GREENVILLE COMMUNITY CHURCH BUS MINISTRY MANUAL Updated: 1/12/13 Mission Statement: Reaching out in relevant ways with love and hope to help people become fully devoted followers of Jesus Christ. Purpose: The purpose of this policy is to outline the procedures to be used for effectively and efficiently operating a Bus ministry. Objective: To provide transportation accessibility and accurate accountability for all drivers, vehicles and maintenance and to insure the safety of all passengers. Ministry Descriptions: Bus Coordinator Responsibility is to maintain compliance of the GCC Bus Ministry Policy and Procedures as well as DOT regulations & Compliance Manuals. Maintain all driver and vehicle files required by this policy and procedure in a locked filing cabinet at GCC. This position is appointed and reports directly to the Pastor of Student Ministries. Maintenance Director: Responsibility to oversee and insure safety and proper mechanical operation of the GCC Bus fleet. Reports directly to Bus Coordinator and is appointed with input from the Trustee Board. Maintenance Tech Responsibility is to consistently maintain and address all bus repairs necessary including, preventative maintenance such as oil changes, belts, filters, etc. This person should have some experience in auto/diesel repair. The Student Ministry Pastor appoints this position with insight from other members of the Bus Ministry TEAM. Reports directly to the Maintenance Director and Bus Coordinator. Vehicle Descriptions: Bus #1 26 passenger including the driver. This bus is mainly used by the Student Ministry and is equipped with a complete towing package for longer trips with a trailer. VIN #1FDLE40F5VHB55030 Bus #2 26 passenger including the driver. This bus is used by most other church ministries which do not need to tow a trailer. VIN #1FDXE40F8WHB71774 Bus #3 21 passengers including the driver. This bus will be basically used for short or low mileage trips within the immediate area (Sunday Pick Up, People Restore, etc.). This bus has a lift for handicap persons as well as specialized seating options for those in wheelchairs. VIN #1HVBEABM8YH285778 Driver Requirements: Drivers must have a commercial driver license (CDL) with a passenger P endorsement in order to drive the buses even when they are not filled with passengers. For further regulations regarding commercial driver license (CDL) and P endorsement refer to Michigan Commercial Driver License Manual published by the Secretary of State. All drivers of GCC buses must submit copies of their commercial driver license (CDL) with the P endorsement to the Bus Coordinator; the license will be forwarded to the insurance agent and will be placed on file. Only those drivers that have a license on file and approved by Brotherhood Mutual, will be allowed to drive a bus. Driver files: These files will be maintained in a secure location by the Bus Coordinator and must contain the following: Current Copy of CDL with P endorsement. See ex. A. Also current DOT Health Card is needed. Current Copy of Ministry Driver Screening Required upon request by (Brotherhood Mutual Insurance Company). See Ex. B Current Copy of Statement of Clear Record and are updated annually per the ministry year. See Ex. C Signed Copy of Acknowledgement of Bus Driver Responsibilities See Ex. D, which is the last page of this manual.
