Marine Policy & SMS - Schedule of Policies
SCHEDULE OF POLICIES
This Document is divided into the following sections:
Stakeholder Consultation Policy
Safety Assessment and Management
General Management Policy
The Harbour Authority will support the commercial activities of the Port of Southampton through the provision of pilotage and conservancy services at competitive cost, and the safe and efficient regulation of shipping within harbour limits. The ‘Designated Person' is the Harbour Master. The policy of the Main Board (Duty Holder) and Management is to:
- Manage the assets of the Harbour Authority safely, economically and efficiently.
- Maintain harbour craft and VTS equipment to the highest industry standards.
- Pursue modern, cost effective methods of dredging and surveying.
- Train operational staff to the highest professional standards.
- Ensure that staff are properly trained in emergency and contingency procedures.
Statutory Duties
The Harbour Authority has statutory duties of both a general and specific nature in respect of:-
- Regulating the activities of other persons at the harbour including, in particular, regulating the movement and berthing of ships in the harbour by means of directions and bye-laws and licensing dredging and the construction of works in the harbour by other persons.
- The conservancy of the Statutory Harbour Area including light buoying the harbour, the removal of wrecks and other obstructions and maintenance dredging of navigational channels.
- The provision and maintenance of harbour facilities, i.e., quays, wharves, piers, etc.
- The provision of a pilotage service. The general duties for the provision of pilotage services are contained in section 2 of the Pilotage Act 1987.
- The prevention of pollution and the nature conservation of the harbour and adjacent estuaries.
- Ensuring as far as reasonably practicable the safety at work of its employees and other persons who may be affected by its activity
Safety Management Systems SA
The Harbour Authority policies are fully supported by procedures to:-
- Monitor the safe arrival, departure and internal navigation of all vessels and craft using the port.
- Carry out the functions of the Harbour Authority with special regard to their possible impact on the environment.
- Protect the general public from any danger arising from marine activities within the harbour area.
- Prevent acts or omissions which may cause personal injury to employees or others, or damage to the environment.
- Create an interest and awareness in employees and others with respect to safety and the protection of the environment.
Competence Standards
The Harbour Authority will assess, using the most appropriate means available, the competence of all persons appointed to positions with responsibility for safety of navigation.
Whenever possible the Harbour Authority will encourage port users to undertake appropriate training in order to develop a shared understanding of the marine safety management system in use.
Agents and Joint Arrangements
The Pilotage Act provides for the delegation of certain Harbour Authority functions or the establishment of joint arrangements with other Harbour Authorities in order to exercise given functions. Where applicable the Harbour Authority will ensure that any such arrangements are formally organised in a manner that provides for associated statutory obligations.
• Pilotage
The Harbour Authority will keep under consideration whether any, and, if so, what, pilotage services need to be provided to secure the safety of ships navigating in, or near, the approach to the harbour, and whether in the interests of safety, pilotage should be compulsory for ships navigating in any part of that harbour or its approaches and, if so, for which ships and in which circumstances pilotage services need to be provided for those ships. Particular account will be taken should the use of the harbour change in such a way so as to affect the requirements of the service provided there.Having considered the above, the Harbour Authority will ensure that the appropriate level of pilotage service is provided.
• Pilotage Directions
Where the Harbour Authority considers, in the interests of safety, that pilotage should be compulsory it will issue pilotage directions.The Harbour Authority will ensure that its pilotage directions define the circumstances in which pilotage is to be compulsory, how and to which vessels they apply, and in what circumstances.
In providing a pilotage service ABP will consider the possibility that the Master of a vessel may ask for a pilot even when not required to take one by pilotage directions. The ABP Harbour Authority will seek to make allowances for each request and refer to them when reviewing whether in any such circumstances pilotage should become compulsory.
• Excepted Vessels
The Harbour Authority will ensure that the risks associated with vessels to which the requirements of pilotage directions may not apply are adequately managed.• Limits of Jurisdiction (Appendix A)
In the event that the Harbour Authority considers that pilotage should be compulsory for ships navigating in any area outside its limits of jurisdiction, if appropriate, it will apply for a harbour revision order to be made to extend its limits for the purposes of pilotage to include that area.• Authorisation of Pilots
The Harbour Authority will determine the qualifications for the authorisation of its pilots in respect of age, physical fitness, time of service, local knowledge, skill, character and otherwise. The Harbour Authority will ensure that proper arrangements are in place for assessing pilot competence and keeping their fitness under review and that details of these arrangements are made available to applicants.The Harbour Authority is committed to exercising its clear role in the authorisation and discipline of pilots, and on the issuing of exemption certificates.
