Meeting Minutes

Saturday, March 28, 2026

Board Meeting

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)