VICTORIAN RALLY BULLETIN - 2018 Part B (Organisers) Administrative and Organisational Requirements - VicRally

 
2018
                 VICTORIAN
                   RALLY
                  BULLETIN
             Part B (Organisers)
             Administrative and
               Organisational
               Requirements
                                       Final Version

                                                       1|Page
2018 Victorian Rally Bulletin Part B
Abbreviations used in this Bulletin:
ARCom                   Australian Rally Commission
CAMS                    Confederation of Australian Motorsport Limited
TMP                     Traffic management Plan
ARC                     Australian Rally Championship
DELWP                   Department of Environment, Land, Water, and Planning
VSCE                    Victorian State Council Executive
NRC                     National Rally Code
TRE                     Touring Road Event
VCRS                    Victorian Club Rally Series
VCRSC                   Victorian Club Rally Series Committee
VRB                     Victorian Rally Bulletin
VRC                     Victorian Rally Championship
VRCMG                   Victorian Rally Championship Management Group
VRP                     Victorian Rally Panel
VRSG                    Victorian Rally Scrutiny Group

Contents
1.      Required Pre-Reading ........................................................................................................ 3
2.      Definitions.......................................................................................................................... 4
     2.1       Area Co-ordinators ...................................................................................................... 4
     2.2       Checker........................................................................................................................ 5
3.      CAMS Manual Documentation ......................................................................................... 7
4.      Contacts.............................................................................................................................. 7
     4.1 Areas and Equipment ....................................................................................................... 7
     4.2 CAMS Staff ....................................................................................................................... 7
5.      Event Applications ............................................................................................................. 7
     5.1       Victorian Rally Events ................................................................................................ 8
     5.2       Other Authorities ......................................................................................................... 9
     5.3       General Requirements ................................................................................................. 9
6.      Event Special Conditions ................................................................................................... 9
7.      Levies on competing crews ................................................................................................ 9
     8. Accessing Promotion Fund. ............................................................................................ 9
     8.1 Introductory driver subsidy ............................................................................................ 10
9.      Pace noting Reference...................................................................................................... 10
     9.1 Penalties ......................................................................................................................... 10
     9.2 Pace note Regulations .................................................................................................... 10
10.        Minimum Requirements for all Rally and Road Events ............................................... 10
     10.1         Critical Incident Management Procedure .............................................................. 10
11.        Additional Minimum Requirements by Event Type ..................................................... 11
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2018 Victorian Rally Bulletin Part B
11.1         Closed Road Events ............................................................................................... 11
  11.2         Introductory Events ............................................................................................... 11
  11.3         Testing and Practice Days ..................................................................................... 11
12.     Minimum Communications Requirements for all Rallies and Trials in Victoria ......... 11
13.     Road Damage Fund....................................................................................................... 12
  13.1 Road damage levy ........................................................................................................ 12
14.     Closed Road Conditions ............................................................................................... 13
  14.1 Traffic management Plan for Car Rallies .................................................................. 15
  14.2 Access Control Matrix ................................................................................................. 16
15.     Planning Requirements ................................................................................................. 17
  15.1         Organisational Schedule ........................................................................................ 17
  15.2         Target Penalty Timing ........................................................................................... 18
  15.3         Night Events .......................................................................................................... 18
  15.4         Refuel Areas .......................................................................................................... 18
  15.5         Navigational Sections ............................................................................................ 18
  15.6         Rally Clocks, Timing Beams, Public Address, Bunting........................................ 18
  15.7         Bibs for Event Officials ......................................................................................... 18
  15.8         Notifying Authorities Procedures .......................................................................... 19
      15.8.1      Interaction with Victoria Police ......................................................................... 20
      15.8.2 Region Traffic Locations ................................................................................... 20
  15.8.3       Notifying DELWP and Council/Shires. ................................................................ 20
      15.8.4      Emergency Services Notification Timetable ..................................................... 20
      15.8.5      Ambulance Victoria Notification ....................................................................... 21
  15.9         Penalties for Transport Sections ............................................................................ 21
  15.10        Late Running Time ................................................................................................ 22
  15.11        Time Control Procedures ....................................................................................... 22
  15.12        Controls and Observations..................................................................................... 22
  15.13        Scrutiny Forms ...................................................................................................... 22
  15.14        Event Results ......................................................................................................... 22
  15.15        Retaining Event Paperwork ................................................................................... 23

1. Required Pre-Reading
     Before reading this document, Event Organisers MUST read Part A
     (Competitors, Drivers, and Co-Drivers).

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2018 Victorian Rally Bulletin Part B
2. Definitions
Throughout this VRB Part B, events will be referred to as a Rally or a Trial. To understand what category
your event falls into, the following definitions should be used:-
Rally: includes Special Stage, Rallysprints, and any other style that uses fully route charted competitive
sections.
Trial: includes all events that include navigation, average speed, shortest mapped route and road
sections, or any combination of these.
Time. All rallies must use 24 hour time.
All rallies and trials in Victoria from club to special stage that are considered to be a contest of speed,
i.e. timed to the penalty minute or less, shall be run as Road Closed Events, and as such must adhere
to all the relevant regulations. (See Section 14)

