Van Ministry Drivers Training Program
1 Peter 4:10-11 Each of you should use whatever gift you have received to serve others, as faithful stewards of God’s grace in its various forms. If anyone speaks, they should do so as one who speaks the very words of God. If anyone serves, they should do so with the strength God provides, so that in all things God may be praised through Jesus Christ. To him be the glory and the power for ever and ever. Amen.
Your willingness to serve in the Calvary Church Van Ministry is truly appreciated! In order to provide safe transportation for our fellow worshippers, we ask that you take a few minutes to review this program.
Passenger Van Driver Training Calvary Church requires that anyone who drives a church owned or operated vehicle receives driver training. This requirement was prompted by a study by the National Highway Traffic Safety Administration in 2001 that found that the propensity of a 15 passenger van to roll over in a single vehicle crash increased with the increase in occupancy level. When 15 passenger vans were loaded with more than 10 people, the propensity to rollover in single vehicle accidents increased from 12% to 70%
“It just takes an extra minute or two to check out a vehicle before you drive it,” Bell said, “and getting extra training for drivers usually just takes a few hours. Churches that make a relatively small commitment of time to improving their driving practices can significantly improve their chances of accident-free transportation.“ Courtesy: Brotherhood Mutual Insurance
Question: Can it be assumed that churches are doing everything possible to ensure safe transportation for those riding in church vans?
History would tend to say NO to this assumption!
Yeah, but that only happens elsewhere!
WRONG!
Grand Rapids Press February 16, 2014
Crews extricating multiple injured from church van rollover crash on U.S. 131
Just ask Wellspring Church of Grand Rapids
Or ask Wellspring Community Church of Jenison! (NOT a good day on US-131 for churches named Wellspring!)
Background There are over 500,000 15-passenger vans on the road today. These vehicles are popular with daycare and eldercare centers, college sports teams, military facilities, summer camps, community and church groups, and airport shuttle services. But several high-profile accidents in the late 90's drove home just how important it is that the person behind the wheel be knowledgeable about these larger-than-average vehicles.
What is a 15-passenger van? A 15-passenger van looks like an ordinary van, but is 4 to 5 1/2 feet longer, extending over the rear wheels. Capacity is for up to 15-passengers.
15 Passenger Vans Are Not Automobiles While your driving know-how and skills are valuable assets, it's important to realize that the vehicle you'll be driving this time - a 15-passenger van - is very different from what you may be used to. To begin with, a 15-passenger van is higher, longer, and wider than a car. This is obvious to anyone, but what may not be so obvious is how much this size difference changes the handling characteristics of the vehicle. To keep you and your passengers safe while on the road, you'll need to understand these differences, and compensate by modifying your driving behavior. You'll also need to develop some new skills.
What kinds of accidents are most common with these vans? Single vehicle rollovers are one of the most common accidents with these vans.
Center of Gravity The center of gravity for a car is usually located at the bumper level of the vehicle. The low center of gravity gives the vehicle road stability. The center of gravity for a fully loaded passenger van is normally at the bottom of the windows. In a 15-passenger van, the center of gravity is not at a fixed height that never changes. In fact, it changes every time a passenger boards or exits the vehicle.
Center of Gravity The stability of a vehicle is impacted by how many passengers it carries, as well as by where those passengers are seated. Keep in mind that the center of gravity raises by 4” as you fill each seat
Load from front to rear for stability Besides shifting the center of gravity upward, carrying a large number of passengers also shifts the center of gravity rearward. This has a tendency to cause the vehicle to "fishtail" during emergency maneuvers. To reduce the possibility of fishtailing, when seating passengers, always fill the front seats first and, whenever possible, avoid placing people or luggage on the back seat. To avoid raising the center of gravity, it is also important never to store luggage on the roof of the van.
Effects on the Center of Gravity
How to handle running off the The National Highway Traffic Safety Administration recently conducted a study to find out what the pavement
effects are. According to their tests, a 15-passenger van that is lightly loaded has a rollover risk that's comparable to a light truck. But a van with ten or more passengers is three times more likely to roll over than a van with fewer passengers. While many actual rollover accidents had other contributing factors, such as a driver who used excessive speed or steered off the road, nonetheless, NHTSA's tests clearly show that the margin of error when driving a van is much narrower than for a car.
If I have to use a 15-passenger van, how can I be safe? Driver awareness is always the most important safety factor. Don’t drive while fatigued, and if possible avoid driving at night when sight is limited. Never speed; this is even more important in a van than in a smaller car
Importance of Good Driving Good driving skills are critical when handling a 15-passenger van - several facts that came out of the NHTSA studies make this clear. Compared to other types of crashes, rollover accidents are more likely to result in fatalities. Yet most rollover crashes involving 15-passenger vans are single-vehicle accidents. This means there was no other vehicle involved. In almost half of these rollovers, however, the driver attempted a steering maneuver just before the accident - in many cases, a panic maneuver combined with other factors such as excessive speed led to tragedy. The good news in all this is that drivers can avoid the types of behaviors that lead to accidents like these.
