Emergency Contingency Manual Health Safety Quality& Environmental Management System EMERGENCYCONTINGENCY MANUAL ISM Code ISO 9001:2008 ISO 14001:2004 OHSAS 18001:2007 TMSA MLC 2006Controlled Approval: WBFECM Doc No. COV Page: 1 of 1COVER PAGE
Emergency Contingency ManualSection Record of Revisions TitleECM 000AECM 000B 01 Sep 2015Part A 01 Sep 2015ECM 001 Emergency Contingency ProceduresECM 002 1.0 01 Jun 2013ECM 003 2.0 01 Sep 2010Part B 3.0 01 Jun 2014ECM Matrix Emergency Contingency MatrixesECM MatrixECM Matrix 001 01 Jan 2015ECM Matrix 002 01 Jun 2013ECM Matrix 003 01 Jun 2013ECM Matrix 004 01 Jun 2013ECM Matrix 005 01 Feb 2010ECM Matrix 006 01 Feb 2010ECM Matrix 007 01 Jun 2013ECM Matrix 008 01 Jun 2013ECM Matrix 009 01 Feb 2010ECM Matrix 010 01 Jan 2015ECM Matrix 011 01 Feb 2010ECM Matrix 012 01 Sep 2015ECM Matrix 013 01 Jun 2013ECM Matrix 014 01 Jun 2013ECM Matrix 015 01 Jun 2013ECM Matrix 016 01 Jun 2013ECM Matrix 017 01 Jun 2013ECM Matrix 018 01 Feb 2010ECM Matrix 019 01 Feb 2010ECM Matrix 020 01 Jun 2013ECM Matrix 021 01 Feb 2010ECM Matrix 022 01 Feb 2010ECM Matrix 023 01 Feb 2010ECM Matrix 024 01 Feb 2010 025 01 Feb 2010 026 01 Feb 2010Controlled Revision: 01 Sep 2015ECM Doc No. 000ARECORD OF REVISION Approval: WBF Page: 1 of 2
Emergency Contingency ManualECM Matrix 027 01 Feb 2010ECM Matrix 028 01 Jan 2015ECM Matrix 029 01 Jun 2013ECM Matrix 030 01 Sep 2010ECM Matrix 031 01 Jun 2013ECM Matrix 032 01 Feb 2012ECM Matrix 033 01 Feb 2012ECM Matrix 034 01 Jun 2013ECM Matrix 035 01 Jun 2014ECM Matrix 036 01 Jun 2014ECM Matrix 037 01 Sep 2015ECM Matrix 038 01 Sep 2015Controlled Revision: 01 Sep 2015ECM Doc No. 000ARECORD OF REVISION Approval: WBF Page: 2 of 2
Emergency Contingency ManualSection Table of Contents TitleECM 000AECM 000B Record of RevisionsPart A Table of ContentsECM 001 Emergency Contingency ProceduresECM 002 1.0 Emergency NotificationsECM 003 1.1 Notification of a Shipboard Emergency 1.2 External NotificationsPart B 1.3 Supplementary AdviceECM MatrixECM Matrix 2.0 Shipboard Emergency OrganizationECM Matrix 2.1 Emergency AlarmsECM Matrix 2.2 Emergency Organization 2.3 Emergency Preparedness in Port 2.4 Personnel Changes 2.5 Emergency Stations 2.6 Handling Media Enquiries 3.0 Office Emergency Organization 3.1 Emergency Team 3.2 Office Emergency Preparedness 3.3 Activation of the Office Emergency Team 3.4 The Decision to Activate 3.5 Activation 3.6 Identification of main dangers 3.7 Office Emergency Drills 3.8 Activating the Crisis Room 3.9 Preliminary Status Meeting 3.10 Communications 3.11 Emergency Team Responsibilities 3.12 Displayed Information 3.13 Briefing Meetings Emergency Contingency Matrixes 001 Breakaway during Cargo Operations 002 Cargo Fire on Deck 003 Grounding 004 CollisionControlled Revision: 01 Sep 2015ECM Doc No. 000BTABLE OF CONTENTS Approval: WBF Page: 1 of 2
Emergency Contingency ManualECM Matrix 005 Containment FailureECM Matrix 006 Critical Equipment FailureECM Matrix 007 Decontamination of PersonnelECM Matrix 008 Disposal of Clean-up MaterialsECM Matrix 009 Emergency Cargo TransferECM Matrix 010 Emergency TowingECM Matrix 011 Excessive ListECM Matrix 012 Fire or ExplosionECM Matrix 013 Hazardous Vapour ReleaseECM Matrix 014 Hose BurstECM Matrix 015 OverflowECM Matrix 016 Hull FailureECM Matrix 017 Hull LeakECM Matrix 018 FloodingECM Matrix 019 Security Incident or PiracyECM Matrix 020 Transfer System DischargeECM Matrix 021 Oil Spill Record Keeping and SamplingECM Matrix 022 Excessive Stress or InstabilityECM Matrix 023 SinkingECM Matrix 024 Main Engine FailureECM Matrix 025 Steering FailureECM Matrix 026 Gyro FailureECM Matrix 027 Bridge Control Telegraph FailureECM Matrix 028 Man OverboardECM Matrix 029 Search and RescueECM Matrix 030 Electrical Power FailureECM Matrix 031 Toxic Liquid ReleaseECM Matrix 032 Serious InjuryECM Matrix 033 Helicopter OperationsECM Matrix 034 Mast Riser FireECM Matrix 035 Heavy Weather DamageECM Matrix 036 Rescue from Enclosed SpaceECM Matrix 037 ECDIS Sensor FailureECM Matrix 038 GNSS Receiver FailureControlled Revision: 01 Sep 2015ECM Doc No. 000BTABLE OF CONTENTS Approval: WBF Page: 2 of 2
Emergency Contingency Procedures1.0 Emergency Notifications Purpose o To promote emergency preparedness on ship and shore Application o Singapore Office o Crewing Office o All Vessels Responsibility o Office Emergency Team o Office Emergency Team in Crewing Office o Shipboard Management Team 1.1 Notification of a Shipboard Emergency The urgency and extent of notification by the vessel and subsequent action taken depend on the situation as evaluated by the Shipboard Management Team. The senior officers must have a clear understanding of need for prompt and thorough reporting and what corresponding actions can be expected from the company. • Initial Report o The initial report should be an immediate verbal notification to the company by telephone o The assigned superintendent is the first point of contact for any emergency; the first phone call should be directed to him. If unavailable, other office contract numbers as specified in the SOPEP / SMPEP should be attempted, beginning with the Fleet ManagerControlled Revision: 01 Jun 2013ECM Part A – ECP Doc No. 001EMERGENCY NOTIFICATIONS Approval: WBF Page: 1 of 4
