Meeting Minutes

Valley RC Flyers – Board Meeting Minutes

Date: March 28, 2026
Time: 8:00 AM
Location: Deaner’s Diner

1. Call to Order

Meeting called to order at 8:00 AM.

2. Attendance

Present:

• Joe Heilman
• Scot Genoch
• Dean Gary
• Dean Hoffmeyer

Note: A formal quorum may not have been met.

3. Treasurer’s Report

• Checking: [Redacted]
• Savings: [Redacted]
• Zeffy: [Redacted]
• Total Funds: [Redacted]

Voted to Move $5,000 from checking into savings

4. Indoor Fun Fly Recap

• Event was well received overall
• Attendance impacted by winter storm - no guests from Bismarck, Fergus, Sioux Falls, or Grand Forks
• Event did not break even, but still considered a successful event
• Interested in a financial report on the entire indoor season costs/revenues

5. Runway Replacement

• Dean to coordinate with Ron regarding:
• Confirming fabric source (U.S. Fabrics / AMA standard)
• Logistics and sewing coordination (TRS likely handling sewing)
• Club confirmed ability to fund project internally
• Sponsorships (e.g., naming rights) remain optional but not required
• Preference for signage rather than runway painting

6. Upcoming Event – “Rusty Thumbs” (May 30)

Food Plan:

• Hot dogs, sloppy joes, beans, chips, pop, water
• Signup sheet to be coordinated by Ron (sign up genius)

Prize Discussion:

• Budget: $750
• Preferred approach:
• Combination of one larger prize and smaller prizes
• Dean to assist with prize list for next meeting

Additional:

• Spinner wheel raffle system approved to continue
• Avanti raffle:
• 10 spots remaining (minimum 25 required)
• May carry into Rusty Thumbs event if not filled

7. Field Cleanup

• Tentative date: May 23
• Weather dependent
• No additional early cleanup scheduled at this time

8. Audio System for Events

• Discussed improving field-wide audio coverage:
• Option to purchase low-cost FM receivers (~$15 each)
• Utilize members’ existing speakers
• Also could watch garage sales, thrift stores, etc for good FM tuner radios
• No formal motion; concept supported for future events

9. Transmission Line Project Update

• Board members attended Maple River 345kV power line project meeting
• Proposed route currently avoids direct impact to the field
• Likely at least 1.5 to 2 miles away
• No significant interference concerns based on:
• Drone testing near transmission lines
• Comparable flying fields in similar environments
• Timeline:
• Route finalized: August 2026
• Construction: ~2029
• Joe to remain on update list and monitor developments

10. Field Improvements

Picnic Tables

• One table requires replacement and another is beginning to deteriorate
• Costco commercial folding picnic tables (~$180 each) were discussed
• Concerns raised regarding theft risk due to portability
• Board agreed to test the Costco option

Motion Passed (Unanimous):

• Purchase two Costco commercial folding picnic tables

Porta Potty / Wash Station

• Additional porta potty discussed:
• Significant cost increase expected if adding units permanently
• Concerns about placement fairness across the field
• Wash station:
• Purchase cost: ~$700–$1,200
• Rental option: ~$300–$400
• Ongoing maintenance and responsibility concerns noted

Decision: No action at this time

Pilot Stations

• One unit damaged; plan to replace 1-2 or so per year as needed
• Current design to remain unless another is discovered
• Potential improvement:
• Remove/reduce snow fence from stations to reduce wind impact
• Joe and Scot to coordinate build effort
• Estimated cost: ~$100 per unit (very rough estimate)

11. Club Meeting – April 11

• Conflict with Indoor Fun Fly and leadership availability
• Options discussed:
• Skip meeting
• Hold informal virtual update (Google Meet)

No meeting planned at this time

12. Equipment / Tractor Discussion

• Discussed potential partnerships for:
• Donated or leased mower/tractor (demo unit concept)
• Joe Heilman and maybe Dean Hoffmeyer to explore possibilities
• Long-term need identified:
• Estimated $10,000–$15,000 future investment
• No immediate action

13. Additional Notes

• Electricity costs:
• Approx. $60–$90/month
• Discussed potential alternative energy options (solar/fuel cell concept)
• Exploratory only - contact Landon Lee

14. Adjournment

Meeting adjourned (time not recorded).

