#02 SES - Vehicle Use Policy Review V2 - esa.act.gov.au · Vehicles also provide visibility to ACTSES and the activities being undertaken by the staff, Units and Unit members. It

A.C.T. STATE EMERGENCY SERVICE

Policy: Vehicle Use v.2.0 – 10/11/09 1 of 24

POLICY DOCUMENT Number 2

POLICY NAME: VEHICLE USE VERSION: 2.0

DATE EFFECTIVE: 10 November 2009 REVIEW BY: 10 November 2012

APPROVED BY: Chief Officer – ACT State Emergency Service

CONTACT: Deputy Chief Officer T. 02 6205 2553

RELATED POLICIES & DOCUMENTS:

• ACT Emergencies Act 2004 • Emergency Services Authority Guidelines Relating to Donations • ACTSES Dispute and Grievance Policy • ACT Public Sector Management Act 1994

1. Table of Contents

1. Table of Contents...............................................................................................................................1 2. Purpose and Principles ......................................................................................................................2 3. Definitions ..........................................................................................................................................2 4. General Principles..............................................................................................................................3 5. Licence Requirements .......................................................................................................................4 6. Appointment, Suspension and Revocation of Drivers at a Unit..........................................................5 7. Mobile Phones ...................................................................................................................................6 8. Driving Infringements .........................................................................................................................6 9. Selection of Vehicles..........................................................................................................................7 10. Cleanliness and Operational Preparedness.......................................................................................8 11. Official and Private Use of ACTSES Vehicles....................................................................................8 12. Use of Vehicles for Training ...............................................................................................................8 13. Consumption and Carriage of Alcohol................................................................................................9 14. Carriage of Passengers .....................................................................................................................9 15. Smoking In ACTSES Vehicles .........................................................................................................10 16. Advising COMCEN of Vehicle Movement ........................................................................................10 17. Garaging of Vehicles........................................................................................................................10 18. Interstate Use of Vehicles ................................................................................................................11 19. Signwriting and Badging ..................................................................................................................11 20. Provision and Installation of Standard Equipment............................................................................12 21. Provision and Use of Fuel Cards .....................................................................................................13 22. Urgent Duty Driving (UDD)...............................................................................................................13 23. Use of Warning Devices (Lights and Sirens)....................................................................................14 24. Use of Hubs .....................................................................................................................................14 25. Parking and Securing.......................................................................................................................15 26. Connection of Trailers to ACTSES Vehicles ....................................................................................15 27. Reversing with Trailer Attached .......................................................................................................15 28. Logbooks and Logbook Entries........................................................................................................16 29. Wearing of Uniform ..........................................................................................................................16 30. Vehicle Key Allocation......................................................................................................................16 31. Standard Equipment to be Carried...................................................................................................17 32. Carriage of Passengers and Goods in ACTSES Vehicles ...............................................................17 33. Mechanical and Electrical Repairs, Maintenance, Additions or Alterations ......................................18 34. Damage and Accidents ....................................................................................................................19 Attachment A (Refer s.6)............................................................................................................................ 21 Attachment B (Refer s.6.5)......................................................................................................................... 22 Attachment C (Refer s.6.6)......................................................................................................................... 23 Attachment D (Refer s.27).......................................................................................................................... 24



2. Purpose and Principles

2.1. This policy is provided to establish a clear and consistent framework in the ACT State Emergency Service (ACTSES) for the selection, fitout and use of vehicles within the Service. It also provides volunteer Units with a basis for establishing their own internal policies and procedures that are consistent with and support this policy.

2.2. The ACTSES depends upon the use of vehicles to achieve its legislative requirements as defined under the ACT Emergencies Act 2004. Vehicles are critical for the safe and effective carriage of personnel, goods and equipment for operational, training or administrative purposes.

2.3. Vehicles also provide visibility to ACTSES and the activities being undertaken by the staff, Units and Unit members. It is therefore necessary for the ACTSES to establish clear requirements for the use of its vehicles.

2.4. The specific objectives of this policy are to define the:

2.4.1. Requirements and procedure for the appointment of drivers;

2.4.2. Process required for the selection and fitout of ACTSES vehicles;

2.4.3. Requirements for the use of ACTSES vehicles and carriage of passengers and other goods;

2.4.4. Requirements for the use of warning devices;

2.4.5. Requirements for the provision, use and maintenance of vehicles in the ACTSES by staff and Unit members;

2.4.6. Process for repairing and maintaining vehicles; and,

2.4.7. Procedures to follow in the event of an accident or damage to an ACTSES vehicle.

3. Definitions 3.1. ComCen refers to the Communications Centre of the ACT Emergency Services

Agency (ESA).

3.2. Commander refers to the Unit member that occupies the position of Commander within a Unit.

3.3. Delegate refers to someone nominated by the Commander to act on their behalf in relation to a matter contained within this policy.

3.4. The driver refers to the person responsible for the operation of the vehicle.

3.5. Garaged means the overnight storage location or usual place that the vehicle is parked when not in use.

3.6. GVM means gross vehicle mass which is the maximum laden weight of the vehicle as specified on the vehicle compliance plate.



