Bus and Van Usage Policy Established September 9, 2014 Amended March 15, 2015
Bus and Van Usage Guidelines Background: Millbrook United Methodist Church (MUMC) has a long history of mission and service within the congregation, within the community, and across the state. Transportation has been required to get church members to various activities and members of the community have been brought to our campus for services and other functions. Over 20 years ago, MUMC had a minibus for this purpose and it lasted a number of years. In 1999 a 15-passenger van was purchased and has been in constant use. It is no longer reliable for out-of-town trips. Fortunately, The Neighbor to Neighbor program also parks its van at our facility and we have been allowed to use it on occasion. It became apparent this past year that MUMC needs another vehicle to transport children, youth, and adults. A Van Fundraising Campaign was begun in 2014 when an anonymous donor offered matching funds for contributions as well as $25 for each hour of work in a new ministry service. The Trustees appointed a Van Ad Hoc Committee to determine the utilization needs of the congregation and various committees. Those groups especially interested were UMW, MUMS Kitchen, Youth Ministry, MERC, and Latino Outreach. In the process of determining need, the whole concept of van use was given a closer look. Since 2002, the 15-passenger van has received terrible publicity from rollover accidents. In fact, the Oklahoma United Methodist Annual Conference in 2010 banned the use of these vans. For vans still in use, the insurance requirements have become more costly and stringent. One local church was required to take out the back seat, making it, in essence, a 12-passenger van. After reviewing this information, the Board of Trustees voted on August 6 th to purchase a 15- passenger bus instead of a van. This vehicle does not require a Commercial Driver s License. 2
Usage: Bus use must be for Ministries of MUMC with examples as follows: UMW/UMM MUM s Kitchen MERC Latino Outreach Youth Trips/Missions Church Committees Staff Training Workshops Sunday School Groups Sunday Shuttle Service Choir Activities Other Groups as deemed appropriate Note: MUMC will not lend the bus to other entities. Usage Request Handling: Any group requesting the bus must complete the MUMC Request to Reserve the Church Bus 10 days prior to the activity and submit it to the Church Office. The church calendar will be checked to avoid scheduling conflicts. This request form will then be given to the Business Manager who will maintain the Master Log, the keys, all vehicle records, expenditures and maintenance. The request form requires the name, address, date of birth, and valid NC Driver s License number for each driver. Additional information may be required by the church s insurance carrier. This information will be kept on file in the Church Office for one year. The Business Manager/Church Office will confirm the request is an eligible activity. Requests for non-church functions will be denied. The Church Office/ Business Manager will issue an Approval Certificate to the requesting activity and will arrange for key pick-up and drop-off. This certificate will have a section for the driver to fill out about the operation of the bus upon return. This will be returned with the key. 3
General Bus Guidelines Drivers Minimum age is 25 years old. Drivers must have a bus training session with the Trustee Bus representative before the first trip. This will provide familiarization with the vehicle s main operational features and a short drive to gain comfort with handling. Drivers must comply with the Safe Sanctuary Policy requiring background checks for anyone driving for children, youth, and senior adult functions. Drivers will not use cell phones, or other such devices, while the bus is in operation. Drivers have to have a valid NC Driver s License with no restrictions other than visual acuity correction. On extended trips over three hours or overnight, the group should have an approved backup driver for emergencies. Drivers must obtain keys from a contact person in the Church Office, prior to scheduled use, and must return keys to the contact in the office at a pre-arranged time. The driver must make a safety inspection before the trip begins. This includes making sure tire pressure and tire treads appear normal and windshield wipers, headlights and turn signals work. Also, the Emergency Roadside Emergency Kit and the Emergency Medical Kit should be checked to see if they are stocked. The oil and transmission fluid levels must be checked before leaving the church. If problems are found before departure, the Business Manager is to be