FREE SPARKSSAFETY MANAGEMENT
SYSTEM MANUAL
CONTROLLED DOCUMENT
NUMBER
HOLDER :
1
CLASS certifying ISM Code Conformity
2
SAFETY & QUALITY MANAGER
3
OFFICE GENERAL COPY
4
Ship’s MASTER
5
Ship’s CHIEF ENGINEER
6
Ship's Library
Mark / Delete as appropriate
LIST OF SIGNATURES
PAGE 2 - LIST OF SIGNATURES
THE SIGNATURE OF THE COMPANY’S AND SHIP’S PERSONNEL ENSURES THE STUDY AND COMPREHENSION OF THE CONTENTS OF THIS SAFETY MANAGEMENT SYSTEM
USE AS MANY PAGES AS REQUIRED, (2A, 2B, 2C, etc)
DATE
NAME
POSITION / RANK
SIGNATURE
REVISION RECORD
REVISION RECORD - page 3 A
USE AS MANY PAGES AS REQUIRED, (3A, 3B, 3C, etc)
All Initiations, Changes and Revisions are effected by the SMS Administrator (DPA), except as noted in last column
TABLE OF CONTENTS
TITLE PAGE
1. GENERAL 5
3. RESPONSIBILITIES AND AUTHORITIES 9
4. SAFETY MANAGER (DESIGNATED PERSON) 14
5. MASTER’S RESPONSIBILITY AND AUTHORITY 14
6. RESOURCES AND PERSONNEL 16
7. DEVELOPMENT OF PLANS FOR SHIPBOARD OPERATIONS 17
8. EMERGENCY PREPAREDNESS 17
9. REPORTS AND ANALYSIS OF NON-CONFORMITIES, ACCIDENTS AND HAZARDOUS SITUATIONS 18
10. MAINTENANCE - REPAIRS OF THE SHIP AND EQUIPMENT 19
11. DOCUMENTATION CONTROL 20
12. COMPANY’S VERIFICATION, REVIEW AND EVALUATION 22
13. CERTIFICATION, VERIFICATION AND CONTROL 22
1. GENERAL
1.1 SCOPE
The present Manual is called “Safety Management Manual” (S.M.M.) was created in order to describe the “ Safety Management System” which our company “MARREINA ARMADORA S.A.” has developed, implemented, and maintains in conformance with the requirements of IMO RES. A741(18): “International Safety Management CODE for the Safe Operation of Ships and for Pollution Prevention” - ISM CODE, and amended through IMO Resolution MSC 104(73), adopted on December 5/6, 2000.
1.2 DEFINITIONS
“International Safety Management (ISM) CODE” means the International Management CODE for the Safe Operation of Ships and for Pollution Prevention, as adopted by the IMO Res. A.741 (18).
“Company”, means the Owner of the ship or other organization or person such as the Manager, or Bareboat Charterer, who has assumed the responsibility for operation of the ship from the shipowner and who on assuming such responsibility has agreed to take over all the duties and responsibility imposed by the Code.
“Administration” means the Government of the State whose Flag the ship is entitled to fly.
“Safety Management System (S.M.S)” means a structured and documented system enabling Company personnel to effectively implement the Company Safety and Environment Protection Policy.
“Document of Compliance”, means a document issued to a Company which complies with the requirements of the ISM Code.
“Safety Management Certificate” means a document issued on a ship which signifies that the company and its shipboard management operate in accordance with the approved safety management system.
“Objective evidence” means quantitative or qualitative information, records or statements of fact pertaining to safety or to the existence and implementation of a S.M.S element, which is based on observation, measurement or test and which can be verified.
“Observation” means a statement of fact made during a safety management audit and substantiated by objective evidence.
“Non-conformity” means an observed situation where situation where objective evidence indicates the non-fulfillment of a specified requirement.
“Major non-conformity” means a identifiable deviation which poses a serious threat to the safety of personnel or the ship or a serious risk to the environment that requires immediate corrective action and includes the lack of effective and systematic implementation of a requirement of the ISM Code.
“Anniversary date”, means the day and month of each year that corresponds to the date of expiry of the relevant document or certificate.
“Convention”, means the International Convention for the Safety of Life at Sea, 1974 as amended.
“Safety Management Audit” means a systematic and independent examination to determine whether the S.M.S activities and related results comply with planned arrangements and whether these arrangements are implemented effectively and are suitable to achieve objectives.
1.3 DISTRIBUTION OF S.M.M.
The Safety Manager is responsible for the control of this Manual’s contents. The revision number as well as the relevant revision date is shown in the upper part of each page.
The S.M.M is considered as Controlled Document and is distributed in accordance with the Controlled Document Distribution list and the table below :The following personnel must have a controlled copy of S.M.M:
The Safety Manager (DPA/CSO)
General Office Copy
The Ship’s Master
The Ship’s Chief Engineer
The S.M.M is revised in accordance with the procedure P12 Document Control.
