FLIGHT OPERATIONS for the Hokie Flying Club, Inc.

Revised April 1, 2016


Sec. 1. A Flight: the use of the aircraft from the time the engine is started until it is turned off.

Sec. 2. A Local Flight: the use of the aircraft within 50 nautical miles of the departure point.

Sec. 3. A Cross-Country Flight: not a local flight.

Sec. 4. An Extended Flight: the use of the aircraft on a cross county flight for a period exceeding 7 days, originating and terminating at KBCB.

Sec. 5. A Vacation Flight: the use of the aircraft on a cross country flight for a period exceeding 7 days up to a maximum of 15 days originating and terminating at KBCB. Board approval shall be obtained for exception.

Sec. 6. The Base Aircraft: the aircraft with the lowest hourly rate.

Sec. 7. A Club Instructor: a flight instructor approved by the Club. It is not necessary for a Club instructor to be a Club Member.

Sec. 8. Regular Meetings take place on the last Tuesday of each month except December.


Sec. 1. Scheduling Procedure: All flights of Club aircraft shall be scheduled through the designated scheduling system.

(a) Scheduling is done on the internet at www.aircraftclubs.com. Cross country flights shall be marked in the comment section.

(b) Destinations for any flights longer than 50nm must be entered into the reservations.

Sec. 2. Scheduling Policies: Except when special permission is granted by the Board, scheduling is on a first-come, first-served basis within the following conditions:

(a) Advance scheduling: Local flights may be scheduled up to 30 days in advance. Extended and vacation flights may be scheduled up to 1 year in advance.

(b) Scheduling limitations: A Member may have up to a total of 6 flights with no more than 2 extended and 1 vacation flights scheduled at a time. The base aircraft may not be scheduled for more than 4 consecutive days without Board approval.

(c) Failure to show: Failure to show within 15 minutes after the scheduled starting time of a local flight or within 1 hour for a cross-country flight shall constitute release of the scheduled aircraft. The Member who failed to show may be assessed 1 hour of flying time. Bad weather does not excuse a failure to show.

(d) Overtime flight: A Club pilot shall update the schedule or notify a Club officer if unable to return an aircraft as scheduled. Otherwise, the Member may be assessed an overtime flight penalty of 1 hour of flying time. The same penalty may apply if a returned aircraft is left with insufficient fuel (see Part III, Sec. 3).

(e) Early returns: Members returning before their scheduled time expires shall cancel the remaining time unless they intend to continue using the aircraft within the following four hours. Failure to do so shall be penalized as a failure to show.

(f) Family scheduling: In the case of family memberships, there cannot be more than six total reservations.

(g) Student pilots may not schedule an aircraft for more than eight hours in a single reservation.

Sec. 3. Cancellation

(a) Weather and personal: A scheduled flight may be canceled without penalty by the pilot up to the time of scheduled departure. Cancellations after this may result in an assessment equal to 1 hour of flying time.

(b) Maintenance: If a scheduled flight cannot be completed due to unforeseen grounding of the aircraft for maintenance purposes or for any other reason beyond the control of the pilot, there shall be no penalty.

Sec. 4. Flights Outside the Continental Limits: Members requesting scheduled flights outside the boundaries of the United States shall present their itinerary to the Club President 7 days before departure. The itinerary shall include destination, intended landing points, and schedule. Approval in writing shall be obtained from the Club President prior to departure. Members shall, at their expense, secure the necessary additional insurance and over-the-water gear.

Sec. 5. New-Type Aircraft: Whenever a new aircraft is acquired, it shall be reserved for training or checking out of the Club's pilots for a period of time established by the Board.


Sec. 1. Pilot Qualifications and Currency: An individual shall be a Club Member and satisfy the following requirements before having the right to pilot any aircraft owned or operated by the Club:

(a) Licenses and certificates: The Member shall hold a current FAA Pilot or Student Pilot Certificate and a current Medical Certificate.

(b) Club proficiency check: In addition to the above, each Club Member shall have been checked out in each aircraft to be flown and have received and passed a Flight Review as defined by 14 CFR 61.56 or completed a FAA Wings Award program in the most sophisticated Club aircraft flown within the preceding 12 calendar months and have submitted the written results of the check ride to the Operations Director before assuming the right to pilot. Emergency situations of all types shall be stressed during the check. Club Instructors shall be designated by the Board as Check Pilots for each type of Club aircraft. The Board has the right to ground or require a flight check of any Member at any time. Failure to comply shall result in grounding. The Board may designate check lists to be used by instructors for the check outs as it deems necessary.

