2015 Club and Team Guidelines. (Club Literature)

Transcription

1 2015 Club and Team Guidelines (Club Literature) 5

2 Guidelines All affiliated clubs and teams must participate in the CCC/OCA insurance program unless otherwise agreed to by the Ontario Cycling Association for the specific year in question. This program is paid for by each individual through a portion of their OCA Affiliate Membership, UCI Licence or Citizen Permit. You must meet the following conditions for the insurance policy to defend you in case of a loss: The club/team has a current (up to date for the year) Risk Management Plan approved by the OCA and on file with the OCA. Clubs whose Risk Management Plan has not been approved, will be notified and affiliation will not be granted until one is submitted that meets approval. Every member of the club has completed an OCA waiver in full, either online, physically or both. All physical waivers collected by the club MUST be submitted to the OCA bimonthly. The club/team s activities comply with the guidelines laid out in this document All members have registered AND paid the appropriate Affiliate Club Membership amount. (Some exceptions may apply) This coverage is in effect subject to it being reported prior to the activity taking place and it meets the published guidelines for permitted activities. With affiliation, you are required to submit a schedule of your weekly activities and any other special activities that you have planned. These activities must meet the guidelines laid out in this document. Any updates to this schedule must be sent via to info@ontariocycling.org for insurance coverage no less than 48 business hours in advance (See Registration Activities, section a, for more information on timelines). Note certain activity types are not permitted under the general club/team coverage policy and may require supporting documentation (Event Permit Application) be submitted. Note: Activities that have an alcohol component (Pub Night, Movie Night, Awards Banquet, etc.) are not covered under the general insurance policy. A separate insurance certificate can be obtained for these events from the insurance broker at an additional cost if desired. Safety Helmets must be worn at all times on club/team activities and the rules of the road are to be followed. Club/team(s) are expected to operate events according to their established risk management procedures designed to reduce the possibility of accidents. All participants need to be informed that the ultimate responsibility for safety rests with the individuals. 6

3 Registered Activities All types of events must be registered with the OCA by submission on the Club/Team Affiliation Form or by reasonable notice prior to the event (minimum 48 hours for regular rides, one month for competitive activities). The act of submitting event information to the OCA does not automatically qualify an event for approval. All events are subject to approval by the OCA and permission may be revoked upon review of the documents at any time or as a result of a spot check. Certain types of competitive events may require an Event Permit Application (see below). a. A detailed list of proposed club/team activities must be submitted with the affiliation paperwork. Ongoing submission as activities change is permissible provided the Ontario Cycling Association is given reasonable notice (minimum 48 b u s i n ess hours for noncompetitive rides, one month for competitive activities) via (info@ontariocycling.org). An to the OCA on a Friday afternoon regarding a club/team activity on Sunday is not reasonable notice. b. Advance reporting of an activity indicates that some planning took place and that it is taking place under club/team rules, and the club/team executive/management is aware of the activity. Activities not approved in advance will not be covered under the OCA s insurance banner. c. Any added club/team activity MUST meet our guidleines and the club/team s Risk Management policy. Competitive Activities Any activity, in which participants are ranked either by recording time or order of placement, is a competitive event, whether or not prizes or trophies are awarded. All activities shall have an entry fee that is less than $10. An activity with a higher entry fee must be sanctioned through an event permit application. Below is a list of club/team racing activities that may be accepted by the OCA: Interclub Activity- Activities that involve more than one club may be permitted. See below definitions for further information on what is permitted with and without requiring an OCA Event Permit. For all interclub activities, the number of clubs participating must be limited to 3, the event is planned and advertised only within the clubs involved. The clubs participating in an interclub activity must be specified in the clubs reported activities (submitted with affiliation, and/or via with reasonable notice to the OCA). Time trials- A course map must be submitted. If there are stop signs on the course riders must abide by the HTA. Group pursuits (eg. Ability based Australian Pursuit)- This format, in which participants are grouped according to a handicapping system, has the advantage that it reduces the likelihood of large groups occupying the road and is often used as a high level training ride in preparation for sanctioned mass start competitive events. Organizing clubs are responsible for the event management procedures, including ensuring that the size of the field and the number of riders in each group is not excessive with regard to the safety of the event. Group pursuit events must still 7

