Club Officers Responsibilities

Male-User-Help-iconBelow, you will find the responsibilities of the:

 

President

  • Be responsible to the Board of Directors (BOD) for the operation of the Club.
  • Recommend to the BOD all operational rules of the Club. Report any violation of such rules that makes a member liable for suspension or expulsion from the Club with appropriate recommendations.
  • Submit a budget for the upcoming fiscal year to the BOD prior to the end of the current fiscal year. Work with the Treasurer to generate the budget based on expenses throughout the current fiscal year.
  • Authorize Club expenditures up to the limits established by the BOD.
  • Preside over all scheduled and special meetings of the Club.
  • Execute all contracts and instruments (other than checks) in the name of the Club approved by the BOD.
    • Airplane lease agreements.
    • Airport contracts and agreements.
    • Other contracts as required.
  • Activate any committees required to perform the functions of the Club.
    • The Safety Advisory Committee – required when one of the Club airplanes is involved in an accident/incident and consists of the Safety/Activities Officer, Chief Instructor, and Chief Maintenance Officer.
    • The Airplane Candidate Committee – required when a new airplane is being considered for lease-back and consists of the Chief Maintenance Officer and Chief Instructor.
    • The BOD Nomination Committee – required each year to determine eligible candidates for the annual BOD election and consists of three member volunteers.
    • The Audit Committee – required each year to review the Club records and consists of the Treasurer, two members of the BOD, and one member volunteer.
    • Other Committees as required.
  • Be the point of contact for the Club airplane insurance policy:
    • Make the necessary arrangements for insurance policy renewal when required.
    • Provide the necessary information to the insurance agent when new airplanes come into the Club.
    • Notify the insurance agent when owners request changes in Hull value coverage.
    • Keep the Treasurer apprised of changes in airplane data for the monthly insurance reports.
    • Notify the insurance agent if a claim is to be made.
  • Monitor airplane fuel and oil usage on a quarterly basis and as required for new airplanes.
    • Determine fuel consumption data for each airplane from airport and member fuel receipts.
    • Calculate rental rates for each airplane based on average fuel prices and fuel and oil consumption data.
    • Maintain the data board for the Club in the airport lobby documenting the airplanes and their rental rates.
    • Supply the Chief Instructor and Treasurer with the rental rates for orientations and billing.

 

Secretary

  • Record the minutes of the BOD/Officer’s meeting each month. Summarize them and maintain a written copy for the Club records.
  • Maintain a sufficient supply of aircraft scheduling sheets in the scheduling book at the airport lobby to allow scheduling up to one month in advance. Make sure any scheduling written in the margins for future dates is transferred to the appropriate dates and aircraft when new sheets are added. Transfer old schedule sheets to the Club House for storage.
  • Maintain a supply of Membership Application forms at the airport lobby and the Club House.
  • Process Membership Application forms from new member candidates.
    • Review applications and contact references and member sponsor (if applicable). Contact the President if the potential new member has answered ‘yes’ to the question about aircraft accidents/incidents or if any other significant questions arise during the review process.
    • Send a letter inviting accepted candidates to the next orientation briefing.
    • Complete the bottom section of the application with information received from the Treasurer after a new member candidate has joined the Club. Provide the Treasurer with the name of the member sponsor if applicable.
  • Publish the Club’s monthly newsletter, the BAAC Talk.
    • Collect and compile newsletter inputs from the Club officers and BOD members and obtain the monthly billing statements from the Treasurer.
    • Space permitting, compile the Secretary’s inputs from the summarized BOD/Officer’s meeting minutes. Include only those items not included in the other inputs. Also include educational material and drawings/cartoons as appropriate.
    • Deliver the compiled newsletter and monthly billing statements to the copy center for copying and preparation for mailing.
    • Pick up the completed order from the copy center and deliver to the post office.

 

