In arriving at both the estimated annual costs and the flying costs the planning group should take into full account all factors that will make for safe, reliable flying. The objective is, of course, to provide low cost flight, but safety and reliability must not be sacrificed to false savings.
It is also wise, after arriving at accurate costs, to provide an additional $1.00 or $2.00 per member per month to take care of unexpected contingencies. A pay-as-you-go plan is the only one that works for a club. This means that dues and flying fees must be paid promptly and adequate machinery for collections should be set up in the initial planning stages.
Every effort should be made to keep accurate records of all flight and other operating expenses as well as income from the membership. Accurate, detailed records make for efficient cost accounting and accurate future estimates based on actual operations.
Keep the Record Straight The importance of good records in the operation of a flying club cannot be over-emphasized. The number and types of records a club requires will vary according to the type of club and the specific needs of the organization.
Essential records, however, must be maintained.
Sample copies of some of the records maintained by the Sky Roamers Flying Club follow. They can be varied to suit the specific needs of a new club.
In addition to these the club will want to establish an individual flight record for each member. Information should include pilot certification data, pilot ratings, a rundown of flying experience and the date of the most recent flight check by the Chief Flight Instructor.
The Training Program A training program in a well-run club is not something reserved for new pilots. It is a continuing, never-ending program geared to provide further training and refresher courses to all the members of the club. The result of continual training is the upgrading and increased proficiency of the members. A bonus is that such a program serves to keep members interested and active in the club.
If it is possible a Chief Flight Instructor should be a member of the board of directors. He can help stimulate interest in training programs and is usually the one best informed on the types of training most needed or desired by the members.
Ground school instruction should, if at all possible, be organized and provided by the club. With the rapidly increasing complexity of aircraft and flight operations, the importance of good ground instruction to all pilots cannot be overemphasized. A thorough knowledge of specified aeronautical subjects required by the regulations for all pilot certificates and 1000 to 1200 hours if used for cross country type fight. The airframe overhaul time ranges from 1500 to 2000 hours, depending upon the climate and the kind of operation. Fabric will require different overhaul periods if placed near salt water or in the desert where sand and dust tend to destroy the covering. Metal airframes and the engine too, are affected by similar envronmental factors.
***If no established history exists, it is better to estimate flight hours at a lower annual rate than that expected. Then, after a three to six months period of operation, it can be adjusted to the actual rate. This prevents the need for reassessment of members should the original estimate prove to be low.
SKY ROAMERS Requests for Reservation
6.
Date & Time of Request. Date & Time of Request_ Airplane Wanted Airplane Wanted Period Wanted Period Wanted.
Destination Destination_ Name_ Name
2.
Date & Time of Request. Date & Time of Request.
Airplane Wanted Airplane Wanted Period Wanted Period Wanted Destination Destination_ Name Name_
3. 8.
Date & Time of Request. Date & Time of Request.
Airplane Wanted Airplane Wanted Period Wanted Period Wanted Destination Destination Name_ Name
4.
Date & Time of Request_ Date & Time of Request_ Airplane Wanted Airplane Wanted Period Wanted Period Wanted Destination_ Destination Name_ Name_
5. 10.
Date & Time of Request._ Date & Time of Request_ Airplane Wanted. Airplane Wanted Period Wanted Period Wanted Destination Destination_ Name_ Name_ 22
SKY ROAMERS Squawk Record Name of Aircraft. N Description of Squawk Date Reported Cleared Reported by. by 23
SKY ROAMERS EXPENSE REPORT Member's Name: Month of:_ Fuel and oil Date Airplane Invoice State Gallons Rate per Amount Quarts Amount Total amt.
number number of gas gallon allowed of oil allowed Gasoline purchased in member's own name or on personal credit card is reimbursed at .28 per gal.
Gasoline purchased in California in name of Club is reimbursed at full cost.
gasoline purchased out of state in name of Club is reimbursed at .32 per gal.
Oil purchases reimbursed in full including sales tax regardless of where or how purchased.
Maintenance and other Description of service or item Invoice # Date City and State Amount All such services reimbursed in full if service and charge are within reason.
Major maintenance must be approved by Club Manager.
OTHER purchases may be made only by authorized persons.
