rogue valley flying club (rvfc) · rvfc operations policy and procedures march 1, 2015 page 4 the...

Rogue Valley Flying Club (RVFC)

Operations Policy and Procedures

Version: 2015-04

RVFC Operations Policy and Procedures

March 1, 2015

Table of Contents

Operations Policies and Procedures ....................................................................................................................................... 3

Section I: Membership..................................................................................................................................................... 3

Section II: Reservation, Scheduling, and the Use of Time ................................................................................................ 4

Section III: Logging and Reporting Flight Time ................................................................................................................. 5

Section IV: Aircraft Inspections and Maintenance ........................................................................................................... 6

Section V: General Rules of Aircraft Operation ................................................................................................................ 6

Section VI: Prohibited Types of Flying .............................................................................................................................. 7

Section VII: Restrictions on Use of Aircraft ...................................................................................................................... 7

Section VIII: Flight Minimums ........................................................................................................................................... 8

Section IX: Flying Skills ...................................................................................................................................................... 9

Section X: Check-Out Requirements ................................................................................................................................ 9

Section XI: Cross-Country Flights Rules ............................................................................................................................ 9

Section XII: Activities Program ....................................................................................................................................... 10

Section XIII: Financial Reporting ..................................................................................................................................... 10

Section XIV: Expenditure Limits ..................................................................................................................................... 11

Section XIV: Enforcement ............................................................................................................................................... 11

Section XV: Changes and Amendments ......................................................................................................................... 11

Section XVI: Flight Instructors ....................................................................................................................................... 12

APPENDICIES ......................................................................................................................................................................... 14

Appendix 1: The 12 Golden Rules of Aviation ................................................................................................................ 14

Appendix 2: Proficiency Flight Checklist ......................................................................................................................... 16

Appendix 3: Termination Agreement ............................................................................................................................. 17

Appendix 4: Sponsor Guide ............................................................................................................................................ 18

Appendix 5: Schedule Master Account Setup Instructions ............................................................................................ 19

Appendix 6: Flying Member Checklist ............................................................................................................................ 20

Appendix 7: Associate Member Checklist ...................................................................................................................... 22

Appendix 8: Document Version History ......................................................................................................................... 23


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Operations Policies and Procedures

This document applies to all RVFC members and CFI’s who operate RVFC airplanes and equipment. Club members are responsible to care for and keep RVFC property in good working order and free from excessive wear and tear.

Section I: Membership

1) Application

a) When an individual approaches a member about club information and possible membership, the RVFC member needs to have the individual access the RVFC website. Advise them to fill out the form provided by the “Contact Us” to gain more information.

b) The Webmaster will forward the inquiry to the Membership Coordinator.

c) The Membership Coordinator will contact the prospective member and arrange a meeting.

d) During this meeting, the Membership Coordinator will provide all information needed about the club, and outline the financial prerequisites, hourly rental rates (for a Flying membership) and monthly fees.

e) If the prospective member asks to fly the aircraft before joining the club, he/she will be asked to fly with a member who will act as PIC and will share the costs of the flight.

(1) The Membership Coordinator will contact a club CFI who will select a Flying Member who agrees to fly with the prospective member.

f) The Membership Coordinator will provide a copy of the club By-laws and this document to the prospective member (email copies are acceptable).

g) The prospective member can access a membership application through the website or obtain a hard copy from the Membership Coordinator.

h) The applicant will complete the application and provide it to the Membership Coordinator. The preferred method is through scanning and emailing it to [email protected]. If scanning is not possible, the applicant will complete the form, deliver it to the RVFC in-box at Million Air, and advise the Membership Coordinator.

i) The Membership Coordinator will arrange for the application to be routed via email for the required three approvals by officers of the club.

j) Once three approvals have been secured, the Membership Coordinator will select a sponsor.

(1) Upon securing a sponsor, the membership coordinator will have the sponsor contact the applicant and notify him/her of the approved membership.

(2) The sponsor will use the sponsor’s Guide (Appendix 4: Sponsor Guide) to help the new member integrate into the club.

(3) The Membership Coordinator will send the appropriate Welcome Letter and Contact List to the new member.

k) If a physical check was provided by the prospective member, once approved, the Membership Coordinator will send it to the Treasurer to be deposited in the club account.


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The membership fee can also be paid on Schedule Master after the applicant’s account is setup.

l) The Membership Coordinator will inform the webmaster who will add the appropriate information to the Schedule Master and RVFC website databases. The club roster will be updated on Schedule Master with the new member information.

m) The Webmaster will email the applicant credentials for website and Schedule Master to the applicant.

n) The applicant will login to Schedule Master and follow the instructions described in Appendix 5: Schedule Master Account Setup Instructions.

o) The Secretary will ensure the approved application and 3 approvals will be stored on Google Drive.

