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Maritime transport operator plan for

Maritime Transport Operator Plan for

Write Company/Operation name

OPN: Number

Vessel: Name vessel

MNZ: Number

Insert photograph of your vessel here

This maritime transport operator plan (MTOP) template provides guidance for operators so they can develop an operator plan that meets the requirements of Maritime Rules Part 19 – Maritime Transport Operator – Certification and Responsibilities.

This template is primarily intended for a small operation with only one fishing or passenger vessel and few staff, but many elements are appropriate for larger operations. Where additional requirements apply to larger vessels, such as pollution prevention, this is flagged in the template.

Any feedback about this template can be given to your local Maritime Officer.

NOTE:

· The information provided is to guide you and for you to reference. It will help you to develop your own operator plan.

· Each heading in bold black font is a requirement under Maritime Rules Part 19, so do not delete these.

· If you already have procedures and plans that work for you, continue to use them. Just ensure you remove all references to the old Safe Ship Management system or the Health and Safety in Employment (HSE) Act 1992.

· You may add or copy those procedures into this document.

· Ensure that your plan is specific to your operation and vessel(s).

· Your plan will be assessed by Maritime NZ after you apply for a Maritime Transport Operator Certificate.

As you work through this template, remove all of these guidance notes and references in RED.

MTOP Acknowledgement Sheet

Name

Position

Plan read & acknowledged Y/N

Date

Signature

Table of ContentsMTOP Acknowledgement Sheet21.Management and policy5Full legal name of the operator5Operation name5Overview of the operation and its maritime activities5Primary ports and area of operation5Vessel categories5Activities6Overview of the organisation6Operation contact details7Operator policy72.Control of information, records and documents8Location of Maritime Transport Operator Certificate8Location of Maritime Transport Operator Plan8Sharing the operator plan with crew and personnel8Review and continuous improvement of operator plan8Vessels entering and exiting the operation8Crew qualifications and records8Operational limits for fishing vessels10Operational limits for non-fishing vessels11Accident and incident recording and reporting of notifiable events12Harmful substances discharge reporting and recording14Ship’s log15Trip reporting15Overdue vessel15Audits of operator plan by Maritime NZ153.Health and safety16Policy16Management of risks16Risk register18Fatigue management19Drugs and alcohol19Personal protective equipment (PPE)19Health monitoring of crew19Environmental policy20Conditions in which the operation is conducted21Skipper and crew duties and responsibilities21Transportation of passengers (commercial/non-commercial Use)22Visitor policy22Safe transportation of cargo and goods (including fishing equipment and dangerous goods if applicable)23Hazardous substances234.Crew familiarisation and training24Induction and training24Emergency drills and on-going training245.Vessel manual25Vessel details25Category & activities25Current vessel certificates266. Safe operating procedures27Fishing operations29Use of emergency equipment307. Emergency procedures33Dangerous goods33Fire34Person overboard35Medical emergency36Diving medical emergency36Mechanical failure37Stricken ship (grounding, collision, capsize, sinking)39Vessel grounding39Pollution control428. Vessel maintenance and equipment checklists43Hazardous substances inventory499. Survey plan5110. Vessel records and sign-off sheets52Record of skipper and crew details53Record of drills and on-going training54Record of incidents, accidents and mishaps55Record of safety plan reviews56Record of hazard reviews and changes57Record of external audits, inspections and surveys58Maintenance log59Record of maintenance plan amendments60Record of survey plan amendments61Visitor sign-in register62Skipper induction checklist63Crew induction checklist64Crew training record65Emergency Drill Schedule6611. Operation, vessel and crew documents67

1.Management and policyFull legal name of the operator

Give the full legal name of the organisation or person who holds, or will hold, the Maritime Transport Operator Certificate (MTOC) when it is issued by Maritime NZ. This should match the name on the official registers, such as the Companies Office register if your operation is a company, e.g. S F Fishing Charters Limited.

Operation name

Write the operation name. This may be a trading name, e.g. “Stu’s Fishing Charters”

Overview of the operation and its maritime activities

Describe your operation, including an outline of the commercial categories and the main activities undertaken by your vessels.

Do you use the vessels non-commercially? If so, describe the circumstances and who is involved. How will you ensure the vessels are safe during those activities?

Will the vessels be allowed to be used by others without the express consent of the owner? For example, if you employ or engage someone else to operate your vessel and they bring in a relief skipper. You cannot transfer or contract out of your legal duties so you will still be responsible for the operation of those vessels.

What the rules say:

Non-commercial use means the operation of the ship for a period, not for hire and reward, and exclusively during that period, for relocation, sea trials, or the owner’s or maritime transport operator’s pleasure.

MR 19.2

Describe how you will ensure that any vessels operated non-commercially will remain fit for purpose and in survey. See the rule below in relation to displaying your vessel’s Certificate of Survey (CoS) that is issued by your surveyor (not Maritime NZ). Remember, there may be conditions on the reverse side of the CoS that need to be known by the crew and others.

Primary ports and area of operation

What the rules say:

If the vessel or vessels are 6 metres or more in length, the Certificate of Survey (CoS) must be displayed on the ship. If the vessel undergoes any major modifications a new CoS will be issued.

MR 19.62(1), 19.64, 19.65 and MR 44.41

Name the vessel’s home port and list any other ports or harbours that the vessel may visit

Where does your vessel operate? Name the area and then type in the operating limits off your Certificate of Survey. You may wish to include a chart.

Vessel categories

· Passenger

· Non-Passenger

· Fishing

· Sailing

Delete any of the above categories if your vessel is not surveyed for those.

Activities

Describe the activities of all ships in your operation, including any non-commercial use.

Overview of the organisation

Write an overview of the organisation. Where is it based? Where is the vessel berthed/moored/ stored?

Who does what (skipper, administration, search and rescue)? Will you take on other skippers if required?

Operation contact detailsPhysical & mailing address

Write your contact addresses here. Note: the address for delivery may be different to the postal address.

Contact people in the operation

Name

Position

Contact phone number

Responsibilities assigned to fit and proper persons

Person responsible for compliance

Area of responsibility

Name

Maritime transport operation

Resourcing of the operation

Crew training and competency assessments

Operational decisions

Operator policy

Describe here who is in charge of the operation. Who makes decisions for the operation and for the vessel when it is at sea? Who decides if the vessel goes out today? Who gives briefings? Who conducts training? Who is responsible for conducting reviews of the operator plan, maintenance plan, survey plan and risk register?

2.Control of information, records and documentsLocation of Maritime Transport Operator Certificate

The MTOC is issued to your operation by Maritime NZ. Where will the MTOC be displayed/stored? The original MTOC must be ashore and you may have a copy on board if you wish to.

Location of Maritime Transport Operator Plan

What the rules say

The MTOC must be displayed at your place of business and must be made available on request.

MR 19.25

This document is called the MTOP, operator plan or simply just the plan. Where will the MTOP be kept? What format will the operator plan be in e.g. a hard copy on the vessel, hard copy at home/ office, electronic e.g. kept on the computer tablet or on a memory stick? Keep the original MTOP ashore and you may have a copy on board if you wish to.

What the rules say

A copy must be available for inspection if requested.

MR 19.61(c)

Sharing the operator plan with crew and personnel

Who will have access to the plan? Who will the plan be made available to? In what format will the plan be available? How can they access the plan? The crew and others should have the opportunity to comment and suggest changes. How can they do that?

Review and continuous improvement of operator plan

When will reviews be completed e.g. annually and/or following any accidents, incidents or notifiable events? Who will conduct the reviews? Who will help? How will they be done and where will the findings from the reviews be recorded, e.g. record sheet, diary?

There is a ‘Record of Operator Plan Reviews’ sheet at the back of this template.

Vessels entering and exiting the operation

How will you notify Maritime NZ about any new vessels added to or exiting from your fleet?

