We are still looking for people to be responsible for the agenda items of Cup and Provincial Races and Marathon Races. Also, if anyone would like any other agenda items to list please let me know.
New Meeting Items:
- Canada Cup - The Junk Yard Dogs have expressed interest in working towards a Canada Cup bid. This would require a lot of work from this club, the committee, and possibly other clubs.
- Race and Event bid and/or application system. We need to create a detailed application system to ensure that all sanctioned races and events meet the standards, rules and regulations of the MCA.
An issue had come to light regarding this weekend's race at Falcon Ridge. You may have noticed that they are only charging $20 and $30 for the race this weekend. The reason for this is that all the documentation that is currently on the MCA site indicates that these are the costs that an organizer needs to charge for a race - this is our fault for not making these changes. As you know, earlier this year we decided to put a $2 levy on the Cup races and the Provincials to assist the costs incurred by the committee; this resulted in the decision to raise the fees for Cup races and Provincials to $25 and $35. What failed to happen following that decision was to change the appropriate documents to reflect those changes. We did announce the changes and the information was available on the website, but the appropriate documents were not changed. Further, the organizers need to participate in the meetings and it is imperative that they do so if they want to sponsor races. For this race we will waive the levy fees; it would be unfair for the organizer to pay levy fees if they did not charge enough to cover that cost. we will ask the the organizer to pay the levy if they have made enough money to cover this cost.
It is important the committee supports the clubs and organizers in their efforts to create and host events, it is also important for the clubs and organizers to support the MCA and its committees in their work by participating in the meetings. Here are the actions that we should consider
ACTIONS:
- Waive the levy fees for the race at Falcon Ridge unless they have collected enough money to cover those costs without losing money.
- Use the attached action checklist regarding all committee decisions and actions
- Create an application system for future mountain bike races and events that included the following items: detailed application form, emergency action plan, publicity form requesting posters, registration, waiver, and MCA website announcement.
- Have clubs or organizers submit a deposit before they are awarded a race.
- Create a timeline for submission of application forms.
- Have all applications reviewed by the mountain bike committee and commissaires prior to awarding of race or event to club.
- ONLY those who have the "Organizer" designation on their MCA license will be allowed to organize or make a bid for a race or event.
- All clubs and organizations that are putting on race or events are required to attend MCA mountain bike committee meetings - consistent failure to attend these meeting may result in the club or organization being precluded from holding a race or event.
- Create a first draft of the action or decision and circulate to the committee for consideration and revisions. Circulate for 3 days. Make changes and create a final draft
- If needed and as required, inform the MCA Board of decision or action.
- If needed or required await decision from MCA Board on decision and action
- Publish action or decision on MCA website and the MCA Mountain Bike Committee Blog.
- If decision or action results in the need for changes to existing documents, policies and procedures.
Please let me know if you need to have your permissions resent so you can participate in these discussions.
2 comments:
I don't really understand the "Have all clubs submit a deposit before awarding a race".
Is this deposit to guarantee something? Do you only get part back if things aren't done correctly?
Like say, the course was marked late, and poorly? The food? What?
I also don't know where you get organizer on your license, and don't know if I want that anyways.. We hope to have someone different take control each year out here (or every 2nd year if we have the race every 2nd), so they wouldn't be considered organizer.
Also, should we be thinking of what type of races we will be holding next year? One marathon a month counting towards points? Or stick to what has been happening?
I am hoping that we will have a contract/bid system in place for next year - the deposit system certainly requires some consideration and has merit.
The organizer designation is something the MCA required a person to have in order to put on a race. It was there to ensure the club or organization putting on the race had someone who knows what is involved in putting on a race or event. I would like to see this remain, that way we know we are dealing with someone who understands all the ins and outs of putting on a race - that person can delegate others in their organization to complete various tasks.
I would also like to add a marathon or two to the points system - maybe have overall Cup points include 3 out of 4/5 Cup races and 1 out of 3/4 marathon races, maybe even throw in a point to point race (they are very interested in becoming a part of the calendar).
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