Motor Vehicle Use Agreement

This agreement sets out the conditions for using a Scouts ACT motor vehicle. By submitting this form, you confirm that you understand and agree to comply with the Scouts ACT Motor Vehicle Use Policy and the requirements below.

Motor Vehicle

A motor vehicle includes any vehicle owned, leased, or otherwise provided by Scouts ACT for official use. This includes:

• Cars - Sedans, hatchbacks, station wagons, and other passenger cars

• Utility vehicles - Utes, pickup trucks, and similar vehicles

• Vans - All types of vans including minivans and panel vans

• Trucks - Light and medium duty trucks

• Motorcycles - Motorcycles, scooters, and other two-wheeled motorised vehicles

• Utility carts - Small, motorised vehicles designed for transporting people and equipment, such as golf buggies, maintenance carts, and similar vehicles

Motor vehicles are provided for official Scouts ACT activities and must be operated in accordance with the Motor Vehicle Use Policy and this Agreement.

Driver's Licence Verification

To use a Scouts ACT motor vehicle, you must provide evidence of a current and valid driver's licence.

As part of this Agreement, you will be asked to upload a copy of your driver's licence. If you do not wish to upload a copy of your licence for security or privacy reasons, you must first complete a Driver's Licence Sighted Form with an authorised person. The authorised person must physically sight your driver's licence and verify the licence details. A copy of the completed Driver's Licence Sighted Form must then be attached to this Agreement instead of a copy of your driver's licence.

Home Storage Travel

Home Storage Travel means driving a Scouts ACT vehicle between your home and a Scouts ACT activity or workplace when you have been authorised to store the vehicle at home because Scouts ACT does not have a central storage location. Home Storage Travel is considered official Scouts ACT business and is not personal use.

Please read the following conditions carefully.

1. Authorised Use

• Scouts ACT vehicles may only be used for official Scouts ACT activities unless written approval is provided for other use.

• Only drivers authorised by the Executive Officer or their delegate may drive the vehicle.

• If Scouts ACT asks you to keep a vehicle at your home, driving it between your home and Scouts ACT activities is official use (Home Storage Travel).

2. Safe Driving Requirements

Seatbelts and No‑Seatbelt Vehicles

• If the vehicle is fitted with seatbelts, you and all passengers must wear them whenever the vehicle is being driven.

• If the vehicle does not have seatbelts (e.g., some utility carts or golf buggies), you and passengers must remain seated, keep arms and legs inside the vehicle, and follow all safety instructions.

Mobile Phones

• You may only use a mobile phone through a legally compliant hands‑free system while driving.

• This requirement applies only to the driver. Passengers may use mobile phones but must not distract the driver.

Towing

You may tow a trailer or other approved equipment with a Scouts ACT vehicle as long as:

• the vehicle is rated to tow the load

• the trailer or equipment is roadworthy and properly secured

• you are competent and confident to tow safely

• you comply with all road rules and towing regulations, and

• the load is within legal and manufacturer weight limits.

If you are unsure whether a load is safe or within limits, you must seek guidance from the Executive Officer before towing.

General Safety

• You must obey all road rules.

• You must not drive under the influence of alcohol or drugs.

• You must drive safely and responsibly at all times.

3. Vehicle Condition and Care

You agree to:

• Keep the vehicle clean and tidy.

• Report any damage, faults, or problems immediately.

• Perform basic checks (e.g., fuel, tyre pressure).

• Return the vehicle clean inside and out and in good condition, allowing for normal wear and tear.

4. Reporting Obligations

• Serious accidents or incidents must be reported to the Executive Officer immediately.

• All other accidents or incidents must be reported as soon as practicable and within 24 hours.

• You must complete any incident report forms required by Scouts ACT.

• All fines or penalties received while driving the vehicle must be reported within 7 days.

5. Insurance and Excess

Scouts ACT will meet any insurance excess payable under its motor vehicle insurance policy where Scouts ACT is liable for that excess.

However, Scouts ACT may seek reimbursement of the excess only if your conduct contributed to the incident, including:

• negligent, reckless, unsafe, or unlawful behaviour;

• breach of this agreement or the Motor Vehicle Use Policy;

• allowing an unauthorised person to drive;

• acting outside authorised Scouts ACT duties or instructions.

Scouts ACT will not require reimbursement if you acted responsibly and in accordance with policy.

6. Change in Circumstances

You must notify the Executive Officer within 7 days if:

• your licence changes, is suspended, restricted or cancelled;

• you develop or experience a change in a medical condition affecting driving;

• you receive any traffic infringement or driving penalty.

7. Permission to Drive

Scouts ACT may revoke your authority to drive a Scouts ACT vehicle at any time for safety, insurance, operational or compliance reasons.

8. Acknowledgement

By submitting this form, you confirm that:

• You have read and understand the Motor Vehicle Use Policy and this Agreement.

• You agree to comply with all requirements.

• You understand the conditions for insurance excess and reporting obligations.

• You understand that authorisation to drive a Scouts ACT vehicle may be withdrawn at any time.