The Victorian Flagmarshalling Team Inc. VOLUNTEER INDUCTION MANUAL

Transcription

1 The Victorian Flagmarshalling Team Inc. VOLUNTEER INDUCTION MANUAL

2 Table of Contents Welcome to The Victorian Flagmarsalling Team... 1 Organisation History... 2 What is a Flag Marshal... 2 About our Organisation... 2 Vision Statement... 2 Mission Statement... 2 Values... 2 Benefits of Volunteering with the Victorian Flagmarshalling Team... 2 Organisation Chart:... 3 Victorian Flagmarshalling Team Key Contacts:... 4 Role Description - Trainee Flag Marshal... 5 Your day as a Flag Marshal... 6 Registering for Events... 8 Absences... 8 Training and Accreditation... 8 Membership... 8 Policies... 8 Member Protection... 9 Out of pocket expenses... 9 Club Uniform... 9 General Meetings Club Magazine Club Merchandise Winton Accommodation Useful Websites Sponsors/Supporters... 11

3 Welcome to The Victorian Flagmarshalling Team Dear Volunteer Welcome and thank you for your interest in the very important role of Flag Marshal within the Victorian Flagmarshalling Team. The duties and responsibilities for this position can be found in the Role Description Section of this Volunteer Induction Manual. Please note this is not an offer of employment and does not constitute a contract of employment with the Organisation. Our Organisation highly values its volunteers. This Volunteer Induction Manual outlines the specifics you need to know about the club and your role. As a volunteer you are subject to the rules and bylaws of the Organisation. Policies relevant to your role can be found in the Policy Section of this Volunteer Induction Manual. If you would like further information about the organisation, please contact the club secretary, by ing secretary@vicflag.org.au or calling The single biggest struggle we find our new recruits have when first joining us is not being prepared for the weather conditions. What can seem like pleasant conditions in a weather forecast, can become quite uncomfortable with a rain shower or cool breeze. As we spend long days out in the elements, we strongly encourage you to bring extra clothing to ensure your comfort and make the most of the experience. I hope that you will enjoy your time spent with the club and I look forward to working together. Yours sincerely Roger Chirnside President Victorian Flagmarshalling Team Inc. VFT_Volunteer_Induction_Manual_2018.doc Page 1 of 11

4 Organisation History The VFT was founded in 1986 by a group of motorsport officials who saw the need for a specialised flag marshalling team in the state. Since then, the club has gone from strength to strength and it is now recognised as one of the foremost motorsport officials groups in Australia. What is a Flag Marshal Flag Marshals are assigned positions around a racetrack to communicate track conditions and race regulations to vehicles on the circuit. Through the timely display of appropriately coloured flags and/or lights they help ensure the safety of competitors and officials. A Flag Marshal must also closely observe the track surface and racing, and report any incidents or issues as appropriate. Additionally you may be called upon to assist putting out a fire (where safe), recovering a race vehicle, or cleaning up after an incident. About our Organisation Vision Statement To be the premiere volunteer organisation in the field of motorsport officiating. Mission Statement To support the growth and success of motor racing in Victoria through the provision of equipment and officials to circuit racing events. Values Teamwork To work as an effective team with our fellow Flag Marshals and the greater motorsport officiating community Integrity To do what is right, free from any bias or prejudice Personal Development Provide the opportunity for our members to grow and develop as officials Friendship To provide an environment to develop strong friendships within the sport Enjoyment Ensure that our volunteers have fun Benefits of Volunteering with the Victorian Flagmarshalling Team Many of our volunteers have benefited from being a part of the club. Here are some of the benefits you can expect: You will be closer to the action than anyone aside from the drivers themselves Free entry for you and a guest Free lunch and end of day BBQ and drinks Complimentary program, and in some cases an event shirt and cap VFT_Volunteer_Induction_Manual_2018.doc Page 2 of 11

5 Meet new people and make new friends Develop new skills Enjoy a sense of achievement and fulfilment from contributing to the sport As a member of the club you will be entitled to discounts off select goods at Aussie Disposals. The club also holds two social events each year for its members. The clubs Christmas party and Chiefs BBQ. Organisation Chart: VFT_Volunteer_Induction_Manual_2018.doc Page 3 of 11