Before Leaving Your Driving Condition Before you get behind the wheel of a 15-passenger van make sure that you're in a safe condition to drive. Of course, alcohol and illegal drugs are strictly forbidden, but many people use prescription drugs that can cause drowsiness, and this too can be hazardous while driving. Any driver in this condition should turn their van over to another qualified driver. To handle the van safely, you must be free of any condition that could lead to driver impairment, including fatigue and illness.
Pre-Trip Inspection Every time you take a van out you should perform a pre-trip inspection. This is a brief walk-around inspection that allows you to check the condition of the vehicle, as well as look for any obstructions or people nearby. Check tires, wipers, mirrors, headlights, taillights, windshield / windows, and fuel.
Inspection Step 1- Approaching van Begin the inspection as you approach the van. Is there any evidence of a leak underneath? Are there pedestrians walking nearby, or children playing in the vicinity? In front of the van and behind it, is there a post or some other obstruction that could disappear from view once you're inside the van? As you move toward the van, begin making a plan for how you'll exit the parking area - look for the pathway that provides the widest, safest path - if possible, one that allows you to avoid backing up.
Inspection Step 2 - Windows and Mirrors When you reach the van, check that the mirrors and windows are clean. If it is wintertime, remove snow and ice and make sure the windshield is properly defrosted. Remember - maximum visibility is critical not just because you'll be operating a large vehicle in traffic, but also because you'll be taking on passengers. That means you'll have an unusual amount of foot traffic around the vehicle and anything that decreases visibility creates a potential hazard.
Inspection Step 3- Headlights For the same reasons, check that the headlights are clean and working. And test that the turn signal lights all function.
Inspection Step 4- Windshield Wipers Make sure the windshield wipers work properly, and wipe off the blades.
Inspection Step 5- Emergency Equipment Is all your emergency equipment on board and properly stowed? This should include a fully charged fire extinguisher and an emergency first aid kit.
Inspection Step 6 - Tires In recent years, several fatal accidents involving tire blowouts have made the news - the drivers lost control after a tire failure, and vehicles carrying passengers became involved in tragic rollover accidents. Government agencies now recommend doing a visual inspection of the tires before each trip, and checking the tire pressure with a gauge at least once a week.
Inspection Step 7- Familiarize Yourself with the Controls If the van is new to you, once you are inside adjust the seat and become familiar with the location of all the controls, including the lights, high beams, turn signals, windshield wipers and brakes.
Inspection Step 8- Fuel Level Now check your fuel level. Because a full tank helps to lower the van's center of gravity, many drivers prefer to start out with a full tank, and keep the tank at least half full throughout their trip.
Inspection Step 9- Adjust Your Mirrors 15-passenger vans have larger blind spots than cars, and the view through the rearview mirror is partially obstructed. For these reasons, it's particularly important that you adjust your side mirrors correctly. The goal when adjusting the side mirrors is to maximize your view of the area around the vehicle. To accomplish this, turn the mirrors until you can just barely see the edge of the van in the mirror. Now tilt the mirror so that the horizon is toward the top of the mirror. It's important to remember that properly adjusted mirrors reduce your van's blind spots, but do not eliminate them.
Inspection Step 10- Fasten Your Seatbelt Finally, put your seatbelt on. It's absolutely critical that every person riding in the van wear their seatbelt at all times. In a crash, seat belts dramatically increase the chances of survival. According to NHTSA, nearly 80% of those who die in 15-passenger van rollovers are not buckled up. In contrast, over 90% of belted passengers survived such crashes.
Unsafe Speeds = Accidents Whether you're driving an automobile or a van, one of the most common causes of accidents is speed. Because the van you'll be driving is larger and heavier, a speed that may be safe for an automobile can be dangerous when driving a van.
The Dangers of High Speeds Even when the road is straight, and you're traveling well within the speed limit, higher speeds add to the risk. When a van moves from a slower road with a speed limit under 50 miles per hour, to a faster road with a speed limit over 50 miles per hour, its chances of rolling over increase five-fold. For this reason, allow yourself plenty of time to get to your destination. If you are running late, change your plans, if necessary, but never put you and your passengers at risk by driving at speeds that are unsafe.
Curve Safety Posted speed limits on ramps and curved roads are meant for automobile traffic. Larger vehicles, such as 15-passenger vans, require slower speeds. When rounding a sharp curve you'll need to go at least 5 miles below the speed limit to travel safely.
