ANGLO-EASTERN GROUP
OWNER’S BRIEFING- EAGLE
NAME: ______RANK: ______
JOINING VESSEL ______DATE JOINED AESM______
LAST VESSEL ______DATE S/OFF ______RANK ______
A. Organization Structure of Owners1 / The Owners operate from New York. Important persons are-
Mr. Ramesh Bhat- Technical Director- ex Chief Engineer- ex Univan- ex Indo China
Spiros Cotakis – Technical Manager
Mr. Mahendra Singh- Technical Manager- ex Chief Engineer
Bryan Bittner – Operations Director
B. Owner’s Requirements
B1. Prior Loading
1 / Charter Party
Check your Charter Party carefully to confirm that loading or discharging countries and ports are not on the prohibited list.
Additionally, if charterers / sub charterers issue instructions to proceed to and/or load cargoes and/or discharge cargoes at or for port(s) in the following countries: Balkans, Sudan, Liberia, Iran, Burma (Myanmar), Syria, North Korea, Iraq, Zimbabwe, you are to immediately challenge these orders as illegal and inform the charterers /sub charterers that they are to contact Owners and Managers immediately.
2 / Cargo Information (APP 5)
As soon as you have received notice of next employment please issue a request for the cargo information required under the IMSBC Code and BLU Code (Appendix 5). If you don't get an answer, send a daily request to all Charterers and the agents until you receive a satisfactory reply. This applies only to NON-GRAIN cargoes.
In case the form calls for further information such as MSDS, cargo density (as is the case with iron ore ex India) or moisture (as is the case with nickel ore ex Philippines or Indonesia or other type of concentrates or cargoes that are prone to liquefaction), the owners expect you to follow up until full information is received.
3 / Ship/ Shore Safety Checklist (APP 3)
Also prior to arrival, regardless of whether or not the gear will be used, send a copy of the pre-operations safety checklist. By sending this checklist you put Charterers and Stevedores on notice that the vessel has a safety policy which prohibits negligent or dangerous gear operation. The appendix 3 is also to be completed immediately after cargo operations/ on departure in order to put stevedores on notice for any damage within the 24hrs allotted to Owners.
4 / Weather/ Sea Conditions
Request that the Terminal advice you of any expected weather or sea conditions which may affect loading/unloading. Additionally, try to obtain local weather reports yourself.
If you are expected to double-bank, load or discharge from barges or another vessel you are to set out in writing to agents and shippers/receivers the weather conditions (in particular crane maker’s operation limits) under which you will suspend operations such as swells, surges, winds, etc. You must also require adequate fendering and attention to mooring lines. A ship’s whistle signal can be prearranged for ceasing work or signaling an unsafe approach to the ship by lighters.
5 / Eagle Terminal Report (ETR)
If the owners do not automatically send you an Eagle Terminal Report form for your information, please request it. This may assist you in planning before you arrive at your next port. Likewise by filling out an ETR you will assist the next Eagle master to call at your port.
6 / Hold Cleaning
If the cargo requires special cleaning or preloading protection materials or equipment, make a list and submit it to Charterers as soon as you receive the voyage orders so that they have the opportunity to provide you with the necessary at load port.
If cleaning requires slops disposal to comply with MARPOL or local regulations (special areas) advise Charterers as well.
Any dirty or contaminated residues or wash water cannot be stored on board in ballast tanks or pumped using service pumps so Charterers need to pay particular attention to such requirements and provide slops barge/reception facility accordingly in advance.
7 / Requirements for USA
Please confirm you have full “InfoPath” software on board and knowledge of filing ENOA/D.
Per CP, Owners require that Charterers provide ENOA/D filing with their agents for their own account.As soon as you have instructions to call USA make this clear to Charterers and Agents by instructing Charterers agent to file the ENOA along with your 'First Contact' message and request current up-to-date blank USCG, NVMC forms.
When you submit the forms, request a CC of the USCG/NVMC confirmation by return from the agent for your files.
When travelling 'coastwise' betweenU.S ports the same notifications have to be made and the process repeated.
For California, Oregon and WashingtonStates additionally:
Request full instructions from agents as to pre-arrival changeover to low sulphur fuel, ballast water exchanges and speed restrictions if any.
State to Charterers and agents when California orders are received or contemplated that "The vessel has no facility or fittings for so-called 'Cold Ironing' and any and fittings for same if required shall be furnished by Charterers at their time and expense."
Make sure necessary ballast water documentation and low sulphur fuel use is kept up to date and available for inspection by authorities.
You can expect a boarding from California Air Resources Board (CARB), Oregon Dept of Environmental Quality (DEQ) or Washington State Dept. of Ecology(Ecology inspectors will examine the bridge, engine room, main deck, and accommodations areas. They will review the safety and environmental protection policies and discuss vessel operations with the officers.)
If for any reason you are unable to comply with ballast exchange requirements, you must inform the reason(s) (such as heavy weather preventing ballast exchange 100 miles offshore) to the agents with instructions to inform local authorities. In this way there is no danger of penalizing the vessel or for having unsafe conditions by discharging ballast.