• Contracts with Authorised Pilots
The Harbour Authority will ensure that suitably detailed contractual arrangements are in place either directly with its authorised pilots or through a contract of service, as appropriate.• Training
The Harbour Authority will ensure that all its authorised pilots are trained and qualified to conduct the vessels to which they are likely to be allocated. The training standards are appropriate to the competence standards developed in parallel with the Port Marine Safety Code.The Harbour Authority will endeavour to satisfy itself that would-be exemption certificate holders are properly trained on the conduct of the vessel or vessels to which a certificate applies.
• Allocating Pilots
The Harbour Authority will ensure, where applicable, that arrangements are in place for pilots to be allocated to vessels with sufficient time and information available to prepare a pilot passage plan.• Two Pilots
The Harbour Authority will determine through a process of formal risk assessment any circumstances in which more than one pilot would be needed to conduct the navigation of a vessel safely.• Pilot Launches and Workboats
The Harbour Authority will ensure that only those vessels that are specifically approved for the purpose will be used as pilot launches. Pilot launches and workboats used in the port will, where applicable, comply with the Merchant Shipping (Small Workboats and Pilot Boats) Regulations 1998 and the associated Safety of Small Workboat and Pilot Boat Code of Practice.• Boarding and Landing Procedures
The Harbour Authority will, with reference to the geographical limit of the pilotage directions identify safe boarding and disembarkation areas.• Pilot and the Port State
The Harbour Authority will ensure that the Maritime and Coastguard Agency are informed whenever reports are received from a pilot that a vessel has deficiencies, which may prejudice the safe navigation of that vessel, or may pose a threat of harm to the environment.• Pilotage Exemption Certificates (PEC)
The Harbour Authority will ensure the provision of appropriate formal procedures for assessing the suitability of PEC applicants. The standards and procedures adopted will be published and available to applicants.The Authority will issue exemption certificates to appropriately qualified mariners who are bona fide the Master or First Mate of any ship.
• Use of Certificates
The Harbour Authority will make arrangements with PEC holders and their employers, setting out agreed conditions on which PECs are issued to ensure the use of PECs is in accordance with the terms on which they are issued.• Pilotage Charges
The Harbour Authority will ensure that pilotage charges are published in such a manner so as to bring them to the notice of those persons likely to be interested.• Directions and Passage Plans
The Harbour Authority will utilise and promote the use of appropriately detailed passage plans within the harbour.• Publication of Port Passage Guidance
The Harbour Authority will provide, in the most appropriate format, up-to-date passage guidance applicable to the harbour.• Passage Record-Keeping
The Harbour Authority will ensure that suitable arrangements are in place to assist in securing access to vessel passage plans in the event that they may be needed for incident investigation purposes.
ABP recognises its responsibility to its employees and will do all that is reasonably practicable to ensure their health, safety and welfare at work.
ABP will, so far as is reasonably practicable, ensure that the health and safety of other persons is not put at risk by its undertaking.
The Directors and Managers of ABP give matters of health and safety equal importance to those of economy and productivity. Improvement in health and safety performance year after year is one of ABP's main business objectives.
The Directors and Managers of ABP believe that injuries and ill-health suffered at work can be prevented through effective management control and action.
ABP will provide health and safety information, instruction and training to its employees at all levels.
The Directors and Managers of ABP will monitor the implementation of this Policy and the health and safety performance of the Company.
ABP will provide competent resources in the field of health and safety to provide guidance to Managers and Directors.
ABP seeks co-operation from all employees in matters of health and safety at work. We are all directly responsible for health and safety at work.
ABP, through its health and safety programmes, will promote off-the-job health and safety among its employees.
ABP intends to set standards among the best in the industry worldwide. ABP recognises the important and valuable role played by staff safety representatives. Safety Committees will be set up at all locations to facilitate consultation on health and safety issues.
ABP will review the Company's Health and Safety Policy on a regular basis, and at least once per annum.
ABP acknowledges that it has a general duty to exercise its functions with regard to nature conservation and other related environmental considerations, in particular with regard to the requirements of the Habitats Directive. If considered necessary, the SHA will seek additional powers for these purposes.
Harbour Authority Powers
The Harbour Authority will keep its powers and the extent of its jurisdiction under review to ensure that they are appropriate for maintaining the overall safety of the port, promoting changes where necessary.
Good Practice
The Harbour Authority will ensure that the port and harbour plans are prepared and updated with reference to the Guide to Good Practice on Marine Operations in Ports, written in support of the Port Marine Safety Code.