Prepared By

Joe Heilman (with assistance from Chat GPT)

Valley RC Flyers

Membership Meeting Minutes
Date: March 6, 2026
Time: 6:00 PM
Location: Soccer Bubble

Presiding Officer: Scot Genoch, President

1. Call to Order

The meeting was called to order at 6:00 PM by President Scot Genoch.

2. Treasurer’s Report

Dean provided the financial update:

• Checking: $REDACTED
• Savings: $REDACTED
• Zeffy: $REDACTED
• Total Funds: $REDACTED

The club remains in strong financial standing.

3. AMA charter renewal

Completed by Ron and Joe.

4. Indoor Fun Fly – March 14, 2026

Event Time

• Event scheduled for March 14 (3/14)
• Facility rented from 10:00 AM – 6:00 PM
• Public event hours: approximately 11:00 AM – 5:30 PM
• Setup from 10:00–11:00 AM
• Three turf quadrants will be used (same layout as last year)
• 25 tables and chairs available
• Access to garage door for loading
• No food or beverages allowed on turf (water only)

Registration & Roles

• Registration: Jim Gadbury and Roger Genoch
• Announcing & contest coordination: Joe Heilman and Scot Genoch
• Need new business cards and wrist bands for the event. Joe to secure.
• Park Board did not request proof of insurance but we can get it if needed.

Confirmed Prizes

• Avanti 80mm EDF
• AeroScout
• Three T-Motor AM 40 combos
• Jersey Modeler $100 coupon
• Spektrum receiver
• Bloody Wonder kit (Flite Test)
• UMX Eratix BNF $139.99 ordered from Big Sky Hobby
• UMX Ultrix $89.99 Lights $17.99 and battery. Ordered from Big Sky Hobby.
• Eric Bittman will bring the Edge 540 Super PNP to the Fun Fy $228.00
• Totally RC Hobbies will donate an RC Truck. Prize board or Raffle $350.00 value

Raffle Format

• $2.00 per ticket or 15 tickets for $20
• 3 tickets for early registration
• 5 tickets for game winner prizes
• Ron and Scot to help with selling raffle tickets

Contest Ideas

• Musical Planes (Musical Chairs format)
• Carrier landing challenge
• Gates
• Combat - no prize
• Limbo - no prize

Facility rental cost remains approximately $2,500. Rent has been paid

5. Runway Replacement Project

Timeline

• Target timeframe: Mid to late June, after Rusty Thumbs
• Weather dependent

Estimated Costs

• Propex material: approximately $2,500
• Stitching: approximately $1,400
• Additional possible costs: sand, bobcat rental, ground prep
• Estimated project total: roughly $5,000+

Runway Taxiways Discussion

• Proposal to add 3 ~25 ft taxiways to west side of runway to facilitate staging of aircraft without interfering with takeoff and landing
• Does cause more effort for mowing but not a deal breaker
• Maybe don’t have to be 25’, shorter is OK
• One suggestion was to make the fabric three pieces wide instead of three, then just mark off the taxi or staging area with paint or tape.
• This adds to cost
• Since the quoted fabric is 15’ wide instead of the 16’ we have now, we should look into wider fabric rolls and maybe that will help with the staging area as well as cover the current fabric completely.
• Will ask Dean G to check on the fabric width options

6. FlyCat EDF Raffle

David Tsen donated a Hobby King Black Hawk 70mm EDF (with retracts and receiver).

• The tickets were sold
• Winner drawn - Brian Rust

7. Rusty Thumbs

• Prize budget $750.00
• Food - we checked and the local scout troop with the concession trailer is only licensed to serve in Cass County.
• We will just do something ourselves.
• Field Clean Up - likely May 23, 2026 weather permitting

8. Adjournment

The meeting concluded and members transitioned to indoor flying.