2) Termination

a) Any member requesting termination of membership must advise a member of the board of directors and provide this request in writing, as shown as appendix 2 of these procedures.

b) The contacted member of the board of directors will contact the club book keeper to determine if the terminating member needs to pay any outstanding fees or dues.

c) Once the book keeper has determined that no fees or dues are outstanding, the book keeper will contact the club secretary who will prepare an acknowledgement letter for signature by the club president and provide it to the terminating member.

d) The Bookkeeper will update the club roster on Schedule Master to reflect the termination.

e) Requests for termination of membership due to circumstances beyond the control of a member and consideration for refund of any dues or fees will be considered by the board of directors on a case-by-case basis.

Section II: Reservation, Scheduling, and the Use of Time

1) Members who have the aircraft scheduled and who are tardy thirty (30) minutes, or have not cancelled or rescheduled through Schedule Master will lose their reservation to any member waiting to fly.

2) It should be thoroughly understood that the proper use of the reservation features provided is the key to a successful cooperative operation, maximum use of the aircraft, and maximum utility for all of the members.

3) By your reservation you are declaring to the other members that the aircraft is assigned to your custody for the period reserved. Therefore, you should be careful to follow these rules:

a) Reserve precisely the time you want. Do not schedule the aircraft for all day unless you intend on flying the aircraft or be away from the local area.

b) Each member must indicate his destination when he/she departs from the local area.

c) Cancel your reservations as soon as possible if you are unable to keep the reservation, whether for weather or for other reasons. Do not assume that in inclement weather the aircraft will not be needed. Adjust your reservation if you find your flight will be delayed in leaving. Cancel any remaining time from your schedule if you return early.


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d) Failure to cancel an aircraft when scheduled and not flown subjects the member to the following fine, as determined by the board of directors: i. If the aircraft is scheduled for less than 4 hours, the fine will be ½ hour of flight time.

ii. If the aircraft is scheduled for greater than 4 but less than 24 hours, the fine will be 1 hour of flight time.

iii. If the aircraft is scheduled for greater than 24 hours, the fine will be 1 hour of flight time per day.

e) No member shall fly a club aircraft without having reserved time for the flight through Schedule Master. The reservation may be made by telephone (1-800-414-6114) or through the internet (www.schedulemaster.com/smlogin.htm )

f) All members must terminate their flight – local and Cross-Country - on schedule (by the clock) if other members are waiting to fly or have reserved time immediately following. This rule applies regardless of how late a member was in the beginning his period of reserved flight. If the flight ends early, member should terminate the schedule in Schedule Master to allow other members to utilize the remaining time.

g) Offenders of this regulation may be fined by the Board of Directors commensurate with the length of time the offender overstayed his reservation.

h) Contact the next person in the schedule if you are delayed and cannot return on time. All delays should be reported promptly to prevent any undue anxiety, investigation, search, and rescheduling of aircraft.

i) Contact the appropriate member or CFI, if involved, for assistance if you feel a reservation rearrangement can solve a particular reservation problem.

j) Inactive members cannot schedule or operate Club aircraft.

Section III: Logging and Reporting Flight Time

1) Flying time shall be computed for each flight with the aid of a recording hour meter. The duration of each flight shall be computed from starting the engine until the engine is stopped after parking.

2) Use of Aircraft Flight Time Log:

a) This log will be kept in the mailbox at Million Air, and have space for the following information: Aircraft, N number, hour meter and tach start and stop time, Pilot’s name and remarks

b) Check the “Remarks” in the binder for the previous flight or two to see if any discrepancies have been recently reported. Be sure to check the previous pilot’s hour meter stop time to make sure it agrees with your hour meter start time. If there is a discrepancy, note it so you will not be charged for the missing hour meter time.

c) Before starting the engine the pilot-in-command will enter the date, his or her name, and the hour meter start time.

d) Upon stopping the engine at completion of the flight, the hour meter and tach reading will be entered in the space provided. Subtracting the hour meter reading from the hour meter start reading will give the time flown.

e) Any aircraft deficiency should be noted under the “Remarks”.


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Section IV: Aircraft Inspections and Maintenance

1) There shall be a line (visual) inspection performed before each flight by the pilot in command making such flight. Any defects found in the plane’s structure or accessories shall be reported to the Maintenance Coordinator immediately and no flight shall be made if such defect may endanger the safe operation of the aircraft. If the Maintenance Coordinator is unavailable, contact the Plane Captain and/or a board member.

2) Prior to each flight the pilot shall check the fuel and oil quantities visually and by the gauges.

3) After each flight, the pilot is responsible to see that the aircraft is clean, with all debris removed, and all accessories in their proper location. Do not have the aircraft refueled unless requested by a subsequent user.

4) Check fuel caps for security after refueling; never refuel an aircraft in the rain unless protection is used to keep water out of the fuel tank.

5) Club aircraft left without a pilot must be tied down, the wheels chocked if chocks are available, the master switch off, and the cabin, baggage compartment and controls locked. When at Million Air, the cabin door need not be locked.

6) The aircraft will be stored inside the hanger by Million Air line personnel after each flight (unless it is scheduled for a subsequent flight).

7) No member shall be permitted to attach any object to the plane or in any manner make adjustments or repairs unless approved by the Maintenance Coordinator.

