BPYC Policy Guide 2020

POLICY GUIDE
BIDDEFORD POOL YACHT CLUB
Revision 5
June 13, 2020

Rev. 5, 6/13/20, p. 2
Table of Contents
PREFACE...........................................................3
I. OPERATING SCHEDULE ...........................4
II. PARKING......................................................5
III. HOUSE .........................................................6
IV. FLOATS .......................................................7
V. GUESTS .........................................................9
VI. SAFETY/RESCUES ..................................10
VII. DINGHY STORAGE...............................11
VIII. LAUNCH ETIQUETTE.........................13
IX. VISITING YACHTS .................................14
X. SAILING PROGRAM................................16
XI. RACING & AWARDS ..............................18
XII. MEMBERSHIP ........................................20
XIII. MEMBERSHIP APPLICATION..........22
XIV. GOVERNANCE......................................24
XV. WINTER STORAGE...............................25
XVI. CLUB RENTAL......................................26
XVII. SALES OF CLUB ITEMS....................27
XVIII. SAILBOAT USE..................................28
XIX. SUPPORT OF THE CLUB....................29

Rev. 5, 6/13/20, p. 3
PREFACE
All policies in this guide are subject to change. Many are for informational purposes only and
are by nature subsidiary to the BPYC Bylaws, Charter, Board Policies, and other primary
documents and agreements of the Club.
Frequent references are made within these polices to the “Manager”. In cases where the
Manager is not available, members of the Operations Staff have the authority to act in his/her
stead.
Members, guests, and employees are expected to abide by these policies, in the interest of
smooth operations and fairness to all.
EFFECTIVE DATE
These policies originally took effect in July, 1989. There have been, and will be, periodic
revisions.
Revision History:
Revision 1: July 7, 1989 JFH, CSM, TBM
Revision 2: June 15, 1992 JFH, CSM, TBM
Revision 3: August 7, 1999 JFH, CSM, PGM, DFM
Revision 4: June 15, 2004 JFH, CSM, DWS
Revision 5: June 13, 2020 JFH, RJH, CSM

Rev. 5, 6/13/20, p. 4
I. OPERATING SCHEDULE
1. Season: The BPYC season runs for 14 weeks, from the second Saturday in June through
the third Sunday in September
2. Hours of operation: Launch operating hours generally run until dusk from July 1 through
Sunday of Labor Day weekend and on June and September weekends. Full services are
available from 0900 to 1800 on any day of the season. Evening hours apply only to
launch service, the clubhouse will be closed and no services (ie.: fuel, showers) will be
available.
Open Close
June Weekends (Fri-Sat) 0830 1900
June Weekdays 0830 1800
July 0830 2000
August through Labor Day Sunday 0830 2000
September Weekends (Fri-Sat) 0830 1900
September Weekdays 0830 1800

Rev. 5, 6/13/20, p. 5
II. PARKING
Note: Due to increasing pressure on the Club's parking area, members and their guests
are encouraged to carpool, walk, or bicycle to the Club whenever possible.
1. Parking at BPYC is only available for members and their short term (day) guests; longer
term guest parking is addressed in section IX. Visiting Yachts. No more than two cars
per member family (including guests) may park in the parking lot at any time.
2. BPYC member and guest cars must park on the BPYC side of the white fence, unless
special arrangements have been made by the Club with the Biddeford Pool Fishermen’s
Association for a BPYC event and the additional spaces are clearly designated on the
Fishermen’s Association side of the fence as available for such an event.
3. The Club has a lease relationship with the Fishermen's Association which allows certain
uses of Club property by members of that Association at different times of the year, and
which demarcates the areas of Club-owned property under the exclusive control of the
Fishermen’s Association. A copy of the Amended and Restated Lease is maintained in
the BPYC office.
4. Employees will park at the far side of the lot (Northeast corner), leaving the closer spaces
for members.
5. All cars parked overnight must park at the far side of the lot and must leave keys with the
Manager.
6. All cars must park ’head-on’. Diagonal and parallel parking are not permitted.
7. Spaces immediately in front of the clubhouse and bicycle racks are reserved for the
Officers of the Club and for our handicapped members and guests.
8. Be courteous -- park close to your neighbor and don't block the gates or front door unless
absolutely necessary.
9. Cars should not block the launching slip.
10. Trailers may not be left unattended on Club property nor parked connected to a vehicle
for more than one hour. (We do not have the space to support trailer-boating.)
11. Boats may only be stored in the parking lot under the conditions described in section VII.
Dinghy Storage, paragraph 3.

