sample_policy

FRIENDSHIP SHIP MANAGEMENT PTE LTD



REPUBLIC OF THE MARTIAN ISLANDS









SAFETY MANAGEMENT MANUAL (SMM)









Controlled Copy : No 3



Authorised by: Mr. John Tan



Issued by: Mr. Patrict Lim



On : 14 August 2000

Safety Management Manual



Company Policies



Contents and Revisions







No. Revision Section Contents

PM-001 0 1.0 The Company

PM-002 0 2.0 Safety and Environmental Policy

PM-003 0 3.0 Company Responsibilities and Authorities

PM-004 0 4.0 Designated Person

PM-005 0 5.0 Masters’ Responsibilities and Authorities

PM-006 0 6.0 Resources and Personnel

PM-007 0 7.0 Development of Plans for Shipboard Operations

PM-008 0 8.0 Emergency Preparedness

PM-009 0 9.0 Reports and Analysis of Non-Conformities

Accidents and Hazardous Occurrences

PM-010 0 10.0 Maintenance of the Ship & Equipment

PM-011 0 11.0 Documentation

PM-012 0 12.0 Company Verification, Review and Evaluation



Approved by: Mr. John Tan



On: 2 January 2001



Issue Number: 0

Star Shipping, Inc. 1.0 The Company Section No: 1 PM-001

Issued by: Authorised by: Date of issue: Revision: 0 Page 1 of 2

1 Jan 2001



1.0 The Company



Star Shipping, Inc. was established on 4 July 1984. The organisation consists of

skilled and experienced managers, technicians, engineers and ship's officers as

well as specialists in safety management systems, commercial management, ship

finance, personnel management and insurance.



Star Shipping, Inc. owns/manages container vessels. The Company operate

these vessels for profit for themselves and their share holders but not at the

expense of safety.



The Head Office is located at:-



201 Broadwell Street

Suite 101-105,

Brownsville 20908

Republic of Korasia



We may be contacted as follows:-



Telephone: +009 1 456 7123, 456 7334, 456 2113, 456 3131 and 4567007

Telefax : +009 1 466 7771 and 466 8080

E-mail : mailto:friend_ship@brownsville.com.ss



1.1 Definitions



1.1.1 Organisation means the International Maritime Organisation (IMO).



1.1.2 Administration means the Government of the State whose flag the ship is

entitled to fly.



1.1.3 Code means the International Management Code for the Safe Operation of

Ships and for Pollution Prevention - International Safety Management (ISM)

Code.



1.1.4 Safety Management System (SMS) means the policy, procedures,

instructions, responsibilities, authorities, lines of communication between ship

and shore and audit systems, all documented to ensure conformity with the

Code



1.1.5 Hazardous Occurrence means a situation which could have led to an

accident or pollution incident, sometimes called a “near miss”

Star Shipping, 1.0 The Company Section No: 1 PM–001

Inc.

Issued by: DP Authorised by: Date of issue: Revision: 0 Page 1 of 2

President 1 Jan 2001



1.1.6 Designated Person (DP) means the person who has been given the

responsibilities contained under Section 4 of this manual and who has direct

access to the President of Star Shipping. The DP is responsible for monitoring

the SMS.



1.1.7 Non-Conformity means a deviation from the requirements specified in the

Code or SMS, or an error, or any identified lack of a plan or instruction for a

key shipboard operation, which could endanger the safety of people, the ship,

its cargo and/or the environment.



1.1.8 Verification means an investigation to confirm that an activity is performed

in accordance with specified requirements. Verification differs from inspection

in the sense that verification is an investigation confirming that, for example,

a specified inspection is performed.



1.1.9 The Company means the Owner of the ship or any other person or

organisation who has assumed responsibility for the operation of the ship such

as the manager or bareboat charterer.

Star Shipping, 2.0 Safety and Section No: 2 PM-002

Inc. Environmental-Protection Policy

Issued by: DP Authorised by: Date of issue: Revision: 0 Page 1 of 1

President 1 Jan 2001





2.0 Safety and Environmental Policy





The policy of Star Shipping, Inc. is to provide healthy and safe working conditions, and to maintain a

safe and pollution-free operating practice that complies with national and international regulations

and relevant standards, codes and guidelines.





