Meeting Minutes

VALLEY RC FLYERS BOARD MEETING MINUTES

Date

Tuesday, July 21, 2026

Time

7:00 p.m.

Location

Valley RC Flyers Field, Moorhead, Minnesota

Attendance note: The transcript did not include a formal roll call. Board members and club members participated in the meeting.

1. Call to Order

• The meeting was called to order at 7:00 p.m. at the Valley RC Flyers field.

2. Treasurer’s Report

• Checking account balance: [Redacted]

• Savings account balance: [Redacted]

• Total cash balance: [Redacted]

3. Safety Stations and Field Electrical Improvements

• The board reviewed the newly constructed pilot safety station. A second station will be built using approximately 60-degree side wings. The design will be evaluated later in the year before deciding how to replace or add additional stations, likely as a winter project.

• Dean Hoffmeyer currently has the poles intended for a possible future lighting and power project along the pit/fence line.

• Andrew reviewed the existing pit-line electrical outlets and recommended replacing worn receptacles and covers while retaining the existing metal boxes. Weather-resistant bubble covers will allow cords to remain plugged in while closed.

• The estimated cost for approximately twelve upgraded outlets and covers, including labor, is $500.

Motion

Approve up to $500 to replace and secure the existing outlets and weatherproof covers on the wooden pit-line poles.

Result

Motion seconded and approved without opposition.

Action: Andrew will obtain materials and complete the outlet repairs when scheduling permits, preferably before the Fun Fly.

• Longer-term expansion of power and lighting along the fence line was discussed. Preliminary estimates were approximately $1,000-$2,000 per electrical run, with a complete two-pole lighting and power project potentially totaling about $5,000.

• The larger lighting/power project was tabled until after the Fun Fly and may be reconsidered in the fall or in 2027. Lower-cost alternatives, including outlets on the shed and portable lighting, will also be considered.

4. Membership and Pilot Training

• Current paid membership is 61, including associate memberships.

• Approximately $4,700 in membership revenue has been collected through Zeffy, with only a small number of members paying by mail.

• There were 21 Fun Fly pilot pre-registrations at the time of the meeting. Pre-registration includes express check-in and entry in the P-51 Mustang drawing, and it helps the club accurately plan meals.

• Visitors interested in pilot training will be directed to the club’s QR-code training form so contact information can be collected.

• No formal training event will be advertised immediately after the Fun Fly. The club will first evaluate the number of sign-ups. A small group may be invited to the August 4 club meeting; a larger response will require a separate training date.

5. Clubhouse and Club Project

• Painting the clubhouse was deferred until 2027 unless Rodney Johnson brings forward a specific proposal on plan and timing.

• The club will contact Jim, Ellis, and Eric for input on a possible group aircraft build and combat project. The project may be introduced at the September club meeting.

6. 2026 Annual Fun Fly and Model Airshow

• Event dates were confirmed as July 30-August 2, 2026. The public airshow is planned for Saturday, August 1, weather permitting.

• The food vendor will be asked to provide barbecue brisket sandwiches and hot beef-and-cheddar sandwiches as featured meal options. Additional public offerings are expected to include pork carnitas tacos, hamburgers, and hot dogs.

• The club will provide hamburgers, hot dogs, chips, soda, and water on Thursday and Friday on a free-will donation basis.

• Pilot registration is $30 for all ages and includes one food-truck meal. Members were encouraged to pre-register and purchase additional meal tickets when needed.

• Pre-registration will close Wednesday before the event. Express check-in envelopes will include wristbands, meal tickets, and event information.

• A live schedule may again be used during the airshow, primarily to help marshals and event coordinators track upcoming acts.

7. Fun Fly Prizes, Sponsors, and Raffle

• Horizon Hobby committed approximately $600 in prizes, including a Carbon-Z Cub Cletus McFarland Special Edition RTF, an E-flite Evolution trainer package, and two windsocks.

• BVM donated turbine-jet-related items. Interested turbine pilots will receive tickets after the safety meeting, and one winner will receive the combined package.

• Gateway Chevrolet donated $500 toward the AJ Aircraft 68-inch Extra 330 SX. The club’s existing $3,000 prize budget will not be increased; the donation will reduce the club’s net prize expense.

• Advantage Cleaning Services donated $200 for pilot cash prizes. Totally RC Hobbies, Balsa USA, AJ Aircraft, and other sponsors are also contributing items or gift certificates.

