COMMITTEE MEMBERS AND ON-FIELD HELPERS: Little Athletics Centres cannot function without the help and assistance of the parents of little athletes. Each venue requires the attention of a prescribed number of parents to ensure that it operates correctly and within the specified time frame, so it is important that each venue has its full complement of helpers.
This same principle also applies to the proper Co-ordination of the Centre's operation, as a member of the Centres' Committee, to look into the Centre's day-to-day operation as well as the over-all survival of the Centre. Remember, that if we don't have parents nominate for the positions on the Centre's Committee or on-field Assistants, the Centre and its operation will close, leaving a VERY big void for your children to participate.
It therefore requires that we parents nominate for numerous positions within the Centre's operational sphere, mainly on the Committee, but also on-field. All positions filled by parents will mean that the Centre will continue to exist. More than one (1) parent can perform the duties on Committee. Remember, more hands make the task flow easier.
On the following pages, a description of the duties of each position is provided, to help you consider nomination for a Committee position and/or an on-field helper. Remember, there are plenty of parents with experience in numerous positions within the Centre's operation to assist you. so no experience is necessary to apply. Parents - think about it.
DUTIES OF COMMITTEE MEMBERS
PRESIDENT: Chairs each meeting; represents HDLAC at LAANSW meetings; generally ensures smooth running of Centre.
VICE PRESIDENT: Performs President's duties in the absence of President or as directed by President.
SECRETARY: Takes the minutes of all meetings and distributes these to Committee Members; responsible for sending and receiving Centre correspondence; represents HDLAC at LAANSW meetings. Assists in maintaining the register for the Centre's Parent Members.
TREASURER: Collects and receives all money due to the Centre; makes all payments authorised by the Committee; takes custody of, and keeps, books of account and records.
REGISTRAR: Receives all registration records and ensures these are filled out correctly; collects all registration fee payments and liaises with Treasurer; ensures all athletes are registered with LAANSW; maintains a register.
CHAMPIONSHIPS: In conjunction with the Records and Rankings Officer and one other Committee Member, selects athletes to represent the Centre at athletics meetings outside the Centre; lodges entries for track and field Championships within the stipulated time; notifies athletes of their selection to represent the Centre. Identifies activities conducted at other Centres and presents to the attention of H.D.L.A.C. little athletes; represents HDLAC at Zone Coordinators meetings. The Championships Officer is HDLACís team manager for all association events. All protests must only be made by the Championships Officer.
RECORDS & RANKINGS: Arranges for recording of weekly results; records the season's best performances, checks for record performances; assists in the selection of little athletes for representative events. Prepares relevant statistical, ranking and personal performances of little athletes to identify all little athletes eligible for awards, liaises with the Special Awards Officer. Liaises with the Centre's Registrar relating to the electronic registration of little athletes. Contacts previous season's Age Managers with request for Expression of Interest for Age Managership for the forthcoming season; maintains register. Maintains archival history of Centre's little athlete activity. Prepares all Records, Septathlon and Performance Awards Certificates. Prepares weekly results for publication in the local newspaper (Advocate, and others). Liaises with Secretary to assist in maintaining a register of the Centre's Members.
PUBLICITY: Provides publicity material to local press; ensures that the Centre's activities are published; arranges social events on behalf of the Centre; liaises with Records and Rankings Officer for and statistical information for publication. Publishes HDLAC newsletter on fortnightly basis.
COACHING: Implements a coaching program; organises coaches. Assists in identifying training course for parents to attend and qualify.
EQUIPMENT: Ensures equipment is in good order; ensures Centre has adequate equipment. Monitors the setting up of equipment for each weekly competition. Monitors that equipment is dismantled and correctly stored back in the equipment room. Should arrive at the oval by 7.00am to commence the distribution of equipment on the oval, ready for competition at 8.30am.
CANTEEN: Responsible for the operation and management of canteen facilities.
SPECIAL AWARDS: Responsible for distribution of awards; selects and purchases weekly and annual awards (trophies medals). Liaises with the Records and Rankings Officer in determining little athletes who are eligible to receive awards. Updates the performance criteria for the Centre's Star Awards.
