February Meeting Minutes

Manitoba Mountain Bike Committee Minutes
February 10, 2009
Board Room, Sport Manitoba
7:00 – 9:00

Present: Greg Sherwin (Brandon Bike Club), Dale Cramer (Junk Yard Dogs), Kevin Braun (Tinker), Shawn Zayec (Alter Ego), Tim Loewen (KOM), Gord Buhr (Body Driven), David Dorning (Woodcock), Rob Nagy (Woodcock), Ron Brown (MCA Exec. Director), Hal Loewen (MTB Coordinator)

Regrets: Tomek Jasiakiewicz (Olympia)

Discussion:

• The Mountain Bike Committee has supported the use of Karelo as way for cyclists to register for the Manitoba Cup series and Provincials.
• A new fee structure was discussed in conjunction with the decision to use Karelo: cyclists can register for the series, including the Provincials, a total of 6 races, for $125. Individual races will cost $25 for pre-registration and $35 for same day registration – pre-registration will save an individual $25.
• The $5 increase accommodates the Karelo surcharge and $2 levy which will go back to the Mountain Bike Committee to help cover its expenses
• The committee decided to keep the quad (it considered selling it to help reduce costs) as it was seen as an essential piece of equipment for trail development and a first aid vehicle
• The committee is developing a race organizer’s manual based on the Alberta organizer’s manual. The manual will be mountain bike specific and should be ready for first review by the next meeting.
• The committee accepted the $40 novice license and will create a novice category.
• All first time racers must race their first race in the novice category, after that they will be moved into an appropriate category or stay in the novice category until their skills, abilities and lap times allow them to move up.
• The MTB committee might run the provincial race; it was seen as a way to raise funds for the committee.
• The committee discussed the marathon category for mountain bike racing. It will come up with a set of rules and guidelines that will meet the obligations of the organization, the insurer, and the larger governing bodies.
• The Spruce Woods venue was discussed as a possible race location and it was decided it needs to be explored further as a possible race venue.
• The committee discussed elements and features it would like to see on the MCA website – work will continue on this item.
• 10 cyclists were identified as having improved their skills, abilities, and lap times and will be asked to move to a more competitive category. A letter was tabled at the meeting that will be used to ask riders to consider moving up to that higher category.
• An idea was presented to provide KOM coaches at MTB races to take kids out for rides during adult races thereby giving parents a chance to race while their kids are out riding with coaches. This idea will explored further and will be up to the race organizers to plan.
• A vote to select a chief commissaire was held, the successful candidate will be approached and will hopefully accept the position this week.
• The commissaire course will be held March 20-21.
• The committee is looking to use the MCA van and trailer to help transport racers to those races which are of a greater distance – this will be only possible if it is not being used by the provincial team
• Sponsorship was discussed. The committee wants to make sure that its efforts, and the efforts of the other disciplines and the MCA are coordinated so not as to irritate potential sponsors by being approached by multiple cycling representatives.

Recommendations to the Board:

1. That, MCA members be able to use the Karelo registration system to register for the MTB Cup Series and Provincials.
2. That, race fees for Cup races and Provincials be raised to $25 for online and pre-registration, and $35 for same day registration. Also, those MCA members can register for the Cup series and Provincials for $125.
3. That, Manitoba cycling clubs be able to use the Karelo registration system to allow MCA members to pay individual club fees.
4. That, for mountain biking, there is the creation of the Novice category (previously called the Citizen category). This category will be reserved for first time racers who have purchased the $40 introductory license.
5. All first-time racers must race in the Novice category for their first race; they will stay in that category for the first year unless they demonstrate skills and abilities that are better suited to a higher category – such riders will be allowed to move up when they have purchased the full race license.
6. That, the quad and trailer be kept and maintained for trail building and race safety purposes.
7. There be the creation of a mountain bike specific page on the MCA website.

Actions:

1. Hal to take recommendations to the Board
2. Gord B to begin work on MCA Mountain Bike Organizer’s Manual
3. Ron to tabulate votes for MTB chief commissaire and then Hal will contact candidates to ask them to accept the position of chief commissaire;
4. Ron to investigate who funds would be transferred from Karelo to clubs (race fees and memberships).
5. Hal to contact riders identified to have demonstrated the lap times, skills and abilities and ask them to move up to next competitive category.
6. Shawn Z to collect examples of and information on Marathon races that could be used for Manitoba races
7. All – to send ideas of elements they wish to see on a MCA mountain bike page.

