About AVFC

The legal name of the club will be AVFC, Inc. and will do business as Aerovalley Flying Club, also referred to as “AVFC” or simply “the club”.

The objective and purpose shall be the promotion of general aviation with an emphasis on safety, currency, and education, as well as foster camaraderie among the club members, and to provide economic access to safe and affordable aircraft for the membership to enjoy.

Section 1. Member Types

Regular Members:

A Regular Member has been checked out in at least one airplane, has access to the flight scheduling system, pays dues, is eligible to run for a board position, has access to use club facilities as defined by the board and access to club events.

Owner Member:

An Owner Member has access to the flight scheduling system, pays no dues, is eligible to run for a board position, has access to use club facilities as defined by the board and access to club events.

Board Member:

A Board Member has been checked out in at least one airplane, has access to the flight scheduling system, pays no dues, is eligible to run for a board position, has access to use club facilities as defined by the board and access to club events.

Instructor Member:

An Instructor Member has access to the flight Scheduling system, pays instructor dues, is eligible to run for a board position, has access to use club facilities as defined by the board and access to club events.

Honorary Member:

An Honorary Member does not have access to flight scheduling system, pays no dues, is not eligible to run for a board position, has access to use club facilities as defined by the board and access to club events.

Social Member:

A Social Member does not have access to flight scheduling system, is not eligible to run for a board position, pays dues, has access to use club facilities as defined by the board and access to club events.

Suspended Member:

A Suspended Member has a temporary loss of all membership privileges and can be reinstated at the discretion of the board.

Section 2. Member Status

Active:

Is a member in good standings whose dues are paid current and is not in violation of any club by-law.

Suspended:

Is any member that has lost all privileges provided by their membership type but is still eligible to be reinstated to active status.

Military Hold:

Any member that is a member of the military or a First Responder and is called to active duty for a temporary period of time. The members status will be put on a temporary hold until the member returns from service.

Section 3. Member Size

The membership size shall be determined by the elected Board of Directors as needed based on reasonable access to the club resources. A membership waiting list maybe established by the Board if necessary.

Section 4. Membership Application

Applicants for membership must complete and sign an application. Upon acceptance for membership by the Board of Directors, and payment of the required monthly dues and initiation fee, the applicant becomes a member in good standing.

Section 5. Membership Removal

Members may resign from the club at any time by notifying the Board of Directors in writing (e-mail acceptable) with 30 day notice. Members are subject to removal for violating FAA regulations, violating club by-laws, failure to pay membership dues/fees, at the discretion of the Board of Directors. Members may have their membership terminated for reasonable cause by the Board of Directors at any time. The board may, at its sole discretion, chose whether to waive dues or other member liabilities.

Section 6. Member Fees & Charges

The Treasurer shall, on or about the 25th day of each month, deliver to each member a statement of the dues for the following month and any charges incurred by the member in the current month. In the event the amount shown on said statement is not paid on or before the 10th day of the following month the members flying privileges will be suspended and the following procedure shall apply:

(a) The Treasurer will be responsible notifying the club member stating that their status has been moved to Suspended and the amount the member has outstanding, and the period under consideration.

(b) The Treasurer will be responsible for notifying the Board of Directors of the action taken in subparagraph (a) above.

(c) The Treasurer shall, on the 11th of each month, be responsible for removing the ability to schedule an airplane through the scheduling system for all members that are Suspended.

(d) The delinquent member automatically becomes terminated if payment has not been received by the 30th of the month following notification of suspension. Notification of this action will be submitted to the delinquent member in writing by the club President.

(e) The Board of Directors is hereby empowered and authorized to make an exception in delinquency cases where investigation shows circumstances, which in the Board’s opinion, are extenuating.

Section 1. Annual Meeting

An annual meeting of the Membership of the Club shall be held in March. Written notice of the time and place shall be made available to the email address in Flight Circle with 30 days notice. The principal action of this meeting will be the election of Officers and Directors for the coming administrative year (April 1 – March 31) in addition to an annual financial report.

Section 2. Regular Membership Meetings

Meetings of the club shall be held quarterly, or at such time and place as designated by the Board of Directors. Written notice of the time and place shall be made available to the email address in Flight Circle with 14 days notice.