1.4 APPLICATION FIELD
The present Manual applies to the following ships’ types:
BULK DRY-CARGO CARRIERS,
OTHER DRY-CARGO VESSELS,
For the purpose of ISM CODE Implementation, the Company is responsible to the Administration for performing the following services:
Ship Operation.
Technical Support.
Ship Manning.
1.5 SHIPS CHANGING MANAGEMENT
When a ship changes Managing Company, the ship’s Master must return all copies of the SAFETY MANAGEMENT SYSTEM MANUALS that exist on board, and all the supporting documentation to the Company’s Safety Manager,
If such physical return is not feasible, then all documentation should be handled as per Management instructions or destroyed by the Master before delivering the Ship.
The above manuals and documentation are retained in files at the Company’s premises for the duration specified for each document, from the date that the ship changed management.
2. SAFETY AND ENVIRONMENTAL PROTECTION POLICY
2.1 MARREINA ARMADORA S.A is committed to ensuring the safety of its ships, the safety of the crews onboard these ships, pollution prevention and the protection of the environment.
2.2 It is the policy of the Company’s to ensure healthy and safe working conditions and to protect the environment by developing and enforcing appropriate procedures.
2.3 For this purpose a Safety Management System has been established which complies with all national and international regulations, relevant standards and guidelines, concerning safety and environmental protection.
2.4 The Safety Management Manual describes the company’s Safety Management System, implemented ashore and onboard its ships. This system is based on the IMO Regulations and ensures compliance with the International Safety Management Code.
2.5 Company’s objectives are to:
Ensure safety at sea, avoidance of human injury or loss of life. Provide avoidance of damage to the marine environment and to property.
Provide for safe practices in ships operation
Establish safeguards against all identified risks.
Continuously improve the level of knowledge, readiness and skills of personnel ashore and onboard. This includes preparing for emergencies related to safety and environmental protection.
2.6 The above-mentioned objectives will be achieved by:
Continuous personnel training.
Maintaining high standards of safety consciousness, personal discipline and individual accountability by adherence to a documented training system.
Keeping all personnel fully informed of any known or potential hazards that may affect themselves, their colleagues, the ship or the environment, by transmittal or pertinent documentation.
Recognition, adoption and compliance of ships with all the mandatory rules, regulations, codes and guidelines.
Ensuring adherence at all times to the documented operating procedures by a system of internal verification of procedures and activities.
Establish safeguards against emergencies and maintain preventing measures to avoid identified risks.
Continuously reviewing all mandatory rules, regulations and industry codes and guidelines that are relevant to the specific vessel types and trades.
2.7 All company’s employees are expected to have high level of responsibility and professionalism and to be committed to complying with the ISM CODE, the Safety Management System Procedures and the preventive measures for the protection of personnel, cargo, ships and the environment.
2.8 The Company will continuously make efforts to motivate its personnel and provide the required means to ensure that the Company’s objectives are achieved and that the S.M.S. is properly implemented.
2.9 The successful achievement of the above-mentioned objectives relies upon the professionalism and effectiveness of the Company’s personnel, which is our most valuable asset. The Company’s personnel are well trained and its professional qualifications and skills are continuously monitored in order to ensure compliance with the quality standards imposed by the Company.
2.10 MARREINA ARMADORA S.A. with its long presence in the Marine field has obtained a wide range of experience and is able to use this experience to implement successful methods and practices in providing its service.
2.11 The management of the Company supervises, inspects and reviews the Safety Management System (SMS), as it is documented in the Safety Management Manual (SMM), and is responsible for ensuring that all personnel ashore and aboard, understand and effectively maintain its policy concerning safety and environmental protection.
The General Manager.................................................
Date: ...................................................................…....
DRUG AND ALCOHOL POLICY
The Management of MAREREINA ARMADORA S.A. is committed to a safe, healthy and productive working environment of all employees (both shore-based and aboard managed vessels)
it is the policy of the company and the owners of the vessels the company manages, that no seafarer, whatever rank, will navigate the vessel or operate any equipment while impaired by drugs or alcohol or, where there is any risk of such impairment. In following this policy, MARREINA ARMADORA S.A.:
Prohibit the use by crew members of all substances which is defined as narcotic and are illegal.
Has implemented testing of all Crew, Officers and Ratings, for alcohol abuse before employment .
Controls the issue and use of all medical supplies and prescribed medicines on board the vessels they manage.
Will dismiss instantly anybody:
- using banned substances on board the vessel, at all times;
- caught in possession of banned substances;
- found to have been instrumental in bringing alcohol or banned substances on board the vessel;
- found to have a positive trace in any testing sample, unless prior notice and authorization for use has been provided.
- found to be under the influence of alcohol or banned substances prior or during the performance of his duties.
Requires all seagoing staff and new recruits to sign a Declaration of Acceptance of the Company's Drugs and Alcohol Policy.
Requires that the policy shall be posted in the public areas of the vessel.
The General Manager.................................................
Date: ...................................................................…....
