Competition Steward’s Manual

2002 Edition

Table of Contents

Introduction

The Role of the Competition Steward

Pre-Race Operations, including timeline

Race Operations, including timeline

Appendix A, Items for the Supplementary Regulations

Appendix B, Rookie Meeting Agenda.Appendix C, Drivers’ Meeting Agenda

Appendix D, Pace/Safety Car Guidelines

Appendix E, Procedures for typical race situations

Appendix F, Disaster Plan

Appendix G, Responsibilities and Powers of the Competition Steward

Appendix H, Competition Steward’s Check Lists .Appendix I, BMW CCA CR Website

Forms and LettersEvent Control LogIncident ReportIncident Observer’s ReportProbation/Suspension LetterExpense Report

IntroductionThis manual is intended to be a guide for the BMW CCA Club Racing Competition

Stewards. It differs from some other racing organizations Steward’s Manuals by providing agreat deal of detail about the Comp Steward’s responsibilities prior to the event. The “Devil is inthe details” really applies here -- do the pre-race planning well, communicate with the RaceChairman, the CRAC member, the other event Stewards, and the event will have a highprobability of being successful. Do this task poorly and sooner or later, it will catch up with youand you will have a race event that you won’t be proud of, and your hard-earned reputation as aSteward will be tarnished.

In spite of the best planning, unusual situations and incidents will happen. This Manualalso includes suggestions and guidelines on how to handle these situations, from enforcing theRules to handling an emergency. It represents a work in progress, and will be maintained (andchanged) as CCA Club Racing changes and matures.

At the time of this writing, BMW CCA CR is dependent on volunteers from other racingorganizations to put on a BMW CC CR event. In particular, the Sports Car Club of America(SCCA) has a proven training program for the various Specialties, including a formal trainingprogram for new Stewards. For this reason, it is suggested that where possible, BMW CCA CRrecruit Competition Stewards from SCCA’s ranks. (No, I don’t mean steal them away, somehave “retired” from SCCA, and others have a schedule that allows them to do our events aswell). This approach should preclude the necessity to design and implement our own Steward inTraining (SIT) program. When new Stewards are brought into the BMW CCA CR programwithout a background as a Steward, I suggest that the new Steward be put in a training programsimilar to SCCA’s. (It might be a good future item to add to this Manual, as an addendum).

Please use this Manual in the manner intended -- as a guide to the timelines, procedures, meetings and actions that should make your job as a Competition Steward easier, and ensure thatour Racers, their crews, Officials, and Wosafe, fun event.

The document titled SCCA Club Racing Steward’s Manual & Guidelines has been usedas a guide for many parts of this Manual, and I want to express my appreciation to all of thededicated Stewards in that organization who have contributed to their excellent document.However, I have tried to keep our Manual much leaner than theirs -- a “Lite” version -- just asour CR Rules are a condensed version of the SCCA GCR and Vintage Rules.

If you have suggestions for changes or additions to this Manual, please send them to mevia e-mail at hikers2@asap-com.com.

Ron SullivanBMW CCA Club RacingSA Competition Steward & National Safety Steward June 29, 2002

BMW CCA Club RacingStewards’ Manual

Introduction The Role of the Competition Steward

The job of a BMW CCA Club Racing Competition Steward is to ensure order and control ateach racing event in a manner that allows our customers -- the racers-- to compete in anenvironment consistent with our racing philosophy: “A competitive driving experience for allBMW CCA enthusiasts; in any/all types of BMWs in a fun, safe, and friendly environmentwhere the primary emphasis is on clean driving and machinery preservation”. It takes many,many workers to put on a safe race. You are the Chief Steward, and you are ultimatelyresponsible for all actions of all workers and participants at the event (See Appendix G for adescription of the powers of the Competition Steward). This manual will provide suggestionsand guidelines on how to work with the racers and their crew, workers and their specialty Chiefs,spectators, and track officials to ensure that the event is run in a safe, fun manner for everyoneinvolved.

BMW CCA Club Racing Rules

Our “Bible” is the booklet called the Club Racing Rules; and we, the CompetitionStewards, must thoroughly understand and enforce these rules -- in a firm, courteous, fair, andconsistent manner. As a CCA Club Racing Steward, you will command a certain amount ofrespect. Remember that you are also a worker at the event --no better than any of the otherworkers (albeit with more authority and responsibility)-- so use your authority with care, baseyour actions and decisions on the Rules, and with time, your respect will be earned.

Enforcement of the Rules

You should conduct the event in accordance with our Rules. Bring the latest copy withyou to every race -- be thoroughly familiar with its contents, and reread it before enforcing anyof its penalty provisions. Your decisions must be based on these Rules. You are expected tomake many of these decisions quickly, and under stress --occasionally under extreme stress. Agood rule of thumb is: make the decision in a timely manner. When decisions must be madequickly -- for example, a car needs to be black flagged, or the race needs to be red flagged -- doit immediately once the conclusion is reached. On the other hand, some decisions requireadditional information before arriving at a conclusion, and should be scheduled for a moreappropriate time. For example; if an incident has occurred, ensure that all available facts aregathered, and at the earliest practical time, consult with the members of the Protest Committee,arrive at a conclusion and explain the decision to the driver(s) --usually after the session iscompleted. Ensure that the driver(s) at fault understand the basis of the penalty as stated in theRules, but don’t argue or debate the decision. Inform them of their right to appeal the decision,

The Role of the Competition Steward(continued)

Note -- information about an incident should only be taken from competitors, workersand officials of the event, not from a spectator or anyone not in an official capacity at the event.You wouldn’t expect a basketball referee to base a foul call on input from the fans, and neithershould we.