CROSS COUNTRY: Organises the Centre's cross-country activities.
TRACK AND FIELD: Responsible for the organisation and conduct of the Centre's weekly competition; liaises with Council. Organises the preparation of all ground facilities, marking out of the track lanes, distances marks, hurdles run-in, run-out and distances between hurdles. Directs the settlement of on-field track and field rules and regulation issues.
OFFICER FOR OFFICIALS: Organises assistants for weekly and Championship competitions; ensures that officials carry out their duties properly. Check daily sign-on registers to ensure that all venues are fully manned. Assists in instructing parents/helpers in their duties. Compiles weekly equipment and duty roster.
FIRST AID OFFICER: Attend to all matters relating to the medical needs of the little athletes, parents and all people attending the Centre's weekly competition days. Ensures the Centre's medical requirements are fulfilled with checking and purchase of medical supplies as required. Makes initial determination of injured party's medical requirements and then initiates appropriate action. Referring special cases for further attention by doctors/hospitals. Must be fully qualified in first aid and relevant first aid procedures.
UNIFORMS: Attends to all matters relating to fitting out of the Centre's athletes with the official Centre uniform. Negotiates with suppliers for the manufacture of the Centre's uniforms. Arranging the purchase and distribution to each little athlete, upon payment; liaises with the Treasurer.
PROGRAM COORDINATOR: To plan the weekly competition program for the Centre. Submission of weekly program to the Executive Committee for approval.
SCHOOL LIAISON OFFICER: Liaise with local schools requiring the use of the Centre's equipment for school carnivals. Liaise with local schools in the promotion of the sport of Little Athletics.
Remember parents, you do not have to have any previous experience in athletics, only the strong desire to help out to ensure that all parties; little athletes, officials, parent helpers and spectators thoroughly enjoy attendance at the Hornsby District Little Athletics Centre's weekly competition days.
The following information is presented to all parents to assist you in becoming familiar with the numerous helper positions that are required to be manned to ensure that the event venues function to their maximum potential to reduce any chance of delays etc.
FIELD EVENT: All record performances are to be verified by the Officer for Track and Field or the Assistant to the Officer for Track and Field, together with the Key Assistant and the measurer/judge. In the event that neither the Officer for Track and Field nor the Assistant to the Officer for Track and Field is available, then the record is to be verified by the Key Assistant and the measurer/judge and a Committee Member.
TRACK EVENT: All record performances are to be verified by the Officer for Track and Field or the Assistant to the Officer for Track and Field, together with the Key Assistant and the first place timekeeper. In the event that neither the Officer for Track and Field nor the Assistant to the Officer for Track and Field is not available, then the record is to be verified by the Key Assistant and the first place timekeeper and a Committee Member. Track event records are only allowed with the verification of two (2) stopwatches. The Key Assistant AND the first place timekeeper (and others timing first place) must both (all) have the equivalent record time. It is imperative that this procedure be followed to the letter.
A record advice slip is to be completed correctly and ALL concerned are to sign the form at the time of certification of the record performance. The Chief Timekeeper's result slip is also to be completed correctly for further verification.
COMPUTER DATA ENTRY: Parents assisting in the entry of the daily results on-site will be trained in the operation of specially designed program, to transfer the little athlete's performances from the daily results sheets into the results data base. More than one (l) parent can perform this function, daily or on a weekly rotational basis. One (l) parent coordinates the collection of the results, at regular intervals from the various venues and returns them to the computer room.
KEY ASSISTANTS: Key Assistants coordinate and control the operation of each of the various venues to ensure their smooth operation. The Key Assistant ensures that all equipment is in proper order. It is vital that the parent who undertakes this key role has an understanding of the rules pertaining to operation of the particular venue. The Centre will assist in providing the necessary knowledge and training to undertake the key position. Please do not be daunted by your lack of knowledge it is a simple matter of you assisting a standing Key Assistant and acquire all/any knowledge you may need. The Key Assistant (plus other helpers) are to ensure the safety of ALL persons in or around the venue.
