1. Policy Statement. This policy sets forth the guidelines for the use of the church owned vehicles. These vehicles are the property of Greggton United Methodist Church (GUMC) and the Board of Trustees governs their use. This policy also sets forth requirements for any privately owned vehicles that will be used on church sponsored events.

2. Use of the Church Vehicles – The use of the church owned vehicles is restricted to the following types of activities

2.1. The vehicles may be used by groups/committees established by a Charge Conference (such as a building committee). The vehicles may be used by established committees of GUMC (Administrative Board, Trustees, Finance, Staff Parish Relations, etc…). It is the responsibility of the borrowing group to provide safe, qualified and responsible drivers for the vehicle.

2.2. All church staff over the age of 21, with the exception of those authorized to use reimbursable expense accounts, are expected to use one of the church vehicles instead of their personally owed vehicles when church business requires them to travel. This includes running errands in town and trips away from town. Any staff under the age of 25 is prohibited from transporting ANY other persons under the age of 18. Exceptions will be determined on a case-by-case basis by the Business Manager with final approval by the Trustees. If an employee does use their personally owned vehicle to conduct church business, they do so at their own risk.

2.3. The vehicles are to be used for church-related activities including, but not limited to, the following. Any questions regarding the appropriateness of use should be brought to the immediate attention of the Board of Trustees.

2.3.1. Asbury House Child Enrichment Center

2.3.2. Boy Scout Troop 618 (sponsored by GUMC)

2.3.3. New Horizons Preschool

2.3.4. GYM and other Methodist Youth Foundation (MYF) activities

2.3.5. Children’s Programs

2.3.6. XYZ’s

2.3.7. Sunday School Class Trips

2.3.8. Other groups and activities as approved by the Board of Trustees

2.3.9. Church vehicles are NOT available for private use by GUMC members, staff, or other individuals.

2.4. The vehicles should be used only when the number of people desiring to make a trip is too large for an average size automobile. There shall at no time be more than 12 passengers in each van; any exceptions should be approved by the Trustees prior to the trip. Transportation for groups of less than five (5) passengers (including the driver) will be granted on as needed basis by the permission of the GUMC Church Secretary.

2.5. The following items are not allowed in the vehicles.

2.5.1. Smoking or use of any tobacco products, alcoholic beverages, and other controlled or illegal substances is not allowed.

2.5.2. Firearms of any kind are not allowed.

2.5.3. Fireworks of any kind are not allowed.

2.6. The following limits shall apply to towing trailers

2.6.1. Trailers shall not be towed by a church van when transporting passengers. Trailer towing MUST be approved prior to the trip; and not to exceed towing capacity.

2.6.2. All trailers must have the proper registration and lights. Passengers are not allowed in or on the trailers while in motion.

3. Responsibilities of the Board of Trustees

3.1. The Board of Trustees shall ensure that insurance is carried on the vehicles. The insurance will never be less than the minimum required by state law.

3.2. The Board of Trustees shall ensure that the vehicles are kept in an acceptable state of repair. Attachment B outlines the scheduled and preventative maintenance schedules to be followed. The intent of the schedules is to meet or exceed the manufacturer’s recommendations.

3.3. The Board of Trustees shall review the vehicle usage records (Attachment CC) and the vehicle maintenance records at least annually.

3.4. The Trustees will be responsible for working with the Finance Committee to budget an adequate amount each year to cover routine maintenance and fuel charges.

3.5. The Board of Trustees shall work with GUMC staff to execute this policy.

4. Responsibilities of the GUMC Church Secretary

4.1. The Church Secretary shall be responsible for maintaining the reservations for the van use on a calendar. Drivers of church vehicles shall complete Attachment A, “Vehicle Reservation and Use Form” and work with the GUMC Church Secretary to schedule use of a vehicle. Only reservation requests that are made in writing using the form will be honored and scheduled on the church calendar. Vehicles are not reserved until the form has been properly submitted. Requests will be honored on a ‘first come, first served’ basis. Reservations may be made no more than six (6) months prior to use. The involved parties will resolve questions concerning conflicts in scheduling the vehicles and they shall inform the Church Secretary promptly of their decision.

4.2. The Church Property Manager shall maintain the contents of the vehicle satchels as outlined in Attachment D below.

4.3. The Church Secretary shall review the Vehicle Reservation and Use Form when it is returned. The Church Secretary will coordinate with the Property Manager to inspect the vehicle upon return for any cleanliness and/or damages. Any damage to the vehicle or needed maintenance or repairs will be reported within one business day to BOTH the GUMC Property Manager and to the Chairman of the Trustees. The Church Secretary shall notify the Chairman of the Trustees of any reported traffic violation or citation within one business day.

4.4. The Church Secretary shall keep a log that records each and every use of the van. This includes use of the vehicle by church staff for errands and short trips around town. This log may be kept in a written or electronic format as shown in Attachment C below.

4.5. As noted below, the Business Administrator shall keep copies of driver’s licenses and proof of insurance on personally owned vehicles used for church sponsored activities. These records are to be kept on file for the duration of the trip, and then destroyed.

5. Responsibilities of the Vehicle Drivers

5.1. Drivers of the church vehicles shall be at least 25 years of age and not more than 70 years of age; also, church staff between the ages of 21 and 25 shall be allowed to drive, with NO other passengers under the age of 18. Drivers shall hold a valid Texas Driver’s License and shall obey all traffic regulations.

5.2. Drivers of the church vehicles shall complete Attachment A, “Vehicle Reservation and Use Form” and work with the GUMC Church Secretary to schedule use of the vans. Only reservation requests that are made in writing using the form will be honored and scheduled on the church calendar. Vehicles are not reserved until the form has been properly submitted. Requests will be honored on a ‘first come, first served’ basis. Reservations may be made no more than six (6) months prior to use. The involved parties will resolve questions concerning conflicts in scheduling the vehicles and they shall inform the Church Secretary promptly of their decision.

5.3. Any and all drivers MUST take a break after driving for at least 2 hours; and all drivers MUST trade off with another driver after 4 hours, with maximum driving per person not to exceed 8 hours per day. All Drivers are responsible for ensuring that ALL passengers are wearing seatbelts at all times.

5.4. The credit card (in the church’s name) that is provided to each driver is to be used for purchase of gas on trips greater than 25 miles total distance. The credit card is to be used for emergency road service, repairs, and items such as flat tires and dead batteries. The credit card should also be used for the purchase of any routine maintenance required during extended trips (>1,000 miles – refer to Attachment B and consult with Property Manager prior to leaving to determine what routine maintenance will be required).

5.5. The driver of the vehicle is expected to return the vehicle with a full tank of gas for any trip greater than 25 miles total distance. See ‘Fees and Related Costs’ for additional details.

5.6. Each group using a vehicle is responsible for cleaning the vehicle immediately upon their return to the church. It is suggested that they consider stopping at a self-serve car wash just prior to returning to church property. In all cases, all trash and other items shall be removed from the interior and all spills shall be cleaned. If necessary, the vehicle should be vacuumed. The exterior does not need to be washed if the vehicle is returned in more or less the same condition as when it was checked out. However, if the use has significantly soiled the exterior, then the vehicle should be washed. Individuals and groups who do not comply with this provision will lose their privilege to use the vehicles.

5.7. Upon return of the vehicle, the driver shall fill in the ending mileage on the Vehicle Reservation and Use Form and return both the form and satchel with all contents to the Church Secretary. Any receipts for fuel or repairs must be stapled to the Vehicle Reservation and Use Form. The driver shall immediately report any damage to the vehicle and any required maintenance or repairs. It is the intention of the Board of Trustees to charge the group using the vehicle for any unreasonable damage to the interior and exterior of the vehicle. All drivers and passengers must accept responsibility for the proper treatment of the vehicle.

5.8. The vehicle driver will be responsible for any and all traffic violations, whether a moving violation or not, and the resultant fines or fees. The driver will notify the Church Secretary of any traffic violation or citation at the time the vehicle is returned.

6. Responsibilities of the GUMC Property Manager

6.1. The GUMC Property Manager will have primary responsibility for the scheduled and preventative maintenance along with any needed repairs. Attachment B details the routine and preventative maintenance schedules to be followed. Maintenance is to be completed at the required mileage and in the month due. The Property Manager will consult with drivers before any extended trip (>1,000 miles) to outline what scheduled and preventative maintenance will be required during the trip.

6.2. The GUMC Property Manager will maintain a repair log on each vehicle detailing the date and mileage and specific repairs made to the vehicle.