Following Distance While driving a van if you want to determine a safe following distance, begin by choosing a stationary landmark alongside the road, such as a road sign or tree. When the vehicle in front of you passes the landmark, begin counting: • • • •
one-thousand-and-one, one-thousand-and-two, one-thousand-and-three, one thousand-and-four.
If you reach the landmark before you finish counting to four, you are following too close. Keep in mind that this "four-second count" is a minimum used when road conditions are ideal. When the weather is bad, the road is wet, or visibility is poor, increase the count to six or more. If a car passes you, readjust your following distance to the new vehicle.
Check Mirrors Check your mirrors every five to ten seconds. As a defensive driver, you should remain continuously aware of the location of other vehicles in front, beside and behind you.
Be Aware in Rural Areas Bring this same awareness of the road if you drive in rural areas. Bicyclists, walkers, slow-moving farm vehicles, curving and narrow roads with unpaved shoulders are all potential hazards. In the country, animals can also be a hazard. Swerving to avoid hitting a small animal can put you and your passengers in danger.
Lane Changes When you are driving a vehicle the size of a 15-passenger van, it's important to drive conservatively. Unless it's necessary, avoid changing lanes. When you must change lanes use your turn signal well in advance of your move to warn the drivers around you.
Blind Spots Because your vehicle is substantially longer than an automobile, you'll require more space to make a lane change. Remember that your van's blind spots are also larger.
Be Courteous As you move down the road, remember to be courteous to other drivers. Do not cruise in another driver's blind spot. If a driver wants to merge into your lane, provide them plenty of space.
Greater Turning Radius When it's time to turn, the length of your vehicle is again a factor. Because the turning radius is greater, you'll need more room. If you're new to 15-passenger vans, practicing turns and other basic maneuvers in an empty parking lot can help you get a feel for the vehicle prior to taking it out on the road.
Moving through Intersections Scan for traffic and pedestrians that may enter your path as you move through the intersection, and yield if necessary. Try to anticipate light changes and determine your "point of no return," or the point where you decide to go through the light even if it is yellow. Generally, if you have crossed into the intersection, you will need to clear before cross-traffic can move. If you have not yet entered the intersection, be prepared to stop before entering if the light should turn yellow so that you do not risk running a red light. Any time you move through an intersection it is a good idea to proceed with your brake covered so you are prepared in case a sudden hazard appears.
Forward View Distance Always attempt to view as far ahead as possible while maintaining a minimum 12 to 15 second forward view. This means that you should be able to see everything you will pass within your next 12 to 15 seconds of driving. If you can't see 12 to 15 seconds forward in your view, you are either driving too fast for the current conditions, or you are following too closely behind another vehicle. Twelve to fifteen seconds represents approximately two blocks on surface streets and one quarter of a mile on the open highway.
Using your Horn Using your horn can be an effective method to alert others to potentially dangerous situations. For instance, honk your horn to indicate you are in a lane another driver is attempting to move into to alert them to your presence, and hopefully avoid a vehicle collision. Honking the vehicle's horn should always be secondary to evasive maneuvering in immediately dangerous situations.
Plan Your Route Know your destination and the route you'll take to get there before starting out. As much as possible, try to map out a route that avoids limited access and other high speed highways. GPS units can greatly assist you when driving your route.
Prevent Distractions Don't allow yourself to become distracted. While driving never use a cell phone or other devices that could take your attention off the road. If an emergency occurs that requires the cell phone, safely park the van before placing the call. If you get lost, find a place to pull over before consulting a map.
Avoid Fatigue Be aware of your physical condition while driving and stay alert for signs of fatigue such as excessive yawning, blinking, or daydreaming. If you do become too fatigued to safely drive, don't put your passengers or yourself at risk. Either pull over and rest for 15 to 30 minutes, or call in for a second driver and wait until they arrive. No schedule is worth risking the safety of you and your passengers.
Inclement Weather Another common factor listed on accident reports involving 15-passenger vans is inclement weather. Snow, ice, heavy rain, fog, wind, and standing water can all be hazardous. If severe weather conditions are forecasted, events should be postponed whenever possible. If you are on the road when bad weather develops use extreme caution. To protect you and your passengers, find a location where you can safely stop until conditions improve.
Identifying Slippery Surfaces 1. Shaded areas that don’t get sun 2. Bridges and overpasses that ice before roads 3. Melting ice areas that refreeze 4. Black Ice 5. Ponding water or slush
High Winds Larger vehicles catch more wind and gusts from the side can move the vehicle out of the driving lane. Slowing down during high winds will help to control the vehicle.