If a protest is brought alleging an infraction of the Rules, the required actions of theCompetition Steward are detailed in the Rules section “Protests and Appeals”.

DemeanorThere will be times when a decision is not well received by a competitor (or crew

member, worker, official, etc.) Stay in control! Situations can escalate very quickly -- so it isimperative that the Competition Steward deal with it in a calm and professional manner.Sometimes it’s best to “agree to disagree” and set a time to review the situation when everyonehas had time to cool of --when reason, not anger prevails. Anything less will reduce youreffectiveness and result in a loss of respect. Inappropriate action on the part of any racer, crewmember, worker or official should be dealt with quickly and firmly. Inappropriate action on thepart of the Competition Steward may lead to disciplinary action.

TimelinessBe on time! Better yet, be ahead of time for all meetings, race sessions, etc. Your

attention to this important part of the Steward’s job will be appreciated by everyone you workwith. Start your meetings on time! Don’t wait for the stragglers, and don’t repeat what theymissed. The rest of the group got there on time, so don’t waste their time. If important topicshave already been covered, tell them so and ask them to get the information from a fellowcompetitor.

AppearanceBe proud of your role as a Competition Steward. Dress in a neat, appropriate manner

consistent with your position of authority. That means wearing the Club Racing Steward’s shirtwith a neat and clean pair of jeans or khaki pants, appropriate shoes, and a tasteful andappropriate hat, jacket, etc. depending on the event and weather.

Discussion and CommentsWhen around all other workers, drivers, crew members, spectators. etc. always speak

with care. Your comments may be misconstrued if taken out of context. Don’t be afraid to spendtime in the paddock, grid, etc.-- just be aware that your comments carry the weight of yourposition. If asked for an opinion, answer by referring to the Rules or direct them to someone whoknows the answer.

Comments about a ruling as a result of an incident should be restricted to the decisionrendered by the Protest Committee, citing the rule infraction. The penalty can be stated (for

example, “A 13 month probation was given”), without stating to whom the penalties were given.

The Role of the Competition Steward(continued)

ReportsAs the Competition Steward, you are responsible for the submission of all Incident

Reports in a timely manner. A copy of the form, including the names and addresses of CRofficials to whom the report must be filed, is included in the Forms & Letters section. Use thelatest version of this BMW CCA Club Racing Incident Report to document all incidents thatoccur during the competition.

In addition, you must follow up with a letter to all racers who received any type ofpenalty, with a copies to others with a “need to know”. A suggested example of the letter isshown in the Forms & Letters section.

You are also expected to keep records of your expenses, and file Expense Reports withthe sponsoring Chapter and CR in a timely manner after completion of the event. A copy of theCR Expense Account is included in the Forms and Letters Section of this manual.

BMW CCA Club RacingStewards’ Manual

Race Day -60 days, Operations and ProceduresAt least 60 days prior to the event, the Competition Stewardshall conference call the Race Chairman and the Regional CRACmember (include the Chief Instructor if event will have a Drivers’ Schoolor Race School) and discuss the following operational and proceduralitems: A. Responsibilities of the hosting Chapter, as described in the BMW CCA Club

Racing Event Guidelines with emphasis on the following:

Insurance -- ensure application for CR insurance has been made

Registration -- ensure the Registrar is prepared to do the following:

i. Driver credentials verificationii. Both BMW CCA CR License and Physical must be current, no exceptionsiii. Supply rental transpondersSupplementary regulations -- Suggested items to include are detailed inAppendix A. In addition, pay particular attention to the Schedule:

i. Schedule (Get the CRAC member and Chief Instructor heavily involved inthe schedule development)-- ensure adequate time is included betweenmeetings, on-course sessions, etc. As the Competition Steward, you willbe responsible for maintaining the Schedule, so ensure it is “doable”. a. Meetings

1) Rookie Meeting (Reserve room). Ensure all race literature includesthe time and place for the meeting.i) Ask the CRAC member to pair up all Rookies and Provisionals

with a Mentor1) Drivers’ Meetings -- ensure all race publications include the time &

location of these meetings. Equipmenti. Ensure an adequate number of radios will be available for the CR officials

and workers -- typically the Competition Steward, Tech Steward/BlackFlag Steward, Pace/Safety Car communicator, T&S and the RaceChairman.a. At least two channels

1) Channel 1, Race communications2) Channel 2, CR communications

Race Day -60 Days, Operations and Procedures (continued)

ii. Copier and paper for T&Setc. (Can be shared with Registration if location warrants).

Facilitiesi. Ensure that the Competition Steward, CR Timing & Scoring personnel,

and Control are in a location suitable for conducting the competition. Mostrace tracks have a tower or trailer with space built especially for thispurpose.

ii. Note: In extremely rare occasions, use the starter stand or other locationordinarily used at this track -- this alternative is to be avoided wheneverpossible. It is extremely difficult to safely and effectively run an event froma track-side location because of the noise and probability of outsidedistractions.

Banners and signage, type and placement (Banners to be supplied by ClubRacing)

Workers -- Discuss each specialty and verify that there will be adequateexperienced workers for each specialty to perform all required duties.

i. Race Control (Chief of Communications)ii. Corner workersiii. Gridiv. Paddock (Particularly important if spectator event)v. Pit outvi. Announcervii. Pace car -- Review Appendix D for details viii.Emergency equipmentix. Physicianx. Law enforcement (particularly important for a spectator event).

Disaster Plani. See Appendix F for details (Mandatory for a spectator event).

