Policies

CLUB CHARTER
Choosing to participate in an Albany Cycle Club (ACC) ride/event means you have chosen to be part of a club and to abide by the club’s guidelines and values. Remember… our actions as individual riders reflect upon ACC as a whole and the wider cycling community.

Club membership and at least a recreational cycle licence (which includes insurance) are strongly encouraged for anyone participating in our club rides. Visit the membership page at www.albanycycleclub.com.au for information on membership options.

Albany Cycle Club Values:
Our club values are a reflection of our club’s culture. These values lay the foundation on which the club members will ride and interact together and communicate and behave towards others including the wider community.

1. Safety above all else
Safety is always our number one priority! We encourage and facilitate the safety and well being of our members and the wider community through all club activities and events.

2. The Four “Fs” – Fun, Family, Fulfilment and Fitness
The four “Fs” in our club stand for a sense of

Fun: Where we remember that while this is a sport we all are passionate about, we ultimately do it to enjoy ourselves and have fun.
Family: We actively encourage a culture of inclusivity where everyone is welcomed and feels valued for being involved and participating regardless of how fast or slow they are. Non cycling family members are welcome and encouraged at all ACC events and functions.
Fulfilment: We openly assist and encourage our members to fulfil their goals. We are proud of and celebrate the success of all club members in achieving their goals.
Fitness: We encourage the adoption of a healthy approach towards developing fitness and a healthy lifestyle as appropriate for the individual concerned.

3. Lasting Relationships
Our over-arching focus is on achieving positive long-lasting relationships among the members of our club, with other clubs, other road users, our State and National cycling bodies and anyone else who comes into contact with our club through our activities. In particular we strive for relationships that cast the club and the general cycling population in a positive light through our positive and responsible behaviour.

4. Developing our members to their full potential
ACC is committed to ensuring that skills, knowledge and talent are proactively identified and developed, and that our members are encouraged to challenge themselves to be the best they can be, in an atmosphere of camaraderie, sporting competition and enjoyment.

5. Excellence
It is extremely important to us that we provide events and club activities that are of a high standard and we work hard to deliver what we promise. We will strive to be innovative in our approach and take the time to listen to and understand the needs of our members and other event participants. We have a culture of continuous improvement and we encourage all members to provide constructive comments and contribute their time and effort to the success of our events.

6. Respect for others through sharing duties
We share the duties necessary for the successful running of the club appropriately and responsibly. We communicate in an open, honest and respectful manner, listen and work collaboratively in the best interests of the club and its other members. We respect and acknowledge the work of volunteers and the club committee.

Courtesy and etiquette within the bunch are important to the safety of all riders. Furthermore, responsible and non-aggressive behaviour is vital for the safety of other community members and to maintain mutual respect and harmony on our roads.

The following Bunch Rider Etiquette is designed to ensure all riders have an enjoyable riding experience.

• Albany Cycling Club (ACC) group rides are recreational. They are not races! We regularly conduct races and riders are encouraged to participate in the group rides to improve their skills and bunch riding.
• ACC has a range of group training rides of different distances and speeds which are advertised on our website. New riders are encouraged to contact the club for advice on the rides that will best suit them and their riding ability.
• Ride at an appropriate speed. Remember why you are in the bunch – to ride WITH others! If you want to hammer, do it solo or in designated sections that are followed by re-group points.
• If you do find it difficult to keep up, most rides have “short cuts” and these provide good options to still have the group ride experience without significantly holding up other riders.
• Be understanding and supportive of less experienced riders … we were all there once.
• Give and receive advice graciously.
• Lead by example.
• Introduce yourself to new riders and make them feel welcome. New riders should also introduce themselves and ask for advice about the route and road conditions etc.

THE BASICS

• Know the course and how to get home (maps etc. are available on the ACC Website www.albanycycleclub.com.au).
• Be on time.
• Maintain your bike.
• Carry enough water, food, spare tubes and a pump.
• It is sensible to carry your mobile phone and some cash.
• Bring a positive attitude.

