Council-Related Driving Policy

Personal Vehicle Use Only

Clerk: Mrs Sarah Rimell

Address: Illogan Parish Council Community Office, Trevelyan Road, Illogan, TR16 4RG

Telephone: 01209 711433

Email: enquiries@illoganparishcouncil.gov.uk

Adopted: 25.03.2026
Minute Number: GR26/03/7.2

Purpose

This policy sets out the requirements and expectations for employees and Councillors who use their personal vehicles for Council related purposes, ensuring safety, legal compliance, and proper record-keeping.

Scope

This policy applies to all employees and Councillors who operate personal vehicles while performing Council related tasks and are eligible for mileage reimbursement or travel-related expenses.

Driver Eligibility

Employees and Councillors must:

  • Hold a valid driver’s licence appropriate for the vehicle type.
  • Complete any required driver safety training.

The Council reserves the right to review driving records periodically.

Employees and Councillors must provide copies of the following documents to the Council for verification and record-keeping:

  • Current driving licence
  • Vehicle insurance certificate
  • MOT certificate, where applicable

All documents will be securely held on record and updated as required.

Notification Requirement

Employees and Councillors must immediately notify the Council if they:

  • Receive any points on their driving licence
  • Are subject to a driving ban or disqualification
  • Commit any driving-related offences

Failure to notify the Council may result in disciplinary action and/or revocation of permission to drive for work purposes.

Vehicle Use

  • Personal vehicles may be used only for authorised business purposes.
  • Employees must comply with all traffic laws and regulations.

Safety Requirements

Employees and Councillors must:

  • Wear seat belts at all times.
  • Avoid the use of mobile phones or other distractions while driving.
  • Never drive under the influence of alcohol, drugs, or any substance that impairs driving ability.
  • Ensure their vehicle is in safe operating condition before using it for work purposes.
  • Abide by the Lone Working Policy and notify another person when completing work related driving alone.

Reporting Requirements

Employees and Councillors must immediately report:

  • Any accident, regardless of severity, to their supervisor and local authorities if required.
  • Vehicle damage or mechanical issues that affect safety.
  • Any traffic violations received while driving for work purposes.

Insurance and Liability

  • Employees and Councillors must maintain valid vehicle insurance covering business use.
  • Employees and Councillors may be held accountable for damages resulting from negligence or policy violations.

Violations and Disciplinary Action

Non-compliance with this policy may result in:

  • Revocation of authorisation to use personal vehicles for Council purposes.
  • Disciplinary action, up to and including termination.
  • Potential financial responsibility for damages caused by negligence.

Policy Review

This policy will be reviewed annually and updated as necessary to ensure compliance with legal requirements and best practices.

Reviewed – for Office Use Only

Review Date Reviewed By Amendments Minute Number