Race Day -1 Day, Operations and Procedures

On the day before the race (at the track), the Competition Stewardshall register and then conduct the following inspections, reviews andmeetings:A. Course inspection with the Race Chairman and CR Technical Steward (include

the CRAC member and the Pace/Safety Car driver, if available)

1. Pits and entry from grid/paddock

2. Pace/Safety car location

3. Pit out

4. Corner station locations

i. Which ones will be usedii. How many workers at eachiii. Black Flag station

5. Emergency vehicle locations

6. Course safety features

i. Tire wallsii. Gravel trapsiii. Hay bales (e.g. Pittsburgh -- Schenley Park)iv. Cones (Drivers’ School co-event)

7. Start/finish and Starter’s stand

8. Pit entrance (from course) and exit to Paddock

9. Safety requirements unique to this track

i. Must disabled cars be removed from a safe location without the ChiefSteward’s authorization before the session ends?

ii. As above --emergency vehicles? iii. As above, wrecker and flat tow, rollback?

B. Other track and facility inspections:1. Grid (and false grid, if used)

i. Review gridding procedure (include the Grid Marshall, if available), call tothe grid -- who, when and how (PA?)a. Grid Marshallb. Position numbers needed on the asphalt (racer tape)?

2. Paddock (Meet with Paddock Marshall if possible)

Race Day -1 Day, Operations and Procedures (continued)

3. Steward’s tower

4. Timing and Scoring, including electronic timing loops

i. Track loop ii. Pit lane loop

5. Tech inspection --covered and lighted area (scales are highly recommended)Impound area

C. Review the following with the Race Chairman:1. Equipment

i. Multi-channel radiosa. Review the list of CR officials who require radiosb. If possible, check out working condition and features of radios

ii. Copier and paper for T&S + Courier to carry results to posting location2. Schedule

i. Driver and Rookie Meetings, times and locationsii. Changes

3. Signage -- banners, type and placement

4. Activities -- CR Awards and awards ceremonies

i. Location ii. Timing (after last race on last day)iii. Review presentations of flags and contingency awards

D. Review the following with the Technical Steward,:1. Black flag steward duties and station location

2. Protest committee

3. Assist in pre-gridding

4. Weighing of cars, other Rules compliance inspections

5. Impound

E. The Competition Steward shall conduct the Rookie Meeting (typically at 7or 8 p.m. -- but mandatory before racers are on the course the next day)1. Agenda --see Appendix B for examples of topics to cover

2. Attendees (required)

Race Day -1 Day, Operations and Procedures (continued)

i. All Rookies and Provisionalsii. Mentorsiii. Racers on Probation (per the Rules)

3. Attendees (optional)

i. Race Chairmanii. Tech Stewardiii. T&S Stewardiv. CRAC rep (highly encouraged)v. Other racers (highly encouraged)vi. Other Officials

Race Day One, Operations and ProceduresRace Day One, (at the track) the Competition Steward shallparticipate in or conduct the following informal meetings,discussions and activities:A. Arrive at the track when it opens and meet with the following officials and

workers -- time is of the essence in these meetings -- be prepared andcourteous, but keep them short and to the point:

1. CR Officials

i. Tech Steward, Timing & Scoring2. Other officials

i. Race Chairmana. Pick up radio(s)

ii. Chief of Flagging a. Verify # and location of corner workersb. Explain CR expectations for corner worker reporting (in addition to their

normal responsibilities)1) Blocking2) Off track excursions (2 and 4 wheels off)3) Passing under yellow4) Fluid loss5) Incidents6) Corner worker/observer reports (give copies to Chief)

c. Review use of flags1) Double (full course) yellow, Furled Black, including Black Flag All

d. Number board, Start & Black Flag stationiii. Chief of emergency vehicles (Delegate to CR Tech Steward if possible)

(Note -- Direct all emergency crews to “Stand Up”, with engines runningduring first two laps of all practice starts and all race sessions, includingrestarts)a. Ambulanceb. Wreckers & Flat Tow

iv. Chief Instructor (If a Drivers School or Race School is combined with therace) Review the schedule to ensure agreement on its execution.

B. Post the Protest Committee Info in a prominent location

C. Conduct the Drivers’ Meeting per the Schedule.

1. Agenda, see Appendix C for example of topics to cover

Race Day One, Operations and Procedures (continued)

D. Conduct the BMW CCA CR program of competitions and other activities perthe Schedule:

1. Introduce yourself to the Chief of Communications (“Control”)

2. Introduce yourself to any other Officials present who are working this event:

i. Other marque or series stewardsii. Track PA, (radio) announcer(s)

3. Work out operational procedures with Control

i. Understand what dispatching functions are required by the track officials,e.g. Emergency Vehicles, to be performed by Control..

ii. Clarify when you will direct Control’s actions, e.g. The display of certainflags --Red, Black, Furled (closed) Black, Black Flag All, Mechanical, etc.

iii. Radio frequenciesiv. Others as necessary

4. Do a radio check (use frequency agreed to with the Chief of Flags andControl -- the alternate frequency or use separate radios supplied to CROfficials).

i. Tech/Black Flag Stewardii. Pace/Safety Car iii. Timing & Scoringiv. Race Chairman

Practice and Qualifying sessions:1. Notify T&S, d

Steward 5 minutes before any on-course session starts. (Note, a single radiotransmission on the alternate channel to all CR Officials is sufficient).