SHARING THE ROAD

• Obey the road rules.
• Be predictable and always indicate your intentions – use hand signals as well as. verbal communication at all times.
• Never ride more than two abreast and be courteous to other road users. There are some sections of our rides where the road is narrow or there is significant/fast moving traffic and all groups need to ride single file through these sections. Senior club members will call when the group needs to go single file.
• Maintain group formation at intersections behind queued vehicles. Do not try to overtake traffic at intersections.
• Use good lights when there is insufficient daylight. Reflective clothing, tape or other items to improve visibility are also encouraged.
• A flashing tail light is encouraged at all times for safety.
• Respect other road users.

BUNCH RIDING ETIQUETTE

The only way you can really learn bike skills and bunch skills is to practise, but without basic knowledge of the rules and skills involved, practise alone will get you nowhere, so here are some tips to be aware of:
Riding in Formation

• Riders should pair off two by two
• Try to maintain about a 30-50cm distance from the rear wheel of the rider in front of you
• Keep your handlebars level with those of the rider next to you
• Ride at an even steady pace
• Close up gaps between riders as quickly and smoothly as possible
• When possible ride one metre clear from the gutters and parked cars

Hazards

Lead riders must loudly call out and use hand signals to indicate all hazards and route directions, and following riders must pass it back down the group.

Hold Your Line

Don’t swerve dramatically left or right. Try to work on the skill of holding a straight line. Do not cross wheels with the rider in front in case they do need to move across to avoid an obstacle.

Keep Left

When climbing or in a designated sprint/fast pace zone and you are no longer riding in formation keep left at all times (unless passing another rider).

Passing

Warn slower riders before you pass them and do not pass too closely. When passing another rider always check behind to see if it is safe. Pull out smoothly and call “on your right” to the rider you are passing. Move smoothly back to the left when you have completed the manoeuvre.
Do not try to pass on the left or “inside”, even if a gap has formed.

Braking, slowing, coasting

Avoid braking as much as possible. When braking is necessary do so gently and indicate you are slowing. Avoid braking through corners; slow up gradually before you get there if the corner is sharp or the traction uncertain.
Do not suddenly slow without warning the riders behind you. Do not freewheel if you are on the front of a group – always keep pedalling.

Accelerating

Accelerating away from stop signs, intersections and corners should be steady and controlled so that large gaps are not formed. Do not surge or change pace indiscriminately.

Cornering

Hold your line through corners giving the person next to you plenty of space. Approach the corner at a safe speed and do not brake through corners.

Climbing

Before you get out of your seat on a climb call out “Standing!” to let the rider behind you prepare for your possible drop in pace.

Half Wheeling

Half wheeling is one rider always riding in front of his partner, which then puts the whole bunch out. It is essential that you keep level with your partner if at the front, it is not a two person race. Keep your handlebars level with the handlebars of the rider next to you.

Rolling Through

• If the call to “roll through” is given, the front rider on the outside (right) increases the pace sufficiently to pull forward and in front of the rider to his/her immediate left. The following riders on the outside move up behind him and one by one move over to the left as they reach the front. Like a chain, the whole group moves in a loop.
• Once you have rolled across to the left, begin to ease up slightly. The rider coming around you is doing the pace-work of the peloton and does not want to sprint just to be able to roll over.
• Enjoy your “rest” when on the left/inside line.
• The last rider to move off the back into the outside/fast line calls “last wheel”.
• Increase your effort to maintain the higher momentum of the peloton when in the
  faster “rolling through” line.
• If you are not comfortable keeping up with the roll through let other riders know and ride at the back of the group.
• The rolling through direction may change depending on wind direction.

THE GOLDEN DO NOTS

• Using aerobars/tri-bars is not within the spirit of group riding and increases the risk level. They are not to be used except if riding behind the group.
• Never use traffic or an intersection to gain a break on the group. Always check the whole group has safely made it through an intersection and regroup if necessary.
• Never ride in the group with no hands on the handlebars (including forearms resting on bars).
• IPods etc. are not to be used on group rides as they reduce effective communication within the group and therefore reduce safety.
• If a phone call needs to be taken via an ear piece, this should be done at the back of the group. Mobile phones are not to be used while in the group.