6 Victorian Flagmarshalling Team Key Contacts: Name Arthur Cooksley Name Roger Chirnside Position Chief Flag Marshal Position President Contact No Contact No Name Will Gaff Name Mark Thompson Position Asst. Chief Flag Marshal Position Vice President Contact No Contact No Name Zoe Butteriss Name Eric Rigg Position Grade 4/5 Representative Position Secretary Contact No Contact No Name Michael Poole Name Joy Chirnside Position Training Officer Position Magazine Editor Contact No Contact No. N/A Name Jason Carroll Name Position Merchandise Officer Position Contact No Contact No. VFT_Volunteer_Induction_Manual_2018.doc Page 4 of 11

7 Role Description - Trainee Flag Marshal Position Objective: Flag Marshals are assigned to posts around the Circuit to use appropriate flags to communicate track conditions and race regulations to vehicles on the track. Position Responsibilities: Correctly display appropriate coloured flags to competition vehicles (and other service vehicles) during the competition day Correctly display appropriate coloured flags in a timely manner to ensure the safety of vehicles/competitors on competition surface Closely observe the racing and competition surface and report any issues to the Communicator/Sector Marshal, as appropriate Work closely and cooperatively with fellow Flag Marshals to ensure the mutual safety of officials Personal Attributes Good communication and observation skills Understanding of rules, regulations and trackside protocol Good interpersonal skills Ability to follow instructions Ability to make decisions under pressure Safety awareness Honesty and strength of character Commitment Tact and good manners Flexibility to meet demanding deadlines Good multitasking skills Ability to work as part of a team Appropriate level of medical fitness, including: Ability to safely traverse all types of terrain e.g. grass, gravel, uneven surfaces etc. Ability to climb barrier if necessary Ability to move quickly/change direction if responding to an incident Ability to be standing for extended periods of time Location: The Club attends events at Victoria s three main motor racing circuits, Sandown Raceway, Phillip Island Grand Prix Circuit and Winton Motor Raceway. VFT_Volunteer_Induction_Manual_2018.doc Page 5 of 11

8 Addresses for these circuits are: Sandown Raceway Princes Hwy, Springvale VIC 3171 Winton Motor Raceway 41 Fox St, Winton VIC 3673 Phillip Island Grand Prix Circuit Back Beach Rd, Phillip Island VIC 3922 Please note that Public Transport options in these areas on weekends can be limited, and you will require your own transport to get to these venues. Minimum Age: The minimum age you can volunteer as a Flag Marshal is 16 years old with the consent of a parent or guardian or 18 years old without Event Calendar (Subject to Change): DATE CIRCUIT EVENT 3-4 March Sandown VSCRC March Phillip Island Island Classic March Albert Park F1 GP, not a VFT event April Phillip Island V8 s Phillip island Apr Sandown Porsche 6 hour 5-6 May Phillip Island VSCRC May Sandown Shannon Nationals May Winton V8 s Winton May Winton Historic Winton 1-3 June Phillip Island Shannons Nationals June Winton VSCRC June Phillip Island Multi Club July Sandown VSCRC July Phillip Island Vic 6 Hour Relay 4-5 August Winton Festival of Speed August Phillip Island August Access 1-2 September Winton Shannons Nationals September Sandown Sandown September Phillip Island VSCRC October Winton AROCA 12 Hour Relay 9-11 November Sandown Sandown Historics November Phillip Island Island Magic VFT_Volunteer_Induction_Manual_2018.doc Page 6 of 11