2.1 Area Co-ordinators
These are officials who are appointed by a relevant State Council through the rally panel whose duties
include the maintenance of route records for past events, advising on organisation aspects, and liaison
with municipal authorities, Government bodies etc. The co-ordinator may have overall responsibility
or may be restricted to specific matters by the relevant State Council.
The role of an Area Co-ordinator in Victoria is as per following:-
       The co-ordination of the organisation of road events within a defined area
       The Area Co-ordinator shall establish and maintain direct liaison with authorities to ensure co-
        operation in the organisation of road events
       The Area Co-ordinator must be aware of restricted and “sensitive” roads and areas.
       It is mandatory for the Clerk of Course to contact the Area Co-ordinator prior to contacting
        any authorities
              o This contact should take place 16 to 12 weeks before an event. The deadline for
                contact is 12 weeks (3 months)
              o By 10 weeks prior to an event a Clerk of Course MUST lodge all correspondence to
                relevant authorities with the Area Co-ordinator who will countersign before
                forwarding on
              o By 3 week prior to an event the Clerk of Course must lodge copies of replies from
                relevant authorities, together with final copies of route, service, and spectator
                instructions. Closed road events are also to provide final copy of set up book. CAMS
                may require written confirmation of compliance prior to issuing the permit
              o The Area Co-ordinator has authority to ask CAMS via the Rally Panel to cancel the
                event if these deadlines are not met.
Should the Area Co-ordinator wish to compete or assist with the organisation of an event within their
area, the Rally Panel may appoint an alternate Area Co-ordinator for the duration of that event.
The Area Co-ordinator has the authority to make demands as may be necessary to comply with
regulations or to ensure the ongoing organisation of road events within their area. Non-compliance
may result in the non-issue or cancellation of a permit or the abandonment of the event.
In the case of a dispute between the Clerk of Course and the Checker, the Area Co-ordinator shall act
as a first arbitrator.
Daylesford and Mt Disappointment are no longer available from 1 st June to 30th September. Yarra
Valley Forests (Powelltown/Gembrook) are no longer available from 30 thApril to 31st October (unless
dispensation is granted by the DELWP).
Any enquiries relating to Areas, Forest Districts, Shires, etc. should be addressed to the appropriate
Area Co-ordinator in the first instance.

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2018 Victorian Rally Bulletin Part B
Area Name                Co-ordinator          Address                       Telephone
 Mallee                   Jason Hague           haggis@netcom.au
                                                                              0409 166 975
 Murray Goldfields
 Wimmera                  Gary Hodgskiss        gzh@wilvandee.com.au
                                                                              AH 03 98762153
 Far South West
                                                                              0408 541 441
 Otways
 Midlands                 Mike Twycross         miketwyx@gmail.com
                                                                              0418994468

 Goulburn                 Neville Bell          njrdbell@bigpond.com
 Ovens                                                                        0409 950 519
 Upper Murray
 Murrindindi              Neil Schey            neil@appion.com.au
                                                                              0488277466
 Metropolitan
 Yarra                    Keith & Lynn Cuttle   klcuttle@gmail.com            03 56299566
                                                                              0427 288 853
 Latrobe                  Bernard Miron         bernardm@dcsi.net.au
                                                                              0427 581 930
 Macalister
 Tambo                    Ross Runnalls         rossrunnalls@bigpond.com
                                                                              03 5762 6410
 Snowy

2.2 Checker
 NRC 1.6: “A person appointed by the State Rally Panel as a senior CAMS official and advisor to the
Clerk of the Course, who as a condition of event Permit issue, must be satisfied that the event can be
conducted in accordance with the National Competition Rules, the National Rally Code and Public
Safety and Control Procedure, Checkers Manuals, the Series Regulations, the Event Supplementary
Regulations, any Further Regulations issued for the event and any other requirements of the CAMS
administration, State Council or it’s executive . The Checker must also ensure that the proposed Route
Instructions do, in fact, define the intended route unambiguously, and that on the day of the event, it
is safe for the general public, Officials and competitors and is satisfactory from a public relations point
of view.”
From 2016 All Checkers of events in Victoria are required to have completed the CAMS Rally Checker
module to bring them up to date with all the current regulations and procedures that a checker will
be authorizing during the event checking process
The Clerks of Course and Checkers Manual is available for downloading from
http://www.vicrally.com.au/info/organisers/clerk-of-course-manual/ or directly from the rally panel.
It is an invaluable document for all people involved in organising events and those thinking of
organising events.
The current CAMS rulings regarding checkers can be found at
http://docs.cams.com.au/CAMS%20Forms/Officials/Officials%20Resources/Rally%20Checker%20Ma
nual%20FINAL%2014072916_update.pdf

The role of a Checker in Victoria is as per following:-

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2018 Victorian Rally Bulletin Part B
   As well as checking the route the Checker is responsible for checking compliance with all
       regulations. He is authorised to make demands upon the Clerk of Course both before and
       during the event to achieve compliance. Failure of the Clerk of Course to achieve compliance
       could result in the cancellation of the Event
      The Checker must not have any other duties at an event
      CAMS require the countersignature of the Checker on the “Authority to Issue Permit” form
      As the CAMS representative within the Organising team the Checker must be able to evaluate
       the conduct of the event and the resolution of any issues that may arise from a public relations
       point of view and the impact on rallying in the future
      For more detailed description of Checkers role refer to CAMS Checkers Manual
      To confirm compliance with the DELWP traffic management plan for road closure signoff

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2018 Victorian Rally Bulletin Part B
3. CAMS Manual Documentation
The National Rally Code, contains many event requirements that Event Organisers must abide by. They
are not replicated in this Bulletin. Each Event Organiser must read the NRC prior to reading this
Bulletin.
       National Rally Code
        http://docs.cams.com.au/Manual/Rally/2018%20Edition/RR01-
        National%20Rally%20Code-2018%20-%202.pdf
       National Competition Rules
        http://docs.cams.com.au/Manual/NCR/2018%20Edition/NC01-NCR-2018-
        1_ONLINE_MANUAL.pdf

4. Contacts
The following Subject Matter Experts will be invaluable to you as an organiser

4.1 Areas and Equipment
    Person             Responsibility                    Phone                   Email
                       Clock, Electronic timing
    Michael Loxton                                          (bh) 03 98888797 krytonautomotive@gmail.com
                       beam, vest and public
                       address system hire, sale of         3 Alexander Drive
                       Rally Tape                          Burwood Vic 3125
                       Pre-event area radio                      0408 355 123 jrautosport@yahoo.com
    John Roberts
                       coverage planning.
    Michael Topp       Secretary Omega Radio Club                03 97566212 omega.radio.club@gmail.com
                       PO Box 10 The Patch VIC                   0428 516219
                       3792
                       Wicen State Co-ordinator                  0411192249 sco@vic.wicen.org.au
    Ross Sargent
                       Pre-event area radio                      03 9886 5592 markd@ausdata.net
    Mark Detering
                       planning.

