MARINE SAFETY MANAGEMENT SYSTEM
Standard Operating Procedures
Revision 6.0 SOP’s
• 01-001 Document Control • 02-001 Risk Assessment • 02-003 Action Prioritization • 02-004 Accident & Incident Reporting • 02-005 Accident reporting to External Agencies • 02-006 Ship Defect Reporting • 03-001 Performance Monitoring • 03-002 Internal and External Audits • 03-003 Non-Conformances • 03-004 Change Requests • 04-002 Obtaining Consent for Dredging • 04-003 Inspection/Maintenance of A to N • 04-004 Reporting A to N Defects • 04-005 Marking & Removal of Wrecks/Abandoned Vessels • 04-006 Notices to Mariners • 04-007 Circulating Local Marine Information • 05-001 Traffic Monitoring in Harbours Areas • 05-002 Recommended Navigation Channels • 05-003 Marine Operations Room • 05-004 Kirkwall Port Control • 05-005 Stromness Port Control • 05-006 Traffic Information Broadcasts • 05-007 Port Passage Planning • 05-008 Harbour Patrols
Page 1 of 2 • 05-009 Shore side Life Saving Apparatus • 05-010 Restricted Visibility • 05-011 Vessel Prior Notification Reports • 06-001 Pilot Operations • 06-002 Suspending Pilotage • 06-004 Port Pilotage Planning • 06-005 Pilotage Exemption Certificates • 06-006 Pilotage Incident Investigation • 07-001 Towage Guidelines • 07-002 Tug Escort Guidelines • 07-003 Tug Availability Guidelines • 07-004 Mooring/Unmooring at Flotta Oil Terminal • 07-005 Ship to Ship Transfers • 07-006 Tanker Operations at Scapa Pier • 07-007 Tanker Operations at Kirkwall Pier • 07-008 Changes of Vessel Berthing Arrangements • 07-009 Diving Operations • 07-010 Port Waste Management • 07-011 Tug Standby Duties • 07-012 Ballast Water Management in Scapa Flow • 07-013 Harbour and Pier Master Duties • 07-014 Pilot Boat Operations • 07-015 Security and Safety Inspection of Marine Services Ferries • 07-016 Cruise operations in Kirkwall Bay • 08-001 Personnel Appraisals • 08-002 Personnel Training • 09-001 Reporting Unexploded Ordinance • 10-001 Emergency & Incident Response • 10-002 Access to/from Flotta • 10-003 Infectious Illnesses • 10-004 Marine Officers Procedures In The Event of an Oil Spill. • 10-005 Dangerous Substances • 11-001 Pre-Arrival Security Information • 11-002 Reporting a Security Incident • 11-003 Pass System
Page 2 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Document Control
1 Purpose
The Marine Safety Management System (SMS) Manual and associated Standard Operating Procedures (SOPs) and Standard Forms (SFs) are carefully managed documents. This ensures that personnel are implementing the most current versions of any document. The procedure also ensures that the newest version of the SMS Manual, SOPs and SFs are always available on the www.orkneyharbours.com website and notification of any new or amended documents is made to those requiring access to them.
2 Scope
This procedure covers all documents related to or generated by the OIC Marine Services Marine Safety Management System.
3 Procedure
The Port Marine Safety and Counter Pollution Manager will hold the master copy of the Marine Safety Management System together with the associated SOPs and SF’s.
The controlled copy is published on the website and this or subsequent amendments are notified to all personnel who require it. The document becomes uncontrolled when printed. No additional controlled copies may be produced, either in whole or in part as hard or electronic versions without authorisation from the Port Marine Safety and Counter Pollution Manager, who will maintain a distribution list.
When any changes to the Marine Safety Management System Manual, SOP’s or SF’s are required, notification of amended pages will be circulated to all those that access the documents.
The Marine Safety Management System documentation may be completely re-issued where major amendments are required or after a number of smaller revisions have been made. Any re-issue due to major amendments will be given a new revision number (i.e. 1.0, 2.0 etc). Minor amendments may be issued as replacement pages to the current version of the Safety Management System. These minor amendments will be shown as a change to the revision number on individual replacement pages (i.e. 1.0 will become 1.1 etc).
The Port Marine Safety and Counter Pollution Manager will maintain records of all authorised documents, notifications and amendments.
Persons having enquiries on any aspects of the SMS system should initially contact the Port Marine Safety and Counter Pollution Manager.
4 Responsibility
The Port Marine Safety and Counter Pollution Manager is responsible for the administration of authorised amendments, and the maintenance of document controlled records.
Document: SOP-01-001 Document Control V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
HOW TO READ THE DOCUMENT CONTROL PAGE FOOTER
Documents, Revision and Amendment number. First number refers to major revisions affecting the whole document. Numbers commence at 1, and work upwards 2, 3 etc.
Second number refers to amendments applicable to that page. Numbers commence at 0 following a revision and work upwards 1, 2 etc.
Documents, Page numbering. First number refers to actual page number in document.
Second number refers to total number of pages in document.
Document, Title, Code reference number and document name. Documents, date of issue. Prefixes: - SOP = Standard Operating Procedures Day / Month / Year SF = Standard Forms
Document: SOP-01-001 Document Control V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Risk Assessment Procedure
1 Purpose
OIC Marine Services Safety Management System is based on a system of formal risk assessment to ensure that all of its operations are assessed for hazards and risks and that controls are put in place to minimise such risk to “As Low As Reasonably Practicable” (ALARP).
A risk assessment defines the risk. A Safety Management System manages the risk.
This procedure ensures that risk assessments undertaken are based on a standard approach and using standard terminology and definitions.
2 Scope
Any new, amended or extraordinary port marine operation within harbour areas should be risk assessed using this procedure. Risk assessments for new or extraordinary operations should be undertaken prior to their commencement to allow time for any new risk control measures to be implemented. In some circumstances this may not be possible, but caution should then be exercised bearing in mind the time required to introduce possible, additional control measures.
3 Procedure
Each risk assessment undertaken should be logged and recorded in the risk assessment index as provided in the HAZMAN II electronic system. The level of detail should be broadly proportionate to the risk, and its consequence in terms of serious effect.
Definitions
Hazard Something that has the potential to cause harm or loss including: • Ill health and injury or death; • Damage to property, plant, products or the environment; • Interruption to operations or increased liabilities. Risk Risk is a combination of the likelihood of an occurrence of a hazard and its severity. For example, an incident could have little severity but a high likelihood. This therefore has a high risk. Likewise another type of incident could have a low likelihood, but as the severity is high, the risk is also high. Risk Assessment Assessing the risks, which arise from the hazards. Control measures Deciding on suitable measures to eliminate or control risks. ALARP As Low As Reasonably Practical. A risk that has been reduced to ALARP corresponds to the concept of tolerable risk.
Document: SOP-02-001 Risk Assessments V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 4 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Step 1: Data gathering and familiarisation
Sources of information and historical data on the operation should be identified prior to commencing the risk assessment in order to facilitate valued judgements made during the process. Individuals with a technical knowledge and/or professional experience of the operation should be involved in the risk assessment.
Step 2: Hazard identification
Where paper copy is used to conduct a risk assessment, Standard Form SF-02-001 must be used to record the risk assessment process. This should then be transferred into the HAZMAN II system as soon as possible thereafter. The job should be broken down into individual steps with any known or identified new hazards described for each step. The hazard effects should then be recorded along with persons at risk from each identified hazard. This process should be undertaken in consultation with representatives of all groups involved in the operation through discussion or formal meetings.
Step 3: Risk control measures (initial risk factors)
This stage identifies the specific initial control measures for the hazards identified, that are in place through legislation or other in order to reduce the risk, either through reducing the frequency of a hazard or reducing the consequence of a hazard. Bearing in mind these are the control measures that are immediately available or are already in place.
Once risk controls have been identified, the likelihood and degree of severity analysis can be assessed taking into account all the identified control measures that are in place. This will enable an initial risk rating to be made from a qualified judgement.
Step 4: Risk control measures (residual risk factors)
Re-consider and record the risk control measures that can be applied directly by OICMS against the hazards identified at Step 2, once again when the risk controls have been identified, the likelihood and degree of severity analysis can be assessed taking into account all the identified control measures that are in place. Again this will enable a residual risk rating to be made from a qualified judgement.
Risks can be assessed in three ways:
• Consequence to human health and life; • Consequence to assets; • Consequence to the environment;
To assist in consistent quantification of the ‘Likelihood’ and ‘Degree of Severity’, the following standard categorisations for use are provided by the tables below, and are to be used in establishing the appropriate risk rating:
Document: SOP-02-001 Risk Assessments V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 4 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Likelihood Definition 1. Very Little chance of occurrence; would require a freak combination of factors for the Unlikely situation to result. An occurrence which would require multiple failures of systems and controls or 2. Unlikely a rare combination of factors. 3. Possible Possible when additional factors are presented but otherwise unlikely to occur. Such an event is known to have occurred and represents a credible scenario. 4. Likely An additional factor may result in an accident. 5. Probable Almost inevitable that an accident would result.
Severity Personnel Asset Environment Negligible injury or health Negligible pollution 1. Minimal equipment implications with no work (change within natural Negligible damage or function loss. absence. variability) Non-lost Time Injury Minor pollution (short term (ies), first aid treatments Damage requiring minor 2. Minor localised effect with good or minor short-term repair. likelihood of recovery) health effects. Locally repairable Moderate pollution 1 person suffering Lost 3. damage to worksite, (pollution over wider area Time Injury(ies) or Moderate equipment or vessel, with medium term persistent health effects. possibly extensive. impacts) Single fatality, 2 persons Serious damage to or more suffering Lost worksite, equipment or Major pollution (extensive 4. Serious Time Injury(ies) or vessel causing the pollution with medium-long acute/chronic health operation to cease term impacts) effects. temporarily. Major damage to Severe pollution Multiple fatalities and or worksite, equipment or (extensive pollution with 5. Major multiple injuries. vessel causing the long term impacts and operation to cease. poor recovery)
5 5 10 15 20 25 Task must not proceed. It should be redefined or
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t 15- further control measures put in place to reduce risk.
i 4 4 8 12 16 20 r
e 25 Controls should be re-assessed prior to the task
v 3 3 6 9 12 15
e commencing.
S 2 2 4 6 8 10 Task should only proceed with appropriate 1 1 2 3 4 5 7- authorisation. Where possible task should be redefined 14 1 2 3 4 5 and/or measures employed to reduce the residual risk. Likelihood May be acceptable; however, due care should be 1-6 employed and task reviewed to see if risk can be reduced further.
If the Risk Rating remains 7 or above, consideration into introducing further control measures will need to be investigated in order to achieve a level of risk which is ‘As Low As Reasonably Practicable’ (ALARP). This may need to be undertaken in discussion with the Marine Services Senior Manager / Harbour Master or Port Operations Manager cost benefit analysis techniques may be used at this stage where a choice of potential measures exists.
Document: SOP-02-001 Risk Assessments V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 3 of 4 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Step 5: Further control measures.
If residual control measures on assessment are found to be insufficient to control a hazard to within a tolerable risk, further control measures should be implemented and the risk re-assessed once these additional measures are complete. Until such time as these additional control measures are in place and the risk re-assessed to within acceptable limits, the task shall not be carried out.
Following any incident the risk of it re-occurring should be reduced through management action, therefore any assessment of likelihood and degree of severity by historical data alone should take this into account, and assist in making a qualified judgement.
Step 6: Reporting/Recording
The completed risk assessments should be signed by those making the assessment or those responsible for them. The master copy will be logged and held on file, whilst working copies should be available in the work areas to which they refer, and to be on hand for use by those personnel affected. Ensuring when required quick references can readily be obtained to control measures prior to undertaking operations subject to risk assessments.
Each risk assessment should be logged by individual Line Managers within their risk assessment registers and reviewed in accordance with nominated review dates; this should be at least once every five years or earlier if significant changes in circumstances are likely to effect the previous assessment. The individual registers will be checked monthly by the Marine Superintendent – Port Marine Safety. The monthly check will be recorded within the Monitor Register.
4 Responsibility
The Harbour Master is ultimately responsible for all risk assessments; however all personnel are responsible for ensuring risk assessments are undertaken for any new, amended and extraordinary operations within their field of operation, and if required should seek guidance from line managers.
All personnel are responsible for identifying and following the requirements associated with control measures prior to and during risk assessed operations.
Only personnel trained in risk assessment procedures should undertake risk assessments, although any member of staff may request the process be undertaken.
The Port Marine Safety and Counter Pollution Manager is responsible for monitoring the individual risk assessment registers within the department.
Individual Line Managers are responsible for the maintenance of risk assessments within their section of the department.
Document: SOP-02-001 Risk Assessments V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 4 of 4
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Procedure for Action Prioritisation
1 Purpose
The procedure ensures that all actions raised during consultations involving risk assessments, incident investigation, non-conformance, ship defect report, change requests or committee meetings are logged with identified actions prioritised and thereafter suitably tracked.
2 Scope
The procedure is applicable to all safety actions raised for OIC Marine Services Port Marine Operations.
3 Procedure
All actions raised should be logged on the risk assessment work sheet SF 02-001 or the standard reporting forms SF-02-005 or SF-02-006 as appropriate. Actions should be dated and a priority given based on the definitions listed below. The priority rating will also be logged on the SMS monitor register held by the Port Marine Safety & Counter Pollution Manager.
It should be noted that actions might include new or amended policies, procedures and training requirements as well as requirements for new equipment or aids to navigation.
Actions will be kept under review by the Port Marine Safety & Counter Pollution Manager, who will monitor their progress, in conjunction with the appropriate personnel required to achieve actions in line with assigned priority dates.
An overall review of actions raised and their completion will form part of the OIC Marine Services “Marine Services Annual Performance Report”.
Priority 1 – Urgent Action Identified actions or risk control measure(s) to be put in place before further operations of this nature may be undertaken.
Priority 2 – Important Action Action required within 1-2 months and additional caution to be exercised in existing operations until risk control measure(s) is implemented. Any new operation should not be undertaken until these risk control measure(s) are in place.
Priority 3 – Intermediate Action Action required with 6 months and additional caution to be exercised until risk control measure(s) is implemented.
Priority 4 – Non-Urgent Action Action required within 1-2 years. These types of action may include those requiring additional budget requirements or may require only minor amendment to existing procedures.
Document: SOP-02-003 Action Prioritisation V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Priority 5 – No Action No action required. Action raised, but on discussion with Marine Services Senior Manager and or Port Operations Manager a decision has been made not to proceed. Reasons should be given.
4 Responsibility
The Port Marine Safety & Counter Pollution Manager is responsible for logging and the subsequent tracking of actions until final close out.
Document: SOP-02-003 Action Prioritisation V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Accidents and Incidents
1 Purpose
This procedure ensures that all accidents, incidents and dangerous occurrences that occur within OIC Marine Services areas are reported, investigated and follow up action identified in line with OIC Marine Services’ continuing commitment to improving safety management and environmental protection for all its port operations.
2 Scope
This procedure applies to all port operations, employees, and port users.
3 Procedure
All accidents causing personal injury/illness, property damage, financial loss, environmental pollution or impact; and any incident taking into account its circumstances; which might have caused such an occurrence, should be reported immediately to the Marine Operations Room or Duty Harbour Master.
The Duty Marine Officer or Duty Harbour Master should ensure details are completed on an Accident/Incident reporting form (SF 02-005). All incidents are to be further reported to the Harbour Master, Deputy Harbour Master (Operations) and Port Marine Safety & Counter Pollution Manager.
In consultation and on behalf of the Harbour Master, the Port Marine Safety & Counter Pollution Manager or other suitably qualified Superintendent will ensure an investigation is carried out into the accident or incident. Persons involved, or witnesses to an incident may be called upon to assist in an investigation or in the completion of reports.
The purpose of all accident/incident investigations will be to determine and eliminate their causes.
The result of an investigation and any subsequent recommended remedial actions is to be documented on the reporting form (SF 02-005) and given a prioritised rating in accordance with SOP 02-003.
The Port Marine Safety & Counter Pollution Manager will also ensure that each accident/incident report is logged in the SMS monitor register, tracked and monitored until final close out.
These records will be used to review accident occurrence statistics as part of the OIC Marine Services “Marine Services Annual Performance Report”. No accident or incident should be considered too small or insignificant to report.
Following any significant accident or incident or where the follow up investigation to an accident or incident makes specific new safety recommendations, the Harbour Master or the Port Marine Safety & Counter Pollution Manager will initiate the issue of a ‘Safety Circular Memo’ if considered appropriate prior to any subsequent changes in the Safety Management System.
Where investigations recommend changes to the SMS Policy or Procedures, these will follow the document control procedure SOP 01-001.
Document: SOP-02-004 Accident and Incident Reporting V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
OIC Marine Services through the requirements of its own Byelaws/Pilotage directions has specific further investigating procedures for an accident involving a pilotage act, when conducted by a licensed Pilot or a PEC holder. These additional procedures are documented in the Pilotage direction No 5, and SOP 06-006.
OIC Marine Services has in addition to its own procedures, statutory duties both as a Harbour Authority and an Employer to report accidents or incidents including near misses of specific types or severity to the relevant responsible Government agency :-
a) Marine Accident Investigation Branch. b) Health and Safe Executive. c) HM Coastguard. d) Maritime and Coastguard Agency, e) Police or HM Custom and Excise Authorities f) Fire or Ambulance emergency services g) SEPA/SEERAD/SNH
The Port Marine Safety & Counter Pollution Manager will, in consultation with and on behalf of the Harbour Master, ensure that onward notifications are forwarded to these agencies as required.
These additional accident and incident reporting and investigation requirements are documented in SOP 02-005.
OIC Marine Services will encourage a non-punitive system for its port users, whether commercial or recreational, to report accidents or incidents occurring in their respective activities to the Harbour Authority whilst within Orkney Harbour Authority areas or properties.
Any evidence or documentation relating to an accident is to be preserved until such follow up investigations are completed and it is ascertained that it will no longer be required.
4 Responsibility
The responsibility for reporting an accident or an incident lies with all personnel.
The responsibility for completing the initial reports lies with the Duty Marine Officer or Port Marine Safety & Counter Pollution Manager.
The responsibility for initiating an investigation lies with the Harbour Master.
The Port Marine Safety & Counter Pollution Manager is responsible for logging an incident and for ensuring any follow up reporting or corrective actions are pursued and monitored to final close out.
Document: SOP-02-004 Accident and Incident Reporting V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Accident/Incident/Defect Reporting to External Agencies
1 Purpose
The purpose of this procedure is to ensure OIC Marine Services carries out its statutory requirements to report specific incidents, as defined by type or severity occurring within Harbour properties and jurisdiction to external government agencies, who may wish to conduct their own investigations.
These reports are additional to OIC Marine Services’ own Safety Management reporting and recording procedures.
2 Scope
This procedure applies to all port marine operations, employees, port users including the general public and all incidents occurring within Harbour Authority jurisdiction, when of a type or nature conforming to statutory reporting requirements.
This SOP should be read in conjunction with SOP 02-004 (Accidents and Incident reporting) & SOP 02-006 (Ship defect reporting).
3 Procedure
OIC Marine Services policy is to record all Accidents, Incidents, and Ship defects that are reported occurring within the Harbours jurisdiction, this is achieved through SOP 02-004 or SOP 02-006.
Each incident will be investigated in accordance with the flow diagram attached to this SOP and any remedial action identified. Additional reporting requirements may also be necessary where an Accident or Incident conforms to one or more of the criteria described below:
Maritime Accidents are reported to the Marine Accident Investigation Branch (MAIB).
The MAIB is the marine accident investigation agency for the government’s “Department for Transport”, to whom such accidents are reported.
Under the Merchant Shipping (Accident Reporting and Investigation) Regulations 2012, Harbour Authorities have a statutory obligation to report accidents occurring onboard or involving any ship within in its jurisdiction, unless it is ascertained that notification has already been made by the Ship’s Master or Owners and that there is no additional information relevant to the incident that the Harbour Authority believes it has to add.
The full definitions of an “Accident” and other terms used are described in the stated Regulations and Marine Guidance Note MGN 458 (M+F) Annex B.
Generally this covers: -
a) Loss of life, b) Major/serious injury, c) Persons lost overboard d) Material damage caused by or to a ship,
Document: SOP-02-005 External Accident & Incident Reporting V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 5 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
e) Incidents where circumstances might have resulted in the potential for an accident of categories a) to d).
Accidents that only involve one of the following are not required to be reported: -
a) Pleasure craft, b) Recreational craft hired on a bareboat basis. c) Craft or boats, other than one carrying Passengers in commercial use in a Harbour or waterway and is less than 8 metres in length.
Unless it involves one of the following categories, then it must be reported: -
a) Explosion, b) Fire, c) Death, d) Major Injury, e) Capsized of a power driven craft/boat. f) Pollution causing significant harm to the environment.
A report should be completed on the MAIB (ARF form). This form has been formatted to provide all the necessary information required, the completed form is then forwarded to the agency, Guidance on reporting is contained in Marine Guidance Note MGN 458 (M+F) including the timing, which may require the earliest preliminary notification, particular for accidents of a significant nature or scale.
The MAIB on notification will decide if they are satisfied with all reports received, or if they require conducting their own investigation; in which case this intention will be notified.
Shore based Accidents are reported to the Health and Safety Executive (HSE).
The HSE is the accident investigation agency for the Government’s Department of Work & Pension, and to who shore based accidents are reported.
The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) requires employers to report accidents and ill health occurring at a place of work to any employee or to a member of the public.
Only those accidents or incidents as briefly described below require reporting; minor accidents usually do not require a report; however a full definition of the terms, types and severity of reportable accidents and incidents are contained in the stated regulations, or associated guidance notes. Generally this covers: -
a) Deaths. b) Major injuries. c) Accidents resulting in more than 3 days absence from work. d) Diseases, e) Dangerous Occurrences, f) Gas incidents,
Document: SOP-02-005 External Accident & Incident Reporting V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 5 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Marine Services operates as a department within the Orkney Island Council (OIC) therefore all reports are to be forwarded through the OIC Health & Safety Division, who will provide the first point of contact, and to this effect provide all the necessary advice, guidance and assistance in the completion of statutory requirements to the HSE.
The HSE on notification will decide if they are satisfied with all reports or if they require their own investigations to be conducted; in which case this intention will be notified. Investigations will be carried out by the local HSE Office or if applicable by the local government Environmental Health Division.
Accidents and Incidents requiring the involvement of the Emergency Services
OIC Marine Services Harbour Authority has contingencies for dealing with emergencies occurring within its property or maritime jurisdiction. These are contained in the OIC, Marine Services Emergency Plans. They contain procedures that ensure the relevant Emergency services are called if deemed necessary, using the quickest and most appropriate means available.
The Emergency Services are:-
a) Police, b) Fire Brigade, c) Ambulance/Medical Services, d) HM Coastguard (Will provide onward notification to the MCA as required)
The emergency services often carry out their own post-incident investigations, where this is to take place, OIC Marine Services Harbour Authority will fully assist the ‘services’ in completing their tasks.
Accidents and Incidents involving Pollution
The Merchant Shipping (Oil Pollution Preparedness, Response and Cooperation Convention) Regulations 1997 requires all Port Authorities of a specific commercial size or that trade in oil products to maintain a government approved emergency plan (OPRC Plan) for dealing with pollution incidents within its harbour jurisdiction. These regulations apply to OIC Marine Services. The OPRC plan provides contingencies to bring together various government agencies and interest groups to minimise or coordinate clean-up operations for a pollution incident and in particular oil pollution in a coherent and timely manner. As part of activating the plan there is a Pollution Report notification system to all interested parties giving initial basic information of an incident occurrence. Standard form SF 05-004 Oil Pollution Report (Polrep) is used to achieve this, and ensures the following are notified by pre-arranged contact details:-
Government Agencies Non-Government Agencies ------a) HM Coastguard (will onward notify MCA) f) RSPB b) SEPA g) SSPCA c) SNH d) Police
Document: SOP-02-005 External Accident & Incident Reporting V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 3 of 5 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Ship Defect reporting to the Maritime and Coastguard Agency (MCA)
Under the Merchant Shipping (Port State Control) Regulations 2012, a Harbour Authority is required to report Ship defects whenever in exercising its normal duties learns that a ship within its port has deficiencies, which may prejudice the safety of the ship or pose an unreasonable threat of harm to the marine environment.
These reports may be received directly from a Ship’s master, a pilot whilst conducting an act of pilotage, or noted during other port activities. In all cases the reports should be passed to the MCA who will consider if follow up action is required, this may include a port state inspection under the Paris Memorandum, and if serious deficiencies found, possibly issuing a detention order.
Accident or Incidents involving Illegal or Criminal Activities
When an incident reported appears to involve criminal activities, a breach of the peace or the possible use of a harbour area in conveying contraband. A report will be sent by the most appropriate means available to the Police and/or HM Customs & Excise.
OIC Marine Services if called upon will cooperate and assist fully with any investigation by these law enforcement agencies.
In the same way as described in SOP 02-004. It remains important that any material evidence or documentation relating to an accident is preserved until such follow up investigations are complete and it is ascertained that it will no longer be required.
An incident may require reporting to more than one external agency.
4 Responsibility
The responsibility for statutory reporting of accidents and ship defects lies with the Harbour Master.
The Responsibility for completing a report for an external agency lies with a Deputy Harbour Master or Port Marine Safety & Counter Pollution Manager.
The responsibility for logging any reports in the SMS Monitor register lies with the Port Marine Safety & Counter Pollution Manager.
Document: SOP-02-005 External Accident & Incident Reporting V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 4 of 5 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Document: SOP-02-005 External Accident & Incident Reporting V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 5 of 5
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Ship Defect Reporting
1 Purpose
The procedure ensures that any vessel reporting deficiencies, or on which deficiencies are noted and may have implications for its safe navigation or operations within OIC Marine Services’ waters, are recorded, and if necessary investigated. The procedure also ensures all relevant ship defects that are noted can be reported to the Maritime & Coastguard Agency for appropriate action as they deem necessary, and therefore enable compliance with the statutory reporting obligations of The Merchant Shipping (Vessel Traffic Monitoring and Reporting Requirements) (Amendment) Regulations 2011 and The Merchant Shipping (Port State Control) Regulations 2011.
2 Scope
The procedure is applicable to all vessels navigating within OIC Marine Services Harbour limits. In particular the procedure applies to all vessels that are carrying dangerous or polluting goods and that have “deficiencies that may prejudice its safe navigation or seaworthiness”.
3 Procedure
Standard form SF-02-005 is be used to report defects when the following are encountered:
• Navigational or Bridge equipment failure or defect; • Propulsion system failure whether total or otherwise; • Steering equipment failure whether total or otherwise; • Electrical power failure; • Problem with mooring or anchoring equipment. • Parting of any mooring or tug line; • Non-presentation of the ship’s Pilot Card or manoeuvring information • Problem with a member of the bridge team; • Problem with any other individual connected with the act of pilotage; • Tug problems; • Boarding/disembarking arrangement, not complying with regulations • Non compliance with Harbour Byelaws. • Non compliance by the ship’s master on Pilotage / passage plan requirements or providing statutory pre-arrival information.
The form may also be used to report any other defect not itemised above and which they feel was or could have been detrimental to the safe or smooth operation of the vessel and/or act of pilotage.
When reporting a defect only the details of occurrences or facts should be reported on the form. Any aspect of blame or subjective opinion should only be reported as a separate private statement.
Ship Defects will be reported to the Harbour Master or the Deputy Harbour Master (Operations). The Port Marine Safety & Counter Pollution Manager will log reports in the SMS monitor register. Investigations and any actions will be identified by consultation with all the relevant personnel.
The Port Marine Safety & Counter Pollution Manager will continue to monitor all actions until final close out.
Document: SOP-02-006 Ship Defect Reporting V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Ship defects which prejudice the Safety of the Ship or may pose unreasonable harm to the marine environment are also to be reported to the MCA. (SOP 02-005).
4 Responsibility
The responsibility for reporting ship defects rests with all Harbour staff including Pilots when engaged in a pilotage act, and any other member of the OIC Marine Services’ staff that become aware of a reportable Ship defect (e.g. when vessel alongside a pier), reports should be made to the Harbour Authority.
Responsibility of reporting Ship defects to the Maritime and Coastguard Agency, lies with the Harbour Master.
The Port Marine Safety & Counter Pollution Manager is responsible for logging all defect reports in the SMS Monitor Register and monitoring identified corrective action to final close out.
Document: SOP-02-006 Ship Defect Reporting V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Performance Monitoring
1 Purpose
The purpose of this procedure is to set targets and objectives in order to be able to measure performance of OIC Marine Services over time. Targets and objectives set are concerned with safety management as well as other performance indicators such as commercial, oil spill and waste management.
Objectives need not be quantifiable targets, but their purpose is to enable progress and achievement to be measured in an objective manner.
Targets may be set within these broad objectives in order to measure progressive performance towards an objective over time. Targets and objectives can be both to improve as well as maintain a certain standard of operating, and should conform to the ‘SMART’ criteria.
2 Scope
The procedure extends to all OIC Marine Services port marine operations.
3 Procedure
Objectives and targets for safety and environmental management are identified, agreed and published annually. These objectives reflect OIC Marine Services commitment to marine safety management, environmental protection within all its commercial operational commitments.