2. Set your Race Timer as a back-up to Control’s timer. (A digital kitchen timerthat has hours, minutes and seconds should work) for the session’s duration,minus the appropriate length of time to get the cars back into the pits on thecool-down lap.usually give you a good guess as to the right time to subtract. This will helpkeep you on schedule -- the actual time to subtract is somewhat arbitrary --

. Adjust it asnecessary to get the last car into the pits when the session’s scheduled tracktime is up).

3. Use the BMW CCA CR Event Control Log to document all sessions.

Race Day One, Operations and Procedures (continued)

4. Describe to Control the flag condition you want to start the session with:

i. During Practice and Qualifying, the first lap shall be run under yellow.ii. At the start of a Race or Practice Starts, the Pace/Safety Car controls the

field under the Chief Steward’s orders. The flag at Start is under Starter’sorders. All flag stations except Start shall be yellow during the pace lap(s).

5. Instruct (ask) Control to do a Course Check, and if the entire course is“Yellow and Clear”, prepare to release the cars. Give Grid, T&S, the BlackFlag Steward and the Pace/Safety Car a 1 minute warning, as in 1 above

6. Instruct Control to release the cars through Pit-out behind the Pace/SafetyCar.

7. Start your Race Timer and announce “Cars on Course” to the CR Officials.

8. Instruct Control to Checker the session the next time the lead car passesStart/Finish after your (Control’s) race timer goes off.

9. After a session, check with T&S for an OK on results from the session

i. When the results are agreed to, T&S shall release the results and send a

Practice Starts -- (Note -- the Chef Steward shall ensure that all use of the PaceCar during Practice Starts conforms to the Guidelines for Pace/Safety Carsdescribed in Appendix D), Also, encourage all racers to participate to providepractice starts as near to actual racing starts as possible.

1. “Practice andQualifying” above, with the following changes (the following description is fora three Practice Start session):

i. Use 2 Pace Cars (usethe alternate channel) -- both cars with an Observer/communicator onboard in addition to the Driver.

ii. Pace Car 1 shall pace the field for Practice Starts #1 and #3. Pace Car 2shall pace the field for Practice Start #2 (and #4 if needed and directed bythe Competition Steward to do so).

iii. When dispatched by the Competition Steward, Pace Car 1 shall lead thefield of cars from Pit Out, around the course on the first pace lap at thespeed discussed and agreed to in the Drivers’ Meeting (usually 40 to 45miles per hour).

Race Day One, Operations and Procedures (continued)

iv. As Pace Car # 1 approaches the last few turns leading to the Start/Finishline, it is particularly important to slow down and “gather up the field” if ithas become stretched out -- prior to the time the Pace Car leaves thecourse and enters the pit lane. Upon exiting the course, Pace Car 1 shallgo via the previously agreed-to route to its alternate station and wait thereuntil dispatched onto the course by the Competition Steward. After agreen flag start, the field shall race through several turns -- typically, thecars race through Turns 1, 2, and 3 -- and are then slowed by doubleyellows after that. (The Competition Steward shall discuss this procedurein the Drivers’ meeting, and the Pace Car Observer shall review this withthe lead cars prior to the start of the pace lap). After it is confirmed that thecars are slowed and under a double yellow, the Competition Steward shalldispatch Pace Car # 2 onto the course (at the alternate Pace Car location)for Practice Start #2, where it shall wait for the field to assemble behind it(Pace Car #2 shall move forward in time to prevent the field from slowing)

v. Pace Car # 2 shall then pace the cars for the Practice Start # 2, asdescribed in Start #1, sections iv above.

vi. Repeat the Practice Start # 2 procedure described above for Practice Start# 3, using Pace Car # 1.

vii. When Pace Car # 2 enters the pits after Start # 2, its duties are completefor this session, unless otherwise directed by the Competition Steward.

viii.When Pace Car # 1 enters the pits after Practice Start #3, its duties arecomplete for this session, and it should return to its Safety Car location, unless otherwise directed by the Competition Steward.

ix. If a “wave-off” (no-start) occurs (or is planned -- this is encouraged timepermittinginstruct both Pace Cars to stay in their current location, and await furtherorders. It is suggested that the Competition Steward allow the lead car topace the field around to give the racers (many of whom probably areRookies) the full experience of a wave-off before experiencing it in anactual race.

x. If an incident occurs during a Practice Start that requires a Pace/SafetyCar, the Competition Steward shall determine which of the twoPace/Safety Cars to dispatch to control the field.

Race Day One, Operations and Procedures (continued)

xi. At the conclusion of the Practice Starts, the Competition Steward shallcontrol the field per the schedule. (Usually, a practice or Qualifyingsession immediately follows the last Practice Start, and begins while carsare still on course). Racing must end after the cars reach thepredetermined point used during the Practice Starts. From that point on,several different control procedures can be utilized -- the choice is yours(and the procedure shall be discussed in the Drivers’ Meeting):a. Alternative #1. Display a Black Flag at all subsequent corners (Black

Flag All) to bring the cars into the pits, before releasing them back oncourse through Pit Out. This has the added advantage of practicingBlack Flag All in a non-race situation. The disadvantage is it takestrack time from the session.

b. Alternative #2. Display double yellows at all stations after the cornerwhere racing stopped during the Practice Starts, and then display agreen at Start. The advantage to this approach is that the racers get ridof the “red mist”, get a partial cool-down lap, stay on track (if theychoose to), and then continue with the session without losing any timein the Pits.