Emergency Contingency Procedures o Verbal notification should be effected as soon as possible once the emergency is manageable. In those situations, where an emergency is considered out of control, the ships staff should focus on safety of life with priority notifications of shore rescue coordination centres via the GMDSS station. o In case of medical emergency, radio medical advice should be obtained by direct contact with a doctor. Contact may be established through: The International Radio Medical Centre (CIRM) Tel: +39 06 5422 3045 Mob: +39 348 3984229 E-Mail: [email protected] Contact details for world-wide services are also identified in Admiralty List of Radio Signals Volume 1.1.2 External NotificationsExternal organizations and bodies to be notified by the Master willdepend on the situation and as described in this Manual and otherapplicable contingency plans. The Master shall inform the company ofeach external organization already contacted.• The company has adopted standard IMO Reporting format that is required by both OPA 90 and MARPOL regulations.• The message format should be programmed into the ships computers so the template is ready for the information specific to a particular incident to be entered o The standard IMO message format provides categories alphabetized for input of information as follows: AA. Ship Name, Call Sign, IMO Number, Flag, Masters Name BB. Date and Time of Event GMT CC. Position - Latitude / LongitudeControlled Revision: 01 Jun 2013ECM Part A – ECP Doc No. 001EMERGENCY NOTIFICATIONS Approval: WBF Page: 2 of 4
Emergency Contingency ProceduresDD. Position - Bearing and distance from landmarkEE.FF. True CourseLL.MM. SpeedNN.PP. Intended trackQQ.RR. Radio station and frequency guarded Ship telephone contact numbersSS. Date and time of next reportTT. Type and quantity of cargo and bunkers onUU. boardXX. Brief details of damage or defects Details of pollution if any Estimated Amount Correct Technical Name UN Number Status of any leakage Weather and Sea Conditions Wind direction and speed Sea direction and swell height Contact details for: Owner Operator Agent Ship size and type LOA Breadth Draught Type of ship Additional Information Details of incident and actions taken Total crew onboard and number of injuries or fatalitiesControlled Revision: 01 Jun 2013ECM Part A – ECP Doc No. 001EMERGENCY NOTIFICATIONS Approval: WBF Page: 3 of 4
Emergency Contingency Procedures1.3 Supplementary AdviceEffective and efficient flow of communication and information is criticalduring a shipboard emergency situation. Follow-up reports should bemade:• Hourly - with verbal update via Mobile or Satellite phone• Always with Email confirmation of items discussed verbally to ensure all parties have a clear understanding. Documentation & Filing o Incident Reports Master's Incident / Accident File o Ships Log Book Name of persons contacted Time of each notification References o MARPOL SOPEP / SMPEP o Oil Pollution Act of 1990 33 CFR Part 155 o ISPS CodeControlled Revision: 01 Jun 2013ECM Part A – ECP Doc No. 001EMERGENCY NOTIFICATIONS Approval: WBF Page: 4 of 4
Emergency Contingency Procedures2.0 Shipboard Emergency Organization Purpose o To promote emergency preparedness on ship and shore Application o All Vessels Responsibility o Shipboard Management Team 2.1 Emergency Alarms • General Alarm o Seven (7) Short Blasts followed by one (1) long blast and bells o Crew muster point is at lifeboat muster stations o Specific instructions for response to different types of emergencies are passed verbally o The order to abandon ship may only to be made by the Master (or in his absence, the next senior person in charge of the vessel) verbally, by public address system if possible • Fire Alarm o A ship specific Fire Alarm o To be specified on the Emergency Muster Plan • Other Alarms The use of different alarms should be minimized to ensure all crew are totally familiar with a minimum number of alarm signals.Controlled Revision: 01 Sep 2010ECM Part A – ECP Doc No. 002SHIPBOARD EMERGENCY ORGANIZATION Approval: WBF Page: 1 of 8
Emergency Contingency Procedures o CO2 release Alarm for protected spaces o Freezer lock-in Alarm o Local alarm on bridge/galley o Engine room call alarm o High level alarms o Inert Gas System alarmsAll alarms should be specified either on the Emergency Muster Plan orin the Fire Safety Operations Manual • Sounding the Alarm Emergency Alarms may be initiated at any time by any crewmember who is confronted by an emergency situation: o By pressing any of the manual fire alarm switches o Shouting repeatedly until the alarm is soundedThe chances of a successful response will be greatly increased bytaking the correct initial action in the early stages. Critical informationwhich should be passed on should include: • Location of the emergency • Type of emergency • Details of any casualties • Details of any damage • Details of action taken • Crew are to raise the alarm first and take mitigating action afterwardsControlled Revision: 01 Sep 2010ECM Part A – ECP Doc No. 002SHIPBOARD EMERGENCY ORGANIZATION Approval: WBF Page: 2 of 8
Emergency Contingency Procedures• General EmergenciesOnce the General Alarm has sounded, crews are to: o Collect their lifejacket, thermal protective aids, suitable clothing and shoes o Muster at muster point o Receive announcement regarding the type of emergency o Commence duties as listed in the emergency muster plan and/or as directed by the Officer in charge• Fire EmergenciesIf the fire alarm signal is sounded (normally intermittent orcontinuous ringing of the ships bells in imitation of the auto alarmsystem) crew should: o Dress in suitable clothing, helmet and shoes and assume battle dress o Boiler suit tucked into socks o Boiler suit fully zipped and buttoned at the neck o Sleeves rolled down and buttoned at the cuff o Muster at fire emergency muster point o Commence preparations of emergency equipment o Close all ventilation o Connect and deploy at least two hoses o Quick closing valves o Don fireman outfits o Don SCBA sets but do not breath air until enter command givenControlled Revision: 01 Sep 2010ECM Part A – ECP Doc No. 002SHIPBOARD EMERGENCY ORGANIZATION Approval: WBF Page: 3 of 8
