Post on 18-Apr-2018
MSA
Unlicensed Officials /
Training Instructors Seminars
2016
With the support of the British Motor Sports Training Trust
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• Employed by MSA in training role since 2011
• Full time MSA Training Executive since July 2015
• Secretariat to the:
Training Working Group
Clerks and Stewards Working Group
Volunteer Officials Advisory Panel
• MSA Lead Training Instructor
• Member of MSA International Training Team
• Stage Safety Unit Crew Chief
• MSA Licensed Rescue Crew
Alan Page
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• Past Competitor
• Event Organiser – Various disciplines
• Secretary AEMC (Association of Eastern Motor Clubs)
• Club Official (Anglia Motor Sport Club, West Suffolk Motor Club)
• MSA Trainer
Brian Hemmings
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• MSA National A Competition Licence Holder
(39 years & still competing)
• MSA Rally National Timekeeper
• MSA Trainer
• MSA Steward & National A Clerk of the Course
• MSA Clerks & Stewards Working Group Member..
• Chairman of Southern Centre WAMC & Forresters Car Club
• On the organising Committee for three Stage Rallies
• Freelance Timing Technician WRC.
Neil Fuller
Event Programme Morning:
10:00 – 10:15
Introductions
10:15 – 11:15
Main Seminar – Growing and Sustaining your club.
Trainers – News from the TWG / Listening to your views.
11:30 – 12:30
Both groups - Working Together
Afternoon:-
13:30 – 13:45
Main seminar - MSA Update
Trainers Seminar – Developing your training.
13:45 – 16:00
Main seminar – Successfully running an event.
Trainers Seminar – Developing your training.
Event Programme
Growing and sustaining your
club
Regional Development Officer:
Contact details:
See Go Motorsport section on
MSA Website
MSA Club Seminar 2016
S.W.O.T Analysis
• Strengths – what is positive about the club?
• Weaknesses – what could be improved in the
club?
• Opportunities – what simple things can be
done to improve the club?
• Threats – what are potential pitfalls for this
club?
MSA Club Seminar 2016
Membership Offer
• What is ‘value for money’ for your
member?
• What could your club do to help your
member get ‘value for money’?
MSA Club Seminar 2016
WORKING TOGETHER
Introductions –
Who are the Trainers in the room?
Approach / contact?
What is already Available –
Modules
WORKING TOGETHER
Introductions –
Who are the Trainers in the room?
Approach / contact?
What is already Available –
Modules
What Happens next – …discuss……
MSA News
• Financially successful 2015
• Scotland – Motorsport Event Safety Review
recommendations.
• Forestry Commission.
• Rally / Cross Country on line training.
• Road Closure legislation.
• MSA structure – senior staff
• Jonathan Day
• Kate Adamson / John Ryan
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Why? Recommendations following the Scottish Government Review into Motorsport Safety. An identified training need. To upskill all stage-side Marshals to a common standard.
Launch date was 16th January 2016 at Autosport International. Since the launch, 920 individuals have logged in and successfully completed the training. Mandatory now for all newly registering Rally and Cross Country Marshals for 2016. Mandatory for all currently registered marshals prior to receiving their 2017 Marshals Registration card.
MSA Club Seminar 2016
Running an Event
Brian Hemmings & Neil Fuller
With the support of the British Motor Sports Training Trust
MSA Club Seminar 2016
Successfully Running an Event
Aim • To give a basic insight into running a motorsport event • Share ideas across clubs and disciplines • Promote discussion • Share ideas across clubs and disciplines • Identify some possible issues
MSA Club Seminar 2016
Successfully Running an Event
Most importantly for today
•We are both club members and event organisers Neil Fuller • MSA Steward • National A Clerk of the Course • Timekeeper Rally National • MSA National A Competition Licence holder • MSA Trainer
Brian Hemmings • Past Competitor • Club Committee Member • Secretary AEMC • MSA Trainer
MSA Club Seminar 2016
Running an Event
Successful
– How do you measure whether successful? – Met all (or most) of your agreed objectives – Feedback
Do your events have clear objectives?
MSA Club Seminar 2016
Running an Event
Safe
•The likelihood of incidents was kept to a minimum through comprehensive safety planning, the Safety Plan.
• A “comprehensive” plan was in place to cope with any incidents, the Incident Plan.
MSA Club Seminar 2016
Running an Event
Viable •A realistic event was planned in respect of resources, financials and timing •Facilities, organisation, resources etc. should not be overstretched
MSA Club Seminar 2016
Running an Event
Enjoyable – Meets the expectations of all
participants
– Competitors, Officials, Marshals,
Spectators, Traders…….
