2023 Members Handbook
Contents
Resources - Downloadable Model Rules
1. Welcome
Welcome to Eureka Cycling Club. You are now part of an organisation that values your input and wants to provide you with an experience that is unsurpassed in road racing in Victoria.
To do this, you are part of the experience and this “handbook” is designed to help you understand how that will happen. We want all our members to contribute to the culture of this club and provide the essence of what we are all trying to achieve; an inclusive, friendly, engaged and competitive organisation. We aim to provide an atmosphere where members look forward to attending each week to challenge themselves and be around like minded athletes. Hopefully you will make some new friends through the experience and we look forward to watching you grow through your association with the Club.
Thank you for being a part of this and enjoy the ride!
Eureka Cycling Club
2. Our Purpose (as per the Club’s Model Rules)
The Eureka Cycling Club adopted the Model Rules of the Association in 2020 which state the following:
The purposes of the association are:
To be affiliated with and be an active contributor to AusCycling Ltd. effective from 1st January 2022.
To make Eureka Cycling Club Inc. the cycling club of choice for Masters Cyclists in its region.
To provide safe and competitive racing events for all club members, trial members and affiliate club members who meet the criteria of a Masters Cyclist as defined by AusCycling Ltd.
To foster a culture of positive and constructive inclusiveness through cycling and social activities for club members and guests.
Strive for facilities and resources that provide a superior experience to its members and guests.
To abide by the Racing Rules and Regulations of AusCycling Ltd. (as of 1/01/2022) and State Road Authorities.
Everything about the Club’s operations come back to this purpose. We all have an obligation to work toward this purpose unless the Club’s Rules are changed through an Annual General Meeting or Special General Meeting and voted on by more than 70% of the Members present.
3. Race Calendar
Types of Racing, Events & Aggregate Awards
The Race Calendar is published in advance (usually 6 months ahead) and posted to our web site. This is the central reference to the season’s racing and much planning goes into its preparation and execution. Permits must be submitted well in advance and changes to the calendar are not decisions that are made lightly without significant deliberations. The club runs the following types of races:
Criteriums - Usually held within a closed road circuit at Victoria Park Ballarat. These are graded scratch races from Divisions 1-4 and if numbers permit, we can run a women’s specific event (although women are welcome to race in Divisions 1-4). There are prizes and places awarded in each division.
Scratch Races - These are races run on open roads across divisions 1-4 (unusually). Same as Criteriums, a women’s only event may be staged depending on entries and the desire of the riders to contest a women’s only event. There are prizes awarded in each division.
Handicap Races - These are also run on open roads and riders are placed into bunches of a similar standard and sent off with time gaps determined by the club handicapper on the day of the event. The early “markers” will be given a time advantage to the next bunch and the next, until the final group (scratch) are dispatched to chase the groups in front. There are prizes and placings awarded to the 1st five riders (or seven if the numbers permit) and the rider who is deemed to have ridden the fastest time of the day. We may also offer prizes for the first unplaced female rider if there are enough women in the event. Handicap races are designed to give a wider range of participants a chance to win/place.
Time Trials - The club will occasionally run a Time Trial where riders race against the clock individually on open roads. This is usually a feature event or Championship race.
Club Races
The majority of events staged by Eureka Cycling Club are for the benefit of members. Visitors and trial members are welcome to attend club races under strict guidelines (outlined in the next section).
Club Trophy Races
These are events of significance and memorial races staged by the club where the winners & place getters of the events are awarded trophies and/or medals. Members of Eureka Cycling Club and members of other AusCycling affiliated clubs are invited to participate in Trophy Races.
Club Championship Races
These are events staged by the club where the winners & place getters of the various grades are our Club Champions for the year in that discipline. Sashes, Medals and/or Trophies are awarded to the winners and place getters. Only Members of Eureka Cycling Club who have raced in 5 club events within the previous 12 months, and have fulfilled their prescribed Marshal duties are entitled to participate in the Club Championship Race (ie Division 1) and 3 races in the previous 12 months for other Divisions.
