Mobile Ministry Solutions

2011 Vehicle Use Policies & Procedures

Mobile Ministry Solutions, a service of Eaglecrest Youth Ministry Services, exists as an association of churches and non-profit ministries committed to enhancing their missional outreach through sharing transportation resources.  Mobile Ministry Solutions represents the association group organized to carry out this express purpose, and is governed by the groups that become members.  As a result, the MMS ministry team is a partner with you in seeking to provide safe, affordable and reliable transportation.  Transportation however involves risks and is unpredictable.  Breakdowns can and will occur.  When they do, MMS shall not be considered or treated as a vendor, expected to immediately produce another vehicle regardless of the cost.  Should the MMS Leadership Team determine that an association member does not fully grasp the purpose of the organization and treat the MMS team as a vendor (vs. a partner), the MMS Leadership Team may discontinue the membership status of the member.

Listed below are current policies and procedures that specifically govern the use of vehicles and equipment:

o        No vehicles or equipment may be reserved until membership is secured within MMS.  This requires completing a one page form and paying an annual membership fee and assessment, based on the level of membership desired (silver, gold, or platinum).  Currently, four membership levels are available (log onto mobileministrysolutions.org for details).  Each member will be given the privilege of one delegate seat at annual association meetings.  This delegate will be given voting privileges and will have the privilege of the floor to raise issues/concerns and suggest recommendations for improvement or changes.  Proxy voting will be available when no representative can be present.

o        Vehicles and equipment are available on a first call, first reserved basis, unless otherwise designated.  No preferential treatment will be given one member over another.  There is no use limit, as long as membership is in good standing and no invoices are delinquent. 

o        A financial deposit is required to secure any vehicle use dates reserved more than thirty days from the reservation date (except with Platinum).  If the reservation is within 30 days of use, an invoice for full payment will be mailed.  All reservations must be paid two weeks prior to the reservation date or the reserved equipment may be cancelled and made available to other interested members.  Deposits are not refundable, however reservations cancelled at least 30 days prior to the use date will receive credit for future use.  Platinum members shall be responsible for paying the cost of one day’s vehicle use should a reservation be cancelled within 30 days of the use date.

o        Upon reserving equipment, a use agreement and invoice will be emailed.  This use agreement must be signed (and deposit returned) to consider the equipment reserved.  For groups reserving buses, full details such as exact departure and return time, destination, use of bus throughout the week (if weekly reservation), estimated number of participants, and other necessary details must be included in this agreement.   If full trip details are not returned to the MMS office at least once month prior to trip departure, the reservation is subject to cancellation.

o        Rates for use shall be determined by the Leadership Team and Advisory Board.   Rates shall be based on the cost of operation for MMS to provide services.  All use rates shall be prepaid before equipment shall be released.

o        Groups must guarantee a minimum of 25 participants for larger bus (40 passenger plus) reservations during summer months (June-August).  Should a group’s numbers drop below 25, MMS shall have the option of moving the group to a smaller bus or two vans.

o        Damage to any equipment (body or mechanical), except for incidents where another vehicle driver is clearly at fault (police report), is the responsibility of the member using the equipment.  With such damage, members have two options:  1) Seek repair through their own insurance;  2) Have MMS seek repair in which case the full cost will be invoiced the group.  All members are highly recommended to obtain non-hired/ non-owned insurance coverage for use of MMS vehicles.

o        Should an accident occur that involves another vehicle or personal injury, the driver or group leader must contact the MMS office immediately.  If any damage or an injury has occurred, a police report must be obtained and submitted to the MMS office upon return.  Any damage that does not involve another vehicle or personal injury may be reported upon return of the vehicle to our Michigan office.  Damage that is not reported may result in the termination of the group’s membership with MMS.