February 10th meeting Agenda Items - Backgound Materials and Information

Website

• Possible further developments of the MCA website could see the creation of a mountain bike page or hub, what sort of features would you like to see on this page?
  

Race Standards

• One goal for the Mountain Bike committee and the MCA is to make the race experience for all racers the best possible experience possible; one way to achieve that goal is to promote certain standards for all cup races and provincials, including: venue development, standardized race fees, reporting of results, and consistency in expectations of prizing and food provided. What would you like to see in these or other standards?
  

Organizer's Manual

• To help race organizers put on high quality races I would like to see the a new and very thorough race organizers manual, the Alberta race organizer's manual is a very good example of this; do we adapt this manual to suit Manitoba races and events?

Moving riders to appropriate categories

• 8 riders have been identified as having the ability to move from Sport to Comp class, as a committee we will review the riders who will be requested to move up to the next category
  

Commissaries

• We need to select a new chief commissaire, a list of eligible candidates will be forwarded to you by email, from this list we will rank the potential candidates by secret ballot at the meeting (out of town committee memebers can respond by email in confidence)
• Commissaire training is scheduled for March 20th-22nd
• We need to develop a policy defining what consitutes a race and what consitutes an event, and if commissaires are required for both.
  

Spruce Woods

• Rob Nagy received an email about some interest in the Spruce Woods as a possible race venue. This would involve trail development and negotiantion with the Parks people (some inital contact has been made and there is interest in this happening).
• Do we invite IMBA trail crew in for a seminar? This has to be self sustaining so we could invite a number of clubs to participate and cover the costs.
  

Race schedule review

• A review of the final schedule (I believe a couple of changes need to be made already).
  

Marathon races

• We need to define what a mountain bike XCM (cross country marathon) is and how our races and venues adhere to the rules so these are sanctioned races on our calendar.
• Here are the some of the facts that we know: the UCI states that marathon races can not cover the same course more than once and that it adheres to both a minimum and maximum distance; the UCI also states that national federations may grant special exceptions for races or particular events run in its own country, which may allow us some leeway; the CCA does not cover marathon races in its document so there is no guideance there; our insurer will insure us for races as long as we have rules and officials in place and we are happy with those rules.
  

Race levies

• In an effort to reduce expenses it was suggested that we could apply a minimal race levy for each cup race and the provincial race. The money from this levy would go directly back to the MTB committee to cover costs incured by this committee. Opinions?

Novice license

• A $40 novice license will be insituted. The following rules have been suggested: citizen race categories will not qualify to collect provincial cup series, or upgrade points; you may not obtain a Manitoba Citizen race license if you have previously held a UCI race license at any level of competition; in order to race for a Provincial Championship, the rider must be fully licensed with a UCI race license (i.e. citizen license does not qualify); citizen racers may be requested to move up in category if requested by MB Chief Commissaire in discussion with either Mountain Bike Committee chairs (difference in cost of license upgrade is required to be paid). We will go over these rules of the license.

KOM rides during races

• Shawn Zayac has a suggestion for leading KOM on rides while parents are participating in races. We'll present this in fuller detail at the meeting and discuss further.

Race promotion poster

• The MTB poster will be presented to advertise the upcoming season.

Agenda items from last meeting

• Ron to explore the cost of using Karelo for online registration
• Hal to post equipment list
• Hal to present tentative race schedule to joint Mountain/Road meeting
• Hal to coordinate the updating of the Mountain Bike Organizer’s manual
• Ron to contact Dave Benson about the running of commissaire courses

meeting updates

A few updates from recent meetings.

From the race setting meeting:

• The MTB calendar (see calendar on right) has been set. I don't think it is set in stone, more like clay, but at least you now have an idea what is being proposed for the upcoming season. Please note that Asessippi race might not be held at Asessippi, Alter Ego is still exploring the feasibility of that location.
• Standards for running both Mountain and Road races were discussed at the meeting. The goal being set by the MCA is that all races would be of the highest quality and consistency. Discussed at meeting were entry fees, the development of new venues, reporting of results, consistency in both food and prizing. Items related to these standards will be discussed in detail at the next few meetings.

