Scarborough Borough Council Whitby and Scarborough Harbours · A member of a law enforcement agency may request that a search of the footage be conducted to see if any evidence is

Scarborough Borough Council

Whitby and Scarborough Harbours

Port Marine Safety Code

Annex 13

Standard Operating Procedures

Whitby Harbour Office Scarborough Harbour Office Endeavour Wharf, Whitby 18 West Pier, Scarborough

YO21 1DN YO11 1PD Tel: 01947 602354 Tel: 01723 373530

Website: www.yorkshireports.co.uk e-mail: [email protected]

Standard Operating Procedures

Ref. No Title

Rev.

No.

Revision

Date

HM001 Release of Personal Data/CCTV 1 25/10/2016

PC001 Dredging Operations 1 04/08/2016

PC002 Whitby Swing Bridge Operations 1 09/08/2016

PC003 Refusal to Obey Special Directions 1 28/09/2016

PC004 Watchkeeper Handover 1 24/10/2016

PC005 Unresponsive Vessel 1 24/10/2016

PC006 Vessel Grounding 1 24/10/2016

PC007 Restricted Vis. & Heavy Weather 1 24/10/2016

PC008 Request to view CCTV or release personal data 1 25/10/2016

PC009 Wintry Conditions 1 05/12/2016

PC010 Standard Communication Phrases 1 09/12/2016

PC011 NAABSA Berth Advice 1 20/12/2016

PC012 Lone Worker Reporting 1 04/07/2017

PC013 Ladder Checklist 1 20/09/2017

PI001 Pilot Boat Preparation and Checks 1 09/08/2016

PI002 Pilot Boat Operations 1 09/08/2016

PI003 Pilot Boat Maintenance 1 09/08/2016

PI004 Pilotage within Whitby Harbour 2 29/08/2017

PI005 Suspension and Revocation of PEC 2 29/08/2017

PI006 Non-routine Towage Assessment 1 12/05/2017

PI007 Training and Assessment of Pilots & PEC holders 1 16/05/2017

HM002 Inspection of Ladders and Steps 1 13/06/2017

HM003 Maintenance management 1 13/06/2017

PC000 Operational SOPs

HM000 Management SOPs

DR000 Dredging SOPs

PI000 Pilotage SOPs

AD000 Administration SOPs

To be written

Vessel Arrival & Berth Allocation

Routines

Emergencies

Tombstoning / Swimmers in the Harbour

Scarborough Borough Council – Harbours Port Marine Safety Code

Standard Operating Procedure

HM001: Release of Personal Data/CCTV Revision: 1 Date: 24/10/16

Procedure 1. General Public

Inform the member of the public that because of Data Protection laws, you are unable to allow them to see any footage which may or may not have been captured and you are unable to give out anybody else’s phone number or contact details.

Recommend that they contact the Police or their insurance company who may be able to request any images that we hold or alternatively they may pass the harbour office a letter which we will then pass on.

2. Law enforcement

A member of a law enforcement agency may request that a search of the footage be conducted to see if any evidence is present.

The person must complete the CCTV Request Form (see SOP PC008) before any search is conducted.

If footage is found that they require a copy of, a formal request must be made to the Harbour Office before any footage can be released.

The Watchkeeper should bookmark and protect the section of footage which is useful to the Police.

The Watchkeeper should then copy the video onto a CD and bring to the Harbour Office along with the CCTV Request Form.

The Duty Harbour Master should record the CD’s existence in the CCTV Disc log and give it the next number.

The Duty Harbour Master should then complete the movement record sheet (see overleaf) and when signed by the member of the agency, release the disc to their custody.

Associated Risk Assessments

CHA W/S/34 – Watchkeeping CCTV Operations

Associated References

Watchkeepers T&P Manual 2.1.1 – Equipment

PMSC 2.3.1 - Harbour Watch keeping / Port Control Services (limited LPS)

SOP PC008 – Request to view CCTV



HM001: Release of Personal Data/CCTV Revision: 1 Date: 24/10/16

Movement Record Sheet – Data Protection Act 1998

Incident Number

DVD No.

Evidence may be seized by law enforcement agencies under Common Law powers, or section 19 of the Police and Criminal Act 1984. However, the Data Protection Act 1998 must be complied with when personal data is being transferred or processed.

IMPORTANT NOTICE Images (DVD etc) are data under the Data Protection Act 1998. They have to be controlled as confidential information and must not therefore be released to anyone without lawful authority. All persons handling this data do hereby sign and agree to comply with the Data Protection Act 1998 and implications of that Act including its storage, copying and handling. You are required to sign below before this data is handed over. Any unauthorised disclosure is liable to prosecution and may be subject of a civil claim for damages under section 11 of the Data Protection Act 1998.

Date Person Handing Over

(Name & Job Title) Person Receiving (Name & Job Title)

Signatures

The person(s) shown as receiving this data into their possession do so on the understanding that they shall take individual responsibility for the security of this data in accordance with the 1998 Data Protection Act CCTV Code of Practice and Scarborough Borough Council CCTV Code of Practice.

Investigating Officer

Case Papers Reference (if known)

Date of Original Incident

Copyright remains with Scarborough Borough Council. No unauthorised copying must be undertaken without the specific permission of Scarborough Borough Council and only in accordance with the Scarborough Borough Council CCTV Code of Practice.



HM002: Inspection of ladders and steps Revision: 0 Date: 30/01/17

Procedure 1. Ladders and steps must be inspected on a monthly basis to ensure they are

in a safe condition for use during day to day operations and also in an emergency.

2. The following factors must be taken into account whilst inspecting a ladder or step:

Marine growth

Physical damage such as

missing or damaged rungs

damaged side beams

damaged concrete

corrosion

Foreign objects such as ropes

Fixings and securing arrangements

Condition of hand rails

Obstacles or other obstructions

3. Inspections should be conducted, roughly, to the following schedule to spread out workload and improve efficiency.

Week 1 Week 2 Week 3 Week 4

Piers & Extensions

X

Lower Harbour exc. Piers

X

Upper East Side

X

Upper West Side

X

4. Following the inspection, the results should be recorded on the attached form and any defects reported to the Deputy Harbour Master for rectification.


