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Where does the money go?

We on occasion receive queries from cyclists as to ‘where the money goes’ and how PPA makes and spends its income.

On the income front, PPA is fortunate in that our membership base has continued to grow over the past few years. While membership fees  cover many of the actual running costs of the Association, the profits we receive from the Cape Town Cycle Tour Trust (in which we have a 50% share) assist us to do all the ‘extras’ and to put money back into various cycling projects.

In this way, the Association has paid over R10m to various cycling projects over the last 5 years. Amongst others, the sub-committee looks at the long-term sustainability of the project and to what extent the project fits in with the PPA constitution when deciding on which applications to support annually.

Another big expense for PPA is assisting events on the PPA calendar. Although all income (sponsorship as well as entry fees) from events go to the various event organisers and not to PPA, PPA additionally support events through paying for electronic timing, marketing, and supplies event numbers, seeding, equipment and logistical support.

Safety remains a big issue, notably the provision of bicycle lanes. To this end, PPA started our Safe Cycling campaign in 2011 and has now expanded it to a national initiative.  We also continue to attend the City of Cape Town’s Non-Motorised Transport Forum (Active Mobility Forum) and other commuting and safety-related meetings and workshops.

You’ll also notice under the Project Funding feedback that PPA is, wherever possible, facilitating ‘safe cycling’ workshops to schools, development initiatives and more.

PROJECTS

Applications for the funding of cycling-related projects that meet the objectives of the PPA Constitution, open annually in January. Funding applications close again in March, whereafter successful applicants are notified during May.

The PPA project funding year coincides with the membership year, which runs from July to end-June. Applications are not granted outside this timeframe.

For more information, please see the project funding section.

EVENTS

The Pedal Power Association subsidises the events that are accepted onto the PPA calendar in various ways, in an effort to ensure well-organised events for its members and cyclists in the Western Cape, and to assist organisers to keep costs down as much as possible – which means the organisers can keep entry fees down, so that our members benefit.

Amongst others:

  • PPA pays the provincial traffic application fees on behalf of the event and assists with obtaining traffic approval for the event;
  • PPA pays Racetec to electronically time all participants wearing transponders at an event, as well as to upload and display their results electronically;
  • PPA buys and maintains route equipment and trailers, including marshals flags and bibs;
  • PPA pays for the various seeding calculations needed to seed cyclists according to ability;
  • PPA pays for the first annual seeded funride number provided to members;
  • PPA supplies and pays for an Events Coordinator to provide support and assistance in various ways; before, during and after the event;
  • PPA pays for and supplies crew to assist with the line-up, start and finish of the event;
  • PPA supplies and pays for admin staff to assist members with various queries at registration;
  • PPA markets the event to its current electronic database, and also pays for the production of a printed calendar which is distributed to cycle dealers as far afield as Worcester and Hermanus;
  • PPA supplies cycling marshals to assist with the start, and to assist cyclists en route.

What does PPA do for its members and organisers? The following report was presented at a recent AGM:

1. SAFETY MANAGEMENT

a)    Event safety planning meetings (‘pre-briefs’)

PPA event co-ordinators meet in person with the main organiser and members of the organizing committee of each event on the PPA events calendar and do extensive pre-event briefing sessions.

At this initial planning meeting with each organiser, a risk assessment is done during which

  • All potential risks are identified
  • Plans are discussed as to how risks can be reduced/eliminated
  • Contingency planning is done for unexpected scenarios
  • Feedback from the previous year’s event is discussed

To aid the risk-mitigating process, the PPA Office has drawn up a detailed events checklist, which is adapted and revised as often as needed and used before and during the event.

Amongst others, factors looked at to reduce risks at funrides include:

  • The nature of the event (road vs off-road)
  • The experience, expertise and capacity of the organiser
  • Duration of event
  • The time of year and day (potential effect/minimising adverse weather conditions)
  • Route maps and specific safety requirements en route
  • Traffic or transport disruptions
  • The nature of the venue (purpose-built vs not purpose-built)
  • The environment around the venue and safety of participants getting to and from the venue
  • Specific traffic management plans
  • Medical plans
  • Venue evacuation plan
  • Crowd management plans, if applicable
  • It is compulsory for all organisers to take out public liability insurance for their events.

A final short-term risk assessment is done in the week before the event, after looking at the weather forecast for the event and checking that all arrangements for the event are on track.

b)    Event evaluation

(i)            During the event: During the event, the event is judged according to a score sheet drawn up by PPA, which is based on the PPA’s pre-event checklist and incorporates relevant points from the Act. This score sheet is constantly updated to ensure that safety aspects carry more weighting than less important aspects (e.g. entertainment and nice-to-haves). Feedback for the score sheet is also obtained from traffic officers, Think Bike marshals (road), PPA marshals and riders who participate in the event.

