NSW STEWARDS PANEL. Panel Meeting held Monday 16 th April, 2018 commencing at 2000hrs by Teleconference MINUTES

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NSW STEWARDS PANEL Panel Meeting held Monday 16 th April, 2018 commencing at 2000hrs by Teleconference MINUTES Attendees - Present: Glenn Pincott - Panel Chair Dennis Willis - Panel Minute Secretary

1 NSW STEWARDS PANEL Panel Meeting held Monday 16 th April, 2018 commencing at 2000hrs by Teleconference MINUTES Attendees - Present: Glenn Pincott - Panel Chair Dennis Willis - Panel Minute Secretary Panel Members - Helen Mulholland, Judyth Humphreys, Trisha Davidson, Peter Lambie, John Leahy, Rob O'Toole CAMS Personnel - No one on line from CAMS. Observers / Visitors - Nil. 1.0 Opening / Welcome: The Chair, Glenn Pincott declared the meeting open at 2002 hrs and extended a welcome to all members. 2.0 Apologies: John Buckley, Matt Halpin 3.0 Minutes of Previous Meeting: Minutes of the Panel Meeting held on 5th March 2018 were presented for acceptance. MOVED: Judyth Humphreys SECONDED: John Leahy that the minutes of the meeting of 5th March 2018 as presented be accepted as a true and accurate recording of the meeting. MOTION CARRIED: 4.0 Matters Arising from Previous Minutes: Nil 5.0 Correspondence: The following correspondence has been received since the last meeting. Item Sender Date Referred to CAMSJAC Administration procedures update CAMS / Stewards Panel Communication Flow Steve Lisk 6 March 2018 Secretary CAMS NSW 7 March 2018 Panel Chair & Secretary D Weller - Assessment CAMS NSW 8 March 2018 Secretary 2018 NSW Stewards Panel Minutes Page 1

2 Application Complaint regarding Stewards Appointments Vince Sunter / CAMS NSW 11 March 2018 Panel Chair Assessment Application procedures - Stewards SC & SE Meeting Minutes link Date change for Nabiac Off Road event Bronze Stewards assessment applications CAMS NSW State Executive Meeting Notice CAMS NSW State Council Meeting Notice Stewards Appointment notifications Wakefield Park Wakefield Park update on CAMS JAC site CAMS NSW State Executive Meeting Agenda CAMS NSW State Council Meeting Agenda Chair SOP 12 March 2018 Panel Chair CAMS NSW 12 March 2018 Panel Chair NSW Off Road Panel 13 March 2018 Secretary CAMS NSW 14 March 2018 Judyth Humphreys CAMS NSW 26 March 2018 Panel Chair CAMS NSW 26 March 2018 Panel Chair CAMS NSW 27 March 2018 Secretary Steve Lisk 27 March 2018 Secretary CAMS NSW 3 April 2018 Panel Chair CAMS NSW 3 April 2018 Panel Chair Stewards appointments QLD / NSW Kyogle CAMS NSW Rally Panel Secretary 3 April 2018 QLD Stewards Panel Chair 5.1 Business from Correspondence: The joint Queensland and New South Wales Stewards appointments for a combined event at Kyogle has now been finalized and Allan Denny remains as second steward for this event. 6.0 Reports: 6.1 Report From Panel Chair: Issues dealt with in General Business. 6.2 Tribunal Reports: CAMS Tribunals Nil. 6.3 Stewards Report NSW Sydney and Western Region: EVENT: NSW Hillclimb Championship CAMS PERMIT NO: 218/0303/04 DATE: 3 March 2018 ORGANISER/CLUB: BLCC VENUE: "The Esses" Mt Panorama Bathurst CLERK OF COURSE: D Robinson CHIEF SCRUTINEER: Richard Setchfield 2018 NSW Stewards Panel Minutes Page 2