Stakeholder Consultation Policy
The Harbour Authority will seek to consult with all harbour users and relevant interested parties when considering applicable port marine safety-related matters. In this regard the following groups meet as indicated.
(i) Southampton Water Recreational Users Group (SWRUG)
The Port of Southampton will hold a SWRUG meeting chaired by the Harbour Master or his deputy every six months. Membership includes the following organisations:
Royal Southampton Yacht Club New Forest District Council Solent European Marine Sites Marina Developments Ltd Southampton Water Sailing Association English Nature Solent Cruising and Racing Association Hampshire Sea Scouts Royal Yachting Association Southampton Rowing Club City of Southampton Rowing Association Cowes Combined Clubs Hampshire City Council (Solent Forum) Southampton City Council Southampton Water Fishermen's Association Test Waterski Association Southampton Amateur Rowing Club Calshot Activities Centre
(ii) Southampton Port Users Navigation (Safety) Group
The Port of Southampton will hold a Port Users Navigation (Safety) Group, chaired by the Harbour Master, every three months. These meetings are inclusive to all external stakeholders, including but not limited to:
Shipowners and agents' representatives Royal Yachting Association Port and terminal operators Local ferry operators Queen's Harbour Master Ministry of Defence (Marchwood)
Agenda items include the review of incidents and risk assessment reports.(iii) Towage Liaison Meetings
Bi-annually a meeting is held between the Deputy Harbour Master and representatives of Southampton Pilots and the towage operators for the port, namely - Adsteam, Red Funnel and Itchen Marine. The following agenda is followed:
• ship statistics and provision of tugs
• working operations between pilots and tugs with particular regard to safety
• any other matters.
(iv) Pilot Operational Meetings
Every two months there is a meeting between the Deputy Harbour Master and the Southampton Pilots' representatives to discuss any of the following.
• matters arising from operational and risk analysis forms
• pilot and ship statistics
• pilot launch operations
• any other matters
(v) Red Funnel Liaison Operation Meeting
To be held bi-annually between Deputy Harbour Master, Red Funnel management and officers of both Red Funnel and BP.
(vi) Solent Pilotage Co-ordination Committee
Held quarterly, with membership consisting of the Harbour Authorities of:
Southampton, Cowes , Portsmouth Commercial and Langstone, as well as the Dockyard Port of Portsmouth.
(vii) Risk Assessment Meetings
To be held at bi-monthly intervals attended by the Harbour Master, the Deputy Harbour Master, the Assistant Harbour Master, VTS Manager and Southampton Pilots' representatives, to include the following agenda items:
• incidents since last meeting
• updates on investigations / recommendations
• review of navigational safety barriers
(viii) Southampton Container Terminals (SCT)
Quarterly operational management meetings are held between the Harbour Master, the Deputy Harbour Master, the Assistant Harbour Master, the VTS Manager and members of SCT's operations and planning team.
(ix) ABP Southampton, Esso and BP Liaison Meetings
These meetings are held biannually between the Deputy Harbour Master, Assistant Harbour Master, VTS Manager, Pilot Representatives, Esso Fawley and BP Hamble.
(x) Solent European Marine Site (SEMS)
The Solent European Marine Sites (SEMS) is a collective name which covers internationally important areas in the Solent . It includes areas designated under the EU Habitats Directive as Special Areas of Conservation (SAC), areas designated under the EU Birds Directive as Special Protection Areas (SPAs) and areas designated as Ramsar sites.
The Directive requires that all European sites are sustainable in order to protect the features for which the area has been designated.
The Habitats Regulations outline specific provisions which need to be considered for new ‘Plans and Projects' in European sites.
The Habitats Regulations identify specific provisions for European marine sites including methods for considering the management of ‘ongoing activities' through the production of a management scheme for each European marine site.
ABP Southampton is one of the relevant authorities involved in the European Marines Sites Management scheme for Southampton Water, as well as providing funding for a SEMS website and Project Officer.
SEMS Management Scheme
The relevant authorities responsible for the SEMS are working together to produce a management scheme.
The management scheme will guide the way in which relevant authorities will exercise their functions so as to secure compliance with the requirements of the Habitats Directive
Management Group (MG)
The SEMS MG is made up of all relevant authorities in the Solent including the Harbour Authorities, local authorities, Sea Fisheries Committees, English Nature, Environment Agency, Trinity House and Southern Water.
(xi) Solent Forum
Solent Forum is a partnership of over 50 organisations that share a commitment to the unique marine environment of the Solent
The Solent Forum was formed in 1992 and has published a ‘Strategic Guidance for the Solent', which aims to ensure that all the issues relating to the use of the Solent are fully understood and managed in an informed and environmentally effective manner. ABP provides funding towards the running of Solent Forum.