(c) Club currency requirement: FAA currency requirements shall be met for the appropriate airmen's certificate and type of flight performed. Club Members are required to fly one hour and make 3 takeoffs and landings in a Club aircraft every 90 days or they shall take a check flight with a Club Instructor.

(d) Meeting attendance: Attendance at one Regular Meeting per calendar quarter or four meetings per year is the minimum required of each Club Member. Non-complying Members shall explain mitigating circumstances to a Member of the Board. The Board shall conduct quarterly attendance reviews and take whatever action deemed necessary within limits prescribed by the Club Bylaws.

(e) In regards to the Cardinal RG aircraft, the following additional rules shall apply:

All pilots shall have at least 150 hours total time.

If the pilot has less than 50 hours retract time, the checkout requirement shall be at least 10 hours in type.

Pilots having more than 50 hours retract time are required to have a checkout of at least 5 hours in type.

In the course of the above instruction time, the approved checkout sheet shall be used and the operations on the sheet completed in the course of the checkout. Also, no hours on cross countries of more than 60nm shall be used as a part of the required checkout time.

Insurance requires each pilot of the aircraft to have logged 3 hours PIC in the last 180 days, and if not, an instructor checkout shall have been completed in the last 45 days.

Additionally, in order to act as PIC of the Cardinal RG, the pilot must have flown a minimum of 1 hour in the Cardinal RG in the last ninety (90) days.

No Touch and Go landings will be done in the Cardinal RG without a Club approved Flight Instructor onboard the aircraft.

Sec. 2. Reference Material in Each Aircraft: The following documents shall be kept in each aircraft: owner's operating manual, all FCC and FAA required documents, and current copies of Club Flight Operations, Bylaws, aircraft status and log sheet, and roster.

Sec. 3. Preflight and Flight Rules:

(a) Preflight check: Prior to a pilotís first flight of the day, they shall conduct a thorough preflight check and inspect the tires 360 degrees. If cords show, the tire(s) shall be changed before the airplane is flown.

(b) Changing the oil: If the tachometer in an aircraft passes within 5 hours of the next due oil change during the flight, then the pilot shall notify the Club Maintenance Officer or designated plane captain. The Maintenance Officer, plane captain, or designee shall make arrangements for the oil to be changed.

(c) Purchases: The pilot shall record any addition of gas or oil on the aircraft log sheets and use Club provided oil whenever possible.

(d) Grounding an aircraft: Any Club Member may ground an aircraft. If an aircraft is grounded, a note with the Member's name shall be placed on the pilot's seat or controls indicating why the aircraft is grounded, and notification shall be given to the plane's Captain and the Maintenance Director. Also a notice shall be put on the scheduling website as soon as possible.

(e) Frost and ice: No pilot shall operate a Club aircraft with frost or ice on it.

(f) Flight plans: It is required that a flight plan be filed with the FAA on all trips over a 50-nautical-mile radius from the point of departure.

(g) Smoking: Smoking is prohibited in all Club aircraft. Passengers shall observe this rule and should be informed that the pilot is subject to penalties if this rule is violated.

(h) Taxiing: Club aircraft shall be taxied slowly on ramps and around gas pumps and hangars to minimize prop nicking and wear and tear. If loose gravel and/or debris are present on the runway, full power shall be applied slowly as the aircraft picks up speed. The use of carb heat on taxi or takeoff should be avoided.

(i) Intersection takeoffs: Intersection takeoffs are prohibited unless the remaining runway is 1000 feet longer than that required to clear a 50-foot obstacle.

(j) Oil levels: Levels shall be maintained before flights in accordance with the POH.

(k) Fuel levels: If possible, the pilot shall leave at least Ĺ of a tank in club aircraft for the next pilot unless specifically coordinated or requested. In the event a pilot is unable to refuel for any reason, it should be noted on the aircraft log.

(I) Wind conditions: Club aircraft shall not be operated in crosswinds exceeding those stated in the POH.

(m) Aerobatics and other activities: Aerobatics, sky diving, and parachuting from club owned aircraft are prohibited.

(n) Club Instructors: Club Instructors shall be approved by the Club (see Part III, Sec. 7) before giving training in Club aircraft.

(o) Landing: Except in an emergency, landings shall be made at FAA designated civil airports. The use of excessive braking should be avoided.

