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THE EXPERIMENTAL AIRCRAFT ASSOCIATION
NATIONAL CAPITAL CHAPTER 186

DIRECTIVES

Last update: 4 Apr 08

Click here for the Chapter 186 Five Year Asset Management Plan 2004-2009

EXPERIMENTAL AIRCRAFT ASSOCIATION
CHAPTER 186 – MANASSAS, VA
February 3, 1999

Directive No. 0001: POLICY REGARDING USE OF THE CHAPTER HOUSE

General: The purpose of the chapter house is to address the needs of the membership for a place to conduct homebuilding, perform minor maintenance, work on group projects and create a learning environment. This policy is intended to promote safety, ensure fairness, maximize utility, and control expenditures.

Description of the facility: The chapter house is located on the west side of the Manassas airport at 10629 Observation Road, near the tower. It consists of two adjoining hangars of about 2100 square feet which are heated, air conditioned and lighted. One hangar is configured into an office-like environment while the other is a maintenance hangar. Bathroom and kitchen facilities are planned in the near future. Easy acces to the airport runways and ramps is a key feature. Telephone and mail service is available. A combination lock guards the front door, and each member is entitled to know this combination. One or two of the interior offices will be locked to protect high value equipment, and the number of key holders will be limited.

Intended Use: Members are encouraged to use the facility for socializing, homebuilding, testing, and educating themselves about aviation matters. It will serve as the chapter's headquarters in which are stored all assets of the chapter such as records, tools, videos, fly-in equipment, etc. It is not to be used for overnight lodging.

Management: The chapter president (with the Board's approval) will appoint a chapter house manager whose duties are specified in a separate directive. The manager shall report directly to the president and will be responsible for planning improvements and controlling the expenditures of the chapter house.

Scheduling: The highest priority will be given to those homebuilding projects which are in their final stage of assembly and nearing their first flight. It is not intended thta a member occupy space from the start to finish of his/her project. Leases will be granted on a month to month basis, and a reasonable charge will be levied to defray the costs of the capital investment and utilities. The maintenance hangar will be divided into three roughly equal zones, and the monthly rent for each zone will be $80. The priority of scheduling for the zones will be administered by the chapter house manager who will attempt to minimize the utility of the space according to the following descending order of priority:
a. homebuilders nearing final assembly
b. members working on general aviation projects
c. chapter sanctioned group projects
d. homebuilders in early stages of assembly
e. hangar storage for members
f. hangar storage for non-members

Leases: Those leading zones will sign a month-to-month lease with payment due in advance. A security deposit of $80 is required and this will be refunded when the space is vacated, provided that the zone is left in reasonable clean and undamaged condition. Additionally, the leasee must keep his/her zone is reasonably clean condition. The lease will include a "hold harmless" clause which exempts the chapter from liability in the event of damage to the prject from whatever source. It is recommended that the project's owner acquire "in process" insurance. Working procedures that may inconvenience other leasees or be hazardous must be approved in advance by the manager. Leasees are expected to be reasonbly energy conscious and will be assigned additional cost for excessive use of the utilities. The manager has the authority to terminate individual leases should a leasee provde to be uncooperative. The chapter president will adjudicate in matters of dispute.

Approved,
Robert H. Shumaker
President, 1999

EXPERIMENTAL AIRCRAFT ASSOCIATION
CHAPTER 186 – MANASSAS, VA
February 3, 1999

Directive No. 0002: DUTIES OF THE CHAPTER HOUSE MANAGER

General: EAA Chapter 186 holds a long-term lease on two adjoining hangars at the Manassas Airport that serve as a Chapter House. This facility is intended to provide a central location point for Chapter members for social, homebuilding, and educational purposes. This directive addresses the management of this facility.

