all journeys
undertaken in RLSSWA fleet vehicles. It is the authorised drivers responsibility to
ensure that this information is recorded accurately when required.

Failure to comply with these Logbook conditions may result in disciplinary action
and/or removal from the register of authorised drivers.

12. SERVICING AND MAINTENANCE RLSSWA FLEET VEHICLES

Servicing of the vehicle is the responsibility of the designated driver of the RLSSWA
fleet vehicle. This must be checked on a regular basis.

All vehicles are to be serviced every 15000kms or every 12-months unless stated
otherwise (refer service sticker in top right hand corner of vehicles front windscreen).

When booking a RLSSWA fleet vehicle in for service or repair work please ensure
that you are fully aware of the work to be completed. If there is a defect in the car
(under warranty) contact the supply company. Please ensure that all service and
repairs records and reports related to RLSSWA fleet vehicles are provided to Head
Office.
It is the responsibility of the designated driver to check the oil and water level, the
inflation of the tyres when refueling.

Failure to comply with these servicing and maintenance conditions may result in
disciplinary action and/or removal from the register of authorised drivers.

13. REPAIR
Our preferred supplier for repairs and servicing on RLSSWA fleet vehicles (Hyundai)
and Mistsubishi:
Wild West Hyundai
Crn Automotive Dr&Wanneroo Rd, Wangara WA 6065
Ph: 6400-0939

Mitsubishi Fleet
Mitsubishi Melville
174 Leach Hwy, Melville WA 6156
9330 0666
RLSSWA has an account for repair and servicing.

14. ROADSIDE ASSISTANCE

Hyundai vehicles
Hyundai Roadside Assistance: 1800 186 306

Mitsubishi vehicles
Mitsubishi Roadside Assistance: 1300 13 12 11

For RASP vehicles roadside assistance is provided through a Fleet care

membership.
For other RLSSWA fleet vehicles: an RAC membership will be provided and the
membership card kept in the vehicle.

15. WINDSCREEN DAMAGE

Damage to the windscreen of RLSSWA fleet vehicles is covered by our insurance
standard. If damage to a RLSSWA fleet vehicle occurs, immediately contact the CEO
General Manager (Operations).

Windscreen damage requiring repair must reported to insurance company for a claim
number before progressing replacement/repair. Please see Senior Manager
(Finance) for a claim form.

16. HIRE VEHICLE

Requirements for RLSSWA staff, volunteers and contractors may require a vehicle to
be hired. The vehicle hired must suit the travel required and the suitability of the
motor vehicle license held by the person operating the vehicle. Requirements of
vehicle pick up and return is the responsibility of the recorded driver or drivers on the
hire car agreement. The process of vehicle hire and driver requirements to follow is;
 Vehicle to be hired through Budget BUDG03;
Insurance see standard item 18 for information;
Driver is responsible for the vehicle and the passengers;
Driver shall inspect the vehicle in the presence of the sales assistant;
If this is not possible, photos shall be taken and emailed to the Manager and
recording all defects;
Driver shall follow all requirements of the vehicle hire for driving the vehicle;
Driver shall enquire on break down or accident assistance from the sales
assistant;
Driver follows RLSSWA accident requirements in Vehicle Standard;
Returning the vehicle driver to hose down vehicle for inspection with sales
assistant;
If this is not possible photos shall be taken and emailed to the Manager and
recording any new defects or note no further defects.

17. REPORTING ACCIDENTS

Under no circumstance must liability for an accident be admitted.

If damage to a RLSSWA fleet vehicle occurs, immediately contact the Chief

Executive Officer or General Manager (Operations).

If you have an accident, please follow this procedure;

obtain the other drivers name, address, telephone number, drivers license
number, insurance company and car license number;
try to get witnesses names, addresses and contact telephone numbers;
do not admit the accident was your fault;
notify either Chief Executive Officer or General Manager (Operations)
immediately.

CONTACT NUMBERS
Chief Executive Officer: Peter Leaversuch
Mobile: 0409 379 646

General Manager, Operations: Ian Brown

Mobile : 0403 378 243

Then you should;

Complete the claim form see Senior Manager (Finance) for a claim form.
Get quote from the preferred repairer(s)

After the car has been assessed, the assessor will;

look at the claim form and the vehicle;
make a decision on the repairs;
send the claim form to our insurer, with a copy of the quote and the
assessors report;
 must retain a copy of allcorrespondence for the RLSSWA Senior Manager
(Finance).

18. INSURANCE
RLSSWA fleet vehicles are covered by a Corporate Travel insurance standard.
Please note that under the motor vehicle insurance standard you are not covered, if
at the time of the accident you:
were not an authorised driver;
did not have an appropriate or valid drivers licence;
were under the influence of alcohol or drugs;
do not without reasonable cause remain at the scene of the accident until
the police arrived.

To minimise motor vehicle break-ins, valuable items (mobile phones, iPod,

notebooks, cash, etc) left in the vehicle should not be visible from outside the vehicle.
Care should be taken to ensure that valuable items, confidential or sensitive
documents are not left in the vehicle while unattended.

If a RLSSWA fleet vehicle is stolen or items in the vehicle are stolen then you should;
report the theft to the police immediately;
notify either CEO or General Manager, Operations.

