BROOKFIELD LUTHERAN CHURCH VEHICLE USAGE POLICY

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Candice Nichols
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1 BROOKFIELD LUTHERAN CHURCH VEHICLE USAGE POLICY INTRODUCTION This policy provides two sections: 1) Specific requirements and guidelines for the acquisition, use, and disposal of Brookfield Lutheran Church vehicles (as of 8/5/2016- one 12 passenger van). Use of church equipment must be in accordance with the general purposes of the Brookfield Lutheran Church. It should be noted that if additional vehicles purchased by budgets outside of the Chalo! Ministry will require updating of this policy. 2) Specific requirements and guidelines for the volunteer drivers utilizing their own vehicles for Brookfield Lutheran Church related activities while transporting minors. 1) Brookfield Lutheran Church Owned Vehicles This policy has been prepared to provide an equitable means to maximize use of the church vehicles, while managing Brookfield Lutheran Church s liability. This policy shall be administered by the Brookfield Lutheran Church Executive Director. Daily usage will be administered by the Chalo! Ministry Leadership Team. Except as specifically noted, inquiries about this policy shall be directed to the Executive Director. If more than routine clarification is required, action by the Church Board of Directors may be required. In this policy, the term "church" refers to Brookfield Lutheran Church. PURPOSE: Brookfield Lutheran Church provides vehicles in order to enhance its ability to reach the world with the message of Jesus Christ. This policy governs how and when the vehicles are utilized, and who may use them. A copy of this policy must remain in the vehicle at all times. VEHICLE USE REQUIREMENTS: Authorized vehicle use requires the following: Use is in support of Brookfield Lutheran Church ministries and supported organizations (personal use is prohibited). Only an Authorized User may check out Brookfield Lutheran Church vehicles. Authorized User agrees that once a vehicle is checked out, only Authorized Users will operate the vehicle. Authorized Users agree to follow all driving-related laws of the State of Wisconsin, and other states where the vehicle may be operated, and applicable local ordinances. Users will behave in a Christ-like manner at all times. Smoking is not allowed in Brookfield Lutheran Church vehicles. Alcoholic beverages, drugs, gambling, or un-christian activities are prohibited. Use of a cell phone or other electronic device while driving is prohibited. Drivers should consult warning labels on all medication before operating the vehicle. Individuals should not drive if they are taking any over-the-counter or doctor prescribed medication that impairs the safe operation of a motor vehicle. BLC Vehicle Usage Policy (R1.0) 10/12/2016 Page 1 of 6

2 USAGE PRIORITIES Usage priority of the current vehicle will be granted for Chalo!-related activities. Outside of Chalo! Ministry related activities, it is expected that thoughtful implementation of this policy will ensure proper use of Brookfield Lutheran Church s vehicle. Daily usage will be administered by the Chalo! Ministry Leadership Team. The Executive Director will resolve any usage conflicts. ELIGIBLE USERS: The following individuals are eligible to become an Approved User upon meeting the requirements set forth in this policy: Members of Brookfield Lutheran Church. Employees of Brookfield Lutheran Church. Other individuals as specifically designated by the Church Board of Directors. All users must be at least 21 years old AUTHORIZED USER APPROVAL: Authorization of Users and compliance with this policy shall be administered by the Executive Director. The process of granting authorization of an applicant to be an Authorized User to drive a Brookfield Lutheran Church vehicle is as follows: 1. Applicant requests a copy of Brookfield Lutheran Church Vehicle Use Policy and a Driver s Disclosure and Authorization form (below) from the Executive Director or Chalo! Ministry Leadership Team no less than 2 weeks prior to first usage need. 2. Applicant submits a completed Driver s Disclosure and Authorization form, and photocopy of their current driver s license to the Executive Director or Chalo! Ministry Leadership Team member at least 14 days prior to needing authorization to drive a Brookfield Lutheran Church vehicle. 3. Once the completed Driver s Disclosure and Authorization Form is received, The Executive Director or Chalo! Ministry Leadership Team member will instruct each Applicant on how to complete an online screening form to authorize a Background Check. The Background Check will confirm the Applicants license status and driving record with the DMV. It will also screen for any criminal history or sex offenses committed. 4. The Executive Director or Chalo! Ministry Leadership Team member will notify the applicant of approval or denial of driving privileges to operate Brookfield Lutheran Church vehicles in writing. Violations of this policy shall be grounds for revocation or denial of driving privileges by the Executive Director. Furthermore, Brookfield Lutheran Church reserves the right to deny driving privileges due to any non-driving related reason the Church Board of Directors deems unacceptable or inconsistent with the interests and purposes of Brookfield Lutheran Church. A list of Authorized Users will be maintained by the Executive Director along with a separate list of individuals who have been denied driving privileges for the current year. BLC Vehicle Usage Policy (R1.0) 10/12/2016 Page 2 of 6