(p) Securing the airplane: After each flight, the airplane shall be cleaned out, seat belts fastened on the seats, control locks in place, and all switches in the off position. If the airplane shall not be flown immediately, then the cabin doors shall be locked and the airplane tied down or hangared.

(q) Accidents: A Club Member who is involved in an accident shall immediately notify the Club President or another Club officer by the most expedient means.

Sec. 4. Operations at KBCB

(a) As a noise abatement procedure, the pilot shall maintain 800 ft. AGL until turning base.

(b) The hangar(s) shall be closed and locked when unattended.

(c) All oily rags and trash in the hangars shall be placed in the outside trash can.

(d) All major appliances in the hangar shall be unplugged when left unattended.

Sec. 5. Extended Grounding of Aircraft Away from Home Base:

(a) Due to weather: If a Club aircraft is grounded by a pilot away from home base as a result of inclement weather, the aircraft shall either be tied down or hangared. The costs of hangaring shall be assessed in accordance with Part IV, Sec. 3.

(b) Due to mechanical or electrical problems: If a Club aircraft is grounded by a pilot away from home base as a result of mechanical or electrical malfunctions, then the aircraft shall be tied down or hangared. Before authorizing any repairs, the pilot shall attempt to contact the Maintenance Director. Authorization for expenditures greater than $100 shall be obtained from the Maintenance Director or another Club officer prior to making any procurement or commitment.

(c) Leaving the grounded aircraft and then returning It to home base: Whenever possible, a pilot shall temporarily suspend a trip until the weather improves or repairs are made or assume responsibility for returning the aircraft. If an extended delay forces the pilot to continue by some other mode of transportation, then the Operations Director or another Club officer shall be notified immediately and the schedule shall be updated if possible. If the Club officer and the pilot determine that it will be impractical for the pilot to return the aircraft to home base, then the Club shall decide how to bring it back. The financial responsibilities of the pilot and the Club in this situation are covered in Part IV, Sec. 3.

Sec. 6. Wash and Wax Policy:

(a) Frequency: As necessary or as directed by a member of the board, the Club holds a wash and wax for all aircraft. Aircraft may not be scheduled for personal use during these times. All active Members shall be responsible for a $20.00 wash-and-wax fee in each of these months to cover related supplies.

(b) Attendance: Any Members who attend a wash and wax and actively participate for at least two hours shall receive a waiver for the $20.00 wash and wax fee on that bill. Members who cannot attend these dates may be able to receive credit provided they devote two hours finishing up work left over from the regular wash and wax. The Maintenance Director shall approve this subsequent work on the day of the regularly scheduled wash and wax.

Sec. 7. Flight Instruction in Club Aircraft:

(a) Primary training aircraft: When all primary aircraft are out of service due to abnormal circumstances (e.g. prolonged repairs) and the Chief Flight Instructor and the other flight instructors are in agreement, a non-primary Club aircraft may be used for primary training purposes.

(b) No instruction shall be given in Club aircraft except by an appropriately rated Club Instructor.

(c) Qualification of Club Instructors: Prior to instructing in Club aircraft, the instructor shall submit to the Chief Flight Instructor copies of their flight certificates and current medical certificate. The Chief Flight Instructor shall determine if the proposed instructor is qualified and shall issue a letter of approval or disapproval. If an instructor is not approved, the reason for rejection shall be reported to the applicant and to the Club Membership not later than the next Regular Meeting. The rejected instructor may reapply upon meeting the requirements set by the Chief Flight Instructor.

It shall be within the discretion of the Chief Flight Instructor to conduct a flight evaluation of any proposed instructor. The cost of such an evaluation, including the fee to the Chief Flight Instructor, shall be paid by the applying flight instructor.

(d) The first student of a new Club Instructor shall have a check ride with the Chief Flight Instructor or their designee, arranged by the studentís instructor, prior to the student's first solo flight. The cost, including the fee to the Chief Flight Instructor, shall be paid by the student.

(e) When a Club Instructor instructs a member of their immediate family, an unrelated Club Instructor shall give the student a check ride before the student pilot is permitted to make the first solo flight. The cost of such an evaluation, including the fee to the unrelated instructor, shall be paid by the student pilot.

(f) The Board may require a check ride of any student pilot by an independent Club Instructor anytime it deems necessary. The cost of such an evaluation, including the fee to the independent instructor, shall be paid by the student pilot.