NorE: Member must complete this form, attach all supporting invoices and submit for credit whenremittance is madefor month affected.
official written tests on these subjects must be passed before any pilot certificate is issued. This insures that all members will have uniform instruction and will become completely familiar with the rules and regulations of the club.
Pilot competence is the province of the Chief Flight Instructor. He should make systematic spot checks on members to insure that they are adhering to the best standards in flight. The spot check helps to keep members from falling into bad habits and refreshes them on procedure.
Flight training programs should also be the responsibility of the Chief Flight Instructor. With the officers of the club he should work out the details of flight training programs including those for beginner pilots and those aimed at giving pilot members more skills and greater competence.
Following are some additional tips on training programs:
-Attempt to get guest speakers to aid in training. Pilots, airport officials, Fixed Base Operators, weather bureau personnel, a radio specialist, a local Federal Aviation Administration official.
Plan films to assist in training. Many are available from the Federal Aviation Administration's film library (See Appendix D) and some from aircraft manufacturing concerns and companies who manufacture radio equipment and other aircraft components.
Plan weekend training flights. Modest programs at first and then, as the club grows, they can be cross country in nature.
Use regular club meetings as a platform for continual training. At each meeting plan to set aside time to cover some aspect of training.
Start a club library. In addition to textbooks interest can be increased by other books on flying and related subjects.
•The Federal Aviation Administration makes available study guides for training programs. For a new club they can be particularly helpful.
-Involve the wives of members in the training program where pos sible. By increasing their interest they can be encouraged to learn how to fly.
Community Relations Flying clubs can and should be a force for bettering the public image of flying by maintaining good relations with all facets of the community.
The best possible community relations program a club can have is a superb safety record. Infractions of flying regulations and accidents can mar relations with the community to a point where they are irreparable.
The club should appoint a publicity chairman whose job it should be to keep the community informed of the activities of the club. Club elections, advance program and meeting information and other activities should be publicized through local media. Not only will this keep the community aware of what is going on, but will help to make recruiting easier when new members are needed.
Another way of reaching the community and insuring good relations is 25
through the Fixed Base Operator. If a club's relations with him are good, he will speak well of the organization to those with whom he comes in contact.
Flying clubs, by safe and efficient operations combined with good community relations, can be extremely helpful in creating positive public opinion.
Valuable support for the objectives of your flying club can be provided by local leaders whether they be:
the airport manager mayor . banker ... or Senator or Congressman.* *Left to right: Senator Jennings Randolph, West Virginia, member Congressional Flying Club, Washington, D.C.., and Congressman Don Clausen, California, President, Congressional Flying Club, Washington, D.C.
VoTE.-Photographs in this Advisory Circular are from the FAA motion picture, "Flying Clubs" (FA-705).
APPENDIX A
FLYING REGULATIONS AND
BY-LAWS OF THE Longhorn Aero Club INC.
MAIN OFFICE
AUSTIN, TEXAS 27 348-208 0 - 69 - 5
Flying Regulations of the Longhorn Aero Club, Inc.
ARTICLE I-RESERVATIONS Section 1. Reservations for all flying time may be scheduled at the club's respective flight office locations. Reservations except for crosscountry flights or FAA flight tests should not be scheduled more than eight (8) days in advance.
Section 2. It is the responsibility of the member scheduling the reservation to cancel as soon as possible if he finds himself unable to keep the reservation. Offenders of this regulation will be fined by the Board of Directors commensurate with the number of times the offender is found to have violated this regulation and the estimated loss of revenue to the Club.
Section 3. No member shall keep the Club airplane beyond the time scheduled by him. Offenders of this regulation shall be fined by the Board commensurate with the length of time the offender overstayed his reservation charged at the rate of one dollar ($1.00) per hour.
Section 4. Any member who is more than twenty (20) minutes late for his appointment shall forfeit the balance of his period to any member desiring the airplane.
ARTICLE II-RESTRICTIONS OF USE Section 1. No flight (cross-country or local) shall be made without approval of the club's respective flight office.
Section 2. No cross-country flights beyond a 25 mile limit shall be allowed by any member holding a student pilot's certificate unless he has the permission of or is accompanied by an instructor. Flying over cities, towns, large bodies of water or hazardous country shall be avoided.
Section 3. It shall be the responsibility of any member taking a club aircraft overnight to have it staked down, or hangered if possible, at that member's expense.
Section 4. VFR flight plans are required for all cross-countries.
Section 5. No student pilot may take an overnight cross-country.
Section 6. No person except an active member of the Club, a licensed flight instructor giving dual instruction to an active member of the Club, or qualified persons making necessary test flights shall be permitted by any member of the Club to fly any Club airplane. Members of any corporation owned by the Club may fly Club equipment. All flights are to be made within the limits of the FAA certificate of the person piloting the Club airplane.
Section 7. No member shall use the Club equipment for hire nor shall he rent or lend the Club equipment to any other person.
Section 8. All pilots receiving dual instruction in Club aircraft must use only qualified and currently rated flight instructors approved by the Board of Directors. These instructors may hold active memberships in the Club.
a. Instructors holding memberships in the Club may not use the Club aircraft or equipment to instruct or charter for hire any person not a member of the Club.
b. Instructors and students will conform to the rates and schedule routine adopted by the Club and comply to any existing agreements between the Club and another body such as the Club's respective flight office at any fixed base of operations or any other group or club.
Section 9. No member shall use any of the Club equipment while under the influence of alcohol. Determination as to whether the member was under such influence or not shall be determined by the Board and their decision shall be final. Any member found guilty of violation of this section shall be expelled from membership in this Club.
Section 10. It is the responsibility of each member to see that his medical certificate and pilot certificate are at all times current and carried on his person for each flight. No person may fly a Club plane unless these requirements are met.
Section 11. Each member shall be required to make at least one check flight every twelve (12) months with a currently rated flight instructor employed at the Club's flight office of the respective fixed base of operations.
Any person who has not flown during the preceding ninety (90) days shall also have a check flight with such rated flight instructor.
ARTICLE III-LOGGING TIME Section 1. Flying time shall be computed for each flight with the aid of a Hobbs Meter and never by estimation or tachometer.
Section 2. The duration of each flight shall be computed from starting engine until the engine is stopped after parking.
She equipment before the pict leaves thems the he in thai of after the flight.
ARTICLE IV-INSPECTION AND MAINTENANCE Section 1. There shall be a line inspection performed before each flight by the pilot making such flight. Any defects found in the plane's structure or accessories shall be reported to the Club's Flight Desk immediately and no flight shall be made if such defect may endanger the safe operation of the airplane. Members shall have knowledge of the cruising speed of the engine, and this speed shall not be exceeded. All members shall be checked out by a currently rated flight instructor employed by the Club's respective flight office before flying a Club airplane. Airplanes left without a pilot must have the plane tied down, the wheels blocked, the radio turned off, and the master switch off.
Section 2. A 100 hour inspection shall be performed each 100 hours by a licensed FAA mechanic on each airplane owned or leased by the Club.
Section 3. No member shall be permitted to attach any object to the plane or in any manner make adjustments or repairs unless approved by the Board.
ARTICLE V-PROHIBITED TYPES OF FLYING Section 1. All flying in any Club airplane is to be done in strict accordance with existing Federal Aviation Regulations, State, Local, and Club Rules.
Section 2. Any Club aircraft is restricted against any aerobatic maneuver prohibited by the limits of operation of the aircraft, and in no instance shall any member perform any aerobatic maneuver.
Section 3. Members shall make landings only in landing fields approved by the Club's respective flight desk unless an emergency occurs. This normally means an airport with a paved strip that is attended. Violations are subject to a fine to be set in each individual case by the Board. The cost of any repairs or replacements not covered by insurance which is the result of damage incurred by taking off or landing at an area other than an approved field shall be paid for in full by the member in charge of the equipment. NOTE: For damage other than the above, see ARTICLE VI Section 1 of the By-Laws.
Section 4. No member shall make any flight during the hours of darkness unless that person is accompanied by an instructor and remains in the traffic pattern or has approval of the Board.
Section 5. There shall be no formation flying of the Club airplanes with each other or any other plane.
ARTICLE VI-ENFORCEMENT Section 1. The above regulations and rules shall be policed by the entire membership. All complaints and any suggestions shall be filed with the President which person shall call a meeting of the Board, at which meeting action will be taken. Any violation of the Federal Aviation Regulations or the existing rules of the Club shall constitute cause for immediate grounding, and any member so grounded shall remain as such until further action is taken by the Board.