3. RESPONSIBILITIES AND AUTHORITIES
3.1 The responsibilities and authorities of personnel ashore and onboard, related with safety and pollution prevention matters, have been defined, in order to ensure that everyone will execute his duties in a proper and effective manner. The above and the link of communication between them, are displayed on the company structure and organization shown below.
3.3 All personnel’s duties are documented in a simple and clear manner, taking into consideration the qualifications and experiences of each individual.
3.4 For effective implementation of the Safety Management System, it is necessary for the Company to ensure that those involved in the system are fully aware of their duties and capable to carry them out. For that purpose all personnel have been provided with written instructions including the duties of each individual and a procedure has been established in order to verify the continuous control of their knowledge level (Procedure P02, Training).
3.5 Personnel duties are described in detail in Procedure P01 (Personnel) and elsewhere in this manual, as well as the Departments and Offices Personnel substitutes. The Company ensures in this way the continuity of internal operation and that during the working hours, a responsible person is always present in each Department.
3.6 The Company’s organization, as described in the Emergency Response Plans (Procedure P07), provides the ability of effective communication among responsible personnel even during non working hours, as may be necessary.
3.7 Company’s Organization Chart (Schematic)
GENERAL MANAGER
SAFETY & QUALITY MANAGER
ADMINISTRATION
COMPANY SECURITY OFFICER
OPERATIONS DEPARTMENT
TECHNICAL DEPARTMENT
CREW
SUPPLY
DEPARTMENT
DEPARTMENT
SHIPS
3.7.1 GENERAL MANAGER
The General Manager is appointed by the Board of Directors. The authorities and responsibilities of the General Manager are:
Appointing the Safety Manager and the Heads of Operation, Technical, and Personnel Departments.
Approving the Departments’ Heads proposals in regard with the Office and ships manning.
Delegating, if it is necessary, his responsibilities in regard with Company’s Management, administration and representation, to one or more executives.
Signing documents, contracts and agreements with third parties.
Checking and monitoring the activities of the departments of the company.
Approving the Safety Management Manual and its revisions.
Approving the Internal Audits schedule and assigning its implementation to the Safety Manager or to other external official sources.
Being continuously informed of the non-conformities identified during the Internal Audits and the corrective actions undertaken.
Perform management reviews of the SMS at least once a year.
Approve realistic annual budgets and overseeing company’s result.
Motivate and encourage all company’s personnel related to the SMS for their active participation on the implementation of the company’s policy outlined in the present manual.
Evaluation of company staff.
3.7.2 SAFETY & QUALITY MANAGER (DESIGNATED PERSON ASHORE)
His responsibilities are listed in paragraph 4 of this Safety Management Manual.
COMPANY SECURITY OFFICER(S)
3.7.3.1 He is responsible for the the ships assigned to him, in accordance with the requirements specified in the ISPS Code, and his responsibilities and duties will additionally include – but not be limited, as follows,
.1 advising the level of threats likely to be encountered by the ship, using appropriate security assessments and other relevant information;
.2 ensuring that ship security assessments are carried out;
.3 ensuring the development, the submission for approval, and thereafter the implementation and maintenance of the ship seurity plan;
.4 ensuring that the ship security plan is modified, as appropriate, to correct deficiencies and satisfy the security requirements of the individual ship;
.5 arranging the internal audits and reviews of security activities;
..6 arranging for the initial and subsequent verifications of the ship by the Administration or the Recognized Security Organization (RSO);
.7. ensuring that deficiencies and non-conformities identified during internal audits, periodic reviews, security inspections and verifications of compliance are promptly addressed and dealt with;
.8. enhancing security awareness and vigilance;
.9. ensuring adequate training for personnel responsible for the security of the ship;
.10 ensuring effective communication and co-operation between the ship security officer (SSO) and the relevant port facility security officers (PFSO);
.11 ensuring consistency between security requirements and safet requirements;
.12 ensuring that, if sister-ship or fleet security plans are used, the plan for each ship reflects the ship-specific information acurately, and,
.13 ensuring that any alternative or equivalent arrangements approved for a particular ship or group of ships are implemented and maintained.
3.7.4 OPERATION DEPARTMENT SUPERVISOR
3.7.4.1 He is responsible to the General Manager for the efficient performance of his Department. He is responsible for the organization and direction of all Departments activities, in order to achieve in accordance with the Company’s policy, the best use of the personnel and the means provided by the Company.
3.7.4.2 He is fully responsible by the authority delegated to him by the General Manager.
His main responsibilities are:
- Monitoring and following up of the ship’s voyages giving to the Master the necessary orders concerning future movements.
- Managing the ship with the most profitable and safe manner, ensuring the proper and safe cargo loading - unloading, according to the Charter party terms.
- Checking all matters related to the ship’s operation, bunkering and lubricants delivery, ships agents, tugs, Port dues
- Keeps informed all personnel involved about ship’s voyages, together with Master’s relevant actions.
- Monitoring that all company’s procedures regarding damage repairs are applied.
- Proposing .the ships’ repairs to the General Manager, in cooperation with the Technical department,
- Monitoring the compliance with the requirements of Flag Authorities and Class surveyors.
