DUCHY OF CORNWALL ST MARY S HARBOUR Audit of Port Marine Safety Code compliance October 15 Marine Safety Management System by sections
1. POLICY Policy Development and Communication Approved by the Board and Hexco Clearly stated and published Commitment Statement There is a clear Duty of Care older commitment statement The Duchies commitment to meet the PMSC and ensure the safety management system( SMS) Is well known in the harbour and islands community Consultation and Communication The Harbour Users Group (Harbour Stakeholders) The Harbour Forum (Public Meeting) Navigational Advisory Panel (Senior Pilot & HM) There is good communications with users and stakeholder 2. ORGANISATION Discharges the function of Duty Holder as defined in the Port Marine Safety Code by ensuring compliance with the Code, and the safe management of navigation. The Duty of Care Holder is the Land Steward There is active participation by the duty of care holder in the overall oversight of the safety management system Harbour Executive Committee (HExCo) Meets to discuss harbour operations Includes safety reports, incident reports and annual designated person reports
Designated Person (DP) The Duchy Board has appointed a Designated Person, which is an external and independent role. The Designated Person maintains a right of direct access to the Board and will provide written reports. The Board through HExCo and primarily the Duty of Care Holder have appointed an independent designated person See attached resume to meet PMSC criteria Annex 2 External Involvement and Responsibilities Harbour Users Group (H.U.G.) A Navigational Advisory Panel (N.A.P.), These two consultative and advisory groups meet quarterly and or as required by circumstances. Minutes are published 3. IMPLEMENTATION Navigational Safety Objectives There is an ongoing maintenance and development of the Navigational SMS. This is met by a commitment by all involved in the harbour operation Generic navigational safety objectives These are set out in the management system 3. NAVIGATIONAL SMS DATA AND REVIEW. St Mary s Harbour (Duchy of Cornwall) Risk Management Register contains a record of all identified hazards, The Marico Hazards and risk management data base records all identified risks A useful tool to record analysis Needs continual review and adding to as new hazards and risks develop Incident Records Whilst few these are recorded and records maintained. Link to risk management
Post Incident Reviews- Reactive All incidents are investigated by the harbour master Reports are made to HEXCO New Risk Assessments These are carried out 4. CURRENT RISK MANAGEMENT SYSTEMS System of operating procedures and guidance General Procedures Systems of Work Permit to Work Systems. NSMS Documentation Management Safety Reporting These have all been developed and reviewed and form an important part of the system annual underwater inspections of moorings These are carried out by contracted divers and where possible by visual inspection to LW mark New mooring grids were laid in the period covered by the audit hydrographical surveys Following a major hydrographic survey 2012/13 a resurvey of the anchorage was undertaken in 2014. Good liaison with hydrographic office and publication of data Isles of Scilly Pilotage Manual This important document is being reviewed and generic passage plans included Emergency Preparedness and Response. emergency response plans for the Harbour have been developed including oil pollution and waste management Oil pollution response not yet approved n By MCA as tier 2 provider provision cannot be met. The plan is effective.
5. TRAINING Marine Training There is a good training programme and plan for the employed harbour staff within the constraints of the harbours location The training of pilots in-house is carried out to a high standard and is adequate. External training is difficult to access and largely unsuitable for the pilotage in the Scillies. A liaison with pilots from small mainland ports is being pursed together with in house get-togethers to analyse pilotage operations and discuss ship types etc Safety Management Training Training includes HSE, first aid, lifting boat handling 6.AUDIT Designated Person carry out an audit on an Annual basis This audit is carried out annually in October An audit trail for each of the three provisions of the audit is provided Navigational SMS is being operated in accordance with the Duchy s Navigational Safety Policy The SMS is being operated in accordance with the policy set out by the Duchy s NSP The provisions of the Port Marine Safety Code. The SMS meets the provisions of the PMSC Confirm that SMS procedures are understood and being actioned by those involved. The SMS procedures are understood and being actioned
marine operations and navigational safety management system remains appropriate The system remains appropriate This is achieved by continual review and a willingness to take on board new manageable issues The results of audits are reported verbally and in writing to the duty of care holder and to the HEXco committee. A verbal report and briefing was also made to the Secretary and Keeper of the Records of the Duchy of Cornwall 7.Risk Assessment Criteria Identify Hazards and possible consequences by means of personal interviews, consultation with relevant stakeholders, and review of incident data A comprehensive process is undertaken in this process Evaluate the risk associated with the hazard This is carried out within the Marico system adopted by the Harbour identify and evaluate measures (risk controls) currently in place These are taken into account Assess whether measures currently in place are adequate for the control of the risk (ALARP) and if not, identify and evaluate further potential risk control (prevention and mitigation) options. Were the measures are deemed inadequate others are introduce