Valley RC Flyers

Board Meeting Minutes

Organization: Valley RC Flyers Club Board Meeting
Location: Deaner’s Diner
Date: (February 28th meeting)
Time: 8:00 am
Recorder: Ron Landman

1. Attendance

Present: Scot G, Dean H, Ron L, Ryan Johnson, Ryan Jordet, Andrew O, Kevin M, Landon, Nickolas M

Absent:
Joe H, Dean G

2. Treasurer’s Report

• Savings: $REDACTED
• Zeffy $REDACTED
• Total referenced balance: $REDACTED
• AMA charter renewal completed by Joe and Ron
• Indoor facility rental confirmed and paid to Fargo Park District

3. Indoor Fun Fly (Two Weeks Away)

Event Details

• Rental time: 10:00 AM – 6:00 PM
• Event time: 11:00 AM – 5:30 PM
• Concessions confirmed
• Tables, chairs, and signage handled
• No simulator this year
• Business cards may be distributed (Tyler to confirm availability)

Insurance

• Need to confirm if a letter of coverage is required by the Parks Board
• Ron to verify with Joe

4. Prize Budget & Purchases

Indoor Event Budget

• Additional $500 prize budget approved

Big Sky Hobby Partnership

Jeremy at Big Sky Hobby offering 10% discount.

Proposed UMX aircraft options:

• UMX Eratix (~$139)
• UMX Ultrastick (~$109.99)
• UMX Altrix (~$90 + $18 for lights)

Discussion Result:

• Likely purchase: Eratix + Altrix (with lights)
• Consider including batteries instead of purchasing three aircraft
• Estimated total including shipping: ~$400

Dean to contact Jeremy and finalize.

Additional Sponsorship Outreach

• Twisted Hobby (pending response)
• Flex Innovations (Mason coordinating via Eric Bittman)
• Possible donation: Profile Edge 40–20
• Dean (Total Hobby RC) may donate truck and planes for raffle/demo

5. Contest Planning (Indoor)

Contests discussed:

• Carrier Landing
• Pylon Race
• Limbo
• Combat
• Musical Chairs
• Obstacle Course (limited due to gate transport issue)

Decision:

• List all contests as possibilities
• Adjust based on participation and interest
• Obstacle course may be dropped due to logistics
• Proposal: Award raffle tickets instead of physical prizes
• Suggested: 5 tickets per contest winner
• Approved approach: Combination of recognition + raffle tickets

Prizes

• Main prize (Avanti Jet 80mm) via raffle board (numbered 1–50, spun electronically)
• Remainder of prizes by raffle tickets stuffed in boxes

6. Printed Materials

• Update sponsor list
• Include QR code for digital access to event flyer
• Print limited physical copies

Ryan to finalize document with Joe.

7. Runway Replacement

• Levi Heller (civil engineer) consulted
• Current material choice deemed best option
• Slight potential savings through contractor but not worth logistical complexity
• 50 ft lengthening plan discussed (50 ft to the north, preferred for only a single transistion)
• Plan to:
• Mark area
• Apply weed killer
• Avoid disturbing soil excessively
• Fill low spots with sand
• Purchase previously approved; Dean to confirm order status

8. Field Improvements & Equipment

Safety Barriers

• Some aging and storm-damaged
• Consider:
• Adjustable or fold-flat design
• Permanent stations
• Possibly only deploy during events

Bleachers

• Interest expressed in small (2–3 tier) bleachers for events
• Monitor for donation or discounted options
• Potential $1,000 estimate

Taxiways

• Proposal: Add 2–3 taxi strips (25 ft each)
• Would:
• Improve safety
• Reduce interference with runway operations
• To be evaluated during runway upgrade

9. Fence & Spring Cleanup

• Minor fence repair needed (clips and straightening sections)
• Spring cleanup to be scheduled before first fun fly

10. Shelter Improvements

• Ceiling installation remains incomplete
• Materials already on site
• Plan for small volunteer workday in spring

Pest Issues

• Asian beetles were severe last year
• Essential oil deterrents suggested
• Monitor for recurrence

11. Restroom Discussion

• Current portable toilet aging
• Consider:
• Seasonal rental instead of ownership
• Additional unit for large events
• Permanent septic deemed unfeasible due to flooding and environmental regulations