4 follow all rules of the road. Events that meet these requirements do not need submission of an Event Permit Application. The OCA will permit use of this format for Interclub Events (see above) without an Event Permit. Criteriums - Require approval form the OCA and require an Event Permit Application (i.e. a Sanction.) A sanction fee may be required. Road races- Both club and interclub mass start road races require an Event Permit Application (ie a Sanction.) A sanction fee may be required. Other activities - Any other competitive event that is not captured by the above definitions requires prior OCA approval through the submission of an Event Permit Application. A sanction fee may be required. Risk Management Plan a. Clubs/Teams are required to have a risk management plan in place that establishes rules for their activities. Club affiliation will not be granted until the club s Risk Management Plan has been received by the OCA for that season. b. The policy is established by the club/team. c. Risk Management Policies are common sense safety steps club/teams take at EVERY activity. d. Only include policies which the club/team will adhere to at every activity. If a club/team does not enforce a policy from its risk management plan, and something happens, the club/team could find their insurance coverage in jeopardy. e. The OCA does not have a sample risk management plan. The OCA will not distribute other affiliated club/teams risk management plans. It is the duty of each club/team to complete their own risk management plan. For an idea on types or risk, please take a look at the Risk Management PDF Slideshow on the OCA website (Clubs/Forms and Literature). For assistance please contact the Steve Indig - Sport Law and Strategy Group Club Participation a. Clubs must adhere to the participation rules for club activities. b. All riders participating in a club activity MUST be a paid member of the Ontario Cycling Association. (Exception being those who are participating in a club Try Out activity) c. Activities that are open to the public must be sanctioned and will be covered by a separate insurance fee (commercial event certificate). This fee must be paid in advance of the activity. d. The fact that one is a member of another club does not give them an automatic right to participate in other clubs activities without first joining that club or requesting approval. e. A club is given latitude to allow OCA members who are not said club s members to participate in their activities. A visiting OCA member from out of town may be permitted to participate in the club s events (at the host club s discretion) provided it is on an occasional basis and they agree to participate under the rules that the club has established 8

5 for that type of activity. Clubs are encouraged to extend this olive branch to visiting members. They must also prove their membership and insurance with their originating club by showing a club membership card. Anyone not able to show this type of proof should be charged the appropriate club member affiliate fee and asked to sign a waiver. The club may at its discretion charge a fee for riders participating in its events since they are receiving a benefit that other club members pay for. This fee must not be more than $10 per activity. The same should apply to a CCC/UCI licence holder. They must have proof that they are indeed a member through one of these channels in order to participate. f. Any club found allowing non-members to participate (excluding club try-out days) will find their insurance coverage and affiliation status revoked. Crashes, Accidents and Incidents a. If an accident occurs, it MUST be documented and recorded immediately or as soon after as possible. If there is personal injury or property damage, the OCA must be notified immediately so we are able to notify the broker. Any OCA Accident Reports should be submitted within 48 hours of the incident to the Ontario Cycling Association Office. b. The OCA Accident Report should be the minimum level of documentation. The additional documentation of witness statements, list of names involved, photos of the scene would make an exceptional report. Reporting should be as in depth as possible as most litigation is brought forward years after the incident when club members with a memory of the incident might not be around anymore. The more information provided the better. c. It is up to the CCC/OCA insurance provider, to determine the level of reporting required on a case-by-case basis. Jerseys All clubs/teams must submit a pdf or jpeg of their jersey (in colour) each year to the OCA for approval The jersey must be distinct enough from the National and Provincial Team Jersey and other previously submitted jersey designs for that year to be approved. 9

6 Ontario Cycling Association Phone: (416) Fax: (416) Concorde Gate, Suite 212, Toronto, ON M3C 3N7 info@ontariocycling.org 2015 Private Team/Business Affiliation Team Name (exact spelling): Team Contact: Person to receive ALL CORRESPONDENCE. For OCA office Note Private Teams and Supporting Businesses will not be listed in the clubs section of the OCA website Name: Address: City: Postal Code: Telephone: (Daytime): Fax: Team web site: Team Racing Interests: (Please check all that apply) Road XC Mountain Bike BMX Cyclo-Cross DH Mountain Bike Track 4X NCCP Certified AND Licenced Coach: Yes No If yes please provide name and level: Team Contacts Position Name Telephone Number Manager Other 1 P a g e

7 Team Information: Yes No Is your team a non-profit registered Ontario Corporation? (Check Box) The OCA has a letter describing the nature of the Team s ownership? i.e. Sole Ownership, Corporation etc. The OCA has a current copy of the team s risk management policies (Mandatory for all Teams). Please submit a copy for 2015 Please submit a copy for 2015 Sponsors Jersey Design: Please provide an electronic picture (Jpeg or PDF) of your team jersey and give summary details below. Teams must get approval from the OCA to avoid conflicts with the provincial or National team uniform design. Team Colours: Affiliation Application Attachments (To be faxed or ed to OCA office) Risk Management Policy for 2015 (Must be submitted if you are doing group rides/events) Jersey Design for 2015 ( ed in colour only) Team Roster for P a g e