Appointment: The Chapter President will nominate an individual to serve as the Chapter House Manager subject to majority approval by the Board of Directors. The appointment will run for a term of one year, concurrent with the term of the President. The Manager is directly responsible to the President for the safe, efficient, and effective use of the facility. He/she is expected to control expenditures, submit bills for payment, plan for improvements, assign building spaces, and serve as the sole point of contact to such external parties as the airport manager, the city council, etc.
Specifics: The following duties are specifically assigned:
a. Report to the President on a monthly basis regarding operational needs and utilization.
b. Develop such assistants as necessary to accomplish the work.
c. Assign spaces and control leases.
d. Coordinate the activities of work parties.
e. Prepare an annual budget for approval by the Board of Directors.
f. Supervise the general upkeep of the facility.
g. Act as the sole point of contact in matters affecting the Chapter House.
h. Serve as an advocate in promoting the use of the Chapter House.
i. Control the distribution f keys.
j. Monitor the excessive use of energy.
k. Ensure that unsafe practices and conditions are eliminated.
l. Propose social and technical events that would benefit the use of the Chapter House.

The Chapter House Manager's tenure may be terminated at the discretion of the President with the approval of the Board of Directors.

Approved,
Robert H. Shumaker
President, 1999

EXPERIMENTAL AIRCRAFT ASSOCIATION
CHAPTER 186 – MANASSAS, VA
March 31, 2001

Directive No 0003 – Rev 3: SUB-LEASE OF PROJECT SPACE AT THE CHAPTER HOUSE

1. Copies of this directive will serve as a month-to-month lease for the use of project space at the Chapter House (CH) at Manassas Airport. The Chapter House is located at 10629 Observation Road, near the control tower, and known as adjoining hangars #1 and #6. The Leasor is T-Hangars of Virginia, and the Chapter is the Leasee, holding a sixteen-year lease. The Chapter has invested considerable capital assets in the lease and pays monthly and annual amounts for heating, cooling, lighting, telephone, and other upkeep. Hangar #1, referred to herein as the project hangar, contains about 1200 square feet of project space, tools, and workbenches. This area has lights, power, and can be heated, but not air-conditioned.

2. Sub-leases are assigned by the CH Manager to chapter members selected on a first come first served basis from a waiting list after first ordering the list according to the following priorities:
a. homebuilders nearing final assembly
b. chapter sanctioned group projects
c. homebuilders in stages prior to final assembly
d. members working on general aviation projects
e. hangar storage for members
f. hangar storage for non-members

3. The entire project space rents for $240 per month. Because a project may not need the entire space, the CH Manager may assign a fraction of this rent to a tenant willing to share the space. The fraction will reflect the proportion of space actually used.
4. The following paragraphs constitute a short term, sub-lease between EAA Chapter 186, hereafter referred to as “Chapter”, and _______________________________________, hereafter referred to as “Sub-leasor.”

5. Sub-leasor agrees to occupy the space assigned by the CH Manager for the use of an aviation related project. Sub-leasor acknowledges that the rent is $_____ per month, payable in advance on the first day of each month. A late fee of $15 will be assessed for payments made beyond the grace period of five calendar days. Payment may be made either in person or via mail to: EAA Chapter 186, Attn: Chapter House Manager, 10629 Observation Road, Manassas, VA 20110. The postmark will determine if a payment is late.

6. The sub-lease period of three months will commence beginning _____________________. Thereafter, tenancy may continue provided that no other Chapter member would be deprived of space.

7. Sub-leasor agrees to notify the CH Manager immediately of any intent to vacate. The Chapter agrees to notify Sub-leasor immediately of any need to vacate. Such notice must be at least 15 days prior to the vacate date.

8. Sub-leasor agrees to pay a security deposit amounting to one month's rent at the beginning of the sub-lease. This sum shall be refunded by the Chapter in a timely manner less any amount needed for cleaning or repairs required to restore the space to its original condition.

