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Shetland Islands Council Sullom Voe Harbour Authority – Towage Operations Safety Management System - Operations Manual
Issue: 03 Revision: 0
Date: January 2014
Page 1
Distribution List
Copy Number
Holder
1 File Room
2 DPA (electronic copy)
3 Solan
4 Bonxie
5 Tirrick
6 Shalder
7 Tystie
8 Dunter
9 Sullom Voe VTS
10 Ports & Harbours website (electronic copy)
Sullom Voe Harbour Authority – Towage Operations Safety Management System - Operations Manual
Issue: 03 Revision: 0
Date: January 2014 Page 2
Sullom Voe Harbour Authority – Towage Operations Safety Management System - Operations Manual
Issue: 03 Revision: 0
Date: January 2014 Page 3
CONTENTS
Page Title
1 Distribution List
2 Signatures of Authority
3 -5 Contents
7 - 10 Summary of Changes
11 - ISM Training Record
Section 1 - Policies and Responsibilities
Policy Number
Title
P1 Mission Statement
P2 Health, Safety and Environmental Policy
P3 Alcohol, Drug and Substance Abuse Policy
P4 Key Staff Responsibilities
P5 Working Language policy
P6 Medical Requirements Policy
P7 Safety Management System Policy
P8 Qualification for Command Policy
P9 Management Review of Safety Management System
P10 Training and Qualification Policy
Section 2 - Towing Operations
Guidance Note No:
Title
T1 Conditions for Towage and Other Services
T2 Inspection of Towing Equipment
T3 Testing of Winch and Hook Release Mechanisms
T4 Communications with Ship and Harbour Authority
T5 Maintaining Watertight Integrity on Main Deck and Towing Deck
T6 Use of Bridle and Gob Rope
T7 Interaction and Shallow Water Effects
T8 Safety of Crew
T9 Passing and Recovery of Towing Gear
T10 Reporting of Pollution Incident to Liability Insurers
T11 Reporting of Damage
T12 Escorting Duties
T13 Towage Pre-movement Planning Meetings
Sullom Voe Harbour Authority – Towage Operations Safety Management System - Operations Manual
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Section 3 - Deck and Navigation Operations
Guidance Note No:
Title
D1 Monitoring Draft and Stability
D2 Updating Charts and Publications
D3 Pre-sailing Checks
D4 Watchkeeping Responsibilities
D5 Navigating Within Harbour Limits
D6 Navigating in Restricted Visibility
D7 Anchoring Tug
D8 Mooring Tug Alongside a Berth or at a Buoy
D9 Monitoring Performance of Navigation Aids and Equipment
D10 Coastal Towage
D11 Training - Mates
Section 4 - Engine and Technical Operations
Guidance Note No:
Title
E1 Pre-sailing Checks
E2 Operating Engine Room and Deck Machinery
E3 Watchkeeping Responsibilities
E4 Defect Reporting
E5 Monitoring Machinery Performance
E6 Loading, Transfer and Discharge of Bunkers, Lube Oils and Waste Oil Products
E7 Loading, Transfer and Discharge of Fresh Water for Drinking
E8 Tank Soundings and Bilge Levels
E9 Discharge / Disposal of Food Waste, Garbage and Oil Contaminated Residues
E10 Planned Maintenance System
E11 Maintenance of Critical Equipment
Section 5 - Action for Emergency Response
Action Card No:
Title
A1 Accident and Incident Reporting
A2 Man Overboard
A3 Serious Accident or Fatality
A4 Fire in Accommodation
A5 Fire in Engine Room
A6 Grounding or Stranding
A7 Collision
A8 Flooding
A9 Failure of Main Engines or Steering Gear Whilst Towing
A10 Rescue of Personnel From an Enclosed Space
A11 Abandoning Ship
A12 Helicopter Evacuation / Transfer
A13 Oil Pollution Response
Sullom Voe Harbour Authority – Towage Operations Safety Management System - Operations Manual
Issue: 03 Revision: 0
Date: January 2014 Page 5
Section 6 - Safety Management
Guidance Note No:
Title
S1 Musters and Alarms
S2 Permits to Work
S3 Personal Protective Clothing (PPE)
S4 Accident, Injury and Hazardous Incident Reporting
S5 Drills and Exercises
S6 Safety Committee Representatives
S7 Display of Safety Posters and Signs
S8 Risk Assessments
S9 Maintenance of Safety Equipment
S10 Safe Systems of Work
S11 Administering First Aid
S12 Responding to the Media
S13 Induction of Employees on Joining or Transfer
S14 Hours of Work and Rest Record
S15 Safe Means of Access
S16 Quarterly Tug Self Audits
S17 Entry into Enclosed and Confined Spaces
S18 Safety of Third Party Contractors, Visitors and Passengers
Section 7 –Quality Assurance System
Included in this Section is the Towage Quality Management Procedures and Work Instructions.