3.7. Home garaged means the garaging of the vehicle at a private residence.

3.8. LED means light emitting diode.

3.9. L & RC refers to the member of staff in the Logistics and Resource Coordinator role.

3.10. May refers to something that is discretionary.

3.11. Must or shall refers to something that is mandatory.

3.12. OCC refers to the member of staff in the operations and Capability Coordinator role.

3.13. Should refers to something that is strongly recommended but not mandatory.

3.14. Staff refers to paid employees of the ACT State Emergency Service.

3.15. Unit refers to a local volunteer Unit of the ACT State Emergency Service.

3.16. Unit member refers to a volunteer member of the ACT State Emergency Service.

3.17. Urgent Duty Driving (UDD) refers to the use of a vehicle with warning devices operating where particular road rules may be breached.

3.18. Vehicle includes any car, truck, or four wheel drive operated or used by any staff or Unit member of ACTSES.

3.19. Warning device refers to red or blue lights/beacons/LEDs (a visual warning device) and/or a siren (an audible warning device) which are fitted to the vehicle after manufacture to identify the vehicle as an emergency vehicle.

4. General Principles 4.1. This policy:

4.1.1. Is issued by the Chief Officer ACTSES as a directive to all staff and Unit members in accordance with the functions and powers of a Chief Officer under the Act 1.

4.1.2. Replaces all previous policies, standard operating procedures and instructions issued by the ACTSES, ACT Emergency Service and ACT Bushfire and Emergency Services relating the use of SES vehicles.

4.1.3. Will be reviewed 12 months after its initial date of release, and then every 3 years after that or as the need arises. Any variation or amendment to this policy requires Chief Officer (CO) ACTSES endorsement.

1 ACT Emergencies Act 2004 - section 35 (Directions by Chief Officer to Service members)



4.2. All ACTSES vehicles are the property of the ACT Government. The CO may direct to be changed or change any policy, practice or procedure of the ACTSES, Unit, Unit member or driver in relation to the use of vehicles.

4.3. Only Unit members that have been appointed as a driver in accordance with section 6 of this policy are permitted to operate ACTSES vehicles or those members endorsed by a staff member from time to time.

4.4. Drivers of ACTSES vehicles accept full responsibility for:

4.4.1. Operating the vehicle in a professional and ethical2 manner and in accordance with all applicable ACTSES, ESA and ACT Public Service policies and codes of practice;

4.4.2. Operating the vehicle in a manner that upholds the values of the ACT Public Service3 and public perception of the ACTSES and ESA;

4.4.3. Operating the vehicle in compliance with all road/traffic and parking laws, rules and regulations applicable within the state or territory that the vehicle is being operated in;

4.4.4. Making good any penalty imposed including the payment of fines following any infringement or breach of a road or parking law, rule or regulation;

4.4.5. Ensuring the overall safety and security of the vehicle, passengers, on-board equipment or trailers attached to the vehicle; and,

4.4.6. Ensuring that the vehicle is in a roadworthy, registered, mechanically sound and fully equipped state prior to operation and that deficiencies are reported and/or rectified before the vehicle is used.

4.5. The CO, Deputy Chief Officer ACTSES (DCO) or Duty Officer ACTSES (DO) may relocate Unit vehicles as required to meet any specific standby, operational or training requirements of the ACTSES or other agency. This may be for a short or long-term basis.

5. Licence Requirements 5.1. Drivers of ACTSES vehicles must hold a current and full state or territory

driver’s licence of suitable class for the vehicle. Learner or provisional licence holders are not permitted to operate ACTSES vehicles.

5.2. Drivers of ACTSES vehicle must carry their licence with them at all times.

5.3. Appointed drivers of ACTSES vehicles must advise their supervisor immediately of any change to their licence condition or status that legally prevents them from driving the vehicle.

5.4. The Commander must ensure that prior to appointing a Unit member as a driver, the member’s licence is visually inspected by the Commander to ensure that it meets all of the requirements of section 5.1 above.

2 ACT Public Service, Chief Minister’s Department – Code of Ethics 3 ACT Public Sector Management Act 1994, Section 6 – Values and General Principles



6. Appointment, Suspension and Revocation of Drivers at a Unit 6.1. The Commander is responsible for the appointment of Unit members within

their Unit as a driver. The appointment of Unit members as drivers will remain valid until suspended or revoked by the Commander, CO, DCO or the member leaves the Unit or Service.

6.2. The Commander may elect to include themselves in the list of appointed drivers providing that they have met the requirements of sections 5 and 6.4 of this policy.

6.3. To formally appoint a Unit member as a driver, the Commander must use the template provided in attachment A of this policy. This template must be completed and signed by the Commander and the Unit member and the original stored by the Commander or delegate.

