Meeting Minutes

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

--------

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)

• Total Funds: $(redacted)

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

Status: The club remains in strong financial standing.

--------

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

--------

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.

--------

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

--------

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

--------

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)

--------

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

--------

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.

--------

10. Adjournment

Meeting concluded and members transitioned to indoor flying.

--------

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.

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

Club Members: 6 other club members

Location: Try-City United Soccer Bubble

Overview

During the July 1 2025, VRCF Club Meeting, key topics included a financial update, winter projects, upcoming flying dates and events, and new board member nominations.

Action items

-

Financial Update and Bank Account

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

Winter build projects

1. Ryan Johnson - working on designing a 60inch B-52.
2. Ryan Jordet - show off his PbF (lead feather). Free plans, simple foamy build. May be considered as a group build project.
3. Dean Hoffmeyer - is working on a large plane (fun project).
4. Dean Hoffmeyer is also working on a mobile RC store - more to come on that, sounds like the name is: Totally RC Hobbies.

Board Nominations

Vice President

• Joe Heilman - nominated and accepted
• Andrew Ochoa - nominated, not present to accept.

Secretary

• No nominations
• Ron Landman's name was mentioned.

Treasure

• Dean Gray was nominated, did not accept or reject.

Safety Officer

• Ryan Johnson - nominated and accepted
• Dean Hoffmeny - nominated and accepted

At Large

• Andrew Ochoa - nominated, not present to accept.
• Landon Lee - nominated, not present to accept.
• Leighton Lee - nominated, not present to accept.

Board member present: Scot Genoch, Ryan Johnson, Steve Faith, Dean Gary, Andrew Ochoa,Tyler Vetter

Club Members: 10 other club members

Location: Flying Field Clubhouse

Overview

During the Sept 2, 2025, VRCF Club Meeting, key topics included a financial update, training night updates, Haunted Flights planning, entrance gate, purchase of a number of planes from a club member.

Action items

-

Financial Update and Bank Account

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

Haunted Flights Planning

1. Orvin will donate brats and hotdogs
2. Ron and Scott to help grill brats.
3. Need to determine if we have charcoal.
4. Will do some awards like Best Costume/Theme.
5. Ask for a free will donation for lunch.
6. Ron will send out a Sign-up for chips, cookies, etc.

Security Gate

1. Need to contact the sheriff, Jiff John, and Waste Management.
2. Post some contact information at the gate.
3. Maybe a google number.
4. Discussed changing the code every year or leaving it the same.
5. The group at the meeting agreed it would like to start locking it soon.

Purchase Planes

1. Give $650 for the planes, and if they sell for more then $1300, maybe will split the money over $1300.
2. Scott made a motion, Ron seconded, club approved.

Training Night

1. Ryan and Ron helped 5 students with several flights.

Misc

1. Give $650 for the planes, and if they sell for more then $1300, maybe will split the money over $1300.
2. Dave Enebratson - donated a Tower Hobbies Trainer 40 with OS .40. New (never been flown) but missing a servo tray and some push rods, 72 megahertz radio, and a Cox .049 Trainer. (to do with whatever we want)
3. Club members want meeting notes published on the web, vote was taken and approved.
4. An additional picnic table was purchased for $25.