Safety Assessment and Management
The Harbour Authority approach to safety assessment and management is aimed at enhancing marine safety within its jurisdiction, including protection of life, health, the marine environment and property.
The ‘ALARP' Principle (As Low As Reasonably Practicable). The Harbour Authority will, so far as is practicable take measures to eliminate any risks identified, through the assessment / review process as intolerable.
Risk Assessment
The Harbour Authority has undertaken a formal, documented marine risk assessment of the port and established a system designed to review the findings of the assessments continuously.
The risk assessment process provides a means of checking the existence and sufficiency of measures that are already in place as part of marine operational practices to prevent, minimise, or at least contain, a hazardous incident. The risk assessment and implementation of safety management arrangements provide a means of formal identification of safety issues, ratification of control measures, and auditable management control so as to assess system effectiveness.
Marine Department personnel are encouraged to submit risk assessment reporting forms. These are collated by the Assistant Harbour Master and entered into a database. Whenever necessary, specific corrective action in response to the failure of a defensive measure or procedure will be taken. Any actions will be recorded on the database and reported at subsequent risk assessment meetings. All final decisions about risk control methods will take into account relevant legislation, cost benefit analysis, minimum standards and human factors.
The Harbour Authority will monitor its performance in relation to port-marine safety. The process of port marine safety assessment is continuous and therefore will be a living and evolving system. This will ensure that new hazards and changing risks are properly identified and addressed. A strong commitment is needed to ensure continuous improvement involving the constant development of policies, systems and techniques of risk control. It will therefore need to be effectively managed and maintained to remain effective and to change with the changes in both the internal and external environment.
All final decisions about risk control methods will take into account relevant legislation, minimum standards and human factors.
In considering the safe operation and management of the Port of Southampton , the SHA will monitor and review its performance against a number of predetermined indicators, which will be derived from the port's risk assessment reporting system.
Conservancy
The Harbour Authority will endeavour to conserve the harbour to ensure it is reasonably fit for use as a port, taking reasonable care to ensure that it is in a fit condition for a vessel to resort to it.
The Harbour Authority will use all appropriate means to find, mark and monitor the best navigable channel or channels in the Harbour. The Authority will promulgate, as appropriate, relevant hydrographic information associated with its ports and harbours, including information relating to navigational hazards.
Local Lighthouse Authority Dues
The Harbour Authority, in its role as a local lighthouse authority, will seek to maintain applicable aids to navigation in accordance with the availability criteria laid down by the General Lighthouse Authorities.
Admiralty Charts
The Harbour Authority will seek to work closely with the Hydrographic Office to ensure that relevant information required for inclusion within Admiralty Charts and publications is proactively made available.
Tugs
The Harbour Authority will ensure that, where applicable, appropriate guidance is provided for the use of tugs, including recommendations on the number of tugs required where appropriate.
Vessel Traffic Services
The Harbour Authority will determine, through a process of formal risk assessment, circumstances in which a functional radar vessel traffic service should be established and operated in accordance with internationally agreed guidelines.
The Harbour Authority will ensure, so far as practicable, that information is made available regarding prevailing and forecast meteorological conditions and, where necessary, their effect on the operation of the Harbour.
The Harbour Authority will monitor and, where appropriate, actively enforce, compliance with the Port of Southampton bye-laws and directions. It is to be noted that an apparent contravention of such bye-laws or directions may result in the prosecution of the offender.
The Harbour Authority will, where necessary, seek to ensure that the Port of Southampton bye-laws provide for circumstances that the collision regulations do not consider.
Dangerous Vessels
The Harbour Authority will ensure that due notice is provided to the directions that may need to be given in relation to a dangerous vessel that may wish to enter the Harbour.
Waiving Directions
The Harbour Authority acknowledges the need for directions to be carefully drafted to ensure that special circumstances in which they would otherwise apply are properly covered.
Emergency Planning
The Harbour Authority will ensure that appropriately detailed emergency plans are published and periodically exercised.
The Harbour Authority will ensure that plans are in place to deal with oil spills.
The Harbour Authority will ensure that its marine safety management systems have appropriate provision for works undertaken in the harbour, in particular for the regulation of dredgers and other craft associated with such works.
Wrecks
The Harbour Authority will ensure that its marine safety management systems require a risk assessment to be undertaken of any wreck in, or in the approaches to the Harbour, which may cause a danger to navigation.
Moorings
The Harbour Authority will make appropriate use of mooring plans and, where practicable, ensure that mooring parties meet the industry's competence standards.
