2017 northwest super series technical guide - …€¦ · (clubs with alternative start...

ROUND 1 EAST PILBARA MAY 13 ROUND 2 TOM PRICE JUNE 17 ROUND 3 HEDLAND JULY 22 ROUND 4 KARRATHA AUGUST 26

2017 NORTH WEST SUPER SERIES TECHNICAL GUIDE

CLUB CRITERIA, ENTRANT CRITERIA, COORDINATOR AND DELEGATE ROLES AND RESPONSIBILITIES

Approved by Des MacCormackDate: 24.4.17

Aliesha

Typewritten Text

1 | P a g e Guidelines compiled by North West Management Committee

Table of Contents Club Criteria ................................................................................................................................. 2

Introduction ........................................................................................................................................ 2

Staging ................................................................................................................................................. 3

Starting Gate/Hill ................................................................................................................................ 3

Track .................................................................................................................................................... 3

Lighting ................................................................................................................................................ 4

Finishing Line ....................................................................................................................................... 4

Spectator Area .................................................................................................................................... 4

Toilets .................................................................................................................................................. 4

Canteen ............................................................................................................................................... 5

Car Parking .......................................................................................................................................... 5

Trophy/ Award Presentations ............................................................................................................. 5

Start Times .......................................................................................................................................... 5

Host Club Responsibilities & Information ........................................................................................... 5

Entrants Criteria ........................................................................................................................... 7

Rider Information ................................................................................................................................ 7

Scoring................................................................................................................................................. 9

North West Super Series Management Committee ..................................................................... 11

North West Super Series Management Committee Positions ......................................................... 11

North West Coordinator Roles and Responsibilities......................................................................... 13

North West Delegate Roles and Responsibilities .............................................................................. 14


Club Criteria

Introduction This criteria is designed to provide the best facilities available to host a round of the North West Super Series in Western Australia. It contains information about Host Club responsibilities and sets down a minimum standard for the presentation of the events. Host Clubs are encouraged to enhance the presentation of the event where possible. The ongoing success of the North West Super Series relies on the continued support of spectators, participants, officials, sponsors, volunteers and other stakeholders. As such, it is important to consider the needs and involvement each of these groups will have and for the Host Club to meet those needs accordingly. Please Note If any requirements are unclear you must clarify them with the North West Coordinator prior to acceptance of an event date.

A club accepting to host a North West Super Series event agrees to meet the requirements as stated in this document

The following North West Super Series Technical Guide may be subject to change.

Clubs will be notified of any changes to this document.


Staging (a) Riders assembling area minimum 8 heats of riders.

(b) Minimum of 5 lanes to hold 8 riders (under cover where possible).

(c) Final holding area prior to start gate to hold at least 5 heats of riders and must provide shade

This can be removable so long as it is permanently fixed for the duration of the event, can be shade

tents and or gazebo style structure.

(d) Area to be contained from the public, kept dust free and covered if possible and spectators to be

kept clear

(e) Microphone to be available for stagers to marshall riders into their correct race and gate

positions.

Starting Gate/Hill (a) 8 lanes, each 1 metre wide

(b) The starting hill must be a minimum of 10 metres wide and at least 2 metres above the grade of

the first straight.

(c) The pre-start ramp to be clearly marked into 8 lanes and numbered from 1 to 8. (Pre start ramp

ONLY not on down ramp)

(d) The start gate must be numbered 1-8 on the front and back.

(e) The start gate minimum height will be 500mm and must have non-slip traction at each starting

position.

(f) Provision MUST be made to be able to use the preferred Pro-Gate ram and electrics. Clubs that

have other brands/alternative start ram/electronics must inform NW Coordinator when applying to

host a round of the Super Series. (Clubs with alternative start rams/electronics must have 2 x sets)

(g) Starting gate to have structured cover with suitable material to give all weather protection to 5

gates of riders. Not required if racing at night.