Section V: General Rules of Aircraft Operation

1) Each member is responsible for a complete pre-flight check of his or her aircraft. Squawks should be reported to the Maintenance Coordinator, as soon as possible and, if sufficiently serious, the member must take all necessary precautions to ground the aircraft until the squawk is cleared. In such case the “grounded” sign will be hung on the pilot’s yoke, the problem noted in the “Remarks” in the Flight binder, and the aircraft grounded in Schedule Master.

2) It is the responsibility of each member to know the authorized loading limits and requirements of each aircraft in which he/she acts as PIC.

3) Aircraft check-lists shall be used by all pilots for starting engines, before takeoff, before landing, and before engine shutdown.

4) It is the pilot’s responsibility to ensure current charts and all other required documents are carried for the area of operation.

5) All flights over 100 nautical miles from the point of departure must be made on a flight plan filed with Flight Service. Flight Following Service is strongly recommended.

6) Only aircraft certified in Acrobatic Category may be used for acrobatic maneuvers.

7) The “12 golden Rules” for safe aircraft operations on the ground and in the air shall be observed by all pilots in the Club. These rules are the results of analyzing thousands of aircraft accidents by the Flight Safety Department of the National Aviation Underwriters. A copy is appended to these flight regulations.


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8) Pilots are to call Million Air at least two hours before the aircraft is needed on the ramp for flight. Million Air will have the aircraft “pulled out” at the time you specify. Operating hours for dispatch are 0700-2000 weekdays, 0700-1800 Saturday and 0800-1800 Sunday.

9) After landing, advise that you plan to park at Million Air. Use the “T” markers on the Million Air ramp unless you are signaled by a line rep to park on the ramp in front of Million Air. Use caution for other larger commercial aircraft entering and departing the main Million Air ramp.

Section VI: Prohibited Types of Flying

1) All flying in any club aircraft is to be done in strict accordance with existing Federal Aviation Regulations, and State, Local, and the Rogue Valley Flying Club Regulations.

2) Off-airport landings are not permitted, except in case of an emergency. Members shall make landings only on paved runways. Landings on dirt or grass runways are allowed only when training with a certificated instructor, or with prior approval from the club Flight Safety Officer.

3) No member shall land or take-off from an unlighted field during the hours of darkness except under emergency conditions.

4) Violations are subject to a fine to be set in each individual case by the Board. The cost of any repairs or replacement not covered by insurance which is a 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 aircraft. NOTE: For damage other than the above, see Article 7, Sections 2, 3, & 4 of the Club’s By-laws.

5) There shall be no formation flying of the Club aircraft with each other or any other aircraft, unless approved by the board of directors and under the direct supervision of a club CFI.

Section VII: Restrictions on Use of Aircraft

1) No flight (cross-country or local) shall be made without recording in Schedule Master the name of the pilot-in-command, the period for which the pilot expects to have the aircraft, and the destination city/airport (use full name of airport and alphanumeric identifiers).

2) It is the responsibility of each member to see that his/her medical certificate and pilot certificate are at all times current and carried on his/her person for each flight. No person may fly a Club plane unless these requirements are met.

3) All flights are to be made within the limits of the FAA certificate of the member piloting the Club aircraft.

4) Only active Club Flying members shall fly Club aircraft, except that qualified maintenance personnel making necessary test flights shall be permitted by any Club member to fly any Club aircraft.

5) No member shall use the Club aircraft for hire nor shall he/she rent or lend the Club aircraft to any other person.

6) Club aircraft shall not be used by any member for commercial operation or for personal gain. No member may offer transportation to a non-member for a profit.


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7) A member may accept an offer to share the costs of a flight made for a common interest. Particular care must be taken that it cannot in any way be construed as a charter operation. A member may use Club aircraft for personal transportation, for pleasure, in his business, or for his employer.

8) Pilots desiring an orientation flight for the sole purpose of determining whether or not to join RVFC as a flying member may contact a club CFI who will select a pilot who will act a pilot-in-command and is willing to fly the pilot on a cost-sharing basis as provided by FAA regulations.

9) No member shall use any Club aircraft while under the influence of alcohol or drugs. Nor shall any pilot-in-command of Club aircraft permit any of his passengers to use alcoholic beverages of any kind during flight. Determination as to whether the member was under such influence or not, or whether or not he/she violated either of these rules, shall be made by the Board and their decision shall be final. Any member found guilty of a violation of this section shall be expelled from the membership in this club.

10) FAA Flight Plans (VFR or IFR) are required for all cross-country flights. See Section V: General Rules of Aircraft Operation #5 Section V: General Rules of Aircraft Operationabove.

11) No flights are permitted outside the continental United States, unless approved in writing by the Board of Directors. Requests for such flights must be made in time to allow the board to review and approve them and to arrange for insurance coverage. All expenses involved in approving and conducting such a flight must be borne by the requesting member.

12) Only Club members may act as pilot-in-command of the Club aircraft.

13) Under no circumstances may a member instruct another member in the Club aircraft unless she is a qualified flight instructor.