CHA W/S/89 – Safe Access to Fishing Vessels and Small Craft





PMSC 4.3 - Inspection and Defect Checklists




Week 1 Week 2 Week 3 Week 4

Piers & Extensions

X

Lower Harbour exc. Piers

X

Upper East Side

X

Upper West Side

X



HM003: Maintenance Management Revision: 2 Date: 21/07/17

Procedure 1. Job Management

Maintenance tasks identified by any source shall be entered onto the appropriate ‘Job Sheet’ database at the earliest opportunity.

Each job must be assigned to an individual member of staff who shall act as lead for the job and may draw upon appropriate resources including other members of staff, to ensure the jobs efficient completion.

Jobs shall be communicated to the work force through a “Daily Maintenance Meeting” held each morning at the appropriate Harbour Office.

2. Daily Maintenance Meeting

Meetings shall take place each morning at 08:30 (Whitby Harbour) or 10:00 (Scarborough Harbour) and will be chaired by the Duty Harbour Master.

The meetings should be attended by the current Watchkeeper, Quay Attendant(s), Joiner, Marina Attendant and Bridge Operatives (when on duty).

All persons attending the meeting must sign to confirm attendance.

The meeting record must then be passed from watch to watch to ensure that all staff are aware of the required work. Each watchkeeper should sign to confirm they have been shown the meeting record.

The record sheet should then be brought to the following days meeting by the watchkeeper.


Nil specific


PMSC Annex 11 – Staff Roles and Responsibilities




WEEKLY MAINTENANCE MEETING DATE

6-2 WATCHKEEPER 1. COMPLETED JOBS 2. OUTSTANDING JOBS / UNABLE TO COMPLETE

2-10 WATCHKEEPER

10-6 WATCHKEEPER

QUAY ATTENDANT

QUAY ATTENDANT

JOINER 3. NEW JOBS 4. OTHER MATTERS

BRIDGE OPERATOR

BRIDGE OPERATOR

MARINA ATTENDANT

FISH QUAY ATTENDANT

COMMENTS

DUTY HARBOUR MASTER NAME: SIGNATURE:




DAILY MAINTENANCE RECORD DATE

Watchkeeper & Quay Attendants are required to enter details of the maintenance tasks that they have conducted in the appropriate time slot below.

The duties below should be conducted daily during the time slot inc. on weekends.

0600 – 0800 (Example: Tidied bandstand and litter picked on pier. FQ washed down. CJB)

Sweep Bandstand, Clear litter from West Pier, Sweep FQ Car Park, Wash down FQ if FQA not present

0800 – 1000 (Example: Job 22 finished – weeding on marine parade CJB) General maintenance as per jobs sheet, Pilot Boat Checks (Friday DH & CS)

1000 - 1200 General maintenance as per jobs sheet

1200 - 1400 Wash down FQ if FQA not present, General maintenance as per jobs sheet


1600 - 1800 General maintenance as per jobs sheet, Ladder Checks, Fender/Chain Checks

1800 - 2000 Lifebuoy and safety equipment checks, slipway/step inspections, Foghorn Operation Check

2000 - 2200 Lifebuoy and safety equipment checks, slipway/step inspections

2200 - 0600 Lighting and Navigation light checks, Wash down Fish Market when required.

DUTY HARBOUR MASTER REVIEW NAME: SIGNATURE:





Fish Quay Attendants are required to enter details of the maintenance tasks that they have conducted in the appropriate time slot below.



Maintain a clean and tidy Fish Quay area Inspect Fish Quay fenders Clean fish market Clean bait storage area Clean fish market toilets Assist in general maintenance as per job list, i.e. paint fish quay doors etc. Assist Joiner as required Inspect and maintain davits i.e. inspect wires, chains, hooks, maintain as appropriate and report any defects and faults.

0800 – 1000 (Example: Job 22 finished – weeding on marine parade CJB)

1000 - 1200

1200 - 1400

1400 - 1600

1600 - 1800

1800 - 2000

N/A

2000 - 2200

N/A

2200 - 0600

N/A






Marina Attendants are required to enter details of the maintenance tasks that they have conducted in the appropriate time slot below.



N/A

0800 – 1000 (Example: Job 22 finished – weeding on marine parade CJB) Customer service duties i.e. Diesel sales, Electric sales, Launching permits, Visitor fees & admin etc. Disposal of waste oil Daily inspections i.e. Facility building, pontoons, cleats, boards, obstructions, general faults/defects etc. Planned maintenance as per jobs sheet i.e. Paint pile tops, Paint Link-spans etc. Maintain and tidy marina areas.

1000 - 1200

1200 - 1400

1400 - 1600

1600 - 1800

1800 - 2000

N/A

2000 - 2200

N/A

2200 - 0600

N/A





SCAR. DAILY MAINTENANCE RECORD DATE

Watchkeeper & Quay Attendants are required to enter details of the maintenance tasks that they have conducted in the appropriate time slot below.


0600 – 0800 (Example: Tidied car park and litter picked on west pier. FQ washed down. CJB)

Sweep West Pier Car Park, Clear litter from West Pier, Sweep North Wharf, Wash down FQ if FQA not present

0800 – 1000 (Example: Job 22 finished – weeding on lighthouse pier CJB) General maintenance as per jobs sheet


1200 - 1400 Wash down FQ if required, General maintenance as per jobs sheet


1600 - 1800 General maintenance as per jobs sheet, Ladder Checks, Fender/Chain Checks

1800 - 2000 Lifebuoy and safety equipment checks, slipway/step inspections, Foghorn Operation Check

2000 - 2200 Lifebuoy and safety equipment checks, slipway/step inspections

2200 - 0600 Lighting and Navigation light checks, Wash down Fish Market when required.