6.4. In appointing an ACTSES member as a driver, the Commander must ensure that the member:

6.4.1. Receives a copy of this policy and understands their obligation to comply with its requirements;

6.4.2. Has current vehicle operation skills or undertakes training at a Unit or Service level that covers all aspects of vehicle preparation driving and operation applicable to that vehicle;

6.4.3. Is provided with adequate opportunity to maintain their knowledge and skills in vehicle operation;

6.4.4. Understands and complies with any specific Unit policies or procedures in relation to the operation of ACTSES vehicles; and,

6.4.5. Is advised of all changes to vehicle operational policies, procedures or requirements of the ACTSES or individual Unit.

6.5. The Commander must maintain a formal record of all members within the Unit that have been appointed as a driver (refer attachment B). The record must contain the following details of each appointed driver, and, a copy shall be provided to staff as requested to assist in Service level planning and operations:

6.5.1. Name;

6.5.2. Date of birth;

6.5.3. Licence number, state/territory of issue and date of expiry;

6.5.4. Licence class; and,

6.5.5. The name of the Commander that made the appointment and the date the member was appointed as a driver.

6.6. The Commander must ensure that the record of appointed drivers as required in section 6.5 is displayed within the Unit with the exception of the drivers details specified in section 6.5.2 and 6.5.3 (refer attachment C).



6.7. Mutual recognition will exist between Units in relation to the appointment of drivers. Once appointed as a driver, Unit members may operate any vehicle that they are licenced and qualified for across the Service.

6.8. A member who transfers from one Unit to another will need the endorsement of the receiving Commander to continue as a Service endorsed driver.

6.9. The Commander may suspend the appointment of a Unit member within their Unit as a driver for a maximum of three months. The suspension of a Unit members’ appointment as a driver may occur either verbally or in writing (refer attachment A).

6.10. The Commander may revoke the appointment of a Unit member within their Unit as a driver. A revocation must be issued to the Unit member in writing (refer attachment A). A Unit member whose appointment as a driver has been suspended or revoked by the Commander may appeal to the CO or DCO in accordance with the ACTSES Dispute and Grievance policy.

6.11. The CO or DCO may suspend or revoke the appointment of any ACTSES Unit members’ appointment as a driver. Any suspension or revocation issued by the CO or DCO will be issued in writing and may be appealed to the CO in accordance with the ACTSES Dispute and Grievance policy.

7. Mobile Phones

Members of the ACTSES are not permitted to use a mobile phone whilst under control of an SES vehicle unless they are using a hands free kit suitable to that phone.

8. Driving Infringements 8.1. The driver of the vehicle at the time it was parked or in operation when an

infringement was issued is responsible for the payment of the fine and any loss of points against their licence (refer 4.4.4).

8.2. A driver that has been issued with an ‘on-the-spot’ infringement for parking or driving when operating an ACTSES vehicle must advise their Commander within 24 hours of the infringement being issued. The driver must advise the Commander of the circumstances surrounding the infringement, and, these details passed on to the DCO by the Commander or delegate by the next working day. The DCO may investigate the matter and may take action as described in section 6.11 of this policy if there is evidence of negligence or a failure of the driver to operate the vehicle in accordance with section 4.4 of this policy.

8.3. Where the ACTSES is notified that a red light and/or speed camera infringement has been issued against an ACTSES Unit vehicle, the DCO will notify the Commander of the details of the infringement. The Commander shall investigate the matter within their Unit, and provide the DCO within three working days the following details of the driver responsible so that the infringement can be attributed accordingly:

8.3.1. Driver’s name;



8.3.2. Licence number and state/territory of issue; and,

8.3.3. Date of birth.

8.4. Drivers of ACTSES vehicles that suspect they will receive a red light and/or speed camera infringement must notify the Commander of the potential for an infringement along with the details of the date, time and location. The Commander shall maintain a record these details for future reference if required.

9. Selection of Vehicles 9.1. The CO is responsible for determining the make, model and number of vehicles

that are allocated to ACTSES staff and Units.

9.2. The CO will determine whether the vehicles are leased or purchased outright subject to the financial requirements of ESA and the ACTSES. The CO will determine the length of the lease, or the length of time that the vehicle will be maintained if purchased outright in accordance with ESA asset management and vehicle replacement arrangements.

9.3. In determining the type of vehicles that are provided to staff and Units, the CO will consider each of the following factors to assist in the identification of suitable vehicles:

9.3.1. Operational demands and requirements;

9.3.2. Personnel and equipment carrying capacity;

9.3.3. Passenger comfort and occupational health and safety issues;

9.3.4. Towing capacity;

9.3.5. Engine type and capacity;

9.3.6. On and off road use capability;

9.3.7. Lease or purchase costs;

9.3.8. Running and maintenance costs;

9.3.9. Reliability;

9.3.10. Fairness and equity; and,

9.3.11. Any recommendation provided by ESA Procurement and Fleet Management (P&FM) unit or similar group.

9.4. The CO will consult with staff and Unit members prior to determining the types and quantity of vehicles to be allocated to staff and Units.



10. Cleanliness and Operational Preparedness 10.1. The Commander is responsible for ensuring that the vehicles assigned to their

Unit are maintained in a clean, presentable and operationally prepared condition that complies with the requirements of this policy.