Emergency Contingency Procedureso Confirm fire pump on lineo Confirm electricity to fire area secureo Await instruction from the Master and officer in charge prior to entering and commencement of fire fighting2.2 Emergency Organization An Emergency Plan / Muster List must be posted on every deck. This muster list will identify the lifeboat assignments and fire fighting duties assigned to each person onboard. The basic arrangement is as follows: • Bridge Team o Master in Command o Second Officer – Navigation, Communication, GMDSS o AB - Helm • Technical Squad o Chief Engineer in Charge - Fire Investigator o Electrician - Isolate circuits o Engineer - Start and stop machinery • Emergency Squad o Chief Officer in Charge o Assigned Team Members form response o Support Squad - Back-up emergency squad o First Aid & Provisions Squad – Provide first aid kits, food and waterControlled Revision: 01 Sep 2010ECM Part A – ECP Doc No. 002SHIPBOARD EMERGENCY ORGANIZATION Approval: WBF Page: 4 of 8
Emergency Contingency Procedures • Basic Strategy o From the Emergency Headquarters the Emergency Squad will muster, make preparations and commence contingency and mitigating actions. The First Aid & Provisions Squad will carry out First aid, relocation of injured and preparations of escape equipment as directed (e.g. water, blankets, provisions, stretchers, transport casualties to the lifeboats if abandoning ship, etc.). o All other crew not assigned specific duties will muster at the emergency headquarters and form the Support Squad, providing additional equipment, boundary cooling, additional hose parties, preparation of LSA & FFA appliances. o Deck and engine watch keepers (officers & ratings) are to remain at their watch stations if they are not in immediate danger until the Master assumes full overall control and orders them to their emergency stations. o Supernumeraries, wives & other visitors onboard will report to the Bridge or as instructed. o Muster lists should ensure at least four officers muster at the Emergency Headquarters; The Emergency Headquarters & all muster points are ship specific and to be set by onboard management if not already designated by Flag/Class approved fire plans.2.3 Emergency Preparedness in Port The Master is to ensure that sufficient crewmembers remain onboard to deal with emergencies. Generally port fire & emergency services will assume control when called to assist. For emergencies in port, the vessels crew will: • Initially respond to contain and attempt to limit the casualty • Cease all cargo operationsControlled Revision: 01 Sep 2010ECM Part A – ECP Doc No. 002SHIPBOARD EMERGENCY ORGANIZATION Approval: WBF Page: 5 of 8
Emergency Contingency Procedures • Coordinate and assist the port fire & emergency services when they arrive on scene When the emergency alarms sound in port all crew are to muster at the Emergency Headquarters where an Emergency Squad will be formed from the crew remaining onboard except: • The Master, duty deck officer and radio officer (if carried) are to muster on the bridge • The duty engineer will muster at the engine control room or at the Emergency Headquarters if the emergency is in the engine room. Watch keepers in the engine room will remain on watch • Supernumeraries, visitors and shore labour are to leave the vessel or muster on the bridge if it is not safe to disembark2.4 Personnel Changes • Emergency Muster Plan Whenever a member of the crew permanently disembarks the vessel, the joining replacements name must entered on the Emergency Muster Plans to ensure continuity in fulfilment of emergency duties. • Large Crew Changes Lifeboat Musters & Fire Drills shall take place within 24 hours of the ship leaving port if more than 25% of the crew have not participated in abandon-ship and fire drills in the previous month. • Substitutes In the case where key personnel are incapacitated: o The Chief Officer will substitute for the Master o The 2nd Engineer Officer will substitute for the Chief EngineerControlled Revision: 01 Sep 2010ECM Part A – ECP Doc No. 002SHIPBOARD EMERGENCY ORGANIZATION Approval: WBF Page: 6 of 8
