July 2018

BOAT ADMINISTRATION AND LAUNCH PROCEDURES 2018

1. Aim. The aim of this document is to clarify the processes and sequence HMYA members need to follow in order to be able to own and sail a boat, and the various interactions with the HMYA Registrar, the Broker, the Ministry of Transport (MOT), the Communication and Information Technology Commission (CITC) and the Border Guard/Coast Guard/Frontier Guard (BG/CG/FG)– all of whom are critical to success.

2. Introduction. HMYA facilitates the buying, selling and legal use of boats for members if they are using HMYA facilities. From the outset, owners must work with the Registrar and Fleet Captains to ensure we maintain accurate records to share with the Broker, MOT and CG.

a. HMYA Registrars. HMYA registrars provide the documentation, maintain the database and are able to pass the requirements to the broker on behalf of members to support the process and are able to trouble-shoot as required.

b. The Broker. The broker (provided by Sailing 5 and led by Saud Al Qahtani) is able to escort owners to the various offices if and when necessary, translate and deal with unforeseen issues as required. This method has been used by the majority of people for the benefit of the owners and the authorities but is not a specified requirement. Please note that for any transaction, the broker is working on behalf of the individual, not the club. The owners need to decide for how much of the process they will use the broker, who charges a fee of SAR 100 per visit to an office (see below).

c. General requirements for processing boat transfers:

1. If the boat is more than 3.6 meters in length, regardless of the boat type, it must have a transponder assigned to it. If a transponder is assigned, then part of the transfer process is to re-assign the transponder to the new owner. If a transponder is not assigned, then a new transponder must be purchased and assigned to the new owner (and boat) as part of the transfer process.

2. The new owner must have a valid "License to Sail". If not, then the new owner must obtain a "License to Sail" as part of the transfer process. See section 8 c below for more information on obtaining the "License to Sail"

3. HMYA Q Form Annual & Pre-Sale. The current owner is responsible for ensuring that the boat is in a seaworthy condition at all times and must obtain a signed Q Form from the relevant Fleet Captain prior to initiating the sale to the new buyer. Fleet Captains are to inspect every boat prior to transfer of ownership in order to confirm that, to the best of their knowledge, it is not unseaworthy at the time of inspection. Sellers are responsible for arranging inspections with their Fleet captains. Q Forms can be downloaded from the Documents section of the HMYA website.

3. Visit HMYA Club House. Current and future owners meet the HMYA Registrars in the HMYA Club House at 5502 Spruce Street, Saudi Aramco, Dhahran. Opening Hours are 4:30 to 6:00 PM on Sundays and Wednesdays except company holidays and occasional unavailability of the Registrars,

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which will be announced ahead of time. In addition, Ramadan schedule may vary and will be announced a month ahead of time.

There are three categories of documents as follows:

a. Documents Provided by the Registrar.

Bill of Sale: A MOT official form in Arabic used for boat ownership transfer (selling / buying a boat). Seller/s and Buyer/s as well as remaining owners of a multi owner boats (classified as buyers) must sign the Bill of Sale. The Registrar and/or the Broker will assist in completing the Arabic form for Non Arabic speaking members. The Bill of Sale must also be signed by two witnesses who will also insert their names and government id number. A copy of the sellers' government issued id card and a copy of the Saudi Aramco id card (on the same sheet) is attached to the Bill of Sale. It is the sellers' responsibility to have the signed Bill of Sale stamped by Saudi Aramco HR.

Broker letter of authorization for representation by a Saudi Broker to MOT and CG. This letter must be completed and signed both in Arabic and English. The Registrar and/or the Broker will assist in completing the Arabic side for Non Arabic speaking members. A copy of the buyers' government issued id card and a copy of the Saudi Aramco id card (on the same sheet) is attached to the Bill of Sale. It is the buyers' responsibility to have this letter stamped by Saudi Aramco HR.

Coast Guard form requesting the letter of "No Objection". The seller enters his

mobile number and signs the form and the Registrar/Broker will complete the rest of the information in Arabic.

b. Documents Provided by the Buyers/Remaining Owners:

4 identical colour passport photos (Saudis must be in Quotra) 3 Three copies of the Government issued Id card and Saudi Aramco Id card on the

same sheet 1 letter of employment in Arabic (to whom it may concern and no salary needed) –

all Copy of the License to Sail, if available. If not available, then a License to Sail must

be obtained as part of the transfer process

c. Documents Provided by the Sellers:

1 One copy of the Government issued Id card and Saudi Aramco Id card on the same

sheet The White and Green Books, and Pink Book if available Signed Q Form. (HMYA Seaworthiness Check)

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Copy of the Licence for the transponder, if required (for a boat length which is more than 3.6 metres). If a transponder is required for the boat but not available, then a transponder must be purchased and assigned to the new owner as part of the transfer of ownership

At this stage, the current and future owners should clarify for how much of the process they require the use of a Broker.

