The joy of flying.
On the ground and in the air.

Articles of association

1. Name and registered address

The association/club’s name is changed from “Sæby Flyveklub” to “EKSA Sæby Flyveklub”.

As of 24 May 2017, the club’s name is “EKSA Sæby Flyveklub”.

The club is based at Sæby Airfield (Ottestrup), Understedvej 150, 9300 Sæby.

The club is affiliated with KDA, DMU and DULFU.

The club communicates through its website (www.saeby-flyveklub.dk) and Facebook. In some cases, information is emailed to members.

2. Purpose

The club’s purpose is to promote flying and interest in aviation by preserving, developing and operating Sæby Airfield (Ottestrup) in a way that makes it attractive to users. This must take place in close cooperation with the other users and clubs at the airfield.

The club must bring together and coordinate all airfield and traffic matters concerning parties based at the airfield, and establish guidelines for its use that best serve the whole community.

The club must work towards positive relationships with neighbours, authorities and the public.

As far as possible, the club must meet any specific requests Frederikshavn Municipality may make concerning traffic matters.

The club’s ultralight activities must always comply with the rules and provisions established by DULFU.

3. Membership

Clubs operating at the airfield (EKSA Sæby Flyveklub, including Sæby UL-klub), together with the hangar companies, are members by virtue of their status.

Every new user of powered aircraft or ultralights at the airfield (Sæby UL-klub) must be a member of EKSA Sæby Flyveklub and meet the resulting requirements. Gliding and TMG interests are currently represented by Nordjysk Svæveflyveklub, which is also based at Sæby Airfield.

Flying members of EKSA Sæby Flyveklub must belong to at least one of the following organisations:

· DMU and KDA — if flying powered aircraft

· DULFU — if flying ultralights

Members may join through the club’s chair or treasurer.

Membership must be cancelled by 30 November, allowing the club to withdraw members from DMU/KDA in time and avoid unnecessary costs in the following year. No exceptions can be made.

4. Board

The club is managed by a board of five members:

· Chair

· Vice-chair

· Treasurer

· Ordinary board member 1

· Ordinary board member 2

· Two alternates

Board members are elected for two-year terms, with two and three members retiring in alternating years.

After the first year, however, two members retire by agreement or by drawing lots.

Re-election is permitted.

The aim is for both ultralight and powered-aircraft pilots to be represented on the board.

When a board member leaves, during or at the end of a term, a replacement must be elected no later than the next general meeting. Until then, one of the two alternates joins the board. The alternates decide between themselves who will serve, or the decision is made by drawing lots.

The ordinary general meeting has the following agenda:

a) Election of meeting chair and minute-taker

b) Chair’s annual report

c) Treasurer’s presentation of the annual accounts

d) Board presentation of membership fees (Appendix 1) for the following financial year

e) Election of board members and alternates

f) Election of ultralight chair, ultralight training officer and ultralight equipment officer

g) Election of auditors

h) Election of representatives to other clubs, associations, committees, unions or similar bodies

i) Consideration of proposals received (the board must receive proposals at least 14 days before the ordinary general meeting)

j) Any other business

The positions under item f) must be filled by the club’s ultralight members. These officers may be elected from outside the board.

Under item j), any matter of interest to the club and its members may be discussed.

Each member has one vote at the general meeting. A member who is absent may vote by proxy, but each attending member may hold only one proxy. A member unable to attend who wishes to vote must notify the board at least seven days before the general meeting.

The general meeting must be held every year, no later than May. At least 14 days’ notice must be given.

5. Appointment of officers

Each year, at its first meeting of the calendar year after the general meeting, the board appoints the following officers:

· Chair

· Vice-chair

· Treasurer

· Secretary

At the general meeting, a flight safety representative is elected from the association’s members, and representatives to committees and representative bodies are appointed or elected. The flight safety representative is the airfield’s highest authority on all matters concerning traffic and flight safety.

A board meeting has a quorum when at least three members are present.

Board meetings are held whenever the chair or two board members consider them necessary. The chair, or another member designated by the chair, convenes the meeting with at least three days’ notice.

The secretary, or a deputy, keeps records and minutes of board meetings and other relevant initiatives.

In transactions involving real estate, the association must be represented by at least the chair and three board members.

In other matters, the association must be represented by at least the chair and one board member.

6. Membership fees

An annual membership fee is payable at a rate set by the board. Prices are listed in Appendix 1, and changes for the following year must be made by 30 October.

Membership fees and other prices are listed in Appendix 1 to the articles: “EKSA — members’ price list”.

Fees for membership of DMU/KDA and/or DULFU are determined by those organisations. EKSA Sæby Flyveklub’s treasurer administers these fees unless DMU and/or DULFU collect them directly from the member.

7. Income

After providing an explanation, the board collects payment for specific initiatives relating to the individual sections of the association (powered aircraft and ultralights).

Set payments fall due no later than 1 February each year. The board must issue payment requests at least 14 days before the due date. This applies to membership fees and other prices in Appendix 1. Other payment requests may be issued throughout the year, also with at least 14 days’ notice.

8. Airfield management

The board is the airfield’s highest governing body, together with the current boards of the other clubs at the airfield or their designated representatives.

The board is responsible for keeping the airfield regulations for EKSA Sæby Airfield up to date on all relevant matters. The board must enforce the regulations.

Until further notice, the “Cooperation Agreement and Rules of Conduct for Sæby Airfield” dated 1 March 1995 remain in force.

The board is responsible for publishing information relevant to the airfield and flying, including its responsibilities towards the Danish Transport and Construction Agency and compliance with the rules for private airfields. The board must also issue public information (NOTAM) if the powered-aircraft runway and/or apron cannot be used safely. This applies despite Sæby Airfield being private and is intended to improve safety.

The board has no responsibility for the glider runway.

The board handles contact with the authorities and is accountable to them, including keeping and submitting the airfield log.

The board handles overall operational contact with the owner of the airfield land, in close cooperation with the other clubs and associations at the airfield.

Financial matters are settled directly with the owner by the clubs and stakeholders in the hangar companies.

The board is responsible for good order at the airfield, which must always be presentable and attractive.

All parties must comply with the board’s decisions and instructions without unnecessary delay.

The board may exclude a member at any time for failing to comply with the club’s articles, cooperation agreement and rules of conduct, or the rules, provisions and instructions of DMU, DULFU or the Danish Civil Aviation and Railway Authority.
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9. Accounts

The club’s financial year runs from 1 January to 31 December.

The accounts for the previous financial year must be reviewed by the auditors, presented to and approved by the board, and then presented no later than the ordinary general meeting. The deadline for submitting accounts to the auditors is agreed between the auditors and the treasurer.

The accounts must be presented at least at the ordinary general meeting and must be made available to members upon request.

The accounts are prepared and approved with discharge of liability (“decharge”).

  10. Audit

Two auditors are elected at the general meeting to review the club’s accounts. They are elected for two-year terms, after which one auditor retires/is elected each year.

11. Assets

The club’s assets must always serve its purpose.

Some assets may also be used to support third parties who help fulfil the club’s purpose.

12. Dissolution

If the club is dissolved, its assets must go towards purposes that preserve Sæby Airfield (Ottestrup), including any relocation of the airfield and the club’s activities.

Alternatively, funds may be distributed to members or other flying clubs/aviation activities in Vendsyssel, as decided by the board.

The articles dated 24 May 2017 were approved and adopted at the ordinary general meeting

on 24 May 2017.

Notes

Last updated 21 September 2019.