Miscellaneous

• If someone has a flat tyre, check if assistance is required. This information needs to be relayed to riders at the front of the group. Generally only 1-2 riders would stop to assist, ensuring safety and minimise disruption to other road users.
• In the rare event that there is an accident ALL riders must stop and give assistance as needed. The more experienced riders will assess the situation and determine the best course of action in terms of providing support to the fallen rider(s) and the safety of the rest of the group.
• All riders under 13 years old must be accompanied by a guardian or nominated support rider on any ACC group rides. ACC strongly encourages that all juniors abide by Cycling Australia gear restrictions and do not exceed recommended training distances for juniors. Please contact the ACC for information and support for juniors.

Be tolerant, responsible, supportive, and have fun!!

1. MANAGEMENT OF CLUB ASSETS POLICY;

1.1 The Management of Club Assets Policy relates to Albany Cycling Club (ACC) and, where relevant, operates in conjunction with other policies.

2. PURPOSE OF POLICY;
2.1 To ensure that all Club events have equipment that is effective and safe and meets the requirements of Cycling Australia.
2.2 To ensure that all Club property is sensibly purchased, carefully maintained, replaced as required and properly disposed of.

3. COMMENCEMENT OF THE SPONSORSHIP AND FINANCIAL ASSISTANCE POLICY;
3.1 This policy will commence from 3 August 2015.

4. SCOPE AND APPLICATION;
4.1 The policy applies to the ACC Committee and all ACC Members.
4.2 ACC Committee may modify the policy at any time with a resolution of the full Committee.

5. DEFINITIONS;
5.1 ‘Asset’ means a non-expendable resource of the club valued at more than $50.
5.2 ‘Member’ means a full financial member of ACC as defined in the club’s constitution.
5.3 ‘President’ means the President of ACC.
5.4 ‘The Committee’ means the elected management committee of ACC (not sub committees etc.).

6. ASSET AND MERCHANDISE CONTROL;
6.1 The Committee will appoint an Equipment Co-ordinator whose duties will be specified in a Job Description Form approved by Committee.
6.2 The Equipment Co-ordinator will maintain an assets register and report each quarter or when required by Committee and recommend maintenance/replacement.
6.3 The Equipment Co-ordinator will maintain property control of merchandise and report on sales and receipts quarterly and when required by Committee.
6.4 The Committee may authorise a budget expenditure for the Equipment Co-ordinator each year to be included in the Club’s annual budget.

7. DISPOSAL OF CLUB ASSETS;
7.1 The Equipment Co-ordinator will recommend to the Committee when an item of Club equipment may be considered superseded or superfluous and that it may have re-sale value.
7.2 The Committee may endorse this recommendation or request further information.
7.3 If the Equipment Co-ordinator recommends that this item may have some re-sale value and this is accepted by Committee, the Secretary will advise all members that they may put in a bid.
7.4 The Committee will ensure that the bidding process is commensurate with the scale of the item being disposed of and is open and fair.
7.5 The Committee will accept the best offer.
7.6 If there is no offer, the Committee should dispose of the item in the most favourable way for the Club.

1. EVENT NAMING POLICY;
1.1 The Event Naming Policy relates to Albany Cycling Club (ACC) and, where relevant, operates in conjunction with other policies.

2. COMMENCEMENT OF THE EVENT NAMING POLICY;
2.1 This policy will commence from 3 August 2015.

3. SCOPE AND APPLICATION;
3.1 The policy applies to the naming of all ACC events.
3.2 ACC Committee may modify the policy at any time with a resolution of the full committee.

4. DEFINITIONS;
4.1 ‘Event’ means any race, partication ride, social gathering etc. organised by the ACC.
4.2 ‘Member’ means a full financial member of ACC as defined in the Club’s constitution.
4.3 ‘President’ means the President of ACC.
4.4 ‘The Committee’ means the elected management committee of ACC (not sub committees etc.).

5. PURPOSE;
To ensure all official Club events carry names that are appropriate, meaningful and satisfy the Membership.
Because;
1. The Club needs to have a consistent, rational policy for naming all Club races and events as
required.
2. Naming an event can add importance to the event or race.
3. Named events may carry a certain historic prestige for Club members and can add to their
value as financially supportable activities.