4. Boat Inspections.

a. Government Annual/Registration. Government Boat Inspections are mandated annually and critically prior to transfer/registration/re-registration. These latter inspections are organized in groups by the Broker and normally take place on a Saturday morning. Owners do not have to be present, however shed number and/or a clear description of the location of the boat must be communicated to the Registrar and/or the Broker. If not, then the owners' presence becomes mandatory.

5. Visit The Border Guard Office, Khobar.

a. Change of Ownership. Current owners or the Broker visit the BG Office in Khobar in order to obtain a ‘Letter of No Objection’ (‘Adam-mumanaa’) confirming that the boat is legal and there are no outstanding issues e.g. violations. See Figure 1:

Figure 1. The Coast Guard Office.

6. Registration with the Ministry of Transport Office, Dammam.

a. Change of Ownership. Sellers and buyers (including current but remaining owner), or the Broker on their behalf, visit the MOT office in Dammam together to transfer title, each with:

Completed and approved forms (see 3 a, b and c above) 2 copies of Green book

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New White book will be issued. If registration in the old White book is about to expire and requires renewal, SAR 300 payable for new white book for Sail boat and SAR 900 for Powerboat

Currently look for Engineer Sultan on the first floor, left out of the elevator, The MOT will issue the new White Book but may require the buyer to return at a later date to collect it. See Figure 2:

Figure 2. The Ministry of Transport Office.

b. Re-Registrations. Every three Hijra years (approximately 33 days less than 3 Gregorian years) a boat is required to be re-registered with the MOT. The owner is responsible for doing this on time or fines may be payable. Renewal can only be done if the boat has a valid Government Boat inspection. This inspection should take place every year but at registration or transfer (sale) as a minimum. The documentation required for Re-Registration is:

MOT Form A: Application for Renewal or Transfer, listing details in Arabic and must be signed by all owners if more than one. If Broker is used (HR approved letter of Broker Authorization and copy for Government issued Id card with copy of Saudi Aramco Id card on same sheet for each owner are required), then the Broker will complete the form on the owners' behalf.

SAR 300 payable for Sail boat and SAR 900 for Powerboat for 3-year registration

renewal If applicable, a late registration fee of SAR 100/month not to exceed SAR 500/year,

however doubles for two consecutive years, plus SAR 25 for a certified check.

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7. Transponder Purchasing and Licensing. All boats longer than 3.6 metres need a CITC-approved Class B AIS Transponder. Speak to the HMYA Registrar for details on reserving Transponders that may be available for purchase through the club. Once obtained, visit the Communications and Information Technology Commission (CITC) Office, 2nd Floor, Al Dosary Tower, Al Shati District, Dammam. Tel No: 0138441818, equipped with:

Iqama (and copies) The Green Book (and copies) The previous owner’s Transponder VHF Licence Card.

Alternatively, if use of the broker is desired, then the owner must provide:

HR Approved Broker Authorization letter Copy of Government issued Id card with Saudi Aramco Id card on same sheet Copy of the Green Book

Check that the Boat (Name and SAG) and New Owner details are correctly shown in the new licence. See Figure 3:

Figure 3

8. Registration and Licensing with the Border Guard, Khobar. The new owner (or Broker) will need to visit the BG Office in Khobar to register the new owner’s details in the BG database and obtain a sailing pilot’s licence, if not available already, from the BG Khobar Station and the BG Office (as in Figure 1 above). The location of the Border Guard Station, Khobar is in Figure 4.

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Figure 4.

a. Registration. The BG will enter the new owner’s Boat, AIS and contact details into their database. Documents required:

Copy of the Government issued Id card New White Book Copy of the new Transponder VHF Licence Card Copy of the License to Sail

Alternatively, if use of the broker is desired, then the owner must provide:

HR Approved Broker Authorization letter Copy of Government issued Id card with Saudi Aramco Id card on same sheet The new White Book Copy of the License to Sail

The BG will issue an Authorization to Sail letter which the owner will give to CG station at Half Moon Bay every time before taking the boat on the water.

If the boat has not been previously registered with the BG Office in Khobar then further documentation will be required.

b. Registration of Imported/Unregistered Boat. The BG Khobar office will need to create a new file for your boat and will require the following documentation:

A green hanging file Original and copies of White and Green Books Original and copy of Iqama or national ID Original and copy of Transponder VHF Licence Glossy (not paper) photographs of both sides of the boat showing the SAG and

Name in English and Arabic.

