Fleet Services

Booking schedules are normally available one day in advance.

Vehicle availability is shown in the Vehicle Booking Register. 

When booking a vehicle, the following must be recorded in the Register:
•    The estimated time you will collect the car (Est. Out)
•    The time you expect to return the car (Est. In)
•    The Driver’s Name and mobile phone number (Legible writing)

1. On collection and when returning the keys, the driver must complete the actual in and out times on the sign-out register.
2. Only Council staff are authorised to drive Fleet Pool vehicles.
3. Prior to driving the vehicle, you should check for any existing damage and ensure this has been reported to the contacts above and an email to fleet@cgd.vic.gov.au .
4. A vehicle logbook can be found in the glove compartment of pool cars based at the Civic Centre. You must fill in the details in the logbook at the end of the journey.
5. All cars shall be returned to the pool with a minimum of ¼ tank of petrol. A fuel card is attached to the keys of each pool car.
6. Please remove any personal belongings and rubbish when you return the car to the pool.

Some important things to note:

• If someone has the car booked after you, please return it to the pool on time.
• Speeding, parking fines, traffic infringements, etc. are the responsibility of the responsible driver.
• Report any accidents or damage to the vehicle immediately by completing a Motor Vehicle Accident Form.
• In the event of an accident or breakdown during business hours, please call the Fleet team on 8571 1787.
• In the event of an accident or breakdown after hours, please call RACV on 1800 686 46 (for passenger and light commercial vehicles) and ISS on 8769 3689 (for heavy plant and equipment).

Motor Vehicle Incidents

In the event of a motor vehicle accident resulting in damage, please complete the online Motor Vehicle Accident Form. You will also need to complete an OHS Incident report in Elumina if an employee was operating the vehicle at the time of the incident.

When you submit the online form, it will be sent to your nominated supervisor for further processing.

When the supervisor submits the online form, it will automatically be sent to the Fleet and Risk (insurance) teams to coordinate any repairs and insurance claims.

Motor Vehicle Accident Report Form

Motor Vehicle Maintenance

To arrange vehicle servicing or inspection please contact Ray Tully, Fleet Operations Co-ordinator on 0412 714 933 or 8571 1787.

Return, Transfer or Reallocation of a Fleet Vehicle

Returning a Fleet Vehicle

A form can be found at Appendix 6 of the Motor Vehicle Code of Practice -168KB.

Vehicle Transfer / Reallocating Request or Change of Vehicle Use Request

The form can be found at Appendix 8 of the Motor Vehicle Code of Practice- 168KB.