9 Your day as a Flag Marshal Meeting Time and Place: A member of the team will discuss the meeting time and place with you prior to you first event. Generally this will be between 6:45am and 7am at the main gate of the circuit. When you arrive at the circuit, a member wearing a orange Hi-Viz vest with VFT Induction Team printed on the rear will meet you and guide you in to the venue. NB. If for any reason you will be late, please call the Chief Flag Marshal. Sign On: It is essential that you sign on at every race meeting you attend as an official. This should be one of the first things you do when arriving at the circuit. Signing on to the event serves two purposes. Firstly, you are declaring that you are fit to perform your duties. And secondly, it ensures that you are covered by the Volunteer Personal Accident and Public Liability insurance policies for the event. Report to Chief Flag Marshal: After you have signed on, you should report to the Chief Flag Marshal to be allocated your position for the day. A team member will then Introduce you to the people you will be working with for the day. Morning Briefing: All volunteer officials must attend the morning briefings. The briefings are used by Senior Officials to provide important information you may need to perform your role and stay safe. There are two briefings to attend. A general briefing for all officials and a role specific briefing for Flag Marshals. Lunch: The event organiser will provide you with a lunch. This usually consists of a meat or poultry based Sandwiches/Roll along with one or two items from fruit, chocolate bar, muffin or slice. Please listen to the morning briefing for information as to how your lunch will be provided. Move to Work Position: Following the briefings, you and your team will either walk or be driven out to your Flag Point for the day. Assist with Flag Point Set-up: Once at the Flag Point, the team will set up the various equipment required for the role, ensuring it is placed in a safe position. On-track Activities: What we are all here for! The bulk of your day will be spent next to the racetrack Flag Marshalling. Flagging procedures differ somewhat between practice/qualifying and racing. Your Trainer/Senior on Point will work closely with you to ensure you gain the necessary experience and knowledge to become a competent Flag Marshal. Assist with Flag Point Pack-up: At the completion of on track activities for the day, all of our equipment must be tidied up and packed away. Stand Down/End of Day: Once the Course Car opens the circuit, our duties for the day are complete. Often there will be a BBQ and drinks put on for all the officials, which you are welcome to join, otherwise you are free to go home. VFT_Volunteer_Induction_Manual_2018.doc Page 7 of 11

10 Registering for Events Our members are able to choose which days/events they would like to volunteer with the club. To register for an event you should contact the Chief Flag Marshal by ing or by calling Absences If for any reason you are no longer able to attend an event you have previously registered for, please advise the Chief Flag Marshal as soon as possible. Training and Accreditation Initial Training: You will be provided with training from experienced Flag Marshals to help you reach a basic competency level. Your progress will be monitored closely to ensure you are developing the required skills, and additional help given where needed. New recruits should expect this process to take a minimum of 10 days. Ongoing Development: The club has a grading system to give structure to your development as an official. Additionally training nights/days are held from time to time CAMS Officials Licence: The Confederation of Australian Motor Sport (CAMS) sanctions the majority of events we attend, and are the main governing body for motorsport in Australia. CAMS run a National Officiating Program for the grading, licensing, training and recognition of volunteer motor sport officials. We recommend our Trainees join this program, by applying for their CAMS Officials Trainee Licence at the completion of their first event. In addition to attending an event, and completing the CAMS Trainee Licence form, you will also be required to complete and pass an online training course to be awarded an Officials Licence. AASA Officials Licence: The Australian Auto-Sport Alliance (AASA) is an alternative governing body to CAMS, and sanctions a number of the events we attend at Winton Raceway. If you intend to regularly volunteer at Winton Raceway, you may wish to apply for an AASA Officials Licence. Membership If you enjoy your initial days as a flag marshal and wish to continue volunteering with the club, we will require you to become a financial member by your 10 th day. The cost of membership is $20 p.a.*. On becoming a member, you will be entitled to receive a complementary club uniform. *Please note membership fees are subject to change. Policies Smoking: Smoking is not allowed while you are on a Flag Point or near the racing surface. Smokers should speak to their Trainer/Senior on Point as to where they can smoke. Phones/Mobile Devices/Cameras: The use of mobile devices and cameras is not allowed while you are on the Flag Point with race cars on Circuit. VFT_Volunteer_Induction_Manual_2018.doc Page 8 of 11