Stay Calm Whether you are driving down the highway or on a country road, be careful not to let your tires run off the road. But if your tires do drop off the pavement... don't panic. Panic maneuvers such as turning your wheel sharply or climbing back onto the road at high speed can put you at greater risk of a rollover. Instead, slow down gradually and, when it's safe to do so, ease back onto the pavement.
What to do if tire fails For many people, the intuitive reaction to a blown tire is to apply the brakes forcefully. But this reaction exaggerates the uneven "drag" on the vehicle caused by the blown tire. In order to counteract the vehicle's severe pulling to one side, the driver would likely overcorrect their steering. In an automobile this may not have such severe consequences, but in a large "top-heavy" van, losing control of the vehicle and rolling are a much greater possibility.
Decelerate Slowly The correct response to a blowout, as recommended by such groups as the National Safety Council and the American Automobile Association, is to refrain from braking; instead decelerate slowly so that the steering required to keep the vehicle oriented in a forward direction isn't nearly so severe.
Passenger Safety Because you'll be loading and unloading passengers, you'll have more pedestrian traffic around your vehicle than the typical automobile or SUV. You'll need to pay close attention to what's around you. Remember that a 15passenger van has large blind spots on either side and in back. These blind spots are large enough for a vehicle to disappear in - imagine how easy it is, then, to lose sight of an individual standing nearby. Even walking in front of the van, a child or shorter adult can easily move out of your line of vision.
Backing/ Parking the van When moving in or out of a parking space, the maneuver with the greatest potential for risk is backing up. 70% of all van accidents involve backing into a stationary object. Whenever possible, avoid backing up by parking in a way that allows you to drive forward when you exit. When this isn't possible, and you have no choice but to back up, be especially careful. Never back the vehicle unless you're absolutely sure the area behind you is clear of pedestrians or obstructions. The rule here is "when is doubt - get out." Exit the van and walk around to survey the area that the van will be backed into. When you're ready to perform the backing maneuver, use all the mirrors and, if possible, back to the left (or driver's side) for maximum visibility.
Loading and Unloading Passengers Choose the safest possible location when deciding where to load and unload passengers. Park in a low-traffic area with good visibility. If possible, choose a loading place that doesn't require passengers to cross a street. When this isn't possible, try to park where there's a crosswalk or other controlled area so that passengers can cross more safely.
Children as Passengers When carrying children, make sure that there is at least one other adult on board to provide supervision. As the van's driver, it's important that you are able to keep your focus on the road. Driving a van while trying to look after young children puts you and your passengers at risk. With children, follow the "one to ten" rule. That means that for every ten children there should be at least one adult passenger who can devote their attention to keeping the children under control. In this way, you can keep your attention where it needs to be - on driving safely.
Control Noise Loud noise is another potential distraction that must be controlled. A teenager with a boom-box or several kids chattering excitedly can make it nearly impossible to hear an approaching emergency vehicle or another driver's horn. For their safety, when necessary, instruct passengers to keep their noise to an acceptable level.
Preventing Accidents An inexperienced driver who's not used to the unique handling characteristics of 15-passenger vans can quickly find themselves in trouble. Incorrectly loading a van. Driving while fatigued or otherwise impaired. Traveling too fast for conditions. "Overcorrecting" the steering after a van's wheels have drifted off the pavement. Mistakes like these have been the cause of tragic accidents. But, fortunately, many of the factors that cause rollover crashes and other types of accidents are preventable.
Correct left-turn-only lane usage
Left Turn Lane
In Michigan, a left-turn-only center lane helps traffic flow smoothly by providing a designated lane for left turns. Left turns must be made from within the left-turn-only center lane and may be made from either direction. Using this lane to pass other vehicles or as a merge lane is illegal and dangerous.
Calvary Church POLICY REVIEW Policy # 990 Title: Calvary Church Vehicle Policy Revision: 1 Approved: 7/2/2019
1 Definitions Term
Definition
Elders
The collective body of men who currently hold the office of elder
Policy
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.
2 Vehicle Policy A. 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 related 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. B. Drivers of Calvary Church vehicles are expected to conduct themselves in a fashion that would enhance and encourage safety. The lives of many people, both in church vehicles along with other vehicles and pedestrians, are directly affected by the drivers' actions. The drivers' conduct is a direct reflection of the ministry at Calvary Church. C. Calvary advocates safe and responsible driving habits. This includes not only adherence to traffic laws, speed limits, and use of seat belts, but also to limiting distractions while operating a motor vehicle through the use of cell phones and other hand-held electronic devices. D. All drivers are required to read the procedures, submit the application to drive and pass all required measures to prove they are properly prepared to operate a Calvary vehicle. E. The Facility Services Staff is authorized to oversee the use and care of Calvary vehicles, and to administer any procedures associated with this policy. F. Per insurance guidelines, Calvary Church vehicles are to be used for transportation of persons in connection with church events.