Rev. 5, 6/13/20, p. 6
III. HOUSE
1. Lockers are available for rent on a 'grandfathered' basis (grandfathering allows you to
have the same locker as in the previous year) to those who pay for them on, or before,
June 15. If additional space becomes available, or if space is still available after this
date, such spaces will be made available on a first-come, first-served basis. To assure
yourself of a desired space, pay early and make arrangements with the Manager.
2. The BPYC property includes many dangerous areas. No running or rough-housing is
permitted in the clubhouse or anywhere on Club property.
3. No engines or fuel of any kind may be stored in any locker.
4. All garbage and/or bottles/cans must be put in designated areas or the dumpster. Please
use the recycling receptacles for cans and bottles.
5. No fuel, oil, paints, flammable liquids or hazardous wastes may be discarded on Yacht
Club property, nor in the dumpster. This is a State law and violators are subject to
prosecution.
6. Members must conduct themselves appropriately and politely; members are responsible
for the conduct of their guests.
7. A member who engages in conduct that is beyond the norms of common decency, acts
with intentional or reckless disregard for the safety of persons or property of the Club or
any third party, or flagrantly violates a formal Club rule or policy, may be admonished,
barred from any privileges of the Club for a period, or expelled, without refund of dues,
and may be required to reimburse the Club for any damage to Club property resulting
from such member’s misconduct.
8. Bringing pets to the Club is discouraged. Pets must be restrained on Club property.
Members must clean up after their pets and remove them if they create a disturbance.
9. The flagpole is an important part of the Club grounds. The pole, and its rigging, MAY
NOT be used for climbing or drying sails. "To break it is to replace it." Use alternative
sail drying areas.
10. Yacht Club tools and equipment may be used only with the Manager's permission and
only on Club property. All borrowed items must be returned in at least as good condition
as when they were borrowed. If Club-owned equipment is lost or damaged, it will be
replaced or repaired by BPYC and the member will be billed for the appropriate cost.
11. Problems and/or complaints should be addressed to the Manager or an Officer. These are
the only people authorized to respond.
12. Any locker-renter providing his/her own lock must leave a key or the combination with
the Manager. Locks left without informing the Manager may be cut.

Rev. 5, 6/13/20, p. 7
IV. FLOATS
Note: The floats are to be used for the embarking and disembarking of passengers,
refueling, wash downs, and repairs subject to the time limits noted in this section.
1. Due to space limitations, potentially challenging conditions, ans sailing program access,
all boats wishing to land on BPYC floats are required to first contract the BPYC staff for
permission to land and location assignment.
2. No boat shall tie to a float overnight (except Club-owned boats and registered dinghies in
specified areas).
3. No boats shall tie between floats or pilings at any time other than for repairs and then
only with the Manager's permission.
4. No boat shall tie to the Fuel Wharf for longer than is required to take on fuel & water
(generally 15 minutes) or to make necessary repairs (in such case, only with the
Manager's permission).
5. No boat shall remain at any float in excess of one hour. Longer stays are only with the
Manager's permission. Boats tied to the floats should make every effort to stay out of the
way of the Sailing Program. This is for your safety and theirs.
6. Floats are used at your own risk. The Club cannot be responsible for problems or
damage caused by the floats. Any damage caused by a boat to a float, its ramp or its
pilings is the responsibility of the boat owner and will be repaired by the Club and the
cost of the repair will be billed to the boat owner or other responsible party.
7. Significant repairs or painting of member boats is not permitted on the floats.
8. Children aged 12 and under are required to wear Coast Guard Approved personal
floatation devices (PFD's) on all Yacht Club piers, ramps, floats and the Fuel Wharf, and
while engaged in any Club-sponsored on-water activites.
Please note: Per Maine State Law, children 10 years of age and under must wear a Type
I, II, or III PFD while on board all watercraft. Coast Guard Regulations require
children under 13 years old aboard recreational vessels to wear Coast Guard-approved
personal floatation devices (PFDS), while the vessel is under way, unless the children
are below decks or in an enclosed cabin. While Maine law takes precedence in Maine
waters, outside of Maine waters you are subject to this Federal Requirement.
9. Swimming is not permitted from the floats other than as necessary to rescue a person in
the water, or for repair and maintenance of a boat or vessel and then only with the
Manager's permission. Capsizing and other drills may be conducted by a Sailing
Instructor.

Rev. 5, 6/13/20, p. 8
10. Fishing is not permitted from the floats at any time, regardless of the hour or season.
11. Windsurfers, paddleboards, rowing shells, kayaks, and dinghies may be launched from
the floats with the understanding that they should leave the float area as soon as possible.
The Sailing Program float in the outer harbor may be utilized as a rest area for these
boats as long as such use does not interfere with the Sailing Program.
Exceptions and additional temporary restrictions are solely at the Manager's discretion.

Rev. 5, 6/13/20, p. 9
V. GUESTS
Note: For the Club to operate smoothly, members are expected to abide by Guest Policies and
support the staff in administering these policies.
1. An individual may be a guest at the Club for seven days during any season. This
restriction is applied per guest, not per member.Guest days need not be consecutive.
2. All guests must be introduced to the Manager and recorded in the Guest Log by their host
before using any facilities. After being registered, guests need not be accompanied by
their host.
3. No guest will have greater privileges than his/her host.
4. Hosts are responsible for the conduct of their guests.
5. If pre-registered and pre-paid for by their host, guests of members arriving by boat are
eligible for a one-half price guest contribution. (see section IX, Visiting Yachts).
6. The Yacht Club may not be used for commercial ventures. However, transactions may
be conducted between members, for a fee or otherwise.
6a. Members wishing to charter their boats to non-members are permitted to do so
twice per season. A charter is comprised of one pickup from, and one return to,
the Club. "Charter" is considered to include "lending" of a boat and any use of a
boat for a fee (or fee substitute). This rule is applied per boat, not per member.
6b. Sailing lessons for a fee (or fee substitute) may be taught by a member to non-
members twice per season. This is applied per member, not per guest.
6c. Repairs to, and maintenance of, a boat may be performed by whomever the
member desires. However, non-members performing services on member boats
must register with the Manager.
7. BPYC Guest Rules apply at any time throughout the Club's season (mid-June to mid-
September). Outside of this season, members are asked to use their discretion in inviting
guests to the Club.
8. The Club assumes no responsibility whatsoever for the safety of members or guests who
enter Club property at any time.