PC001: Dredging Operations Revision: 1 Date: 04/08/16

Procedure During dredging operations, Port Control should follow these standard operating procedures to ensure the safety of all vessels:

Issue Radio Navigational Warning to all vessels at regular intervals warning of ongoing dredging operations, informing of the dredgers location and advising vessels to give the Sandsend a wide berth.

Monitor traffic movements and advise vessels that dredging is under way within the harbour. When vessels are entering the harbour which may impact upon the dredger, Port Control should contact the dredger and alert them to the incoming vessel.

The Dredging Master will monitor VHF 11 (Whitby) or VHF 12 (Scarborough) and will make contact with vessels transiting in his location.

Where necessary (such as when the Dredger is operating in the main channel) the Sandsend will relocate to allow the vessel to pass.

Communication is key to ensuring the safety of all vessels.


CHA D/01 – Dredging Operations


PMSC 2.2.2 – Dredging & Hydrography

PMSC 2.3.1 – Harbour Watchkeeping / Port Control Services



PC002: Whitby Swing Bridge Operations

Revision: 1 Date: 09/08/16

Procedure 1. The bridge will be manned by two operatives from two hours before the published

high water time until two hours thereafter. The last bridge opening will be ten minutes prior to the end of the watch to ensure the bridge crew complete their duties on time.

2. The bridge operatives should present themselves for duty suitably dressed in the clothing provided, sober and properly rested. In the event of illness or any other circumstance which might prevent the bridge operative from carrying out his duties in a safe manner, a report should be made to the Harbour Office as soon as practicable in order for a relief to be organised.

3. A listening watch should be maintained on VHF Channels 11 and 16.

4. On assuming duty, checks should be made on the operation of the fixed and portable VHFs, the bridge gates and controls should be unlocked and a visual check should be made of the motor rooms.

5. The bridge should be opened for traffic upon request and as soon as practicable after coming on duty. After the initial opening the bridge will then be available on the hour and half hour on request. No other openings should be made unless authorised by the Harbour Master.

6. In the event of malfunction of the main electric operation the systems should be changed to the backup engines and the breakdown procedures should be initiated with NYCC.


CHA W/07 – Whitby Harbour Swing bridge Operational Openings


PMSC 2.4.1 – Whitby swing bridge



PC003: Refusal to Obey Directions Revision: 1 Date: 28/09/16

Procedure 1. Vessels who refuse to obey directions given by an authorised individual (Harbour

Masters and Watchkeepers) are committing an offence in accordance with the Harbours Act.

2. The vessel should be reminded of their obligation to obey the directions you have given them. You should point out to them that failure to follow your directions is a punishable offence and then explain why you are giving the direction. For example you are asking them to go further down the fish quay rather than waking them at 4am to move for another expected vessel.

3. If they still fail to obey the direction, a logbook entry should be made including: Vessels Name Name of the Person who you gave the instruction to Time and Date of the incident Location of the vessel A brief statement of what directions were given, any reasons given for refusal to obey, any actions taken by the vessel or Port Control in response. Communication method (Face to face, VHF, Telephone etc) Weather conditions Any other relevant information

4. Protect and bookmark any relevant CCTV footage of the incident.

5. At the first opportunity the Harbour Office should be informed or if the matter is urgent (relating to an emergency, endangering other persons, vessels or the environment), the Duty Harbour Master should be contacted.


Nil.


PMSC 2.3.1 – Harbour Watch keeping / Port Control Services (limited LPS)



PC004: Watchkeeper Handover Revision: 1 Date: 24/10/16

Procedure 1. The proper and timely handover of information between two watchkeepers is

essential for safety and efficiency within our ports. For this reason, a proper and formal handover must be conducted with each Watchkeeper signing in the logbook to confirm that they have come on and off watch.

2. The following information must be exchanged, as a minimum:

Current weather conditions

Weather forecast

State of Tide

Vessel movements and expected movements

Security issues or concerns

Safety issues or concerns

Defects

Duty Harbourmaster

Ongoing or expected work around the harbour

Messages passed from the Duty Harbourmaster or Harbour Office

3. It is the responsibility of the duty Watchkeeper to ensure that all paperwork has been completed prior to handover. However, where a piece of paperwork is missed, the oncoming Watchkeeper shall take responsibility for ensuring its completion.

4. Port Control is a restricted area and must be kept secure at all times. Watchkeepers must ensure that all restricted areas (including Port Control) are kept secure at all times. Breaches of security must be reported to the Harbour Office.

5. Any logbook completed by Harbour staff may be called as evidence by a court. For this reason, it is essential that information recorded in any log is factual, concise and free from personal opinion.

6. When the handover is complete, BOTH watchkeepers should sign the logbook to confirm that mobile phone, mobile VHF and keys have been exchanged.


Nil.



PC004: Watchkeeper Handover Revision: 1 Date: 24/10/16





PC005: Unresponsive Vessel Revision: 1 Date: 24/10/16

Procedure 1. Attempt to establish primary communications on VHF Channel 11 (Whitby) or

VHF Channel 12 (Scarborough).

2. If no contact made, attempt to establish communications on VHF Channel 16 – If contact is made, request vessel to switch to working channel 11 or 12 as above.

3. If no contact made, confirm VHF is working by calling another station such as the Harbour Office or another vessel. Attempts to call the vessel can also be made using the handheld VHF.

4. If no contact made, attempt to call on mobile phone (if vessel is known and their number is available in Port Control or Harbour Office).

5. If no contact made, consider using the loudhailer when vessel is in range to give direction or to request VHF be switched on.

6. If at any time the vessel is running into danger, use any means necessary to alert the vessel to the danger. This may involve requesting another vessel to intercept and warn the vessel, immediate use of loudhailer or signalling from the piers. When contact is made, an alternative course of action should be advised but instructions must not be given. For example:

YOU CANNOT SAY – Alter your course to port

YOU CAN SAY – There is safe water on your port side

7. When vessel is alongside safely, attend the vessel to investigate loss of communications and report the incident to the Harbour Office.