3 STEWARDS: Peter Lambie, John Buckley, Michael Williamson NO OF ENTRIES: 90 NO OF STARTERS: 89 NO OF FINISHERS: 88 Permit Displayed and comprehensive Drivers Briefing. (printed handout). Plenty of Officials - All Flag points manned. 1058a.m Car No 222 hit wall and continued on track. (Driver uninjured) Weather conditions Fine & Hot. Well run event and competition finished at 4.22 p.m. EVENT: NSW Hillclimb Championship CAMS PERMIT NO: 218/04003/03 DATE: 4 March 2018 ORGANISER/CLUB: BLCC VENUE: Mountain Straight Mt Panorama Bathurst CLERK OF COURSE: D Robinson CHIEF SCRUTINEER: Richard Setchfield STEWARDS: Peter Lambie, John Buckley, Robert Wells NO OF ENTRIES: N/A NO OF STARTERS: NO OF FINISHERS: Permit Displayed and another comprehensive Drivers Briefing (printed handout). Event started several minutes late due to repositioning of some Officials ( Plenty of Officials) At 3.58p.m. Car 117 hit wall. ( Driver uninjured ) Car damaged and could not participate further in the event. Four runs completed during the day Competition concluded at 4.16 p.m. Both days held with competent team of officials. ( Stewards were well catered for during the event and provided with their own facilities. EVENT: R4 Whiteline Twilight Rallysprint Series CAMS PERMIT NO: 218/1503/01 DATE: 15 March 2018 ORGANISER/CLUB: NSSCC VENUE: Sydney International Dragway CLERK OF COURSE: Brett Middleton CHIEF SCRUTINEER: Stewart Wilkins STEWARDS: Ian Bigg, Allan Vaughan NO OF ENTRIES: 102 NO OF STARTERS: 95 NO OF FINISHERS: 87 This was the final round of this series for the year was oversubscribed and a Bulletin was issued by CAMS prior to the close of entries extending the field. On the night a few DNS from entries kept the actual field down to just under 100 which allowed the event to run close to schedule with all competitors being able to complete the expected number of runs of the course. Troy Bennett, CAMS Motor Sport Safety Advisor, attended the event and wrote a report to CAMS attached is a copy of that report for the interest of the NSW Stewards Panel. Two CATO attended this final round and conducted a number of random tests throughout the afternoon /evening. This process highlighted an issue where some competitors initially showed positive readings, but were clear when the second test was conducted. It appears that being in the vicinity of fuel fumes immediately prior to the test left sufficient alcohol in their breath to cause the false positive. No real positive results were recorded. Summary. The organising team for the event and series in particular Brett Middleton have worked hard to present a well run event and series. It has increased in popularity and increased their skills and knowledge. A very successful 6 months of motorsport. EVENT: R1 Motor Race Championship CAMS PERMIT NO: 218/1802/01 DATE: March 2018 ORGANISER/CLUB: ARDC VENUE: Sydney Motorsport Park CLERK OF COURSE: Vince Morgan CHIEF SCRUTINEER: Steve Dimmick STEWARDS: Glenn Pincott, Graham Humphreys, Richard Setchfield NO OF ENTRIES: N/A NO OF STARTERS: NO OF FINISHERS: Bulletins were issued. To cover change the Chief Scrutineer from D. Healey to Steve Dimmick. To add G.Humphreys and R Setchfield as the Stewards of the Meeting NSW Stewards Panel Minutes Page 3