For example, “A change of vessel status form and an application to amend our MTOP will be submitted to MNZ. Vessel specific policies and procedures will be added or removed as necessary.”

What the rules say:

A maritime transport operator must notify the Director, in a form acceptable to the Director, as soon as is practicable after a ship enters or exits its maritime transport operation.

MR 19.62(3)(a)

Crew qualifications and records

How will you keep track of your skipper and crew qualifications (Certificates of Competency)? Where will you record those qualifications? How will you keep track of expiry dates?

What the rules say

You must keep records of skipper and crew required to hold a certificate of competency for 12 months after they cease work within your operation

MR 19.66(b)

Minimum qualifications (Certificates of Competency) required for operation

Skipper

What is the minimum certificate of competency a skipper needs to hold to operate your vessel(s) within the surveyed limits?

Crew

What qualifications, if any, do you require your crew to hold? Will your vessel be crewed as per the requirements of Maritime Rules Part 31?

Operational limits for fishing vessels

Delete this diagram if you don’t need to have this in your plan, e.g. if you have a passenger-only operation.

Operational limits for non-fishing vessels

Delete this diagram if you don’t need to have this in your plan, e.g. if you are only a fishing operation.

Accident and incident recording and reporting of notifiable eventsPolicy

Describe your policy and understanding of the types of events that need to be recorded here in your MTOP and those events that need to be notified to Maritime NZ.

For example, “We understand and will comply with our legal duties under the MTA and HSWA to record all accidents, incidents, mishaps involving serious harm and notifiable events and we will know which events need to be notified to MNZ.”

Definitions of accident, incident, mishap and notifiable events

What the law says:

Your operation is covered by both the Maritime Transport Act 1994 and the Health and Safety at Work Act 2015. Between these two Acts there are many circumstances you may encounter that must be recorded by you here in your MTOP and notified to Maritime NZ.

Section 31 of the Maritime Transport Act 1994 (MTA) requires the master of any New Zealand ship, or of any foreign ship in New Zealand waters, (or the owner/operator of a ship in some instances) to notify Maritime New Zealand as soon as possible if the ship is involved in a mishap that results in serious harm to a person, or in an accident or incident. Failing to comply with section 31 without reasonable excuse is an offence under the Maritime Transport Act.

Definition of accident under the Maritime Transport Act (MTA) 1994

An accident means an occurrence that involves a ship and in which:

· a person is seriously harmed as a result of:

· being on the ship; or

· direct contact with any part of the ship including any part that has become detached from the ship; or

· direct exposure to the wash of the ship or interaction (other than direct contact) between two ships; or

· being involved in the salvage of any ship – except where the injuries are self-inflicted or inflicted by other persons, or when injuries are to stowaways hiding outside the areas normally available to passengers and crew; or

· the ship sustains damage or structural failure that:

· adversely affects the structural strength, performance or seaworthiness of the ship; or

· would normally require major repair or replacement of the affected component; or

· poses a threat to the safety of people on board the ship; or

· there is a complete or partial failure of machinery or equipment that affects the seaworthiness of the ship; or

· there is a loss of, or damage to, or movement of, or change in the state of, the cargo of the ship that poses a risk to the ship or other ships; or

· there is a significant loss of, or significant damage to, property (not being the cargo carried by the ship) or the property of any person (whether or not aboard the ship), whether or not the loss or damage arises from an interaction between two ships; or

· there is a loss or escape of any substance or thing that:

· may result or has resulted, in serious harm to any person; or

· may pose a risk, or has resulted in damage to the ship or other ships; or

· may pose a risk, or has resulted in damage to any property (whether or not on board the ship); or

· a person is lost at sea (whether or not subsequently found), or is missing; or

· the ship is foundering, capsizing, being abandoned; stranding; missing or has foundered, capsized, been abandoned, stranded, been in a collision, or has had a major fire on board.

Procedure

Definition of incident under the MTA

An incident means any occurrence, other than an accident, that is associated with the operation of a ship and affects or could affect the safety of operation.

Definition of mishap under the MTA

A mishap means an event that:

· causes any person to be harmed; or

· in different circumstances, might have caused any person to be harmed.

Definition of harm under the MTA

Harm means: illness, injury or both.

Definition of notifiable event under HSWA

Section 25 of HSWA defines notifiable events:

A notifiable event means any of the following events that arise from work:

(a) the death of a person; or

(b) a notifiable injury or illness; or

(c) a notifiable incident

Sections 23 and 24 of HSWA list all of the injuries, illnesses and incidents that are notifiable and they cover a wide range of events you could encounter from serious eye injuries to infections from handling fish. Even if no-one is hurt, there are events that must be notified to MNZ such as the serious risk to a person’s health or safety arising from a spillage or leakage of a substance or from anything falling from a height. A collision with another vessel, capsize, or inrush of water into your vessel also needs to be notified. These are just a few examples and it is important you understand your duties around this.

WorkSafe NZ has some good information about notifiable events which can be accessed by using this website link:

http://www.worksafe.govt.nz/worksafe/information-guidance/all-guidance-items/hswa-fact-sheets/what-events-need-to-be-notified

How will you ensure that events will be recorded here in your MTOP and how will certain events be notified to Maritime NZ?

For example,

“Details of any accidents, incidents, mishaps and other notifiable events that occur will be recorded in the vessel logbook and notified to MNZ by phone or online as soon as possible. The information will then be copied into the Incident and accident register (kept at the back of this plan) at a more suitable time.”

You may wish to adapt this easy two-step process advice for reporting a maritime event to Maritime NZ to suit your operation:

1. First you need to report your event verbally as soon as possible. Verbal reports can be made by:

· phoning MNZ’s Rescue Coordination Centre New Zealand (RCCNZ). This service operates 24 hours a day, 7 days a week. Free phone 0508 222 433, or

· contacting MNZ’s Maritime Operations Centre (MOC) on VHF Channel 16. This service also operates 24 hours a day, 7 days a week. Information will be transferred to RCCNZ immediately after it is received.

2. Fill out an online event form as soon as you can.

Follow the easy to use, step by step form online and click submit. This will automatically send your information to MNZ.

Web site: http://www.maritimenz.govt.nz/report-online/

Following this procedure will fulfil your MTA and HSWA duties for reporting events. HSWA also requires that records are kept of all notifiable events for at least five years from the date Maritime NZ was notified.

Harmful substances discharge reporting and recording

What is your policy for reporting and recording any incidents where harmful substances are discharged into the marine environment?

Procedure

What the law says:

Section 227 of the Maritime Transport Act 1994 requires the owner and the master of a ship to report a discharge of a harmful substance that breaches the Maritime Transport Act (outside 12NM) or the Resource Management Act (within the 12NM limit).

Section 225 of the MTA explains some of the terms used here:

discharge includes any release, disposal, spilling, leaking, pumping, emitting, or emptying;

harmful substance means any substance specified as a harmful substance for the purposes of this definition by the marine protection rules. This includes oil and oily wastes, garbage, noxious liquid substances, and dangerous goods in packaged form. Sewage is defined as a harmful substance for the purposes of operations in the sea area below 60S.

What process will you follow to report and record any incidents where harmful substances are discharged into the marine environment?

Reports may be made to RCCNZ or the Maritime Operations Centre in the same way as any other notifiable event. Or, if the discharge is within a region, (within the 12NM limit) the report can be made to the relevant regional council.

Ship’s log

What will you record in your logbook and when?