Section 8 –Operations Forms
Guidance note on using Towage Operations Forms and a list of forms in use.
Section 9 - Tug Technical Library
Guidance note on using tug technical library and list of reference books and documents.
Section 10 - Local Operating Procedures
Include in this section local, operating procedures, standing orders, instructions to Tugmasters etc.
Section 11 – Incident Plan
Incident Plan including Incident Management Framework and Emergency contact details.
Sullom Voe Harbour Authority – Towage Operations Safety Management System - Operations Manual
Issue: 03 Revision: 0
Date: January 2014 Page 6
Section 12 – Generic Risk Assessments
Generic Risk Assessments and template.
Section 13 – Job Descriptions
Job descriptions.
Sullom Voe Harbour Authority – Towage Operations Safety Management System - Operations Manual
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Date: January 2014 Page 7
SUMMARY OF CHANGES
SECTION TITLE SUMMARY DETAIL OF CHANGE SIGNATURE / INITIALS
All Sections Manual re-issued 10 February 2006 upon transfer of towage operations to the Shetland Islands Council
Revision 1 Issued 04 August 2006
Distribution List
Correction to spelling of tugs name
Contents Update to List of Contents
Summary of Changes
Form updated to include Signature / Initials to indicate approved and authorised changes.
1 Health and Safety at Work
Act
Page 3 – Removal of highlighting
1 Key Staff Responsibilities
Page 5 – Correction to section number Page 6 – re-numeration of page
1 Safety Management System Policy
Page 9 – Removal of highlighting
2 Active Escorting
Page 12 - Removal of requirement for Orange boiler suit
2 Passive Escorting
Page 13 - Removal of highlighting.
7 STP 002 Records
Page 1 para. 4.4 inserted “or his deputy.”
7 STP 002 Records
Page 2 para. 4.9 changed last sentence to These corrections shall be the responsibility of the Tugmaster, who may delegate the task but not the responsibility.
7 STP 011 Page 1 para 4.5 amended Page 2 re-paginated
8 Contents Table
Update to contents table
Revision 2 Issued 16 August 2006
Contents Update to List of Contents
Summary of Changes
This Page - to be inserted directly after previous Summary of Changes.
Acknowledgement Page
Crew Acknowledgment Page. New page to be inserted directly after Summary of Changes and before Section 1
Training Page ISM Training Record Page. New page to be inserted directly after Acknowledgement Page
Revision 3 Issued 31 August 2006
Distribution Page
Reduction in number of copies
Contents Change page numbering
Sullom Voe Harbour Authority – Towage Operations Safety Management System - Operations Manual
Issue: 03 Revision: 0
Date: January 2014 Page 8
Summary of Changes
Change page numbering
SUMMARY OF CHANGES
SECTION TITLE SUMMARY DETAIL OF CHANGE SIGNATURE / INITIALS
Revision 3 Issued 31 August 2006
1 Policy P2 Added place for signature of General Manager or Chief Executive.
1 Policy P4
Under DPA new paragraph inserted at the end of the text. “When the DPA is absent or unavailable …..”
7 STP006
Para 4.4 amended to include reply to tugmaster and crew.
13 General Manager – inserted Job Description
SUMMARY OF CHANGES
SECTION TITLE SUMMARY DETAIL OF CHANGE SIGNATURE / INITIALS
Revision 4 Issued July 2008
NEW EDITION (2) issued
Distribution List
Signatures of Authorisation inserted.
Delete Acknowledgement Page – ( please remove from your file )
1 P2 Added clarification under “Safety”
1 P4 Added Council and Chief Executive to P4
1 P7 Inserted “or person nominated by the DPA” into last paragraph
1 P8 Policy amended to reflect SIC policies.
1 P10 Policy amended
2 T12 Updated
2 T13 Updated to include recording of meeting
3 D4 Change reference: “M 1642” to “MSN 1781” and “STCW 95” to “STCW”
3 D10 Change “STCW 95” to “STCW” in first and last paragraphs and delete “MSN 1692” in first paragraph
4 E3 Change “STCW 95” to “STCW”
4 E6 Further guidance added as to which form to complete
4 E7 Amended advice.
4 E9 Note added
Sullom Voe Harbour Authority – Towage Operations Safety Management System - Operations Manual
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5 A2 Added point 12.