Combine/Invitational/Open Events
Occasionally Eureka Cycling Club will stage Invitational or Combine events in conjunction with other AusCyling affiliated club/s (check the calendar for details). These events are open to all non-Eureka members who are eligible members of the invited club/s. If the event is an “Open” all affiliated Masters Aged AusCycling members are entitled to enter and attend.
Aggregate Awards
Along with the Club Championships, some of the Clubs most prestigious Trophies are the Annual Aggregate Awards. These are fantastic awards because they are open to all members (not just the strongest riders) and reward consistency and perseverance because they are awarded to the riders who have accumulated the most number of Aggregate Points throughout the nominated season/period. Only Members are eligible for these awards. There are 2 Aggregate Awards available:
Club Aggregate - 1 point is awarded to any Member throughout the entire season who either race or fulfil their Marshal duties. Additional points are awarded to winners and place getters depending on their positions and the type of event. Points are aggregated and tallied at the end of the season. The rider who has accumulated the most Aggregate Points is the Winner.
Summer/Spring Aggregate (Feb-June) - 1 point is awarded to any Member through the months of Feb-Jun, who either race or fulfil their Marshal duties during a regular club race (*club trophy races excluded). Additional points are awarded to winners and place getters depending on their positions and the type of event. Points are aggregated and tallied at the end of the 1st half of the season
Winter/Autumn Aggregate (Jul-Nov) - 1 point is awarded to any Member through the months of Jul-Nov, who either race or fulfil their Marshal duties during a regular club race (*club trophy races excluded). Additional points are awarded to winners and place getters depending on their positions and the type of event. Points are aggregated and tallied at the end of the 1st half of the season
Women’s Aggregate (Full Year) - 1 point will be awarded to female cyclist who accumulates the most aggregate points over the course of the entire year. Points are awarded based on participation and finishing places as per the usual aggregate awards and additional points will be awarded for the first female rider in handicap and scratch events (non-opens and invitationals only).
4. Members, Visitors & Trial Memberships
Members
Members of Eureka Cycling Club are those members who have joined the club via AusCycling with Eureka Cycling Club being their Primary Club or as an Add-on membership. Members enjoy the benefit of being able to race in all Club Events including Trophy Races & Championship Events (subject to qualification). Also, Members can nominate for Committees and vote at the Club Annual General Meeting & Special General Meetings (refer to the club rules for more details). All Eureka Cycling Club Members need to fulfil their obligations as a Volunteer/Marshal to be eligible to race (refer to Marshal Responsibilities for more details).
Visitors
Visitors are Masters Aged Members (30+) of other AusCycling affiliated Clubs. Visitors are welcome to attend a maximum of 2 x Club Events within a given season before needing to purchase a Membership using AusCyling’s Add-On facility (See the “Join Us” page on our web page for details) to continue racing. Visitors can enter & race in all Open/Invitational events without having to join Eureka Cycling Club as a Member or impacting their 2 x Club Race limit per season.
Trial Members
Through AusCycling, new members are able to try racing with the club by purchasing a 4 week license known as a Trial License with AusCyling. A Trial License is a great way to experience road racing in a competitive environment without having to commit to a full year. A Trial License is only available to people who have not been a member of AusCycling previously. Trial Members can only race in a maximum of 3 Club Events but will not be eligible for Prize Money or Aggregate Points until becoming full Members. Where a Trial Member places in a Club Race, the next Member over the line will be deemed as the place getter & will be awarded the Prize Money and any Aggregate points on offer.
5. Entering, Scratching & Registering for Races
Entering a Race
To enter a race there are 2 methods:
Online - The preferred method is to use the online platform the Club uses called Buncheur which can be found at http://buncheur.com.au. You will need to create a profile and provide credit card details when you log in for the first time. After that, you will simply log in and enter the chosen event by accepting the terms and conditions of the race. To find the event, simply search “Eureka Cycling Club” or follow the link to the event provided by the club in their promotional material or on the Calendar & Entries Page of the Club’s web site. The cost to enter a club race online is $10. Online entries for club race will close at approximately 12pm the day before the event. The cost of Opens and other major races may vary from this and entries for Opens and major events will close earlier than club races to allow the handicapper time to handicap the event. As mentioned, this is the preferred method to streamline the process.
