Club Operating Procedures



August 16, 2014


This document contains the rules and regulations governing the operations of the Octopus Flying Club, Inc. (the Club), as set forth by the Board of Directors, under the authority of the Bylaws of the Club.
1. Membership in the Club is divided into two groups:

a) Equity members
b) Non-equity members (Student Pilots only)

Equity memberships are available to any person, approved by the Board of Directors, who possesses a Private Pilot Certificate or higher rating. Non-equity memberships are available to any person, approved by the Board of Directors, who is a student pilot or is interested in starting his or her flight training.

2. The total number of memberships in the Club shall not exceed 16 per aircraft. The minimum number of memberships in the Club is 12 per aircraft.

Current membership: Minimum 48, Maximum 64

The minimums in can be adjusted at the discretion of the Board of Directors based on membership above the minimum in higher tiers.

Non-equity memberships do not count toward the minimum membership numbers, but do count toward the maximum.

3. A special classification of inactive membership exists for members who are no longer actively flying, but may wish to resume flying in the future. An inactive member cannot schedule a Club aircraft, and cannot act as pilot-in-command of a Club aircraft. There is no limit to the number of inactive memberships, but an inactive membership can be reactivated only when the existing number of active memberships is less than the maximum allowable number. Inactive requests must be submitted in writing to the Board of Directors. The request is either accepted or declined by the Board within 48 hours. If accepted, the membership will become inactive on the last day of the current calendar month at which time the financial commitment (monthly dues) and aircraft scheduling privileges are suspended.

4. The Board of Directors may lower the total number of memberships in the Club at any time and for any duration to ensure a reasonable availability of aircraft to the Club members.

5. When the Club is at maximum membership, a waiting list will be maintained by the Vice President of the Club. A $50.00, non-refundable fee will be charged for an application to join the Club and to reserve a position on the waiting list. An inactive member, who wishes to reactivate his or her membership, will be placed at the head of the waiting list.

6. New members are required to provide the Board of Directors with photocopies of his or her pilot certificate, medical certificate, the latest two pages of pilot logbook entries, pilot logbook entries of the latest biennial flight review and pertinent endorsements, and a photocopy of a government issued photo I. D.

7. Resignation requests must be submit ted in writing to the Board of Directors. The request is either accepted or declined by the Board within 48 hours. If accepted, the membership will be terminated on the last day of the current month at which point the financial commitment (monthly dues) and aircraft scheduling privileges cease. The original membership fee will be refunded as outlined in the Club Bylaws upon receipt of the aircraft keys less any owed money. If the aircraft keys are not returned within 30 days of the effective resignation date the membership fee is considered forfeited by the member.

1. A membership fee is required to be paid by all new members upon acceptance into the club by the Board of Directors. This fee is refundable as outlined herein and in the Club Bylaws. The initial membership fee is required to be paid by check. The membership fees are as follows:

Equity: $1200.00
Non-equity: $500

2. Monthly membership dues are as follows:

Equity: $110 per month
Non-equity: $110 per month

Monthly dues for new members will be pro-rated, from the time the member receives the aircraft keys, to the end of the current month. Monthly dues for members who resign cease at the end of month in which the resignation is accepted by the Board of Directors. Inactive members are exempt from the monthly dues after the end of the month in which the inactive request is approved by the Board of Directors.

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4. The rate for each aircraft usage is listed in the Aircraft Usage Rate Schedule. The rate includes the cost of fuel. A reimbursement will be made to a member for fuel purchased at other airports. Reimbursement for fuel purchases are obtained by deducting that amount from his or her monthly Club invoice. A copy of that fuel purchase invoice must be submitted within 90 days for credit to be given. That invoice must clearly itemize the purchase to include the amount of fuel purchased, and the cost of the fuel. The aircraft tail number, the date of the purchase, the member’s name, and the place the fuel was purchased should also be included on the invoice. Fuel invoices over 90 days are not eligible for reimbursement.

5. Members must record the hours used for each block of time that he or she has scheduled. Entries must be made in the logbook located in the seatback of the aircraft. Start and stop time, to the nearest one-tenth hour TACH time, must be recorded. The one-hundredth hour reading, if available, is disregarded.

6. Any discrepancy between the actual start time, and the previously recorded stop time, must be noted in the logbook, and should be noted as a separate line entry. If a previous discrepancy is not noted, the time may be charged to the following user.

7. An invoice will be sent to each member on or about the tenth of the month. The invoice includes the dues for the current month, aircraft usage for the previous month, and any other sum due to the Club. The invoice will also show payments made, and credits allowed, for the previous month.

8. Members joining the Club after January 1, 2006 are required to maintain a valid credit card on file for settlement of all account balances. Credit cards on file will be charged the entire amount owed on the 15th of each month unless payment via another method has already been received. All other member’s payments are due by the 25th of each month. Any member who has failed to pay in full by the 25th will incur a late charge of $20.00. Any member who incurs a late fee twice in a 12 month period will be required to put a credit card on file.

9. If a member’s payment is not received by the 25th of the month, he or she will be suspended from using Club aircraft, and all schedules between the 26th of the current month and 15th of the following month will be deleted. If payment is not made by the 15th of the following month, all future reservations will be deleted.

10. The member will be reinstated after his or her account is made current, but reservations lost due to the suspension can only be rescheduled if that time is still available.

11. Any lost aircraft Key will result in a $10.00 replacement charge per key.

12. The keys remain the property of the Club and must be returned to the Board of Directors upon resignation of membership or upon request from the Board of Directors.

1. Aircraft scheduling is administered through an Internet-based computer scheduling system. Each member is allowed access to the online scheduling system. The scheduling system is available twenty four hours per day, seven days of the week.

2. Each member is allowed to make reservations on a first come, first served, basis, up to 90 days in advance.

3. Each member is allowed a total of up to 3 reservations on the scheduling system at any one time.

4. A Regular Member is allowed to schedule up to 200 hours of reservation time, with no limit, other than the member’s maximum amount, on the length of any one reservation.

5. A student member is allowed to schedule a maximum of 6 hours per reservation.

6. A student member is restricted to scheduling the use of the Club training aircraft.

7. All members are restricted to scheduling the Club training aircraft for a maximum of 6 hours per day.

8. The Club training aircraft is currently the Warrior (N9476R). The Board of Directors may occasionally make other aircraft available to student members, based on demand and availability of the primary training aircraft.

9. There is no minimum flight time required for any length of reservation, however, a reasonable amount of time must be utilized, and logged, for every reservation that remains on the schedule.

10. Reservations may be canceled at any time prior to the start of the reservation without a penalty.

11. If a reservation is made, and not canceled prior to the start of the reservation, and no time is logged, the member who made the reservation will be assessed a penalty.

12. A cancellation made within the first hour of the reservation will result in a penalty of $10.00, unless a zero-time entry is made in the aircraft logbook, indicating that the member was at the airport, and had a valid reason for the late cancellation.

13. A cancellation made after the first hour of the reservation will result in a penalty of 25% of the hourly cost of the aircraft for each hour of lapsed time into the reservation, up to a maximum of 25% of 4 hours per day. A zero-time log entry will not waive this penalty.

14. If a member fails to cancel a reservation, and does not utilize the aircraft, he or she will receive a penalty of 25% of the hourly cost of the aircraft for each hour of the reservation, up to a maximum of 25% of 4 hours per day.

15. The start time of each reservation must be scheduled for the member’s actual arrival time at the airport. If the member’s plans are changed, then he or she must change the reservation start time. If bad weather will delay the departure of a flight, the member must change the reservation start time to reflect when he or she will actually get to the airport or start the flight. A member’s arrival time at the airport should be no later than 30 minutes past the scheduled start time of the reservation.

16. The Club’s “No-Show” policy allows a member to override the schedule of another member and take their aircraft in the event that the other member has not arrived at the airport within one hour of the beginning of their reservation.

17. When a member completes his or her use of the aircraft earlier than originally scheduled, the remainder of the reservation must be canceled whenever the remaining time is greater than 30 minutes. If a member is returning much earlier than planned, he or she must adjust the scheduled end time as soon as plans are finalized, to give other members the opportunity to use the aircraft.

18. When a member cannot return an aircraft as planned, due to weather or other circumstances, he or she must notify the next scheduled user of the aircraft, and make all necessary arrangements to return the aircraft as soon as possible.

19. All reservations of 4 or more hours in length shall require the recording of the member’s destination on the scheduling system.

20. Exceptions to the scheduling rules can be made by the Board of Directors to accommodate special circumstances.

1. The aircraft squawk book, located in the aircraft, must be reviewed before each use of the aircraft.

2. Windows must only be cleaned with cleaners approved for aviation windows, or with water. Windex brand or other ammonia-based cleaners cannot be used, as these products will permanently cloud plastic widows. Window wipes or cleaning cloths used for cleaning the windows must be labeled as non-abrasive, as many paper towel products can scratch the windows.

3. Engine oil level must be checked before each operation of the aircraft, and added as needed. A notation in the squawk book must be made whenever oil is added indicating the amount of oil added, the type of oil, the level prior to adding oil, the date, and the TACH time. Do not overfill the engine oil, as excess oil will be blown out during flight. The minimum and maximum oil levels are listed on the club information card in each aircraft.

4. Pre-heating the engine is required if the outside temperature is below 20ºF. Pre-heating when the outside temperature is below 20ºF will be paid as an expense of the Club.

1. Each member is responsible for refueling and properly securing the aircraft after his or her use of the aircraft. If returning after the fuel facilities are closed, the member must contact and notify the next scheduled user of the aircraft, and telephone a request to the fuel supplier for fuel on the following morning.

2. The fuel used in each aircraft is 100-octane, low lead (100LL) aviation fuel.

3. Properly securing the aircraft includes: shutting off the avionics master switch; shutting off all electrical equipment; parking the aircraft on its proper tie-down space or in the hanger; tying down the aircraft outside or chocking its wheels in the hanger; securing the control yoke with a seat belt or control lock; securing the remaining seat belts and harnesses; logging flight time and squawks; removing trash and debris; locking the window and doors; installing the cover when parked outside; and installing the cowl plugs.

