CCCTS Ride Guidelines: On the Ride and Post-Ride Considerations – October 3, 2020 

6a Job assignments on Camping Tours: 

Cook Teams

Apart from the jobs assigned prior to commencement of a camping tour, the formation of cook teams, each with two to four participants, should be done by the Tour Leader (TL) at the first pre-Ride meeting or by email communication prior to the tour. Each shift normally lasts one day and starts after breakfast. The cook team orders groceries, and where a volunteer driver is not available, will be responsible for van driving, the purchase of groceries, the preparation of both dinner and the next morning’s breakfast, as well as the layout of luncheon foods. The team is responsible for kitchen cleanliness and personnel hygiene in the handling of foodstuffs, and the placement of soap and a washbasin or hand sanitizer in the kitchen area. All members will assist in loading, unloading, setting up and taking down of club shelters and kitchen equipment, and carry out the meal cleanups.

Wagon master

A Wagon master should be assigned, possibly with an assistant by the TL. The Wagon master will ensure that all kitchen soaps, bleach, etc., are separated from stored food items; and that food is stored in sealed cover containers. The Wagon master will look after food inventory, with effort made not to over purchase, and assist the cook teams when making up their grocery list, to ensure the staples are included. Where coolers and ice are required to preserve food, the Wagon master will order the amount of ice required and have the shoppers place it immediately in the food and beverage coolers.

Quartermaster

Not all tours have had this position assigned, but the leader may find it beneficial.  The Quartermaster will direct van loading and packing, including the careful and safe stowage of the Club camp equipment, as well as the participants baggage. The quartermaster will monitor propane contents and request it be purchased when required. 

Tour Treasurer

The TL may assign a tour treasurer to manage the tour funds and expenditures or may choose to do it themselves. Having a tour credit card usually in the Tour leader’s name is very convenient and can be given to the persons shopping each day. Cash may also be used to pre-fund or to reimburse shoppers. The Tour Treasurer must collect and maintain a file of the receipts for the purchases and may choose to also maintain a record of the expenses accrued. The Treasurer will need a purse to contain any cash.  As noted in item 7a below, the Treasurer will prepare a financial report at the end of the tour and provide it to the Club’s Tour Auditor for review. Residual tour funds are returned to the Club Treasurer after the audit is complete. 

Coffee Maker

Camping tours may benefit from assigning a person(s) who will make coffee before breakfast which will free the cooks up for cooking breakfast and assembling lunch materials. Coffee may also be made to take with the truck for coffee breaks on the road, if desired.

Wine and Beer Steward

Where a non-profit wine and beer pool is operated on a tour, a wine and beer steward should be assigned by the TL to manage the pool.  Participation in the pool is encouraged by all riders to avoid personal beverages occupying the limited space in the coolers and may include soft drinks. The steward’s duties include providing the float for the first purchases, setting a price list, providing a measuring cup for pouring wine and a cash collection container.  Taking daily inventory of beverages and the cash collected is required before providing a shopping list and funds each morning to the persons who will be shopping. Normally the cash proceeds from each evening should fund the next day’s purchases.  The steward should keep a purse for the funds and endeavor to balance the books by matching what is charged per drink with what is being spent.  The float is normally not recovered until near the end of the tour.  A small surplus of funds should normally be left at the end, which can be spent on free beverages for the last night or on gifts for tour leader or key volunteers. 

Some tours have used a ‘list of consumption’ marked by drinkers instead of collecting cash at the point of sales. This method provides some convenience but a higher level of effort for accounting and collection by the steward at intervals along the tour.  It also requires a much larger ‘float’ to cover the cost of purchases. Experience shows more accounting problems may occur with this method.

Tour Report Author

A report writer is assigned to prepare a brief report following the tour. The writer should not be the TL.

The report will usually contain some photos and a description of the highlights of the tour and is posted on the website for the enjoyment of participants or club members.   See item 7g below. 

6b. Control of Support vehicle on Tours: A clear understanding regarding vehicle use is essential from the tour’s outset. While the vehicle should be available for access as much as possible, the TL will make clear to all participants that the vehicle is under the control of one person, preferably the TL. The TL will retain the keys after each day and pass them to the next driver each morning.  A spare key is also advised and can be hidden on the vehicle or held by the leader.  Although the driver has the vehicle under their care, the decision as to who rides in the truck will be the TL‘s (except for road emergencies). Please note: The rental vehicle is available for tour-related business only, and seat belt rules will be strictly adhered to.

6c. Communications on Rides: Regular and open communications by the RL are key to a successful ride. The tour initiation meeting will include a welcome and introductions, things to see and do, road conditions, safety, hygiene, cook team assignments, grocery shopping responsibilities, camp procedures, and vehicle use. All members’ questions will be taken before the meeting adjourns. The RL should be familiar with the CCCTS Safety Guidelines (February 10, 2020) see Appendix A and must review the Guidelines with cyclists prior to the start of the Ride and as necessary during the Ride.

Rides will have regular daily RL led meetings, which are usually scheduled for the beginning of late afternoon “happy hour” social or may be held in the morning before commencing the ride, at the choice of the RL.  A daily map briefing should include a description of the upcoming day’s route with details on the coffee breaks and lunch stops, if they are identified.  Discussion of other issues should be discussed when required.  When and where necessary, the RL will communicate regularly with the appropriate CCCTS Ride Director (Tours or Hub & Spokes). 

The Ride Leader is urged to carry CCCTS business cards for distribution to the interested public. 

6d. Road Troubles/rider safety on Rides: If a Ride participant does not show up at a pre-arranged gathering point or the evening’s lodging site by 4:30 p.m., a search will be conducted. Ride participants expecting to be delayed, will communicate this to the RL or driver early in the day. Procedures to be followed in the event of difficulties on the road should be discussed at the first meeting. Participants should note that motorists are often willing to assist cyclists in trouble, as are local home owners. An activated cellular phone, the number of which will be given to each participant, must be in the support vehicle. Participants are encouraged to bring a personal phone. 

Each participant is responsible for their own decisions and actions on the road: Please cycle safely.

6e. Accident preparedness on Rides: RLs and Ride participants are encouraged to understand basic first aid and have with them at minimum a First Aid Kit containing elastic bandages, gauze, swabs and disinfectant. The RL must bring copies of the CCCTS Group Ride Incident Report. (Appendix F). In addition, a freshly stocked Club first aid kit will be carried in the accompanying vehicle. Each cyclist must carry on their bike a completed Medical Information Form (Appendix D) which contains Care Card number, medical insurance coverage, and emergency contact information. This information may be required in the event of an accident or injury.

6f. Ride Accident reporting: A Ride participant who witnesses an accident, or the RL if there is no Club witness, must fill out an incident report (Appendix F) the day of the accident and on the same day, if possible, the RL will advise the appropriate Club Ride Director (RD) of the accident details. See the CCCTS website’s Club Contacts webpage for the current Hub & Spokes Director’s or Tours Director’s contact information.

6g. Firearms: Personal firearms of any kind are not to be present at any CCCTS-sponsored event, including on a bike or in a vehicle during the travel portion of a tour, hub & spoke or on day-rides. 

6h. Unacceptable Member Conduct on Rides: Rude and disrespectful behaviour will not be tolerated. Club members exhibiting such behaviour at a Club event should be reported to the appropriate RD, and if deemed appropriate, then to the Board for remedial action. A Board decision can determine the acceptability of the offending members for participation in future Club events. See the 1-page CCCTS Code of Conduct  posted on the Club’s website under Publications.