Calvary Church PROCEDURE REVIEW Procedure # PR990-001 Title: Church Vehicle Procedures Revision: 1 Approved: 7/2/2019
1 Definitions Term
Definition
Elders
The collective body of men who currently hold the office of elder
Church Member
Any person officially recognized by the Elders as a member of Calvary Church.
Deacons
The collective body who currently hold the office of deacon
Policy
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 A. 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. B. 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.
D.
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. 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 A.
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.
B.
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.
6 Vehicle Operation/Passenger Conduct 6.1 Drivers will A. Ensure that everyone in the vehicle is wearing seat belts at all times. B. Obey all traffic laws, and will be held responsible for all expenses if issued a traffic citation while driving the vehicle. C. Ensure that all passengers ride in a safe and non-distracting manner. D. Ensure that the vehicle is operated in a safe manner. E. Not text or talk on the phone while the vehicle is in motion, except in the case of emergencies. (see Section 8, Safety). F. Be responsible for the condition of the vehicles, including vandalism by passengers. G. Ensure that there is no smoking in the vehicles. H. Return the vehicles clean and ready for the next group (broom and trash containers are provided in each vehicle); empty trash containers upon returning. I. Report all unsafe vehicle conditions (such as mechanical problems) to Facility Services. If a vehicle is unsafe due to mechanical or other problems, please use a “Red Flag” (see Section 10, Mechanical Breakdowns) to alert a possible future driver to the problem.
6.2 Fuel Purchase A. Any ministry that travels out of town is responsible to replace fuel used at their ministry’s expense. B. Calvary Church will pay for fuel used for local church-endorsed activities for the Children and Youth ministries. C. Check oil level when refueling during and after long trips. If oil is needed, use only manufacturer approved oil for the specific vehicle.
6.3 Other things to know A. Close all windows and lock doors when leaving the vehicle unoccupied, including when leaving the vehicle on Calvary Church grounds. B. Each van is equipped with a first aid kit and fire extinguisher, which are located near the drivers’ seats. C. Vehicle accessories (snowbrush, brooms, etc.) should not be removed from the vehicle. D. All accidents, damage, or injuries involving church owned or rented vehicles must be reported immediately to the Director of Facility Services. E. The following items are stored in the glove box of church owned vehicles: insurance certificate and registration, emergency and breakdown instructions, general operating instructions, accident report forms, a “Red Flag” (see Section 10) and a copy of this document.
7 Transporting Passengers and Cargo Church vehicles are intended for the use of transporting passengers and cargo for church endorsed functions. In an effort to ensure that this is done correctly and safely, the following guidelines must be followed.
7.1 Passenger Vans A. Passenger vans are to be used to transport passengers and personal carry-on items only. B. Without prior approval of the Director of Facility Services, transporting cargo in passenger vans, other than personal carry-on items, is prohibited. Personal carry-on items and/or other items approved by Facility Services must be secured to avoid shifting of the items that may cause injury to the driver and passengers, or damage to the van in the event of a quick stop or accident. C. Passenger vans may transport up to 15 passengers within 99 miles of the church, and 12 passengers for a trip 100 miles or further, but never more than there are available seat belts for. D. All passengers must be buckled with the age/size appropriate seat belts. E. All children need to be buckled with appropriate child seat per current laws. Parents/guardian is required to secure any child seat.
7.2 Cargo Vehicles A. General guidelines applying to all cargo vehicle usage: 1. Cargo vehicles are NOT to be used for transporting passengers in the cargo area of the vehicle. Violation of this policy may result in a permanent restriction from future use of Calvary Church vehicles. 2. All cargo being transported must be secured to avoid shifting of the cargo that may cause injury to the driver and helper, or damage the vehicle in the event of a quick stop or accident. 3. Cargo such as flammables, explosives, or dangerous or toxic chemicals shall not be transported in Calvary Church-owned, or rented vehicles. B. Towing guidelines 1. Towing with Calvary Church vehicles, including rental vehicles is not allowed unless prior approval is granted by the Director of Facility Services. 2. If approval is given, the vehicle drivers are responsible for assuring that all lights, hitch, and other safety devices are in proper working order when pulling a trailer. 3. The driver and helper must be seated and seat-belted at all times when towing a trailer. Passengers are prohibited from riding in a trailer that is being pulled by a Calvary Church vehicle.
