MSA Unlicensed Officials / Training Instructors Seminars 2016 - - PowerPoint PPT Presentation

MSA Unlicensed Officials / Training Instructors Seminars 2016

With the support of the British Motor Sports Training Trust

Alan Page

Training Executive alan.page@msauk.org

MSA Officials Seminars 2015

Welcome & Introduction

Presenters

Housekeeping arrangements

5

• 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

6

• 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

7

• 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

8

Regional Development Officer(s) MSA Training Working Group Representative

Welcome & Introduction

Presenters

Housekeeping arrangements

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

MSA Club Seminar 2016

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

What is already Available –

What is already Available –

WORKING TOGETHER

Introductions –

Who are the Trainers in the room? Approach / contact?

What is already Available –

Modules

What Happens next –

…discuss……

MSA Update

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

25

The MSA Rally and Cross Country On Line Training Package

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.

Introductory page

Welcome page Modules and Assessments

Typical module layout

Typical assessment module layout

Thank you for attending!

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

Exercise

In teams take 5 minutes to list what makes a “Good” event.

MSA Club Seminar 2016

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
• verstretched

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

MSA Club Seminars 2016

Running an Event

Successful Safe Viable Enjoyable

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

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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

• f 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

• r 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)

MSA Club Seminar 2016

Successfully Running an Event

Licences

Document date

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
• f 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

Overcoming Difficulties

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

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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

MSA Club Seminar 2016

Successfully Running an Event

Any Questions?

MSA Club Seminar 2016

Thank you for your attention

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

• r 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

• f 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 Club Seminar 2016

Are you using this form ? If Not – is there a reason ?

MSA Club Seminar 2016

Similar forms are available for other disciplines

MSA Seminars 2016

The Facts

The facts were that there was contact between two vehicles which caused

• ne 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

• f having breached C1.1.5 and given 2 penalty points. The CofC

published the decision made, in writing, signed, timed, dated. The receipt

• f 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

• f 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
• rdered 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

We ALL make mistakes!

Speak to or Phone a Friend!

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Also on your Memory Sticks

Judicial Process Guidelines for Competitors Checklists for Secretaries & Club Stewards

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• REFERENCES

– JUDICIAL PROCEDURES ‘Guidelines to MSA Officials 2015’ – MSA Yearbook

• Appendix 4 Overall Description
• Judicial (C)

– MSA Seminar Memory Stick

• Guidance to Competitors
• Checklist Forms for Club Steward

INFORMATION SOURCES Any Questions?