December 2025 Board Meeting Minutes

[Philip A. Young]

in attendance:

Austin Greer
Dennis Bartlett
Jeff Cox
Mark McCrary
michael hogate
Philip A. Young
Randy Adkins
Scott B
Trae/Cindy Larkin
Justin Brown
Ted V
Randy adkins
Mark Pilson

Financial Stability: Club has a balanced budget and $1,500 in expenses while total assets are up by $150 from last year.
Event Schedule Confirmed: 11 events planned for next year, including pro solo in June at Bristol and key dates at Pellissippi.
Safety and Certification Needs: All course designers must be certified; increased safety stewards needed to meet insurance requirements.
Tire Updates: New Bridgestone and Hoosier tires launching by December could impact race strategies; testing encouraged for members.
Rally Developments: Recon visit planned for Windrock to assess potential rally venue viability and concerns like terrain challenges.
Volunteer Participation: Calls for more volunteers in key roles; development opportunities recognized as essential for club growth.

Notes
Financial and Event Scheduling
The club remains financially stable with a balanced budget and a solid event schedule for next year.

Treasurer Cindy Larkin reported a near $1,500 expense on banquet door prizes and taxes, finishing the month even financially

Total assets are approximately $150 higher than last year, indicating steady financial health
The budget includes planned spending for next year’s tree purchase and other essentials
Treasurer’s report was unanimously approved.

This financial position supports ongoing and planned events without requiring additional funds
Jeff Cox outlined the full schedule consisting of 11 events, with 7 at Bristol and 4 at Pellissippi, maintaining parity with this year’s count

The Bristol events include a confirmed pro solo on June 20th and 21st, expected to attract many out-of-town participants due to more available runs than the national event

Pellissippi dates are confirmed as April 26th, May 31st, October 11th, and November 1st
Adjustments were made to avoid conflicts with national events, moving the Bristol March event up a week
Plans to store cones and coolers at both Bristol and Pellissippi using small conex boxes will reduce logistical burdens and improve event setup efficiency

Three sets of timing equipment will be split between sites to ensure smooth operations
The shootout event’s date is uncertain due to trailer and staff availability, with efforts underway to collaborate with Rick’s team to supply equipment and staff support

Safety and Course Design
Safety stewardship and certified course designers are critical to event sanctioning and must be expanded.

Scott B emphasized the need for all course designers to obtain certification and for safety stewards to increase in number to meet sanctioning insurance requirements

Currently, only Frank and Jeff Cox are licensed course designers in the region, limiting sanction approvals
Becoming a safety steward is crucial to understanding course minimums and safety standards, directly impacting course design decisions
Scott highlighted that safety stewards play a vital role beyond paperwork by identifying and correcting safety issues on-site
Encouragement was given for cross-training in timing, registration, and scoring to improve operational knowledge across volunteers
Upcoming Southeast Divisional meeting remains at the same location with potential club-sponsored attendance (18:49)

The club will cover gas and lodging for attendees, requiring only food costs from participants
This meeting is a valuable source of updates on sanctioning, insurance, and operational changes impacting the club’s events
Tire and Equipment Updates
New tire releases and trailer maintenance are priorities to stay competitive and operationally sound.

Jeff Cox reported that Bridgestone and Hoosier will release new 315 and 335 tires by the end of December, both with a 200 treadwear rating, sparking a competitive market shift

Anticipation favors Hoosier’s A8 and A8R tires as potential market leaders
These tires will be legal for next season, impacting race strategies and equipment purchasing decisions
Club members are encouraged to test these tires once available

Trailer maintenance was assigned to Dennis Bartlett for wheel and tire replacement, with orders to be placed promptly to avoid downtime
New valve stems will also be installed to ensure reliability
Harp reported possible mold issues in the trailer, with plans to apply Kilz paint for remediation
These actions aim to improve safety, usability, and longevity of club equipment

Rally and Road Racing Developments
Efforts to establish rally venues and promotion of track events aim to diversify club offerings.

