SCCV: Mt Philo Hillclimb Info and Organization (2016)

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Rabbit Farmer
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SCCV: Mt Philo Hillclimb Info and Organization (2016)

Post by Rabbit Farmer » Tue Jun 21, 2016 10:06 pm

Image

New England Hillclimb Association (NEHA)
http://www.hillclimb.org

The Sports Car Club of Vermont (http://www.SCCV.org) is pleased to present the Mt. Philo hillclimb in Charlotte, Vermont on October 14-15-16, 2016

Details in NEHA forums along with info on how to order 2016 Mt Philo Shirts: http://www.hillclimb.org/forum/viewtopi ... =15&t=1384

Event information and entry form are HERE.

A typical Philo event is to have a lot as we are able to run a continuous loop up and down the hill. Since an event can only be successful because of the hard work and dedication of our volunteers, please bring friends, family, signification others, enemies, etc. to help staff this fun event.

Lunches are included in the entry fee and is free to workers.

Photos: http://vermontracing.com/1/index.php?/category/38
Video: http://www.youtube.com/watch?v=qyerDvRpKbI

Questions should be directed to Steve (SCCVermont@aol.com) or Chris (bongocat@myfairpoint.net)

Registrar: Erik (erik@mrvre.com)
Pre-Event Worker Coordinator (contact prior to event): NEED!!!
At Event Worker Coordinator: NEED!!!

Camping info and reservations:
(2016) http://www.hillclimb.org/forum/viewtopi ... =15&t=1383

Campsite information: http://www.vtstateparks.com/pdfs/philo.pdf

ORGANIZATION

THINGS TO
  1. Setup online registration Mailed in 2016
  2. Post in forums and Facebook Done
  3. Insurance Done: Requested 29-Jul-2016.... insurance sent to Philo/state 13-Sep-2016
  4. Special Use Permit (SUP) Done: Submitted online (new process) on 21-Jun-2016 and paper SUP with check on 18-Aug-2016)
  5. Medical binders (Don Taylor) Done 9/6
  6. Wrecker/Tech (Don Taylor) Done 9/9
  7. Speedway (Don Taylor) Done 9/6
  8. Security for the bottom of the hill from 7AM to whenever $350 for weekend (Steve) Remind him on 10/12/2016) Done 9/6; need reminder on 10/12... he has been reminded 10/11; bring checkbook to Philo
  9. Port-o-let P&P Septic 658-6243 Arrive by 2pm on Friday/remove Monday AM. 1 unit at the bottom of the hill. Done 9/8; paid with SCCV CC
  10. Registration supplies: Arm bands, pens, entries, waivers, cash box, SUP waiver, other paperwork, etc. xxxx
  11. Copies of SUP State waiver for each driver to signDone (Steve)
  12. Dash Plaques Done
  13. Place Plaques (i.e. 1st, 2nd, 3rd) (Don Taylor to bring to Philo)Done 9/6; gave plaques to Kevin Gale after event
  14. Clean out trailer and load Philo specific equipment (ladder/bolts, wire, signs, kitty litter, brooms, flags, etc.)Done 10/11
  15. 2016: Order canopies (2 10x10 and 7 8x8) Done
  16. 2016: Purchase 10 5# Sentry ABC fire ext Done
  17. 2016:Sweeping broom and dust pan Done
  18. 2016: Purchase corner and checkpoint signs Paid via PP by Steve / Done
  19. Tour this year? Nothing planned
  20. One way signs for hill Done
  21. Ten Signs for trails Done
  22. Print alternate hiking options for security to hand out to visitors Done
  23. Signs for local stores (Mobil, Grant's family store, and the Charlotte & Ferrisburg USPS) Done
  24. Steve and Chris to go to Philo to meet with Ranger and drop off two posters and get combo Done
  25. Local newspapers (Submit to Charlotte News, Addison Independent, Burlington Free Press)Submitted 9/7, but need to pay and confirm; BFREE Done (paid with SCCV CC) / Done
  26. KSCC Phones/Radios (Paul M bringing to Philo) Done 9/10
  27. KSCC Other Communication Equip and starting light (Paul M bringing to Philo) Done 9/10
  28. KSCC equipment xxxx Nothing in 2016
  29. Pay KSCC equipment rental fee of $50 Done; handed check to Kevin Gale
  30. KSCC Verify Timing w/ Kevin Gale (Kevin bringing equip) Done 9/10
  31. Food (Robin) Done
  32. Verify Control Person: Who gets the short straw this year? (Chris/Steve)
  33. Checkbook at event to pay NEHA ($1.50 per entry) and KSCC (equip fee $50 fixed / new in 2016)Done $54 pmt
  34. Check PO box for Speedway bill, etc. (and perhaps pay PO Box bill) after the event.xxxx
  35. Request Philo 2017 event from the state immediately after Philo via email AND the new online version at https://anrweb.vt.gov/FPR/FPRLicensing/Done 10/20/2016
Steve #702
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It takes hundreds of nuts to hold a car together, but it takes only one of them to scatter it all over the highway. - Evan Esar