Details of trips should be recorded in the vessel logbook including (but not limited to) the following:

· Weather forecasts

· General movements

· Passenger and crew numbers (POB)

· Incident, accidents, mishaps, notifiable events

· Mechanical failures

· Discharges of harmful substances

· Hazards to navigation

· Notable radio communications

· Non-commercial use

· Training and drills

· Tidal information

· Trip reports and details of person ashore

· Main & auxiliary engine hours

· Pre and post trip checks completed

Trip reporting

Who will complete the trip reports? When will they be lodged? Who will be contacted? Where will trip reports be recorded? For example, in the vessel’s logbook, or in a diary ashore? Is there a secondary contact in case the primary contact is unavailable?

Shore Base – Name of person and how to contact them

Secondary contact – Name of person and how to contact them

What will your trip report consist of?

The trip report should include:

· Vessel name and call sign

· Departure point and destination (area of operation)

· POB (total of all people on board including the skipper and crew)

· Next scheduled contact time

Overdue vessel

Write your overdue vessel procedure here.

What happens if the vessel doesn’t arrive at the expected time or a planned radio contact is missed? Describe what the shore-based person must do. When is the vessel considered to be overdue or missing? Who will report the vessel overdue or missing and after what period of time will that call be made? Who will be contacted? For example, Police 111, RCCNZ 0508 472 269.

Will the person reporting the overdue vessel be able to tell the Police or RCCNZ the last known position, time of last contact, number of people on board, direction heading etc.? They will be asked these questions, so the more information they can provide, the smaller the search area will be and the sooner the vessel will be found. Survival of those on board depends on time.

This overdue vessel procedure must be linked to the trip reports.

Audits of operator plan by Maritime NZ

Detail any external audits of your operation. For example, “External audits, conducted by Maritime New Zealand, will be undertaken with the full cooperation of (name person or company etc.).”

There is a ‘Record of external audits, inspections and surveys’ sheet at the back of this template and this should be used to track those audits etc.

3.Health and safety Policy

Add your health and safety policy here. For example;

“We will ensure our crew and others on board are offered the highest level of protection against harm that we can reasonably provide them with. We use WorkSafe NZ and MNZ publications, such as the booklet, Health and Safety - A Guide for Mariners, as our reference and guidance.”

When developing your operator plan, bear in mind how HSWA works with the Maritime Transport Act Page 8 of the Guide for Mariners states:

· Compliance with the maritime rules does not automatically mean compliance with HSWA.

· HSWA complements the maritime rules and compliance with the rules goes a long way toward compliance with HSWA, and in some cases may exceed what might be expected under HSWA.

· A key difference is that the rules are generally prescriptive and set minimum standards for entry control, whereas duties under HSWA are on-going and must be met so far as reasonably practicable.

You should be mindful that HSWA duties sometimes extend beyond complying with the rules or following a maritime safety system. In particular, MOSS may not specifically address the following HSWA duties:

· Overlapping duties where contractors and other companies come on board your vessels. You must consult with them before they start work and then co-operate and co-ordinate your activities.

· Upstream duties of the designers, manufacturers, suppliers and installers of plant on your vessels. You should follow any manuals or guidance they provide to you.

· Officers’ due diligence to ensure the operation is fulfilling its legal obligations.

· Duty to manage asbestos.

· Worker engagement, participation and representation. Giving your crew and others the opportunity to be involved in developing your safe operating and emergency procedures.

· The requirement to provide facilities.

You may include these and any other health and safety issues into the appropriate parts of this MTOP. They don’t need to be kept somewhere else.

Management of risks Policy

Add your risk management policy here. For example;

“We are aiming for zero-harm within our operation. We will use the procedure described in this MTOP to identify and manage our risks.”

Hazard identification and control procedure

Describe how you are going to identify hazards. What training will be conducted for hazard identification? Who will take part in hazard identification? Where will any newly identified hazards (or potential hazards) be recorded e.g. in the vessel logbook or diary? Who will record this? What happens next? What will you do with any hazard that cannot be eliminated?

Further information about health and safety management can be obtained at the following address:

http://maritimenz.govt.nz/commercial/safety/health-and-safety/

This risk assessment matrix is widely accepted as a good way to consider the risks and hazards in your operation. For each risk you consider how likely it is to happen (down the left hand column) and then plot the consequences if it did happen. For example, someone could fall over board. It has never happened in your operation, so it is “unlikely” but the consequences could be “major” so where those two meet on the matrix indicates that the risk is “high.” By making things safer you can reduce each risk down to an acceptable level. For example, you now decide that everyone must wear life jackets on deck. The consequences could now be “moderate” and the risk also reduced to “moderate.”

Consequence

Likelihood

1. Insignificant

2. Minor

3. Moderate

4. Major

5. Catastrophic

A. Almost certain

HIGH

HIGH

EXTREME

EXTREME

EXTREME

B. Likely

MODERATE

HIGH

HIGH

EXTREME

EXTREME

C. Possible

LOW

MODERATE

HIGH

EXTREME

EXTREME

D. Unlikely

LOW

LOW

MODERATE

HIGH

EXTREME

E. Rare

LOW

LOW

MODERATE

HIGH

HIGH

Definition of consequences

Level

Human injury

Financial cost

Work, income and reputation

Environment

1. Insignificant

None

Negligible loss

No effect

Negligible damage

2. Minor

First aid treatment – cuts, bruises, scrapes etc.

Notable loss

Slight disruption to production

Minor damage to environment

3. Moderate

Disabling injury requiring medical treatment

Significant – rescue of vessel required

Significant disruption to production

Significant damage to environment

4. Major

Fatality

Extensive

Major disruption to operations

Major damage to environment

5. Catastrophic

Multiple fatalities

Loss of vessel

Operations end or halt

Extensive damage to environment

Definition of likelihood

Level

Likelihood

A. Almost certain

The event is a common occurrence

B. Likely

The event will probably occur at least once during most operations

C. Possible

The event might occur during some operations

D. Unlikely

The event could occur during similar work activities globally

E. Rare

The event could occur but only in exceptional circumstances

1

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Risk register

Once you have followed your hazard identification and control procedure record your hazards in the risk register. See example below that shows how a few simple controls can reduce the risk from Major to Low.

Hazards and risks

Pre-controls

Hierarchy of controls

Post-controls

Responsibilities

Hazard

Risks

L

C

Risk

Rating

Risk controls

L

C

Risk Rating

Name or position

Refuelling

Spillage could create a risk of fire

C

4

Major

· Refuelling SOP to be followed

· Only trained crew to refuel vessel

· Keep spill kit handy while refuelling

· Keep fire extinguisher handy while refuelling

D

2

Low

Crew trained in refuelling SOP

Key

L

Likelihood

C

Consequence

Fatigue management Policy

Write your fatigue management policy here.

Signs and symptoms of fatigue:

Refer to the MNZ publication: Fatigue management for fishing boats

Procedures for managing fatigue

Write your procedures for managing fatigue here. Do you need to arrange rosters to ensure all of the crew are properly rested? Are the crewing levels adequate to ensure fatigue is managed? Is night-time watch-keeping required and, if so, who will stay awake to do this? How will you ensure these procedures are followed? What documentation will you keep?

Drugs and alcohol

Your company/operation has an obligation under the Health and Safety at Work Act 2015 to provide a healthy and safe working environment. That includes managing the risks from drugs and alcohol in your workplace – even if they were consumed by crew before they started their shift.

Policy

Write your drug and alcohol policy here.

Procedures for managing workers suspected of alcohol or drug use

Detail the process for managing workers or anyone else on board who you suspect may be under the influence. How will you ensure these procedures are followed? What documentation will you keep?

Personal protective equipment (PPE)

What PPE do you supply for your crew for the various conditions likely to be faced in your operation? When should crew wear this PPE?

Write a list of the PPE you supply to your crew and state when it should be worn. For example,

Safety boots/gumboots/shoes

Safety boots, gumboots or shoes should be worn at all times on deck and in machinery spaces.

Safety helmets

Safety helmets must be worn when loads are being slung. This includes when nets are being hauled or catch is being loaded/unloaded.