9. Sub-leasor acknowledges the following:
a. any hazardous activity such as welding, stripping, painting, doping, and sanding requires prior approval of CH manager or a chapter safety officer
b. hazardous materials storage such as flammable or poisonous items requires prior approval of CH manager or a chapter safety officer
c. any permanent or temporary modifications to the building structure are prohibited without prior approval of CH manager or a chapter safety officer

10. Sub-leasor acknowledges the contents of the CH are NOT insured. The Chapter recommends the sub-leasor acquire appropriate insurance for their belongings. Sub-leasor further acknowledges that all Chapter members have access to the CH and, although it is the Chapter's policy to disturb the work area as little as possible, the Chapter is not liable for any vandalism or damage to the project.

11. Sub-leasor agrees to be conservative in the use of energy. During the winter personal propane heaters or the Chapter heater may be used with the sub-leasor's propane. Sub-leasor must obtain instruction on the Chapter heater if it is to be used. Kerosene heaters are expressly prohibited due to the oily residue, electric heaters are prohibited because of the expense and limitations of the wiring.

12. The CH Manager is charged with monitoring the cleanliness of the space and is authorized to ask the sub-leasor to tidy up his/her zone.

13. The Chapter President will adjudicate any dispute between the Manger and the sub-leasor.

EXPERIMENTAL AIRCRAFT ASSOCIATION
CHAPTER 186 – MANASSAS, VA
April 7, 1999

Directive No. 0004: POLICY REGARDING ACQUISITION, STORAGE, AND USE OF EQUIPMENT OWNED BY THE CHAPTER

1. Background: The Chapter owns a substantial amount of tools, trailers, chairs, tables, video tapes, radios, books, etc. This 'equipment” has been acquired over a span of many years through the generosity of members via outright donation and by purchases made possible through members' dues and fly-in income. In the past the Chapter has not had a secure, centralized location for the storage of this equipment. Consequently, the equipment has been dispersed and is not readily accessible to the members. In January 1999 the Chapter acquired a Chapter House at the Manassas Airport that allows the centralization, security, and accessibility of these assets.

2. General Policy: It is the policy of the Chapter to acquire appropriate equipment to assist its members in their homebuilding projects and to help all members further their education about general aviation. This equipment should be focused on those items that would be inappropriate for an individual to purchase either because of their high cost or their “one time” use. Decisions regarding the purchase or acceptance of specific material are the prerogative of the Board of Directors but may be delegated solely to the President. Once the material comes into Chapter possession, it will be properly maintained and protected against damage or theft. Donors relinquish their ownership after receiving specific written acknowledgement that the Chapter has accepted the donation. An “equipment manager” will be nominated by the President and approved by the Board of Directors. The duties of the equipment manager are enumerated below. All equipment must be located at the Chapter House unless specifically exempted by the equipment manager.

3. Duties of the Equipment Manager: The following duties apply:
a. Serves for one year concurrent with the President
b. Represents the Chapter's interests regarding equipment.
c. Implements the equipment policy as stated herein.
d. Reports quarterly to the Board of Directors on the status, use, and needs for Chapter equipment.
e. Ensures that members know how to use the equipment
f. Collects fees and deposits them with the Treasurer.
g. Designates assistants who can assist him/her with these duties.
h. Maintains records to indicate usage and location of equipment.
i. Purchases (within a prescribed budget) equipment needed by the Chapter.

4. Procedures for Members to Check Out Equipment: The use of the Chapter's equipment shall be restricted to members only. Those who wish to avail themselves of this privilege shall proceed as follows:
a. For video tapes: Tapes can be picked up at the Chapter House or by special arrangement with the Equipment manager a the monthly general meetings. A deposit of $10 per tape will be required and this deposit will be fully refunded provided the tape is returned within sixty days; thereafter a $5 per month late fee will be imposed until the value of the tape is recovered.
b. For tools: All tools will be assembled and kept under lock and key at the Chapter House. To ensure maximum utilization and prevent hoarding and to provide a financial source against breakage or loss, a deposit will be imposed much like one would encounter at a commercial tool rental facility. In general, the deposit will be one half the assessed value of the tool and this deposit will be fully refunded upon the tools return in good condition within thirty days. The user will be responsible for any consumable supplies such as sandpaper, bits, etc. The user is financially responsible for repairing or replacing the tool should damage occur. The Chapter is not liable for injuries sustained by a member using a loaned tool.