8 Safety Drivers of Calvary Church vehicles are expected to conduct themselves in a fashion that would enhance and encourage safety. The lives of many people, both in church vehicles, and in other vehicles, as well as pedestrians, are directly affected by the drivers' actions. The drivers' conduct is a direct reflection of the ministry of Calvary Church. Calvary advocates safe and responsible driving habits. This includes not only adherence to traffic laws, speed limits, and use of seat belts, but also to limiting distractions while operating a motor vehicle through the use of cell phones and other hand-held electronic devices. For purposes of this procedure, "hand-held electronic devices" includes but is not limited to, wireless phones, computers, on line email, pagers, palm pilots, pda's, and any other communication device. The use of cell phones and other hand-held electronic devices is generally discouraged while operating a motor vehicle, and should only be utilized for an emergency call placed to 911 for situations such as a fire, traffic accident, road hazard or medical emergency. In such cases, the communication should be as short as reasonably necessary to communicate the nature of the emergency, location, etc. and if in motion is best to be made by a passenger in the vehicle.
9 ACCIDENTS 9.1 Accident Reporting If a church owned vehicle or rental vehicle is involved in an accident, the driver of the vehicle is responsible for: A. Reporting to the governing police department if there is property damage to the church owned vehicle, rental vehicle or the other vehicle(s) involved and/or when a person is injured or personal property is damaged. B. Obtaining a copy of the police report and submitting this report to the Director of Facility Services. All damage to church vehicles, rental vehicles, other vehicles or other property must be reported to the Director of Facility Services no later than the first business day following the accident. C. Filling out the Calvary Church vehicle accident report form at the accident site and submitting the completed form to Facility Services no later than the first business day following the accident. D. Drivers are also required to report personal accident and DUI points to the Director of Facilities.
9.2 Vehicle Use After an Accident A. If a church owned or rented vehicle has sustained only cosmetic damage in a traffic accident, it may continue to be used to complete that traveling event, providing that doing so would not pose a health or safety hazard. B. If a vehicle has suffered any mechanical damage or has been damaged in such a way that it does not perform normally, it must not be operated. Call the person(s) listed on the last page for further instructions. C. If the driver is uncertain whether the vehicle can be driven safely, he or she is responsible for calling the person(s) listed on the last page for further instructions.
9.3 Injuries If a Calvary Church owned vehicle or rental vehicle is involved in an accident in which a passenger is injured, the driver of the vehicle is responsible for: A. Ensuring that the injury is treated by an appropriate person: 1) Minor injuries can be treated by using the first aid kit provided in each church owned vehicle. 2) Major injuries should be treated by health care professionals. B. Reporting all injuries, regardless of the degree and nature of the injury, to the Director of Facility Services no later than the first business day following the injury.
9.4 Vandalism If a church owned vehicle or rental vehicle is vandalized, the driver of the vehicle is responsible for:
A. Reporting the vandalism to the appropriate law enforcement agencies and obtaining a copy of the police report. B. Reporting all vandalism of church owned or rental vehicles to the Director of Facility Services no later than the first business day following the vandalism. C. Maintaining proper conduct of the passengers riding in the vehicles and ensuring that the passengers do not vandalize the vehicles.
10 Mechanical Breakdowns A. If a MINOR mechanical breakdown occurs during use, such as a flat tire, turn signals out, horn not working, etc. and the vehicle can be safely driven, or the driver can make minor repairs to correct the problem, the vehicle can continue to be used to complete that traveling event. Upon returning the vehicle to Calvary Church, the driver must report the problem to Facility Services by no later than the first business day so the vehicle can be repaired before its next scheduled use. B. If a MAJOR mechanical breakdown occurs during use and that vehicle cannot be safely driven or driven without producing further damage to the vehicle, call the person(s) listed on the last page for further instructions. Do not attempt to drive the vehicle or have it repaired by a service center without first contacting the person(s) listed on the last page. Any mechanical problems or abnormal noises or performances must be reported to the Director of Facility Services as soon as possible. C. “Red Flag”. If a vehicle is returned to the church grounds and the driver believes that the vehicle is unsafe to be driven in its current condition, he or she should mark the vehicle with a “Red Flag”. A Red Flag is available in each church van’s glove box. The driver should describe the vehicle problem on the Red Flag (such as “brakes not working properly,” “windshield wipers not working,” etc.) and place the Red Flag on the driver’s seat. Vehicles marked with a Red Flag should not be driven until they are thoroughly checked by a qualified Calvary Church maintenance employee and the necessary repairs are made.