3 Authorized Users who wish to maintain their driving authorization must renew their authorization annually by completing the approval process outlined in this policy. Brookfield Lutheran Church maintains a strict policy of running a new Background Check/Investigation for all volunteers on an annual basis, as required by Brookfield Lutheran Church s Child and Youth Safety Policy. VEHICLE USE: Check Out Procedures: 1. Authorized User shall reserve vehicle in advance and indicate the purpose(s) of the trip(s) by contacting a member of the Chalo! Ministry Leadership Team. A vehicle usage calendar is posted on the bulletin board in the Chalo! office. 2. On the date of vehicle pick-up, the User will pick up the keys from a member of the Chalo! Ministry Leadership Team, or designee. Pick up time must be arranged in advance and during normal office hours. 3. The user shall confirm that the vehicle has a full tank of gas, that the vehicle policy is in the glove box of the vehicle, and that the vehicle is suitable for the intended use. If not, the user shall immediately notify the Chalo! Ministry Leadership Team member providing keys. 4. User shall enter the beginning mileage, destination(s) of trip(s), and purpose(s) of trip(s) in the vehicle log. VEHICLE USE AND OPERATION: 1. User agrees to follow all provisions of the Brookfield Lutheran Church Vehicle Use Policy at all times. 2. User will follow all driving-related laws of the State of Wisconsin, and other states where the vehicle may be operated, along with applicable local ordinances. 3. User agrees to maintain the vehicle log book (record beginning mileage, ending mileage, and notes about the trip(s) including the purpose of trip(s), any maintenance performed, and any problems with the vehicle). VEHICLE MAINTENANCE: 1. A log book of all maintenance and repairs shall be maintained and stored in the vehicle console. 2. The Chalo! Ministry will be responsible for routine maintenance such as oil changes, light bulb replacement, tire pressure, car washing, etc. at intervals specified by the manufacturer and/or as needed, and agrees to pay for the cost of such routine maintenance. 3. Major repairs and high cost items such as tire replacement, brakes, windshields, etc. will be the responsibility of the Chalo! Indian Ministry Team and paid for by Chalo! Indian Ministry Team. 4. If major repairs are required while a Brookfield Lutheran Church vehicle is out of town, User agrees to provide an estimate of repairs to the church office and obtain authorization to perform the repairs prior to having the work done. Brookfield Lutheran Church may elect to pay for repairs directly, or provide reimbursement upon receipt of a detailed invoice of repairs or maintenance performed to the Executive Director. 5. Safety and emissions inspections shall be performed as required and the cost of such inspections shall be reimbursed to the User by Brookfield Lutheran Church. 6. Fines for improper/non-functioning equipment shall be paid for by Chalo! Ministry if fine is imposed because routine maintenance was not performed, or if major repairs were not reported to Brookfield Lutheran Church and not performed when needed. BLC Vehicle Usage Policy (R1.0) 10/12/2016 Page 3 of 6

4 ACCIDENTS AND VEHICLE DAMAGE: 1. User shall notify the church office or the Executive Director as soon as possible if the vehicle is involved in an accident, or if the vehicle suffers damage. VEHICLE RETURN PROCEDURES: 1. User agrees to fill the gas tank before returning the vehicle and turn in an official receipt to the Chalo! Indian Ministry Team for proper expense reimbursement or documentation needs. 2. User agrees to return the vehicle in clean condition. 3. The vehicle will be fully signed back in only when 1). the vehicle, 2). the keys, and 3). the completed vehicle log book is returned to the Chalo! Ministry Leadership Team. If the return time is not during normal church office hours, arrangements shall be made in advance with the Chalo! Ministry Leadership Team. 4. User agrees to inform the church office of any maintenance of, or repairs required on the vehicle (this notification is in addition to logging the need in the vehicle log book). Users who do not comply with check out, operation, and return of vehicles in accordance with this Policy will have their driving privileges revoked. [1] For missionaries and representatives of mission organizations possessing only an international driver s license, the status of their driver s license cannot be checked by Brookfield Lutheran Church s automobile insurance agent. Approval of driving privileges will be granted based on written recommendation from the Board of Directors. 2) Brookfield Lutheran Church Volunteers Transporting Minors in their own Vehicles This policy has been prepared to provide the guidelines for Brookfield Lutheran Church volunteers transporting minors in their own vehicles for Brookfield Lutheran Church business and activities. All volunteers transporting minors in their own vehicles are bound and must comply with the Brookfield Lutheran Church Child and Youth Safety Policy. Additional guidance will be provided in the Brookfield Lutheran Church Use of Personal Vehicle Guidelines. BLC Vehicle Usage Policy (R1.0) 10/12/2016 Page 4 of 6