- Evaluating subordinate shipboard personnel’s performance as it is defined in the Procedure P 01 (Personnel).
- Monitoring purchases concerning the ships, taking into consideration the necessary quantities of spare parts both for deck and engine departments.
- Ensure that all marine shipboard safety and environmental policies are carried out in accordance with International and flag state regulations and company procedures.
- Participate in S.M.S. reviews meetings.
- Assist Internal Audits of the shipboard Safety System.
- Supervise crewing and supply department.
- Ensuring and monitoring that all certificates and classification surveys for all machinery and equipment on board are carried out.
- Contact / planning with Classification Societies for certificates renewal.
3.7.5 TECHNICAL DEPARTMENT SUPERVISOR
3.7.5.1 He is responsible to the General Manager for the efficient performance of his Department.
3.7.5.2 He is responsible to the General Manager, for the evaluation of maintenance. He has to supervise effectiveness of means used, personnel and technical survey activities.
3.7.5.3 He is responsible by the authority delegated to him by the General Manager.
3.7.5.4 His main authorities and responsibilities are for:
Advising the General Manager and the Operational Department Supervisor on maintenance matters.
Advising ships on maintenance matters.
Advising the Crew Department’s Supervisor on technical matters regarding training.
Controlling and evaluating ships technical reports.
Monitoring the full implementation of Company’s Preventive Maintenance Schedule.
Monitoring matters concerning ships’ spare parts and inventories and giving relevant orders for their provision.
Monitoring the reliable implementation of the Internal Audits schedule.
Supervising that all maintenance procedures are carried out in accordance with the Safety Management Code requirements.
Determining and evaluating maintenance, supporting scheduled and non-scheduled maintenance of ship(s).
Monitoring the proper and economical ship’s running from a technical point of view.
Approving the requisitions of spare parts and equipment issued by the ships.
Monitoring ships speed data in conjunction with fuel-chemical-lubricant consumption.
Evaluating the statistical data concerning machinery damages frequency, investigating the causes and recommending repairs.
Monitoring the Engine Room Logbook’s data / Oil Record Book.
Drawing up the “SHIP’S DRYDOCK REPORT” and submitting it to the General Manager.
Controlling that the Chief Engineer ensuring quantity and quality receives the spare parts.
Controlling and keeping data concerning delivered fuel-lubricants quantity and quality.
Receiving and forwarding for analysis, fuel and lubricants samples, maintaining records of analysis results.
Ensuring that all necessary technical manuals and drawings are available onboard.
Keeping a complete set of technical and maintenance manuals and drawings.
Monitoring repairs or dry-docking and negotiating with workshops or shipyards about prices and bills.
Controlling the compliance with Safety and Sanitation Regulations during the repairs.
Finding workshops or shipyards and requesting the anticipated repair cost before the work assignment. Approval for the work assignment is given from the General Manager, except all proven emergency situations when only the Technical Department Supervisor’s approval is needed.
Participate regarding safety management system reviews meetings.
3.7.6 CREW DEPARTMENT SUPERVISOR
3.7.6.1 He is responsible to the General Manager for the proper functions of his Department.
3.7.6.2 His main authorities and responsibilities are:
Keeping updated on board personnel files with all relevant documents and their modifications.
Ensuring that laws, collective and mutual agreements and Management decisions are maintained and following up the payment condition of personnel onboard.
Keeping the on board personnel qualifications records.
Following up the compliance of safe manning according to the legislation in force and the company’s decisions.
Evaluating Masters and Deck Officers performance after their signing off and keeping evaluation records for Officers and crew members.
Ensuring the continuous training of Officers and crew members..
Ensuring the compliance with International Conventions for “Safe Manning” and “Standards of Training, Certification and Watch keeping for Seafarers” (S.T.C.W. 95).
Ensuring that all crew members of the company’s ships have the necessary qualifications anticipated by the International Legislation.
Monitoring the training of all the technical personnel in order to ensure that they all have the necessary qualifications in order to work safely and qualitatively.
Recruitment of Officers and crew either direct or through the assistance of manning agent.
Arrangement of transportation of the crew, including repatriation and ticketing.
3.7.7. SUPPLY DEPARTMENT SUPERVISOR
He is responsible for requisitions for provisions., stores etc.,
Check and evaluate of suppliers’ offers.
Order and forward provisions, stores, etc.,
Upkeep records of materials on board the vessels (inventories).
Follow-up and upkeep department filing.
3.7.8 ADMINISTRATION
Administrative support to all departments.
3.8 Ship’ s Organization
MASTER (DPA)
SHIP SECURITY OFFICER(s)
CHIEF OFFICER
CHIEF ENGINEER
DECK OFFICERS
ENGINE OFFICERS
COOK
DECK RATINGS
ENGINE RATINGS
CATERING RATINGS
3.8.1 All onboard personnel responsibilities and authorities are detailed in Work Instructions Manual (WIM302) – Administrative Matters”
4. SAFETY MANAGER (DESIGNATED PERSON)
4.1 For the continuous and effective implementation of the Safety Management System it is necessary that:
Its effectiveness is continuously verified.