                       Pre- event radio planning &               0404 009009 roger@celestial.com.au
    Roger Baker
                       general event
                       communications

4.2 CAMS Staff
    National Permits      For all event permit                    03 9593 7777   permits@cams.com.au
    Administrator         applications for CAMS events

5. Event Applications
Due to the long consultative process with the DELWP, applications for ALL the next year’s events close
on 31st July of the current year. Rally Event application forms are available from.
http://www.vicrally.com.au/mdocs-posts/2018-road-event-application-form/

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2018 Victorian Rally Bulletin Part B
Events wishing to be included in the VRC or VCRS series for the following year must seek approval
from the relevant management committee prior to submitting their road event application to the Rally
Panel.
Fully route charted events may only be conducted by Clerks of Course who hold a Gold, Silver or
Bronze Event Command license.
No applications will be accepted after the 31st July closing date, except for “Club” events which do not
impact on other calendared events, provided they have the prior approval from the relevant
authorities.
Road event application forms along with a map marked with the forest areas your event wishes to use
must be received by that date.
The map is available on the DELWP website and is called the Forest Online Explorer Map. This shows
all the DELWP areas and you are required to place a line around the area you wish to use.
Details on how to use the program is on the VicRally website along with the application form.
http://www.vicrally.com.au/mdocs-posts/2018-how-to-create-a-delwp-map/
No event promoter, be they a club or private organisation, will be granted a permit to conduct an
event in Victoria if they have monies owing to CAMS or CAMS administered funds, owners of roads
damaged during the course of events, and/or prizes or prize-monies owed to competitors from
previous events.

5.1 Victorian Rally Events
Victorian Rally Championships (VRC)
Events are to be run under the CAMS NRC Special Stage Rallies (NRC SSR) and under the current
standing regulations for the VRC
Victorian Club Rally Series (VCRS)
Events are to be run under the CAMS NRC Special Stage Rallies (NRC SSR) and under the current
standing regulations for the VCRS
Introductory Events
Events are to be run under the CAMS NRC Special Stage Rallies (NRC SSR) section 1.5
A Special Stage Rally which complies with the following criteria;
(a) Maximum duration of four hours,
(b) Timing is to the whole minute, as for Road Rallies,
(c) No reconnaissance is permitted,
(d) The event is not part of any series or championship, except for the club championship of the
organising club
(e) The maximum number of entries is 40.
(f) Only Grade C, D, E & F competitors are eligible to enter, and only Novice crews (Grade E & F) are
eligible for outright awards
Road rally events
Events are to be run under the CAMS NRC Road Rallies (NRC RR)
Other events can be run by applying through the VRP contact mailto:secretary@vicrally.com.au

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2018 Victorian Rally Bulletin Part B
5.2 Other Authorities
Organisers are required to obtain the relevant written permissions from the Statutory Authorities
Such as DELWP, VicRoads, Parks Victoria, Victoria Police, and any Shire Council area your event will
pass through also any private landholders.
In most instances these permissions need to be sought a minimum of three months prior
To the event. Evidence of the relevant permissions will need to be provided to checkers area
coordinators and stewards

5.3 General Requirements
Except in special circumstances, daylight running, and pace-noting are restricted to VRC, and Rally
Sprint events only.
It is mandatory that all closed road daylight events, or sections of an event, be fully route charted.
Competitive sections are to be under 30kms at night and 50kms during the daylight hours.
Maximum field size is 60.
The above requirements can be amended by the VRP. Applications for such amendments are to be
submitted a minimum of 12 weeks before the event.
There shall be not back to back competitive stages. There must be a chance for crews to use late
running time between stages.
Route chart instructions will follow CAMS NRC Special Stage Rallies (NRC SSR) section 2
Organisers must make an allowance on event entry forms for the inclusion of competitors’ officiating
qualifications in accordance with the Competitor Officiating Requirements section of VRB Part A.
The organisers of all Road rallies run under a CAMS permit in Victoria must contact the relevant Area
Coordinator/s to ensure there are no clashes with other events in those areas.

6. Event Special Conditions
Regardless of what may have been included on the road event application form, applications for
special conditions must be lodged in writing to VRP (secretary@vicrally.com.au) at minimum 12 weeks
prior to the event. Late requests run a higher risk of refusal due to the possible difficulties in arranging
the logistics of the event.
This includes special conditions such as timing, less than 2 minute car intervals, variations to standard
late running time, pace noting requests or use of any daylight sections in Multi-club and Club events.

7. Levies on competing crews
The following levies must be collected by Events from each competing crew:
           The promotion levy fund contribution will be $15 per crew per VRC event.
           VCRS committee will collect $ 10 per crew per VCRS event.
           The promotion levy fund contribution for VCRS/ multi-club/ and calendared club events
            will be $5 per crew per event.
           The Road Damage Levy, see section 13 for details.

8. Accessing Promotion Fund.
The Promotion fund is available to underwrite or fund various rally related activities however it is a
requirement that VRP approval be obtained before any costs are incurred.

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2018 Victorian Rally Bulletin Part B
8.1 Introductory driver subsidy
Removed from the VRB in 2016.

9. Pace noting Reference
Each competitor in an event of State Championship status and below, other than those for which
specific application has been made and approved for the use of pace notes and notified in event
supplementary regulations, shall be subject to the following:

9.1 Penalties
Any competitor found using or in possession of pace notes (determined to be such at the absolute
discretion of the organisers in consultation with the Stewards of the event) shall be excluded from the
event. Spot Checks may be carried out during the event.

9.2 Pace note Regulations
Pace Notes may only be used in an Event if written application has been made to and approval granted
by the Victorian rally Panel. If approved, the use of pace notes is to be advised in the Event's
Supplementary Regulations.
 For Events not using pace notes, any crews found using or in possession of pace notes (determined
to be such by the absolute discretion of the Clerk of Course in consultation with the Stewards) will be
excluded from the event.
Events not using pace notes must have the following wording in the Event Supplementary Regulations:
“Any crew found using or in possession of pace notes (determined to be such by the absolute
discretion of the Clerk of Course in consultation with the Stewards) will be excluded from the event.”

