SQEMS OPERATING PROCEDURE OP-SAF-05 1 of 5 References: Manual Chapt. 9; 13 ISO 9001 par. none ISO 14001 par. 4 ISM Code par. 8 1. SCOPE This Procedure provides guidance to the Emergency Group Ashore (EGA) in the event of a report from one of the ships of an accident or an emergency situation where there is serious and imminent danger to life, to vessel, to cargo or to environment which requires the convening of the EGA. The plan has been devised such as an emergency call from a ship will initiate the shore-based EGA in an ordered and structured manner. 2. RESPONSIBILITY E.G.A To assist the Vessel s command after Master s notification; To provide continuous assessment of the situation; To assist the ship s command in their efforts to minimize the consequences of the occurrence; To take any action considered necessary to the circumstance (i.e.: inform the coastal and national Authorities, the classification Society statutory or regulatory bodies, contact experts, advisors, underwriters, P & I clubs and agents,clean up resource, etc. To provide a communication center manned by qualified personnel who have available all of the technical and other details necessary to assist in the alleviation of the situation; To provide a link between the Company and the Manning Managers and in turn the next of kin of the crew; To establish provisions for information to the Manning Managers and the next of kin; To provide a link between the Company and its clients; To provide for links with the media. 3. PROCEDURE 3.1 General instructions In the case of an emergency situation Master shall, as soon as possible: A) take the necessary measures in order to minimize the consequences of the occurrence. To this purpose he should: - use the applicable instructions of the SQEMS Emergency Procedures and Instructions - use the applicable instructions and procedures of the SOPEP (or VRP), if there is pollution or risk of pollution B) as applicable, inform the persons indicated in the SOPEP (or VRP), the DPA/back up or the concerned Superintendent whom the Master is able to contact, using the emergency contact numbers provided on board by the Company. The person notified by the Master becomes and remains the provisional "Incident coordinator" until the EGA is established in the Crisis Room. Upon receipt of the emergency notification, the provisional Incident Coordinator has to immediately contact all permanent EGA members, conveying them to Company Crisis Room. Prepared by: Reviewed by: Approved by: SQE Dept. Dept. Manager General Manager Distribution: to all managed vessels
2 of 5 An Incident Coordinator Check List is provided to all EGA members. This check list contains the questions to be posed to the vessel in order to get the first vital information and the list of all mobile phones of the EGA members. When called by one vessel in emergency situation, the Incident Coordinator has to insert the information received in the above document, for any future use. It s duty of each EGA member to insert the Incident Coordinator Check List into the Smart Phone, supplied to the EGA members. For those EGA members not provided with a Smart Phone, the Incident Coordinator Check List will have to be kept as a booklet, always available for its use. It s also duty of each EGA member to record the contact details of all the EGA members in the address book of the own Smart Phone (if owned) or into the mobile phone. 3.2 Permanent EGA Members (initially conveyed) General Manager (Chairman) (or someone having higher responsibility) Designated Persons Ashore (or someone designated as back up) Fleet Manager (or Technical Manager, if General Manager, DPA and Crew Manager are present) Technical Manager (or Fleet Manager) Operations Manager (or his delegate within the OPS Dept.) The initial Incident EGA member coordinator The group of people that could be collected to organize the specific EGA is redundant (see below point 3.3) and many of them are able and qualified to cover the duties of some other: it is then established that they can act as back up. The permanent EGA members once conveyed will decide the other required members to be included in the group for this particular event and will collect them. 3.3 EGA members responsibility General Manager To act as Chairman of the EGA; To provide additional resources to the Group as may be found necessary; To liaise with the Company lawyers; To authorize salvage and towing contracts; To authorize all answers and statements to media queries; To authorize all announcements to the relatives of embarked crewmembers and to organize for everything needed. Designated Person Ashore To provide a link between the Company ashore and the ship; To ensure that all required shore based members of the team have been informed/collected; To ensure that adequate resources and support are applied to support the ship; To liaise with the Q.I.; To periodically taste the preparedness of the EGA members through unannounced contacts. Fleet Manager To liaise with underwriters; To liaise with local Port Authority/USCG; To liaise with the Q.I.; To liaise with Flag State; To provide a crew list for the team; To provide for contacting the recruiting crew agencies for request/passing information; To provide the assembly with the ship SOPEP and/or VRP. Technical Managers To provide to the Master all technical information and technical assistance; To co-ordinate the contact with Classification Societies; To liaise with the OSRO; To liaise with the Technical Advisor; To keep the contacts with Flag State; To keep the contacts with the Local Port Authority.