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Passport sized photographs of the owner.

c. Pilot’s Licence "License to Sail". All boat owners need a licence before they can take their boat on the water. Minimum age is 18. The owner should pick up the application form from HMYA Registrar and then obtain an eye test and physical examination by a medical practitioner (available through JHAH) followed by a swimming test (available through HMYA & Recreation) and then going to the Coast Guard to obtain the licence. The applicant MUST go to the Coast Guard Station in Khobar on the Corniche (Figure 4) to register and then to the main office in Khobar on the Custodian of the Two Holy Mosques Road (figure 1) in order to hand in the White Book. The White Book is then normally available for collection within two working days. Documents required for this are:

Application Form completed in Arabic and stamped by medical practitioner to certify eye and physical assessment.

Swimming Certificate. 1 copy of Government ID or Iqama 3 Colour passport photos Green hanging file folder Marine Work Permit (white book)

If use of the Broker is desired, then the owner must contact the Broker to arrange for meeting the Broker to visit the Coast Guard Station together. This vist can be made on Tuesdays only.

d. Female Boat Owners. Female members can own boats and the transfer process is as per the normal process outlined above but the Border Guard requires that all female owners have a ‘pilot’. The pilot’s details will be recorded in a Pink Book issued by the BG. The Pilot must have a Boat Handler’s Licence to Sail – see above. Documents required are:

Photographs of the pilot Letter from the female owner requesting the BG accept her nominee as the pilot. Iqamas and copies for both the female owner and the pilot.

9. Launching a Boat.

a. Half Moon Bay Border Guard (Coastguard) Check-out/in Process. Prior to sailing, an owner should present the following to the BG Office at the head of Half Moon Bay:

Authorization to Sail letter issued by BG (8.a above) Crew Iqama/National ID (if applicable).

The BG officer will check the BG database and if all details are correct will retain the Authorization to Sail letter and issue a one time Authorization to Sail slip (print). Sailors should confirm the check-in time printed on the Authorization to Sail slip and make sure that at the end of the day they return to the BG office and return the form by that time, when the BG will return the Authorization to Sail letter. See Figure 5. This process is not required for Windsurfers, Kite Surfs or Kayaks but they must conform to the Aramco Lifeguard process below.

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Figure 5.

b. Aramco Lifeguard Check-out/in Process. On arriving at the HMYA beaches, sailors should present their Authorization to Sail slip to the HMYA Beach Gate Guard and fill in 2 x copies of the Recreation Beach Check-Out Form. One will be retained by the HMYA Beach Gate Guard, the other should be retained by the sailor and shown to the Beach Life Guard prior to setting sail. On leaving the HMYA beach, the retained copy of the Recreation Beach Check Out-Form should be returned to the HMYA Beach Gate Guard in order to confirm that you are off the water and most importantly the pilot of the boat must return to the Border Guard Station to return the Authorization to Sail slip and retrieve their Authorization to Sail Letter. Failure to do this will trigger national alarm systems within the Coast Guard/Frontier Force and will result in a payment by the sailor to the detriment of the HMYA.

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HMYA FLOW CHART- BOAT TRANSACTION AND LAUNCH AIDE MEMOIRE

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STEP 1. VISIT HMYA REGISTRAR WITH DOCUMENTS

STEP 2. ORG BOAT INSPECTION WITH FLEET CAPTAIN – OBTAIN Q FORM

WANT TO USE BROKER? YES

NO

FILL IN BROKER AUTHORITY FORMS, PAY BROKER FEES (100 SAR/STEP) - BROKER WILL REPRESENT AT EACH STEP

FILL IN MOT, CG, MOI FORMS & BILL OF SALE

STEP 3. ORG BOAT INSPECTION BY MOT INSPECTOR AT HMYA BEACH

STEP 4. SELLER OBTAINS LETTER OF NO OBJECTION FROM CG, KHOBAR OFFICE

STEP 5. CURRENT & FUTURE OWNERS REGISTER AT MINISTRY OF TRANSPORT, DAMMAM

STEP 6. (IF REQUIRED) PURCHASE VIA REGISTRAR & LICENCE A TRANSPONDER AT CITC, DAMMAM

STEP 7. NEW OWNER REGISTERS AND LICENCES AT BG STATION & OFFICE, KHOBAR

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STEP 8. CHECK OUT TO SAIL AT BG, HALF MOON BAY

STEP 9. CHECK OUT TO SAIL WITH LIFE GUARDS, HALF MOON BAY

IF THE OWNER IS FEMALE, APPOINT A MALE PILOT