The use of motor vehicles is a necessary inconvenience for most YMCAs, and most associations are neither staffed nor equipped to do their own maintenance. That lack, however, does not alter the duty owed to employees, passengers, and the general public to inspect and maintain the vehicles used. Whether vehicles are used only for errands and facility related needs or for transportation of children or others, the need to ensure proper automotive maintenance is critical.

Procedures should be established that specifically make the vehicles someone's responsibility in the association and in the individual branches that have a vehicle. At the association level, an association vehicle coordinator (AVC) should be named that oversees acquisition, maintenance, and use of all association vehicles. In most associations this will not be a full time position, but that does not detract from its importance. The use of similar vehicles by a common manufacturer will simplify maintenance and driver training.

Each branch with a vehicle should have a branch vehicle coordinator (BVC) that oversees maintenance and use of all branch-assigned vehicles. The BVC should be the liaison between the AVC and the branch, giving branch people a single source for scheduling, requesting additional vehicles, etc.

Individual vehicle maintenance, unless vehicles are assigned directly to a single employee (and probably even then), should be the responsibility of the BVC, whether maintenance is done by association or branch personnel or is subcontracted to an outside vendor. The BVC should review all inspections, reports, repair requests, and all service invoices, so that s/he is fully cognizant of each vehicle's mileage, condition, and service needs. The BVC is responsible for scheduling routine maintenance, repairs, and replacement vehicles, as needed.

Routine servicing should follow time/mileage parameters, normally 3 months/3,000 miles, whichever is sooner. Do not be misled by "extended maintenance schedules" some manufacturers issue for new private passenger automobiles that only require service at 15,000 or even 100,000 miles. Vehicles must be inspected regularly to ensure safety. Inspection, service, and preventative maintenance documentation should be maintained both in the vehicle and by the BVC.

The following inspections and service should be performed and fully documented:

The American roadway system is the most dangerous environment most people ever encounter. It is incumbent on each YMCA to take all precautions available to ensure that the vehicles it sends into such an environment have the every safety advantage. Such care is part of building safe kids, safe families, and safe communities.