4 To alter the starting procedure for Sports Sedans from a Standing Start to a Rolling Start. Qualifying session (Q5) Formula Ford was stopped when a vehicle spun and stopped on the ripple strip. Penalties were applied via the infringement Process. A Stewards hearing was held as a result of an incident in Race 1 Improved Production Over 2 Litre. The Stewards found the defendant not guilty and the case was dismissed. Noise metering was conducted over the entire meeting with several competitors found to exceed the noise limit. The weather over the weekend was very hot with the temperature reaching 40 degrees. Several officials were stood down from duties with heat exhaustion. Extra drink runs for the officials was taken. EVENT: Condo 750 CAMS PERMIT NO: 218/0104/02 DATE: March & 1 April 2018 ORGANISER/CLUB: Condobolin Sports Promotions Inc VENUE: Lachlan Shire Condobolin CLERK OF COURSE: Graeme Taylor CHIEF SCRUTINEER: Graham Humphreys STEWARDS: Dennis Willis, Judyth Humphreys, Gwyn Mulholland NO OF ENTRIES: 34 NO OF STARTERS: 34 NO OF FINISHERS: 15 Bulletin No 1 was issued to clarify the Supplementary Regulations and was presented to the Control Officials at their briefing as it had not been available to them. OLT to be undertaken for Thomas Kennedy Car 6607 during the Prologue. Clerk of Course briefed the Stewards with regard a mid - stage fuel stop that will be necessary for some vehicles on the Sunday morning stage. It will necessary for the Service Crew to make available the fuel at the stop but will not be allowed to assist in refuelling. It is the responsibility of the driver and navigator. This stop will be monitored for compliance and infringements issued if a breach of the procedure occurs during the stop. 1200hrs A Drivers Briefing was conducted by Clerk of Course. They were instructed that all gates would be open and at road crossings traffic on the roads had right of way. At these points the cars were to stop until signalled to go One re-route was explained. Mid stage refuel point was explained at 152 km point. Only the Driver/ Navigator were allowed to carry out the refuel 1430hrs Prologue commenced with 34 cars starting 32 Finished. (OLT successful) 1833hrs Prologue provisional results and starting order were available. Saturday 31 st March hrs Stewards arrived at Rally Headquarters. 0700hrs competitors commenced. At two Control locations the Control clocks were incorrectly set up. A Competitor vehicle Car 564 overtook the Stewards and two other vehicles in a dangerous manner on Vermont Hill Road. The dust was extreme and visibility poor at best. The matter was referred to the Clerk of the Course An RPA launched on a private property by a media person. The Stewards successfully requested the grounding of the aircraft. 1630hrs Bulletin 2 was issued relating to the refuelling of vehicles. 1830hrs All vehicles and crews accounted for. Sunday 1 st April, hrs Stewards on duty. 0730hrs 28 starters commenced (272.02km) competitive stage. 2030hrs Provisional results were posted.. Summary. There were issues with this event which was sent to CAMS with the report. The Stewards found all Officials and the Organising Committee extremely helpful. Troy Bennett, CAMS Motor Sport Safety Advisor, attended the event EVENT: 6 Hour Regularity Relay CAMS PERMIT NO: 218/0140/ NSW Stewards Panel Minutes Page 4