5. Inventory: All equipment will be inventoried and a report made to the Board of Directors in January of each year. Additionally, a list of the Chapter's equipment will be posted on the web site as well as on a bulletin board at the Chapter House.

EXPERIMENTAL AIRCRAFT ASSOCIATION
CHAPTER 186 – MANASSAS, VA
April 2, 2001

Directive No. 0005: YOUTH ACTIVITIES COORDINATOR

The Youth Activities Coordinator is responsible for the following:

Air Academy—Promoting, soliciting, completing the necessary paperwork and serving as liaison between 1) Chapter 186 and EAA National, and 2) Chapter 186 and the adolescent selected for this program, and 3) Chapter 186 and the VA Department of Aviation. This would also involve gathering the points from Chapter 186 pilots to be used for this program.

Solo Scholarship—Promoting, soliciting, and administering the budget for the selected individual. See the budget information below for specifics.

Education—Activities may include:

Planning parent and child activities at the Chapter House a couple times each year. Such an event may be a Manassas Community Day. This could be a parent and child day which would include flying Young Eagles, having a paper plan flying contest, building a balsa plane and giving it as a prize to one of the children who worked on it. The parent and children may be Chapter 186 members and their children, as well as, parent and children from the Manassas area. This would involve finding no-cost advertising of the event (perhaps through local radio stations). Such events will need to be coordinated with the Chapter House Manager.

Developing a video about flying (NOTE: This would involve coordination with Chapter members who have the knowledge and desire to produce such a video). This may include the different types of airplanes, a walk around the plane, a look at an instrument panel, and an explanation as to why planes fly. This video could be used during events at the Chapter House, at events held by Young Eagle pilots, and at our Fly-Ins.

Rib Building—I realized that Seymour does this, but I thought this may be something that we could take in the schools and to youth activity meetings in the National Capital area. Perhaps we could have Seymour train a number of volunteers on how to do rib building, including the Youth Activities Coordinator, so that these volunteers when asked could present this skill at schools or your activity meetings.

Partner with the Young Eagles Coordinator (not be the Young Eagles Coordinator) to do the following:

Develop a form letter than will be sent to the various organizations that are comprised of children; e.g., Boy Scouts, Girl Scouts, 4-H Clubs, Youth Church groups, school science clubs, etc., explaining the Young Eagles Program and the Air Academy. This letter would also offer the Chapter’s services to speak to these groups. Any scheduling of Young Eagle events or speaking engagements will be turned over to the Young Eagles Coordinator, who may further delegate these functions to the various Chapter 186 Young Eagle Airport Coordinators. On occasion, if needed, the Youth Activities Coordinator may speak to a group.

NOTE: The Young Eagles Coordinator will continue to coordinate those activities associated with the Young Eagle Program with the Chapter 186 Young Eagle Airport Coordinators, as well as, continue to report such activities in the Stick and Rudder.

Eagles Nest at Fly-Ins—This would involve inventorying material to determine if copies need to be made or crayons and pencils need to be replaced, setting up the material in the tent at the Fly-Ins, cleaning up the material at the end of each day of the Fly-In and packing up the material at the end of the Fly-In. NOTE: The Eagles Nest is a parent/child area which is virtually self-serving. The Youth Activities Coordinator would not have to monitor this area on a full-time basis, merely check it a couple of times during the day. Nor will the Youth Activities Coordinator have to find volunteers to monitor this area.

Preparing a budget for Youth activities. Budget will be submitted to and approved by the Board. Develop a recommended program along with a recommendation on milestones and payments for approval by the Board. Administer the approved program.

Reporting Youth activities in the Stick and Rudder.

