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Full Ism Manual

Maintenance of the Yacht

Maintenance of the yacht, including operational routines, critical equipment, and reporting.

8.1 Operational maintenance routine

  • The Chief Engineer and Chief Officer are responsible to the Master for maintenance within their areas of control.
  • The Chief Engineer executes the machinery maintenance programme and ensures on‑board work is completed satisfactorily, reporting in the Chief Engineer’s monthly reports.
  • The Chief Officer maintains the yacht’s safety and lifesaving equipment, reported ashore in the Master’s monthly report.
  • The Technical Manager (TM) reports to the Director and DPA, monitors maintenance effectiveness through yacht inspections, and manages office aspects of planned maintenance, repairs, and dry‑docking.

8.2 Critical equipment

Yachting Concept Monaco has reviewed equipment and technical systems to identify Critical Equipment—items whose sudden failure may result in a hazardous situation (including pollution).

  • Criteria consider single‑point equipment failure (not component level) under normal operating conditions (sea, anchor, harbour, manoeuvring) with competent personnel.
  • The following equipment/systems may result in hazardous situations if they fail (unless redundant or back‑up systems exist):
    • Launching appliances, lifting equipment, and loose gear (e.g., chain blocks, portable lifting devices).
    • Quick‑closing valves.
    • Fire dampers (where no back‑up/remote function exists).
    • Oily Water Separator (OWS).
    • Fuel‑piping systems.

This list is a minimum. The Chief Engineer, with the TM, must identify yacht‑specific additions. Keep the Critical Equipment list in Deepblue© and on board, available for inspection.

  • Report any defect first to the Chief Engineer and record it in the Engine Room Log Book.
  • If repairable on board: take corrective measures immediately.
  • If not repairable on board: report to Yachting Concept Monaco at the earliest opportunity and initiate remedial action.

8.3 Reportable Items

Certain equipment and systems are important for Class, Flag, or Port State Control (PSC) compliance; absence or inoperability may lead to inspection failure or detention. Report these to Yachting Concept Monaco without delay by email (and phone if urgent), including repairs or contingencies in place:

  • Steering gear
  • Main engine(s) and propulsion chain
  • Generators and emergency power
  • Exhaust‑treatment systems (if fitted)
  • Mooring equipment
  • Anchors and chains
  • Fixed fire‑fighting systems (including pumps/components) and fire‑detection systems
  • Portable fire‑fighting equipment (if not immediately replaceable from spares)
  • Shipboard Oil Pollution Emergency Plan (SOPEP) equipment
  • Sewage reception, treatment, and discharge systems
  • Potable‑water systems
  • Main fridges/freezers
  • Basic ventilation system (excluding air‑conditioning units)
  • Fuel/ballast/bilge/oily‑water transfer systems (including pumps/separator)
  • Lifting equipment/cranes/davits (including rescue‑boat launching, gangways, lifts)
  • Minimum required outfit of navigation and communication equipment (including EPIRBs)
  • Fire dampers
  • Life‑saving appliances (LSA) and man‑overboard (MOB) recovery equipment (unless immediately replaceable from spares)
  • Watertight doors
  • Hull‑penetration fittings

If the yacht must sail, the Master shall verify compliance before departure. For longer‑term repairs, Flag, Class, or PSC must approve departure, or the Master shall request assistance from Yachting Concept Monaco.

8.4 Defect Report Form

  • Report deficiencies of Critical Equipment/Systems to Yachting Concept Monaco the same day using the Defect Report Form.
  • Submit a Defect Report even if the deficiency is quickly remedied on board, to support prevention of recurrence.

8.5 Other technical failures

Notify Yachting Concept Monaco of other equipment failures via the Planned Maintenance System (PMS) or through the Master’s and Chief Engineer’s reports. These do not require urgent Defect/Reportable Item submission unless they affect compliance or safety.

8.6 Routine operations

8.6.1 Interior

  • The Chief Engineer and Chief Steward(ess)/Purser must ensure health and hygiene aspects are addressed, including cleaning schedules for areas that harbour viruses/germs (e.g., shower heads, air‑conditioning filters and condensate trays).
  • Maintain galley and food‑storage areas to high standards per a schedule; report deficiencies monthly via on‑board safety meetings or the Master’s report.
  • Crew preparing/handling food must be appropriately qualified or trained on board using the Galley Familiarisation Checklist.

8.6.2 Planning maintenance

  • Plan repairs and maintenance to ensure proper work allocation, efficient manpower usage, and full machinery coverage.
  • Agree routine maintenance for cosmetic/material preservation and HSE standards on board; send planned‑maintenance records to the TM.
  • Template planned‑maintenance schedules for SOLAS Life‑Saving Appliances (LSA) and Fire‑Fighting Equipment (FFE) are provided; alternative formats may be used with DPA approval.

8.6.3 Records

  • The Chief Engineer must maintain a Technical Monthly Report of completed work and plans for the next period.

8.7 Annual servicing of LSA and FFE

As required by SOLAS and statutory notices, LSA and FFE must be examined at least annually by either:

  • An approved servicing station authorised by the Flag Administration or recognised organisation and approved by the manufacturer; or
  • A Competent Person certified and trained by the manufacturer (may be a crew member, if permitted by the Flag Administration).

8.8 Surveys of hull and machinery items

Before surveys, ensure equipment is functioning, maintained, and prepared; ensure spare parts are available. Notify the TM of any operational/maintenance problems and consult as required.

8.9 Audits and Technical visits on board

The DPA should conduct an audit/inspection regularly—preferably at interval not exceeding 12 months. The visit will review, at minimum:

  • Equipment documentation and records
  • Life‑Saving Appliances
  • Fire‑Fighting Appliances
  • Navigation and safety‑communication equipment
  • Machinery and electrical equipment
  • Deck equipment
  • Accommodation (MLC requirements)
  • Appropriately sized personal protective equipment
  • Pollution‑prevention arrangements

Where standards are not met, agree remedial actions on board, record them ashore, and note completion.

8.10 Port State Control and other inspections

Yachts may be subject to unannounced Port State Control or Flag State inspections. Authorised officials cannot be refused entry and should state the inspection’s nature. Unless grounds exist for a broader inspection, visits should be brief. Private yachts, even when voluntarily complying with commercial standards, should show the private certificate of registry to reduce inspection scope.

Notify Yachting Concept Monaco of any unannounced inspection as soon as possible and send the attendance report with findings without delay. In most instances, Flag State expects notification of significant PSC deficiencies.

8.11 Inventory of Hazardous Materials (IHM)

Under the 2009 Hong Kong Convention, the Master must ensure the initial assessment and continuous updating of the Inventory on board; the Inventory is an essential part of the IHM certificate.

Yachting Concept Monaco designates the Chief Engineer to maintain and update the Inventory using the live PDF document (latest version in Deepblue©). The DPA establishes and supervises the process to ensure the Inventory is properly maintained. The Master and Chief Engineer should refer to Yachting Concept Monaco’s IHM maintenance manual for procedures and correct application of the Convention.

Shipboard Operations

Standard ways of working for shipboard tasks.

Emergency

Emergency preparedness and response procedures for the yacht.