6. BACKGROUND;
6.1 The Committee will name all events and races as necessary to ensure that they carry a title that is meaningful and appropriate in the cycling community and are best able to attract community and potential financial support.
6.2 The Committee will ensure that it approves all names for events in sufficient time for the organisers of these events to arrange essential logistics and negotiate sponsorship support.
6.3 Marquee Events/Races
The Committee will attempt to fit specially named events into a similar calendar place each year as a way of promoting the event and gaining best media support.

7. SELECTION CRITERIA;
7.1 Commemorative Naming
The Committee from time to time may consider naming an event in recognition of an individual where it can be demonstrated that the individual has made a highly significant contribution to the Club over an extended period. Highly significant contributions could include but are not limited to the following
• Having held an “executive position” for 10 or more years.
• Having undertaken a significant role in planning and implementing a specific event
for 10 or more years.
Where an event is named after an individual all attempts should be made to ensure the event selected has relevance to the person after whom it is being named.
The Committee may name an event after an individual for a specific period and reserves the right to remove or replace the naming of an event at any time.
7.2 Sponsorship Naming
The Committee from time to time may consider naming an event in recognition of a sponsor who has made a significant financial contribution to an individual event for the Club
Naming of events after sponsors will be consistent with the Club’s Sponsorship Policy.

POLICY VERSION AND REVISION INFORMATION:

1. LIFE MEMBER POLICY;
1.1 The Life Member Policy relates to Albany Cycling Club (ACC) and, where relevant, operates in conjunction with other policies.

PURPOSE OF POLICY;
2.1 To acknowledge the contribution of selected members by using an open, fair and consistent system for awarding Life Membership

3 COMMENCEMENT OF THE LIFE MEMBER POLICY;
3.1This policy will commence from 3 August 2015.

4 SCOPE AND APPLICATION;
4.1 The policy applies to the ACC Committee and all ACC Members.
4.2 ACC Committee may modify the policy at any time with a resolution of the full Committee.

5 DEFINITIONS;
5.1 ‘Member’ means a full financial member of ACC as defined in the club’s constitution 5.2 ‘President’ means the President of ACC.
5.3 ‘The Committee’ means the elected management committee of ACC (not sub committees etc).

6 SELECTION OF LIFE MEMBERS;
The ACC believes in formally recognising the value of a member’s special contribution to the Club.
1. Any person who has been an active member of the Club for not less than ten years may be nominated as a Life Member.
2. Any person who has given outstanding service to the Club as a rider and/or administrator may be nominated as a Life Member.
3. The Committee will draw up criteria for approving any nomination for Life Membership and make these known to all members at a selected time or times.

POLICY VERSION AND REVISION INFORMATION:

1. SPONSORSHIP AND FUNDRAISING ASSISTANCE POLICY;
1.1 The Use of Logo Policy relates to Albany Cycling Club (ACC) and, where relevant, operates in conjunction with other policies.

2. COMMENCEMENT OF THE SPONSORSHIP AND FINANCIAL ASSISTANCE POLICY;
2.1 This policy will commence from 3 August 2015.

3. SCOPE AND APPLICATION;
3.1 The policy applies to the use of the ACC Logo in all its forms.
3.2 ACC Committee may modify the policy at any time with a resolution of the full committee.

4. DEFINITIONS;
4.1 ACC Logo means any image or design endorsed by the Committee from time to time to be
used as part of the Club’s brand.
4.2 ‘Member’ means a full financial member of ACC as defined in the Club’s constitution.
4.3 ‘President’ means the President of ACC.
4.4 ‘The Committee’ means the elected management committee of ACC (not sub committees etc).

5. VALUE OF ACC LOGO;
The ACC Logo has value to the Club and its members as a symbol of the Club and part of the ACC brand.
Inappropriate use of the Logo poses the risk of reputational damage to the Club from being associated with other brands that may not be in keeping with the vision or ethics of the Club or through inappropriate behaviour associated with activities where the Logo is displayed.
As such, it is important that use of the Logo is restricted to those situations approved by the Committee from time to time.

6. Process for approving use of the ACC Logo;
Where an organisation, company, individual (including a member) wishes to use and display the ACC Logo (other than by wearing approved ACC kit) they need to gain approval from the Committee.

