VICTORIAN RALLY PANEL TERMS of REFERENCE

Transcription

1 VICTORIAN RALLY PANEL TERMS of REFERENCE This is not an annual document and will remain current till amended. V2 DEPI updated to DELWP

2 Compiled by the Victorian Rally Panel Direct all enquiries to VRP secretary Abbreviations used in these Terms of Reference: ARCom Australian Rally Commission CAMS Confederation of Australian Motorsport Limited HVPC/Hancock Hancock Victoria Plantations Corp. DELWP Department of Environment, Land, Water and Planning HRA Historic Rally Association VSCE Victorian State Council Executive VCRS Victorian Club Rally Series VCRSC Victorian Club Rally Series Committee VRB Victorian Rally Bulletins VRC Victorian Rally Championship VRCMG Victorian Rally Championship Management Group VRP Victorian Rally Panel VRSG Victorian Rally Scrutiny Group

3 1. Victorian Rally Panel Terms of Reference 1.1 Preamble The function of the Victorian Rally Panel is to assist the Victorian State Council / VSCE in the administration and regulation of rallying in this State. In practice, this gives the VRP dual roles; The VRP has an administration function and, on matters of policy, an advisory role. There is an expectation by the VRP they will be consulted by ARCom, State Council/VSCE, CAMS Staff, and other CAMS bodies on matters pertaining to Victorian Rallying. Where the word rally is used, it is taken to include all Rallies, Trials, Touring Road Events, and Touring Assemblies in Victoria. 1.2 Composition The VRP will comprise a Chair, secretary and other appointed members made up as follows:- Representative from the VRCMG Representative from the VCRSC Representative from the HRA Other nominated members at the VSCE discretion Representative of the VRSG Representative to ARCom The role of each member is to:- Effectively communicate all information between the VRP and club members Support the recommendations of the VRP at State Council Keep themselves abreast of relevant developments within the sport Fulfil specific roles as may be approved by the State Council 1.3 Appointments At least two weeks prior to the due date of the October meeting a notice is to be sent to all Clerk of Courses of next year s road events inviting them to attend and that the purpose of the meeting is to determine the makeup of next year s VRP. At the October VRP meeting the Chair will declare the meeting open and if standing for re-election pass the Chair to a senior member of the VRP. Nominations for the position of Chair will be accepted from the floor. If more than one nomination is received, a ballot, by a show of hands will be conducted. Existing VRP members will be eligible to vote as will Clerk of Courses of next year s road events. Clerk of Course s can nominated an alternate representative to secretary@vicrally.com.au by the Sunday before the October meeting. Expressions of interest for positions on the VRP will then be received from the floor, for nomination by the Chair elect. Delegates for, the VRCMG, the VCRSC, HRA and the VRSG are nominated by their respective groups. At conclusion of the above nomination process the Chair will resume the meeting with the first item to be General Business, with non VRP members being invited to raise issues. The Chair will seek ratification of the Chair elect and their nominated panel at the VSCE October meeting. The Chair and members ratified by the VSCE will be appointed for one-year commencing in November Appointments may be made during the current year upon the nomination by the Chair and the ratification of the VSCE.

4 1.4 Termination Membership of the VRP may be terminated for any of the following reasons:- Upon the member s own resignation in writing to the VRP. Upon being absent without notice or apology for three consecutive meetings of the VRP By the appointment being terminated by the VSCE. 1.5 Quorum A quorum shall be 50% of appointed members. If the Chair is absent the members present may elect one of their number to be Chair of the meeting. A meeting may begin if a quorum is not present. General discussions can take place, however, issues cannot be voted upon unless a quorum exists. 1.6 Voting The Chair shall not exercise any vote, either deliberate or casting. Each VRP member may exercise one vote on any question. Proxy votes can be accepted. A tied vote will result in a lost motion 2. Victorian Rally Panel Administrative Functions In general, unless the State Council specifically requires otherwise, administrative matters essentially fall within the ambit of the VRP. The administrative functions to be performed by the VRP are:- Formulation of an annual rally calendar. (Ratification required from DELWP) The approval of date changes and the allocation of new dates for any postponed rallies. (Ratification required from DELWP) Compilation and final audit of all championship and series point scores Calculation and monitoring of driver and co-driver / navigator, gradings Calculation and monitoring of Clerks of Course and Checkers, gradings. Appointment or removal Checkers and/or Area Co-ordinators In consultation with the CAMS Staff, and/or State Council Chair liaise with local government, DELWP, Hancock Plantations Victoria, Police and vehicle registration authorities regarding rally matters Where appropriate, offering and receiving advice to/from ARCom, through the ARCom representative Compilation and updating of the various manuals, Clerks of Course and Checkers Manual, Rally Organisational Guidelines, Victorian Rally Bulletins and Championship and Series regulations and training for events and organisers Maintain the VRP web site

