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)