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Major Plant Management Policy

Version 1.2


Major Plant

All vehicles, machinery and equipment retained for a period of at least 5 years or more, or a machine greater than 4.5 tonne gross weight for on-road use that Council requires an officer to undertake their normal duties i.e. but not limited to a truck, tractor or bus.


This Policy applies to Council’s fleet of major plant and all employees, including agency staff, volunteers and contractors, who use major plant.


This Policy should be read in conjunction with the following policy documents

  • Fleet Management Policy
  • Code of Conduct for Employees
  • Code of Conduct for Volunteers
  • Drugs and Alcohol in the Workplace Policy
  • Smoking Free Workplace Policy
  • Drivers Manual
  • Procurement Policy
  • Fuel Card Operating Procedure
  • Asset Disposal Policy

All forms associated with this Policy can be found on BORIS, Council’s staff intranet.

5.1 Hierarchy of Need

The justification for major plant acquisition must relate to the requirements of the organisation to deliver cost effective services and must include the work related demand of the department.

5.2 Vehicle allocation and Review

5.2.1 Vehicle Usage

Major plant use is for the sole purpose of delivering services for Council by the department the item is allocated to. If the need arises for a major plant item to be driven directly to and from an officer’s place of residence, approval must be given by the relevant Director prior to the trip occurring.

Conditions of use in these instances are subject to those listed in Appendix 2 of the Fleet Management Policy.

5.2.2 Requests for an additional Vehicle

Applications for additional major plant should be undertaken through the annual budget process. A Budget Initiative From must be completed and submitted to Organisational Strategy addressing the specific criteria outlined in the Budget Initiative guidelines.

Should an urgent need be identified outside the timeframe of the annual budget process a request can be submitted to the Director and then CEO for approval by completing the Additional Vehicle/Major Plant Acquisition Proforma which is available on BORIS.

5.3 Purchase and Disposal

The purchase and disposal of all major plant will be carried out in the most cost effective manner. All purchases made will be in accordance with Council’s Procurement Policy.

If the replacement major plant differs from the previous plant type i.e. truck, tractor, bus, employees are required to obtain written approval from the relevant departmental Manager and the Manager City Presentation prior to an order being placed by the Team Leader Works Services.

Major plant disposal is conducted on a minimum 5 year and a maximum of 10 years period dependant on the plant condition.

All major plant items are to be disposed of at public auction or through a transparent competitive means that results in the best nett outcome for Council.

5.4 Delegations

The delegation of authority for the approval of all matters relating to Council’s fleet will be undertaken in line with Appendix 1. Where it is unclear as to whether approval is required or not for a fleet related matter, the Manager City Presentation should be consulted for guidance.

5.5 Customisation/Additional Equipment of Major Plant

It may be required to also supply additional equipment with a major plant item e.g. various buckets or implements for a tractor. These items are permitted in accordance with the business needs of the department and allocated budget but will require the approval of the Manager City Presentation who may consult with the relevant Director as required.

5.6 Conditions of Use - Vehicle Holders or Operators

5.6.1 Fuel Cards

The Team Leader Works Services will issue a fuel card to all Council provided major plant within the Fleet. Fuel cards are to be kept in the major plant item at all times. Major plant operators shall make all fuel and lubricant purchases from Council’s preferred supplier (refer to BORIS for current preferred supplier) using the fuel card and provide all necessary information required by the provider at time of purchases (e.g. odometer readings or hours of use).

5.6.2 E-Tags

Major plant is not provided with an e-Tag unless there are exceptional circumstances. An E-Tag can only be granted in accordance with the organisational business needs and approval will be given by the Manager City Presentation who may consult the relevant Director.

Major plant that do not have an E-tag permanently assigned but are used for Council business may obtain an E-tag from the Team Leader Works Services for business use only when required.

5.6.3 Major Plant Operation and Maintenance

Prior to the operation of a major plant item, it is the responsibility of the operator to ensure checked and completed all relevant OH&S procedures such as the daily inspection sheet provided. If any defects or safety concerns are identified they are to be reported to the Workshop supervisor immediately. The operator is also to ensure they have the correct licence to operate the machine.

It is the responsibility of the responsible officer to inform the Workshop Supervisor when a major plant item is due for its next regular service. Service schedules are to be strictly adhered to and every attempt should be made to ensure the vehicle is available at the necessary time. Servicing is occasionally outsourced when specialist work and expertise is required. Responsible officers should allow at least a full day for servicing but advice should be sort when a booking is made.

Where practical Major Plant items should be kept clean at all times. Smoking is prohibited in all Council assets.

5.6.4 Infringement Notices

Any infringement notices incurred while using Council’s Major plant, and/or private vehicles used on Council business, are the responsibility of the offending driver. The offending driver and relevant Manager, or in the case of a Manager being responsible the relevant Director will be advised of the infringement and further documentation will be required to be completed to finalise the nomination of the infringement.

5.6.5 Private Property in Council Major Plant

Employees carrying or leaving private property in Council owned assets do so at their own risk. Council’s insurance may cover the loss of private property but only in the event of a total loss of the asset.

Administrative updates

It is recognised that, from time to time, circumstances may change leading to the need for minor administrative changes to this document. Where an update does not materially alter this document, such a change may be made administratively. Examples include a change to the name of a Council department, a change to the name of a Federal or State Government department, and a minor update to legislation which does not have a material impact. However, any change or update which materially alters this document must be by resolution of the Executive Management Team (EMT).


The next biennial review of this document is scheduled for completion by 31 December 2018.


Failure to comply with this Policy may result in disciplinary action which could include the withdrawal of the use of the vehicle, or in the case of insurance, damage due to negligence or non-compliance with this Policy may not be covered. In the latter case the allocated driver may be held responsible for costs incurred.


APPENDIX 1 - Delegations for Approval of Major Plant Management Matters

Delegation and approval matrix for the Major Plant Management Policy are illustrated in the table below:

Decision Required





Change to Major Plant Management Policy



Additional Major Plant item (New Initiative)



Special Request Outside Major Plant Management Policy




Modifications to Major Plant items




Review Existing Major Plant




Temporary allocation of a Major Plant item




Purchase and Disposal of Major Plant






Council policy documents change from time to time and it is recommended that you consult the electronic reference copy at to ensure that you have the current version. Alternatively you may contact Customer Service on 9705 5200.

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