Reduce load on the Treasurer and Office and Flight Recorders Please

General Club Information in the last 180 days - Posts open to Club members only
Post Reply
Dave Bax
Posts: 32
Joined: Wed Jul 01, 2020 10:53 am

Reduce load on the Treasurer and Office and Flight Recorders Please

Post by Dave Bax »

The Office is now seriously undermanned.
With my having moved 90 mins away, I will inevitably be at the club less and from August rarely at weekends.
Sarah working remotely is a big help, but not enough.
The Board will have to consider the way forward.

Meanwhile, there are many areas where you can (and in some cases will have to) help.

1. Paying money into the club
Don't give the office extra work to do. I no longer feel the need to carry club cash or cheques in my wallet, go home and fill out itemized deposit slips and find time to go to the bank for you. Individual members wanting to pay cash or cheques will need to fill out deposit slips and go to a bank themselves (do not leave in the office or post to treasurer). Then email ysa.officemanager@gmail.com that you HAVE banked (not WILL) $xxx. The bank details will be posted in the office.

The most efficient (used by more than 90% of the members) is eTransfer to ysa.treasurer@gmail.com noting your YSA account number in the comment line (necessary to save the Treasurer time, especially for those sending money from spouse or mother accounts with different surnames).

The credit card machine/internet in the office is a flaky option at the moment.

2. Expenses
Don't give the Treasurer extra work to do by not using the expenses form, not itemizing expenses properly and not separating HST. This has to be done, please do it yourself on the expenses form (found in a blue binder on an office shelf). If you buy $30 "nuts and bolts" indicate whether for tractors, washrooms, aircraft (which aircraft if only for one). Where the invoice contains some personal items too, be sure to cross them out and calculate the HST for the items the club should reimburse. It is a lot easier for the Treasurer if you do the initial work, such that he can quickly vet, rather than do everything from scratch. When the form is done, staple the invoice to it, fold once, drop it in the Treasurers box (Black box behind office desk) don't just leave on the desk for someone else to find/do something with it.

3. Flight sheets
To make life easier for the flight recorder and the office, the data required for each flight has been cut down from what was expected on a white card by 5 items: Date, flight number, tow pilot, tow registration, tow landing time do NOT need to be filled in on individual flight lines. Before jumping in an aircraft, PLEASE enter the flight details, or give the details to the flight recorder, on the flight sheet (including planned tow height). On return to ground, PLEASE check the line entry again as being correct (with regard to who is paying for the flight, the actual tow height, the landing time). Incidentally, 24 hour clock should be used, and if no take-off time then be helpful and invent reasonable take off/landing times, not just write duration giving the office work. The flight sheet has DAY and DATE once, at the top. DAY (e.g. Sunday) is useful for quick handling and a double check the right date has been given.

4. Tow pilots
Whilst we only operate one tow plane, the flight sheet does not need to note LTX, that is assumed. Similarly, most days there is a designated tow-pilot and all flights, by default, will be assigned to that tow pilot. Of course there will often be a relief tow pilot. If it is important to you to be credited in YSA computer, then write on the flight sheet against "Relief Pilot" your name followed by number of tows, then you will be credited in the system. If you wish to be even more exact, write in the comments column each specific tow you have done (e.g. tow/DC) but do not expect the recorder to do this. We rely on the FAS system to determine tow landing time, based on take-off time and tow height.

Thanks in advance for your cooperation
Doug Carman
Posts: 13
Joined: Wed Jul 01, 2020 12:10 pm

Re: Reduce load on the Treasurer and Office and Flight Recorders Please

Post by Doug Carman »

These are all important considerations, and some would have been unnecessary if we had found a youth employee willing to do some of the office work. But even if we had, the flight sheet still needs doing right, the expenses should be done as written, and the payments via etransfer are so easy it's not surprising most have used it. Tow pilots are responsible for keeping their own logbooks as per air regulations, and should keep track of times during the day. Some keep a little notepad or card in the tug and jot down the times as they go along.
Paul Chalifour
Posts: 1
Joined: Sat Jul 04, 2020 11:31 am

Re: Reduce load on the Treasurer and Office and Flight Recorders Please

Post by Paul Chalifour »

It is a huge cultural change for York to switch from cards to a daily flight sheet. I am amazed that we have been able to institute this without much complaint or complication other than failing to include space to record towplane and towpilot. We have three tugs and quite a few towpilots. It is useful to know and have a record of what flew, who flew it and when even if we do not transfer this to our computer record. Having a record of this on file somewhere may actually be a legal requirement.
Once we have members trained to make entries on the flight sheet including three letters for the tug and identifying the towpilot is not a horrendous extra burden on the person recording.
The glory days of unlimited youth labour (paid or otherwise) to do our chores may be only a memory.
PaulC
Dave Bax
Posts: 32
Joined: Wed Jul 01, 2020 10:53 am

Re: Reduce load on the Treasurer and Office and Flight Recorders Please

Post by Dave Bax »

As explained. Whilst we have only one tow plane in operation, it is unnecessary to make the recorder enter the tow plane registration. If/when we have two tow planes operating, we will have a column for tow reg and have two scheduled tow pilots. The tow plane pilots are recorded at the top of the sheet, with all flights credited to the scheduled tow pilot of the day unless relief pilots mark against their name how many tows they did.

We are exempted by TC from having to record tow pilot names in the journey logs and we do not need the recorder to be concerned about changes of tow pilot (which was a problem even in white card scenario).

Rather than the recorders having not a horrendous extra burden of finding out relief pilots names, flying which tows, and then writing his name 5 times on the sheet: I prefer the odd tow pilot to have a not horrendous extra burden of writing "5 tows" against his name on the sheet before he goes home.
Post Reply