8 2015 Private/Trade Team Official Roster This form should be filled out by those teams that have registered as UCI, CCA or OCA Trade Teams/Private Teams. Please note that if a team member is not on this list, they will have to provide proof of membership with the team before receiving their licence so it is important that ALL names are listed. Any additions must be given in writing to the OCA before a rider can have license issued. Team Name: Team Members: 3 P a g e

9 2015 TEAM ACTIVITIES Note there are two sections for team activities. These activities must involve team members only. All activities MUST adhere to the 2015 Club Literature. Weekly Rides Section For team organized group rides/training rides or touring rides happening on a weekly basis, starting and ending at a standard location. Any competitive events go in the Other Activities Section. Other Activities Section To be used for any team organized competitive activities (Time Trials, Group Pursuits, interclub activities) as well as any other team organized activities, not listed under weekly section, that require insurance coverage under the general policy. Road Race and Criterium events require an event permit application be submitted and may be subject to additional sanctioning fee. Note: Events that have an alcohol component (Pub Night, Movie Night, Awards Banquet, etc.) are not covered under the general insurance policy. A separate insurance certificate can be obtained for these events from the insurance broker if desired. Any changes in day, time, location, etc., MUST be communicated to the Ontario Cycling Association in writing, no less than 48 business hours in advance. The description of the activity MUST BE CLEAR. A 50km Crank Buster is not a clear description of what the activity is. Please be sure to fill out the activities page in full and submit to OCA office with affiliation if you have any activities requiring coverage. 4 P a g e

10 Weekly Rides: Please note any of your weekly rides that will be ongoing throughout the season. These rides must have a designated ride leader and follow the club s OCA approved Risk Management Plan. Note that the submission of an activity does not guarantee acceptance for coverage. All activities MUST adhere to the 2015 Club Literature. Example Day Tuesday Activity Group Ride Time (approx.) 6pm-8pm Location Start Point Jacks Bike Shop, Oshawa Monday Tuesday Wednesday Thursday Friday Saturday Sunday Other Activities: Please list any club events (Time trials, tours, sign up dates, socials, etc.) that will occur on a specific date. All these activities must have a designated leader and follow the club s OCA approved Risk Management Plan. Submission of an activity does not guarantee acceptance for coverage. All activities MUST adhere to the 2015 Club Literature. Any interclub activities must list ALL participating clubs (to a maximum of 3 total) Example Date Each Thursday Mar 29 Name & Description of Activity Club Time Trials 100km Tour Approximate Time of Day 11am-3pm 1pm-4pm Location St. Catharines Toronto Map Link Include link to map of course *Please include additional sheets if required for more events 5 P a g e

11 Affiliation Fee Affiliation Fee: $415 Private Team $200 Supporting Business $0 CCC/UCI Trade Team PRIVATE TEAMS AND SUPPORTING BUSINESSES MUST BE COMPRISED OF ONLY UCI LICENCE HOLDERS. SUPPORTING BUSINESS CAN ONLY BE A MAXIMUM OF 3 MEMBERS. SUPPORTING BUSINESSES FOUND WITH MORE THAN 3 MEMBERS IN-SEASON WILL BE CHARGED THE REMAINING COST TO UPGRADE TO PRIVATE TEAM STATUS. Declaration (By signing below you are agreeing to all of the statements in the Declaration below): 1. Upon acceptance as a Team of the Ontario Cycling Association and Cycling Canada Cyclisme, we agree to abide by the constitutions, rules and procedures of the aforesaid corporations. 2. We understand the team affiliation fee structure for 2015 and agree to pay all fees when due. 3. We declare that team activities are taking place with permission of the land/property managers. 4. We understand that every member of our Team MUST hold a UCI licence. 5. We have read and understood the 2015 Team Affiliation Package. 6. We understand that affiliation and insurance coverage ends December 31, I agree to supply the Ontario Cycling Association all the necessary attachments/documentation as requested in this 2015 Private Team/Supporting Business Affiliation Application. Signature of Owner/President Date Signature of Secretary or Other Date 2015 Fees Submitted FEES ARE BASED ON A CALENDAR YEAR ENDING DECEMBER 31, 2015 $ Team Affiliation Fee Payment by: Cheque Credit Card Formal Credit Card Information & Authorization to charge above amount Type: VISA MASTERCARD # Expiry Date / Name on Card (Print) Signature 6 P a g e