AG Financial Solutions

Every year, dozens of stories are reported where a church group has been involved in an accident. One can only imagine getting a phone call that the youth have been involved in a serious accident on their way to a mission trip or a women’s Sunday School group were killed on their sightseeing trip. Inevitably, from such a tragedy will come questions, accusations, and guilt. Could the accident have been prevented? The good news is there are measures that, when taken, can greatly reduce accidents, injury, and other problems relating to transportation.

While some accidents may be unavoidable, many result from poor planning, inadequate training, unsafe vehicles, or passengers and drivers not following safety practices.

Several areas of concern emerge when considering transportation, such as:

• Vehicle selection, inspection and maintenance
• Driver selection and training
• Safe travel practices
• Pre- and post-trip planning

Vehicle selection, inspection and maintenance

Whether the vehicle being used is owned by the church or privately owned, many of the same safety issues are present. All vehicles used to transport children, youth, and members should be safe. The only way to ensure safety is a systematic, regular inspection, and maintenance procedure. For church owned vehicles, this should be done on a regular basis. All inspections and maintenance activities should be conducted and documented by a qualified mechanic. Though many churches may not inspect privately owned vehicles, such actions can save lives. This is especially true when using private vehicles for long-range trips. A general look at the vehicle’s mechanics, tire wear, and seat belts is important.

Driver Selection and Training

How does a church develop a list of approved drivers? Once again, whether using drivers for church-owned or privately owned vehicles, many of the same standards should apply. It is important to know if drivers have traffic violations. Do they have adequate insurance? Are they experienced? Have they been trained in the specific vehicle they are driving? What consideration has been given to screening drivers involved with transporting minors? All of these questions should be answered well in advance of a trip.

Safe Travel Practices

It is important to discuss what practices will be followed during the trip. Safe travel includes proper driver rotation and rest, requiring the use of seatbelts by passengers and drivers, limiting cell-phone use and distractions, and knowing when and how to stop in case of an emergency. Further, it is important to discuss what to do if someone has a medical emergency on the road, especially if it involves a driver. Finally, having a plan for those rare cases when you need to send a child home while on the road should be considered.

Simply stated, taking the time and energy to adequately plan for any road trip can save lives. It’s that simple. No church wants to notify parents or other family members that one of their children or loved ones has been injured or killed. Every church should have a written transportation policy and a designated person (often someone from your Safety and Security Team) to ensure its implementation. Being intentional and documenting your actions should be a high priority.

Pre- and Post-Trip Planning

A long road trip requires adequate planning beyond simply loading up the vehicle and tossing someone the keys. Consideration should be given to:

• Responding to emergency situations
• First-aid kits and supplies
• Communication between vehicles
• Number of people in each vehicle
• Packing of the vehicle to ensure safety
• A safety briefing for passengers where they affirm that they have been advised of safe practices
• Number of drivers needed
• Maps and contingency routes
• Permission slips

Concerning 15-Passenger Vans

The safety issues concerning the 15-passenger van have been discussed by numerous authorities and church leaders for several years. Because of these documented concerns, we ask that you seriously consider alternative forms of transportation.

However, if you are not immediately able to move out of your 15-passenger vans, we ask that you follow the guidelines of the National Highway Transportation Safety Administration.

• Don’t load over 10 passengers
• Have all passengers sit in front of the rear axle
• Place all cargo in front of the rear axle.
• Do not tow a trailer or place luggage on the top of the van
• Check tires for excess wear and tire pressure
• Require seat belt and/or child restraint usage by all passengers
• Never drive a van over 60 mph
• Engage in any corrective maneuver slowly
• Use only trained drivers
• Ensure that drivers are well-rested
• Maintain safe speeds for the road and weather conditions

In addition, we suggest:

• Keep the gas tank at least half full
• Have communication devices and first aid kits in all vans

While following these guidelines will make the operation of the 15-passenger vans “safer”, the best choice is to replace them with vehicles that are safer to operate by design.

For more information, check for regular updates with the National Highway Traffic Safety Administration (NHTSA).

Trip Safety Kit Contents

To ensure you have the necessary items needed in the event of an accident, injury or problem on your extended trip, use the following in preparing for each trip:

• Communication devices (cell phone, walkie-talkies)
• List of emergency contact numbers
• Current maps and directions
• Bottled water
• Blanket
• First-aid kit
• Moist wipes
• Emergency food supply
• Operating flashlight with extra batteries
• Flares or emergency markers
• Vehicle registration information
• Insurance information
• Jack and functional spare tire
• Gloves
• Jumper cables
• Dry chemical fire extinguisher
• Coins for telephone use
• Health and “consent to treat” forms for all travelers
• Accident reporting form