EXPERIMENTAL AIRCRAFT ASSOCIATION
CHAPTER 186 – MANASSAS, VA
March 5, 2003

Directive No 1-03 – SUB-LEASING OF CHAPTER OWNED HANGAR SPACE

Objective: The chapter has acquired hangar space on Manassas Airport in order for the chapter to have a permanent presence on an airfield within the National Capital Area. The hangar space is to provide meeting and workspace for our members. To the degree possible, the cost of space used by the chapter is to be offset by income from the remaining space.
It is not the objective of the chapter to become a business or to make profits from rental of hangar space. Any revenues generated by income in excess of expenses are to be used to fund chapter activities in conformance with our charter; i.e., activities which further educate our members and the public regarding aircraft design and construction and the role of aviation in today's world.

Current Situation: The chapter currently owns long-term leases on four T-hangars and one corporate size hangar (presently under construction). The leases on the T-hangars are fully paid through their expiration in 2016. The lease on the corporate hangar will expire in 2030 and the chapter will make monthly payments on a bank loan until 2028 unless it has an opportunity to prepay the loan. The usage of these hangars varies as follows.
Hangars #1 and #6. These two hangars are occupied by the chapter and are used for chapter activities. Hangar #1 is our chapter meeting space and is used for chapter business meetings, social luncheons, Saturday morning informal coffee and doughnut gatherings, special business meetings, training sessions, planning meetings, and various other functions.
Hangar #6 is our project area and is rented to chapter members for completion of final stages of construction of their aircraft. It is our intent to make this space available to members at a rate as much below competitive hangar rates as our financing will allow. For 2003 the rate is $260 per month. The chapter reserves the right to use a portion of the space for storage and for a workbench and tool area where other members can take advantage of chapter owned stationary tools to complete parts of their projects being assembled elsewhere.
Hangars #2 and #8. These two hangars are currently sub-let to renters. The rate is set to correspond to going hangar rates on the airport and is sufficient that, when combined with the project space rental, it covers the cost of chapter occupied space. For 2003 the rate is $375 per month.
The corporate hangar is financially structured to be a self-liquidating investment, i.e., the chapter hopes to rent the facility to users at rates that equal or exceed its annual costs. Rates will be set to competitive rates on the field.

Long-term Plan: Given the scheduled expiration of our leases on the four T-hangars in 2016 and the finite area of airport space for further development, the chapter acquired the lease on the corporate hangar to secure our presence on the field to the later date of 2030. Depending on market conditions and the level of chapter activity, we may opt to move chapter activities to the corporate hangar considerably sooner than 2016. If so, we may liquidate our interest in some or all of the T-hangars at that time. This decision will be based on the level of chapter activity at the time and corresponding financial considerations.

Tenants: Since our objective is to have the cost of chapter activity space be funded by the income from remaining space, and since revenues are limited to market rates, it is incumbent on chapter management to maintain a high level of occupancy in the rental space. Initially, if possible, the corporate hangar will be rented to a corporate tenant on a multi-year contract. This has the advantage of providing a single stable tenant during the initial period of our bank loan.
If we are unable to find a corporate tenant, the chapter has the option of renting to several individual renters. Individual renters must be members of the Chapter. Initially, availability of the space will be announced with applications due by a given date. If there are more applications from than spaces available, spaces will be assigned by lottery. Thereafter a waiting list will be established on a first come, first served basis.
Lease contracts with individuals will be for one year initially with monthly extensions thereafter. Depending on financial needs, the chapter will reserve the right to terminate individual contracts with due notice in favor of a corporate tenant.

EXPERIMENTAL AIRCRAFT ASSOCIATION
CHAPTER 186 – MANASSAS, VA
March 3, 2004

Directive No 2004-01 – CHAPTER BUDGET PREPARATION

General: The approval of a Chapter budget is necessary to ensure that the business of the Chapter can begin in the first month of the fiscal year (currently January 1-December 31).

