Adopted: 16 December 2024  •  Review date: December 2026

Vehicle Details

Vehicle Registration: ____________________________

Vehicle Make and Model: _________________________

 

1. Use of Vehicle

Perranzabuloe Parish Council (PPC) recognises its responsibilities regarding vehicle usage. All authorised users who are supplied with or operate a vehicle owned or provided by PPC must comply with the following:

  1. The vehicle is for business use; personal use is allowed only when authorised by the Clerk.
  2. The vehicle must not be kept at home. After use, it must be returned to the Parish Offices.
  3. The vehicle is only available to those approved by PPC who hold a full, current and valid driving licence. Proof must be provided to the Clerk prior to use.
  4. A Driver Declaration Form (see Appendix A) must be completed and returned to the Clerk prior to use. Information will be used only to check suitability to drive a PPC vehicle and will be kept in a locked filing cabinet.
  5. The vehicle shall be driven to maximise fuel economy, tyre life and minimise engine wear. Careless or reckless use may result in disciplinary action. Users must keep the vehicle clean and ensure maintenance in line with the manufacturer’s recommendations.
  6. The driver is responsible for any prosecution/conviction/fine incurred while using the vehicle and shall notify the Clerk as soon as possible. Accidents must be reported to the police and the Clerk as soon as possible.
  7. Consumption of alcohol and non-prescribed drugs prior to or during driving is prohibited. Infringements may lead to disciplinary action, up to and including dismissal. Non-employees who infringe 1(f) will be reported to the police and may face prosecution; further use of the vehicle will be prohibited.
  8. Any health changes affecting the ability to operate the vehicle must be notified to the Clerk immediately.
  9. Smoking is not permitted by vehicle users or passengers.
  10. Consuming food and drink is not permitted whilst driving.
  11. Use of mobile phones and similar hand-held electronic devices is prohibited whilst driving.
  12. Seat belts must be worn at all times and the vehicle used in accordance with the Highway Code.
  13. Fuel, oil, etc. shall only be purchased by the driver and reimbursed by PPC. Every effort should be made to obtain fuel at the most competitive rate available to reduce costs.
  14. Vehicles shall be locked and any security devices enabled when left unattended, with no PPC property visible.

2. Responsibility for Key Management

  1. The employee is responsible for securely storing and managing the vehicle keys.
  2. Keys should be kept with the employee or stored in the safe when not in use to prevent unauthorised access.
  3. Immediate reporting requirement: If keys are lost, misplaced or suspected stolen, the employee must immediately report the incident to the Clerk or Assistant Clerk. A report of the circumstances may be required.
  4. Consequences of key loss: The employee may be held financially responsible for replacement costs (including key fob programming, remote locking devices or security updates such as rekeying). Repeated incidents may lead to disciplinary action, particularly if procedures were not followed.
  5. Impact on insurance and liability: Loss of keys could affect PPC’s insurance; the employee may bear part of the liability, especially where negligence is involved. Unauthorised use due to lost keys may not be covered.
  6. Return of keys upon termination: All keys must be returned when employment ends; failure to do so may result in deduction from final salary or other penalties to cover replacement costs.

3. Maintenance and Care of Vehicle

  1. Insurance: The vehicle is insured with James Hallam and renewed in August. The Finance Officer ensures insurance is maintained/renewed in good time, securing value for money and appropriate cover. In the event of an accident, see 1(d).
  2. Breakdown cover: The Assistant Clerk organises breakdown cover; details will be given to the main driver.
  3. Servicing: The Assistant Clerk ensures servicing is arranged in a timely manner.
  4. Maintenance: The vehicle should be kept clean inside and out at all times. The Parish Ranger is responsible for ensuring this; reasonable washing costs will be reimbursed by PPC.

4. Fees and Taxes

The Assistant Clerk is responsible for ensuring the vehicle is taxed and all associated fees are paid in a timely manner.

5. Monitoring

This policy will be reviewed every two years.

Appendix A — Driver Declaration Form

Name: ____________________________________

Job Title or Voluntary Organisation: ______________________________

Date of birth: ____________________    Contact telephone number: ____________________

Date passed driving test: ____________________    Driving Licence No: ____________________

Please answer the following questions

  1. Motoring offences: Have you been convicted of any motoring offences in the last 5 years, or are any prosecutions pending? YES/NO (delete as applicable)
    Offence type/details Date Conviction Code Fine
  2. Disqualification: Have you been disqualified from driving? YES/NO (delete as applicable)
    Offence type/details Date Conviction Code Fine
  3. DVLA licence share code: Go to www.gov.uk/view-driving-licence and follow instructions to share details with PPC. You will need:
    • Your driving licence
    • Your National Insurance number
    • The postcode on the driving licence

    The code is valid for 21 days.

  4. Insurance history: Have you ever been declined motor insurance or had special terms applied? YES/NO (delete as applicable)Details (if yes): ______________________________________________________________________
  5. Accidents/claims: Have you had any accidents resulting in losses or claims during the past 3 years? YES/NO (delete as applicable)Details (if yes): ______________________________________________________________________
  6. Fitness to drive: Do you have any conditions that must be reported (e.g., neurological, cardiovascular, diabetes, psychiatric, visual, renal, respiratory or sleep disorders)? YES/NO (delete as applicable)Details (if yes): ______________________________________________________________________

Declaration

Please sign and date below to confirm you have read the Policy for Use of PPC’s Vehicle.

Signature: ____________________________    Date: ____________________

Name (print): _________________________

Please attach a photocopy of your driving licence and any applicable DVLA letters regarding medical conditions/proof of notification.