A Safety Management System for Pacific Island Commercial ...



A Safety Management System for small outboard-powered commercial vessels in the Pacific region

Background

Safety Management Systems (SMSs) are being progressively implemented throughout the world. Most who use them recognise the benefits they give in reducing the chance of accidents and down time due to breakdowns or mechanical failures. The challenge for small vessels in the Pacific is to introduce a system which, while being effective, does not introduce major costs or large bureaucracies. In this regard, it is worth looking at the system used in New Zealand, for commercial craft under six metres. This system requires operators who, until the introduction of the new system, had never been subject to specific regulation, to develop a Safe Operational Plan (SOP) specific to their vessel or operation.

A SOP is a scaled-down version of the Safety Management System required for a larger ship. With an SOP, an individual operator develops his/her own plan, which includes a written record of the boat’s maintenance and safety procedures. The plan should detail the conditions of operation, pre- and post-voyage checks, and the methods of dealing with and reporting accidents. After the plan has been developed, it is inspected by a person approved by the maritime authority (someone who has worked in or has a good knowledge of the same type of operation) and if the plan complies with the legislation or relevant code of practice, the operation is granted a Certificate of Compliance. The Certificate of Compliance does not require renewing, but an audit is conducted by the authorised person once a year. If this audit finds the plan is not being followed and there is no attempt to rectify deficiencies, the Certificate may be withdrawn.

New Zealand has several codes of practice for different types of small commercial craft (e.g. river rafts and jet boats) and has several model Safe Operational Plans. Attached is a specimen plan, based on the NZ system, for small outboard-powered commercial vessels operating in Pacific waters. It is provided as a guide only and operators are encouraged to change it to better suit their own boat and operational circumstances. In so doing, they must follow the maritime legislation of their country.

SPECIMEN

SAFE OPERATIONAL PLAN

Owner:

Address:

Telephone:

Fax:

E-mail:

This example is for a small commercial vessel operating in a coastal fishery

Part 1. Operator’s profile

Name of Company:

Address:

Areas of operation:

Details of boat (or boats) operated

Name and number:

Length:

Type:

Hull material:

Engine type, make, HP and number:

Skippers

Name:

Certificate number:

Address:

Tel:

Contact in case of emergency:

Name:

Certificate number:

Address:

Tel:

Contact in case of emergency:

Radio

Boat/shore/boat:

Type of radio:

Channels used:

Times of fixed schedules:

Cell phone

Shore base number:

Skipper’s number:

Details of standard trip

Point of departure:

Area fished:

Usual duration of trip:

A map of the operating area should be appended and the skipper should be required to give notification if moving out of operating area.

Emergency contacts

Local Police Tel:

Search and Rescue Tel :

Local Ambulance Tel:

Emergency procedures

Emergency procedures shall be compiled for the following categories:

Non serious: Breakdown etc., not requiring assistance

Serious: Machinery breakdown etc., requiring assistance

Emergency: Accident requiring immediate help (MAYDAY)

Part 2. Safety checks

Pre-voyage or daily check-list

| |Date |Date |Date |Date |Date |Date |Date |

| | | | | | | | |

| |Boat |Boat |Boat |Boat |Boat |Boat |Boat |

| | | | | | | | |

|Fuel | | | | | | | |

|Fresh water | | | | | | | |

|Oil | | | | | | | |

|Tools | | | | | | | |

|Spare plugs | | | | | | | |

|Spare fuel filter | | | | | | | |

|Spare impeller | | | | | | | |

|Hull inspection | | | | | | | |

|Steering | | | | | | | |

|Battery level and | | | | | | | |

|charge | | | | | | | |

|Safety gear: | | | | | | | |

|none removed | | | | | | | |

|Bilge pump | | | | | | | |

|Radio | | | | | | | |

|Navigation lights | | | | | | | |

|Fire extinguisher | | | | | | | |

| | | | | | | | |

|Initials | | | | | | | |

|Faults |

| |

| |

| |

| |

| |

| |

| |

| |

| |

Weekly inspection and service

(Based on 25 engine hours per week)