Track As per BMX Australia Track Guidelines – current as of this document (remember these are guidelines set by BMXA and they have listed that these are minimum requirements and are subject to change) http://www.bmxaustralia.com.au/Portals/39/Documents/Policies%20Page/2015%20BMX%20Australia%20Track%20Guidelines%2001.01.15.pdf NOTE: 1. The track shall be measured along its centre line for length. 2. Corners shall be measured from the inner track marking, at 90 degrees, along a straight line of the surface to the outside track marking. 3. Track Inspection to be conducted prior to the event and final inspection to be carried out on morning of event by Level 3 or appointed person.

http://www.bmxaustralia.com.au/Portals/39/Documents/Policies%20Page/2015%20BMX%20Australia%20Track%20Guidelines%2001.01.15.pdf

http://www.bmxaustralia.com.au/Portals/39/Documents/Policies%20Page/2015%20BMX%20Australia%20Track%20Guidelines%2001.01.15.pdf


Lighting (a) Clubs seeking to host an afternoon event should indicate this on their initial Expression of

Interest application as some lighting may be required. (b) Lighting (refer BMXWA lighting Policy) http://www.bmxsportswa.com.au/wp-content/uploads/2010/09/Lighting-Policy.pdf (c) Light meter readings to be taken from the gate to the finish line along the centre of the track at 10m intervals with the acceptable level of no less than 100 lux minimum average readings. (d) Readings to be completed by a BMXWA official or approved delegate.

Finishing Line (a) Last obstacle shall be no closer than 1.5 metres from the down side of last obstacle to finish line.

(b) To be clearly marked by a straight black line on the track 50mm in width, this will be bordered

either side by a 50mm white line.

(c) Finishing order bails to be set up at least 20 metres from the finish line and clearly numbered 1

to 8 and ordered from left to right from the finish line. (Bails only used in manual scoring)

(d) Provide shade, table and 2 x chairs for bails recorders. (Only used in manual scoring)

(e) A room or space must be available for scorers and have power for computers and transponder

equipment (to include minimum 2 x tables, 2 x chairs) Approximate size of 3m x 6m.

(g) Total finish line and administration area to be contained from the public.

(k) Provision must be made for transponder loops. Details of this form part of this criteria.

Spectator Area (a) Total area must be large enough to hold a minimum of 500 people.

(b) Track to be cordoned off from the public 2m from track racing boundary line.

(c) No tents, sun covers or scaffold seating will be allowed within 4 metres of the track boundary

line. Unless behind permanent barricading or structure

(d) Sufficient rubbish bins must be available around the track.

Toilets (a) Toilet facilities must be able to cater for 500 people. Local Shire or City Council will have specific

health criteria requirements for the number of cubicles required. Host club must ensure these

requirements are met.

(b) All toilets must be maintained in a clean and hygienic manner at all times.

(c) If extra toilet facilities are required, use trailer mounted transportable toilets or grouped toilet

cubicles.

http://www.bmxsportswa.com.au/wp-content/uploads/2010/09/Lighting-Policy.pdf


Canteen (a) Catering facilities must be capable of providing a range of quality healthy food and refreshments

for up to 500 people at a reasonable cost.

(b) All facilities MUST meet local Shire or City Council health requirements. Host club must ensure

these requirements are met.

(c) Good quality drinking water must be available for the duration of the event FREE of charge to

riders and spectators. Provide free bottled water to officials and volunteers only. All clubs to have

water available.

Car Parking (a) An area large enough for parking of up to 100 cars at close proximity to the track.

(b) Special clear access must be available at all times for First Aid and canteen vehicles

(c) Provision for ACROD parking to be supplied.

Trophy/ Award Presentations (a) A public address system to be available.

(b) Awards and Prizemoney will be presented approximately 15 minutes after the conclusion of

racing.

(c) Mini Wheelers and Sprockets to be presented at a safe distance but close enough to the finish

line as their last race finishes, with a podium set up nearby for photos of the riders.

Start Times There will be 2 (two) start times, Clubs must nominate start times to host an event as per below when submitting to NW Co-Ordinator and Management Committee. Subject to change on account of extreme weather event only. Morning Start Time: 11am Afternoon Start Time: 2pm Practice times will be confirmed. All practice classes will be separated into time slots.

Host Club Responsibilities & Information


(a) TRACK AVAILABILITY – (i) Event practice times as per nomination form (Online and paper)

(ii) Corner Marshalls, First Aid (subject to change) and Gate Starter

to be provided by Host club for practice sessions.

(iii) All Officials to be supplied by 3 other clubs,

(iiii) NOTE: Track will be inspected prior to the event

(b) FIRST AID – It is the responsibility of the Host Club to supply 4 Senior First Aid officers

An ambulance is preferable to attend, in addition to the above, if possible.