Rev. 5, 6/13/20, p. 10
VI. SAFETY/RESCUES
Note: Safety is a primary concern of the Biddeford Pool Yacht Club. (Please see other
sections for specific policies.)
1. The Club may temporarily cease operating launches if, in the opinion of the Manager, or the
Officers, a situation exists where the operation of the launches will place a person or Club
vessel in danger. The Club can not and will not dictate under what conditions an individual
may use his or her boat; only under what conditions the launches will operate. The Club is
not responsible for inconvenience, loss, or damage to a vessel related to launch service or the
lack thereof.
2. The Club does not operate a rescue service.
4a. The Club will attempt to assist if a life-threatening situation exists; this assistance
will be rendered only if deemed prudent by Club personnel. Any non-member
services are subject to a fee. The person, or owner of the boat, that is subject to a
rescue attempt is responsible for damage to Club equipment incidental to the
rescue, unless caused by gross negligence of the employee. The Club is not
responsible for any damage to a vessel, or any injury to, or death of, a person that
occurs during an attempted rescue.
4b. Coast Guard and commercial emergency services can be reached on VHF channel
16 or by dialing 911 on your cell phone.
Members are expected to be self-sufficient: they are expected to go to sea adequately
prepared and to make use of any available means to rescue themselves. If necessary,
however, members will be assisted to whatever extent deemed reasonable and safe by
Club personnel, subject to the disclaimer set forth earlier in this section.
3. A life-ring is available on each major float to facilitate near-shore rescues. Each launch
carries required safety equipment.
4. An annual safety inspection of BPYC-owned boats and facilities will be held prior to the
opening of the Club each year to identify safety issues. This inspection will be conducted by
the head of the buildings and grounds and Club-owned boats committees, the Manager and a
Sailing Program representative.
5. If you have a safety concern, please bring it to the attention of the Manager or an Officer.

Rev. 5, 6/13/20, p. 11
VII. DINGHY STORAGE
Note: For the purposes of this section, all watercraft stored on a float, in a rack, in the
parking lot, or in the water alongside a float will be considered "dinghies." All storage
space will be considered "float space."
1. Float space is available on a 'grandfathered' basis (grandfathering allows you to have the
same space as the previous year) to those who pay for it on, or before, June 15. If
additional space becomes available, or if space is still available after this date, such
spaces will be made available on a first-come, first-served basis. More specifically, first-
paid, first-stored (ie.: to ensure a storage space, pay for it early).
2. Boats may be stored in the parking lot for the specified fee. All boats must be stored in
the racks provided. However, if space permits (as determined by the Manager and
Commodore) a very limited number of fully-rigged 420's or other small boats
inappropriate for storage on a mooring may be stored on owner-provided dollies along
the fence adjacent to the racks. Boats may not be stored in, nor "dry sailed" from,
elsewhere the parking lot. Space limitations preclude this practice.
3. The only watercraft that may be stored on, or alongside, a float are rowboats, small boats
(under 12 feet) with outboard engines, tenders and small sailboats with masts removed
(rowing shells and kayaks may not be stored in the water).
4. Dinghies must be stored in their designated location which will be assigned by the
Manager.
5. No dinghies shall be stored without proper identification and without a permit tag
provided by the Manager. Identification must be verified by the Manager before a
dinghy is stored. Unidentified and/or unattended boats will be removed and a recovery
fee may be imposed.
6. Dinghies kept at the floats must be maintained in a seaworthy and presentable manner
and on a regular basis. It is not the responsibility of Club personnel to look after your
dinghy or pump it out after a rainstorm. Inadequately maintained dinghies may be
removed.
7. Dinghy owners will be held responsible for any damage caused by themselves, their
guests or their dinghies to other boats, floats, pilings and Club or personal property
located on the Club grounds.
8. Dinghies left on the Club grounds after December 1 may be charged a $75.00 storage
charge, regardless of when they are removed.
9. No dinghy may be hauled-out or stored on any float with an engine attached.

Rev. 5, 6/13/20, p. 12
10. BPYC is not responsible for fire, theft, or any other damage to any boat on, or around,
Club property.
11. Any dinghy owner locking his/her boat to any float or rack must leave a key or the
combination with the Manager. Locks left without informing the Manager may be cut.
12. Dinghies stored in the water will be secured only by the bow to the "finger float" closest
to the steel bulkhead.

Rev. 5, 6/13/20, p. 13
VIII. LAUNCH ETIQUETTE
1. Maximum of six (6) passengers (excluding driver) are permitted on board Nimrod and
nineteen (19) on board Breakaway. These limits are per Coast Guard regulations.
2. Pickup priority: Club Officers;
race winners;
members - first-come, first-served;
guests.
3. If you have an excessive amount of passengers or gear (more than can be carried in one
launch ride), please bring your boat to the dock to pick them/it up.
4. Plan Ahead!! The launch is not your personal ferry; the launch driver has other
responsibilities. Please be considerate and bring everything you need the first time. Wait
for stragglers before leaving the dock. When the launch is coming, be prepared and try to
minimize boarding time.
5. VHF radio is the preferred means of calling for the launch. Radio contact is the only
assured method of calling for a pickup or contacting Yacht Club personnel. BPYC
monitors VHF channels 9, 16 and 68. (Please note that the FCC has designated
channel 16 to be used only for distress calling. It is not to be used for hailing.) Make
contact on channel 9 or 68 and then switch to channel 68 (if instructed by the staff) to
identify your vessel and location and to request service. Also, be sure to adhere to the
FCC-dictated radio procedures.
Three blasts on a horn or whistle is the alternate means of signaling a launch. Once you
know the launch driver is aware of you, cease blowing your horn. There is no assurance
that a horn or whistle will be heard because of wind conditions and other interference,
and persons using a horn or whistle must be prepared for the possibility of a delay in
pickup or no pickup at all, particularly late on a windy day.
6. Every attempt is made to pick you up as soon as reasonably possible after your
contacting the Yacht Club; please be patient. Mechanical problems, personnel
scheduling, heavy demand and emergencies may delay the launch. Any grievances
should be registered with the Manager or an Officer. Verbal abuse of launch drivers is
not acceptable, and such abuse of a launch driver may be grounds for disciplinary action.
7. No portable fuel containers can be transported on inspected vessels (Breakaway).

