Pinewood Derby Event Guide

Rules, Policies, and Procedures

Cub Scout Pack 262 Silverado Council

January 7, 2014

Pinewood Derby Event Guide Rules, Policies, and Procedures

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Overview This is a working document of the guidelines, rules, policies and procedures for Cub Scout Pack 262 Pinewood Derby events. The policies and procedures in this document were approved by the Pack Committee January 2013. This is a work in progress and many elements of this document are incomplete. If you would like to contribute feedback or ideas, please send an email message to leadership@cubpack262.com. Parent participation is what makes the pack successful.

Table of Contents Overview ....................................................................................................................................................... 2

Event Detail Outline ...................................................................................................................................... 4

Pinewood Derby Event Management ........................................................................................................... 5

Volunteers ................................................................................................................................................. 5

Pack Announcement and Kit Distribution ..................................................................................................... 5

Car Construction ........................................................................................................................................... 5

Site and Race Track Set Up and Testing (Friday Night) ................................................................................. 5

Logistics ..................................................................................................................................................... 5

Volunteers ................................................................................................................................................. 5

Site Setup .................................................................................................................................................. 5

Track Testing ............................................................................................................................................. 6

Snack Bar Preparation and Set Up ................................................................................................................ 6

Pit Repair Station Set Up ............................................................................................................................... 6

Race Track Operations .................................................................................................................................. 7

Race Entry Submission .................................................................................................................................. 8

Official Entry Rules .................................................................................................................................... 8

Race Track Rules and Procedures ................................................................................................................. 9

Open Track Policy (Qualifying Run) ........................................................................................................... 9

Did Not Finish (DNF) Policy ....................................................................................................................... 9

Crash Policy ............................................................................................................................................. 10

Onsite Repair Policy ................................................................................................................................ 10

Creativity Judging ........................................................................................................................................ 11

Awards and Recognition ............................................................................................................................. 11

References .................................................................................................................................................. 11

Appendix ..................................................................................................................................................... 12

The Purposes of Cub Scouting ................................................................................................................ 12

The 12 Core Values of Cub Scouting ....................................................................................................... 12

Pinewood Derby Event Guide Rules, Policies, and Procedures

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Pinewood Derby Event Guide Rules, Policies, and Procedures

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Event Detail Outline 1. Pinewood Derby Event Management

a. Den Responsibilities (and council) b. Site Reservation (and access for setup and race day) contacts c. Kit Procurement d. Track Operations e. Refreshments f. Event Itinerary g. Communications

2. Pack Announcement and Kit Distribution 3. Car Construction (Entry Rules)

a. Acceptable Supplies and Modifications b. Weights and Measures c. Parent Involvement d. Pack Involvement

4. Snack Bar Preparation and Set Up a. Purpose (profit / not)

5. Track Set Up and Testing a. Logistics (storage, transportation, MUR access) b. Volunteers c. Assembly d. Testing

6. Race Track Operations a. Track Specifications b. Race Management Software c. Hardware Requirements d. Race Officials (Roles)

7. Entry Registration Procedure a. Inspection b. Number Assignment c. Pit Check In

8. Race Track Rules and Procedures a. Rounds and Heats b. Scoring c. Tie Breaking Procedure d. Pit Management Procedures e. Open/Closed Track Policy f. Did Not Finish Policy g. Crash Policy h. Onsite Repair Policy

9. Creativity Judging a. Categories b. Voting c. Tally

10. Awards and Recognition a. Participation Awards b. Creativity Awards c. Race Competition Awards

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Pinewood Derby Event Management Include overview for parents that emphasize the purpose of the event for the boys and the opportunity for the parent to help their boy develop skills and character.

Volunteers The following table shows the expected number of parent volunteers that are needed to successfully conduct the Pinewood Derby.

Track Setup 3-8 (Friday night)

Registration 2 (only before race) Snack Bar 1-2

Master of Ceremonies 1 Start Line 2

Pit Crew 2 Finish Line 2

Software Operator 1 Repair Booth 1

Total: 10-11 parent volunteers recommended

Pack Announcement and Kit Distribution

Car Construction

Site and Race Track Set Up and Testing (Friday Night)

Logistics Transport Track and Gear from Storage to MUR (1 hour)

Track Setup (1 hour)

Tables and Seating (30 minutes)

Decorations (30 minutes)

Track Testing (as needed once the track is up)

Volunteers 3 – 8 Parent volunteers are needed to facilitate setup and testing.

