VEHICLE Usage Guidelines

Purpose and Scope:

This guideline governs the use of all vehicles—owned, rented, or chartered—used for Crosspoint Church activities. Its purpose is to ensure safe operations, proper stewardship of church resources, compliance with insurance requirements, and protection of drivers, passengers, and the church.

This guideline applies to all staff, volunteers, and ministry participants who operate or ride in vehicles for church-sanctioned or sponsored activities.

Campuses that do not own vehicles are still required to comply with this guideline when transporting individuals for church-sanctioned or sponsored activities using rented, chartered, or personally owned vehicles.

The Director of Operations is responsible for the administration, implementation, and oversight of this guideline. The Board of Trustees provides oversight governance to ensure compliance, risk management alignment, and adherence to insurance requirements.

Failure to comply with this guideline may result in suspension or revocation of driving privileges and/or additional disciplinary action as determined by church leadership.

1. Driver Qualifications 2

2. Campus Responsibilities 3

3. Internal Use of Church-Owned Vehicles 3

4. External Use of Vehicles 4

5. Prohibited Use of Any Vehicle (Church-Owned, Rented, or Personal) 4

6. Vehicle Safety Requirements 4

7. Best Safe Practices 5

8. Rental Car Insurance 5

9. Automobile Insurance Coverage (Church-Owned and Personal) 5

10. Motorcoach 6

11. Pre-Trip and Post-Trip Requirements of Church-Owned Vehicle 6

12. Vehicle Accident Checklist 6

13. Digital Vehicle Incident Report 7

14. Safety Check Pre/Post Vehicle Inspection 8

15. Annual Inspections 9

16. Driver Acknowledgement and Agreement 10

1. Driver Qualifications

  • Vans (12 – 15 passenger capacity):
  • be at least 25 years of age;
  • Possess a valid, current U.S. driver’s license appropriate for the vehicle being operated;
  • Maintain valid personal automobile insurance as required by state law;
  • Actively participates in the ministries of Crosspoint;
  • Successfully pass a motor vehicle record (MVR) background check approved by the church.
  • Approved driver status is valid for three (3) years unless revoked earlier. MVR checks may be conducted more frequently at the discretion of church leadership.
  • Other Vehicles (cars, trucks, golf carts, trailers, rentals, etc.):
  • Be at least 21 years of age;
  • Possess a valid, current U.S. driver’s license appropriate for the vehicle being operated;
  • Maintain valid personal automobile insurance as required by state law;
  • Actively participates in the ministries of Crosspoint;
  • Successfully pass a motor vehicle record (MVR) background check approved by the church.
  • Approved driver status is valid for three (3) years unless revoked earlier. MVR checks may be conducted more frequently at the discretion of church leadership.
  • Driving History Standards:

All drivers, regardless of vehicle type, will have no history within the past five (5) years of:

  • Driving under the influence (DUI/DWI);
  • Reckless or careless driving convictions;
  • License suspension or revocation.

Our Campus Administrator is: ________________________________ Email: ________________________________

Our Campus Facility Contact is: ________________________________ Email: ________________________________

2. Campus Responsibilities

  • Vehicle Ownership and Maintenance Each Crosspoint campus is responsible for the care, maintenance, and safe operation of vehicles and equipment assigned to that campus, including but not limited to vans, trailers, golf carts, and other motorized or drivable equipment. Campus Facility Contact is responsible for ensuring vehicles are properly maintained, including: (see safety check)
  • Routine oil changes;
  • Tire rotation and replacement as needed;
  • Required safety inspections and preventative maintenance.
  • Vehicle Administration and Records
  • Each campus will designate a Campus Administrator responsible for managing vehicle reservations and scheduling.
  • Campus Facility Contact is responsible for maintaining accurate service, inspection, and usage records for all campus-assigned vehicles.
  • Vehicles may not be operated unless required maintenance and inspections are current.
  • Campus Facility Contact is responsible for ensuring all church-owned vehicles maintain current registration, license plates, and required state documentation.
  • Vehicle Use Priority and Conflict Resolution
  • Scheduling conflicts will be resolved by the campus Executive Leadership Team, taking into consideration ministry impact, safety, and operational needs.

3. Internal Use of Church-Owned Vehicles

  • Vehicle Request and Scheduling
  • All requests for the use of Crosspoint-owned vehicles will be submitted through eSPACE at least five (5) business days prior to the requested use date or by contacting the Campus Administrator.
  • Vehicle use is subject to availability.
  • Driver Documentation (submit to Campus Administrator)
  • A list of all proposed drivers will be submitted to the appointed Campus Administrator five (5) days prior to vehicle use.
  • Each driver will provide a valid driver’s license and current proof of personal automobile insurance.
  • Only approved drivers may operate Crosspoint-owned vehicles.
  • Administrators will conduct driving record checks for all authorized drivers and maintain records.
  • Travel Distance Limitations
  • Trips exceeding 1,000 total miles require review and approval by the Campus Executive Leadership Team. Rental alternatives must be considered to reduce fatigue, maintenance exposure, and risk.
  • Ministry Responsibilities
  • Each ministry will designate a responsible leader for the trip.
  • The designated leader is responsible for:
  • Recruiting and confirming qualified, insured drivers;
  • Ensuring the vehicle is cleaned and refueled upon return;
  • Completing all required trip checklists and submitting all necessary trip documentation in a timely manner.

4. External Use of Vehicles

Crosspoint Church vehicles are not loaned, rented, or made available for use outside of church-sanctioned activities. Due to insurance coverage limitations and liability considerations, use of church-owned vehicles is restricted to approved Crosspoint Church ministries, events, and operations only.

5. Prohibited Use of Any Vehicle (Church-Owned, Rented, or Personal)

The following uses are strictly prohibited when operating any vehicle—whether church-owned, rented, or personally owned in connection with church-sanctioned or sponsored activities:

  • Personal errands, personal trips, or any non–church-related activities.
  • Transporting illegal substances, weapons, or hazardous materials not approved for transport.
  • Carrying more passengers than there are available seat belts or exceeding manufacturer capacity limits.
  • Reckless, unsafe, or unlawful driving behavior.
  • Operation by any driver who has not been properly approved and authorized under this guideline.

6. Vehicle Safety Requirements

  • Seat Belt Use
  • Seat belts will be worn by all drivers and passengers at all times while a vehicle is in motion.
  • This does not apply to buses, motor coaches, other vehicles where seat belts are not installed. When seat belts are provided on a bus or motorcoach, passengers will follow the operating policies and instructions of the transportation provider.
  • Children will be transported in car seats or booster seats that comply with applicable state laws based on the child’s age, height, and weight.
  • Driver Responsibility and Legal Compliance
  • Drivers are responsible for ensuring that all passengers are properly seated and that seat belts remain fastened for the duration of the trip.
  • Drivers will comply with all applicable local, state, and federal traffic laws at all times.
  • Distracted Driving
  • Drivers may not use handheld mobile devices while operating a vehicle, except in emergencies. In such cases, drivers must pull over to a safe location before making or receiving calls. GPS navigation is permitted only when used in hands-free mode.
  • Drivers will not allow excessive noise, loud music, disruptive behavior, or passenger activities that distract the driver or interfere with safe vehicle operation.
  • Speed and Safe Operations
  • Drivers will observe posted speed limits and adjust driving behavior based on weather, road conditions, traffic, and passenger safety.
  • Drivers will operate vehicles in a cautious and defensive manner at all times.
  • Travel may be postponed, delayed, or canceled due to severe weather or unsafe road conditions. Drivers are authorized and expected to prioritize safety over schedule.
  • Driver Fitness, Condition, and Fatigue
  • Drivers will be physically and mentally capable of safely operating the vehicle.
  • Driving is prohibited while fatigued, ill, or under the influence of alcohol, illegal substances, or medications that impair alertness or reaction time.
  • Drivers should not operate a vehicle for more than four (4) consecutive hours without a break. For extended travel, drivers should rotate when possible. No driver should exceed eight (8) total hours of driving within a 24-hour period.
  • Accountability
  • Transporting a single minor alone in a vehicle should be avoided.
  • All child safety and supervision policies of Crosspoint Church will be followed.
  • No male driver shall be alone in a vehicle with a single female passenger.
  • The Rule of Three will be followed whenever feasible, meaning at least three individuals are present during transportation to ensure accountability and safety.
  • All child safety, supervision, and accountability policies of Crosspoint Church will be followed.
  • Towing and Passenger Restrictions
  • Trailers may not be towed when passengers are present in the vehicle.
  • Vehicles should not exceed manufacturer passenger or load capacity limits.
  • Vehicle Conduct and Standards
  • Smoking is prohibited in all vehicles, including personally owned vehicles, when transporting individuals for church-related activities.
  • Eating while driving is not recommended to ensure full attention is given to safe vehicle operation.

7. Best Safe Practices

  • GPS-based applications (such as Life360) and similar technologies may track vehicle location, passenger movement, and driving behavior. Vehicles may be equipped with GPS tracking or telematics systems for safety, insurance, and operational purposes. Drivers consent to such monitoring when operating a vehicle for church-related activities.
  • While travel may be enjoyable, vehicles will be treated as a serious and controlled environment. Drivers and passengers are expected to exercise sound judgment and avoid behaviors that could compromise safety.

8. Rental Car Insurance

  • When renting a vehicle for church-related purposes, it is best practice to accept all available liability coverage offered by the rental agency.
  • The decision to purchase roadside assistance or additional non-liability insurance options is at the discretion of the renter, unless otherwise directed by the ELT or DLT.
  • Rental vehicle insurance elections must align with guidance from the church’s insurance provider.

9. Automobile Insurance Coverage (Church-Owned and Personal)

The following provisions outline insurance requirements and coverage responsibilities for drivers operating vehicles in connection with church-sanctioned or church-sponsored activities.

  • Each driver is required to maintain a valid State of Florida automobile insurance policy when operating either a church-owned vehicle or a personally owned vehicle for church-related purposes.
  • Authorized drivers operating church-owned vehicles for church-sanctioned or sponsored activities are covered under the church’s automobile insurance policy. However, there may be circumstances in which a driver’s personal automobile insurance is required to respond in conjunction with church coverage.
  • Drivers using personally owned vehicles for church-sanctioned or sponsored activities are responsible for maintaining automobile insurance coverage on their own vehicles in accordance with state law.

In the event of an accident, the driver’s personal automobile insurance will respond as the primary coverage. Church insurance coverage may apply only after the limits of the driver’s personal policy have been exhausted and only in accordance with the terms, conditions, and limits of the church’s policy.

Drivers who regularly use their personal vehicles for church-related activities are strongly encouraged to maintain minimum liability limits of not less than $100,000 per person and $300,000 per occurrence for bodily injury, and $100,000 for property damage.

10. Motorcoach

  • It is best practice for an adult leader to remain attentive to the motorcoach driver’s alertness and overall condition throughout travel, particularly on extended overnight trips.
  • When seat belts are provided on a motorcoach, passengers will wear them in accordance with vehicle requirements and transportation provider policies.

11. Pre-Trip and Post-Trip Requirements of Church-Owned Vehicle

  • Prior to Departure (Vans)
  • Drivers will complete a visual pre-trip safety inspection prior to departure. This includes walking around the vehicle to inspect tires, lights, mirrors, fluid leaks, and checking for any visible damage.
  • Any safety concerns or damage should be reported to the appointed Campus Administrator before the vehicle is operated.
  • Emergency procedures, insurance information, and required documentation are maintained in a designated vehicle binder that must remain with the vehicle at all times while in use. Depending on campus procedures, the binder may be issued together with the vehicle keys or stored in the vehicle, such as in the glove box.
  • Upon Returning (Vans)
  • Vehicles will be returned with a full fuel tank. Ministries will be charged the current market fuel rate per gallon for vehicles not returned full.
  • Vehicles will be returned clean and free of trash. Ministries will be billed for any required detailing or excessive cleaning.
  • Any damage, mechanical issues, or incidents occurring during use will be reported to the Campus Facility Contact upon return.
  • Prior to Use (Golf Carts)
  • Drivers will complete a visual safety inspection prior to use of golf cart. This includes walking around the vehicle to inspect tires, lights, mirrors, fluid leaks, and checking for any visible damage (cracks in seats, etc.). Start the golf cart and test breaks.
  • Any damage, mechanical issues, or incidents occurring during use will be reported to the Campus Facility Contact upon return.
  • Prior to Use (Trailers)
  • Drivers will complete a visual safety inspection prior to use of trailer. This includes walking around to inspect tires, break lights, and checking for any visible damage.
  • Any damage, mechanical issues, or incidents occurring during use will be reported to the Campus Facility Contact upon return.

12. Vehicle Accident Checklist

  • Immediate Safety
  • Pull over to a safe location and turn on hazard lights.
  • Check yourself and passengers for injuries.
  • Call 911 immediately if there are injuries, significant damage, or unsafe conditions.
  • Do not leave the scene unless directed by emergency personnel.
  • Protect People First
  • Provide basic assistance if safe to do so.
  • Do not admit fault or discuss responsibility at the scene.
  • Follow instructions from law enforcement and emergency responders.
  • Notify Church Leadership
  • Contact the Campus Pastor as soon as it is safe.
  • Then notify the Executive Pastor of Ministries.
  • Follow any additional instructions provided.
  • Document the Incident within 24 hrs.
  • If safe and practical, gather the following information by using the digital QR code below.
  • Insurance Carrier and Trustee Notification

The Director of Operations will notify the church’s insurance carrier of the accident when required or deemed appropriate and will inform the Trustees accordingly.

