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Pilotsmith - Aircraft Rental Policies and Procedures
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1911 Airport Drive                920-415-2359
Green Bay, WI 54313                fax: 920-393-9358

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AIRCRAFT RENTAL POLICIES AND PROCEDURES

UPDATED 10/17/2024

        The following are Pilotsmith, Inc.’s (the “Company”) Aircraft Rental Policies and Procedures (the “Rental Policies”), by which all individuals (i.e., “Renter”) who enter into an Aircraft Rental Agreement with the Company agree to be bound. Capitalized terms not otherwise defined in the Rental Policies have the meanings set forth in the Aircraft Rental Agreement.   Kiosk is referred to as the publicly accessible computer provided by the Company for the purposes of dispatch,check-in, and maintenance reporting.

1.        Rental Checkout.  Each Aircraft make and model requires an initial checkout with a Company instructor. Permissible Aircraft maneuvers and procedures will be determined by the Company, in its sole discretion, based on, among other factors, Renter’s pilot experience, familiarity with the Aircraft’s make and model, and level of certification.

        

        Make and Model is amended to be defined as:

                Cessna 172L/M

                Cessna 172N/P

                Cessna 172R/S

                Cessna 172S G1000

Each Aircraft make and model requires a separate checkout.  Special Transition training is required in all Cirrus Aircraft.

Rental checkouts in the RV12 shall be no less than 5 hours dual instruction.

2.        Authorized Flight Instructors.  Only flight instructors authorized by the Company are authorized to provide instruction in a Company rental Aircraft.

3.        Commercial Operations.  Renter may not conduct commercial operations in a rented Aircraft without the Company’s prior written permission, with such permission being made at the Company’s sole discretion. Only employees or agents of the Company acting on behalf of the Company are authorized to conduct commercial operations in a Company/rented Aircraft without the Company’s prior written permission.

4.        Practical Test. Practical Tests may only be conducted in Company’s aircraft by pre-approved designated pilot examiners.  Further, Renter must be endorsed by an instructor of Company and the check ride must be scheduled and approved by Company.

5.        Compliance with Regulations.  Renter shall act as pilot in command of the Aircraft (at all times) and shall comply with all regulations pertaining to the operation of the Aircraft (including, but not limited to, FAA Regulations). Renter must possess the appropriate pilot certificate, medical certificate, ratings, and endorsements applicable to the intended operation of the Aircraft.

6.        Currency & Re-Checks.  If Renter has not flown in the same category and class of the Aircraft within the preceding thirty (30) days preceding Renter’s Aircraft rental, three (3) takeoffs and landings are required with a Company instructor in the same category and class of aircraft. If any such landing is made after sunset, those landings must be made to a full stop. If Renter has not flown in the same category and class of the Aircraft within one hundred eighty (180) days preceding Renter’s Aircraft rental, Renter shall be required to complete a new rental checkout with a Company instructor. For Aircraft requiring a complex endorsement, these currency flights must be flown in a complex Aircraft.  Renter must rent a Company aircraft every ninety (90) days to maintain rental privileges or perform 3 takeoffs and landings with a company instructor to restore rental privileges.

90 day rental currency for Cirrus aircraft must be performed in the Company's Cirrus Aircraft. Renters utilizing Cirrus aircraft must comply with Cirrus Corporations recommended recurrent training programs:

7.        Approved Airports.  Authorized airports at which Renter may takeoff and/or land an Aircraft must have a minimum runway length that is one hundred fifty percent (150%) of the calculated distance required for takeoff and landing, as appropriate. Except in an emergency, Renter shall use only paved, public-use runways. Public-use grass runways may be used if Renter has received a soft-field checkout with a Company instructor and a record has been made of such check by Company instructor for that make and model of aircraft. Private-use runways may only be used with prior written approval from the property owner and from a member of the Company's management team.

        Aircraft utilized on non-paved runways must have wheel pants removed and reinstalled at Renter’s expense.  Prior coordination is required.

8.        Security of Aircraft.  Renter is responsible for properly securing the Aircraft after each flight using a control lock, chocks, tiedowns, etc. Renter shall hangar the Aircraft when needed to protect the Aircraft from inclement weather, such as strong winds, thunderstorms, hail, freezing rain, snow, and cold temperatures. Renter is responsible for all damage caused, including that which is caused by nature, until the aircraft is properly returned to the Company.

Renter is responsible for the sole cost of weather related damage such as but not limited to hail or wind.