11 Should you need to use your phone or device, please speak to your Trainer/Senior on Point as to where and when it is appropriate for you to use. Social Media: Event organisers and governing bodies have strict policies around how volunteers use Social Media in relation to the events they attend. Generally speaking, you should not post anything to Social Media from the start of the morning briefing until you are stood down at the end of the day. Please ensure any Social Media posts you do make outside of this time reflect the sport in a positive light, and do not include any sensitive information or images. Illicit Drugs and Alcohol: For safety reasons officials must not take any drugs (including alcohol) that may affect their attention and judgement while at an event. As a Flag Marshal, you may be subjected to random testing to ensure you do not have alcohol or illicit drugs in your system. Should you have any concerns around this while at an event, please speak to the Chief Flag Marshal. Pre-existing Medical Conditions: Please advise the Chief Flag Marshal of any pre-existing medical conditions that may impact on your ability to perform the role of Flag Marshal. This information will be kept in the strictest of confidence and is primarily only used to ensure the best possible medical care is provided in the event of anything untoward occurring. Please remember to bring any medications you might require with you. Member Protection Personal Accident and Public Liability Insurance: For your protection, both CAMS and the AASA provide personal accident and public liability insurance cover for officials at the events they have sanctioned. To ensure you receive the benefits of this cover, you must sign on each morning when attending an event as an official. Ambulance Cover: We strongly encourage all our members to ensure they have Ambulance cover. If you have private medical insurance, please check your policy to ensure it includes ambulance cover. Alternatively, you can join Ambulance Victoria. Out of pocket expenses Members are required to meet their own transport and accommodation costs. A number of our members car pool and/or share accommodation in order to keep their costs of attending events at a minimum. Club Uniform After 10 days, and paying your membership fees, you will be eligible for a complementary team uniform. You will receive a winter jacket along with your choice of Overalls or an Overall Jacket. Should you opt for the Overall Jacket, this must be worn with Navy Blue trousers supplied at your own expense. Victorian Flagmarshalling Team uniform should be worn whenever you are volunteering with the club. VFT_Volunteer_Induction_Manual_2018.doc Page 9 of 11

12 General Meetings The club holds General Meetings on the first Thursday of February, April, June, August, October and December. These meetings are open to all of our members and trainees, and are a great way to keep in touch with what is happening in the club, put any questions or concerns to the committee, and to network with follow members. General Meetings are currently held at the MG Car Club Rooms, Unit 53/41-49 Norcal Road, Nunawading, VIC 3131, starting at 8pm sharp. Club Magazine The club publishes a bi-monthly magazine that is provided to all of our members. The magazine includes reports from club seniors, details of upcoming events, and any other important news or announcements. Contributions to the magazine such as articles or photos are always welcome, and can be ed to magazine@vicflag.org.au Please refer to the club website to view back issues of the magazine. Club Merchandise The club offers a range of merchandise for sale through our Merchandise Officer. Items include stickers, bags, hats, shirts and club uniform. To purchase merchandise, please your request to: merchandise@vicflag.org.au Please refer to the club website to view our range of merchandise. NB. Merchandise is only available to Financial Members of the Club Winton Accommodation Accommodation is available on-site for officials volunteering at Winton Raceway. Known as The Bunkhouse, it features dorm bedrooms along with shared kitchen, lounge and bathroom facilities. Officials staying at the Bunkhouse must bring their own bedding (including pillow), towel, food and drinks. Please speak to the Chief Flag Marshal for details on how to book. Useful Websites Victorian Flag Marshalling Team: VFT Facebook Page: Confederation of Australian Motorsport: Australian Auto-Sport Alliance: Ambulance Victoria: VFT_Volunteer_Induction_Manual_2018.doc Page 10 of 11

13 Sponsors/Supporters The Victorian Flagmarshalling Team would like to thank the following organisations for their generous support: Penrite Oil Shannons Insurance The Victorian Historic Racing Register Stillwell Motor Group WARNING MOTORSPORT IS DANGEROUS While precautions are taken to ensure your safety, motorsport is by its nature a dangerous activity. Any race meeting you attend, you do so by your own choice and must bear the responsibility for your own welfare and that of those around you. You should carefully consider the risks associated with motorsport before deciding to volunteer as a Flag Marshal. VFT_Volunteer_Induction_Manual_2018.doc Page 11 of 11