  • Communication

In the event of serious injury, fatality, or significant property damage, no staff member or volunteer is authorized to provide public statements or media responses. All communication will be coordinated through the Lead Pastor and Director of Operations.

13. Digital Vehicle Incident Report

The Digital Vehicle Incident Report must be submitted within 24 hours of the incident, unless circumstances prevent immediate submission.

If safe and practical, gather the following information:

  • Name, address, and phone number of all drivers involved
  • Insurance carrier and policy number
  • Driver’s license number and state of issue
  • Vehicle make, model, and license plate number
  • Names and contact information of witnesses
  • Photographs of vehicles, damage, and surrounding scene

14. Safety Check Pre/Post Vehicle Inspection

Driver(s) Name:______________________________________ Date:_____________________

Starting Odometer Reading: ____________________ Ending Odometer Reading: ___________________

Type of Vehicle: _____________________

Pre-Vehicle Inspection

YES

NO

Comments

Exterior: Any visible damage or dents

Tires: properly inflated

Seat belts: working properly

Headlights, taillights, & turn signals: Ensure all are working

First aid kit & Emergency maintenance supplies: Easily accessible

Fuel: Indicate level E____________________F

Post-Vehicle Inspection

YES

NO

Comments

Exterior: Check for new damage (leave comment)

Interior: Clean and remove all trash

Personal items: All removed from vehicle

Fuel: Indicate level E____________________F

Notes or Comments:

15. Annual Inspections

All church-owned motor vehicles operated on public roadways (including vans, cars, and trucks) must undergo a documented annual mechanical inspection performed by a qualified and certified automotive technician.

Inspection documentation must include:

  • Date of inspection
  • Name and credentials of technician or service provider
  • Identified deficiencies
  • Verification of completed repairs

Vehicles may not be operated if they fail inspection until all required repairs are completed and documented.

Golf carts, utility vehicles, and non-highway equipment may be inspected annually by campus facilities personnel using the approved inspection checklist in accordance with manufacturer recommendations

Inspection records will be retained for a minimum of five (5) years by the Campus Facility Contact.

Vehicles that are overdue for annual inspection may not be scheduled or operated until inspection is completed and documented.

16. Driver Acknowledgement and Agreement

I acknowledge that I have received, read, and understand the Crosspoint Church Vehicle Usage Guidelines. I understand that these guidelines apply to the operation of any church-owned, rented, chartered, or personally owned vehicle used in connection with church-sanctioned or church-sponsored activities.

By signing below, I agree to the following:

  • Compliance I agree to comply fully with all Vehicle Usage Guidelines, safety requirements, and child protection policies while operating a vehicle for church-related activities.
  • Driver Qualifications I affirm that:
  • I possess a valid and current driver’s license appropriate for the vehicle I will operate.
  • I maintain automobile insurance coverage as required by law.
  • I will immediately notify church leadership if my driver’s license is suspended, revoked, restricted, or if my insurance coverage lapses.
  • Driving Record Authorization I authorize Crosspoint Church to obtain and review my Motor Vehicle Record (MVR) for the purpose of determining and maintaining driver eligibility. I understand that approval to drive may be denied or revoked based on driving history or failure to meet church standards.
  • Insurance Acknowledgment I understand that:
  • When operating my personal vehicle for church-related activities, my personal automobile insurance is primary.
  • Church insurance coverage, if applicable, is secondary and subject to policy terms and limits.
  • I am responsible for maintaining adequate personal insurance coverage.
  • Safety and Conduct I agree to:
  • Operate vehicles in a safe, lawful, and defensive manner.
  • Refrain from distracted driving, including the use of handheld mobile devices while driving.
  • Follow all passenger safety, supervision, and accountability requirements.
  • Within 24 hours report any accident, damage, or safety concern in accordance with church procedures.
  • Monitoring Acknowledgment I understand that church-owned vehicles may be equipped with GPS tracking or telematics systems for safety, insurance, and operational purposes. By operating a vehicle for church-related activities, I acknowledge and consent to such monitoring.
  • Right of Revocation I understand that driving privileges may be suspended or revoked at any time at the discretion of Crosspoint Church leadership if I fail to comply with these guidelines or no longer meet driver qualifications.

I acknowledge that driving for Crosspoint Church is a privilege and not a right, and I accept responsibility for upholding the highest standards of safety and stewardship.

Full Legal Name (Printed): ______________________ Driver’s License Number: ___________________

State of Issue: ____ Expiration Date: ___________ Driver Signature: _________________ Date: ________