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SJR Race Planning Committee Meeting Minutes

South Jersey Region-Sports Car Club of America, Inc.

Minutes of the June 16, 2008 Meeting

David Teal called the meeting to order at 7:30 PM on Monday evening, June 16, 2008 with the words "Four Weeks" and thanked everyone present for coming to the meeting. David introduced Bob Childress as the new Chairman of this committee. Terry thanked David for all his help and asked that he continue as a co-chair. David reminded all that if anyone has any emails, make sure to send them to Bob.

Bob asked Mike Allenbaugh to report on the upcoming seminar scheduled for this Saturday, June 21st. Mike replied that the response has been extremely poor. Mike felt that we are up against a full schedule of events at other tracks. There is some good news in that the UTI people have been going out to various events to get some training. David suggested that we continue to enforce our presence by contacting those who have responded and let them know of upcoming events that they might want to work. Meg suggested that, if anyone new shows up at our first event, that we make sure to take them under our wings and teach them in the specialty they seem to be interested in. Mike will put out the word that this Saturday's seminar has been cancelled.

Boots on the Ground Observations of the Lightning Course - June 7, 2008

Terry thanked John Bornholdt for getting out his observations and thanked everyone else for their observations. These observations are in the initial draft form and he will update if and when there is further feedback from those who were there that day.

Pits - There are three access points from the paddock to the pits. The north access will be used for cars entering the course. The middle access will be reserved for foot traffic and the south access will be used for cars leaving the course. We will need security at each access point. A section of concrete barrier will need to be removed from the inner pit wall at the north and south access roads. The pit road 'bypass' directly from pit-in to the paddock will be reserved for EV access only, no race car traffic permitted. The pit road is below the grade of the paddock so disabled cars cannot be pushed to the paddock so a flat tow will be required. A pop-up canopy, table and three chairs will be required for Pit Center.

Grid - Grid will be located at the north end of the paved paddock area adjacent to the track entry access point to the pits. It will be wide enough (approx 75') to allow two rows of cars angled parked on each side with an access land in the middle. It will extend back from the entrance of the pit bypass road, approx 225'. There must be a positive barrier around Grid so that it can be maintained as a 'hot' area. Space beside and behind the Grid area should be reserved as a paddock 'road' Cars released from the Grid will enter the track from the north access road and splitting will take place after the cars enter the Pits. A pop-up canopy with weather shielding is required.

Timing and Scoring - Will occupy most of the second floor of the control tower. There will be AMB timing for the race course and the pit lane - there is no status information available as yet from the track. The exact location of the Start/Finish line has not been discussed with the track people but it appears to be at the end of the track side armco barrier and in the middle of the timing area. There has been no discussion with the track about furniture for timing and scoring and we need to match power requirements with power outlets. A timing light could be used at Start/Finish at the end of the armco and a cable would have to cross the pit lane and rise to the tower. Meg did report that the conduit has been run.

Start - There is no start stand at the moment and it may be necessary to have a pop-up canopy available.

Race Control - Will located in the southeast corner of the timing and scoring room and, due to the size of this room, there will be a limit of four people to staff this function consisting of the operating steward, back-up steward, F & C communicator and F & C recorder. Furniture consisting of a table and four chairs will be required.

Flag & Communications - There is a preliminary layout of 12 stations and a detailed description of each station. Discussion centered on where the black flag station would be located. Terry would like to have a tech person available at pit center to cover any black flag requirements. We don't know if the track will have corner station equipment available Terry suggested that we present the track with a plan of what is required. Will we need pop-ups and pallets or will the track have gazebos in place.

EV - The primary station (able) will be in a paved area near the track exit and pit out. We need to locate other EV stations.

Tech - The three bay garage located in the base of the timing tower has no practical drive thru capability. Tech will probably need a tent adjacent to the garages for impound, weighing, etc. An impound area will be required and should be located at the south end of the paddock, along the pit fence to the Tech area. This impound area will probably be required to hold 30-40 cars. And there needs to be a positive security barrier along the impound land and around the impound hold area.

Sound Control - The meter will be located at the beginning of the Pit straight (before Pit in) on drivers left.

Control Tower - In addition to the second floor T & S area and the Tech garages there is a large first floor classroom that can be subdivided into two rooms with a smaller interior room that can be used by the SOM. Results posting and distribution can utilize half of the classroom area.