In order to measure achievements in performance against declared objectives and targets, performance measurement is undertaken by means of continuous record keeping, audits, and inspections.
The Port Marine Safety & Counter Pollution Manager will maintain performance monitoring records. The statistical analysis and information made available by such records largely from the ‘SMS Monitor Register’ will in addition to Audit reports and Safety inspections be used in the production of an annual summary and review publication (Marine Services Annual Performance Report).
“Marine Services Annual Performance Report”
This Annual summary and consolidated review publication will allow all OIC Marine Services personnel together with its Safety and Management Committees, the “Designated Person” and the Harbour Authority Sub-Committee as the ‘Duty Holders’ a means of providing positive assurances that the safety management system is functioning effectively.
The report will expect to show an overview and status of performance, with the achievements against set objectives and declared operational targets both on an annual basis; as well as compared against previous year’s data and targets, thereby confirming performance efficiencies and trends; and where necessary providing guidance for the reiteration of existing targets or the establishment of new targets in future years. The data will also be reviewed for any unexpected anomalies or incidents, whilst viewed against any new or existing operational developments or legislation requirements; which may require specific targets or SMS reviews to be developed.
Document: SOP-03-001 Performance Monitoring V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
4 Responsibility
The Harbour Master or the Deputy Harbour Master (Operations) and, where necessary, a Marine Superintendent are responsible for setting and reviewing annual objectives and targets in agreement with the Harbours Sub-Committee of the Development and Infrastructure Committee.
The Port Marine Safety & Counter Pollution Manager is responsible for collating and logging data in order to measure performance on an annual or longer term basis; and for compiling these results for publication in the “Marine Services Annual Performance Report”.
Document: SOP-03-001 Performance Monitoring V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Internal and External Audits
1 Purpose
The purpose of this procedure is for OIC Duty Holders to get assurance that the Safety Management System is operating effectively. External audits in particular provide independent assurance to external parties and port users on the effectiveness of any Safety Management System function.
2 Scope
The procedure covers audits for all port marine operations undertaken under the OIC Marine Services Marine Safety Management System.
3 Procedure
3.1 Internal Audits
All OIC Marine Services port marine operations and procedures are randomly audited on an annual basis.
Audits will be undertaken by a Marine Superintendent or other suitably qualified manager when necessary. Where audits are announced to take place, notice of intent to audit should be given in writing to the area or personnel concerned.
Internal Audits will be recorded on SF-03-003 this will include a general written summary of its scope, specific results relating to any identified Non-conformities or Observations which were raised, and the associated work sheet indicating the specific aspects of procedure or personnel knowledge investigated. Unsatisfactory finding during an audit will be classed as follows:-
a) Non-Conformity…This is where there is definite evidence that the documented SMS Policy or Procedure has not been followed without supporting mitigating circumstances. b) Observations… This is where the evidence from the audit showed poor clarity; inconsistencies in procedure and documentation; or personnel audited seemed to lack full knowledge of correct procedures.
The results of internal audits will be reported to and reviewed by the Harbour Master.
The Port Marine Safety & Counter Pollution Manager will ensure audit results are logged in the SMS monitor register, tracked and monitored to final close out.
An annual consolidated summary of Audits undertaken and the performance results will form part of the “Marine Services Annual Performance Report” as described in (SOP 03-001) Performance Monitoring.
Document: SOP-03-002 Internal and External Audits V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
3.2 External audits
OIC Marine Services will select an external auditor to undertake a complete audit of the Safety Management System on a 2-3 year basis. This will be complimented by the annual external audit by the Designated Person.
The Port Marine Safety & Counter Pollution Manager will assist an external auditor, and take forward all results or recommendations presented in the final report, ensuring that any corrective actions necessary are processed in accordance with SOP 03-003, and similar to Internal audits will ensure the results are logged in the “SMS monitor register” and thereafter tracked and monitored to final close out.
The results of External audits will be reported to and reviewed by the Harbour Master.
4 Responsibility
The Port Marine Safety & Counter Pollution Manager is responsible for scheduling and arranging the annual internal audits programme.
The Harbour Master is responsible for contracting an external auditor.
The responsibility for reporting non-conformances or observations identified during an internal or external audit lies with the relevant auditor, in conjunction with the Port Marine Safety & Counter Pollution Manager.
The Port Marine Safety & Counter Pollution Manager is responsible for logging ‘Non-conformities’ or ‘Observations’ raised at an audit and monitoring their identified corrective actions as per SOP 03- 003.
The Port Marine Safety & Counter Pollution Manager is responsible for analysing audit results and for their onward inclusion as part of the OIC Marine Services “Marine Services Annual Performance Report”.
Document: SOP-03-002 Internal and External Audits V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Non-Conformances and Corrective Action
1 Purpose
The purpose of this procedure is to ensure that any non-conformances to the OIC Marine Services’ Marine Safety Management System, Orkney Harbour Byelaws and Orkney Pilotage Directions are reported and corrective action taken.
2 Scope
This procedure applies to all port marine operations in OIC Marine Services’ harbour areas.
3 Procedure
Non-conformances may be highlighted in a number of ways:
• Internal and external audits (SOP-03-002); • Reports made to the Marine Operations Room by harbour patrols (SOP-05-008); • Reports by commercial and recreational users of the harbour; • Reports by OIC Marine Services’ personnel.
Personnel identifying a non-conformance themselves or through a report from an external party should document this on a SMS Reporting form (SF 02-005) and submit this to the Port Marine Safety & Counter Pollution Manager.
Non-conformances are aimed at the reporting of operating practices being undertaken that do not comply with a statutory requirement, the OIC Marine Services’ MSMS Policy or a Standard Operating Procedure.
Non-Conformances are to be reported to the Port Marine Safety & Counter Pollution Manager, who will log reports in the SMS monitor register and further report to the Harbour Master. Corrective action will be identified in consultation with all the relevant personnel.
The Port Marine Safety & Counter Pollution Manager will continue to monitor the corrective action in line with its prioritised status (SOP 02-003) until all action is complete and final close out achieved.
Suggested improvements to the safety management system and other associated documentation are all valid parts of the SMS System for continued improvement, but are not non-conformances; in these cases the procedures in SOP 03-004 ‘change requests’ should be followed
1.1.1 4 Responsibility
The responsibility for reporting non-conformances lies with all personnel.
The responsibility for reporting non-conformances identified during an internal or external audit lies with the relevant auditor, in conjunction with the Port Marine Safety & Counter Pollution Manager.
The responsibility for logging non-conformances and ensuring corrective actions are identified lies with the Port Marine Safety & Counter Pollution Manager.
Document: SOP-03-003 Non-Conformances V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 1
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Change Requests
1 Purpose
The purpose of this procedure is to ensure that any changes can be requested to the OIC Marine Services’ Marine Safety Management System by any of its employees and these requests, together with action taken, are properly recorded.
2 Scope
This procedure applies to all port marine operations in OIC Marine Services’ harbour areas.
3 Procedure
Change requests can be initiated at anytime by any employee of OIC Marine Services or any appropriate Work Group or User Group when it is considered that any of the following are applicable:-
a) Statutory requirements have changed causing existing references or procedures to become redundant and therefore require such procedures to be changed or updated. b) Where they consider that existing Policy or Procedures are either too restrictive or vague for practical application and that these could be improved or enhanced. c) Where they consider that the scope of an existing procedure needs adjustment or the addition of new procedures needs to be considered in order to cover new operations or risk assessment issues.
The change request should be documented on the standard SMS reporting form (SF 02-005). The report should describe the desired change, as well as the reasons for the change request; including any document/chapter/paragraph reference numbering that maybe applicable.
The report should be forwarded to the Port Marine Safety & Counter Pollution Manager, who will log the report in the SMS monitor register and inform the Harbour Master. Each request will be considered in conjunction with appropriate consultation. The result of a request consideration with identified actions will be documented on the reporting form, including where appropriate, reasons for request denial.
The Port Marine Safety & Counter Pollution Manager will monitor its progress until final close out retaining the original document and forwarding a copy to the originator.
4 Responsibility
It is the responsibility of all personnel to ensure that the Marine Safety Management System reflects current practices and circumstances, and therefore the responsibility to report or forward relevant information on identified aspects of the existing system that may require change or correction.
The responsibility for considering change requests lies with the Harbour Master.
The responsibility for logging change requests and monitoring corrective action lies with the Port Marine Safety & Counter Pollution Manager.
Document: SOP-03-004 Change Request V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 1
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Obtaining Consent for Dredging
1 Purpose
The procedure ensures that proper consent is obtained for any dredging operations within the OIC Marine Services’ areas. The procedure also ensures compliance with the Food and Environment Protection Act 1985, Coast Protection Act 1949 and the Harbour Works (Environmental Impact Assessment) Regulations 1999.
2 Scope
The procedure is applicable to all dredging operations that are undertaken within OIC Marine Services’ waters.
3 Procedure
Before any dredging operations commence within OIC Marine Services’ waters consent to dredge must be obtained from the Crown Estate, as owners of the seabed. The following consents and planning considerations must also be obtained: -
• Consent to dispose of dredged spoil at sea from the Scottish Executive Fisheries Research Services (FRS) under the Food and Environment Protection Act 1985; • Consent to dredge may also be subject to the:- a. Harbour Works (Environmental Impact Assessment) Regulations 1999. b. Strategic Environmental Assessment. • Consideration is also given to the implications or requirements of the a) EU Habitats and Birds Directives. b) Water Environmental & Water services (Scotland) Act 2003 c) Code of Practice for Seabed development. (Joint National Archaeology Policy)
Seabed samples will be required from the areas in which it is proposed to dredge for chemical analysis by the Scottish Executive.
Dredging by OIC Marine Services within their harbour areas is exempt from requiring consent under the Coast Protection Act 1949, due to its authorisation under the Orkney County Council Act 1974.
Before any contractor is engaged to carry out dredging operations they must demonstrate that they operate under a risk assessed based Safety Management System.
4 Responsibility
The responsibility for obtaining Consent for Dredging rests with the Deputy Harbour Master (Operations).
Document: SOP-04-002 Dredging Consents V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 1
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Inspection and Maintenance of OIC Marine Services Aids to Navigation
1 Purpose
The purpose of this procedure is to ensure that all Aids to Navigation (AtoNs) owned and operated by OIC Marine Services are maintained fit for purpose.
2 Scope
The procedure applies to all AtoNs owned and operated by OIC Marine Services.
3 Procedure
3.1 Inspection The Assistant Technical Superintendent operates a rolling programme of annual inspection for all AtoNs owned and operated by OIC Marine Services. All AtoNs are inspected at least once per annum. Contractual arrangements exist between the General Lighthouse Authority (Northern Lighthouse Board) and OIC Marine Services.
Inspections of AtoNs are logged on the Northern Lighthouse Board (NLB) computerised system.
3.2 Routine Maintenance All routine maintenance of navigational lights is conducted in accordance with the respective maintenance programme and specification.
Routine maintenance work undertaken is scheduled and monitored through the Marine Services computerised maintenance system.
3.3 Emergency Maintenance Notification of an Aid to navigation failure is normally made through the Marine Operations Room.
• Faults to Category 1 navigation lights or buoys should be reported to the Assistant Technical Superintendent by home telephone or mobile telephone. In the event it is not possible to contact the Assistant Technical Superintendent, another line manager should be contacted and advised of the reported technical problem. • The Harbour Master or Deputy Harbour Master (Operations) should be informed of the fault as per SOP- 04-004 • Faults to Category 2 Navigation aids are seen as not urgent, unless further damage will be caused by delaying the repair and therefore no arrangements require to be made outside office hours.
Reports of faults are recorded in the Navigation Lights and Buoys Failures folder situated in the Marine Operations Room.
The Assistant Technical Superintendent will ensure the NLB Panar 2 database is updated accordingly.
Marine Officers will issue a navigational warning if required as per SOP-04-006.
Document: SOP-04-003 Inspections of Aids to Navigation V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
3.4 Categorisation of Aids to Navigation
All AtoNs owned and operated by OIC Marine Services are assigned the relevant IALA Reliability Category. These categories are listed in the Navigation Lights and Buoys Failures folder.
The availability requirements for the appropriate Categories are: -
Category 1 Availability at least 99.8% Category 2 Availability at least 99.0% Category 3 Availability at least 97.0%
3.5 Recording of Failures of Aids to Navigation
OIC Marine Services maintain a record of Failures of AtoNs with the Panar 2 database; which is distributed by the Northern Lighthouse Board (NLB).
The Panar 2 database maintains a master list of AtoNs, where they are and who is responsible for them. It also maintains a record of failures that have occurred to these AtoNs. It can be used to produce a range of reports showing failures that have occurred and the performance of all AtoNs over defined periods.
There is also a requirement upon the OIC Marine Services, as a local lighthouse authority, to monitor all AtoNs owned by a third party such as terminal operators (i.e. Talisman) and to gather such similar information in line with its own AtoNs and to forward this to the NLB.
4 Responsibility
The Assistant Technical Superintendent is responsible for all routine and emergency maintenance and inspections of AtoNs owned and operated by OIC Marine Services.
The Assistant Technical Superintendent is also responsible for maintaining and updating the Panar 2 database.
Document: SOP-04-003 Inspections of Aids to Navigation V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Aids to Navigation – Reporting of Faults and Defects
1 Purpose
This procedure ensures that any reported failures of Aids to Navigation (AtoNs) within Orkney Coastal Waters are dealt with promptly and warning given to the appropriate authorities and Mariners.
2 Scope
This procedure is applicable to all AtoNs within Orkney Coastal Waters.
Note: AtoNs owned and operated by OIC Marine Services are maintained as per SOP-04-003. Maintenance of all other AtoNs is the responsibility of the Northern Lighthouse Board, or other pier owners; although there is a requirement upon the OIC Harbours as a Local Lighthouse Authority to monitor all AtoNs owned by third parties in its jurisdiction.
3 Procedure
Recording Failures to Aids to Navigation
OIC Marine Services maintain a record of Failures of AtoNs with the Panar 2 database which is distributed by the Northern Lighthouse Board (NLB).
The Panar 2 database maintains a master list of AtoNs; where they are, and who is responsible for them. It maintains a record on failures and performance statistics of all AtoNs and can be used to produce a range of reports over defined periods.
OIC Marine Services forwards an annual report from the Panar 2 data base to the NLB of all AtoNs in Orkney harbour waters.
The Panar 2 database is maintained and updated by the Assistant Technical Superintendent.
Reports of defects or failure from mariners of AtoNs will normally be made through the Marine Operations Room. On receiving such a report the following information should be recorded in the operations log and the Navigation Lights and Buoys Failures folder located in the Marine Operations Room.
• Name of person or vessel making report, and contact telephone number or callsign/channel; • Identity and position of AtoNs in question; • Nature of defect or failure; • Length of time defect or failure has been experienced.
Upon receiving such a report the information should be evaluated, considering factors including but not limited to the following:
• The reliability of the report; • The time of day with regard to daylight; • Weather conditions with particular regard to visibility; • The likely traffic concentration and type in the area; • If report concerns a buoy out of position, does the shift constitute a significant risk to navigation; Document: SOP-04-004 Aids to Navigation Defects V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
• The category of the AtoN as listed in the Navigation Lights and Buoys Failures folder. Once an evaluation assessment on the severity has been achieved, an appropriate course of remedial action can be decided and initiated. In the case of an unreliable report this may include verification of the information.
If it is considered that a hazard to vessels exists the following action should be taken.
• Harbour Master or, in their absence, the Deputy Harbour Master (Operations) informed;
• On his authority draft a radio Navigation Warning outlining the salient points and broadcast on VHF radio channel 11 having first made an announcement on channel 16. The announcement and broadcast should be prefixed “Securite”;
• If an AtoNs is likely to be faulty for longer than 24 hours, a Notice to Mariners should be issued (see SOP-04-006);
• Establish with the Harbour Master or Deputy Harbour Master (Operations) the repetition period of the broadcast;
• Inform Shetland Coastguard of the details by telephone and if requested send copy of the Navigation Warning by fax/e-mail;
• Inform the Assistant Technical Superintendent of defect/failure and establish likely time frame for repair. (If the defect is of a lower priority inform Assistant Technical Superintendent at the earliest convenient opportunity);
• If the mark is one maintained by the Northern Lighthouse Board inform their operations room in Edinburgh. Establish likely time frame for repair;
• If the mark is one owned and maintained by the Flotta Terminal or St Margaret’s Hope Pier Trust, they should be notified immediately and a timeframe for repairs established.
4 Responsibility
Responsibility for the issuing of navigational warnings and transmittal of information received regarding navigational aids within OIC Harbours waters lies with the Duty Marine Officer.
The Assistant Technical Superintendent is responsible for maintaining and updating the Panar 2 database
Responsibility for the maintenance and repair of AtoNs owned and operated by OIC Marine Services lies with the Assistant Technical Superintendent. For those owned and operated by others lies with that organisation.
Responsibility for the maintenance and repair of General AtoNs operated by the Northern Lighthouse Board lies with that organisation.
Document: SOP-04-004 Aids to Navigation Defects V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Marking or Removal of Wreck or Abandoned Vessels
1 Purpose
The procedure ensures that any wreck or abandoned vessel which may have safety or environmental implications for operations within the OIC Marine Services’ harbour areas, is reported and appropriate action taken by OIC Marine Services to ensure the safety of navigation in the area. The procedure also ensures compliance with the Merchant Shipping Act 1995.
2 Scope
The procedure is applicable to all wrecked or abandoned vessels that lie within OIC Marine Services’ harbour limits as defined in Orkney County Council Act 1974.
3 Procedure
The Marine Operations Room will normally receive reports of wrecks or abandoned vessels. On receiving such a report the following information should be recorded in the operations log: -
• Name of person or vessel making report, and contact telephone number or callsign/channel; • Identity, type, size and position of wreck or abandoned vessel; • Details of incident leading to the wreck/abandonment; • Details of cargo, bunkers and any other polluting or dangerous agents on board.
Upon receiving such a report the information should be evaluated, considering factors including but not limited to the following: -
• The reliability of the report; • The type and size of vessel concerned; • The position of the object with regard to depth of water and proximity to shipping lanes; • The likely traffic concentration and type in the area; • If an abandoned vessel the time of day with regard to daylight; • Weather conditions with particular regard to visibility, wind speed and direction.
Once an evaluation of the information has been made a risk assessment of the severity can be arrived at and a course of action decided upon. In the case of an unreliable report this may include verification of the information. Risk assessments should be recorded and logged as per SOP-002- 001.
If necessary complete an oil spill report (Polrep) and initiate the OIC Marine Services Oil Spill Contingency Plan.
If it is considered that a hazard to navigation exists the following action should be taken: -
• Inform the Harbour Master and the Deputy Harbour Master (Operations); • On their authority draft a radio Navigation Warning outlining the salient points and broadcast on VHF radio channel 11 having first made an announcement on channel 16; The announcement and broadcast should be prefixed “Securite”; • Establish with Harbour Master and/or the Deputy Harbour Master (Operations) the repetition period of the broadcast;
Document: SOP-04-005 Removal of Wrecks or Abandoned Vessels V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
• Inform Shetland Coastguard (if they are not already aware) of the details by telephone and if requested send copy of Navigation Warning by fax; • Inform the Deputy Harbour Master (Operations) or deputizing officer with a view to marking a wreck with the appropriate buoy/s; • Draft and distribute a Notice to Mariners detailing the position and state of the wreck (see SOP- 04-006); • Inform the Hydrographic Office with details of proposed action; • Any notices to the Hydrographic Office and any Notices to Mariners should be annotated with the name of the chart datum used (i.e. WGS 84). WGS 84 preferred (also = ETRS 89); • If the wreck cannot be marked by OIC Marine Services personnel, inform Northern Lighthouse Board at their operations room in Edinburgh. Pass all details and establish likely time frame for marking; • If a vessel becomes abandoned within OIC Marine Services’ waters or piers, steps will be taken if necessary to remove it to a more appropriate safe position, including siting it away from locations likely to cause further navigational hazards or congestion problems for other port users, whilst salvage or ownership matters are satisfactorily clarified.
4 Responsibility
The responsibility for marking or removal of wrecks or abandoned vessels rests with the Harbour Master.
Document: SOP-04-005 Removal of Wrecks or Abandoned Vessels V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Notice to Mariners
1 Purpose
To provide instruction on the production and circulation of Local Notices to Mariners that inform port users of new or temporary navigational hazards or occurrences. These may be single or multiple events and include matters relating to the safety of navigation, Aids to Navigation, including significant alterations to Navigational Publications.
2 Scope
This procedure relates to Local Notices to Mariners relating to events within or in close proximity to OIC Marine Services harbour areas. The procedure relates to the production, circulation and cancellation of Local Notices to Mariners.
3 Procedure
When circumstances or occurrences are identified which may prove a hazard to navigation, including changes in Navigational aids, Navigational Publications or other related matters, they should be brought to the attention of either the Harbour Master or the Deputy Harbour Master (Operations).
The information should then be authenticated before being included in a Local Notice to Mariners. The form that a Local Notice to Mariners should take is provided in Appendix 1 to this procedure. Reference to a chart datum (e.g. position of wreck) should be annotated with the name of the chart datum used (i.e. OSGB 36 or WGS 84). WGS 84 preferred (also = ETRS 89).
All Local Notice to Mariners must have the approval of the Harbour Master, or in his absence the Duty Harbour Master.
Each Notice to Mariners should be numbered consecutively in any one year. A file of Notice to Mariners is kept with the Deputy Harbour Master (Operations) and the Marine Operations Room.
A completed Notice deemed to require immediate broadcast will be done utilizing the standard prefix ‘Securite’ and thereafter at the next and subsequent routine traffic broadcasts on the advertised VHF channel until no longer in force. The notice is also placed on the Harbours’ internet website.
Where the Harbour Master or the Deputy Harbour Master (Operations) deems the nature of the information relayed through the local Notice of Mariners warrants a wider distribution, arrangements will be made to publish the Notice and to circulate appropriate copies to identified addressees detailed in Appendix 2 to this Procedure.
4 Responsibility
The production of Notices to Mariners is the responsibility of the Harbour Master or the Deputy Harbour Master (Operations) but may be delegated to a Marine Officer if necessary. The Notice to Mariners must be approved by the Harbour Master, or in his absence the Duty Harbour Master prior to transmittal.
Document: SOP-04-006 Notices to Mariners V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 3 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Appendix 1 – Example Notice to Mariners
ORKNEY ISLANDS COUNCIL
MARINE SERVICES
NOTICE TO MARINERS
No. 1 / 2016 Issued 15 March 2016
Mariners are advised that major marine civil works has commenced on the extension of the North Pier, Stromness.
The works will include the removal of existing end fenders, 14 meter pier extension, existing deck level raised by approximately 1.2 metres, fitting of new and extending existing timber fenders and the installation of a new linkspan. The installation of a temporary linkspan on the inside berth to allow the existing linkspan to be replaced and improvements made to the access bridge.
The piling for the pier extension will take approximately 6 weeks to complete with the temporary linkspan due on site mid July preceding installation of new linkspan during August/September 2016. All works are to be completed prior to start of new ferry service October 2002.
Mariners are asked to keep well clear of the works during construction.
Brian Archibald Harbour Master Harbour Authority Building Scapa Orkney
Document: SOP-04-006 Notices to Mariners V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 3 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Appendix 2 – Distribution List for Notice to Mariners NOTICE TO MARINERS –DISTRIBUTION LIST
Chief Executive, Northern Lighthouse Board, 84 George Street, Edinburgh, EH2 3DA [email protected]
UK Hydrographic Office [email protected] Local coastal tankers: [email protected]
Orkney Ferries Ltd, Shore Street, Kirkwall, KW15 1LG Ferry Services Manager Marine Superintendents Email: [email protected] [email protected] [email protected] [email protected] Golden Marianna [email protected] graemsay@orkneyferries.co.uk hoy[email protected] [email protected] [email protected] [email protected]
Copy: All Pier Masters
Pilot Launches [email protected] [email protected]
Orkney Towage (for office and to tugs) [email protected] [email protected] [email protected] Deputy Harbour Master (Operations) Deputy Harbour Master (Strategy & Support) Marine Superintendent – Towage and Launches Port Marine Safety & Counter Pollution Manager Technical Superintendents File Copy: G:\Reception\Admin\Notice to Mariners
Document: SOP-04-006 Notices to Mariners V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 3 of 3
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Notice to Mariners
1 Purpose
To ensure that relevant Local Marine information which is distributed through Notices to Mariners, Chart Corrections, Navigation Warnings or other sources can be brought to the attention of Pilots and Marine Officers.
2 Scope
This procedure relates to Local Notices to Mariners, Chart Corrections, Navigation Warnings or other relevant information on events or occurrences relating to the safe navigation within or in close proximity to OIC Marine Services harbour waters.
3 Procedure
When any Local Notices to Mariners, Chart Corrections, Navigation Warnings or other relevant information on events or occurrences relating to the safe navigation are received at the operations room, the Duty Marine Officer will ensure that the original or a suitable paper copy is placed within the ‘Local Marine Information’ file, and that the index and signature record sheets are amended.
Where any Notice to Mariners, Chart Corrections, Navigational Warnings or other relevant sources of information are received by the Harbour Master or other staff they will ensure that these are delivered or copied to the operations room as soon as practical.
In each case copies of the original shall be displayed on the Pilotage Noticeboard with the original being filed.
All Admiralty Notices to Mariners are kept for two years.
The first issued local Notice to Mariners in each year will contain a complete list of those notices previously issued and still in force.
Pilots and Marine Officers coming on duty must make themselves aware of the latest information at the beginning of each shift, indicating they have done so by signing the appropriate record sheet in the Local Marine Information File.
4 Responsibility
Responsibility for the updating the ‘Local Marine Information’ file lies with the Duty Marine Officer. This includes ensuring that superseded or redundant information is suitably cancelled and the record sheets amended.
It is the responsibility of each Pilot and Marine Officer to ensure that he is aware of the latest local marine information when returning to duty and periodically throughout their duty periods.
5 Other References
SOP 04-006 Notices to Mariners
Document: SOP-04-007 Circulating Local Marine Information V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 1
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Procedure for Traffic Monitoring in Harbour Areas
1 Purpose
The purpose of this procedure is to ensure that all vessel traffic entering, leaving, transiting or carrying out special operations in the competent harbour authority areas for Scapa Flow, Wide Firth/Shapinsay Sound is tracked or monitored. OIC Marine Services is therefore able to co- ordinate all port movements within these areas and provide information accordingly.
2 Scope
This procedure covers all vessel movements within the Scapa Flow, Wide Firth, Kirkwall and Shapinsay harbour areas.
3 Procedure
3.1 Traffic monitoring and VTS system General
The Duty Marine Officer is expected to maintain an alert watch by all means available, with all relevant watch equipment kept switched on and operational. The volume of the radios should be set so that they can be easily and readily heard at all times. A continuous listening watch will be maintained on VHF channels 16 and 11; together with the tug or Pilot launch private channels.
Traffic must be monitored on the VTS system when approaching, transiting or leaving harbour areas. There may also be requirements at other times to monitor closely specific locations such as, but not limited to, vessels at anchor, STS transfer or diving operations; particularly when special circumstances prevail, or an exclusion zone has been established for operational safety or port security purposes.
When vessel names are not automatically assigned to targets through the Automatic Identification System (AIS) transmissions, these should be assigned manually by the Duty Marine Officer to all radar targets when identification is established.
Any vessel which appears to be standing into danger, must be contacted and advised accordingly. Similarly any vessel in contravention of the OIC Marine Services Byelaws must be contacted and advised of this fact. It should be noted that any contravention of Marine Services Byelaws may result in a prosecution and any evidence should be correctly handled.
In addition the Duty Marine Officers should ensure that due to the strong tidal influences existing in and around the area, traffic arriving or departing pilot stations are acquired and tracked on the VTS system. It is essential that the duty Marine Officer monitors these vessels inward bound and outward bound in accordance with SOP 05-002 and acts accordingly to ensure vessels maintain any recommended approach channels or intended passage plan. Particular attention should be given prior to the pilot boarding the vessel and once the pilot has disembarked until a vessel is well clear.
Information originating from the VTS system can be passed to vessels on request as advice, but cannot be used for remote Pilotage purposes.
Document: SOP-05-001 Traffic Monitoring in Harbour areas V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Marine Officers should bear in mind when relaying such information or advice, those areas which are supported by both Radar and AIS, and those which are only supported by AIS.
Records and promulgation of information
The Duty Marine Officer will ensure that Pilots, Pilot launches and tugs are kept informed of shipping movements.
Daily shipping movement records are forwarded to HM Customs and Excise
4 Responsibility
The Duty Marine Officer is responsible for the monitoring of vessel traffic.
Document: SOP-05-001 Traffic Monitoring in Harbour areas V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Recommended Navigation Channels for larger vessels bound to or from Scapa Flow
1 Purpose
These procedures ensures that all larger vessels bound to or from Scapa Flow or the Flotta Oil Terminal follow the recommended navigation channels which are shown on Admiralty Charts. This therefore ensures they are navigated in the safest waters within the approaches to Scapa Flow.
2 Scope
This procedure applies to all vessels subject to compulsory pilotage, as defined by the pilotage directions, bound to or from Scapa Flow and using the southern pilot stations.