7. Fees and Related Cost for Use of the Vehicle

7.1. The Board of Trustees views that the vehicles are provided as an aid or tool for carrying out the mission of the church. As such it is the intent of the Trustees that fuel for trips less than 25 miles total distance will be paid out of the vehicle maintenance account and not charged to the user.

7.2. For trips greater than 25 miles, the group using the vehicle will be charged for the fuel cost per the receipts turned in with the Vehicle Reservation and Use Form.

7.3. Routine maintenance activities (oil changes, tune-ups, tire rotations, new tires, etc….) will be paid out of the Trustees van maintenance account and not charged back to any group. However, it is the intention of the Board of Trustees to charge the group using the vehicle for any unreasonable damage to the interior and exterior of the vehicle.

8. Requirements for use of personal vehicles for church sponsored activities

8.1. There are times when personally owned vehicles may be used for church sponsored activities. This section outlines the requirements for use of personally owned vehicles for church sponsored activities – such as transporting youth on field trips and travel to/from Tri-District Camp. The requirement for staff to use the church vehicles and/or personally owned vehicles is addressed elsewhere.

8.2. The group sponsor or trip organizer will inform each driver and vehicle owner that ‘insurance liability follows the vehicle’. For example, if a person is driving a personally owned vehicle to transport youth and an accident should occur, the vehicle’s driver (or owner) will have primary liability ahead of GUMC’s insurance. If the vehicle’s driver (or owner) will not acknowledge and accept this responsibility, then the group sponsor or trip organizer will not allow the use of that driver and/or vehicle for the trip.

8.3. If the vehicle’s driver (or owner) will acknowledge and accept this responsibility, then the group sponsor or trip organizer will make two copies of each driver’s license and insurance card. One copy of each will be carried on the trip by the group sponsor or trip organizer. One copy of each will be filed with the Church Secretary for the duration of the trip.

8.4. Each driver of a personally owned vehicle being used for church sponsored activities shall have a valid driver’s license from the State of Texas. Each personally owned vehicle used for church sponsored activities shall carry at the state minimum mandated levels of personal injury and medical protection liability.

This policy is effective November 14, 2006. It may be amended from time to time by the action of the Board of Trustees. Any questions concerning this policy or other issues dealing with church vehicles and the use of personally owned vehicles should be brought to the Trustees.

Revised February 17, 2009.

Attachment A

Vehicle Reservation and Use Form

The driver shall read and sign the following statement prior to the trip.

“I have read the Vehicle Use Policy and will abide by this policy without exception. I will do my best to preserve the condition of the van and will report any problems to the Church Secretary.”

________________________________

Signature of Driver and Date

Organization Using Vehicle: _____________________________________

Destination: ___________________________ Number of Passengers: _________

Departure Date: ___________________ Return Date: _____________________

Driver(s): ___________________________________________________________

Starting Odometer Reading: _______________________

Ending Odometer Reading: _______________________

Total Mileage: __________________

Comments (any mechanical problems, needed repairs, etc….): ________________

___________________________________________________________________

Periodic Maintenance Checks (to be made by the Driver on trips greater than 1,000 miles)

Item Frequency Completed (y/n)

Check oil level Every 1,000 miles _____________

Check Transmission Every 3,000 miles _____________

Check tire pressures Every 3,000 miles _____________

Check Radiator level Every 3,000 miles _____________

Check Windshield Washer Level Every 3,000 miles _____________

Note any added fluids: _________________________________________________

___________________________________________________________________

For extended trips, the driver is responsible for conducting all routine maintenance activities. The driver will consult with the GUMC Property Manager, prior to leaving on extended trips, to determine what maintenance service might be required during the trip.

Attachment B

Vehicle Inspection and Maintenance Schedules

The GUMC Property Manager will maintain a maintenance logbook on each vehicle. The maintenance logbook will be kept in the glove compartment of each vehicle.

Monthly Checks will be conducted on the first Monday of each month. Addition of oil and/or transmission fluid will be recorded in the vehicle logbook.

Routine Maintenance activities will per the manufacturer’s recommended schedule except as noted below. Routine maintenance activities will be recorded in the vehicle logbook.

Other routine maintenance will be as specified in the manufacturer’s maintenance schedule.

Non-Routine Repairs to the vehicles will be done only with the advance approval of the Board of Trustees. This includes items not covered by the list of routine maintenance activities. All repairs will be recorded in the vehicle logbook.