Races1. The Competition Steward shall conduct all BMW CCA CR race sessions per

the schedule, in the same manner as the Practice and Qualifying sessions,with the following additions, all of which must be handled per the Rules:

i. Restarts -- (both Red Flag and Black Flag All) --Confer with T&S before any restart to ensure their concurrence with therestart procedures, and then convey the procedures to the Tech Steward,Pace Car, Pit-out, Starter and Control.ii. Incidents. See Item A in the next Section, “After the Event (Each Day)”, foradditional information.iii. Protestsiv. Disqualifications

Race Day Two, Operations and Procedures Race day Two, and subsequent race daysA. per the

Schedule.B. The Competition Steward shall Conduct the BMW CCA CR portions of the

Competition per the Schedule. (see the Race Day 1 for procedural details)

Final Race DayA. Attend the Awards Ceremony (conducted by the Race Chairman -- suggested).

B. Inventory CR equipment and take down Banners

After the event (each day)A. Incident Reports

1. Write up any Incident Reports (you may delegate this to the Tech Steward,but you must sign them, so make sure it reflects your conclusions. Ensure thedrivers have been informed of the rulings. Use the BMW CCA Club RacingIncident Report (see Forms & Letters Section) to document all incidents. thatoccur during the competition).

B. Debriefing Meeting1. Conduct an informal debriefing meeting with CR Officials and the CRAC

member. (Do this in a relaxed setting with the CR officials at the event).

C. Quality time1. Spend some quality time in the Paddock with the Racers and Workers-- have

I. After returning home A. Incident reports

1. Send a copy to the CR Registrar and any other CR officials as noted on theform, upon your return home (next day, if possible).

B. Probation and Suspension letters 1. Write-up and send all letters to racers put on probation and/or suspension

(within 2 weeks)

C. Expense account1. Fill out the CR Expense Form and send to the CR Financial Officer as soon

as possible. Include a copy of all receipts. Keep a copy for your files.

2. Fill out the sponsoring chapter’s expense form and send to the RaceChairman (or the designated alternate). Keep a copy for your files.

Forms & LettersThis Section contains the following BMW CCA CR forms and

letters:

Event Control Log

Incident Report

Incident Observer’s Report

Probation/Suspension Letter

CR Expense Report

Appendix ASupplementary Regulations

Typical Example1. Entries

i. Multiple drivers (enduros)ii. Rookie/provisional on-car graphics

2. Schedule (include all sessions)

i. Track opening and closing timesii. Meetings (when, where, etc.)

a. Rookie Meetingb. Drivers Meetings

iii. Practice, qualifying, and race detailsiv. Gridding (All gridding shall be conducted by the Grid Marshall and

assistants).a. Locationb. Timeliness

1) Cars not in place by the three minute warning will be gridded at theback of the field; those not in place by the one minute warning willnot be griddedsession from the back of the field.

v. Practice starts (required if Rookies or Provisionals entered)

a. 2 pace cars are requiredvi. Enduro Rules

a. Timing mandatory 5 minute pit stopvii. Track map

a. Parking, including trailers and rigsb. Registrationc. Tech d. Garagese. Grid, including false grid

f. Location of gasoline and air, tire vendor

Appendix BRookie Meeting Agenda Example

Appendix CDrivers’ Meeting Agenda

The Drivers’ Meeting is an opportunity for the Competition Steward to review itemspertinent to the event in general, as well as items specific to that day’s sessions. Be prepared--write down the meeting topics. Prioritize them, with the most important items early in theagenda. That way, if the meeting ends before all items are covered, the important ones shouldhave been covered. Keep it briefdiscussions among the racers, but remember, they are our customers! If a thread of discussion ispertinent to the event, and is new news, let it continue, but stay in control and end the meeting onor before its scheduled finish time.

Occasionally, additional Drivers’ Meetings not in the Schedule may be necessary.Reasons for these extraordinary meetings differ, and you should call these meetings only whenthe information cannot be covered effectively in any other way. Some reasons for these extrameetings are an inordinate number of incidents, a change in the schedule, etc.

Remember, many of the items we tend to discuss are covered in the Supps, and don’tneed to be repeated in the Drivers’ Meeting. However, if the majority of the racers are unclear onan item and bring it up as a question, take the time to clear it up.

A. Start the meeting on time.B. Introduce the guests.

to the event (review their comments before the meeting to ensure they areappropriate and pertinent to this meeting.)

1. Race Chairman

2. Tech Steward

3. T&S Steward

4. Other, e.g. CR Chairman, or official Sponsors

C. Call the roll delegate this to Tech Steward, Race Chairman, or CRAC member ifpossible. This will give you additional time to associate a face with the name ofracers you have not met. (The following are recommendations to ensure alldrivers attend the meetings).

1. Drivers late to the meeting shall be gridded at the back of the field in the first race that day.

2. Drivers missing the meeting shall be gridded at the back of the field in all ofthat day’s race sessions!

3. Note: Exceptions to the above may only be approved by the CompetitionSteward.

Drivers’ Meeting Agenda, (continued)

D. Discuss your prioritized items (add any additional items you deem necessaryto the following suggested items.)

1. Those that are unique to this track and/or different from standard raceprocedure, or changes that must be reviewed. Examples:

Changes in the Schedule

Changes to the Supplementary Regs.

Flags

Use of double yellow vs. all stations waving yellow.

Location of Black Flag Station

Passing under yellow

Pace Car and Safety Car procedures

Speed limit in Pits

Practice Starts

Blocking

Multiple drivers, same car (drivers review with T&S)

Race grids (timeliness and penalties)

Enduro (cover only on the day of the Enduro)

Refueling

Timed stop procedure (Penalties for a short stop)

Driver changes -- notify T&S who will be in the car when.