Emergency Contingency Procedures2.5 Emergency Stations • The Emergency Headquarters o Will be located as indicated on the Fire Control Plan o Is to be equipped as indicated on the Fire Control Plan o All other emergency stations are to be located and equipped as indicated on the Fire Control Plan • Patrols o All easily accessible parts of the vessel are to visually inspected on a regular basis o Both at sea and in port deck officers and ratings are to carry out rounds after being relieved from watch at 2000 hours, 0000 hours and 0400 hours2.6 Handling Media Enquiries • General Guidelines for Masters and Senior Officers o In the event of an oil spill or accident, Masters and other Senior ship's Officers should anticipate - and be prepared for - handling questions from journalists. o It is preferable not to have contact with the press. However, sometimes it is unavoidable because aggressive journalists will find a way to confront the crew in their efforts to obtain information about what happened. o It is not the intention of this guide to instruct ships' officers how to hold a press conference. If a press conference is held, it will be arranged and conducted by the shore-side crisis management team. o With this background, this document provides some guidance on how to deal with the press if you are confronted. Remember anything you say might be quoted and can end up in the newspapers and on television. Also, remember that nothing is \"off the record\".Controlled Revision: 01 Sep 2010ECM Part A – ECP Doc No. 002SHIPBOARD EMERGENCY ORGANIZATION Approval: WBF Page: 7 of 8
Emergency Contingency Procedures o While it may be uncomfortable and seem like an intrusion, in today's world the general public will have an interest in oil spills and other events that affect the environment. o Therefore, if you are approached by a journalist, you could say that you recognize that there is genuine public interest in the casualty and an effort will be made to respond to the press. You might add that the shore-side response team has been assigned the task of answering media inquiries. o Simply say that the information a journalist is seeking is not available now, but that you will make a note of the question and let the Qualified Individual and, or the Designated Media Spokesperson know as soon as possible. o Do not under any circumstances be hostile - and never say \"No Comment.\" Documentation and filing o SeaTeam Poster 007 - Emergency Plan / Muster List • Posted on Every Deck o SeaTeam Booklet HSQE 021 - LSA / FFA Maintenance Log • Logging of Drills Distribution o All Vessels References o SAM Master List 011 - \"Standard Ship Safety Signs Inventory\" o ISM Code o SOLASControlled Revision: 01 Sep 2010ECM Part A – ECP Doc No. 002SHIPBOARD EMERGENCY ORGANIZATION Approval: WBF Page: 8 of 8
Emergency Contingency Procedures3.0 Office Emergency Organization Purpose o To promote emergency preparedness on ship and shore Application o Singapore Office o Crewing Offices Responsibility o Office Emergency Team o Office Emergency Team in Crewing Office 3.1 Emergency Team SeaTeam Management has established an Office Emergency Team to deal with vessel emergencies and pollution incidents. The Office Emergency Team consists of: Managing Director o Contact owners, arranges press and media coordination, crisis consultants, and legal assistance; Handles P & I and H & M underwriters Senior Manager, Technical o Team Coordinator DPA o Log-Keeper, Responsible for Class Societies, Flag State, Info- Board Update, and Logistical ArrangementsControlled Revision: 01 Jun 2014ECM Part A – ECP Doc No. 003OFFICE EMERGENCY ORGANIZATION Approval: WBF Page: 1 of 11
Emergency Contingency Procedures Senior Manager HSQE or Marine Superintendent o Handles U.S.C.G., vessel safety, and Qualified Individual. Member of on-site team. Provides operational advice and coordinates charter party, charterer, cargo owner, port authority, agent, tugs, salvage, and charts Senior Crewing Manager (SCM) o Handles provision of crew list and contact with crew agent and next of kinNon-permanent members include the personnel that work directly withthe involved vessel: Fleet Managers - Handles contact with vessel and assesses damage Superintendents - Assists the Fleet Manager and provided vessel’s drawings and technical dataAdditional office personnel which may be needed to support theemergency responseAlternatesIn absence of personnel for any reason, permanent and non-permanentmembers will be substituted by the next senior person in thedepartment or organization. Normally Alternates for key personnel willbe assigned as follows: Managing Director / DPA DPA / Marine Superintendent Senior Fleet Manager / Technical Superintendent Technical Superintendent / Technical Executive CEO Crewing Manager / Crewing or Training ManagerControlled Revision: 01 Jun 2014ECM Part A – ECP Doc No. 003OFFICE EMERGENCY ORGANIZATION Approval: WBF Page: 2 of 11
Emergency Contingency Procedures3.2 Office Emergency PreparednessA mobile telephone will be manned at all times by managers andsuperintendents. Emergency telephone numbers are printed on posterSTP 018 which is to be posted in key locations aboard ship for readyreference.The first point of contact in any emergency situation is designated asthe: Assigned Technical SuperintendentIf the superintendent cannot be contacted, the alternates listed in theSOPEP / SMPEP Contact List or on Poster STP 018 may be utilized forinitial reporting. The receiving staff's responsibilities are to take theinitial verbal report from Master and then forwarding notifications to theOffice Emergency Team as appropriate. In a serious emergency, theEmergency Team will convene in Crisis Room to coordinate the officeresponse. The telephone link is designed to allow the emergencyresponse team to be contacted and assembled in our office in theshortest possible time.All Office staff members will carry a SeaTeam Contact List, containing: Important telephone numbers for staff and selected emergency service providers A synopsis of important questions to ask during the initial contactIt is not intended that the superintendent handle the entire emergency;he is only the first point of contact for the Master. The superintendentis required to obtain the relevant information and then contact otheroffice emergency team members.Masters may always refer to the emergency flow chart provided in theSOPEP / SMPEP Appendix B, List of Contacts, for individual staff contactnumbers.Controlled Revision: 01 Jun 2014ECM Part A – ECP Doc No. 003OFFICE EMERGENCY ORGANIZATION Approval: WBF Page: 3 of 11