Site Setup Track

Registration Table

Pit Table

Repair Booth Table

Software Operator Table

Snack Bar Table

Audience Seating

Barrier Flag Ropes

Winner Podiums

Signs and Decorations

Ground Tape (Demarcation)

Power Cords and Power Strips

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Track Testing Once the track is set up several cars should be run in different lanes to determine whether there are any issues with the track. Issues should be corrected prior to race day.

Snack Bar Preparation and Set Up

Pit Repair Station Set Up The pit repair station should be set up away from high traffic areas. One or two parent volunteers should be available to man the station, supervising all repairs and usage of the tools and supplies, ensure that fair practices are followed in accordance with the guidelines and policies herein, and provide skill appropriate guidance to the scouts and their parent helpers. The station volunteers should avoid any direct repair work unless dictated by safety, such as if the use of a power drill or modeling knife is required, or when needed to preserve supplies such as when mixing epoxy. In all cases, the station volunteers should encourage the scout to perform age appropriate work, and defer to the parent helper. The following tools and supplies should be available:

Folding Banquet Table (So we don’t have to have a long cafeteria table)

1-2 Folding Chairs for the Repair Staff (So we don’t have to have a long cafeteria bench)

Disposable Vinyl Tablecloth (So we don’t have to clean up graphite off the table)

Extension Cord (For the power drill)

Power Strip (in case we need to daisy chain it, or power multiple tools)

1-2 Power Drills

Various Drill Bits (1/8”, ¼”, 3/8”, ½”)

Small Files

Fine Sandpaper

Hobby Knife

Small Claw Hammer

Pliers

5-minute Epoxy o Paper Plate o Toothpicks o Paper Towels

Duct Tape

Screwdrivers

Some small wood screws (#6 wood screws, ½” and ¾” lengths for attaching weights when glue is not feasible)

Weights

Graphite

Extra Wheels (Prepared)

Extra Axles (Prepared)

Scale (From Registration)

Sharpie (For labeling loaned tools)

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Race Track Operations

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Race Entry Submission The entry rules below describe the standards of car construction, and briefly describe the registration and handling rules. The entry rules should fit on a single page so they can be included on the pinewood derby flyer.

Official Entry Rules (Update Dates Each Year) 1. The pack will provide each scout with an official Pinewood Derby Kit. 2. Each scout should, to the best of their ability, be responsible for all aspects of design and

construction of the race car. A. Parents: Help the scout design and build the car, but don’t design and build the car for the

scout! Remember that this is a great opportunity for the scouts to develop their personal creativity and craftsmanship skills through hands-on experience.

B. Younger scouts may need more direct assistance than older scouts. 3. On the day of the race, all cars must be submitted for and pass inspection to qualify for the race. The

inspection points are as follows: A. The car must have been made during the current scouting year, between September 2012 and

January 2013. B. The width of the car shall not exceed 2 ¾ inches C. The inside wheelbase shall not be less than 2 5/8 inches D. The length of the car shall not exceed 7 inches E. The height of the car shall not exceed 3 inches (from track to top of car) F. The weight of the car shall not exceed 5 ounces G. Axles, Wheels and body wood shall be as provided in the kit H. Axles must be mounted using the kit’s pre-cut axle slots. I. Wheel bearings, washers and bushings are prohibited. J. Wheel tread dimensions must not be altered. Burrs and rough areas may be removed. Tread

may be lightly sanded smooth and level. K. All four car wheels must touch the track and support the vehicle. L. Dry graphite axle lubricant is allowed. No other lubricants are allowed. M. The car shall not ride on any kind or type of springs N. Any details added must be within length, width and weight limits O. The car must be freewheeling, with no starting or propulsion devices. P. No loose materials of any kind (such as lead shot) are allowed in the car

4. Any submission that fails inspection may be modified by the owner and resubmitted for inspection as long as registration is open. A. Any such modifications must be done in a designated area or other area that does not impede

event setup or traffic flow. B. Race officials are not responsible for providing tools or supplies.

5. After passing inspection, each entry will be assigned a number, which the registration official will place on the car.

6. Registered entries will be placed on the pit table by the registration official. A. Car owners/drivers will not be allowed to handle or adjust their entries after registration.

Official Race Day Rules and Procedures will be publicized prior to the event.

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Race Track Rules and Procedures The following policies are designed to promote a fair and fun pinewood derby experience for all scouts of every skill level.