5 3. Victorian Rally Panel Policy Matters The VRP s role in regulatory or policy matters is strictly advisory. The elected State Council/VSCE or Board of CAMS are the only bodies authorised to formulate or issue CAMS policy or regulations. Therefore, the VRP makes recommendations to the VSCE on such questions. It is their prerogative whether or not to accept such advice. In the first instance, the VSCE will ordinarily refer recommendations of which it does not approve back to the VRP for further consideration. Only if this process fails to satisfy the VSCE questions would a recommendation be refused. However, it must be stressed that for this procedure to operate effectively, the VRP must offer its advice to the VSCE in sufficient time. Without limiting the generality of this provision, the policy functions of the VRP are:- Comment on and prepare proposals for the National Rally Code, National Competition Rules and other documents issued by CAMS in so far as these apply to rallies in Victoria Vehicle eligibility for Victorian events Determination of banned and / or restricted areas and roads Planning for the future of rallying in Victoria Other matters on which advice is sought by CAMS Staff, State Council/VSCE, ARCom, and other CAMS bodies. 4. Victorian Rally Panel Roles Below are the roles to be filled each year on the VRP, and the main duties of each role. More than one role maybe undertaken by an individual. 4.1 Chair Propose VRP members for the forthcoming year to VSCE To call and to chair meetings To draw up agenda for meetings, in conjunction with secretary To attend VSCE monthly meetings to report on rally matters To attend State Council meetings to report on rally matters To liaise with CAMS Staff on Rally matters To ensure all VRP members attend to their duties Receive incoming correspondence In consultation with CAMS staff maintain Rally Plate Scheme 4.2 Secretary To take and circulate minutes. Minutes become official seven days after being ed to members. Official minutes to be sent to VSCE via CAMS and posted to Vicrally.com.au Receive incoming correspondence To attend to outgoing correspondence Pass on relevant information regarding gradings and Bulletin items.

6 4.3 Area Coordinators Representative To maintain up to date Area Boundaries (Shires, DELWP and Hancock) To liaise with Area Co-ordinators regarding their duties Collect and collate data from Area Coordinators reports and report any incidence requiring attention to the VRP Ensure all Area Coordinator positions are maintained, including temporary replacements. Liaise with representatives from land authorities (i.e. Shires, DELWP, Hancock etc.) in conjunction with VSCE Chair and/or CAMS Staff. 4.4 VRCMG Representative Shall represent the VRCMG on VRP and vice-versa Shall give event reports and any other matters regarding the VRC to the VRP Liaise with event organisers regarding the VRC Responsible for publication and compliance with VRC Standing Regulations after VRP and VSCE ratification Ensure consistency is maintained within the VRC Arrange annual meeting with all VRC organisers Arrange event observations (if required) Ensure seeding list is up to date Ensure update of series point score Pass on gradings and recommendations for the VRB Organise trophies for VRC Presentation Notify all recipients of awards and presentations Promotion of the VRC, working through VRP on common areas of promotion Ensure Management Group Meeting minutes are forwarded to VRP members Ensure prior approval for all VRC events for the following year before submission to the VRP. 4.5 VCRS Representative Shall represent the VCRSC on the VRP and vice-versa Give event reports to VRP and any other matters regarding the VCRS Liaise with event organisers regarding the VCRS Responsible for compliance with VCRS Standing Regulations Ensure a standard is maintained within the VCRS Arrange annual meeting with all VCRS organisers Ensure Standing Regulations are published at the start of each year after VRP ratification Ensure update of Series Point score Pass on gradings and recommendations for the VRB Organise trophies for VCRS Presentation Promotion of VCRS, working through VRP on common areas of promotion Ensure VCRS Committee minutes are forwarded to VRP members Ensure prior approval for all VCRS events for the following year before submission to the Rally VRP 4.6 Historic Rally Association Representative Shall represent the HRA on the VRP and vice-versa To liaise with all clubs involved with the organisation of Historic rallies Promotion of events, working through VRP on common areas of promotion.

7 4.7 Victorian Rally Scrutiny Group Representative Represent the VRSG at VRP Meetings Report back to VRSG on matters discussed at VRP Meetings requiring their attention. Report on Scrutiny related issues or matters arising Give reports to VRP on matters of rally vehicle scrutiny, eligibility, safety and registration 4.8 VRP/VSCE representative to ARCom Represent ARCom at VRP meetings. Represent VRP/VSCE at ARCom Report to the VSCE via VRP chair 7 Other VRP functions (including some performed by other than VRP Members) Formulation and maintenance of the annual rally calendar Maintenance and updating of Rally Bulletins (Bulletin Secretary) and competitor gradings - (Grading Secretary) Maintenance and updating of Rally Manuals Hire and maintenance of Rally Clocks, Timing Beams, Vests and Public Address System and the sale of Rally Barrier Tape Receive event stewards reports Appoint a committee of at least 1 representative from each of the VRCMG and VCRSC and at least 1 other VRP member, to arrange organisation, promotion and ticket sales of Annual Rally Presentation function Promotions Communications (Pienet Radio) Receive event reports Monetary matters. Keeping account of income and expenditure of Road Damage Fund, Vic Rally Promotions Fund, and the Victorian Rally Development Fund.