Deficiencies and non-conformities are reported to the required level of management.
Persons responsible to undertake corrective actions against non compliances and non-conformities are identified.
4.2 The task of implementing and maintaining the activities of Safety Management System is carried out by the Designated Person Ashore DPA( also referred to as Safety manager) who is a suitably qualified person and experienced in the safety and pollution control aspects of ship operations.
4.3 The Safety Manager should be fully conversant with company’s Safety Management System and has the authority to report to the Management deficiencies and non-conformities observed.
4.4 The Safety & Quality Manager is responsible for:
Ensuring the effectiveness and degree of implementation of Safety Management System.
Organizing and carrying out both shipboard and shore-based audits for safety matters.
Monitoring safety and pollution prevention matters of each ship.
Investigating and analyzing reported deficiencies and non-conformities in cooperation with Masters and superintendents.
Scheduling Safety Management System review meetings both on board and ashore and as well as distributing and keeping relevant records.
Ensuring that Safety Management System is understood by sea personnel and office staff.
Liaison with ship masters on routine issues of the Safety Management System.
Ensuring that adequate recourses and shore-based support are provided as required.
Ensuring that reported deficiencies, non-conformities, incidents and accidents are investigated and forwarded to the responsible persons of the company for appropriate further action.
Scheduling training and drill requirements of personnel involved in safety and pollution prevention ashore and on board ships.
Submitting recommendations for improvements of the Safety Management System in order to keep it up to date.
Carrying out audits to ensure that corrective actions have been undertaken.
Issuing, correcting and revising all the documentation concerning Safety Management System.
Reporting directly to the company’s Management on significant issues within Safety Management System.
Ensuring for the continuous updating of the company and ships’ libraries.
Approval of plans regarding emergency response.
Programming the scheduling of the training program both ashore and onboard.
5. MASTER’S RESPONSIBILITY AND AUTHORITY
5.1 The contents of this manual do not remove the Master’s authority to take such steps and issue any orders, whether or not they are in accordance with the contents of the documentation, which are considered to be necessary for the preservation of live, the safety of the ship or the prevention of pollution.
5.2 The most important Master’s responsibilities in relation with the Safety Management System are for:
Implementing the safety and environmental protection policy of the Company.
Motivating the crew in the observation of that policy.
Issuing appropriate orders and instructions in a clear and simple manner.
Verifying that specified requirements of the Safety Management System are met.
Reviewing the Safety Management System annually and reporting any deficiencies to the shore-based management of the Company.
5.3 Specific master’s responsibilities are for:
Requesting from the Company all necessary support in order to ensure implementation of the Safety Management System.
Identifying and planning in coordination with the Company crew training requirements.
Assigning specific duties to senior officers, with respect to the Safety Management System.
Liaison with the Safety Manager in order to ensure that the Safety Management System is fully implemented and kept updated onboard.
Reviewing the onboard contingency plans and ship operational procedures and reporting any deficiencies to the Safety Manager.
Reporting to the Company non-conformities, accidents or hazardous situations.
Ensuring that all ships’ manuals and documents designated as “controlled” are updated and distributed as per documented procedures.
Ensuring that all ships’ records are properly maintained as per documented procedures in accordance with the S.M.S.
5.4 In all matters which affect safety and environmental protection the Master shall report directly to the Safety Manager. Specific responsibilities of the Master are defined in WORK INSTRUCTION MANUALS and relevant procedures.
6. RESOURCES AND PERSONNEL
6.1 It is well known that due to the modernization of the Marine industry, ships are fitted more and more with advanced technology systems and equipment and companies offer high quality services as they have to face a strong competition. For these reasons, highly qualified and experienced personnel must be employed.
6.2 MARREINA ARMADORA S.A. recognizes that human factor is an important tool for the successful implementation of the Safety Management System. Ships’ manning is a factor of great importance for our company.
6.3 Ship’s Master
6.3.1 The Company ensures that appointed Masters have the qualifications required by STCW 1995, national and international legislation. They must also be medically fit and competent, in order to be considered as capable to command the specific type of ship.
6.3.2 The Company ensures that before the appointment, all Masters are fully conversant with the Safety Management System, which is applied by the Company in all ships. All necessary information is provided in Procedure P01 (Personnel). And P02 (Traning).
6.3.3 The Company ensures that adequate resources are available both ashore and onboard to support the Masters in the safe and efficient operation of their ship.
6.4 Personnel
6.4.1 All shipboard personnel of MAREINA ARMADORA S.A. is medically fit, competent and qualified in accordance with national and international legislation (STCW). Procedure P01 defines how it is verified that the personnel is properly qualified.
6.4.2 The Company specifies the total manning requirements for each ship taking into consideration the minimum requirements of legislation. It also specifies the qualifications and experience requirements for each position in which respective persons are going to be involved. Procedure P01 defines all above requirements and the manning of each specific ship.