5 BROOKFIELD LUTHERAN CHURCH DRIVER S DISCLOSURE AND AUTHORIZATION Applicant Name: Date of Birth: Home Phone: Mobile: Address: In order to assess your suitability to drive Brookfield Lutheran Church vehicles, and the Church s liability as a result of permitting use of the church s vehicles, the following information is needed to comply with Brookfield Lutheran Church s Vehicle Use Policy. 1. Are you at least 21 years old? Yes No 2. Do you currently hold a valid driver's license? Yes No (provide a photocopy with this form) Driver's License Number: State: 3. Do you agree that you will notify the Executive Director immediately if your driver s license becomes suspended, restricted, revoked, or in the event your driver s license number, legal name, or residential address changes? Yes No 4. Do you give permission to Brookfield Lutheran Church to have the status of your license checked on an annual or as-needed basis? Yes No By signing below, you authorize Brookfield Lutheran Church, and/or its designee, permission to review your driving record as needed. Driving records will be checked. Your signature certifies that the information set forth in this Disclosure and Authorization is current, accurate, and complete to the best of your knowledge, and you acknowledge that providing false, misleading, or materially incomplete statements will result in denial or revocation of driving privileges. You also certify that you have been provided with, read, and agree to abide by all requirements of the current Brookfield Lutheran Church Vehicle Use Policy. Signature: Date: Print Name: You will be notified of authorization or denial to your request for driving privileges within approximately 10 business days of receipt of all information needed by Brookfield Lutheran Church. Brookfield Lutheran Church s Child and Youth Safety Policy requires that all paid staff and volunteers over the age of 18 must complete a screening form to authorize a Background Check. Upon approval of this BLC Driver s Disclosure and Authorization, the Executive Director or Chalo! Ministry Leadership Team member will provide you instructions on how to complete the form. BLC Vehicle Usage Policy (R1.0) 10/12/2016 Page 5 of 6

6 NOTICE BACKGROUND INVESTIGATION In connection with your employment or interest to volunteer at Brookfield Lutheran Church (the Company ), notice is hereby given that a consumer report and/or investigative consumer report may be obtained from a consumer reporting agency for employment purposes. These reports may contain information about your character, general reputation, personal characteristics and mode of living, whichever are applicable. They may involve personal interviews with sources such as your neighbors, friends or associates. The reports may also contain information about you relating to your criminal history, credit history, driving and/or motor vehicle records, education or employment history, or other background checks. You have the right, upon written request made within a reasonable time after the receipt of this notice, to request disclosure of the nature and scope of any investigative consumer report prepared by contacting the Company and Protect My Ministry N. Dale Mabry Hwy., Suite 201 South, Tampa, FL 33618; Phone: For information about Protect My Ministry s privacy practices, see The scope of this notice and below authorization is not limited to the present and, if you are hired, will continue throughout the course of your employment and allow the Company to conduct future screenings for retention, promotion or reassignment, as permitted by law and unless revoked by you in writing. ACKNOWLEDGEMENT AND AUTHORIZATION By signing below, I hereby authorize the obtaining of consumer reports and/or investigative consumer reports by the Company at any time after receipt of this authorization and throughout the course of my employment, if applicable. Signature: Date: Print Name: Last Four Digits of SSN: BLC Vehicle Usage Policy (R1.0) 10/12/2016 Page 6 of 6

Administrative Policies and Procedures Page 2

Administrative Policies and Procedures Page 2 2.5.3 MINIMUM DRIVING STANDARDS Authorization to drive a Commission-owned, leased, or personal vehicle for Commission business will be granted only when an