1. Title: Scheduling and Use of Church Bus 2. Purpose: Provide policy and procedures for the scheduling and use of church-owned and church-leased vehicles. 3. Policy: 3.1 The Discipleship Committee is assigned the responsibility for managing the church s vehicles and is responsible for this Section of the Manual of Operations. (OPS 04.01 Part 3.5.1) 3.2 A member of the Discipleship Committee shall be assigned the responsibilities of a non-paid position titled Church Transportation Manager (CTM). Appendix A is the CTM Position Description. 3.3 The church s Bus shall only be used for church-related activities and shall NOT be rented or loaned to non-fpcc organizations or individuals. SCHEDULING OF BUS and CONTROL of KEYS 3.4 The Bus must be reserved for trips greater than a fifty-mile radius ten days in advance by completing the Bus Use Request Form 170101 (F-170101). The Discipleship Committee shall be responsible for approving the request form. The Bus shall be reserved on a first-come first-serve basis. See Appendix C of this OPS for the table, FPCC Children/Youth Forms Use /Requirements. 3.5 Two sets of Bus keys shall be stowed in the Youth Room safe. One set (original keys) shall be stowed in the Church Safe. Two sets of keys shall be assigned for trips greater than a fifty-mile radius. 3.6 Bus keys shall be returned to the Associate Pastor in a timely manner after a trip is completed. DRIVER POLICY 3.7 Only persons listed in the church s Approved Drivers Register are authorized Page 1 of 1
to drive a church-owned vehicle or any church-rented vehicle operated in support of a church-sponsored or church-related activity (OPS 17.03). Only the Session can approve a waiver of this policy. 3.8 On trips of more than 200 miles, the group shall have onboard more than one approved drivers. This allows for changing of drivers prior to one becoming fatigued and operating the vehicle in an unsafe condition. Driver rotation should normally occur every two hours and could be dependent on the driving conditions such as traffic and weather. The Driver must be prudent in judging when and where to make the rotation. 3.9 Under no circumstances shall a driver drive more than ten hours in any twenty-four hour period. The Church Bus shall not normally be driven after midnight and before 6 a.m. without a compelling reason. 3.10 A trip-authorized Driver shall be familiar with and abide by the OPS 17.02 Vehicle and Road Safety. 3.11 A trip-authorized Driver shall be familiar with and comply with the policies and procedures provided in OPS 17.05 Accident Driver Procedures and Reporting. PASSENGER PERMISSION POLICY 3.12 A person being under eighteen (18) years of age or not yet graduated from high school and transported in a church s vehicle (owned or rented) shall have on file in the Church Office a completed Parent/Guardian Trip Participation Consent Form (Form 230201). This said form provides for approval of the person s taking the trip and serves as an acknowledgement of the destination, start/return times and other matters. The said completed form is trip specific and a new form is required for each trip outside a fifty-mile radius of the church and within the country. A different form is required for travel outside the country. 3.13 A completed Parent/Guardian Local Travel Consent and Release Form (F- 230301) must be on file in the Church Records for trips within a fifty-mile radius of Conroe. This form is to be re-signed and filed in the Church Office each calendar year. 3.14 Emergency information and authorization to provide emergency medical care for each passenger shall be kept in the vehicle during transport. Additionally, a copy of the same form shall be filed in the Church Office s trip Page 2 of 2
folder (retained in the Church Records in the Church Office) if the trip is outside the fifty-mile radius. FPCC s Medical Information & Release Form for Youth Mission Trip (F-230401) shall be used for this purpose. When completing this form the activity is Date-of-departure Trip to Destination. The Trip Leader shall obtain the completed F-230401 s from the parents and give copies to the Church Administrator for the Church Record s Trip Folder and the original to the Driver for the vehicles Trip Travel Folder. DRIVER PRE-TRIP PREPARATION 3.15 The Driver shall assure that the Trip Manifest, copies of all F-230201 s, F- 170102 s, and F-230401 s are in the Trip Travel Folder and assure that the Trip Travel Folder is onboard the vehicle on departure. A copy of the trip s F-170101 shall also be in the Trip Travel Folder. 