Audit of Port Marine Safety Code compliance

Audit of Port

Marine Safety

Code

compliance

October 15

Marine Safety

Management System by

sections

ST MARY’S HARBOUR

Audit of Port Marine Safety Code compliance Date of Audit 11th _{to 12}th _{October 2014}

1.

POLICY

Policy Development and Communication

Approved by the Board and Hexco

Clearly stated and published

Commitment Statement There is a clear Duty of Care older commitment

statement

The Duchies commitment to meet the PMSC and ensure the safety

management system( SMS) Is well known in the harbour and islands community

Consultation and Communication

The Harbour Users Group (Harbour Stakeholders) The Harbour Forum (Public Meeting)

Navigational Advisory Panel (Senior Pilot & HM)

There is good

communications with users and stakeholder

2. ORGANISATION

Discharges the function of ‘Duty Holder’ as defined in the Port Marine Safety Code by ensuring compliance with the Code, and the safe

management of navigation.

The Duty of Care Holder is the Land Steward

There is active

participation by the duty of care holder in the overall oversight of the safety management system

Harbour Executive Committee (HExCo)

Meets to discuss harbour operations

Includes safety reports, incident reports and annual designated person reports

Audit of Port Marine Safety Code compliance Date of Audit 11th _{to 12}th _{October 2014}

Designated Person (DP) The Duchy Board has appointed a ‘Designated Person’, which is an external and independent role. The Designated Person maintains a right of direct access to the Board and will provide written reports.

The Board through HExCo and primarily the Duty of Care Holder have

appointed an

independent designated person

See attached resume to meet PMSC criteria Annex 2

External Involvement and Responsibilities

Harbour Users Group (H.U.G.) A Navigational Advisory Panel (N.A.P.),

These two consultative and advisory groups meet quarterly and or as required by circumstances. Minutes are published

3. IMPLEMENTATION

Navigational Safety Objectives There is an ongoing maintenance and development of the Navigational SMS. This is met by a commitment by all involved in the harbour operation

Generic navigational safety objectives

These are set out in the management system

3.

NAVIGATIONAL SMS DATA AND REVIEW.

St Mary’s Harbour (Duchy of Cornwall) Risk Management Register contains a record of all identified hazards,

The Marico Hazards and risk management data base records all identified risks

A useful tool to record analysis

Needs continual review and adding to as new hazards and risks develop

Incident Records Whilst few these are recorded and records maintained.

Link to risk management

Audit of Port Marine Safety Code compliance Date of Audit 11th _{to 12}th _{October 2014}

Post Incident Reviews- Reactive

All incidents are investigated by the harbour master

Reports are made to HEXCO

New Risk Assessments These are carried out

4. CURRENT RISK MANAGEMENT SYSTEMS

System of operating procedures and guidance

General Procedures Systems of Work

Permit to Work Systems. NSMS Documentation Management

Safety Reporting

These have all been developed and reviewed and form an important part of the system

annual underwater inspections of moorings

These are carried out by contracted divers and where possible by visual inspection to LW mark

New mooring grids were laid in the period covered by the audit

hydrographical surveys Following a major hydrographic survey 2012/13 a resurvey of the anchorage was undertaken in 2014.

Good liaison with hydrographic office and publication of data

Isles of Scilly Pilotage Manual This important document is being reviewed and generic passage plans included

Emergency Preparedness and Response.

emergency response plans for the Harbour have been developed including oil pollution and waste management

Oil pollution response not yet approved n By MCA as tier 2 provider provision cannot be met. The plan is effective.

Audit of Port Marine Safety Code compliance Date of Audit 11th _{to 12}th _{October 2014}

5. TRAINING

Marine Training

There is a good training programme and plan for the employed harbour staff within the constraints of the harbours location

The training of pilots in-house is carried out to a high standard and is adequate. External training is difficult to access and largely unsuitable for the pilotage in the Scillies.

A liaison with pilots from small mainland ports is being pursed together with in house get-togethers to analyse pilotage operations and discuss ship types etc

Safety Management Training Training includes HSE, first aid, lifting boat handling

6.AUDIT

Designated Person carry out an audit on an Annual basis

This audit is carried out annually in October

An audit trail for each of the three provisions of the audit is provided

Navigational SMS is being operated in accordance with the Duchy’s Navigational Safety Policy

The SMS is being operated in accordance with the policy set out by the Duchy’s NSP

The provisions of the Port Marine Safety Code.

The SMS meets the provisions of the PMSC

Confirm that SMS procedures are understood and being actioned by those involved.

The SMS procedures are understood and being actioned

Audit of Port Marine Safety Code compliance Date of Audit 11th _{to 12}th _{October 2014}

marine operations and navigational safety

management system remains appropriate

The system remains appropriate

This is achieved by continual review and a willingness to take on board new

manageable issues

The results of audits are reported verbally and in writing to the duty of care holder and to the HEXco committee.

A verbal report and briefing was also made to the Secretary and Keeper of the Records of the Duchy of Cornwall

7.Risk Assessment Criteria

Identify Hazards and possible

consequences by means of personal interviews, consultation with relevant stakeholders, and review of incident data

A comprehensive process is undertaken in this process

Evaluate the risk associated with the hazard

This is carried out within the Marico system adopted by the Harbour

identify and evaluate measures (risk controls) currently in place

These are taken into account

Assess whether measures currently in place are adequate for the control of the risk (ALARP) and if not, identify and evaluate further potential risk control

(prevention and mitigation) options.

Were the measures are deemed inadequate others are introduce

Audit of Port Marine Safety Code compliance Date of Audit 11th _{to 12}th _{October 2014}

Monitor activities to ensure that the measures proposed do reduce risk and enable relevant objectives to be met.