The Company Safety Management Manual describes the Company's management system for the safe

operation of ships and for pollution prevention. Its contents conform with the requirements of the ISM

Code.





The objectives of the Company are to:

• provide for safe practices in ship operation and a safe working environment.

• establish safeguards against all identified risks.

• continuously improve the safety management skills of personnel ashore and aboard ship.These

objectives will be achieved by:

• maintaining high standards of safety consciousness and protection of the environment through

relevant training.

• motivating the staff and promoting their participation in safety and environment protection.

• informing all members of staff of any existing or potential hazards that may dendanger them,

persons in the vicinity, the ship or the environment.

• ensuring that documented Company procedures are strictly folllowed.

• taking into consideration all mandatory and relevant rules, regulations, codes and guidelines and

standards.

All employees are expected to comply with Safety and Pollution Prevention Regulations and

Procedures at all times, and to take the necessary precautions in the interests of human life, limb,

property and the marine environment.





Signed



President



Date: 1 January 2001

Star Shipping, 3.0 Company Responsibilities Section No: 3 PM-003

Inc. and Authority

Issued by: DP Authorised by: Date of issue: Revision: 0 Page 1 of 3

President 1 Jan 2001





3.0 Company Responsibilities and Authority



3.1 Shore-Based Organigram



The organisation of the Company SMS for shore-based personnel is as follows:-





PRESIDENT

Designated

Person

VICE PRESIDENT

Admin., Fin., P’nel









VP VP (Fleet

(Technical) Management)







Operations Personnel Chartering

Technical Supdt. Marine Supdt.

Manager Manager Manager









3.2 Shipboard Organisation



The organisation of our shipboard SMS is as follows:-





MASTER









Chief Mate

Chief Engineer





Supporting Supporting

Mates Engineers



Supporting Supporting

deck crew E.R. crew

Star Shipping, 3.0 Company Responsibilities Section No: 3 PM-003

Inc. and Authority

Issued by: DP Authorised by: Date of issue: Revision: 0 Page 2 of 3

President 1 Jan 2001



3.3 Job Descriptions – Shore Based Personnel



The job descriptions that follow are for shore based personnel who are directly involved in the

Company's SMS.



3.3.1 President



The President leads the SMS team. He is responsible for the success and efficient running of

the SMS. He authorises Company’s policies and procedures and sanctions resources required

for the SMS. He is responsible for ensuring that adequate resources and shore-based support

are provided to enable the DP to carry out his SMS-related duties and responsibilities.



During his absence, the Vice-President (Administration, Finance and Personnel) acts on his

behalf in matters relating to safety and environmental-protection..



3.3.2 Vice-President (Administration, Finance and Personnel)



 assumes SMS-duties of the President during his absence.



Responsible to the President for:-



 administration of the affairs of the Company;



 the financial affairs of the Company; and



 recruitment of appropriately qualified staff for the ships and the office;



 ensuring that ship staff are adequately qualified and medically, physically and mentally

fit;



 evaluating office staff and providing them training in the areas of their weakness;



 reviewing evaluation reports of sea staff and arranging for them to be trained in their

areas of weakness; and,



 maintaining records of all members of staff.



3.3.3 Vice-President (Fleet Management)



Responsible to the President for:-



 day to day operation of Company’s fleet;

 cargo operations relating to Company’s vessels;

 ensuring all marine shipboard safety and environmental policies are carried out in

accordance with international regulations and Company procedures;

 ensuring that the ships are manned in accordance with regulations;

 ensuring that that ships' crews are suitably trained and experienced to STCW

requirements;

 investigating accident reports;

 preparation and review of ship/shore contingency plans covering emergency situations