TIMEKEEPER: The timekeeping function is quite precise.
CHIEF TIMEKEEPER: The Chief Timekeeper (Key Assistant) uses a multi-time stopwatch. The sprint/inner circular track uses a non-tape watch. Timekeepers on the outer track use a stopwatch that produces a print readout tape.
These watches are started in the conventional way but the place switch is pressed for each athlete in order of their place in the event. The finish marshal/place judge then determines the place of the athletes. (Function usually also performed by the Key Assistant and the other timekeepers who judge their place runner.)
TIMEKEEPER: The Key Assistant ensures that watches are in working order. Any watches not functional should be directed to the Equipment Officer. The timekeeper only uses the ON/OFF switch and times one(1) performance. The stopwatch time is only cleared on direction of the Chief Timekeeper/Key Assistant.
When the timekeepers are ready for the next race, they watch the starter.
Do not be distracted by anything going on around you. If the starter is a long distance away, then you start your watch when you see the smoke from the explosive cap. (NOT THE SOUND). If the starter is close (within several feet) to the timekeepers then you start the watch on the sound.
The timekeeper keeps an eye on the athletes until approximately ten (10) metres from the finish, and then turns his/her attention to the finish line. The watch is stopped by identifying the torso (i.e. from the neck down to the waist) of their place runner (you time a place as allocated by the Chief Timekeeper, you do not time the finish by lanes).
After all athletes have completed the race the Chief Timekeeper will check his multi-stop watch time against each place timekeeper. Should there be any discrepancies then the Chief Timekeeper determines a cause for the discrepancy and allocates a time for the athletes place.
The time allocated to the athlete is determined to one (1) tenth of a second. i.e. a performance of 10.12 or 10.19, the performance of 10.2 is given to the athlete. You round up for any digit above the one(1) tenth of a second performance. Where a timekeeper does not have a place to time(fewer runners in a race) then they an be utilised as a second timekeeper on another place(practice makes for better experience).
Should there be more than one time on a place(two(2) watches) then the slower time is given to the athlete, in the event that three(3) watches time a place then the athlete is given the middle time.
The Chief Timekeeper completes a results slip, which includes the performances of each athlete in the race. This slip is then handed to the athlete designated first place and the group then goes to the results table where a performance ticket will be given to each athlete by one of the Table Assistant (parent).
Any record performances are also determined in this way; the time that gives the athlete the record must also be the slower of the two (2) times. ie record = 10.8 and the Key Assistant time is 10.67 (10.7) and the first place time is 10.78 (10.8) then the athlete gets an equal record (10.8) etc. A record slip is completed by all concerned at the time of record certification. (See other section for records.)
NOTE: The athletes are first placed in order that they finish, it is resolved who came first, second, third, etc, any `equal' placing is also resolved. In the event of two or more athletes recording the same time, then the athlete deemed to have come first will be accredited with the record.
CHIEF WALK JUDGE: Places Walk Judges at appropriate distances around the track. Informs all walkers before the event of the walk rules. Judges the beginning and end of the walk. Collates all warnings at the end of the walk. Notifies recorders if any athlete has been disqualified.
WALK JUDGES: Watches walkers for incorrect walking style. Issues cautions and warnings if a walker is breaking the rules of walking, within his/her area of judging. Reporting to the Chief Walk Judge at the conclusion of the event all/any athlete(s) that was (ere) cautioned or warned.
Both Chief Walk Judges and Walk Judges must be appropriately qualified.
GENERAL: All recorders are asked to be vigilant when entering information in the results folders. Ensure that the athlete numbers are the current season's numbers. (Check with a Centre Official to determine the correct details.)
Visitors are required to be officially recognised as attending the Centre's activities. They are required to register with the Centre's Registrar, and be issued with a visitor's label, that identifies their name, sex and age group. The athlete's name is to be entered on the result sheet, to assist the Records and Rankings Officer and data entry operators, in recording each little athlete's performance. A Results Coordinator will come around and collect result sheets from the folders, and then take the results to the Computer Room for data entry.