Nil.





PC006: Vessel grounding Revision: 1 Date: 24/10/16

Procedure 1. Confirm the safety of the grounded vessel.

Do they require assistance?

Are there any injuries to crew or passengers?

Are they taking on water?

Is there any pollution?

2. Confirm the location of the vessel.

3. If there is imminent danger to life or of major pollution, immediately alert Humber CG (01262 672 317) and request assistance of other vessels in the vicinity.

4. Alert other inbound/outbound vessels giving them the location of the grounded vessel and requesting they keep well clear unless they are rendering assistance.

5. Monitor situation with CCTV and ensure footage is recorded afterwards.

6. Commence logbook records including name of vessel

time of grounding

state of tide from the gauge

location of grounding

number of persons onboard

vessel condition

injuries reported

prevailing weather conditions

actions taken including notification of Humber CG.

7. Notify Duty Harbour Master if incident is serious / if assistance of Humber Coastguard has been requested. If there is no danger to life or of major pollution, a report should be made to the Harbour Office on the next office day.


CHA/W/S/43 – Craft taking in water



SBC Harbour Emergencies Plan – Section 3



PC007: Restricted Vis. & Heavy Weather. Revision: 1 Date: 24/10/16

Procedure 1. Decide whether visibility conditions require activation of the fog signal:

At Whitby the fog signal should be switched on when the bell buoy can no longer be seen from the end of the pier.

At Scarborough, the signal should be activated when White Nab can no longer be seen from Port Control.

If you are uncertain, activate the fog signal until you are happy that conditions have improved.

2. If the Fog Signal fails to activate from Port Control, proceed to the local control and activate from there.

3. Record fog signal activation in the logbook.

4. If waves/spray/wind pose a risk to public safety on Whitby East Pier or Whitby West Pier extension, warn any persons in the vicinity (without endangering yourself), close the gates and make an entry in the logbook.

5. If you have concerns for a vessel attempting to leave the harbour during heavy weather, contact should be made via VHF and the vessel should be strongly advised that “it is not normal for a vessel like yours to be leaving the harbour in the current conditions.”

6. Monitor the area using CCTV.

7. When conditions have improved, open the gates, deactivate the fog signal and make an entry in the logbook.


CHA W/36 – East and West Pier slipway and steps access


Watchkeepers T&P Manual 2.1.3 – Restricted Visibility



PC008: Request to view CCTV or

release personal data Revision: 1 Date: 24/10/16

Procedure 1. General Public

Inform the member of the public that because of Data Protection laws, you are unable to allow them to see any footage which may or may not have been captured and you are unable to give out anybody else’s phone number or contact details.

Recommend that they contact the Police or their insurance company who may be able to request any images that we hold or alternatively they may pass the harbour office a letter which we will then pass on.

2. Law Enforcement

A member of a law enforcement agency may request that a search of the footage be conducted to see if any evidence is present.

The person must complete the CCTV Request Form (overleaf) before any search is conducted.

If footage is found that they require a copy of, a formal request must be made to the Harbour Office before any footage can be released.

Bookmark and protect the section of footage which is useful to the Police.

When approval is given by a Harbour Master, copy the video onto a CD and bring to the Harbour Office along with the CCTV Request Form.


CHA W/S/34 – Watchkeeping CCTV Operations




SOP HM001 – Release of CCTV images



PC008: Request to view CCTV or

release personal data Revision: 1 Date: 24/10/16

Incident Number: Person requesting:

Agency: Tel:

Brief description of the Incident including Date & approx. time: Description of Person/Vehicle of interest:

Request for Review of Digital Recordings by CCTV I hereby request that a review of CCTV be under taken at the Port of Whitby/Scarborough (Delete as appropriate) to ascertain whether any footage shows the above incident or person/vehicle of interest. Name Signature Date

Results of Review Copy requested YES/NO Note to Watchkeepers: A request for a copy of any footage must be approved by a Harbour Master. Watchkeepers should record the footage onto a CD and then pass it to the Harbour Office for processing with this form. The Harbour Office will then pass it to the agency.

Duty Watchkeeper Name Signature Date and Time

Duty Harbour Master Name Signature Date and Time



PC009: Wintry Conditions Revision: 1 Date: 05/12/16

Procedure 1. If wintry conditions are forecasted or underway, precautions must be taken to

protect harbour users and staff from injury or more serious consequences.

2. Each of the following precautions should be followed, implemented and then recorded in the logbook:

Deposit grit at the tops of ladders, on steps and the top and bottom of pontoon linkspans.

Confirm that bags of grit are present at the bottom of linkspans and grit bins are topped up with spade available.

Turn off water supplies and drain lines where pipes may freeze.

3. Precautions must also be taken to protect yourself from the cold weather including:

Ensuring you are appropriately dressed for the prevailing conditions both inside and outside, including dressing for warmth and using PPE to ensure you are visible and protected when undertaking your duties,

Confirming that heating arrangements are working correctly,

Keeping doors and windows closed,

Ensuring the available of hot drinks.

4. Any defects or shortages of equipment must be reported to the Harbour Office at the earliest opportunity.


CHA W/S/73 – Marina Pontoons



Public Health England – “The Cold Weather Plan for England”



PC010: Standard Communication Phrases Revision: 1 Date: 09/12/16

Procedure 1. Communication from Port Control with vessels is essential for the safe and

efficient operation of our ports but to ensure the safety of all vessels, messages must be clear, concise and with the ultimate responsibility placed on the vessels master.

2. Watchkeepers must NOT issue orders in relation to navigation and should instead offer advice which the master may or may not choose to follow.

3. Correct use of callsigns and radio procedures will ensure that all parties are aware of who they are speaking with and when the message is completed.

4. Messages should be ‘marked’ using the following marker phrases:

Marker Example

Advice This indicates that the message is intended to influence others by a Recommendation. The decision whether to follow the ADVICE still stays with the recipient. ADVICE does not necessarily have to be followed but should be considered very carefully.