11 Equipment and Accessories Each Calvary owned vehicle is provided with various accessories and equipment necessary to operate and maintain that vehicle. The driver of church vehicles is responsible for these accessories and for ensuring that they are not removed from the vehicles. Each church owned vehicle is provided with proof of insurance and registration, an accident report form, this Procedures document, a first aid kit, a step stool, a fire extinguisher, an ice scraper, a broom, a trash container, and a spare tire and jack. If the vehicles incur a problem that cannot be corrected using the equipment provided, call the person(s) listed on the last page for further instructions. Any problems with the equipment or accessories must be reported to the Director of Facility Services by no later than the next business day following the equipment problem.
12 Vehicle Rental Procedures Calvary Church rents passenger vans, passenger buses and cargo vehicles to subsidize its own fleet when there is a need beyond what the owned fleet can provide.
12.1 Rental and Charter Requests: A. B. C.
All rental and charter requests are to be coordinated by the Facility Services Department. The ministry desiring a rental or charter must request it through the electronic reservation system. The request must contain all pertinent information before a vendor will be contacted. (Submissions not completely filled out will be sent back to originator for correction prior to processing.) Vehicle Request Timing: 1) In order to insure the best chance for vehicle acquisition, as much lead-time as possible is requested. (Six months to one year is recommended.) 2) All requests or changes requested with more than 30 days’ notice will be processed by Facility Services. They will check on all possible vendors to secure the rental. Notice of vehicle request status will be communicated within three working days. 3) All requests or changes requested with 30 days or less notice will be handled in the following manner. i. Facility Services will call preferred vendors within two working days of request. At Facility Services discretion, if no vehicle is available, the ministry department making the request may be required to continue the search for an available vehicle. ii. If a ministry department locates and secures the rental, they must send Facility Services a copy of the rental agreement, the event departure and return timing information (preferably within two working days’ notice).
12.2 Rental Vehicle Pickup and Return: The pickup and return of a rental vehicle will be coordinated at the time of rental. If the rental company does not provide drop off / pickup service, the group using the van should plan to have at least two people to pick up and return the van. Upon return, all trash should be removed from the rental vehicle and the gas filled back to the original level. If the rental company will be picking it up, the keys need to be left in the Facility Services key drop box by room 250.
12.3 Rental Vehicle Use: The conduct of passengers in rental vehicles is the responsibility of Calvary Ministry event supervisors. Care should be taken to encourage a good testimony as to passenger behavior, vehicle driver’s safety, and care for rental equipment.
13 Who to Contact in Emergency If you have any questions or problems with Calvary Church owned or rented vehicles, contact: First: Ken Meines (Director of Facility Services) Church (during business hours) (616) 956-9377 x 5125 Home and answering machine (616) 457-3633 Cell Phone (616) 485-6784 Second: Maintenance Staff Church (during business hours) (616) 956-9377 x 5112 Tom Eggleston (616) 214-9437 Mark DuBois (517) 936-6351 Third: Facility Coordinator Church (during business hours) (616) 956-9377 x 5158 Janine Schaap (Monday-Thursday during office hours)
At the end of this process, you will have the opportunity to electronically sign the below acceptance form.
Vehicle Policy and Procedure Acceptance Form I have read and understand all the requirements set forth in the Calvary Vehicle Policy and Procedures documents. I understand it is my responsibility to clarify all questions I may have concerning these documents BEFORE I drive a Calvary owned or rented vehicle. Printed Name _____________________________________________________________ Signature __________________________________________________________________
Date ________________________________ This form is included in the paper copy of the policy and Procedures which will be provided upon request
TOPIC REVIEW Please take a moment to answer the following questions. The answers will immediately follow the questions.
Question #1 Which of the following contribute to the potential for vans to be involved in a rollover accident? ❑Excessive speed ❑Improperly inflated tires ❑Driver distraction ❑All of the above
Answer #1 Which of the following contribute to the potential for vans to be involved in a rollover accident? ❑Excessive speed ❑Improperly inflated tires ❑Driver distraction ✓ All of the above
Question #2 A large passenger van will “drive” and react similarly to a standard passenger vehicle. ❑True ❑False
Answer #2 A large passenger van will “drive” and react similarly to a standard passenger vehicle. ❑True ✓ False
Question #3 Which of the following are true? ❑ The high center of gravity in large vans helps give the vehicle road stability. ❑ The center of gravity in large vans is not much higher than sedans when lightly loaded. ❑ Both are false.
Answer #3 Which of the following are true? ❑ The high center of gravity in large vans helps give the vehicle road stability. ❑ The center of gravity in large vans is not much higher than sedans when lightly loaded. ✓ Both are false.
