Proactive Planning Drives Safety

Does your church effectively manage transportation safety? In the past, most church administrators probably would have considered this an odd question. But these days, more and more ministries own and operate vehicles, and their vehicle of choice -- the 15-passenger van -- has become the topic of enormous public scrutiny.

In fact, the respected and long-standing CBS news program "60 Minutes II" and "NBC Nightly News" and other media outlets recently aired feature segments warning consumers about significant safety issues with this type of vehicle.

The controversial vans are not held to the same government safety requirements as school buses, and they fail to achieve minimum standards. Furthermore, recent studies illustrate significant problems in three critical safety areas -- vehicle rollovers, side-impact damage and destruction and passenger ejection resulting from crashes.

The concerns are legitimate. Church administrators should look for ways to proactively address transportation safety. A good starting place is to develop a solid transportation policy and standard safety measures.

Initiating the Planning Process

To initiate matters, establish a safety team or transportation committee. The participants should begin by educating themselves on the key issues and critical elements of a sound policy. Initial meetings should focus on sharing information and establishing strategic criteria for safety measures and planning initiative. The entire process should be viewed as an ongoing and evolving work in progress. Establish strong and defined parameters, but be flexible in your approach to ensure maximum effectiveness.

Critical Safety-Management Elements

Each situation has unique circumstances, varying expectations and different safety needs. However, there are a number of core areas that typically require at least some attention.

The GuideOne Center for Risk Management has outlined several of the more common transportation management and safety issues. The following guidelines should be considered and are specific to minimizing the risks associated with 15-passenger vans:

--Prohibit using the van with more than 10 occupants.

--Do not allow vans to be driven in excess of 60 miles per hour, regardless of the speed limit.

--Do not pull a trailer, overload the van with excessive cargo or load materials on to the roof of the vehicle.

--Require the use of high quality and low-mileage tires.

--Keep the fuel tank at least half full at all times to lower the vehicle's center of gravity.

--Consider removing the van's back seat.

The following guidelines can serve as an outline for your church's safety and planning committee and are applicable to all vehicles:

Driver Selection

Obviously, selecting qualified and eligible drivers is important for an effective transportation safety program. A few simple guidelines can help identify appropriate personnel. A general application form should be developed and used to screen all potential drivers. For qualified candidates, review general background, insurance and motor vehicle records. At a minimum, drivers should be free of any moving violations in the past three years.

Driver Training

Once selected, and on a regular basis, drivers should be trained on safe operation of all vehicles they will be operating. A defensive driving course should be considered by all drivers since operating a van or bus presents significantly different challenges than normal passenger vehicle operation.

Drivers also should be trained on route planning, operation of safety equipment, emergency response and report filling. And, it is important that all training be documented.

Vehicle Selection

Vehicle selection is very important. As outlined earlier, both state and federal agencies have determined that popular 15-passenger vans pose risks. Studies indicate shuttle buses, with seating facing into the center of the vehicle, also may have safety limitations. School buses are the safest form of transportation, and the recommended vehicle for multi-passenger needs.

In addition to church-owned vehicles, safety requirements should be considered for all vehicles not owned by the church but used for church business or to transport parishioners. All vehicles used for church purposes should be inspected prior to use. They need to have adequate tire tread, safe breaks, operational windshield wipers and window cleaner, a working defroster and proper mirrors. They also must be equipped with seatbelts for all occupants.

Use of Non-Owned Vehicles

Your policy should include stated standards for drivers of vehicles not owned by the church. The church has liabilities when personal vehicles are used to conduct church business. Therefore, it is a good idea, to ensure adequate insurance coverage is up-to-date and to keep a copy of each driver's insurance card and driver's license on file.

Vehicle Inspection and Maintenance

The same inspection standard should be used for church-owned vehicles as private vehicles. Assign specific responsibilities to ensure recommended preventative maintenance procedures are followed and documented. In addition, prior to each use, double check fluid levels, safety and communication equipment and emergency safety items.

Driver Rules

Drivers must follow the prescribed rules of the road, and meet any other responsibilities as defined by the church leaders, or transportation committee. All incidents should be reported immediately, and drivers who fail to follow the prescribed, written standards should be replaced.

Passenger Rules

All passengers should be briefed before each trip. Rules of conduct should be discussed, as well as what happens if rules are violated. It is important to stress that rules are for the safety of all passengers, and violations should be dealt with immediately.

Seat Belt Use

Prior to the start of any trip, it should be verified that all occupants have their seatbelts properly fastened. If there are missing or non-functional belts, those seats should not be used. After every destination stop, seatbelt use should be rechecked.

The National Highway Traffic and Safety Administration (NHTSA) estimates that people who wear seatbelts are nearly 75-percent less likely to be killed in a rollover crash than those who choose not to buckle up.

Passenger Loading and Unloading

Statistically, the loading and unloading of passengers is one of the most dangerous segments of any trip. Drivers need to know how, when and where to board passengers safely.

Extra care is essential when loading or unloading on or near a busy roadway. Also, it is important to keep all occupants in a group and away from traffic. Be sure to take special care and keep passengers away from the front or rear of the vehicle. The use of a "spotter" to ensure no person or object is in harms way also is recommended when loading, unloading, backing and parking.

Safety Equipment

Medical, communication and fire safety equipment as well as an emergency phone numbers list should be maintained in all vehicles. Store these items in a "travel safety pack" and make sure they are easily accessible if needed. In addition, appropriate water, food and clothing supplies should be considered if warranted by trip circumstances. Plan for emergency situations and be prepared. While a mobile phone should be available on each vehicle, it should not be used by a driver while driving.

Additional Planning Resources

While many issues must be considered and the planning process can be significant, an effective transportation policy has become an essential church tool. And remember, there is a lot of help out there to assist you.

Jeff Hanna is the executive director of the GuideOne Center for Risk Management. For further planning assistance, log on to www.GuideOneCenter.com. Two printed planning workbooks, Safeguard Solutions Volumes I and II, also can be ordered from the site.