5 DATE: 31 March & 1 April 2018 ORGANISER/CLUB: NSW Road Racing Club VENUE: Sydney Motorsport Park CLERK OF COURSE: Terry Thompson CHIEF SCRUTINEER: Lance Smith STEWARDS: Elaine Nikiforoff, Nick Nikiforoff NO OF ENTRIES: 170 NO OF STARTERS: 169 NO OF FINISHERS: 169 Event started on time with familiarisation laps led by Safety Car. No first time starters. Practice session until Safety Cars and yellow flags were successfully used to control sessions whenever broken cars needed to be retrieved. Stewards asked to give permission for 14yr olds to take part. Since this did not contravene MSPRA Stewards gave permission to vary requirement in Supp Regs. During MSPRA one car lost its wheel in pit lane. (No one injured). Sunday Once again one car lost its wheel and when taken to scrutiny and upon inspection of the other wheels the rims were found to visual cracks and permission to enter the track was withdrawn, until the full set was replaced. Report of flame coming from under one vehicle Safety Car was deployed. When the car was retrieved it was found to be minor and after fixing the oil leak it was given permission was given to enter the track. Very hot weather which contributed to cars overheating. At Safety Car deployed car into wall. Chequered flag at 15.27p.m NSW Northern Region: EVENT: R1 NSW Rallysprint CAMS PERMIT NO: 218/1802/04 DATE: 18 February 2018 ORGANISER/CLUB: CNCSCC VENUE: Nabiac Motor Sport Complex CLERK OF COURSE: C Cherry CHIEF SCRUTINEER: E Martin STEWARDS: Jackie Donkin, Rob O'Toole, David Weller (Trainee) NO OF ENTRIES: 44 NO OF STARTERS: 43 NO OF FINISHERS: 33 Started 17 minutes late due to disorganization by the Clerk of Course. Stewards had to keep asking for paper work regarding bulletins for change of officials and medical contractor. Several officials failed to sign on including Clerk of Course. Conditions were very hot and dusty. Trainee David Weller was in attendance and was spoken to about appropriate dress for a steward. Stewards recommend that the Clerk of Course revisit the Event Command training module (face to face) and undergo further assessment. EVENT: R2 State Motorkhana CAMS PERMIT NO: 218/1803/05 DATE: 18 March 2018 ORGANISER/CLUB: Westlakes Automobile Club VENUE: Awabawac Park Awaba CLERK OF COURSE: David Anderson CHIEF SCRUTINEER: Leon Swan STEWARDS: Phil Coffey, Dennis Willis, Narelle Murphy (Trainee) NO OF ENTRIES: 24 NO OF STARTERS: 24 NO OF FINISHERS: 24 Minor delay to start time was made back during event with no effect on running of tests. Small field. Well run event, good timing and facilities for competitors EVENT: Ringwood Park Hillclimb CAMS PERMIT NO: 218/2503/06 DATE: 25 March 2018 ORGANISER/CLUB: MG CC VENUE: Ringwood Park CLERK OF COURSE: Doug Rae CHIEF SCRUTINEER: Steve Woods 2018 NSW Stewards Panel Minutes Page 5

6 STEWARDS: Ken Short NO OF ENTRIES: 58 NO OF STARTERS: 56 NO OF FINISHERS: 56 Great track conditions on a fine warm day. 5 runs offered (supp regs called for a min of 4) Good mix of classes and great competition. Trouble free event EVENT: April Fools Autocross CAMS PERMIT NO: 218/0804/09 DATE: 8 April 2018 ORGANISER/CLUB: CNCSCC VENUE: Nabiac Motor Sports Park CLERK OF COURSE: Grant McQuillan CHIEF SCRUTINEER: J Williamson STEWARDS: Rob O'Toole NO OF ENTRIES: 32 NO OF STARTERS: 28 NO OF FINISHERS: 26 Event Secretary unorganised with handling the Steward Bulletin regarding change of steward. Lack of sign on sheets for officials, Clerk of Course was pushing for all relevant documents to be made available to himself and steward. Event started on time, Clerk of Course did an excellent job in sorting out secretarial mistakes and keeping the event running in a timely manner. Run in very hot, dry and dusty conditions. Recommend that Event Secretary revisits the training module and has a further assessment NSW South and South West Region: Nil report Issues Arising from Stewards Reports: A number of matters were discussed arising from the Western Region report including the CATO false positive readings at a recent event and heat exhaustion issues relating to officials. Helen Mulholland to follow-up and seek further clarification of the Regularity Relay event report from the attending stewards in relation to MSPRA and the authorization of a 14 year olds participation. Issues raised from the Northern Region report identified some shortfalls with the Clerk of Course and Event Secretary roles recently undertaken at Nabiac events and it was suggested that some training assistance be offered in future to mentor and further develop the skills of personnel undertaking these key positions. Regional contacts are listed below: Southern Region - Judyth Humphreys - Mobile: judythh@bigpond.net.au Northern Region - Rob O'Toole - Mobile: robertotoole1960@hotmail.com Sydney and Western Region - Helen Mulholland - Mobile: ohelen@bigpond.com Reminder to all Stewards that reports need to be sent by the respective Event Steward/s to CAMS and to the respective Duty Stewards. As always should any of the Duty Stewards not be available the Panel Chair, Glenn Pincott, or Panel Secretary, Dennis Willis, should be contacted if required. 6.4 Report to/from State Executive Council: Panel Chair's report to State Executive Council. 1. The NSW Stewards Panel are currently establishing a new communications pathway for the day to day administrative functions of the Panel with Dennis Willis Panel Secretary dennisgw1@bigpond.com or mobile being the primary Panel contact for all communications, event changes, stewards appointments and changes, (CAMSJAC site 2018 NSW Stewards Panel Minutes Page 6