– Value for Money
– Treated fairly
– “Unhappy people often do not come
back” – likely to spread negative comments
First step - Define the Event
What type of event are you promoting
Described in the Regulations
• What should the event deliver?
• What are basic thoughts?
e.g. Promote Motorsport, Encourage
Newcomers, Make Money etc
MSA Club Seminar 2016
Regulations
• Must define the event clearly and
comprehensively
• Describes the What, Where, When of
the event
MSA Club Seminar 2016
Regulations
• Two components
• Statutory Regulations
• The “Blue Book” (when did you last check)
eg (D) 13.1.4
• Supplementary Regulations • Additional requirements that you are
including in your event
• Discretionary choices where available
• Statutory regulations that are chosen to be
highlighted
MSA Club Seminar 2016
Event Teams
• Discuss within your group what
makes a successful organising
team and list on flip chart paper
• Now in your group identify the
top five points that apply to all
disciplines????
MSA Club Seminar 2016
MSA Club Seminar 2016
Successfully Running an Event
The most important person Working in small groups put these officials in order
of importance. With the most important person at the top
Chief Marshal Safety Officer
MSA Steward Chief Medical Officer
Secretary of the event Clerk of the Course
Entries Secretary Club Stewards
Chief Scrutineer Chief Timekeeper
MSA Club Seminar 2016
Successfully Running an Event
In my opinion the most
important person is………. Top: Secretary of the event
Bottom:
2nd: Clerk of the Course
Accountability
MSA Steward & Club Stewards (Why?)
Bottom Line It’s a TEAM Effort
MSA Club Seminar 2016
Successfully Running an Event
Draw up a time plan 1. Who is going to do what
3. Use meetings to check on progress and answer queries
2. Set a date for completion
4. Everyone is clear of their responsibilities
5. Be wary of ‘cutting and pasting’
MSA Club Seminar 2016
Successfully Running an Event
• Apply for permit using the fixture in the calendar
• At first practical opportunity
• Include Statutory Regulations (if required)
• Forward any specific document reqd. (e.g. test
plans, safety plans)
• Permit issued
• Add fixture(s) to the MSA calendar
As soon as possible in the year – it can be
changed later
MSA “PERMIT” PROCESS
• Run the event
MSA Club Seminar 2016
Successfully Running an Event
• Run Event
• Following event complete and return any
required documents e.g results, reports
etc.
On Line option
• Complete payment of any Event Fees
On line option
MSA “PERMIT” PROCESS
MSA Club Seminar 2016
Successfully Running an Event
On Flip Chart Paper List items of paperwork that you have to complete as;
BEFORE
ON
AFTER
MSA Club Seminar 2016
Successfully Running an Event
On the Day Paperwork
All Senior Officials of the event should have copies of the following
• Regulations
• Final instructions
• Any permits granted (section 33, Landowners permission etc)
• Copies of all Bulletins and Amendments
• An up to date entry list
• The event Insurance
• The event permit
• Time Schedule
• Event format and Risk Assessment
• Safety plan /procedures
• Permission or PR Letter (where appropriate)
• MSA Authorised Routes
• Named Judges of Fact and what they are judging
• Child Safeguarding Contact (See MSA Club Child Safeguarding Policy 2015 appendix 2)
As a minimum those items in blue should also be displayed
On the event official notice board
MSA Club Seminar 2016
Successfully Running an Event
Post Event Paperwork
After the end of the event results will need to go out to your competitors
Deal with any Issues quickly (Public Relations, Landowner)
Return Permit payment within 14 days (prefer online if possible)
& comply with D26.4 (P83) Event Paperwork
Write thank you letters to sponsors and those organisations that have
supported your event
Arrange a date for a de-brief meeting with an agenda
Collate any survey results
Records from your event need to be kept for a minimum of five years (Unless a competitor is under 17)
MSA Club Seminar 2016
Missed opportunities’ Common Mistakes or misunderstandings…….
You apply too late
Officials are not signed on at first opportunity.
Regulations do not adequately describe the event
or have omissions or errors
Most up to date forms not used
Latest Signing on sheets not used
No Safety Plans before permit application (Rally Future)
MSA Club Seminar 2016
Successfully Running an Event
Licences
•Why is checking for the correct licence important?
– Its a check for experience and competency
– Its important to ensure the appropriate insurance
cover is in place
The correct grade for the type of event (Year Book P142)
MSA Club Seminar 2016
Successfully Running an Event
Licences
• Why is checking for the correct licence
important?
