Phase-Out Preparation: The View of a Professional Captain

This article is from the courtesy of Capt. Mark Fry, Founder and President of International Yachtmaster Training,

During my many years and over 300,000 nautical miles of delivering countless numbers of sail boats, both to and from the various charter bases throughout the Caribbean, I very quickly learnt the things I needed to do, and the things not needed when phasing out a boat.
My next few articles will look at the preparations that need to be made before phasing out your boat . We will look at the possible appointment of someone to take care of the phase out for you, dealing with the charter company, appointing a marine surveyor and what to look for in delivery crew. I will list the preparations for each phase and give guidelines on the things that must be done and the things to watch out for.

The Phase out

So the time has come for you to take possession of your boat after it has been in the charter fleet. If it has been in charter for say three years, it is likely that it has chartered for 25- 30 weeks per year, so has had about 75-90 different sets of people driving it, sailing it and docking it. It has also probably accumulated anywhere from 2,700-4,000 engine hours. Not only can charterers be quite unforgiving when it comes to taking care of someone else’s boat, but the salt water environment can also be very unforgiving, notwithstanding the numerous times the boat may have been stripped down and put back together for hurricane preparations.
You are now about to take possession (for all intents and purposes) of the equivalent of a rental car that has been in the fleet and now needs some tender love and care before being returned to you. And so the questions start:

• What exactly is involved in a “phase out “?
• What is considered by the charter company contract as “reasonable wear and tear”?
• To what standard is the charter company expected to repair and refit my boat?
• What standard am I prepared to accept from the charter company?
• Who is going to be my representative for the phase out?
• Who can I trust?
• Do I have time to do it myself?
• Do I know enough about boats to know what to look for?
• Where do I start?

To answer to all of these questions, some careful consideration must be given to a number of factors. Do I personally have the time to take off from work to oversee this project myself? As we all know, most things in the Caribbean never happen on time, so how much time can I allow myself for this project ? Do I have a sufficient depth of knowledge to know what to look for during the phase out? Do I know what an accumulator sounds like when it is leaking air or when a water pump is surging?
Can I tell if a prop shaft is out of alignment or the tolerance levels acceptable for a cutlass bearing or rudderpost bearing? How can I tell if my mast is straight or if the rake is not overly exaggerated? Do I know how to load test my winches and jamb cleats? If the answer is a resounding “no” to any or all of the above questions, then it is not in your best interests to oversee this project yourself.

What exactly is involved in a phase out?

Generally speaking, phasing out your boat is the process of returning it, as close as possible, to its original condition with the exception of an acceptable level of wear and tear. This will include checking that all inventory, which was originally placed on the boat, is in place and in perfect working order. The boat will be hauled and anti fouled. Cutlass and rudderpost bearings will be examined and replaced if necessary. Blisters (if any) will be sanded and treated at this time.
Water pumps will be serviced, engine oil and filters will be changed, and all electrical and mechanical systems will be thoroughly tested and serviced. Bulkheads, tables and cabin sole are generally sanded and re-varnished. All rigging both running and standing is examined for wear and tear, sails are checked for excessive stretching and tears or holes. Winches will be stripped, greased and re-built. The boat will undergo an extensive refurbishment over a period of 4-6 weeks.
While all of this work is being done, it is helpful that the owner or owner’s representative is present to ensure that the standard of work has been carried out to an acceptable level.
I must say that in all the years of dealing with the charter companies, they have been nothing more than obliging during every part of the phase out. Nothing was too much trouble, and everything that I asked for was generally taken care of.

My next article will focus on the marine survey, which is highly recommended during each phase out, and will bring to light any major problems with the boat.

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