November 2025 meeting

[Philip A. Young]

Attended

Austin Greer
Jeff Cox
John Ward
Justin Brown
Mark McCrary
Mark Pilson
michael hogate
Randy Adkins
Scott B
Ted V
Trae Larkin
Cindy Larkin
Chris Harp
Dennis
brian larose
Matt McBee
Philip A. Young

Budget approved

Rally Program Resumption: Plans to restart the rally program at Windrock next year, pending weather and equipment readiness.
Attendee Numbers: The last solo event had 64 participants, showing stable attendance despite challenging weather conditions.
Banquet Enhancements: Meal price raised to $15, door prizes budget increased to $1,500 to improve member value for over 400 members.
Volunteer Management: New systems to streamline volunteer roles and payment options at events for better coordination and safety.
Software Improvements: Pronto timing software will enhance novice driver experience, allowing separate run groups without mandatory class registration.
Upcoming Strategic Planning: Prepared for a larger 2026 season with three national events, focusing on structured planning and resource allocation.
Notes
Event Operations and Scheduling
The meeting confirmed plans to resume the rally program at Windrock next year, contingent on equipment deployment after suitable weather conditions, with preparations to clear brush and deploy three to four additional bobcats for site readiness (00:00).

Randy Adkins reported progress on the Brushy Mountain hill climb permit, with ongoing coordination between county commissioners, Tennessee Department of Transportation, and prison officials aiming for permit approval next week (01:14).
Once permits are secured, local emergency services including fire, police, and ambulance will be arranged, with efforts to secure local business sponsorships in Wartburg to support the event (02:17).
The last solo event attracted 64 participants despite rainy weather, maintaining stable or slightly higher attendance compared to previous years, countering declines reported in other regions (02:37).
For the upcoming year, the schedule will expand to include a National CAM Challenge event, increasing national events from two to three, coordinated around the Summer Nationals and Bristol weekends (02:37).
A pro solo timing system upgrade is underway, with John Ward tasked to develop pro solo timing boxes and a preliminary budget of up to $500 proposed to acquire materials (02:37).
The trailer and van will require maintenance, including replacement tires for the trailer with quotes pending from vendor John Brown for board approval (04:17).
Banquet and Member Engagement Enhancements
The board approved increasing banquet meal pricing from $12 to $15 per person and raising the budget for door prizes from $1,200 to $1,500, reflecting the club’s growth to over 400 members and the desire to enhance member value at the premier annual event (04:54).

Randy Adkins emphasized the banquet’s importance as a flagship event deserving increased investment to give back to members (04:54).
Discussion favored spreading door prizes to more members by decreasing individual item values while adding one or two high-value prizes, such as a new SA 2025 helmet or gift card valued around $279 (07:04).
Suggested door prize ideas included tire pyrometers, OBD2 dongles, race data acquisition devices, gloves, fuel cans, and vouchers to local events or schools like the ETR school, which is highly regarded for its instructional quality (16:07).
The banquet venue offers extensive audio-visual capabilities, enabling the inclusion of a video playlist of autocross-related content and use of microphones to improve event engagement, with Larissa serving as the key contact for coordination (11:24).
The board plans to solicit member suggestions for door prizes to diversify offerings and enhance appeal (16:07).
Formula SAE Program and Volunteer Coordination
Brian Larose provided a detailed update on the Formula SAE electric team fundraising and volunteer logistics, citing a soft launch raising $140 and outlining plans to improve coordination for next year’s events to support an $80,000 program cost (20:13).

A new system will assign students to work roles via clipboard handoffs at events to streamline management and cash collection (20:13).
The team will explore integrating an additional fee into MSR registration to allow student volunteers to pay upfront, limiting the number to about 10 per event to avoid overcrowding and maintain event safety (21:30).
Brian emphasized the importance of student training and distribution across event positions, avoiding critical roles like corner chief while ensuring coverage (22:28).
Venmo and PayPal payment options will be implemented at events to reduce cash handling and improve convenience, with QR codes planned for waiver tables (28:22).
Plans include transporting students via a 15-passenger van from UT dorms to events, aiming for consistent volunteer presence across all 11 events planned for next year (29:15).
Weekend membership fees for student workers are waived unless they drive, ensuring fundraising remains viable with a $20 fee per student, generating an estimated $4,400 annually in volunteer fees (29:46).
Solo Event Software and Novice Class Management
Significant improvements were reported in the Pronto timing software, including resolution of class number conflicts and new capabilities to split novice drivers into separate run groups without requiring base class registration, enhancing the experience for beginners (40:47).