Via Email or Text - The other option is to advise the Club of your intention to race an event by emailing the club at eurekacyclingclub@gmail.com or texting the Club Handicapper by 5pm the day before the event and pay your entry fee when you register on the day. On the day entry fees are $15. Please bring the correct money as the club does not leave cash on the premises for security reasons (which is why we prefer and incentivise online entries). There are no email or text entries accepted for Open events or events with participation limits.
Scratching a Race
If you have entered a race but cannot attend, you can withdraw your entry and receive a full refund right up until 1 hour before the event. Scratching an event is best done with an email to eurekacyclingclub@gmail.com or you can text the club Handicapper. If you do not send a notification scratching the your entry from the event, you will have been deemed a “non starting entry” and your entry fee cannot be refunded nor will you be credited with an aggregate point.
Registering on Race Day
Upon arrival before a race, you will need to report to the club’s Handicapper to collect a race number and sign on to race. In some of our major events we may deploy a timing system and there for you may need to also collect a transponder to attach to your bike. This will be promoted at the time of the event. If you have entered via text or email, you will need to pay your entry fee at this point. Registering on race day is mandatory and you must register at least 30 minutes prior to the event start time for club events (Open and major events will likely promote their Registration protocol at the time). You will be allocated a starting bunch or race division and an approximate departure time at registration. Riders must be at the start line at least 5 minutes before their allocated start for their safety briefing and be mindful that your starting time may not be finalised until the last rider has registered. If you need directions to the starting line, please ask and someone will advise you or arrange for another member to escort you.
6. Preparation for race day (what to bring)
To make your experience of racing with Eureka Cycling Club a safe and enjoyable one, there are a number of things to consider and bring with you. This check list is broken into two sections, mandatory and optional:
Mandatory Items to Prepare and Bring:
Bicycle which is well maintained and fit for purpose
Road Races and criterium events - require a standard non-powered road bicycle with curved bars ONLY
Time Trial events - bikes may be a standard non-powered road bicycle with curved bars or, a road bike with extension bars or, a dedicated TT bike
Helmet - Must meet Australian Standard AS/NZ 2063 and the sticker/label MUST be affixed to the helmet shell
Rear Tail Light - All bikes must be fitted with a working tail light to race according to AusCycling regulations.
Proof of Race License - You may be asked to provide your AusCyling Race License as proof of your membership (particularly visitors and trial members).
A plate of food to share - All events staged at the club rooms involve a post race gathering and each attending member is asked to bring a plate of food to share.
A friendly attitude - While we are competitive on the road, Eureka is a friendly club at all times. Bring a positive and friendly attitude and you will enjoy the experience much more.
Optional Items to Prepare or Consider Bringing:
Money - To pay for drinks and raffle tickets (most events are concluded with a raffle or prize draw)
A Change of Clothes - The clubrooms have male and female showers, toilets and change rooms for Members and Visitors to use pre and post race.
Spare Wheels - Occasionally you may be confronted by a puncture prior to a race with limited time to spare before the start. To avoid the disappointment of having to miss your race start and further handicapping your event, it may be worth considering bringing a spare set of wheels (if you own some) to swap out a flat tyre at an in opportune moment.
Track Pump - A track pump in your car is handy in case you need to inflate your tyre/s.
Charge Batteries - Remember to charge the batteries of any electronic items required by your bike to function like Di2 or Etap gears the night before your event. Nothing worse than being in a winning position and losing your ability to change gears.
Water & Race Nutrition - The clubrooms have water available, however you may prefer to bring your own water from home and any specific nutrition you would like to consume before, during and/or after the race.
7. Marshal Responsibilities
**IMPORTANT TO READ AND UNDERSTAND**
Staging a single road race requires a lot of preparation by committee members and other volunteers within the Club. Staging a whole season requires assistance from everyone within the club!
Each Member is required to fulfill some Marshal duties throughout the year to ensure the responsibility does not fall to a select few who already sacrifice large amounts of their personal time so we as a member can enjoy racing.
The Marshal roster will be posted on our website at the start of the season and and it is YOUR personal responsibility to check when you are rostered and to make sure you attend. If you cannot attend or you would prefer to race that day, it is YOUR responsibility to find a replacement by either using an adult friend or family member, or swapping your scheduled day with another member and advising the Chief Marshal prior to the event. It is not acceptable to push your Marshal responsibilities back on the Club, even if you are sick or unwell.