Hearing protection

Ear muffs must be worn in engine room spaces as well as in any other compartment where a noisy machine is running.

What the law says:

Under section 27 of Health and Safety at Work Act 2015, it is unlawful to impose a levy or charge on a worker for anything in relation to health and safety – including requiring them to provide their own PPE.

You must provide any PPE that your workers (including crew) need to work safely.

Health monitoring of crew

Do you require any regular health checks for your crew, such as eyesight or hearing tests?

Environmental policy

Write your environmental policy here. What is your operation going to do to lessen the impact on the marine environment in which it operates?

Garbage

What are you going to do with your garbage? For example;

“We will store all garbage in bags on board the vessel and remove those onshore for safe disposal at the end of each trip.”

What the law says:

Discharges are regulated by the Resource Management (Marine Pollution) Regulations 1998 within 12 NM and the marine protection rules for the Prevention of Pollution by Garbage from Ships (Part 170) outside 12 NM. Additional rule requirements may apply depending on the size of the vessel or number of people on board, both inside and outside 12 NM.

http://www.legislation.govt.nz/regulation/public/1998/0208/latest/DLM253727.html

http://www.maritimenz.govt.nz/rules/

Sewage

What will you do with your sewage? While the effects of sewage discharge from one boat may be minor, the cumulative effects of the whole maritime sector are significant.

What the law says:

The Resource Management (Marine Pollution) Regulations 1998 outline treatment standards that specify where sewage can be discharged in order to control pollution of the sea from sewage.

Oil

What will you do with any waste oil including contaminated bilge water?

Ballast water management

Ballast water management is only required for international voyages (that is a voyage from New Zealand to a place outside New Zealand or vice versa, or voyages between places outside New Zealand).

If your operation will be undertaking an international voyage see: http://www.maritimenz.govt.nz/ballast

Lost fishing gear

What will you do about lost fishing gear? For example;

“Lost fishing gear that poses a threat to the marine environment and to navigation will be reported to Maritime New Zealand on 0508 222433.”

Conditions in which the operation is conductedPolicy

Describe the conditions that are acceptable and unacceptable for your operation. How rough does the sea have to be before operations will be stopped? How strong does the wind have to be before your vessels won’t go out? Who will be responsible for listening to weather forecasts before and during every trip? When are your operations mostly conducted e.g. during daylight hours or 24/7? Over what period of time do your vessels stay away? What do they do at night while away e.g. anchored or moored every night in a safe haven?

Your skipper should consider at least the following information when making decisions regarding the operation of the vessel:

· The current and forecast weather conditions and sea state.

· Visibility.

· Tidal flows (including any changes that could result in wind against tide).

· The health, mobility and comfort of all persons on-board.

· Any other information relevant to the safety of the operation.

Skipper and crew duties and responsibilities

Write your policy here. What do you expect from your skippers and crews? When can the owner override the decisions of their skippers? The policy must recognise the legal duties of the master and balance those against the duties on the owner and operator.

What the law says:

Under the MTA, ships’ masters have significant responsibilities and must also be certified. The master is responsible for the safe operation of the ship on a voyage, the safety and wellbeing of all passengers and crew, and the safety of cargo carried. The master has final authority (while in command) to control the ship and maintain the discipline of all people on board and they are responsible for compliance with all relevant requirements of the MTA, regulations and maritime rules.

Maritime operators and masters also both have duties under the HSWA. Some of these duties overlap while others are different. In practice, the maritime operator and the master must work together to ensure that their duties are met under the HSWA.

The duties of the maritime operator and the master apply at the same time. The master is in control of the ship when it is at sea. While the operator may not be present, they must still fulfil their duty to ensure that the ship operates safely. The operator cannot contract out or transfer their duties to the master or anyone else. In practice, the operator must make appropriate arrangements with the master to ensure that the operator’s duties are met when the ship is at sea.

Although the duties of a maritime operator and a master are slightly different, they address the same or similar things in regard to health and safety. The duties are shared or partially shared and the degree of responsibility depends on the circumstances that apply in a given situation. In practice an operator and a master must work together to ensure that they both meet their HSWA duties.

Link to more information about these responsibilities:

https://www.maritimenz.govt.nz/commercial/safety/health-and-safety/documents/roles-operator-master-HSWA.pdf

Transportation of passengers (commercial/non-commercial Use)

Delete if you don’t carry passengers.

Policy

Write your policy here. Who is responsible for passenger safety? Are the crew numbers appropriate for the number of passengers being carried? In an emergency are there enough crew to manage all of those passengers – with consideration of age, disabilities, potential location of the emergency etc.?

What the law says:

Under the MTA, a passenger is defined as anyone who is not the skipper or is not someone employed or engaged in any capacity on the business of the vessel during commercial operations.

Maritime Transport Act 1994 s.2

The Health and Safety at Work Act 2015 imposes duties on Workers (crew, contractors etc.) and “Others” (passengers).

Passengers must comply, as far as they are reasonably able, with any reasonable instruction that is given by the operator (including safety briefings, signs, direct instructions etc.).

Health and Safety at Work Act 2015 s.45, s.46

Passenger access

Where will passengers board and disembark? What will be completed before passengers are permitted to embark or disembark the vessel?

Passenger and visitor briefing and standing orders

How will passengers be briefed? How will you brief non-English-speaking passengers? What will they be told about, e.g. health and safety issues, vessel hazards, emergency procedures, where emergency equipment is located and where the muster station is?

When and where will the briefing take place, e.g. on the wharf or jetty before departure, on the vessel before or during departure?

Visitor policy

Write your visitor policy here. Are all visitors required to sign in? Who does not have to sign in? Where will visitors be met? What will visitors be told and informed about? What risks are they bringing into your workplace or onto your vessels (e.g. hot work, using hazardous substances, working above the deck)? What are they going to do to prevent anyone from being harmed by the risks they will be creating?

An example of a visitor sign-in register is at the back of this template.

What the law says:

Where someone from another business is going to come into your place of work (e.g. to do work on board your vessel), the PCBUs (owners/operators) must both consult, co-operate and co-ordinate the activities. It must be worked out in advance and should not be left up to the skipper to figure out on the day.

Health and Safety at Work Act 2015 s.34

Safe transportation of cargo and goods (including fishing equipment and dangerous goods if applicable)Policy

Write your cargo policy here. How will cargo be loaded, stored and secured? Who will load cargo and who will be responsible for checking the placement and securing methods?

Cargo includes items such as timber, deck cargo, cray pots, cod pots and nets.

Cargo excludes the transportation of fish or other living resources of the sea caught during the trip by a fishing vessel. However, anything loaded onto the deck will have an effect on vessel stability and must be managed properly.

Procedure

Write your cargo procedure here. For example:

· The skipper will instruct the crew (and help if necessary) regarding the placement of cargo and gear and how it will be secured.

· The skipper will conduct a visual and physical check of all cargo and stowed gear to ensure that it is secured and will not move during the trip and to make sure that it is positioned correctly so it will not interfere with the vessel’s stability.

Dangerous goods

This section relates to the carriage of dangerous goods (DG) as cargo. If you do not carry DGs as cargo, simply state that you do not carry dangerous goods. This is different from having hazardous substances on board, which is covered in the next section.

What the law says:

Dangerous goods are those substances, materials and articles classified as dangerous goods in the International Maritime Dangerous Goods Code (IMDG Code). Maritime Rules Part 24A covers the carriage of dangerous goods.

Further information can be obtained with this link: http://www.maritimenz.govt.nz/commercial/

Hazardous substancesPolicy

Write your policy here. For example;

“Hazardous substances, other than those dangerous goods carried as cargo, are stored and used on board our vessels, including fuel, lubricating oils and cleaning products. We treat the risks from those substances in the same way we manage any other health and safety risks on board.

