Rally Isle of Man - DOI

AuthorityDepartment of Infrastructure
Date received2018-07-23
OutcomeSome information sent but part exempt
Outcome date2018-07-26
Case ID543435

Summary

The request sought documented evidence regarding safety incidents and management concerns for the Rally Isle of Man between 2013 and 2017, as referenced in an email by Jeff Robinson. The Department of Infrastructure provided partial information, including a 2013 email detailing signage failures and a 2015 debrief meeting record, while withholding other requested documents.

Key Facts

  • The Department of Infrastructure responded with an outcome of 'Some information sent but part exempt'.
  • A 2013 email from Paul Davis listed numerous safety issues, primarily concerning the lack of 'Road Ahead Closed' signs and unmanaged road closures.
  • A 2015 debrief meeting was held on 22 October 2015 to review the event and discuss a petition of doleance filed with the Court.
  • The 2015 meeting highlighted the need for the Rally IOM organizers to improve record-keeping regarding public relations and notice periods.
  • The response included two documents totaling 49 pages, though some requested submissions and notes on organizer competence were not fully disclosed.

Data Disclosed

  • 2013
  • 2014
  • 2015
  • 2016
  • 2017
  • 17th July 2018
  • 13 September 2013
  • 22 October 2015
  • 17th September 2015
  • 49 pages
  • 2 documents
  • A25
  • B36
  • A18
  • A14
  • B10

Original Request

With reference to the email sent to Tynwald Members by Jeff Robinson at DOI, please supply all documented evidence relating to each of the incidents mentioned by Robinson to back up the statements 17th July 2018 in his email. The extract from his email is as follows: "Recent history (2013 to 2017 debrief) 1.· 2013 - Highways Director at that time, Richard Pearson, opened debrief meeting and expressed 'deep concern' about the numerous issues with the Rally IOM event and its management. 2. · 2014 - Letter issued by the Director of Highway Services, Jeff Robinson outlining concerns that Highways and Police held for the previous event, but noted he was keen to move forward positively. 3. · 2015 - DoI supported Rally IOM in Court with a legal challenge to a road closure. One of the complaints was the lack of proper notice given. Many other safety issues arising during event as were outlined in 2015 debrief notes. 4. · 2016 - Numerous safety issues with event. Letter sent from Jeff Robinson regarding concerns with event and its management. 5. · 2017 ' Numerous safety issues with event and significant complaints received from various members of the public and marshals. A key safety advisor to the organiser's left the organisation prior to the event. Specific safety issues noted in debrief minutes." 6. Provide a copy of the note or other document of who came to the conclusion that the organisers were not competent.  7. I would also like copies of all submissions made by name redacted to the DOI with relation to Rally Isle of Man.

Data Tables (6)