Emergency Contingency Procedures3.3 Activation of the Office Emergency TeamOnce verbal notification of an emergency has been received, therecipient of the report will activate the emergency team by contactingthe telephone numbers listed on the SeaTeam Contact List. If anymember is off station or cannot be contacted, the next senior person inthe department will be contacted and is required to serve as thesubstitute.3.4 The Decision to ActivateActivation of the Emergency Team will be decided by the ManagingDirector, Senior Manager or other permanent members of theEmergency Team.3.5 ActivationOnce contacts have been made, the Emergency Team will assemble inthe SeaTeam Crisis Room. A preliminary status meeting will be held assoon as possible after the Emergency Team is operational. The objectof the meeting is to: Review action already initiated Determine further steps required Delegate responsibility for each item to Team members including information and documentation required from themThe Agenda will include the following items: Mobilization of on-site team Travel/accommodation reservations Additional personnel to be called in or placed on stand-by for emergency team or on-site personnel Appointment of an agentControlled Revision: 01 Jun 2014ECM Part A – ECP Doc No. 003OFFICE EMERGENCY ORGANIZATION Approval: WBF Page: 4 of 11
Emergency Contingency Procedures Line of contact with H&M / P&I Lawyers Surveyors / experts Establishing a local base Line of contact with all relevant parties Line of contact with vessel Initial press release/need for Crisis Consultants Further information required Further documents required (e.g. Charts, vessel’s plans)3.6 Identification of main dangers The Emergency Team will use SeaTeam Form OFFC 023 Crisis Management Office Checklist to ensure all required actions are carried out The status, timings, and decisions of Emergency team meeting should be recorded on a status board to be maintained throughout the emergency All telephone incoming and outgoing telephone calls associated with the emergency should be recorded3.7 Office Emergency DrillsThe Marine or HSQE Manager shall plan and initiate drills for testingoffice emergency response procedures and alerting of the EmergencyResponse Team and other personnel. At a minimum, office emergencydrills will consist of:Controlled Revision: 01 Jun 2014ECM Part A – ECP Doc No. 003OFFICE EMERGENCY ORGANIZATION Approval: WBF Page: 5 of 11
Emergency Contingency Procedures An Annual Table Top Exercise Participation in office evacuation exercises as scheduled by building management A post evaluation of emergency drills shall be carried out by the Marine Manager with proposed recommendations for improvements and/or amendments to the applicable contingency plans Inclusion of Alternates and training in alternate responsibilities Inclusion of external or additional resources are to provide more realistic drills and exercises Drill frequency is planned in accordance with US and international standards and subject to review each annual exercise to determine if appropriate for fleet size Exercises should include a comprehensive test of all communication and mobilization systems; mobilization will be a function of the Spill Manager and contracted response services Exercises are schedule to allow maximum participation of individuals, including staff, contractors and authorities3.8 Activating the Crisis RoomThe first member of the Emergency Team to arrive in the OperationsRoom shall: Get and update of the situation from the duty officer and take over control of communications Whom to Contact Early contact should be made with all relevant/concerned parties. The following checklist does not cover all aspects to be handled in cases of emergency but serves as a minimum. A separate fileControlled Revision: 01 Jun 2014ECM Part A – ECP Doc No. 003OFFICE EMERGENCY ORGANIZATION Approval: WBF Page: 6 of 11
Emergency Contingency Procedures with contact numbers to relevant sources are kept in the operations room.3.9 Preliminary Status MeetingA preliminary status meeting will be held as soon as possible after theEmergency Team is operational.The object of the meeting is to: Review action already initiated Determine further steps required Delegate responsibility for each item to Team members including information and documentation required from themThe Agenda will include the following items: Mobilization of on-site team Travel/accommodation reservations Additional personnel to be called in or placed on stand-by for Emergency Team or On-site Personnel Appointment of an Agent Line of contact with H&M / P&I Lawyers Surveyors / experts Establishing a local base Line of contact with all relevant parties Line of contact with vessel Initial press release/need for Crisis ConsultantsControlled Revision: 01 Jun 2014ECM Part A – ECP Doc No. 003OFFICE EMERGENCY ORGANIZATION Approval: WBF Page: 7 of 11