10.2. The Commander may create and nominate a Unit member to the position of “Transport Officer” to assist in managing the Unit’s vehicle preparedness, cleanliness and maintenance requirements.

10.3. The Commander must establish and implement specific internal operating policies and procedures that support this policy to ensure that the vehicles are prepared and maintained. As a minimum, the driver must ensure that the following items are checked every time the vehicle is deployed for an activity, callout or shift:

10.3.1. General roadworthiness, cleanliness and preparedness;

10.3.2. All fluid levels;

10.3.3. Tyre condition; and,

10.3.4. Operation of all lights and warning devices.

10.4. Vehicle cleaning products that are required by the Unit will be ordered by the Commander or Equipment Officer using an ESA Stores Voucher form submitted to the Logistics and Resource Coordinator ACTSES (L&RC).

10.5. The Commander or delegate must advise the L&RC, Operations and Capability Coordinator ACTSES (OCC) or DO immediately if any circumstance or condition will prevent the use of the vehicle for operational reasons.

11. Official and Private Use of ACTSES Vehicles 11.1. ACTSES vehicles must only be used for carrying out the official business of the

ACTSES, individual Unit or ESA.

11.2. Vehicles must not be used for unofficial, unauthorised, private or business use not related to ACTSES, individual Unit or ESA4. Any requirement to use the vehicle for purposes other than section 10.1 of this policy must be approved by the CO or DCO.

12. Use of Vehicles for Training 12.1. ACTSES vehicles may be used at any time as required to support Unit or

Service training activities apart from four-wheel drive activities that require special consideration and planning.

12.2. The ACTSES recognises the need for drivers to maintain and develop their four-wheel drive and recovery skills in realistic off-road environments. However due to the risks that are present during these activities, the Commander or delegate must:

4 ACT Public Sector Management Act 1994, Section 9 – General Obligations of Public Employees



12.2.1. Submit an exercise plan to the ACTSES Learning and Development Coordinator at least three working days prior to the exercise being conducted. The plan as a minimum must include the objectives of the exercise and how it will be conducted, the dates and times of the exercise, the exercise location, the names of the participants, names of the exercise director and safety officer and contact information;

12.2.2. Modify the exercise plan as required and/or comply with any direction or request from staff;

12.2.3. Seek approval as required from land management agencies before entering non-public land; and,

12.2.4. Amend the exercise plan as required during the activity to minimise hazards and risks.

12.2.5. When starting the exercise call COMCEN and advise the exercise is running and request a CAD number be made up. Upon completion advise COMCEN that all vehicles have returned.

13. Consumption and Carriage of Alcohol 13.1. A driver must not operate an ACTSES vehicle if they are under the influence of

alcohol.

13.2. Under no circumstance is a driver or passenger to consume alcohol within an ACTSES vehicle5.

13.3. Alcohol may only be carried in an ACTSES vehicle following the approval of the CO or where the alcohol was received in accordance with the ESA’s “Authority Guidelines Relating to Donations” as a gift or present6. In such cases the alcohol must be removed from the vehicle immediately upon returning to its garage.

14. Carriage of Passengers 14.1. Only members of the ACTSES, ESA, ACT Government or another emergency

services organisation may be carried in ACTSES vehicles.

14.2. Unit members, drivers or staff wishing to carry personnel not described in 14.1 must receive approval beforehand from the CO or DCO. Where possible, all requests should be submitted in writing and any approval issued must specify the time for which the approval is valid.

14.3. For specific operational requirements of an immediate nature, the CO, DCO or DO may provide verbal approval to carry personnel not described in 14.1.

14.4. In an emergency situation, personnel not described in section 14.1 may be carried at the discretion of the driver for the purposes of protecting life, property and the environment.

5 ACT Public Sector Management Standards, Standard 1 - Ethics 6 ACT Public Sector Management Standards, Standard 1 - Ethics



15. Smoking In ACTSES Vehicles 15.1. Smoking is not permitted in any vehicle under the control of or hired by the ACT

Government7/8 which includes vehicles operated by ACTSES staff or Unit members.

16. Advising COMCEN of Vehicle Movement 16.1. All movement of Unit vehicles to and from their normal place of garage must be

reported to ComCen by the driver or passenger in accordance with Service communications policy and procedure.

17. Garaging of Vehicles 17.1. ACTSES vehicles must always be garaged at a recognised ACTSES or ESA

premises unless home garaging has been approved in accordance with section 17.3 of this policy.

17.2. When garaging an ACTSES vehicle, the driver must ensure that it is parked and secured safely and effectively and under cover where possible. Where a battery isolator is fitted, this must be left in the open position.

17.3. Home garaging of Unit vehicles is not permitted under any circumstances unless:

17.3.1. The CO, DCO or DO has either verbally or in writing approved a short term request (periods not exceeding 24 hours) received from the Commander for a special operational, training or administrative requirement;

17.3.2. The ACTSES has issued a severe weather or thunderstorm warning via pager or phone. In this situation the Commander or Unit Duty Officer is permitted to home garage the Unit command vehicle (61) and use the vehicle for travel to and from the normal place of work. All other requirements of this policy must be applied and the vehicle must be returned to the normal place of garage within 12 hours of the severe weather or thunderstorm warning ending. This provision to home garage the command vehicle does not extend to any other vehicle other than the command vehicle; or,

17.3.3. The CO has approved the vehicle to be home garaged by the Commander or other Unit member on a long term basis and has completed and signed the ACT Government Authority to Home Garage for each individual.