ARTICLE VII-CHANGES AND AMENDMENTS Section 1. Changes in or amendments to these Flying Regulations may be effected only by the majority vote of the Board of Directors at a regular or special meeting called for such purpose.
Section 2. Any changes or amendments to these Flying Regulations shall be mailed to each active member of the Club.
Members are responsible to be familiar with current Federal, State, Local, and Club Regulations.
By-laws of the Longhorn Aero Club, Inc.
ARTICLE I-MEMBERSHIP CLASSIFICATION
AND PRIVILEGES Section 1. Membership shall be classified as Active, Inactive, Terminated, and Suspended.
Section 2. An active member is one who shall be tendered all privileges and benefits within the power of the Club to bestow. An applicant for membership shall submit his application, his initiation fee, and the first month's dues to the Board. The Board shall make a credit check on each applicant and shall consider each application. The acceptance or refusal of any application shall be altogether at the discretion of the Board.
Section 3. An active member of the Longhorn Flying Club, Inc., may, with the approval of the Board, transfer his membership to the Longhorn Aero Club, Inc.
Section 4. A Terminated Member is one who severs all connections with the Club by submitting a written request for said status to the Club Secretary.
Section 5. An Inactive member shall be considered as one who has been granted such status by the Board... upon that member's written request and return to the Longhorn Club Home Office of his credit card. All privileges accorded any other member of the Club shall be extended to a member of this classification except those of using any of the Club equipment. He may remain on this status for one year. Extensions of one year may be granted if requested in writing. See By-Laws, Article VIII, Sec. 2.
Section 6. A Suspended member shall be considered as one who has been temporarily denied all privileges of membership in the Club by action of the Board. Dues and assessments of this member, as well as his assumption of any responsibilities assumed by the Club, shall continue. A period of suspension shall be limited to thirty (30) days, at the end of which time the Board shall be required to take further action or the member shall automatically become Active again.
ARTICLE II-MEMBERSHIP APPLICATIONS,
TERMINATIONS AND EXPULSIONS Section 1. The number of Active members shall be limited at the discretion of the Board based on the amount of equipment and the average time the equipment is in use so as to allow reasonable use to each active member without undue restriction.
Section 2. Upon approval of the application of a prospective member by the Board, the Secretary shall put the name on the Active list. If the membership is full, the name is to be placed on a waiting list. New members to fill vacancies must be taken from the list. Names will be taken from the top of the list and the new member's active membership will begin at the time he pays his required fees.
Section 3. Terminations shall become effective on the last day of the month the formal request is received by the Secretary and then only upon approval of the Board, but in no event before all money due the Club shall have been collected.
Section 4. The board may, after notice and hearing, expel a member for due cause. Final expulsion shall take place immediately, or if the member is in arrears, upon payment of all money due to the Club. No member, having been expelled from the Club, shall be entitled to any refund.
ARTICLE III-FLYING OPERATIONS
AND MANTENANCE Section 1. Flying operations shall be conducted in accordance with Federal Aviation Regulations and any Flying Regulations published by the Club.
Section 2. Club maintenance shall be done at the advice of the Club's Flight Office. All maintenance shall be done by FAA licensed mechanics.
ARTICLE IV-DUTIES OF OFFICERS AND MEMBERS Section 1. It shall be the duty of all officers to perform the duties normally carried out by such office and to conduct the activities of the Club in an efficient and business-like manner and to safeguard the interest of the Club at all times.
Section 2. The duties of the Board shall be to act on all matters of policy;
to determine fees, charges, and assessments not otherwise provided for; to act in a judicial capacity on all intra-Club disputes and regulation violations;
to direct investigations when deemed necessary; to protect the Club's interests and safeguard its welfare, and to arrange for audit of the records as of each October 31st.
Section 3. The duties of the members shall be to conduct themselves in a proper and fitting manner; to uphold the dignity of the Club on the flying field; to be alert and mindful of the Club's interest; to exercise caution and safety in flying; and to observe all Federal, State, Local, and Club rules and regulations.
ARTICLE V-OFFICERS, DIRECTORS, MEETINGS Section 1. Four (4) Directors shall be elected annually for a term of one
(1) year by the owner or owners of the stock of the corporation and the Board of Directors shall elect annually the following officers: President, Vice-President, Secretary and Treasurer who shall serve until the next annual meeting of the Board of Directors or until his successor is named.