VEHICLE/TRAILER USE POLICY HOLY COVENANT UNITED METHODIST CHURCH OF KATY, INC.

Transcription

1 VEHICLE/TRAILER USE POLICY HOLY COVENANT UNITED METHODIST CHURCH OF KATY, INC. Purpose The purpose of this policy is to assure that the use of vehicles and trailers owned or rented by Holy Covenant United Methodist Church of Katy, Inc. (called herein the Church ) shall be used solely for Church related events and trips only and that the utmost care shall be taken for the safety of all passengers in said vehicles. Further, this policy is to assure that drivers of personal vehicles used for Church events and trips also meet the requirements outlined below. Administration of this policy is the responsibility of the Senior Pastor, the Church Office and the Board of Trustees. Any matters not explicitly or implicitly covered by the policy will be decided by said authorities to the best of their judgment. Responsibility Board of Trustees Publishing, maintaining and distributing this policy for the use and care of all vehicles upon approval by the Church Council. Conducting an Operator Skills Class which reviews and trains for the safe operation of the van and trailer. The classes will be held on a semi annual basis. Training requested outside of the scheduled classes must be requested at least 30 days in advance to the Board of Trustees. Approving Van Operator and Trailer Towing Permits. Approving major mechanical/body work for the Church van and trailer. Church Office Administering the day-to-day use of Church vehicles. Maintaining a vehicle use log. Screening Operator Permits, requesting Texas Department of Motor Vehicles (DMV) driving records and maintaining the list of approved operators. Scheduling the regular maintenance of the vehicles at local commercial service centers according to the manufacturer s frequency guide. Church Groups Obtaining their own drivers with approved operator permits. It is strongly suggested that each group set up their own pool of approved drivers.

2 Following the Vehicle/Trailer Use Policy. Sponsoring groups who violate the policy may be subject to the loss of vehicle privileges and/or immediate termination of the subject event or trip. Operator Qualifications Church Owned or Rented Vehicles Must be at least 25 years of age. Exceptions to the age requirement will be made with recommendation from the Senior Pastor and/or Business Administrator and approved by the Board of Trustees. No one under the age of 21 will be approved as an operator for church owned, rental, or personal vehicles. Hold a valid Texas driver s license. Have a good driving record: o No conviction for driving while intoxicated or driving under the influence of drugs or alcohol. o No more than two moving violations in the last 12 months. o Verification of driving record with the Texas DMV will be performed by the Church office after the operator has signed the agreement for disclosure. Complete an Operator Skills Class conducted by the Board of Trustees. Driver qualification to pull the trailer requires additional training also provided by the Board of Trustees. Any questions concerning the seriousness or circumstances of any violations should be directed to the Board of Trustees. Operator Permits issued will be valid for three years. Permits may be renewed after the Texas DMV driving record has been rechecked by the Church Office. Operator Qualifications Personal Vehicles Used For Church Event Same age and driving record requirements apply as for Church owned vehicles. No Operator Skills Class is required unless the personal vehicle is pulling a trailer owned or rented by the Church. When an individual offers to drive his/her personal vehicle as part of a Church sponsored event/trip, the driver s personal auto insurance is the primary insurance for any accident and medical expenses associated with the accident. If their insurance coverage is exhausted then the Church s automobile liability insurance would apply. The Board of Trustees requires that all drivers of personal vehicles have insurance coverage, at least to the limits required by Texas law. It is recommended that drivers of personal vehicles increase their insurance coverage to $250,000 liability, $500,000 aggregate and $250,000 collision when driving for a Church sponsored event/trip. A short-term policy should be available through your insurance company for a minimal cost. Upon request, the Board of Trustees will reimburse you for this additional coverage.

3 If a personal vehicle is towing the Church owned or rental trailer, the personal auto insurance of the operator is the primary coverage for the trailer. It may at times be appropriate for the Church Office to verify that individuals who drive their personal vehicles for Church events have insurance that meets the minimum levels. Scheduling Church Owned Van and Trailer Business Administrator is responsible for scheduling subsequent to Church Staff review and approval. A Vehicle/Trailer Use Scheduling Form must be completed at least 48 hours in advance by the event/trip coordinator. This form is the only basis upon which vehicles or trailers will be reserved. Assignment will be based on the group size, destination, availability of vehicles or trailer and nature of the activity or event/trip. In the event of a conflict, the person making the request will be notified. Rental Vehicles or Trailers Events requiring the rental of vehicles must be approved by the Business Administrator at least 30 days in advance. Event/trip coordinator is responsible for securing rental vehicles at the lowest cost available and arranging for pick up and return of vehicles. Rental vehicles contracted under the Church s name are covered under a Primary Rental Insurance Certificate through Church Mutual Insurance Company. The insurance certificate will be faxed to the rental agency and no additional insurance coverage is required. Church Mutual requires the name and driver s license numbers of all operators of rental vehicles. This information must be provided to the Business Administrator by the event/trip coordinator at least two weeks prior to departure in order to obtain the insurance certificate from Church Mutual. Rental vehicles are not allowed to tow the Church trailer or a rented trailer. Vehicle Operations Event/trip coordinator is responsible for pick up of the keys to Church owned vehicles or trailers from the Business Administrator no more than 24 hours in advance. If the event/trip is scheduled to depart on Saturday or Sunday, arrangements should be made with the Business Administrator to pick up the keys on the last working day prior to departure. Upon the completion of the event/trip keys should be returned to the Business Administrator by the end of the next working day. The interior and exterior of Church owned, rental, personal vehicles or trailers must be clean and the gas tank must be at least ¾ full upon return. In accordance with the Church s Safe Sanctuary Policy, there must be two unrelated adults in each vehicle that contains minor children or youth.