Emergency Contingency Procedures Further information required Further documents required (e.g. charts, vessel’s plans) Identification of main dangers3.10 CommunicationsAn efficient communications system is essential to ensure the smoothflow of information, both within the Operations Room and with theoutside world. VesselIt is very important to keep communications with the vessel, andkeeping the line open should be considered. Before this is done, itmust be remembered the vessel may be obligated to give informationto other parties such as local authorities. A schedule of the next callwill be made before terminating any call. SwitchboardThe switchboard operator should identify callers before connecting callsto the Operations Room. Telephone CallsAll telephone calls to and from the Operations Room are to be logged.The Team Member receiving the call shall, depending on the nature ofthe information received, either: Inform Coordinator or Team immediately, or Retain log and inform Team at next briefing meeting. After information passed to Team, log to be passed to secretary for filingControlled Revision: 01 Jun 2014ECM Part A – ECP Doc No. 003OFFICE EMERGENCY ORGANIZATION Approval: WBF Page: 8 of 11
Emergency Contingency Procedures Incoming Documents (fax, telex, and letters) delivered to secretarySecretary to: Mark with time/date received Make photocopy Place original on hard copy master file Attach distribution list to copy (appendix 4) Pass copy to coordinatorAs the logging of events is of utmost importance it is imperative thatevery participant make use of notes of calls handled and submit sameto the log keeper. Notes from calls should be kept to the point withoutloosing vital information. Copies of messages handled shall also begiven to the log keeper. The log keeper may decide whether to enter calls, and messages handled into the log or status board, or to keep same as electronic enclosures. It is the responsibility of each participant to ensure that the switchboard is updated on the correct contact telephone numbers of the individual participants for use in connection with the telephone list and alerting plan of the company.3.11 Emergency Team ResponsibilitiesIt is important that all members of the emergency team are fully awareof events. In this regard, they will keep the Coordinator briefed; whowill in turn ensure the information is passed on to the relevant party. Team Responsibilities are specified on Form OFFC 023Controlled Revision: 01 Jun 2014ECM Part A – ECP Doc No. 003OFFICE EMERGENCY ORGANIZATION Approval: WBF Page: 9 of 11
Emergency Contingency Procedures3.12 Displayed InformationThe main information shall be displayed on wall boards/posters in theOperators Room, including: Telephone/fax numbers (list of main contact numbers to be made and kept up-dated) Charts Vessel plans Vessel description Cargo description / quantity Owners’ details Crew details Time and location of incident Casualty list Extent of pollution Weather information3.13 Briefing MeetingsThe Coordinator shall hold regular briefing meetings with theEmergency Team. These meetings will be taken down in the minutes tokeep track of all information and will: Review information received Evaluate current status Consider decisions to be takenControlled Revision: 01 Jun 2014ECM Part A – ECP Doc No. 003OFFICE EMERGENCY ORGANIZATION Approval: WBF Page: 10 of 11
Emergency Contingency Procedures Determine action required Delegate responsibility for action required3.14 De-Briefing MeetingOnce the emergency is under control and response teams have stooddown, the Coordinator shall hold a debriefing to discuss follow-up itemspending and critique handing of the incident in regard to: Suitability and timeliness of actions taken Need for improvements Lessons learned Adequacy of documentation and records Documentation and Filing o STP Poster 018 o SOPEP / SMPEP Appendix B o Office Crisis Team Check-List - Form Office 023 Distribution o All Vessels References o ISM Code o SOLASControlled Revision: 01 Jun 2014ECM Part A – ECP Doc No. 003OFFICE EMERGENCY ORGANIZATION Approval: WBF Page: 11 of 11
Emergency Response ActionsMatrix 001 - Breakaway during Cargo OperationsAction to be Taken Bridge Technical Emergency Watch Office Officer Team Team Squad •Sound general •alarmAdvise terminal - • •order emergencyrelease of cargogearStop operations - ••activate emergency •shut downStart fire pumpsShut all cargo • • ••system valves • • •Operate deck water ••spray or foamsystemAdvise engine room- order emergencystart of mainengineIf dangerous cargo,review MSDS/EMSStop airconditioning /ventilation systemMuster crew -conduct tally ofpersonnel. Ensurestaff provideemergencyresponseequipmentControlled Revision: 01 Jan 2015ECM Part B – ERA Matrix 001BREAKAWAY DURING CARGO Approval: WBF Page: 1 of 3
Emergency Response ActionsAction to be Taken Bridge Technical Emergency Watch Office Officer Team Team Squad •Prohibit all •• •smokingAdvise Company by •emergency phonefollowed bymessage andadvise charterersAdvise shore • •emergency services •of situation,dangers fromcargo, if toxicfumes expectedAlert vessels invicinityMaintain ••accommodationand engine roomgas freeUse thruster(s) to • •assist steering - if •fitted •Observe movementof gas cloudMinimum men • •forward by leeside • ••to work anchorsDo not containliquid on deckDo not direct water ••jet on any liquidpoolControlled Revision: 01 Jan 2015ECM Part B – ERA Matrix 001BREAKAWAY DURING CARGO Approval: WBF Page: 2 of 3