• Its a check for experience and
competency
• Its important to ensure the appropriate
insurance cover is in place
• The correct grade for the type of event (Year
book P142)
Safety Planning
• Safety and Incident plans include • Before the event
• On the event
• After the event
• Rally Future
• Significant new requirements for stage rallies
to ensure all events work to a common high
standard.
MSA Club Seminar 2016
Successfully Running an Event
Safety Plans
Your Safety Plan describes all the actions to be taken to avoid an incident – “pre planning”
Your Incident Plan is what should happen if an incident does occur – “being prepared”
MSA Club Seminar 2016
Comprehensive - but realistic and understandable
• Be clear on roles and responsibilities
Your plan is USELESS unless it has been read and understood
Successfully Running an Event
MSA Club Seminar 2016
Successfully Running an Event
The role of your Stewards
• On the day of an event, the Stewards do not run the event, but have a
responsibility for overseeing the entire meeting.
• The Stewards must have no executive duties in connection with the organisation
of a meeting.
• The Stewards ensure that the Clerk of the Course and the organisation team are
running the event to the regulations and the requirements of the MSA .
• The MSA Steward (where appointed) has overriding authority in matters of
safety.
• Stewards of the Meeting also act as the second judicial body at any event, and
are responsible for hearing and adjudicating upon any appeal against a decision
by the Clerk of the Course or other event Official. Full copy on your memory stick
MSA Club Seminar 2016
Successfully Running an Event
Choosing your Club Stewards
Points to consider when appointing Club Stewards
Should not be related to any other officials or any of the competitors.
At least one of the Club Stewards should be a person whose motor sporting
activity is not confined to your club alone and who is not an Official of your club.
Should have good knowledge of both the event and MSA regulations.
Should have appropriate experience in running events.
Should be aware that they must not interfere with the running of the event except
in matters of safety.
Change your Club Stewards regularly (often friends of CofC).
MSA Safety Signage has
changed in recent years
Artwork is now available from the
MSA Website to support
“Local Sourcing”
MSA Club Seminar 2016
Successfully Running an Event
MSA Club Seminar 2016
Current Safety Signs
Used for Awareness on ALL
access routes to competitive
areas
Used to designate ANY area
where non event officials /
personnel are not allowed access
“Notice A” “Notice B”
Successfully Running an Event
MSA Club Seminar 2016
Current Safety Signs
Used for Awareness on ALL
access routes to competitive
areas
Stage Rally Specific Version
“Notice C”
MSA Club Seminar 2016
Successfully Running an Event
Viable The planned event is within the available:
• Budget
• Experience levels within the organising team
• Resources, people and equipment
• Constraints of your venue
MSA Club Seminars 2016
Successfully Running an Event
Enjoyment •Will always be subjective – Everyone has different
views and standards
•Hard to measure or predict but very important
•All groups need to be thought about; Competitors,
Officials, Marshals, Spectators, Traders…..
•Values that you should apply include:
• Social Requirements
• Value for money
• Being treated fairly
•Seek Feedback
MSA Club Seminar 2016
Working in teams
For each of the following scenarios list
what actions should be taken
5 mins per scenario
Each team to respond
Overcoming Difficulties
MSA Club Seminar 2016
The Steward has not
arrived at your event.
Operational A
Overcoming Difficulties
MSA Club Seminar 2016
The Rescue / Recovery Unit
(or any essential event
support vehicle) is not
available
(or becomes unavailable)
at your event. Operational B
Overcoming Difficulties
MSA Club Seminar 2016
An incorrect
competition licence is
presented at signing on.
Procedural C
Overcoming Difficulties
MSA Club Seminar 2016
Procedural D
The Chief Marshal has
reported a concern
about the number of
available marshals on
the day of your event.
Overcoming Difficulties
Things Easily Forgotten
• Publish Safety and Incident Plans to ALL
relevant parties BEFORE the event
MSA Club Seminar 2016
Overcoming Difficulties
• Ensure all officials have “Signed On” • Note Organising team can sign on during the “organising”
phase.
• Ensure all aspects of the Club/Event’s Child
Safeguarding Policy are in place
JUDICIAL PROCESS
What to do when the “ISSUES” arise
The MSA Judicial Procedures 2015 booklet is available to guide you through
the procedures. Download it from www.msauk.org
MSA Seminars 2016
• Objective of this Session:-
– Provide an overview of the Judiciary process
• Share understanding within the group
– Create a discussion and share thoughts on
• How to best work within the process
• Best practices
• Potential pitfalls
MSA Seminars 2016
MSA Seminars 2016
• As an organising team
– Plan your event comprehensively
– Choose your Officials & Club Stewards carefully
– Create clear and comprehensive (but
understandable) definition of the event
• Rules, regulations, eligibility, etc. etc.