Boat ___________________

|Date |Date |Date |Date |Date |Date |Date |Date |

| | | | | | | | |

|Outboard |Check |Run engine in fresh water | |

| | |Clean and check fuel filter | |

| | |Check spark plugs and replace if necessary | |

| | |Battery levels and terminals | |

| | | | |

| | | | |

| | | | |

|Lubrication |Grease or oil |All moving parts, of fishing gear etc. | |

| | | | |

|Fishing gear |Inspect |Belts or chains | |

| | | | |

|Hydraulic gear |Check |Hydraulic hoses and levels | |

| | | | |

|Steering gear |Grease or oil |All moving parts | |

| | | | |

|Comments |

| |

| |

| |

| |

| |

| |

| |

| |

| |

Name _____________________

Monthly inspection and service

(Based on 25 engine hours per week i.e. after each 100 engine hours)

Boat ___________________

|Date |Date |Date |Date |Date |Date |Date |Date |

| | | | | | | | |

|Outboard |Check |Pull off propeller and grease propeller shaft | |

| | |Pull off and scrub zinc anode | |

| | |Flush engine head with fresh water, clean, spray CRC and grease all moving| |

| | |parts | |

| | |Grease the specified points in the engine manual | |

| | | | |

| | | | |

|Hull |Check |For cracks | |

| | |Paint damage | |

| | | | |

|Lubrication |Grease or oil |All moving parts, of fishing gear etc. | |

| | | | |

|Fishing gear |Inspect |Belts or chains | |

|Hydraulic gear | |Hydraulic hoses and levels | |

|Steering gear |Grease or oil |All moving parts | |

|Safety gear |Check/replace |Visual check of fire extinguishers for condition and loss of charge and | |

| | |dates of recharge/replace or fill as needed | |

| | |Visual check of all safety gear/ replace any out of date | |

| | |Visual check of first aid kit/replace as needed | |

| | | | |

|Comments |

| |

| |

| |

| |

| |

| |

Name _____________________

Three-monthly inspection and service

(Based on 25 engine hours per week i.e. after each 300 engine hours)

Boat ___________________

|Date |Date |Date |Date |Date |Date |Date |Date |

| | | | | | | | |

|Outboard |Clean |Fuel tank with detergent and fresh water | |

| |Drain |Crankcase and refill with oil | |

| | | | |

| | | | |

| | | | |

|Hull |Check |For cracks | |

| | |Paint damage | |

| | | | |

|Lubrication |Grease or oil |All moving parts, of fishing gear etc. | |

| | | | |

|Fishing gear |Inspect |Belts or chains | |

|Hydraulic gear | |Hydraulic hoses and levels. | |

|Steering gear |Grease or oil |All moving parts | |

| | | | |

| |

|Comments |

| |

| |

| |

| |

| |

| |

| |

| |

Name _____________________

Six-monthly inspection and service

(Based on 25 engine hours per week i.e. after each 600 engine hours)

Boat ___________________

|Date |Date |Date |Date |Date |Date |Date |Date |

| | | | | | | | |

|Outboard |Check |Replace impeller and grease crankshaft | |

| | | | |

| | | | |

|Hull |Check |Pull ashore, inspect all underwater parts | |

| | |Welds | |

| | |Outboard mounting | |

| | |Through-hull fittings | |

| |Replace |Zinc anodes | |

|Comments |

| |

| |

Name _____________________

Yearly inspection and service

(Based on 25 engine hours per week i.e. after each 1200 engine hours)

Boat ___________________

|Date |Date |Date |Date |

| | | | |

|Outboard |Overhaul |Full service by authorised dealer | |

| | | | |

| | | | |

|Comments |

| |

| |

| |

Name _____________________

Part 3. Record of audit and inspection

Details of the ‘Authorised Person’ undertaking audit and inspection

Name:

Address:

Tel:

Fax:

E-mail:

| | |OK |NO |Action needed |

|Boat |Hull | | | |

| |Deck | | | |

| |Deck machinery | | | |

| |Engine mounts | | | |

| |Engine | | | |

| |Fuel system | | | |

| |Electrical system | | | |

| |Bilge pumps | | | |

| |Radio tested | | | |

| | | | | |

| | | | | |

| | | | | |

|Safety |Fire extinguishers | | | |

| |First aid | | | |

| |Flares | | | |

| |Lifejackets | | | |

| | | | | |

| | | | | |

| | | | | |

|SOP |Boat test run | | | |

| |Safe Operational Plan records | | | |

| |Operation observed | | | |

| | | | | |

| | | | | |

| | | | | |

Date of audit/inspection ……………………………….

