Has grey fleet become a grey area?

Grey fleet refers to vehicles used in the workplace that are either owned privately by the driver or by another entity separate from the organisation employing the worker or volunteer.

With local governments already in possession of well-established policies and principles to help manage their traditional fleet vehicles, grey fleet offers a unique problem.  Recognising that the duty of care for traditional and grey fleet vehicles is the same is an important step for members in managing their risk.

Whether or not a vehicle is explicitly owned by your local government, if it's used for local government business, then accountability for the driver's competence alongside vehicle maintenance and safety all remain the firm responsibility of the sector. With more members allowing the use of grey fleet vehicles for work, it's important to be aware of, and manage your risk and safety obligations.

Your Grey fleet exposure needs to consider all modes of transport, including the use of e-scooters, e-bikes and motor bikes as modes of transport for staff and volunteers.

If a vehicle is used for work purposes, it is legally considered an extension of the workplace and WHS Act would apply.

How to manage the risks

LGIS' Senior Risk Consultant, Michael Sparks, recommends the “Clarity in Managing Grey Fleet, and Other Lessons from 30 Years in Work Driving Safety,"  webinar from the National Road Safety Partnership Program (NRSPP). The webinar focused upon the key challenges for owners and managers of fleets of any size, specifically those where light vehicles perform a primary function in the workplace.

The key takeaways:

  • Do not turn a blind eye to volunteers - work health and safety laws define that the 'workplace' includes any vehicle used by a worker for work purposes including volunteers.
  • Accountability - grey fleet incidents resulting in serious injury or death can be escalated beyond just the individual driver. Fleet managers and senior leaders can be found responsible for incidents, leading to prosecutions. Effective risk management is crucial in protecting organisations.
  • Organisation - leaders should catalogue their grey fleet and agree on minimum vehicle specifications and maintenance requirements. By minimising variation in how we categorise traditional and grey fleet, members may be protected against future incidents by demonstrating an understanding of the importance of long-term planning.
  • Sustainability - In a world where we are becoming increasingly more reliant upon grey fleet as a way of managing both the quantity of sustainable company assets and reducing greenhouse gas emissions, it is crucial that we understand how to mitigate the risks while supporting their use.

As emission rules evolve and the use of grey fleet in local government increases, it's safe to anticipate that this will become a big challenge for our sector in the coming years.

More information

For further information on managing grey fleet risks please contact LGIS risk services team.