17.4. Where approval has been received to home garage a vehicle in accordance with 17.3.1, 17.3.2 or 17.3.3, the vehicle must be parked so that it is:

17.4.1. Readily available and accessible for use; and,

7 ACT Public Service, Occupational Health & Safety Policy (No. P-04) – Smoke Free Workplaces (1991) 8 ACT Smoke-free Areas (Enclosed Public Places) Act 1994 – Schedule 1



17.4.2. Parked within the property boundary (not on the street or property verge).

18. Interstate Use of Vehicles 18.1. With the exception of a radius of 25klm from the ACT , ACTSES vehicles must

not be driven outside of the Australian Capital Territory unless authorised by the CO.

18.2. Where there is a requirement to operate an ACTSES vehicle outside of section 18.1, the driver must ensure that an ESA Travel Form is completed, submitted and authorised by the CO for themselves and each passenger a minimum of three business days prior to departure.

18.3. In exceptional and immediate operational circumstances, ComCen, the CO or DCO may verbally authorise travel outside of section 18.1.

19. Signwriting and Badging 19.1. All ACTSES vehicles will be signwritten so that they are identifiable as an

ACTSES vehicle unless specifically excluded by the CO. The purpose of signwriting is to enhance the visibility of the vehicle for safety purposes, and to promote and provide exposure to the ACTSES in the community.

19.2. The application and the removal of signwriting from a vehicle may only occur with the approval of the CO, DCO or L&RC.

19.3. ACTSES vehicles will be signwritten in accordance with the following general specifications:

19.3.1. One row of four-row orange checker on white background reflective tape running the full length of the vehicle on each side at a suitable position beneath the window line;

19.3.2. One row of two-row orange checker on white background reflective tape across the rear of the vehicle at a suitable position below the rear window;

19.3.3. A row of two-orange high visibility tape that runs above and below the four row orange checker on the sides of a vehicle; the tape will also be applied to the front and rear of vehicles in an appropriate location;

19.3.4. One ACTSES reflective roundel of minimum 200mm in diameter placed in the forward bottom corner of the driver and front passenger doors;

19.3.5. One national SES rectangular logo placed on either side of the vehicle between the rear wheel arch and the rear of the vehicle;

19.3.6. Blue reflective sentence case text reading “A.C.T. STATE EMERGENCY SERVICE” of 70mm in height placed behind each ACTSES roundel with the base in line with bottom edge of the roundel and running parallel to the lower door edge;



19.3.7. A maximum five character alpha-numeric callsign identifier of the vehicle in 50mm uppercase blue reflective tape on either side of the vehicle forward of the side mirrors and beneath the window line;

19.3.8. A maximum five character alpha-numeric callsign identifier of the vehicle in 50mm uppercase blue reflective tape on the rear left of the vehicle between the reflective tape and window line; and,

19.3.9. A three character “SES” identifier located on the bonnet of maximum size to be sufficiently visible to overhead aircraft; and

19.3.10. A 132500 banner will be fitted to the rear quarter panels of the vehicles.

19.4. Vehicles not permanently sign written as ACTSES vehicles shall be fitted with or carry the following to ensure the vehicle can function as an operational vehicle:

19.4.1. Two (2) magnetic reflective ACTSES roundels of minimum 200mm in diameter for affixing to the centre of the driver and front passenger doors;

19.4.2. Three magnetic maximum five character alpha-numeric callsigns in 100mm blue reflective tape for affixing to either side of the vehicle adjacent to the side mirrors, and to the rear of the vehicle; and,

19.4.3. One magnetic maximum five character alpha-numeric callsign in uppercase ~300mm blue reflective tape for affixing to the bonnet of the vehicle.

20. Provision and Installation of Standard Equipment 20.1. The ACTSES requires that vehicles be fitted with a range of equipment and

warning devices to ensure the capability and safety of the vehicle and members at an incident site. This equipment and warning devices excludes any equipment or tools installed or provided by the vehicle manufacturer.

20.2. The specific fitout requirements for each ACTSES vehicle will be determined by the CO to meet operational requirements of that vehicle. Unit members through the Commander or Unit Equipment Officer are encouraged to advise the OCC of equipment additional to that listed in 19.3 that may be useful within a vehicle:

20.3. SES vehicles will be,, where appropriate fitted with the following: battery isolator, bulbar, driving lights, dual battery system, equipment drawers, fuel card, radios, roof racks, towbar, towhook, trailer plug, warning devices, work lights, winch.

20.4. Units may request the installation of additional equipment purchased by the Unit to support their operational requirements but must do so in accordance with section 33 of this policy (Mechanical and Electrical Repairs, Maintenance, Additions or Alterations).



