ALFRED NZO DISTRICT MUNICIPALITY

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ALFRED NZO DISTRICT MUNICIPALITY

EXECUTIVE MAYOR, DEPUTY MAYOR AND SPEAKER VEHICLE POLICY

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(1) The threshold limit for vehicle purchases relating to official use by Executive Mayor, Deputy Mayor and Speaker must not exceed R700 000 or 70% of (VAT inclusive) of the total annual remuneration package, as defined in the Public Office Bearers Act and Traditional the notices issued in terms thereof by Minister of Cooperative Governance and Traditional Affairs, whichever is lower

(2) The procurement of vehicles in sub-regulation (1) must be undertaken using the national government transversal contract mechanism, unless it may be procured at a lower cost through other procurement mechanisms.

(3) Before deciding to procure a vehicle as contemplated in sub-regulation (2) the accounting officer or delegated official must provide the council with information relating to the following criteria which must be considered:

(a) Status of current vehicles

(b) Affordability of options including whether to procure a vehicle as compared to rental or hire thereof, provided that the most cost effective option is followed and the cost is equivalent to or lower than the contemplated in sub-regulation (1)

(c) Extent of service delivery backlogs

(d) Terrain for effective usage of the vehicle; and (e) Any other policy of council.

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(4) If the rental referred to is sub section (3) is preferred, the accounting officer must review the costs incurred regularly to ensure that value for money is obtained.

4. TYPE AND SIZE OF A MAYORAL VEHICLE

4.1 The types of Mayoral vehicles shall be a hatchback/ SUV and a sedan

4.2 The make of the vehicle shall be chosen by the Mayoral Committee of the Council 4.3 Due care shall be exercised when choosing a vehicle make in order to avoid unnecessary maintenance problems.

4.4 The sizes of the vehicles shall be medium to large with a limited capacity of four passengers excluding the driver.

4.5 The type and size of Mayoral vehicles shall be determined in terms of the aforementioned provisions and stipulations in the relevant approved national and or provincial legislation.

5. VEHICLE SPECIFICATION

The following, but not limited to, vehicle specification will apply where necessary to Mayoral vehicles.

5.10 Vehicle that is a 4x4 or 4x2 5.11 Diff lock

5.12 Gear lock 5.13 Immobilizer 5.14 Power steering 5.15 Alarm system 5.16 Air conditioner 5.17 Spot lights 5.18 CD/Radio 5.19 Tow bar 5.20 Spoiler

5.21 Top brake light 5.22 Aluminum rims

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6. USE STORAGE AND MAINTENANCE OF A MAYORAL VEHICLE

6.1 A vehicle allocated to the Executive Mayor or Deputy Mayor or Speaker, is used for official business

6.2 Nothing herein contained shall prevent the Executive Mayor or Deputy Mayor or Speaker from making use of a council-owned vehicle for attendance at a specific function, which they have been delegated to attend, outside the ordinary scope of work.

6.3 There must be monthly log sheets for Mayoral vehicles, which will be used for logging the opening mileage at the beginning of each month and closing mileage at the end of the month.

6.4 A Mayoral vehicle shall only be driven by the official driver, subject to possession of a valid drivers licence and has passed the driving test conducted by municipal fleet management unit and traffic department.

6.5 A Mayoral vehicle may be used for ceremonious and official functions of other organizations including governmental institutions which are deemed befitting attendance by the Executive Mayor or Deputy Mayor or Speaker.

6.6 A Mayoral vehicle must insured as part of the Municipal fleet.

6.7 A Mayoral vehicle shall be maintained as per the vehicle lease agreement if there is any or vehicle specification (by the dealer in question).

6.8 In the event of an accident, the driver of the vehicle must report to fleet management unit Immediately. The driver must report to the nearest SAPS within 24 hours. The driver must report in writing to fleet management unit using the municipal incident form within 48 hours.

6.3 No passengers other that the Executive Mayor or Deputy Mayor or Speaker, their spouses (to official functions) , the body guard (where applicable) and the official driver of the vehicle , shall be transported in the vehicle for official purposes.

6.9 In the event of a Mayoral vehicle being involved in an accident or having major

mechanical faults, an independent expert shall be appointed by the Municipal Manager in consultation with the Chief Financial officer to conduct an investigation into the causes and general circumstance pertaing to the damages.

6.2 If an element of negligence has been proven, an amount equal to the insurance excess in case of a vehicle accident or 10% of the costs of repairs in case of mechanicalfaults shall be borne by the Executive Mayor, Deputy Mayor, Speaker or the driver implicated

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7. REPLACEMENT OF A MAYORAL VEHICLE

7.1 Regardless of their usage, vehicles for official use by political office bearers may only be replace after completion of 120 000 kilometers.

7.2 Notwithstanding (7.1) above , the vehicle for official business by Executive Mayor, Deputy Mayor and Speaker may be replaced before the completion of 120 000 kilometers only in instances where the vehicle has serous mechanical problems and is in a very poor condition and subject to obtaining a detailed mechanical report by a vehicle manufacturer or approved dealer.

7.3 The vehicle shall be replaced after the Council has approved the budget.

8. SECURITY AND SAFE KEEPING OF A MAYORAL VEHICLE

8.1 Executive Mayor, Deputy Mayor and Speakervehicles will be kept in a safe place or parked in a lockable garage at night.

8.2 All security devices fitted on a Mayoral vehicle must be activated when the vehicle is parked 8.3 The safety and security of a Mayoral vehicle shall be maintained at all times.

8.4 Any damage or fault on a Mayoral vehicle shall be reported to Accounting Officer, Chief Financial Officer and Fleet Management unit for the purposes of effecting repairs as soon as possible

8.5 Excess arising from insurance claims shall be borne by the Municipality, unless the Council resolves.

9. INTERPRETATION OF THIS POLICY

9.1 All words contained in this policy shall have an ordinary meaning attached Thereto, unless the definition or context indicates otherwise.

9.2 The dispute on interpretation of this policy shall be declared in writing by any party concerned.

10. COMPLIANCE AND ENFORCEMENT

10.1 Violation of or non-compliance with this policy will give a just cause for disciplinary steps to be taken.

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10.2 It will be the responsibility of the Council to enforce compliance to this policy.

11. AMENDMENT AND /OR ABOLITION OF THIS POLICY

11.1This policy may be amended or repealed by Council, as it may deem necessary.

12. The policy was approved by the Council meeting held on the:

DATE OF REVIEW: 31 May 2021

DATE OF NEXT REVIEW: 31 May 2022

_______________________________ _______________________

COUNCILLOR S. MEHLOMAKULU MR Z.H. SIKHUNDLA

EXECUTIVE MAYOR MUNICIPAL MANAGER

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COUNCILLOR S. KHULU SPEAKER

ALFRED NZO DISTRICT MUNICIPALITY