Advising the Club of who you have swapped with (along with their contact details) is critical and that person must confirm with the Club prior to race day so that the Chief Marshal has confidence the race can proceed.
Our Club relies on the good will of too few too often and it is unfair to expect those people who regularly sacrifice so much, to step up and fill the gaps created by Members who are not prepared to do their fair share and it will not be tolerated.
Penalties for Missing Your Marshal Duties
This is such an important issue to the Club and it’s Committee, that we have instituted some very harsh penalties for those Members that fail to fulfill their Marshal Duties.
1st Offence - Failure to report for Marshal duties or failure to find a suitable replacement and confirming with the Club your replacement 24 hours before the event, will result in a ban from racing for 8 weeks. In other words, if you contact the club and say you are unavailable and you don’t have anyone to fill in for you, then you will be banned from racing with the club for 8 consecutive weeks.
Subsequent Offences - If a Member fails to fulfill their Marshal duties a further time (regardless of when it occurs), that Member will be banned from racing for the remainder of the season. If a further offence occurs within 8 weeks of the end of the season, the Member will be banned from racing for the entire following season. Repeat offenders may have their Membership revoked. Members are given plenty of notice and reminders about the Marshal roster that accompanies each race so there are no excuses for failing to prepare and while we understand that things can happen to disrupt our lives at short notice, you must have contingencies in place to ensure the Club can continue to function for the benefit of all Members. A couple of phone calls and some time will make all the difference to everyone. This is a policy of the Eureka Cycling Club that has been approved by the Club’s elected Committee.
8. Race Etiquette & Code of Conduct
Bike Racing can be a dangerous sport. Accidents on the road and while racing in particular, can result in serious physical harm and injury. Therefore we do not want to magnify our chances of causing an incident that can result in issues for members or the general public. Our behaviour on the bike and while representing the Club in any official capacity (volunteer duties included) must remain cordial, polite and friendly. The following guidelines must be adhered to by all Club Members:
Treat fellow Members and the Public with Respect. Rude behaviour, swearing or yelling at members or the general public before, during and after events is not acceptable.
Dropping in on slower riders when passing is dangerous. Pass riders with plenty of room when the road conditions permit and it is safe to do so.
As per Victorian Road Rules, you must maintain 1 hand on the handle bars at all times. 2 handed celebrations are not permitted in any event and could result in a sanction.
Obey the road rules. The majority of races are run on open roads with vehicle traffic present. You must obey the local road rules.
Ride in a predictable manner. Erratic riding and swerving without notice can cause accidents. Ride in a way the your fellow riders can predict you movements by paying attention to hazards on the road and signalling your intentions. If you stand out of the saddle, try to maintain your speed so that your bike does not shift backwards onto another rider causing a touch of wheels.
Keep a safe distance between you and the rider in front of you.
Avoid overlapping wheels, particularly in windy conditions.
Point out hazards, particularly when you are on the front of a bunch.
Do not clear your nose or spit unless you are well away from the bunch. Nobody wants to share your bodily fluids.
Go to the toilet before you leave the club rooms and avoid going to the toilet in public areas.
Maintain a straight line when sprinting. Cutting off riders while sprinting for the line is not in the spirit of racing and is dangerous and can cause accidents.
Follow instructions from Road Marshals. Marshals are there to protect the safety of riders and the public, so follow their instructions and do not push through red flags or signals to stop until it is safe to do so or you are instructed to move on.
Thank volunteers for their help. The volunteers have given up their personal time and/or their racing to ensure you can enjoy the experience, so try to acknowledge the volunteers with a wave or a “thank you”.
Arrive at the start line at least 5 minutes before you’re due to leave to avoid missing the start and disrupting your bunch.
Help new Members and Visitors. When a visitor or new/trial member attends the club, make them feel welcome by introducing yourself. They will appreciate it and you will be promoting the Club’s positive and inclusive culture.