Emergency Response ActionsAction to be Taken Bridge Technical Emergency Watch Office Officer Team Team Squad •If required, protect • •deck steel by waterspray from possiblebrittle fractureUse hose water • ••spray to dilute gas • ••cloud and direct it ••away from ignitionsources andpersonnelUse portable gasdetectionequipment tomonitor gas clouddilutionDo not switch onradars if gas cloudpresentAdvise Company •and updatesituationControlled Revision: 01 Jan 2015ECM Part B – ERA Matrix 001BREAKAWAY DURING CARGO Approval: WBF Page: 3 of 3
Emergency Response Actions Matrix 002 - Cargo Fire on DeckAction to be taken Bridge Technical Emergency Watch Office Team team Squad OfficerSound general alarm • •If in port - advise • •terminalStop any cargo ••operations - activateemergency shutdown, shut all cargovalvesStop air conditioning •/ ventilation systemIf at sea - consider •alteration of courseor speed to facilitatefirefighting anddispersion of any un-ignited vaporStart fire pump and •emergency fire pumpActivate deck and ••bridge and front ••water sprays, foamsystems, etc.Maintainaccommodation andengine room free ofgas or smokeControlled Revision: 01 Jun 2013ECM Part B – ERA Matrix 002CARGO FIRE ON DECK Approval: WBF Page: 1 of 2
Emergency Response ActionsAction to be taken Bridge Technical Emergency Watch Office Team team Squad OfficerAt night - switch on ••all deck lightingMuster crew - • ••conduct tally ofpersonnel. Ensurestaff provideemergencyequipmentRefer to MSDS / EMS • •if Dangerous CargoAdvise fire parties of • • •situation / locationIf at sea - advise •nearest coast stateand alert vessels invicinityAdvise Company by •emergency phonefollowed by messageand advisecharterersCoordinate Fire •Fighting, Lightering,& Salvage ServicesNotify owners, P&I •Club, etc. as percontingency planControlled Revision: 01 Jun 2013ECM Part B – ERA Matrix 002CARGO FIRE ON DECK Approval: WBF Page: 2 of 2
Emergency Response Actions Matrix 003 - GroundingAction to be taken Bridge Technical Emergency Watch Office Team team Squad OfficerReport casualty • •Alert vessel’s crew • •and other vessels invicinityAscertain vessel’s •positionImplement VRP / • •SMPEP / SOPEP as •applicable • •Account for and • •ensure the safety ofthe vessel’s crewRefer to MSDS / EMS •if Dangerous CargoInitiate oil spill •removal and verifycontainment, ifapplicableIsolate pipelinevalvesSound internal ••spaces and initiatestructural damagesurveyControlled Revision: 01 Jun 2013ECM Part B - ERA Matrix 003GROUNDING Approval: WBF Page: 1 of 2
Emergency Response ActionsAction to be taken Bridge Technical Emergency Watch Office Team team Squad OfficerReport casualty to •Co. OfficeTransfer cargo • •internally and/or ••consider lightering •Monitor weather, • •sea conditions and •tidal effects on •vessel •Determine need for •commercial salvageassistanceCoordinate re- •floating withauthoritiesAscertain cause of • •casualtyCoordinate FireFighting,Lightering, &Salvage ServicesNotify owners, P&IClub, etc. as percontingency planControlled Revision: 01 Jun 2013ECM Part B - ERA Matrix 003GROUNDING Approval: WBF Page: 2 of 2
Emergency Response Actions Matrix 004 - CollisionAction to be taken Bridge Technical Emergency Watch Office Team team Squad OfficerReport casualty • •Alert vessel's crew - •account for andensure their safetyEstablish • •communicationswith the othervesselImplement VRP / • •SOPEP / SMPEP asapplicableInitiate damage • • •control measuresRefer to MSDS / EMS • •if Dangerous CargoIsolates cargo and • • • •fuel pipeline • •sources to affectedareas of vesselDetermine vessel'sstructural integrity(damaged stabilityand hull stress)Controlled Revision: 01 Jun 2013ECM Part B – ERA Matrix 004COLLISION Approval: WBF Page: 1 of 2
Emergency Response ActionsAction to be taken Bridge Technical Emergency Watch Office Team team Squad OfficerSound internal ••spaces and initiatestructural damagesurveyReport casualty to •Co. OfficeDetermine need for • •commercial salvageassistanceAscertain cause of • • •casualtyControlled Revision: 01 Jun 2013ECM Part B – ERA Matrix 004COLLISION Approval: WBF Page: 2 of 2
Emergency Response Actions Matrix 005 - Containment FailureAction to be taken Bridge Technical Emergency Watch Office Team team Squad OfficerSound general • •alarmIf in port - advise • •terminalStop cargo • ••operations - •activate emergency ••shut down ••Stop air •conditioning / •ventilationMuster crew - •conduct tally ofpersonnel. Ensurestaff provideemergency gearProhibit all smoking •Eliminate all • ••sources of ignition • •in areaMaintain •accommodation andengine room gasfreeControlled Revision: 01 Feb 2010ECM Part B – ERA Matrix 005CONTAINMENT FAILURE Approval: WBF Page: 1 of 2
Emergency Response ActionsAction to be taken Bridge Technical Emergency Watch Office Team team Squad OfficerAssess extent of •leakageAdvise •management andcharterersIf at sea - advise •nearest port stateand alert vessel invicinityPurge space • •continuously with ••inert gas (if fitted) •or allow void space •to vent ••Disperse gas cloud •with water sprayConsider •deballasting doublebottom orcirculating ballastwater, if liable tofreezingConsider transfer of •cargoImplement •VRP/SOPEP/SMPEPControlled Revision: 01 Feb 2010ECM Part B – ERA Matrix 005CONTAINMENT FAILURE Approval: WBF Page: 2 of 2
Emergency Response ActionsMatrix 006 - Critical Equipment FailureAction to be taken Bridge Technical Emergency Watch Office Team team Squad OfficerReport casualty • •Alert vessel's crew •Implement VRP / ••SOPEP / SMPEP as •applicable •Verity vessel's •position •Alert other vessel inthe areaEstablish and •maintaincommunicationswith appropriatemaritimegovernment agencyDetermine if ship's •crew is capable to •repair source ofcasualtyDetermine theestimated time ofrepair completionControlled Revision: 01 Feb 2010ECM Part B – ERA Matrix 006CRITICAL EQUIPMENT FAILURE Approval: WBF Page: 1 of 2