An application should be made in writing including, but not limited to,;
1. The reason for requesting use of the Logo.
2. If the Logo is going to be displayed on a saleable item or in another way that may
contribute to a financial gain. If so, the purpose for which funds are being raised must be
included.
3. The length of time for which the Logo will be displayed and/or number of times (e.g.,
number of shirts on which it will be placed)
4. A list of other logos that will be displayed with the ACC Logo to allow an assessment of
whether any are inconsistent with ACC vision and ethics.
5. Where the Logo will be displayed (at which events etc.)
6. A draft of the design of the product on which the Logo will be displayed, including the
proposed location of the Logo.
7. Any other information that the Committee may request to allow it to make a full and
proper assessment of the request.
Once the application has been received the President or their nominee will review the application and provide a recommendation to the Committee for their decision.
The review will consider;
1. Any benefits to the Club
2. The risks to the Club’s brand from use of the Logo
3. The relationship between the Club and the applicant
The Committee will consider the matter at its next meeting or, where time is restricted, by an out of session process. The Committee will approve or decline the application and may place any conditions they feel necessary on the use of the Logo. This may include setting a fee for the use of the Logo where it is felt that the applicant will gain financially or some other advantage from the use of the Logo. The applicant will then be notified in writing of the Committee’s decision.

POLICY VERSION AND REVISION INFORMATION:

1. MEDIA LIAISON POLICY;

1.1 The Media Liaison Policy relates to Albany Cycling Club (ACC) and, where relevant, operates in conjunction with other policies.

2. PURPOSE OF POLICY;
2.1 To ensure that all members are aware of the need to control official Club contact with the media.
2.2 To ensure the media have a clearly defined contact.
2.3 To ensure that all statements to the media are official and approved.

3. COMMENCEMENT OF THE MEDIA LIAISON POLICY;
3.1 This policy will commence from 3 August 2015.

4. SCOPE AND APPLICATION;
4.1 The policy applies to the ACC Committee and all ACC Members.
4.2 ACC Committee may modify the policy at any time with a resolution of the full committee.

5. DEFINITIONS;
5.1 ‘Media ” means newspapers, radio, television etc.
5.2 ‘Member’ means a full financial member of ACC as defined in the Club’s constitution.
5.3 ‘President’ means the President of ACC.
5.4 ‘The Committee’ means the elected management committee of ACC (not sub committees etc).

6. PRESS, TV and RADIO;
It is important for all members to be aware that contact with the media can be a sensitive and serious matter.
They should understand that no one, apart from the accredited Club representative, may give Club information to any member of the media even in an unofficial, ‘off-the-record’ way.
6.1 The President will be the usual and sole Committee member to liaise with the media in any format.

6.2 The President may delegate this authority to a member of the Committee for a specified purpose in a written delegation.
6.3 Therefore, the Committee will plan to have a specific press correspondent to consistently submit race reports or special features as approved by the President.
6.4 The Committee will inform members of the Club’s Media Policy at least once a year in a format that will reach all members.
6.5 The President will brief the Committee each year at its induction session on the importance and implications of this policy for them.

7. SOCIAL MEDIA;
It is essential that individuals clearly distinguish between what they do in a personal capacity and what they do or say in their capacity as a member or official of the Albany Cycling Club.
7.1 The Club will follow the broad principles and code of conduct outlined in the social media policy of Cycling Australia.
7.2 All Committee members or Club members appearing as representatives of the Club in any capacity, must avoid posting online information in the social media domain that might affect other members, sponsors or stakeholders and bring the Club into disrepute.
7.3 The President will brief the Committee each year at its induction session on the importance and implications of this policy for them.

1. SPONSORSHIP AND FUNDRAISING ASSISTANCE POLICY
1.1 The Sponsorship and FUNDRAISING Assistance Policy relates to Albany Cycling Club (ACC) and, where relevant, operates in conjunction with other policies.

2. COMMENCEMENT OF THE SPONSORSHIP AND FUNDRAISING? POLICY
2.1 This policy will commence from 3 August 2015.

3. SCOPE AND APPLICATION
3.1 The policy applies to the ACC Committee and all ACC Members.
3.2 The ACC Committee may modify the policy at any time, with a resolution of the full committee.