9.        Pre-Heating Aircraft.  Most Company Aircraft are equipped with Tannis heaters. It is Renter’s responsibility to preheat the Aircraft’s engine during winter operations either via the Tannis heater, hangar, or pre-heater. If the Aircraft has been outside for at least twelve (12) hours while the temperature is below 32º F, then the Aircraft must be preheated. The Aircraft can be preheated by plugging in the engine heater for at least four (4) hours, hangar for at least eight (8) hours, or a forced hot air pre-heater for at least fifteen (15) minutes.  Renter shall follow the Pilotsmith Aircraft Winter Policy.

10.        Cleaning Aircraft.  Renter shall clean Aircraft windows cleaned with ammonia-free solutions labeled safe for aircraft windows, plastic, or Plexiglas. Renter shall not and must not use Windex or similar cleaners. Upon return, Renter shall ensure the Aircraft interior is clean and free of trash and personal property/possessions.  Aircraft must be returned in the same or better condition than when they were dispatched, this includes wiping down the exterior of bugs.

11.        Pre-Flight Inspection.  Renter shall conduct a pre-flight inspection and determine whether the Aircraft is airworthy and safe for flight. Renter shall check the Kiosk (electronic) aircraft maintenance records to ensure that not required inspections are overflown.  Renter shall record hobbs in, out.  Should the hobbs fall between two numbers, it must be rounded up to the next number and shall never be rounded down.

Solo Students shall not be permitted to fly Pilotsmith aircraft at night without express written permission from the President of Pilotsmith, Inc.

12.        Return of Aircraft.  When returning aircraft to Green Bay, Renter must cover cowl with provided Pilotsmith cowl blanket and plug aircraft engine heater into a wall receptacle at any time overnight lows shall be lower than 40F regardless of storage in a hangar.  Renters who do not properly cover Pilotsmith aircraft with a Pilotsmith cowl blanket shall be charged a fee of $150 for services to cover the aircraft with a cowl blanket and/or to preheat the aircraft engine with a forced air preheated.

13.        Reporting Aircraft Maintenance Discrepancies, Damage, and Insurance Claims.  Renter shall report any maintenance discrepancies (“squawks”), damage, and/or insurance claim regarding any Aircraft, as well as any revocation of Renter’s medical certificate, via telephone or in person to a Company employee or staff member as soon as possible. Renter shall also record a written description of the discrepancy on Kiosk. Once notified, the Company’s Director of Maintenance (or his/her designee) will determine if the Aircraft will be brought to the Company’s maintenance base in Green Bay (KGRB), or to another maintenance vendor.

14.        Maintenance Away from Company’s Home Base.  In case a mechanical problem occurs with the Aircraft away from the Company’s home base, Renter shall not authorize or perform any maintenance without the Company’s prior written approval. All repairs to Aircraft must be performed by properly-licensed facilities and personnel, under consult with the Company’s Director of Maintenance. The contracted maintenance vendor must have a DOT drug testing program. If no maintenance is available with a maintenance vendor with a DOT drug test program, then the maintenance required can be performed, but the Aircraft and such maintenance will be inspected upon return to the Company’s home base.

        Renter is responsible for staying with the aircraft until repairs can be made to the aircraft.  If the aircraft is abandoned due to mechanical issues, the aircraft shall be considered abandoned and the abandoned aircraft policy enforced.

15.        Minimum Weather for Dispatch.  Renter shall follow the Company’s policies and procedures regarding weather for dispatch as posted at http://www.pilotsmith.com/policies.

16.        Additional Fees/Charges.  In addition to the fees/charges set forth in the Aircraft Rental Agreement, Renter may be subject by the following additional fees:

(a)        Cancellation & No-Show Policies.  If Renter cancels Renter’s Aircraft rental within seventy-two (72) hours of the scheduled Aircraft checkout time without good reason (as determined by the Company in its sole discretion), such as weather, or, if cancellations become habitual, the Company will charge Renter a cancellation fee based on the Aircraft being utilized. These cancellation fees are updated from time to time and are published on http://www.pilotsmith.com/minimum-usage and are subject to change from time to time. The Company will not charge a cancelation fee if Renter cancels Renter’s Aircraft rental more than seventy-two (72) before the scheduled Aircraft checkout time.

(b)        Repositioning Fees (ABANDONED AIRCRAFT).  If Renter abandons the rented Aircraft away from the Company’s “home base,” the Renter may be subject to additional charges, including, but not limited to, pilot expenses and/or additional Aircraft rental fees, related to relocating the abandoned Aircraft to the Company’s “home base.”