(ii)           Post-event evaluation:  An internal debrief follows in the week immediately after the event, followed by an extensive debrief with the organiser and members of their organizing committee where the score sheet and any other feedback received is discussed and specific problems and challenges highlighted in an effort to rectify and raise the standard of the event for the following year.

(iii)          Additional PPA Office policy: Where applicable, learnings from one event are transferred to others on the calendar.

Apart from the individual debrief sessions with event organisers, PPA organises an annual combined information session with event organisers. During this session, pertinent changes to event organisation that are applicable to all organisers are discussed.

c)     Managing identified risk areas

Problem areas are assessed and managed from event to event.

2. How does PPA assist events financially?

Events that are accepted onto the PPA calendar pay PPA a small fee ( High season Road: R13 800; Low season Road R7 600; MTB R4 500) to be accepted onto the PPA calendar as a fully-supported event.  In return, the events receive:

Item Note Saving for organiser
Racetec timing PPA pays Racetec for one large timing mat

PPA pays roughly R12 700 to time a road event and R10 000 to time a MTB events (one mat).

Organisers can request and pay for additional timing mats at the venue (around R6 000) if required.

Additional en-route (checkpoint) mats are quoted per event and paid by the event organiser

Seeding of riders into start groups PPA pays Racetec annually to seed all its members, with additional  reseeding runs so that cyclists are at all times seeded according to ability. This works out to approx. R2500 per event
Coke sponsorship PPA has a sponsorship agreement with Peninsula Beverages. This provides participants with a free cup of Coke at the finish line.

PPA’s sponsorship agreement with PenBev works out to approx R1800 saving per event for organisers.

If organisers wish to provide Coke en route, they pay for the additional Coke themselves

Provincial traffic permissions PPA pays for provincial traffic permission. R85 per event
Local traffic, medics, marshals Events pay for local traffic assistance. Similarly, events pay for medical assistance, which varies according to the number of eg ambulances required. Events  supply the route (point) marshals – these are often volunteers who do point marshal duty as their contribution to raise funds for charity

Events pay themselves for local traffic assistance, medics and marshals.

Amounts payable depend on the number of eg traffic officers required, number of hours from start to cut-off, and location (Cape Metropole is generally more expensive than Winelands).

Reductions from service providers PPA organises discounts from service providers like toilet suppliers, announcers and the like. These discounts are passed on to all organisers who wish to make use of them  Various
Back numbers (road) PPA provides numbers for all participants to use. Numbers cost on average R5,50 each. For an event with 1000 participants, this would equate to a saving of R5 500 for the organiser
Frame numbers (MTB) PPA supplies frame numbers for all participants to use. Average cost: R6 each. For an event with 500 participants, this would equate to a saving of R3000 for the organiser
Event stickers PPA supplies event stickers to use as proof of entry. For an event with 1000 participants, this would equate to a saving of R300 for the organiser
Motorbike safety marshals PPA pays for 12-14 motorbike marshals to assist at road events. The organisers can pay for additional motorbike marshals, if required Up to R9000 per road event. .
Event results PPA pays to maintain a web environment to display event results and event information This works out to approx R1000 per event
Marketing – electronic Events on the PPA calendar are marketed to the PPA database, website, Facebook page & Twitter account. This works out to R2000+  per event
Marketing – print PPA produces and sends a printed calendar to some 30 cycle dealers This works out to approx R800 per event
Start/finish crew PPA supplies sufficient, well-trained start/finish crew for each event R3000+ per event, direct cost to PPA
Riding/cycling marshals A limited number of PPA’s volunteer cycling marshals assist participants en route, and generally ensure that the funride rules are obeyed [PPA cycling marshals receive a free event entry in return for assisting at the event]
Route equipment PPA supplies a trailer with equipment to organisers who do not have their own The estimated value of the trailer and contents thereof for a road event is up to R120 000, and up to R80 000 for a MTB event, depending on how much equipment the organiser requires for the event
PPA events knowledge Specific input from PPA Office staff Estimated R5 000 per event
AVERAGE SAVING   Road events: R45 000 + equipment {up to R120 000}MTB events: R25 000 + equipment {to R80 000}

 

MEMBERS

How does the Pedal Power Association assist its members? Amongst others, membership fees are reallocated to support members in the following ways:

1. Timing at events
PPA pays Racetec to electronically time  events on the PPA calendar.

2. Subsidised event entries
PPA has negotiated a discounted entry fee for events on the PPA calendar, in exchange for PPA’s assistance as listed above.  Please note all event entry fees accrue to the event organisers, and not to PPA.