May 23, 2012 LA Call

  
  


 
 
 
When: Wednesday, May 23, 2012
Time: 10:45 Mountain Time
 
            Attendees:   Jack McNeal (BRAO), Bill Parsons (TBRA), Bonnie Walker (TXBRA), Joe Holmes (WSBA), Jeff Poulin (NYSBRA), John Patterson (GABRA), Jim Patton (MABRA), Judy Rhyne (CCA), Steve Mathias (NMBRA), Darrell Webb (NCA), Diane Fortini (NEBRA), Keith Creeden (FRCA), Bruce Dunn (ABC), Loch Miwa (ICA), Dave Fowkes (ICA), and Randy Legeai (LAMBRA).
 
Staff:  Gordon Weldon, Larry Martin, Andrea Brunelli, Randy Inglis, George Heagerty, Jeff Hansen, Beth Vialpando, Jan Luke, Stuart Lamp, and Fred Blattspieler.
If you were present for the call, and I missed your name, please send me an e-mail so that I may add you to the list
 
Recorded call link:  http://www.usacycling.org/forms/la/LA-Call-May22-2012.mp3



Topics:
 
  1. Data Collection
  • What reports do you want us to make available to you?
    • Breakdown of race day numbers by categories. For example, determining what race days cat 5's are running this year as opposed to last year. It would help us know if we need to place more focus on attracting new riders and give us an idea of rider retention. 
    • On the current Download for promoter’s database/report, would like to be able to get that information by state or by LA region. 
    • Design a query form for each LA into this Download for promoter’s database/report – that way they could look at CX riders in the LA and drill it down to specific categories/gender.
    • Create a report that would show all of the results in the Results and Rankings data base for a particular year for a particular club.  For example, could see all the results for the club for all Cat 4 riders. This would help the clubs to summarize their results at the end of the year.
 
 
 
  1. Event equipment provided by LAs
  • Loch Miwa, from Illinois Cycling Association (ICA):  We would be interested in hearing from other LA's about what equipment they make available to race directors and what, if anything, they charge. Also, how do they handle the logistics of transporting the equipment to/from races?
 
  • LAMBRA keep a box with wheels – keep 3 cameras, tripods, bells lap cards, extra release forms, extension cords, table, chairs.  This box travels with commissar of officials or is stored in Randy’s basement – no great way to get it to location unless they just happen to cross paths.  
  • WSBA has similar items as well as approved WA DOT signage, hand held and car radios.  WSBA has a full list of equipment and pricing on its site:  http://www.wsbaracing.com/promoters  They have a paid equipment manager who handles the tracking and scheduling.  WSBA does not require a Race Director to use their equipment.
  • ICA has 2 FinishLynx cameras and are trying to determine whether to charge for it.  Some Race Directors do not want to pay for it – and want to stay with the old way of placing riders.
    • Market may take care of that – riders may not attend events that are not properly scored. 
    • Consistently placing every rider by using cameras – results are more accurate.
  • NCA (Nebraska) purchased a timing system last year.  Now the timing system is required for events that offer points towards rider of the year.   Riders will not attend events if points are not awarded.  NCA does charge a flat fee to the Race Director for chip rental and the operator to run the system.
  • WSBA has an individual that has his own timing system; most of the Race Directors hire him as he is efficient at running the system.  If you belong to WSBA, you get a number, if you do not belong, you rent a number and when you return it, you get a large part of your number fee back.
  • ICA has 4 officials that are trained on how to work the cameras, but that can be a conflict, as officials are needed for other tasks.
  • FRCA has the opposite problem – purchased 2 AMB decoder systems 5 years ago and required all events participating in the state BAR series to use chip timing. Intent was to have them available for all promoters’ usage, but this has not come to fruition. Because of the limitation of trained operators and complexity of the systems currently only 1 promoter is using the FRCA owned equipment. A second promoter has purchased a newer model of decoder that allows a different type of rental chip that reduces the promoters’ initial capital outlay. We have decided that ownership of this equipment should be left in the hands of private promoters due to the expense and complexities of operation. The FRCA is now trying to sell the equipment and has relaxed the chip system requirement for events.
  • MABRA has an equipment list - MABRA supplies all races with a full finish line race kit including:
  - VHF Business Band Radios
  - HD Video Camera, with industrial tripod
  - Macbook PRO Computer
 - Generator to charge finish line equipment
  - EZ-Up tent (10x10)
  - Table
  - Race forms, and do provide equipment for anyone that is a MABRA club.  MABRA does charge a $1 per rider fee to their clubs – has been charging this since 1990.  Logistics are simple as they have a compact race area. 
  • CCA has similar equipment, and has 2 complete sets that reside with Judy Rhyne and one set with the V.P.  They ensure equipment is transferred between races.  Race Directors are not charged for this.  CCA does charge a $1 per rider fee, but it is not related to equipment.  CCA looked into purchasing a chip system.  The Race Directors were opposed to chip timing.  There is a private individual that has a system but he is not associated with the LA.
    • A few LAs have instances of theft, but is not widespread.
    • CCA has purchased an Inland Marine Policy that does cover equipment in transit. 
  • TXBRA has 2 cameras and have 2 Officials that transport the cameras and operate them.  TXBRA covers most of the fees – do charge RD $100 per day plus overtime.  TXBRA covers mileage – ends up covering 2/3 of fees and RD covers 1/3.  TXBRA would like to eventually get out of the finish line service and let an independent entity handle it.  TXBRA may eliminate that fee for the first years during the transition.  
 
 
  1. Reminder for permit coordinators
  • Race Directors are opening USAC On-line registration to by-pass paying permit fees
  • Sometimes Race Directors will have USAC registration open in addition to another registration company – unsure why they are doing this.  It may be that the RD wants to get the registration open early.  When they use 2 registration entities, it causes a lot of work on the back end – how do they know when the fields are full.  Often times, they open both, and there are no riders registering on the USAC system.
  • Contact the Race Director to find out which registration system they are going to use.  If they are not using USAC, let them know they need to pay their permit fee right away.
  • If the Race Director is using another registration company, we will post the link for that company.
 
 
  1. General Reminders
  • 2011 Financial Statements due this month
  • Outstanding tickets file:
    • Permit applications should be reviewed and processed within 10 days of receipt unless more information is required, or if it was submitted on short notice.  We do recognize that the Race Directors sometimes enter permits way in advance with little information.  We suggest reinforcing what is needed from the RD and letting them know that the event permit is subject to late fees if 100% of the required information is not submitted.
    • Upgrade requests should be processed in 7 days unless more information is required.  If rider does not supply the information in 15 days, the request should be denied with an explanation to the rider to attain the information and resubmit another upgrade request.
    • What would it take to reduce the processing time?
 
 
 
  1. Open discussion
  • Keith Creeden with FRCA – wondering if anyone has created a report for results – a way to keep an ongoing tabulation for the points system.  One LA relies on volunteers to track this.  Fred will set up a call with Keith to go more in depth and determine if there is a solution.
 
 
 


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