Board Meeting Minutes May 5 2026

[Philip A. Young]

Attendees:

Randy Adkins
Trey Larkin and Cindy Larkin
Austin Greer
Jeff Cox
Sarah Brown
Mark McCrary
Dennis Bartlett
Chris Harp
Matt McBee
Scott B
Ted V
Shawn Gebbia
Justin Brown
Frank Forcino
Hannah Truckenbrodt
Larissa L
Larissa Lownsdale

The club remains in a stable financial position, with upcoming reimbursements expected to restore monthly profitability. Recent cash flow included Pellissippi-related expenses, fuel costs, and a $2,000 donation for testing.

Upcoming events include dual cross, local events, test-and-tune sessions, Bristol Double events, and national event preparation. Registration caps around 50 participants were discussed to keep run groups manageable and maintain event quality.

The board discussed a potential multi-year van sponsorship valued around $5,000–$6,500 annually, including wrap costs and merchandise support. Members agreed to explore reputable sponsors while also considering lower-cost wrap alternatives if needed.

Five Mountain Hill Climb was a success, selling out with 100 participants. Early timing issues were resolved during the event, and overall execution was strong.

Several operational improvements were discussed, including better registration flow, clearer worker assignments, earlier trailer positioning, stronger communication between chiefs, and more cross-training for timing, grid, and worker roles.

Safety procedures were a major focus. The board supported enforcing arrival cutoffs, especially for novices, requiring course walks before participation, and using tech stickers and wristbands as visible confirmation that cars and drivers are cleared to run.

The team also discussed improving event communications through FM transmission or remote speaker coverage, along with stricter radio protocols so timing issues are routed properly through Grid instead of disrupting operations.

Key Action Items

Jeff Cox

Post national event details, including waiver table setup and Friday welcome dinner information.
Follow up with Rick Myers about course maps and new trailer status.
Coordinate with Trey Larkin about possible off-site storage for excess equipment.
Investigate wireless FM broadcast options for paddock audio coverage.
Monitor Bristol Double registration and help protect reserved slots for region members.

Randy Adkins

Attend the Brushy Mountain board meeting and continue sponsorship discussions.
Assist with lot setup before the national event.

Chris Harp

Document the registration and timing process using MotorsportsReg and Pronto.
Troubleshoot FM transmission with Ted and Hayward.
Coordinate with grid and worker chiefs before events.
Help enforce check-in and late-arrival cutoff policies.

Matt McBee

Work with timing to improve heat and workgroup assignments.
Help communicate timing protocols during driver meetings.

Dennis Bartlett

Support enforcement of arrival, tech, and course-walk cutoff rules.
Help manage tech sticker checks at grid.

Trae Larkin

Increase grid auditing for current tech stickers.
Work with Dennis to keep tech procedures consistent.

Mark McCrary

Help vet potential sponsors to protect the club’s reputation.

Frank Forcino

Assist with worker assignments and help new workers understand event logistics.