3 Procedure
3.1 General Larger vessels bound to or from Scapa Flow are to prepare a passage plan in accordance with SOP 05-007 considering tidal information under Section 3 (g) of the procedure. The tidal flow in the Pentland Firth is such that Masters should pay particular attention to the information and details contained in the following publications, prior to their arrival or departure from Scapa Flow, ensuring that suitable allowances are made within their passage plan.
• Admiralty Tidal Stream Atlas Orkney and Shetland Islands NP209; • Admiralty Sailing Directions NP52; and • The recommendations on Admiralty chart number 2162.
Failure to do so could result in a vessel experiencing navigational difficulties arising from the effects of these strong tidal currents.
3.2 Recommended routes See note on Admiralty Charts 2162, 2581 and 35 for deep drafted vessels (as defined in the Harbour Byelaws 1977) approaching recommended channels and tracks.
The Duty Marine Officer shall monitor the passage of vessels to ensure they keep to the recommended channel, advising any vessel that navigates out with the channel(s) of the situation; unless advised by the Pilot or Master onboard that a deviation is anticipated in accordance with their agreed passage plan. The Duty Marine Officer will monitor the vessel’s passage by use of the harbour VTS System as per SOP 05-001.
3.3 Recommended routes for arriving at the Pilot station for the first time Approaching from southeast bound for westerly Pilot boarding area
• Vessels should pass 1.5 miles East of Duncansby Head then steer a course to pass midway between Swona and Stroma Islands; • When approaching with the flood tide (Easterly flow) vessels should maintain a Westerly course until at least 1.5 miles west of Swona Island before proceeding to the Pilot boarding area; • With the ebb tide (westerly flow) vessels can steer towards the Pilot boarding area once they are clear of the south end of Swona Island.
Document: SOP-05-002 Recommended Navigation Channels V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 3 Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Approaching from west to westerly Pilot boarding area
Vessels should pass at least 2.5 miles south of Torness on the island of Hoy before setting course to the Pilot boarding area.
Easterly Pilot boarding area - north of Swona Island
• It is not recommended that Masters without local knowledge proceed between the islands of Swona and South Ronaldsay unless advised to do so by the Pilot who should be on station at the boarding area prior to the vessel entering the OIC Marine Services harbour area. Masters who are familiar with the area may proceed between Swona and South Ronaldsay but must ensure that when proceeding with the flood tide they do not set on to the Lother Rock and with ebb tide do not set on to Swona Island.
Passage between South Ronaldsay and Muckle Skerry
• It is not recommended that vessels use this channel.
3.4 Departing Scapa Flow West bound vessels
• The Master should proceed into the Pentland Firth passing one mile east of Switha Island and set a course to pass at least 1.5 miles southeast of South Walls.
South east bound vessels
• The Master should proceed into the Pentland Firth passing one mile east of Switha Island and then proceed on a south-westerly course keeping at least 1.5 miles west of Swona Island. A course can then be set to pass midway between Swona and Stroma Islands; • The vessel should then make a course to pass 1.5 miles northeast of Duncansby Head; • The Master must keep a careful watch on the effect that the tides have on his vessel whilst turning to port; • With the ebb tide, the vessel may be slow to respond due to the vessels bow encountering the ebb tide while the stern is still in the eddy west of Swona.
Passage east of Swona
• It is not recommended that Masters without local knowledge use this channel. Providing Masters who are fully aware of the tidal currents which will affect the vessel when passing between Swona Island and Lother Rock, they may use this channel; • It cannot be emphasised strongly enough that vessels will experience strong tidal set both eastwards with flood tide and westwards with the ebb tide as they proceed down this channel and once clear of the south end of Swona Island; • Masters should make a course to pass midway between Swona and South Ronaldsay when Stanger Head is 0.5 miles abeam; • When abeam of the north end of Swona Island, the Master should steer a course keeping to the middle of the channel. A careful watch must be maintained on the vessels course and speed as the very strong tides can quickly set the vessel towards the Lother Rock with flood tide and towards Swona Island with the ebb tide; • Once clear of the Lother Rock a course can be set to pass 1.5 miles east of Duncansby
Document: SOP-05-002 Recommended Navigation Channels V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 3 Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Head.
Passage between South Ronaldsay and Muckle Skerry
• It is not recommended that vessels use this channel.
3.5 Manoeuvring for boarding and landing Pilots • Masters should, where possible, when approaching the Pilot boarding area, maintain full sea speed until advised to reduce by the Pilot. Once the Pilot has disembarked on departure, the Master should increase to full sea speed as soon as possible; • The normal speed for boarding and landing Pilots is to the Launch Coxswain’s requirements and Pilot’s advice ; • The Master should ensure that his vessel remains in hand steering when navigating the Pentland Firth and its approaches and not engage automatic steering until well clear of the area.
Pilots are expected to advise Ships Masters on these matters through usual Pilot/Master exchanges of information either when onboard or through radio communications from Pilot launches.
3.6 Suspension of boarding and landing Pilots • In severe weather conditions, boarding and landing of Pilots may be suspended. Orkney VTS will advise Masters as soon as possible when these restrictions are in operation. Reference should be made to SOP-06-002.
3.7 Orkney VTS • Orkney VTS maintains a continuous watch on VHF channel 16 & 11 and can advise vessels on the latest tidal, shipping or pilotage matters.
4 Responsibility
The Responsibility for ensuring that a vessel follows, as closely as practicable, the recommended navigation channel lies with the ship’s Master, assisted by the Pilot if one is aboard.
The responsibility for establishing and promulgating information indicating Safe Navigation Channels lies with the Harbour Authority.
It is the Duty Marine Officer’s responsibility to monitor traffic using the recommended channels and to advise vessels if their progress becomes non-compliant.
Document: SOP-05-002 Recommended Navigation Channels V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 3 of 3
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Marine Operations Room
1 Purpose
This procedure ensures that all information logs are completed correctly and kept up to date. The procedure also ensures consistency between watch shifts and ensures a smooth hand-over of each watch.
2 Scope
This procedure covers administrative duties and operational requirements in the Marine Operations Room, Harbour Authority Building, Scapa. Reference should also be made to other relevant SOPs detailing other Marine Operation room duties.
3 Procedure
3.1 General The Duty Marine Officer will frequently ascertain that all equipment is in good working order and any faults, deficiencies etc are recorded and notified to the relevant person for remedial action as appropriate.
Computer database and movements book must be updated as soon as practical as the database is accessible over the network. Every vessel should have a next movement pending giving the time the Pilot is required and the estimated box ticked if necessary. Such updating should be completed prior to handing over the watch.
The Duty Marine Officer shall maintain a continuous listening watch on Channels 11 and 16. A listening watch may also be required on any other prearranged working channel, including (but not limited to):
• Channel 9 – tug operations channel; • Pre-programmed private channels for tug and pilot launches. • Channel 14 – Operations at Kirkwall and Stromness
The duty marine officer should monitor weather conditions at Scapa Pier with reference to the safety of tugs and pilot launches. If at all concerned contact: -
• Pilot launch – duty crew or 2nd duty crew after considering hours worked previously • Tugs – Marine Superintendent – Towage and Launches
Prior to the end of each shift the marine operations room watch hand over records must be completed. All parts of the check list must be completed and signed off. The Marine Officer commencing the shift must also sign the page to acknowledge they are aware of any items defective or outstanding.
Document: SOP-05-003 Marine Operations Room V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 8 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
3.2 Operators log The operator’s log (SF 05-002) is a primary source of information in the event of an enquiry and should contain a detailed record of events that are clear and understandable. All operational or safety incoming and outgoing communications via radio or telephone must be logged showing times, source and means of communications used. In the case of radio, the channel used should be logged. Fax or e-mail messages should be filed appropriately.
The weather conditions should be entered in the log at midnight, noon and at the end of each watch. This should include wind speed and direction, barometric pressure, visibility and general weather. In exceptional poor weather conditions, severe winds or if there is a dramatic change in the weather conditions then a weather report should be entered more frequently, hourly if it is thought appropriate.
If any errors are made these should not be erased. A line should be drawn through the error and a correction written beside or above it. Any such corrections should be initialled by the person making them.
The Duty Marine Officer should sign his name at the bottom of each page on which he has made entries and sign the log at the end of each watch with the time he completes his watch. The on- coming Officers should sign on for the start of his watch.
If, at any time during a watch, the duty Marine Officer is relieved for a short period, then he should sign off in the log and the person covering for him should sign on. On his return to duty, the Marine Officer should sign on again after the covering man has signed off.
3.3 Non AIS vessel reporting log sheet Vessels reporting to Orkney VTS not fitted with AIS equipment must be recorded in the non AIS vessel movement log sheet (SF 05-003), all relevant details must be recorded. Completed log sheets must be filed in the appropriate folder.
3.4 PEC record sheet A compulsory pilotage vessel reporting to Orkney VTS on departure from a berth and inwards to the Competent Harbour Authority Area with a PEC holder on board must be recorded in the PEC record sheet (SF 05-005). At the end of each day the number of entries must be totalled for each vessel. The sheet will be forwarded to the main reception office at the end of each calendar month.
3.5 Tidal information and weather forecasts The Duty Marine Officer on night shift is responsible for updating the tidal information.
Local weather forecasts are to be broadcast at 0915 and 1715 daily. Updates to the local weather forecast are to be broadcast as soon after receipt as possible at times of adverse weather. The times when the local forecast is transmitted should be recorded in the operator’s log. Local weather forecasts are also to be uploaded to the Harbour’s web site as soon as they are received.
Weather observations should be entered in to the spreadsheet and e-mailed to forecast provider at 0000, 0600, 1200, and 1800.
Care should be taken that all transmitted documents are properly typed and formatted.
Document: SOP-05-003 Marine Operations Room V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 8 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
3.6 Daily routine duties Duty Marine Officers should complete the following during a 24 hours shift period:
• 0005 Update Pilot board • 0600 Update duty Pier Master and pilot launch crew board • E-mail shipping movements to Shetland Coastguard – Daily • Weather forecast - When received from the forecasting provider these to be faxed and/or e- mailed, to the appropriate weather group and other approved recipients • Marine Services website and the voicemail telephone message system updated. • Fax shipping movements to the Orcadian (Mondays only) • Change barograph sheet (Mondays only) • 0730 Check shipping movements database updated for office staff arriving • 0915 Broadcast weather forecast and any navigation warnings • Marine Services website and the voicemail telephone message system updated. • Broadcast weather forecast and any navigation warnings • Update shipping movements on the database and the Marine Services website as required.
3.7 Pilot movements and downtime All movements of pilot boats and crews are to be logged.
Prior to a Pilot’s departure, the required forms should be prepared along with a Personal Locator Beacon and radio handset tested and ready for use. Any other requested preparation for the anticipated shipping movement is to be to hand. On completion of the pilotage act, the record of the act should be recorded without delay. Duty Marine Officers should liaise with Shipping Agents to ensure no relevant information field is left empty.
When a Pilot leaves a pier for the purpose of ship handling, a continuous listening watch will be maintained on agreed working channels, which may be in addition to those channels listed in Section 3.1. Such additional listening watch will be maintained until the Pilot returns to the pier.
Any down time when boarding or landing of Pilots is suspended must be recorded in the ops room downtime records in the computer network. A more frequent log of the weather conditions during such times must be kept in the operator’s log. The Duty Marine Officer should relay all information from duty pilots and/or duty Coxswains to the Harbour Master, or in his absence the Duty Harbour Master and/or the Deputy Harbour Master (Operations) when formal requests for the suspension of the pilotage service are received.
3.8 Pilot launch crew When a pilot launch is required in Kirkwall and Scapa Flow simultaneously, arrangements should be made for the second duty crew to muster to enable the manning of both launches. Such appropriate arrangements should be made in a timely manner with the designated second duty crew whenever possible. When calling for a pilot launch, the Duty Marine Officer should phone the coxswain who will then call the remaining crew members.
3.9 Flotta Terminal Close contact must be maintained with the Flotta Oil Terminal and the information on the berthing of vessels, expected completion and times a pilot is required to be recorded. The Duty Marine Officer is also expected to check periodically with the Flotta Oil Terminal on the progress of operations. Document: SOP-05-003 Marine Operations Room V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 3 of 8 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
When vessels are loading on the SPM and mean wind speeds of over 30 knots are experienced, loading operations will cease, the hoses will be disconnected, blanked off and hung off ready for instant slipping. In extreme weather conditions, it may be necessary to unberth the vessel from the SPM. It is therefore imperative that the situation be closely monitored with the Flotta Oil Terminal.
The operating wind parameter for loading at the LPG jetty is set at a mean speed of 43 knots. In both scenarios the Duty Marine Officer should consult with the Flotta Oil Terminal if in fact operations have been suspended and note the times in the operators log and ops room downtime records.
Prior to a pilot arriving at the Flotta Oil Terminal the duty Marine Officer must contact the security office to arrange for transport to the LPG Jetty for the pilot.
3.10 Flotta Terminal VHF The Oil Movements Control Room at Flotta terminal has a radio set permanently tuned to marine VHF channel 69. When it is necessary to contact the Terminal and all other methods of communication have failed, this channel can be used. The call sign for Oil Movements Control Room is “FLOTTA BASE”.
The purpose of this channel is to serve as a back-up communication method to terminal VHF radio sets placed on all vessels loading and/or discharging at the jetty or SPM. All communications will be answered at any time as the Oil Movements Control Room is manned on a 24-hour basis. The duty operator will pass on all messages immediately
3.11 Ship to ship transfers The operating wind parameter for ship-to-ship transfers (STS) is set at a mean wind speed of 35 knots. If the wind speed reaches this level then STS vessels must be instructed to cease pumping cargo and disconnect cargo hoses; the Duty Harbour Master and/or Deputy Harbour Master (Operations) should be informed of this action. If the vessels are moving in a manner such that they may damage each other then they should be separated and anchored at a safe location within Scapa Flow.
If during a ship to ship transfer, weather conditions are forecast to deteriorate to mean wind speeds of 35 knots or greater, the following should be informed to enable early communication between STS Superintendent, STS Vessel Masters and Pilots. This will enable timely mobilization of pilots if separation is likely to be needed: -
• STS superintendent for onward notification of Vessel Masters and ship agents; • Duty Pilot; • Duty Harbour Master; • Deputy Harbour Master (Operations)
3.12 Tug Manning – vessels at anchor in Scapa Flow
When any vessel, laden or in ballast, is at anchor in Scapa Flow the duty marine officer must monitor the current and forecasted weather conditions affecting the Scapa Flow area.
Document: SOP-05-003 Marine Operations Room V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 4 of 8 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
When a forecast is received indicating a mean wind speed of 35 knots or more, all tugs are to be informed of the same. This will set in motion the need for the tug to have a crew member on board.
Once the actual mean speed reaches 35 knots (60 minute average) at 2 of the 4 (Barrel of Butter. Scapa, Sandy Hill or Stromness) weather stations situated around Scapa Flow, the tugs must be advised of same.
Two of the three tugs then will be fully manned. The tug crews will be called in by the crew member.
If the mean wind speed is forecast to be in excess of 50 knots then call either the Duty Harbour Master, the Deputy Harbour Master (Operations) or the Harbour Master for further advice on the manning of tugs.
The above should be treated as the norm but is subject to change depending on the number of vessels at anchor and whether in ballast or laden condition.
In addition to the above, it is a requirement for vessels anchored within Scapa Flow to have their main engines ready for manoeuvring on a maximum notice period of 30 minutes when the mean wind speed has reached 35 knots at two of the four weather stations situated around Scapa Flow. The duty marine officer shall inform vessels when this wind speed criteria has been reached.
3.13 Berth availability and usage at smaller harbours For vessels bound for Kirkwall, Stromness or other small piers information on berth availability and usage can be obtained on through contact with their respective offices or pier master during working hours. When non-scheduled vessels are expected for the relevant Harbour or Pier, staff should be contacted and advised of the situation and updated as required; the vessel should be advised to contact the local harbour or pier on the working channel or given relayed information as appropriate. The Duty Marine Officer should also satisfy himself that all necessary arrangements are in hand for the safe arrival or departure of such a vessel.
Recreational vessels wishing to use marina facilities at OIC harbours and who fail to make radio contact with local harbours should be advised of the location of visitor berths and appropriate procedures to ensure their arrival is suitably recorded.
3.14 Miscellaneous The number of passengers on board liners must be recorded in the Shipping Records book and also on the list of liners calling into Orkney for quick reference.
Keep the Office Administrator informed of the following:-
• Tankers arriving at Scapa Flow, then departing without uplifting cargo (due to change of orders); • STS receiving or importing vessels; • Pilot boat use – e.g. overcarried pilots, ferry trips for teachers to North Isles, etc., where there is not a pilot on board – a chit must still be completed and charter recorded on the reporting forms; • Bunker vessels and tankers using Scapa Pier; • Any other vessels which do not follow normal operating procedures e.g. Royal Naval vessels, Fishery Protection vessels, NLB V/Ls, CG ETV, etc. • Any compulsory pilotage vessel that arrives or departs without a Pilot onboard due to pilotage being suspended.
Document: SOP-05-003 Marine Operations Room V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 5 of 8 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
3.15 Power Cuts In the event of a power cut, a diesel generator located at the rear of the main building should automatically start/stop and provide power to the Marine Operations Room. Should the engine start the light above the radar transceiver room door will illuminate. If the engine fails to start automatically then the engine will have to be started manually from the generator room. Self- contained emergency lighting will provide illumination for exit from the building.
To start the generator:
• Take the key (hanging in key box in Marine Operations Room) and enter the generator room via louvered double doors at rear of building; • Locate ‘reset’ button on control panel and press it. Engine should start; • If the engine fails to start, turn ‘plant control’ switch to RUN position; • If malfunction persists, call the Electrician.
When mains power has been restored, press ‘Mains Return’ button.
Whenever the emergency generator plant has been used, inform the Electrician at earliest opportunity.
3.16 Harbour Patrols The Duty Marine Officer should liaise with the duty Coxswain to ensure periodic patrols of OIC Harbour Authority’s waters are undertaken by the pilot launches or similar craft as described in SOP-05-008. These are to be recorded with any salient observations in the operation room’s log.
3.17 Emergency Response. OIC Marine Services maintains a series of contingency plans to deal with possible port emergencies and covers such events as, but not restricted to:- a) Fire b) Explosion c) Pollution d) Collision/sinking e) Escape of toxic gases, liquid and hazardous chemicals f) Radio active substances. g) Security Incident.
The duty Marine Officer should, on receiving any notification that such an incident has occurred, follow the procedures as described in SOP 10-001 and the relevant Emergency Contingency Plan.
3.18 Minor Incidents and Non-Conformity reports. Accidents or incidents occurring should be reported to the Harbour Master and/or the Deputy Harbour Master (Operations) and further reported to the Port Marine Safety and Counter Pollution Manager for additional investigation or action as required.
Recording of all Accidents, Incidents and Non-Conformities is described in SOP 02-004 and SOP 03-003. The Duty Marine Officer should initiate the required recording as per the stated procedures, if not already being undertaken by others.
Document: SOP-05-003 Marine Operations Room V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 6 of 8 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
3.19 Pre-arrival Notification Certain vessels are required to provide Harbour Authorities with specific information prior to their arrival in port, as detailed in:-
SOP 05-011 (Vessel Prior Notification Reports) SOP 07-010 (Port Waste Management) SOP 07-012 (Ballast Water Management in Scapa Flow) SOP 11-001 (Pre-arrival security information)
The Duty Marine Officers should ensure that these are received at the operations room and processed in accordance with the relevant SOP.
3.20 Mobilisation of tugs - Outside of normal Harbour Operations All requests or inquiries regarding towage services for Orkney Towage tugs outside normal Harbour Operations should be immediately directed to Orkney Towage management in the following order of availability:
• Marine Superintendent – Towage and Launches • Duty Harbour Master • Deputy Harbour Master (Operations) • Harbour Master
In the initial enquiry, tug availability should not be discussed as this may compromise subsequent contractual negotiations.
3.21 Lone working alarm system The marine operations room is fitted with a lone worker alarm system. The equipment must remain active at all times. The room sensor will monitor the marine operations room at all times. When it is necessary to leave the marine operations room/top floor area the radio alarm transmitter must be taken by the marine officer. This will disable the motion sensor and activate the radio alarm transmitter.
The radio alarm transmitter must be tested daily by using the alert function. The receiver unit should be cancelled prior to the lone worker alarm system dialing to the Central Station monitoring. A test must be completed with the central station monitoring on the first Monday evening of each month.
Procedure: - 1 Contact Central Station monitoring on telephone 01279 635 464. 2 Request to test lone worker alarm system and quote password – 161426 and agree test. 3 Activate the lone worker alarm on the radio alarm transmitter for a period of at least 1-2 minutes. 4 Cancel alarm. 5 Contact Central Station monitoring on telephone 01279 635 464 and confirm test was received.
Marine Officers must be familiar with the operation of the equipment at all times.
Document: SOP-05-003 Marine Operations Room V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 7 of 8 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
4 Responsibility
It is the responsibility of the Duty Marine Officer to ensure that all aspects of this procedure are carried out in a timely fashion and logged accordingly.
It is the responsibility of the Deputy Harbour Master (Operations) to oversee all operations carried out in the Marine Operations Room and to ensure compliance with relevant regulations and guidelines.
Document: SOP-05-003 Marine Operations Room V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 8 of 8
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow
Other Ports & Harbours
Kirkwall Port Control
1 Purpose
The procedure ensures that any vessel, which is navigated within the Kirkwall Harbour area, is operating within a safe environment. It will also ensure that all vessels within the area are aware of the presence and movement of other vessels that may affect its safety.
2 Scope
The procedure is applicable to all vessels of 12 metres or more length overall or carrying more than 12 passengers navigating within 1,000 metres of Kirkwall or Hatston Pier.
3 Procedure
Any vessel of 12 metres or more length overall or carrying more than 12 passengers, prior to arriving or departing Kirkwall pier must report its movement and position to: • Kirkwall Harbour Radio by VHF radio on Channel 14; or • If unable to raise Kirkwall Harbour Radio then to Orkney VTS on VHF Channel 11.
This should ensure that all vessels of 12 metres or more length overall or carrying more than 12 passengers can be made aware of the presence and planned track of other traffic, which are also underway or manoeuvring within the harbour.
The Pier Master and the marine operations room at Scapa should liaise as required to ensure arrivals or departures of non-regular commercial vessels are adequately dealt with along with any services they have requested whilst in port. These specific vessels are likely to be subject to pre- arrival notification requirements for: -
Garbage declaration…..………………….. (SOP 07-010) Prior-notification to harbour authorities….. (SOP 05-011) Pre-arrival security notifications…………. (SOP 11-001)
These notifications should be received at the marine operations room at Scapa for appropriate action. However these and other vessels should also declare to the Kirkwall Pier Master any particulars under the Orkney Harbour Byelaws Part II (4), including: -
• Tonnage; • Draught; • Port of origin; • Cargo details.
Document: SOP-05-004 Kirkwall Port Control V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow
Other Ports & Harbours
All vessels within the harbour area should be navigated with care and attention and at a safe speed as described in Orkney Harbour Byelaws Part IV (15) and abide with all other applicable requirements as contained in the Orkney Harbour Areas Byelaws 1977. These include immediate notification to the Harbour Master by a vessel’s Master if damage is sustained, or from which oil or any other dangerous substances is escaping or likely to escape, and/or their involvement in a collision or other circumstances causing a condition as to affect its safe navigation or give rise to the safety of other vessels. Details are contained in the Orkney Harbour Byelaws Part II (5) and (Orkney Harbour Byelaws Part VI (31) respectively.
4 Responsibility
The responsibility for operating the Kirkwall Port Control rests with the duty Pier Master assigned this responsibility or in their absence another Pier Master or the Duty Marine Officer at OIC Marine Services, Scapa.
Document: SOP-05-004 Kirkwall Port Control V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Stromness Port Control
1 Purpose
The procedure ensures that any vessel, which is navigated within the Stromness Harbour area, is operating within a safe environment. It will also ensure that all vessels within the area are aware of the presence and movement of other vessels that may affect its safety.
2 Scope
The procedure is applicable to all vessels of 12 metres or more length overall or carrying more than 12 passengers navigating within 1,000 metres of Stromness pier. This area extends to the harbour entrance between the Ness and the Outer Holm.
3 Procedure
Any vessel of 12 metres or more length overall or carrying more than 12 passengers, prior to arriving or departing Stromness pier must report its movement and position to: • Stromness Harbour Radio by VHF radio on channel 14; • If unable to raise Stromness Harbour Radio then to Orkney VTS on VHF Channel 11.
This should ensure that all vessels of 12 metres or more length overall or carrying more than 12 passengers can be made aware of the presence and planned track of other traffic, which are also underway or manoeuvring within the harbour.
The Pier Master and the marine operations room at Scapa should liaise as required to ensure arrival or departure of non-regular commercial vessels are adequately dealt with along with any services they have requested whilst in port. These specific vessels are likely to be subject to pre-arrival notification requirements for:-
Garbage declaration…..………………….. (SOP 07-010) Prior-notification to harbour authorities….. (SOP 05-011) Pre-arrival security notifications…………. (SOP 11-001)
These notifications should be received at the marine operations room at Scapa for appropriate action. However these and other vessels should also declare to the Stromness Pier Master any particulars under the Orkney Harbour Byelaws Part II (4), including:
• Tonnage; • Draught; • Port of origin; and • Cargo details.
Document: SOP-05-005 Stromness Port Control V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
All vessels within the harbour area should be navigated with care and attention and at a safe speed as described in Orkney Harbour Byelaws Part IV (15) and abide with all other applicable requirements as contained in the Orkney Harbour Areas Byelaws 1977. These include immediate notification to the Harbour Master by a vessel’s Master if damage is sustained, or from which oil or any other dangerous substances is escaping or likely to escape, and/or their involvement in a collision or other circumstances causing a condition as to affect its safe navigation or give rise to the safety of other vessels. (Orkney Harbour Byelaws Part II (5) and Orkney Harbour Byelaws Part VI (31) respectively).
4 Responsibility
The responsibility for operating the Stromness Port Control rests with the Stromness Pier Master or in their absence the Duty Marine Officer at OIC Marine Services, Scapa.
Document: SOP-05-005 Stromness Port Control V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Traffic Information Broadcasts
1 Purpose
The purpose of this procedure is to ensure that all marine traffic within Scapa Flow or Wide Firth/Shapinsay Sound and their respective approaches are aware of any vessel movements whether tanker, cruise liner or other types of vessel that may be limited in their ability to manoeuvre. Vessels in the area can therefore take this information into account when navigating or undertaking other marine operations in the area.
2 Scope
This procedure covers all Oil/Gas tankers, Cruise liners and any other vessel type or special nature, whether loaded or in ballast and subject to compulsory pilotage requirements as defined by the Pilotage directions; and/or restricted in its ability to manoeuvre when entering or leaving Scapa Flow and Wide Firth/Shapinsay Sound areas.
This procedure does not apply to regular ferry traffic unless the vessel at the time is restricted in its ability to manoeuvre.
3 Procedure
Traffic information is to be broadcast by the Marine Operations Room when a vessel as defined above is:- a) Shifting/sailing from her berth or anchorage in Scapa Flow, Kirkwall bay, Wide Firth/Shapinsay Sound. b) Entering Scapa Flow, Kirkwall Bay, Wide Firth/Shapinsay Sound from sea. c) When special operations or circumstances are being undertaken or are applicable.
Information to be included: • Name and type of vessel; • Any important specific aspects relating to the vessel. • Vessels planned route, or position of operation. • Pilot or PEC holder onboard (if appropriate).
Document: SOP-05-006 Traffic Information V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 3 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Traffic Information Broadcast – (Example for a vessel departing Scapa Flow)
VHF Channel 16
“All ships Pentland Firth and Scapa Flow All ships Pentland Firth and Scapa Flow All ships Pentland Firth and Scapa Flow
This is Orkney VTS Orkney VTS Orkney VTS
For local traffic information please listen on channel 11, channel One One”
VHF Channel 11
“All ships Pentland Firth and Scapa Flow All ships Pentland Firth and Scapa Flow All ships Pentland Firth and Scapa Flow
This is Orkney VTS Orkney VTS Orkney VTS
The [Tanker Name] has just departed the Flotta Oil Terminal or Scapa Flow Anchorage and is presently under way in Scapa Flow. The vessel’s route will be as follows:
Passing [West or East] of Nevi Skerry then heading south through Hoxa Sound and passing [West or East] of Swona. Once in the Pentland Firth, the vessel will head in a [Direction of travel] direction passing to the [North or South] of Muckle Skerry.
(Adjust broadcast text above to suit an inbound vessel’s and its planned route)
The vessel is loaded; deep drafted and has a Pilot onboard. Mariners are advised accordingly”.
The above message will be repeated twice.
“This concludes the traffic information from Orkney VTS which is now listening on channels 16 and 11.”
Document: SOP-05-006 Traffic Information V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 3 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Traffic Information Broadcast – Example for Kirkwall Harbour and Approaches
VHF Channel 16
“All ships Kirkwall Harbour and approaches All ships Kirkwall Harbour and approaches All ships Kirkwall Harbour and approaches
This is Orkney VTS Orkney VTS Orkney VTS
For local traffic information please listen on channel 11, channel One One”
VHF Channel 11
“All ships Kirkwall Harbour and approaches All ships Kirkwall Harbour and approaches All ships Kirkwall Harbour and approaches
This is Orkney VTS Orkney VTS Orkney VTS”
“The [Vessel Name and type] is inbound to Kirkwall Harbour via Shapinsay Sound with a Pilot onboard.