Question #4 If your tire blows out, you should ❑ Keep both hands on the steering wheel and move off the road as quickly as you can ❑ Pump the brakes hard to slow down quickly ❑ Keep both hands on the steering wheel, let off the accelerator and pull off the road gradually
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Answer #4 If your tire blows out, you should ❑ Keep both hands on the steering wheel and move off the road as quickly as you can ❑ Pump the brakes hard to slow down quickly Braking hard can destabilize your vehicle. ❑ Keep both hands on the steering wheel, let off the accelerator and pull off the road gradually
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Question #5 It is not necessary for passengers in vans to wear seatbelts if they are above 17 years of age. ❑ True ❑ False
Answer #5 It is not necessary for passengers in vans to wear seatbelts if they are above 17 years of age. ❑ True ✓ False 80% of fatalities were the result of not wearing seatbelts. Age has nothing to do with seatbelt safety in our church vans!
Question #6 A four (4) second following distance between the van and the vehicle in front of the van is a recommended minimum. ❑ True ❑ False
Answer #6 A four (4) second following distance between the van and the vehicle in front of the van is a recommended minimum. ✓ True 4 second interval is recommended in good weather ❑ False
Question #7 When parking on an incline/decline, you don’t need to apply the parking brake if you shift the transmission into PARK. ❑ True ❑ False
Question #7 When parking on an incline/decline, you don’t need to apply the parking brake if you shift the transmission into PARK. ❑ True ✓ False
Question #8 Vehicle momentum can increase the chance of rolling a large passenger or cargo van when cornering. ❑True ❑False
Answer #8 Vehicle momentum can increase the chance of rolling a large passenger or cargo van when cornering. ✓ True In a van the tires can actually come off the ground, resulting in a rollover ❑False
Question #9 When traveling down a long, steep downhill stretch, you should: ❑ A. Down-shift ❑ B. Hold your foot on the brake ❑ A and B
Answer #9 When traveling down a long, steep downhill stretch, you should: ✓ A. Down-shift Let the van’s transmission assist in maintaining speed. Riding the brakes will result in the loss of braking power. ❑ B. Hold your foot on the brake ❑ A and B
Question #10 You are driving when your cell phone rings. You should: ❑ A. Answer the call ❑ B. Have someone else answer ❑ C. Ignore the call ❑ B or C
Answer #10 You are driving when your cell phone rings. You should: ❑ A. Answer the call ❑ B. Have someone else answer ❑ C. Ignore the call ✓ B or C
Question #11 Many van accidents are caused by “overcorrecting”. ❑ True ❑ False
Question #11 Many van accidents are caused by “overcorrecting”. ✓ True ❑ False
Question #12 When backing a van into a parking space, you should: ❑ Back toward the driver’s side ❑ Use spotters ❑ Avoid situations where you need to back ❑ All of the above
Answer #12 When backing a van into a parking space, you should: ❑ Back toward the driver’s side ❑ Use spotters ❑ Avoid situations where you need to back ✓ All of the above
Question #13 When loading and unloading passengers, you should: ❑ Turn on your headlights – Not your hazard flashers ❑ Park the van out of traffic or the traveled lane ❑ Leave the motor running while you assist passengers
Answer #13 When loading and unloading passengers, you should: ❑ Turn on your headlights – Not your hazard flashers ✓ Park the van out of traffic or the traveled lane ❑ Leave the motor running while you assist passengers
Question #14 A roadway with a center lane marked with a Solid and Dashed Yellow Line on each side of the lane is called a “Left-turn-lane”. Which of the following vehicle maneuvers are true statements? ❑ When driving on this type of roadway with this type of marked center lane, the lane is only for making a left turn onto a side street. ❑ Entering this roadway from a side street to turn left onto the roadway, I cannot merge into this lane, I must wait until traffic clears 500 feet in each direction, then turn into the traffic lane once traffic clears to do so. I cannot turn onto the center lane, stop and wait for traffic to allow me to merge into the traffic lane. ❑ The designated center left turn lane cannot be used to pass on the left side of a slowmoving vehicle in front of me. ❑ All of the above are true.
Answer #14 A roadway with a center lane marked with a Solid and Dashed Yellow Line on each side of the lane is called a “Left-turn-lane”. Which of the following vehicle maneuvers are true statements? ❑ When driving on this type of roadway with this type of marked center lane, the lane is only for making a left turn onto a side street. ❑ Entering this roadway from a side street to turn left onto the roadway, I cannot merge into this lane, I must wait until traffic clears 500 feet in each direction, then turn into the traffic lane once traffic clears to do so. I cannot turn onto the center lane, stop and wait for traffic to allow me to merge into the traffic lane. ❑ The designated center left turn lane cannot be used to pass on the left side of a slowmoving vehicle in front of me. ✓ All of the above are true.
Acknowledgements Brotherhood Mutual Insurance Grays Harbor College- Loss Prevention National Highway Transportation Safety Association WOODTV- Grand Rapids Michigan
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