(c)        After-Hours Dispatch.  If the rented Aircraft is intended for dispatched after the published FBO closing hours, Renter will be subject to an additional fee. Renter shall coordinate after-hours dispatch with the FBO and pay the applicable fee directly to the FBO.

(d)        After-Hours Return.  Renter must coordinate all after-hours Aircraft. After Hours is considered a return to the Company 30 minutes prior to the published FBO closing hours. If Renter returns the Aircraft after After Hours, Renter shall leave the clipboard and keys in the Aircraft and chock and securely tie down the Aircraft. If inclement weather is expected, Renter will be subject to an additional call-out fee payable directly to the FBO, and Renter must call the FBO to have the Aircraft hangared. Renter shall be responsible for the rented Aircraft until one (1) hour after the published opening time of the FBO.

(e)        Carriage of Pets.  Carriage of pets on Company/rented Aircraft requires the Company’s prior written approval/consent, and pets shall be secured in a carrier. The Company may charge up to a five hundred dollar ) ($500) pet-cleaning fee, depending on the level of cleaning required after unauthorized pet carriage.

(f)        Late Fee.   Renter is responsible for all damages and expenses incurred by Company due to Renter’s late return of aircraft.  Company may at its sole discretion discount an inconvenienced customer and charge Renter the amount that was given to the inconvenienced customer(s).

17.        Reimbursement for Expenses.  The Company will reimburse Renter for fuel expenses up to the current posted reimbursement rate per gallon fuel price. The Company will not provide or reimburse for oil. However, the Company has oil available at its facilities. Reimbursement will be in the form of reduced fees/charges on the Renter’s bill/invoice. In order to receive such reimbursement from the Company, Renter must provide receipts to the Company evidencing such expenses. Credit card statements are not acceptable, and, if Renter does not provide a receipt, the Company will assume that no fuel was purchased. The Company will not reimburse Renter for other airport expenses, including, but not limited to, landing fees, parking fees, ramp fees, preheating, hangar rental, and after hours callout fees. Expenses incurred by Renter as a result of mechanical or weather-related delays will not be reimbursed by the Company, such as maintenance facility callout or after-hours fees, rental cars, hotel rooms, meals, pilot/instructor fees, substitute aircraft or airline fares.

18.        Smoking.  Smoking is strictly prohibited in rented Aircraft.

19.        Renter Information Kept on File by the Company.  Photocopies of Renter’s current photo identification, pilot certificate, medical certificate, flight review endorsement, executed Aircraft Rental Agreement, and Non-Owned Aircraft Insurance policy will be kept on file by the Company. Renter shall keep his/her contact information up-to-date in the Company’s online scheduling system.

20.        Subject to Amendment, Modification, or Restatement.  The Company, in its sole discretion, may from time to time amend, modify, or restate the Rental Policies. In less Renter terminates the Aircraft Rental Agreement in accordance with its terms and conditions, Renter will be bound by any such amendment, modification, or restatement of the Rental Policies.

21.        Company Contact Information:

        (a)        Charlie Smith                President, Pilotsmith, Inc.                (920) 415-2359 x1001

        (b)        Trent Vandenheuvel Flight School Manager                (920) 415-2359 x1002

        (c)        Receptionist                Office Admin                                (920) 415-2359 x1006

22. Pilot Supplied Items.  Renter shall supply ‘fuel sticks’, fuel sampler cups, and headsets.  These items are not the responsibility of The Company to provide.

23. Rental Reservations.  All rental reservations must be made in the Company's online scheduler system.  Rental reservations must include the FIRST AND LAST NAME of all persons on board the aircraft, these names can be entered in the comments area.  All rental reservations must include the intended route of the flight.  Failure to comply with this policy may result in a rental terms violation fine and permanent loss of rental privileges at the sole discretion of the company.

24. Dual Rental Only of Multi-Engine Aircraft.  Company’s Multi Engine Aircraft may only be rented with a Company authorized instructor onboard performing dual instruction under the employment of Company.  Exceptions to this policy must be made in writing.

25. Rental of Company Aircraft. Company’s aircraft may only be rented without an authorized instructor for the following:

  1. Dual Instruction
  2. Flying Club Member
  3. Student performing solo flights for meeting aeronautical experience for a certificate or rating up to and including the commercial pilot rating.
  4. Student enrolled in a 141 program and lesson calls for non-dual flight

26. Fee for violation of policies.  The company may assess a fine of up to $5,000 in addition to recovery of any damages suffered for violation of any company policies at its sole discretion.

REVISED 09/27/2024