Paddock - The only access is over the bridge. The track tells us that there will be a dining concession located in the Karting building. Rest room facilities are located in the Timing/Control building and the Karting building. The karting facility will be active during our events and karting participants will have access to our paddock. Should we look into port-a-potties?

David suggested that we get all of our questions on the above together so we can be ready to ask the track on our next meeting with them.

Task List Update #2

Terry went over the task/activity list dated June 16, 2008.

Race Administration - The event budget is still in progress. The pre-event requirement list has been completed. The schedule has been completed. The supplemental regulations and the sanction application have been completed. The insurance has been ordered. The online entry has been loaded.

Hospitality - JD has taken on the responsibility for arranging for coffee and donuts in the morning, coordinating lunch arrangements, setting up the hospitality area, and arranging for the Saturday evening worker/participant party.

Pre-Event - J.D. has ordered the trophies and has ordered the event T-shirts. Mike Allenbaugh will be arranging for copies if the track does not supply them. We need to coordinate a pace car if the track does not provide one. Need to identify the pace and safety car drivers. We will purchase water, gatorade and ice, plus coolers to hold same for our workers. Meg will follow-up on ordering the checkered flags

Event - Arrange for the daily water/gatorade run - probably first thing in the morning and right after lunch. Manage the worker raffle. Get the results copies and posted-Dan Zane's dad is constructing a easel board to hold the copies of results. Trophy presentation - check to see if there is a Miss Millville available to do the presentation. We will have victory/checkered flag laps after each race.

Communications - Dan Zane will arrange for F & C radios. Terry will arrange for administrative radios. Assign someone to coordinate and distribute the radios.

Registration - Val Heun and Joyce Sinclair will be handling the online registration. Val and Meg will load the entrants to the T & S system. Val and John Borden will coordinate the payment system (pay pal). The event credentials will consist of four bands - hot area, cold area, after hours and driver - Dan Cassino and Meg will coordinate. Val will provide the track security with credential samples by July 16th. Will there be an entry list for the competitors?

Track coordination - Mike Murphy introduced Kyle Springer who along with Bill Hughes and Bob Rivello who along with Mike will be the co-chiefs of Tech. Mike will develop a plan to utilize the facilities. Mike and Kyle will be conducting worker recruiting. Mike has made a list of the supplies that will be needed.

Timing and Scoring - Meg reported that Marie Sheehe will be the chief of T & S for the July event and the co-chiefs will be Jeanne Hoffman and Linda Louie. Meg and Jack Oliver will develop a plan to utilize the facilities. Meg has volunteered to recruit workers and she will also develop the procedure to load registration data. Meg will also coordinate, setup and test equipment.

Flag and Communication - Dan Zane reported that his co-chief will be Bruce Kolker. Dan is in the process of recruiting workers and reminded all that if they have anyone interested in flagging, the age limit is no younger than 17.

Pit - In the absence of Randy Bennett - Terry reported that Randy is recruiting workers for Pit and has not identified a co-chief.

Grid - Dan Cassino reported that he is in the process of developing a plan to utilize the facilities as laid out in the boots on the ground tour and he is in the process of recruiting workers.

Start - David reported that he will be there and he is in the process of worker recruiting.

Sound - Alex Collins reported that the area for the sound equipment has been selected and the equipment has been calibrated.

EV - Ray reported that he and Sue Marshall are coordinating equipment and personnel with John Redden from the Millville Rescue Squad. Steve Hummer will be Ray and Sue's guest co-chief. The progress of determining oil cleanup method and developing a working plan with Millville Rescue is being done. Ray and Sue have completed the locating of EV stations and access points. They will meet with the Stewards for the EV control plan. Equipment acquisition needs is still to be determined.

Stewards - Terry is in the process of identifying available stewards, requesting steward assignments, developing operating procedures and preparing a written drivers meeting agenda. Terry did state that there will be a mandatory drivers meeting on the Saturday of the event at 12 noon.

There being no further business, the meeting was adjourned at 10:45PM.

The next meeting of this committee is Monday, June 30th.

Respectfully submitted,

Sue King
Secretary

THOSE IN ATTENDANCE AT THE RACE PLANNING COMMITTEE MEETING - June 16, 2008

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