(g) Flight schools: Club aircraft may be utilized by Club Members for advanced training at FAA approved flight schools by specified school instructors each of whom shall have the approval of the Chief Flight Instructor and the Board subject to scheduling regulations. The prospective school instructor shall fill out a Membership Application and be provided a copy of the Club Bylaws and Flight Operations.


Sec. 1. Initiation Fees, Deposits, and Insurance Fees:

(a) A nonrefundable initiation fee of $200.00 is required of all members who are fully licensed pilots.

(b) Before flying an airplane, each Club Member shall pay a deposit as follows:

$800 for the Cessna 172 and the Cessna 177RG,
$400 for the Cessna 172 only.

Sec. 2. Equipment Damage: In the event of damage to any club equipment, the following rules shall apply unless provided for elsewhere in the Club Bylaws:

(a) Club's responsibility: The Club shall be responsible only for expenses incurred as a result of an accident of Club aircraft while a Member is pilot-in-command.

(b) Aircraft defects: In an accident due to a structural or mechanical defect not caused by the pilot and in which the pilot operated the aircraft in accordance with the FAA, airport, and Club rules, the Club shall assume the entire cost of the accident over and above the applicable insurance coverage.

(c) Pilot disregard: In an accident resulting from the pilot's disregard for the FAA, airport or Club rules, the pilot shall stand the entire cost of the accident over and above the applicable insurance coverage if any.

(d) Pilot error: In an accident resulting from pilot error, the pilot shall pay the deductible amount not covered by the insurance policy. (The insurance fund of the Club shall pay the amount not covered by the insurance, provided the pilot is not determined to be grossly negligent by the Clubís Accident Committee; but in no case shall the pilotís total liability exceed the Club insurance policy deductible except as noted in section c above.)

Sec. 3. Charges:

(a) The use of the airplane(s): Charges for the use of the airplane(s) are based on the difference between tachometer times at the beginning and end of the flight. In the case of a recording tachometer failure, elapsed watch time from beginning to end of the flight shall be used to assess flight time. The pilot's first initial and last name and flight time used shall be recorded on the aircraftís pink sheet. A minimum daily charge of 1.5 hours of flying charge shall be assessed on any reservation exceeding 8 hours.

(b) Other expenses: Landing fees and/or tie-down storage fees incurred away from KBCB shall be paid by the Club Member. If the pilot decides to hangar the aircraft because of high winds or threats from natural origins, then the difference between hangar cost and the normal cost for tie-down shall be charged to the Club.

(c) Expenses incurred due to weather or mechanical conditions: If a Club Member grounds a Club aircraft away from KBCB for weather or mechanical reasons and if the pilot has notified the appropriate Club Officers (refer to Part III, Sec. 5), then the Club's financial liability for securing the aircraft shall be limited to the cost of tie-down or hangaring from the time the Pilot leaves the aircraft until it is retrieved. If the aircraft must be retrieved, the Club shall pay for the cost of one-way transportation by reasonable and economical means from home base to the aircraft's location. The liability of the pilot whose trip was interrupted shall be limited to the flight time involved in returning the aircraft to its home base. In such situations, no pilot shall leave an aircraft without immediate notification to a board member.

Sec. 4. Bills:

(a) Bills shall be paid by the eighth day of the month following billing unless other arrangements have been made with the Club Treasurer. Members who fail to comply with this policy may have their Membership rights suspended until their bill is paid and may have all reservations canceled. Unauthorized use of the airplanes may result in prosecution and expulsion.

(b) Outstanding bills: Bills not paid by the 8th day of the month following billing shall be assessed a penalty of 10% of the unpaid balance. If a Club Memberís bill is not paid within sixty days, the Board may suspend the Member. Bills totaling $100.00 or more which are not paid within sixty days may be recovered through a collections process or the courts.

(c) Advance flying deposit: An advance flying deposit, equal to 2 hours of base aircraft flying time, is charged each month to encourage Club Members to maintain their proficiency. Accrued advance flying deposits are not refundable except as covered in the Bylaws, are not transferable, and are credited against airplane use. Unless waived by the Board, no Member shall be allowed to accrue more than 8 hours of advance flying deposits; deposits for more than 8 hours shall be forfeited.

(d) The billing of advanced flying time may be waived for club members that are also approved and active flight instructors who offer instructional services to the membership. (e) Types of charges: Bills generally shall consist of monthly dues, flight charges, advance flying deposits, and any penalties incurred.