This is carried out at each annual review or after an incident

8

General Procedures

SYSTEMS OF WORK-GENERAL documented procedures or standards for activities where appropriate

Sometimes difficult to maintain in a small cramped office with a multitude of activities and interruptions. Largely achieved

Key Performance Indicators (KPI’s)

Observance of documented systems;

Near miss and dangerous occurrence statistics; Incident Statistics.

The record keeping is good both digitally and on paper Statistical reports can be generated from records

PERMIT TO WORK SYSTEMS Permit to Work System include (but are not limited to) diving operations, entry into enclosed spaces and hot work, etc.

There is a rigid permit to work system for all operation within the harbour where risk criteria’s have been identified

INCIDENT AND NEAR MISS REPORTING AND

INVESTIGATION

Incident reporting (including statutory) requirements are observed and recorded

NSMS DOCUMENTATION MANAGEMENT

all documents comprising the Navigational Safety Management System are Identified and filed in a good system in the office

Future re arrangement of the office(s) will enable separate storage accessible by the relevant staff member

Audit of Port Marine Safety Code compliance Date of Audit 11th _{to 12}th _{October 2014}

SAFETY REPORTS An annual safety report

Regular safety reports are provided by the Harbour Master to the Duty of Care Holder

include Incidents or near misses including: Collision/ Contact Fire/ Explosion Vessel Grounding Loss of Vessel Stability, Hull integrity

Pollution/ Environmental incidents Dangerous

Occurrences and Near Misses.

Accidents and lost time injuries.

References to defects affecting marine safety and the results of Audits by the Designated Person.

Certified this audit has been carried out by me in accordance with the policies laid down by the Duchy of Cornwall Board

Capt M.J.SUTHERLAND DESIGNATED PERSON 20th _{OCTOBER 2014}

Audit of Port Marine Safety Code compliance Date of Audit 11th _{to 12}th _{October 2014}

Annex 1

Organisational Structure

Secretary and Keeper of the Records of the Duchyof Cornwall

Consultation Consultation. Consultation Navigational Harbour Master Management Accountant Land Steward (SW) Assistant Harbour Designated Person-Independent Support

Harbour Executive Committee (HExCo)

Direct line responsibility Support Function

Audit of Port Marine Safety Code compliance Date of Audit 11th _{to 12}th _{October 2014}

ANNEX 2

Captain Mike Sutherland,

Designated Person – meeting the criteria

In the Port Marine Safety Code it states:-

“Each harbour authority must appoint an individual as the designated person to provide independent assurance directly to the duty holder that the marine safety management system, for which the duty holder is responsible, is working effectively. Their main responsibility is to determine, through assessment and audit, the effectiveness of the marine safety management system in

ensuring compliance with the Code.”

“In order to fulfil this function the designated person must have a thorough knowledge and understanding of the requirements of this Code (and supporting Guide to Good Practice) and

associated port and marine legislation. Their role does not obscure the accountability of the authority and its board members.”

Meeting the criteria expected for a designated person

1. Has first-hand experience of the marine environment and how ports operate;

Captain Sutherland, a master mariner, has served in the ports industry since 1977 with experience in fishing co-operative management, has been a Trinity house Pilot and served as deputy Harbour Master for 3 years and then as Harbour master and chief executive for Fowey Harbour Commissioners for 25 years. A sea going career with the New Zealand Shipping co followed by service with the Royal maritime auxiliary service on tugs and cable ships provided him with the experience and qualification to manage marine matters.

Port and Marine Services

32 Lankelly Lane

Fowey

Cornwall

PL23 1HN

Tel 01726833843

Mobile 07952312573

Audit of Port Marine Safety Code compliance Date of Audit 11th _{to 12}th _{October 2014}

In his duties he managed the port’s marine operations including, pilotage, an in-house towage operation, in house dredging and maintenance together with the environmental considerations.

As Chief executive his role covered all the other functions and he was a board member following the Trust Port Review.

2. To provide independent assurance directly to the Duty Holder.

Captain Sutherland is completely independent of the Great Yarmouth Port Company or the port Authority and has never been employed by or connected to either or any of their operations. He is not related or connected to any director or staff member.

3.

Must have a thorough knowledge and understanding of the requirements

of this Code (and supporting Guide to Good Practice) and associated port and

marine legislation.

Captain Sutherland was involved in the early set up of the code being a member on various working groups for the code and the Guide to Good Practise for both the UK Harbour Master Association and the British Ports Association. Wrote and managed the safety management system for the port of Fowey and has acted as adviser to The Duchy of Cornwall for their Port of St. Marys where he is also the Designated Person appointed in 2011. Has advised on various shipping safety matters in relation to compliance with the code.

4.

Understanding of the design, implementation, monitoring, auditing and

reporting of Safety Management Systems.

Undertook training in Risk Assessment practises and Procedures by Heath Lambert Risk Assessment consultants together with courses in oil pollution and health and safety as well as two courses on auditing and auditing procedures. Has had practical experience in auditing and reporting on port and associated industry safety management systems.

5. Further relevant back ground

Captain Sutherland was awarded an MBE in the 2009 New Year’s Honours for services to the ports industry. He is a Fellow of the Nautical Institute, and served on The British Ports Association Council from its

beginning including the role of Vice chairman, was the 1st _{secretary and treasurer of UKHMA also being its}

vice president.

He served as the 1st _{Chairman of the Channel Ports Federation for French and UK ports and the 1}st

Chairman of the South West Ports Association serving for 9 years and then latterly being it secretary. Served for five years as the 1st _{Chairman of Destination South West. This body of the south west ports and}

organisations including councils and tourist attractions promotes the south west regional as a cruise liner destination.

Has served on numerous working groups for the above organisations together with ones for Ports Skills and Safety and British Tug Owners Association.