Rev. 5, 6/13/20, p. 14
IX. VISITING YACHTS
The Biddeford Pool Yacht Club is constrained by the size of its: harbor; facilities; and staff.
While our members come first, we welcome visiting yachts and yachtsmen cruising or transiting
the coast of Maine, however, we are not a marina. Our facilities are open to our fellow
yachtsmen and the guests of our members, but we do not have the capacity to support non-
members staying locally, or not living aboard their boats while traveling the coast.
1. All visiting yachts on guest moorings must make the minimum posted contribution to the
Club. In an effort to keep our moorings widely available, these rates can only be
available to any one visiting yacht for up to four (4) nights in any 30 day period. After
four (4) nights, the rate will be doubled, and any time extension beyond seven (7) nights
will be at the discretion of the Manager. If you must leave your boat unattended for an
extended period, please consult with the Manager, who may be able to recommend a
better alternative.
2. Visiting yachts and their passengers must adhere to Club rules.
3. Visiting yachts, whether on a guest mooring or at anchor, shall receive the following
guest privileges if they have made the minimum posted contribution. These privileges
include:
 1 guest mooring, for 1 night (if available)
 2 round-trip launch rides (includes transportation of guests)
 Brief wash-downs are permitted but should be scheduled with the
Manager to minimize float congestion.
4. If pre-registered and pre-paid by a member, out of town guests of members arriving by
boat are eligible for a one-half price guest contribution for up to four nights.
5. All visiting yachts are welcome to bring their dinghies to our dinghy dock for a
reasonable (at the discretion of the Manager) period of time. if no space is available at
the dinghy dock, please contact Operations Staff for an alternative location. Due to space
constraints, dinghies over 12 feet are not permitted at our dock. If you will be coming
ashore for an extended period of time, please consider using our launch service. Visiting
yachtsmen bringing their dinghies to our dock are requested to check in with the
Operations Staff upon arrival at the dock.
6. Pets from visiting yachts must be leashed before entering a launch and when ashore. The
City of Biddeford has a strict leash and curb law. Pet owners must clean up after their
pets.
7. All garbage must be placed in the dumpster at the far corner of the parking lot. Please
utilize recycling facilities for bottles and cans.

Rev. 5, 6/13/20, p. 15
8. Any visiting yacht may purchase fuel, take on water, and place garbage in the dumpster.
Note, however, that BPYC maintains a small amount of fuel and may have to limit the
amount (if any) that is available to visiting yachts. Please verify the price before
purchasing fuel.
9. BPYC guest moorings will be available for reservation each night; unreserved moorings
are available on a first-come, first-served basis.
9a. Reservations for guest moorings may be made online through Dockwa or through
the Club directly.
9b. Members may make reservations for their guests for any time in the current
season, as long as they pay when making the reservation.
9c. Every effort will be made to accommodate groups of visiting yachts travelling
together if a request is made far enough in advance.
9d. Please contact BPYC on channel 68 before noon if you would like to stay an
additional night (additional, unreserved nights are subject to availability).
9e. Normal departure time is prior to noon. Please contact BPYC on channel 68
before noon if you would like to stay later into the afternoon.
10. Automobile storage. Due to severely limited parking, visiting yachts and overnight
guests may not store a vehicle in the parking lot. We regret that violators, or cars left
beyond the approved period may have to be towed, at the owner’s expense.
11. Temporary parking for crew changes is available with the Manager’s approval.
12. The Biddeford Pool Yacht Club is not responsible for the condition of ANY mooring
in the harbor. Guests use moorings at their own risk.

Rev. 5, 6/13/20, p. 16
X. SAILING PROGRAM
1. Children must be age five (5) on, or before, their first day of class, and entering
kindergarten in the upcoming Fall, to enroll in the Sailing Program. Age limits for
private lessons are at the Instructor's discretion.
2. Children need not be children of members of the Club to enroll in the Sailing Program.
They need only rent or reside in the southern coastal communities. Adults (over age 18)
must be members.
2a. To receive member rates, children must: 1) have their own Junior membership; or
2) be children or grandchildren of a Family member and living with the member.
2b. If a child is not covered under a Junior or Family membership, he/she will be
granted a Youth membership to enroll in the Sailing Program. Contributing
members or children or grandchildren of individual or contributing members will
be granted a Youth membership in the Sailing Program.
2c. A child enrolled in the Sailing Program with a Youth membership may not use
the grounds or Sailing Program facilities outside of Sailing Program and
organized racing events.
2d. Family members of a Youth member and the parents of children covered under
their grandparent’s memberships do not have any membership privileges. These
Family members are asked to visit the Club only to drop off and pick up their
children or to attend those events specifically announced as “family events”.
3. Sailing classes will be taught at several levels, depending on the number of students
enrolled and their skill levels. Although the Sailing Program is primarily for juniors,
adult classes will be taught if there is sufficient interest and scheduling allows.
4. The Sailing Program will generally consist of two classes per week and an event on
Friday. Interclub racing activity is encouraged and will be scheduled whenever possible.
A schedule of skill achievement levels will track a student's learning.
We regret that Club members and parents of students in the Sailing Program are not
invited to attend the Friday events, except those events specifically announced as “family
events”.
5. Persons enrolled in the Sailing Program must be registered with the Instructor (with all
forms completed) and be fully paid prior to beginning lessons, or as specified by current
Sailing Program policy.
6. Children enrolled in the Sailing Program are required to own, and bring to each Sailing
Program event their own Coast Guard approved personal floatation device (PFD, vest
types, type III, or type IV are the most popular). There may be other requirements, such
as the purchase of a sailing textbook, from time to time.
7. Disruptive, badly behaved, and/or children who cause an unsafe environment for
themselves, their peers, and/or their instructors will be excused from the Sailing Program
without refund.