Section 3. Called Membership Meetings

Called Membership Meetings shall be held upon the written request of 1/3rd of the Members. Upon receipt of such petition, the President or Vice President shall be required to call such a membership meeting to order within 21 days. Written notice of the time and place shall be made available to the email address in Flight Circle with 14 days notice.

Section 4. Special Meetings

Special meetings may be held at any time upon authorization of the Board of Directors.

Section 5. Meetings of the Board of Directors

Meetings of the Board of Directors shall be held monthly at such a time and place as designated by the President. A simple majority of the Board of Directors is necessary for a quorum at such meetings.

Section 1. Officer Positions

The officers of the club shall be a President, a Vice President, a Secretary, a Treasurer, a Standards Officer, a Maintenance Officer, and a Member-at-Large.

Section 2. Elections

All Officers and Directors of the club except the Standards and Maintenance Officers shall be elected by a plurality vote of the Members eligible to vote at the Annual Meeting. Standards and Maintenance Officers shall be appointed by the Board of Directors. Results of the voting will be made available to the Membership via the email provided in Flight Circle within 14 days.

Section 3. Nominations

Nominations shall be made in writing to the Secretary at least 14 days prior to the Annual Meeting. Nominations may be submitted by any Active Member or the Board of Directors.

Section 4. Impeachment

A majority written vote of all Board Members shall be required to impeach an Officer or Director. Said vote shall be supervised by an Active Member who is not an Office or Director and who has been appointed by the Board of Directors.

Section 5. Vacancies of Board of Directors

In the event of a vacancy of the Board of Directors, the remaining Officers may appoint a temporary Officer or Director to serve until the next scheduled Membership Meeting at which time a special election shall be held to fill the vacancies.

Section 4. Duties

(a) Duties of the President:

The President shall be the chief executive officer of the club. They shall preside at all regular meetings of the club as well as all Board of Directors meetings. It shall be their duty to exercise general supervision over the activities and welfare of the club officers and Board of Directors relative to matters of policy. They shall call special or emergency meetings as necessary.

(b) Duties of the Vice-President:

The Vice President shall be primarily responsible for maintaining Membership levels of the club, supervise elections, and in the absence of, or during the incapacity of the President as determined by the Board of Directors, perform all duties, and assume all responsibilities of the President until the Board of Directors shall revoke such authority.

(c) Duties of the Secretary:

The Secretary shall conduct correspondence of the Club Membership or its Officers; record the minutes of the Meetings, and maintain accurate records of the proceedings; and assure that updated and current Membership lists are kept. Such lists must be provided to the insurance carrier or other requesting authority.

(d) Duties of the Treasurer:

The Treasurer shall be responsible for the maintenance of an appropriate bookkeeping system. He/she shall receive and have custody of all club funds and securities, and shall keep full and accurate accounts of receipts and disbursements in books belonging to the club and shall deposit all moneys and other valuable effect in the name and to the credit of the club. He/she shall prepare and furnish, monthly and annually, financial reports of all transactions to the Board of Directors. He/she shall make the club books available to any member for his inspections at any reasonable time, but shall not permit books to be taken from the office of the Treasurer without the consent of the Board of Directors. The Treasurer shall ensure that Member Statements are accurate and up to date.

(e) Duties of the Standards & Safety Officer:

The Standards & Safety Officer must be a CFI/I and shall supervise the standards and safety programs of the club. In this role they shall propose instructional policies to the Board of Directors and shall be responsible for arranging and scheduling all flights requiring an Instructor Member. The Standards & Safety Officer may also serve as the chairperson of a safety committee.

(f) Duties of the Maintenance Officer:

The Maintenance Officer shall be responsible for ensuring each aircraft in airworthy condition. They shall hold a minimum of a Private Pilot Certificate. They shall be responsible for all the maintenance records and all papers required to be carried in the aircraft. They shall originate and supervise all inspections and major overhauls of each aircraft and insure the compliance of all applicable Federal Aviation Regulations. They may, with approval of the President, appoint club members who are willing to assist them in their maintenance duties.

(g) Duties of the Board of Directors:

The Board of Directors shall be responsible for the day to day operations of the club. The Board of Directors shall be authorized to hire or otherwise engage the services of any employees and/or contractors appropriate to club functioning. The Board of Directors may establish administrative procedures for the election process for the election of Board Members such as communication processes, nomination process, voting eligibility cut off dates and absentee balloting procedures provided such procedures preserve the privacy of the absentee voter.

Section 1. Standard Operating Procedures (SOP)

The Board of Directors are authorized to specify and adopt at anytime without advanced notice any additions, changes, or deletions as may be required in the SOP. Such procedures shall deal with the direct operation of Club equipment and related matters of safety, scheduling, use of / or reporting about the use or condition of the club equipment. Each Member shall have access to the SOP, any changes shall be posted and made available to the Members.

Section 2. Membership Dues

Any dues that the Board of Directors properly declares shall be payable monthly in advance of the billing month in which they are due.

Section 3. Flight Time Payment

Charges for Flight Time will be calculated from the 25th of the previous month to the 24th of the current month. Flight Time must be paid in full by the 10th of the current month.

Section 4. Other Assessments

Other Assessments which the Board of Directors may properly declare shall be paid in full immediately upon notification, or at a schedule to be set by the Board of Directors.

Section 5. Suspension for Financial Delinquency

Any Member who has not paid their financial obligations on a current basis, is subject to suspension upon notification by any Officer of the club, the Board of Directors, or club Instructor Member.

Section 6. Purchases in the Club Name

No Member shall be authorized to make any purchases in the name of the Club except by order or approval of the Board of Directors. Bill submitted by reimbursement shall be approved by the Treasurer or the Board of Directors.

Section 7. Members Liability for Damages

In the event of damage to Club aircraft or other equipment, the scheduling Member responsible for the aircraft, equipment, hangar and its contents, is liable for the damages. In the event that two Active Members are operating the aircraft together, the PIC at the time of the incident will be responsible. Members are responsible for servicing the aircraft with proper fuel and oil, and for the proper storage and protection of the aircraft.

Section 8. Insurance

Members are responsible for carrying their own renter insurance policy with a minimum of $20,000 hull coverage. The scheduling Member’s insurance policy shall be responsible to the maximum provided for in the Member’s policy for any damage incurred before club insurance shall be used.

The Board of Directors shall provide for an umbrella insurance policy on all airplanes protecting the club against liability for catastrophic loss to aircraft or club equipment.

Section 9. Conduct

Every Member shall be responsible for the safe operation and care of Club equipment. In addition, every Member will be expected to conduct themselves in a cooperative and friendly manner, both when dealing with other Club Members, Board Members, and in dealings with the general public where any identification with the Club is apparent. Disregard of these responsibilities or expectations is grounds for termination.

Section 1. General

It is the responsibility of the Board of Directors to maintain the club on a financially stable, self supporting basis. No officer of member can obligate the club except as provided by these By-Laws. The Board of Directors shall have the authority to pursue reimbursement of any unpaid obligations to the club by any member, past or present, through legal remedies or arbitration. No moneys or assets of the club may be distributed among or to any of the members of the club except upon dissolution or as otherwise provided by these By-Laws.

Section 2. Financial Authority

(a) The Treasurer of the club shall have authority to obligate or expend club funds for normal operating cost up to $1000.00 for any one time expenditures.

(b) The Board of Directors will approve all expenditures of the club between $1000.00 and $2000.00 for normal operating cost.

(c) Any obligation of $2001.00 or more, and any purchase of new equipment costing $2001.00 or more, must be approved by a majority of the active members present and voting at a regular or special meeting of the club, provided the purchase or sale of said equipment shall be governed by paragraph (d), below.

(d) Any proposal to sell, lease or purchase an airplane shall be submitted in writing to a regular monthly meeting of the club. Thereafter the Secretary shall furnish a copy of the proposal, together with a written ballot, to each member by mail not less than fifteen (15) days before the next regular monthly, and the proposal shall be voted upon at said meeting. Any proposal to sell or purchase an airplane shall be adopted if approved by two-thirds (2/3) of the active members of the club.

Section 3. Insurance

(a) The Board of Directors shall provide for and umbrella insurance policy on all airplanes protecting the club against liability for personal injury or property damage to third persons, and providing hull insurance on club aircraft.  Member Insurance will be the primary insurance policy against damage or injury with the club policy secondary.

Section 4. Damage to club property

(a) In the event of damage to club property, the Board of Directors shall make a prompt and thorough investigation of the incident, and shall determine the cause and extent of damage. If the damage was caused by (i) negligence, (ii) violation of any Federal Air Regulation, and/or (iii) any rule of the club, the member responsible and their rental insurance policy shall be liable for said damages.

(b) In the event a member found to be at fault, they will be 100% responsible for all damages and liability. The member shall use their insurance as the primary insurance. In the event the member or the member insurance refuses to pay the said damages, balance to the repair shall be taken from the club treasury, and action will be taken to recover the amount from the member and their insurance.

(c) Members causing damages not covered by insurance shall be held responsible for all costs resulting from said damage. In the event of member causing damage to aircraft covered by insurance, member shall be responsible for insurance deductibles. For any incident/accident resulting from gross negligence by member or damage caused by fuel starvation due to pilot negligence or misjudgment member shall be responsible for all costs irrespective of insurance coverage.

Section 1. Procedure

A proposal to dissolve the club must be submitted in writing to a regular monthly meeting and must bear the signatures of not less 75% of the active membership. If said proposal is in proper order, the Board of Directors shall direct the Secretary to furnish a copy of the proposal, together with a written ballot, to each active member by mail not less than fifteen (15) days before the next regular monthly meeting. Members may cast their ballots by delivery to the secretary at or before the next regular meeting, and need not by present at the meeting to vote. The ballots shall be counted at said meeting. The proposal shall be adopted if approved by three-fourths (3/4) of the active members.

Section 2. Liquidation

Upon dissolution, the Board of Directors shall be designated as trustees, and shall marshal all assets of the club, liquidate the same by sale at fair market value, and from said proceeds pay all debts and obligations of the club. Any money remaining after payment of debts and obligations shall be distributed equally among the active members.

Section 1. Fees and Charges

The Board of Directors shall fix hourly rates for each airplane owned or leased by the club. Aircraft rates shall be based on Tach hour reading. Each member will be responsible for refueling the aircraft after flight using the clubs gas card (kept in the flight book). The club will furnish all oil. Fuel purchased at other airports shall be reimbursed if a receipt is provided showing total amount of purchase.

Section 2. Scheduling

(a) No member may fly any airplane unless scheduled to do so.

(b) Members are requested to coordinate with members or club officers for reservations over 7 days.

(c) RESERVED

(d) For the purposes of this section, the “weekend” shall be defined as 18:00 on Friday through 18:00 on Sunday.

(e) There shall be no exceptions to the scheduling rules without the express permission of the Board of Directors.

Section 3. Qualifications

(a) All club members or CFIs/CFIIs must satisfactorily accomplish a checkout flight given by a club instructor for each club airplane, regardless of experience, certificates or ratings. No member shall be permitted to use an instructor pilot that is not named on our insurance and successfully completed a checkout flight for any reason or purpose in any club aircraft, unless extenuating circumstances exist, and only then with special permission from the Board of Directors.

(b) Members who are not licensed pilots shall not fly club aircraft.

(c) No member may operate any club airplane having a constant speed propeller and/or retractable landing gear until such member has logged 5 hours in an airplane with a constant speed propeller and retractable landing gear after receiving their Private Pilot Rating and has been checked out as provided in section (a), above. In lieu of the 5 hour requirement, a pilot may operate such airplane after receiving 3 hours of dual instruction in a club aircraft with constant speed propeller and /or retractable from a club instructor.

(d) All recurrent proficiency checks for Club members shall be aligned with the FAA Biennial flight review. If the Club member chooses to use a non Club Authorized Instructor for the Biennial, the review cannot be done using Club aircraft. The Club member must provide proof of Biennial review to a Club Officer no later than 7 days after the review is completed to remain authorized to fly Club aircraft. Proof of completion should be a copy of the logbook endorsement.

(e) A club member whose pilot ability is questioned in any manner by the Operations/Safety Officer or any other member may be required to demonstrate his/her pilot ability to the club Instructor or Chief Pilot at any time it is deemed necessary to insure the high level of safety performance and judgment which is required with in the Club.