7 maintenance) new event dates and all general administrative enquiries associated with the NSW Stewards Panel. 2. David Weller a trainee steward was recently assessed, successfully and is now in the process of becoming a Bronze Steward. Another three Trainee assessments have been scheduled during April The NSW Stewards Panel, will be continuing to undertake the Regional Scrutiny Audits for the second year, these Audits will be carried out at the appropriate events only and are currently collating this information for an additional report at the completion of Notification was received on the 13 th March 2018 from the NSW Off Road Panel, with regard to a date change for an Off-Road event (Championship Round) at Nabiac, later this year. Feedback received by the Stewards Panel Secretary regarding the change of date indicates further debate within the respective organising Club regarding the validity of this change of date, this matter continues to remain unresolved. 5. Helen Mulholland has raised an issue of Regional Scrutiny being available up to 14 days prior to an event and whether the log book is being endorsed for a specific event when the scrutiny is undertaken. It was determined that the matter should be referred to the State Executive outlining the concerns of this Panel. 6. In addition to being the Deputy Panel Chair, Judyth Humphreys will maintain a coordinating role of the Trainee Stewards and monitor and report on their progress. Report back from State Executive Council. 1. National Board Member - Reported on recent GP, Hall of Fame ceremony, CAMS AGM in two weeks, seeking additional CATO support for NSW events, Formula 4 low numbers of participants, CAMS Melbourne office remaining at current location on a lease back arrangement pending a ongoing search for suitable premises. 2. CAMS Technical can be contacted with regard to specific advice regarding electric cars and lithium ion batteries at events. 3. The challenges of promoting Motor Sport to younger generations was discussed. 4. Luddenham circuit now open and operating with track days - CAMS track licence remains unresolved. 5. Work on Circuit Italia continuing (Raymond Terrace). 6. H Mulholland raised issue of Supplementary Regulations not being available prior to NSW Motorkhana event at Armidale. 7. Some discussion with regard delays being experienced with CAMS issuing Permits. 8. CAMS ID Numbers being listed in Supplementary Regulations for officials not relevant and some organisers are removing them. 9. Discussion regarding the need for CAMS to better communicate and promote rule changes to Clubs and participants. 6.5 Reports from other Panels: Nil 6.6 Report from Trainee Steward Coordinator: It was reported that both Dave Anderson and Steve McLeod had both successfully completed their bronze assessments over the past weekend. Judyth Humpheys requested that she receive a copy of each trainee assessment and the successful candidate arrange to notify her once the license upgrade has been received back from CAMS. It is preferred that only one steward at an event undertake the trainee's assessment and follows through with the above requirements. The Chief Steward will continue to make the necessary arrangements and allocate roles and tasks conducive to the assessment. The following assessments have been planned R Carle (26 May 2018) and E Martin (23 June 2018). The Panel Secretary will confirm the ongoing progression of the trainee 2018 NSW Stewards Panel Minutes Page 7