“The [Vessel Name and type] is outbound from Kirkwall Harbour via the String and Shapinsay Sound with a Pilot onboard.
Mariners are requested to give the vessel a wide berth.”
The above message will be repeated twice.
“This concludes the traffic information from Orkney VTS, which is now listening on channels 16 and 11.”
Document: SOP-05-006 Traffic Information V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 3 of 3
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Port Passage Planning
1 Purpose
Port passage planning is carried out to determine the safest and most efficient passage for a vessel proceeding between two points within the harbour area. The passage plan is to ensure an appropriately detailed navigational plan is established and recorded to enable a vessel to be navigated into and about the harbour areas. Detailed plans are needed to ensure margins of safety.
2 Scope
Port passage planning is required for all vessels operating within harbour authority areas with the exception of recreational vessels, Fishing vessels and vessels under 30 metres overall length.
For vessels piloted by OIC Marine Services’ Pilots, SOP-06-004 (Port Pilotage Planning) also applies.
3 Procedure
The ship’s port passage plan should be produced as an adjunct to the vessel’s berth to berth voyage plan. Once complete, the plan becomes the basis for navigation. Equipment can fail and the unexpected can happen, so monitoring the ship’s progress along with contingency planning is also important in the plans execution and should include, where pertinent, the following: -
(a) The intended track; (b) Course alterations including wheel-over positions; (c) Distances off salient points; (d) Marked areas of danger; (e) Intended speeds in specific areas; (f) Information on weather; (g) Information on tidal flows; (h) Information on under keel clearances; (i) Positions where a change in machinery status is required; (j) Positions for reporting to VTS and pier master; (k) Intended approach/departure to or from ship’s mooring; (l) Information on mooring arrangement; (m) Latest available Navigational warnings. (n) Contingency plans in event of an emergency.
Wherever a vessel becomes involved in an incident (e.g. a grounding, collision or dangerous occurrence) within the harbour authority area, the master must ensure that all records with regard to the passage, particularly the port passage plan, can be accessed for investigation purposes.
4 Responsibility
It is the responsibility of the vessel master or owner to produce port passage plans as required. For regular journeys a generic port passage plan may be used in conjunction with latest relevant weather, tidal and navigational information
Document: SOP-05-007 Port Passage Planning V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 1
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Harbour Patrols
1 Purpose
The purpose of undertaking harbour patrols is to monitor shipping, environmental issues or security within harbour waters including compliance with Orkney Marine Services’ Byelaws and Directions, as well as noting the operational efficiency of Aids to Navigation or other navigational matters.
A patrol ensures a visible presence of OIC Marine Services within their harbours waters, along with tug movements together with other occasional harbour craft.
2 Scope
This procedure covers all Harbour areas.
3 Procedure
Harbour patrols are conducted using a Pilot boat or similar harbour craft on a random basis, covering areas either in part or whole as considered appropriate. This avoids the potential for exploitation by port users resulting from operating on any predictable routine.
Patrols will usually be carried out in conjunction with Pilot boarding and landing operations, or other operational tasks. However when the Pilot Launch and its crew are not required for Pilotage or maintenance or alternative duties, the Launch is to be available for undertaking additional harbour patrols as deemed appropriate.
During pilot launch patrols in Scapa Flow a visual waterborne inspection of any anchored vessels may be made. On completion of these inspections the standard form SF-05-008 should be completed and delivered to the Duty Marine Officer.
The fact that the patrol has been carried out along with any salient points is to be entered in the launch logbook, any unusual circumstances or observations noted during a patrol, should be reported immediately to the Marine Operations room for further action as required.
The Marine Operations Room log should also record when a patrol is carried out, together with any salient points or observations, including nil reports.
4 Responsibility
The responsibility for ensuring harbour patrols are undertaken and that the patrol is logged lies jointly the Duty Marine Officer and Pilot Launch Coxswains.
Responsibility for making harbour patrol reports lies with the Pilot Launch Coxswain.
Document: SOP-05-008 Harbour Patrol V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 1
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Inspection and maintenance procedure for shore-side lifesaving equipment
1 Purpose
The procedure ensures that all shore-side lifesaving equipment is accounted for and inspected for defects on a regular basis. It also meets the requirements of the OIC Marine Services duty of care to ensure adequate life saving equipment is available at OIC Marine Services operated facilities.
2 Scope
The procedure is applicable for all shore-side lifesaving equipment that is distributed throughout the OIC Marine Services piers and harbours. A list and location map of all shore side life saving equipment owned and maintained by OIC Marine Services is kept by the Port Marine Safety and Counter Pollution Manager.
3 Procedure
On a monthly basis, the relevant Piermaster will inspect all shore-side lifesaving equipment within his area of jurisdiction as part of the planned maintenance system in place to ensure that: -
• All equipment is accounted for. • Equipment is inspected for defects or missing parts and remains functional. • All equipment remains within the appropriate test date.
Any missing items or defects must be reported to an Assistant Technical Superintendent using a defect reporting form who will ensure any missing items are replaced and defects repaired.
All shore-side lifesaving equipment will be inspected annually by the Port Marine Safety and Counter Pollution Manager or a delegate. The Port Marine Safety and Counter Pollution Manager maintains a record of such annual inspections. Piermasters should record all lifesaving equipment renewal and maintenance undertaken at their pier or harbour.
4 Responsibility
The responsibility for ensuring monthly inspections as part of the planned maintenance system is carried out lies with the individual Piermaster.
The responsibility for ensuring annual inspections is carried out lies with the Port Marine Safety and Counter Pollution Manager.
Document: SOP-05-009 Shoreside Lifesaving Equipment V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 1
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Restricted Visibility
1 Purpose
This procedure is to provide clear guidelines for Masters, Pilots, PEC holders, Launch Crews and Marine Officers regarding the movement of vessels during periods of restricted visibility.
2 Scope
The procedure is applicable to all vessels underway within the limits of the harbour authority areas during periods of restricted visibility.
3 Procedure
3.1 General
All vessels, while navigating in harbour authority areas, are required to comply with the International Regulations for Preventing Collisions at Sea (except as provided in parts III and IV of the Orkney Harbour Areas General Bye-Laws). In restricted visibility, mariners are required to pay particular attention to rules 19 and 35 of the collision regulations and adopt good seamanship practice with regard to proceeding at an appropriate speed and keeping a proper lookout.
Any vessel encountering restricted visibility within the harbour authority areas should report details to Orkney VTS as soon as possible.
3.2 Suspension of Pilotage due to Reduced Visibility
In the event that visibility is reduced within the port, an assessment should be made by the pilot, PEC holder, and/or launch coxswain as to the extent of the area of restricted visibility. The pilot, PEC holder, and/or launch coxswain should then liaise with Orkney VTS and explain exactly which pilotage area(s) is/are affected. They should discuss the conditions of visibility they would consider necessary for the resumption of Pilotage, this must be relayed by the duty marine officer to the Harbour Master or, in his absence the Duty Harbour Master or Deputy Harbour Master (Operations) to request formal suspension of the Pilotage service.
All affected vessels are to be advised of the suspension, the reason for the suspension and the time of the next review. All details pertaining to the suspension of pilotage must be noted in the marine officer’s log and the period of suspension recorded on the Ops Room Downtime Records spreadsheet.
The Harbour Master should be notified immediately if a compulsory pilotage vessel proceeds within the compulsory pilotage area without a pilot. Should this vessel be a tanker leaving its anchorage or mooring, the Harbour Master’s permission must be sought.
In the event that the visibility reduces to an unsafe level during an act of pilotage, the master of the vessel with the pilot’s advice should make a decision as to whether it would be safer to continue the operation to its conclusion or to abort the operation.
Document: SOP-05-010 Restricted Visibility V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
3.3 Towage Operations
Vessel movements, incorporating the use of tugs during periods of restricted visibility, shall not be undertaken where: -
(a) During anchoring, escorting or navigating operations visibility is deemed by the master, pilot or tug master to be less than 250 metres or where; (b) During berthing or unberthing operations at the LPG Jetty visibility is deemed by the master, pilot or tug master to be less than 300 metres or where; (c) During berthing or unberthing operations at the SPM or a Ship to Ship visibility is deemed by the master, pilot, or tug master to be less than 500 metres or where; (d) The ship/barge end of a towline cannot be clearly seen from the towing vessel’s bridge.
When berthing a barge or un-powered vessel (dead ship) in restricted visibility, a full risk assessment (which will include the involvement of the pilot, if carried), should be undertaken. The results should be reflected in the passage plan before commencing the operation.
3.4 Gas Tankers
As outlined in the Orkney Harbours (Liquefied Gases) Bye-laws, the movement of LGV vessels in restricted visibility is prohibited unless otherwise directed by the Harbour Master.
4 Responsibility
• Responsibility for formally suspending Pilotage during periods of restricted visibility and for notifying the Duty Marine Officer of its resumption lies with the Harbour Master based on the advice of the duty pilot and/or duty launch coxswain.
• It is the responsibility of Masters, and Pilots including PEC holders to report restricted visibility to Orkney VTS should they encounter it while proceeding in the harbour authority areas.
• It is the responsibility of the Harbour Authority to advise all affected vessels that Pilotage has been suspended. This will be undertaken by the Duty Marine Officer.
• It is the responsibility of the Duty Marine Officer to inform the Harbour Master of any compulsory Pilotage vessel which wishes to proceed within the compulsory Pilotage area without a Pilot.
• It is the responsibility of the Duty Marine Officer to inform vessels when reporting to Orkney VTS that areas of restricted visibility are likely to be encountered within the VTS area.
• It is the responsibility of the Duty Marine Officer to inform the pilot if periods of restricted visibility have been forecast for the VTS area so as to allow an assessment to be carried out.
Document: SOP-05-010 Restricted Visibility V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Vessel Prior Notification Reports
1 Purpose
This procedure ensures compliance with the Merchant Shipping (Traffic Monitoring and Reporting Requirements) (amended) Regulations 2008 (SI 2008 No 3145).
Under these regulations ports are to receive a notification from vessels prior to their entry into a port.
2 Scope
This reporting procedure applies to all vessels when bound to a UK port, with the following exceptions.
a) Vessels less than 300 GRT b) Warships, Naval auxiliaries and other ships owned or operated by the Government of an EEA state, and used for non-commercial public service. c) Fishing vessels less than 45 metres LOA. d) Traditional ships less than 45 metres LOA**. e) Recreational craft less than 45 metres LOA.
** Defined as a historical ship or a replica of a historical ship, operated according to traditional principles of seamanship and technique or designed to encourage and promote traditional skills and seamanship.
The report must be received at least 24 hours prior to arrival or *departure no later than the time of departure if the voyage is less than 24 hours.
*All vessels carrying dangerous or polluting goods must notify the port prior to departure. With the exception of Warships, naval auxiliaries and other ships owned or operated by the Government of an EEA State which are used for non commercial public services.
To assist Ship’s Masters in making these reports a pre-formatted Standard Form has been produced (SF 05-001). This contains provision to report correctly plus additional information for the benefit of the OIC Marine Services.
When a vessel has an exemption to the above reporting requirements, evidence of this must be forwarded to the Deputy Harbour Master (Operations) at the Harbour Authority Building.
Failure to forward the completed prior notification report form may result in a vessel being denied entry into the Statutory Harbour Area.
3 Procedure
Whilst it is the responsibility of the Ship’s Master to report, Ship’s agents should assist and ensure vessels to which these regulations are applicable, when bound for a port within an OIC Marine Services harbour area, are aware of their reporting requirements.
Document: SOP-05-011 Vessel Prior Notification Reports V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
They should arrange for Masters to forward completed prior notifications to the operations room at the Harbour Authority Building, either direct or via their services using one of the following contacts:
E-mail [email protected] Fax +44 (0) 1856 873 012
Shipping agents regularly operating within the Orkney Islands will be supplied with copies of the Standard Form SF 05-001, although alternative formats will be acceptable, provided all the required regulatory information is included.
Where a vessel has failed to supply the necessary prior notification, the Duty Marine Officer should request the necessary information through radio communications directly from the vessel prior to the vessels entry into or departure from harbour waters. The Deputy Harbour Master (Operations) should be advised of such late notifications. Failure to supply the required information may result in the vessel being delayed upon arrival or departure.
The Deputy Harbour Master (Operations) should be contacted for advice as necessary, when prior notification reports contain unusual or indicate special circumstances.
Upon receipt of a completed prior notification form the Duty Marine Officer shall enter the details into the Maritime and Coastguard Agency CERS (Consolidated European Reporting System) database via the internet CERS portal page.
All reports received will be filed in the Marine Operations room for a period of 12 months and will thereafter be destroyed.
4 Responsibility
It is the responsibility of the Ships Master to ensure OIC Marine Services receives a prior notification report as required by the regulations.
The responsibility to ensure a prior notification report has been received prior to a vessels arrival or departure, lies with the Duty Marine Officer.
The Duty Marine Officer will ensure information received on completed prior notification reports are entered into the CERS internet portal page and Status Board, where applicable, and any deficiencies are onward reported to the Deputy Harbour Master (Operations) and the duty pilot for that vessel. Late notifications should be recorded as non–conformities as per SOP 03-003.
The Duty Marine Officer will ensure any Health Declarations are forwarded to [email protected] . This includes Clean Bills of Health.
OIC Marine Services will ensure the Maritime and Coastguard Agency (MCA) receives the necessary information on or contained within the prior notification reports, in accordance with their instructions.
Document: SOP-05-011 Vessel Prior Notification Reports V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Pilot Operations
1 Purpose
The purpose of this procedure is to ensure that all acts of Pilotage are undertaken to standards set by OIC Marine Services and within statutory requirements. This procedure is supported by a number of other procedures including passage planning and ship defect/incident reporting.
Reference should be made to the following procedures regarding specific operations undertaken within Scapa Flow and/or Kirkwall Harbour: -
• SOP-05-001 Traffic Monitoring in Harbour Areas • SOP-05-002 Recommended Channels to/from Scapa Flow • SOP-05-004 Kirkwall port control • SOP-05-005 Stromness port control • SOP-05-006 Traffic Information Broadcasts • SOP-05-011 Prior Notification Report • SOP-06-002 Suspending Pilotage • SOP-06-004 Port Pilotage Planning • SOP-06-006 Pilotage Incident Investigation • SOP 07-001 Towage Guidelines • SOP-07-002 Tug Escort Guidelines • SOP-07-003 Tug Availability Guidelines • SOP-07-004 Mooring/Unmooring at Flotta Oil Terminal • SOP-07-005 Ship to Ship Transfers • SOP-07-006 Tanker Operations at Scapa Pier • SOP-07-007 Tanker Operations at Kirkwall Pier • SOP-10-002 Access to/from Flotta
2 Scope
This procedure covers all acts of pilotage undertaken by OIC Marine Services Pilots.
3 Procedure
General Pilots are expected to keep themselves familiar with the latest information on the vessel and conditions which may affect the planning and performance of an act of Pilotage. All relevant information is to be available in the Marine Operations Room and Pilots should check for any alterations to this information prior to conducting a vessel.
When on call, Pilots are expected to make periodic checks on their next anticipated act of pilotage and ensure that the Duty Marine Officer is aware of any requirements they may have relating to the act. This should include being acquainted with relevant details forwarded to the Marine Operations room in the ships Master’s Prior Notification report (SF 05-001) and Pre-arrival security information (SF 07-006). Such requirements should be made known in ample time for them to be put in place.
Document: SOP-06-001 Pilot Operations V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 3 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
With regard to navigation, the VTS Radar Equipment is to be used for monitoring vessels and as a tool in helping give result-orientated advice. It is not to be used for remote Pilotage.
If a Pilot is ever in any doubt with regard to any aspect of his duties, he should, without hesitation, contact the Harbour Master for further advice.
Preparation for Pilotage Act The Pilot should allow sufficient time before undertaking an act of Pilotage to prepare a Pilotage passage plan as per SOP-06-004.
Pilot-Master communications Pilots should make their first contact with inbound vessels by VHF from the Marine Operations Room prior to departing or from the pilot boat whilst on route to the Pilot station to confirm the rendezvous time, position and any other relevant information.
On boarding a vessel the Pilot must establish a clear understanding with the Master and the Bridge team members of the vessel and confirm the vessels present position, course and speed.
The Master of the vessel must supply the Pilot with the Pilot Card; which should provide all relevant information and details regarding the vessels’ manoeuvrability, its equipment and also to inform the Pilot of the vessels state of readiness to proceed on pilotage passage.
The Pilot should present the Master with his prepared Pilotage passage plan from embarkation to the berth or from the berth to disembarkation, discussing and formally agreeing the plan to each others satisfaction as per SOP-06-004.
If a Pilot has concerns with a Master or a bridge team member’s ability to comply with this instructions or requirement, then the vessel must not attempt to berth/un-berth until the situation can be clarified. The Marine Operations Room should be notified accordingly.
Prior to any final berthing approach the Pilot will check with the Ship’s Master for confirmation that all the necessary preparatory work has been carried out by the ship’s crew and that adequate crew are at stations under the supervision of a responsible officer.
The Pilot should conduct the navigation of the vessel in a safe and professional manner to and from any point within the OIC Marine Services’ area of responsibility, including having due attention to avoiding any damage to other vessels or property.
Boarding and Landing Pilots should only use a certified pilot launch for boarding and landing to vessels requiring Pilotage services, unless agreed with by the Harbour Master.
Before using a Pilot ladder the Pilot should satisfy himself that the ladder is fit for purpose and complies with nationally agreed standards of construction, condition and rigging (Merchant Shipping (Pilot Transfer Arrangements) Regulations 1999 and any advisory ‘M’ Notices.)
Document: SOP-06-001 Pilot Operations V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 3 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Pilot-Marine Officer Communications When conducting a vessel, Pilots will keep the Marine Operations Room advised by radio on the progress of the act as necessary. The Pilot should specifically report the following: -
• Vessels draughts. • Cargo details including any dangerous cargoes. • Times of boarding and landing • Times of mooring/anchoring/underway • Passing Nevi Skerry or Hellier Holm.
Record keeping All Radios, together with fully completed and signed Pilot chits, Tug chits, and Port Pilotage plan briefing (SF 06-001) documentation as appropriate, are to be returned to the Marine Operations Room as soon as possible after the act of Pilotage has been completed.
Ship defects If a vessel is encountered having a defect(s), then the reporting procedures described in SOP 02-006 should be followed.
Adverse weather conditions Where reference is made to operating wind parameters, these relate to loading/discharging limits only. Pilotage of vessels to or from the LPG jetty, SPM, Anchorages, STS Operations or other piers and harbours within the OIC Marine Service harbour areas in strong winds and reduced visibility will be carried out at the discretion of the Pilot and in consultation with the Master of the vessel to be piloted taking into account the situation appertaining at the time.
Where adverse weather causes conditions at a Pilot station to be unsafe, and therefore a need to suspend Pilotage the procedures in SOP 06-002 should be followed.
4 Responsibilities
It is the responsibility of the Harbour Master to ensure that Pilotage Operations are carried out to the correct standards.
It is the responsibility of the Pilots to undertake their duties as described and in accordance with the OIC Marine Services relevant Byelaws and Pilotage Directions.
Document: SOP-06-001 Pilot Operations V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 3 of 3
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Suspended Pilotage
1 Purpose
This procedure is to provide a clear guideline for Pilots and Marine Officers with regard to situations where Pilotage is suspended and in particular, where compulsory Pilotage vessels wish to enter or proceed within the compulsory Pilotage area during such periods of suspension.
2 Scope
The procedure is applicable to all vessels required to have a Pilot on board while entering or proceeding within the harbour authority areas as defined in the Orkney Pilotage Directions 1988 (as amended 2007, 2010 & 2016).
3 Procedure
3.1 It is important that Pilots and Marine Officers be aware of and notes the following:
Where through mechanical failure, crewing difficulties or during periods of bad weather the duty Pilot and/or duty Pilot launch coxswain declare that it is not possible to either board or land a Pilot:-
• The Pilot and/or Coxswain should liaise with the Duty Marine Officer and explain exactly which Pilotage area(s) is affected. They should also discuss the likely conditions they would consider necessary for the resumption of Pilotage, this should be relayed by the Duty Marine Officer to the Harbour Master, or in his absence the Duty Harbour Master, to request formal suspension of the Pilotage service.
• All affected vessels are to be advised of the suspension, the reason for the suspension and when it is likely to be lifted (if this is known).
• All details pertaining to the suspension of Pilotage must be noted in the Marine Officer’s log and the period of suspension recorded in the appropriate record sheet.
• During the period of suspended Pilotage, a vessel subject to compulsory Pilotage may wish to enter or proceed within the compulsory Pilotage area without a Pilot. The duty Pilot or Marine Officer should be careful not to advise or recommend this as a course of action.
• Should the Master of such a vessel ask if he may enter or proceed within the area, he should be advised that this is not recommended by the port but that the ultimate decision on whether to proceed rests with him, if the Master continues to proceed then the vessel will be monitored in accordance with SOP 05-001.
• The Harbour Master is to be notified immediately should a compulsory Pilotage vessel wish to enter or proceed within the compulsory Pilotage area without a Pilot. Should this vessel be a tanker leaving its anchorage or mooring, the Harbour Master’s permission must also be sought.
Document: SOP-06-002 Suspending Pilotage V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
• Any compulsory Pilotage vessel which chooses to proceed into or within the compulsory Pilotage area without a Pilot should be offered towage services where appropriate and available. The Duty Marine Officer, where possible, shall track the vessel on the harbour VTS system, informing the vessel if, during its passage, it is standing into danger. Any advice given to the vessel should be result-orientated only, leaving the details of execution on matters such as course to be steered and engine manoeuvres to the master.
• When Pilotage is suspended, any vessel movements should be limited to those which move a vessel from a hazardous situation to one which is less hazardous.
4 Responsibility
• Responsibility for formally suspending Pilotage (for whatever reason) and for notifying the Duty Marine Officer of its resumption, lies with the Harbour Master based on the duty Pilot and/or duty launch Coxswain advice.
• It is the responsibility of the harbour authority to advise all affected vessels that Pilotage has been suspended. This will be undertaken by the Duty Marine Officer.
• It is the responsibility of the Duty Marine Officer to inform the Harbour Master of any compulsory Pilotage vessel which chooses to proceed into or within the compulsory Pilotage area without a Pilot
• It is the responsibility of the Duty Marine Officer to advice tankers, where appropriate, that they require the Harbour Master’s permission should they wish to leave their anchorage, mooring or berth.
Document: SOP-06-002 Suspending Pilotage V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Port Pilotage Plans
1 Purpose
Port passage planning is a requirement for specific vessels as described in SOP-05-007. This is to determine the safest and most efficient passage for a vessel proceeding between two points within the harbour area. Detailed planning ensures margins of safety, or control measures can be established in advance and once complete, the plan becomes the basis for navigation.
Port Pilotage plans are key elements in the master/pilot exchange of information. Their function is to provide the Master with the information he requires to update his port passage plan.
2 Scope
This procedure applies to all acts of pilotage undertaken by OIC Marine Services Pilots.
3 Procedure
The Competent Harbour Authority requires Pilots to Produce Port Pilotage plans for all acts of pilotage conducted within OIC Marine Services harbour areas. Pilots should always ensure they have sufficient time to prepare plans properly before leaving to conduct a vessel pilotage.
Port Pilotage Plans will consist of the following: -
(a) The port Pilotage plan briefing document; (SF 06-001) (b) A current weather forecast; (c) Tidal flow information (where appropriate); (d) A mooring plan (where appropriate).
After boarding, the Pilot and the Master should discuss the Port Pilotage Plan as soon as possible. Following agreement to the plan, the Master should sign the briefing document.
On the Pilot’s return from the ship, the briefing document is to be handed to the Duty Marine Officer for filing.
The briefing document should include the following information, where pertinent, on:
(a) Areas of danger; (b) Suitability of bridge team; (c) Whether the appropriate charts for the harbour area are carried on board; (d) Expected traffic, including ferry traffic and positions of anchored ships; (e) Areas for securing/releasing tugs and for escorting; (f) Details of how the pilot intends to approach/depart the ship’s berth; (g) Whether the pilot or the master will have the con during berthing/unberthing; (h) Which side to the pilot intends to berth the vessel; (i) Weather forecast; (j) Tide heights and minimum under keel clearance; (k) Minimum depth at berth;
Document: SOP-06-004 Port Pilotage Planning V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
(l) Navigational warnings; (m) P/S anchor, length of cable to be used & nature of seabed (ships anchoring); (n) Emergency anchorages; (o) Pilot disembarkation.
Mooring plans should show all relative information on the ship’s intended berth, final mooring arrangements and how the Pilot intends to deploy any tugs.
4 Responsibility
It is the responsibility of the Pilot to produce Port Pilotage Plans for an intended act of pilotage and to ensure completed documentation is returned to the Duty Marine Officer for filing.
Document: SOP-06-004 Port Pilotage Planning V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Pilotage Exemption Certificates
1 Purpose
The purpose of this procedure is to ensure that all Pilotage exemption certificates are acquired and revalidated subject to standards set by OIC Marine Services and within statutory requirements.
2 Scope
The procedure is applicable to all holders or applicants of pilotage exemption certificates for entering or proceeding within the harbour authority areas as defined in the Orkney Pilotage Directions 1988 (as amended 2007, 2010 & 2016).
3 Procedure
3.1 Issuing PECs
A mariner who wishes to submit an application for a Pilotage exemption certificate should do so in writing to OIC Marine Services.
To obtain a PEC, an applicant must satisfy the following requirements: -
• Be serving as the master or bona fide first officer of the ship to which the PEC will apply. • Hold a valid certificate of competency for the appropriate post. • Be proficient in English particularly with respect to nautical terminology. • Successfully complete a course of practical assessment consisting of the witnessing or undertaking of 12 transits inbound and 12 transits outbound whilst under supervision of an authorized Pilot or current PEC holder. If training is carried out under the supervision of an existing PEC holder then at least one trip in and out of the harbour must be under the supervision of a licensed Marine Services Pilot. The Pilot will be provided with Standard Form SF 06-005 to aid in the assessment. • Successfully undertake an oral examination, meeting the requirements as agreed by the Examining Body.
3.2 Revalidating PECs
A Pilotage exemption certificate shall not remain in force for more than one year but may be renewed annually. As indicated in section 15 of the Orkney Pilotage Directions 1988 (as amended 2007 2010 & 2016), all PEC certificates have to be re-validated on the 1st September each year.
For annual re-validation of their certificate, a PEC holder is required to submit details of his/her certificate to the harbour authority along with evidence of their having carried out six acts of Pilotage within the appropriate Pilotage area while serving as master or first officer on each of the vessels indicated on their certificate within the preceding year.
Document: SOP-06-005 Pilotage Exemption Certificates V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
3.3 Re-Assessment for PECs
Orkney Marine Services requires that Pilot exemption certificate holders are re-assessed at intervals not exceeding five years. The assessment may be conducted on any of the vessels included on the certificate and will require the holder to undertake at least one transit inbound, one transit outbound, one berthing and one un-berthing under the supervision of a licensed Marine Services Pilot and in the area for which the certificate is valid. The authorized Pilot involved in the re-assessment will forward a report on the PEC holder’s continuing skill and ability to the Harbour Master for consideration. The Pilot conducting the supervision will be provided with Standard Form SF 06-005 to aid in the re-assessment.
The re-assessment can not be carried out under the supervision of another PEC holder.
Should the Harbour Master consider it necessary, the certificate holder will be re-examined.
4 Responsibility
It is the responsibility of the Examining Body under the Competent Harbour Authority to issue Pilotage exemption certificates to appropriately qualified mariners.
It is the responsibility of the candidate for a PEC to ensure the required criteria is met before submitting an application for examination.
It is the responsibility of the authorised pilot to ensure the suitability of the PEC holder for re- validation after assessment.
Document: SOP-06-005 Pilotage Exemption Certificates V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
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This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Pilotage incident investigation and Disciplinary Procedure
1 Purpose
The procedure ensures that OIC Marine Services formally investigates incidents involving vessels that at the time of an incident/accident were under the authority of a Marine Services Pilot or a person holding a Pilotage Exemption Certificate (PEC) for the competent harbour authority area.
2 Scope
The procedure is applicable to all vessels that are required to have a Pilot or a PEC on board when navigating within OIC Marine Services harbour areas as defined in the Orkney Pilotage Directions 1988 (as amended 2007, 2010 & 2016).
3 Procedure
It is the duty of the Examining Body under the Harbour Authority’s Pilotage Directions to conduct preliminary investigations into any accident involving vessels that, at the time of the incident had on board an authorised pilot or a person holding a PEC for the competent harbour authority area.
The General Bye-Laws 1977 part VI require a Ship’s master to report accidents and incidents to the Harbour Master or the Deputy Harbour Master (Operations).