12. Electrical Improvements (Long-Term)

• Consider trenching conduit for:
• Fence lighting
• Night flying light towers
• No immediate action taken

13. RV Camping

• High camper turnout at last event
• No plans to provide electrical hookups
• Space currently adequate but nearing practical capacity

14. Concessions

• Major electrical issue at last event due to lightning damage
• Emergency repair performed morning of event
• Discussion of outsourcing food to Scout troops or youth organizations
• Would reduce volunteer workload
• Ron to investigate options

15. Equipment & Financial Planning

• Lawn equipment functioning well
• Recommendation:
• Build larger savings reserve for emergency mower replacement ($5k–$10k potential)
• Consider gradually transferring funds to savings

16. Future Prize Planning ($750 Budget Approved)

• Rusty Thumbs event
• Annual Fun Fly event
• Consider:
• Aircraft
• Tools
• Chargers
• Battery accessories
• Monitor vendor sales for best opportunities

17. Additional Business

• Detroit Lakes donation approved: $100
• Nitro fuel discussion (limited current interest)
• No bulk fuel order planned at this time

18. Adjournment

Meeting adjourned following completion of discussion.

Valley RC Flyers

Membership Meeting Minutes

Date: February 13, 2026
Time: 6:00 PM
Location: Soccer Bubble
Presiding Officer: Scot Genoch, President

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1. Call to Order

The meeting was called to order at 6:00 PM by President Scot Genoch.

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2. Treasurer’s Report

Dean provided the financial update:

• Checking: $(redacted)

• Savings: $(redacted)

• Total Funds: $(redacted)

• Additional Funds: A few hundred dollars pending transfer from Zeffy

Status: The club remains in strong financial standing.

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3. Holiday Party Recap

Members discussed the recent Holiday Party.

Feedback (Positive):

• Food quality was well received

• Prizes and raffle were appreciated

• Location worked well

• Large screen presentation area was a positive feature

Note for Next Year:

• Be mindful of automatic gratuity added by the venue

• Continue a similar format given overall positive response

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4. Compliance & Filings

• AMA Charter Renewal: Not yet completed (Due March 31)

• AMA Leader Club Status: Due by March

• IRS Filing: Submitted by Joe Heilman (No issues reported)

Grants:

• AMA Flying Site Improvement Grant: Submitted for ~$1,700

• Take Off and Grow (TAG) Grant: Submitted for ~$800

• Total Requested Across Grants: ~$2,500–$2,700

Grant Strategy Notes:

• Included electrical work completed last season (Andrew’s gate/electrical work)

• Included known runway replacement costs

• Leveraged AMA rule allowing reimbursement back to February of the previous year

• Maximum reimbursement remains 25% of project cost (up to $3,000)

Status: No award decisions received yet.

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5. Indoor Fun Fly – March 14, 2026

Event Time

• Event scheduled for March 14 (3/14)

• Facility rented 10:00 AM – 6:00 PM

• Public event hours: ~11:00 AM – 5:30 PM

• Setup: 10:00–11:00 AM

• Three turf quadrants will be used (same layout as last year)

• 25 tables and chairs available

• Access to garage door for loading

• No food or beverages allowed on turf (water only)

Registration & Roles

• Registration: Jim Gadbury and Roger Genoch

• Announcing & contest coordination: Joe Heilman and Scot Genoch

Confirmed Prizes

• Avanti 80mm EDF

• AeroScout

• Three T-Motor AM 40 combos

• Jersey Modeler $100 coupon

• Spektrum receiver

• Bloody Wonder kit (Flite Test)

Additional Prize Notes

• $500 budget previously approved for additional planes

• Mason, Landon, and Scot working on selections

• Sky Hobby (Minneapolis) offering planes at 10% over cost

• Dean Hoffmeyer (Hobby King/Stinger Engines) offering Hobby King products at cost

Raffle Format

• Likely use the numbered board method again for major prizes

• Discussion about awarding raffle tickets for contest winners rather than separate prizes

Contest Ideas (Not Final)

• Musical Planes (Musical Chairs format)

• Carrier landing challenge

• Pylon race

• Limbo

• Combat

• Gate challenges (existing equipment available)