Recorders are directed not to use red biros or felt tipped pens to enter athlete performances. Do not remove any results sheets out of the folders until collected by the results co-ordinator. Return the folder intact to the computer room at the end of the competition morning.
OUTER TRACK: Four (4) helpers are required. Two (2) helpers enter the results in the results folders, and two(2) helpers transfer the performance to the performance tickets, and then hands them to the little athlete. The results are extracted from the Chief timekeeper's results stopwatch tape for the event, and are entered IN FULL as indicated on the time slip.
Some events are conducted as a mixed group, being mixed sexes/same age, mixed ages/same sex, mixed ages/mixed sexes, etc. To reduce the time taken to enter each sex/age on their relevant results form and in performance order; the recorders enter all athlete details on one (1) results form in performance order, ALSO identifying their age/sex separation by entering sex/age in the RANK column e.g. 1st place, athlete number, performance, B/6, 2nd place, athlete number, performance, G/6, 3rd place, athlete number, performance, G/6, etc. in the `RANK' column.
All timekeeper results tapes are deposited in the special tin provided.
INNER CIRCULAR AND SPRINT TRACK: The little athletes are issued their performance tickets by the helpers at the recording table. Ensure that the athlete details are correct on the performance ticket by checking the number against the athlete's chest number, update any errors that are identified. Check to make sure that all athletes attend the recording table with their tickets, by checking the placings, also check the placing times, i.e. third place time is not a better time the first place. Return athletes to Key Assistant at the corresponding venue for clarification.
TRACK VENUES: After the first time that a track event is performed by an age group, a ranking sheet will be provided to the Key Assistant, which will identify and group each little athlete, in an attempt to group athletes in equal ability heats. In the younger age groups the Age Manager, or when an Age Manager accompanies the group, will perform this function for their age group. The marshal then presents the heats to the starter as required/requested. The Marshall also maintains order in the marshalling area to assist Key Assistants and starters to maintain continuity of operation.
FIELD VENUES: The Marshall assists the Key Assistant and helpers to maintain order, and assist the Recorder in entering the little athlete's numbers onto the results sheets.
FINISH MARSHAL (TRACK): The Finish Marshall assists the Key Assistant to identify the placing of the athletes as they cross the finish line. Ensure that the finish marshal is viewing the finish line across the finish line. NOT at an angle either side of the finish line.(Parallax error occurs). After ALL athletes have crossed the finish line the finish marshal then directs the athletes back towards the finish line in their lanes and the athletes are placed in order of finishing. During the finalisation of the issue of performance tickets, the marshal assists the Key Assistant in maintaining the athletes in their placings; but also ensures that other athletes and parents don't disrupt proceedings.
STARTER: The Starter controls the event once the athletes are released to start their event. The starter cannot start the athletes until the starter gets the all clear from the Chief Timekeeper. Once the starter gets the all clear, the athletes are called to their mark. Instructions are issued to the athletes, the starter then confirms he/she is ready to start the event with the Chief Timekeeper, he/she then goes behind the athletes. The starter must be able to view all the athletes from this position, and also be in sight of the timekeepers. For events under 800 metres (the athletes complete the running event in a lane each) the starter issues the instruction "on your marks...", a pause allows the athletes to get themselves ready in blocks/ crouch start. Then with a steady voice he issues `set...', ensures that the competitors are steady on their mark, the gun is then fired.
Should there be an early break from an athlete the starter then discharges the second cap to stop the athletes, to return back to the start. Instructions are issued to the athlete who is considered to have broken the start early.
If the track event is over 400 metres the starter issues the instruction "on your marks..." and after a short pause the gun is discharged (the word "set" is omitted).
RECORDER: Recorders entry the height of the bar in the space provided, a tick () for a successful jump, a cross(X) for a failed jump or a pass(P) to pass a jump. At the end of the athletes three failed jumps, a ticket is issued with the athletes last successful performance. At the conclusion of the event the recorder does not need to `rank' the athletes, but may attempt to do so if they wish. If an large age group is split up, use the spare sheets in another folder.