14) No Club Flight Instructor shall give flight instruction in the Club aircraft to a non-member.

15) No member shall receive flight instruction in a Club aircraft from any flight instructor except those designated and approved as flight instructors by the Board of Directors.

16) Club aircraft shall not be used by any member in a careless, reckless, negligent, or otherwise unsafe manner, or in any way that would tend to bring discredit upon this Club or upon any of its members.

Section VIII: Flight Minimums

1) Each Flying member is required to fly at least twelve (12) hours per year to maintain a minimum level of proficiency.

2) On cross-country flights a member shall be charged a minimum of two (2) hours per day for each day the aircraft is in the member’s possession. For instance: If a member keeps the aircraft overnight for three (3) nights, he is expected to put six (6) hours of flying time on the aircraft.

3) The per hour rate for time not flown that is less than the per day minimum will be $50 per hour. For example, if the per hour rental rate is $90, then the pilot will pay $50 per hour for the time not flown to meet the daily cross country minimum time requirement, for a cost-avoidance of $40 per hour. Procedures will be developed that allow the member to post this surcharge in Schedule Master.


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4) Flights of less than three-tenths of an hour are discouraged because of excessive wear and tear on engine, electrical system, tires, and brakes.

Section IX: Flying Skills

1) Each member joining the Rogue Valley Flying Club shall be instructed and checked out thoroughly prior to flying each make and model of the Club aircraft. This can be accomplished by evaluation by a Club-designated CFI through interview, logbook review, and actual flight.

2) Student pilots must be rechecked by a club instructor every ninety (90) days before flying solo. Depending on the proficiency of the student pilot, this period may be reduced at the discretion of the student’s designated flight instructor. Lapses in flight activity of more than 30 days require a logbook entry permitting solo flight or a check-flight with an instructor.

Section X: Check-Out Requirements

As established by the RVFC Proficiency Flight Checklist (Appendix 2: Proficiency Flight Checklist)

Section XI: Cross-Country Flights Rules

1) Oil and gas levels must be checked at each stop. Use correct oil and fuel grades as given in the aircraft Owner’s Manual (or POH) or approved Flight Manual. Do not use auto fuels.

2) In the event of a maintenance discrepancy while away from Medford Airport, repair or have repaired all items affecting safety of flight. Contact the Maintenance Coordinator (or, if not available, a club officer) before arranging for any repairs over one hundred ($100.00) dollars. For amounts less than this, the member may do so in his own name, and after presentation of a properly receipted bill for such sales and/or services, and after the bill has been approved by the Treasurer, said member shall be given credit.

3) Secure inside storage whenever possible to preclude storm damage. If the aircraft must be stored outside, be sure it is tied down securely and controls are locked. The safety of the aircraft is your sole responsibility while the aircraft is in your possession.

4) Lock the aircraft when unattended.

5) Storage, tie-down fees, and landing fees, incurred by a member away from the club’s home airport shall be absorbed by the member.

6) Whenever an aircraft is left standing during windy conditions (blowing dust, sand, snow, etc.), it is the full responsibility of the member to clean or have cleaned the air intake screen to the carburetor and overall engine, before starting the engine.

7) Any member who flies in or out of a dirt, gravel, rock surface, sod, or grass airport will be held fully responsible for all damage to the aircraft, such as propeller damage, paint nicks, dents to metal surfaces, etc. This is also applies to taxiing, starting engine, run-up, etc., when a taxiway or tie-down area is not paved. Use the tow bar in the aircraft when necessary to avoid propeller strike on the uneven terrain.

8) Keep the aircraft exterior and interior clean. The next member to use the aircraft will appreciate it. Remember; leave the plane “ready to fly for the next person”.


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9) Upon return, refuel (only if requested) and clean the aircraft per Section IV: Aircraft Inspections and Maintenance #3.

Section XII: Activities Program

1) An activities coordinator will be appointed by the board of directors.

2) The activities coordinator will prepare an annual plan, supported by a budget, and submit it to the board of directors for approval no later than three weeks prior to the planned year.

3) The activities coordinator is responsible for the planning and execution of club activities that will include, but not be limited to education, flying, social events and community service.

4) Fly-outs a. A club member will be designated by the Activities coordinator as fly-out coordinator and

responsible for the planning and execution of any fly-out sponsored by the RVFC. b. This member is responsible for notifying the club operations coordinator at least one week

in advance for approval. c. This member is responsible for notifying all club members of the date, time and location

to meet prior to departure. d. He/she will collect a list of proposed aircraft owners/operators, the aircraft they will use,

and any passengers. e. Other club members will be invited to join the fly-out and submit their names to the

coordinator for open seats available. f. Flying participants will arrange cost-sharing with the aircraft owner/operator. g. The fly-out coordinator will encourage non-flyers to travel by surface to the destination,

if it is feasible. Seat swap-outs could occur if agreeable to all. h. The coordinator will brief to all participating pilots all safety aspects, weather conditions,

NOTAMs, TFRs, en-route altitudes, rendezvous points, way-points, alternate airfields, radio failure procedures, emergency procedures, and planned departure and arrival times. This does not relieve pilots from meeting their individual responsibilities.

i. The return flights will be briefed as in paragraph h) above.

Section XIII: Financial Reporting

1) The Treasurer is responsible for oversight and management of all club financial actions.

2) The Treasurer will, on a regular basis, maintain and present a club Profit and Loss statement and Balance Sheet to the board of directors.

3) The Treasurer will prepare an annual budget for review by the board of directors no later than one month prior to the new fiscal year.

4) The Treasurer will provide financial updates to the membership at the monthly meetings.

5) The Treasurer will separately provide, as requested by the board of directors, financial reporting as directed.

6) The Treasurer will appoint a club member to perform as club bookkeeper, who will, in turn, track and report income and expenses.


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Section XIV: Expenditure Limits

1) As presented in Article 9 of the club by-laws, the following approval limits for a one-time expenditure without board approval are established: a. Article 9.2 Treasurer: $5,000. b. Article 9.3 Maintenance Coordinator: $1,000. c. Article 9.4 Individual member: $250.

Section XIV: Enforcement

1) The above regulations and rules shall be policed by the entire membership. All complaints shall be filed with the club president. He/she shall call a meeting of the board of directors, at which meeting appropriate action will be taken.

2) Any violation of the FAA Regulations or the flying procedures of the club shall constitute cause for immediate grounding, and any member so grounded shall remain grounded until further action is taken by the board of directors.

Section XV: Changes and Amendments

1) Changes in, or amendments to, these flying procedures may be effected only by the majority vote of the board of directors at the regular or special meeting called for the purpose.

2) Any changes or amendments to these flying procedures shall be either posted to the website and/or emailed to each active and associate member of the Club. Inactive or suspended members will be issued such changes or amendments upon their return to active status.

3) These operating rules and procedures are designed to aid in the systematic and equitable utilization of club aircraft. They are also designed to help each member have many enjoyable and safe hours of flying.

4) These operating rules are formulated by the club’s board of directors as provided in the by-laws and will remain in effect until revised rules are published.

5) MEMBERS ARE RESPONSIBLE TO BE FAMILIAR WITH CURRENT FEDERAL, STATE, LOCAL, AND CLUB FLYING REGULATIONS.


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Section XVI: Flight Instructors

1) Overview

The following summarizes conditions under which instructors may utilize an RFVC aircraft: a. The instructor must be either an Associate or Flying member in good standing, and be

approved by the Board of Directors (Board) at its sole discretion. b. The instructor must hold a CFI or CFII certificate, an appropriate medical certificate, and

any and all other certificates, ratings and authoritative documentation required by the FAA to instruct in any aircraft under RVFC control (i.e. an aircraft leased or owned by the club).

c. Instructors must abide by all by-laws, procedures and policies set forth by the club. d. Instructors must be knowledgeable of, support, and reinforce to Flying member students

all appropriate Flying member procedures and policies. e. Instructors who are Associate members may not utilize club aircraft for any other reason

than to instruct students - instruction may only be given to Flying club members, or to provide introductory flights to prospective club members.

f. If the club deems it necessary, as part of an instructor-evaluation process, to perform a flight review of the prospective instructor, the prospective instructor may act as PIC during such flight review.

2) Application

A prospective instructor must be either an Associate or Flying member of the club. If the instructor is not currently a member, membership must be attained by filling out the appropriate membership application form, paying the first month’s dues, and be approved by the board of directors per standard club process.

There is no requirement that a club member nominate an instructor; any instructor who meets the criteria may be considered.

3) Approval / Denial Process

The RVFC Board shall approve or deny each application for instructor privileges in a timely manner, though the Board and applicant acknowledge that, depending on a number of factors, the evaluation period vary.

The following serves as a guideline for the Board during this process. a) Perform a professional background check of the applicant consisting of references from

former managers, colleagues, and students.

b) Check official records for any incidents or accidents.

c) Interview applicant. This may include a qualified RVFC member to review RVFC policy for care of aircraft and equipment.

d) Verify the prospective instructor has received and read the RVFC bylaws and this Policy and Procedures document.

e) Verify the applicant has the appropriate hours needed for insurance purposes.

f) Perform a check ride in an RVFC aircraft.

g) If the Board rules that a check ride is necessary, the prospective instructor must, upon landing the aircraft, pay current club rates for time flying the aircraft. This cannot be


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waived. The instructor giving the check ride may or may not charge the prospective instructor for his or her time for the check ride.

h) Under no circumstances shall the club incur direct costs as the result of evaluating an instructor applicant.

i) Any or all of the above may be waived at sole discretion of the Board if history indicates the applicant has sufficient experience with attention to safety and care of people, aircraft and equipment.

j) The Board must vote to approve or deny privileges. Simply majority rule applies.

k) The Board may, after review of a current instructor’s qualifications such as lack of recent instruction, medical, performance issues, FAA issues, or any other reasons, deny instructor privileges. Should the instructor be denied privileges, the Board will promptly notify the instructor and advise on the process necessary to be considered for approval.

l) Should the instructor subsequently be deemed to have contravened any of these requirements, the Board, at its discretion may:

a. Initiate an investigation to determine the appropriate course of action; b. Request to interview the instructor to understand the circumstances; c. Vote to remove instructor privileges, if appropriate; d. Inform the instructor of any actions taken.

Section XVII: Board Nomination Process

1) A board nominating committee will be used to identify and select candidates to serve on the board.

2) This committee will consist of three club members, at least two of whom are either retiring or former board members, not to include the current club President.

3) This committee will meet in February (four months before the Annual Member meeting) to initiate the selection process. At this initial meeting, the current club President will be invited to present and discuss what contributed to the board’s effectiveness during the last year and what is needed in the year ahead. A chairperson will be selected from the three members.

4) They will develop (or reuse) appropriate selection criteria.

5) They will identify, select and engage potential candidates to determine if the candidates are willing, able, qualified, and committed to serve.

6) The slate of candidates must equal or exceed the number of board positions scheduled to be filled.

7) The slate of candidates will be announced one member meeting (typically one month) before the Annual Member meeting.

8) If officer positions require filling, those candidates must specifically be identified for that position.

9) If a position cannot be filled through this process, defer to nominations from the floor at the Annual Meeting.


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APPENDICIES

Appendix 1: The 12 Golden Rules of Aviation

Rule one has to do with us, the pilot-in-command. When was the last time you flew with an instructor? Was it two years ago during your last flight review? Think about getting a good evaluation by a qualified instructor, not just any instructor, but one that is familiar with your airplane type. Practice some maneuvers you haven’t looked at in a while, such maneuvers as stalls, steep turns, and slow flight. Make a concentrated effort to practice crosswind and short-field landings. Review emergency procedures and especially a simulated forced landing.

Rule two has to do with our airplane. When was the last time it flew? We want to do a thorough preflight inspection looking for problem areas. Wash the airplane if it’s dirty; this forces you to look closely over everything. You may be surprised what you find missing or bent.

Rule three requires us to be vigilant. Always, whether taxiing or flying, look outside and check repeatedly for existing or potential hazards.

Rule four tells us never to operate an airplane with a known malfunction. If a malfunction occurs in flight, land as soon as practical and get it repaired. Remember the old axiom "it is better to wish I was up there flying than to be up there wishing I was on the ground".

Rule five states that we should get a thorough preflight weather briefing before we go fly. Establish your own weather minimums. Remember the regulations are written to a "minimum" level of safety. What may be legal VFR may not necessarily be safe for our level of experience or proficiency.

Rule six states "airspeed" is life. Never abruptly change the attitude of an airplane nor allow it’s airspeed to drop below at least 160 percent of the stall speed when maneuvering below 1000 feet above the ground. On final approach, we should maintain our airspeed at least 130 percent of stall until over the threshold and ready to touch down.

Rule seven has to do with navigation planning. Make sure you know the minimum safe altitude along your route of flight. Always try to plan a route so that you would have a chance of walking out of a forced landing area if you go down. Bring an extra jacket and water, just in case. Have current charts for the route you are flying. The earth might not change much but airspace and frequencies do.

Rule eight states: be sure the runway length is equal to airplane manufacturer’s published takeoff or landing distance. A safety margin of plus 80 percent of the published distance should be used for hard surface, double the manual distance if sod, and triple the manual distance if wet grass.

Rule nine addresses takeoff and landing limits. Abort your takeoff if not solidly airborne in the first one-half of runway. Always, when safe, plan to touchdown 200 feet inside of runway threshold. Abort your landing if not solidly on the first one-third of the runway. Never quit flying until the engine is shut down and the chocks are in place.


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Rule ten has to do with wind limits. Never attempt taxiing when crosswinds or gusts exceed 50 percent of stall speed unless outside assistance is used. It is suggested never to attempt takeoff or landing when 90 degree surface crosswinds exceed 20 percent of stall speed. This would equate to about 10 mph. We know that the demonstrated maximum crosswind component is a recommended limitation and that we have landed or taken off in more than 10 mph. The airplane is probably more capable than our own abilities and proficiency. The key word is "proficiency". Always plan ahead and be ready for the unexpected. Never taxi closer than 1000 feet from the "blast" end of a large or turbojet aircraft.

Rule eleven has to do with our physical condition as pilots. Never attempt to fly if less than eight hours have elapsed since drinking alcoholic beverages. More important is that the residual effects are gone. Do not fly if you are extremely fatigued or emotionally upset.

Rule twelve has to do with starting the engine. Never attempt to hand start an airplane unless a qualified person is at the controls. Even then, be very careful and completely brief all persons involved with the starting procedures.

These rules were developed from insurance company files on aircraft accidents; they are only guidelines. Good judgment and proficiency are our best insurances for a safe flight. These ‘rules’ were from an out-of print FAA pamphlet FAA-P-8740-7, The Safe Pilot’s 12 Golden Rules. The AOPA also has another version of these at: http://flighttraining.aopa.org/magazine/2003/July/200307_Features_Golden_Rules.html


March 1, 2015

Appendix 2: Proficiency Flight Checklist

NAME _____________________________ A/C TYPE & NUMBER __________________DATE_____________

PREFLIGHT PREPARATION

� Certificates and Documents

� Weather Information

� Navigation Planning

� Performance and Limitations

� Systems Operation

PREFLIGHT

� Inspection

� Engine Starting

� Taxiing

� Before Takeoff Checks

AIRPORT OPERATIONS

� Radio Communications & Light Signals

� Traffic Patterns

� Runway and Taxiway Operations

� Incursion Avoidance

� Normal and Crosswind Takeoff

� Soft Field and Short Field Takeoff

� Normal and Crosswind Approach

� Soft Field and Short Field Approach

� Slips and Go-around

� After Landing and Parking

FLIGHT MANEUVERS

� Power-off Stall

� Power-on Stall

� Steep Turn

� Spin Awareness

� Navigation

� Radio Communications

� Night Operations

EMERGENCY PROCEDURES

� Emergency Approach and Landing

� Systems and Equipment Malfunctions

� Emergency Equipment and Survival Gear

COMMENTS_____________________________________________________________________________________

_______________________________________________________________________________________________

CFI APPROVAL: _______________________ PILOT _________________________ Cert# ______________________

(Signature) (Signature)


March 1, 2015

Appendix 3: Termination Agreement

TO WHOM IT MAY CONCERN:

I hereby terminate membership in the Rogue Valley Flying Club effective the date indicated below and certify that all

fees and dues payable up to and including this date have been paid in full.

I certify I have read and understand membership application and termination requirements as established in the

articles of incorporation, by-laws and club procedures of the Rogue Valley Flying Club.

__________________________________________ __________________________

Printed name Date

_________________________________________

Signature

Acknowledged

_________________________________________ __________________________

Signature Date

For the Rogue Valley Flying Club


March 1, 2015

Appendix 4: Sponsor Guide

1. The Membership Coordinator is the primary role/person for coordinating all the tasks associated

with bringing a new member (both Flying and Associate) on board. However, various people may

play this role depending on personnel availability.

2. Contact the Membership Coordinator and determine how best you may help the new member

through the process.

3. Provide all information you can about RVFC, but then offer contact names and phones numbers

for other members who may have more information about any specific areas of interest – or

forward her name and phone number (and email address, if available) to a club member who

can contact her. There is a Contact List available on Google Drive.

4. Find out her flying status. If she is interested in flight training, have her contact a club

instructor or contact one on her behalf. She will at least need a checkout flight if flight

training is in her plans.

5. Give her the URL for the RVFC website (www.roguevalleyflyingclub.org) if she hasn’t looked at

it yet. Take the time to show her around the website and point out useful areas. If the new

member is unfamiliar with Schedule Master, logon and show her the basic capabilities provided.

6. Please make sure the new member is aware of the next monthly members meeting and any

upcoming club activities.

7. The Sponsor should then send an email to all members to welcome the new member. At the

next club meeting, the Sponsor should introduce the new member – or make arrangements to

have someone do this if you are unable to attend.

8. Help the new member with any concerns, questions or issues – and continue to give her support

as a club member.


March 1, 2015

Appendix 5: Schedule Master Account Setup Instructions

If you have completed some of the login steps for an account already, skip and go to step 4. 1. Go to the RFVC website at: http://www.roguevalleyflyingclub.org/ 2. Scroll down and look for Member Log In / Register. 3. If you have not yet registered, please do so now. 4. Once you have created your Home page login and received your userid and password, login and

go to the top menu of the Rogue Valley website home page and click on Members and then Schedule.

5. You will then see the Schedule Master logo at the top and directly below a couple of highlighted options, Login, Register – Email Us, Mobile Access.

6. If you've never registered for Schedule Master, click Register – Email Us and follow the steps. 7. Wait a bit and you should receive an email of a user name and PIN#. 8. Go to the login for Schedule Master and use your user login and PIN#. (You may change the PIN

later under Profile, Password to an easier to remember password – but wait until after registering your credit card before doing so).

9. Once in to Schedule Master, go to My Account and complete My Profile (your address is required for your credit card on file) and My Payment Accounts to set up your credit card. The other tabs within My Profile are views or reports or password changes.

10. Next go to My Account, My Payment Accounts. 11. In the lower section entitled Primary Dues Preferred Payment Method, click on the Edit link

next to the first Primary Payment Method. 12. Select one of your credit cards already on file by clicking on the drop down arrow. 13. Click on Next. 14. It will ask for your password. Your password should be the same password as when you log in to

Schedule Master. If you receive an Incorrect Password error message, your password probably has some Alpha characters in it. It needs to be a 4-digit, all numeric password for this credit card step. You can go to My Account, My Profile, Password tab, and change your password to a 4 digit number only password (entered it twice). Then, go back to the above steps, Edit your Primary Dues Preferred Payment Method again and enter the new numeric password. You can keep this as your new password, or you can go back to My Account, My Profile and change your password back to your old password or something preferable.