notified during normal business hours and the Trustee Bus representative after hours and on weekends. Each group will pay for its own gas. The driver must retain all receipts and return them to the Business Manager. It is expected the bus will have a full tank upon return. The only exception might be those programs with line-item budgets under the General Fund which choose to use the church credit card and have fuel costs deducted from their budgets. This is arranged with the Business Manager in advance. Passengers Note: The Church Council approved a Bus Usage Fee on March 15, 2015. There will be a flat rate charge of 25 cents per mile for all trips. Overnight charges will be $50 per day for the first day and $25 per day thereafter. 4
All passengers are to be seated in a seat. Seat belts are provided for each seat and are recommended when the bus is moving. Children are not to be held in a person s lap. General Gus Guidelines- Continued No standing when the bus is in motion. Consumption of food or drinks is not allowed at any time during travel. Unopened food/beverage containers are allowed in the passenger area for consumption during stops. No smoking is allowed on the bus. Remove all personal belongings before disembarking the bus at your final destination. All groups are responsible for bus clean up at the completion of the activity. If not done, the Business Manager or a Trustee will ask the Requestor to return to do so. Failure to police the bus may lead to future denials for use. Maintenance MUMC provides liability and accident insurance through Brotherhood Mutual Insurance Company. The Business Manager or his designee will be responsible for routine maintenance, including scheduled service, warranty repairs, washing. A local dealership specializing in large passenger bus service will be utilized. This agency may be able to provide a list of such dealerships in destination cities should repairs need to be made during a trip. The Business Manager will reconcile all expenses for the bus under the General Fund line item for vehicle expenditures. A monthly inspection will be done by the Trustee bus representative or designee. EMERGENCY PROCEDURES A Roadside Emergency Kit will be stored behind the driver s seat. An Emergency Medical Kit will be stored behind the co-pilot s seat. The Trustee designee will check these kits during the monthly inspection. Drivers should check these kits before departing. A pouch on the driver s-side visor will have emergency numbers for Roadside Assistance, towing, insurance information (policy number, agent, company, contact number, etc.), and church emergency contact numbers. Police and Highway Patrol are reached by dialing 911. 5
Bus Approval Certificate Requesting Group/Program Requested Departure Date/Time Destination Driver(s) 1. 2. Have drivers had the first time bus training? Yes No Return Date/Time Approved By Date Driver s Comments about Vehicle Damage noted before departure? Yes No (If Yes, please note) Problems during operation of vehicle? Yes No ( If Yes, Please explain) Accidents During Trip? Yes No (If Yes, explain what happened and how it was handled, reported, etc.) Incidents which need to be addressed? Yes No (If Yes, please explain) Driver(s) Signature 1. 2. 6
MUMC BUS LOG Group Name: Driver: Program Account#: (If not a budgeted program, Group leader settles with Business Manager) Departure Date/Time: Return Date/Time: Destination(s): Number of People: PRE-TRIP CHECKLIST: Mileage Out Yes No Was the gas tank full? Did tires appear to be properly inflated and rubber hammer tested? Did you check oil and observe other fluid levels? Did you check transmission fluid with engine warm, running and on flat surface? Was there evidence of damage to the exterior? POST-TRIP CHECKLIST: Mileage In: Yes No Has gas tank been filled? Has all trash been removed from the vehicle? Is there any exterior damage? Has this form filled out and keys returned to Business Manager or Trustee Rep? Comments: Driver s Signature Date Business Manager/Trustee Signature 7
Request to Reserve the Church Bus Please complete and return to the Church Office TEN DAYS prior to bus use. Date leaving Time leaving Destination & Reason for Trip Date returning Time returning Requestor Name: Group Affiliation: Driver Information: If there is a second driver, please list information on back of this form. Name: Date of Birth (Last) (First) Address City State Zip Phone Number Email NC Driver s License number Expiration Date I have read and agree to the Bus Utilization Policy Requestor Signature(s) Date Note: the bus must be returned with a full tank of gas. For Office Use Only: Filed in Bus Log: Sign out person: On calendar: Sign in person: 8