Driver Responsibilities: To provide a safe traveling environment and act in accordance within the state laws and the policies and procedures set within this document. Driver must have the Bus Pouch specific to the bus they are operating at all times. Upon pick up of a bus the Driver will receive a Bus Pouch and Specific Directions and instructions from the Bus Coordinator regarding the event or activity they will be driving to. The Bus Pouch will contain the following: (each bus has its own Pouch and these are bus specific) o Vehicle Driver Inspection Report book (contains pre/post trip inspection reports) o Current Registration and Current Proof of Insurance (vehicle specific) o Accident Reporting kit w/ disposable camera and contact information. o Set of keys (specific to the vehicle) including a Peterson Oil rewards key chain to be used when refueling. Driver MUST complete the Pre Trip inspection using the book provided EVERY time they operate a bus, even if it is simply to gas or prepare a vehicle for use. This is a Federal law. The driver must use the Inspection Report Book every time they use a bus and each day if they are on a multiple day trip. This includes start and end mileage for each day of a multi- day trip. (Example E) At the end of a trip the pouch and all of its contents must be turned into the Bus Coordinator only and within 24 hours of their return. Driver must also turn in the completed (white) copy(s) separately to the coordinator. The Bus Coordinator will review white DVIR copy(s), sign off and address any needed repairs with the Maintenance Director if necessary. Buses MUST be returned clean. It is the responsibility of the driver to ensure the renting party cleans the vehicle before it is returned. In case of driver sickness or scheduling conflict, the scheduled driver must call the Bus Coordinator and let them know. DO NOT call the renting party or try to find a replacement. Accountability: Drivers, renters and ministries will be held to a Three Strike policy for not maintaining responsibilities as listed in this document. Each strike and any corrective actions will be maintained in the driver s file. 1. At the first instance of a violation of the GCC Bus Policies & Procedures [i.e. bus returned dirty [interior or exterior] or not filled with fuel] a verbal reminder will be given to both the driver and/or ministry leader by the Bus Coordinator. This warning will be kept on file. 2. At the second instance of a violation of the GCC Bus Policies & Procedures a written warning will be issued and a meeting set up with the driver, ministry leader/renter, Bus Coordinator and Pastor of Student Ministries. 3. Upon the third instance, within a ministry year [September- August], the driver and/or ministry will no longer be able to use any GCC bus for a period of three months. If a specific driver or ministry repeats this entire process within a ministry year, both the driver and ministry will lose the use of any GCC bus for the period of six months. Bus Coordinator Responsibilities: White DVIR copies will be filed in the specific Individual Vehicle Files. Bus Coordinator will fill out the GCC Bus tracking Report upon return of a bus. (Ref.#1) Specific Individual Vehicle Files [Each bus will have its own file] o These will be maintained by the Bus Coordinator and contain the following: Duplicate copies of current registration and proof of insurance ALL maintenance and work records White DVIR copies in chronological order
Bus Coordinator Responsibilities: [continued] All other supporting documents for the specific vehicle [ex. pictures, titles etc.] Needs to ensure any bus rentals to outside organizations must not be in opposition to GCC s mission, vision or values in any way. They have complete veto power on any such rental requests. Will be responsible to coordinate with local fire department to secure keys in a Knox Box located outside the building in case of a fire. Usage Policy: Reserving a Bus: Use of any bus must be scheduled ONLY through the Bus Coordinator. They will also find a driver. The Bus Coordinator must be contacted for a reservation at least 14 days in advance to confirm availability and proper scheduling. The Bus Coordinator can be contacted via phone, Email or in person. Reserving or Renting persons should leave name, number, time & date(s) of event. Reserving or Renting parties will be contacted back within 5 business days. Please reference the attached Scheduling flow chart for more details (Ref.#2) An invoice will be sent to the renting party for approval & final signatures. Deposit must be paid with return of invoice for any non Greenville Community Church rental to guarantee usage. (Ref. #3) See GCC Terms & Conditions for more details and clarification. (Ref. #4) Rental Rates: GCC Ministries: $25 per day (no driver rate) See * for details [unlimited miles/day] Religious organizations: $75 per day (possible driver rate) See * for details [150 miles/day] Community Organizations: $150 per day (+ $100 per day driver rate) See * for details [150 miles/day] *Drivers are volunteers and are not paid to make the trips. Therefore, the retaining or renting group MUST pay for any event or activities, which may have a cost(s) to be incurred by the driver. These are defined as events or an activity requiring admissions, cost due to meals and / or motel stays if necessary. Rental Requirements: Payments for GCC Ministries can be done via a journal entry from the Bus Coordinator. (Ref. #5) The vehicle will have a full fuel tank when picked up at GCC and the renter/user must fill the tank before returning it to GCC. Buses MUST be cleaned [interior & exterior] before being returned to GCC. Any ministry failing to adhere to these guidelines will be charged a $25 cleaning fee or a $5/gallon fuel fee. Accident Reporting: If injuries or fire occurs due to an accident, please call 911 immediately. After calling 911 please notify the Bus Coordinator/Church Office [616-225- 2105] and Dave Clifford [616-835- 3387]. In the case of a non- injury accident, please call the Bus Coordinator/Church Office [616-225- 2105] and Dave Clifford [616-835- 3387] then proceed to use the Accident Reporting Kit located in each bus pouch. Interstate Travel: GCC ministries may travel out of state as long as the specified driver has an interstate CDL+P endorsement and the Bus Coordinator has approved the trip. Any other rentals to faith- based organizations will not exceed a distance of 500 miles from GCC and community organizations may only rent the buses for intrastate travel. **Renters must be aware that GCC is not responsible for any vehicle breakdowns or finding additional transportation should a breakdown occur.