From the last Board meeting:

• Muddy Waters is planning a larger event this year; starting and finishing at the Forks (tentative). They would like more of the mountain bike community to participate in this event.
• There was discussion about implementing a race registration levy on Cup and Provincial races. The money raised from the Levy is to go to the respective committees to fund projects and cover costs. The amount of the levy is to be minimal and may be offset by efforts to reduce the other costs, i.e. medics (the MCA is trying to find a way to supply medics for races - whether the costs can be reduced remains to be seen).
• A first-time citizen's license will be implemented this year; cost to be $40 (tentative).
• The use of online registration was discussed and recommended. There will be further investigation on this item.
  
• More work was done to balance the budget. The Mountain Bike Committee will be exploring ways in which to reduce its costs.
• Sponsorship and fund raising events were discussed. A new sponsorship package is being developed (please pass on any potential sponsors to myself or Ron Brown at the MCA). A MCA golf tournament may be planned.
• The bingo policy was revised. Money from Provincial Program bingos now go to the program and not the athletes. There are 5 club bingos available.
• There is a good chance that there will be an inner-city mountain bike ride of the various river bank trails sometime in June.
• MTB ACTIONS from the meeting: work on the citizen's license; explore selling the quad and trailer because of its minimal use; identify potential sponsors.

Please comment to this post or forward any questions you may have.

Minutes from January 13, 2009

Manitoba Mountain Bike Committee Minutes (DRAFT)
January 13, 2009
Room 220, Sport Manitoba
7:00 – 9:30

Present: Greg Sherwin (Brandon Bike Club), Dale Cramer (Junk Yard Dogs), Scott Wiebe (Training Co-op), Jayson Gillespie (MCA Prov. Coach), Kevin Braun (Tinker), Shawn Zayec (Alter Ego), Tim Loewen (KOM), Bill Algeo (Woodcock), LeAnn Friesen (FGBC), Patrick Siemens (Body Driven), David Dorning (Woodcock), Ron Brown (MCA Exec. Director), Phil Roadley (Bikes and Beyond), Rob Nagy (Woodcock), Dave Johnston (Tread the Thunder), Hal Loewen (MTB Coordinator)

Regrets: Tomek Jasiakiewicz (Olympia)


Discussions:

The following discussions resulted from actions identified in the October 16th minutes:

• Ron spoke about the necessity to have event specific waivers for the time being. Legal opinion would need to be consulted to okay blanket waivers. Waivers must also be kept for up to 7 years.
• Ron spoke about using either the Manitoba Ski Patrol or students from university athletic programs to provide medical support for races; this will be explored further.
• Ron explained the purpose of the athletes fund to assist Manitoba athletes who excel and need funds to help them attend races.
• Kevin spoke about the race category that was put in place last year. The committee needs to make sure that as racer’s abilities progress that they move up to the most competitive category available. Laps at races should fall within a time frame of 20 – 30 minutes so that races can be planned that all racers complete their race within the time frame deemed appropriate for them.
• Ron spoke about the marketing initiatives being planned by members of the MCA board.
• Ron spoke about the development of the new website; it will be ready in time to publish the upcoming race schedule. Discussion continued about the need to keep the content current and fresh, especially the race results. Race results need to be submitted immediately and, if possible, should include lap times. Other ideas expressed were the need for new features such as links to MCA members websites and blogs.
• Allan spoke about intentions to possibly revive the course at Asessippi and possibly coordinating a co-race with Saskatchewan. Dave is planning a similar event for Swan River. Because of the distance needed for most racers to attend these event discussion took place on the idea of alternating the years the two races take place.
• Ron gave a quick rundown of the shop meetings and town-hall meeting. It was asked if any minutes from the town-hall meeting were available.
• Ron has provided Hal with a list of equipment available from the MCA for members to use in trail development and the running of races.
• Ron spoke about the possibility of holding a Canada Cup event; while nothing is being actively planned, it needs to be kept on the table.