TICKET WRITER: If an additional helper is available as a ticket writer then that helper writes the athlete's details and performance on the ticket, otherwise the recorder does both functions.
BAR ATTENDANT: Ensures that the bar is placed on the bar supports and is steady before the athlete is given the all clear to undertake his/her jump. Assist in measuring the height of the bar, ensuring that the bar is check measured in at least three (3) places, with the bar supports at each side adjusted accordingly.
Ensure that the bar straps are wrapped around the bar and under the bar support. This will allow the bar to drop down along side the jump supports and not onto the jump bags with athlete. This will ensure that the athlete is not injured should he/she not be successful at the jump.
RECORDER: The recorders enter ALL performance of each successful jump, a foul (F) for an unsuccessful jump, of pass (P). After each athlete has jumped three (3) times (two(2) if jumps were restricted), a performance ticket is issued to the athlete with the athlete's BEST performance.
It is important that the athlete's best performance is ALSO entered in the `BEST' Jump column.
If a large age group is split up, use the spare sheets in in another booklet, DO NOT tear pages out of the booklet.
RAKER: Ensures that the sand surface in and around the area where the athletes are most likely to land in the jump pit. The surface has to be flat, without going to extremes (i.e. billiard table smooth), but the surface disturbance from any previous athlete's mark has to be thoroughly erased. The raker will service two (2) pits during the competition sessions.(i.e. pits I & 2, or pits 3 & 4).
MARKER: Places the marking rod (which is attached to the front of the measuring tape) into the sand at the edge of the disturbance closest to the jump board/mat.
MEASURER: The measurer then reads the performance from the tape and informs the recorder. The measurer also acts as the jump judge, to ensure that the jump is legitimate. For those athletes using the one (1) metre/half meter mats the measurement is made from the surface disturbance directly to the front imprint on the mat (usually covered with sand). Should the athlete not jump from the mat, but jumps before the mat, the measurement is taken perpendicular to the front edge of the mat closest to the pit. For those athletes using a board/white line the measurement is taken from the surface disturbance perpendicular to the board/white line.
Any part of the jumperís foot that starts over the leading edge of the board/white line/mat is considered a foul jump.
DO NOT CALL `FOUL' while the athlete is performing his/her jump. This will distract the athlete and may cause injury if the jumper is startled and lands incorrectly.
DISCUS/JAVELIN/SHOT PUT: For the safety of the Discus judge, it is directed that the judge stand outside of the discus cage. Failure to comply could result in denial of liability should an accident occur. The judge (Key Assistant) is to ensure that ALL persons in the vicinity of the discus/shot put or javelin are clear of any danger of being hit.
JUDGE: The shot put judge ensures that the thrower does not remove the shotput away from the neck/jaw region before the throw.
For discus and shot put, the judge ensures that the athlete does not step over the front of the circle following the throw/put, but enters and exits from the back of the circle For javelin, the judge ensures that the athlete does not step on or over the front arc; never has his back to the arc and exits behind the arc extremities. A FOUL call is made after the athlete has stabilised following the throw/put and the performance is not measured. The recorder may also act as the judge in the event of shortage of helpers. However, this is not usually encouraged.
The judge measurer and interprets and advises the performance to the recorder. The judge and a Committee Member are required to confirm a record performance. In the event of Committee Member not being available a Key Assistant from a closer venue will assist in confirming the record performance.
MARKER: The marker places a marker peg at the point where the discus/shot put/javelin lands. The athlete performs three (3) throws/puts (unless restricted to two (2)) and then the `BEST' performance is measured. Should two (2) or more marks look equal then ALL performances are measured. The marker places the measuring rod (which is attached to the leading end of the tape measure) at the peg mark and the judge then reads the performance at the edge of the ring in a straight line from the performance point to the centre of the circle.