– Publish the details to all officials
STAGE Zero - PROBLEM AVOIDANCE
MSA Seminars 2016
• As an organising team – Provide an easy point of contact for queries from
competitors
– Work to create an informal resolution whenever possible
• If possible avoid a problem “developing”
• The Clerk of Course will:
– Confirm the basis of the issue and relevant facts
– Reach a decision and provide a clear response to the competitor
STAGE 1 THE PROBLEM EMERGES
MSA Seminars 2016
Breach of
Regulations
Protest an Action
Other
Competitors
Technical
Eligibility
Infringement Organisers
Decision
JUDICIAL PROCESS FLOW - SCHEMATIC OVERVIEW
Potential Causes
1st Action Clerk of Course /Event Officials
2nd Action Stewards of Meeting
Submit
Report to
MSA
Practical
Arrangements
re evidence
Inform Stewards of Meeting
If No Resolution – To Receive Appeal / Protest
Convene Hearing, Review Evidence
Reach Decision and Inform Parties
3rd Action Clerk of Course /Event Officials
If No Resolution - Receive Appeal
Inform Clerk Of MSA National Court
3rd Action MSA National Court
Convene Hearing, Review Evidence
Reach Decision and Inform Parties
Review Evidence,
Reach Decision and
Inform Parties
Who can receive a protest or appeal?
MSA Seminars 2016
Clerk of the Course
Secretary of the Meeting
or their Deputies Page 72 (C)6.2
Along with the appropriate fee Date and Time
At the CofC Disciplinary Hearing
Karting now have a list of mandatory penalties
The reasons for this are: -
MSA Club Seminar 2016
The common goals:
a) To provide consistent application of the rules
b) Work toward educating/guiding the sport
(Remember 50 % of drivers are aged
12 & under)
c) Encourage ‘Fair Play’ & ‘Respect’
(now a MSA campaign)
MSA Club Seminar 2016
MSA Seminars 2016
The Facts
The facts were that there was contact between two vehicles which caused one to be damaged to the point where it had to retire from the event (at a critical point in the Championship cycle).
In relation to the above, as an event secretary/official what would you start to do?
Case Example for discussion
The Protest C5.4 & C5.4.1
The driver of the damaged vehicle (competitor A) protested to the CoC about the driving standard of the driver (competitor B) of the other vehicle involved.
What would you expect to happen next?
What does the CofC now have to do?
MSA Club Seminar 2016
The protest was upheld, with the other driver (competitor B) found guilty of having breached C1.1.5 and given 2 penalty points. The CofC published the decision made, in writing, signed, timed, dated. The receipt of the decision was acknowledged and signed by the competitor.
All well so far?
What is the next course of action open to competitor B and how long does he have?
Case Example for discussion
30 Minutes from the time of notification of the decision appealed
The CofC hears the Protest and Adjudicates
MSA Club Seminar 2016
Case Example for discussion
The Appeal
The driver (competitor B) appealed the Clerk’s decision to the Stewards on the basis of it having been a racing incident. The Stewards convened an Appeal Hearing, interviewed and heard evidence from competitor B. The Stewards upheld the appeal and agreed that the contact was a racing incident. The Stewards published the
decision made, in writing, signed, timed, dated.
Appeal C6.2 to the Stewards of the meeting
All well so far?
MSA Club Seminar 2016
Case Example for discussion
Appeal to the National Court Read C7.1 – 7.3
Not unexpectedly, the driver and entrant of the damaged car (competitor A) then pursued an appeal to the National Court that the Stewards had perpetuated a gross miscarriage of justice, being contrary to C6.4
What happened next?
Within 30 Minutes from the time of notification of the decision appealed
MSA Club Seminar 2016
Case Example for discussion
National Court
After considering all the available evidence, the National Court upheld the Steward’s finding that this had been a racing incident. However, the court made no order as to costs, and ordered that the appeal fees are reimbursed because of the ‘unintentional injustice created at the hearing by the Stewards’
What was the National Court finding?
MSA Club Seminar 2016
Where was the mistake made!
In the Stewards Appeal Hearing, a simple ‘process error’.
C6.4 All parties shall be given notice of the Appeal Hearing
The use of the checklist from page 16 of the 2015 Judicial Procedures Guidelines booklet would have prevented this error
MSA Club Seminar 2016
We ALL make mistakes!
To avoid making costly mistakes PLEASE use the Guidelines to MSA Officials Judicial Procedures
For both Event Secretaries and Club Stewards, a copy can be found on your seminar memory stick
MSA Club Seminar 2016
Also on your Memory Sticks Judicial Process Guidelines for Competitors
Checklists for Secretaries & Club Stewards