We carry the following hazardous substances on board… (An example of a hazardous substances inventory is located at the back of this template.)

For all hazardous substances, a safety data sheet (SDS) will be obtained from the supplier and included in this MTOP. A copy of the SDS will also be carried with the first aid kit. Appropriate personal protective equipment and procedures will be carried if needed.”

4.Crew familiarisation and trainingInduction and trainingSkipper

Describe what you expect a new skipper to complete before they take your vessels to sea. Who will conduct the training of the new skipper? Who will complete their induction? Who assesses them once the training is completed and who completes the final sign-off?

New crew member

What do you expect a new crew member to complete before they go to sea on your vessels? Who will conduct the training of the new crew member? What does that training look like? Who will complete their induction? Who assesses them once the training is completed and who completes the final sign off?

An example of induction and training checklists are at the back of this template. Any new crew should be supervised until their training has been completed and signed off.

Emergency drills and on-going training

On board emergency procedures

Write your emergency drill procedures here. How often will your crew be required to conduct emergency drills e.g. at intervals not exceeding 6 months for each drill.

The rules require you to conduct emergency drills periodically. It does not specify a period of time between drills. You can spread them out or do them all at once. There are seven emergency procedures that must be conducted (fire, person over board, loss of steering, loss of propulsion, medical emergency, stricken vessel and pollution). Add any others that apply to your vessel.

Refer to the example drill schedule at the back of this template.

On board procedure

Write your procedure here. How will the skipper and crew competencies be monitored e.g. on an on-going basis, by observation, feedback and examining the outcome of any drills, incidents, accidents or hazard reviews? Will crew returning after being away for a period of time be required to complete a full induction and undertake refresher training or can they just re-join the vessel?

Recording of drills and training

Write here where you will record your crew drills, training and refresher training, e.g. in the vessel logbook, and then on the Record of drills and on-going training.

Example record sheets are at the back of this template.

Professional training

Describe how you will support any crew who wish to improve their knowledge and skills and are looking at long term employment within your company or operation. How will you mentor and encourage them to complete the required work, sea service and courses to gain their professional qualifications?

5.Vessel manualVessel details

Vessel name

Insert photo of vessel here

MNZ number

Call sign

Year built

Drive type

Engine

Auxiliary

Length overall

Hull construction

Certificated areas of operation

Describe your vessel limits in here.

Copy the wording for your operating limits and restrictions here (MR 20)

Minimum Certificates of Competency Required 1

Skipper

E.g. Skipper Restricted Limits (SRL). What is the minimum ticket required? This should match your earlier statements about CoCs.

Crew

E.g. 3 crew normally carried. Further crew may be carried if required.

Category

Operating Limit

Max Passengers

Min Crew

Max POB

Category & activities

Under what category is your vessel surveyed? (This should match your earlier statements)

What activities does your vessel conduct? (This should match your earlier statements)

Current vessel certificates

* Delete certificates you are not required to carry or hold. Fill in the issue and expiry dates

Certificate Type

Issue Date

Expiry Date

Maritime Transport Operator Certificate (MTOC)

Certificate of Survey (CoS)

Load line certificate

Lifting gear annual test certificate

Stability book/heel test

Minimum Safe Crewing Document (MSCD)

Radio survey

Compass certificate

Dev. ≥5° on any heading

Life raft certificate of inspection

EPIRB registration

Fire extinguisher inspection/test certificate

Inflatable lifejacket inspection/test certificate

Marine protection documents (if applicable)

· IOPP Certificate

· SOPEP approval

· BWM plan approval

· IBWM Certificate or BWM approval

· Barge Safety Certificate

6. Safe operating procedures

Detail your safe operating procedures here. A risk assessment should be completed before developing these.

These are examples of some safe operating procedures that may be relevant for your operation and there may be others you need to include:

· Crew duties

· Sailing and pre-departure checks

· Testing equipment

· Passenger briefing

· Recording details of passengers and crew

· Record of client complaints

· Communication

· Maintaining a radio watch

· Safety of navigation

· Route planning and position monitoring

· Watchkeeping

· Anchoring

· Transfer of people to or from the ship alongside wharfs

· Transfer of people to or from the ships tender

· Mooring

· Operating in restricted visibility

· Minimising noise pollution

· Confined space entry procedures

· Watertight integrity

· Fuelling/bunkering

· Dangerous goods and hazardous substances

· Specific operational requirements

· Cargo and load limitations

· Specific operational requirements

· Non-commercial use of ship, including pleasure voyages

· Operation of the ship’s tenders

· Towing

· Participating in search and rescue activities

· Manual handling

· Operating specific items of machinery

· Loading and unloading pots, nets and equipment

Deck Crane e.g. HIAB, Palfinger

Do you have a crane or lifting gear? How do you use the crane? Who is allowed to use it? Write your procedure here. Delete if you don’t have a crane or lifting gear.

Is your crane checked annually by a competent person if required by Maritime Rules Part 49 – Ships’ Lifting Appliance?

Anchor winch/windlass

How do you drop and weigh anchor? Write your procedure here.

Vessel launch and recovery procedures

If you use a trailer, detail the procedures for launch and recovery.

Dinghy (launch and stowage)

If you use a dinghy, detail the procedures for launch and stowage.

Bar crossings

If you cross bars, detail how you do that safely. For example:

· Seek local knowledge about the bar.

· Check the weather, tide & bar conditions. What conditions prevent a bar crossing?

· Call Coastguard or Maritime Radio before you cross.

· Ensure vessel & loads are secure and stable. Batten down hatches.

· Wear lifejackets.

· All crew must be awake and alert.

· Approach at moderate speed.

· Post a lookout to monitor sea conditions astern.

· Communicate your successful crossing to Coastguard or Maritime Radio.

· Avoid low tide (recommended time 30 minutes either side of HIGH tide)

IF IN DOUBT – DO NOT CROSS

Helicopter flying operations

If you fly catch out on helicopters (e.g. crayfish), detail how you do that safely. Also consider medical evacuations. For example:

Operating over fishing vessels presents a number of problems for the helicopter pilot, so our skippers will:

· Select the position where the transfer is to take place e.g. the position from where an injured person is to be winched up from or where catch is to be lifted from. This may not necessarily be the largest deck area but will be the best location regarding the proximity of high obstructions (e.g. masts, gantries, derricks etc.).

· Clear the deck of any loose debris or equipment that may be sucked up into the helicopters engine.

· On the sighting of the helicopter in an emergency, set off a smoke flare to highlight their location and indicate the wind direction to the pilot. When lifting catch they will make radio contact.

· The crew on deck should be dressed as brightly as possible. They should wear safety goggles.

· Deck crew should stay out of the way until the helicopter is in position.

· Maintain radio communication with helicopter.

· Never attach anything to the helicopter before the pilot gives his approval to do so.

· Remember the pilot may not be able to see the load, so he may need some guidance.

· If the rescue is to be done at night, the pilot will be accustomed to the darkness. Avoid turning on very bright lighting.

· Know the signals to communicate with the helicopter from the deck (insert those here and have a copy on board).

Refer chapter 1.10, FishSafe - Guidelines for small commercial fishing vessels

Fishing operationsTrawling

Refer chapter 10 – FishSafe Guidelines for small commercial fishing vessels

Long lining


Trolling


Dredging


Pot fishing (crayfish & blue cod)


Set netting (non-hauler)


Stowage of commercial catch (vessel stability)

Detail how the catch will be stowed so that it does not compromise vessel stability. For example;

· All blue cod/flat fish catch is stored in fish bins in the freezer hold. All bins are positioned and stacked in a manner that does not interfere with the vessel’s stability. Bins are stacked four high and are divided by pond boards.