8 / Stow Plan and Deadweight Breakdown Form (ESSP 4)
The owners have instituted use of a more detailed stowage plan (ESSP 4). Some Charterers are not being clear enough when giving voyage instructions, using vague terms like “max intake” without regard to drafts or bunker assumptions. They then expect the vessel to be able, for example, to reach the most distant discharge port with max cargo intake and not bunker to redelivery.
Using this form will show all vessel’s voyage assumptions and calculations so that charterers have no excuse in saying they are not aware or “the Master never informed us”.
B2. On arrival
1 / Form for Cargo Information (Appendix 5)
Please note that this form and any related documentation must be complete before the loading operations.
2 / Ship/ Shore Safety Checklist (Appendix 3)
This Checklist must be discussed with Stevedores item by item and signed.
3 / Weather:
Continue to check the weather with the Terminal and independently.
4 / Hold Cleaning:
Follow up on cleaning materials requests.
5 / MASBL:
The Masters Authority to Sign Bills of Lading (V2) is to be completed and signed, with a copy sent to Owners and the vessel's Managers.
6 / Extended Stay in Port:
If the vessel expects extended stay in port due to cargo delays please advise the Agents and Charterers of the need for fresh water or any other item for which they are responsible.
7 / Hull Condition:
Please check the hull for any signs of marine growth and advise Owners and the vessel's Managers, including representative pictures.
B3. During loading
1 / Cargo Specifications
If there are any doubts or issues about the cargo, surveys taking representative samples will require to be taken round the clock. If you see the surveyor not attending properly, advise Owners and the vessel's Managers immediately. If allowed cargo specifications are not met, then loading is to stop, a protest made and Owners and the vessel's Managers informed immediately by telephone. If possible, evidence such as photographs (for damaged cargo) or samples should be taken and secured.
2 / Stevedore damages
Any damages affecting seaworthiness or efficiency of the vessel cargo worthiness require a (separate) surveyor. Coamings, drain channels, hold ladders, grabs all have to be in perfect working order prior to departure.Monitor Stevedores for proper and safe operation especially when operating ship’s cranes. Stevedores have to be told that any delays to the vessel caused by repairs to necessary equipment will be charged to them by Charterers. Ensure damages are reported immediately and followed up.
3 / Surveyors
Under NO circumstances are any surveyors to be allowed on the vessel (except for routine draft or bunker surveys) without advising Owners and the vessel's Managers. Owners require any surveyor who is given access to the vessel to be properly authorized by Owners and the vessel's Managers before permitting attendance, and if attendance is permitted that surveyor is to be , accompanied by Owners surveyor or you, the C/O or C/E. Any surveyor attending for anyone other than Owners or the vessel's Managers must identify the party they represent and the purpose of their attendance in writing to you before they commence the survey.
4 / MASBL
Follow up with Agents to be provided with a copy of the Proforma Bills of Lading to be checked.
5 / Cargo Lift
If there is any change in the expected cargo lift by reason of the vessel (such as additional fresh Water required, bunker plans, etc.) then this must be clearly advised to Charterers prior to completion in as far as advance as possible (and cleared by Owners and the vessel's Managers) prior to changing the condition and lift.
6 / Daily report
Please send the Eagle Daily report in the required format.
7 / Can test- Whenever ores are being loaded, the Master should frequently do the can test to check the Flow Moisture Content. If he is in doubt, agent to be contacted to get a Surveyor to collect samples for the lab test. Cargo work to be stopped until the test reveals moisture content less than TML.
B4a. On completion of loading
1 / Ship/ Shore Safety Checklist (Appendix 3)
Please conduct a second survey with Stevedores to check on the vessel condition to avoid discovery of damages after departure. Issue any further Protests if necessary.
2 / Cargo documentation
Make sure Owners and the vessel's Managers receive a copy of the Mate's Receipts (MR), MASBL, manifest, bills of lading, as available, and all other port documentation such as NOR and SOF.
If there is any mention on the MR of liner terms or anything unusual, do NOT sign the MR, contact Owners and the vessel's Managers, and send a copy for review.
Do not sign any MR which does not contain the words regarding cargo "quality and quantity unknown".
3 / Eagle Terminal Report (ETR)
Anytime after departure when you have time, please fill out an Eagle Terminal Report so that your experiences in port can benefit the next Eagle Master. Include comments and pictures about any remarkable or important items. The more information provided the better, so take your time, there is no rush. If you have a shift within the same port or a short steam until next port, leave it until you have time
B4b. On completion of discharging
1 / In addition to the ETR, please send pictures of empty holds and an analysis of their condition as per the Hold Condition and Cleaning gear inventory report.
B5. At Sea
1 / Eagle Daily Report:
Please include time and date-stamped pictures representative of the worst conditions encountered that have caused the vessel to reduce speed by more than 0.5 of a knot in the 24 hrs since previous report so that Owners have documentation to refute Charterers performance claims.