10.      Minimum Requirements for all Rally and Road Events
The following are the minimum items required of each Rally and Road Event:-
a)       Safety Manual
b)       Critical Incident Management Plan – template available from CAMS Permits at the time of
         submitting your CAMS Permit Application Form
c)       Dedicated emergency phone number
d)       Communications with start and finish controls and spectator points as per Section 12

10.1 Critical Incident Management Procedure
When filling out the Critical Incident Management Procedure as supplied by CAMS,
http://docs.cams.com.au/CAMS%20Forms/Critical%20Incidents/CAMS%20Critical%20Incident%20R
esponse%20Procedures%20for%20Club%20Motor%20Sport%20Events%20040315.pdf the following
rally specific amendments are to be made. This Procedure must be completed prior to the Event, and
distributed to Senior Officials prior to the Event commencing.
        The Clerk of Course should be appointed Motorsport Incident Controller (a HQ bound role).
        The Event Secretary should be appointed Motorsport Incident Coordinator (a HQ bound role).
        The Senior CAMS Steward should be appointed the Motorsport Incident Site Controller (a role
         at the scene of the incident).
        The Motorsport Incident Controller must direct the Road Director to re-route the rally and
         take whatever action is necessary to continue the event around the incident area.

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    The incident area must be cleared of all vehicles not involved in the incident, and secured until
          the police arrive.
         If unable to redirect the event around the incident site, then shut the event down at the start
          point of that stage/section.

11.       Additional Minimum Requirements by Event Type
11.1 Closed Road Events
The following are the minimum items required of each Closed Road Event:-
a)        A communication network as per section 12
b)        Have roads closed as per section 14
c)        It is the responsibility of the Checker or his representative to inspect the competitive route
          and inform Rally Headquarters that the route is in accordance with section 14
d)        It is highly recommended that for the duration of the event an emergency vehicle be available
          on site at Rally Headquarters, and/or be deployed at strategic locations adjacent to the
          competitive stages. This vehicle should be a fully equipped 4WD Medical Intervention Vehicle
          (MIV) staffed by a qualified paramedic or SES or CFA personnel.
e)        Crew attire must be in accordance with requirements detailed in CAMS Manual, Schedule D
          Apparel, 2.2 and 3.1 to 3.8. Organizers are advised to check the Schedule D for changes made
          to the passenger ride apparel in 2017 and upcoming changes to club and multi-club rally in
          2019.

11.2 Introductory Events
See section 5.1 in the VRB Part B

11.3 Testing and Practice Days
Except for that conducted entirely on private property, all rally car testing, and practice is to be
conducted as a closed road, special stage event. Organisers are required to apply to DELWP (as per
any event), submit draft Supplementary Regulations to CAMS, and obtain a CAMS Permit number and
a CAMS Permit.
Special Provisions agreed with DELWP require applications to be lodged a minimum of 21 days before
the event (although this may be varied at the discretion of local forest managers).

12. Minimum Communications Requirements for all Rallies and
  Trials in Victoria
It is mandatory that all special stage and /or ‘road closed’ events, whether they are rounds of the VRC,
VCRS, standalone special stage events, Rally Sprints, Club or multi club, Introductory events, must have
radio or suitable communication along the entire competitive route.
         Staffing levels on event route
             It is mandatory that radio points be placed at all section / stage start and finish controls
             It is mandatory that there be communications between organised spectator and service
              areas and Rally Headquarters
             Any sections / stages 30kms or over in length must have a radio (SOS) point half way
              (where practicable) through the section / stage

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   It is mandatory that all course cars be fitted with radios
       Staffing levels at Rally HQ
        It is strongly recommended that the radio base at Rally HQ be manned by at least two radio
         personnel. This will allow one member to relay messages to event Clerks of Course, or
         rotation of personnel, or handling messages on more than one frequency
        “Network” types and number of frequencies to be used:
         To be discussed in detail with Omega, Wicen or Pie-net
        Message Codes:
         To be discussed in detail with Omega, Wicen or Pie-net
        Influence on road selection:
         It is recommended in the strongest possible terms that if it is found that an intended event
         control is in a location where radio communications are not possible, that the location of
         that control be adjusted to ensure the use of communications
This should be determined in consultation between the event Clerk of Course, the road director of the
event and the radio team, in the weeks prior to the event.

13.     Road Damage Fund
Under the terms of the Road Damage Agreement between DELWP, Parks Victoria and CAMS, CAMS
must maintain a $20,000 surety to pay for road damage.
The road damage fund is accessible to organisers of CAMS permitted rallies who are subject to claims
from the road controlling bodies, resulting from road damage caused by competing cars during the
course of the event on competitive and transport sections only and during actual competition only,
i.e. damage during practice, recce, or to service areas, or damage caused by non-competing cars will
not be covered by the fund.
Organisers need not pay bonds to individual foresters. If this is requested, the forester should be
referred to the relevant Policy section at the Head Office of the DELWP
The DELWP charges an administration fee for processing paperwork, per event. However no
inspection fee will be charged. The DELWP will not insist on inspections and will rely on the good
relationships between Clerks of Course and foresters. However, the Panel strongly urges all Clerks of
Course to request a road inspection if they feel it necessary.
CAMS will advise the DELWP that the $20,000 fund is in place in accordance with the policy.
 Any damage bill that is agreed to under the policy will be paid 50% by the organising club (promoter)
and 50% by the CAMS Road Damage Fund. This means that Clerks of Course have a heavy responsibility
to consult closely with the local forester to ensure that roads that are likely to be damaged due to
weather conditions prior to or on the event are not used, or that the forester agrees, in writing, to
take the risk on the road damage.
The amount of the levy will be reviewed annually based upon the number and level of claims
experienced during each year.