· All crayfish are stored in a live tank that is situated on/under the main deck. The tank is positioned and secured in the middle of the boat and does not interfere with the vessel’s stability. Crayfish are only stored in the live tank until it is transferred to a holding pot in preparation for packing and flying out. The vessel is not involved in flying operations as all cray fish are offloaded onto a barge.

Use of emergency equipment

Consider inserting photographs of the emergency equipment you have on board under the headings below. Delete any of the items which you do not carry.

EPIRB

Where is your EPIRB located? For example, the wheelhouse or a float-free on wheelhouse roof.

Write your procedure for activating the EPIRB. For example;

· Retrieve from stowage location

· Tie to life raft or to lifejacket

· Raise aerial and switch on

· Place in water

Flare and smoke floats

Where are your flares and smoke floats located? For example, forecastle in rack. Write your procedure for operating the rocket flares and smoke floats. For example:

“Follow instructions on each individual rocket flare and smoke float.”

First aid stations

Where are your first aid kits and emergency spill kits located? What do they contain e.g. eye cleansing stations/bottles or neutralising solutions for DGs/hazardous substances?

Fire extinguishers

Where are your extinguishers located? For example, the wheelhouse, forecastle and engine room.

Write your procedure for using a fire extinguisher and what needs to be done once the extinguisher has been used and or emptied. For example;

· Unclip fire extinguisher.

· Undo safety clip, tag or pin.

· Aim at base of fire and operate the lever or trigger.

· Fill out accident, incident, mishap and fault report.

· Arrange replacement or recharging of fire extinguisher.

· Take all due steps to ensure a similar fire does not occur again.

Consider listing your fire extinguisher locations and place photographs of them below the location.

Location: _____________Location: _____________Location: _____________

Write your procedure for access, use and maintenance of PPE used by crew when extinguishing a fire.

Type of Extinguisher

Class A

Wood, paper and plastic

Class B

Flammable liquids

Class C

Flammable gasses

Class E

Electrical equipment

Class F

Cooking fats and oils

LIMITED*

ABE Powder

Yes

Yes

Yes

Yes

No

---

Carbon Dioxide (CO²)

LIMITED*

LIMITED*

No

Yes

LIMITED*

Suitable for small fires

Water

Yes

No

No

No

No

---

Wet chemical

Yes

No

No

No

Yes

---

Foam

Yes

Yes

No

No

LIMITED*

Dangerous if used on electrical equipment fires

Fire hose

Yes

No

No

No

No

---

Fire blanket

No

No

No

No

LIMITED*

Hold blanket like a shield.

Wrap around hands and place gently over fire to smother.

Replace blanket after use.

* The extinguisher can be used, but will have limited capability and is not the preferred choice.

VHF Radio

Write your emergency radio procedure here. For example;

· Turn the radio on

· Switch to channel 16

· Press side of handset to transmit

· Give type of call (MAYDAY or PAN) three times

· Name of vessel (In trouble) three times and

· Radio call sign (ZM12345) three times

· Explain the nature of the emergency, number of persons on board and current position.

· Continue to monitor the radio and keep giving updates as the situation develops.

Complete the details on a radio distress calling sticker and place this where it is clearly visible from your VHF radio and other radio devices. You can obtain these stickers for free from Maritime NZ.

7. Emergency procedures

These are guides only. Change these to reflect what you do. Or, use your existing procedures if they are effective.

Dangerous goods

All flow charts are live and can be adjusted to suit your vessel

Muster on top deck

Alert all persons on board

Refer to fire procedure

Refer to other Emergency procedures e.g. Fire

For petrol, diesel and other substances refer to pollution procedure

Check all bottles for tightness on valves and ensure they are off and tight

If valves are fine and LPG can still be smelt, ditch the bottle over the side of vessel

Record this incident in your log book.

You must notify Maritime NZ

Is fire involved?

Is a leak involved?

Yes - LPG

Yes - Fuel and other substances

No

No

Yes

Fire

The procedure below is an example only. Describe what your skipper and crew must do in the event of a fire, or use a flow chart. For example;

If a fire is detected on the vessel:

· Raise the alarm.

· The skipper should alert all people on board to the emergency, ensure they are safe from the fire and smoke, and advise what action they should take.

· Determine the type and extent of the fire and choose the extinguisher best suited to extinguish the fire.

· The primary method of putting out a fire at sea is suffocation or the removal of the oxygen.

· Attempt to put out/suffocate the fire using the appropriate portable fire extinguishers.

· Attempt to starve the fire of oxygen – stop all ventilation, for example close the hatch cover, doors or vents.

· Keep watch for smoke coming out and block the holes so the fire is starved of oxygen.

If a fire cannot be extinguished or contained:

· Get out and seal off the compartment

· Shut off all power and fuel supplies to the compartment on fire if possible.

· Move all people to an open area away from the fire.

· Manoeuvre the vessel so smoke is blown away from the muster station.

· Protect and move the life raft and other safety equipment if possible.

· Activate the EPIRB and make emergency call if possible.

· Gather crew/passengers at muster station

· Prepare to abandon ship and await rescue (Refer abandon ship flow chart).

Person overboard


Throw life ring

Push MOB button on GPS


Refer to other Emergency procedures e.g. Fire

Maintain sight of person in water

PAN PAN VHF 16 “all vessels in area MOB” inform nearest fishermen’s radio station for assistance

Throw line to person in water from whichever side of vessel is protected from sea and weather



Person over board in sight?

Reverse vessel’s course

Person over board located

Continue to search

Reverse vessel’s course

Maintain contact with radio station

Person over board located?

Yes

Yes

No

No

Medical emergency

What will your skipper and crew do in the event of a medical emergency? For example:

· Ascertain as quickly and accurately as possible the extent of the injury or illness

· Administer first aid

If life threatening or serious:

· Call for immediate assistance to Channel 16 on VHF (refer radio procedure).

· Follow strictly any medical advice given to stabilise the patient.

· Proceed with best possible speed toward assistance or nearest port.

· Keep radio contact with shore base and continually update on the situation.

· Assist with evacuation of patient when assistance arrives or at port.

Minor injury/illness:

· Make patient as comfortable as possible.

· Monitor situation for any signs of deterioration.

· Always recommend or refer patient to a doctor or the hospital on return to home port.

Diving medical emergency

Do you conduct diving operations? Delete this section if you do not.

Policy

Write your diving medical emergency policy here. For example;

“For all diving activities there will be present at the dive site sufficient trained first aid personnel and equipment to ensure adequate immediate treatment is available for any diving emergency.”

There must be sufficient first-aid equipment at the diving site for any emergency. Emergency oxygen equipment sufficient to provide recommended levels of medical oxygen to a breathing or non-breathing patient should be available.

Account must be taken of the location of the dive site and access to medical facilities.

A diving medical emergency procedure and possibly a flow chart should be included here. Include the appropriate contact numbers for specialist medical assistance.

Mechanical failure Loss of steering

Write your loss of steering procedure here. For example;

· Assess the situation - Is the vessel in imminent danger?

· Assemble everyone at muster station.

· Secure the vessel by anchoring or tying to something else if necessary.

· Make call for assistance (give situation report e.g. danger, expected outcome).

· Work through problem solving if vessel is not in imminent danger.

· Prepare to abandon vessel (only abandon vessel as last resort but be prepared).

If the vessel is not in imminent danger:

· Check the steering pump.

· Check the steering ram.

· Check the hydraulic oil tank level.

· Check hydraulics (piping, connections etc.).

If the steering cannot be fixed, set up and use emergency steering.

Emergency steering set up

· The emergency tiller is kept in the; aft boot, engine room, forecastle.

· Turn the bypass valve at the base of the ram or remove the pin to allow the rudder to move freely.

· Place emergency tiller over the top of the rudder shaft/onto the rudder shaft nut.