Dennis Bartlett is organizing a reconnaissance visit to Windrock to assess terrain, utilities, and access for rally events (26:11)

Key concerns include unseen gas lines, bridge load capacity, and rockiness of the terrain which could hinder course viability
Coordination with site management and contractors is planned to address insurance certificates and clearing logistics
The goal is to identify safe, sustainable rally routes with minimal environmental and structural risks
John Coatney will assist with equipment and local access knowledge to support preparations

Road racing update confirms the 2024 Time Trial Nationals location as Eagles Canyon in Texas

The event presents a longer travel commitment but offers high-speed competition opportunities
Members are encouraged to participate for skill development and variety beyond solo events
Community Engagement and New Initiatives
Innovative events and increased volunteer participation are expected to boost club growth and member experience.

Justin Brown launched a K1 GP kart event that quickly filled and received mixed feedback due to limited visibility of sign-ups

Future events will include clear, timed registration announcements to manage expectations
Use of Motor sports Reg for payments and registrations is planned to streamline finances and tracking
The event encourages family participation and is supported by GP racers who will help coach and enforce fair play
Post-event result publication will foster competitive spirit and community engagement


Banquet preparations require all attendees to register by December 20th to finalize meal counts and ensure event smoothness

Door prizes include a free Starting Line School entry and an Evo school opportunity pending confirmation
Visual presentations featuring video clips or photos of champions will be assembled to celebrate achievements
Solo committee meeting at 4 PM before the banquet will set strategic priorities for 2024, including pro solo fee discussions and leadership transitions

Volunteer development is encouraged, with calls for chiefs to take on new roles and for more safety stewards and course designers to join

Austin and Justin’s leadership growth this year was praised as a model
Cross-training volunteers in timing, registration, and safety will build organizational resilience and event quality
The club anticipates the coming year as one of the busiest and most financially successful in recent memory
Operational Improvements and Logistics
Systematic changes in storage, equipment handling, and event management aim to improve club efficiency and participant experience.

Plans to store cones and equipment at Bristol and Pellissippi through dedicated conex boxes will reduce van dependency and setup time

This will facilitate smoother event logistics by having necessary gear pre-positioned
Multiple sets of timing equipment allow parallel events without resource conflict
Jeff Cox will manage the spraying and painting of the trailer interior to address allergy-inducing mold and protect surfaces

This maintenance will improve volunteer safety and equipment durability
New valve stems and tires will be ordered in parallel to minimize trailer downtime
Camping and accommodation options at Bristol were clarified for families, with free on-site tent camping and nearby affordable Airbnbs available

Showers and basic amenities on-site support comfortable stays during events
Power access and cooling options are also available for campers, enhancing participant comfort
Communication and coordination improvements include reminders for course designer certification and safety training, plus encouragement of attendance at key meetings

These efforts will ensure compliance with sanctioning requirements and enhance event safety
Participation in divisional meetings will keep club leadership informed of regulatory changes and best practices

Action items
Trey Larkin
Finalize and distribute event schedule after Bristol date confirmation

Jeff Cox
Text Randy regarding his audio issues during the meeting

Dennis Bartlett
Plan and conduct reconnaissance trip to Windrock rally site, meet with local contacts, discuss insurance and utilities, and assess course viability
Remove trailer wheels and provide tire sizes to Jeff Cox for ordering replacements and new valve stems

Mark Pilson
Provide updates on hill climb event authorizations

Scott B
Promote safety steward and course designer certification in Southeast division; provide information and guidance

Justin Brown
Manage K1 GP event registrations and consider transitioning payments to Motor sports Reg for streamlined handling
Post K1 GP results and leaderboard to maintain competitive records
Coordinate video/photo contributions for banquet slideshow

Club leadership / Membership
Complete voting on car show funding motion promptly to facilitate event organization
Ensure all banquet attendees register before December 20 to finalize meal counts
Attend solo committee meeting on Saturday at 4:00 PM prior to banquet; new solo committee chair Harp to lead discussion

All course designers and safety stewards
Obtain and maintain necessary certifications/licensing as mandated for sanctioned events