13.1 Road damage levy

 Event type                                         Road damage levy for 2017 per car fee
 Club / Multi club /VCRS                            $10.00
 VRC                                                $20.00
 ARC                                                $40.00
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Clerks of Course must be scrupulous about assessing the condition of roads immediately before and
after the event to be in a position to defend claims properly. Use of cameras and/or videos with proof
of date/time facilities is highly recommended.
Note:
It is imperative that all Clerks of Course and Checkers plan their events to absolutely minimise road
damage and give careful attention to road conditions on the day of the event. The definition of
damage will vary from forester to forester, so close liaison with your forester is also essential. The
idea must be to AVOID damage not to pay for it.

14.     Closed Road Conditions
For road events that are required to be run on closed roads all competitive sections/stages are to
comply with the following provisions. A competitive section/stage which does not comply with these
provisions must be shortened or delayed so all provisions can be met. If this fails the section/stage is
to be cancelled. If the route is required for access to subsequent stages/sections this must be done
under transport conditions. The NRC section 10.2 outlines stage management for special stage rally
1) Four weeks prior to an event all access points to a competitive area must have signs, as per
   http://www.vicrally.com.au/info/organisers/. Erected to warn the public of the proposed road
   closures. Signs must be a minimum of A3, flat, rigid, weather-proof and free standing. Suggestion
   is a pair of steel stakes and cable ties. For Shire roads consult with relevant shire being aware
   roads are closed under Road Management Act 2004
2) The NRC Special Stage Rallies (NRC SSR).

    In Victoria roads are closed under Section 21 of the “Forests Act 1958” Which states.

    “Close by the erection of barriers either temporarily or, with the approval of the Governor in
    Council, permanently the whole or any part of a road track tramway or other work constructed or
    maintained by the Secretary or under the control of the Secretary;”

3) Therefore it follows we have the option to man or barrier a road depending on the risks being
   managed. However all barriers/bunts require a sign as per Section 18 stipulating the purpose of
   the barrier.
4) There are three general standards of road closure:-
   a) For a daylight Special stage or route charted section.
        All primary bunts are to define the route and should be as close as practical to the
       competitive route. Defining the route may require bunting the perimeter of the route in
       places that don’t provide access.
       All points of access for bush walkers & horse riders, motorbikes (DELWP mapped trails only),
       and vehicles are to be closed with a manned and bunted access control. (Road Closure).
       The only access points which may be bunt-only, in day light are points that lead to a locked
       gate or other obstacle that prevents access. This could be another bunt adjacent to the
       competitive route.
   b) For a Night Special stage or route charted section.
        All bunts should be as for daylight except at night it is allowable to bunt- only for bush
       walking, horse riding and motorbike, tracks. For vehicle tracks that are unlikely to be
       accessed. See Access Control Matrix. (See Page 14)
   c) For all roads used under DELWP control see 14.1

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5) A manned access control comprises a suitably briefed and equipped official who is to be
    positioned on the public side of the bunt.
6) A Bunt may be one of the following:
   a) A route defining bunt can be a single run of bunting tape without a sign.
   b) A bunt at any point of access must have affixed a sign as per www.vicrally.com.au - rally panel
       - documents - road closed sign in a water proof pocket stapled to the bunt and facing away
       from route. A proven method is an A4 sign inside an A3 pocket wrapped over the bunting and
       stapled. Water proof pockets stapled to the bunting tend to tear off.
        For Shire roads consult with relevant shire being aware roads are closed under Road
        Management Act 2004
   c) For any bunt which is likely to be broken or is approached at speed from either the
       competitive or public side consideration must be given to ensuring the bunts visibility and
       ensuring if broken there is evidence of the bunt for following competitors/public.
       This may be achieved by positioning bunts vertically or horizontally and doubling the bunts
       with two being placed across the road at different intervals so that if one is broken another
       remains intact and/or by erecting Parra webbing.
7) Gates will be padlocked and taped in a manner that can be seen from the competitive route.
8) The process for closing a road is:-
   a) The Clerk of Course or their delegate the Road Director is responsible for the drawing up of a
       list of a defining bunts and access points and their treatment according to these provisions.
       This should be done as a set up book i.e. the competitors route charted road book with all
       bunts and road closures shown. Commonly called the green book.
   b) This book is to be checked by the checker as part of the course check. The checker is to seek
       justification for bunt-only bunts.
   c) On or before the day of the event, a copy of the set up book is to be provided to the
       stewards.
   d) On the day of the event it is necessary to check for the public on tracks that either lead off
       the route or re-join the route that are to be bunted-only.
   e) On the day of the event it is mandatory a maximum of one hour before the first competitive
       car that the checker or a delegated official is to physically check that all access points and
       route defining bunts are in compliance with the set up book.
       Also that all controls, SOS points, signage, cautions and arrows are as per regulations and the
       competitor’s road book.
   f) Any changes that may be necessary to those shown in the set up book are to be treated as an
       incident and recorded as an incident. The rationale for (c) and (f) is to be able to demonstrate to a
       third party we do have a standard for road closure and a process to maintain the standard.
   g) The COC declaring a stage GREEN is an acknowledgement that all these provisions have been
      met.
9) The process for opening a closed road is.
   a) The Clerk of Course is responsible for determining how a closed road is to be opened and
      ensuring that all officials are adequately briefed on what the procedure is.
   b) Provision needs to be made to check all officials have been able to vacate their positions.

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2018 Victorian Rally Bulletin Part B
14.1 Traffic management Plan for Car Rallies
In 2018 it has become a requirement that all rally events in Victorian DELWP forests will have set out
under the Road Safety Act 1986 Section 99B permit issued by DELWP a traffic management plan (TMP).
Consistent with other event types, social/non-competitive car rallies/navigational events with under
30 participants conducted on roads open to the public with the participants following all normal road
rules do not require a permit or a traffic management plan from DELWP to run these events on State
forest roads.
However all events with competitive or timed sections or with event participants in excess of 30 on
roads managed by DELWP (regarded as nonroad activities which will significantly interfere with the
normal use of the road by road users) require an event permit from DELWP and are to be run under
an approved traffic management plan.
In the interests of safety for competitors, officials and the wider community, all competitive events
that are primarily a test of speed must be run on closed roads consistent with the approved traffic
management plan, for the safety of the public and competitors. For non-competitive events with large
numbers of participants, the event may be run under either road closed or access control conditions,
consistent with an approved traffic management plan.
The traffic management plan template may be used for car rally events assessed by the Victorian Rally
Panel as low risk. It must be reviewed and signed off by a person accredited to produce traffic
management plans prior to its submission to DELWP.
Rally events of higher risk may not use this template but should instead submit a tailored plan
prepared by an accredited traffic management planner.