RECORDER: The recorder enters the `BEST' performance on the result sheet and completes a performance ticket and hands it to the athlete.
RETRIEVER: The retriever ensures that the discus/javelin/shot put is safely returned the circle area for the next athlete.
CANTEEN/BBQ: Canteen assistants provide a service selling stock to the Centre's customers. They handle goods and cash, and will be handling hot food, hot water for tea and coffee, confectionery, ice creams and cold drinks. The BBQ assistant helps the BBQ Key Assistant in handling food.
VISITORS: Hornsby District Little Athletics Centre Welcomes Visitors. All persons desiring to compete or trial (with a view to register), will have to comply with RULES and REGULATIONS of Little Athletics Association of New South Wales and Hornsby District Little Athletics Centre Inc. Are you:
||An athlete registered with another Centre?
||A family member/relative/friend of a Hornsby registered athlete?
||A trialing athlete?
Failure to comply with the above conditions will result in the visitor being refused permission to compete.
||Any athlete registered with another Centre who desires to compete at the Hornsby Centre, is required to contact the Centre's Registrar on EACH competition day BEFORE you can compete.
||If you are a family member/relative/friend of a Hornsby registered little athlete and desire to compete at the Centre during holidays or family visits, your host parents of the Hornsby little athlete will introduce you to the Centre's Registrar who will require you to complete an appropriate Registration Form, on each visit, BEFORE you can compete.
||If you desire to register your child (ren) with the Hornsby Centre as a little athlete(s) and would like to try out the Centre's facilities and you require further information; please contact the Centre's Registrar who will provide you with all relevant information and answer all your questions, and will request you to complete an appropriate Registration Form BEFORE you can compete.
SPECIAL NOTICE: The Executive Committee of the Hornsby District Little Athletics Centre continually evaluates the daily performance of the Centre's operation conducted on the Saturday mornings/Friday twilights. As a consequence of delays etc experienced the Committee has decided that the following definitions are to apply to the Centre's events program.
SPECIFIED EVENT SKILLS TRAINING: Where the specified event is declared for Skills Training, that event is to be conducted as event-specific training sessions in the time-slot specified. NO COMPETITION WILL BE CONDUCTED An overview of the skills, procedures, techniques, rules and regulations required to participate in the event will be instructed to the athletes. The athletes will be required to vacate the venue at the appropriate conclusion time for that timeslot.
SPECIFIED EVENT SKILLS REVISION: Where the specified event is declared for Skills Revision, that event will be conducted as a competition event, however, revision of skills, procedures, technique, rules and regulations will be provided as a revision for approximately five (5) minutes at the commencement of the timeslot, mainly for those athletes who desire a quick run through on any points of order for their clarification for the event.
SKILLS TRAINING: Where a timeslot is declared for SKILLS TRAINING (mainly directed at the younger age groups (6-7)), the Coaching Coordinator will devise a program of skills training in a number of events the athletes will encounter at their current age level. This will also apply to an event that an age group has not performed the previous year, due to that event not undertaken by that age group.(e.g. U/9 performing high jump(not an event as U/8 age group) see ((Specified Event) SKILLS TRAINING) above. NO COMPETITION will be conducted.
MULTIPLE CHOICE EVENTS: Hornsby Centre is the only Centre that provides Little Athletes with a multiple choice competition program. However, the Committee has been informed that some athletes, parents and others are not adhering to the spirit of the concept of multiple-choice events. Where a timeslot is defined with a multiple choice of events only one (i) event is to be selected by the athlete.
The Committee has decided that any athlete competing in more that one (l) event in a multi-choice defined timeslot will have those events declared void towards any points, star awards, certificates, records etc. No exceptions will be permitted.
EXTRA EVENTS: Where an athlete competes in EXTRA EVENT(S), other than those designated for their age group, WITHOUT PRIOR APPROVAL of the Track and Field Coordinator, the Centre's President, the Championships Officer and the Records and Rankings Officer(any three (3) in Committee), will have that event declared void for any points, star awards, certificates, records etc. All requests will be considered on a case-by-case basis.