MUST SUPPLY COPIES OF CURRENT FIRST AID CERTIFICATE

Ice for First Aid may be required. Host Club to liaise with provider. Host club to liaise with First Aid

provider regarding food and drink arrangements for First Aid officers.

(c) CANTEEN – Supply a suitable healthy menu. Canteen should offer a range of hot and cold foods

and should include predominantly healthy choices. Sufficient quantities of drinks must be available.

(d) OFFICIALS - Club to arrange delivery of cold water to officials approximately half way through

each moto. If hot weather, possible twice per moto, use discretion.

(e) TRACK – Track maintenance to be completed by volunteers of host club to ensure the track

surface is in a safe condition for racing at all times.

(f) LOGOS – Logos for inclusion on the event nomination form and online form will need to be

submitted to North West Coordinator prior to the event being submitted to BMXWA for approval.

(g) GATE STARTERS – Club must provide suitably qualified gate starters.

(h) PRO/VENDOR SHOPS – Pro/Vendor Shops are the responsibility of the host club and will be

allocated an area where practicable, in close proximity to the track. (Vendor Application must be

completed and submitted to North West Co-Ordinator minimum 4 weeks prior to the event for

approval)

(i) ALCOHOL, SMOKING AND ILLEGAL DRUGS – The consumption of illegal drugs, performance

enhancing or social by riders / parents / spectators at any BMX event is prohibited. The consumption

of alcohol during any BMX event is prohibited and all BMX events are Smoke Free events. (Refer

BMX Sports Western Australia Code of Conduct)

(j) HEALTHY POLICY GUIDELINES – these excerpts have been taken from Heathways Health Policy

Guidelines to assist clubs at events. Further details are available at www.healthway.wa.gov.au

SUN PROTECTION POLICY – Sunscreen (minimum SPF 50+, broad spectrum water resistant) will be

made available to participants and spectators. However, when this is not possible these parties will

be encouraged to bring their own.

FOOD AND CATERING POLICY – Where food is available, healthy alternatives will be offered and

promoted. This includes the provision of foods low in fat, sugar and salt and foods that are high in

fibre with a substantial fruit and vegetable content.

Where drinks are available, healthier alternatives will be readily offered.

This includes drinks with low / no sugar content.

Water will always be provided free of charge. (tap or dispenser)

RAFFLES – Host Clubs may hold raffles at the event

(NO ALCOHOL OR TOBACCO, OR PORNOGRAPHIC Products are to be included)

No Dogs allowed at North West Super Series Events

http://www.healthway.wa.gov.au/


Entrants Criteria

Rider Information The 2017 North West Super Series is open to all licenced BMX riders, which hold current Open, 4 Month, Sprocket & Mini Wheeler memberships. Notwithstanding anything contained in the current UCI BMX Rules and BMX Australia Rule Book the following rules apply to the “North West Super Series 2017”

• Riders must compete in Three (3) out of the Four (4) events, to qualify for the 2017 North

West Super Series.

• A riders overall series placing is determined by the riders best Four (4) results from the series.

• 3 Riders constitute a Class.

• All events will be run as age at 31 Dec 2017 including Sprockets. (Exception Pro Open Classes,

must have attained the age of 14 years to enter)

• Mini Wheelers and Sprockets will be presented with a participation award at each event (after

their final race)

• End of Series Awards will be presented at an Awards Ceremony for:

i) Age Class – Plate and Trophy plus a North West Super Series

ranking 1 –8

ii) Mini Wheeler & Sprockets – Participation Trophy

iii) Money Classes (Pro Open) Trophy 1-3

Event Awards will be accumulative series style Trophy/Plaque supplied by North West Management Committee

1. All riders shall remain in the same class for the entire season. Exception to this rule:

When there is no class for the rider and he/she rides up a class; when more than one class is combined to create a subscribed class; or for females who race with the males. The points scored will be carried over to correct age class for rider (ie. if rider comes third then the points scored will be carried over).

2. There will be four (4) events, one in each club, Tom Price, Hedland, East Pilbara and Karratha.

3. “Pro Open” money class is open to all riders who have reached 14 years of age at the time of

the event, for both male and female. Pro Open riders may enter a second class, in the interest

of fairness to all competitors will be required to participate in all semi-finals and finals at each

race meeting.