4. DEFINITIONS
4.1 ‘Minor sponsorship’ means a contribution up to $200 provided to any community
organisation or person, for any purpose consistent with the Vision, Mission and Values of ACC.
4.2 ‘Sponsorship’ means a financial or other contribution to a specified person, The sponsorship is for an agreed purpose for which ACC will receive agreed benefits.
4.3 ‘Member’ means a full financial member of ACC as defined in the clubs constitution.
4.4 ‘President’ means the President of ACC.
4.5 ‘The Committee’ means the elected management committee of ACC (not sub committees
etc.).

5. SPONSORSHIP & FUNDRAISING POLICY REQUIREMENTS AND PROCEDURES
5.1 INDIVIDUAL SPONSORSHIP
ACC will consider applications for individual sponsorship funding that meet the following criteria and provide an approved sponsorship budget:
a) The individual seeking sponsorship is and has been a member of ACC for a minimum of 1 year

b) The member has been actively participating in ACC club events

c) The member has been selected through a competitive/qualification process to represent the State of WA or Australia in an event that is consistent with the Vision, Mission and Values of ACC.
5.1.1 Sponsorship Applications Process
All applications for sponsorship funding will be on the ACC Sponsorship Request Form addressed to the President.
The application form will be available on the ACC website or on request from the President.
The President may request additional information if it is considered that additional information is required to adequately assess the application.
5.1.2 SponsorshipAssessmentProcess
All applications for sponsorship or other financial support will be assessed utilising the following process.
·∙ Requests for minor sponsorship of less than $100 will be assessed by the President against the aims and eligibility criteria stated above and may be approved by the President where there is sufficient funds allocated within the ACC budget.
·∙ Requests for sponsorship and/or other financial assistance of more than $100 will be assessed by the President or his nominee and a summary of the application provided to the Committee with a recommendation at the next scheduled Committee meeting. The Committee will consider the application based on:
a) The member’s membership and involvement (both as a competitor and volunteer) with the club;
b) The benefits of the proposed sponsorship to ACC;
c) The level of the event for which the individual has been selected in the State/Country including the competitiveness of the selection process;
d) Any previous funding provided to the applicant; and
e) The available funds within the ACC budget.
5.1.3 AdministrationofSponsorship
All applicants for sponsorship or other financial support will be notified in writing of the outcome of their application within four (4) weeks.
Successful applicants will receive a formal agreement that includes:
a) The agreed level of support (financial and in-kind);
b) The purpose/s for which the funding can be used;
c) The benefits to be provided to ACC in exchange for the funding (e.g., inclusion in media releases, promotion of the club through wearing club kit, post event report etc.);
d) Reporting requirements; and
e) Invoicing arrangements.

6.2 FUNDRAISING ASSISTANCE
ACC will consider providing assistance to raise funds from the general community for members who meet the following criteria.
a) The individual seeking sponsorship is and has been a member of ACC for a minimum of 1 year
b) The member has been actively participating in ACC club events
c) The member has been selected through a competitive/qualification process to represent
the State of WA or Australia in an event that is consistent with the Vision, Mission and Values of ACC.
Assistance that may be provided can include but not be limited to
1. Calling for donations from Club members and or the wider community
2. Allowing the ACC’s name and logo to be utilised to promote fundraising events.
3. Promoting fundraising events through the club’s website and regular member emails
6.2.1 Fundraising Assistance Assessment Applications Process
All applications for Fundraising will be on the ACC Sponsorship Request Form, addressed to the President.
The application form will be available on the ACC website or on request from the President.
The President may request additional information if it is considered that additional information is required to adequately assess the application.
6.2.2 FundraisingAssistanceAssessmentProcess
All applications for fundraising assistance will be assessed utilising the following process.
All applications will be assessed by the President or his nominee and a summary of the application provided to the Committee with a recommendation at the next scheduled Committee meeting. The Committee will consider the application based on:
f) The member’s membership and involvement (both as a competitor and volunteer) with the club;
g) The benefits of the proposed sponsorship to ACC
h) The level of the event for which an individual has been selected in the State/Country, including the competitiveness of the selection process
i) The type of fundraising proposed and its consistency with the Vision, Mission and Values of ACC
j) The compatibility of the proposed fundraising event with any other current or planned fundraising being undertaken by the Club.

POLICY VERSION AND REVISION INFORMATION: