Key steps for a comprehensive transportation plan of action

Operating a church bus and van program requires diligent safety measures to protect congregants.

By Joy Thornburg Melton

Excitement and joy abound as the group leaves the church parking lot. It should be a rewarding, uplifting week. However, several hours after the group departs, word comes back that there was a terrible accident. One of the vans crashed when a tire blew out. There are fatalities and injuries.

These are the words no one wants to hear. That’s why it’s imperative that your church have a transportation best practices and procedures plan of action in place that is reinforced, updated and integrated as a true ministry.

There are several areas to consider when preparing your church’s policy.

Policies: Every church, regardless whether they own their vehicles or not, should have a transportation policy. The written policy should be be followed in order to insure the safest program possible. The policies you put in place should be reviewed and revised regularly.

Drivers: Before you consider taking any trips, it’s important to know who is getting behind the wheel. Remember, you trust this person to safeguard the well-being of the passengers of the trip; you are also placing the livelihood and future of the entire church ministry in their hands.

Ideally, a church should create a sufficient list of pre-approved drivers who can be used to cover trips and be used as fill-ins or replacement drivers. Leaders need to know who those drivers are and what kind of driving record they have. The best way to do this is to request they fill out an application and then run a Department of Motor Vehicle Records (DMVR) check on them (sustain this annually).

Age considerations: This should also be a part of your checklist. Many insurance policies request that drivers be within particularly accepted ages. Check with your program administrator/agent to determine whether your auto policy states specific driver ages. Once all of the driver information has been checked you can better select those that will be the safest and most reliable.

Pre-trip briefing

Prior to a trip or a ministry activity select drivers from your list and also plan on having several back-up drivers, in the event of a last minute change. Knowing these drivers will save time and reduce the chances of selecting a driver you know nothing about. Finally, present a pre-trip briefing with the drivers in order to issue maps, discuss routes and emergencies and make sure that they have a communication device.

Vehicle selection: Many churches have decided to use a mini-bus or standard school bus. If you are using a standard school bus, it should be manufactured after 1977, when safety standards were implemented. Also, if you use a mini-bus, you should choose a multi-function school activity bus (MFSAB) that is designed to meet or exceed the federal standards for safety.

Choose the safest and most reliable

Not all mini-buses or shuttles are the same. Some were designed for local travel and not designed to be taken across the state or country; other vehicles are often selected by churches, such as smaller vans or large SUVs. The principle tenets for these and all vehicles should be the same: Choose the safest, most reliable vehicle you can. Even if the vehicle is donated, safety should always be the main priority. Each vehicle should have the necessary safety equipment and supplies needed. A first-aid kit and fire extinguisher should always be present.

Inspection and maintenance documentation: Every vehicle should be inspected before and after each trip. The driver should conduct a pre-trip inspection in order to determine all safety equipment is present and working, that the tires are properly inflated and that necessary equipment and supplies are on board.

A qualified mechanic should be relied upon for inspecting and maintaining your fleet of vehicles. Problems encountered on a trip should be documented by the driver and corrective action should be completed prior to the next trip.

Documentation is important to any church transportation program. Not only does it give you continuity, but in the event a claim occurs 
during the operation of the vehicle, a written record will provide proof as to how diligent you are in maintaining the vehicle.

Consider the uses

Usage: The range of uses of vehicles by churches is broad. Some have vehicles that are seldom used, while others use them on a daily basis. Consider those uses and make sure you are prepared for them. Vehicles that are parked for long periods of time may present several issues, particularly tires. The tires can rot from prolonged lack of use and develop a flat spot making them less safe.

Vehicles that are used frequently often suffer from mechanical problems. These vehicles should have a consistent inspection schedule especially since they are most often used to pick up people for church, shuttle children, or offer transportation to those with special needs.

Other proactive tips: Obviously, those drivers who transport children should also be screened. This should include a reference check, background screen and DMVR check. Highly desirable would be a second adult present on the trip. This can prevent any suspicion or chance of misconduct and also allows the driver to focus on their primary task — driving safely. Passengers should also be informed of the guidelines and expectations during trips.

Insurance: Finally, it’s very important to know and understand what role your insurance coverage plays in the transportation ministry. Make sure you keep your program administrator/agent informed of the vehicle(s) you are operating and revisit it annually to make sure your coverage is adequate. Prior to embarking on your trip make sure the vehicle has located within it a current proof of insurance card and license registration.

Operating a safe church transportation program is essential to valuable ministries and community outreach. As we have sadly seen far too many times, a program that is not organized with policies and procedures that are clear and understood may lead to a tragedy. If your church operates vehicles, operate them safely and with consistency.

Rev. Joy Thornburg Melton, Esq., is the chief resource officer of the United Methodist Property & Casualty Trust,  Itasca, IL. [umcpact.org]

When insurance is managed as a ministry

For the United Methodist Property & Casualty Trust (PACT) insurance is not viewed solely as a business and expense, but rather managed as a ministry and means to endowing the protection of the legacy of the United Methodist faith-tradition. As owners of this insurance company, the board of directors of PACT, all agency and annual conference leaders, has converted the language of proactively preventing losses and promoting safe environments to a familiar orientation of protecting ministries and insuring safe sanctuaries.

PACT has created more than 40  Ministry Protection Memos (MPM) which bring the spirit of ministry in connection with the temporal needs for providing safe sanctuaries.

For more information visit umcpact.org.

— Peter A. Persuitti, managing director of the Religious & Nonprofit Practice Group of Arthur J. Gallagher & Co., Itasca, IL. [ajg.com/religious&nonprofit]