Open Track Policy (Qualifying Run) Scouts will be afforded the opportunity to test their cars on the track prior to checking them in at registration. The purpose of the Open Track Policy is to give scouts the opportunity to verify that their car will cross the finish line. The intent is to allow scouts the chance to make adjustments prior to the start of the race. Without some ability to test their car, a scout wouldn’t know that his car will not cross the finish line until his first heat on race day. The leadership council hopes that this policy will help all the scouts have a fun and exciting derby event. Open track sessions will be publicized through the pack website, and specific email messages leading up to race day. In general, we will plan to have two open track sessions. The first will be the Friday night prior to race day, once the race track is set up, and an adult is available to supervise. The second will be the morning of the race for a couple hours prior to the close of registration. Specifics shall be determined and published by the hosting den. To ensure fairness the following guidelines will be observed during open track sessions:

1) Qualifying Official. An adult helper must be available to supervise all qualifying runs, ensure that the guidelines are observed, and encourage safe behavior of the scouts during the qualifying session.

2) Only the car builder may handle a car. This very important rule is designed to avoid situations where an excited scout grabs another scout’s car and damages it prior to race day. Any violation should be addressed immediately with a warning. A second violation by the same individual should be addressed immediately by having the scout take a nearby seat.

3) Only one car will be allowed to run the track at any time. In the interest of time, a car may be started in an open lane while the previous qualifying car is being picked up at the finish line. However, we specifically do not want scouts (or their parents) gauging how well a given car does against another car.

4) To run a qualifying lap, the scout will be allowed to manually start his car in an open lane. At the qualifying officials direction, the scout will place his car on the designated lane and manually release it (not use the starting gate). Once the car comes to a stop, the scout may retrieve his car. The scout must not push the car, or they may qualify only to find that their car does not cross the finish line on race day.

5) A car qualifies when it successfully crosses the finish line. Once a car has been qualified it may no longer take qualifying runs, and the scout should be encouraged to take it home (Friday night) or check it in at registration (Saturday morning).

6) A scout whose car fails to qualify may, at the discretion of the Qualifying Official, get in line for another qualifying lap. The purpose of this rules is to allow the scout (perhaps with some help) to evaluate his car and identify tuning opportunities.

Did Not Finish (DNF) Policy Any car that does not cross the finish line during a heat is designated as DNF and is assigned 7 points for the heat. The car builder (scout) and parent helper may visit the pit repair station and attempt adjustments that might help the car to finish during its next heat.

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Crash Policy Any car that jumps the track and crashes into another car will take a DNF score of 7 points for the heat, and the heat will be rerun without the offending car. If it is unclear which of the involved cars is at fault, then the heat will be rerun with all the cars.

Onsite Repair Policy Once cars have been registered and checked into the pit area, no further adjustments may be made to the car except under the circumstances below. When a car is eligible to visit the pit repair station, the car builder (scout) and parent helper should both be present along with a member of the pit staff. During repairs, the pit staff member can advise or help the scout and parent helper if invited. The pit staff member will also ensure that only allowable adjustments are made.

A car which suffers damage due to a racing mishap or pit staff handling may visit the pit repair station for field repairs limited to replacing critical parts such as wheels or weights using the tools and materials provided by the pit staff. Cosmetic issues that do not affect the ability of the car to participate in further heats are not allowed, unless the issue may impact other cars during a heat.

A car which does not finish a heat may visit the pit repair station for the purpose of making adjustments to wheels, axles, and weights, which might enable the car to finish subsequent heats. In the event a car is required in two back-to-back heats, the second heat will be delayed 2 minutes to allow the owner some limited time to make adjustments. A car may return to the pit repair station after any heat in which is does not cross the finish line.

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Creativity Judging

Awards and Recognition

References BSA Supplemental Training – How to conduct a pinewood derby http://www.scouting.org/Training/Adult/Supplemental/pinewood.aspx Pack 1203 PWD Rules http://cubscoutpack1203.com/?page_id=514

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Appendix

The Purposes of Cub Scouting (Cub Scout Leader Book) 1. Character Development 2. Spiritual Growth 3. Good Citizenship 4. Sportsmanship and Fitness 5. Family Understanding 6. Respectful Relationships 7. Personal Achievement 8. Friendly Service 9. Fun and Adventure 10. Preparation for Boy Scouts

The 12 Core Values of Cub Scouting (Cub Scout Leader Book) 1. Citizenship 2. Compassion 3. Cooperation 4. Courage 5. Faith 6. Health and fitness 7. Honesty 8. Perseverance 9. Positive attitude 10. Resourcefulness 11. Respect 12. Responsibility