On being notified of an incident the Harbour Master shall convene the Examining Body to investigate the incident as soon as it practical to do so. In advance of this, the Harbour Master may commission initial investigative work to be undertaken by the Port Marine Safety and Counter Pollution Manager. The Harbour Master shall request for the Examining Body’s consideration, all necessary incident reports from parties that were involved in the navigation of the vessel or who, because of their involvement in the particular harbour operation, could present evidence on the circumstance that led to the incident. These parties could be, but are not limited to:
(a) The Pilot of the Vessel or the person holding a PEC; (b) The Master of the Vessel or the Bridge Officer if the Master is the PEC holder; (c) The Tug Skippers if tugs were in attendance; (d) The Pilot Launch Coxswain; (e) The Harbour Master; (f) The Deputy Harbour Master (Operations); (g) The Loading Master; (h) Coxswain of any workboat in attendance. (i) Duty Marine Officer.
Those present out with the membership of the Examining Body shall include, but not restricted to those who the Examining Body believe that their attendance would assist the inquiry.
Any examination should not prejudice any criminal proceedings and should be separate to any subsequent disciplinary action/investigation.
Until such times as the Examining Body meet to investigate the incident, the Pilot or the holder of the PEC involved may have their authority to pilot a vessel within the OIC Marine Services harbour areas suspended.
Document: SOP-06-006 Pilotage Incident Investigation V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
The Pilot or the holder of the PEC may also be present and can if they so desire have legal council present.
The Examining Body may wish to interview those persons who have submitted reports on the incident; such interviews will be made in the strictest of confidence.
Prior to interviewing the Pilot or PEC holder they must be advised that the Examining Body had convened to study the reports on the incident to establish whether or not there is a case that the authorised person has been guilty of any incompetence or misconduct affecting their capability as a Pilot or the holder of a PEC.
On completion of the enquiry the Pilot or PEC holder will be invited to appear before the Examining Body where upon the findings will be presented. They will also be advised that the results/recommendations of the Examining Body would be submitted to the next Harbour Authority Sub-Committee meeting of the Competent Harbour Authority for its consideration.
The Pilot or PEC holder has the right of appeal against the Examining body’s decisions.
Masters of vessels are also able to make reports of unsatisfactory performance by a Pilot, whether or not there has been an incident. On these occasions, the Harbour Master shall make preliminary investigations before deciding whether or not to convene the Examining Body. In either case, a report of the investigation shall be made to the report originator or their representative.
4 Responsibility
It is the responsibility of the Harbour Master to undertake preliminary investigations and to convene the Examining Body as required.
It is the responsibility of the Harbour Master to implement any recommendations made by the Examining Body.
It is the responsibility of the Examining Body to undertake a fair and thorough investigation and to make reports and recommendations to the Harbour Master and the Harbour Authority Sub- Committee.
Document: SOP-06-006 Pilotage Incident Investigation V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
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This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Towage Guidelines
1 Introduction
This document outlines the OIC Marine Services policy on the use of tugs with relation to movements carried out on vessels in the approaches to and within the harbour areas.
2 Scope
This procedure applies to all shipping operations that involve the use of tugs in OIC Marine Services harbour areas.
3 Procedure
3.1 Utilisation of Tugs Masters and Pilots are expected to follow these guidelines, in conjunction with the port’s general directions and deviate from them only on grounds of safety. OIC Marine Services policies on tug availability and tug escort are outlined in SOP-07-002 and SOP-07-003 respectively.
In situations where the Master does not wish to follow the professional judgement of the Pilot, the Harbour Master or his deputy should be referred to for special directions.
3.2 Tugs used by OIC Marine Services Harbour Authority The tugs normally used for operations are the “Einar”, “Erlend” and “Harald”. All three tugs are certificated, powerful and highly manoeuvrable. However, Masters and Pilots should always be aware of the limitations of tugs and their equipment and the circumstances under which these limitations are prevalent. Technical details of the above tugs along with information on their crew competence and training can be found in Annex 1.
From time to time alternative tugs are used (e.g. when the regular tugs are away for refit or extra tugs are required for operational purposes). Information on these can be obtained from Orkney Marine Services.
3.3 Tow Lines The tug lines supplied to the Orkney Marine Services tugs are designed to withstand all reasonable forces they are likely be subjected to during towage operations. They are to be used wherever possible. In the event of this being impractical (e.g. where the ship leads are too small to accept the tug lines), a good ship’s line should be used. The Pilot, Ship’s Master and Tug should agree on this procedural deviation.
The Pilot, Shipmaster and Tug Masters should confer with regard to the maximum strain the rope is likely to withstand.
3.4 Berthing/Unberthing OIC Marine Services requires the use of tugs for the operation of berthing and unberthing certain vessels at piers, anchorages and moorings in Scapa Flow. The use of tugs with large ships will improve the efficiency of the operation but their requirement is primarily one of safety. Details on the tugs to be made available for specific operations are outlined in SOP-07-003.
Document: SOP-07-001 Towage Guidelines v6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 6 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
It is important that the Pilot’s intentions for the use of tugs for berthing and unberthing are included in his Port Pilotage Plan (as per SOP-06-004) The Pilot and Master should reach agreement in the initial Pilot/Master exchange of information.
The variation on matters such as ship sizes, ship characteristics and the prevailing weather conditions make it impractical to issue detailed guidelines for the use of tugs for each conceivable act of Pilotage to or from a specific mooring. It is therefore left to the Pilot, in conjunction with the Master’s support and guidance, to use the tugs to best effect. It is incumbent upon the Pilot to base his decisions on an objective assessment of safety and not on economic considerations. His decisions should take into consideration the physical aspects of the harbour area in which the ship is operating, the present weather and tidal situation and on the characteristics of the vessel being piloted.
During the manoeuvre the Pilot should ensure that: -
(1) Any concerns a Tug Master may have concerning the safety of his tug and its crew are addressed as quickly as possible; (2) The Tug Masters are kept informed of the ship’s main engine movements, significant alterations in course, thruster movements or anything else which may affect their tug or their understanding of the manoeuvre;
3.5 Pilot/Tug Communications As soon as practical after boarding a ship requiring towage services, the Pilot should establish communication with all the operational tugs and satisfy himself that reception is satisfactory on the preferred working radio channel. If he changes from one radio to another, he should ask each tug for another radio check.
Other than for initial contact, Pilots should not communicate with tugs on the Orkney VTS working frequency (channel 11). The working channels for communication with tugs are channels 9, 10 and 13.
Instruction given to tugs should be clear, concise and unambiguous. For manoeuvring orders, only the accepted port vocabulary should be used. The working terminology in ascendancy of power required is:
“All Stop” “Slacken your line” “Stretch your line” (pulling only) “Minimum pull” (or push) “Easy pull” (or push) “Slow pull” (or push) “Half pull” (or push) “Three-quarter pull” (or push) “Full pull” (or push)
The name of the tug to which the order applies should be called first followed by the command.
For directional “pulls”, compass points relative to the ship should be used, for example “Einar – slow pull 2 points abaft the beam”.
Document: SOP-07-001 Towage Guidelines v6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 6 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Vague and informal terminology (e.g. “a wee bit more” or “down a touch”) should not be used.
Tugs will repeat all orders to ensure that they have been understood.
In the event of radio failure the manoeuvre will be aborted.
3.6 Distress Calls From time to time ships get into difficulties around the coasts of Orkney and on such occasions they may urgently require the assistance of a tug or tugs.
Tugs alongside in Orkney waters:
The authorisation for the dispatch of towage assets will normally originate from the Harbour Master or in his absence, the Duty Harbour Master.
Tugs at sea on operations in Orkney waters:
Pilots, in the course of their duties, would normally hear of such a situation from the Duty Marine Officer who would have received the request for assistance from the coastguard. The request for tug assistance may have originated from a “Mayday” call.
The Harbour Master or the Duty Harbour Master will normally deal with this situation and pilots will be contacted to discuss tug availability.
If the Harbour Master or their deputy is not available and the use of tugs would aid in the saving of life at sea, the ship’s Master and Pilot should agree on the best course of action. They should feel free to abandon the present operation and may relax the requirements of these guidelines where they consider it safe to do so. Where the safety of life at sea is not considered to be an issue, the decision on the purpose of tug response (contractual towage/salvage, non-contractual towage etc) is to be taken by the Harbour Master or in his absence, the Duty Harbour Master, and the operation is to continue until such decision is communicated, whereafter the best and safest course of action is to be agreed between the Pilot and ship’s Master.
Pilots, Marine Officers and Tug Masters should always feel free to approach the Harbour Master or their deputy with any queries or comments they may have regarding this policy.
4 Reference
Information in the field of ship handling and escorting with tugs can be found in the following documents available for view in the harbour office: -
• Tug Use In Port – A Practical Guide, by Capt. H. Hensen; • The Royal Institution of Naval Architects & Nautical Institute report on their 1993 conference on Escort Tugs, Design, Construction and Handling; • Escort Service with a High Risk Factor (Lloyds List article), by Mike Corkhill; • The Utilisation of Escort Tugs in Restricted Waters (Port Technology International – Issue 9).
5 Responsibility
It is the responsibility of the Harbour Master to ensure that Towage Guidelines are adhered to.
Document: SOP-07-001 Towage Guidelines v6 Date of Issue: 01 March 2017 Revision: 6.0 Page 3 of 6 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
ANNEX 1
Tug Crew Competence and Training
All crew employed by Orkney Towage Ltd and made available to OIC Marine Services are certificated to STCW95 standards.
Any new crew member is given Familiarisation Training. This will include a tour of the vessel and a Familiarisation Checklist which details the minimum training that is required before a crew member can begin his duties aboard any company vessel.
Section 6.4 of the Orkney Towage Company Safety Management System (ISM Code) refers to this and is shown below.
6.4 FAMILIARISATION TRAINING
This procedure applies to all personnel joining the vessel.
The Master is responsible for ensuring that this procedure is complied with.
To ensure full continuity of operations on-board the vessel and to ensure that the safety of all personnel, the vessel and the environment is protected, all personnel joining the vessel must familiarise themselves with all aspects of their responsibilities and the vessel’s emergency procedures.
The ‘Damage and Defect List’ shall be used as the basis for the passing of responsibilities. All relevant details of the position, the operation of machinery/equipment, safety and pollution prevention requirements, including any Company documentation shall be handed on. The Company’s Damage and Defect List must be read by the incoming Master and Chief Engineer as soon as practical on taking over on board.
The Master shall issue any new entrant to the Company with a ‘Familiarisation Checklist’. The Master must ascertain from the individual his relevant experience in his position.
The ‘Familiarisation Checklist’ details the minimum training that is required prior to the vessel sailing for a fully experienced individual. He shall be given a tour of the vessel.
Change of Command
When the Master is relieved he shall ensure that the tug is in all respects fit for sea.
Document: SOP-07-001 Towage Guidelines v6 Date of Issue: 01 March 2017 Revision: 6.0 Page 4 of 6 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
M. T. 'EINAR' and 'ERLEND'
LENGTH O.A. 31.5 m `FUEL CAPACITY 91.0 tonnes BREADTH MLD 10.0 m F.W. CAPACITY 50.0 tonnes SUMMER DRAUGHT 4.78 m DISPERSANT CAPACITY 11.7 tonnes TRIAL SPEED 12.8 knots FOAM CAPACITY 11.1 tonnes B.P. AHEAD 53 tonnes B.P. ASTERN 48 tonnes
MAIN ENGINES - 2 off RUSTON 6RK 270M developing 1492Kw each, at 900rpm.
PROPULSION - 2 off AQUAMASTER US2001 driven through twin disc MCD units GENERATORS - 2 off 150Kw Alternator driven by VOLVO TMD 122A 1 off 48Kw Alternator driven by LISTER C36M
DECK MACHINERY - Hydraulic NORWINCH anchor/windlass/tow winch 30tonnes at 12.5m/mins. Hydraulic NORWINCH tow winch 30tonnes at 12.5m/mins EFFER knuckle boom hydraulic crane 12tonnes/metre
FIRE PUMPS - 2 off 360 m3/hour at 135m head driven by VOLVO 122A Supplying 1 remote and 2 hand operated monitors.
LLOYDS CLASS - 100A1TUG +LMC UMS; D.O.T. CLASS IX
Document: SOP-07-001 Towage Guidelines v6 Date of Issue: 01 March 2017 Revision: 6.0 Page 5 of 6 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
M. T. 'HARALD' LENGTH O.A. 32.0 m `FUEL CAPACITY 91.0 tonnes BREADTH MLD 10.0 m F.W. CAPACITY 40.0 tonnes SUMMER DRAUGHT 4.78 m DISPERSANT CAPACITY 12.0 tonnes TRIAL SPEED 12.8 knots FOAM CAPACITY 12.0 tonnes B.P. AHEAD 53 tonnes B.P. ASTERN 48 tonnes
MAIN ENGINES - 2 off RUSTON 6RK 270M developing 1492Kw each, at 900rpm.
PROPULSION - 2 off AQUAMASTER US2001driven through twin disc MCD units GENERATORS - 2 off 110Kw Alternators driven by VOLVO TMD122A 1 off 220Kw Alternator driven by VOLVO TAMD122A
DECK MACHINERY - Hydraulic NORWINCH anchor/windlass/tow winch (FWD) Hydraulic NORWINCH tow winch (AFT) 10m/min at 30ton pull (40ton stall) Brake capacities 160ton Auto tension control with indicators Effer knuckle boom hydraulic crane 44 tonnes metre
FIRE PUMPS - 2 off 360 m3/hour at 135m head driven by VOLVO TMD122A Supplying 2 remote operated monitors.
LLOYDS CLASS - 100A1TUG +LMC UMS; D.O.T. CLASS IX
Document: SOP-07-001 Towage Guidelines v6 Date of Issue: 01 March 2017 Revision: 6.0 Page 6 of 6
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This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Tug Escort Guidelines: Scapa Flow
1 Purpose
OIC Marine Services requires a tug escort for certain vessels navigating within Scapa Flow and its approaches. The escort is there to offer assistance should the vessel find itself in difficulty (e.g. through a main engine or steering gear failure).
2 Scope
This policy bases the requirement for tug escort on the quantity of pollutants carried by individual ships and other safety aspects. Details of the quantities of pollutants and areas of escort are detailed in Section 3.2 below. For the purposes of this Procedure, pollutants are defined as Crude Oil and Heavy Fuel Oil.
Other vessels carrying potentially hazardous cargos (including LNG and LPG) will be risk assessed on a case by case basis to determine the escort requirements.
Tug escort is only provided for ships that require a Pilot.
3 Procedure
3.1 General The tugs employed in Scapa Flow are essentially harbour tugs and are not designed to work effectively at anything other than harbour speeds. Masters and Pilots should bear this in mind while under tug escort. It is appreciated that there may be occasions when tides, weather and a ship’s steering characteristics may dictate the safe speed of a vessel in confined waters; but whenever practicable the ship’s speed should be kept under 6 knots when tugs are attached (this requirement is not applicable with respect to Area A (see below)).
The number of tugs to be used for escorting is detailed on the table in Section 3.2 below. This gives the number of tugs that are recommended to be used in each of the three areas, however, these figures are only applicable when there is a Pilot on board the ship being escorted. When a Pilot deems it safe to terminate the act of Pilotage and disembark the ship, then the requirement for active tug escort in that area is dispensed with prior to him leaving the bridge.
The decision on whether to use escort tugs actively or passively should be agreed between the Master and Pilot after having discussed the environmental conditions and the ship’s manoeuvring characteristics. The final decision on how to use the tugs rests with the Pilot. Active escort should not take place at speeds above 4 knots.
It is important that the Pilot’s intentions for the use of tugs for escorting, whether passive or active, are included in his Port Pilotage Plan (as per SOP-06-004) and therefore part of the initial Pilot/Master exchange. It is also important that the Pilot gives tug masters a broad outline of the plan at an early stage and keep them informed of his intentions with regard to course and/or speed as the vessel movement progresses.
Document: SOP-07-002 Tug Escort Guidelines v6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 4 Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
3.2 Level of Tug Escort Required For the purpose of outlining the requirements for tug escort, Scapa Flow and approaches have been divided into areas A, B and C (see map). Each area poses its own particular hazards: -
• A: exposure to weather and exceptional tide flows; • B: proximity to land; and • C: proximity to anchored ships.
Area* Quantity of pollutants No. of Tugs Mode A >5,000 tonnes 1 Stand By B >5,000 tonnes 1 Passive B >15,000 tonnes 2 Minimum 1 active B >170,000 tonnes 3 Minimum 1 active (slow speed) C >15,000 tonnes 2 Passive C >170,000 tonnes 2 Minimum 1 active * See Map
In addition to the above table, it is recommended that any crude oil tanker in ballast should be escorted in Area A by one tug in stand by mode and in Area B by one active tug escort and in area C by one tug in passive mode.
Having taken into consideration the weather conditions and the manoeuvring characteristics of the vessel being Piloted the Pilot has discretion to dispense with any escort tug in Area C. If the Pilot wishes to reduce the number of tugs from that stated in the guidelines, then he must notify the duty Marine Officer. The duty Marine Officer will record any reduction in the number of tugs used in the operations room log.
Note: Tugs escorting vessels transiting Area A should stand by close south of the line dividing Areas A and B.
3.3 Active Escorting Active escorting is generally accepted as being the more effective method of providing a tug escort, particularly with larger vessels. In some areas three escort tugs are required for vessels carrying more than 170,000 tonnes of pollutants and Pilots should consider securing all three for escort. Active tug escorting is only permitted where there is an OIC Marine Services Pilot on board.
In considering the use of an active escort using more than one tug, the Pilot must first discuss his plan with the tug masters to ascertain the placement of the tugs with due regard to the proximity of the other tugs and the deck layout of the ship for the tug line leads.
There are impracticalities with the use of active escorts on smaller vessels where the disadvantages can often outweigh the advantages. Pilots may wish to confer specifically with the Master on this matter.
Sufficient crew should always be stationed ready to tend the tug’s line; the Pilot should have this confirmed by the escorted vessel.
Active escorting should be at slow speed, ideally at 4kts or less. Active escort above 6kts should not be undertaken. Document: SOP-07-002 Tug Escort Guidelines v6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 4 Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
3.4 Passive Escorting Wherever possible, passive escorting should be conducted with the tug less than 1 cable from the vessel being escorted. Sufficient crew should always be stationed ready to secure the tug at short notice.
3.5 Priorities and Convoys Occasionally the situation arises where two or more vessels require a tug escort simultaneously. This may occur where: -
(a) One vessel is sailing while another is arriving; or (b) Where the vessels are arriving or sailing together.
In the case of (a), vessels arriving are to be given priority.
In the case of (b), two vessels may proceed a safe distance apart in convoy providing the guidelines on the required number of tugs and their deployment are followed as closely as circumstances permit. This will necessitate the use of an extra tug or tugs where available. The Harbour Master or Deputy Harbour Master (Operations) should be advised prior to any such movement and no such movement may occur without his prior approval.
In situations where more than two ships are due to arrive or sail simultaneously, then only two may be escorted at any one time.
4 Responsibility
It is the responsibility of the Pilots to be familiar with and comply with the Tug Escort Guidelines.
It is the responsibility of the Harbour Master to review the Tug Escort Guidelines in the event of a significant change in operations.
It is the Tug Master’s responsibility to ensure that his tug and crew are ready and on station for escort duty at the specified time.
It is the Duty Marine Officer’s responsibility to advise Tug Masters of forthcoming movements and the number of tugs required.
Document: SOP-07-002 Tug Escort Guidelines v6 Date of Issue: 01 March 2017 Revision: 6.0 Page 3 of 4 Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Figure 1. Tug escort areas for Scapa Flow and approaches
20' 16' 12' 08' 04' 3°00' 56' 2°53'W
0 2 Scale km Stromness 58' Mainland
Scapa Waulkmill Bay
56' Graemsay Bay of Swanbister Bay Houton
St Mary's 54' Bring Deeps C
Scapa Flow Oil Port Hoy 52' Calf of Rysa Little Flotta Hunda Burray
Water Sound Quoy Ness B Croo Taing Lyness 50' Flotta
Stanger Head
Switha 48' North Bay South A Ronaldsay
46' Swona
58°44'N Lother Rock
Document: SOP-07-002 Tug Escort Guidelines v6 Date of Issue: 01 March 2017 Revision: 6.0 Page 4 of 4
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This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Tug Availability Guidelines: Scapa Flow
1 Purpose
This procedure ensures that there are a sufficient number of tugs available to masters/pilots for safely manoeuvring vessels within the harbour authority areas.
2 Scope
This procedure applies to all tug usage undertaken within OIC Marine Services harbour waters. Reference should also be made to requirements under the Towage Guideline (SOP-07-001) and Tug Escort Guidelines (SOP-07-002).
3 Procedure
3.1 General The number of tugs to be available for duty for specific ship movements is outlined in the table below. It is the tug Master’s duty to ensure that his tug and crew are ready and on station for towage duty at the specified time. It is the Marine Officer’s duty to advise tug Masters of forthcoming movements and the number of tugs required. Tug Masters should be given as much advance notice as practicably possible. Table 1 Movement Ship Group No. of Tugs Berthing/Unberthing at LPG Jetty < 5,000 tonnes DWT 1 Berthing at LPG Jetty > 5,000 tonnes DWT 3 Berthing at LPG Jetty > 5,000 tonnes DWT (capability class 2 DP 2 vessels or higher) Unberthing LPG Jetty > 5,000 tonnes DWT 2 Berthing/Unberthing at SPMs All ships 2 Berthing/Unberthing STS All ships 3 Operations (in the event of 2 VLCCs ) 4 Note (1) The above table indicates the maximum number of tugs available to a Master/Pilot for a specific manoeuvre carried out under normal circumstances. (2) The actual number of tugs used (up to the maximum number indicated in table 1) and their utilisation remains a decision for the Master/Pilot. (3) In exceptional circumstances (e.g. severe weather or where ships reliability may be in question) the master/pilot should feel free to request a further tug or tugs for assistance. (4) The Pilot is to inform the duty Marine Officer of any situation where the number of tugs used deviates from the number of tugs indicated in the table as available. This is to be recorded by the marine officer in the operations room log. (5) Tugs engaged in holding tankers on station at an SPM should be considered “available”. However, where such a tug is required for other duties, the Duty Marine Officer should give the terminal operators maximum notice. (6) In the event that there are vessels anchored in Scapa Flow the following measures shall apply: -
Document: SOP-07-003 Tug Availability Guidelines V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 3 Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
i. When a forecast is received indicating a mean wind speed of 35 knots or more, all tugs are to be informed of the same. This will set in motion the need for the tug to have a crew member on board. ii. Once the actual mean wind speed reaches 35 knots (60 min average) at 2 of the 4 weather stations situated around Scapa Flow, the tugs must be advised of the same. iii. Two of the three tugs will then be fully manned. The tug crews will be called in by the on-board crew member. iv. If the mean wind speed is forecast to be in excess of 50 knots, call either the Harbour Master, Duty Harbour Master or the Deputy Harbour Master (Operations) for further advice on the manning of tugs. v. The above should be treated as the norm but is subject to change depending on the number of vessels at anchor and whether in ballast or loaded condition. (7) Where it is not possible to meet the above availability requirements (e.g. mechanical failure, tugs on refit or other duties), the Harbour Master, Duty Harbour Master or the Deputy Harbour Master (Operations) is to be contacted for special directions. This should be carried out on a case by case basis.
3.2 Tug at SPM Operational parameters that would necessitate the release of a tug from SPM duties (thus putting the onus on the terminal to supply an appropriate workboat), are the following: - a) If a vessel is berthing or unberthing at the terminal jetty, i.e. a three tug operation; b) If an STS berthing or unberthing operation is to take place; c) If, due to increased shipping movements, the efficiency of the harbour operations would be compromised without a third tug being available; and d) Where for any reason, pertaining to safety, the allocation of a tug is appropriate.
The terminal will be advised at the earliest opportunity that a tug is either unavailable or will be redeployed from or to SPM duties.
3.3 Emergency tug deployment In emergency situations and exceptional circumstances, all tugs are to make themselves available at Master/Pilot’s request as soon as possible while within the harbour area.
In the event of any emergency* situation within the approaches to Scapa Flow and the Pentland Firth the Marine Officer will request a tug/s to muster in readiness to attend the casualty. The Harbour Master, Duty Harbour Master or the Deputy Harbour Master (Operations)must be advised immediately following such action being taken and fully briefed on the incident. Deployment of tugs must be sanctioned by either the Harbour Master, Duty Harbour Master or the Deputy Harbour Master (Operations), unless the tug is responding to a Mayday distress call.
The Marine Officer will liaise with the Pilot/Master of any vessel berthing/unberthing, arriving/sailing to arrange for tug/s release from existing duties where necessary.
d. The Use of Tugs by PEC Holders
Tugs are not available to PEC holders without a pilot on board.
Document: SOP-07-003 Tug Availability Guidelines V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 3 Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
4 Responsibility
It is the responsibility of Pilots to be familiar with and comply with the Tug Availability Guidelines.
It is the responsibility of the Harbour Master to review the Tug Availability Guidelines in the event of a significant change in operations.
It is the tug Master’s responsibility to ensure that his tug and crew are ready and on station for towage duty at the specified time.
It is the Duty Marine Officer’s responsibility to advise tug Masters of forthcoming movements and the number of tugs required.
* Vessel in danger of grounding with threat of pollution and or loss of life.
Document: SOP-07-003 Tug Availability Guidelines V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 3 of 3
Intentionally Blank Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Mooring/unmooring procedures at Flotta Terminal
1 Purpose
The procedure ensures that the mooring/unmooring procedures at Flotta oil terminal are carried out in a controlled and safe manner.
2 Scope
This procedure covers all mooring and unmooring procedures at Flotta oil terminal Jetty and SPMs.
3 Procedure
3.1 General All vessels berthing and unberthing at Flotta Oil Terminal moorings must have an OIC Marine Services authorised Pilot on board.
It is the Pilot’s duty to prepare a suitable mooring/unmooring arrangement plan and present it to the Master as part of the Port Pilotage plan. The Pilot and Master should reach agreement on the plan at an early stage and contact the Mooring Master for approval. All parties should keep each other informed of any developments, which may affect the agreed plan.
Radio communications with the attending tugs and the Flotta Oil Terminal should normally be carried out on VHF channel 9. Radio checks should be carried out before commencement of any operation.
3.2 Wind Loading A Pilot should be extremely vigilant with regard to the wind loading on vessels that he is manoeuvring. He should use his skill and knowledge and such information available, to determine when wind forces have reached a level where berthing or unberthing has become unsafe. In such circumstances, he should advise all concerned, including OIC Marine Services, that he is about to abandon the manoeuvre.
Approximate figures for wind loading on the side of ballasted tankers are given in the appendix.
Further and more detailed information on the effects of wind loading, can be found in the OCIMF publication, “Prediction of Wind and Current loads on VLCCs”, available from OIC Marine Services.
Document: SOP-07-004 Mooring Unmooring at Flotta V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 3 Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
LPG Jetty
Approach and berthing
• Approach speeds should be commensurate with the vessel’s size and the prevailing conditions; • The Pilot and Mooring Master should be in close contact, with regard to the ship’s position and movement in relation to the jetty; • In order to prevent damage to the fenders, initial contact with the jetty should be made with the ship’s fore and aft speed as close to zero as practically possible. The ship’s lateral speed should also be within the design parameters for the jetty; • Normally only one mooring boat will be available. In exceptional circumstances, a second boat may be made available, providing sufficient notice is given; • Mixed lines are not to be used to the same bollard location.
Un-berthing
• All lines should be safely on board before moving away from the jetty; • Where the vessel is to be swung away from the jetty, the Pilot must ensure that adequate sea room is available before commencement of the manoeuvre.
SPM’s
Berthing
• The Mooring Master boards the vessel by mooring launch, a mile or more from the SPM. He then proceeds forward, to check the ship’s mooring arrangements and to supervise operations on the forecastle deck. • Two workboats are used during the mooring operation. • The ship’s speed during the final approach, should be such that there is no problem in stopping, nor any danger of over-running the messenger or mooring. • Once the ship is all fast, then the duty tug is secured, through the centre lead aft, using a good ship’s rope. The tug will remain here throughout the cargo operation.
Un-berthing
• The Mooring Master supervises the letting go of the mooring on the forecastle deck. • Once clear of the SPM and hoses, the Mooring Master will leave the vessel by mooring launch.
4 Responsibility
The responsibility for ensuring berthing and unberthing of ships at the Flotta Oil Terminal is carried out in a controlled and safe manner lies with the Pilots.
