Jan 2026 Board Meeting Minutes

[Philip A. Young]

In attendance:
Jeff Cox
Justin Brown
John Ward
Trae & Cindy Larkin
Scott
Dennis Bartlett
Chris Harp
Matt McBee
Ted V
Larissa Lownsdale
Mark McCary
Mike Hogate
Philip Young

inancial Approval: Board approved December financials with balanced statements, treasury covered banquet expenses, and no anomalies reported.
Event Preparation: 40 participants registered for first solo event in four weeks, focusing on safety-trained personnel for roles.
Safety Measures: Course safety enhancements planned; addressing mold issues in equipment trailer and improving ventilation.
Pre-assigned Roles: Board aims to pre-assign 90% of run groups and worker positions to reduce confusion and delays.
Data Analysis: Timing system data will be analyzed to link course elements with DNFs, highlighting problem areas for improvements.
Marketing Efforts: Increased visibility planned with Cars and Coffee events and engaging club stickers to attract new members.
Notes
Financial Reporting and Budget Approval
The board approved the December financial minutes and treasury report with no discrepancies, confirming balanced financial statements including banquet-related expenses.

The treasury covered banquet costs such as jackets, plaques, and nameplates, with the pro trophy balance paid off.
January expenses included CDF convention room and gas charges, with no anomalies reported.
Dennis Bartlett and Chris Harp moved and seconded acceptance, reflecting full board confidence.
Event Operations and Safety Enhancements
The club is preparing for the upcoming first solo event in four weeks with 40 participants registered, including many out-of-town heavy hitters.

Event logistics include finalizing worker chief roles, announcing, timing, and ensuring adequate corner captains, with a focus on selecting approved and safety-trained personnel as emphasized by John Ward and Chris Harp.
Jeff Cox plans to improve course safety by redesigning the test and tune course to avoid hazards near the creek and reduce flat tire risks.
Mold issues in the trailer used for equipment were addressed; Dennis Bartlett sprayed antifungal treatment and plans to improve ventilation using battery-powered fans and possibly a solar vent to prevent respiratory hazards.
The announcement system will be upgraded with a second announcer laptop networked via WI-FI or Ethernet cable for live results, supported by expert volunteers offering training and setup assistance.
The board is enforcing stricter course design approvals after increased insurance claims and incidents, with a new course designer license requirement and mandatory prior map submissions aiming to prevent shutdown risks; the region is one major accident away from losing sanctioning.
Heat exhaustion prevention measures include securing on-site water and ice supplies at Bristol to reduce offsite runs during events.
Worker Management and Registration Improvements
The board is moving toward pre-assigning approximately 90% of run groups and worker positions before events to reduce last-minute confusion and delays.

Scott proposed linking run group assignments with worker roles via MSR registration, allowing participants to select assignments in advance and improving event start times.
Jeff Cox supports making pre-registration more advantageous to encourage compliance and reduce no-shows.
John Ward emphasized the need for a vetted list of corner captains with safety steward qualifications to ensure competent supervision, a practice Chris Harp is working to implement.
Novice management improvements include stacking novices into single run groups and increasing course walk-through guidance in smaller groups to enhance attention and reduce DNFs.
Data-Driven Course and Participant Analysis
The team plans to analyze timing system data to correlate DNFs with specific course elements and driver experience for smarter course design and targeted novice support.

Justin Brown volunteered to run statistical correlations between course layouts, driver profiles, and DNFs to identify problem areas.
Course design will emphasize wider directional markings and reduced cone usage, especially at Pellissippi, to simplify navigation and lower DNF rates.
Jeff Cox suggested pairing novices with experienced drivers for ride-alongs to improve familiarity, with allowances for skipping grid slots and rejoining runs to accommodate learning.
Marketing and Community Engagement
Plans are underway to increase visibility with Cars and Coffee events featuring ETR-branded canopies, business cards, and stickers to promote the club and attract new members.

Cindy will be tasked with designing multi-color ETR stickers and other swag for giveaways to enhance outreach.
Participation in the CDF solo series, a mostly non-traveling championship with regional and out-of-region events, was encouraged to boost competitive engagement.
Hill Climb Series Development and Funding
The Appalachian Hill Climb series secured a $5,000 grant from the Southeast Division to fund timing equipment, marking significant support for event growth.

Jeff Cox will take a lead role at Brushy Mountain and encourages member participation as workers or spectators to support the series.
Concerns about guardrail heights and vehicle suitability for Brushy Mountain were discussed; potential deployment of up to 100 borrowed water barriers is being explored to improve safety and allow cars with low front hoops to compete.
The board is investigating alternative safety materials like hay bales and expects updates after a scheduled teams call with the hill climb board.
Clarification was made that the hill climb series operates independently from solo events, offering a distinct competition format.


Action items
Jeff Cox
Follow up with Frank regarding unexplained $10 balance on test and tune registrations
Arrange to purchase more mold treatment spray and coordinate with Dennis Bartlett for trailer treatment and ventilation setup
Get trailer positioned at event sites before season start and manage logistics of storing and transporting trailer
Coordinate with Trae Larkin to activate and test WiFi availability at event campground for announcer setup
Contact Eric Whacker to gain update on Windrock rally access negotiations


Dennis Bartlett
Spray trailer with anti-mold treatment and implement ventilation plan, including use of fans
Check on trailer condition during upcoming visit by Thursday


Chris Harp
Assist Alex with sound duties and ensure confidence and backup support for event roles
Follow up with Smathers regarding worker chief responsibilities and oversight of corner captains
Coordinate timing volunteers including contacting Chris Anderson and Levi McKinney’s contacts
Organize training session with national contacts to learn 'Pronto' timing system via Teams call
Handle admin tasks on Facebook group to enforce motorsports-related content only


Scott (“Scoob E Doo”)
Collaborate with Smathers on improving worker pre-assignments and run group setup to improve event efficiency
Provide data on safety steward qualifications for assigning corner captains
Promote safety steward certification and course designer licensing to meet new SCCA safety requirements


Justin Brown
Analyze timing data for correlation between DNFs and course layout elements, driver experience, and novice status; report findings


Mark
Post detailed notes from CDF meeting on RE Board and solicit feedback for upcoming activities like Cars & Coffee and promotional materials


Cindy
Design and produce ETR stickers and business cards for event promotion


Ted V
Provide input on guardrail height safety concerns for Brushy Mountain hill climb


All Members
Prepare for testing tune event and hill climb season; attend meetings and events as scheduled