Alcohol Policy: Alcoholic beverages are never permitted. Non- alcoholic beverages should be brought on board in solid coolers (no soft side, Styrofoam, or damaged coolers will be permitted). No glass bottles will be allowed. Cans and plastic containers are welcome. Smoking Policy: Smoking is not allowed on any of the buses owned and operated by Greenville Community Church. If smoking occurs, a $150 cleaning fee will be charged to the ministry, organization or community group, which rented the bus. Rules of Conduct: No fighting will be tolerated. Violation will result in the immediate termination of the bus run. No refunds. No exceptions. There will also be no weapons allowed. Violation will result in the immediate termination of the bus run. No refunds. No exceptions. Insurance Information: GCC s Insurance is through Brotherhood Mutual Insurance Company. Agent: Doehring- Schultz Agency 3975 W. Monroe Alma, MI 48801-0998 989-463- 4910 800-282- 5284 I acknowledge that I have read and understand all of the policies and procedures found within this manual. I also agree to abide by these policies and procedures as a driver for Greenville Community Church. Driver s Name [Print] Driver s Signature Date The following pages have Examples and References for increased communication and clarification for all those involved in the Bus Ministry at Greenville Community Church. These are samples only! Example A:
Example B
Example C: Example D: I acknowledge that I have read and understand all of the policies and procedures found within this manual. I also agree to abide by these policies and procedures as a driver for Greenville Community Church. Driver s Name [Print] Driver s Signature Date Example E: WHITE copy is removed from booklet & turned in with bus pouch while the YELLOW copy stays inside book.
Reference 1: GCC Bus Tracking Report Bus # Date: Driver: Destination: Mileage Start: Mileage End: Maintenance Requests: Reference #1 Updated: 12/17/12 Reference 2: Bus$Ministry$Request$Flow$ Updated:$12/17/12$ $ Internet! Personal! Phone! ENMail! Heather!Parker! Availabilty! Contact!Driver! Contact!Renter! Double!check! Rates! ConHirm!dates! w/renter!&! secure!deposit! Charlie!Carns! GCC!Ministry: $25! Jason! Rodenhouse! Religious! Organization:! $75! Rich!Grubb! Outside! Organization:! $125! Tim!Parker! Peggy!Everett!!
Reference 3: Bus Rental Invoice Date 8/1/2012 Prepared By: P2 6596 Vining Road Greenville MI 48838 616.225.2105 info@gcclink.com TO Joe R. Smith 777 Peck Road Greenville MI 48838 (616) 225-2105 Staff Driver Rental Terms/Payment Due Date Pastor Paul Charlie Carns Use of Bus #1 & trailer for round trip to Chicago Qty Description Unit Price Line Total 2 Round trip certified CDL + P Endorsed driver [12 hour trip] $150.00 $300.00 2 Day Rental of Student Ministry enclosed trailer $50.00 $100.00 2 Fuel for round trip $250.00 $500.00 2 Bus #1 round trip rental [up to 100 miles/day] $150.00 $300.00 760 Extra Charge for Mileage per mile [960 miles 200 miles] $.25 $190.00 Subtotal $1,390.00 Less Deposit N/A Total $1,390.00 Make all checks payable to Greenville Community Church GCC Representative Date Renter Signature Date Additional Notes:
Reference 4: Rental Terms and Conditions Relationship: GCC and RENTER intend that their relationship at all times and for all purposes under this Agreement be independent. Neither party is to be considered an agent or employee of the other party for any purpose. Excuse for Non-performance: Neither party shall be held in default for delay or failure to perform caused by unforeseeable events which are beyond the control of the party and which are substantially of the following nature: labor dispute, acts of God, legal acts of public entities, or unusually long delays by public carriers. Indemnity: The RENTER shall save, defend, indemnify, and hold harmless GCC, and its officers, agents, employees, and members from all claims, suits, and actions of whatsoever nature resulting from or arising out of the activities of RENTER or its subcontractors, agents, or employees acting under this Agreement. Renter Responsibility: The renter is responsible for all activities of the passengers on board the bus. Renter assumes the cost of any damages done to the interior of the bus due to excessive use, neglect or vandalism. Payments: For GCC Ministries a Journal Entry will be filled out and turned into the Bus