Board Meeting Minutes July 7 2026

[Philip A. Young]

July Board Meeting Recap

Attendance

Philip A. Young; Chris Harp; Matt McBee; Art Truckenbrodt; Randy Adkins; Brian LaRose; Austin Greer; Mark McCrary; Ted V; Scott Boito; Brian Dickens; Cindy Larkin; Trae Larkin; Jeff Cox; Dennis Bartlett.

Financial Report

The club remains in good financial shape. The national event is expected to net between **$5,000 and $7,000**, with final numbers still pending once entry data is finalized.

Entry fees varied by class/event type, and Jeff is continuing to work through the final Pro and Tour numbers. Some current spending is related to Nationals purchases, but the overall budget is expected to recover as normal event activity continues.

The board also discussed flood-related losses. Competitors are responsible for their own damage or theft risk at events, and no insurance claims are expected beyond normal incident reporting.

The treasurer’s report was reviewed and accepted without opposition.

RallyCross

The potential return to a previous Tazewell rallycross site was discussed. There is some interest in revisiting the site, but the board remains cautious due to previous issues with the property owner, equipment access, and general cooperation.

The group agreed that no major action should be taken until member feedback is gathered. Jeff will post a forum discussion and seek input from experienced members, including John Courtney, before any contract talks move forward.

There was also discussion that RallyCross will need the right leadership, equipment, and site conditions to be successful. Course maintenance would require more than volunteer labor alone, including proper equipment such as tractors or graders.

Road Racing

Jeff plans to visit **Flat Rock** within the next few weeks to review progress on the second phase and discuss pricing for possible track days or future events.

The group also discussed the need to continue developing local leadership for road racing and larger event support roles.

National Event Review

The recent Bristol national event received strong feedback, especially around hospitality, course setup, and the effort put in by volunteers.

Several people were recognized for helping with setup, course work, water management, hospitality, cleanup, and overall event execution. The group noted that the event took a major team effort and represented the region well.

There was also discussion about the need for more local members to step into chief positions for future national events. Jeff emphasized that local chiefs need to understand the pace, structure, and expectations of national-level events so the region can continue hosting successfully.

Driver Development

Upcoming driver development opportunities were discussed.

An **Evo School** is scheduled with Robert Carpenter as instructor. The format will provide advanced coaching and direct feedback for drivers.

A **Starting Line School** is also planned for August, with Billy Davis expected as instructor.

The group discussed **SoloStorm** as a useful tool for driver improvement. Jeff offered to bring tablets with SoloStorm installed to the next event so members can see how the system works. The software can pair with GPS and OBD data to help drivers identify where they are gaining or losing time.

Co-driving was also encouraged as a good way for drivers to improve through feedback, comparison, and shared data.

Solo / ProSolo

The ProSolo format was discussed as a strong opportunity for the region. Jeff and Justin noted that ProSolo requires a different mindset and pace compared to standard autocross, but it provides a lot of learning value.

The group expects the format to help increase local participation once the timing system and event structure are fully in place.

Timing software improvements were also discussed, including the possibility of sector timing and better data feedback during events.

Pellissippi Motorsports

Justin discussed the idea of Pellissippi Motorsports hosting its own independent events through MotorsportsReg, separate from ETR, with the proper sanctioning and insurance in place.

The goal would be to create additional community-focused driving events without conflicting with the ETR schedule. Jeff offered to help with the sanctioning and insurance side as the idea develops.

A looped course format was also discussed. The idea would give drivers multiple timed laps in a session, allowing them to build pace and compare improvements. The format showed promise in testing but may be limited by site layout and logistics.

Event Operations

The group discussed several event operation improvements, including better cooling options during hot events. Ideas included misters, canopies, hoses, and other ways to keep workers and participants more comfortable during larger summer events.

Cone logistics were also discussed, including returning new cones to the shop and continuing to manage inventory.

Volunteer Needs

The group discussed the need for more volunteers in key event roles.

Trae will post a call for chiefs for the upcoming Bristol event. Matt volunteered for timing chief. Registration and waivers will also need to be staffed.

Safety steward training remains a priority. Justin plans to continue shadowing and gaining experience so he can support future events in that role.

The group also emphasized the importance of continuing to bring new people into event operations so the same core group is not carrying every responsibility.

Follow-Up Items

* **Jeff Cox:** Finalize Nationals entry counts and financial report.
* **Jeff Cox:** Post a forum discussion about the possible Tazewell RallyCross site and gather feedback before any contract discussions.
* **Jeff Cox:** Visit Flat Rock within the next few weeks to discuss track progress and possible pricing.
* **Jeff Cox:** Bring SoloStorm tablets to the next event for demonstration.
* **Jeff Cox / Randy Adkins:** Coordinate return of new cones to the shop.
* **Trae Larkin:** Post a call for Bristol event chiefs and coordinate staffing for registration and waivers.
* **Randy Adkins:** Discuss hill climb insurance reimbursement at the next hill climb board meeting.
* **Matt McBee:** Send Justin Brown equipment links and help with SoloStorm setup.
* **Matt McBee:** Serve as timing chief for the upcoming event.
* **Justin Brown:** Continue exploring Pellissippi Motorsports event options with Jeff during the off-season.
* **Justin Brown:** Shadow safety steward duties for additional training.

Adjournment

Meeting adjourned after discussion of finances, RallyCross, road racing, national event review, driver development, Pellissippi Motorsports, event operations, and volunteer needs.