“ADVICE. Advise you standby as there appears to be swimmers in the harbour entrance.”

Warning This indicates that the message is intended to inform others about danger. This means that any recipient of a WARNING should pay immediate attention to the danger mentioned. Consequences of a WARNING will be up to the recipient.

“WARNING. Shallow water exists on your current course.”

Information This indicates that the message is restricted to observed facts, situations, etc. This marker is preferably used for navigational and traffic information. Consequences of INFORMATION will be up to the recipient.

“INFORMATION. Vessel Bark Endeavour is currently passing through the swing bridge.”

Question The use of this marker removes any doubt about whether a question is being asked or a statement is being

“QUESTION. What is your maximum draft?”




made, especially when interrogatives such as What, Where, Why, Who, How are additionally used at the beginning of the question. The recipient is expected to return an answer.

Answer This indicates that the message is the reply to a previous question. Note that an answer should not contain another question.

“ANSWER. My present maximum draft is two decimal five metres.”

Request This indicates that message is asking for action from others with respect to the vessel. The use of this marker is to signal that I want something to be arranged or provided, e.g. ship´s stores requirements, tugs, permission etc. REQUEST must not be used in relation to navigation, or to modify COLREGS.

“REQUEST. I request permission to proceed alongside Endeavour Wharf.”

Intention This indicates that the message informs others about immediate navigational action intended to be taken.

“INTENTION. Pilot will board you one mile north of the bell buoy.”


CHA W/S/34 – Watchkeeping & CCTV Operations




IMO Standard Marine Communication Phrases




Incident Number: Person requesting:

Agency: Tel:

Brief description of the Incident including Date & approx. time: Description of Person/Vehicle of interest:

Request for Review of Digital Recordings by CCTV I hereby request that a review of CCTV be under taken at the Port of Whitby/Scarborough (Delete as appropriate) to ascertain whether any footage shows the above incident or person/vehicle of interest. Name Signature Date

Results of Review Copy requested YES/NO Note to Watchkeepers: A request for a copy of any footage must be approved by a Harbour Master. Watchkeepers should record the footage onto a CD and then pass it to the Harbour Office for processing with this form. The Harbour Office will then pass it to the agency.

Duty Watchkeeper Name Signature Date and Time

Duty Harbour Master Name Signature Date and Time



PC011: NAABSA Berth Advice Revision: 1 Date: 20/12/16

Procedure

1. Berths along the East face of Endeavour Wharf are delegated as ‘Not Always Afloat But Safe Aground’ or NAABA berths.

2. The berths are kept as reasonably flat as possible and are not known to have any obstructions on them, meaning that vessels may be able to lie safely on the soft mud/silt bottom.

3. The decision as to whether it is a safe for a vessel to lay on the berth is the responsibility of the vessels master but to help them make that decision, the following advice should be given:

a. The Harbour Authority is not aware of any obstructions on the river bed.

b. The berth has been dredged and monitored for depth and profile however undulations may exist.

c. The berth may dry at low water and the vessel may take the ground. d. Masters should risk assess the use of the berth taking into account

factors including, but not limited to, their vessels hull profile and any protrusions from the hull.

e. The river bed consists of soft mud and silt at the berth. f. The Master is advised to keep all watertight openings closed and

monitor bilge levels and alarms. g. The Master is advised to tend the vessel’s mooring lines and

monitor its attitude and position as the tide falls to ensure the vessel lists towards the quay before taking the ground.

h. Where necessary, the Master is advised to rig extra lines or beaching legs, to ensure the vessel remains upright as the berth dries out.


CHA W/87 – NAABSA Berths


Watchkeepers T&P Manual 1.1.2 – Whitby Harbour Depths/Air Drafts


PMSC 2.4.5 – Cargo Operations

MAIB Safety Flyer to the Fishing Industry - Fishing vessel Fredwood, accident leading to flooding of a vessel at its berth, 6 April 2016



PC012: Lone Worker Reporting Revision: 1 Date: 04/07/17

Procedure 1. Port Control Watchkeepers are considered to be ‘lone workers’ particularly

during the hours of darkness when other harbour staff are not on site. With this in mind, this safeguarding procedure aims to provide a system of mutual support for watchkeepers at both Whitby and Scarborough by having them contact each on a regular basis.

2. Scarborough Watchkeepers should telephone the Whitby Port Control at the following times and confirm their status and the contact details of the relief watchkeeper:

20:00, 23:59, 02:00, 04:00

3. Should the Whitby Watchkeeper not receive a call at these times then they should call the Scarborough Watchkeeper.

4. If for any reason contact is not possible at these times, the watchkeeper as a minimum should try to call at quarter past and then half past the hour. Should contact not be possible concerns should be raised with the relief Watchkeeper who in turn would be required to attend port control and assess the situation. If considered necessary contact should be made with the appropriate emergency services and with the Duty Harbour Master.

5. Calls should be made to both the Port Control landline and mobile. If you find you have missed a call, the call should be returned ASAP to avoid causing unnecessary alarm.

6. All events should be noted in the logbook including when contact is made, when contact is lost and when contact is re-established.

Scarborough Port Control: 01723 373877 / 07807 529 709 Whitby Port Control: 01947 602272 / 07875 877 959


CHA/W/S/34 – Watchkeeping/CCTV Operations


PMSC 2.3.1 - Harbour watch keeping / Port Control service

Watchkeepers Training and Procedures Manual 4.6 – Lone Working



PC013: Ladder Checklist Revision: 1 Date: 20/09/17

Procedure 1. Ladders…


CHA/W/S/89 – Safe Access to Fishing Vessels and Small Craft


PMSC 2.3.1 - Harbour watch keeping / Port Control service

Watchkeepers Training and Procedures Manual

PSS SIP021 – Guidance on safe access to fishing vessels and small craft in

ports



PC013: Ladder Checklist Revision: 1 Date: 20/09/17

Scarborough Harbour

Month: Year:



PI001: Pilot Boat Preparation & Checks

Revision: 1 Date: 09/08/16

Procedure 1. Check oil levels both engines – top up as necessary.