Star Shipping, 4.0 Company Responsibilities Section No: 3 PM-003

Inc. and Authority

Issued by: DP Authorised by: Date of issue: Revision: 0 Page 3 of 3

President 1 Jan 2001





3.3.3 Vice-President (Technical)



Responsible to the President for:-



 ensuring that relevant Company procedures are followed aboard each vessel in the fleet

so that each vessel is operated in compliance with Company policy;

 shipboard training;

 emergency preparedness;

 inspection of vessel and its equipment;

 maintenance and repair of vessels

 drydocking of vessels

 ensuring that vessels in the fleet are seaworthy and surveyed in time;

 ensuring that the statutoty certificates of of all vessels are valid



3.3.4 Technical Superintendents



Responsible to the Vice-President (Technical) for:-



 ensuring that company policy and procedures are followed aboard each vessel for which

he has been assigned responsibility;

 ensuring that the performance standard of each vessel meet company or charterer’s

requirements;

 inspecting each vessel for which he is responsible at intervals not less than that laid down

in company procedures;

 ensuring that each vessel under his responsibility is repaired/maintained according to

flag state, classification society, owner’s and charterer’s requirements; and

 ensuring that budget guidelines are followed.



3.3.5 Marine Superintendent



He is the Company’s Designated Person ashore and reports on SMS-related matters to the

Vice-President. His functions as DP are included under MP-004



He is responsible to the Vice-President (Technical) for:-



 control of relevant Rules, Regulations, Codes and Guidelines;

• conducting internal audits of the SMS;

• participating in management review meetings;

• liaising with the VP (Fleet Management) and VP (Technical) on training requirements;

• dealing with all NCNs relating to shipboard and shore based operations.



3.3.6 Master



His functions are described under PM-005



3.3.7 Chief Mate, Chief Engineer, supporting officers and crew



Their functions are dealt with under PM-006.

Star Shipping, 4.Designated Person Section No: 4 PM-004

Inc.

Issued by: DP Authorised by: Date of issue: Revision: 0 Page 1 of 1

President 1 Jan 2001



5.0 Designated Person



The Marine Superintendent is the Company’s Designated Person. He is reports to the Vice-

President (Technical) on matters relating to safety and environmental-protection. Hew reports

to the President or his nominated stand-in on matters which require the attention of the highest

level of management.



The Designated Person is responsible for:-



 monitoring the SMS and reporting to the President if remedial action or changes to

the system are needed;

 monitoring the safety and pollution prevention aspects of each vessel in the fleet;

 ensuring that adequate resources and shore-based support are applied, as and when

required;

 training internal auditors;

 drawing up the year’s audit schedule;

 appointing internal auditors; and

 liaising with external auditors for office and ship audits.

Star Shipping, 5. Master’s Responsibility and Section No: 5 PM-005

Inc. Authority

Issued by: DP Authorised by: Date of issue: Revision: 0 Page 1 of 1

President 1 Jan 2001





5.0 Masters’ Responsibility and Authority





The Shipmaster has complete authority and responsibility for taking all necessary actions in

the interests of safety, pollution prevention and the efficient operation of his ship. He may

deviate from documented procedures if human life, limb, property or the environments are at

risk. He may request the Company for help if he deems it necessary.





In all matters, which affect or may affect safety of life, limb, property or the environment, the

Master shall report directly to the DP.





The Master is responsible for:

 implementing Star Line’s safety and environmental-policy;

 motiving the crew in carrying out the Company’s safety and environmental-protection

policy;

 reviewing safety and pollution prevention activities and reporting defects to the Company;

 issuing orders in a clear and concise manner;

 ensuring that matters relating to safe operations and pollution prevention risk are carrried

out as required;

 reporting non-conformities, accidents and hazardous occurrences to the office;

 assigning SMS-related duties and responsibilities to all shipboard personnel;

 liaising with the DP for arring shipboard audits;

 evaluating and reviewing the SMS aboard ship and reporting any deficiencies to the

office; and

 ensuring that data and records relevant to the SMS are available.

Star Shipping, 6. Resources and Personnel Section No: 6 PM-006

Inc.

Issued by: DP Authorised by: Date of issue: Revision: 0 Page 1 of 1

President 1 Jan 2001



6.0 Resources and Personnel





Star Shipping give a newly appointed master, or one who is new to a vessel, reasonable opportunity

to make himself familiar with the ship he is to command and with the Company’s SMS.