Budget Information:

• Dave gave a brief description of the current budgetary status of the MCA; the organization has no surplus funds and needs to adjust budgets to avoid deficits.
• Hal reported that he has submitted a budget based on past budgets and possible needs. External sources of funding would be sought to assist with running of the program

Race Schedule

The following race schedule was created.

April 26 - Cup 1 (KOM) - Grand Beach - Olympia
May 6 - Wed 1 - Olympia
May 24 - Cup 2 - Brandon - BBC - B&B
May 30 - Falcon Lake - Downhill - B&B
May 31 - Cup 3 (KOM) - Falcon Lake - WC
June 3 - Wed 2 - Olympia
June 7 - Back 40 - Morden (Marathon) - TC
June 14 - Cup 4 - Swan River - TTT
June 24 - Wed 3 - Olympia
June 28 - Cup 5 - Birch - BAFE - JYD
July 8 - Wed 4 - Olympia
July 19 - Cup 6 - Pinawa - B&B
July 29 - Wed 5 - Olympia
Aug 8 - Provincials - BIRCH - club TBD
Aug 12 - Wed 6 - Olympia
Aug 30 - Marathon Race - Alter Ego - location TBD
Sept 13 - Sandilands - BDS
Sept 27 - Fall Classic (Marathon?) - Birch – JYD

Further Discussion:

• Patrick gave a brief report on the current status of the Sandilands course. The old course no longer exists and that new trails are being planned for a Fall event.
• Ron gave a description of the new membership category being proposed that would allow new members to try racing at a reduced cost.
• Hal talked about the need to find a new Chief Commissaire as well as additional commissaries to help run the races
• Ron and Hal talked about the need to promote racing in all regions of the province and the need to have a commissaire and coach in every region, this would make mountain biking eligible for the Manitoba Summer Games.
• Kevin asked the question about qualifications to be a provincial champion – concern was expressed by some at the meeting that a racer who does not participate in Cup or other MB mountain bike events during the season, but shows up for provincials and wins is not truly representative of being provincial champion.
• Hal spoke about the need to rework the organizer’s manual to make it more comprehensive.

Recommendations to the Board:

1. Race results should be standardized to include lap times
2. The development of a new “first-timers” category should be pursued

Actions:

1. Ron to explore the cost of using Karelo for online registration
2. Hal to post equipment list
3. Hal to present tentative race schedule to joint Mountain/Road meeting
4. Hal to coordinate the updating of the Mountain Bike Organizer’s manual
5. Ron to contact Dave Benson about the running of commissaire courses

Next Meeting:

Tuesday, February 10 @ 7:00

comments fom the meeting

The following comments were made following the meeting and come from Allan Robertson who gave be permission to post them.

1. I didn’t step up for a race because I’m not about to host a race other than the 8 hour that’s not a cup race. To me it makes no sense to me even have MTB races that aren’t cup events unless they are a marathon or some type of extended event strictly due to attendance. Not to mention there are some new locations for ’09 and I don’t want to take away from them.

2.Online registration. I think this is a must and we should get with the times! It would be as simple as asking Cross Country Ski Manitoba (Karin) as I believe they use Events Online.

Pros:

• Centralized Registration
• Ability to register for events at the same time you purchase your license
• Ability to apply a discount for pre-registering for all cup races: buy 6 get one free, buy 6 get a free Birch Pass
• All expenses such as commissaries, medical and permits can be deducted from the registration fees by the MCA office prior to releasing the registration fees to the clubs; this would allow a standardization of all fees paid
• This would provide the MCA/MTB Committee to perform an accurate analysis of the MTB season from a dollar perspective.
• As an organizer this would leave more time to focus on event preparation to ensure the event is run according to the MCA guidelines
• It would be great to add this as a benefit clubs receive as being affiliated with the MCA

Cons:

• Set up fees

3. I thought the plan was to have fewer events for ’09 but of better quality? 6 cup races?

4. For the future of the sport we must all understand the importance of incorporating the KOM events into the MTB calendar.