Rev. 5, 6/13/20, p. 17
8. Private lessons are available as teaching schedules permit. Appointments are made with
a Sailing Instructor.
9. From time to time, the Sailing Program may participate in optional events for which an
additional fee is required. The Junior Sailing Committee works hard to minimize the
need for these charges. When such additional fees are needed, every effort will be made
to provide adequate notice.
10. For the safety of all participants, boat loading limitations are strictly enforced. Unless
posted otherwise, the following limits will be enforced:
Boat Maximum
Rhodes 18 5 students plus 2 instructors
Laser 2
420 3
Pram/Optimist 2 (not more than 225 lbs.)
Turnabout 4 total or 4 Fleas plus 1 instructor
RS Terra 2 (not more than 155 lbs.)
Ten Brothers 6 passengers plus licensed operators
Eastern 19 6 passengers plus licensed operators
Del Quay 5 (including licensed operators)
11. The Mary Ann Beaudry Scholarship Fund provides a full or partial scholarship to the
Sailing Program each year. This fund was created in memory of Mary Ann Beaudry, a
native of Biddeford Pool who was able to attend our Sailing Program with help from a
member of the Club. Mary Ann loved sailing and took full advantage of the opportunity
she had. This scholarship is intended to give other local, financially-challenged children
the opportunity that Mary Ann had. Candidates should write a letter of request to the
Junior Sailing Committee, c/o BPYC. Additional contributions to the fund are always
welcome.
12. Other Sailing Program policies are addressed in the Sailing Program Parent Handbook.

Rev. 5, 6/13/20, p. 18
XI. RACING & AWARDS
1. BPYC will attempt to sponsor a racing program for any interested group of members.
Series racing and awards at BPYC are not a formal part of the Sailing Program, but all
Sailing Program participants, including Youth members, are invited to participate. The
following awards are currently presented on an annual or periodic basis (whenever
sufficient races are held, in the case of sailing trophies):
1a. The Anthony G. Blake Memorial Trophy is awarded for Rhodes 18 racing on
Saturday afternoons during July and August. This is a season series for the Club
Championship.
1b. The John R. Deupree Trophy is awarded for 420 racing held throughout the
summer (youths aged 18 and under).
1c. The Jeannie U. Dupee Trophy is awarded for Optimist and Vanguard Pram
Racing held throughout the summer (youths aged 15 and under).
1d. The Commodore Frederick W. Wakelin Award is awarded periodically to a
member of the Club who has made a great contribution to the Club in spirit, effort
and support in the recent past.
1e. The William Arthur Dupee Trophy is awarded annually to a member (generally
a youth) for "Outstanding Qualities of Seamanship and Sportsmanship."
1f. The Mary Ann Beaudry Award (Rhodes 18 Crew Prize) is awarded annually to
the Rhodes 18 crew who demonstrates the best combination of attitude and skills
throughout the season.
1g. The Windsong Trophy is awarded annually to the winner of the racing division
of the cruising boat race held on Labor Day Weekend. The Tijuba trophy is
awarded to the winner of the cruising division.
1h. Races in additional classes will be held when there is enough interest. If enough
races can be held, a series trophy will be awarded in these classes.
2. From time to time new trophies are needed or members offer to sponsor a new award.
Prior to the acceptance of a new trophy, the proposed “deed of gift”, describing the
purpose and selection process for the trophy and its winners, will be reviewed. This
review will be conducted by the Trustees, upon recommendation of the Flag Officers.
This review will take into consideration such issues as: the purpose of the award and its
relation to existing Club programs and purposes; the significance of the donor and
“namee” to the Club and its history; alignment of the “namee” with the purpose of the
award; proliferation of awards; and the balancing of the desires of the donor with the
needs of the Club. In the case of a donated trophy, the person donating the trophy must
provide the permanent trophy (also subject to approval) and endow the Club with
"keeper" trophies for a minimum of 10 years. This can be done by providing 10 or more
keepers or providing the funds to purchase the keepers for that period (the actual amount
needed will be determined by the Treasurer). Annual engraving of award winners’
names is the responsibility of the Club. After the initial 10 year period, the Trustees may
decide to retire a trophy or change its deed of gift to better reflect the current needs of the
Club.

Rev. 5, 6/13/20, p. 19
3. Active sailors and racers are encouraged to join the United States Sailing Association
(USSA), the national governing body for our sport, and the Northeast Sailing
Association, our regional association. Applications can be found at the clubhouse or
online.