Then you should;

complete the claim form see Senior Manager (Finance) for a claim form;
return the claim form;
wait four weeks to see if the vehicle or items is recovered;
retain a copy of all correspondences for the Societys Manager (Finance).

Insurance excess
Rental Vehicle excess is covered under our Corporate Travel insurance as
long as the travel involves a destination one hundred kms or more from
RLS normal place of business;
The same applies to Personal Vehicles used for business purposes;
Rental Vehicle excess cover up to the max amount of $15,000;
Personal Vehicle excess cover up to max amount of $2,000;
A weekly benefit for the cost of hiring a similar vehicle (personal) in the
event they have lost total use of the damaged vehicle up to $200 per week
and a max amount of $2,500.
 19. PERSONAL ITEMS
Personal property left in RLSSWA fleet vehicles is not insured under any
circumstances. The RLSSWA insurance standard does not cover against the loss or
theft of personal items. This loss/theft must be claimed under your own personal
insurance. RLSSWA is not liable for any loss or theft of employees, contractors or
volunteers personal items from a RLSSWA vehicle.

20. FORMS
The following pages contain the Forms used in the Motor Vehicle Standard.
 To be completed at the accident scene and retained for the Society.
RLSSWA FLEET CAR DETAILS
Type:
Model:
Reg. No:
Driver Details
Name:
Company:
Address:
Phone No:
Licence No:
Insurer:
Incident Details
Date:
Time:
Weather:
Where:

How:

Vehicle
damage
Circle area

To be completed at the accident scene and given to the other party.

(Please tear carefully)

Car Details
Type:
Model:
Reg. No:
Driver Details
Name:
Company: Royal Life Saving Society Western Australia
Address: PO Box 28, Floreat Forum WA 6014
Phone No: 08 9383 8200
Licence No:
 Motor Vehicle Authorisation Form

Name of Applicant____________________________________

Authorisation to Drive a RLSSWA Vehicle:

RLSSWA vehicle means any RLSSWA owned, leased, and/or rented vehicles.

Only authorised drivers of RLSSWA shall be permitted to drive a RLSSWA vehicle. Use of a RLSSWA
vehicle is restricted to authorised RLSSWA related activities.

All drivers of RLSSWA vehicles must hold a valid Western Australian drivers license.

I agree to notify my General Manager, Operations if my license is revoked or

suspended for any reason.

I affirm that I have read, understand, and agree to comply with the Motor Vehicle
Standard.

Any falsification of information or failure to comply with the motor vehicle standard
may result in disciplinary action, up to and including termination of employment,
and/or removal of driving privileges.

__________________________________ ________________
DRIVERS SIGNATURE DATE

Authorised by: Name (Print)________________________ Date_____________

Drivers who are ineligible to drive for Royal Life Saving business or, who become ineligible due to
motor vehicle violations can work with their Supervisor and the Chief Executive Officer to periodically
review their status.
 Register of Authorised Drivers
By signing this document the employee, contractor or volunteer
understands and agrees to comply with the RLSSWA Motor Vehicle
Standard.

Drivers Name Restrictions License Signature

(or)
Eg Bill Smith Automatic vehicle only
 RLSSWA Authorisation for use of Personal Motor
Vehicle on RLSSWA business

Employee, Contractor or Volunteer name: ______________________________

Employees, Contractors and Volunteers who use personal motor vehicles for
RLSSWA business are required to obtain written authorisation from their Supervisor.
Completion of this form meets this requirement for written notification.

By signing below the employee, contractor or volunteer understands and agrees that
their personal vehicle must be:
Registered and appropriately licensed
Roadworthy and free of defects
Appropriately insured
Free of any modifications that may invalidate the motor vehicle insurance
Used only for the purposes that the vehicle is insured
Driven and operated in manner compliant with the RLSSWA Motor Vehicle
Standard

By signing below the employee, contractor or volunteer understands and agrees that
RLSSWA is not liable for any damage caused to or by an employees, contractors or
volunteers vehicle in the conduct of RLSSWA business. Employees, contractors and
volunteers must purchase appropriate private insurance to cover any damage which
may occur while using their own vehicle.

The authorisation shall be valid until (select one):

The following expiration date; __________________
Authorisation shall remain valid as long as the vehicle owner is an employee,
contractor or volunteer of RLSSWA, is on the Register of Authorised Drivers, and
agrees to the Motor Vehicle Standard.

______________________________ ____________________
DRIVERS SIGNATURE DATE

Authorised by: Signed: ________________________ Date: _____________

Name(Print): ________________________
 To be completed at the accident scene and retained for the Society.
APPROVED RLSSWA PERSONAL VEHICLE USE
Type:
Model:
Reg. No:
Driver Details
Name:
Company:
Address:
Phone No:
Licence No:
Insurer:
Incident Details
Date:
Time:
Weather:
Where:

How:

Vehicle
damage
Circle area

To be completed at the accident scene and given to the other party.

(Please tear carefully)

Car Details
Type:
Model:
Reg. No:
Driver Details
Name:
Company: Royal Life Saving Society Western Australia
Address: PO Box 28, Floreat Forum WA 6014
Phone No: 08 9383 8200
Licence No: