Skiatook Flying Club
Skiatook Flying Club LLC Skiatook, Oklahoma
Operating Rules
Revision 3 : 11/02/23
INTRODUCTION
This document provides the operating rules for the club and will govern how the club aircraft will be operated.
ARTICLE I – THE CLUB
1. The Skiatook Flying Club is a not-for-profit entity organized for the express purpose of providing its members with aircraft for their personal use and enjoyment only. Club aircraft cannot be used for commercial purposes. All members of the Club shall comply with all Federal Aviation Regulations, state, airport, and Club rules while operating Club aircraft.
ARTICLE II – CLUB MEMBERSHIP
1. Membership in the Skiatook Flying Club is contingent upon approval of the application for membership by the Board of Directors and such membership may be revoked by the Board of Directors.
2. The applicable initiation fee and current dues must be paid in full before a membership application can be approved.
3. When any member is in default in the payment of dues for 60 days, membership may be terminated by the Board of Directors.
4. A member is eligible to fly Club aircraft only if the membership is valid in all respects.
ARTICLE III – FLIGHT RULES
1. A member must perform a thorough preflight inspection of the aircraft, including a visual inspection of the fuel quantity, prior to commencing flight. Any damage or discrepancies discovered by a member will be assumed to be the responsibility of the last user unless it has been reported previously to the Maintenance Officer. If a condition is discovered which may affect the airworthiness of the aircraft, the aircraft shall not be flown until cleared by the Maintenance Officer.
2. Each member must ascertain that the airworthiness and registration certificates, appropriate operating limitations information, and operator’s manual are in the aircraft prior to commencing the flight.
3. All aircraft operating limitations must be observed. Aerobatic maneuvers are prohibited except those which are permissible under the operating limitations when the aircraft is operated in the utility category.
4. Flight Following or flight plans must be filed with the FAA for flight over sparsely populated areas; mountainous, wooded, or desert terrain; or for extended overwater flight and for all student solo cross-country flight in excess of fifty (50) miles.
5. Each member must have flown a review flight with a qualified and approved instructor during the preceding 12 months, subject to the following:
a. A pilot not having flown Club aircraft within a three (3) month period must take a review flight with a qualified and approved flight instructor.
b. The review flight will include maneuvers and procedures appropriate to the aircraft flown and the pilot certificate held.
6. Other specialized aircraft may be subject to additional rules.
7. Members using Club aircraft for Instrument Flight Rules (IFR) must have had an instrument proficiency check during the past 12 months with a qualified and approved flight instructor.
8. Student pilots are not authorized to land on grass strips without an instructor, except in emergencies.
9. Club aircraft may not be used to give flight instruction to anyone except Club members and, upon approval by the Board of Directors.
ARTICLE IV – AIRCRAFT CARE AND MAINTENANCE
1. Upon completion of a flight the pilot must tidy up the aircraft. Waste paper and extra charts will be removed, seat belts will be straightened, and all switches turned off (except beacon). Leading edges of the wings, struts, elevators and cowling must be wiped clean.
2. Upon completion of a flight the pilot must perform a post flight inspection. Any damage, malfunctions, leaks, failures or anomalies must be “Squawked” in Flight Circle and or reported to the Maintenance Officer.
3. Refueling of the aircraft should be completed at the end of a flight unless other arrangements have been made.
a. For the specific airplane N8338X, because of weight and balance issues, only that fuel used for a flight need be replaced. After refueling, there should be between 20 and 25 gallons (usable) in the tanks.
4. Upon completion of a flight the pilot must fill out the aircraft logbook and record ending Hobbs and Tach time, including logging any oil added. These numbers are also needed when checking in the aircraft through Flight Circle. At the same time (completion of the flight) the member is expected to “Check in” the aircraft in Flight Circle by indicating the hobbs and tach hours incurred during operation.
5. No member (except the Maintenance Officer) may perform any maintenance on Club aircraft, other than preflight inspection, without authorization from the Maintenance Officer. If the Maintenance Officer can’t be reached, call a board member.
ARTICLE V – SCHEDULING
1. Weekend and holiday* reservations: Only one (1) pending reservation that includes a weekend day or holiday is permitted at any given time.
Note: Holidays include New Year’s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving and the following Friday, and Christmas Day.
2. A second reservation that includes a weekend day or holiday may be entered only after the first weekend day or holiday reservation has been flown off or cancelled.
3. A single reservation means any reservation of any length of time. The default single reservation is 3 hours.
4. Weekday reservations: Only three (3) reservations that include a weekday are permitted at any given time. A fourth reservation that includes a weekday may be entered only after a prior weekday reservation has been flown off or cancelled. A single reservation means any reservation of any length of time.
5. Multi-day reservations: Any reservation for more than two (2) days must be approved by the Board of Directors.
6. General rules: Members are expected to use Flight Circle to reserve the airplane in advance of a flight. Members are also expected to “Dispatch” their flight as part of their pre-flight inspection, and to “Check-in” their flight as part of their post flight inspection.
a. The default reservation is 3 hours. Members may extend the reservation time to beyond 3 hours, but should be considerate to impacts to other members.
b. Same day exception: If an aircraft is available for the current day, a member may schedule it for that day only without jeopardizing any future schedules.
c. Multi-day trips are subject to a 2 (two-hour) per day minimum.
d. Multi-day “local” trips with limited hours planned are discouraged. The club will work with the member to ferry the plane back during the time the plane would not be used.
e. Reserving a plane for multiple days in order to ensure “as-needed” availability will not be permitted.
f. No flight may cross the Continental US ADIZ with the exception of Canadian airspace where contact with US ATC is uninterrupted.
7. Violation of reservation policy
a. Any reservation violating this policy may be immediately stricken by the board of directors.
ARTICLE VI – INSURANCE
1. Liability: All club aircraft are included in a policy that includes liability protection for the club and its individual members that arise out of the ownership, maintenance, or use of a club aircraft. Such coverage will include protection for club members who are liable for the injuries to another passenger or bystander club member. Coverage limits are to be determined by the consensus of the club members, and availability of coverage. Individual pilots/club members are not protected for their own injuries.
2. Hull: All club aircraft to be insured against loss or damage as determined to be necessary by the consensus of the club.
3. Policy Territory: U.S. only.
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Change Log:
11/02/2023 Revision 2, changes implemented language to include damage reporting practices, requirement of a post flight inspection, and cleaning of the airplane after use.
Skiatook Flying Club
Skiatook Flying Club LLC Skiatook, Oklahoma
Bylaws
Revision 3: 02/06/2025
ARTICLE 1: MEMBERSHIP
Section A. General.
The number of active members of the club will be managed by the Board in the best interest of the club, not to exceed fifteen (15).
Section B. Election of Members.
A person may be elected a member of the club upon written application favorably passed upon by the Board of Directors at any regular or special meeting, and upon payment of the initial membership fee and current dues, as established by the Board of Directors. The immediate family of all active members, i.e., spouse and children will have all privileges except voting and flight privileges. Each new membership is considered probationary for the first 90 days. During this 90-day period, the Board of Directors may terminate the membership without use of the expulsion rules at Section E of this Article. If this action is elected, a refund will be made to the new member of any membership fee payments, less amounts owed for dues, flying or other obligations to the club.
Section C. Classes of Membership.
1. Active Members. Those who have been approved by the Board of Directors, who are current in the payment of all dues and charges, and whose privileges have not been suspended pursuant to these By-Laws.
2. Voluntary Inactive Members. Those who have notified the President in writing of their election to become inactive, who are not indebted to the Club in any amount, and whose inactive status is approved by the Board of Directors. Inactive status shall not exceed 6 months. Such inactive members (1) are not required to pay dues or assessments accruing after approval of their inactive status by the Board; (2) have no privileges of membership; and (3) may become active members upon written application approved by the Board of Directors, payment of current dues and payment of a re-activation fee of one hundred dollars.
3. Involuntary Inactive Members. Those who have been placed on inactive status by the Board of Directors pursuant to these By-Laws.
Section D. Resignations.
Resignations shall be in writing and shall be effective upon approval by the Board of Directors and payment of all sums owed to the Club, at the end of the month in which the Club receives the resignation. All fees and dues paid by a resigning member shall be and remain the property of the Club and such member shall not be entitled to a refund. However, a resigning member may sell his or her membership upon approval by the board or directors.
Section E. Expulsion.
At the discretion of the Board of Directors or at the request of more than 3/4 of active members, the question of the expulsion of any active member can be a part of the order of business of any regular meeting. Formal charges of specific reason or cause shall be necessary to initiate the expulsion of any active member. The member so affected shall be given notice to appear and show cause why he or she should not be expelled. If, after the presentations for and against expulsions, two-thirds of the active members present vote by secret ballot in favor of the expulsion, the active member shall be declared no longer a member. All debts and dues from said member shall be collected and thereafter, said member shall be relieved of all liabilities and responsibilities due the Club. The expelled member is not entitled any refund of initial membership fee.
Section F. Membership Benefits and Privileges.
Each new active member paying the initial membership fee required for membership in the Club acquires all benefits and privileges as are provided by the Club, such as the use of the Club's aircraft and equipment under the rates and rules permitted by the Club. All active members share equally in the assets and liabilities of the club.
ARTICLE II: ORGANIZATION
Section A. Officers.
The officers of the Club shall be (1) President, (2) Vice- President, (3) Secretary, (4) Treasurer, (5) Operations Officer, (6) Maintenance Officer, and (7) Immediate Past President. There will be an interim board member in place until there is a past president available or past president declines to be a board member, these seven officers shall be elected in the following manner:
1. A nominating Committee shall be made up of the President of the Club who may appoint two (2) other members of the board to serve with him or her.
2. The duties of the nominating Committee shall be to assemble and present a consenting slate of officers to be voted on by the general membership of the Club at the regular monthly meeting in the month of December.
3. The floor shall be open for further nominations before the voting commences. If there are no further nominations, the slate shall be elected by a show of hands of a majority of the active members present. If there are nominations from the floor, each office shall be voted on separately by a show of hands while the nominees wait outside of the meeting room. The nominee receiving the highest number of votes shall be elected.
Section B. Term of office.
All officers shall serve terms of one (1) year commencing on the first day of the month following their election. No member may hold any office for longer than two (2) consecutive years, unless approved by the board.
1. In the case of a vacancy in an office, the remaining officers shall fill such a vacancy by appointment from within the active club members. An officer filling a vacancy in an office shall hold the office for the unexpired term of his or her predecessor.
2. Each officer of the club shall serve without compensation or reward of any source. All gifts, compensation, and rewards received as a result of the office shall become the property of the club.
Section C. Duties.
1. Duties of the President. The President shall be the chief executive officer of the Club and shall preside at all meetings of the Club. The President shall call such meetings as are deemed necessary. It shall be his or her duty to exercise general supervision over the activities and welfare of the Club officers and Board of Directors relative to matters of policy.
2. Duties of the Vice-President. The Vice-President shall, 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.
3. Duties of the Secretary. The secretary shall keep minutes of the general membership meetings, and Board of Directors meetings. He or she shall keep the membership roster, distribute meeting notes and upcoming meeting agenda to club members, and shall perform such other duties as may be assigned by the President and Board of Directors.
4. Duties of the Treasurer. The Treasurer shall be responsible for the maintenance of an appropriate bookkeeping system. He or 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 monies and other valuable effects in the name and to the credit of the Club. He or she shall prepare and furnish, monthly and annually, financial reports to the Board. The Treasurer shall make the Club books available to any member for inspection 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.
5. Duties of the Operations Officer. The Operations Officer shall be an FAA licensed instructor pilot, if available, and shall direct the flying activities of the Club, and be responsible for aircraft scheduling. He or she shall establish, with the approval of the Board of Directors, rules concerning the flying activities of the Club and shall be charged with enforcement thereof.
6. Duties of the Maintenance Officer. The Maintenance Officer shall be an FAA licensed A&P, if available, and shall be responsible for maintaining each aircraft in airworthy condition. He or she shall be responsible for all the maintenance records, aircraft logbooks, and all papers required to be carried in the aircraft. He or she shall originate and supervise all inspections and major overhauls of each aircraft and insure the compliance of all applicable Federal Aviation Regulations. He or she may appoint Club members who are qualified to assist in his or her maintenance duties.
7. Duties of the Immediate Past President. The Immediate Past President shall be a voting member of the Board of Directors and it shall be his or her function to counsel and to serve in an advisory capacity to the President.
8. Duties of the Board of Directors. The Board of Directors shall have charge of all management, organization and policy matters, shall protect and safeguard the Club's interest and welfare, and shall have these specific duties and authority:
a. To determine initiation fees, dues and flying charges.
b. Establish rules and regulations and enforce them,
c. Fix penalties for violations of Club rules, By-Laws, and good flying practices.
d. Investigate accidents and incidents involving Club property,
e. Expend the funds of the Club and obligate the Club for goods and services as provided in the By-Laws.
f. Review and amend the Operations Manual as needed by a majority vote of the Board.
ARTICLE III: MEETINGS
Section A. Regular Meetings.
Monthly meetings of the Club shall be held at such time and place as designated by the Board of Directors. All members are encouraged to attend monthly meetings for the benefit of safety and operational reviews and updates.
Section B. Special Meetings.
Special meetings may be held at any time upon authorization of the President or the Board of Directors.
Section C. Board of Directors Meetings.
Meetings of the Board of Directors shall be held at such time and place as designated by the President and Board of Directors. A simple majority of the Board of Directors is necessary for a quorum.
Section D. Annual Meetings.
The annual meeting of the club shall be held on the first Thursday of December each year at a time determined by the club. Election of Officers will be held as described in these bylaws.
ARTICLE IV: FINANCES
Section A. General.
It is the responsibility of the Board of Directors to maintain the Club on a financially stable, self-supporting basis. No officer or member can obligate the Club except as provided by these By-Laws. No monies 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 B. Financial Authority.
1. The Treasurer of the Club shall have authority to obligate or expend Club funds for normal operating cost up to $200 for any one-time expenditure,
2. The Board of Directors will approve all expenditures of the Club from $201 up to $1,000. Any expenditure of club funds over $200 is required to have signatures from at least 2 board members, one of them being the Treasurer.
3. Any purchase of $1,001 or more dollars, 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 an airplane shall be governed by paragraph 4, below.
4. Any proposal to sell, purchase or lease 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 an absentee ballot, to each member by U.S. Postal Service or electronic communication not less than fifteen (15) days before the next regular monthly meeting, and the proposal shall be voted upon at said meeting. Any proposal to sell or purchase an airplane shall be adopted if approved by 3/4 of the active members of the Club present and voting, or voting by absentee ballot, at a regular or special meeting of the Club.
5. Any surplus of funds remaining after all cost and expenses have been paid shall remain in the treasury of the club and shall be available for the purchase of new equipment or satisfaction of future expenses. Under no circumstances shall funds be distributed to anyone for personal use.
Section C. Insurance.
The Board of Directors shall provide for insurance on all airplanes protecting the Club against liability for personal injury or property damage to third persons, and providing hull insurance on said airplanes. The board of directors make the determination of whether insurance is to be filed.
Section D. Damage to Club Property.
1. 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:
a. Negligence,
b. Violation of any Federal Air Regulation, and/or
c. Any rule of the Club, the member responsible shall be liable to the Club for said damages to the extent of 100% of the insurance claim deductible and to all costs that the Club is not reimbursed for the same through insurance coverage.
2. In the event of damage whereas a member is found to be at fault for causes outside of the above-mentioned a, b, c, and an insurance claim is filed, the deductible costs may be split 50/50 between the member and the club upon board approval.
3. In the event where damage is found to be at no fault of the responsible member, such as a mechanical or component failure, the deductible amount for the repair shall be taken from the Club treasury.
4. In the event a member found to be at fault is not able to pay the said damages, the deductible amount for the repair shall be taken from the Club treasury. The account of the person at fault will be debited by this amount, and action will be taken to recover the amount from the person.
Section E. Charges.
The Treasurer shall, on the first of each month, deliver to each member a statement of the charges incurred by the member in the preceding month. In the event the amount shown on said statement is not paid on the statement due date or within 10 business days, and or when an unpaid balance goes beyond 60 days, and or when an outstanding balance exceeds $1,000.00, the member's flying privileges will be suspended and the following procedure shall apply:
1. The Treasurer will be responsible for providing the Club member via U.S. Postal Service or electronic communication a letter stating that flying privileges have been suspended, the amount the member has outstanding, and the period under consideration.
2. The Treasurer will be responsible for notifying the Club President and Operations Officer of the action taken in subparagraph (a) above.
3. The Operations Officer or his or her designee will be responsible for placing in the scheduling system a block on those members delinquent in payment resulting in loss of flying privileges.
4. The delinquent member automatically becomes involuntary inactive if payment has not been received within 1 month following notification of flying suspension. Notification of this action will be submitted to the delinquent member in writing by the Club President. After receipt of payment and bank clearance, the delinquent member can, at his or her request, be placed in line with other applicants to be processed and be voted on in the same manner as prescribed in the Club By-Laws.
5. The delinquent member will be reinstated with all Club privileges after receipt and bank clearance for all outstanding funds, provided it is received prior to 1 month following notification of flying suspension.
6. 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.
ARTICLE V: DISSOLUTION
Section A. 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 the 3/4 of the active members. 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 ballot, to each active member by U.S. Postal Service mail or electronic communication not less than fifteen (15) days before the next regular monthly meeting. Members may cast their ballots in person, via U.S. Postal Service mail or via electronic communication to the secretary at or before the next regular meeting, and need not be 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 B. 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 obligations of the Club. Any money remaining after payment of debts shall be distributed equally among the active members.
ARTICLE VI: AMENDMENTS
A member desiring to amend these By-Laws shall submit his or her proposal in writing to a regular meeting of the Club. Thereafter, the secretary shall furnish a copy of the proposed amendment to each member by U.S. Postal Service mail or electronic communication not less than fifteen (15) days before the next regular monthly meeting.
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Change Log:
11/02/2023 Revision 2, changes to section D damages to reflect damage assessment to members, and section E charges to reflect limits to outstanding balances. Minor changes throughout to reflect practices, grammar, formatting.
02/06/2025 Revision 3, language updated to reflect conversion to monthly dues, previously quarterly.