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
All drivers, regardless of vehicle type, will have no history within the past five (5) years of:
Our Campus Administrator is: ________________________________ Email: ________________________________
Our Campus Facility Contact is: ________________________________ Email: ________________________________
2. Campus Responsibilities
3. Internal Use of Church-Owned Vehicles
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:
6. Vehicle Safety Requirements
7. Best Safe Practices
8. Rental Car Insurance
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.
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
11. Pre-Trip and Post-Trip Requirements of Church-Owned Vehicle
12. Vehicle Accident Checklist
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.
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:
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:
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:
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: ________