msa training instructors seminars -...

MSA

Unlicensed Officials /

Training Instructors Seminars

2016

With the support of the British Motor Sports Training Trust

Alan Page Training Executive

[email protected]

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


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?


Membership Offer

• What is ‘value for money’ for your

member?

• What could your club do to help your

member get ‘value for money’?


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?


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!


Running an Event

Brian Hemmings & Neil Fuller

With the support of the British Motor Sports Training Trust


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



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.



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?


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.


Running an Event

Viable •A realistic event was planned in respect of resources, financials and timing •Facilities, organisation, resources etc. should not be overstretched


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


Regulations

• Must define the event clearly and

comprehensively

• Describes the What, Where, When of

the event


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


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????




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



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



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’



• 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



• 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



On Flip Chart Paper List items of paperwork that you have to complete as;

BEFORE

ON

AFTER



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



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)


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)



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)



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)



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.



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”


Comprehensive - but realistic and understandable

• Be clear on roles and responsibilities

Your plan is USELESS unless it has been read and understood




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



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”




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”



Current Safety Signs

Used for Awareness on ALL

access routes to competitive

areas

Stage Rally Specific Version

“Notice C”



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


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


Overcoming Difficulties


Working in teams

For each of the following scenarios list

what actions should be taken

5 mins per scenario

Each team to respond



The Steward has not

arrived at your event.

Operational A



The Rescue / Recovery Unit

(or any essential event

support vehicle) is not

available

(or becomes unavailable)

at your event. Operational B



An incorrect

competition licence is

presented at signing on.

Procedural C



Procedural D

The Chief Marshal has

reported a concern

about the number of

available marshals on

the day of your event.


Things Easily Forgotten

• Publish Safety and Incident Plans to ALL

relevant parties BEFORE the event



• 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



Any Questions?


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

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: -


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)



Are you using this form ?

If Not – is there a reason ?


Similar forms are available for other disciplines

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?


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?


30 Minutes from the time of notification of the decision appealed

The CofC hears the Protest and Adjudicates



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?



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



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?


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


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


We ALL make mistakes!

Speak to or Phone a Friend!


Also on your Memory Sticks Judicial Process Guidelines for Competitors

Checklists for Secretaries & Club Stewards


• 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?

msa training instructors seminars -...

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