Next audit/inspection ………………………………...

Signed ………………………………… (Authorised Person)

Note. Inspections will normally be annually unless some deficiency is found, which needs to be rectified.

Part 4. Record of safety equipment

Boat has the following equipment:

(minimum standard must conform with marine regulations)

|No. |Item |Identification |Expiry date |

| | |number/make | |

|1. |Mooring lines | | |

|2. |2 fire extinguishers (type) | | |

| | | | |

|3. |First aid kit (see list of contents below) | | |

|4. |Bailer | | |

|5. |Tool kit (see minimum requirements below) | | |

|6. |Waterproof torch | | |

|7. |Tow rope or anchor line | | |

|8. |Bilge pump | | |

|9. |Steering cables and pulleys securely locked | | |

|10. |Life jackets (one per crew) | | |

|11. |Radio | | |

| | | | |

|12. |2 parachute distress rockets | | |

| | | | |

| | | | |

|13. |4 hand-held flares | | |

| | | | |

| | | | |

|14. |Grapnel | | |

|15. |2 paddles | | |

| | | | |

| | | | |

| |Inflatable liferaft ? | | |

| | | | |

| | | | |

First aid kit contents: Basic tool kit

2 bandages Plug spanner

Dressings Adjustable spanner

Plasters Screw-driver

Antiseptic cream Pliers

Finger stall Hammer

Aspirin Hacksaw

CRC

Part 5. Skipper’s training record

Personal records

Name:

Date of Birth:

Certificate of Competency type/number:

Details of relevant experience:

Training record

|No. |Training |Hours |Date |Signature of trainer |

|1. |SOP familiarisation | | | |

|2. |Refuelling procedures | | | |

|3. |Safety Course | | | |

|4. |First Aid Course | | | |

|5. |Outboard Motor Maintenance Course | | | |

|6. |Fish Handling and Quality Course | | | |

| | | | | |

| | | | | |

| | | | | |

Note. The purpose of having a record of training is to encourage operators to train staff to the best standard possible in the circumstances. The training need not just be done by recognised training providers but can be in company and by other skippers etc.

Part 6. Accident reporting

This section will detail the legal procedures existing in the country of operation which must be followed if there is an accident on the boat.

It will also contain a statement to indicate the steps the Company itself will follow if there is an accident e.g.:

The company will conduct an internal investigation with the help of the authorised person or suitably experienced external person. This enquiry may list the actions the Company shall take to prevent a recurrence.

Part 7. Environmental, and Health and Safety Legislation

This section will record any environmental and safety legislation which is in force in the country of operation and which may affect the operation of the vessel.

Particular attention is to be given to the refuelling procedures. It may therefore be necessary to draw up a code of practice for refuelling, such as:

- Never smoke when refuelling.

- Have vessel securely tied if refuelling an internal tank.

- Avoid spillage. If spillage occurs, mop up with a rag and dispose of rag in safe place.

- Keep nozzle grounded against side of tank when refuelling to avoid a spark being caused by static electricity.

- When refuelling, every care must be taken to avoid spillage. Persons involved in refuelling must be aware of the dangers of fire or explosion from spillage, naked flames and smoking.

Part 8. Review and monitoring of the Safe Operational Plan

The Safe Operational Plan will be reviewed annually and after any accident, or at the request of the authorised person.

Amendments to the Safe Operational Plan are to be made by …………………… (position in Company) and approved by the authorised person. All personnel involved are to be made aware of the amendments

A record of reviews and amendments are held by the Company and available for audit.

There are …… copies of the Safe Operational Plan. These are held by and located as follows:

Held by: Located at:

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