Specifics:

Be it resolved that it be mandatory that a proposal for the Chapter BUDGET shall be presented at the First Business Meeting of the fiscal year.
Said proposed BUDGET shall be presented by a BUDGET COMMITTEE which shall consist of the SPECIAL BOARD OF DIRECTORS.
Immediately following the election of Chapter Officers, said BUDGET COMMITTEE shall be created, as by definition, to consist of the NEWLY ELECTED OFFICERS (i.e., President, Vice President, Treasurer, Secretary) and the CURRENT CHAPTER PRESIDENT.
The current Treasurer, current Board of Director members and any other members who are involved with budget items will make available such records and information as may be required by the BUDGET COMMITTEE to facilitate their work.

EXPERIMENTAL AIRCRAFT ASSOCIATION
CHAPTER 186 – MANASSAS, VA
July 12, 2006

Directive No 2006-01 – A. SCOTT CROSSFIELD MEMORIAL YOUTH ACTIVITIES ENDOWMENT

General: In recognition of the contributions Chapter member A. Scott Crossfield made to the aviation community and his continued efforts to educate young people about aviation, Chapter 186 is establishing an endowment fund in his memory to be used to educate youngsters ages 12-22 years about aviation.

Funding: Initial funding for this endowment will be realized from a donation Chapter 186 will make of the proceeds received from the sale of the Mini-Imp project ($4,000). Additional contributions/donations may be made to the principal of this fund at any time. These funds will be invested in a Certificate of Deposit, a Mutual Fund, or some other interest/dividend bearing investment. The initial dollar investment will remain intact and additional dollars will be added to the principle through contributions/donations and by reinvesting thirty percent of the interest/dividends earned each year. The remaining seventy percent will be made available to fund Board-approved educational activities for that year. Unused monies in any given year shall be returned to the principal of the Endowment.

The Chapter Treasurer will identify funds available for use by the Chapter in January. (NOTE: If a new Treasurer has been elected for the new calendar year, the previous Treasurer will provide the necessary documentation to the new Treasurer to identify the amount available for this fund. This will be done as part of the coordination of putting together a budget as stipulated in Directive No. 2004-01: Chapter Budget Preparation, dated March 3, 2004.)

Activities

Funded: This endowment will be used to partially or fully fund educational activities for youngsters between the ages of 12-22 years to be approved by the Board of Directors. Examples of such activities could include, but are not limited to:

EAA Air Academy—Camps held at Oshkosh, Wisconsin during the summer months. The Youth Activities Coordinator will identify candidates for the Air Academy.
EAA Chapter 186’s Private Pilot Grant—Grant established to help offset the cost of an individual from 16-22 years old obtaining his/her private pilot’s license. The Youth Activities Coordinator will identify candidates for this grant program.
Scholarship for Aviation-Related College Curriculum—Chapter members may identify such college curriculum and/or potential participants and the Youth Activities Coordinator will coordinate getting the documentation from candidates.
Other Aviation-Related Educational Program—The Board of Directors may authorize the use of these funds to sponsor a youngster to participate in another aviation-related educational program that may be identified. Chapter members may identify such scholarships and/or potential candidates and the Youth Activities Coordinator will coordinate getting the documentation from candidates.
Other youth activities as approved by the Board of Directors.

Applying

For

Endowment: The Youth Activities Coordinator will coordinate the application for the annual distribution of this endowment. This application can be done in two ways:

If applying for the funds for use by a particular individual(s), the enclosed application (Tab A) will be completed for each individual involved and will be submitted to EAA Chapter 186’s Board of Directors. The application for funding from the A. Scott Crossfield Memorial Youth Activities Endowment does not eliminate the need to complete any application that may be needed for the particular activity; e.g., Air Academy application, the application for the Private Pilot Grant, educational program application, etc.
If the funds are to be used to fund any youth activity the Chapter is coordinating, the enclosed application (Tab B) will be completed for submission to EAA Chapter 186’s Board of Directors for approval.

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THE EXPERIMENTAL AIRCRAFT ASSOCIATIONNATIONAL CAPITAL CHAPTER 186DIRECTIVES

Click here for the Chapter 186 Five Year Asset Management Plan 2004-2009

THE EXPERIMENTAL AIRCRAFT ASSOCIATION
NATIONAL CAPITAL CHAPTER 186

DIRECTIVES