3.16 Drivers are responsible for completing the Vehicle Inspection Report (F-170103) for owned and rented vehicles before departing on trips outside a fifty-mile radius. 3.17 The driver will assure that a spare tire is in the Bus as well as information for calling for road-side assistance. Bus tire changing requires a trained service person. 3.18 Drivers are responsible for making appropriate entries in the Log Book, which is kept in the glove compartment. Entries shall include the name(s) of the drivers, mileage upon leaving and returning, an entry for any mechanical malfunction, and name(s) of the responsible adult(s) who must accompany any Bus trip (OPS 17.04 Vehicle Maintenance, Appendix B). It should also include any damage reports, anything having to do with the vehicles operational safety and any trip events that are pertinent to the use of the Bus. PASSENGER RULES AND AGREEMENT POLICY 3.19 All passengers are responsible for maintaining a safe environment during transport and shall obey the driver s instructions. The Church will not be responsible for any personal items that are left in the Bus. 3.20 Each passenger who is twelve or older and less than eighteen (18) years or not yet graduated from high school shall read and sign the Passenger Bus Page 3 of 3
Agreement Form (F-170102) regarding passenger safety rules before departure on a greater than fifty mile-radius trip. Refusal to sign may result in the Driver s denial of passenger(s) to participate. The completed form shall be kept in the vehicle s Trip Folder. MISCELLANEOUS RULES 3.21There shall be no standing nor shall arms or heads be out of the vehicle when it is moving. 3.22 There shall be no smoking or any tobacco use in the church s vehicles. 3.23 There shall be no alcohol either transported or used in the church s vehicles. There shall also be no illegal substance either transported or used in the church's vehicles. 3.24 The driver and all passengers must wear seat belts whether in motion or not. The driver is not to move the vehicle unless all passengers have their seat belts buckled. 3.25 Children seven (7) years and younger must be secured in car seats (not furnished by the church). An adult safety belt is not permissible (State of Texas Law). The Texas Department of Public Safety webpage shall be reviewed by any Driver who will be transporting children seven years of age or younger. The Driver shall assure compliance with State Law. The size and weight of a child governs the State s regulations. See Appendix B of this OPS for more detailed information. 3.26 Hitchhikers shall not be given transportation. 3.27 There shall NOT be more than fifteen (15) people in the Bus, including the driver. 3.28 A Log Book shall be stowed in the glove compartment or console at all times (OPS 17.04 Vehicle Maintenance, Appendix B). 3.29 A minimum of one adult chaperone per vehicle, in addition to the driver, is required for trips outside a fifty-mile radius if passengers are less than twelve years of age. The second adult may serve as the second driver if he/she is an Approved Driver. Page 4 of 4
3.30 In case of an emergency or breakdown, the driver shall notify the Church Administrator during Church Office business hours. If outside the Church Office business hours, the driver shall call the Pastor (7.1.6). 3.31 When the Bus is returned, all trash and items for the particular use of the outing must be emptied from the Bus. If there has been a spill, it is to be cleaned. Plastic bags shall be kept in the Bus for cleanup. 3.32 Any damage to the interior or exterior of the Bus is to be noted in the Log Book and reported to the CTM. 3.33 The Bus keys (both sets) shall be returned as soon as possible after the trip. They shall not be left unsecured. It is preferred that the keys be returned to the Associate Pastor, who will stow them in the Youth Room safe. If the Associate Pastor is unavailable, the keys may be returned to the Church Administrator. If the Church Administrator is also unavailable, the Driver may stow the keys directly into the Youth Room safe. If that is not possible, the Driver will hold the keys until the Associate Pastor or Church Administrator is available. The Trip mission trip Travel Folder shall be given to the Church Administrator for filing in the Church Records. The Log Book shall remain in the Bus. 3.34 Vehicle-use expense receipts along with any reimbursement requests shall be submitted to the Church Administrator by the appropriate Committee Chair. 3.35 The vehicle s fuel tank shall be filled just prior to or soon after return to the church. 3.36 Reimbursements for fuel shall be submitted against the Discipleship s appropriate budget account. 4. Definitions: None 5. References: OPS 04.01, Part 3.5.1; OPS 17.02 Vehicles and Road Safety; OPS 17.03 Driver Approval: OPS 17.04 Vehicle Maintenance; OPS 17.05 Vehicle Accident Reporting Church s insurer webpage and various related material Page 5 of 5