4 It is the responsibility of the operator of Church owned, rental, personal vehicle or trailer to operate the vehicle in a safe, courteous, and Christian manner at all times; obey all federal, state, and local traffic laws; ensure that all passengers wear safety belts any time the occupied vehicle is in motion; and maintain discipline among the passengers to ensure safety and prevent damage to the vehicle interiors The Passenger Code of Conduct must be completed and signed by all passengers before departure and given to the event/trip coordinator upon return. The maximum number of occupants allowed in the Church van is 12, and when towing the trailer the maximum allowed is 8. The Driver s Safety Checklist and Trip Log must be completed upon return and given to the event/trip coordinator. If there are any repair or maintenance issues noted by the operator of any Church vehicle, notification must be made to the Business Administrator upon return If the operator of a Church owned, rental vehicle or trailer is involved in an accident, notification must be made immediately to Church Mutual Insurance Company and to at least one member of the Emergency Contact List. If the operator of a personal vehicle is involved in an accident, notification must be made to the driver s personal insurance company immediately and to at least one member of the Emergency Contact List. The Emergency Contact List can be found on the bottom of the Driver s Safety Checklist. It is the responsibility of the event/trip coordinator to obtain the Passenger Code of Conduct, Driver s Safety Checklist and Trip Log from the driver(s) upon return. These forms are to be turned into the Business Administrator. Alcoholic beverages, illegal drugs, or drug paraphernalia are strictly prohibited from being present or being used in any Church owned, rental, personal vehicle or trailer. Appropriate action will be taken to safely remove anyone in possession of such materials or who may appear to be under the influence of alcohol or illegal drugs. Any suspicious materials will be removed. Appropriate authorities may be contacted to assure enforcement of federal, state, and local laws and ordinances. The use of tobacco products in any form are not permitted in any Church owned, rental, personal vehicle or trailer. Illegal knives shall not be brought into any Church owned, rental, personal vehicle or trailer. The definition of an illegal knife can be found in Title 10 of the Texas Penal Code. With the exception of on duty Law Enforcement personnel, firearms are strictly prohibited from being present in any Church owned, rental, personal vehicle or trailer With the exception of service animals, no pets are permitted in any Church owned, rental, personal vehicle or trailer. The use of a cell phone or wearing of headphones by the operator of any Church owned, rental, or personal vehicle is prohibited while the vehicle is in motion. No cargo is to be carried on the roof of any Church owned, rental, or personal vehicle. The Child Development Center is expressly prohibited from using any Church owned vehicle to carry students.

5 Trailer Operations When towing a Church owned or rented trailer, the tow vehicles must be equipped with a Class 1 hitch (2000 pounds gross trailer weight, 200 pounds tongue weight). Bumper hitches are specifically prohibited. A 2 ball is required. The tow vehicle must be equipped with left and right side mirrors. All taillights, brake lights, and turn signal lights for the trailer must be in operation before departure. The safety chains must be used, securely attached to the tow vehicle, and crossed under the tongue of the trailer when the trailer is being towed. The balance of the load in a trailer has a great impact on the manner that the trailer follows the tow vehicle down the road. Heavy items should be loaded on or forward of the axle line marked inside the trailer. The goal is to achieve about 100 pounds of trailer tongue weight on the hitch. The tongue weight can be checked by lifting the tongue off the ball after loading. In no case shall a trailer be towed with no (zero or less) weight on the hitch. Requirements For Vehicle Operations Outside The U.S. Current vehicle registration. Additional insurance coverage. Statement in English and Spanish signed by the Sr Pastor giving permission for the church vehicles to go out of the U.S. List of the qualified drivers. The Church Office has experience in meeting these requirements from prior mission trips.

6 Vehicle/Trailer Use Scheduling Form Church Van: Church Trailer: Dates: Group: Destination: Purpose of Trip: Driver(s) Names: For Trailer Requests Only: Tow vehicle information: Driver(s): Type of Tow Vehicle: Proof of Insurance (for personal tow vehicle only) Yes No Class 1 hitch or better: Yes No FOR OFFICE USE ONLY

7 Driver Operator Permits on File Trailer Towing Permits on File Added to Calendar