2. Open both main sea valves.

3. Open both sea water shaft cooling valves.

4. Check operation of both main engine stops.

5. Check operation of both VHF sets.

6. Check operation of echo sounder.

7. Check operation of radar.

8. Check operation of all navigation lights.

9. Check engine coolant levels.

10. Start engines.

11. Check seawater cooling.

12. Check rudder operation.

13. Check compass and lighting thereof.

14. Ensure crew lifejackets available and being worn.


CHA W/04 – Pilotage and Handling of Merchant Vessels


PMSC 2.4 – Commercial Operations / Pilotage



PI002: Pilot Boat Operations Revision: 1 Date: 09/08/16

Procedure 1. Crew to be in attendance at specified time, properly dressed, rested and

sober.

2. Skipper to discuss with Pilot operational requirements including tide, wind and sea conditions prior to proceeding on service.

3. Establish communications with Whitby Harbour Bridge, Harbour Watchkeepers and vessel to be serviced.

4 After embarking Pilot proceed at slow speed through the harbour until clear of Scotch Head when speed can be increased.

5 Taking due note of weather conditions and other craft proceed at a speed consistent with meeting the service vessel at the agreed time and place.

6 Following discussions with the Master proceed alongside the vessel to be piloted on the side agreed and ensure that the pilot ladder is suitably positioned for the Pilot to embark. The pilot boat should not be placed alongside a ship until the skipper in charge is absolutely satisfied that a proper lee has been provided and that conditions are such that the pilot boat is not being placed at risk. If in any doubt the Pilot and pilot boat skipper should make a joint decision on whether to proceed.

7 Under normal conditions remain alongside the vessel until the Pilot has safely reached the deck. In adverse conditions discuss with the Pilot whether he wishes the boat to be removed as soon as the pilot ladder is accessed.

8 After placing the Pilot aboard proceed to the harbour entrance in front of the vessel taking due note of any obstructions or other vessels which may interfere with the safe passage of the piloted craft. Any movements of vessels should be reported to the Pilot and communication should be established to instruct them to keep out of the way.

9 Conditions shall be classed as Restricted Visibility when the visibility is lower than 0.5nm. Following discussion with the pilot, a decision will be reach on whether to proceed with the operation.

10 On arrival off the berth place the second man ashore to assist with mooring ropes and stand by to assist the piloted vessel as instructed by the Pilot.

11 When being used for tug operations the skipper should remain vigilant regarding the relative movement of the vessels to ensure that the Pilot boat is not placed in any danger. If in any doubt contact the Pilot by VHF and warn



PI002: Pilot Boat Operations Revision: 1 Date: 09/08/16

him of the situation. In emergency the Pilot boat should be immediately removed to a safe position.







PI003: Pilot Boat Maintenance Revision: 1 Date: 09/08/16

Procedure

Weekly 1. Check oil levels in both engines.

2. Check coolant levels in both engines.

3. Check all safety equipment against check list to ensure that all is present and

correct.

4. Check charts and publications are on board and in date.

5. Check operation and charge levels of portable VHFs.

6. Check operation of bilge and fire pumps.

If the vessel has not been used for seven days run the on board generator for 4 hours to provide a battery charge.

Monthly 1. Check expiry dates on all safety equipment, report any items nearing renewal

requirement to Harbour Office.

2. Check all alarms (fire, bilge, engine).

3. Check the operation of all navigation lights, whistle, VHFs, echo sounders, radar.

Annually 1. All fire fighting equipment to be examined by a competent person to ensure

that all is in satisfactory condition. Any defects are to be reported and rectified.

Bi annually 1. Carry out compass adjustment by qualified person.



PI003: Pilot Boat Maintenance Revision: 1 Date: 09/08/16







PI004: Pilotage within Whitby Harbour Revision: 2 Date: 29/08/17

Procedure

PILOT 1. The pilot will present himself for duty sober, suitably attired, properly rested

and in all respects fit to pilot vessels. 2. The pilot will ensure that both he and the crew of the pilot vessel are properly

equipped with the safety equipment provided.

PREPARATORY CHECKS 1. The pilot will assess the following areas of attention prior to proceeding to sea

or onto the vessel to be piloted

a Wind and sea conditions, b Tidal conditions, c Berthing space available dependent upon the size of the vessel d The route to be piloted is to be assessed to ensure that it is sufficiently

clear of any obstructions or other berthed vessels to accommodate the vessel to be piloted

e Any other vessel movements are to be ascertained f All safety checks on the pilot boat have been satisfactorily completed. g Ensure that the pilots VHF is fully charged and that a spare battery is

carried. h Prepare the pilots port passage plan as far as possible.

PROCEDURES 1. Vessel inward bound

a Establish communications with the vessel on Channel 11 VHF b Establish a time and position where the pilot will board. c Board the pilot vessel and proceed to sea taking due note of sea and

tidal conditions at the harbour entrance and the relative positions of all craft in the outer harbour.

d Ensure that the ships master fully understands the pilot boarding procedure and the requirement to provide a sheltered lee and suitable pilot ladder in order for the pilot to be safely embarked.

e Proceed alongside the vessel to be piloted once absolutely certain that the best environment has been created for safe embarkation of the pilot and safety of the pilot boat.




Whitby Pilot Boarding Ground: 0.2 nm west of the North Cardinal Bell Buoy.

Scarborough Pilot Boarding Ground: 0.5 nm East of the Lighthouse.

