Calvary Church PROCEDURE REVIEW

Procedure # PR990-001

Title: Church Vehicle Procedures

Revision: 1 Approved: 7/2/2019

1 Definitions

Term Definition

Elders

Church Member

Deacons

Policy

The collective body of men who currently hold the office of elder

Any person officially recognized by the Elders as a member of Calvary Church.

The collective body who currently hold the office of deacon

A document, approved by the Elders of the Church, for the purpose of providing a charter, authorizing lower level processes and activities, or defining high level positions on matters of spiritual, or operational importance. Policies always require approval by the Elders.

Procedure

A document authorized by a Policy, which defines how a policy will be carried out in day-to-day, ongoing practice. All procedures are subject to audit by the Elders, who are ultimately responsible for the procedure. Procedures are typically indicated for repetitive activities or tasks that must be done as an ongoing part of Church life. Procedures are filed separately from Church Policies in locations defined either by the Staff, or as required by the authorizing Policy.

Church Event An event or function organized or sponsored and supervised by Calvary Church or its representatives that involves the participation of our congregation.

Church Vehicles Vehicles, pickup, car, van, 15 passenger van, shuttle bus, golf carts, that are owned and operated exclusively for Calvary Church and Calvary Church events, operations and ministry.

Van or Passenger Van Refers specifically to passenger vans owned or used by Calvary Church.

Cargo Vehicle Refers specifically to all types of cargo vehicles owned or used by Calvary Church.

Rental Refers to rented passenger van(s), cargo vehicle(s) and/or charter passenger bus(es) which Calvary Church obtains to subsidize is own fleet when there is a need beyond what our fleet can provide.

2 Preface

Calvary Church, since its founding, has been a pillar of faith in this community, and stands today to tell others of Christ's love, both here in Grand Rapids and throughout the world.

A small, yet vital, part of the ministry here at Calvary Church is the vehicle program. The church owns, operates, and maintains vehicles to assist in the various areas of outreach. Departments within the church such as the Prison Ministry, Youth, Singles, Sunday School, and Seniors, often use the vehicles as a tool for ministry.

The Facility Services Staff has been appointed to oversee the use and care of these vehicles. We are proud to be able to serve in this capacity and look forward to working with each one of you.

To better understand how the vehicle program operates, you are required to read a copy of the Calvary Church Vehicle Procedures. If you have any questions, or comments, please do not hesitate to call upon us.

Thank you for your cooperation and willingness to serve our Lord Jesus Christ here at Calvary Church.

All drivers are required to read these procedures, submit the application to drive and pass all required measures to prove they are properly prepared to operate a Calvary vehicle

3 Introduction

3.1 Authority

Authority for this procedure comes from Policy #990 in its latest revision.

3.2 Document Purpose

The purpose of this vehicle procedure is to address issues concerning the use and care of vehicles owned and/or rented by Calvary Church.

3.3 Scope of This Document

It may not answer every question or address every issue; questions should be directed to the Director of Facility Services.

4 Intended Purpose of Calvary Church Vehicles

4.1 Intended Use

Church vehicles are intended for use, first, to transport people to and from Calvary worship services and, second, by church groups traveling to and from a church event. A church event is defined as an event or function organized or sponsored and supervised by Calvary Church or its representatives that involves the participation of our congregation. Church event usage requires approval (see section 5).

4.2 Insurance

Per insurance guidelines, Calvary Church’s vehicles are to be used exclusively for transportation of persons in connection with church events.

5 Vehicle Use Application and Use of Vehicles

5.1 Application Process

A. The ministry desiring the use of church owned vehicles must request it through the electronic reservation system. The request must contain all pertinent information before it will be processed. (Submissions not completely filled out will be sent back to originator for correction prior to processing.)

B. Requests for the use of church owned vehicles should be completed and submitted for approval at least two weeks, but no more than one program year in advance of the planned event.

C. Vehicles are scheduled on a first-come-first-serve basis. If a conflict occurs, Facility Services may suggest the two ministries discuss the conflict and work out a compromise. After a compromise is reached, the ministries must advise Facility Services of any changes (Note: Children Ministries' vehicle requests overrule other requests up to two weeks prior to the requested date because adults can car pool if necessary.)

