Practical guides from Baybook for the office or volunteer board that runs registration: what to ask for, how to check it and how to keep it current, drawn from the rules associations publish. Each starts with the short answer and ends with a template you can copy.
Register every boat against one set of published rules before a fixed date. Publish the rules early, collect the state registration, the insurance declaration page and the fee through one channel, issue a numbered sticker only when everything is in, and give whoever patrols a way to look a number up.
Ask for the page of the member’s boat policy that shows the boat, the liability limit, the policy dates and the association named the way your rules require: usually the declarations page, or an endorsement or certificate from their agent. Check those four things on every document, and record the end date so you can ask for the renewal before it lapses.
Keep one list in date order that members can see, and write down how slip assignment works: who gets the next slip, how they’re told, how long they have to answer, what happens if they pass, and how boats are matched to slip size. Apply the policy to everyone and log every offer.
Ask every visiting pilot for prior permission (PPR) before they land: the aircraft’s N-number and type, the pilot, the dates, the host if there is one, and proof of insurance. Check the insurance against the same rule your residents meet, approve or decline before arrival, send the pilot your field rules, and let whoever meets arriving aircraft check an N-number against the approvals.
Record each based aircraft by N-number with its owner, lot and hangar. Require proof of liability insurance that names the association the way your rules say, and track the end dates of both the insurance and the FAA registration, which now lasts seven years. Remind owners before anything ends, and keep a read-only view your insurer can open.
Before a contractor gets a gate code, get a current certificate of insurance showing general liability at or above your minimum, with the association named as additional insured; condo practice is at least $1,000,000 per occurrence. Issue a code for that contractor alone, for the days and hours of the job, record the day it should stop (no later than the certificate’s end date), and take it out of the gate that day.
Start from what you have: last year’s forms, the sticker log and any spreadsheet. Put it into one row per boat, aircraft or vehicle with the owner’s contact details and end dates, set your rules, import it, check every row before saving, then send each owner one link. Keep a paper path for the members who want one.
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