21. Provision and Use of Fuel Cards 21.1. Fuel cards will be issued to each ACTSES vehicle.

21.2. Fuel cards must be stored in a secure and accessible location within the vehicle at all times.

21.3. Fuel cards should only be used for the vehicle they are registered to. At the time of refuelling the vehicle the odometer reading of the vehicle and the PIN number of the fuel card must be provided to the service station console operator.

21.4. The default pin number issued with a fuel card must not be changed without the approval of the L&RC and Procurement and Fleet Management (P&FM) unit.

21.5. Fuel cards may also be used to purchase small quantities of supplies to ensure the operational status of the vehicle or Unit equipment. These include but are limited to:

21.5.1. Standard unleaded fuel;

21.5.2. Engine oil or two stroke oil; or,

21.5.3. Swap and Go LPG gas cylinders for catering trailers.

21.6. The Commander or delegate is responsible for the collection and storage at the Unit of fuel card purchase receipts. Receipts must be retained for three months from the date of purchase and may be examined or requested for audit or other purposes at any time by staff of the ACTSES, ESA or ACT Government.

21.7. Lost or misplaced fuel cards must be reported to the L&RC upon detection by the Commander with an explanation of the details surrounding the loss or misplacement.

22. Urgent Duty Driving (UDD) 22.1. ACTSES vehicles that do not have an operational siren box and roof, front and

tail warning lights as a minimum are not permitted to undertake UDD.

22.2. Drivers of ACTSES vehicles must not undertake UDD unless:

22.2.1. They have received training or instruction in UDD as determined by the CO; and,

22.2.2. They have been appointed in writing as a UDD authorised driver by the CO; and,

22.2.3. They have received specific instruction to respond under UDD by ComCen or the CO.

22.3. UDD authorised drivers must comply with any ACTSES specific policy issued for urgent duty driving when operating under UDD.



23. Use of Warning Devices (Lights and Sirens) 23.1. Warning devices may be fitted to ACTSES vehicle to indicate the others that the

vehicle is an emergency vehicle and that a hazardous, dangerous or emergency situation is present.

23.2. Visual warning devices that are fitted to ACTSES vehicles must only be activated when there is a need to alert others to:

23.2.1. A hazard or danger on a roadway or public area such as an obstacle or road block;

23.2.2. Unit members working on or nearby a roadway;

23.2.3. The location or movement of the vehicle on a fireground;

23.2.4. The location or movement of the vehicle at an incident site or staging area following the approval of the incident management team. This may include at a search where the AFP believe that the use of the visual warning devices would assist in locating the missing person; or,

23.2.5. The movement of the vehicle whilst inside of the perimeter of the Canberra Airport.

23.3. Visual warning devices must not be used to clear a path through pedestrians or traffic.

23.4. Audible warning devices may only be activated when:

23.4.1. The vehicle is operating under UDD; or,

23.4.2. The use of the siren may be useful to attracting public attention during an emergency situation such as during a search when the AFP have authorised the periodic use of the siren.

24. Use of Hubs 24.1. Unnecessary use of ACTSES vehicles with the front hubs in the locked position

contributes to increased fuel consumption and increased wear on the tyres, transmission and differential.

24.2. All ACTSES vehicles must operate with the front hubs in the “UNLOCKED” position unless:

24.2.1. Operating on a road, track or other off-road surface with low traction where the use of four wheel drive may be required;

24.2.2. Using four wheel drive to provide the vehicle with greater traction during a winching or recovery operation.

24.3. The Commander or delegate should ensure that the vehicle is periodically driven for a short distance with the hubs in the “LOCKED” position to lubricate the hub. If this is being carried out on sealed or hard standing roads, 4WD is not to be engaged.



25. Parking and Securing 25.1. The driver must park the vehicle in accordance with local parking regulations

(refer 4.4.3).

25.2. When parking at an incident scene, the driver must ensure that the vehicle is:

25.2.1. Parked in a fashion that does not obstruct or block the movement of other vehicles unless there is a specific safety requirement to do so;

25.2.2. Left unlocked with the keys in the ignition unless specific security concerns exist;

25.2.3. Reversed in where possible to permit easy exit and departure;

25.2.4. Left with the windows and doors closed, particularly at a storm or fireground incident; and,

25.2.5. Left with the engine running at a higher engine idle where possible if there is a requirement to leave vehicle lights or visual warning devices operating.

26. Connection of Trailers to ACTSES Vehicles 26.1. Only trailers owned by the ACTSES, leased by SES or ESA, ESA or ACT

Government or Unit (copy of registration must be supplied to the L&RC) are to be connected to ACTSES vehicles.

26.2. The driver has full and final responsibility for ensuring the safety of the vehicle and the trailer when attached. The driver must ensure that when operating an ACTSES vehicle with a trailer attached:

26.2.1. The trailer has been fully checked before use, and that it is registered and in a roadworthy condition;

26.2.2. The trailer has been fully and properly connected to the vehicle including the coupling, safety chain/s and electrical plug;

26.2.3. All doors and lockers on the trailer are properly closed and secured;

26.2.4. All items affixed to or within the trailer are properly and appropriately secured; and,

26.2.5. The vehicle is operated in a manner to account for the connected trailer.

27. Reversing with Trailer Attached 27.1. Where reversing an ACTSES vehicle with a trailer attached, the driver should

utilise the assistance of an observer at the rear of the vehicle to ensure the safety of the operation if available.