6. Applicability: These policies apply for using the church s owned vehicles when transporting any passengers. These policies also apply for using rented vehicles for church functions. 7. Procedures: SCHEDULING OF BUS 7.1 The requesting organization or approved Trip Coordinator requiring the use of a church Bus or rented vehicle shall complete the Bus Use Request Form 170101 (F-170101) and submit it to the CTM for approval. 7.2 The CTM shall verbally notify the requesting party of the approval/disapproval and return the F-170101 to the requesting organization or Trip Coordinator marked either approved or disapproved (giving reason(s) if disapproved). 7.3 The CTM may approve/disapprove rental of a vehicle if the Bus is not available. 7.4 The CTM shall schedule a time to train the requesting party s driver(s) if needed. 7.5 For Mission Trips, the Trip Leader shall copy the Trip Manifest, Trip Parent Permission Forms, and the Medical Information & Release Form for Youth Mission Trip (F-230401) for each passenger and the Bus Passenger Agreement Forms (F-170102) and file these in the Church Record s Trip Travel Folder. 7.6 For Mission Trips, the Trip Leader shall provide the Church Administrator with a Trip Manifest, the Medical Information & Release Form for Youth Mission Trip (F-230401) for each passenger, the Parent Permission Trip Consent Form (F- 230201) (for persons less than eighteen (18) years of age or not yet graduated from high school) for each passenger and the signed Passenger Bus Agreement form (F170102). An annually signed F-230301 is required for trips within a fiftymile radius. 7.7 For Mission Trips, the Associate Pastor shall give the Bus s keys to the Driver (at the Driver s request) and at a reasonable time before the scheduled Bus use as designated on the F-170101. DRIVER PRE-DEPARTURE PREPARATION Page 6 of 6
7.8 For mission trips, the Driver shall complete a pre-trip inspection of the Bus using the Vehicle Inspection Report form (F-170103). The Driver shall be responsible for the correction of any deficiencies before departing on a trip. Or if the deficiency is critical, report it to the CTM and if necessary delay the trip until repair is completed. The Driver shall note such action in the Bus Log Book. 7.9 For mission trips, the Driver shall assure that the appropriate passenger release and permission forms have been completed and signed for all passengers less than eighteen (18) years of age or not yet graduated from high school as well as for any other passengers. 7.10 For mission trips, the Driver shall assure that she/he has a cell phone fully charged, is equipped with cell charging gear and that the Church Administrator has his/her cell number. 7.11 For mission trips, the Driver shall assure that all the passengers listed in the Trip Manifest are onboard and that their trip luggage is onboard a trip vehicle and properly stowed before departing. The names of anyone failing to show up at the time of departure shall be reported to the Church Administrator. The Driver shall obtain approval from the Chair of the requesting Committee or Associate Pastor before departing without a person listed on the manifest being onboard. The Driver shall review the passenger rules with the passengers and remind them that they each have signed the Passenger Bus Agreement (F-170102). RETURN AT CHURCH 7.12 After return to the church, the Driver is to remain with any child until a parent or other adult takes charge of the child. 7.13 The Driver shall enter the required information in the Bus Log Book and return the Bus keys and the Trip Travel Folder to the Associate Pastor. 7.14 For local trips, the Driver shall place the Trip Manifest in the FLC mailbox located just inside the FLC entry. 7.15 For mission trips, the Associate Pastor shall record the return of the keys and Bus Notebook in the bus schedule calendar. 7.16 The Associate Pastor shall stow the keys in the Youth Room safe. Page 7 of 7