6.4.3 Selection and recruitment of onboard personnel is based upon the above mentioned requirements, so that every ship is manned with capable crew to undertake the safety tasks they are expected to perform during normal and emergency operations.
6.4.4 Personnel ashore has the appropriate qualifications and experience required to provide technical assistance and support to onboard management. Records of qualifications for every specific position are available.
6.4.5 The Company has specified and distributed the job description for each person both ashore and onboard.
6.4.6 The Company continuously identifies training requirements for sea going personnel as described in Procedure P02, in order to ensure that all ships are manned with personnel meeting the Company’s requirements concerning qualification, ability and experience. Personnel skill and performance is assessed and verified in accordance with Procedure P03.
6.4.7 In order to motivate all personnel in implementing and maintaining the Safety Management System, the Company always takes specific measures to satisfy personnel requirements, to reward personnel efforts and to solve personnel problems.
6.5 Personnel familiarization
6.5.1 The familiarization of the Company’s employees and ship’s crew with the Safety Management System is an important factor for the effective implementation as well as the continuation of the System.
6.5.2 Personnel familiarization is ensured by proper informative courses. Especially, new personnel or personnel transferred to new assignments are informed about their responsibilities under the Safety Management System as it is described in Training (Procedure P02).
6.5.3 Instructions, which are essential for special safety matters are given, when necessary, prior to sailing as it is described in Onboard Operations (Procedure P05)
6.5.5 The Company ensures that relevant personnel is familiar with the applicable rules and regulations, as it is described in Procedure P02 (Training).
6.5.6 Libraries are available ashore and onboard containing updated publications as per Procedure P06 (International / National Regulations and Conventions Control).
6.6 Training
6.6.1 The Company ensures that ashore and onboard personnel is properly trained in order to meet the appropriate requirements with respect to their S.M.S duties. In addition Procedure P02 (Training) defines how training needs are identified and fulfilled in order to support the Safety Management System effectiveness.
6.6.2 The Crew, Personnel, Operation and Technical Departments are responsible to deal with training matters by elaborating and supervising the training programs.
Training programs include safety training drills, which cover likely emergency situations ashore and onboard. The execution of the above mentioned drills has a great importance because they aim to ensure that crew members gain confidence in controlling situations that are likely to arise when an emergency occurs and to assist in identifying additional company training requirements.
6.7 Communication
6.7.1 The Company ensures that all ashore and onboard personnel engaged in safety operations receive relevant information in a simple and clear manner. The working Language onboard the ship is English. The working language between Ship and Office is English and Greek.
7. DEVELOPMENT OF PLANS FOR SHIPBOARD OPERATIONS
7.1 The Company has established documented procedures for the preparation, implementation, monitoring and reviewing of plans and instructions for key onboard operations, concerning the safety of the ship, the crew and the pollution prevention.
7.2 The Company has established procedures covering the onboard operations and the quality of the rendered services, along with appropriate Check Lists.
7.3 All procedures established by the Company include plans and instructions which:
Are written in specific form in accordance with the Procedure P05.
Incorporate relevant International and National legislation.
Are written in English language in a simple and unambiguous manner.
The various tasks involved are defined and assigned to qualified personnel.
7.4 Plans, Instructions and Check Lists cover the following areas of shipboard operations:
Bridge operations
Engine room operations
Cargo handling operations
Life saving appliances and fire fighting equipment operations
Deck operations
Pollution prevention
Communications
7.5 Despite the fact that all onboard operations and activities can affect ship’s safety and pollution prevention, the Company has defined some safety related onboard operations as “critical operations”. Critical operations are those, where an error may immediately cause an accident or a situation, which could threaten people, the ship and the environment. The conduct and satisfactory performance of “Critical” Onboard operations, are closely monitored and they are described in Work Instruction Manual WI 301 (Ship’s operation).
8. EMERGENCY PREPAREDNESS
8.1 The Company’s Safety Management System provides measures and actions to prevent potential emergency onboard situations while maintaining the ability to respond at any emergency situation, which may arise.
8.2 In this respect, the Company has prepared specific contingency plans to deal with potential onboard emergency situation. These plans have been developed to cover both ship and shore response to any incident.
8.3 The purpose of these plans is to provide guidance and proper organization ensuring that Company and ships personnel are able to respond at any time to hazards, accidents or emergency situations in a coordinated, prompt and effective manner. Procedure P07 (Emergency Response Plans) includes a list of all contingency plans.
8.4 Ashore Contingency Plans include:
The composition and duties of persons acting within the contingency plan.
The composition, duties and the procedure for the activation of the Emergency Response Team (E.R.T.).
Contact details of personnel who may need to be recalled.
Details for establishing and maintaining communication between ships and management ashore.
Reporting methods for both ship and ashore management.
The way for issuing information bulletins to the mass media and the public.
Specific checklists for assisting the ship in defining and describing each type of emergency
8.5 Onboard contingency plans include:
The definition of specific duties and responsibilities onboard.
Communication methods to be used onboard.
Procedures for requesting assistance from third parties.
Procedures for notifying the company and reporting to relevant authorities.