5 A3 Amended points 1 and 4
5 A4 Inserted point 7, renumbered following points
5 A5 Inserted point 9, renumbered following points
5 A11 Amended point 4
5 A13 Insert point
6 S2 Guidance on numbering Permits to Work added
6 S6 Inserted “The on duty shift safety representative will attend the Ports & Harbours Operations Safety sub-committee. A deputy will be used if the Safety Representative is unable to attend” And “Pass on any relevant information or guidance from the Safety Sub Committee.”
6 S7 Amended MSN reference and corrected grammar.
6 S8 Directions to find reference material added. Authorisation for Master to sign in place of Manager added.
6 S11 Change “STCW 95” to “STCW” in last paragraph.
6 S14 Note corrected
6 S15 MGN reference updated to MGN 337
6 S16 Guidance updated to reflect computer based system
7 STP 001 Organogram amended. Harbour Board, Chief Executive and SIC added.
7 STP 001 Para. 3.2 amended
7 STP 002 Paragraph numbering corrected Inserted paragraph 3.3 Amended paragraph 5.1 Amended paragraph 5.2 Paragraph 4.3 “DPA” inserted in place of “Operations Manager – Ports” Paragraph 5 amended and information on electronic transmission of documents included.
7 STP 004 Paragraphs 5, 6 and 7 deleted – information already contained in STP 007
7 STP 005 Internet addresses amended and updated, paragraphs 6.6 and 6.7 deleted.
7 STP 006 Paragraphs 3.1 and 5.1 amended
7 STP 007 Amended and extra detail inserted.
7 STW 007/1 Amended and extra detail inserted.
7 STP 009 Paragraphs 4.1.1, 4.3.2 and 4.33 amended on page 1 Paragraphs 4.42, 4.5.1 and 4.6.1 amended on page 2
7 STP 010 Paragraphs 4.1, 4.21 and 4.22 amended
7 STP 011 Amended paragraph 3.4. Inserted extra detail into paragraph 5 on page 2
7 STP 012 Instructions and guidance on CCTV added
8 INDEX Page updated
8 STF 003a Insert new form
Sullom Voe Harbour Authority – Towage Operations Safety Management System - Operations Manual
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Date: January 2014 Page 10
8 STF 004 Daily Information Sheet
8 STF 009 Audit Report Form inserted
8 STF 016 Audit cover sheet – computer based
8 STF 016a Audit cover sheet – non computer based
9 Tug Technical Library
Added Bridge Procedures Guide
10 LOP001 Daily Information Sheets added.
1.
11 Emergency Plan
Reference to Towage Incident Plan and SOPEP inserted
Revision 5 Issued September 2009
All Changed all references to General Manager to Head of Service
All M 1642 with MSN 1781
MGN202 with MGN 315 (M) MSN1214 to be read in conjunction with MSN 1401 (M+F) MSN1720 with MSN1807 MGN253 with MGN387
Updated Superintendent Engineer – Marine Job specification
Added Job Spec for Head Of Infrastructure to reflect change in structure of SIC Departments
Updated Operations Organogram
SMS OBS STW 007/01 Insert STP 012 to Operations Management System Checklist
SMS OBS STW 007/01 Add to guidelines. "This form is generic for all the tugs. Where sections do not apply to a certain tug either neatly cross out and / or write 'N/A'"
SMS OBS STW 007/01 Remove "and / or Forms F14, F15"
PM OBS Remove Salvage Handbook from PM
SMS DUN 001/08
STP 002 Page 9 of summary of changes. Reads Revision 4 instead of Issue 2 Rev 0
SMS STF 07 Add Guidance note S18 to explian procedure of how and what is a non conformance. Also add office to photocopy form before returning to v/l
SMS Forms As forms are updated, change title from "Port Operations - Towage Operations" to "Sullom Voe Harbour Authority - Towage Operations"
SMS Signatures of Authority Add Chief Exec, Chair of Harbour Board and DPA to signatories
SMS P7 and STP 002 Amend to reflect new signatories.