Document: SOP-07-004 Mooring Unmooring at Flotta V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 3 Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Appendix 1 - Wind Loading
A re a 2 5 0 0 m ² 3 0 0 0 m ² 3 5 0 0 m ² 4 0 0 0 m ² 4 5 0 0 m ² W in d Lateral force in tonnes S p e e d with wind abeam 1 0 3 .8 5 4 .6 2 5 .3 9 6 .1 6 6 .9 3 1 5 8 .6 6 1 0 .3 9 1 2 . 1 3 1 3 .8 6 1 5 .5 9 2 0 1 5 .4 1 8 .4 8 2 1 . 5 6 2 4 .6 4 2 7 .7 2 2 5 2 4 .0 6 2 8 .8 7 3 3 . 6 8 3 8 .5 4 3 .3 1 3 0 3 4 .6 5 4 1 .5 8 4 8 .5 5 5 .4 4 6 2 .3 7 3 5 4 7 .1 6 5 6 . 6 6 6 . 0 2 7 5 .4 6 8 4 .8 9 4 0 6 1 .6 7 3 .9 2 8 6 . 2 4 9 8 .5 6 1 1 0 .8 8 4 5 7 7 .9 6 9 3 .5 5 1 0 9 .1 5 1 2 4 .7 4 1 4 0 .3 3 5 0 9 6 .2 4 5 1 1 5 .4 9 1 3 4 . 7 5 5 1 5 4 1 7 3 .2 4 5
Total Beam Wind Loading Lateral force in tonnes with beam wind
16 0 14 0 e
n 12 0 n o 10 0 T
n i
8 0 g n
i 6 0 d
a 4 0 o L 2 0 0 1 0 1 5 20 2 5 3 0 3 5 40 4 5 Wind speed in knots 2 5 0 0 m ² 3 0 00 m ² 35 0 0 m ² 4 0 0 0 m ² 4 5 00 m ² 50 0 0 m ²
Document: SOP-07-004 Mooring Unmooring at Flotta V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 3 of 3
Intentionally Blank Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Ship to Ship Transfer and Bunkering Operations
1 Purpose
This procedure is to give guidance on the mooring/unmooring and to ensure that all the necessary precautions are undertaken to achieve a safe Ship to Ship Transfer (STS) Operation.
2 Scope
This procedure covers all Ship to Ship transfers including bunkering operations undertaken within OIC Marine Services waters.
3 Procedure
3.1 General The Harbour Authority is to be the first point of contact when a Ship to Ship operation is contemplated. Only once the operation is confirmed by the Harbour Authority, will the appropriate supply chain participants be permitted to undertake harbour or pier-side activity.
Ship to ship transfers can only proceed with the authorisation of the Harbour Authority.
All vessels must arrive in Scapa Flow with their propeller submerged and trimmed no greater than 3 metres by the stern. A trim must be maintained which allows the vessels to be manoeuvred without difficulty throughout their stay.
No ballast water is to be discharged at any time within Scapa Flow except in accordance with SOP 07-012 (Ballast water management in Scapa Flow). Vessels that will require to undertake a deballasting operation or ballast exchange outside the harbour limits should make suitable allowances within their cargo loading and passage plans.
VHF channel 06 is the preferred channel to be used for inter-ship communications, although the actual channel to be used for each STS operation will be agreed at the pre-operation meeting described in 3.2.
3.2 Ship to ship transfer (STS) Transfer operations are to comply with the Ship to Ship Transfer Guide for Petroleum, Chemicals and Liquefied Gases (1st Edition) 2013 and the approved STS Service Provider’s check lists and procedures. Only those ‘Service Providers’ approved by OIC Marine Services are permitted to supervise the STS operations within Scapa Flow.
STS Services Providers must submit their STS procedures for approval by OIC Marine Services; these are reviewed on a 2-yearly basis. A record of reviews, any points raised and next review date is kept by the Deputy Harbour Master (Operations).
Document: SOP-07-005 Ship to Ship Transfer V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 5 Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Prior to any STS Operation (excluding ‘Bunkering Ops’) getting under way, a pre-operation meeting is held at the Harbour Office attended where possible by: -
Deputy Harbour Master (Operations) Pilot Representative(s) Port Marine Safety and Counter Pollution Manager STS Superintendent Ship’s Agents Representative STS Service Provider’s Representative (Mooring Master)
The Pre-STS Meeting Form (SF-07-005) should be completed during the meeting. The meeting ensures all are fully briefed on the following information, and agreement finalised on any outstanding matters.
• Procedures relating to the operation; • Intended sequence of events; • Designated anchor position for the operation; • Mooring configuration; • Tug deployment; • Oil spill response; • Liaison requirements with STS superintendent and statutory bodies. • Communication issues • List of visitors or crew transfers
There are four preferred designated anchor positions for STS Transfers. These are:-
STS 1 - 58º 54.098’N 003º 05.559’W STS 2 - 58º 54.727’N 003º 03.484’W STS 3 - 58º 55.194’N 003º 01.271’W STS 4 - 58° 54.054’N 002° 58.889’W
However, further alternative positions maybe assigned with the authority of the Deputy Harbour Master (Operations).
In the event of a vessel arriving several days earlier than required for a transfer operation the vessel may be anchored one of the other designated anchorages decided by the Pilot based on the expected weather conditions. However vessels must then be re-anchored within the designated STS anchorage as appropriate, prior to the rigging of hoses and fenders and in good time for the arrival alongside of transferring vessel(s).
This should be borne in mind when anchoring other tankers for bunkering or awaiting berths.
The exact sequence and order of operations, particularly during multiple ship operations will be by specific agreement between the Deputy Harbour Master (Operations) and the STS Service Provider with full regard to the safety and commercial interests resulting in a successful and efficient operation.
The Duty Marine Officer is to log times of: -
• All fast; • Hoses connected; Document: SOP-07-005 Ship to Ship Transfer V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 5 Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
• Commence cargo; • Complete cargo; • Hoses disconnected; and • Let go. • Other relevant events such as high wind warnings, suspension of cargo operations (for whatever reason)
The above information is contained in the STS Information Card (SF-07-004) which should be distributed to the STS Superintendent at the Pre-STS Meeting.
HM Coastguard (Shetland) to be informed of the commencement and completion of cargo transfer operations with this action logged.
3.3 Bunkering Bunkering operations are to comply with appropriate sections of the Ship to Ship Transfer Guide for Petroleum, Chemicals and Liquefied Gases (1st Edition) 2013.
The duty Marine Officer to log times of: -
• All fast; • Commence bunker transfer; • Complete bunker transfer; and • Let go. • Other relevant events such as high wind warnings, suspension of cargo operations (for whatever reason)
a. Mooring/Unmooring Pilots in preparing their Port Pilotage plans should include a mooring plan as per SOP 06-004. This should incorporate, along with their own wealth of experience in such operations, the guidance and best practices as per the latest ICS/OCIMF STS Transfer Guide and the STS Service Provider’s procedures. The intended mooring/unmooring operation is to be fully discussed to the satisfaction of the Ship’s Master and STS Superintendent. Wherever possible a pre-defined mooring plan provided by the STS Superintendent should be used as discussed at the pre STS meeting.
If the duty Pilot feels it is necessary, the second duty Pilot may be requested to stand by on the bridge of the anchored ship to report headings and rates of swing.
b. Adverse Weather During periods of adverse weather the safety of the STS operations could be jeopardised by allowing its continuation in very high winds. Therefore, when the mean wind strength exceeds 35 knots, cargo transfer operations shall cease. All cargo hoses shall be disconnected and consideration given to unmooring the import and export vessels to separate anchorages until there is a moderation in the weather, when cargo operations can safely resume.
In addition to the above, cargo transfer operations shall cease in the event of an electrical storm.
Document: SOP-07-005 Ship to Ship Transfer V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 3 of 5 Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
To prevent the possibility that deteriorating weather could reach a point where the Pilotage services and the effective use of Tugs is no longer available, the following procedure should be followed: -
a) When the weather forecast indicates the approach of adverse weather likely to take effect prior to or during an STS operation, the Marine Officer should, in a timely manner with due regard to the expected conditions advise the following people: -
i) Deputy Harbour Master (Operations), ii) the duty Pilot(s), iii) the STS Superintendent, iv) the Masters of the STS transfer vessels engaged in the transfer or likely to be engaged during the period of adverse weather.
b) The Deputy Harbour Master (Operations) will take advice from the duty Pilots and the STS Superintendent. After taking all factors in to consideration, will take action as necessary.
c) The Marine Officer shall implement agreed action in accordance with appropriate timing.
3.6 LNG Vessel Operations
a) Pilot to confirm anchorage position prior to attending the vessel. Two Pilots are to attend the loaded LNG vessel while underway within the harbour area.
b) An exclusion zone of 500m is to be established around both the loaded and ballasted vessels and should be monitored for unauthorised vessels entering throughout the operation. Any entry in to the exclusion zone will only be at the prior approval of Orkney VTS.
c) In the event of an unauthorised vessel entering the exclusion zone the duty Marine Officer should establish contact with the vessel if possible and advise it to remain outside the 500m exclusion zone. If it is not possible to establish contact, a Pilot launch should be dispatched to escort the vessel clear of the zone.
d) The Pilot vessel is to provide an escort to both the loaded and ballasted vessels when entering Scapa Flow. The escort should remain approximately 500m clear ahead of the transiting vessel and advise the duty Marine Officer of any vessels liable to be within the exclusion zone.
e) Prior to an LNG vessel crossing harbour limits, a navigation warning containing the vessel’s name, route, proposed anchoring position and establishment of the 500m exclusion zone is to be broadcast on VHF Ch 16 and 11.
f) If mean wind speeds are in excess of 27 knots and/or are imminent or forecast to increase then consideration should be given to aborting berthing.
g) During the operation, a navigation warning should be broadcast twice daily on VHF Channel 20 at 09:15hrs and 17:15hrs local time containing the vessel’s name, position and a reminder for vessels not to enter the 500m exclusion zone.
h) De-Ballasting operations are only to be carried out in accordance with procedures as outlined in SOP-07-12.
Document: SOP-07-005 Ship to Ship Transfer V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 4 of 5 Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
4 Responsibility
The responsibility for ensuring Ship to Ship Transfer and Bunkering Operations procedures are adhered to lies with the Deputy Harbour Master (Operations), the STS Superintendent and Ship’s Master.
The Marine Officer is responsible for notifying the necessary people in the event adverse weather is expected.
Document: SOP-07-005 Ship to Ship Transfer V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 5 of 5
Intentionally Blank Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Tanker Operations at Scapa Pier
1 Purpose
The procedure ensures Tanker Operations at Scapa Pier are carried out in a safe manner and in compliance with Orkney Harbours Petroleum Byelaws 1980 to ensure all systems are in place in case of emergency or pollution incident.
2 Scope
The procedure is applicable to all Tanker Operations at Scapa Pier.
3 Procedure
The following precautions are to be taken during tanker operations at Scapa Pier: -
• All vessels, tugs, craft, fishing vessels to be advised of tanker arrivals; and to vacate berth; • All fire fighting equipment to be in situ just prior to the arrival of tanker plus access barriers and no entry notices; • All vehicles parked on pier to be positioned so as not to restrict access by emergency services; • During the tanker’s occupancy of the berth, the only vessels permitted to berth or lay alongside west of the barriers will be the tugs, which will be fully manned during tanker discharging operations; • All non-EX rated power sources to the pier is to be shut off prior to arrival and until the tanker departs; • During the tanker’s occupancy of the berth, no hot work is permitted at any part of the pier; • Access to the pier by the general public is not permitted; • Vehicles are not permitted access to the pier, while a tanker is berthed, and petroleum or chemical products are being handled • No refuelling operations permitted on the quay during tanker discharge; • Oil pollution Tier 1 kit to be positioned where discharge lines come ashore; • Further security measures to be in place or adjusted as appropriate in accordance with the ‘Port Facility Security Plan’ (Also ref SOP 11-002 & SOP 11-003)
All vessels must arrive at Scapa Pier with their propeller submerged and trimmed to no greater than 2 metres by the stern. A trim must be maintained which allows the vessels to be manoeuvred without difficulty throughout the mooring/unmooring operation.
No ballast water is to be discharged at any time within Scapa Flow. (Ref SOP 07-012)
OIC Marine Services ‘Oil Spill Response Plan’ details counter pollution actions appropriate in the event of any spillage.
4 Responsibility
The responsibility for ensuring that ships are moored or unmoored with safe trim and propeller immersion lies with the Master/Pilot.
The responsibility for ensuring the Pier safety precautions are adhered to lies with a duty Pier Master from Kirkwall Harbour.
Document: SOP-07-006 Scapa Tanker Operations V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 1
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow
Other Ports & Harbours
Tanker Operations at Kirkwall Pier
1 Purpose
The procedure ensures tanker operations at Kirkwall Pier are carried out in a safe manner and in compliance with Orkney Harbours Petroleum Byelaws 1980 to ensure all systems are in place in case of emergency or pollution incident.
2 Scope
The procedure is applicable to all tanker operations at Kirkwall Pier, when petroleum or chemical products are handled at Kirkwall Pier.
3 Procedure
The following precautions are to be taken during tanker operations at Kirkwall Pier: -
• All fire fighting equipment to be in situ prior to arrival of a tanker. • Access barriers erected around berth and discharge facilities; • All vehicles parked on pier to be position so as not to restrict access by emergency services; • During the tanker’s occupancy of the berth no hot work is permitted onboard; • Oil pollution tier 1 kit to be positioned where discharge lines come ashore. • Access to the Tanker berth, and Facilities restricted to those with business. • Further security measures to be in place or adjusted as appropriate in accordance with the ‘Port Facility Security Plan’ (Also ref SOP 11-002 & SOP 11-003)
OIC Marine Services ‘Oil Spill Response Plan’ details counter pollution actions appropriate in the event of any spillage.
4 Responsibility
The responsibility for ensuring all of the above is adhered to lies with a duty Pier Master.
Document: SOP-07-007 Kirkwall Tanker Operations V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 1
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow
Other Ports & Harbours
Change in vessels berthing arrangements
1 Purpose
This procedure is to provide clear guidance for Marine Officers and Pilots with regard to situations where a change in berthing arrangements is requested by the Master of a vessel.
2 Scope
The procedure is applicable to all vessels requesting alternative anchoring or berthing arrangements within the Competent Harbour Authority areas.
3 Procedure
It is important that Marine Officers and Pilots be aware of and note the following issues in considering an alternative berthing request: -
• The port has an obligation to provide for safe and secure berthing locations and facilities having regard to the limitations of the berth, weather, tidal conditions and availability and suitability of harbour tug/pilot launch.
• There is a requirement to ensure port security requirements, if applicable, are met and where necessary agreed with the ship security officer.
• The Duty Marine Officer must liaise with the ships agent to ensure that the shore gangway is available if requested and craneage can be arranged for its placement.
• Marine Services staff is available to oversee the berthing as required and that the owner’s permission has been obtained via the ship’s agent prior to accepting the request to alter the berthing arrangements.
• The availability of courtesy shuttle buses if applicable has been considered and if not available then alternative arrangements put in place.
The duty Pilot on receiving a request to berth alongside an alternative pier from the Master of a vessel must advise the master of a number of prerequisites required as detailed in SF 07-006 and present the appropriate port information pack for the berth.
The Duty Marine Officer on receiving a request from the duty pilot or master for the vessel to change berthing arrangements must receive permission from the Harbour Master or the Deputy Harbour Master (Operations) in the first instance and furthermore, must also receive permission from the ship’s owners via the appropriate shipping agent.
The PFSO must be contacted when such permissions have been received and will be responsible for ensuring all necessary port security measures are in place and agreed with the ship security officer if applicable.
Document: SOP-07-008 Change of Vessel Berthing Arrangements V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow
Other Ports & Harbours
The Marine Officer will then liaise with the ships agents to make arrangements for the following: -
• Linesmen (request confirmation on availability) • Cranage for shore gangway when necessary (request confirmation on availability) • Contacting excursion agents (for cruise ships)
4 Responsibilities
It is the responsibility of duty Pilot to liaise with the ship’s Master and the Duty Marine Officer.
It is the responsibility of the duty Marine Officer to contact Marine Service staff as necessary and liaise with the ships agent as required.
It is the responsibility of the Harbour Master or the Deputy Harbour Master (Operations) to provide permission for the operation to proceed.
It is the responsibility of the PFSO to manage all security matters.
It is the responsibility of the duty Pier Masters to liaise closely with the Duty Marine Officer and Pilot.
Document: SOP-07-008 Change of Vessel Berthing Arrangements V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Diving Operations
1 Purpose
This document outlines the requirements for commercial diving operations undertaken on behalf of the Orkney Islands Council and to provide general guidance for other diving operations undertaken within OIC Marine Services harbour waters.
2 Scope
This SOP covers both commercial and recreational diving operations, undertaken within OIC Marine Services harbour waters.
3 Procedure
It is important to distinguish Commercial operations from Recreational diving. The Health and Safety Executive monitors Health and Safety at work and maintains an interest in all commercial diving. It considers any operation including training and instruction to be commercial provided there is some financial arrangement involved; even if some duties within them are undertaken by volunteers as part of recreation. Those undertaking diving operations should therefore ensure familiarity with this legal distinction.
Those who wish to undertake commercial diving activities or those intending to employ the services of divers should satisfy themselves that they hold the necessary qualifications prior to engaging their services.
Commercial diving covers a number of interests and is divided into sectors or ‘classes of diving’:-
Offshore, Media, Inland/Inshore, Police Work, Shellfish, Scientific & Archaeological, Recreational,
Commercial Diving Operations must only be undertaken by fully qualified divers, operating under a diving contractor and holding the appropriate Health and Safety Executive approved qualifications or recognised equivalents in accordance with the Diving at Work Regulations 1997; and the relevant supporting ‘Code(s) of Practice’.
OIC Marine Services maintains a list held by the Diving at Work Regulations 1997 of approved diving contractors meeting the minimum standards as set by the Health and Safety Executive, and available for OIC work. Any Contractor wishing to be placed on the approved listing should apply in writing to Marine Services and be able to demonstrate full compliance with necessary HSE qualification requirements.
Diving for Recreation purposes only is not subject to the ‘Diving at Work’ Regulations 1997; although the Merchant Shipping ‘Diving Safety’ Regulations 2002 may still apply if operating from a craft or floating structure.
Document: SOP-07-009 Diving operations V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
All diving operations undertaken within defined OIC Marine Services harbour waters are subject to the Orkney Harbours areas byelaws 1977 Part VI, Reg 33, which require written permission from the Harbour Master prior to commencing any dive.
Diving Permits are considered on application from the Deputy Harbour Master (Operations) and may cover single or multiple dives.
Recreational diving is popular in Orkney waters due in part to the many wrecks in the area, some of which lie within Orkney Marine Services harbour waters.
Divers should be aware that additional permission from the rightful owners of any wreck should be obtained prior to diving.
The Orkney Islands Council are Owners of only the following three German High Seas Fleet wrecks from 1919, and therefore can only give permission for these: -
• Koln, • Brummer, • Dresden.
In addition many wrecks may also be subject to statutory restrictions; which prevent disturbance or the removing of artefacts, if protected under any of the following: -
• The Ancient Monument and Archaeological Areas Act 1979. • The Protection of Wrecks Act 1973 • The Protection of Military Remains Act 1986.
This latter act makes it illegal to dive on any designated war graves without the permission of the Ministry of Defence and applies to the following wrecks in Scapa Flow: -
• HMS Royal Oak. • HMS Vanguard.
Hypobaric decompression facilities exist at Stromness. Should any diver suffer decompression sickness, the ‘Shetland Coastguard’ should be contacted via VHF 16 who will co-ordinate any emergency response.
4 Responsibility
It is the responsibility of any OIC Marine Services personnel contracting dive teams to ensure that they have been approved for use.
It is the responsibility of the Deputy Harbour Master (Operations) to maintain the approved dive contractors list and listing of written dive permits.
It is the responsibility of those directly involved in a diving activity to ensure their own safety and compliance with national diving regulations. Marine Services only gives permission to dive in Orkney harbour waters for interest in controlling surface navigation safety interests.
It is the responsibility of the Duty Marine Officer to record any diving incident as per SOP 02-005.
Document: SOP-07-009 Diving operations V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Port Waste Management
1 Purpose
This procedure is to ensure that ship’s generated waste and cargo residues can be controlled and provided with adequate waste reception facilities to meet the needs of those ships normally using the piers and harbours owned and operated by OIC Marine Services. It therefore ensures compliances with those requirements and obligations under the Merchant Shipping and Fishing vessel (Port Waste Reception Facilities) Regs 2003 (SI: 2003/1809) as amended.
2 Scope
This procedure applies to all piers and harbours owned and operated by OIC Marine Services and will be applicable to all vessels, except warships or naval auxiliary vessels.
OIC Marine Services has in place a ‘Port Waste Management Plan’. This plan details the location of all waste collection facilities at all OIC piers and harbours, along with the full procedures and record keeping adopted to fulfill all its duties and obligations under the regulations.
3 Procedure
3.1 Notification
Under the Regulations, all vessels intending to enter an OIC pier or harbour, other than fishing vessels and recreational craft authorised to carry, or designed to carry, no more than 12 passengers are required to provide notification of their waste and disposal requirements, including types and quantities. The information must be reported before entry into the pier or harbour, the complete list of information required is contained in MGN 387 (M+F) and the Port Waste Reception Facilities Regulations 2003 (Schedule 2). (Standard form SF 07-007 provides a preset blank form for this purpose)
This information should be sent to OIC Marine Services by fax or e-mail or if necessary can be given verbally by VHF radio.
Vessels specifically calling at Flotta Oil Terminal should send their waste notifications to the terminal operators, Talisman Sinopec Energy UK Limited at the Flotta Oil Terminal.
Shipping Agents have been advised that they should notify visiting vessels of these requirements.
Contact details are: - Fax 01856 87 3012 E-mail [email protected] VHF Channel 11
Any vessels which fail to comply with the Port Waste Reception Facilities Regs 2003 may be reported to the MCA, as per SOP 02-006 & SOP 02-005.
Document: SOP-07-010 Port Waste Management V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Ship’s waste notifications should be forwarded the Marine Services Waste Officer to arrange suitable waste reception facilities in accordance with requested requirements. Details are recorded then forwarded to administration staff for inclusion in the annual waste notifications records as displayed in the ‘Port Waste Management Plan’.
Ship’s Waste Notifications are stored for a period of 12 months. Annual Records will be kept for a period of 10 years.
3.2 Waste Reception Facilities
In addition to arranging specific facilities to meet the needs of visiting shipping when notified, further arrangements have also been put in place to accept waste from all other vessels that are outside of the scope of the requirements (eg Recreational and Fishing vessels). Every pier is provided with Euro bins and some of the larger piers are provided with skips and waste oil collection tanks. Please note that there are no Sewage Reception Facilities at any harbour within OIC Marine Services jurisdiction at this time. Full details are located in the ‘Port Waste Management Plan’.
The cost of waste collection and disposal is covered within the Harbour Dues. Vessels are made aware of the fees for waste collection applicable at any time through details published in the ports Schedule of Charges.
Any vessel which believes there is any inadequacy in OIC Marine Services Port Waste Plan, can report this directly to Marine Services or through the ships agent by fax, e-mail or post. Any complaints regarding inadequacy are to be acknowledged within 5 working days and replied to within 10 working days.
4 Responsibilities
It is the responsibility of each vessel to ensure OIC Marine Services is advised of its Ship Waste Notification prior to arrival in port in accordance with the Merchant Shipping and Fishing Vessel (Port Waste Reception Facilities) Regs 2003.
It is the responsibility of the person receiving the Ships Waste Notifications to ensure the information is passed on to the Marine Services Waste Officer. The appropriate pier staff should also be advised of the Ship’s Waste Notifications to ensure the coordination of appropriate waste reception facilities.
It is the responsibility of the pier staff to ensure that ship’s waste is landed and disposed into the appropriate waste reception facility on that pier. Where a vessel is thought to be in breach of the regulations pier staff should advise the Port Marine Safety & Counter Pollution Manager.
It is the responsibility of administration staff to ensure waste notification details are recorded and held in the appropriate files.
It is the responsibility of the Marine Services Waste Officer to ensure that data is being entered appropriately and that any annual summary is sent to the MCA at the end of each calendar year.
It is the responsibility of the Port Marine Safety & Counter Pollution Manager to ensure complaints regarding inadequacies within the Port Waste Management Plan are dealt within the appropriate time scale.
Document: SOP-07-010 Port Waste Management V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Tug Standby Duties
1 Purpose
This procedure is to ensure at there are a sufficient number of tugs available to provide standby duties for shipping operations within Scapa Flow.
Standby duty is when a tug is fully manned and ready for duty at all times.
2 Scope
This procedure applies to all shipping loading or discharging at any of the Flotta Oil Terminal facilities, all Ship-to-Ship Transfers within Scapa Flow and during discharge operations of coastal tankers at Scapa Pier.
The transfer of bunkers is not to be included in Ship-to-Ship transfers for the purpose of this procedure.
The Harbour Master or the Deputy Harbour Master (Operations) can request additional standby duties as deemed appropriate for the safe operation of the port (Other shipping activities or weather conditions).
3 Procedure
When tugs are not required for berthing or unberthing duties they will provide standby cover for operations within Scapa Flow as follows: -
• Vessels at the LPG Jetty < 5000 DWT 1 tug • Vessels at the LPG Jetty > 5000 DWT 2 tugs • Vessels on the SPM 1 tug • Ship-to-ship transfer operations 2 tugs
Tugs on standby duties at the LPG Jetty can be used for escort duties, berthing or unberthing ship- to-ship transfer operations as per SOP-07-002 (Tug Escort Guidelines).
A tug on standby duties at the SPM can also be used to provide standby duties for the LPG Jetty. The tug providing standby duty and towing at the SPM will be the last to be assigned other duties and must be returned to SPM standby duty as soon as possible.
Tugs on standby duty for the LPG Jetty will berth in the vicinity of the LPG Jetty, either Sutherland Pier or a Tug mooring buoy.
When there is no shipping berthed at any of the Flotta Oil Terminal facilities but there are Ship-to- Ship transfers operations taking place, standby duties can be covered from the Scapa Pier.
Whilst a coastal tanker is discharging cargo alongside the Scapa Pier, all tugs berthed at the Scapa Pier will be on standby duty.
When a tug on standby duties is to deviate from this requirement in order to undertake other operational duties as stated in this SOP, the Tug Master will inform the Duty Marine Officer of their intention to do so. Document: SOP-07-011 Tug Standby Duties V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
4 Responsibility
It is the responsibility of the Duty Marine Officer to advise Tug Masters of vessels that are > 5000 DWT intending to berth at the LPG Jetty.
The Duty Marine Officer will liaise closely with the Mooring Masters at the Flotta Oil Terminal regarding the need for a tug to be released from SPM standby duty and towing to assist in other berthing and unberthing operations within Scapa Flow. See SOP-07-003, (Tug Availability Guidelines)
It is the Tug Masters responsibility to ensure that their tug is available for standby duties as dictated by the shipping operations taking place within Scapa Flow.
If a tug has to leave a berth in the vicinity of the LPG Jetty due to weather conditions, the Tug Master should inform the Duty Marine Officer of their intentions to do so.
The duty Marine Officer will advise the Mooring Masters at the Flotta Oil Terminal of the Tug Masters intentions.
Document: SOP-07-011 Tug Standby Duties V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Ballast Water Management in Scapa Flow.
1 Purpose
Despite strong tidal currents around the Orkney Islands, the inner waters of Scapa Flow are largely unaffected by tidal currents and consequently the water exchange process is very slow.
Therefore, in order to minimize the potential for pollution resulting from oil, chemical, heavy metals and transfer of non-native aquatic organisms and pathogens which may be contained within ships ballast water and associated sediments, OIC Marine Services in association with the Flotta Oil Terminal, operates a stringent policy on the control and management of ships’ ballast water. This provides protection for this important marine environment and the rich natural marine biodiversity within Scapa Flow.
2 Scope
The procedure applies to all vessels over 400 GT within Scapa Flow and/or using the Scapa Flow Oil Port or Anchorage Facility.
3 Procedure
These port procedures enhance the International Convention for the ‘Control and Management of Ships’ Ballast water and Sediment’ adopted in 2004, and the guide lines issued under IMO Resolution A.868 (20).
The discharge of a ships’ ballast water whilst within Scapa Flow is prohibited unless in accordance with the following:-
a) For vessels using the Flotta Oil Terminal jetty or Single Point Mooring (SPM) facilities.
i) Discharge is only permitted through the ballast water reception and treatment facilities that are provided at the Flotta Oil Terminal. This ensures the discharge can be monitored and treated prior to discharge via a pipeline to the east of Switha into the Pentland Firth.
Liquid Petroleum Gas Carriers using Flotta Oil Terminal not subject to special ballast management agreements.
b) Direct discharge to sea of their ballast water is only permitted in accordance with the following restrictions:
i) The total quantity of ballast water for discharge is limited to the minimum essential quantity possible.
ii) The ballast water for discharge must have been taken onboard or exchanged in accordance with IMO Resolution A.868 (20) Reg B-4 criteria, i.e. at a location where the depth of water is 200m or more and at a minimum of 50 nautical miles from the nearest land. If this is not possible, then at least taken onboard or exchanged within
Document: SOP-07-012 Ballast water Management in Scapa Flow V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 4 Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
24 hours of arrival at Scapa Flow and a minimum of 12 nautical miles from the nearest land.
iii) The Master has formally requested and obtained written permission from the Harbour Authority to undertake specific de-ballast operations.
Liquid Petroleum Gas Carriers using Flotta Oil Terminal identified in specific ballast water management agreements.
c) Direct discharge to sea of their ballast water is only permitted in accordance with the following conditions:-
i) The total quantity of ballast water for discharge is limited to the minimum essential quantity possible.
ii) The ballast water for discharge must have been taken onboard or exchanged within the specific locations and in accordance with the circumstances and conditions identified within the agreement.
iii) The Master submits to the Harbour Authority prior to arrival a ballast water reporting form as per (SF 07-009) or similar indicating the times, quantities and positions of all ballast water intake operations and indicating those tanks to be discharged.
iv) The Master has onboard a valid copy of the ballast water management agreement.