Rev. 5, 6/13/20, p. 20
4. XII. MEMBERSHIP
1. Types of membership are characterized by differing privileges and dues rates.
1a. Family Membership: Includes full privileges for the member, his/her immediate
family and out-of-town guests.
1b. Individual Membership: Includes full privileges for the member and his/her out-
of-town guests.
1c. Junior Memberships: Similar to Family and Individual Memberships, but only
available to persons 35 years old or under (as of June 15). For Junior Family
Membership, the age of the older spouse determines eligibility. The dues are
equal to one-half of the normal rate for a category.
1d. Contributing Membership: Includes privileges of the house and grounds for the
member, his immediate family and out-of- town guests. It does not permit locker
rental, dinghy storage, boat launching or boating access except as guest privileges
permit.
1e. Youth Membership: Included with all Sailing Program students not covered by a
Family or Junior membership. Does not include use of the grounds and Sailing
Program facilities outside of Sailing Program and organized racing events.
2. A Family membership's inclusion of privileges for the immediate family covers married
spouse and single children and grandchildren aged 25 and under (as of June 15) and
residing in a single house with the member. Once an individual has reached age 26 or
becomes married, he/she must have his/her own membership. Married or adult (over age
25) children may only use their parents' membership to the extent permitted by guest
privileges.
3. All memberships run for the full calendar year.
4. Related families or home co-owners may not share a membership.

Rev. 5, 6/13/20, p. 21
5. All dues are to be paid by May 31. There will be an additional late fee of 15% of dues if
paid after May 31. There will be an additional late fee of 30% of dues if paid after June
30. Late payment of dues may jeopardize your membership or your rights as a Voting
Member.
5a. As demand for membership increases, a continuing, paid-on-time membership is
the only sure way to maintain your membership.
5b. If dues are not paid prior to the Annual Meeting of the Membership, the member
will be deemed to have resigned their membership and will be required to reapply
for membership in any succeeding year. If a member wishes to become inactive
for one or more years, the Club suggests maintaining a Contributing membership
to ensure availability of future Family or Individual membership. A Contributing
Member may increase his/her dues category at any time.
6. Refunds of paid dues will only be available under extenuating circumstances and then
only at the discretion of the Treasurer and Commodore. Under no circumstances will
dues be refunded after the membership period has begun.
7. There are two classes of membership: Voting Members and Non-Voting Members.
Generally, Voting Members include currently-paid members who have paid an Individual
or Family membership for three consecutive seasons, including the current season. See
the BPYC Bylaws for specific rules relating to voting privileges.

Rev. 5, 6/13/20, p. 22
XIII. MEMBERSHIP APPLICATION
Note: The Biddeford Pool Yacht Club is subject to certain physical
constraints that limit the number of members that it can properly support.
As such, limitations have been placed on admission to the Club to help
ensure that it can properly serve its target constituency.
1. Membership is presently limited to 165 memberships at any time, per order of the Board
of Trustees. This limit can only be exceeded to allow Contributing and Individual
Members to upgrade their membership and to allow Legacies to join the Club.
1a. The number of memberships is calculated as follows:
 Family and Junior Family Membership 1 unit
 Individual and Junior Individual Membership .5 units
 Contributing Membership .25 units
2. Members must continue to be paid-up and in good standing in any membership category
to be considered current dues-paying members. Those members who lapse from a
current status must re-apply for membership and will be subject to an additional first-year
membership fee.
3. Membership is limited to those persons with a residential connection to the southern
coastal communities, meaning those who rent or own a residence in this area, or whose
family does so, or their long-term, live-in guests. Non-residents of this area who were
members as of December 31, 1987 may continue as members as long as they remain
current and in good standing.
Boat ownership is not a prerequisite for membership.
4. Applicants must be sponsored by three members, including at least two Voting members.
4a. Sponsorships must be in the form of a letter.
4b. A member may only have an open sponsorship for one applicant at a time.
4c. Members of the Membership Committee may not be sponsors.
4d. Sponsors must remain current on their dues until an applicant has been accepted
into membership or their sponsorship will lapse.
4e. Sponsors are requested to only sponsor applicants they know well and think
would be good members. Sponsors will be expected to introduce a new member
to other members, the Manager and Staff and to help them to understand this
Policy Guide.
5. Legacies include parents, children, siblings and grandchildren of current oting members.
Legacies may join at any time, regardless of membership limits. To do so, they must
submit to the chair of the membership committee a completed application package and a
single letter of introduction from the member providing their legacy relationship, and pay
the appropriate additional first-year membership fee. No additional letters and no
Committee review are required.

Rev. 5, 6/13/20, p. 23
6. Applicants must fill out a Membership Application (which is part of the Membership
package that a sponsor can acquire from the Manager) and have a sponsor return it to the
Club with all supporting documentation. This sponsor will become the “Lead Sponsor”
and all future communications with the applicant will be conducted through this Lead
Sponsor. Incomplete applications will not be accepted.
6a. Contributing or Junior members may upgrade their membership by changing the
type of dues paid without additional application.
6b. Children of a Family Member may join without application if their membership is
effective for the first season following the child's 26th
birthday.
7. Responses to membership applications should not be expected for at least thirty days
after the application is completed and submitted to the Manager.
7a. Acceptances may be granted for the following season.
7b. If the Club membership is at its numerical limit, the consideration of any
application will be delayed until additional memberships are available. In this
case, the Lead Sponsor will be notified.
8. New members, including Contributing members, shall be assessed an additional first-year
membership fee equal to two times the Season Family dues for the year in which the new
member is accepted. Junior members will pay a reduced fee matching the current Junior
Family dues.
8a. In no case will additional first-year membership fees be refunded.
8b. Additional first-year membership fees are waived for all Family members covered
under an existing Family membership who join the Club effective for the first
season following the person's 26th
birthday.
8c. Junior members who turn 35, Individual members who upgrade to Family
membership, and Contributing members who upgrade their membership will pay
no further additional first-year membership fee.
8d. Any member who lets his membership lapse must reapply and will be assessed
the additional first-year membership fee of a new member.
8e. There shall be no additional first-year membership fee for Youth memberships,
but these memberships include no rights to future membership after leaving the
Sailing Program.
9. New members accepted after August 15 of any year may elect not to pay dues for the
current season, as long as they don't use the Club for the balance of the season. However,
to hold their position for the following year, the new member is liable for any additional
first-year membership fee assessed according to paragraph 8 above, to be paid before the
end of the calendar year of acceptance and before using the Club.
10. Decisions of the Membership Committee are final. If an applicant is denied membership,
the applicant may not reapply during the current, nor following, season.

