Board Meeting Minutes August 4 2026

[Philip A. Young]

Board Meeting Minutes August 4 2026

Attendance

Randy Adkins; Mark McCrary; Trae & Cindy Larkin; Austin Greer; Ted V; Jeff Cox; Scott Boito; Justin Brown; Sarah Brown; Matt McBee; Chris Harp; Michael Hogate.

Financial Report

The club remains in a strong financial position, with more than $80,000 between checking and savings. A recent $1,100 EVO deposit was placed directly into savings.

July expenses were largely tied to Nationals and Brushy Mountain Hill Climb, with several items expected to be reimbursed. The Summer Nationals event is expected to net approximately $5,000–$7,000, with final numbers still pending.

Jeff noted that the club uses a CPA for annual tax and financial review. No concerns were raised with the current reporting process.

The group also discussed long-term fund strategy. Owning property remains unrealistic due to current land and paving costs. The general direction is to maintain a healthy reserve while using excess funds, when approved, for site improvements, equipment, and event quality.

Hill Climb

Randy provided an update on the hill climb program. The Dragon Hill Climb had roughly 80 cars and was considered successful overall, although there was some vehicle and guardrail damage.

Brushy Mountain Hill Climb planning is moving forward, with the date likely being built around Memorial Day weekend. Randy is continuing coordination with local authorities and event partners to help manage spectators, logistics, and community impact.

The group also discussed insurance and reimbursement related to hill climb, including the need to review final numbers at an upcoming hill climb board meeting.

National Events and Scheduling

The group discussed a possible schedule swap for future national events, moving Summer Nationals to Memorial Day weekend and Spring Nationals to the Fourth of July week. The goal would be to reduce heat issues and improve attendance.

Jeff will follow up with Trae on Bristol availability and check for potential conflicts with drag racing or other activities.

The recent national event received strong feedback, especially for course layout, hospitality, water/ice support, and overall event flow. The group noted that the event was a strong team effort and reflected well on the region.

There was also discussion about the need for more local members to step into chief roles at future national events.

Solo, ProSolo, and Timing

ProSolo planning continues, but the timing equipment will likely be delayed until next year. Mike is expected to build the timing boxes after the national season.

Initial ProSolo events will likely be kept small, around 50–75 participants, to allow the region to test equipment, train workers, and work through issues before scaling up.

The board approved testing a 3-left / 3-right run format in a controlled setting to better understand timing, flow, and staffing needs.

Pronto and timing system issues were also discussed. The group agreed that the rollout should be gradual and focused on reliability.

Pellissippi Updates

Justin discussed potential improvements at Pellissippi, including removing select medians in Lot 9 to improve course flow and safety. The goal would be to create wider and smoother crossover areas while maintaining the lot’s usability.

Jeff, Randy, and Justin will review the site and work with Pellissippi facilities staff to better understand cost and feasibility. The board expressed willingness to contribute financially if the improvements make sense and help preserve the site long-term.

The group also discussed surface sealing. While grip concerns were noted, the overall consensus was that sealing is important for preserving the lot and keeping the site usable.

Justin also discussed the idea of Pellissippi Motorsports hosting additional independent events, separate from ETR, with proper sanctioning and insurance.

Night Event Discussion

Night racing was discussed but remains challenging due to lighting, worker safety, noise, and sanctioning concerns.

Bristol and Pellissippi may have potential because of existing lighting, but additional lighting would likely be needed in key areas. Justin is still exploring a possible October 31 night test event, but safety and sanctioning concerns will need to be addressed first.

Membership and Community

Jeff noted that club membership is around 436–438 members, which is a positive sign for the region.

The Pellissippi College program was also recognized for helping bring in students and grow interest in motorsports. Justin was credited for his work with the program, while also noting that the focus remains on the students and building future participation.

Chris brought up year-end awards and festivities. The Yacht Club is expected to be used again, but additional help will be needed with planning and coordination.

Action Items
Jeff Cox: Finalize national event financials once entry data is complete.
Jeff Cox: Follow up with Trae on possible Summer/Spring Nationals date changes and Bristol availability.
Jeff Cox: Check with Jimmy Day and Michael Hogate on scheduling conflicts around Bristol and autocross week events.
Jeff Cox: Communicate with Mike and Darren on ProSolo timing boxes and training plans.
Jeff Cox: Plan small ProSolo test events before scaling up.
Jeff Cox: Bring SoloStorm tablets to the next event for demonstration.
Jeff Cox: Share event feedback forms and summarize positives/negatives from Summer Nationals.
Justin Brown: Submit pictures and a proposal to Dr. Wise for possible Pellissippi median removal and transition improvements.
Jeff Cox / Justin Brown: Walk the Pellissippi lots and identify the best areas for potential paving or crossover improvements.
Randy Adkins: Review hill climb insurance reimbursement at the next hill climb board meeting.
Chris Harp / Jeff Cox: Coordinate year-end awards and festivities.
Board / Event Team: Continue recruiting local chiefs and volunteers for future national and regional events.