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Re: SCCV: Mt Philo Hillclimb Info and Organization (2016)

Post by Rabbit Farmer » Thu Sep 08, 2016 6:55 am

This list is needs to be reviewed for 2016; posting it here to get us started.
Steve

Signs
Tasks:
(1) Reverse traffic on the hill
(2) Hiking Signs
(3) Tape and signs at the bottom of the hill
(4) Information sign on the gate
Equipment: 1 person min.
(a) Caution tape
(b) Hammer
(c) Stakes
(d) Staple gun with staples
(e) Direction signs, event in progress signs, information sign

Hill Clearing
Tasks:
(1) Two people on leaf blowers Friday
(2) Two people on leaf blowers Saturday and Sunday if needed (just in the morning); Kevin B. volunteered to help
Equipment: 2 people min.
(a) Leaf blowers
(b) Fuel

Wire
Tasks:
(1) Wire up Friday
(2) Wire down on Sunday
Note: Bring ladder to CP5 on way down the hill when setting up the wire and get it on Sunday when picking it up.
Equipment: 3 people min.
(a) Truck
(b) Wire
(c) Ladder, rope, and bolts for ladder
(d) Wire protector

Corner Signs
Tasks:
(1) All signs on the hill (corner and checkpoint signs) / Friday <--- we need to purchase measuring wheel 2015
(2) Take down all signs on Sunday
Here are the distances: viewtopic.php?f=26&t=4046
Make sure to mark out where the ladder goes for the Equipment people to setup in the correct location.
Equipment: 2 people min
(a) Corner and checkpoint signs
(b) Stakes
(c) Measuring wheel and distance sheet
(d) Hammer
(e) Twist ties

Equipment
(1) Friday: Put out canopies, brooms, flags, speedy dry, etc. (not the fire ext!)
(2) Setup the ladder at CP5 (Sign people will mark where ladder goes)
(3) Sunday after event: Pick up all equipment and bring to top of the hill; breakdown ladder (bring to top if able, otherwise leave for wire people)
Note: Put out the fire ext Sat morning and Sun morning; pick them up at the end of each day. We do not want people to play with them at night.
Equipment: 1 person min.
(a) Truck
(b) Brooms
(c) Flags
(d) Speedy dry
(e) Canopies

Radios and starting light
(1) Friday: Test all the radios and checkpoint connections
(2) Saturday: Make sure radios are at checkpoints in the morning and tested / setup starting light
(3) Saturday night: Pick up all radios and light
(4) Sunday: Make sure radios are at checkpoints in the morning and tested / setup starting light
(5) Pick up all radios and starting light
Equipment: 2 people min. One to drop off equipment, one to test radios
(a) Radio boxes
(b) Drops
(c) Start light equipment
(d) Finish equipment
(e) Fire ext

Food
Tasks:
(1) Prepare and cook (gas grills) for lunches on both days

Bottom of the hill organization
(1) Friday: Tell P&P where to place port-o-let
(2) Friday: Setup cones at end of parking lot to ensure no one parks past them (this allows the cars to turn around at the end of the lot during the event)
(3) Friday: Make sure trailers are organized in lot as drivers arrive (and not parked on the grass)
(4) Friday: Controlling where hikers/walkers park. Put cones at end of park entrance to communicate that the hill is semi-closed.
(5) Friday: Someone at the gate to ensure that only authorized people drive up the hill. Tell walkers/hikers about the event so they are aware of the park being closed Sat/Sun.
(6) Saturday and Sunday morning: Man the gate until the event is underway (Security should be there at 7:30)
(7) Sunday: Pick up the cones
Steve #702
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It takes hundreds of nuts to hold a car together, but it takes only one of them to scatter it all over the highway. - Evan Esar