8 assessments with CAMS NSW Office. Arrangements for J Williamson and E McDougall assessments remain outstanding at the moment. Helen Mulholland raised the issue of an apparent trainee Cec Evans and it was resolved that either further information is required regarding Mr. Evans' status and/or he makes contact with the Training Coordinator. It was resolved that the Training Coordinator with the assistance and input of all Panel Members prepare some draft guidelines for stewards to assist with their management and mentoring of trainees at events along with some suitable assessment scenarios and procedures to assist assessors. 7.0 General Business: 7.1 Regional Scrutiny Audit The Panel Secretary reported that this is ongoing with a work sheet developed by Allan Denny available on drop box to assist with collection of data. 7.2 Stewards Safety Vests Judyth Humphreys outlined the need for a suitable safety vest to be available for stewards particularly when they are in the operational areas of competition. It is expected that participating officials at the various events should be wearing a suitable safety vest but currently there is nothing available for stewards. It is proposed that the vest carry the CAMS logo and be marked front and back with the word "Steward". It was resolved that Judyth Humphreys would prepare a suitable submission to be forwarded to CAMS Head Office. 7.3 Schedule R - CAMS Manual Judyth Humphreys raised the recent inclusion in an event's supplementary regulations of several references to Schedule R. The meeting was advised that this schedule no longer is included in the current CAMS manual and items previously referred to in Schedule R are now primarily included in the 2018 National Rally Code. 7.4 Summary of Stewards Hearing Template As some Panel Members had difficulty in opening the document referred to, this matter has been held over to the next meeting Business not on Agenda: Khanacross Cancelation It was noted that a recent Khanacross event change of date and then eventual cancellation of the event had not been brought to the attention of the Stewards Panel and was only identified following inquiries by the Series Steward CATO Training The Panel Chair reported on the recent CATO training course attended by four stewards. Some discussion took place with regard the need to undertake testing at least once every 12 months to maintain accreditation, some shortfalls in the course content and the current CAMS policy with regard penalties for first and subsequent breaches Lithium Ion Batteries Stewards requiring further information with regard electric cars and lithium ion batteries at events are advised that they can contact CAMS Technical. Furthermore a detailed document titled FIA 2018 Appendix J - Article 253 is available by from the Panel Secretary for those persons interested Scenario Discussion Judyth Humphreys presented a scenario based discussion on a recent incident at the Condo 750 whereby a vehicles crew did not fully vacate the vehicle during a refueling stop which was the subject of an issued Bulletin and was subsequently issued an infringement 2018 NSW Stewards Panel Minutes Page 8

9 notice. Subsequent discussion took place with regards to the role of officials and the need to take definitive action in these circumstances where a breach of safety is evident Infringement Notice John Leahy raised a concern with regard the current Infringement Notice form and some confusing formatting of the form when a fine is imposed and a certain portion of the fine is suspended for a defined period of time. It was resolved that John Leahy and Trisha Davidson would prepare a submission that would be forwarded to the appropriate person at CAMS Head Office and a copy to Steve Chopping. 8.0 Close and Next Meeting: There being no further business, the Chair thanked everyone for their attendance and input to the meeting and declared the meeting closed at 2140 hours. The next Panel meeting is scheduled for Monday 14th May 2018 at 2000 hours. I have sighted these minutes and declare they are a true and accurate record of this meeting; CHAIR: DATE: 14 May 2018 Distribution to: (Commissions/Executive/Panel/CAMS NSW) Action/Outstanding Business: Item # Action Required By Whom Current Action Follow up of Stewards Report regarding MSPRA 6.6 Preparation of draft guidelines for trainee stewards 7.2 Preparation of submission for CAMS Stewards safety vests Preparation of submission with regard Infringement Notice H Mulholland J Humphreys J Humphreys J Leahy T Davidson Attendance: Name: Meetings Name: Meetings Judyth Humphreys 3/3 Trisha Davidson 2/3^ John Buckley 2/3~ Matt Halpin 1/3~~ Peter Lambie 3/3 John Leahy 2/3 Helen Mulholland 3/3 Glenn Pincott 3/3 Robert O Toole 2/3~ Dennis Willis 2/3 * Note: * Absent due to leave ** Absent due to another meeting # Absent due to officiating ## Absent due to sickness ^ Absent due to unavoidable family matters ~Absent due to work commitment 2018 NSW Stewards Panel Minutes Page 9

2017 NSW CAMS Motor Racing Championships - Round 6

2017 NSW CAMS Motor Racing Championships - Round 6 August 12-13, 2017 Further Regulations Permit No: 217/1308/04 CHAPTER 1 STANDARD REQUIREMENTS 1.1) STEWARDS OF THE MEETING Stewards of the Meeting: Glenn