The TMP is available for down loading from https://www.vicrally.com.au/info/organisers/event-
templatesforms/
It is the course checker responsibility to check the TMP during the road close procedure and then sign
off that it has been followed.
More details of the use of this new document will be published out to event directors and checkers
later in 2018

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2018 Victorian Rally Bulletin Part B
14.2 Access Control Matrix
                                                   RISK OF INTRUSION
                      Note 1: If in doubt about risk then; Man & Bunt & Sign
        ROAD          Note 2: For a stage/section conducted between dawn and two hours after
         OR           sunset (considered daylight) the default condition is ‘LIKELY’ except where
       TRACK          there is an obstacle preventing access
        TYPE          Note 3: For a stage/section conducted between two hours after sunset and
                      sunrise (considered night) there is the option to consider that an intrusion is
                      UNLIKELY taking into consideration; location, time of the year, and time of the
                      day.
                               LIKELY                     UNLIKELY               NO EVIDENCE OF
                                                                                      USE
                              MANNED                      MANNED
 FORMED     GRAVEL        ACCESS CONTROL              ACCESS CONTROL                   NOT
 ROAD OR BETTER                   &                           &                     APPLICABLE
                            BUNT & SIGN                 BUNT & SIGN
                              MANNED                    BUNT & SIGN                    BUNT
 TRAFFICABLE DIRT         ACCESS CONTROL          (Unless considered likely.             &
 ROAD/TRACK                       &                    See note 1 & 2)                 SIGN
                            BUNT & SIGN
                              MANNED               BUNT & SIGN ON GATE                 BUNT
 GATED ACCESS             ACCESS CONTROL          (Unless considered likely.             &
                                 OR                   See notes 1 & 2)            SIGN ON GATE
                         AUTHORISED LOCK
                          & SIGN ON GATE
 MOTORCYCLE                   MANNED                  BUNT WITH SIGN                   BUNT
 HORSE OR WALKING         ACCESS CONTROL          (Unless considered likely.             &
 TRAIL                                                See notes 1 & 2)
                                  &                                                    SIGN
                            BUNT & SIGN
 ROADS & TRACKS
 BETWEEN                                    MANNED ACCESS CONTROL or
 COMPETITIVE                            a BUNT at each end adjacent to the route
 ROUTE/S.

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2018 Victorian Rally Bulletin Part B
15.    Planning Requirements
15.1 Organisational Schedule
   In the past there have been too many instances of lateness regarding compliance with the
   contacting of Area Coordinators, lodging of Supplementary Regulations and Further
   Regulations/Instructions with CAMS, and forwarding of correspondence to authorities. This
   lateness detracts from the organisational impression of the sport.
   When a person or body responsible for submission of Supplementary Regulations and event
   reports to CAMS (or their nominated representative), fails to do so in the time limits set down in
   the following table, a fine may be imposed by the State Representative. Any penalty imposed may
   be appealed to the State Council or CAMS Board, as appropriate.
   The Victorian Rally Panel may also advise against granting an event permit, thus causing
   abandonment of the event. Please refer to the Clerks of Course and Checkers Manual for more
   details.

   Deadlines in weeks: pre and post event.
                 Preferred         Deadline         Action
                    -16               -12           Request any change in personnel or special conditions, in
                                                    writing to the Victorian Rally Panel.
                    -16               -12           Initial discussions with Area Co-ordinator(s).
                    -10                -8           Forward permit application (counter-signed by Checker) with
                                                    deposit cheque and draft Supplementary Regulations to
                                                    CAMS.
                    -12               -10           Lodge correspondence to DELWP, Victorian Police and other
                                                    Authorities with Area Co-ordinator(s) for counter signing and
                                                    forwarding.
                    -12               -10           Supply Radio Communications Support Team details of
                                                    intended route, start & finish locations etc. to enable them
                                                    sufficient time to survey the intended route for
                                                    communications suitability.
                    -8                 -6           Lodge notification to Ambulance Vic, Victorian Police
                                                    (refer to 15.8 for details)
                    -8                 -6           Lodge draft route, service, and spectator instructions with
                                                    Area Co-ordinator(s).
                                                    Lodge draft Further Regulations/Instructions with CAMS for
                                                    approval.
                    -4                 -2           Lodge final route, service, and spectator instructions and
                                                    copies of all replies from authorities with Area
                                                    Co-ordinator(s).
                    -4                 -2           Lodge “Authority to issue permit” counter signed by Area
                                                    Co-ordinator(s), Checker, and in some instances, Series
                                                    Co-ordinator with CAMS.
                                                EVENT RUN DATE
                                   Within 14        Issue results and event reports within 5 days of the event
                                     days           finishing (NCR 174).
                                   Within 14        Lodge completed Clerk of Course and Checker’s Reports along
                                     days           with 2 sets of results with the designated Panel member.

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2018 Victorian Rally Bulletin Part B
15.2 Target Penalty Timing
Target Penalty Timing is the time in excess of a given target time, taken to complete the section. Timing
and scoring can be either to one minute or one second.
Special Stage Rallies (NRC SSR) 1.16 Target time
A-A timing: as per NRC SSR 1.16 Target time
A-B timing: Special Stages the average speed to calculate the target time shall not be greater than 90
km per hour
A-B timing: Liaison Stages the average speed to calculate the target time shall not be greater than 60
km per hour
Road Rallies will be conducted under the NRC RR conditions

15.3 Night Events
Competitive night sections/stages must not start until at least 15 minutes after the sun has set in the
competing area. There are many sources to assist Clerks of Course to ascertain when this time will be.
Geoscience Australia have a calculator based on latitude and longitude, available here
http://www.ga.gov.au/geodesy/astro/sunrise.jsp
Clerks of Course should always check with their Area Coordinator if any local requirements may
impose additional restrictions on the start time of events.