Note: Final contest lineup to be determined closer to event.
Facility rental cost: ~$2,500

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6. Annual Fun Fly (August 2026)

• Sanction number secured: 19529

• Event will run Thursday–Sunday

• Prize budget proposed: $3,000 (same as last year)

• More details to come in future meetings

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7. Runway Replacement Project

Timeline

• Target timeframe: Mid to late June, after Rusty Thumbs

• Weather dependent

Estimated Costs

• Propex material: ~$2,500

• Stitching: ~$1,400

• Additional possible costs: sand, bobcat rental, ground prep

• Estimated project total: ~$5,000+

Runway Length Discussion

Current length: 250 feet

Options discussed:

• Extend to 300 feet

• Possibly extend further (350 feet) with additional seam

• Expand north, south, or split extension

General sentiment:

• 300 feet likely sufficient

• Preference to extend north if extending

• Avoid placing runway too close to the south property line (corn field proximity)

Ground Prep Discussion

• Mow short and roll

• Avoid tearing up base if possible

• Civil engineer consultation suggested maintaining current base method

• Consider filling sinkhole areas

• Avoid excessive disturbance that would require recompaction

Motion Passed

A motion was made and approved to proceed with ordering runway material and stitching to secure supply and timing.

Future considerations:

• Possible corporate or member donations to offset cost (not currently required due to strong financial position)

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8. Virtual Flying Event

Joe hosted a RealFlight Evolution multiplayer session:

• 10–12 participants

• Included pilots from Minot and Grand Forks

• Used Google Meet for voice/video

• Included combat and other informal activities

• Positive feedback; may repeat monthly during winter

Long-term idea:

• Create a 360° or 3D model of the Valley RC Flyers field for use inside RealFlight

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9. New Donation – FlyCat EDF

David Tsen donated a Hobby King Black Hawk 70mm EDF (with retracts and receiver).

Discussion:

• Value approximately $300

• Plan to run raffle

Proposal:

• $20 per ticket

• Cap entries at 25 tickets (if needed)

• Raffle limited to club members and run at meetings

Club consensus: Approved to proceed.

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10. Adjournment

Meeting concluded and members transitioned to indoor flying.

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Summary of Key Decisions

• Indoor Fun Fly prize strategy moving forward

• Approved $500 additional prize purchases

• Runway material ordering approved

• FlyCat EDF raffle approved

• Virtual flying events to continue

Club Meeting December 19, 2025, 6:00 pm

Board member present: Joe Heilman, Scot Genoch, Tyler Vetter, Ryan Johnson, Dean Gary, Steve Faith

Club Members: 11 other club members

Location: Try-City United Soccer Bubble

Overview

During the VRCF Club Meeting, key topics included a financial update, website redesign updates to the indoor flying calendar, and board elections.

Financial Update and Bank Account

1. Checking: [Redacted]
2. Savings: [Redacted]

Events and Calendar Updates

1. Discussed and voted to move the indoor flying on 2/21/26 at the Rustad to 4/11/26 (Still at the Rustad).
2. There is a six hour event at Alerus Center in Grand Forks on 2/21/26 as well.
3. Holiday Party at Bar Down - January 11, 2026 - time to be determined.
4. Detroit Lakes Mall Show - 4/4/2026
5. Fargo Airshow in 2027, Aug 21 - 22.

Website Updates - Ryan Jordet

1. Standardized the colors, styles, headers and footers across all the pages.
2. The main page has been reorganized.
3. Added ‘call to action’ buttons like the Donate button.
4. Promotional videos and news stories are posted on the club’s Youtube channel.
5. Changed how the calendar looks and will work.
6. Reduced the amount of disk space used, saving the club money.
7. Still working on other aspects of the website.

Board Elections

1. President - Scot Genoch was promoted.
2. Vice President - Joe Heilman was elected.
3. Secretary - Ron Landman was elected.
4. Treasure - Dean Gray was elected.
5. Safety Officer - Ryan Johnson was elected.
6. At Large - Andrew Ochoa and Landon Lee was elected.
7. Youth Representative - (none voting board members) - Mason Genoch and Nicholas Mason.