SMS P2 S1 p5 Under heading "Safety" - Insert "As amended" after "Health and Safety at Work"
SMS P4 S1 p9 Change Engineer Superintendent - Marine to Superintendent Engineer - Marine
SMS P9 S1 p19 Amend persons and include Superintendent Engineer - Marine
SMS T2 S2 p3 Change Engineer Superintendent to Superintendent Engineer - Marine
SMS D3 S3 p4 3rd para - Remove "Checklists should be retained onboard for 6 months"
SMS E4 S4 p5 Insert at end of 1st para. "to the Master and Superintendent Engineer - Marine"
SMS STP 001
Change Engineer Superintendent - Marine to Superintendent Engineer - Marine
Sullom Voe Harbour Authority – Towage Operations Safety Management System - Operations Manual
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Date: January 2014 Page 11
SMS STP 002
p2 Change Engineer Superintendent - Marine to Superintendent Engineer - Marine
SMS STP 007
p2 3.1 change retention to 5 years
SMS S8 p2 Add link to where to find PIN. Add new form STF 25 Amendment Request Form
SMS STF 10
Insert title "Deck Pre-Sailing Checklist"
SMS STF 13/1 Insert title "Induction Familiarisation Checklist"
SMS STF 13/2 Insert title "Induction Familiarisation Checklist"
SMS STF 20
3. Change Insufficient to Sufficient
SMS Job Description
Engineer Superintendent
Change Engineer Superintendent to Superintendent Engineer - Marine. Remove references to STL. At point 2 change to read "To provide engineering guidance and advice to tug masters and engineers onboard SVHA vessels." Insert point "8. To maintain a system for monitoring failures and breakdowns"
SECTION TITLE SUMMARY DETAIL OF CHANGE
Revision 6 issued November 2010 SMS Preface Dist List Stanechakker removed, electronic copies removed, Solan and Bonxie
added
SMS Section 1 Policy R1 Tugmaster authority taken to front of manual
SMS Section 1 Policy P2 Ref to Merchant Shipping Act added , “etc” added
SMS Section 1 Policy P2 Designated Person definition amended
SMS Section 1 Policy P2 Signature changed to “or”
SMS Section 1 Policy P4 Executive Director added
SMS Section 1 Policy P4 Operations Manager role amended
SMS Section 1 Policy P4 New title for Engineering Manager – Marine
SMS Section 1 Policy P4 Tugmaster authority moved from box to text
SMS Section 1 Policy P7 SMS Review membership amended, electronic distribution list added
SMS Section 1 Policy P9 New title for Engineering Manager – Marine, review changed to annual
SMS Section 2 Guidance T2 New title for Engineering Manager – Marine, ref to CSWP added
SMS Section 2 Guidance T3 Ref to CSWP added
SMS Section 2 Guidance T4 Update to MGN reference
SMS Section 2 Guidance T5 Ref to CSWP added, typo amended
SMS Section 2 Guidance T6 Deleted
SMS Section 2 Guidance T7 Ref to CSWP added
SMS Section 2 Guidance T9 Ref to CSWP added
SMS Section 2 Guidance T11 Ref to CSWP and STP003 added
SMS Section 2 Guidance T12 One bullet point re Stanechakker deleted
SMS Section 3 Guidance D3 New title for Engineering Manager – Marine
SMS Section 3 Guidance D11 Stanechakker removed from list, Solan and Bonxie added
SMS Section 4 Guidance E1 New title for Engineering Manager – Marine
SMS Section 4 Guidance E4 New title for Engineering Manager – Marine, added reference to computer based PM system
SMS Section 4 Guidance E5 New wording in PM system
SMS Section 4 Guidance E7 Add capping ends of FW hoses
SMS Section 4 Guidance E10 New title for Engineering Manager – Marine
SMS Section 4 Guidance E11 Minor typo, added more items to critical equipment list in line with recent MCA guidance
SMS Section 5 Action Card A1 First contact changed to VTS
SMS Section 6 Guidance S2 New title for Engineering Manager – Marine
SMS Section 6 Guidance S4 Changes to PIN form, now electronic, update to MAIB IRF form
Sullom Voe Harbour Authority – Towage Operations Safety Management System - Operations Manual
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number
SMS Section 6 Guidance S5 Addition of two drills, removal of one
SMS Section 6 Guidance S12 Greater guidance on avoiding media contact
SMS Section 6 Guidance S4 New title for Engineering Manager – Marine
SMS Section 7 STP 001 New title for Engineering Manager – Marine
SMS Section 7 STP 002 Para 6.1 time changed to 5 years + current year in line with DOC audits
SMS Section 7 STP 004 Para 3.4 cross reference updated
SMS Section 7 STP 005 Typo in para 3.1, removal of “Acts”, time changed to five + current year in line with DOC audits
SMS Section 7 STP 007 “- Marine” added after Operations Manager x 2
SMS Section 7 STP 009 New title for Engineering Manager – Marine, addition of computer based PM system
SMS Section 7 STP 012 Deletion of old para 5 and old para 6 renumbered as 5.