• The goal is to distribute approximately 30 pilot prizes, based on an anticipated attendance of about 60 pilots.

• Raffle pricing Option 1 was selected by a 4-vote majority: 1 ticket for $5, 6 for $20, 20 for $50, and 40 for $100. The $100 package also includes entry in the AJ Extra 330 SX drawing.

Motion

Adopt raffle pricing Option 1 for the 2026 Fun Fly.

Result

Approved by a 4-vote majority.

8. Fun Fly Promotion and Program

• Promotion is underway through Facebook, community calendars, email, and planned video advertising.

• Local television and media outreach will be pursued in advance of the event. Joe will contact a local television contact regarding possible coverage.

• Planned flying features include gaggles: warbirds, high-wing aircraft, deltas, Flying Ws, jets, demonstrations, and solo k,acts. Additional pilots will be recruited as the event approaches.

• SkyDive Fargo is lined up for the event, and the club needs to purchase the agreed skydiving package/gift certificate.

• EAA aircraft are expected to conduct a flyby following the national anthem and skydivers, subject to weather and their airport schedule. Eric is expected to assist with ground communication.

• Brian Rust is expected to provide the PA system and a golf cart. The club will ask whether he can also provide the walkie-talkies used successfully last year.

9. Event Facilities, Staffing, and Safety

• Additional portable toilets have been rented, with one positioned at each end and a handwashing station in the middle. Dean will follow up on delivery timing.

• Pilots arriving before the public event should be encouraged to distribute use among the end units to reduce demand on the center unit.

• Seven awards have been completed. Additional volunteer judges are still needed; judges should have general familiarity with model aircraft.

• Raffle-table staffing assignments were discussed. Additional members will be set up to accept Square tap-to-pay transactions.

• Fire extinguishers will be positioned along the flight line. The club will verify the availability of an expanded first-aid/EMT kit.

• All turbine pilots must hold the required current AMA turbine waiver. The board reaffirmed that no turbine aircraft may be operated at the field without the required waiver because of safety, insurance, and AMA site requirements.

Action: Board members and event staff will consistently enforce the turbine-waiver requirement.

• Members with walkie-talkies or portable FM radios are asked to bring them to the event.

• The club approved purchasing two low-cost FM receiver/adapters for use with auxiliary-input speakers at club events.

10. Grounds, Cleanup, and Equipment

• The field will close at approximately 5:00 p.m. on Wednesday, July 22, for weed and insect spraying.

• The cleanup work session is scheduled for Saturday, July 25, at 9:00 a.m. Members should bring trimmers. Work will include trimming around trees, fences, buildings, the shop, portable toilets, and power blocks; cleaning the clubhouse; and marking parking areas.

• Parking-space lines will be repainted. The runway X markings are also planned; the need for additional pit-line marking will be evaluated based on time and paint availability.

• The possibility of burning the ditch was discussed. Burning will occur only if weather, moisture, wind, and current fire restrictions allow it.

• The club previously purchased safety cones. Replacement of some barrel-style trash containers was discussed.

Motion

Purchase two heavy-duty trash containers at $75 each for trial use.

Result

Approved without objection.

11. Haunted Flights and Indoor Flying

• The JBL Flip 7 speaker and E-flite Micro Scrappy will be moved from the Fun Fly prize inventory to Haunted Flights because other comparable prizes were received and the speaker will not arrive in time.

Motion

Authorize a $500 additional prize budget for Haunted Flights.

Result

Approved without objection.

• Future Haunted Flights purchases should emphasize smaller or indoor-friendly aircraft and equipment.

• Indoor flying dates are scheduled on select Saturdays from 3:00-6:00 p.m. Additional details will be communicated later.

12. Community Relations, Website, and Calendar

• Nearby neighbors will be invited to attend the Fun Fly and offered a complimentary meal as a goodwill gesture. Ron will assist with personal outreach.

• Club meetings will generally remain on the first Tuesday and board meetings on the third Tuesday through October, weather permitting. November meetings will likely move indoors and may coincide with indoor flying dates.

• Big Sky Hobby and Totally RC Hobbies will be added to the website in a visible “Prize Partners” or similar sponsor section.

13. Other Business

• A balance-port battery discharger for damaged LiPo batteries remains under development. The proposed design will drain any remaining charged cells through resistors.

• No additional business requiring board action was recorded.

14. Adjournment

• The transcript did not record a formal motion or time of adjournment. The meeting concluded after completion of the agenda and informal technical discussion.