Boys & Girls Clubs of Central Minnesota is committed to providing a safe environment and enforces the following transportation policy for members, staff, volunteers, and other adults. Boys & Girls Clubs of Central Minnesota only provides transportation to and from the Clubhouse and various approved off-site locations. The Club only transports members in Club vehicles or other vehicles approved by Club leadership.

Please note: If not specified, the entire policy applies to both personal and Club vehicles used for work purposes.

 

Driver Authorization

A staff whose job routinely requires him/her to operate a motor vehicle, whether staff-owned or company-owned, will be required to comply with the guidelines set forth in this policy, as well as all State laws.

 

It is the goal of the Club that all rules pertaining to Club vehicle use will meet or exceed objectives to provide optimum safety for all passengers, maintain proper maintenance; therefore, increasing the useful life expectancy of the  Club vehicles and to financially account for and expense the proper accounts for said use.  The company vehicle is a company asset and may not be used for personal use.

 

All staff must complete the Van/Motor Vehicle Record Authorization Form. 

Employees requesting to become an approved driver of an organization’s vehicle must meet certain approval criteria.  This includes but is not limited to; possession of a valid driver’s license of which a photocopy must be kept on file at the administrative office, having no DWI or DUI violations within the past 5 years and/or other moving violations are determinants of whether a person becomes an approved driver. The decision to grant approval will happen within 5 business days of applying for driver approval. After approval, violations of these rules must be reported to Human Resources and could be subject to possible termination of employment at the Boys & Girls Club.  Violations may represent an incident with a personal or company vehicle.

 

Upon approval for driving privileges, the operator shall at all times drive in a defensive manner, using the best judgment skills possible and abiding by all Federal and State laws. Courtesy shall be given to pedestrians at all intersections and crosswalks. Prior to leaving, the driver conducts a brief safety check of turn signals, etc. and reports any deficiencies to Club owned vehicles to the Director of Facilities where they will be corrected before the vehicle will be placed into service. The vehicle promotes the Club’s image and it is imperative to promote a positive image at all times.

 

When transporting children in an organization owned vehicle there must be two adults.  If the round trip is under 200 miles the driver must have Club vehicle authorization and the second adult must be a paid adult staff member.  If the round trip is over 200 miles both adults must be Club vehicle authorized staff.

 

Vehicle Operation

Vehicle:

• Each BGCMN vehicle should meet all local, state, and federal inspection and licensing requirements.
• Each vehicle should be inspected by staff before every trip for which members are being transported; any problems with the vehicle must be addressed promptly.
• Quarterly maintenance should be performed on vehicles and documents/records reflecting that maintenance should be maintained.
• Each vehicle must provide a seat belt for every passenger and fully comply with state and federal seat belt regulations.
• Each vehicle must have a complete first-aid kit that satisfies state licensing requirements.
• Each vehicle must have a working and current fire extinguisher that satisfies state licensing requirements.
• Each vehicle must have reflective traffic warning signs (e.g., triangles or flares) that are stored securely during transport.
• The vehicle must be clean and well maintained and exterior physical damage must be repaired promptly.

 

Driver:

• Must allow for DMV background check and be cleared to transport members per the barrier crime policy of the organization as described in the Screening & Onboarding
• Must keep an updated list of all members who are transported to and from the Club and Club-related activities.
• Must confirm that no members are left on a vehicle after every trip (based on a seat-by-seat scan of each vehicle); log must be signed to ensure compliance.
• A vehicle (van or other) seating chart must be filled out for each trip and turned in to the Director of Clubs; each member should be in the same seat both to and from a trip.
• Must submit written reports detailing issues or incidents involving transportation of members to and from the Club or to and from Club-related activities.
• Must only transport members in official Club vehicles.
• There must be two paid adult staff in the Club vehicle at all times while transporting youth. If the trip is over 200 miles round trip both staff must be authorized drivers.  The second staff must be positioned in the back 1/3 of the van when youth are present.
• Must never transport Club members in personal vehicles.
• To follow all state laws; NO usage of cell phones is allowed while driving a Club vehicle or personal vehicle with the exception of hands-free GPS software, hands-free devices in personal vehicle are allowed. Violation may result in termination of employment.

 

Authorization:

• Driver must have Human Resource Department approval before driving a company vehicle.
• Vehicle must be checked, complete with time, date, location and destination.
• In case of severe weather, authorization to use company vehicle may be suspended.
• Staff who operate motor vehicles are required to view the Club’s Safety Driving Videos.

 

Traffic Violations:

The Boys & Girls Clubs of Central Minnesota does not approve of or condone any traffic violation that takes place during the operation of the Club vehicle by its staff.  The Club’s policy, therefore, states any staff involved in a traffic violation will assume all costs and fines associated with said violations.

• All persons in a Club vehicle will be required to wear safety belts while the vehicle is in motion.
• All loading and unloading of passengers is to be conducted in an orderly manner always on the curbside and away from heavy traffic areas.
• Passengers must remain seated until the vehicle is completely stopped and members should refrain from hanging hands or arms out windows.
• No litter may be thrown from windows and the vehicle should return clean. No snack or food is allowed in the vehicle at any time.
• The insurance card, emergency first aid supplies, fire extinguisher, and the vehicle handbook are kept in the front of the vehicle for easy access should a need arise.

 

Vehicle Checklist:

• Complete interior and exterior inspection of the vehicle before driving. Note observations in the vehicle folder and report problems to your supervisor immediately.

 

Member Pick-up or Drop-off:

• When approaching to stop, check all mirrors, signal and pull over to the curb or roadside.
• Check surrounding traffic and signal your intentions. Show courtesy to other motorists.
• Activate the hazard warning signals. The hazard warning signals are a message to other motorists to slow down and use caution.
• Come to a complete stop. Place transmission in park, turn off ignition, and remove key before loading and unloading members.
• Never move until certain of a member’s Make certain all members have their safety belt on and place transmission in gear keeping foot on brake.
• Check mirrors to make sure no people are nearby.
• Ensure all members have exited the vehicle prior to leaving the vehicle.

 

Smoking in Vehicles:

• No tobacco usage or vaping is allowed in vehicles.

 

Seat Belts:

• All persons must wear seat belts and no more than one person per belt is allowed.
• Passengers shorter than 4’8” and/or under the age of 9 must utilize appropriate booster seats.

 

Returning the Club Vehicle:

• Before returning the vehicle to the Club, it must be filled with gas, if less than ¾ full. The gas receipt must be turned in promptly. There should not be any members in the vehicle while the gas tank is being filled!
• Complete vehicle log and vehicle notification form.
  • Confirm no child is left in the vehicle.