Vessels that for any reason can not comply with the conditions described in a), b) or c) will not be permitted to de-ballast within Harbour limits
In accordance with b), iii) the Master to obtain permission to discharge ballast must provide the Harbour Authority with an IMO approved ‘Ballast Water Reporting Form’ (SF 07-009) or similar indicating the position and time of taking onboard and/or exchange of the ballast water and a ‘Ballast Water Discharge Request Form’ (SF 07-008) or similar indicating those tanks and quantities being requested for discharge. Written permission will be forwarded to the Master either directly or through the ship’s agent as appropriate.
Ballast water management agreements with the Harbour Authority as described for vessels in c) and other vessels using Flotta Oil Terminal are only applicable to specifically named vessels, when the particular circumstances of their regular trade and ports of call can be positively identified; allowing the Harbour Authority to examine the issues and risks associated with ballast water management as applicable to that vessel and therefore consider if any special agreement where the conditions are developed through a process of risk assessment and considered analysis maybe appropriate other than as described in b). These agreements will only be applicable to Scapa Flow.
All Other Vessels
(d) i) The total quantity of ballast water for discharge is limited to that which is essential, and
Document: SOP-07-012 Ballast water Management in Scapa Flow V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 4 Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
ii) Ballast water for discharge must have been exchanged in accordance with Regulation D-1 (ie: at least three times by volume for each ballast tank) within the designated area as bounded by the following coordinates:
Eastern Exchange Area; 570 40’N, 0010 00’W to 580 40’N, 0020 15’W to 600 00’N, 0000 20’W to 600 00’N, 0020 00’E to 570 40’N, 0020 00’E and back to 570 40’N, 0010 00’W Or iii) The ballast water for discharge must have been taken on-board or exchanged in accordance with the Convention’s Regulation B4 criteria, i.e. at a location where the depth is 200m or more, and at a minimum of 50 nautical miles from the nearest land
and in either case (d) (ii) or (iii) above
iv) The Master must submit to the Harbour Authority prior to arrival ‘Ballast Water Reporting Form’ (SF 07-008) or similar indicating the position and time of taking onboard and/or exchange of the ballast water and a ‘Ballast Water Discharge Request Form’ (SF 07-009) or similar indicating those tanks and quantities being requested for discharge.
v) Ship to ship oil cargo or liquid gas transfer operations may only be undertaken at or within 500m of designated STS locations 1 to 4 as shown on United Kingdom Hydrographic Office (UKHO) Chart 35.
(e) Vessels that for any reason can not comply with the conditions described in (a), (b), (c) or (d) will not be permitted to de-ballast within the Harbour limits.
(f) Vessels fitted with IMO Convention compliant and certificated ballast water treatment systems (regulation D-2) must still exchange ballast water (as per this Policy) prior to undertaking treatment, before discharge of any ballast water will be authorised within Scapa Flow.
(g) OIC Harbour Authority reserves the right to refuse permission to discharge ballast water within Scapa Flow, and to place limits on the quantity to be discharged or require additional safeguards or restrictions.
4 Responsibilities
The meeting of requirements as prescribed in this procedure for ballast water management in Scapa Flow is the responsibility of the Ship’s Master.
It is the responsibility of Ship’s Masters to ensure they obtain written permission prior to any ballast water discharge directly into the sea within the Harbour limits of Scapa Flow.
Document: SOP-07-012 Ballast water Management in Scapa Flow V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 3 of 4 Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
It is the responsibility of Ship’s Masters to ensure they only discharge ballast water for which they have permission in accordance with any agreement or restrictive criteria applicable.
It is the responsibility of the Deputy Harbour Master (Operations) to ensure any ballast water management agreements with specific vessels are periodically reviewed.
Document: SOP-07-012 Ballast water Management in Scapa Flow V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 4 of 4
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Harbour and Pier Masters
1 Purpose
The procedure ensures that all OIC Harbours and Piers are maintained in a safe and efficient manner and that they operate to consistent standards for all their users.
2 Scope
The procedure is applicable to OIC Harbours and Piers.
3 Procedure
OIC Marine Services maintains a full time Pier Operations Co-ordinator covering Kirkwall, Hatston, Scapa, Tingwall and Stromness. He is supported by duty Pier Masters to ensure manpower availability at these busier Harbours and to cover all scheduled ferry timetable movements.
The operational needs at all other smaller OIC harbours and piers are met either by full time Pier Masters in the case of Lyness and Flotta or part time Pier Masters at all other locations with the exception of Moaness (Hoy) and Wyre where no assigned pier master exists.
Each Piermaster is required to carry out a range of duties to ensure their Harbour or Pier continues to operate in a safe and efficient manner for the benefit for all its potential users. In doing so, they should ensure the following requirements are met: -
• Assigning, as necessary, suitable berths for vessels wishing to enter or moor at the Harbour or Pier, overseeing mooring, and where such facilities exist at the Harbour or Pier, to operate the link span ramp system for Ro-Ro ferries or other similar vessels during their loading or discharge operations. • Responding to accidents or incidents or other emergencies including pollution within the OIC Marine Services jurisdiction to ensure that rapid and suitable remedial action is undertaken or that requests for assistance are made through OIC Marine Services at Scapa, and reporting same. • Ensuring the general tidiness and security of the piers and associated properties are maintained. • Liaising with the Port Facility Security Officer at OIC Marine Services Harbour Authority Building Scapa on all issues relating to port security matters. • Carry out maintenance checks on plant and property within their jurisdiction to ensure maintenance needs are identified, and attended to, or are relayed to the Deputy Harbour Master (Operations) for further action (Ref SOP 05-009 Inspection & Maintenance procedures for Shore-side life Saving Equipment) . • To provide a general Marine Services presence and to enforce, advise or report on Byelaw or General Direction compliance. • Obtain ‘Harbour dues’ payments from port users and to relay these or required details and particulars to the OIC Marine Services administration section in accordance with monthly schedules. • Completing all administrative reports in accordance with instructions. • Completing all maintenance schedules in accordance with instructions.
Document: SOP-07-013 Pier Masters V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
4 Responsibility
Pier Masters are responsible to the Deputy Harbour Master (Operations) or their immediate line manager who is responsible for ensuring all of the above are adhered to.
OIC HARBOURS & PIERS
Document: SOP-07-013 Pier Masters V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Pilot Launch Operations
1 Purpose
The purpose of this procedure is to ensure that OIC Marine Services Pilot launches are operated and maintained in a consistent and safe manner.
2 Scope
The Pilot Launches are maintained and operated in accordance with the guidance as stipulated in MGN 280 (M).
The procedure extends to all OIC Marine Services Pilot vessels, their Coxswains and Crew Members.
3 Procedure
The Coxswains and crews are responsible while on duty for the carrying out of the requirements of the pilotage service and ensuring compliance with appropriate instructions given on behalf of OIC Marine Services by the Harbour Master or the Deputy Harbour Master (Operations).
The Coxswains and crews are responsible through the Marine Superintendent – Towage and Launches for the safe, efficient and economical operation of the launch fleet and for ensuring proper procedures are followed for the efficient use, care and maintenance of each launch, its machinery and associated equipment.
Coxswains in association with the Marine Superintendent – Towage and Launches are expected to ensure that the launches are kept ready for immediate use. They are to be properly fuelled and stored in accordance with standing instructions.
Coxswains are charged with maintaining appropriate discipline of their crews with respect to operational procedures and time keeping, as well as also ensuring the OIC Marine Services Health and Safety, Drug and Alcohol and Environmental policies, as well as others, are adhered to in accordance with standing instructions.
All damages and defects either to the launch and or its equipment or damage caused to other vessels or property occurring during a watch, however caused should be reported immediately to the Marine Operations Room.
Log books are to be accurately completed and copies forwarded to the Harbour Authority Building, Scapa on a weekly basis.
The additional duties for Pilot launches will include non-Pilotage use such as, but not limited to, Harbour Patrols (SOP 05-008), Aids to Navigation and Pier Inspections, Counter Pollution, Security and Private Hire requirements, as well as other occasional sundry voyages to fulfill OIC Marine Services operational needs.
Suspension of the Pilotage service procedures are contained in SOP 06-002, Coxswains should be fully familiar with these and act in accordance with their professional judgment in association with the duty pilots.
Document: SOP-07-014 Pilot Launch Operations V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Accidents and incidents should be reported in accordance with SOP 02-004.
4 Responsibility
While on duty, the Coxswains have responsibility for ensuring the safety of the crew and integrity of the vessel.
The Marine Superintendent – Towage and Launches has responsibility for ensuring launch maintenance, repairs and appropriate certification.
Document: SOP-07-014 Pilot Launch Operations V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow
Other Ports & Harbours
Security and Safety Inspections
1 Purpose
To security and safety of the vessels and crew on-board the outer North Isles vessels while berthed at Kirkwall Harbour must be maintained at times when ships staffs have been stood down from duty and to ensure that actions are identified in the event of an incident.
2 Scope
This procedure covers all outer North Isles vessels while berthing at Kirkwall Harbour namely: -
• Varagen • Earl Thorfinn • Earl Sigurd
The requirement to monitor other Marine Services vessels is also required as part of the routine patrols around the harbour area throughout the day and night.
3 Procedure
The duty piermasters employed at Kirkwall Harbour will be required to complete security and safety inspections onboard any of the Marine Services - Ferries outer North Isles vessels berthed overnight and at times throughout the day at Kirkwall Harbour. Prior to completing a security and safety inspection the piermaster should inform their colleague or Orkney VTS.
The duty Pier Master(s) will be required to attend each vessel at intervals not exceeding two hours under normal circumstances commencing within one hour of the Master of each vessel informing the duty piermaster(s) when ships staff is off duty at which time the duty piermaster will assume responsibilities for security and safety inspections.
A defined route is assigned for each ship and a number of reporting points are located where the duty piermaster completing the inspection is required to use the patrol time / date equipment. (See Annex 2 for details of security routes.)
On the completion of inspection the duty piermaster will download the data from the patrol time /date equipment into the WinKontrol / PES software application on the piermasters computer workstation.
In the event it is not possible to complete a security and safety inspection within a two hour period after the previous one completed, the inspection should be completed at the earliest opportunity thereafter and an entry made in the night order book onboard the applicable vessel(s) and in the harbour log book, giving reason(s).
In the event of an alarm being activated on a vessel the onboard systems will activate a visual signal of an orange flashing light on the main mast and a remote dial telephone alert to Orkney VTS (telephone 885245).
The duty VTS Operator accepting the call will make contact with the duty Piermaster(s) to confirm the alarm and subsequent actions taken.
Document: SOP-07-015 Security and Safety inspections of Marine Services Ferries V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 3 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow
Other Ports & Harbours
The duty Piermaster(s) will investigate the alarm and take the actions identified in Annex 1 for each alarm type. On being advised these is an emergency situation onboard a vessel requiring a member(s) of the crew to attend or the emergency services the duty VTS Operator will call staff as identified by the Pier Master from the duty call board onboard the vessel.
The monitoring of other Marine Services vessels will be completed as part of the routine patrols around the harbour throughout the day and night. Monitoring will include mooring arrangements, fendering and unauthorised access primarily. Any concerns should be reported to the duty VTS Operator or the Pier Operations Co-ordinator when on duty. The requirement to inspect areas onboard is not required.
4 Responsibility
It is the responsibility of Pier Operations Co-ordinator to ensure all piermasters have completed familiarisation training onboard each of the vessels where security and safety inspections are to be completed and the Marine Services - Ferries training record sheet is completed prior to assuming duties.
It is the responsibility of duty Pier Master(s) to complete security and safety inspections onboard the Marine Services - Ferries vessels as required in line with the Masters standing orders identified in Annex 1.
It is the responsibility of the duty VTS Operator to alert ship staff as identified by the duty piermaster(s) in the event of incident onboard.
It is the responsibility of the Marine Services - Ferries staff to respond as necessary to an alert from a duty VTS Operator.
It is the responsibility of the Pier Operations Co-ordinator to monitor the WinKontrol / PES software and verify that security and safety inspections are completed as detailed in this standard operating procedure.
The ships Master remains with full responsibility for the safety of the vessel and crew onboard and that all appropriate measures are in place for the safety of the vessel.
Document: SOP-07-015 Security and Safety inspections of Marine Services Ferries V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 3 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow
Other Ports & Harbours
Annex 1 - Reporting
Line of communication for reporting incidents/concerns/alarms.
1. Should an alarm be activated it should be investigated where possible and if safe to do so. Familiarisation training has demonstrated which alarms can be reset without concern and which must be acted on immediately. 2. Weather, tidal and sea conditions on the berth can cause serious doubt, as to the holding power of the mooring ropes and whether more ropes/wires or fenders should be deployed. 3. Unauthorised person[s] boarding the vessel who do not readily disembark empty handed, when told to do so.
Listed above are only a few examples that can warrant a call out of the DutyMaster/Mate/Ch.Eng/2nd Eng or listed crew and in the case of example 3, the Police.
Orkney VTS should be contacted in the first instance and advised of the problem and who best to call to resolve it, eg deck or engineering officers. Pass onto VTS, information taken from the on duty board, as to what relevant officer is on call and their contact details, also make sure that the officer required is not sleeping aboard. By routing communication through VTS means that everything is recorded and timed.
Document: SOP-07-015 Security and Safety inspections of Marine Services Ferries V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 3 of 3
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This SOP is applicable to the following Harbour Authority areas: Scapa Flow
Other Ports & Harbours
Cruise Operations Kirkwall
1 Purpose
OIC Marine Services has in recent years seen an upturn in the cruise liner industry calling primarily at Kirkwall, with some small vessels calling at Stromness and outer isles. This SOP is to ensure that the facilitation of service provision to cruise liners is in accordance with the provisions of the Port Marine Safety Code.
2 Scope
This procedure applies to all cruise liners calling in Kirkwall, either alongside at Kirkwall Pier or at Hatston, as well as liners at anchor in Kirkwall Bay.
3 Procedure
3.1 General Cruise liners require the prescripts of the ISPS Code to be fully implemented. As such, Pier Masters are to be given sufficient notification for the erection of Heras fencing. Where the ship is at anchor, the pontoons are also to be cleared of vessels to allow for tender traffic.
Traffic management is required at both Kirkwall Pier and Hatston when cruise liners are present. The interface between cruise activities and other shipping activities is to be closely monitored in order to ensure the safety of both passengers and staff on the quay.
Most liners on Hatston Pier have a “meet and greet” service and shuttle buses contracted to serve the liner trade. Shore excursions are common to all cruise activity and the presence of a large number of coaches needs to be managed.
Passengers are to be kept segregated from other prot activities and traffic movements by means of pedestrian fences.
3.2 Tug usage
It is to be noted that the default position for towage for cruise ships is that NO TUG required due to the mitigations generally in place.
However, there are occasions when tugs should be utilised if the port visit is not to be cancelled. The following guidelines are in place for circumstances other than the default position and may be verified by risk assessments conducted for individual cases. Where a tug is required for berthing, it should be made available for escort duties if requested by the pilot/Master.
Normal minimum manoeuvring systems assume the following configuration. Anything less this this is deemed to be a single point of failure configuration as detailed in the table below. • 2 anchors • At least 2 steering motors • At least 2 main engines (single or twin screw) • At least 2 generators on a split switchboard • At least 1 bow thruster
Document: SOP-07-016 Cruise operations in Kirkwall Bay v6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 3 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow
Other Ports & Harbours
Conditions/Vessel condition Company Request Marine Services mandate Vessel in good working order. Wind No tugs required unless Nil. within limitations. requested by company for other reasons (master’s inexperience etc) Vessel in good working order. Tugs requested by Company Minimum 1 tug in Weather conditions outside for berthing and/or escort consultation with Master. MV limitations of vessels own with prior notice Kirkwall Bay available for power/manoeuvrability additional power. Failure of 1 component of Minimum 1 dependant on 1 (or as required by pilot) manoeuvring system nature of defect Failure of 2 components of Minimum 2 dependant on 2 (or as required by pilot) manoeuvring system nature of defect Failure of 1 anchoring system 1 tug 1 tug Single point of failure designs (single 1 tug 1 tug shaft/single engine or single rudder/single steering motor)
It is important that the Pilot’s intentions for the use of tugs for escorting, whether passive or active, are included in his Port Pilotage Plan (as per SOP-06-004) and therefore part of the initial Pilot/Master exchange. It is also important that the Pilot gives tug masters a broad outline of the plan at an early stage and keep them informed of his intentions with regard to course and/or speed as the vessel movement progresses.
3.3 Tender Operations in Kirkwall
Where cruise liners are brought to anchor by the Pilot, the Master is to be provided with the Tender Briefing attached at Appendix A to this SOP. A series of pictures is provided to the vessel by the agent indicating the layout of the basin and the pontoons.
4 Responsibility
It is the responsibility of the Pilots to be familiar with and comply with the tug usage guidelines.
It is the responsibility of the Harbour Master to review the operational guidelines in the event of a significant change in operations.
It is the responsibility of the Deputy Harbour Master (Operations) to advise the Pier Operations Co- Ordinator of the berth allocation and ISPSC requirements in good time.
It is the Duty Marine Officer’s responsibility to advise Tug Masters of forthcoming movements and the number of tugs required.
Document: SOP-07-016 Cruise operations in Kirkwall Bay v6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 3 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow
Other Ports & Harbours
Appendix A
TENDER OPERATIONS KIRKWALL
Masters are required to provide a briefing to their tender coxswains. The briefing is to include the following aspects:
• Kirkwall Basin is a “no wake zone”. Speed is to be carefully managed.
• Coxswains are to be vigilant at all times, especially at the entrance of the basin. Ferry traffic operates routinely on both the north and south sides of the entrance.
• Tenders are to maintain a listening watch on VHF Ch 11. Kirkwall Pier operates under this callsign for operational matters at this location.
• There should be a maximum of three tenders within the basin at any one time.
• The charts and photographs provided by the agent should be briefed to coxswains.
• Each launch is to be issued with the information card and chart for Kirkwall.
Document: SOP-07-016 Cruise operations in Kirkwall Bay v6 Date of Issue: 01 March 2017 Revision: 6.0 Page 3 of 3
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Personnel Appraisals
1 Purpose
This procedure ensures all Marine Services staff receive an annual Appraisal; enabling individuals to relate their overall performance and identify with any areas for potential improvement or career development. It provides an opportunity to review and identify any immediate or future training requirements and also enables the setting of objectives for the forthcoming year.
2 Scope
This procedure relates to the OIC’s ‘Staff Review and Development Scheme’ that provides a standard appraisal system applicable to all the Council’s employees which includes all Marine Services staff.
3 Procedures
Each individual will be appraised by his/her line manager on a regular annual basis or at more frequent periods if special circumstances indicate this would be appropriate in monitoring an individual’s progress or career development.
To maintain conformity with a regular assessment period, an appraisal meeting should be carried out as close to the anniversary date of the previous appraisal as is practicable. Appraisal meeting procedures and the points of reference are contained within the O.I.C ‘Staff Review & Development Scheme’ policy and its associated guidance notes.
After an appraisal meeting the Line Manager will complete the relevant standard O.I.C (PRD) appraisal form and show a draft copy to the employee, they should discuss relevant comments and endeavour to reach an agreement on the forms content, both will sign the form; which is then passed over to a Reviewing Manager.
If the contents cannot be agreed upon, then the employee should make suitable comment(s) on the form as necessary. The form will then be passed over to a Reviewing Manager who will be required to arrange a meeting(s) with both the parties to resolve identified differences.
Appraisal forms are to be kept within an individual’s personal file held by the O.I.C in accordance with the confidential procedures described in the O.I.C Policy.
Training requirements identified during appraisals should be relayed to those responsible for developing training needs and any associated training programme(s) as per SOP 08-002.
Objectives are to be SMART (specific, measurable, achievable, relevant, time-based) and should link to Council Objectives.
Document: SOP-08-001 Personnel Appraisals V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
4 Responsibility
It is the responsibility of each line manager to appraise all those under his/her responsibility in accordance with the O.I.C Staff Review and Development policy procedures.
It is the responsibility of each line manager to pursue identified training requirements for those in his/her responsibility in conjunction with an identified Training Officer as per SOP 08-002.
It is the responsibility of each employee to use his or her appraisal opportunity, to clarify queries that may be giving difficulties, and to discuss training issues or career developments.
Document: SOP-08-001 Personnel Appraisals V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Personnel Training
1 Purpose
This procedure ensures all Marine Services staff will receive training appropriate for their employment in line with the Health & Safety Policy objective to equip them to undertake their tasks safely and efficiently.
2 Scope
This procedure implements the OIC Marine Services Health and Safety Policy in respect of training requirements and is applicable to all Marine Services staff.
3 Procedures
Training may be achieved through a number of measures: -
• Familiarisation/Induction training. • Task books • Practical demonstration. • Desk Top & Practical Exercises. • Structured training courses. • Simulator training.
Marine Services intends to ensure all employees are given training as and when appropriate and that this is regularly reviewed. (See SOP 08-001).
Following management approval any training identified for operational needs or for compliance with changes in legislation, will be developed for individuals or groups as required. This may be through a structured timetabled programme or specific arrangements in association with operational practicalities and the availability of suitable training opportunities.
A record of each individual’s training and relevant certification is held on a database. This is capable of highlighting relevant training standards achieved and certification validity. This will be used by the Training Officer to review periodically the status quo on training programmes and to liaise with appropriate line managers or individuals to ensure standards are maintained, or in the case of new training requirements these continue to be actively pursued.
Line managers should be familiar with the trained standards of those individuals for which they are responsible, and therefore maintain an awareness of any new training requirements that may result from such aspects as new or revised risk assessments, changes in operational equipment, working procedures or legislation, including needs that may be highlighted during the OIC Staff Review and Development appraisal scheme, as per SOP 08-001; if necessary they should liaise with the Training Officer to develop such training requirements into suitable action or structured programmes.
The Training Officer for Marine Services is the Port Marine Safety & Counter Pollution Manager, but this duty may be delegated to others where appropriate, who hold specific experience on a subject.
Document: SOP-08-002 Personnel Training V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
4 Responsibility
It is the responsibility of each line manager to identify training requirements when undertaking appraisals for those individuals under his/her responsibility and to review such needs at other times following acquisition of new equipment, risk assessments or through developments in legislation within his/her department.
It is the responsibility of the Training Officer to liaise with line managers and individuals, when training requirements are identified, so that training programmes can be established, and to carry out periodic reviews of staff training needs.
It is the responsibility of the Training Officer to ensure the Marine Services training database is maintained.
It is the responsibility of all staff to undertake identified appropriate training opportunities required for their employment.
Document: SOP-08-002 Personnel Training V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Reporting unexploded ordnance or unidentified objects
1 Purpose
The procedure ensures that any unexploded ordnance or unidentified objects (Annex A) which are discovered by or reported to any employee of OIC Marine Services in or around harbour jurisdictions are reported to the appropriate authority and can be dealt with in a safe manner.
2 Scope
The procedure is applicable to all reports of unexploded ordnance or unidentified objects received by OIC Marine Services staff, which are from a historical origin, or from a known military exercises.
Suspected ordinance or suspicious objects which could result from aspects of modern terrorism with its associated security implications are dealt with by SOP 11-002 whose procedures should take primacy over this SOP until confirmed otherwise.
3 Procedure importance
Following the Orkney Islands’ long historical and strategic military importance, particular during the First and Second World Wars, reports of unexploded ordnance or unidentified objects have often been recorded and may be received by Orkney Marine Services staff at any time either in person, by telephone or VHF radio.
On receiving such a report a member of staff should take steps to gather as much of the information detailed in Annex B as possible from the caller, reporting same to the Marine Operations Room; who will inform the Harbour Master or the Deputy Harbour Master (Operations). Thereafter dealing with the situation as directed. If necessary organizing an emergency response call out and/or contact with military bomb disposal services.
Such incidents should also be reported to emergency services as follows: -
• HM Coastguard…… Locations at sea or below high water mark. • Police ………... ……Locations land based.
For incidents involving fishing or other vessels which have picked up objects in their nets or gear, every effort should be made to put the vessel in direct contact with the Coastguard. If this is not possible the following advice should be given: -
• Do not land the object on deck. • If already on deck it should be kept wet and covered at all times. • Avoid bumping it and keep away from heat sources and vibration. • If within 2-3 miles off shore, steam in and lie off awaiting bomb disposal team. Do not enter harbour or lie off entrance. • If object is still in nets, suggest lowering net in water and steaming away from fishing grounds. Once in water of less than 35 m depth the net can be lowered to the sea bed, buoyed, let loose and the position noted. • Vessels with explosives on board should fly the “B” Flag.
Document: SOP-09-001 Unexploded ordnance V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 3 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
4 Responsibility
It is the responsibility of all staff members to report any incident in good time to the Marine Operation room who will inform the Harbour Master or the Deputy Harbour Master (Operations).
Annex A.
Reportable Explosive ordnance incidents
Items as follows:
a. Missiles, mines, torpedoes, depth charges, bombs, ammunition or other service explosives.
b. Holes or subsidence in the ground or other circumstances giving reason to suspect an aerial bomb or missile may be buried.
c. Military Smoke Floats/Marine Markers/Flares. (These invariably contain Phosphorus and are hazardous even if apparently expended or fired)- Coloured diagrams and examples of these can be found at the back of the Annual Summary of Admiralty Notices to Mariners.
d. Unidentified items/suspected unexploded ordnance, if weathered or obviously from a historical origin. (If there is doubt over identification then classify as item (e) below)
e. Clandestine or improvised explosive devices or objects suspected of containing explosives or incendiary compositions should be treated as potentially from a terrorist origin and should be dealt with by following SOP 10-002.
Document: SOP-09-001 Unexploded ordnance V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 3 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Annex B
INFORMATION REQUIRED WHEN REPORTING THE FIND OF AN UNEXPLODED BOMB OR OTHER SUSPECTED ORDNANCE
1. Who is making the report? A, Harbour Office B. Name of reporting officer C. Telephone contact number
2. Time discovered
3. Location A. Latitude and Longitude or Grid reference. B. Landmarks where possible to assist location.
4. Factors which may necessitate urgent action, including the evacuation of property or time of high water
5. Description
A. Shape B. Length C. Diameter/width. D. Colour E. Any other distinctive markings F. Visible features (tail fins/recessed plates/caps etc.)
6. An estimate of the length of time the item has lain in the discovered position
7. Who to contact on arrival if different from 1) above.
8. Measures taken, if any, to ensure that the item will not be removed by tidal action prior to the arrival of the Disposal team.
Document: SOP-09-001 Unexploded ordnance V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 3 of 3
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Emergency and Incident Response
1 Purpose
Emergencies can occur at any time of the day or night and depending upon the type and severity of the incident can also seriously jeopardize the safety of the port.
The purpose of this procedure is to ensure that Harbour employees are aware that Emergency Contingency Plans exist and that these should ensure wherever possible, that an effective and coordinated response to an incident is achieved helping to minimize the risks to life, property and the environment.
The plans are drawn up in line with other Orkney Islands Council emergency plans, and involve the notification of appropriate personnel and the emergency services at the earliest opportunity.
2 Scope
This procedure applies to all potentially serious incidents where life, property or the environment are at risk. Whilst every possible situation cannot be covered they can be listed under the general headings as follows for which contingency plans have been developed: -
a. Fire. b. Explosion. c. Pollution. d. Collision/sinking. e. Escape of Toxic Gases, Liquids and Hazardous Chemicals. f. Radio Active Substances. g. Security Incidents. h. Pandemic Contingency i. Accident.
3 Procedure
It must be appreciated that a minor incident, if appropriate action is not taken quickly, can rapidly develop into a serious situation. Consequently it is essential that any incident is dealt with as a matter of urgency until proved otherwise. Therefore it is important that any Marine Services employee coming upon circumstances or being informed by others of a situation covered by the above, either within or adjacent to the jurisdiction of OIC Marine Services, should immediately report the incident to the operations room in the Harbour Authority Building at Scapa, which is manned 24 hours.
The Duty Marine Officer receiving an initial incident report should record as much detail as possible from the caller and then ensure that the appropriate procedures in the emergency contingency plan are initiated as required, ensuring all relevant personnel, external agencies and, if required, the Emergency Services, are contacted as soon as possible.
Document: SOP-10-001 Emergency and Incident Reponse V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Unconfirmed incidents
When an incident is reported to OIC Marine Services that is of uncertain reliability or is not of sufficient detail to initiate a full scale emergency plan response, then it is prudent to initiate a local investigation to confirm the occurrence or reliability of the first report, prior to initiating any further action.
Minor incidents are expected to be dealt with by local harbour employees or contact with the specific designated Marine Services staff, it is expect all staff should be familiar with appropriate responses within an emergency plan relevant to their jurisdiction or employment tasks.
Marine Services staff will not be expected to undertake tasks or actions beyond their capability, or that put themselves at unnecessary risk and thereby adding to an emergency situation.
Specific training and exercise programmes are produced and executed annually for Pollution and Security incidents, other emergencies are considered on an individual basis, when suitable training opportunities or circumstances exist.
Reference should be made to SOP 02-004 ‘Accident and Incident reporting’ for the recording of all incidents and notable events.