The Company ensures that all their masters are given the necessary support to enable them to

perform their duties with safety.





Star Shipping, Inc. ensure that their masters, ship officers and crew are adequately experienced and

that their qualifications meet flag state requirements. The Company also take reasonable precautions

to ascertain that the certificates and discharge books of the master and crew are genuine.





The Company have appointed a panel of medical practitioners who examine all persons about to join

ship for mental, medical and physical fitness for duty at sea.





The Company ensures that each ship is manned, as a minimum, in accordance with national

minimum manning scale requirements.





The Company ensures through suitable instructions/checklists/information packs1 that shipboard

personnel are aware of their individual responsibility for safe ship operation and overall protection of

the environment.





Certain essential instructions 2associated with the S.M.S. have been defined on board each ship. These

are provided to joining crew before sailing.





The Company continually identifies training requirements for shore and sea-going personnel in

support of the SMS. If a weakness relating to safety and/or environmental-protection is detected in an

employee, he/she will not be assigned any task where the weakness will put life, limb, property or the

marine environment at risk until he/she has received appropriate training.





The Company have established procedures which ensure that all shipboard personnel receive

relevant SMS information in languages they understand and that individuals are able to communicate

effectively in the execution of their duties.









1. delete whichever is not applicable

2. state what these are aboard your ship.

Star Shipping, 7.0 Development of Plans for Section No: 7 PM-007

Inc. Shipboard Operations

Issued by: DP Authorised by: Date of issue: Revision: 0 Page 1 of 1

President 1 Jan 2001



7.0 Development of Plans for Shipboard Operations





Star Shipping, Inc. have developed procedures for key operations aboard their ships. The

procedures take into consideration the competence of the officers and crew. the trade route of

the ship, the cargo carried, the ship’s machinery and equipment and the ship type.





Star Shipping has identified a need for the following procedures :-

 Shipboard Organisation and responsibilities

 Vessel inspections by master and senior officers

 Fitness for duties and avoidance of fatigue

 Operational and maintenance instructions for equipment

 Checklists for seaworthiness

 Checklists for cargo worthiness

 Preparation for sailing

 Passage planning

 Navigation with pilot on board

 Navigation in constricted waters

 Navigation in congested waters

 Navigation in bad weather

 Navigation in restricted visibility

 Discharge into the sea of oily water from bilge spaces. Cargo residues, noxious liquid substances

and garbage

 Testing of engines, steering gear, navigation and communication equipment

 Cargo handling and care

 Preparations for arrival

 Anchoring

 Picking up pilot

 Mooring

 Maintenance



The above list is not exhaustive. Vessels in the Star Shipping fleet have different engines,

equipment and characteristics all of which call for variations in procedures and instructions.

The master and personnel aboard each ship should therefore suggest to the DP amendments to

existing procedures and instructions, omission of certain procedures and instructions and

addition to existing procedures and instructions.

Star Shipping, 8.0 Emergency Preparedness Section No: 8 PM-008

Inc.

Issued by: DP Authorised by: Date of issue: Revision: 0 Page 1 of 2

President 1 Jan 2001





8.0 Emergency Preparedness

The Company has prepared specific contingency plans to deal with potential shipboard

emergencies. These plans have been developed to cover both ship and shore response to any

incident and ensure that the Company responds to an emergency in a co-ordinated, prompt

and effective manner.





8.1 Shore-based contingency plans

Star Shipping maintains and emergency operations room in the office and maintain

contingency plans which include:-

 the composition and duties of persons acting within the contingency plan;

 procedures for mobilising the Company’s emergency response team;

 procedures to follow in response to different types of accidents or potential hazards

 procedures for establishing and maintaining contact between ship and shore management (see

IMO resolution A.648/16).

 availability of detailed information of individual ships in the fleet covering stability, general

arrangement, tank plans, safety equipment, anti-pollution equipment etc.;

 formalised checklists appropriate to the type of emergency which will assist systematic

communication between ship and shore;

 details of third party organisations that need to be advised/consulted or mobilised to assist;

 reporting methods for ship and shore-based management (see IMO Assembly Res A.648(16));

 procedures for notifying next of kin on a priority basis;

 procedures for issuing information bulletins to the media;

 back up arrangements in terms of resources and personnel for a protracted emergency.