These positions allow the Pilot sufficient time to familiarise themselves.

f Check the security of the pilot ladder and that staff are in attendance

on board the vessel and proceed on board. g Taking due note of the condition of the vessel proceed to the bridge,

ascertain that the vessel is in a safe position while discussing the entry and berthing procedures with the master.

h Compare and discuss the pilots port passage plan and the one prepared by the vessel. Agree with the master the way to resolve any disparities and ensure that the master is in complete agreement with the pilot in the intended manner of the vessels entry into the port.

i Ensure that a full understanding of the vessels handling characteristics and capabilities is achieved prior to getting under way. Ensure that the master advises of any deficiencies in the vessels propulsion, steering or navigational aids.

j Establish communications with Whitby Bridge and advise them of the vessels ETA at the Pier Entrance. Ascertain with them any other expected vessel movements which may affect a decision as to when to enter the port.

k Proceed inbound at a speed suitable for making a properly controlled approach to Whitby piers having due regard to anticipated tidal set and wind and sea conditions.

l When approaching the inner piers instruct the operators to open Whitby bridge and proceed at a speed minimum to ensure proper control of the vessel from this point. The pilot boat will proceed directly ahead of the vessel and warn the pilot of any circumstances which may affect its safe entry.

m Proceed alongside the designated berth in the manner previously agreed with the ships master

2. Vessel outward bound

a Upon boarding the vessel ascertain that Whitby Bridge is properly manned and that the pilot vessel is ready in all respects and that the mooring gang is assembled and ready to attend the vessels lines.

b Complete the port passage plan and agree with the master. c Ascertain that the vessels route to sea is sufficiently clear taking into

account the vessels size and handling characteristics. d Check that no other vessel movements are anticipated which may

affect the vessels safe passage to sea. e Advise Whitby Bridge when commencing to let go and instruct them to

open.




f Instruct the pilot vessels skipper to stand by to assist the vessels turning as required and then let go and proceed to sea. The pilot vessel will proceed immediately ahead of the ship to advise the pilot of any circumstances which may affect its safe passage.

g The pilot will advise the skipper of the pilot boat which side he intends to use to disembark and will instruct the master to rig a pilot ladder accordingly.

h The pilot should advise the master on his intentions to provide a safe lee for the pilot vessel and a suitable course to steer following his disembarkation in order that the master can safely conduct the vessel clear of the area.

i On leaving the piers with the vessel in a safe position having due regard to tide, sea and weather conditions the pilot may then disembark

UNUSUAL CIRCUMSTANCES 1. In the event that the pilot and master are unable to resolve differences in the

port passage plans then the Harbour Master is to be contacted immediately either through Whitby Harbour Office or Whitby Bridge in order that a decision may be reached regarding safe berthing of the vessel. The vessel is not to proceed inwards until the harbour master is satisfied that the pilot and master have a proper working relationship.

2. In the event that the pilot or master are in doubt that the vessel can be safely

handled due to bad weather, unusual tidal conditions, vessel deficiencies or any other reason then the Harbour Master is to be advised of the circumstances.

3. Conditions shall be classed as Restricted Visibility when the visibility is lower than 0.5nm. Following discussion with the vessels master and Harbour Master, a decision will be reached on whether to proceed with the act.

4. Any changes to the port passage plans due to unforeseen circumstances are

to be recorded as soon as practicable.

5. Any deficiencies onboard vessels must be reported to the Harbour Master at the earliest opportunity and must then be reported to the MCA. A decision can then be made as to whether the vessel should enter harbour limits with its defect.










PI005: Suspension & Revocation of PEC Revision: 2 Date: 29/08/17

Procedure 1. Individual Pilot Licenses and/or PECs may be suspended or withdrawn in any

case that the Borough Harbour Master (BHM) determines it appropriate using the procedure below.

2. Examples of circumstances where the scheme or an individual license/PEC may be revoked or suspended include: 2.1. Where, following an event, any doubt exists as to the skill, experience and

local knowledge of the individual to make them capable of piloting the ship. 2.2. Where the CHA believes the individual has provided false information to

obtain a license/PEC. 2.3. Where the authority thinks that the person has been guilty of professional

misconduct while piloting a ship. 2.4. Following repeated or serious acts of failure to comply with Port regulations

or directions given by a Harbour Master.

3. In the event of determining that a license/PEC should be suspended, the BHM or his deputy should write immediately to the holder of the license/PEC informing them of the decision to suspend their license/PEC. The letter should be sent recorded and set out that no acts of pilotage must be undertaken from the date of receipt. The letter should inform the individual of the number of days for which they are suspended, up to a maximum of 28 days.

4. If after the maximum 28 day suspension, the CHA has still not determined whether the license/PEC should be revoked, the authority may by written notice extend the suspension for a single period of up to 28 days.

5. In the event of determining that a license/PEC should be revoked, the BHM or his deputy should write immediately to the holder of the license/PEC informing them of the intention to revoke the license/PEC. The letter should state the reasons for the proposed revocation and invite the holder to make any representations within 14 days.


CHA W/S/04 – Pilotage and Handling of Merchant Vessels





PI006: Non-routine Towage Assessment Revision: 1 Date: 12/05/17

Procedure

1. Dead tows, unusual objects and non-routine towage events require individual assessment by the qualified tug master/owner to ensure that all risks have been accounted for and mitigated against as low as is reasonably practicable.

2. The assessment should also formulate a documented plan and take into account whether more than one pilot is required for the operation.

3. The documentation should, as a minimum, include the “Non-routine Towage Assessment” form at page 2 of this SOP and the risk assessment form but may also include additional documents as appropriate.

4. Once all assessment is completed, the Harbour Authority will make a decision based on the available information to either approve the tow or state what additional actions must be taken before the tow will be allowed.

5. The Harbour Master reserves the right to deny the conduct of any towing operation within the Harbour Authority’s jurisdiction.





PMSC 2.4.4 – Towage

GTGP (2017) 10.3.8 – Dead Tows & Project Towage



PI006: Non-routine Towage Assessment Revision: 1 Date: 12/05/17

Date Of Intended Passage ….……………………. Agent Making Request (POC) ………………………………….

Agency …………………………………………………….. Contact Number(s) .………………………………………………..