Maintaining communications between the ship and the company.
Procedures for cooperation-operation with the mass media.
8.6 All contingency plans are written in English in order to be understood by all personnel involved and include checklists to simplify their implementation.
8.7 In order for the effective reaction in emergency situations to be ensured, the Company has established a program of drills and exercises for emergency situations, for both ship and ashore, in addition to those required by the SOLAS Convention as it is described in Procedure P02 (Personnel training).
8.8 The results and conclusions of these drills will be evaluated by appropriate personnel as necessary and according to the Procedures determined in the Procedure P07 (Emergency Response Plans). If it is necessary, suggestions are to be made for the improvement of the Procedure and Drills.
9. REPORTS AND ANALYSIS OF NON-CONFORMITIES, ACCIDENTS AND HAZARDOUS SITUATIONS
9.1 Reports
9.1.1 Masters are required to report to the Safety Manager ashore:
Accidents.
Hazardous situations or occurrences.
Deviations from the Safety Management System, (non-conformities), and
Suggested modifications and improvements to the Safety Management System.
Reports are formed and forwarded in accordance with the Procedures P09 (Non Conformity Reporting and Corrective Action System) and P10 (Communications and Reporting Methods
9.1.3 The specific format of each type of report contributes to the complete, accurate and prompt forwarding of the report, so that the Safety Manager can obtain global information about the incident, in order to evaluate the situation.
9.1.4 The receipt of these reports must be acknowledged by the Company and records are to be kept. They are also reviewed and evaluated by the Safety Manager in cooperation with the appropriate level of Management to determine the corrective actions to be taken in short and longer terms.
9.1.5 All corrective actions aim to ensure immediate reaction in a hazardous situation and to avoid its recurrence.
9.2 Analysis
9.2.1 All reports concerning accidents, hazardous situations and non-conformities are recorded, investigated, evaluated, reviewed and analyzed in accordance with procedure P09.
9.2.3 The evaluation of reports and the associated conclusions, are documented and forwarded to all necessary personnel. These may result in:
Necessary corrective actions to be undertaken.
Distribution of the knowledge and experience throughout the ships and appropriate departments of the Company.
Amendments of the existing Safety Management System.
The development of new procedures or instructions.
9.3 Corrective Actions
All necessary corrective actions that must be undertaken and the monitoring of their implementation, are performed in accordance with Procedure P09.
10. MAINTENANCE - REPAIRS OF THE SHIP AND EQUIPMENT
10.1 MARREINA ARMADORA S.A. has established specific procedures for preventive maintenance and repair of the ships and their equipment. These procedures are based upon:
The current rules, regulations and conventions.
The machinery and equipment manufacturers requirements / operation manuals.
Personnel / Company’s experience.
10.2 The Company has established a Preventive Maintenance System (P.M.S.) in order to:
Minimize the complicated task of machinery maintenance using simple maintenance procedures easily understood and implemented from all personnel.
Determine the necessary preventive maintenance and verify its implementation and effectiveness.
Describe the methods and necessary equipment to be used.
Provide the ability to prevent or to determine future failures.
10.3 Basic benefits of ship’s Preventive Maintenance System (P.M.S.), as it is described in Procedure P08 (Maintenance and Repairs of ships) are:
Increased reliability: When P.M.S. is implemented the number of failures is reduced, increasing thus the reliability and personnel confidence to the machinery or equipment.
Economy: Preventive maintenance results in decreasing the expenses needed for extensive repairs.
Better planning : P.M.S., taking into consideration the ships operational demands, ships high availability demands and possible special demands, contributes to the establishment of an efficient and realistic planning.
Complete Records : Records with more accurate and complete information may be kept due to the simplicity, methodology and planning of the P.M.S.
Better Management : P.M.S. flexibility in conjunction with the reduction of malfunctions and no programmed working hours onboard the ships, gives the opportunity to the Management to improve :
Prediction and planning for personnel, equipment and supplies.
Programmed schedule for preventive maintenance.
Evaluation and identification of equipment readiness.
Identification of areas where the provision of training, education and maintenance methods are needed.
10.4 The company has established inspections, which are carried out in accordance with the programmed schedules, by ship officers, qualified and experienced people ashore, in order the Preventive Maintenance System proper implementation to be ensured. The purpose of each survey, the manner of execution, the check-lists in use in each case are described in the Procedure P08.
10.5 Maintenance irregularities and non-conformities are to be reported to the Company when they are investigated and the necessary corrective actions must be undertaken.
10.6 Ship’s Master is responsible to report to the Company all maintenance and repair requirements as well as all equipment deficiencies. These reports are reviewed and evaluated by the Technical Department Supervisor, who decides for the appropriate measures and actions to be undertaken.
10.7 The Company has identified for each ship, equipment and technical systems of which the sudden operational failure may result in a hazardous situation. The maintenance and testing of the above mentioned systems are considered very important in ensuring that a single failure does not cause major damage to the ship’s function, that could lead to an accident.