Sound (dB) levels and other local regulations (e.g. Sunday quiet time)

Protest Committee

E. Answer Questions as they arise, if pertinent to the thread of theconservation. If not, put them off to the appropriate time or to the end of themeeting (write them down), and answer them before adjourning. By using that

tems first.

F. Adjourn the meeting on time or ahead of time. If pertinent topics have notbeen covered adequately, schedule an additional meeting at the end of the day.This serves as a perverse reward for your not running the meeting in abusinesslike manner, and tends to be self regulating..

Appendix DPace/Safety Car Guidelines

Responsibility

ation and control ofthe Pace/Safety Car (to be referred to as the “Pace Car” hereafter in this section of theManual). The authority may be delegated to another CR Official, such as the Black FlagSteward, but the responsibility remains with the Competition Steward.

Selection of the vehicleThe car shall be provided by the Race Chairman. The car must be mechanically

sound, and capable of accelerating quickly to a reasonable speed to stay ahead of therace cars in the event, and maintaining a reasonable speed around the entire course.That said, the car shall be a BMW, and must have seat belts for both driver andobserver. Select a car with good rearward vision. In addition, the car should be clean,and have no sponsorship signs or decals other than those approved for CR use. Whenfeasible, ensure the car is equipped with auxiliary safety lights (light bar).

Selection of the driver and observer/communicatorThe drivers and observers may be selected by the Race Chairman, but must be

approved by the Competition Steward. The drivers must have high speed drivingexperience and should have previous race experience, but do not have to have acurrent competition license. For practice starts, both drivers must meet thesequalifications. Except for Practice Starts, one driver should be used throughout theevent; if this is not possible, the alternate must meet the above qualifications. Unlessthe drivers have previous driving experience at this track, it is suggested that theCompetition Steward allow the drivers to take at least two practice/orientation laps priorto any practice starts or races. (Preferably, these laps are to be taken in the Pace Car atpace lap speeds). An alternative is to allow the Pace Car driver to accompany an officialor, if a Drivers’ School is a part of the event, take a number of orientation laps as apassenger with an Instructor.

The observer must have similar qualifications to the driver, but previous raceexperience is not necessary. A high level of verbal communication skills are anecessary qualification.

CommunicationThe Pace Car must be in constant voice communication with the Competition

Steward on the alternate channel, and the observer should be the communicator. Evenwhen out of the car, the team must be available via the radio.

OperationThe Competition Steward shall confer with the Driver and Chief Starter to discuss

the details of the starting procedures, including:

Pace/Safety Car Guidelines(continued)

The Pace Car speed and pull off point

Proper field alignment

The no-start or “Wave-off”

The Competition Steward shall discuss these details in the Drivers’ Meeting, andthe Pace Car Driver shall review these procedures with the lead drivers on the false gridimmediately prior to the pace lap.

The Pace Car must be availabldirect access to the course. Pit out is acceptable, and the car should be positioned bythe Black Flag Steward. When on course, the driver must maintain control at all times,and when out of the car, one member of the team shall carry the radio and be availablefor communication with the Competition Steward at all times.

During all races, the keys to the Pace Car shall remain in the ignition, and the Teamshall remain in the car during the first two laps of the race, with the engine running. Atall other times during a race, the Team shall be in the immediate vicinity of the PaceCar, and they shall monitor the race via radio at all times.

Always have a predetermined backup Pace Car and driver.

Starting ProceduresThe Pace Car shall lead the field around the course on the pace lap(s) and exit at its

normal exit location (usually Pit-In). Upon exiting the course, the pace car shallimmediately return to its assigned station for use as a Safety Car. The Pace Car shallkeep its engine running, with the Driver and Observer in the car, until the completion ofthe second green flag lap. When the Pace car is on course for the pace lap(s), allstations shall display double yellows except Start.

Dispatch and use of the Pace Car as a Safety CarAny time the Pace Car is dispatched during a race, Control shall instruct all stations

to display double yellow flags before the Pace Car proceeds onto the course.

Generally, in the event of an emergency, Control should dispatch the appropriate EVfirst, and the Pace Car should be dispatched by the Competition Steward as soon aspossible to get control of the field, without regard for which car is in the lead . After thefield is under control, pick up the leader. The Observer/Communicator in the Pace Carshall wave cars by until the leader is behind the Pace Car. Cars waved by shall catch upto the back of the field at a safe speed.

In the event of an incident requiring the removal of a disabled car during a race, theCompetition Steward normally should dispatch the Pace Car prior to Control dispatching

an Emergency Vehicle (EV).

Pace/Safety Car Guidelines(continued)

When the Pace Car is needed, the Competition Steward shall direct the Pace Carteam to return to the Pace Car, start the car, and wait to be dispatched by theCompetition Steward. When the Pace Car is dispatched, Control shall direct all stationsto display double yellow flags. These will be displayed as long as the Pace Car is oncourse. The corner where the incident occurred shall display flags appropriate to thesituation.

Restart ProceduresWhen the situation is cleared up, the Competition Steward shall communicate with

the Chief of T&S to verify that the leader is behind the Pace Car. If not, the Pace CarObserver shall wave cars by until the leader is behind the Pace Car. (Cars waved byshall proceed around the course at a safe speed until they catch up to the field). Next,the Competition Steward shall ensure that the field is properly formed for a restart. If it isnot, the Competition Steward shall direct the Pace Car driver to slow down and gatherup the field, and shall keep the Pace Car on course until the field is properly formed.The Starter shall not display the green flag until cleared to do so by the CompetitionSteward.

When the field is properly formed, the Competition Steward shall direct the Pace Carto leave the course and enter the pits via Pit In, or -- in unusual circumstances -- to exitat another specified location. Upon exiting the course, the Pace Car shall immediatelyreturn to its assigned station.