Provide Feedback Constructively - When providing feedback or advice to other members (particularly during a race), help riders to improve by providing feedback in a constructive, positive way. Avoid “telling” a rider what they are doing wrong. Provide constructive advice on what they could do to make the ride smoother/safer/easier for themselves or the others riding with them.
Report inappropriate behaviour or conduct - Rather than inflame any situations by trying to deal with inappropriate behaviour or conduct yourself, report the behaviour to an official on the day and they will undergo an investigation and speak with the parties involved.
9. Post Race Presentations & Activities
At the conclusion of each race, the Club invites all Members and Visitors to return to the Club Rooms to enjoy some food and drinks, socialise with other Club Members and acknowledge the efforts of the Winners and Place Getters on the day with the presentations. While we are competitive on the road, we are a friendly and sociable Club and part of our culture is built around the atmosphere created by the post race activities. Please stay and enjoy the hospitality provided by the volunteer team. You can also buy a few raffle tickets and possibly win a prize. Don’t forget to occasionally stay and help with the clean up and always say thank you to the volunteer kitchen helpers and organisers.
10. Volunteering & giving back
Clubs like Eureka can’t run without the hard work and dedication of the committee and volunteers who regularly give up much of their personal time to help out. While we understand that not everyone can volunteer around the club regularly or consistently, it would be appreciated if you can make yourself available from time to time to help out.
If you are available to provide some expertise in a particular area or you would like to dedicate some of your time to help maintain or improve the Club, your contribution will be most welcome and appreciated. There are a number of Sub-Committees you can join, or you could simply help by offering to clean up. You don’t need to wait to be asked, just approach one of the officials or committee members and let them know you’d like to lend a hand and it will be warmly appreciated.
11. Disciplinary Action & Complaints
If we encounter a situation where a complaint about a Member is submitted by another Member, a Visitor, a Marshal, an Official or the General Public, the Club has an obligation to investigate and understand all aspects of the complaint from all sides.
Should this occur, a Club official will be tasked with the responsibility of reviewing the facts by speaking with all the relevant parties and providing feedback to the parties involved and recommending any action to be taken (if any is required). These incidences must be reported to the Club Executive (the Club President, Secretary, Treasurer and Vice President) to ensure protocols are followed and the safety of all involved.
This process must be done in keeping with the Club Rules and Constitution and Members have a right to a fair hearing and natural justice in any disciplinary action. Should a Member feel unjustly treated by such action, they have the right to appeal the decision with the committee and to request mediation.
12. Club Merchandise
Like most clubs, Eureka Cycling Club has a range of club merchandise to purchase and wear. This includes a range of cycling apparel that proudly displays the Club’s brand and logo. You are welcome and encouraged to purchase some for yourself by speaking to one of the officials at the Club. It is our intention to list this product on our Website in time and provide Members access to order this Merchandise along with a new range of casual products that will proudly acknowledge your affiliation to the Eureka Cycling Club
13. Communicating with the Club & Social Media
As an organisation that is wholly run by the generosity of volunteers, we ask our Members and Visitors to demonstrate respect, dignity, restraint and patience when communicating with the club both, written and verbally. Sometimes, there is a temptation to allow our frustrations to simmer to the surface when things are not working or when things seem harder than they need or should be. This is normal. As an organisation that’s providing a service to its Members and visitors despite our best efforts, we are not immune to some short comings from time to time. We are all human after all.
Please, if you encounter a situation, a message or an experience that is not how you feel it should be or you are compelled to express your concerns about something to do with the Club, by all means make contact directly by speaking to one of the officials or if you’d prefer, write to us via email. Your concerns will be channeled to the right person and someone will respond to you directly. There may be a temptation to post a concern or make a comment publicly on the the Club’s social media sites or make a comment online, but this has the potential to be counterproductive for everyone involved. The Club will not engage in commentary on Social Media or try to solve problems through online public platforms. If the Club encounters negative, abusive, derogatory comments or comments deemed to be disruptive to the Club and/or it’s Members (either deliberately or inadvertently) on social media platforms from Members or the General Public, we reserve the right to remove those comments. Depending on the nature of those comments and its impact or potential for harm, we also reserve the right take disciplinary action that may range from blocking a user, suspension from the sites and the Club or even expulsion from the Club for serious offences.