Texas Hill Country Chapter Harley Owners Group 2011 Road Captains Manual 9/12/2011 1
Introduction Congratulations! You have volunteered for one of the most important positions within our chapter. At Texas Hill Country Chapter our mission is to Ride Safe and Have Fun. To fulfill this mission, we need well-qualified and motivated Road Captains to plan and lead safe rides. This manual and your subsequent training will ensure that you develop and demonstrate the skills necessary to become a competent and fully qualified Road Captain. 2
Table of Contents 1. Safety Officer Responsibilities 2. Road Captain Responsibilities 3. Road Captain Qualification Requirements and Training 4. Mentors 5. Road Captain Guidelines 6. Road Captain Evaluation Worksheet 7. Road Captain Safety Equipment 8. Pre-Ride Briefing Card 9. Hand and Arm Signals 3
1 Safety Officer Responsibilities 1. Provide motorcycle safety information to the THCC members. 2. Educate chapter members on the Safe Riders Skills Program. 3. Coordinate for at least one Experienced Riders Course annually for chapter members and Road Captains. 4. Coordinate the activities of the Road Captains. 5. Assist the Road Captains in planning routes for chapter rides. 6. Assist the Road Captains in educating THCC members about group riding techniques. 7. Supervise the training of members who want to be Road Captains 8. Assign Mentors to Road Captain candidates 9. Assist the Road Captains in making safety evaluations of all chapter rides. 10. Provide safety articles and articles about chapter rides for the monthly chapter newsletter. 11. Attend the monthly Chapter Officers Meeting. 12. Attend the monthly Chapter General Membership Meeting. Provide safety comments for each monthly meeting. 13. Coordinate the periodic New Members Chapter Group Riding Orientation Briefing (Meet, Ride, Eat). 14. Assist the Director and Secretary in completing accident reports. 4
ROAD CAPTAIN RESPONSIBILITIES The following responsibilities have been derived from the HOG Chapter Handbook, the Motorcycle Safety Foundation, and the experiences of chapter members. 1. Assist the Chapter Director and Safety Officer in upholding the Annual Charter for H.O.G. Chapters. 2. Insure rider safety and group cohesion during all chapter rides by being a positive RC role model. 3. Educate chapter members about the Safe Rider Skills Programs. 4. Assist the Safety Officer in stressing safety on all rides. 5. Educate chapter members about the Texas Hill Country Chapter s group riding techniques and policies. 6. Act as a RC for organized chapter rides. This may include responsibility for planning a THCC ride, presenting the standardized pre-ride safety briefing, leading a group, sweeping a group, and providing the Chapter Director and the Chapter Safety Officer with an evaluation of the ride. 7. Assist in obtaining signed non-member release forms for chapter rides. 8. Assist the Safety Officer with the periodic New Members Group Riding Orientation (Meet, Ride, Eat). 9. Serve in a RC capacity for a minimum of 5 activities a year. Two activities must be in the role of a group Road Captain. 10. Attend the monthly Road Captains meetings. 11. Support the chapter and the dealership in non-rc capacities i.e. fund raisers, parking, store security, Harley Demo Days 12. Educate members about the Towing Reimbursement Program 13. Road Captains are expected to be good will ambassadors for the HOG chapter. 5
ROAD CAPTAIN QUALIFICATION REQUIREMENTS AND TRAINING TASKS The following materials will be provided to the RC Trainee by the Safety Officer..Copy of THCC Group Riding Guidelines.Copy of the RC pre-ride briefing card and hand signals***.copy of the items in the RC First Aid Kit and Tool Kit***.Copy of the chapter rides and RC assignments.copy of the addresses and telephone numbers of all active RCs.Copy of the telephone numbers for towing and local dealerships.copy of the Accident Management Guidelines.Copy of RC Ride Checklist*** Copy of the HOG Rider and Passenger Release Forms Qualifications Requirements:.Valid drivers license with a motorcycle endorsement.proof of being an active THCC rider for a minimum of one year **.Completion of the First Aid/CPR training within the last 3 years.completion of the Experienced Riders Course in the last 3 years.attend RC meeting during the RC training period.complete a minimum of five supervised rides (three leads, two sweeps)***.complete a detailed Ride Plan that could be used by the RC Trainee to lead a future chapter ride.demonstrate a thorough knowledge of: THCC Group Riding Rules Accident Management Guidelines Hand and Arm Signals RC Trainees will be assigned a mentor whose job it is guide and monitor the Trainee and provide the Safety Officer with a monthly progress report. The mentor cannot be the RC who recommended the Trainee member for training. 6
A consensus by the Head Road Captains, Standards and Training RC, and the Safety Officer that all training requirements have been satisfied the RC Trainee will be awarded his Road Captain rocker, hat and orange bandana. Supervised rides are not pass/fail cases. The RC evaluating the ride will critique the RC Trainee s performance and provide the Safety Officer with the same information. Additional supervised rides may be required. 7
The Mentor The Mentor is responsible for guiding the Road Captain Candidate through the training and ensuring that he or she is familiar with the Road Captains Manual and the THCC Group Riding Guidelines. The Mentor will be assigned by the Safety Officer. The Mentor cannot be the RC that nominated the candidate. The Mentor must insure the RC candidate understands the requirement to become an RC and the responsibilities of being an RC. Review them with the candidate. A printed copy should be given to the candidate. The Mentor must insure the RC candidate has all the items that make up the RC Tool and First Aid kits. Check them. The Mentor should have the candidate explain the RC s duties in case of an accident or a breakdown. How are they going to manage the situation? The Mentor should have the candidate rehearse a RC pre-ride briefing and then evaluate at least one actual pre-ride briefing. Follow the checklist and do not just wing it. Go over key items and make sure the candidate understands the purpose of the elements of the RC Pre-Ride briefing. The Mentor should insure the candidate can explain the HOG towing program. The Mentor should orally quiz the candidate on the hand and arm signals, group passing (both two and four lanes), group parking, handling problem riders, placement of new riders, correct riding group practices at yield signs, stop signs, traffic lights and riding in traffic. The Mentor must insure the candidate is totally knowledgeable of the THCC Group Riding Guidelines. The Mentor should insure ride evaluations are based on specific elements, not off the cuff. The Mentor should review any (RC qualifying) ride plans with the candidate before the candidate presents the plans to the Safety Officer. 8
Road Captain Guidelines The purpose of these guidelines is to provide directions that will help every Road Captain plan and lead a safe and enjoyable ride. These guidelines are a supplement to our THCC Group Riding Guidelines. Every Road Captains must be thoroughly knowledgeable of both documents. Monthly Road Captains Meeting Each month, Texas Hill Country Chapter holds a Road Captains meeting. All Road Captains are expected to attend the majority of Road Captains meetings as well as a majority of General Membership meetings. The purpose of the Road Captains meeting Is to conduct Chapter business regarding the THCC Ride Schedule and group riding safety before the planned rides. Ride Planning The ride planning process begins at the monthly Road Captains meetings. RCs may sign up to plan and lead a chapter ride on a designated date to a destination of their choice or plan and lead a chapter ride to a location chosen by the Activities Committee. This process usually takes place at the December-January RC meetings. Destinations may include, and are not limited to, restaurants, other HOG chapter rides and events, scenic routes and/or any destination that offers members the opportunity to ride and have fun. The lead RCs for any month s chapter rides should arrive at each Road Captains meeting with a ride plan for the ride and the time and date for the pre-ride. The lead RC for the ride will brief the ride and solicit support for RCs to lead and sweep individual groups on the day of the ride. RC Pre-Ride The purpose of the RC pre-ride is to insure enough RCs are available as leads and sweeps on the day of the actual ride. RCs leading a group on the day of a ride must have participated in the pre-ride. Group sweeps should also have participated in the preride but may not be possible for all rides. The lead RC should 9
disseminate the ride route before the pre-ride via email as well as providing paper copies of the route for the RCs on the day of the pre-ride. During the pre-ride the lead RC solidify factors such as the length of the legs, rest stops and gas stops, and parking at the destination Staging Area The staging area for the monthly chapter meeting ride will be the meeting location. The staging area for other chapter ride will be determined by the lead RC for the ride and will be posted on the chapter web page, in the monthly Hog Snort, briefed at the monthly chapter meeting, and the weekly email updates. The monthly chapter meeting ride: The lead RC for the ride should arrive at the meeting location at least 30 minutes before the meeting and insure the ride sign-up list is available for the chapter members. RCs that will be leading and sweeping groups will check in with lead RC and make sure they are assigned to a group. During the chapter meeting either the Safety Officer or lead RC for the ride will give a brief summary