Treasurer

  • Maintain the Club membership roster on the Club computer.
    • Include the member’s Club membership number.
    • Include name, address, and phone number information.
    • Specify membership status: active, inactive, family member, BOD/Officer, or Airplane Account.
    • Include FAA and Club currency data as provided by the Chief Instructor.
    • Generate copies for the BOD, Officers, and Airplane Owners upon request.
    • Provide a copy for the airport once a month for scheduling purposes.
  • Receive and deposit all funds of the Club in the bank selected by the Board of Directors and account for all receipts, disbursements, and balances on hand using the data base on the Club computer and the general ledger for the checkbook.
  • Obtain new member information from the Chief Instructor or designated representative after the new member orientation has been completed, collect the required fees from the new members, and assign the new members Club membership numbers. Provide the Secretary with a list of the new members and their membership numbers.
  • Maintain the Club airplane data.
    • Obtain the airplane make and model, model year, N number, dry rental rate, and Hull insurance value for each airplane from the lease agreements.
    • Obtain the fuel rate for each airplane from the President’s fuel consumption data or the pilot’s operating handbook if fuel consumption data is not available.
    • Generate the monthly report required by the insurance company which calculates the amount of insurance to be paid for each airplane.
    • Input all of the above information in the data base on the Club computer.
  • Collect the Club airplane logs completed by the Club membership on or about the 28th day of each month and transfer the logs to the data base on the Club computer.
  • Using the BAAC Billing program on the Club computer, calculate and print the monthly bills for the Club membership and the statements for the airplane accounts.
  • Collect and distribute, as required, all mail addressed to the Bay Area Aero Club left in the IN basket at the Club House, mailed to the Post Office Box, and mailed to the billing address.
  • Execute, in the name of the Club, all checks for expenditures authorized by the Board of Directors. These include: insurance payments, owner payments, airport fees, airplane oil, taxes, utilities for the Club House, copy services, meeting refreshments, and other miscellaneous Club expenses.
  • Generate a monthly report detailing the financial status of the Club and at the end of each year, generate a report for the year.
  • Schedule an audit of the Club records within two months of the close of the fiscal year to be performed by two members of the Board of Directors, the Treasurer, and an independent auditor.
  • Generate the required tax forms for the Club.
    • The 1099 Forms for officer compensation and airplane rental by January 31st.
    • The tax return for the IRS by the 15th day of the 5th month after the end of the fiscal year.

 

Chief Instructor

  • Be responsible for new member orientation briefings.
    • Provide training on giving orientation briefings to selected BOD members and instructors.
    • Maintain the documentation required for the orientation briefings.
    • Conduct the orientation briefing for new members once a month prior to the General Membership meeting. Provide new members with copies of the By Laws, SOPs, and orientation materials.
  • Maintain records showing each Club member’s currency and authorization to fly Club airplanes based on FAA and Club requirements. This includes certificates, ratings, medical exams, Annual Flight Reviews, Biennial Flight Reviews, and airplane checkouts.
  • Establish, with BOD approval, standards for airplane checkouts for Club members to be imposed by Club instructors.
  • Certify Club instructors.
    • Conduct instructor briefings as required.
    • Checkout Club instructors in the Club airplanes as required by the standards for airplane checkouts.
    • Maintain a list of the certified Club instructors.
  • Administer the BAAC support of the “Pilot Proficiency Wings” program of the FAA by encouraging members to participate. Also, remind members of the credit they will receive for completing each phase of the Wings program using Club instructors and airplanes.
  • Acquire and maintain training aids and POHs for Club airplanes for use by Club members in the Club House.
  • Support the Safety/Activities Officer in reporting any FAA actions, rulings, or notices and in promoting flight safety.
  • Support the Safety Advisory Committee and Airplane Candidate Committee when necessary.

 

Chief Maintenance Officer

  • Maintain Locks for the Club House and Key Box.
  • Keep the Club House and airplanes supplied with the required consumables.
    • Trash Bags.
    • Paper Towels.
    • Windshield Cleaner.
    • Pesticides.
    • Airplane Oil.
  • Monitor squawks written for all of the airplanes.
    • Validate the legitimacy of the squawks.
    • Notify the owners and/or mechanics of any problems.
  • Periodically check the airplanes for cleanliness and proper care.
  • Verify the scheduled maintenance for all of the airplanes, 50 hour, 100 hour, and annual inspections, is being done on time and is recorded accurately on the airplane white board in the Club House.
  • Verify all of the required documents (ARROW) are kept in each airplane.
  • Support the Safety Advisory Committee and Airplane Candidate Committee when necessary.

 

Safety & Activity Officer

  • Organize the monthly general membership meetings by making arrangements for speakers and obtaining refreshments.
  • Organize other activities including
    • the annual Christmas party/meeting,
    • Club picnics and fly-ins,
    • flying contests,
    • educational field trips, and
    • other flying related activities.
  • Maintain and stock cold drink machine in the Club House.
  • Participate in local FAA and Houston Instructor’s meetings. Provide summaries of these meetings at the general membership meetings and in the BAAC Talk.
  • Monitor the safety record of the Club membership and implement programs to promote flight safety.
  • Chair the Safety Advisory Committee when necessary.

 

Webmaster

  • Maintain the Club web site, http://www.bayareaaeroclub.org.
    • Maintain a section of the site that contains news flashes about the Club.
    • Monitor the Club fleet and keep the fleet fact sheet up to date.
    • Monitor Club, Airport, and General Aviation activities and keep the Club Calendar up to date.
    • Make sure the latest Aircraft Agreement and Application are posted.
    • Maintain the Secretary’s Corner by making sure the latest newsletters and other documentation are posted.
    • Keep the Aviation Links page current and add new sites as appropriate.
  • Design and implement Board approved changes on the web site.