Matt McBee noted that novices can now run with no base class and be separated across heats, reducing disruption at registration and improving flow (40:47).
Chris Harp highlighted the cultural value of integrating novices into established classes but recognized the software’s ability to manage grouping flexibly, recommending further discussion for 2026 planning (41:59).
The group proposed a system where novices initially register with an “N” on their car and seek assistance at tech for class assignment to avoid bottlenecks at registration (46:50).
Suggestions included adding a “Don’t know my class” option in registration and posting links or QR codes to the SCCA Solo Classifier website, enabling self-service class determination to speed check-in (51:24).
Trae Larkin will provide waiver table guidance directing new drivers to tech before registration to ensure proper classing and reduce line congestion (48:30).
The board plans to publicize novice class options and educate members about classing and PACS modifiers to ease competitor concerns about fairness (44:19).
Board Elections and Governance
The board nominations process concluded with incumbents re-nominated and newcomers Justin Brown and Chris Anderson added, securing a full seven-member board for the next year (07:39).

Jeff Cox confirmed he will run again for the Regional Executive (RE) position, with John Ward nominated as Assistant RE and Philip Young for Recording Secretary (08:30).
Cindy Larkin was nominated and accepted the Treasurer role (09:46).
The board endorsed the current members continuing, ensuring governance continuity and supporting upcoming operational expansions (10:40).
Strategic Growth and Future Planning
The club is preparing for a heavier 2026 solo season featuring three national events, a pro solo program, and multiple schools, necessitating structured planning and resource allocation (53:50).

Larissa’s successful first event chair role was praised, underscoring the need for dedicated event chairs and early assignments before the season starts (55:09).
A core solo committee meeting is scheduled for 4:30 PM on January 3rd before the banquet to align leadership and plan for the increased event load (54:53).
The board will promote a new policy allowing participants to pay to buy out of work assignments at events, providing an alternative to volunteering and improving event flexibility (26:56).
Plans are underway to reintroduce and expand the Racing Groove show with two spots reserved, aiming for better exposure and member engagement at that venue (26:39).
The club is exploring winter events at the K1 Speed indoor kart track, leveraging positive member feedback (96% approval) for a competitive but affordable off-season activity (57:09).
Vendor and grant opportunities will be pursued to support the Formula SAE program and other initiatives, with Jeff Cox committing to nominate the program for a $4,500 SECA grant (37:44).
The board is monitoring insurance cost increases, anticipating the need to raise weekend membership fees from the current $15 in the future to maintain financial stability (30:02).
Action items

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Jeff Cox
Obtain quotes from John Brown for trailer tire repairs and submit related motion (04:08)
Motions to approve budget increases for championship jackets, banquet meal price, and door prizes (06:05)
Reach out to starting line and EVO school contacts to secure free event entries as door prizes (18:11)
Arrange with Cindy Larkin to set up Venmo and PayPal QR codes at waiver table for convenient payments (28:51)
Coordinate with Larissa to organize banquet AV, video playlists, and event chair support (14:45)
Post announcement about optional “buy out” of work assignments for next season (25:58)
Schedule solo core crew meeting at 4:30 or 5:00 PM before banquet on January 3 for 2026 planning (54:13)
Print and deliver minor waiver forms to Cindy and Ted (35:21)
Support Brian LaRose’s grant application efforts for Formula SAE program funding (37:44)
Provide information and support for cash day-of registrations to ensure smooth processing (55:00)
Follow up with K1 Speed for electric kart event planning and negotiate group pricing (57:00)
Chris Harp
Second and support motions on budgets at meeting (06:26)
Direct communication with Larissa for banquet AV and event coordination (14:34)
Coordinate with John Ward and Jeff Cox on weekend membership setup and work buyout process (25:58)
Consolidate notes on novice classing discussion for internal posting and further review (52:49)
Collaborate with Frank to add “help me pick my class” option on registration (50:00)
Participate in organizing pro solo timing training event early 2025 (40:07)
Larissa (event contact)
Support event chair duties for solo events and banquet AV/video coordination (39:00)
Prepare and print run group sheets for timing and worker chiefs on event day (39:00)
Manage volunteer worker assignments and related logistics (20:30)
Matt McBee
Participate in pro solo timing mock events and provide feedback on Pronto software improvements (38:00)
Assist with classing novice drivers and propose technical support at registration (46:00)
John Ward
Nominate for assistant RE and board member (08:50)
Reach out to Kentucky region to get details on MSR work buyout system (25:10)
Work with Chris on classing help options and novice driver support (48:00)
Suggest adding “Help me pick my class” option to registration system (50:50)
Brian LaRose
Lead Formula SAE student worker program training and event staffing coordination (20:00)
Implement Venmo payment system for student worker fees (22:30)
Collaborate with SCCA on grant applications for program funding (37:40)
Justin Brown
Accept nomination for board member (10:30)
Explore and pursue possible K1 Speed electric kart racing events in winter (57:10)
Trey Larkin
Accept nomination as board member (10:33)
Help establish digital payment options at events (28:51)
Cindy Larkin
Accept nomination for treasurer (09:46)
Coordinate Venmo/PayPal setup with Jeff Cox and Trey for event payments (28:51)
Manage reusable rubber armbands program for 2025 events (49:50)
Philip A Young
Accept nomination for recording secretary (09:19)
Generate and provide QR codes and links for SCCA Solo class finder app for novice drivers (52:11)