Contingency plan exercises involving a ship and the office will be carried out at intervals not

exceeding 6 months.





8.2 Shipboard contingency plans

We also maintain shipboard contingency plans which include:-

 the allocation of duties and responsibilities aboard ship;

 actions for regaining control of the situation;

 methods of communication to be used aboard ship;

 procedures for requesting for assistance from third parties;

 procedures for notifying the relevant authorities;

 procedures for notifying the Company;

 maintaining communication between ship and shore; and

 procedures for dealing with the media.



8.3 Emergency actions

Star Shipping maintain contingency plans for emergency situations that include:-

 main engine failure;

 steering gear failure;

 electrical power failure;

 collision;



Star Shipping, 8.0 Emergency Preparedness Section No: 8 PM-008

Inc.

Issued by: DP Authorised by: Date of issue: Revision: 0 Page 1 of 2

President 1 Jan 2001





 grounding;

 stranding;

 structural failure;

 shifting of cargo;

 fire;

 jettisoning of containers;

 flooding;

 abandon ship;

 man-over-board/search and rescue;

 entry into enclosed spaces;

 serious injury to personnel;

 piracy;

 helicopter operations; and

 heavy weather damage.





The list is not exhaustive and ship’s personnel may suggest the addition, omission or

amendment of procedures and/or work instructions.





8.4 Emergency drills

Vessels in the Star Shipping fleet shall practice drills at intervals required by the SOLAS

Convention or stipulated in the procedures manual.





The effectiveness of drills shall be assessed and records of all drills shall be maintained.



8.5 Additional drills

The Company shall identify any additional potential shipboard emergency situation through

regular reviews, inspections, safety meetings, change of trading patterns/cargoes etc.

Consequently, additions may be made to existing procedures and instructions.

Star Shipping, 9.0 Reports and analysis of non- Section No: 9 PM-009

Inc. conformities, accidents and

hazardous occurrences

Issued by: DP Authorised by: Date of issue: Revision: 0 Page 1 of 1

President 1 Jan 2001



9.0 Reports and Analysis of Non-Conformities, Accidents and Hazardous Occurrences





Star Shipping maintains procedures for reporting and analysing all non-conformities,

accidents and hazardous occurrences on board ship.





All non-conformities, accidents and hazardous occurrences on board are reported by means of

non-conformity notes (NCNs) through the master to the DP.





The DP reviews the reports and causes them to be investigated and analysed with the

objective of improving safety and pollution prevention.





The DP agrees with the master or appropriate head of department on the appropriate

corrective action and time frame for rectifying the defect.





When the agreed time limit has been reached or corrective action has been taken, whichever

earlier, the DP or attending technical superintendent checks the corrective action for

effectiveness. If the corrective action is satisfactory and further action is not required, the DP

or superintendent closes-out the NCN. If the corrective action is not satisfactory or if

preventive action is required, The NC is kept open until such time as no further action is

required.





The results of analyses may be used to:

• initiate general corrective action to other fleet ships

• initiate amendments to the SMS to prevent recurrence





The Master is responsible for reviewing the ship‘s SMS and notifying the DP of any

discrepancies or deficiencies which may affect safety or anti-pollution capability.

Star Shipping, 10.0 Maintenance of the Ship and Section No: 10 PM-010

Inc. Equipment

Issued by: DP Authorised by: Date of issue: Revision: 0 Page 1 of 1

President 1 Jan 2001



10.0 Maintenance of the Ship and Equipment

Star Shipping maintains procedures and instructions to ensure that each ship in the fleet and

all machinery and equipment on board are maintained in accordance with relevant rules and

regulations, company’s requirements and manufacturer’s instructions.