· Test emergency steering and then steer for safe water/haven or nearest port.

Loss of propulsion

Write your loss of steering procedure here. For example;

· Assess the situation - Is the vessel in imminent danger?

· Assemble everyone at muster station.

· Secure the vessel by anchoring or tying to something else if necessary.

· Make call for assistance (give situation report e.g. danger, expected outcome).

· Work through problem solving if vessel is not in imminent danger.

· Prepare to abandon vessel (only abandon vessel as last resort but be prepared)

If the vessel is not in imminent danger:

· Check whether it is a gearbox or engine problem.

Engine

· If engine has stalled or stopped switch off the key or silence the alarms.

· Visual check of engine room looking for: fuel, oil leaks, broken hoses or obvious problems.

· Check engine oil levels.

· If no problems found, attempt restart.

No restart

· Change fuel filters.

· Try another restart.

· Call for assistance/tow.

· Record in log book.

Engine running but will not engage

· Visual check of engine room.

· Check the gearbox oil level.

· Inspect gearbox cables – are cables operating correctly?

· Manually turn shaft – is it moving freely.

· If still not engaging, call for assistance/tow.

· Record in log book.

Make these procedures reflect what you would actually do. What do you check? Who do you call? Do you have spare parts to fix the problem?

Stricken ship (grounding, collision, capsize, sinking)Vessel grounding


MAYDAY call if necessary

Assess vessel status

Vessel runs aground

Assess damage and isolate area if possible. Commence pumping if required.



Assemble at muster station. Assess status of all persons on board

Provide first aid if required

Advise shore base

Assemble at muster station. Activate EPIRB and abandon ship as a last resort

Refloat vessel & check damage

Proceed to nearest port

Can vessel be refloated?

Advise shore base

Await assistance

Can vessel be refloated?

Advise shore base

Yes

Yes

No

No

Vessel collision



Assess vessel status

Collision occurs

Assess damage and isolate area if possible.



Assemble at muster station. Assess status of all persons on board


Advise shore base

Assemble at muster station. Prepare to abandon ship

Bilge pumps coping?

Advise shore base

Activate EPIRB and abandon ship as a last resort

Yes

No

Advise shore base

Assist other vessel if required

Proceed to nearest port

Abandoning vessel (including sinking and capsize)



Activate EPIRB

Vessel emergency

Issue & ensure lifejackets are fitted correctly to all persons



Activate rocket flare & or smoke float if likely to be seen be rescuers

Alert all persons on board of emergency and to assemble at muster station

Enter water

Are life rafts available?

Launch life rings

If likely to be seen by rescuers, activate rocket flares and smoke floats

Yes

No

Launch life rafts

Board life rafts

Move towards shore

Is shore close?

No

Yes

Take activated EPIRB with you

Take activated EPIRB with you

Await rescue

Pollution control


maritimenz.govt.nz/commercial/environment/

Contamination or spillage

Pollution contained on board?

Stop spillage at source

Commence containment of spillage


Assess status of persons on board


Stop spillage at source

Advise the following in order:

A shore base

Within 12 NM – Regional Council. Ph: 0508 472 269 or RCCNZ/MoC

Outside 12 NM – RCCNZ/MoC

+64 4 577 8030

Act on instructions from authorities

Clean up completed

Report to shore base

Record this incident in your log book

Clean up completed

No

Yes

8. Vessel maintenance and equipment checklists

These plans and checklists are examples only.

Policy

State your policy here. For example;

“All daily checks and routine maintenance will be completed by the skipper. Any major maintenance or repairs will be completed by a competent person. The maintenance plan will cover the ship’s hull, decks and superstructure, the ship’s machinery, equipment and critical shipboard systems as required by Maritime Rules 19.45(1).”

Procedure

State how the policy will be put into effect. For example;

“Maintenance will be carried out according to the schedule. Once maintenance has been completed it will be recorded in the vessel’s logbook/diary.”

Skipper and Crew pre-trip and end of trip checks

Pre-trip: List below the things your skipper and crew check before departing.

End of trip & shut down List below the things your skipper and crew do at the end of a trip.

Monthly checks and routine maintenance

Skipper’s vessel checks and maintenance plan

Schedule

Comments

Engine, gearbox & hydraulics List below what gets checked and how often.

Safety List below what gets checked and how often.

Navigation equipment List below what gets checked and how often.

Pollution prevention equipment List below what gets checked and how often.

Annual maintenance

Skipper’s vessel checks and maintenance plan

Schedule

(Month due)

2018

2019

2020

2021

2022

Hull List below what gets checked annually. You could refer to your survey plan as a guide.

Propulsion List below what gets checked annually. You could refer to your survey plan as a guide.

Safety List below what gets checked annually. You could refer to your survey plan as a guide.

Vessel equipment and safety equipment list

Type

Quantity & description

Location

Expiry or service due

Fire fighting List your safety equipment below. Include quantity, location and expiry dates, if applicable.

Axe

Buckets

Fire extinguisher(s) DP

Fire extinguisher(s) CO2

Fire extinguisher(s) Foam

Hose and nozzle

Fire blanket

Distress signals List your safety equipment below. Include quantity, location and expiry dates, if applicable.

Parachute/Rocket flares

Smoke floats

Lifesaving List your safety equipment below. Include quantity, location and expiry dates, if applicable.

Lifejackets

Life raft

Life ring with line & light

Life ring with line

First aid kit & book

Navigation List your safety equipment below. Include quantity, location and expiry date, if applicable.

Radar

Depth sounder

GPS

Compass & deviation card

Port & starboard lights

Masthead & stern lights

All round anchor light

Fishing lights

Day shapes

Horn

NZ nautical almanac

Charts for area of operation

Parallel rule/divider set

Clock

Vessel equipment and safety equipment list (continued)

Type

Quantity & Description

Location

Expiry or Service due

Communication List your safety equipment below. Include quantity, location and expiry date, if applicable.

VHF radio

Cell phone

EPIRB

SAT phone

Single sideband

Flooding prevention List your safety equipment below. Include quantity, location and expiry dates, if applicable.

Water tight bulkhead(s)

Bilge pump (powered)

Sumps and piping

High water level alarms

Electric submersibles

General List your safety equipment below. Include quantity, location and expiry dates, if applicable.

Logbook & safety plan

Boat hook

Heaving line/Grapnel

Torch & spare batteries

Anchors

Chain & warp

Mooring lines

Tool kit & spare

Toilet

Pollution prevention List your safety equipment below. Include quantity, location and expiry dates.

Does the above safety equipment list meet the requirements of Maritime Rules 19.46(1)?

Spare parts list

Item

Location on board

List your spare parts here

Does the above spare parts list meet the requirements of Maritime Rules 19.46(1)?

Hazardous substances inventory

Substance

Class of substance

Maximum quantity carried

Safety Data Sheet (SDS) expiry date

Separation requirements

Personal protective equipment requirements

Specific usage precautions

Diesel

3.1

1000 L

13/12/21

N/A stored in fuel tank

See SDS

See SDS

LPG

2.1

9kg

7/5/19

No incompatible substances nearby

See SDS

See SDS

Refer to http://www.hazardoussubstances.govt.nz for storage and risk control requirements

This online calculator is the easiest way to complete your hazardous substances inventory and it will automatically note the legal requirements: http://www.hazardoussubstances.govt.nz/hsno-calculator#

Preferred suppliers and Service agents

Item

Supplier

Contact name

Phone number

9. Survey plan

Insert your survey plan between this page and the next. Describe this section. For example;

The following section contains the vessel’s survey plan; this is based on the surveyor’s survey plan template which meets the requirements of MR 19.43(1), 19.64 and MR 44.41(2) and contains the following:

1. Survey plan approval

2. Ship details

3. Scope of certification

4. Certificates and exemptions

5. Survey or inspection checklist

6. History of survey plan amendments

7. Survey items schedule

Note:

1. If the survey plan is amended, prior written approval will be sought from a recognised surveyor as per MR 19.43(3) (a) and (b).