Rev. 5, 6/13/20, p. 24
XIV. GOVERNANCE
Note: This section appears for informational purposes only. Actual
Yacht Club Governance is defined by the Bylaws. A copy of the Bylaws
is available online and in your membership book, or can be requested from
the Commodore.
1. The Annual Meeting of the Biddeford Pool Yacht Club will be held each summer on the
first Saturday in August. All members are invited to attend and will be notified of the
time and date of the meeting. Notices will also be posted at the Yacht Club and the
Abenakee Club.
2. All currently-paid members are invited to raise issues and participate in discussions at the
Annual Meeting. Only Voting Members may initiate motions or vote on motions on the
floor.
3. A list of Voting Members shall be maintained in the Club office. The list will be updated
each season, prior to the Annual Meeting, to reflect members’ current status. The Family
Member who will serve as the Voting Member will be declared annually on the dues
form and may be changed during the season by contacting the Secretary or Manager in
writing.
4. Trustees are elected by the Voting Members at the Annual Meeting of the Membership.
Trustees must be Voting Members.
5. Officers are elected by the Trustees at the Annual Meeting of the Trustees.
6. The Officers include: Commodore, Vice Commodore, Rear Commodore, Treasurer,
Secretary and Clerk. Officers must be Voting Members.
7. Overall management of the Yacht Club is the responsibility of the Trustees. However,
between Trustee's meetings, the Club is managed by the Executive Committee (a sub-
committee of the Board of Trustees) or the Officers. Day-to-day operations are handled
by the Manager, who reports to the Commodore.

Rev. 5, 6/13/20, p. 25
XV. WINTER STORAGE
1. The primary use of the BPYC parking lot in winter is for storage of Yacht Club-owned
boats, floats and equipment. No boats or other items can be stored within 25 feet of the
clubhouse and the Club must keep open a fire lane to the clubhouse and a 30 foot wide
passage to the launching ramp. Beyond this, as space permits, Club members and
members of the Biddeford Pool Fishermen’s Association may be permitted to store their
boats in the parking lot.
2. Winter storage is available on a grandfathered basis and open to all Family or Individual
members, Contributing members, and members of the Biddeford Pool Fishermen’s
Association, in that order of priority .
3. Storage must be pre-paid at the current rate per foot of overall length, as dictated by the
Treasurer. Dinghies and other boats under 12 feet are stored at a fixed rate, also dictated
by the Treasurer. Floats with both dimensions greater than 10 feet are charged based
upon two times the longer dimension. Storage forms must be filled out, signed and
submitted with payment before a boat may be stored; these forms are available from the
Manager. Fee schedules for the upcoming winter will be posted in the clubhouse by July
31.
4. The winter storage season runs from November 1 through May 31. All boats remaining
in the parking lot after this season and after a two-week notice by the Manager or an
Officer of the Club will be charged an additional $25 per day until removed. Boats
remaining in the parking lot after notice may be moved as necessary, at the owner's risk
and expense.
5. Boat owners are expected to keep the area clean and must clean up after themselves.
This includes repairing damage to the launching ramp caused by the acts of launching,
hauling and beaching-out.
6. Members of the Club or the Fishermen's Association may launch, haul or beach their boat
in the slip only with the permission of the Manager or, in the Manager’s absence, the
Grounds Officer. Permission will only be denied for reasonable cause.
7. BPYC will not be liable for fire, theft, or any other damage to boats or other items stored
on Club property. Those storing boats or floats are required to have their own insurance
with coverage for damage to, and damage caused by, their boat or float. Proof of
insurance, naming “BPYC, its Officers and Agents” as additional insured, will be
required prior to storage.
Members should note that the Club has a lease relationship with the Fishermen's Association
which allows certain uses of Club property at different times of the year.

Rev. 5, 6/13/20, p. 26
XVI. CLUB RENTAL
1. Member use of the Yacht Club is encouraged. The clubhouse and grounds may be rented
by members for non-Club-sponsored events for a fee, varying with the scale of the event.
Actual rates are determined by the Treasurer.
1a. Rentals can only take place in June and September (after Labor Day).
1b. Other, non-rental, arrangements may be made for small, impromptu events.
2. Events must be scheduled in advance with the Manager (or, in his absence, with the
Commodore).
3. Facilities available include: living room w/ fireplace (bring your own wood), restrooms
and yard. There are no kitchen facilities available. Use of the floats is prohibited during
private functions.
4. Renter responsibilities:
 Renters are expected to conduct their events with minimum disruption of Club
operations.
 Renters must clean up after their events, putting all garbage in the dumpster or
appropriate trash cans.
 Renters are responsible and liable for the conduct of their guests.
 Renters will be required to sign a Waiver of Liability and Contract and pre-pay
any fee prior to using the Club.
 Renters must provide a liability insurance binder naming the Biddeford Pool
Yacht Club as additional insured (as described in the Contract) prior to using the
Club.