3 of 5 Operations Manager To liaise with Agent; To provide the team with the names of charters, shippers and other companies that have an interest; To liaise with Charters; To liaise with P & I clubs. Additional EGA Members Technical Superintendent of the concerned ship To co-ordinate the assembly of all plans, drawings etc. which may be required by the EGA in order to provide technical assistance to the Master; To provide for all technical information related to the specific vessel, history of hull and machinery maintenance included; To provide for specific contacts with the ship; To support the Fleet Director and the Technical Manager for any needs related to technical matters. Safety Superintendent To co-ordinate the assembly of any required plans, nautical charts, nautical publications which may be required by the EGA in order to provide safety assistance; To provide for any specific consultancy related to safety, by using also external resources (as internet, etc.); To provide for specific contacts with the ship; To support the Fleet Director and the DPA for any need related to safety. SQE Manager To support the General Manager and the DPA; To provide for specific consultancy related to Company SQEMS. IT Manager To assist the assembly for the communicating systems, including recording system; To provide technical assistance for the hardware and software. Crew Coordinator To provide all necessary and required information regarding personnel on board, not limited to the crew list by establishing a direct contact with the Manning Managers; To verify that organization related to seafarers assistance (and of their relatives, if necessary) has been put in place by Manning Managers; To provide all necessary contact numbers for the Manning Managers and relevant persons in charge in case of emergency; To liaise with Manning Managers; To provide for specific contacts with the ship directly and /or through the Manning Managers delegated persons; To support the Fleet Director for any need related to seafarers information by keeping in direct contact with the Manning Managers. CSO s To assist the assembly in any matter related to security in line with their specific qualifications. Additional Resources Operations and Engineering staff who may be able to assist; Personnel department staff who can assist to inform the next of kin; Any other department/service within the Company required by the General Manager; The closest representative of the insurance company involved (H&M or P&I, etc.) is to be contacted immediately. Telephonists A list of personnel who can carry out this function in addition to operating telex and fax machines should be available, if required.
4 of 5 4 CONTACTS The Crisis Room is furnished with a list of contact details, such as: LIST OF COMPANY CONTACTS (see Premuda office contact list that must be also posted on board) D.P.A CONTACT NUMBERS (see Premuda office contact list that must be also posted on board) LIST OF COMPANY AGENTS (see SOPEP) LIST OF NATIONAL OPERATIONAL CONTACTS POINT (see SOPEP APPENDIX 1) LIST ANNEX 2 LIST OF TECHNICAL CONTACTS TO HELP VESSEL FOR STRESS DAMAGE CALCULATION LIST OF MANNING MANAGERS CONTACT LIST OF ALL SHIPS CONTACT FOR ALL MANAGED VESSELS LIST OF ALL SHORE PERSON PHONE CONTACTS On board, additionally to the above list, following contacts should be available: LIST OF PORT EMERGENCY PHONE NUMBERS (that must be prepared on board, ready for all ports and to be kept posted during stay in port) 5. EGA DRILL 5.1 EGA Members Drill The General Manager has established that once a year the Emergency Group Ashore should gathered at the Company Office for carrying out a drill, after a designated vessel has been informed to call for an emergency situation drill. At the end of the gathering a full report should be provided and duly filed. Periodically, during the DPA Notification Drill, the DPA will test the EGA members emergency responding time through communication exercises. 6. TASK General Manager D.P.A. MEMBER IN CHARGE FOR CONTACT WITH: Board - Insurance - Media - All Company Dept s Master - Board - All Company Dept s - Company Branches - Q.I. Fleet Manager Master - Class - Q.I. - OSRO - USCG/Maritime Authorities - Recruiting Crew Agencies Technical Manager Operation Manager Concerned Ships Superintendent Safety Superintendent SQE Manager I.T. Manager Crew Coordinator Master - Class - Local Shore Authorities - Technical Advisor Master - Charterers - P&I - Towing - Local Agent As assigned by the Technical Manager As assigned by the Fleet Director As assigned by the DPA As required by the DPA As assigned by the Fleet Director
5 of 5 CSO s (security threats and incidents management are specifically covered by the SSP. If required by the General Manager, they could also participate to the EGA) As assigned by the General Manager 6.1 On Site Company Representative In case of an emergency, the Company Managing Director and the General Manager are in charge of any strategical decision, including the appointment of a local contractor for the purpose of assisting the vessel or the choice to send one shore Company personnel to act as Company representative on site. Anyway, shore staff always ready to travel is: D.P.A., Vessels and Safety Superintendents. 7. FACILITY Company provides a specific Crisis Room, dedicated to the preparation/management of any emergency situation and for the related drills. The Crisis Room should be equipped with those facilities deemed to be necessary for a satisfying management of any crisis as, but not limited to: dedicated (direct line) fax; phone connections (at least three positions with one external line); iridium phone connection; computer points (intranet and connected with internet: two positions at least); satellite television; whiteboard; world map. 8. COMPANY WEB SITE During an emergency/crisis situation, the management of the related information is under the control of the Company through the Company s Media Advisor. The Company website could also be used for crisis information and management of media or, in extreme case, blinded on Company s Media Advisor suggestion and after Company Board approval. Attachments Nr. 3 Emergency Group Ashore Members Contact List Nr. 18 Incident coordinator check list