Present Mr P Davis (PD) – Regulations Manager Tim Cowin (TC) – Head of H A M – Highway Services Officer Carolyn Kinrade (CK) – IOM Constabulary (DHA) - IOM Constabulary (DHA) – Rally IOM – Rally IOM Apologies DOI
1. 2. Purpose The meeting was convened to review the Rally IOM event held 17th September 2015. The intention is to consolidate what went well during the event and identify what could be improved ahead of the next event. Event summary Complaints/Petition of Doleance thanked DOI for support offered throughout King Edward Road complaints, including petition of doleance that was filed with the Court. TC highlighted that the experience reinforced the need to follow process and meet timescales. PD also highlighted need for RIOM to improve record keeping of PR undertaken. This captures that process has been followed and when public have been informed of event. advised RIOM do record this information but will look to formalise this process. The group discussed spacing between closure periods i.e. Thursday evening/Friday morning, as one resident suggested this was unreasonable. advised some residents prefer closures closer together and others prefer a day in-between highlighting it was difficult to please all. PD asked if RIOM could keep on top of incoming emails to their mailbox and provide earlier responses. No response to emails had escalated some complaints. Maughold Stage
1. Present Paul Davis (Chair) – Regulations Manager, DoI (PD) Tim Cowin – Head of Highway & Asset Management, DoI (TC) – IoM Constabulary – Traffic Manager, RIoM – Traffic Planning Manager, Public Transport Division, DoI Chairman, RIoM – Deputy Chairman, RIoM Clerk of the Course, RIoM Dave Morter – Motorsport, DED (DM) Carolyn Kinrade – Motorsport, DHA (CK) Apologies Apologies were noted from Jeff Robinson,
2. Introductions Introductions were made around the table.
3. Opening Remarks PD welcomed everyone to the meeting and opened by stating that all attending support motorsport on the Island and that we all wanted to see safe and well-managed events. PD highlighted that in 2016, Jeff Robinson, Director of Highway Services, sent a letter to RIoM setting out expectations as race organiser due to issues with their event last year. PD then explained that the purpose of a debrief meeting was to reflect on what went well, look at what did not go so well, and identify areas for improvement. PD noted that it was clear that many things did not go well and suggested that sufficient improvements were not being made after debrief meetings. As a consequence, numerous complaints were received during this event. These included several local authorities now opposed to future road closures for the event. Chief Officers from DoI and DHA have also confirmed that they will not support future road closures unless there is a significant change in format. TC stated that we need to look closely at how this will look in 2018; it is essential that plans and documents are reviewed early to see whether or ACTION
not the event can go ahead.
4. 4.1 Event Planning Complaints PD noted that numerous complaints from the public had been received in regard to this year’s event by the three Government Departments involved: DoI, DHA and DED, and Onchan, Braddan and Garff had each submitted objections to road closures in their areas in any future Rally IoM event. Onchan Commissioners complained about the Classic Stage, as there were significant traffic management issues affecting Douglas Promenade and Summerhill Road. PD indicated that DoI would need to look closely at the feasibility of a similar closure in 2018. Braddan and Garff complaints were generally associated with the ineffective PR. CK referred to a complaint from a from the Curraghs; had sent an e mail to Rally IoM but hadn’t had a reply. In the email made a number of observations/complaints. advised that he was unaware of the complaint. PD added that the respective CEOs of the three Departments had expressed their disappointment at the lateness of submissions and reiterated they would not support continuation of the event in future years unless significant changes are made. It was noted that DoI CEO, Nick Black, had observed a closure sign from the previous day’s rally stage which he himself had removed as the road in question had since been opened: it was also acknowledged, however, that signs can be displaced by anyone. advised that he would shortly be writing to the CEOs concerned to request a meeting with them. stated it was accepted by the RIoM team that, although they had made changes, some things that were planned to happen didn’t happen, and quoted as an example an issue between the Post Office and Mannin Media with late delivery of the consultation flyers. He did, however, acknowledge that, as event organiser, RIoM is ultimately responsible for the actions of its subcontractors. reported that 256 ‘road closed’ signs had been deployed, some during the night, and positive feedback had been received. He stated that although more work needs to be done in this area, a lot of controls had been put in place in terms of the overall picture. DM suggested that, even if things had improved since last year, all it takes is one complaint for everyone involved to be on the defensive, and it may therefore be best for RIoM to take the issues on board and address them rather than simply saying things are being done better. PD reported that weeks after the event, signs and tape were still being observed and removed; however, advised his team had been out on the Saturday and Sunday after the event removing these, when he had observed barriers from other past events had not been taken away. CK highlighted an example of barriers still on the pavement at Lynague. PD asked that RIoM simply appreciate this is an issue. RIoM to note
4.2 Event Management Plans PD advised of the process for documents to be submitted, which was agreed several years ago by MSA and ACU and provides time to review and comment. Key documents had still not been received by late August with the event in September. Future traffic management plans would need to be specific around junctions, as are the road closure manuals produced for TT and Billown. These road closure documents are approved by the governing body and comply with the requirements of DoI. committed to putting this in place, and confirmed they had already been drawn up for 2018. added that planning for next year’s event is well advanced, and that routes should be available by mid-November. PD highlighted that there is some work to do in gaining support before we can approve routes for next year. advised that in liaison with DED’s he had made a conservative estimate of the economic impact of the event at just over £1m. In response to TC’s question on quality of documentation, acknowledged that this had been poor for this year’s event, and confirmed that a complete revision of the documentation will be undertaken. In fairness to event safety officer, explained that he was recommended by the MSA but lacked experience in road closures. CK asked when the MSA had approved the safety plan. replied that MSA’s safety delegate, had received this on the same day as CK; however, CK countered that as the document was not readable in the form provided, she was concerned as to how the MSA had approved it. advised that had discussed the issues with and they had been resolved. CK also stated that the quality of the paperwork fell far below expectations and below the submissions of organisers of other events; stated he had evidence to the contrary. RIoM
5. 5.1 Event Delivery Stages It was agreed that the timing of the classic stage would need detailed discussion due to it causing severe congestion on Douglas Promenade. CK reported an issue on the Castletown stage, with the closure sign having been placed at Alexander Bridge rather than at the start line of the Southern 100 as reflected in the Authorisation. suggested the closure was required at Alexander Bridge and so signage was deployed. also reported that not enough closure signs had been available. advised that this would not occur again and that there would be full traffic flow through Castletown to Port Erin. commented that any amount of barriers and signs does not stop people moving beyond them. CK advised the presence of a marshal would work, noting that there is a difference between ‘road closed’ and ‘road ahead closed’, and that a marshal would help to enforce. PD supported this approach. CK emphasised that danger points occur where roads are only PD/CK/ RIoM
they are agreed. This year the service in Onchan had suffered severe problems, and horse trams running on the Promenade had actually been stopped by the stage commander. TC re-emphasised the need for early and better consultation on routes. reported having spoken with Ian Longworth to agree the routes in April. It was agreed that RIoM’s future first-line contact should be The issue of advance notice to residents of the recce periods was raised, and agreed this will be done. also confirmed trackers are to be fitted to all cars and monitored next year to improve controls. RIoM to note RIoM
6. 6.1 6.2 6.3 Event Review DHA Feedback CK had made substantial notes, which are attached to these Minutes, and which PD confirmed he fully supported. commented that it is difficult to appreciate being scrutinised until you are standing in a Court and there is one key piece of documentation missing. offered his agreement, stating that the view of the acting Policeman who is now the event’s Safety Officer is: “If it isn’t down on paper, it didn’t happen”. CK advised that she hoped to meet with the MSA and that, with repeated promises of improvement over the years not having come to fruition, she would be looking for a road closure manual for the event in the future. asked whether there would be an opportunity for a presentation to be given, perhaps by CK and on the situation faced in a Court. In ensuing discussion, CK instead recommended the course organised by Civil Defence which had recently been attended by several Government officers. It was agreed by all that this would be a very positive step forward, and RIoM would progress holding this training for stage commanders. DoI Feedback As minuted above. DED Feedback DM stated that his Department would provide as much assistance as possible to RIoM, which currently includes use of facilities such as the Grandstand. RIoM RIoM
7. Closing Remarks reiterated his earlier statement that RIoM accepted they had not delivered on last year’s promises. He was, however, encouraged that these had been discussed at length at today’s meeting, and repeated his earlier statement that draft routes were expected to be ready for submission at the end of November. TC said he looked forward to submission of good, accurate information
provided at an early stage, which was acknowledged by RIoM. PD highlighted that significant work was required by the organiser to repair damaged relationships, which include local authorities and the public. Actions agreed are recorded in the foregoing notes.
8. Any Other Business flagged up an issue observed in Rally Control when a car was reported to have gone over the cliff on Marine Drive and no signs of life. Duty police officers had attended and reported back no fatalities but injuries sustained. The incident was still going on when the roads on the final stage opened and at that point all the rally personnel in control left whilst was still managing the incident. This meant that could not reach any member of RIoM. CK emphasised that Rally Control must not close down until all incidents have been dealt with. RIoM
9. Close of Meeting TC summarised the mood of the meeting in saying he would look forward to a smooth 2018 Rally Isle of Man, which sentiment was unanimously supported. There being no further business the meeting closed at 11.35am.