Type Of Towage Operation (tick) Dead Ship Barge Unusual Object

Towage From …………………………………………………… To …………………………………………………………………..

Details Of The Tow

Name ………………………………………………… LOA ……………..m Breadth …………….m Draft ……..m

Brief Description of Tow …………………………………………………………………………………………………………….

……………………………………………………………………………………………………………………………………………………

Is the tow manned? Yes No

Are safe boarding arrangements available on each vessel requiring a pilot Yes No

What functioning propulsion/steerage does the tow have?

Propeller(s) Thruster(s) Rudder(s) None

Tug Details

Name(s)……………………………………………………………………..…… LOA ………………..m Draft ………………..m

Power/Bollard Pull ……………………………… KW/t

Towing Arrangement …………………………………………………………………………………………………………………

Nominated Person With Overall Responsibility For The Safety Of The Manoeuvre

Name ………………………………………………….. Position …………………………………………………………………

Organisation/Vessel ……………………………………………………………………………………………………………………

Contact Telephone No(s) …………………………………………………………………………….................................

Pilotage (to be discussed with the CHA)

Number Of Pilots Required ………….. (manned tows require a pilot)

Boarding At ……………………………….…………. Disembarking at …………………………………………………..

Have safe pilot boarding arrangements been verified Yes No

If ‘No’ give details ………………………………………………………………………………………………………………………

Is additional harbour towage required? Yes No If yes give details ………………………………...... …………………………………………………………………………………………………………………………………………………..

If necessary where will harbour towage be required? From ……………………………. To ………………....

Port Authority Review

Passage plan timing limitations ………………………………………………………………………………………………….

Passage Plan Agreed Risk Assessment/Method Statement Agreed/Sighted

Reviewed By ………………………………………………………………… Position …………………………………………...

Outcome

Approved Additional Action Required Actions Required ….………………………………………….

……………………………………………………………………………………………………………………………………………………..

Signature ……………………………………………………………………… Date …………………………………………... Capt. Ian Vasey, Borough Harbour Master

PART 2 TO BE COMPLETED BY PORT AUTHORITY



PI007: Training and assessment of Pilots and

PEC holders Revision: 1 Date: 16/05/17

Procedure

1. The Harbour Authority has a duty to ensure that all their authorised pilots and PEC holders are trained and qualified to conduct the vessels to which they are likely to be allocated.

2. Following training, both Pilots and PEC holders are required to undergo an oral examination conducted by the Harbour Master or another suitable person delegated such as another authorised Pilot or member of the harbour management team. This assessment will confirm sufficient local knowledge to allow the candidate to safely operate within the Pilotage Area.

3. After successful completion of the oral examination, a practical assessment will be conducted with an authorised pilot. During the assessment, the authorised pilot overseeing the trip will retain conduct of the vessel and remain legally responsible throughout the act of pilotage.

4. Existing Pilots or PEC holders must undertake a revalidation assessment (check trip) at intervals not exceeding 5 years. During these acts of pilotage, the pilot or PEC holder has conduct of the vessel and is legally responsible.

5. Training – Candidates wishing to obtain the status of authorised pilot or wishing to obtain a PEC shall be required to undertake 12 trips consisting of six inward passages and six outward passages under the supervision of an authorised pilot.

6. Practical Assessment Process a. Prior to boarding, the assessor should brief the candidate on the

assessment process, confirm the individual roles and responsibilities of the assessor and candidate, fully review the candidate’s passage plan and agree limits when the assessor will intervene.

b. On boarding the vessel, the Master should be fully briefed by the assessor. This should include an explanation of the assessment process and confirm the roles and responsibilities of the candidate and assessor.

c. The assessor should confirm approval from the Master to continue the examination process.

d. Throughout the assessment the candidate should give some form of verbal commentary, either continuous or prior to commencing the next leg or a particular manoeuvre.





e. The assessor should immediately clarify any variation to the agreed passage plan or commentary, and where necessary, take timely intervention.

f. On completion of the assessment process, a full debrief should take place. This should include a record of the assessment, feedback from the candidate and identify areas of further training.

7. Oral examination criteria

GENERIC

Valid certificate of competency as deck officer (PEC only)

Bona fide deck officer responsible for navigation (PEC only)

Evidence of current medical fitness

Thorough understanding of own vessel handling characteristics (PEC only)

Knowledge of squat and interaction

Is able to communicate sufficiently for the purposes of safety in English

Is able to prepare and implement blind pilotage passage

Relevant knowledge of Pilotage Act 1987

Relevant knowledge of PMSC including standards for marine pilots

LOCAL KNOWLEDGE

Port Regulations

Speed limits

Local notice to mariners

LPS

Communications – VHF channels

Communications – local sound/light/shape signals inc. traffic signals

Channels/tracks/widths/depths/buoys/track distances/escape depths

Navigation marks and aids

Coastal features

Tidal streams, prevailing wind

Restricted visibility procedures

Berths/wharves/jetties

Docks

Prohibited areas/submarine cables, pipelines etc

Tidal limitations/constraints

Emergency plans, oil spill contingency plans

Harbour craft knowledge

Other harbour activities – recreational areas, diving locations etc

Knowledge of local traffic patterns





Abort positions

CONDITIONS OF USE FOR AUTHORISATION OR PEC

No other duties whilst conducting pilotage

To be adequately rested and fit

Adequate bridge manning levels and support for PEC holder

Updating of knowledge capability

Reporting of incidents to HM without delay, written report o/c

Record of passages conducted to be maintained & presented if required

Required to report to HM when instructed

Required to report defective Aids to Navigation

Required to report onboard defects

Renewal and variation criteria

Suspension criteria

Restrictions relating to towage





PMSC 2.4.4 – Towage

GTGP (2017) 9.4.31 – Training

Documents

Scarborough Borough Council Whitby and Scarborough Harbours · A member of a law enforcement agency may request that a search of the footage be conducted to see if any evidence is