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Re: SCCV: Mt Philo Hillclimb Info and Organization (2016)

Post by Rabbit Farmer » Wed Sep 14, 2016 8:25 pm

*** You need to submit your order no later than September 26 ***

Here is the link to the form to complete to place an order for your t-shirts:
https://goo.gl/forms/5DamJgK68m7e8xwN2

The simple order is "x" number of each shirt/hoodie with or without a number on all of them. If you have a situation where you want numbers (or different numbers) on various shirts, I would suggest submitting them as separate orders.

T-Shirt Prices:
$16 short sleeve ($20 with number)
$20 long sleeve ($24 with number)
$35 hoodie ($39 with number)

Julie will follow up with you to summarize your order (to ensure we have a correct understanding of what you are trying to order) within 2-3 days.

After you and Julie have confirmed the order, you will then submit payment (check payable to SCCV) to Erik at the address on the information packet for the event.

Here is the link to the Philo event page where the Information packet is posted:
http://www.hillclimb.org/events/event_philo.html

Steve
Steve #702
Go Fast VW & Audi parts at FastAddiction.com
It takes hundreds of nuts to hold a car together, but it takes only one of them to scatter it all over the highway. - Evan Esar

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Re: SCCV: Mt Philo Hillclimb Info and Organization (2016)

Post by Rabbit Farmer » Mon Oct 03, 2016 1:03 pm

Updated first post.

We still need worker coordinator at the event (worker meetings, assign radios, collect radios, etc.)

I placed the order for the t-shirts.

Steve
Steve #702
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It takes hundreds of nuts to hold a car together, but it takes only one of them to scatter it all over the highway. - Evan Esar

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Re: SCCV: Mt Philo Hillclimb Info and Organization (2016)

Post by BugEyeRex » Wed Oct 05, 2016 7:41 am

It's just a little over a week away until the Philo Hill Climb! Here is an updated on what is happening...

We are looking for a Worker Coordinator. The basics of the job is greeting, organizing the workers into the worker stations and keeping track of the handheld radios. Please contact me or Stephen Jones if interested.

Drivers! Are you driving or on the fence? Please let us know ASAP. Robin ChesebroRielly and Orianna PrescottPecor are our caterers for the event and we are looking for a headcount for food. Our registrar is Erik HReisner. You know you want to drive.

Why do you want to drive? The long range forecast is looking very good. The road is looking even better. The rangers cut the brush back from the road making sight lines better and the pavement wider. With little rain this fall the moss along the side of the road is gone. Your personal record could fall.

A couple of things to be aware of... the bumps by finish have grown. Low cars protect yourself. There is road construction on Route 7 in the town that Philo is in. Last week they had the road down to the sub base.

Hope to see you there! Remember Steve promised 70 degrees. The forecast is close!
Chris SCCV #169

93 Blue Impreza Wrx conversion (toy)
02 Blue WRX Wagon (toy)
98 Green Civic 4dr (basic transport)
08 Red GTI 4dr (toy when given permission from the boss)

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Re: SCCV: Mt Philo Hillclimb Info and Organization (2016)

Post by Rabbit Farmer » Thu Oct 20, 2016 6:47 am

I requested Philo 2017 event from the state.

We have approx 5 X-large short sleeve t-shirts available at $15 each.

Steve
Steve #702
Go Fast VW & Audi parts at FastAddiction.com
It takes hundreds of nuts to hold a car together, but it takes only one of them to scatter it all over the highway. - Evan Esar

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Re: SCCV: Mt Philo Hillclimb Info and Organization (2016)

Post by Rabbit Farmer » Sat Oct 22, 2016 11:41 am

Paid the following:
Food (need to get check to Chris)
T-shirts
Speedway
NEHA trophy assessment

Erik has some cash that he will deposit after he receives check in the mail for someone who owes for t-shirts

Still have 4 XL short sleeve t-shirts for sale at $15.

Event saw about a $350 loss.

Steve
Steve #702
Go Fast VW & Audi parts at FastAddiction.com
It takes hundreds of nuts to hold a car together, but it takes only one of them to scatter it all over the highway. - Evan Esar

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