Emergency Response ActionsAction to be taken Bridge Technical Emergency Watch Office Team team Squad OfficerDetermine need for • •commercial salvageassistancePrepare ship's •personnel to initiateoil spill mitigationand removal actionas warrantedDetermine cause of •casualtyInitiate notification •of PSC & Class ifneededControlled Revision: 01 Feb 2010ECM Part B – ERA Matrix 006CRITICAL EQUIPMENT FAILURE Approval: WBF Page: 2 of 2
Emergency Response ActionsMatrix 007 - Decontamination of PersonnelAction to be taken Bridge Technical Emergency Watch Office Team team Squad OfficerSupervise ••emergency team toremove affectivecrew member tosafe areaCommence - • • •decontaminationprocedures as perMSDS / MFAGlisting for hazardsmaterials. AscertainHazardous materialtoxicity and patientconditionUse ••Decontaminationshower ifaccessible,otherwise usecopious amount offresh water to washdown thecontainments.Check if any • •neutralizing agentrequired fordecontaminationControlled Revision: 01 Jun 2013ECM Part B – ERA Matrix 007DECONTAMINATION OF PERSONNEL Approval: WBF Page: 1 of 3
Emergency Response ActionsAction to be taken Bridge Technical Emergency Watch Office Team team Squad OfficerCheck runoff ••containment notposing hazard toothers, establishrestricted areaRemove clothing in ••decontaminationshowerUse eye wash for at ••least 15 minutes towash down anychemicals.Prepare secondary ••decontaminationstation, Secondwash down.Prepare hospital, ••Arrange Antidotes ifrequired.Seek medical advise • •from nearest CoastStation or land crewmember to nearestshore medicalfacilityAdvise Company •and make requiredlog entriesControlled Revision: 01 Jun 2013ECM Part B – ERA Matrix 007DECONTAMINATION OF PERSONNEL Approval: WBF Page: 2 of 3
Emergency Response ActionsAction to be taken Bridge Technical Emergency Watch Office Team team Squad OfficerCheck runoff ••containment notposing hazard toothers, establishrestricted areaNotify P&I, next of •kin, etc. as percontingency planControlled Revision: 01 Jun 2013ECM Part B – ERA Matrix 007DECONTAMINATION OF PERSONNEL Approval: WBF Page: 3 of 3
Emergency Response ActionsMatrix 008 - Disposal of Clean-up MaterialsAction to be taken Bridge Technical Emergency Watch Office Team team Squad OfficerAll relevant log entries • • ••to be made concerningthe incidentCheck hazard and •• •toxicity of waste,consult MSDSClean and re-cycle •materials wherepossibleDisposal in accordance ••with vessel's GarbageManagement PlanCrew handling disposal ••to wear protective gearif neededArrange for approved • •disposal facilities ifneededDocument quantity of •disposal material as perGarbage ManagementPlanControlled Revision: 01 Jun 2013ECM Part B – ERA Matrix 008DISPOSAL OF CLEAN-UP MATERIALS Approval: WBF Page: 1 of 1
Emergency Response ActionsMatrix 009 - Emergency Cargo TransferAction to be taken Bridge Technical Emergency Watch Office Team team Squad OfficerEstablish ship •compatibilityEstablish radio •communicationDetermine method • •of approach, •mooring / •unmooring ••procedures, andwhich ship will •provide moorings • •Test the enginessteering gear andcontrolsPrepare cargotransfer planPlug and sealscuppersEstablish sufficientdeck watchClose and seal seavalvesCheck firefightingand anti-pollutionequipmentControlled Revision: 01 Feb 2010ECM Part B – ERA Matrix 009EMERGENCY CARGO TRANSFER Approval: WBF Page: 1 of 2
Emergency Response ActionsAction to be taken Bridge Technical Emergency Watch Office Team team Squad OfficerRefer to STS • •Transfer GuideRefer to Institution •Manuals if portablepumps are usedControlled Revision: 01 Feb 2010ECM Part B – ERA Matrix 009EMERGENCY CARGO TRANSFER Approval: WBF Page: 2 of 2
Emergency Response ActionsMatrix 010 - Emergency TowingAction to be taken Bridge Technical Emergency Watch Office Team team Squad OfficerDetermine towing •and arrangementthat will best suitthe intendedvoyage oremergencyConsider size, •horsepower andmanoeuvrability ofassisting shipDetermine whether •distressed vesselshould be towedfrom bow or sternEstablish early • •communication toexchangeinformation, decidewhat preparationsshould be madeConsider means for • •transferring thetowing hawserbetween the twoshipsMaintain radio • •communicationsduring connectingup operationControlled Revision: 01Jan 2015ECM Part B – ERA Matrix 10EMERGENCY TOWING Approval: WBF Page: 1 of 2
Emergency Response ActionsAction to be taken Bridge Technical Emergency Watch Office Team team Squad OfficerRefer to Peril at Sea • •and Salvage •Guidelines • •LOF 2011Consider P&I / H&MControlled Revision: 01Jan 2015ECM Part B – ERA Matrix 10EMERGENCY TOWING Approval: WBF Page: 2 of 2
Emergency Response Actions Matrix 011 - Excessive ListAction to be taken Bridge Technical Emergency Watch Office Team team Squad OfficerReport casualty • •Alert vessel's crew •account for andensure their safetyImplement VRP / • •SMPEP / SOPEP asapplicableStop movement of ••cargo and fuelSecure isolation ••valvesNotify transfer •facility / vessel (ifapplicable)Conduct tank / void ••gaugingConduct perimeter ••surveyDetermine cause of • • • •incidentDetermine corrective • • • •actionControlled Revision: 01 Feb 2010ECM Part B – ERA Matrix 011EXCESSIVE LIST Approval: WBF Page: 1 of 1
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