4. It will be the responsibility of The North West Management Committee to arrange scoring. BMX approved computer scoring program must be used for all North West Super Series

events. (“BMX Event Manager” by Lyndon Downing) in conjunction with the MyLaps

Transponder system.


5. In the event of no electronic scoring system (due to failure/breakdown or other) all scoring

will revert to manual scoring.

6. These regulations and guidelines form part of the event nominations. Further supplementary regulations deemed appropriate will be published no later than 14 days prior to the event and

are to be attached to the event nomination forms and available with the online nominations.

7. As this series will be scored using MyLaps Transponder Systems, all riders are required to have a transponder (as hired and allocated or owned) (exception Sprockets and Mini Wheelers do

not require transponders) affixed to the front right hand fork as close to the wheel axle as

practical. It will be the rider’s sole responsibility to ensure that the CORRECT transponder is

affixed to their bike. Failure to adhere to this will result in the rider not being credited with

having competed in the race. Any rider who starts in a heat without a transponder or active

transponder shall be scored as “Did Not Finish” (DNF).

• ALL Riders will need to attend registration at each event. If a rider does not attend registration their entry will be removed from the event. A rider must be scored in at least 1 moto in order to use an event as a qualifier. Riders with DNS (did not start) in all moto results (0) will not be included as a qualifier.

• A rider that has been assigned a hire transponder will then be required to attend the

Transponder collection and fitting station. There will be assistance available for those that require it. Once the transponder is fitted to the bike the rider must pass over the detection

loop to verify that the transponder is in working order and has been assigned correctly.

• ALL hire transponders are to be returned at the end of each event. Failure to return the hire transponder will incur a charge equal to the purchase price of a new transponder ($150 each)

• A collection station will be set up to return transponders for those riders not participating in the finals.

• In the event of a rider owning their own transponder they are still required to attend

registration. It is recommended that they still attend the fitting station and pass over the detection loop to verify that the transponder details are correct.

• If a rider has changed their bike for whatever reason they need to fit the allocated

transponder to that bike. If a bike is shared then the scorers must be notified in sufficient

time for the details to be amended prior to them competing in the next race.

8. Riders entering an event and are injured during practice and unable to complete the race will

be scored as a (did not finish) DNF. Parent or Guardian is to advise scoring before leaving the event venue. Final approval for the DNF of an injured rider during practice, will be required

by the Chief Commissaire on the day.

9. There are NO DOGS ALLOWED at North West Super Series events.


Scoring

• Riders will be scored 1 – 8, according to their position crossing the finish line.

• If a nominated competitor does not start in their moto, then the race sheet will be marked

“CR” (Credit) for the 1st instance then further did not starts will be marked “DNS”. Riders with

two consecutive “DNS” results are not eligible to transfer to the next stage of racing. DNS scores last place plus 2 points.

• If a rider starts but does not finish in a race, then the race sheet is marked “DNF” (did not finish) for that moto. “DNF” will score equal to the number of riders who started in the moto

(last place points).

• If transponders are used, any rider who starts in a heat without a transponder or active

transponder shall be scored as “Did Not Finish” (DNF).

• A rider must be scored in at least 1 moto in order to use an event as a qualifier. Riders with

DNS results will not be included as a qualifier. Any rider that does not register by the allocated

time will be removed from the start list for the day. A rider may not register or have someone

else register for them, knowing they are not going to ride. You must start in at least one race

at the event to qualify.

• The results for any semi-finals held, must be entered onto the scoring sheet as riders who race

in any semi-final will have that result added to their scores when the results are compiled for

the North West Super Series.

• When using electronic timing, any run offs will be determined by a count back from the 5th

moto back to the 1st moto. If riders are unable to be separated by this method the rider/s will

be placed using the 5th moto race times.

• All Nomination Forms, Race Result / Run Sheets, Moto Draw Sheets will remain the property

of North West Management Committee.

Series Scores will be as follows Consolation Final will score

1st 50 Points 1st 34 Points

2nd 48 Points 2nd 32 Points

3rd 46 Points 3rd 30 Points

4th 44 Points 4th 28 Points





i) Points will be awarded for all motos (including semi-finals and finals).


ii) In a class with an extra moto, points in the series for the 4th moto will be allocated for

the overall placing and not the position finished in the 4th moto as per example below highlighted in red.