D. For information regarding the scheduling of rental and/or charter vehicles, please refer to Section 12, “Vehicle Rental Vehicles”.

5.2 Use Restrictions

E. Church-owned or rented vehicle use is limited to a 300-mile radius of the church, unless prior approval is granted by the Director of Facility Services. Back seats will be removed from 15 passenger vans when traveling more than 100 miles from church.

F. Church vehicle use is intended for transporting more than one person to a Calvary event and are not intended to replace the use of someone’s personal vehicle to transport themselves to hospital visitations, prison visitation, conferences, etc.

5.3 Driver Authorization

A. Driver Qualifications:

1. All drivers of Calvary Church-owned or rented vehicles, must be an approved driver before driving a vehicle.

2. A driver is anyone who drives or intends to drive a Calvary vehicle, owned or rented.

3. Per insurance regulations, drivers of Calvary Church vehicles (owned or rented) must be at least 21 years old (18 years old for cargo vehicles), and no older than 70 years (unless annually approved by a doctor to be in good health for driving commercial vehicles).

4. Drivers must hold a valid Vehicle Operator’s license for the type of vehicle they are driving, and personal auto insurance.

5. Drivers must have no more than four points on their driving record.

B. Driver Approval Process:

Persons wishing to become a Calvary Church driver must complete the following steps and provide all required information to the Facility Services office at least 8 weeks in advance of driving a Calvary Church owned or rented vehicle:

1. Complete a Vehicle Ministry Application Form.

Persons wishing to become an approved Calvary Church vehicle operator must: a) Be a current Calvary volunteer or staff member; or be in the process of becoming a volunteer or staff member. b) Submit a completed Vehicle Ministry Application Form. c) Submit a photocopy of applicant’s driver’s license and proof of personal auto insurance with the application.

2. Read the Calvary Church Vehicle Policy and Procedure documents and Sign the Acceptance Form.

Persons wishing to be approved must read Vehicle Policy #990, this document – Church Vehicle Procedures #PR990-001, and hand in a signed Vehicle Policy/Procedure Acceptance Form signifying that he/she has read and understood the Calvary Church Vehicle Policy and Procedures and agrees to abide by the regulations contained within. (Form attached or available from the Facility Services office.)

3. Biennial (every other year) review of the Calvary Church Driver’s Training material. This material must be reviewed prior to the initial driving approval. After the initial approval the driver must review the instructional program each anniversary date to ensure familiarity of the driving policy. A review confirmation form shall be signed after every review has been completed by the driver. The form must be submitted to the Director of Facility Services and is available from the Facility Services office.

4. Testing of Van Drivers

The applicant shall successfully pass both written and practical testing prior to approval to operate vehicles owned/rented by Calvary Church.

a) A written exam will be taken by all applicants prior to the initial driving approval. The exam will be administered and graded by Facility Services staff.

b) A practical driving exam will take place prior to the initial driving approval. After the initial approval the driver must re-qualify with the church van every other year after the first successfully passed practical exam.

c) Failure to pass either the written or practical exam will result in immediate suspension or denial of driving authorization.

d) Current drivers shall be considered as having passed the initial driving approval step for the purposes of this policy. Current drivers shall be required to review the Calvary Church driver training instructional material upon notification by the Director of Facility Services on anniversary. All current drivers shall comply with subsection b) above upon notification by the Director of Facility Services.

C. If a driver receives a traffic citation while driving a church vehicle, he or she could be suspended from driving church owned or rented vehicles. The length of the suspension will depend on the nature of the incident and will be at the discretion of the Director of Facility Services.

D. Driving records will be monitored by Facility Services, and driving privileges can be suspended by the Director of Facility Services if deemed necessary for the protection of passengers and/or the church.

5.4 Vehicle Keys

E. Vehicle keys may be signed out, “by the driver or department,” from the Facility Services office one hour prior to the date/time requested on the Calvary Vehicle Request Form. Exceptions will be made for those who will be picking up a Calvary Vehicle when Facility Services staff members are not available (e.g., early morning trips, trips on holidays). In such situations, keys may be signed out one day in advance.

F. Keys of vehicles that are returned during building hours must be returned to the Facility Services office key drop box. The keys of vehicles that are returned after hours and the driver is not able to get in the church, must be locked in the church vehicle under the driver’s seat, do not lock keys in rental vehicles.