The Company maintain documented procedures to ensure that all relevant statutory surveys

are carried out to programmed schedules in accordance with international and national

requirements. All class surveys are carried out to schedules agreed with Class.





Records are maintained for each ship in the fleet detailing routine and unscheduled

maintenance carried out by the crew or third party contractors. Original certificates issued by

third party surveyors will be kept on board ship with copies sent to the office for filing.

Maintenance and survey records for each ship will be kept on board and/or in Company

archives for a period of at least 10 years.





The Company has identified equipment and systems for each ship which, if they should they

fail, result in a hazardous situation.





The Company has procedures that detail the frequency of testing of such equipment and

systems and recording the results.





Systems identified for programmed testing include:-

 bow and stern thruster systems and their controls;

 stand-by generators;

 emergency steering gear systems.

 Fire pumps;

 Fire detection and alarm systems;

 Emergency shut down systems;

 Bilge, ballast systems;

 mooring systems;

 engine room telegraphs;

 navigation lights; and

 radar and arpa sets.



The list is not exhaustive and ship’s personnel should suggest to the DP items which they feel

should be included in the list.

Star Shipping, 11.0 Documentation Section No: 11 PM-011

Inc.

Issued by: DP Authorised by: Date of issue: Revision: 0 Page 1 of 1

President 1 Jan 2001



11.0 Documentation

The Company has established procedures for controlling the issue all SMS-related documents

and data. Changes to controlled documentation will be identified in the document. Records of

all SMS activities will be kept aboard ship or ashore, as defined in procedures.





Ashore in the office, the DP is responsible for issuing controlled documents to ships and

relevant departments ashore. Obsolete documents are promptly removed. The DP reviews all

amendments to the SMS prior to issue.





Aboard ship, the Master is responsible for the issue of controlled documents. He is also

responsible for ensuring that obsolete documents are removed to avoid inadvertent use.

Star Shipping, 12.0 Company Verification, Section No: 12 PM-012

Inc. Review and Evaluation

Issued by: DP Authorised by: Date of issue: Revision: 0 Page 1 of 1

President 1 Jan 2001



12.0 Company Verification, Review and Evaluation



12.1 The Company conducts internal safety audits, ashore and on the ships, in accordance

with documented procedures to verify that safety and pollution prevention activities

meet the requirements of the SMS.





12.2. Internal audits are carried out by trained auditors in accordance with Company

procedures. They are programmed so that audits of the office. and all the ships are

completed within an audit cycle of 12 months.





12.3. The Company ensure that internal auditors are independent of the areas they audit.





12.4. The results of audits are brought to the attention of personnel having responsibility

for a department or the ship.





12.5. Deficiencies arising from the audits are reviewed and followed up to verify that the

corrective action taken is effective and having its desired effect.





12.6. The Company carries out management reviews and evaluation of the SMS at intervals

laid down in Company procedures. The shore-based management review committee3

comprises:-

 President – Chairman of Team

 Technical Director

 Marine Superintendent

 Operations Manager

 Designated Person

 President’s Secretary – Recording Secretary

 Senior ships’ officers on leave and any other person that the President wishes to invite





12.7 The shipboard management review committee may comprise:-





 Master

 Chief Engineer

 Chief Mate

 Safety Officer as recording secretary

 Bosun

 Fitter







and The composition of the management review team is shown as an example. The Company

concerned may decide the size of the team and choose the members. Top management, however,

should chair the meeting.

As a general rule, the shore-based management review meeting addresses:-

 analysis of accidents, hazardous occurrences and non-conformities;

 internal audit findings

 overall efficiency of the SMS and recommendations relating to changes/amendments of policies and

procedures

 the results of external audits, as required

 changes in the Company’s organisational structure

 new plans, instructions or procedures

 effectiveness of training provided

 changes in relevant legislation, conventions etc





The shipboard management review addresses:-

 analysis of accidents, hazardous occurrences and non-conformities

 internal audit findings

 overall efficiency of the shipboard SMS and recommendations for changes/amendments to policies

 effectiveness of training provided

 changes in relevant legislation, conventions etc.