SMS Section 8 Form STF 012 Gyro changed to satellite, removal of Stanechakker reference
SMS Section 9 Addition of chart folio on bridge, tide table name amended, SOLAS posters added to displayed items, removal of radio licence disc, added “copy” to DOC, removal of reference to Stanechakker
Revision 7 issued March 2011
SMS Section 12 ISMC/TO/05 New risk assessment “Interaction and Training” covering Solan and Bonxie
Revision 8 issued March 2011
SMS Section 12 ISMC/TO/05
ISMC/TO/06
New risk assessment “Interaction and Training” covering Solan and Bonxie New Risk Assessment “Operation of Solan / Bonxie Class tugs”
Issue 3 issued January 2014
SMS Preface Signatures Signature sheet changed to Executive Manager form Head of Service
SMS Section 1 Policy P1 Add ISM Code before PMSC
SMS Section 1 Policy P4 Change Head of Service to Harbourmaster, reference to table in section 13 added
SMS Section 1 Policy P9 Membership of SMS review panel amended to include Director and Harbour Board Chair, to be chaired by the General Manager
SMS Section 4 Guidance E1 Change of Manager title
SMS Section 4 Guidance E4 Change of Manager title
SMS Section 4 Guidance E10 Change of Manager title
SMS Section 5 Action Card A2 Add new line re monitoring casualty’s condition
SMS Section 5 Action Card A6 Add new line re closing w/t doors
SMS Section 5 Action Card A7 Add advise VTS in part 1
SMS Section 5 Action Card A9 Change “gear” to “control”
SMS Section 5 Action Card A9 Change “let go” to “activate towing winch emergency release”, add advise VTS
SMS Section 5 Action Card A10
Add “and, if practicable, oxygen resuscitation pack” after “rescue harness”
SMS Section 5 Action Card A10
Change footnote to bold
SMS Section 5 Action Card A11
Change Mayday to DSC
SMS Section 5 Action Card A12
Add “with chin strap” after safety helmet, add advise VTS
SMS Section 6 Guidance S1 Change “bridge” to “Muster Station”
SMS Section 6 Guidance S4 Update MAIB e-mail address
SMS Section 6 Guidance S5 Change list of drills to refer to STF 018
SMS Section 6 Guidance S5 Change “Daily Work Sheet” to “Daily Information Sheet STF 04”
Sullom Voe Harbour Authority – Towage Operations Safety Management System - Operations Manual
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SMS Section 6 Guidance S7 Add 6th bullet point “Muster Station”
SMS Section 6 Guidance S14 Hours of rest records reference now STF 21
SMS Section 6 Guidance S14 Change to retention methodology
SMS Section 6 Guidance S16 “audit” changed to “inspection” – MCA recommendation
SMS Section 6 Guidance S17 Added three new references
SMS Section 7 STP 002 Para 3.4 added version information
SMS Section 7 STP 005 Para 3.1 added “some” to clarify, inclusion of MIN
SMS Section 7 STW 007/1 Correct description of MSF 1102
SMS Section 7 STW 007/1 Change “Towage Quality Manual” to Safety Management Manual”
SMS Section 7 STW 007/1 Update reference to deck log to STF 004
SMS Section 7 STP 009 4.3.1 add harbor, 4.6.1 change records to society, 5.1 add quarterly
SMS Section 7 STP 010 4.2.1 changed to tug agreement, 5.1 add STF10, para 6 add STF10
SMS Section 7 STP 011 4.4 add publications, 5.1 add fuel figures, add passage plan
SMS Section 13 New table of responsibilities added
Sullom Voe Harbour Authority – Towage Operations Safety Management System - Operations Manual
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To allow a better understanding of the Safety Management System, Masters are required to periodically hold instructional and / or training sessions with all crew members. The training / instruction can take the form of round table discussions or questions and answers on sections of the Operations Manual. Any such training or instruction should be recorded below. It should be remembered that the Training Record is liable to be inspected by auditors.
Date Crew Description Master
ISM TRAINING RECORD