Appendix ETypical event situations

This section contains situations that are commonly encountered during a racingevent, and suggested Steward’s actions are provided. They are intended as a guide,and not as “cookie cutter” actions. Your experience, as both a Racer and a Steward willdetermine the best action to take in any situation you encounter. If penalties areassessed, make sure they suit the violation.

MeetingsRookie missed the Rookie Meeting: If you (or the Rookie’s Mentor) are not

convinced the Rookie is capable of safely participating in all on-course activitiesbecause of missing the meeting, exclude the Rookie from the event. No refunds shall beallowed. If the Rookie’s Mentor can review all topics covered in the meeting, and isconvinced the Rookie can safely participate in all on-course activities, the Rookie maystart at back of grid, all races, all days.

Rookie late for the Rookie Meeting: Competition Steward’s “call”, depending onhow much the Rookie missed. Same as above.

Driver missed a Drivers’ Meeting: Start at back of grid, all races that day

Driver late to a Drivers’ Meeting (missed Roll Call): Start at back of grid, first racethat day.

Cars on course:Course blocked: Red flag! Restart after course cleared. Consult with T&S before

restart with 1 pace lap.Car(s) disabled on course, field can get by: Alternative 1 (preferred): Waving

Yellow at situation corner, Black flag All, remove disabled car(s) from course, restartfield from Pit Lane, 1 single file pace lap.

Alternative 2: Dispatch the Pace Car and pace the field around the course until thesituation is cleared. Special care and appropriately slower speed should be observed inthe area of the disabled car(s). Restart as described in Appendix D, “Dispatch and use

Car(s) disabled off course, in dangerous position: Same as above.

Car disabled, off course in a safe position: Local yellow, two laps.

Car(s) reported passing under yellow: Situation 1 --you are not certain that apass under yellow occurred. This is especially sensitive. !. Furled Black Flag 2. gatherinfo (car numbers and colors!!) from corner workers. 3. After session, review withpassee first and then passor, 4. make decision, 5. Review with T& S if penalty assessedprior to announcing to drivers to ensure penalty result is appropriate.

Typical event situations (continued)Car(s) reported passing under yellow: Situation 2 -- If you are certain that a

pass occurred under yellow (e.g you actually saw the pass). Black Flag for a longStop and Go, 60 seconds minimum.

Car reported blocking: Furled Black Flag.

As above, car continues to block. Another sensitive situation! Get details, and ifconvinced, Black Flag Stop and Go -- suggest 10 seconds.

Reckless and dangerous driving: Same as above

Driver ignores the Black Flag: Display Black Flag at both Black Flag Station andStart. Use number board and point to offending car with flag. If the same two cars arevery close together each time the Flag is displayed, allow several laps for response.After the car is in the Pits, and the conclusion is the driver ignored the Black Flag, directthe Black Flag Steward to hold the car for an appropriate additional time after theoriginal infraction has been discussed.

Four wheels off during Practice or Qualifying: Furled Black.

Four wheels off during Race, first occurrence: No Flag.

Four wheels off during Race, second occurrence: Furled Black.

Four wheels off during Race, second occurrence, same lap: Black Flag

Four wheels off during Race, second occurrence, during the race: Observe thecar closely and Black Flag if warranted.

Pace/Safety Car on course Double Yellow.

Cars late to Grid The Grid Marshall shall grid cars not in place by the five minutewarning at the back of the grid; those not in place by the one minute warning shall notbe gridded and shall be directed to the pits -- they will start the session from the back ofthe field under the Pit Marshall’s control.

Inspections

Car is underweight: The Competition Steward shall take appropriate action asdescribed in the CR Rules.

Car is thought to be illegal: The Competition Steward shall order the car to beimpounded and direct the Technical Steward to determine its legality.

Appendix F

BMW CCA Club Racing Disaster PlanThis plan is to be distributed to the following parties prior to thestart of the competition:

Competition Steward Technical StewardAll corner Stations Course & Paddock Marshal *Emergency personnel Track announcerTrack Management Race ChairmanSpecialty Chiefs and Marshals Control

In the event of a severe injury or mass injury situation, carefulaction must be taken to avoid anything that would inhibit the safeand quick evacuation of the injured.A. Steps to be taken:

1. The corner crew or other person witnessing the incident must alert theCompetition Steward as soon as possible of the injury.

2. Medical and fire personnel shall be dispatched to the incident site along withthe Technical Steward.

3. The Technical Steward may request that the Competition Steward stop therace to allow unhampered access to the scene.

4. All radio traffic on both channels shall be minimized during the duration of theincident.

5. The medical crew or the Technical Steward shall advise the CompetitionSteward of the number and types of injuries and the need for additional personnel assoon as possible after arriving at the scene. The Race physician shall be transported tothe scene by the Course Marshal * (or designated alternate) to direct extraction andother critical medical procedures.

6. All personnel not required for the incident shall remain at their posts. Noinformation about the injured persons shall be given out by anyone except theCompetition Steward or Technical Steward.

7. The nearest relative/significant other/friend etc. of the injured parties shall belocated by the Paddock Marshall *the Paddock Gate. The Course Marshal * shall transport these persons to the incidentscene if requested by the Competition Steward.

* These specialties are typically used only at spectator events.

8. If a spectator event, all race personnel shall assist in crowd control to preventspectators or others from approaching the scene

9. The Paddock Gate and Grid shall be closed to all but emergency vehicles.

10. Appropriate additional emergency vehicles (helicopter, ambulance, city firetruck, rescue trucks) shall be summoned at the request of the Race Physician or theCompetition Steward).