28. Logbooks and Logbook Entries 28.1. Unless excluded by the CO, all ACTSES vehicles must carry logbooks for the

purposes of recording the details when an ACTSES vehicle has been used.

28.2. Logbooks should replicate the logbook sheet as shown in attachment D. All logbooks must be stored within the vehicle and be readily accessible to the driver.

28.3. The following details are the minimum that must be recorded by the driver when using a ACTSES vehicle:

28.3.1. Drivers name;

28.3.2. Starting date and time of the trip;

28.3.3. Starting odometer reading;

28.3.4. End date and time of the trip;

28.3.5. Ending odometer reading;

28.3.6. Details or purpose of the trip; and,

28.3.7. Driver’s initial.

28.4. The driver must ensure that they enter the date, their name and the starting time and odometer reading in the logbook before commencing the journey. At the conclusion of the journey the driver must complete all remaining entries in the logbook and ensure they are done so in an honest and accurate fashion.

28.5. Vehicle logbooks or the vehicle odometer readings may be examined or requested for audit or other purposes at any time by staff of the ACTSES, ESA or ACT Government. Vehicle odometer readings are to be submitted to the L&RC at the beginning of each calendar month.

29. Wearing of Uniform 29.1. The driver shall wear a uniform that complies with ACTSES uniform policies and

procedures at all times when operating an ACTSES vehicle.

29.2. The driver must ensure that all passengers within the vehicle are wearing a uniform that complies with ACTSES uniform policies and procedures other than those passengers referred to in Section 14.1, 14.3 or 14.4

30. Vehicle Key Allocation 30.1. By default, three sets of keys for each ACTSES vehicle will be produced and

allocated as follows:

30.1.1. One set to the Unit or staff member;

30.1.2. One set to ESA P&FM unit; and,



30.1.3. One set to be kept within the SES Duty Office.

30.2. Units may copy additional vehicle keys for their own purposes. Any additional keys produced will be at the Unit’s expense and must be stored securely and returned when the vehicle is disposed of.

31. Standard Equipment to be Carried 31.1. ACTSES vehicles are identifiable to the public as emergency vehicles. As a

consequence there is likely to be the public expectation that these vehicles carry equipment that can be used to provide assistance during an emergency or other situation.

31.2. The following table lists the equipment that must be carried in all ACTSES vehicle as a minimum at all times:

Item Qty.

UBD map of current edition 1

1kg or 2kg dry chemical fire extinguisher (subject to space available) 1

ACTSES “Infectious Waste Management Kit” 1

First aid kit (box or soft-kit type) 1

Woollen blanket 1

Torch 1

Four wheel drive recovery kit (for 4wd vehicles) 1

Strobe light kit 1

Day/Night compliant safety vest 2

Accident reports forms 2

Traffic wands 2

ESA Operational Atlas set 1

31.3. Units may elect to carry additional equipment to support their preparedness and operational policies and procedures providing they are stored in accordance with section 32 of this policy.

32. Carriage of Passengers and Goods in ACTSES Vehicles 32.1. The driver is responsible for ensuring the safety and security of passengers,

personal luggage and other goods carried in or on ACTSES vehicles. Dangerous or inappropriately restrained items or goods within ACTSES vehicles may present as a hazard to the driver, passengers or other road users.



32.2. All ACTSES vehicles will be fitted with cargo barriers unless they are not applicable to the type of vehicle, or will severely restrict egress of passengers from the vehicle in the event of an accident.

32.3. The driver must make an assessment of the purpose, nature and priority of the journey and take all reasonable and practicable steps to eliminate, isolate or control any item that may present as a hazard to passengers within the cabin or passenger compartment. Examples of reasonable and practicable steps that may eliminate, isolate or control a hazard within a vehicle include:

32.3.1. Placing and securing the item in the glove compartment or other fixed bin, pocket or storage area within the vehicle;

32.3.2. Placing the item behind a cargo barrier, in a equipment drawer or other storage area;

32.3.3. Placing the item on the floor of the vehicle, or underneath or behind a seat;

32.3.4. Restraining the item;

32.3.5. Removing the item from the vehicle and placing it on the roof or in a trailer as appropriate; or,

32.3.6. Minimising the number of passengers present.

32.4. The driver must ensure that goods carried on the roof of the vehicle or in trailers are properly restrained, secured and carried in accordance with road laws and regulations (refer 4.4.3).

32.5. Items that should not be carried within the passenger compartment of an ACTSES vehicle includes:

32.5.1. Fuel containers of any description;

32.5.2. Motorised equipment (filled with fuel); and,

32.5.3. Rack (Hi-Lift) jacks.

33. Mechanical and Electrical Repairs, Maintenance, Additions or Alterations 33.1. All mechanical or electrical repairs, maintenance, additions or alterations to

ACTSES vehicles and trailers must be carried out by ESA Workshops or authorised agent. This is to ensure the safety, integrity, legality and effectiveness of the repair, maintenance, addition or alteration.

