Rec board approves July autocross at high school parking lots pending proof of insurance

The Eastern Weston County Recreation Board on Feb. 5 approved use of Newcastle High School parking areas for an autocross and related events on July 16–20, 2025, contingent on the organizer providing proof of liability insurance.

The motion, approved after discussion, required “proper authorization of appropriate liability and injury insurance” before the district clears the event, a board member said during the meeting.

Organizers led by Pam Galtieri told the school board earlier in the meeting that the event — a multi-day “Newcastle Classic” combining autocross, drag racing exhibitions, a car show and vendors — is expected to draw drivers and spectators from multiple states and Canada. “This that's coming in, July, 16th through 20th,” Galtieri said during public comment, and she described plans for a beer garden, vendor area and multiple event sites downtown and on school property.

School and recreation staff flagged several operational concerns during the discussion: the condition and resilience of the asphalt in the high school lot, where organizers proposed to run a cone-marked autocross course; whether speeds would damage pavement; and event security and alcohol control. “We need the proof of insurance so that we can send their insurance to our insurance company,” Angie told the board when describing the district's insurance-review step.

Maintenance staff said the proposed course would use only part of the lot and organizers said cars would not be performing burnouts or maneuvers that dig into pavement. “When they do the turns like that, if they hit a cone, they're not gonna do divots,” an organizer said, while an official warned asphalt performs differently than concrete in heat and urged caution.

Organizers said event vendors will include local businesses, food trucks and sponsor-provided concessions; registration and vendor fees were discussed. The event leaders proposed a $50 vendor fee plus a $50 cleanup deposit (refundable if the site is left clean). They also requested that school-authorized student groups be allowed to waive the vendor fee, a concession that board members accepted as a friendly addition at the recreation-board level.

The recreation board also discussed crowd control and policing: organizers described plans to work with the Weston County sheriff, Newcastle police, search-and-rescue and correctional staff at the honor camp for additional security; they proposed gated, fenced beer gardens with ID checks and wristbands. Several board members asked for written, contractual stipulations that vendors and the event operator would be responsible for cleanup and for keeping attendees out of restricted school areas; staff said the district would use its standard facility-usage agreement to capture those conditions.

The board's approval is conditional: the district will not finalize permits until it receives and confirms the organizer's liability insurance and an event usage agreement that includes cleanup and security requirements. The rec board also asked staff to ensure areas of the campus that must remain off-limits (gym, weight room, certain backlot areas) are physically blocked and enforced during the event.

Organizers said they will continue local outreach to neighbors and businesses and will host a public Q&A on Feb. 13. If the insurance documents and contract terms are accepted, the district will notify the organizers so they can proceed with advertising and vendor confirmations.

Evidence spans in the meeting transcript (public comment and the recreation-board vote) show the matter originated in visitors' comments and concluded with the rec board motion and vote.