15. If you continue to have issues selecting your default payment method, contact the Schedule Master Coordinator.

16. If you have a balance due, you can see your balance due under My Account, My Statement. To make a payment manually until the automatic payments begin, go into My Account, and My Statement and click on Make a Payment. You should be asked to enter the 3 digit security code from your credit card.

17. If you are a Flying member, upon checkout of your Post Flight, you will be asked for a payment method upon checkout. You should always pay your plane charges immediately by selecting the credit card that you have set up on file. This will keep your balance zero at all times if the above steps are all followed.

18. Now you may change your PIN to a more appropriate personal password.


March 1, 2015

Appendix 6: Flying Member Checklist

The Membership Coordinator (MSC) is responsible for coordinating all the activities associated with

this process. It is also expected that the assigned Sponsor will guide the applicant through this process and be the primary resource for the new member for questions about the club. All referenced documents are at Google Drive, some are also at the RVFC website

(www.roguevalleyflyingclub.org). Use discretion for the best medium for providing documents to

the new member, either physical copies or via email/URL:

# Task Responsible √ 1 Instruct Applicant to fill out “Contact Us” form on the RVFC

website to initiate the process All

2 Forward inquiry to Membership Coordinator (MSC) WebMaster

3 Meet with Applicant to discuss joining and arrange for a flight, as needed; discuss Application for Membership logistics; share

club Bylaws, and Policies and Procedures docs

MSC

4 Complete the Application for Membership and send to MSC with

the Application Fee

Applicant

5 Route the Application for Membership for Approval MSC

6 Inform the Webmaster of approved candidate MSC

7 Assign a sponsor and ensure they connect MSC

8 Inform the new member of approval, sponsor and send

Welcome Letter (Flying Member), Contact List, and Schedule Master Account Setup Instructions

MSC

9 Add new member information to the Schedule Master and Website databases.

SM Administrator WebMaster

10 Email Website and Schedule Master credentials to the applicant WebMaster

11 Login to Schedule Master and perform the Schedule Master Account Setup Instructions

Applicant

12 Store the approved application and board approvals on Google Drive

Secretary

13 Discuss the logistics for Club and Board meetings Sponsor

14 Walk through RVFC website 1. Calendar 2. Forum

3. Member Profile 4. Forms and Resources

5. RVFC Organizational Chart 6. Bylaws, and Policies and Procedures docs

Sponsor

15 Walk through Schedule Master 1. Schedule 2. My Account – provide help with setting up credit card

3. Resource Info 4. Group Info (User List in particular)

Sponsor

16

Coordinate with a club CFI for introducing member to the aircraft

MSC


March 1, 2015

# Task Responsible √ 17 Aircraft Operations Policy and Procedures discussion Club CFI

18 Aircraft Logistics Club CFI

19 Flight checkout Club CFI

20 Announcement email of new members Sponsor

21 Introduction of new members at Club meeting President/Sponsor


March 1, 2015

Appendix 7: Associate Member Checklist

The Membership Coordinator (MSC) is responsible for coordinating all the activities associated with this process. It is also expected that the assigned Sponsor will guide the applicant through this process and be the primary resource for the new member for questions about the club. All

referenced documents are at Google Drive, some are also at the RVFC website (www.roguevalleyflyingclub.org). Use discretion for the best medium for providing documents to

the new member, either physical copies or via email/URL:

# Task Responsible √ 1 Instruct Applicant to fill out “Contact Us” form on the RVFC

website to initiate the process All

2 Forward inquiry to Membership Coordinator (MSC) WebMaster

3 “Meet” with Applicant to discuss joining as necessary; discuss

Application for Membership logistics

MSC

4 Complete the Application for Membership and send to MSC Applicant

5 Route the Application for Membership for Approval MSC

6 Inform the Webmaster of approved candidate MSC

7 Assign a sponsor and ensure they connect MSC

8 Inform the new member of approval, sponsor and send Welcome Letter (Associate Member), Contact List and

Schedule Master Account Setup Instructions

MSC

9 Add new member information to the Schedule Master and Website databases

SM Administrator WebMaster

10 Email Website and Schedule Master credentials to the applicant

WebMaster

11 Login to Schedule Master and perform the Schedule Master Account Setup Instructions

Applicant

12 Store the approved application and board approvals on Google Drive

Secretary

13 Discuss the logistics for Club and Board meetings Sponsor

14 Walk through RVFC website 7. Calendar 8. Forum

9. Member Profile 10.Forms and Resources

11.RVFC Organizational Chart 12.Bylaws, and Policies and Procedures docs

Sponsor

15 Walk through Schedule Master 5. Schedule 6. My Account – provide help with setting up credit card

7. Resource Info 8. Group Info (User List in particular)

Sponsor

16 Announcement email of new members MSC

17 Introduction of new members at Club meeting President/Sponsor


March 1, 2015

Appendix 8: Document Version History

This appendix will be used to record the history of changes made to this document.

Version Description 2014-07 Initial document creation

2015-04 Substantial changes to content and format; too many to enumerate