4 Responsibility
It is the responsibility of all Marine Services employees to be familiar with emergency contingency plans in so far as to the actions or duties expected of them, and to respond to incidents requiring an immediate response to inform the Marine Operations Room at Scapa at the earliest opportunity.
It is the responsibility of the Duty Marine Officer on receiving information regarding an incident to establish actions already taken, and thereafter proceed with activating a response consistent with circumstances, including the actions appropriate to Emergency plans and procedures.
Document: SOP-10-001 Emergency and Incident Reponse V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Access to and from the Flotta Oil Terminal
1 Purpose
This procedure is to ensure that OIC Marine Services personnel comply with the requirements for the security of the Flotta Oil Terminal.
2 Scope
This procedure applies to all Marine Services personnel visiting the terminal or ships at the LPG Jetty.
3 Procedure
All persons visiting the Flotta Oil Terminal or ships at the LPG Jetty are required to enter through the main security gate close to Gibraltar Pier.
All Marine Services personnel that are issued with an identity card from the terminal must present their identity card for electronic registration at the security gate or onboard the Flotta passenger ferry, both on entering and leaving the site
If no identity card has been issued then individuals will be required to sign in and out. It is expected those visiting the site other than pilots for the purpose of berthing or unberthing vessels at the terminal should seek clarification and prior permission to visit the site from the appropriate terminal’s authorised personnel.
At the Security Gate suitable PPE will be issued and where appropriate safety briefings given as appropriate.
Boarding and landing of Pilots will not be permitted via the dolphins or the Pilot ladder for ships berthed alongside the LPG Jetty.
Pilot Launch Coxswains should advise the Marine Operations Room by VHF radio when they are approximately 10 minutes from Gibraltar Pier. The duty Marine Officer will then advise the Terminal Security Office to arrange transport to the LPG Jetty.
4 Responsibility
It is the responsibility of all personnel issued with a security pass for the Flotta Oil Terminal to have their pass with them when requiring access to the terminal.
It is the responsibility of Pilot Launch Coxswains to advise the Marine Operations Room as they near Gibraltar Pier.
It is the responsibility of the Duty Marine Officer to advise the Terminal Security Office to arrange transport for the personnel visiting the terminal.
For Pilots: contact with the terminal should be made via the Oil Movements Control Room on telephone number 884162. If unable to contact Oil Movements Control Room then contact should be made via the Terminal Security Office on telephone number 884359.
Document: SOP-10-002 Access to and from the Flotta Oil Terminal V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
For all other personnel: contact should be made via the Terminal Security Office on telephone number 884359.
It is the responsibility of the duty Mooring Master at the Flotta Oil Terminal to arrange transport for the duty Pilot to and from the LPG Jetty.
Document: SOP-10-002 Access to and from the Flotta Oil Terminal V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Vessels Suspected of Carrying Infectious Illnesses
1 Purpose
The procedure ensures that the correct measures are taken during the visit of a vessel suspected of carrying infectious illnesses in line with The Public Health (Ships) Regulations 1979 (as amended from 15 June 2007).
2 Scope
The procedure is applicable for all vessels arriving from a foreign port, operating within the Harbour Authority areas.
3 Procedure
3.1 Duties of Ships Master
Prior to arrival in Orkney, a Master of a ship is required to report to The Port Health Authority (Orkney Islands Council) any suspected infectious disease or death on board amongst crew, passengers or any animals or birds. This report should be made not less than 4 hours and not more than 12 hours before arrival.
3.2 Duties of Marine Services Staff
When a Maritime Declaration of Health (MDH) is received, actions are as follows:
• Where an agent receives a declaration, this is to be forwarded by the agent to [email protected]
• Where a declaration is received by VTS directly, the marine officer is requested to forward it to [email protected]
• Where the MDH reports ill health, the Duty Harbour Master is to be advised and the Environmental Health Manager is to be called on the Env Health mobile phone as soon as practicable.
• In the event that information is received that there is a case of illness on board ship which is suspected to be of an infectious nature, or that a person having recently alighted from a ship, has been taken ill with an illness which is suspected to be of an infectious nature, the Harbour Master, Duty Harbour Master or the Deputy Harbour Master (Operations) should be informed in the first instance. Where there is a concern of ill health within the declaration, the Environmental Health Manager is to be called on the Env Health mobile phone as soon as practicable.
4 Responsibility
It is the responsibility of the vessel’s Master to ensure the correct measures are taken prior to arriving in Harbour Authority waters.
Document: SOP-10-003 Infectious Illnesses V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
It is the responsibility of Orkney Marine Services staff to inform the correct parties if any information is received regarding the suspected presence of an infectious illness.
It is the responsibility of the Port Health Authority (Orkney Islands Council) to ensure that Orkney Marine Services is kept appraised of any new information regarding health risks on board visiting vessels.
Document: SOP-10-003 Infectious Illnesses V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X CHECK LISTS
PROCEDURES .
1. DUTY MARINE OFFICER
START UP
On notification of incident - Decide start up
If report NOT initiated by Terminal 1
If report initiated by Terminal 2
On instruction of Oil Pollution Officer or his deputy execute call out of selected members of OSR Team 3
Action incident log 4
Co-ordinate communications 5
Assist Pollution Officer or his deputy as required
Document: SOP-10-004 Marine Officer Procedures In The Event Of An Oil Spill V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 11 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
PROCEDURES .
(1) Advise Terminal Liaison Officer
(2) Call Oil Pollution Officer or deputy
(3) Executing call out
(4) Action incident log
(5) Co-ordinate communications
Document: SOP-10-004 Marine Officer Procedures In The Event Of An Oil Spill V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 11 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
PROCEDURES . Procedure No. 1
ADVISE TERMINAL LIAISON OFFICER (Flotta Ships Only)
EXECUTOR: DUTY MARINE OFFICER
In the event that an oil pollution report has NOT been initiated by the Terminal the Duty Marine Officer will advise the Terminal Liaison Officer (Duty Marine Supervisor) accordingly providing him if possible with the following details: -
- Location of pollution
- Type of oil
- Source
- Cause
- Extent
- Direction of movement
- Name of informant
Request terminal launch be directed to location of pollution to investigate.
Inform Oil Pollution Officer or his deputy of incident.
Action procedures as directed by the Oil Pollution Officer or his deputy.
Document: SOP-10-004 Marine Officer Procedures In The Event Of An Oil Spill V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 3 of 11 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
PROCEDURES . Procedure No. 2
CALL OIL POLLUTION OFFICER OR HIS DEPUTY
EXECUTOR: DUTY MARINE OFFICER
The Duty Marine Officer on receiving advice of pollution will immediately inform the Oil Pollution Officer: -
Title and Name: OIL POLLUTION OFFICER – DAVID SAWKINS Contact Numbers: Home: 781 303 Mobile: 07725 823616 Office Ext: 3602 Time Called, 1st Hrs. Positive Negative Hrs. Response 2nd Hrs. Positive Negative Hrs. and ETA 3rd Hrs. Positive Negative Hrs.
OR
Title and Name: DEPUTY OIL POLLUTION OFFICER – BRIAN ARCHIBALD Contact Numbers: Home: 781483 Mobile: 07891 247605 Office Ext: 3600 Time Called, 1st Hrs. Positive Negative Hrs. Response 2nd Hrs. Positive Negative Hrs. and ETA 3rd Hrs. Positive Negative Hrs.
Provide the following details to the OIL POLLUTION OFFICER: -
- Location of pollution
- Type of oil
- Source
- Cause
Document: SOP-10-004 Marine Officer Procedures In The Event Of An Oil Spill V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 4 of 11 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
- Extent
- Direction of movement
- Name of informant
- Action taken
Request what further action to be taken.
Call in Duty Pilot to act as Historian / logger in the ECR, and action Incident Log.
Document: SOP-10-004 Marine Officer Procedures In The Event Of An Oil Spill V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 5 of 11 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
PROCEDURES . Procedure No. 3
EXECUTING CALL OUT
EXECUTOR: DUTY MARINE OFFICER On instructions of the Oil Pollution Officer or his deputy contact specified team members and record callout responses: tick as required.
Contact message to read: THERE HAS BEEN AN OIL SPILL, PLEASE REPORT TO THE EMERGENCY RESPONSE CENTRE, SCAPA. WHAT WILL BE YOUR E.T.A.?
Title and Name: HARBOUR MASTER – BRIAN ARCHIBALD Contact Numbers: Home: 781483 Mobile: 07891 247605 Office Ext: 3600 Time Called, 1st Hrs. Positive Negative Hrs. Response 2nd Hrs. Positive Negative Hrs. and ETA 3rd Hrs. Positive Negative Hrs.
Title and Name: DEPUTY HARBOUR MASTER (OPERATIONS) – ALISTAIR WYLIE Contact Numbers: Home: 873866 Mobile: 07841 452431 Office Ext: 3603 Time Called, 1st Hrs. Positive Negative Hrs. Response 2nd Hrs. Positive Negative Hrs. and ETA 3rd Hrs. Positive Negative Hrs.
Title and Name: DEPUTY HARBOUR MASTER (S&S) – DAVID SAWKINS Contact Numbers: Home: 781 303 Mobile: 07725 823616 Office Ext: 3602 Time Called, 1st Hrs. Positive Negative Hrs. Response 2nd Hrs. Positive Negative Hrs. and ETA 3rd Hrs. Positive Negative Hrs.
Document: SOP-10-004 Marine Officer Procedures In The Event Of An Oil Spill V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 6 of 11 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Title and Name: COUNTER POLLUTION OFFICER – ANDREW BLAKE Contact Numbers: Home: 781538 Mobile: 07808 717834 Office Ext: 3604 Time Called, 1st Hrs. Positive Negative Hrs. Response 2nd Hrs. Positive Negative Hrs. and ETA 3rd Hrs. Positive Negative Hrs.
Title and Name: TECHNICAL SUPERINTENDENT – DAVID HIBBERT Contact Numbers: Home: 851028 Mobile: 07841 452430 Office Ext: 3623 Time Called, 1st Hrs. Positive Negative Hrs. Response 2nd Hrs. Positive Negative Hrs. and ETA 3rd Hrs. Positive Negative Hrs.
Title and Name: BIOLOGIST – JENNI KAKKONEN Contact Numbers: Home: Mobile: 07545 436369 Office Ext: 3652 Time Called, 1st Hrs. Positive Negative Hrs. Response 2nd Hrs. Positive Negative Hrs. and ETA 3rd Hrs. Positive Negative Hrs.
Title and Name: EMERGENCY PLANNING MANAGER – ON CALL OFFICER Contact Numbers: Home: DutyMobile:07801793233 OfficeExt:2119 Time Called, 1st Hrs. Positive Negative Hrs. Response 2nd Hrs. Positive Negative Hrs. and ETA 3rd Hrs. Positive Negative Hrs.
Title and Name: COMMUNICATIONS CONSULTANT – DAVID HARTLEY Contact Numbers: Home: 741 323 Mobile: 07872 421107 Office Ext: 2245 Time Called, 1st Hrs. Positive Negative Hrs. Response 2nd Hrs. Positive Negative Hrs. and ETA 3rd Hrs. Positive Negative Hrs.
Document: SOP-10-004 Marine Officer Procedures In The Event Of An Oil Spill V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 7 of 11 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Title and Name: BRIGGS ENVIRONMENTAL SERVICES EMERGENCY NUMBER Contact Numbers: 24 Hr Contact: 0800 374 348 Membership Number: CM113 Time Called, 1st Hrs. Positive Negative Hrs. Response 2nd Hrs. Positive Negative Hrs. and ETA 3rd Hrs. Positive Negative Hrs.
Document: SOP-10-004 Marine Officer Procedures In The Event Of An Oil Spill V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 8 of 11 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
PROCEDURES . Procedure No. 4
INCIDENT LOG
EXECUTOR: ANY
From start up to stand down, record all:
- Key events and times
- Key decisions and why
- Start and finish of key tasks
- External contacts and times
Use pre-printed log books provided by Historian or notebook ruled and annotated in the matters shown below
At end of shift hand over to relief
At stand down, hand log book to Historian
Document: SOP-10-004 Marine Officer Procedures In The Event Of An Oil Spill V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 9 of 11 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
ORKNEY ISLANDS COUNCIL
OIL SPILL RESPONSE
INCIDENT LOG SHEET NO
POSITION TITLE DATE
Local Initiator Event/Message/Information Time
Document: SOP-10-004 Marine Officer Procedures In The Event Of An Oil Spill V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 10 of 11 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
PROCEDURES .
Procedure No. 5
CO-ORDINATE COMMUNICATIONS
EXECUTOR: DUTY MARINE OFFICER
Establish VHF 10 as the assigned channel for communications by all vessels involved in the clean up operations.
Monitor issue of radio equipment and record.
In event of an excess of radio traffic on channel 10 authorise the use of an alternative frequency subject to approval by the Harbour Master.
Document: SOP-10-004 Marine Officer Procedures In The Event Of An Oil Spill V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 11 of 11
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Dangerous Substances in Harbour Areas
1 Purpose
Dangerous Substances are routinely shipped via port facilities throughout the port facilities under the jurisdiction of OIC Marine Services.
The purpose of this procedure is to ensure that Marine Services employees are aware of the requirements for the Port Authority to receive Dangerous Goods notifications from shippers and vessels carrying such goods and the subsequent actions.
This procedure is in line the Dangerous Substances in Harbour Area Regulations (DSHAR) 2016 and should be considered along with SOP’s: -
• 05-003 Marine Operations Room • 05-011 Vessel Prior notification reports • 07-005 Ship to Ship transfer operations • 07-006 Scapa Tanker Operations • 07-007 Kirkwall Tanker Operations • 10-001 Emergency and Incident Response
Byelaws: -
• General Byelaws 1977 • Orkney Harbours (Petroleum) Byelaws • Orkney Harbours (Liquefied Gases) Byelaws
2 Scope
This procedure applies to all shipments of Dangerous Substances within the jurisdiction of OIC Marine Services.
A Dangerous Substance is defined as any substance which, when in a harbour or harbour area, creates a risk to the health and safety of any person. The definition includes any substance contained in the International Maritime Dangerous Code, IMDG code.
The following port facilities and berths are designated for the acceptance of explosives by the Health & Safety Executive under Explosive License 09/93: -
• Kirkwall East Pier – North Berth, North West Berth, Ro-Ro terminal. • Shapinsay, Rousay, Egilsay, Wyre and Tingwall Ro-Ro terminals. • Sanday Kettlefot and Loth Ro-Ro terminal • Westray Gill Pier and Rapness Ro-Ro terminal • Papa Westray • North Ronaldsay • Eday Backaland Ro-Ro terminal • Stronsay Ro-Ro terminal • Flotta Gibraltar and Sutherland Piers • Lyness Ro-Ro terminal
Document: SOP-10-005 Dangerous Substances V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 3 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
• Houton Ro-Ro terminal • Scapa Pier • Stromness North Pier Ro-Ro terminal
Each location has specific limitations with regards to quantities of explosives for movement and handling within the port facility.
3 Procedure
Vessels which submit a completed SF 05-001 Prior Arrival Notification form which identifies the shipment of Dangerous Substances for arrival or departure are not required to submit additional information out with the requirements set out in SOP 05-011 Vessel prior notification reports.
The following are required to submit details of Dangerous Substances being shipped via a port facility within the jurisdiction of OIC Marine Services: -
• Pentland Ferries Ltd • Serco NorthLink Ferries Ltd • Pentland Ferries Ltd • Shipping agents acting on behalf of a vessels Master or Operator
This will include as a minimum the following details: -
• Date and time of expected shipment, • Port facility • Name of Vessel • Type and quantity of substances being shipped • Details of substances in line with the IMDG code
This information should be received a minimum of 24 hours prior to arrival at the port facility or at the earliest opportunity of goods being dispatched. On receipt this information will be held on file at the Marine Operations Room, Harbour Authority Building.
Orkney Ferries Ltd maintains an online database where records of Dangerous Goods being shipped are recorded (http://www.orkneyferries.net/cargo).
In the event of an incident within a port facility the Duty Marine Officer on receiving such information should make an early assessment of the potential for dangerous substances being located within the area and as part of the requirements under the Harbour Emergency Plan and or Safety Management System procedures to ensure the Harbour Master, Duty Harbour Master and the Deputy Harbour Master (Operations) are fully informed on the situation.
Dangerous Substances in transit through a port facility must be segregated from activities which may cause fire or explosion.
Document: SOP-10-005 Dangerous Substances V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 3 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
4 Responsibility
It is the responsibility of the Duty Marine Officer to ensure Dangerous Substances / Goods notifications received are processed correctly and the information is readily at hand. To ensure such information is forwarded to the Harbour Master, Duty Harbour Master or the Deputy Harbour Master (Operations) in the event of an incident within a port facility.
They will ensure any notification for the movement of explosives is in line with the Explosives License 09/93 and a record of such is maintained for a minimum period of 5 years.
They will also provide information to vessels underway within the port facilities of vessels either berthed or at anchor which are known to have onboard Dangerous Substances.
It is the responsibility of all Harbour Authority employees to report at the earliest opportunity any occurrences, goods or shipping receptacles which appear dangerous or give cause for concern in relation to the shipment of Dangerous Substances within the port facility. Such reports should be to the Marine Operations Room, Harbour Authority Building.
Piermasters are responsible to ensure port operations which could cause risk of an incident when in close proximity to Dangerous Substances within the port facilities are controlled and at a safe location with regard to the location of the Dangerous Substances.
It is the responsibility of the Harbour Master, Duty Harbour Master or the Deputy Harbour Master (Operations) to apply the powers of prohibition, removal and regulation in consultation with the Chief Officer of the Police.
The Deputy Harbour Master (Strategy & Support), will assume the role of Explosives Security Officer as defined in the Dangerous Substances in Harbour Area Regulations (DSHAR) 2016. The Port marine Safety and Counter Pollution Manager will be the Deputy Explosives Security Officer.
It is the responsibility of the Port Marine Safety & Counter Pollution Manager to ensure the Harbour Emergency Plan remains current and is reviewed on a 2 yearly basis.
Shippers are required to ensure the correct hazard warning signs, labeling of goods and transportation methods are approved and fit for purpose.
Ships Masters are required to ensure the correct flags and lights are displayed when carrying Dangerous Substances and that any incidents on board are report to the Harbour Authority without delay.
Document: SOP-10-005 Dangerous Substances V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 3 of 3
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Pre-arrival Security Information
1 Purpose
This procedure ensures compliance with the EU regulation on Enhancing Ship and Port Security 2004, which embodies the ISPS Code and requires Port Authorities to receive pre-arrival security information from ships prior to their entry into a port.
The information provided will allow the Port Authority to make a security assessment on any possible threat that may be created by allowing the vessel entry in to the port.
2 Scope
This procedure is part of the Port facility Security Plan and applies to the ports of Kirkwall (including Hatston), Stromness and Scapa Flow. It applies to: -
• All cargo vessels of 500 GT and above engaged on international voyages • Passenger vessels on international voyages • Mobile Drilling Rigs
Passenger vessels engaged on regular domestic routes are not required to present pre-arrival information.
The ISPS code does not apply to: -
• Ships of war and troop ships. • Cargo ships of less than 500 gross tonnage. • Ships not propelled by mechanical means. • Wooden ships of primitive build. • Pleasure yachts not engaged in trade. • Fishing vessels. • Vessels not engaged in commercial activities.
3 Procedures
The first contact with vessels bound to any of the above ports is generally with the nominated ship’s agents, who should ensure ship’s Masters send the relevant pre-arrival information. This can be submitted on the standard questionnaire (SF 11-001) or alternative formats, provided they contain all the necessary information.
The completed pre-arrival information questionnaire must be forwarded to the Marine Operations Room.
If a vessel does not use the services of a ships agent the Duty Marine Officer will collect the information directly from the ship as early as possible prior to arrival at the harbour limits.
The Duty Marine Officer will check the pre-arrival information against the Department of Transport Maritime Security and Resilience Division (MSRD) Prior Notification Procedures flowchart (See appendix). The answers obtained by following the flow chart will confirm if the vessel is allowed entry into the port.
Document: SOP-11-001 Pre-arrival Security information V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 3 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
The Duty Marine Officer will contact the PFSO if there are questions or problems arising from the information submitted by any particular vessel’s pre-arrival notification. The PFSO will contact the Coastguard (Shetland Coastguard) or Department of Transport Maritime Security for further advice if necessary before allowing the vessel entry to the port. The PFSO will advise the Duty Marine Officer accordingly.
The Pre-arrival notifications are filed in the operations room; guidance notes for Prior Notification Procedures issued by the MSRD are also to be found in this file.
4 Responsibility
The responsibility to ensure that pre-arrival information is received before vessels enter port lies with the Duty Marine Officer.
The Duty Marine Officer is responsible for following the Prior Notification Procedures as set by MSRD and advising the PFSO when necessary.
The PFSO is responsible for contact with the Maritime and Coastguard Agency or MSRD as necessary.
The PFSO is responsible for contacting the Harbour Master or the Deputy Harbour Master (Operations) and advising on vessels, giving port security concerns as necessary.
The PFSO is responsible for maintaining records on submitted pre-arrival information, non- compliant conditions, and retaining these records for a period of 3 years.
Document: SOP-11-001 Pre-arrival Security information V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 3 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Maritime Security Resilience Division PRIOR NOTIFICATION PROCEDURES
Ship declares intention to enter UK port and gives 24 hours notification (Direct or via Ships agent) Port Facility Security Officer or deputy receives notification and asks the necessary questions
For Non –ISPS code vessels START Does the vessel (Vessels less than 500grt or flag administration not a SOLAS have a valid ISSC? No Signatory) Carry out a Declaration of Security.
For ISPS Code vessels Yes Contact Shetland Coastguard watch room for advice
What security level is Different If port is lower than ship the ship operating or Carry out a Declaration of Security at the request of the ship. at? security INFORM DoT MARITIME SECURITY IF SHIP IS AT level 3 SECURITY LEVEL 3 Same security level as port If port is Higher than ship Ship must raise its security level to the same as the port. What were the last Contact DoT 10 ports and their MSRD for security levels? Security guidance level 3
Security level 1/2
Have any special security Contact DoT arrangements been MSRD for taken at the last 10 Yes guidance ports?
No
Have appropriate Contact DoT procedures been MSRD for followed during any guidance ship/ship activity at No the last 10 ports?
Yes
Any other practical Contact DoT MSRD for security related Yes information? guidance (e.g. suspicious activity)
No NOTIFICATION PROCESS COMPLETE Ship can proceed to berth as normal
Document: SOP-11-001 Pre-arrival Security information V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 3 of 3
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
Reporting of a Security Incident
1 Purpose
This procedure ensures that all security incidents or suspicious discoveries that potentially could arise from modern terrorist activity occurring in or around OIC Marine Services harbour areas and their jurisdiction are fully reported and acted upon as necessary.
2 Scope
This procedure applies to all OIC Marine Services’ Harbours and Piers, and covers the need for Port facilities to be security conscious and able to response to modern terrorist trends; which may target such areas.
The discovery of unexploded ordnance or other similar items which are from a historical military origin are covered by SOP 09-001, where any doubt exists then this SOP should take precedence until circumstances are positively established.
3 Procedure
Ports and Harbours that normally handle vessels on international voyages are now required through legislation to have specific security arrangements in place. These are covered within the Port Facility Security Plan as defined by Department of Transport Maritime Security and Resilience Division (MSRD) and applies to the Ports of Kirkwall (including Hatston), Stromness, Scapa Flow and further includes the Scapa Pier, Lyness Pier and Harbour Authority Building at Scapa.
The PFSP does not apply to other OIC Marine Services’ Harbours and Piers; but all Pier and ancillary staff should remain vigilant on security issues and report security occurrences or concerns as necessary.
A security incident or a breach of security could involve persons, vehicles, baggage or anything that gives cause for concern.
The aim of reporting security incidents is to: -
• Positively react to circumstances for both employee and public safety. • Maintain security and awareness. • Identify and therefore rectify deficiencies in the port security measures. • To provide a means of monitoring the number and types of security incidents and occurrences. • To enable MSRD to assess whether trends revealed by reporting affect the threat to maritime transport security. • To enable MSRD to respond to any media interest in an incident.
Marine Services personnel who are aware of a breach in security; or become suspicious of unusual objects, circumstances or behaviour or who have the same reported to them by members of the public, should report immediately to the Harbour Master, Duty Harbour Master or the Marine Operations Room by VHF radio or telephone.
Document: SOP-11-002 Reporting of a Security Incident V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours X
The PFSO (Port Facility Security Officer) will be advised, and if necessary the Marine Services Emergency Plan will be put into action.
The PFSO will investigate the security incident and decide on what further action is required along with the Harbour Master.
If the seriousness of the incident warrants the involvement of the Police, they should be called immediately to assist.
4 Responsibility
It is the responsibility of all OIC Marine Services personnel to remain vigilant and to report any security incident.
The Duty Marine Officer is responsible for following the procedures in the Marine Services Emergency Plan.
The PFSO will be responsible for investigating all security incidents and reporting to the Harbour Master and to MSRD as per the incident reporting priorities table in the PFSP, ensuring all PFSP and SMS incident reports are completed as necessary.
All reported security incidents will be discussed at the Port Security Committee meetings.
The PFSO is also responsible for ensuring any corrective actions are undertaken.
Document: SOP-11-002 Reporting of a Security Incident V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2
Intentionally Blank Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
Pass Systems
1 Purpose
The primary purpose of the pass system is to aid identification and to control access to temporary restricted areas and controlled buildings as defined by Department of Transport Maritime Security and Resilience Division (MSRD).
2 Scope
This procedure forms part of the Port Facility Security Plan and applies to all persons and vehicles that require access to temporary restricted areas and controlled buildings for their work or on business and is applicable to the ports of Kirkwall (including Hatston), Scapa Flow (including Scapa Pier), Lyness and Stromness and the Harbour Authority Building at Scapa. All of these locations have a requirement for pass systems to be in operation when a temporary restricted area is designated, either through activation of the port to security levels 2 or 3 as defined in the PFSP, or through security enhancement measures applicable to specific facilities and/or vessels in port as required by the Port Facility Security Officer (PFSO).
There are three pass types and one permit in use by the OIC Marine Services, these being: -
• Full Pass. • Visitor Pass. • Temporary • Vehicle Pass / Parking Permit.
3 Procedure
Full passes are only issued to personnel employed by Marine Services. The use of alternative identification passes by other parties with regular business within the port facilities will also be considered as a Full Pass, provided the individual has been approved by OIC Marine Services and registered in the computer network.
Visitor Passes are issued to all other persons who have a need to gain access to a temporary restricted area or controlled building for approved purposes. Persons requiring a Visitor or Temporary Pass will be required to prove their identity with a suitable form of identification, containing both a photograph and signature and to verify their legitimate business.
Vehicle Pass / Parking Permits will be issued to individuals with vehicles which will require access for business within the temporary restricted areas. They must be clearly displayed on the vehicle.
Bona fide ship’s crew members and passengers needing to transit restricted access areas to board or leave their vessels in port will be required to carry an appropriate identification pass or document as agreed between the PFSO and the Ships Security Officer (SSO).
The administration staff maintain a record of all passes issued or approved by Marine Services on their computer network. This database will be accessible to the Marine Operations Room so as to provide a means of confirming pass details at all times upon request from a port facility.
Expiry dates will be subject to the particular circumstance of issue. Marine Services issued passes should all be returned to the administration staff after expiry. Document: SOP-11-003 Pass systems V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 1 of 2 Kirkwall X
This SOP is applicable to the following Harbour Authority areas: Scapa Flow X
Other Ports & Harbours
In accordance with specific requirements under the PSFP some restrictions on pass use may be applicable. Under these circumstances precise instructions will be issued by the PFSO to those concerned.
In the event that a pass is revoked, the database will be updated as soon as possible and if necessary the information immediately relayed to the appropriate security personnel manning access control facilities.
Passes must be available for inspection upon request from personnel stationed at the access control point to any restricted area and displayed above waist height when within a temporary restricted area.
Ship’s agents will be required to ensure persons not holding approved passes and expecting to service any vessel within a temporary restricted area obtain the necessary approved visitor pass prior to commencing work.
Misuse of a pass will be considered a security incident and depending on circumstances, the occurrence will be brought to the attention of the controlling security service, in addition to any employee being liable to disciplinary procedures.
4 Responsibility
It is the responsibility of all personnel employed by Marine Services to have their pass available for inspection to gain access to temporary restricted areas and controlled buildings.
It is the responsibility of all persons issued with a pass to ensure it is not lost or stolen. In the event of this happening it should immediately be reported to the Piermaster or to the Marine Operations Room at the Marine Services. The lost pass can then be cancelled and a new pass issued with a new issue number.
It is the responsibility of the administration staff to maintain up to date records of all OIC Marine Services pass types issued and confirm their return to the Harbour Authority Building upon expiry as appropriate.
It is the responsibility of personnel on duty at an access control point to check that a pass is valid in accordance with the procedures of the PFSP and to refuse access to any vehicle or person without one, and to report as necessary same to the PFSO.
The PFSO is responsible for ensuring the pass system is in operation when a temporary restricted area is in use, and for issuing whatever further instructions may be required in accordance with the PFSP and/or enhanced security measures.
Document: SOP-11-003 Pass systems V6 Date of Issue: 01 March 2017 Revision: 6.0 Page 2 of 2