15.4 Refuel Areas
It is now mandatory for Event Organisers to provide separate refuel areas in all rallies and trials run in
Victoria. Fire extinguishers must be provided at these locations. A manned CFA unit would be
preferable.

15.5 Navigational Sections
Shall be run under the Road rallies (NRC RR) out lined in the current 2018 NRC

15.6 Rally Clocks, Timing Beams, Public Address, Bunting
These are available for hire from Michael Loxton krytonautomotive@gmail.com
Bookings are on a first come, first served basis, and it is suggested they be made as early as possible.
Arrangements for collection and return should be made at least one week prior to the event. Clock
hire fee is $15 per clock. Repair of any damage caused to the hired clocks will be charged to the hirer.
Timing Beams compatible with the clocks are also available for hire at a fee of $15 per unit.
A portable Public Address system is also available free of charge.
Bunting - available for purchase at $80 per box, which includes 8 x 500mt rolls coloured red & white
printed with ‘Danger do not enter’.
Invoices will be delivered with the clocks and other equipment from the VRO

15.7 Bibs for Event Officials
These are provided free of charge and are under the control of Michael Loxton
krytonautomotive@gmail.com
The PENALTY for loss is $20.00 per bib, payable by the organisers.

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2018 Victorian Rally Bulletin Part B
Should any competitors/officials find themselves in possession of such bibs they should return them
to Michael Loxton ASAP.

15.8 Notifying Authorities Procedures
The following procedure is to be used in notifying the Police and Ambulance Victoria.
6 weeks (minimum) prior to a rally two copies of all details relevant to the proposed course shall be
forwarded to each of the following :-
                 The Regional Traffic Inspector1 in whose region the Rally is to take place
                 Ambulance Victoria (also refer to section 15.8.5)
The following must be included in the Proposed Course of a Car Rally to the above:-
Event Management Plan, with the following information enclosed:-
                      Date and time of event
                      Organising club
                      Anticipated number of competitors
                      Clerk of Course’s address and phone number/s
Attachments as follows-
                      Safety Manual
                      Emergency Meeting Points (part of Safety Manual)
To allow event organisers to meet emergency services (i.e. fire, police, ambulance etc.) and lead them
to problem areas, emergency meeting points must be nominated for each event, based on given
locations from the RACV VicRoads Country Street Directory of Victoria, or relevant regional Country
Fire Authority directories. It is the organiser’s responsibility to inform the relevant emergency
services of the event (date, time, contacts etc.) and the location of these meeting points
                      Critical Incident Management Plan
                      Event Summary - Route details, with map and itinerary (maps to 1:100,000 scale
                       highlighting both competitive and transport routes), also the location of all major
                       controls and anticipated road closures
                      Time Schedule
                      If the 1:100,000 maps are too small to include all details of competitive sections, a
                       detailed map of each section is to be provided
                      Copies of permission from other relevant authorities (Shires DELWP, VicRoads,
                       private landholders etc.), or as soon as they are received to the Police only.
         Following a request from the Victoria Police regarding traffic control signs, all route instructions
         MUST instruct competitors to stop or give way at all advisory signs. These must be called up in
         ALL route instructions and especially in route charted transport / liaison sections.
         The Clerk of Course must also stress at the drivers briefing that whilst competitors are on a
         transport / liaison section they must obey all road rules, particularly stop or give way signs.
         All changes to the route (especially transport) must be forwarded to both the regional traffic
         inspector and the local police stations as soon as they are known.
It is also recommended that local police be invited to the drivers briefing.

1
    See section 16.8.2 for contact details
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2018 Victorian Rally Bulletin Part B
15.8.1           Interaction with Victoria Police
Victorian Police are to be informed of the event in the area district see contact tables below section
15.8.4. This is to include a copy of supplementary regulations to allow for contact details of key event
officials and a proposed route of the event 6-8 weeks before the event. They will work closely with
the area coordinator to assist the smooth running of the event.
Victoria Police members, through their Regional Traffic Inspector (or the nominated Rally Liaison
Officer) can lodge concerns of the running of a rally with the Area coordinator, Clerk of Course or Rally
Panel Chair. Any matters will be considered by all personal to achieve an agreeable outcome.

15.8.2 Region Traffic Locations
                       Region                                               Address
   1     North      West       Metro         Road   Email: damien. christensen@police.vic.gov.au
         Policing Inspector is                      Phone 9247-5706
         Damien Christensen                         Victoria Police Centre, Level 2, Tower 1, 637 Flinders
                                                    Street, Docklands 3008 | DX: 210096.
   2     Southern Metro Region Road Policing        Email: alison.crombie@police.vic,gov.au
         Inspector is                               Phone 9767- 7609
          Alison Crombie                            50 Langhorne Street, Dandenong 3175 / DX 211580;

   3     Eastern Region Inspector                   Email: stewart.westfield@police.vic.gov.au
         Stewart Westfield                          Phone 98377861
                                                    Ground Floor, 420 Burwood HWY, Wantirna South 3152
                                                    / DX 211910.

The State Event Planning Unit require notification of all State-wide events and the contact is:
       Helmut Pimperl | Senior Sergeant - State Event Planning Unit
State Emergencies & Securities Command | Victoria Police
Email: helmut.pimperl@police.vic.gov.au | web: www.police.vic.gov.au
Phone: 03 9247 5715
Victoria Police Centre, Level 2, Tower 1, 637 Flinders Street, Docklands 3008 | DX: 210096.
Event Organisers must ensure that in a timely manner before the event (10-12weeks) they notify the
local Police stations in regions in which their event will be held.