11. The Paddock Marshal * /Pit Marshal shall maintain an open drive area foremergency vehicles to exit the track to transport to hospitals .

12. The Technical Steward/Ambulance Crew shall alert the hospital of theincoming patients and the nature of their injuries.

13. The Competition Steward shall immediately contact the Chairman of ClubRacing.

14. The personnel at the scene of the incident shall prepare appropriate incidentreports to record their observations and deliver them to the Technical Steward. TheCorner Captain or other official in charge of the scene of the incident shall beresponsible for preparing a list of such personnel and getting the statements. TheTechnical Steward shall be responsible for getting incident Reports from other drivers.

15. Prior to removal of any body, the appropriate law enforcement organizationand the Justice of the Peace for the precinct must be notified and permission obtainedto remove the body.

16. If appropriate, the Competition Steward shall hold a Drivers Meeting anddiscuss the situation with the racers.

* These specialties are typically used only at spectator events.

Appendix GResponsibilities and Powers of the Competition Steward

The Competition Steward is the executive responsible for thegeneral conduct of the event in accordance with the BMW CCA ClubRacing Rules and the Supplementary Regulations:

Execution of the EventA. Execute the program of competitions and other activities safely by controlling

drivers, their cars, their crew, the officials and the Workers from thecommencement of activities until the time the last competition has expired.

B. Ascertain whether all Officials are at their posts.

C. Ensure that all Officials and Workers are provided with necessary information.

D. Collect all reports and information for the determination of results.

E. Authorize a change of driver or car.

F. Review with the Tech Steward, T&S Steward, and the Race Chairman anyrequest to modify the Schedule.

G. Prevent an ineligible car or driver from competing.

Maintenance of OrderThe Competition Steward shall:

A. Keep order in conjunction with the authorities who are policing the event.

B. Exclude from the event any entrant, driver, crew, Official, Worker, or BMW CCAmember who is guilty of misbehavior.

C. Exclude from participation any Worker or Official who the Competition Stewarddetermines to incapable of carrying out their duties.

D. Order removed from the premises any person who refuses to obey the order ofany responsible Official or public safety officer.

E. Prevent a car considered to be dangerous from competing.

F. Review any acts of misbehavior by a driver with the other Stewards to determinewhat penalties to impose.

G. Receive protests from entrants and adjudicate them with the other members ofthe Protest Committee.

Responsibilities and Powers of the Competition Steward(Continued)

Powers of the Competition StewardThe Competition Steward may:

Disqualify an ineligible driver or car.

Direct cars to be impounded at any time during an event.

Order the removal of a technical inspection sticker

Disallow qualifying times

Impose a time, lap, or position penalty.

Place a driver on Probation or Suspension.

Order the recruitment of Rules and the Supplementary Regulations.

Appendix H Competition Steward’s Check Lists

These Check Lists are provided to ensure all Pre-Race and Race Day tasks arecompleted at the proper time.

Pre-Race Tasks and check list60 days prior

Conference call the Race Chairman and CRAC member, review:a. Insuranceb. Registrationc. Supplementary Regulationsd. Workerse. Pace Carf. Disaster Plang. Motel reservations

30 days priorMake plane and rental car reservationsConference call the Race Chairman and CRAC member:a. Review the previous meeting “to-do” list

1. Ensure all tasks have been completed2. Review final schedule3. Review entries

Conference call the Tech and T&S Stewards and ensure all on same page.Send a confirming e-mail to the National Competition Steward

7 days priorContact the Race Chairman for a final review of any topics necessary.

1 day priorTravel Conduct the track InspectionConduct the facilities Inspectiona. Discuss pit lane speed limitb. Discuss sound limits , where measured, etc.Review the Disaster PlanReview the Race Chairman’s task listReview the Tech Steward’s task listReview the T&S Steward’s task listEstablish and post the Protest CommitteeConduct the Rookie MeetingGet good night’s sleep!

Appendix HCompetition Steward’s Check Lists

(continued)

Race Day Tasks and Check ListMeetings

Race Chairman, CR Officials and CRAC membera. Pick up radios, do radio checkChief of FlagsEmergency VehiclesSound MarshallPace/Safety Car DriverGrid Marshall (Delegate to Technical Steward)Chief Instructor (if sharing track time with school)

Post the Protest Committee Info in a prominent locationConduct the Drivers’ Meeting per the scheduleReport to the Steward’s Tower

Introduce yourself to:a. Control and other Stewards, announcerWork out operational procedures with Control

a. Local flagging proceduresb. EV dispatchingc. Wrecker, etc. Dispatching

Radio check with T&S, Tech/Black Flag Steward, Pace Car

Conduct the day’s competitions per the Race Operations Guidelines in thisManual.After the last session, 1. Meet with CR Officials and CRAC member and conduct a debriefing.2. Review any Protests or incidents, make rulings and inform those affected.

Spend some quality time in the Paddock with the Racers and Workers-- have

Appendix IBMW CCA CR Web Site

There is a wealth of information on the CCA Club Racing website,www.bmwccaclubracing.com

Information includes:

The most current version of the CR Schedule

Track information links

Results from completed races

Results from previous years’ races (Archives)

Administrative information, including some Forms described in the Formssection of this manual

Names and addresses of CR officials

Rule Clarifications

Event Guidelines

Much more -- log on and explore!

It’s your website, so send your suggestions for changes, new content, etc. to:

Mike Mills, mwm@bmwccaclubracing.com