33.2. ESA Workshops or authorised agent shall take any necessary action to correct any unauthorised mechanical or electrical repair, maintenance, addition or alteration to an ACTSES vehicle.

33.3. The driver, through the Commander or delegate, is responsible for notifying the L&RC of any repair, maintenance or addition or alteration to an ACTSES vehicle that was not performed by ESA Workshops or authorised agent.



33.4. Units considering special mechanical or electrical repairs, additions or alterations to Unit vehicles must discuss their requirement with the ACTSES OCC. Where a positive benefit to the operation or safety of the vehicle or occupants can be established, the requirement will be discussed with the ACTSES L&RC and the Manager ESA Workshops to determine suitability, safety and any costs involved.

33.5. The Commander or delegate is responsible for:

33.5.1. Ensuring that Unit vehicles are serviced in accordance with their schedule and for notifying the L&RC when a service is due; and,

33.5.2. Notifying the L&RC of any requirement to repair, alter or add to a Unit vehicle and for relocating the vehicle to the place of service following negotiation with the L&RC.

34. Damage and Accidents 34.1. All damage to or accidents involving ACTSES vehicles regardless of how minor

must be reported to the Commander and the DO or L&RC.

34.2. Where the damage suffered to an ACTSES vehicle is minor and does not involve another vehicle or an injury to a passenger, the driver must complete and submit an ACT Government Accident Report and ESA vehicle accident report form to the L&RC within two working days of the accident.

34.3. Where the damage to an ACTSES vehicles is moderate to extensive, has involved another vehicle or property, or has resulted in the injury to the driver, passenger or another road user, the driver must:

34.3.1. Seek the assistance of the police, fire and/or ambulance as required;

34.3.2. Not admit liability;

34.3.3. Seek the details of other parties involved in the accident (including witnesses) and gather their vehicle, licence and contact details;

34.3.4. Notify the DO and the Commander of the accident immediately;

34.3.5. Complete and submit a motor vehicle accident report form within 24 hours at a police station; and,

34.3.6. Complete and submit an ACT Government Accident Report and ESA vehicle accident report to the L&RC within two working days of the accident.

34.4. Following any report of damage or accident to an ACTSES vehicle, the driver may:

34.4.1. Be directed by their Commander or ACTSES staff to provide further details to support any investigation into the damage or accident;

34.4.2. Be required to undertake corrective or remedial training; and/or,



34.4.3. Have their appointment as a driver suspended or revoked in accordance with sections 6.9, 6.10 or 6.11 of this policy.

POLICY STATEMENT ENDS



Attachment A (Refer s.6) APPOINTMENT, REVOCATION OR SUSPENSION OF

AN ACTSES UNIT MEMBER AS A DRIVER

I, …………………………………………...….. (insert name),

Commander of …………………………….……............(insert Unit name)

hereby APPOINT / SUSPEND / REVOKE (delete as applicable)

……………………………………………...….. (insert name of Unit member)

as a driver with the ACT State Emergency Service in accordance with section 6 and all its subsections of the ACTSES Vehicle Use Policy (v. 1.0):

Date of Effect:

Conditions:

Signed:

Date:

DRIVER ACKNOWLEDGEMENT

I, …………………………………………...….. (insert name), hereby acknowledge my

appointment, revocation or suspension as applicable as a driver with the ACTSES and understand my obligation to comply with the appointment, suspension or revocation in

accordance with the ACTSES Vehicle Use policy that I have received, read and understand:

Signed:

Date:



Attachment B (Refer s.6.5)

UNIT MASTER RECORD OF DRIVER APPOINTMENTS

Unit Name:………………………………… NAME OF APPOINTED DRIVER LICENCE

SIGHTED (Y/N)

DATE OF BIRTH

STATE / TERRITORY OF ISSUE AND

NUMBER

LICENCE CLASS

LICENCE EXPIRY DATE

NAME OF COMMANDER MAKING APPOINTMENT

DATE OF APPOINTMENT


Attachment C (Refer s.6.6)

UNIT LIST OF DRIVER APPOINTMENTS

Unit Name:………………………………… NAME OF APPOINTED DRIVER LICENCE CLASS NAME OF COMMANDER DATE OF

APPOINTMENT

Policy: Vehicle Use v.2.0 –23/10/2009 24 of 24

Attachment D (Refer s.27)

UNIT NAME: VEHICLE TYPE: VEHICLE REGO: VEHICLE LOG

DRIVERS’S NAME START DATE

START TIME

START ODOMETER

END DATE END TIME END ODOMETER

TRIP PURPOSE INITIAL OF DRIVER

Documents

#02 SES - Vehicle Use Policy Review V2 - esa.act.gov.au · Vehicles also provide visibility to ACTSES and the activities being undertaken by the staff, Units and Unit members. It