• Cup #1 Grand Beach – Might be too early for the kids as we’re planning on starting the program that week.
• Cup #2 Falcon – I’m not sure if there is enough terrain to keep all the age groups challenged
• One more race would be nice but I think Swan and Brandon are out of the question due to distance

5. I had thoughts of trying to do a race at Asessippi however at the last MTB meeting I suggested I would only look at it if Dave would alternate years. I don’t think it would be reasonable to hold two events in the same season that far from the city. I understand that Dave likes his event as he brings in allot of sponsorship money for his club.

My thoughts on this:

• I agree with Allan on the online registration - it pretty much seems like a no-brainier to me also.
• Now that Pinawa has dropped from the schedule we are down to 5 Cup races. Not sure that 6 or 5 makes a difference when it comes to quality of events, its the organizers that dictate that.
• We could push the Grand Beach race back one week which may help the KOM. Don't know about the Falcon Lake set up, maybe the organizer's of that could speak to this.
• If we want to increase the number of venues that we can use, Allan's 5th point bears some further examination. One of the things I heard from other racers is that they would like to see some new venues.

Thanks Allan.

tenative schedule

Here is the tentative schedule from last evening's meeting. The meeting with the Road committee happens on Saturday morning, club reps welcome (time to be finalized, probably 9:00 - 4th floor, sign in on the second floor first).

So, maybe setting a schedule is like too many libations the night before, you wake up the next day and wonder what you did, was it good or was it not so good. Now is the time to pipe in on this. A couple of comments have already filtered in such as: do we have enough interest/participants to run 6 Cup races and the April 26 race is kind of early for a KOM event. I don't know about the number of participants and the 6 Cup races but I could see moving the Grand Beach race to May 3 as an option; any comments?

Remember, this schedule has to be set by January 31.

April 26 - Cup 1 (KOM) - Grand Beach - Olympia
May 6 - Wed 1 - Olympia
May 24 - Cup 2 - Brandon - BBC - B&B
May 30 - Falcon Lake - Downhill - B&B
May 31 - Cup 3 (KOM) - Falcon Lake - WC
June 3 - Wed 2 - Olympia
June 7 - Back 40 - Morden (Marathon) - TC
June 14 - Cup 4 - Swan River - TTT
June 24 - Wed 3 - Olympia
June 28 - Cup 5 - Birch - BAFE - JYD
July 8 - Wed 4 - Olympia
July 5 or 12 Reach the Beach - Tyndall to Grand Beach - Olympia*
July 19 - Cup 6 - Pinawa - B&B
July 29 - Wed 5 - Olympia
Aug 8 - Provincials - BIRCH - club TBD
Aug 12 - Wed 6 - Olympia
Aug 30 - Marathon Race - Alter Ego - location TBD
Sept 13 - Sandilands - BDS
Sept 27 - Fall Classic (Marathon?) - Birch - JYD

* This came in post meeting. It may not even belong on the race calendar, instead it might find its way to the events calendar.

Committee Meeting

Reminder of tonight's meeting. It starts at 7:00 and is in room 220 of the Sport Manitoba building. Go to the 2nd floor reception and sign in. Free parking is available underground.

Agenda is here.

Race Calendar Setting Policy

Here is the calendar setting policy as established by the MCA. It's a joint effort between the MCA Road Coordinator, the Road Committee, the MCA Mountain Bike Coordinator and the Mountain Bike Committee. The MCA Race Calendar shall be completed with the input and assistance of:

• Executive Director of the MCA
• MCA Road Coordinator
• MCA Mtb. Coordinator
• MCA Provincial Team Coordinator
• MCA Provincial Coach
• Commissaires
• Race Director’s responsible for individual events.

The Road/Mtb. Racing Calendar will be established using the following criteria:

1. Establish dates for the Provincial Road Championships including the Road Race, Criterium and the ITT as well as the Provincial Mountain Bike Championships

2. Race Directors will volunteer to host the Provincial Championship events with locations being identified that will provide for appropriate Championship courses.

3. Establish dates for the Road Cup series as well as the Mountain Bike Cup series with consideration given to:

• Location and quality of race venue keeping in mind: course and distances meet the requirements of Cup Events Criteria
• Holding Cup events on weekends
• Ensuring that there are no conflicts between Road/Mountain Cup series events and Provincial Championship events

4. Establish dates of non-Cup events for both Road and Mountain Bike schedules with consideration given to: location and quality of venue; timing of events (time of season/mid-week events) in order not to conflict with Road/Mountain Cup series events and Provincial Championship events

5. The MCA Racing Calendar should be complete and posted by January 31st of each calendar year.

6. Only events organized by CCA-licensed individuals or clubs will be posted on the MCA Racing Calendar as per the MCA Event Sanctioning Policy.

January Meeting Agenda

Agenda
MCA Mountain Bike Committee Meeting
January 13, 2009


1. Call to order 7:00 p.m.
2. Approval of Agenda
3. Approval of October 16th minutes (5 minutes)
4. Business arising (5 minutes)
* Shop meeting
* Townhall meeting
* Equipment List
5. MCA Budget (20 minutes)
* Mountain Bike Budget
* Sponsorship
6. Race Schedule (45 minutes)
* KOM
7. Race Venus (10 minutes)
* Regional Development
* Birch
8. Commissaires (15 minutes)
9. MCA Cup Race Expectations (30 minutes)
* Organizer’s Checklist
10. Next meeting
11. Adjourn

Race expectations and schedule

Hi all.

During the strategic planning session, and the subsequent open forum, the board and MCA members who attended the meetings identified the need and desire to improve the racing experience in Manitoba. From these discussion it was identified that each Manitoba Cup event should be of the run as a high quality event, thereby making the experience of those that participate in these events extremely positive. During the meeting to set the mountain bike race schedule we will also discuss the expectations the MCA has for the hosting of a Manitoba Cup race, and all races for that matter. The purpose for this discussion is to make the race experience as enjoyable and fun as possible for the novice and recreational racers and as challenging and professional as possible for the competitive and provincial team racers in this province. These two goals are not exclusive of each other, rather they complement each other.

To help clubs, who put on these races, a mountain bike race checklist was developed to assist them in the planning and running of these events. To make sure that the checklist is as functional and helpful as possible I would like to get feedback on the structure and layout of the list; please review the items listed below and identify any additional items you would like to see in the list by adding a comment to this post.


(I have not formatted this application and checklist yet - this will be done once the categories are agreed upon)
Mountain Bike Race Application and Checklist

Application

Information:

• Today’s Date
• Date of Race
• Alternate Race Date
• Venue: (___Established, ___ New)
• Club:
• (Clubs putting on their first event pleas list your sponsoring club:)
• Club Contact Person 1: Phone; Alternate Phone if different; Email
• Club Contact Person 2: Phone; Alternate Phone if different; Email
• Club Website
• Race Type: Cup; Hill Climb; Dual Slalom; Trial; Criterium; Stage Race; Other.
• Cost of Race Registration: Pre-registration (Kids &Adults); Race Day (Kids & Adults)
• Insurance: (MCA, Event)
• Medical: MCA; Other (Names and phone numbers)
• Registration Information
• Fax Number; Online Form; Shop (drop off)

Checklist

Application

• Application completed and submitted
• Attend race-scheduling meeting

Race Course Preparation

• Trails cleaned and cleared of any obstacles that may cause a collision.
• Trail preparation should follow IMBA trail building guidelines

Pre-Event Preparation

• Race course preparation: trail maintenance, pre-race set up, course map
• Arrange for medical personnel
• Arrange for course marshals
• Commissaires
• MCA Website Advertising: submitted two weeks prior to event
• Other Advertising
• Prizing
• Registration: advanced, license in process, race roster, race day registration forms, forms and waivers (posted two weeks prior to event)

Venue Preparation

• Parking
• Marked
• Marshal to provide directions
• Registration
• Canopy, table and chairs
• Start/Finish Area
• Marked off
• Signage
• Washroom Facilities: rent, supplies
• Food and drink provision: coolers, barbeques – if needed, table
• Feedzone and Technical Assistance Zone

Race Day

• Registration area; opening time
• Signage
• Communications
• Officials
• Medical
• Marshals
• Food/Beverages
• Prizing
• Course teardown

Post Race

• Submit race results to MCA
• Return MCA equipment

Resources

A list of the MCA’s available equipment and resources which can be borrowed for race preparation and the running of the races – to be compiled.