Rev. 5, 6/13/20, p. 27
XVII. SALES OF CLUB ITEMS
1. Sales of BPYC-branded items are made by the Club only to staff, members and their
guests.
2. Payment is required at the time of sale. Checks are only accepted with a valid Drivers
License or major Credit Card and telephone number. There are NO CREDIT SALES.
3. Burgees are only sold to members.
4. No goods may be returned after being used.
5. A limited selection of Club items is available in the clubhouse. A greater variety can be
purchased on the Team One-Newport web site.
6. When significant Club-owned boats or other assets are being disposed of, the Officers
will make reasonable efforts to notify the membership of the impending transaction and
to allow them the first opportunity to purchase such assets. At a minimum, this
notification will be made by posting on the bulletin board at the clubhouse and on the
Web Site.

Rev. 5, 6/13/20, p. 28
XVIII. SAILBOAT USE
Note: BPYC Members are entitled to use Club-owned sailboats providing
they follow the Boat Use Policy as outlined below. Any member who
damages a boat must take care of his/her responsibility before using
another boat at BPYC. Parents need to understand that the policy is also
in effect for their children who use the Sailing Program boats outside of
class time.
1. Club members (excluding Youth members) are allowed to use Club-owned sailboats. If
there is a charge for the use of a boat, it must be paid in advance.
2. Members interested in using Club-owned boats must receive permission from either the
Club Manger or Sailing Program Director. The member must also complete the
appropriate release form prior to using the boat.
3. “If you break it, you fix it!” If there is any damage done to a boat, the user has the
responsibility of either paying for the repair or the insurance deductible, whichever is less
(current deductible is $500.00). Damage is the responsibility of the last known user -
please check the boat and report all damage before you go out. If a Club-owned boat is
damaged, it will be repaired by BPYC and the member will be billed for the repair.
4. Users MUST Wear Coast Guard approved PFD's on Prams, Opti’s, 420’s and RS Terras
and must have PFD's with them on Rhodes 18’s (and preferably wear them).
5. Boats must be returned in as good, or better, condition than they were found.
6. It is understood that good seamanship will be observed at all times.
7. Decisions on boat use will be made primarily according to the member’s sailing ability
and the current weather conditions. It is important to note that the decision is also based
on the number of boats needed for use by the Junior Sailing Program and junior sailors in
the Racing Program. A decision may be made not to allow the use of certain boats to
ensure their availability for use by the Sailing Program. At no time will the use of boats
by members be permitted to jeopardize the Junior Sailing Program.
8. Loss or damage caused by sailors using Club-owned boats during Sailing Program events
(Sailing Program events include classes, interclubs and Friday events, but not voluntary
events like series racing) is the responsibility of the Sailing Program, except if caused by
the negligence or irresponsible behavior of a student. In the case of negligence or
irresponsible behavior, repair costs will be handled as described in (3) above. Damage to
boats used in series racing will be handled as described in (3) above.
9. Users must adhere to BPYC boat loading policies as described in X. Sailing Program.
10. Failure to adhere to these policies will result in a loss of future boat-use privileges.

Rev. 5, 6/13/20, p. 29
XIX. SUPPORT OF THE CLUB
1. The Biddeford Pool Yacht Club is a not-for-profit corporation that operates with dues
and guest fees as its only recurring sources of revenue. It strives to generate a modest
surplus (after depreciation) each year that can be used to pay for future capital
improvements. Due to our waterfront property, and the harsh environment in which we
operate, from time to time the Club must call on its membership for additional support.
2. The Biddeford Pool Yacht Club is recognized by the Internal Revenue Service as a 501
(c)(7) Social & Recreational organization. Though we are a Non-Profit, we are not a
Charitable organization, and donations directly to the Club are NOT tax deductible. In
general, donations made to the Club will not be tax deductible, though there may be a
limited number of opportunities (described below) for tax-deductible contributions.
3. Periodically, the Club will conduct a capital campaign to raise funds for a specific
project, or set of projects. These solicitations may take various forms, but will generally
be voluntary solicitations of all members.
4. Working with the Northeast Sailing Association, BPYC can be the beneficiary of tax
deductible donations of boats, or cash donations that are used to acquire boats, for the
Sailing Program. Contact the Commodore or Treasurer if you are interested in helping
the Club in this manner.
5. Bequests are an excellent way to support your Club for future generations. Making your
donation to the Northeast Sailing Association for the benefit of BPYC might also make
the bequest tax deductible to your estate. Join the other members who have included
BPYC in their estate plans! Contact the Commodore or Treasurer for further
information.
6. The Mary Ann Beaudry Scholarship Fund is an endowment fund that provides a full or
partial scholarship to the Sailing Program for one or more child(ren) each year. This
fund was created in memory of Mary Ann Beaudry, a native of Biddeford Pool who was
able to attend our Sailing Program with help from a member of the Club. The income
from this fund is intended to give other local or financially challenged children the
opportunity to learn to sail. Additional contributions to the fund are always welcome and
are a great way to share your love of the sea.
7. Perhaps the most rewarding way in which members can help their Club is through the
donation of their time and expertise as volunteers. The ways in which a member can
volunteer for the Club are too numerous to catalogue here, but might include service on
the Junior Sailing Committee or other ad hoc committees of the Club, helping out on
member work days, participation in the Parent of the Day program, helping out with a
social event, and so on. Many of our most active and productive volunteers have gone on
to serve in leadership roles at the Club (in fact, many of our leaders have “retired” to
become active and productive volunteers, too!). Please contact the Commodore for more
information on volunteer opportunities at the Club.

BPYC Policy Guide 2020

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