of the ride and point out where the separate groups will meet for their pre-ride briefing and the departure times for the groups. Additional RCs in a group will be placed at the rear of their group. Other chapter rides: The lead RC and group RCs should arrive at the staging area at least 30 minutes before the published departure time to great the riders. The lead RC will break the riders into groups of 10-12 riders that includes the Group RC and the Sweep. Just prior to departing for the ride, the Road Captain will hold a pre-ride briefing. Again, additional RCs will be placed at the rear of their group. (see Pre-Ride Briefing Card) RC Equipment: While in the staging area the lead RC for the ride must check with all of his supporting RCs ( group leads and sweeps)to insure they have the required tools, first aid kit, and cell phones with each others numbers as well as the number for towing. 10
Pre-Ride Briefing Start the pre-ride briefing 10-15 minutes before the published departure time. Review your briefing card before the actual briefing. Give a good briefing. The pre-ride briefing sets the tone for your group for the ride. Don t cut corner on the briefing because your group is small or the route and destination are very familiar. (see Pre-Ride Briefing Card ) Release Forms Group RCs are responsible for obtaining completed adult and minor non members release forms. The completed forms will be given to the lead RC for the ride. All completed forms will then be passed to the Safety Officer. The Ride The lead RC should start out slowly, allowing time for all the group riders to get out onto the road and into position. The larger the group the slower the start. Increase the speed to cruising speed at a reasonable rate. The lead RC must be looking ahead and anticipating his actions. Think ahead. Plan lane changes in advance. Signal lane changes, ramp entrances and exits and turns ¼ to ½ miles in advance. Start the lane change as soon as you feel the signal has been passed back. Check your rear view mirror for other vehicles well before the lane change. Keep the length of the legs on a ride to a reasonable time between breaks. Other riders may tire before your or have a smaller tank. No iron butt segments on club rides. An hour and a half or 70 miles should be the maximum, even on long trips. Keep the group to the right lane at all times, unless passing another vehicle or conditions in the right line warrant staying in the left lane, such as on/off ramps on interstate highways. On highways with 3 lanes each way, you may choose to stay in the middle lane. When pulling off of the road to stop, find an area that will accommodate the entire group. When parking, pull into the area, ride to the end or furthest spot that you can park, and swing the front of 11
your bike out. Back in. All the other bikes should follow suit. This approach usually makes the best use of available parking and looks neat. When traveling through town, a traffic light or a stop sign may break up the group. The lead RC can pull over to wait, if there is a place. If there is not an area to pull over, the lead RC will continue at a reduced rate of speed until the trailing group is united with the lead group. Do not hesitate to talk with riders who appear to be causing problems. Be polite and constructive, until that approach does not work. At this point bring the problem to Safety Officer or the Director for resolution. If an accident does happen, follow the procedures outlined on your Accident Management Card. As a rule, the Sweep RC will take charge of the scene and direct the other RCs and Chapter members to help with certain tasks i.e. traffic control, moving a downed motorcycle, assist in moving an injured person, as needed. A breakdown should be handled by the middle or sweep RC. Help the rider determine the cause of the breakdown and attempt to get the motorcycle running. If you cannot get the motorcycle running discuss with the rider who can be called for help. Stay with the rider until help arrives or the rider tells you he/she has help on the way. After the Ride: Usually, the THCC ride is officially over once the ride group arrives at its planned destination. Since the Texas Hill Country Chapter often travels substantial distances, many riders will want to reassemble for an organized ride back to dealership. The lead RC for the ride and the group RCs will jointly determine how the return ride will be organized. Regardless, each group RC should ask his/her sweep and the group to provide a quick assessment of the ride. Share the assessment with the Safety Officer and other lead RCs for the ride. Our goal as Road Captains is to lead safe, smart and enjoyable rides. Make it clear to all HOG club member that each rider is ultimately responsible the safety and operation of their own bike. 12