NAME OVERALL

PLACE FOR DAY

M-PTS M 1 M 2 M 3 M 4

Joshua

COOKE

1

50 6

2nd

48

1st

50

1st

50

2nd

Reece

BARWICK

2 48 10

1st

50

4th

44

4th

44

1st

Carter

MIDDLETON

3 46 12

4th

44

3rd

46

2nd

48

3rd

Tremayne

WILLIAMSON

4 44 13

3rd

46

2nd

48

3rd

46

5th

Sunni BONE 5 42

19 5th

42

5th

42

5th

42

4th

Brandon

EDNEY

6 40 24

6th

40

6th

40

6th

40

6th

iii) A rider who qualifies shall only count their best 4 (Four) results towards the Super Series. In the event of a tie the riders overall positions will be decided by count back.


North West Super Series Management Committee

North West Super Series Management Committee Positions Event Management Committee of North West Super Series to consist of: North West Coordinator

1 x North West Co-ordinator (1 Year Term)

Expressions of Interest are to be sent out at the end of event calendar, (one representative from each club) to be compiled and distributed to clubs. Delegates then to vote at the end of year meeting. To be voted by ALL 4 Clubs

Coordinator shall not be a club delegate. Coordinator will not vote unless in event of

majority NOT being achieved

Coordinator and delegates Must be able to make unbiased decisions, regardless of which club they belong too.

Delegates

2 x Delegates/Representatives from each Club. Allowing for support in absence /

holidays. 1 main person and 1 to attend in the absence of the first.

Delegates attending meetings will be entitled to ONE vote per club only.

Can be any elected current member of the participating club.

The delegates roll is to act on behalf of their own club at meetings and via email. The delegate must submit the wishes of his/her own club at the time if a vote is to be conducted. Delegates to be appointed before the end of the calendar year. Delegates MUST be fully aware of club’s direction. Meetings requiring votes will have all information submitted prior to the specific meeting Voting is in real time (You cannot go away and come back with a decision)

BMX Sports Western Australia

(For approval of events ONLY not running)

North West Coordinator

(Point of contact for all NW Series)

North West Delegates

(Club Contact for all NW Series)

Club Committee


Event Date/Calendar Setting

All race dates are set by the North West Management Committee (NWSS

Coordinator and NW Series delegates) Approval is sanctioned by BMXWA as the

governing body.

Where possible the North West Management Committee will ensure each event

prevents clashes or overlay with festivals or other sporting events in the area.

Nomination forms submitted at least 8 weeks prior to first event to BMXWA for

approval for all rounds with practice / start times included.

Sanctioning guidelines as set out in BMXA rule book.

North West Super Series Meetings

Initial North West Management Committee meeting to be conducted at conclusion

of last round (or) following years Coordinator and Delegate appointments.

Following meetings are to be held as required or minimum each round. All meetings

are to be minuted. (North West is not an Incorporated Association and therefore

does not require an AGM)

Majority vote shall be deciding factor and once formalised shall be complied within

all clubs. Northwest Super Series Committee will only make decisions in regards to

the North West Super Series. All decisions are binding and to be communicated to

all clubs via each respective delegate.

North West Coordinator is the main point of contact. All information and questions

are to be directed through the North West Coordinator.

North West Coordinator to ensure all relevant contact details, phone and email are

provided and available on all correspondence, so if any queries about event by

clubs/ riders/parents arise they can be contacted.

Officials

A level 3 Official shall be appointed as Chief Commissarie by BMXWA to officiate all

North West Super Series rounds.

The Chief Commissarie will hold an officials meeting prior to the gate dropping at

each round.

Time of meeting to be confirmed and communicated by the North West Coordinator in conjunction with the Chief Commissaire, and to be held at a suitable time for all to attend. Club President of host club – may also wish to hold a meeting prior to the event starting and can address the riders at this time. (Time to be confirmed and communicated to riders by NW Coordinator) All officials to be supplied from 3 x other clubs not hosting the event as host club has enough to do on the day. Volunteer Officials registration is to be available and submitted online.

Each round to be coordinated by the North West Super Series Coordinator and be

the first point of contact for each round. The Coordinator will work with appointed

Level 3 official and club delegates to ensure each round is managed according to all

relevant guidelines as provided by governing body.