Full Response Text

APPENDIX 1 From: To: Cc: Davis, Paul Subject: FW: Rally IoM 2013 - TM Issues 12/09/13 Date: 13 September 2013 08:53:12 List of observations from last night’s stages. The recurring theme is lack of Road Ahead Closed signs - either not there or not deployed. Could you stress to your teams the importance of this signage both from safety and public inconvenience perspectives. I hope your event goes well today. · A25 Old Castletown Road – No RAC signs deployed at Blackboards junction to advise traffic . · RAC sign at Ballavale Road junction not deployed · Requested signs to go out but no action. Deployed Ballavale sign myself · Road closed at Outlands Road with sign and tape but not manned · Head Road – No RAC signs on approach. RC sign deployed after turning area so not visible to approaching traffic · Promenade – No RAC signs deployed along promenade to warn traffic approaching from either dirction. · Lots of traffic having to execute U turns when they reached the barriers. Discovery parked in middle of road (north side of closure) on tram tracks blocking visibility of Road Closed sign and impeding U turns. · No RAC signs at Crosby crossroads · B36 Garth Road - RAC sign at railway not deployed · RC sign on Ellerslie Hill obstructed by parked cars & not visible from A26 so traffic turning in and having to turn around · Conflicting advance warning signs for Thursday and Friday events · RAC sign at Ellerslie depot not deployed · Eairy Dam closure point not manned. Pedestrians seen on the course crossing from B36 St Marks Road · RAC sign by the Deads not deployed · Junction of Slieu Whaillian Road and Garey Road – car parked within closure · Glen Rushen Road – RAC sign not deployed – deployed by CK · Sulby Glen Road - NO RAC sign A18 Mountain Road – Works/Event co-ordination issue · Closed from Bungalow to Ramsey for Hairpin works – not opened as anticipated. · Open from Creg-ny-baa to Bungalow · A14 Tholt-e-Will Road closed for rally · B10 Beinn-y-Phott Road closed for rally · Traffic travelling up mountain road unable to go anywhere except back the way they came. · Police actioned with emergency closure from Creg to Bungalow – assistance requested from Ops to deploy signage and activate matrix signs · ESJCR confirmed arrangements – emergency order to be faxed to RDP as normal procedure. This morning · Old Castletown Road – signs not taken in after event – complaint to ESJCR Highway Services Manager Department of Infrastructure Highways Division Sea Terminal Building Douglas Isle of Man IM1 2RF

APPENDIX 2

APPENDIX 3

1

DEPARTMENT OF INFRASTRUCTURE HIGHWAY SERVICES DIVISION

Rally IOM Event Debrief Meeting
22 October 2015 at 10.00 am West 1 Meeting Room, 1st Floor, Sea Terminal, Douglas

Present

Mr P Davis (PD) – Regulations Manager Tim Cowin (TC) – Head of H A M – Highway Services Officer Carolyn Kinrade (CK) – IOM Constabulary (DHA)
- IOM Constabulary (DHA) – Rally IOM – Rally IOM

Apologies

DOI

Purpose The meeting was convened to review the Rally IOM event held 17th September 2015.
The intention is to consolidate what went well during the event and identify what could be improved ahead of the next event.

Event summary

Complaints/Petition of Doleance

thanked DOI for support offered throughout King Edward Road complaints, including petition of doleance that was filed with the Court.

TC highlighted that the experience reinforced the need to follow process and meet timescales.

PD also highlighted need for RIOM to improve record keeping of PR undertaken.
This captures that process has been followed and when public have been informed of event. advised RIOM do record this information but will look to formalise this process.

The group discussed spacing between closure periods i.e. Thursday evening/Friday morning, as one resident suggested this was unreasonable. advised some residents prefer closures closer together and others prefer a day in-between highlighting it was difficult to please all.

PD asked if RIOM could keep on top of incoming emails to their mailbox and provide earlier responses. No response to emails had escalated some complaints.

Maughold Stage

2

The group discussed the disappointing PR as a result of the cancellation of the Maughold stage. noted that historically it has been difficult to accommodate MER when Rally on. PD to source point of contact for MER and will advise upon response to proposed route submissions for 2016.

Castletown Stage

Prohibited Area at 12 Bank Street discussed. Consent was again unsigned with some confusion of owner of land and so not included in Order but area was delineated as PA.

to research owner of land. CK proposed getting signed consent from property owner at an earlier stage as she is off-Island for long periods.

Douglas Promenade Stage

advised a report was received by ESJCR about public on closed roads. The issue was at Greensills Corner.
highlighted that this may have been during stage set up but assured the group that this was definitely not when stage was live.

Final Stage (22)

The group discussed traffic management issues created. St Ninians traffic management was discussed; highlighted no complaints about this area received.
Parked vehicles from the closure point on Governors Road were also noted as obstructing diversionary signage.

Closure Periods

CK noted that stages 5, 7 and 8 were still closed 8 minutes, and in one instance 16 minutes, after closure period had expired. highlighted that the stage was not live at this time and so no reason to maintain the closure. also commented that should the roads open car come through a stage after a closure period had expired then normal rules of the road would be obeyed.

SPO

CK advised that SPO should work alongside CoC at all times but this was not always the case. The Shakedown Stage (SS) was discussed as an example where this did not happen. confirmed SS was run locally and in a different way to the other stages. The group discussed how to improve this going forward as SPO has responsibility for providing support for public safety. RIOM to include SPO in SS in future and will agree in advance of 2016 event.

Document submission

PD requested earlier submission of event documents and road closure schedule in 2016. Submission in July does not allow sufficient time for review due to DOI workload at that time with other events.

DOI equipment

requested that if loaning DOI cones atc., these should be used for traffic management purposes only and not as part of the event. Using in stages to form

3

chicanes etc. was causing cones to be damaged.

Any Other Business

confirmed dates for event next year as 15-17 September 2016.

confirmed personal email address as:

Close of Meeting

There being no further business to discuss, the meeting closed at 11.15am.

APPROVED: ………Paul Davis…..

Dated: ……………18 Nov 2015………….

APPENDIX 4

highway services bun-troggalys ~ shirveishyn raaidey

Rally IOM Debrief Meeting

Date/time:
05 December 2016 at 11.00am Venue:

West 1 Meeting Room, Sea Terminal

DOI Feedback

 Lack of marshals – public on roads after road closure period; were chief marshal arrangements adequate or could he have done more?  Shortage of signage and equipment eg fire extinguishers?  MSA safety delegate report – does this identify recommendations or learning to allow for improvements  Clash with food and drink festival adds to congestion on Douglas Prom.

Marshal feedback:

Lack of marshals to close roads Lack of correct signage for course set up Lack of oil clearance materials/ fire extinguishers/ brushes etc Process unclear for major incidents to stop stage Responsibility for volunteers wellbeing for long hours/ late nights

The future
Securing volunteers is increasingly difficult. The current system of timing relies on a (pre)historic use of cards and forms that are manually completed, sometimes in the rain making them unreadable. Considerable people resource could be saved with introduction of an electronic timing system, something that should be investigated. (possibly a matter for DED)

 DOI to take note of recce need in advance of event.

APPENDIX 5 From: Kinrade, Carolyn To: Davis, Paul; Robinson, Jeffrey; Cowin, Tim (DOI); Subject: Fwd: Rally Isle of Man 2017 Date: 16 July 2018 18:25:57 Attachments: image001.jpg ATT00001.htm image007.jpg ATT00002.htm image004.jpg ATT00003.htm image008.jpg ATT00004.htm There are bits in this e mail which may be useful. Gives dates etc. This is hard going on my phone C Sent from my iPhone Begin forwarded message: From: "Kinrade, Carolyn" Carolyn.Kinrade@gov.im Date: 13 September 2017 at 11:20:43 BST To: "Robinson, Jeffrey" Jeffrey.Robinson@gov.im Cc: "Coleman, Michael (MLC)" Michael.Coleman@gov.im, "Cowin, Tim (DOI)" tim.cowin@gov.im Subject: Rally Isle of Man 2017 Good Morning Jeff As you are aware despite numerous requests to the organisers of Rally IOM, the Event Safety Plan was only received by both DOI and DHA at 15.55 hours on Friday 8th September, with the event due to start at on Wednesday 13th September. I spent the weekend reading through and cross referencing the documentation which was so blurred it was nearly impossible to read. Numerous errors were identified. On Monday 11th September, Tim COWIN and I met with the Clerk and Deputy Clerks of the Course and highlighted our concerns. At that time thanked us for our input and agreed that mistakes had been made and he agreed to make the changes where necessary. At the time of writing this e mail (10.23 hours) the final amended paper work has just been received from We still have concerns with the traffic management plan as there are no diversion routes indicated on the plan and these are important especially for the final stage where in the past we have had grid lock in Douglas. Last year we were assured that a robust diversion route would be in place with signage at for example the Liverpool Arms, Corkills Garage, Blackberry Lane, Johnny Wattersons Lane/Ballanard Road junction. We also suggested to the Organisers that your mobile maitix board would be useful if positioned on the Douglas/Ramsey Coast Road prior to the Groudle Road with a view to diverting traffic from the top of Douglas/Onchan. We would be grateful for any assistance you can give to addressing this issue. It is imperative that a robust de-brief is held as soon as possible after the event to ensure that Government is not left in a similar position next year with paper work arriving at the “11th hour”. Kind regards Carolyn Carolyn Kinrade QPM Department of Home Affairs, Headquarters Building, Tromode Road, Douglas, Isle of Man IM2 5PA CONFIDENTIAL

Highway Services Briefing Note for the Department – September 2017 13 CONFIDENTIAL The lead up to this year’s Rally IOM has been very problematic and frustrating for both the Police and Highways because of Rally Isle of Man’s failure to provide appropriate information on time. Concerns have also been raised by several people about a failure to consult on the part of Rally IOM. Officers feel that they are repeatedly being put in a difficult position by the organisers and consideration should be given to withdrawing support for this event.

Director of Highway Services Jeff Robinson

1

DEPARTMENT OF INFRASTRUCTURE HIGHWAY SERVICES DIVISION

Notes of the Debrief Meeting with Rally IoM Organisers
Friday, 27th October, 2017 at 9.30am West 1, Sea Terminal, Douglas

Present

Paul Davis (Chair) – Regulations Manager, DoI (PD) Tim Cowin – Head of Highway & Asset Management, DoI (TC) – IoM Constabulary – Traffic Manager, RIoM – Traffic Planning Manager, Public Transport Division, DoI Chairman, RIoM – Deputy Chairman, RIoM Clerk of the Course, RIoM Dave Morter – Motorsport, DED (DM) Carolyn Kinrade – Motorsport, DHA (CK)

Apologies

Apologies were noted from Jeff Robinson,

Introductions

Introductions were made around the table.

  1. Opening Remarks

PD welcomed everyone to the meeting and opened by stating that all attending support motorsport on the Island and that we all wanted to see safe and well-managed events.

PD highlighted that in 2016, Jeff Robinson, Director of Highway Services, sent a letter to RIoM setting out expectations as race organiser due to issues with their event last year.

PD then explained that the purpose of a debrief meeting was to reflect on what went well, look at what did not go so well, and identify areas for improvement. PD noted that it was clear that many things did not go well and suggested that sufficient improvements were not being made after debrief meetings.

As a consequence, numerous complaints were received during this event.
These included several local authorities now opposed to future road closures for the event. Chief Officers from DoI and DHA have also confirmed that they will not support future road closures unless there is a significant change in format.

TC stated that we need to look closely at how this will look in 2018; it is essential that plans and documents are reviewed early to see whether or ACTION

2

not the event can go ahead.
4.

4.1

Event Planning

Complaints

PD noted that numerous complaints from the public had been received in regard to this year’s event by the three Government Departments involved: DoI, DHA and DED, and Onchan, Braddan and Garff had each submitted objections to road closures in their areas in any future Rally IoM event.

Onchan Commissioners complained about the Classic Stage, as there were significant traffic management issues affecting Douglas Promenade and Summerhill Road. PD indicated that DoI would need to look closely at the feasibility of a similar closure in 2018. Braddan and Garff complaints were generally associated with the ineffective PR.

CK referred to a complaint from a from the Curraghs; had sent an e mail to Rally IoM but hadn’t had a reply. In the email made a number of observations/complaints. advised that he was unaware of the complaint.

PD added that the respective CEOs of the three Departments had expressed their disappointment at the lateness of submissions and reiterated they would not support continuation of the event in future years unless significant changes are made. It was noted that DoI CEO, Nick Black, had observed a closure sign from the previous day’s rally stage which he himself had removed as the road in questio

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