o        Vehicles shall be released with a full fuel tank and must be returned the same.  If not returned full, a $25 service charge plus the cost of the fuel will be invoiced the member.  The only exception applies to buses (the cost for fuel may be figured into a quote).  No member will be allowed to use future equipment if any service charge is delinquent.  Please note the type of fuel for each vehicle (most buses use diesel).  Should the wrong fuel be placed in a vehicle, the member is responsible for the cost of repairs (including towing).

o        Upon return, groups are responsible to ensure that all trash has been collected and disposed properly.  If excessive cleaning is required, a charge of $25 for vans and $50 for a bus will be assessed the group (at the discretion of the MMS cleaning team).

o        MMS is not responsible for any personal items left by passengers that are lost, misplaced or abandoned.  The member representative using the vehicle is responsible to make arrangements for retrieving items left in vehicles (do not have passengers contact us directly).

o        All van drivers must be at least 21 years of age and must not have a DUI, reckless driving offence, or more than four points as a result of speeding tickets or accidents.  Bus drivers must be 25 years of age and possess a valid CDL license, medical card, complete proper forms (provided by MMS), and pass a driving test/orientation.  All bus drivers are subject to the Bus Driver Policies and Points System (separate form) as established by the MMS Leadership Team.  Any bus driver that reaches six violation points may no longer drive MMS buses.

o        Groups needing bus drivers have two options.  A $500 fee will be assessed a group for each driver added to the Eaglecrest insurance policy. The second option is to have MMS coordinate all driver arrangements (various fees apply).  See the web site or call us for current information regarding corresponding fees. 

o        Bus drivers are responsible to conduct pre-trip and post-trip inspections, and operate buses within all approved DOT guidelines.  Inspection sheets are located in the three-ring binder of each bus, and may be left within this binder once complete.  Any citations received must be reported to MMS and a copy of the citation faxed to our office within 48 hours of your group’s return.  If any accident occurs with one of our buses, the driver must call the MMS office immediately and work with local officers to obtain a drug and alcohol test.  Additionally, accident kits are available in each bus and driver must take pictures of damage, complete all forms, and submit all results to the MMS office within 24 hours of return.

o        With 15 passenger vans, all members are highly encouraged to transport no more than 12 passengers at any given time.   Also, groups and their drivers are responsible to insure that all passengers use seat belts in vehicles equipped with belts.

o        The group representative agrees to monitor driver hours in any given day.  Bus drivers must abide by all federal driving regulations and MMS further recommends that all van drivers drive no more than 10 hours and then schedule 8 hours of rest.  The group representative further agrees to inform drivers that posted speed limits must be respected and obeyed, and that drivers are personally responsible and liable for incidents related to excessive speed.

o        Policies are also established for any groups using MMS vehicles to tow trailers.  Please see the separate “Trailer Tow Policies” for details.

o        Should a mechanical breakdown occur, the group representative is responsible for seeking necessary repair (unless the vehicle can be safely driven and returned).  A folder with helpful mechanical information is available in each vehicle.  MMS shall reimburse the member church for such repairs, unless the repairs are a result of driver error or negligence.  If another vehicle needs to be rented for a group to reach a destination or return home, MMS shall also reimburse the group for expenses related to the rental of this vehicle (unless the repair is a result of driver neglect or abuse).  Such a rental must be approved by the MMS office.  MMS shall not be responsible for reimbursement of lost time or delays caused by vehicle breakdown.  All vehicles will be kept in safe mechanical condition and no vehicle will be released with a known unsafe mechanical issue.

o        Each group representative is responsible for contacting MMS 24-48 hours prior to designated use to verify pick up and return times.  Keys will typically be left in a cup holder one hour prior to pick up.  DO NOT ARRIVE EARLY UNLESS YOU CALL FIRST.  The group representative is responsible to leave the keys in the same location and lock the vehicle upon return.

o        Current pick up and return location is City On A Hill, 100 Pine St., Zeeland

o        Changes to these polices shall be implemented upon a majority vote of any regular or special meeting of the Leadership Team.

(Policies last updated March, 2011)