2. If any major repairs or major modifications are made to the ship, that change the scope of the vessel’s certification, these changes will be approved by a recognised surveyor as required by MR 19.64(b) and 44.23(g).

What the rules say

MR 19.43(1), 19.64 and MR 44.41(2)

MR 19.43(3)(a) and (b), MR 19.64(b) and 44.23(g)

10. Vessel records and sign-off sheets

The following documents can be located in this section:

1. Record of skipper and crew details (if CoC is required to be held)

2. Record of drills and on-going training

3. Record of incidents, accidents and mishaps

4. Record of safety plan reviews

5. Record of hazard reviews and changes

6. Record of external audits, inspections and surveys

7. Maintenance log (for other than scheduled maintenance)

8. Record of maintenance plan amendments

9. Skipper induction check sheet

10. Crew induction check sheet

11. Crew training record sheet

Record of skipper and crew details

Crew Name

Position

Phone Number

Certificates Held

Expiry Dates

Alternative Contact /

Next of Kin

Phone Number

Record of drills and on-going training

Date

Crew Present

Drill/Training Details

Skipper’s name and Initials

Record of incidents, accidents and mishaps

Accident number

Review date

Accident details

Report to MNZ?

Yes/No

Date and time reported

Who reported?

How was this reported?

Record of safety plan reviews

Review number

Review date

Notes, review findings and record of changes

Reviewed by

Next review due

Record of hazard reviews and changes

Review number

Review date

Details of review and/or changes

Changes made? Yes/No

Crew Informed

Reviewed by

Record of external audits, inspections and surveys

Date of audit

Name of auditor

Details

Auditor initials

Report filed?(Yes/No)

Maintenance log

Maintenance date

Details of fault and/or maintenance

Name and Initials

Record of maintenance plan amendments

Date

Item reference

Details of amendment made

Name

Sign

Record of survey plan amendments

Date

Item reference

Details of amendment made

Name

Sign

Visitor sign-in register

Date

Visitor name

Type of visitor (family, contractor, inspector, surveyor etc.)

Time on board

Briefing

Yes/No

Time off vessel

Signature

Skipper induction checklist

Amend or alter this so it is vessel and operation specific

ALL skippers who work on ___________ must complete this process.

Please circle the appropriate word and initial in the space provided

Yes/No

Initials

Do you have any medical condition that may cause safety concerns or prevent you from doing certain tasks or increase the likelihood of a medical incident?

If yes, please indicate what the medical condition is:

__________________________________________________________

Yes/No

________

Are you taking any medication that may cause safety concerns or increase the likelihood of a medical incident?

If yes, please indicate what the medication is:

__________________________________________________________

Yes/No

________

I acknowledge that I have read and understood the maritime transport operator plan and that I am familiar with the following sections:

Maritime transport operator details

Yes/No

________

Roles of responsible persons

Yes/No

________

Control of information and documents

Yes/No

________

Health and safety

Yes/No

________

Crew familiarisation and training

Yes/No

________

Environmental policy

Yes/No

________

Vessel details

Yes/No

________

Safe operating procedures

Yes/No

________

Emergency procedures

Yes/No

________

Hazards in the operation

Yes/No

________

I acknowledge that I have been shown and I am familiar with how the vessel handles when at sea.

Yes/No

________

I acknowledge that I have been shown and I am familiar with how to use all navigational and safety equipment on board the vessel.

Yes/No

________

I acknowledge that I have been briefed on the emergency procedures in place aboard the vessel and instructed in my role in the event of an emergency.

Yes/No

________

I acknowledge that I have been briefed on the safe operating procedures in place aboard the vessel and instructed in my role in carrying out these procedures.

Yes/No

________

I acknowledge that I am responsible for leading and instructing the crew.

Yes/No

________

I acknowledge that I have been briefed on hazards and safety procedures as outlined above, and that I have read and understood all safety information and instructions supplied to me as part of this induction process. I am prepared to meet my obligations and responsibilities as set out in the Maritime Transport Operator Plan and under the HSWA.

Name of skipper

Skipper’s signatureDate

Inducted by (name)

Inducted by (signature)Date

Crew induction checklist

Amend or alter this to be vessel and operation specific

ALL crew who work on ___________ must complete this process.

Please circle the appropriate yes or no, and initial in the space provided.

Yes/No

Initials

Do you have any medical condition that may cause safety concerns or prevent you from doing certain tasks or increase the likelihood of a medical incident?

If yes, please indicate what the medical condition is:

__________________________________________________________

Yes/No

________

Are you taking any medication that may cause safety concerns or increase the likelihood of a medical incident?

If yes, please indicate what the medication is:

__________________________________________________________

Yes/No

________

I acknowledge that I have read and understood all hazard notices and warnings posted on the vessel.

Yes/No

________

I acknowledge that I have been shown the vessel’s hazard register and been advised of the hazard management process aboard the vessel.

Yes/No

________

I acknowledge that I have been given a safety tour of the vessel and shown the location of the emergency equipment.

Yes/No

________

I acknowledge that I have been briefed on the emergency procedures in place aboard the vessel and instructed in my role in the event of an emergency.

Yes/No

________

I acknowledge that I have been briefed on the safe operating procedures in place aboard the vessel and instructed in my role in carrying out these procedures.

Yes/No

________

I acknowledge that I am prepared to follow all lawful instructions of the skipper.

Yes/No

________

I acknowledge that I have been briefed on hazards and safety procedures as outlined above, and that I have read and understood all safety information and instructions supplied to me as part of this induction process. I am prepared to meet my obligations and responsibilities as set out in the Maritime Transport Operator Plan and under the Health and Safety at Work Act.

Name of crew

Crew’s signatureDate

Skipper’s name

Skipper’s signatureDate

Crew training record

Consider using a table like this to record the specific training provided to each crew member.

Name of crew member:

Date

Training provided in

Pass

Y/N

Trained by (name)

Trainer Signature

Date for refresher training

Trained by (name)

Trainer Signature

Induction on board [ship name]

SOP for trawl winch

SOP for xxx

SOP for xxx

Emergency procedure for fire

Emergency procedure for POB

Emergency Drill Schedule

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

Fire

Person Over Board

Loss of Steering

Loss of Propulsion

Medical Emergency

Stricken Vessel (Collision, Grounding, Abandon vessel)

Pollution

Example only – If you have a current drill programme use it. If you don’t, then use this as a guide. Highlight the months that you will conduct drills.

You may do them all at once or spread them out over the year.

11. Operation, vessel and crew documents

Copies of the following documents are located in this section

Add or delete the documents that are relevant to your operation

Operation and vessel

1. Maritime Transport Operator Certificate (MTOC)

2. Certificate of Survey (CoS)

3. Survey report

4. Survey plan

5. Radio survey and/or inspection certificate

6. Compass certificate + deviation card

7. EPIRB registration form

8. Life raft inspection certificate

9. Fire extinguisher check / test certificate

10. Stability book

11. Load line certificate

12. Minimum safe crewing document

13. Crane test certificate

14. MOSS audit report

15. Non-conformities reports

16. Marine protection

a. IOPP certificate

b. SOPEP approval

c. SOPEP

d. Garbage management plan

e. BWM plan

f. BWM plan approval

g. IBWM/BWM certificate

Skipper and crew

17. Certificate of competency (Skipper)

· Skipper’s ticket

· Radio operator’s certificate

· Radar operator’s certificate

· Engineering certificate

· First aid certificate

18. Certificate of competency (crew)

· Crews ticket

· Deckhand certificate

· First aid certificates

19. Skipper induction check sheets

20. Crew induction check sheets

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