(f) Only club members shall be the sole manipulator of the controls of club aircraft, so long as the member is properly rated for the aircraft and is current. Non members may “act” as PIC of club aircraft if they are serving as “Safety Pilot” for members who are working toward their Instrument rating. The following questions are examples:

Question: If a club member does not have a current medical, could the club member fly club aircraft with a non-member rated pilot with a current medical?
Answer: NO. The member could not legally be PIC.

Question: If the member does not have a current medical, could the member fly club aircraft with another rated pilot that is a member of the club?
Answer: YES. The member that is current and has the current medical would be PIC.

Question: If the member is a private pilot without an instrument rating, could they fly in IMC with a non-member who is an instrument rated pilot?
Answer NO. The member could not legally be PIC.

Question: If the member pilot is a certificated Private Pilot working on Instrument rating, could he fly with a non-member who is acting as a Safety Pilot?
Answer: Yes, as long as the non-member pilot is NOT acting as Pilot in Command.

Section 4. Responsibility

The club member who is Pilot in Command of a club aircraft is fully responsible for and required to see that the aircraft is operated in strict compliance with Federal Air Regulations, Federal Communication Commission regulations, the provisions of the operating manual of the aircraft, these rules and By-Laws, local field regulations and good flying practices, except that when a member is receiving instruction from a club flight instructor, in which case the instructor has such responsibility.

Section 5. Accident Reports

The member in command of the airplane shall make a written report of all aircraft accidents, violation charges, and incidents in which the aircraft has been operated not in accordance with its operations manual, to the Operations/Safety Officer within forty-eight (48) hours after the occurrence. Incidents of operation other than as provided in the operation manual shall also be noted in the aircraft logbook.

Section 6. Authorized Airports

Except in case of emergency, club aircraft shall be landed at and operated only from public or private airports appearing on current sectional charts and where landings or other operations are not otherwise restricted.

Section 7. Cross Country Procedures

Members making cross-country flights shall:

(a) Schedule the aircraft for the desired date(s) and times

(b) Check the logbook to insure that the aircraft has sufficient time prior to an inspection, and that it is mechanically suitable for such flight.

(c) Use of FAA flight plans on such flights are recommended by the club.

(d) Be responsible for servicing the aircraft with proper fuel and oil, and for the proper storage and protection of the aircraft.

(e) Have authority to spend up to $200.00 for airworthiness repairs to club owned aircraft. This authority is limited to $100 for non-owned club aircraft. Full and complete receipts and other memoranda showing the exact nature and extent of any such repairs must be secured and delivered to the Treasurer. A club officer must authorize repairs costing more than the above limits.

Section 8. Night Flying

A Club member may act as Pilot in Command of a Club aircraft between the hours of sunset and sunrise only if he/she meets the requirements of FAR 61.57(b) as stated:

61.57(b) Night takeoff and landing experience.
(1) Except as provided in paragraph (e) of this section, no person may act as pilot in command of an aircraft carrying passengers during the period beginning 1 hour after sunset and ending 1 hour before sunrise, unless within the preceding 90 days that person has made at least three takeoffs and three landings to a full stop during the period beginning 1 hour after sunset and ending 1 hour before sunrise, and —
(i) That person acted as sole manipulator of the flight controls; and
(ii) The required takeoffs and landings were performed in an aircraft of the same category, class, and type (if a type rating is required).

(2) The takeoffs and landings required by paragraph (b)(1) of this section may be accomplished in a flight simulator that is—
(i) Approved by the Administrator for takeoffs and landings, if the visual system is adjusted to represent the period described in paragraph (b)(1) of this section; and
(ii) Used in accordance with an approved course conducted by a training center certificated under part 142 of this chapter.

Section 9. Miscellaneous

After each flight the pilot in command shall:

(a) Have the aircraft topped off at the aircraft’s home base as established by the Board of Directors

(b) Enter the time of operation in the aircraft log, noting oil used and any discrepancies

(c) Personally supervise the storage in the hangar or tie down of the aircraft

(d) If there are any maintenance issues notify the President, Vice President or Maintenance Officer by telephone or email.