Coordinator for approved rental amount. No deposit required. A $25.00 deposit per bus is required to secure your bus reservation. A deposit check must be received within 30 days of making your reservation or the reservation will be considered cancelled. All deposit checks will be cashed upon receipt. Any deposit made less than two weeks prior to the event date must be made in cash. If you choose to cancel your reservation, you must do so at least 2 weeks prior to your event date. Failure to do so will result in forfeiture of your deposit. If there is any damage to the bus or excessive cleanup is required, a damage assessment will be made and all or a portion of your deposit will be forfeited. Any damage assessment will be determined once the bus has returned to the shop and has been thoroughly cleaned. Full rental payment in must be received prior to boarding the bus. Payment can be made by check in advance, but the check must be received at least 14 days prior to your event date. Rental amount must be paid to Greenville Community Church and given to the Bus Coordinator. At no time should the bus driver be given the church s rental amount. Any driver payment must be paid directly to the bus driver themselves and not to Greenville Community Church. Contact the Bus Coordinator to find out the name and correct spelling of assigned driver. Alcohol Policy: Alcoholic beverages are never permitted. Non-alcoholic beverages should be brought on board in solid coolers (no soft side, Styrofoam, or damaged coolers will be permitted). No bottles will be allowed. Cans and plastic containers are welcome. Smoking Policy: Smoking is not allowed on any of the buses owned and operated by Greenville Community Church. If smoking occurs, a $150 cleaning fee will be charged to the ministry, organization or community group which rented the bus. Rules of Conduct: No fighting will be tolerated. Violation will result in the immediate termination of the bus run. No refunds. No exceptions. There will also be no weapons allowed. Violation will result in the immediate termination of the bus run. No refunds. No exceptions. Termination: This Agreement may be terminated immediately by mutual consent of both parties or by either party upon 30 days notice. This Agreement may be terminated for default by either party upon ten (10) days written notice. This Agreement shall be governed and construed in accordance with the laws of the State of Michigan. Any suit for enforcement shall be filed in the Circuit Court for Montcalm County, Michigan. Driver Care: Drivers are volunteers and are not paid to make the trips. Therefore, the retaining or renting group MUST pay for any event or activities, which may have a cost(s) to be incurred by the driver. These are defined as events or an activity requiring admissions, cost due to meals and / or motel stays if necessary. Bus Return: All bus rentals require fuel tanks to be filled upon return. Drivers may use GCC s account at Peterson Oil on M-91 to fuel, but have renter s pay. Any bus not returned full, the ministry or renter will be charged a $5.00 per gallon charge. Buses must also be returned cleaned both inside and out. Excessive clean up will be charged to the renter at a flat rate of $25.00. Accident Reporting: If injuries or fire occurs due to an accident, please call 911 immediately. After calling 911 please notify the Bus Coordinator/Church Office [616-225- 2105 Ext. 118] and Dave Clifford [616-835-3387]. In the case of a non-injury accident, please call Dave Clifford [616-835-3387] and then proceed to use the Accident Reporting Kit located in each bus pouch. Renter Signature Date THIS AGREEMENT CONSTITUTES THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS AGREEMENT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE IF MADE SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS AGREEMENT. OWNER, BY HIS/HER SIGNATURE ON THE REVERSE SIDE, ACKNOWLEDGES THAT HE/SHE HAS READ THIS AGREEMENT, UNDERSTANDS IT AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS.
Reference 5: Greenville Community Church Journal Entry Please fill out this form in order to move funds from one account to another. From Account: To Account: Amount: $ Reason/Explanation: Submitted By: Date: Staff Signature: ************************************************************************* Office Use Only Received By: Date: Completed By: Date: