Thursday, April 12, 2007

Duties of Officials- long..

Wednesday 4th April

Arranged for passes for Support Race Marshalls and Officials. Had convert them to a specified format. Mr M showed me how to. Spent an hour experimenting and getting it done. He said they were perfect. Also arranged the marquee in the evening. Instead of the cabin at the South part of the track, we were at the F1 paddock, near the Paddock Club.

Thursday 5th April

Went through the file, do a few necessary documentation. Motorsport Asia - organiser of the Porsche carrera cup people started coming in.

Friday. 6th April
Registration for the Porsche Carrera Cup. What do they do during registration. The Secretary and assistants will have to check the drivers' licenses, made sure they were valid and that the signatures on the licenses are the same as the signatures on the indemnity forms. For foreign license holders, there should be a permit from their respective issuer of the license, stating that they are able to participate in the race. These license are then endorsed by the steward of the Meet.

The Officials in a race management are the Race Director, the Clerk of the Course, Secretary of the Meeting, Chief Scrutineer, Chief Medical Officer and the Marshalls.

THE EVENT DIRECTOR (Race Director, Rally Director etc.)
An official appointed at major International Meetings by the organising committee, who is responsible for the overall planning of the meeting and for maintaining the timetable of the meeting, including its non-sporting aspects, and for the compliance of the meeting with the prescriptions and protocol of the FIA/FIM/CIK-FIA and the AAM.

The Clerk of the Course has overall responsibility for the general conduct and control of an event in accordance with the Rules, Programme and Organising Permit. He commences his duties at the opening date for receiving entries, and concludes them when the results have been finalised, the protest time having expired, all protests and appeals dealt with, and any post event inspections of vehicles or components have been completed and reported upon. He must be present throughout practicing and the competition in order to carry out his specified duties.
All Clerks of the Course must be licensed officials.

Responsibilities and Duties.

He shall, either directly, or through his powers of delegation:

Ensure that all relevant Rules are complied with and that all the equipment needed to do so is at hand or in use as appropriate.
Keep order in conjunction with the officials appointed with special responsibility for public security.
Ensure that all officials are provided with the information necessary for carrying out their duties.
Ensure that the appropriate officials are at their posts, and report accordingly to the Stewards of the Meeting before any events commence. Ensure that the conditions of the permit and track licence (where appropriate) have been fulfilled before the start of the practice or the competition (as appropriate), and report accordingly to the Stewards of the Meeting. Before making such a report the Clerk of the Course, or his Deputy, shall with the exception of Rallies, inspect the course and its installations. Any proposals to vary the manning or equipment levels must receive the specific written approval of the Stewards of the Meeting before the event can commence.
Make arrangements with the Secretary of the Meeting to satisfy himself and the Stewards of the Meeting that all drivers, co-drivers and entrants are in possession of the appropriate Competition and Club Membership card (as applicable).Any competitor who cannot produce any document necessary to prove his eligibility at an event may not be allowed to start except with the agreement of the Stewards of the Meeting and on payment of a non-returnable fine. In the case of any person so permitted to run, the Clerk of the Course must ensure that the indemnities required have been signed.

Arrange for all cars to be routed to the Scrutineering area or Parc Ferme (as appropriate).
Ensure that every accident or incident involving a competing vehicle is reported to the Stewards of the Meeting, the Chief Scrutineer and to the Chief Medical Officer. Stewards of the Meeting, the Chief Scrutineer, and the Chief Medical Officer shall be informed if any competitor is injured. Ensure that the competitor's Licence is returned to the AAM if the Chief Medical Officer considers it appropriate.

Ensure that each vehicle carries the proper identification marking in accordance with the programme.

Ensure that the correct driver is in each vehicle and marshal the vehicles as necessary.
Send the vehicles to the starting line in the right order, personally start all races or delegate this responsibility to a competent official. The same official shall start all scratch races throughout a meeting except in the case of force majeure.

Convey to the Stewards of the Meeting any proposal to modify the programme or its contents.
Collect the reports of the Timekeepers, Scrutineers, Technical Commissioners, Pit Observers, Observers and judges of Fact together with such other official information as may be necessary for the determination of the results.

Prepare or arrange for the Secretary of the Meeting to prepare a statement of the information necessary to enable the Stewards of the Meeting to complete their report. Relieve from duty any official or marshal who the Medical Officer considers as possibly unfit by reason of health, consumption of alcohol or drugs (including amphetamines or amphetamine like substances).
Ensure that any driver of a Safety Car during a Race (N.B. not including the driver of any car controlling a formation lap) holds a Competition Licence appropriate to the type and status of the event.

Deal with any Protests from competitors,

Additional Duties and Responsibilities are detailed in the respective Specific Regulations.
Powers. The Clerk of the Course is the first judicial body, The Clerk of the Course or his Deputy shall, except in cases of a grave and weighty nature (which will be referred to the Stewards of the Meeting), have the power to impose penalties as the following;-
Exclude from the results of practice or the competition, or prohibit from competing, any Competitor or Vehicle which has been reported to be unsafe or ineligible.
Penalise (may impose a fine) any driver reported for not complying with flag signals.
Penalise (may impose a fine) any competitor reported for being in contravention of these Rules or the Supplementary Regulations.
Exclusions can be enforced either by the use of the Black Flag during a race, or after interviewing the driver concerned at the conclusion of the competition or practice.
Report to the Stewards of the Meeting any driver alleged to be guilty of dangerous driving during an event.
Impose a fine not exceeding RM100. on any competitor who fails to attend, or who reports late at, a scheduled drivers' briefing, or on any driver who has not raced at the circuit before, and who fails to report for a pre-practice briefing
All penalties applied must be recorded on the Driver's Competition Licence,
All exclusions, penalties or fines must be reported by the Clerk of the Course personally to the Stewards of the Meeting. Fines must be handed to the Stewards for onward transmission to the AAM.

The Secretary of the Meeting will be responsible for the Organisation of the Meeting as regards all material and notices required in connection therewith.
He must be present throughout practicing and the competition in order to assist the Clerk of the Course and the other officials in the correct running of the meeting.
He shall be responsible for all paperwork prior to the event including acceptance of entries, allocation of numbers etc., and for the submission of necessary documentation to the AAM after the event.
He shall be responsible for the competitors' 'signing-on' sheet including examining Licences, etc. He should maintain a list of novice drivers
Competitors who fail to produce the necessary documents to prove their eligibility for the meeting shall be reported to the Stewards of the meeting.
He shall have available, for the assistance of officials and competitors, a current copy of the National Competition Rules (with amendments, if any).
He shall maintain the official notice board. All official bulletins, permits and authorisations, times and results, should be posted on this board.
He shall be responsible for sending to the Stewards prior to the meeting all appropriate documents, including a copy of the Supplementary Regulations.
He shall be responsible for receiving any Protests or Appeals from Competitors, noting time of receipt, and ensuring that all Protests are passed on to the Clerk of the Course, and all Appeals to the Stewards of the Meeting, as rapidly as possible.
Protests or Appeals may also be received by the Assistant Secretary, the Clerk of the Course, or his Deputy. Protests received by the Assistant Secretary or the Deputy Clerk of the Course must be passed on to the Clerk of the Course, and all Appeals must be passed on to the Stewards, as rapidly as possible.

Requisite Qualifications. Timekeepers, Handicappers and Technical Officials shall be appointed and licensed annually by the AAM and shall be subject to an annual review of their ability, experience and record of active participation. The AAM reserves the right to revoke an appointment at any time.

The principal duties of Timekeepers shall be:
At the commencement of the event to report personally to the Chief Timekeeper.
Each Timekeeper is responsible for using the appropriate certified equipment for the type and grade of event and for the authenticity of the results produced.
To register such times as are appropriate having regard to the conditions of the competition, or as required by the Clerk of the Course.
Individual Timekeepers will sign the reports relating to the timing which is their individual responsibility, and will pass them to the Chief Timekeeper.
If so requested they will send their original time sheets to the Clerk of the Course, the Stewards of the Meeting or to the AAM. To communicate any times or results only to the Clerk of the Course, the Stewards of the Meeting or in accordance with their instructions.
Timekeepers at Speed Events must not accept responsibility for ensuring that the course is clear and that it is safe to permit the next competitor to start. The Clerk of the Course must appoint a Starter whose duty it shall be to notify the Timekeeper when the course is ready for the next competitor.
The Chief Timekeeper will prepare and sign a report relating to the timing and send it with all necessary supporting documents, to the Clerk of the Course or, in the case of an attempt at record, to the AAM.
The Chief Timekeeper will be judge of Fact in respect of timing matters at Race and Speed Events. At Kart Race Meetings, if there is no Chief Timekeeper, the Chief Lap Scorer will be a judge of Fact in respect of laps completed and finishing order.
The organisers must ensure that all time-sheets are kept for a minimum of four years after an event.

At all events there shall be a Chief Scrutineer.
At all events the Chief Scrutineer shall make a written report to the Clerk of the Course in respect of all vehicles examined noting those approved and those rejected and reasons for rejection.
The decision of a Scrutineer may be overruled by the Stewards of the Meeting in the course of adjudicating on a properly registered Appeal.
The Scrutineers are responsible for checking the mechanical state of vehicles both in regard to compliance with the requirements of these Rules, the Supplementary Regulations, and in the interests of safety.
In particular, Scrutineers shall:
Make inspections before an event at the request of the organisers or the AAM.
Make inspections during or after a competition or practice if so requested by the Clerk of the Course or the Chief Scrutineer.
Use only such measuring instruments as may be specified or approved by the AAM.
Communicate official information only to the Clerk of the Course, the Stewards of the Meeting or the AAM.
Prepare and sign the reports of their inspections and hand them to the Clerk of the Course and the AAM, if appropriate.
In addition to the Chief Scrutineer, there shall be not less than one Scrutineer for every 45 vehicles entered for the event.
The time allowed for scrutiny shall be such that not more than 10 vehicles per hour are required to be examined per Scrutineer.
The Chief Scrutineer and his Deputy shall remain on duty throughout the event and each Scrutineer who is responsible for finally approving any vehicle taking part in the event shall remain on duty until all vehicles he has approved have completed the competition (including any post-competition scrutineering period), or until released by the Chief Scrutineer.
When a Scrutineer rejects a vehicle, details should be put in writing, and a copy, timed and signed by the competitor, retained by the Scrutineer
Scrutineers Groups
The Pit Observers / Marshals at an event shall:
At the commencement of the meeting report to the Chief Pit Marshal, and act under his orders.
Report immediately any infringement of the Rules by a competitor to the Chief Pit Marshal, for communication to the Clerk of the Course.
At the conclusion of the event submit their reports to the Chief Pit Marshal for communication to the Clerk of the Course.
Observers, who are the eyes and ears of the Clerk of the Course, shall occupy posts along the course allocated to them by the Chief Observer.
Upon taking up their post, they will report to the Clerk of the Course on the equipment and manning of the Post. They will pass on to the other members of the post team any instructions they have received from the Chief Observer. They will ensure that watches are synchronised with Official Timekeeper's time.
The Observer is responsible for the efficient operation of the post team, but should not personally become involved in dealing with incidents.
Each Observer is under the orders of the Clerk of the Course, to whom he shall immediately report, by telephone or radio, all incidents which occur on the section of track for which he is responsible. The time that an incident occurred should be verbally reported.
He is responsible for advising the Clerk of the Course should he think it desirable to stop the race.
At the end of each competition or practice, or as required, all Observers must give to the Clerk of the Course, a written report of all incidents or accidents which have occurred in their sector. Written reports should clearly show the official time that any incident occurred, the identities of all persons and vehicles involved in the incident, and include full details of the incident.
Should a vehicle stop in their sector, it should only be moved if the Observer, or appointed Deputy, is satisfied that this can be done without unreasonable risk to marshals, otherwise he should report immediately to the Clerk of the Course that the vehicle can not be moved. The Observer is responsible for the use of the flashing yellow warning lights when the control of these lights is from the observer's post.
Flag Marshals are marshals appointed to give signals by flags to the competitors in accordance with these Rules. They may also act as Observers.

Stewards of the Meeting
the Steward appointed as the Senior Steward, will act as chairman of the Stewards of the Meeting.
Stewards should be present and are empowered to act from the moment Scrutineering commences, and cease their duties when any appeals against decisions of the Clerk of the Course have been heard, and the time limit for any further appeals has expired. They may adjourn the hearing of any appeals until a time and place suitable to all parties.

At all times the Stewards of the Meeting should act through the Clerk of the Course.
The Stewards of the Meeting will satisfy themselves that the conditions of permit (and track licence if appropriate) are complied with and have power to withdraw the permit in the event of non-compliance of any Rule of the NCRs.
The Stewards of the Meeting are the second judicial body at any event, and are responsible for hearing and adjudicating upon any Appeal against a Clerk of the Course or official's decision. They are also responsible for the forwarding of any fines or protest fees that may have been collected, to the AAM.

The Automobile Association of Malaysia, or more popularly known as AAM, is a non-profit organisation established in 1932. Recognised under the Federal Law as the National Motoring Authority, AAM acts as the official spokesperson for Malaysian motor vehicle owners and champion their rights to adequate roads and the safe use of these roads.
The AAM membership is open to all Malaysians. For an annual subscription fee of RM60, a member will enjoy a wide range of benefits and services provided by the AAM. Presently, AAM has more than 300,000 active members and cardholders throughout the country. AAM's aim is to provide reliable and high quality services to its members.
The Automobile Association of Malaysia is affiliated with International Motoring Organisations, the Alliance Internationale Tourisme (AIT), the Federation Internationale De' Automobile (FIA), and the Federation Internationale Motocycliste (FIM). Through these International Organisations, AAM provides its members with access to similar services on a reciprocal basis with 130 affiliates in 98 countries

Now for photos

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