Ride Cancellation Weather conditions and road conditions will occasionally require a ride to be modified or cancelled. The decision will be joint effort by the RC responsible for the ride, the Director and the Safety Officer. Anyone of these three can initiate the discussion. Some general guidelines for considering a cancellation are high temperatures with a heat index of 95 degrees or higher, low temperatures with a projected high of 50 degrees or lower, road ice along the route, forecasted rain during the ride along the route, and unsafe road conditions caused by the weather or construction. Rides can be modified rather than cancelled if the changes meet the test of Ride Safe and Have Fun. 13
Road Captain Evaluation This work sheet can be used to evaluate the lead or sweep by a Road Captain trainee. It is also a good pre-ride review for experienced Road Captains. 1. Route reviewed before the ride. 2. Talked with other RCs about the ride. 3. Assigned other RCs to a position in the group. 4. Gave a good pre-ride RC briefing. 5. Group speed during the ride. 6. Actions at stop signs and stop lights. 7. Actions at yield signs. 8. Used the correct hand signals. 9. Anticipated turns and gave signals well in advance. 10. Anticipated lane changes and gave signal in advance. 11. Passed in a safe situation and a safe manner. 12. Road position. 13. Stops at destination/parking. 14. Length of breaks. 15. Can explain the club procedures for handling break downs. 16. Can explain the club procedures for handling accidents. 17. Asked the group for comments about the ride? 14
18. As Sweep, the candidate identified unsafe situations and made corrections? 19. As Sweep, if the group split, did the Trainee take the lead. 20. As Sweep, did the Trainee discuss his observations with the lead RC and the group riders? 7. RC Safety Equipment Tool Kit Although Road Captains are not usually mechanics, all Road Captains should carry a basic tool kit to assist others who may need to make minor repairs. A recommended tool kit includes the following: Assorted Hex Head wrenches Assorted Torque Head wrenches Flat Head and Phillips Screw drivers Pliers and electrical wire. Electrical tape and duct tape Zip ties Siphon Hose (1/4 x 36-48 inches) Chemical lights or signal flares Flat tire repair kit Flash light Optional: Reflective Vest First Aid Kit All Road Captains should carry a well-stocked first aid kit consisting of at least the following: Sterile Gauze Squares and/or Band Aids Antibacterial Spray or ointment Clean water Roller Gauze, sufficient for administering minor first aid Cell Phone Piece of heavy cord Kotex Pads Additional recommended items include exam gloves, 15
scissors, medical tape, emergency (space) blanket, flashlight, CPR protective mouth barrier, small bottle of antimicrobial soap or hand sanitizer for washing your hands after providing aid. Additional Miscellaneous Items Area maps* Accident Management Card Working cell phone with all RCs numbers and towing company numbers. 16
ROAD CAPTAIN S PRE-RIDE BRIEFING 1. Introduce yourself, your sweep, and any other Road Captains in the group. 2. Ask the group if they are ready for the ride: full tank, bike is ready, clear head, attitude is good.** 3. Specify the destination and the approximate amount of time it will take to reach it. 4. Briefly review the route to be taken. 5. Point out any particular safety hazards or concerns about the route, if any. 6. Identify new riders. Determine their place in the group. 7. Identify trikes. Determine their place in the group. 8. Identify any trained medical riders. Place them at the rear of the group.** 9. Determine if there is a rider who will leave the group before the destination.** 10. Point out places where the group will make fuel stops and rest stops. 11. Discuss the road speed for the route. 12. Review: a. the staggered formation and spacing b. hand and arm signals ( those most used and passing signals back) c. rules for traffic lights, stops signs, yield signs, intersections, merging traffic d. passing (check your rear) e. changing lanes ** f. reforming when a rider leaves the group g. break downs and the actions of the sweep h. accident management and the actions of the sweep** i. headlamps (lead/sweep brights only) 13. Point out where the bikes will line-up and where the other Road Captains will be in the group. 14. State the time of departure kickstands up. 15. QUESTIONS??? A good briefing will give the group a positive, confident attitude about the ride. 17
Sweep Responsibilities 1. Confirm with the Lead RC the number of bikes in your group. 2. Maintain the group mileage to the destination (number of bikes x mileage to the destination). 3. Report the mileage to the Safety Officer within two days of completing the ride. 4. Observe the performance of the group during the ride and brief them on what was observed.** 5. Know the precise location of the group at all times in case of a breakdown or an accident.** 6. Emergency Numbers: a. Javelina H-D 830-755-5202 b. HOG Roadside Assistance 888-443-5896 18
19