June 3 2025 meeting minutes

[Philip A. Young]

Overview
The Autocross Board Meeting commenced with a report from Treasurer Cindy, detailing a stable savings account and a checking balance of $47,180.90, accompanied by incoming and outgoing transactions from various events, leading to an approved treasury report. Discussions highlighted the upcoming National event, where 2,000 wristbands will be distributed, and necessary preparations like waiver table coverage were assigned to volunteers. Concerns from recent events regarding safety on the course were noted and will be addressed in future briefings. The meeting concluded with a review of staff roles for the National event, demonstrating a commitment to improving safety and efficiency, while action items were assigned to board members to ensure timely updates and address issues raised during the meeting, including SSL certificate problems with the forum website.

Notes
️
Board Meeting Opening and Treasurer's Report (00:00 - 16:54)
Mark McCrary admitted to riding a scooter too fast around the course.
Jeff Cox called the meeting to order with 8 board members present.
Minutes from previous meeting approved.
Cindy (Treasurer) reported May financials:
Savings remained the same.
Checking balance of $47,180.90.
Deposits included
625 from SCCA,
68.24 from Hagerty,
1,100 from EVO school, and
4,918 cash.
Expenses included
3,500 for Bristol event, SCCA fees of
57.96, Hagerty fees of
56.85,
80 for gasoline, $20.46 state fee.
Wristband purchase of $11 (with 2,000 more arriving).
Generator repair for hill climb of $141.95 (to be reimbursed).
Tractor repair at BMS $2,183.
$198.19 for EVO lunch (Subway issues noted).
JY reimbursed $206.42 for personal Amazon purchases.
Total outgoing:
10,166.92; Total incoming:
13,467.42.

Treasury report approved.

Rally update: Jeff and Dennis visited Windrock facility, unlikely to hold rally events this year.
IRS penalty of $3,900 was waived after documentation was provided.
National Event Planning (16:54 - 24:56)
2,000 wristbands received for upcoming events.
Waiver table coverage needed for National event (Wednesday through Sunday mornings).
Jeanette Jordan and Cam Obby volunteered to help with waiver table.
Jeff Cox will be on site June 24th (Tuesday) at 3:00pm to prep the site.
Trey will bring the Blackstone grill Tuesday evening.
Campers in upper lot must be in place by Tuesday at 5:00pm before National event.
Grid arrangements discussed - one grid in lower section, second grid in caged area.
Steve Strickland bringing 45ft Mazda trailer to be placed against the rod iron fence.
Test and tune will need to stop around 1:30 for Pro Solo setup.
Frank handling registration for test and tune event.
ARW had a technical glitch during the event but Darren (developer) was responsive.
Plans for two Pro Solo local events next year discussed.
Event Review and Issues (24:57 - 30:58)
Chris Harp reported the May event went well with 5 runs completed.

Safety concerns discussed:

Individuals on single wheels/scooters on course during the event.
A driver weaving/warming tires on the way to start line (green Miata).
Board agreed to address this in future safety briefings.
John Ward requested more attention to course bumps that affect low cars.
Jeff Cox acknowledged the challenge of spotting bumps on the lot.
May event had 42-44 drivers with positive feedback.
Chris Harp mentioned potential forum technical issues (SSL certificate problems).
National Event Preparation and Staff (31:00 - 41:00)
Mark McCrary volunteered to help Wednesday before the tour event.
Test and tune course discussion - members preferred a larger, more tour-related course layout.
Friday night party will follow last year's format with more vegetables requested.
All Chief positions filled for National event:
Chief of Safety: Scott.
Chief of Course: Frank and Josh.
Chief of Tech: Jim.
Chief of Impound: Chris Hart.
Registration: Randy and Barry.
Chief of Sound: Mark McCrary.
Chief of Grid: Trey.
Chief of Waivers: Cindy.

Discussion about improving announcements at local events.
Challenges include manpower and technical setup (possible Wi-Fi solution).
Suggestion to identify dedicated announcers and corner captains.
National event has the biggest wait list ever, demonstrating the success of the program.

Action items

Jeff Cox
Text Frank to put TNT (Test and Tune) event on the website as soon as possible (17:38)

Frank
Put Test and Tune event on the website as soon as possible (17:38)

Cindy
Update treasurer's report to correctly categorize the $40.12 water expense (02:52)

Trey
Bring the Blackstone grill on Tuesday evening before the national event (12:29)

Mark McCrary
Help with waiver table on Wednesday before the national event (31:14)

Chris Harp
Investigate SSL certificate issues with the forum website (30:01)

Scott
Stay after Sunday's event to work on test and tune course layout (14:54)