10.8 All personnel have access to the latest information provided by the libraries available both in the company and in the ship in accordance with the Procedure P06. These libraries includes among other books the following:
Manufacturers technical manuals.
Basic ship plans.
Basic manuals and calculations.
Copies of classification society’s rules and regulations.
11. DOCUMENTATION CONTROL
11.1 The Safety Management System is described in manuals and documents according to all the requirements of the ISM CODE, ensuring safe management in all cases and are easily used by the personnel.
11.2 As the control of all documents and data relevant to the S.M.S is a vital element of the effectiveness of the system the company has established a specific Procedure for the documentation management.
11.3 Controlled documents:
11.3.1 Every document which is incorporated in the Safety and Quality Management System is a controlled document, it is identified as “Controlled Document” and it can be easily recognized and traced when necessary.
11.3.2 Controlled Documents of the COMPANY include:
The Safety Management System Manual.
The Safety Management System Procedures.
The Work Instructions Manuals.
Any other document, relevant to the Safety Management System, identified as “Controlled Document” in the Safety Management System or defined so by the Safety Manager.
11.4 Documentation
11.4.1 The Safety Management System documentation includes:
A. The SMSM, Procedures and Work Instructions Manuals
They have been developed by a work team assigned by the General Manager
The SMSM (Safety Management System Manual and the Procedures Manual are same for all vessels.
The Work Instructions Manual is specific for each kind of Ship , that is Bulk Carrier, Other Cargo Ship, RoRo, etc
They are reviewed by the Safety Manager and approved by the General Manager.
The control and review of the Safety Management Manual is the responsibility of the Safety Manager.
The Manual is issued and codified in accordance with the Procedure P12 (Documentation Control)
B. Other Documents
These documents are mostly ship specific manuals, certificates etc, which are referred to in the Safety Management Manual and include instructions directly related to operations affecting Safety and Pollution Prevention. These are specified in Procedure P012 (Document Control).
Also, all checklists and documents issued in order to assist in the implemantation of the System.
11.4.2 The Safety Manager is responsible to implement the distribution, retention and storage of all documents, identified as “Controlled Documents”.
11.5 Validity of Controlled Documents
11.5.1 The Safety Manager is responsible for ensuring that all the Controlled Documents used are valid and in the correct location both in the company and ship. He is also responsible for ensuring that in all ships the appropriate Controlled Documents are available and copies of them are distributed to the relevant personnel onboard and ashore.
11.5.2 The control of documentation relevant to the Safety Management System on board the vessel(s), is the responsibility of the Master.
11.6 Changes – Amendments - Revisions
11.6.1 Changes, Amendments and Revisions to the Controlled Documents are carried out in accordance with Procedure P12.
All changes are readily identifiable and notified to appropriate personnel ashore and onboard.
Onboard the ship, the Master is responsible for this task.
11.7 Obsolete documents
11.7.1 Controlled documents or part of them, which are replaced for any reason, must be promptly removed and destroyed by the responsible personnel in accordance with Procedure P12.
Controlled Documents will be removed from the vessel by the Safety Manager if the Company’s ship(s) changes management or is sold (see also paragraph 1.5).
12. COMPANY’S VERIFICATION, REVIEW AND EVALUATION
12.1 The Company carries out internal audits to verify whether safety and pollution prevention activities both ashore and onboard, comply with the Safety Management System.
12.2 The internal audits are carried out in accordance with specific schedules and plans and described in ProcedureP03 Internal Audits.
12.3 Personnel appointed by the Safety Manager to carry out internal audits should be independent of the areas being audited and should be properly qualified.
12.4 Findings, recommendations and conclusions should be brought to the attention of all personnel having responsibility in the area involved. Audit results should be forwarded to the ship’s Master in a written form. Ship’s Masters and Company’s Department supervisors must ensure that corrective actions are undertaken.
12.5 The Safety Manager is responsible for planning and monitoring the internal audits. He is also responsible for submitting to the General Manager regular reports on the continuity, suitability and effectiveness of the Safety Management System.
12.6 The General Manager carries out review meetings in order to evaluate the efficiency of Company’s management, command and operation, as far as safety and protection of the environment are concerned. The review meetings are carried out at regular intervals as per Procedure P10 System management Reviews.
12.8 The results and decisions are brought to the attention of personnel having responsibility of undertaking corrective measures.
13. CERTIFICATION, VERIFICATION AND CONTROL
The Company has established and maintains procedures to ensure that necessary work is carried out to satisfy requirements for Certificates, both for the Company and ships, issued by the Flag Administrations and the Classification Societies, International Bodies. and other associate Authorities.
Both the shore office and the ship ensure ahead planning and preparation of audits and surveys required for the issuance or renewal of every certificate in accordance to Procedure P04, Certification and Survey Control.
The Company maintains ashore the original copy of the “DOCUMENT OF COMPLIANCE” which verifies that the Company complies with the requirements of the ISM CODE.
A copy of that document is placed onboard each ship.
The Company also keeps copies of all ship’s certificates.
The ships retain on board the original Safety Management Certificate.