Monitor activities to ensure that the measures proposed do reduce risk and enable relevant objectives to be met. This is carried out at each annual review or after an incident 8 General Procedures SYSTEMS OF WORK-GENERAL documented procedures or standards for activities where appropriate Sometimes difficult to maintain in a small cramped office with a multitude of activities and interruptions. Largely achieved Key Performance Indicators (KPI s) Observance of documented systems; Near miss and dangerous occurrence statistics; Incident Statistics. The record keeping is good both digitally and on paper Statistical reports can be generated from records PERMIT TO WORK SYSTEMS Permit to Work System include (but are not limited to) diving operations, entry into enclosed spaces and hot work, etc. There is a rigid permit to work system for all operation within the harbour where risk criteria s have been identified INCIDENT AND NEAR MISS REPORTING AND INVESTIGATION Incident reporting (including statutory) requirements are observed and recorded NSMS DOCUMENTATION MANAGEMENT all documents comprising the Navigational Safety Management System are Identified and filed in a good system in the office Future re arrangement of the office(s) will enable separate storage accessible by the relevant staff member
SAFETY REPORTS An annual safety report Regular safety reports are provided by the Harbour Master to the Duty of Care Holder include Incidents or near misses including: Collision/ Contact Fire/ Explosion Vessel Grounding Loss of Vessel Stability, Hull integrity Pollution/ Environmental incidents Dangerous Occurrences and Near Misses. Accidents and lost time injuries. References to defects affecting marine safety and the results of Audits by the Designated Person. Certified this audit has been carried out by me in accordance with the policies laid down by the Duchy of Cornwall Board Capt M.J.SUTHERLAND DESIGNATED PERSON 20 th OCTOBER 2014
Annex 1 Organisational Structure Secretary and Keeper of the Records of the Duchy of Cornwall Consultation Designated Person- Independent Support Harbour Master Land Steward (SW) Management Accountant Consultation. Harbour Executive Committee (HExCo) Consultation Assistant Harbour Navigational Direct line responsibility Support Function
ANNEX 2 Port and Marine Services 32 Lankelly Lane Fowey Cornwall PL23 1HN Tel 01726833843 Mobile 07952312573 Captain Mike Sutherland, Designated Person meeting the criteria In the Port Marine Safety Code it states:- Each harbour authority must appoint an individual as the designated person to provide independent assurance directly to the duty holder that the marine safety management system, for which the duty holder is responsible, is working effectively. Their main responsibility is to determine, through assessment and audit, the effectiveness of the marine safety management system in ensuring compliance with the Code. In order to fulfil this function the designated person must have a thorough knowledge and understanding of the requirements of this Code (and supporting Guide to Good Practice) and associated port and marine legislation. Their role does not obscure the accountability of the authority and its board members. Meeting the criteria expected for a designated person 1. Has first-hand experience of the marine environment and how ports operate; Captain Sutherland, a master mariner, has served in the ports industry since 1977 with experience in fishing co-operative management, has been a Trinity house Pilot and served as deputy Harbour Master for 3 years and then as Harbour master and chief executive for Fowey Harbour Commissioners for 25 years. A sea going career with the New Zealand Shipping co followed by service with the Royal maritime auxiliary service on tugs and cable ships provided him with the experience and qualification to manage marine matters.
In his duties he managed the port s marine operations including, pilotage, an in-house towage operation, in house dredging and maintenance together with the environmental considerations. As Chief executive his role covered all the other functions and he was a board member following the Trust Port Review. 2. To provide independent assurance directly to the Duty Holder. Captain Sutherland is completely independent of the Great Yarmouth Port Company or the port Authority and has never been employed by or connected to either or any of their operations. He is not related or connected to any director or staff member. 3. Must have a thorough knowledge and understanding of the requirements of this Code (and supporting Guide to Good Practice) and associated port and marine legislation. Captain Sutherland was involved in the early set up of the code being a member on various working groups for the code and the Guide to Good Practise for both the UK Harbour Master Association and the British Ports Association. Wrote and managed the safety management system for the port of Fowey and has acted as adviser to The Duchy of Cornwall for their Port of St. Marys where he is also the Designated Person appointed in 2011. Has advised on various shipping safety matters in relation to compliance with the code. 4. Understanding of the design, implementation, monitoring, auditing and reporting of Safety Management Systems. Undertook training in Risk Assessment practises and Procedures by Heath Lambert Risk Assessment consultants together with courses in oil pollution and health and safety as well as two courses on auditing and auditing procedures. Has had practical experience in auditing and reporting on port and associated industry safety management systems. 5. Further relevant back ground Captain Sutherland was awarded an MBE in the 2009 New Year s Honours for services to the ports industry. He is a Fellow of the Nautical Institute, and served on The British Ports Association Council from its beginning including the role of Vice chairman, was the 1 st secretary and treasurer of UKHMA also being its vice president. He served as the 1 st Chairman of the Channel Ports Federation for French and UK ports and the 1 st Chairman of the South West Ports Association serving for 9 years and then latterly being it secretary. Served for five years as the 1 st Chairman of Destination South West. This body of the south west ports and organisations including councils and tourist attractions promotes the south west regional as a cruise liner destination. Has served on numerous working groups for the above organisations together with ones for Ports Skills and Safety and British Tug Owners Association. Has undergone both Harbour Commissioner trustee training and the training for pension trustees.