15.8.3           Notifying DELWP and Council/Shires.
Event organisers have mandatory requirements imposed re how notifications are processed by DELWP
and Councils/Shires. In the first instance contact the relevant Area- Co-ordinator. See Section 15

15.8.4 Emergency Services Notification Timetable
           Preferred            Deadline             Action
            (Weeks)             (Weeks)
                -16                    -12           1. Identify and initiate contact with local Ambulance Services
                                                     in Region
                                                     2. Contact all Hospitals in event region and identify which have
                                                     Emergency Departments and/or Duty Doctors.
                                                     3. Identify and initiate contact with service (SES or CFA)
                                                     provider for Road Rescue in event region.

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2018 Victorian Rally Bulletin Part B
-8                     -6          1. Lodge route map marked up with meet points with local
                                                   Ambulance Service and Road Rescue Service
                                                   2. Inform these services of the FIV crews attending the event,
                                                   their role and capabilities.
                 -1 Day              Event         1. Safety Officer or Designated Event Contact Person contact
                                                   Ambulance and Road Rescue Service and discuss any route
                                  Prior to Start
                                                   alteration, weather conditions. Where appropriate give them
                                                   a copy of a marked up road book / map.
                                                   2. Confirm Emergency Contact Number and Meet Points.
                                                   3. Confirm event with local Hospitals.
                                                   1. Ensure Emergency Phone is monitored at all times.
                                                   2. In the event of an incident that requires an emergency
                                                   service to be contacted, ensure that contact is made by the
                          Event
                                                   Safety Officer or Designated Contact Person where possible.
                                                   3. Ensure that a fully briefed official is available to meet any
                                                   service at designated meet points if required.
            + 1 Day                    +1          Contact Ambulance and Rescue Services and discuss any
                                                   incidents.

15.8.5 Ambulance Victoria Notification
        It is a mandatory requirement that Ambulance Victoria is notified of all levels of rally events
        conducted in Victoria.
        Ambulance Victoria is the only service provider permitted to transport Trauma patients (i.e.
        from the scene of an accident to a hospital) within the State of Victoria.
        Email is the preferred method of notification. VRP recommends a follow up phone call to
        ensure receipt by Ambulance Victoria & keep a copy of your sent email for your event
        records. Ambulance Victoria will acknowledge receipt of your email & notify the Regional
        Office affected by the event, which in turn will notify the local stations.

        VRP also recommends the event organisers contact the Regional & Local offices of
        Ambulance Victoria as a matter of courtesy.
        Event Notification
         State Events Coordinator
         Andy Watson                                                          events@ambulance.vic.gov.au
                                               Ph. 03 98403500
         Ambulance Victoria
         P.O. Box 2000
         Doncaster Vic 3108

        Included in the notification should be the:
                Name of the event
                Location(s)
                Event Date
                Map showing closed roads.

15.9 Penalties for Transport Sections
For events that use A-B timing, as per NRC Special Stage Rallies (NRC SSR) 3.2
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2018 Victorian Rally Bulletin Part B
NRC Special Stage Rallies (NRC SSR) 4.3 Time Controls (a) (x) (A) shall not apply therefore no point’s
penalty shall be applied for late arrival at the end of transport sections. For these events a minimum
time shall be listed in the route instructions with a loss of Late Running Time only if the competitor
arrives after this time. Penalties for early arrival at the end of transport sections still apply.

15.10 Late Running Time
Late Running Time is the cumulative period of time by which a crew is late (i.e. exceeds the scheduled
times allowed and target times) at major controls in a division calculated from the beginning of the
division, excluding time held in control and all allowable time. Late running time must be stated in the
Route Instructions for each event.
Events will set late running time by their supplementary regulations.
Late running time can be calculated by the following guide lines and approved by the event checker.
‘30 minutes per 100 competitive km + 5 minutes per 20 km in excess of 100 competitive km’.
For events using A to A timing, competitors shall be excluded when any one of the following late
time scenarios apply :-
30 minutes late between any two consecutive time controls
40 minutes late at the end of any section, leg or heat
60 minutes late for the whole event

15.11 Time Control Procedures
Time control procedures will be as per Special Stage Rallies (NRC SSR) section 4 Controls
At the final Time Control of each leg, on arrival at the control immediately prior to a break, parc fermé
or the finish, crews may check in early without incurring a penalty.

15.12 Controls and Observations
Manned passage controls are differentiated from unmanned passage controls by the use of a
preceding “P” board for manned passage controls, and a preceding “O” board for unmanned passage
controls (“Observations” or more commonly known as “Information’s”).
In all Rallies and Trials, all manned and unmanned passage controls must be preceded by the
respective “P” or “O” board, except touring road events, where the placement of ‘O’ boards prior to
an information is not mandatory. If the Clerk of Course chooses to use ‘O’ boards, this must be
mentioned in all regulations, competitor bulletins and briefing for the event. The requirement to have
‘O’ and ‘P’ boards in other rallies and trials may be relaxed by application to the VRP. The application
must be submitted at least 12 weeks before the event, and the event’s Supplementary Regulations
must make reference to the fact that this regulation has been relaxed for the event.
All boards used throughout an event shall be free standing using their own stakes, the bottom of the
boards being between 300mm and 800mm off the ground, and clearly visible from within competing
vehicles.

15.13 Scrutiny Forms
Scrutiny forms are to be completed by Event Organisers (NOT competitors), for those competitors
attending official scrutiny. Forms are to be complete in every detail, attention being paid to vehicle
class entered etc. Forms can be found at Vehicles General (NRC VG) section 2 of the NRC 2018

15.14 Event Results
Grading’s and series placing become difficult to finalise if event results do not include first (given)
names as a number of competitors share surnames. It is very important that competitors and Clerks
of Course make every effort to include full names on entry forms and in results.

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2018 Victorian Rally Bulletin Part B
Results cannot be amended after the time allowed for them to become final has elapsed unless prior
approval is gained from the Stewards of the event in accordance with NCR 171.
Complete results are to be emailed to CAMS and entrants within 120 hours (5 days), those competitors
wishing to receive hard copy need to indicate so to organisers

15.15 Retaining Event Paperwork
An Appeal Tribunal has recommended that CAMS require each promoter and event organiser to hold
all event documents, including entry forms, control cards and road cards for a minimum of 12 months
after the conclusion of the event.

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2018 Victorian Rally Bulletin Part B
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