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!
Crews extricating multiple
injured from church van rollover
crash on U.S. 131
Grand Rapids Press
February 16, 2014
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.
How to handle running off the
pavement
The National Highway Traffic Safety Administration
recently conducted a study to find out what the
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.
Effects on the Center of Gravity
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 deter-
mine 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-count" is 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 15-
passenger 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.
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. If a driver receives a traffic citation while driving a church vehicle, he or she could
be suspended from driving church owned or rented vehicles. The length of the
suspension will depend on the nature of the incident and will be at the discretion
of the Director of Facility Services.
D. Driving records will be monitored by Facility Services, and driving privileges can be
suspended by the Director of Facility Services if deemed necessary for the
protection of passengers and/or the church.
5.4 Vehicle Keys
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. All rental and charter requests are to be coordinated by the Facility Services Department.
B. 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.)
C. 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) 822-7371
Dave DeGraaf (616) 690-4555
Third: Facility Coordinator
Church (during business hours) (616) 956-9377 x 5156
Valerie Bierlein (616) 490-9915
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
At the end of this process, you will have the opportunity to
sign the below acceptance form.
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
100
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
101
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 ten (10) second following distance between the van and
the vehicle in front of the van is a recommended minimum.
True
False
Answer #6
A ten (10) second following distance between the van and
the vehicle in front of the van is a recommended minimum.
True
False 3-4 second interval is recommended in good
weather
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
Acknowledgements
Brotherhood Mutual Insurance
Grays Harbor College- Loss Prevention
National Highway Transportation Safety Association
WOODTV- Grand Rapids Michigan