2 / Speed:
Owners have instituted a policy where the vessel should always proceed at maximum RPM's and speed on good weather days conditions permitting. The idea is to use days where the vessel is able to exceed CP speed to offset days where she cannot, for some reason or other.
3 / MDO Consumption
Owners have a policy where they want the vessel to operate the Auxiliary Engines (A/E) using MDO/MGO when in port working gear. This is because they have found that the constant change of load from gear operation and back to idle occurring is causing high maintenance and sometime damage to the A/E.
B6. General
1 / Communications- Owners require that the vessel informs them via telephonic conversation first followed by an e-mail whenever there are incidents of any kind affecting the safety of the vessel, cargo or the crew. Owners have listed following specific points:
-CARGO SHORTAGES OR DIFFERENCES BETWEEN SHIPS FIGURES AND SHORE FIGURES
-ILLNESS OR INCAPACITY OF CREW FOR ANY REASON
-CARGO DAMAGES WHETHER REAL OR CLAIMED
-DAMAGE TO THE VESSEL OR HER ENGINES AND AUXILIARIES, ESPECIALLY TO GEAR IN PORT
-STOPPAGES AT SEA FOR ANY REASON
-ANY ACCIDENTAL OVERBOARD DISCHARGE
-CHANGES IN WEATHER REQUIRING DEVIATION FROM NORMAL COURSE
-UNSUITABILTY OF CREW OR OFFICERS ON BOARD – DO NOT WAIT TO HAVE ISSUES
-BUNKER SHORTAGES, NON-ROUTINE SURVEYS ETC.
-CHARTERERS/SUBCHARTERERS REQUESTS TO BOARD/VISIT/INSPECT.
2 / Crew Changes: Owners require-
Master and Chief Engineers must have rest after travelling before boarding. Once on board, a minimum of 48 hours handover time must elapse before relief. Relief cannot occur if the port stay does not permit this or will mean that the on and off-signer remain on board together until the next port.
Any onsigning watch standing officer must have adequate rest and familiarization time prior to standing watch alone/solo.
3 / Bunkers/ Bunker Specifications-
Each time a bunker stem is programmed for the vessel please ensure that you quote the full specifications as per CP, not just IFO and MDO. Under MARPOL you are required to check the BDR prior to pumping and delivery - if you find the fuel is not to spec you must stop, alert Charterers, Managers and Owners immediately by phone.
Vessel to inform the bunker supplier before the supply of bunkers that the vessel will clause the BDN with “No lien on the vessel for supply of Bunkers”.
Although Charterers are aware of their responsibilities, owner’s policy is that vessel must also make specific mention whenever instructed by Charterers to enter or transit the ECA areas of the special fuels requirements.
In cases where the vessel has not received orders for next voyage after entering ECA zone then vessel must bring to Time Chartered Owners attention the fact that if further subsequent steaming is planned within the zone, additional ECA bunkers are to be stemmed.
4 / Signing B/L- Please familiarize yourself with instructions from Owners on the checks/ actions to take prior signing B/L’s.
5 / Grain Calculations- Ensure that Chief Officers are familiar with Grain loading calculations and forms.
6 / Wire Rope Failure Case Study Booklet- Please be familiar with the contents of Eagle’s Wire rope failure case study booklet. Important points to note are-
- Inspect the wires regularly- The more severe the service, more thoroughly and frequently the wire rope must be inspected. All visible parts of the rope must be inspected each working day to detect general deterioration and deformation. While examining, particular care must be given at the following locations-
Parts of the rope passing through the block or over sheaves
Parts which lie over a compensating sheave,
Any part of the rope subject to abrasion by external features
Internals of the rope
Any part exposed to heat
- Keep records of condition, diameter and hours of use- Keep record of the rope diameter for future references. If the core deterioration causes the actual rope diameter to decrease by 3 % of the nominal rope diameter for rotation-resistant ropes, or by 10 % for other ropes, the rope must be discarded even if no broken wires are visible.
- Clean and lubricate on a regular schedule- A shorter working life of the rope will result from lack of maintenance.
- Know the signs of wear and when they indicate necessary change- A wire can break under tensile load exceeding its strength, fatigue break, repeated bending over sheaves, and strands rubbing against one another. In the case of rotation resistant ropes, there is a probability that the majority of broken wires will occur internally and are not visible. Typical evidence of wear includes birdcage formation, kinking, wire jumping sheave and/or drum crushing.
- Install and break in new wires properly- Make sure that the new rope is free of twist and is tightly spooled on the drum. All wire ropes work better on grooved drums.
7 / Crew illness or incapacitation-Future Care Services are being terminated by owners (w.ef.01st Jan 2012). Master must seek medical advice from CIRM and refer the crew to hospital facility through local agents. He should issue letter of authorization/ guarantee of payment to hospital if required, follow up with the doctor/ hospital through agents and provide updates to owners and managers.