4. The parking brake must not be used for any length of time. Standard uses of the parking brake include preflight preparations, engine run-up, and temporarily holding the aircraft prior to securing the aircraft with tie down lines or wheel chocks.

5. The hanger doors must be closed, and secured in place after the aircraft has been removed from the hanger, and after returning from a flight, as wind can lift and damage the doors if they are not secured in place.

6. Responsibility for refueling and securing the aircraft can only be passed on to the next user if the next user is present at the aircraft and accepts that responsibility.

1. If a problem is found concerning the airworthiness of an aircraft the Aircraft Maintenance Officer for that aircraft must be notified by telephone. If that Aircraft Maintenance Officer cannot be reached, a voice message must be left regarding the nature of the problem, and a telephone call must be made to the Chief Maintenance Officer. If the Chief Maintenance Officer cannot be reached a voice message must be left and the member is required to contact one of the other Aircraft Maintenance Officers. Further, a note concerning the problem must be entered in the aircraft squawk book by the member that discovered the problem, and that member must make every effort to notify the next scheduled user of the aircraft. If it is not possible to notify the next user, the squawk book must be placed on the pilot’s seat as an indication that it contains an urgent message. E-mail messages for any problem involving the airworthiness of an aircraft cannot be used as the primary communication mechanism and may only be used to communicate backup or supporting information.

2. If a problem is found that does not concern the airworthiness of the aircraft, a note concerning the problem must be entered in the aircraft squawk book and the Aircraft Maintenance Officer for that aircraft must be notified by telephone or e-mail

3. The member’s assistance with the repair process is always appreciated. Repairs or maintenance of $100 or less needed to safely complete a return flight can be made without prior approval, but notification of repairs must be made to the Aircraft Maintenance Officer for that aircraft and noted in the squawk book. All authorizations for repairs, adjustments, or modifications, and the authorization to spend any money to make such repairs, adjustments, or modifications, over $100 must come from the Chief Maintenance Officer, the Aircraft Maintenance Officer of that aircraft, or a Board Member.

4. Minor maintenance, such as tire inflation, adding engine oil, and replacing a burnt out landing light, can be done by a member, and that maintenance work must be noted in the squawk book.

5. Notification that an aircraft is grounded shall only be made by the Chief Maintenance Officer or the Aircraft Maintenance Officer of that aircraft.

1. Members must follow all applicable federal, state, and local government laws, and abide by the rules and regulations of any airport visited, when using any of the Club aircraft.

2. The pilot-in-command (PIC) of a Club aircraft must be a member of the Club. The only exception to this is when a Club member is receiving dual instruction from a Certified Flight Instructor (CFI), and the CFI is the PIC.

3. Club members, who are also flight instructors, cannot give flight instruction to nonmembers in the Club aircraft.

4. Each member must receive training and a pilot logbook sign off from a CFI, in each of the Club aircraft, before operating that aircraft as PIC. Each member must also receive training and a pilot logbook sign off from a CFI, in each of the Club aircraft, before night operations as PIC. A night time check out will satisfy both day time and night requirements.

5. The Club’s policy for ‘Pilot Qualifications’ are as follows:

Checkout Requirements for N9476R, N6151H, N298GT

 Any Club member who meets all of the following requirements:

Any student (designated training aircraft only) or Private Pilot as approved by the named insured or his designee provided that the pilot be properly certificated and current for the flight involved.

Qualification Requirements for N9111K

 Any Club member who meets all of the following requirements:

Any Private Pilot with single engine land aircraft rating, properly certificated by the FAA having a minimum of 100 total logged flying hours, 25 of which have been in retractable gear aircraft, including not less than 10 hours in the make and model insured herein. Hours logged in all Piper Arrow models will be considered same make and model. Make and model time reduced to Club approved certified flight instructor checkout for pilots with Commercial license with Instrument Ratings.

6. Each member is required to possess a personal copy of the Pilot’s Operating Handbook (POH) or Pilot’s Information Manual (PIM) for each aircraft in which they intend to act as PIC. Manuals for each aircraft the member has privileges in will be supplied to the member and billed to that member unless the member notifies the Board of Directors that they already possess a copy of the required manuals.

7. Student pilot members, when using the Club aircraft, must be under the supervision of a CFI at all times.

8. The aircraft Engine and Airframe Logbooks are maintained at a secure off-site location. The logbooks can be viewed on request to the Board for a mechanic recording maintenance work or for review by a flight examiner. The Pilot’s Operating Handbook is required to be in the aircraft at all times and cannot be removed from the aircraft unless prior approval is obtained from the Chief Maintenance Officer.

9. Smoking is not allowed in any of the Club aircraft or in the Club hangar.

10. Any loss or damage to a Club aircraft, or any loss or damage that results from the operation of a Club aircraft, will be the financial responsibility of that member who had custody of the aircraft at that time, up to the deductible amount of the Club insurance policy.