Van Ministry System

System Owner:  Rebecca Allen

Purpose/Scope:
To communicate the order of the Crossroads Van Ministry service to all parties involved. 
Our goal is to have a safe and a positive experience for all passengers, Drivers, and Assistance (Co-pilot) Drivers to experience God’s love in the Van Ministry.
Procedure:
  1. The van is the property of the Crossroads UPC and can only be driven by authorized drivers who have undergone safety instruction from the Van Coordinator, Rebecca Allen and Maintenance Coordinator, ___________________.
  2. Anyone who plans to use the van for a church function needs to submit a Van Request Form to the Van Coordinator and receive approval at least 1 week in advance.
  3. A background check will be performed on all Van Drivers at no cost.
  4. Any member of the church who desires to use the church van for anything non-church related must present a request in writing to the Van Coordinator at least two weeks in advance.  If there is a church related function at the time, or if pastoral approval is not received, the request will be denied.
  5. The Van Coordinator and Maintenance Coordinator will schedule appointments for Preventive Maintenance Check and Service (PMCS) inspections of the van monthly or as needed. The Senior Pastor will be notified of all maintenance repairs and services:  oil change, tires, or brakes.
  6. A responsible adult, in addition to the approved driver, shall accompany each trip.
  7. In the event of an emergency repair contact the Senior Pastor or Van Coordinator for approval and the financing party will be reimbursed.
  8. Gas Cards will be available through the church office, or administrator/secretary.
  9. In the event of an accident, always notify the police first, then call the Senior Pastor. The vehicle information is kept in the black wallet inside the van binder.  Safety of our passengers is the first and most important priority.
  10. Should any other behavior or personal incident take place on the van, it should be reported immediately to the Van Coordinator. All serious incidents will be reported to the Senior Pastor.
  11. The Van Driver will check for items left in the van and place them in the church coats closet.
  12. The van will be wiped down and seat/door sanitized monthly.
  13. The van will be clean and washed monthly by the Van Drivers voluntarily.
  14. The van will ONLY pick up passengers which live 15 minutes from the church.

Re-occurring Church events:
  1. Sunday AM/PM service – weekly, Sunday.
  2. Bible Study – weekly, Wednesday.
  3. Focus Prayer – weekly, Wednesday.
  4. Feeding America – monthly, second Tuesday.
  5. Signature HealthCARE at North Hardin Rehab & Wellness  – monthly, first Saturday.
  6. Youth Rally – monthly, second Friday.
  7. Youth Events – as needed.
  8. Bible Quizzing – as needed.
  9. Kentucky District Camp – as needed.
  10. Ladies Conference/Events – as needed.
  11. Men’s Conference/events – as needed.
  12. Serve Events – as needed.

Responsibilities
  1. Van Coordinator:
  • The Van Coordinator shall be responsible for the maintenance, scheduling, and usage of the van. In her/his absence, a person designated by the Senior Pastor shall perform such functions.
  • Approve request for use of the van at least one week in advance of the requested date.
  • Responsible for coordinating the monthly van driver schedule.
  • Contact Passengers the day prior to service.
  • Contact Drivers prior to service with a list of passengers and contact information.
  • Verify Drivers has a valid driver’s license.
  • Provide a list of ALL Drivers, Assistance (Co-pilot), and Passenger phone numbers in the church office, prior to out-of-town trip.

  1. Van Driver/Assistance (Co-pilot)
  • Expected to be at the church 1 hour prior to church service.
  • Pickup Departure time for Sunday AM service is 9:20 am, Sunday PM service – TBD.
  • Perform PMCS inspection before and after the van trip.
  • Passengers will be dropped off at the location they were picked up.
  • Shall have a valid Class C driver’s license and clean driving record, preferably age 25 – 70 years old.
  • Shall watch the Defensive Driving for 15 Passenger Van video  (11:15 minutes).
  • Will fill out and sign the prescribed Crossroads Van Form’s for each van trip.
  • Responsible to make sure each passenger put on their seat belt whenever the van is in motion.
  • Ensure car seat meet the Kentucky law age/weigh standards.
  • Assistance – make phone calls to the prospective passengers about 5 to 10 minutes prior to the van arrival.
  • Assistance – assist each passenger on and off the vehicle.  This is for the safety of each passenger upon entering and exiting the vehicle.
  • Remove all trash from the van before closing out trip log.
  • Report maintenance issues to Rebecca Allen (Van Coordinator) 270-312-3777, and ________________________ (Maintenance Coordinator) 270-312-9297.
 
  1. Van Maintenance Coordinator 
  • Shall be responsible for the maintenance and service of the van.
  • Schedule PMCS inspection of the van monthly.
  • Notify the Senior Pastor and Van Coordinator prior to maintenance, service, or repair.
  • Schedule appointments for routine maintenance services of the van as needed.
  • Notified in the event of an emergency maintenance issue.

Van Ministry Documents:
  1. Preventive Maintenance Check and Services (PMCS)
  2. Emergency Contact
  3. Vehicle Mileage Log Sheet
  4. Van Request Form
  5. Driver Agreement/License
  6. Vehicle Cleaning Log Sheet
  7. Passenger List – Radcliff
  8. Passenger Contact Sheet
  9. Maintenance Schedule
  10. Maintenance Log Sheet
  11. Vehicle Registration
  12. Tag/Plate
  13. Insurance

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