7.17 The Associate Pastor shall give the Trip Travel Folder items to the Church Administrator. 7.18 The Church Administrator shall file the Trip Travel Folder items in the Church Record Trip File (specific for each trip). 7.19 The Driver shall verbally report any vehicle mechanical problems and damages to the CTM. Note: such items should already be recorded in the Bus Log Book. 7.20 The Driver shall report any behavior problems (involving youth or children) to the Discipleship Committee Chairperson. 7.21 The Driver shall see that the Bus is cleared of all clutter and appropriately cleaned, that all the Bus s equipment is appropriately stowed onboard and that the Bus is re-fueled soon after the return. 8. Review Schedule: The Discipleship Committee Chairperson is responsible for reviewing this OPS on the triennium of the effective date and making any needed revisions for the Session s approval. 9. Approval: The Session approved the revision this OPS on the above Revision Approval Date. Page 8 of 8
APPENDIX A FIRST PRESBYTERIAN CHURCH OF CONROE POSITION DESCRIPTION Position Tile: Church Transportation Manager (CTM) Classification: Volunteer Organization: Discipleship Committee Supervisor: Chair, Discipleship Committee RESPONSIBILITIES: Working under the direction of the Chair, Discipleship Committee performs the following duties: o Manages the maintenance of the church s vehicles o Manages the State inspection of the church s vehicles o Manages the registration of the church s vehicles o Manages all materials, insurance cards and supplies which are to be on board the vehicles o Provides training and certifies Approved Driver applicants o Maintains the Approved Drivers Register o Approves scheduling and use of church vehicles Page 9 of 9
SPECIAL QUALITIES: This individual must have familiarity with vehicle maintenance and operations. Page 10 of 10
Appendix B Use of Child Car Seats and Booster Seats The following is a description of some of the State of Texas Law regarding the car booster seat for a child. This believed to be pre 9/1/2009 law. A child riding in a motor vehicle shall ride in a car seat until they are 5 years of age OR over 36 inches in height. They then have to remain in a seatbelt ANYWHERE IN THE VEHICLE until they are at least 17 years of age. After that they only have to be in a seatbelt if they are in the FRONT seats of a vehicle. The child must be in a child seat if younger than 8, unless taller than 4 feet 9 inches. Texas Transportation Code 545.412. (as amended by the 81st Leg. Regular Session, effective September 1, 2009) Beginning Sept. 1, 2009, kids in Texas who are under 8 years old who are not yet 4'9" tall will be required by law to ride in a booster seat or other approved car seat. The previous Texas car seat law only covered kids through age four and less than 36" tall, who still should be buckled into car seats per state law. Texas is one of many states to create a booster seat law recently, thanks to updated information that shows kids ages 5-8 are not properly protected by adult seatbelts alone and are being injured in greater numbers in vehicle crashes due to inadequate protection. Texas does have a proper use clause, meaning that all car seats and booster seats must be properly used, according to manufacturer s instructions, so make a visit to a car seat inspection station if you have questions about fitting your child properly in a car seat or booster. Page 11 of 11
For m nu mbe r 230 201 230 301 230 401 100 501 170 102 Form Title Parent/Guardia n Trip Consent Form Parent/Guardia n Local Travel Consent and Release Form Medical Information & Release Form for Youth Mission Trip Student Registration Form Passenger Bus Agreement Form OPS & Policy REQUIREI NG THIS FORM 23.02-3.1; 17.01-3.11, 7.6 23.03-3.1; 17.01-3.12, 7.6 23.04-3.2; 17.01-3.13 Is form require d for Trips less than 50 miles Is form require d for trips greater than 50- mile radius Classificati on :Registratio n, Permission, Medical Release Frequen cy of completi on and approval NO YES Permission Each mission trip YES NO Permission Annually & Release NO YES Medical Release Each mission trip Comme nts 10.05 Registration Annually Sunday School Class 17.01-3.20 NO YES Each mission trip Appendix C FPCC Children/Youth Forms Use /Requirements Page 12 of 12