Practice Times agreed and published at time of nomination paperwork

First Aid officers must be present for practice.


Practice is to run in manageable group sizes to ensure safety of all riders. Mini

Wheelers and Sprockets to be kept separate from age class riders.

CHIEF COMMISSAIRES DECISION IS FINAL AND

BINDING AT ALL EVENTS

North West Coordinator Roles and Responsibilities The NW coordinator is voted by ALL participating clubs, within the North West and via North West delegates. Nominations from each club, via delegates will be called for prior to the end of each event calendar year. In the event current coordinator wishes to re nominate, all nominations must go to an independent party decided prior to submitting votes. This person will have control over receiving and counting of votes by Northwest club delegates and hold voting results in strict confidence until end of year meeting. The North West Coordinator cannot be a delegate, this is a separate role.

“The successful person MUST be able to make an unbiased decision regardless of which club they are associated with”

The Coordinator will oversee the entire North West Super Series for the calendar year, and will be responsible for the following: Financial Management

Maintain bank account (currently Westpac)

Manage debtors and creditors

Maintain financial ledger (reconciliation) Communications

Communicate with club delegates as FIRST point of contact for all enquiries concerning North West Super Series in a timely manner.

Liaise between BMXWA and NW clubs.

Collaborate with the Event management team to ensure all events are built to NW specifications. (This includes online event setup, registration, scoring and rules associated with and pertaining to the level of event)

Liaise with appointed Level 3 Official to ensure all events are run in accordance within the ARA rule book and the supplementary guidelines as stipulated in the technical guidelines.

Facilitate all NWSS committee meetings with minutes deliverable to delegates. Document Control

Nomination Forms for each round –In conjunction with the event management team, compile and submit to BMXWA. Paper nomination must reflect all classes, monies and trophies especially under the junior sports policy.

Volunteer Schedule for each round. Creation and distribution. Assisting in filling roles as necessary. Unless done online.

Creation and distribution - Program and Newsletter; including printing, upload to social media and BMX website(s)


Notification of any guideline changes/ updates and updating the Series document to reflect such changes.

Sponsorship

Actively seek sponsorship for the entire series on behalf of each participating club, with their express permission.

Liaise with club delegates in sponsorship for individual clubs when needed.

Maintain documentation in reference to sponsorship.

Promote sponsors business via radio, print, social media and commentary.

Obtain sponsor gifts/ trophy in appreciation of sponsorship.

Miscellaneous

Accommodate all equipment as purchased by the North West Super Series Committee for the execution of NWSS events. Maintain such equipment.

Organise and hire equipment as needed to run NW Events. ie. Transponder hire

Initiate Design process and obtain NW plates (for bikes), Series plates (presentation) and Jerseys.

Procure all medals and Trophies.

Coordinate presentation at end of the Series in conjunction with the Host club delegate.

North West Co-Ordinator to source and supply medals/trophy samples, North West

Committee to select.

North West Delegate Roles and Responsibilities

The Club Delegate can be ANY financial member of the Club so long as that person has been voted by their club as the representative. Should this person leave the position another must be voted in by the club and this information forwarded to the Coordinator in a timely manner.

1. To liaise between their club and the Coordinator in a professional and polite manner.

Present the Club ideas

When votes are required, information will be given prior by the coordinator for the delegate

to ascertain the clubs view so a vote can be submitted promptly.

To be aware of the clubs direction and be able to input at discussions.

2. To vote on behalf of their club. Voting is a majority rule. Voting is to be in the best interest

of ALL riders/clubs participating in the NWSS. Voting is in real time.

3. Assist the coordinator in administering the event for their clubs assigned round.

Promote the event in a positive light and encourage participation by all.

Organise the Ambulance and 4 first aid people in the event the ambulance is called away.

Fill the volunteers list as given by the coordinator

Seek sponsorship for their club to contribute to the NWSS in conjunction with the

Coordinator. Club level funding excluded.

Organise any hire equipment as set out in guidelines


Ensure the facility meets all requirements as set out in guidelines

4. Information /Queries/ Questions to be communicated as per the below

Club Delegate NW Management Committee

Coordinator BMXWA

and

BMXWA Coordinator NW Management Committee Delegate Club

This must be maintained so all information is correct and clear.