PT GEMILANG BINA LINTAS TIRTA

SHIP MANAGEMENT

SAFETY MANAGEMENT MANUAL

Issue Date : 14/05/2009
PREPARATION FOR ARRIVAL AT PORT Revision No. : 00
Chapter No. : 0405-5

CONTENTS
1. Preamble
2. General
3. Times of Arrival
4. Charts/Tides/Hydrographic Information/Drafts
5. Navigational Equipment and Stabilisers
6. Cargo Handling Equipment
7. Mooring Machinery and Ropes
8. Bond and Other Stores and Documentation
9. Data Loggers and Clock Synchronisation
10. Sea Water Intakes/Standby Generator
11. Testing of Engines Ahead and Astern
12. Steering Gear
13. Notice to Engine Room
14. Fuel Change Over
15. Evaporators
16. Personnel Required in Engine Room
17. Main engine Manoeuvring Speeds
18. Correct Rigging
19. Berthing Policy Agreed Master/Pilot
20. VHF Channels and Hand Held Radios
21. Berthing Instructions Passed to Crew
22. Preparation for Arrival - Points to Consider

Page 1 of 7 Authorised by : General Manager

 PT GEMILANG BINA LINTAS TIRTA
SHIP MANAGEMENT

SAFETY MANAGEMENT MANUAL

Issue Date : 14/05/2009
PREPARATION FOR ARRIVAL AT PORT Revision No. : 00
Chapter No. : 0405-5

1. PREAMBLE

The following procedure is to be carried out in preparation for arrival in port. It is the
Master responsibility to decide the most appropriate time for testing of gears and ensures
proper entries are made in the Deck / Engine Log Book by the duty officer.

2. GENERAL

All available port information, sailing directions and other navigational information
including restrictions on draft, speed, entry time, tides, currents, etc. is to be closely
studied.

3. TIMES OF ARRIVAL

Estimated time of arrival must be transmitted to the following at the prior requisite
notice times as indicated in sailing directions, port procedures, etc.
A. Pilot station - together with draft and other relevant information.
B. Harbour Master and/or Port Authorities.

4. CHARTS/TIDES/HYDROGRAPHIC INFORMATION/DRAFTS

1.4.1 The largest scale charts for the port pilotage are to be used.

1.4.2 The latest navigational messages for the area must be available and charted
where applicable.

1.4.3 All hydrographic publications are to be correct, updated and available for use.

1.4.4 Tidal information for port and adjacent area to be displayed.

1.4.5 Latest weather report received and studies.

1.4.6 Minimum depths of water in harbour approaches, channels and at berth to be

calculated and displayed.

1.4.7 Draft/trim requirements should be considered and possible re-arrangement of

cargo/ballast undertaken if limitations of water deem this necessary.

5. NAVIGATIONAL EQUIPMENT AND STABILISERS

All navigational equipment tested and fin-stabilisers (if fitted) housed. Anchors cleared
away. Manual steering engaged in sufficient time for helmsman to become accustomed

Page 2 of 7 Authorised by : General Manager

 PT GEMILANG BINA LINTAS TIRTA
SHIP MANAGEMENT

SAFETY MANAGEMENT MANUAL

Issue Date : 14/05/2009
PREPARATION FOR ARRIVAL AT PORT Revision No. : 00
Chapter No. : 0405-5

to manoeuvring in prevailing condition. Power to windlass/winches checked.

6. CARGO HANDLING EQUIPMENT

Cargo Handling gears to be in readiness for use on arrival.

7. MACHINERY AND ROPES

Mooring machinery tested, mooring lines, etc. prepared and in position on deck.

8. BOND AND OTHER STORES AND DOCUMENTATION

Stores, etc. locked for prevention of theft. Bonded stores locked, contents checked and
documented - preparatory to sealing by Customs. Cargo, Customs, Immigration, U.S.
Coast Guard documents ready.

9. DATA LOGGERS AND CLOCK SYNCHRONISATION

Course recorder, engine revolution indicator and synchronisation of clocks checked.

10. SEA WATER INTAKES/STANDBY GENERATOR

Sea water intakes to be changed over to a high level sea suction if considered necessary.
A second standby generator will be started.

11. ENGINES TO BE TESTED SATISFACTORY OPERATION AHEAD AND

ASTERN

12. STEERING GEAR

Steering gear in primary and secondary systems tested (both motors to be running when
manoeuvring).

13. NOTICE TO ENGINE ROOM

Engine room is to be notified at least one hour before standby. Subsequent to the bridge
giving notice of “end of passage” (EOP) the main engine RPM will gradually be slowed
by either the bridge or engine room to full manoeuvring ahead speed by the engine

Page 3 of 7 Authorised by : General Manager

 PT GEMILANG BINA LINTAS TIRTA
SHIP MANAGEMENT

SAFETY MANAGEMENT MANUAL

Issue Date : 14/05/2009
PREPARATION FOR ARRIVAL AT PORT Revision No. : 00
Chapter No. : 0405-5

revolutions on the auto bridge control panel. The Chief Engineer is to be called upon
receipt of one hour’s notice.

N.B. Monitor jacket water temperatures as revs are reduced. Second generator to be
started and put on line.

14. FUEL CHANGEOVER

Commence cooling down HFO temperature. If applicable change over to MDO upon
appropriate reduction of operating temperatures.

Note: This change over time may vary according to navigational requirements.

15. EVAPORATORS (F.W. GENERATORS)

Shut down evaporators before reaching coastal waters (e.g. 50 miles offshore). Do Not
Use evaporators for drinking water in Coastal water, Rivers and Harbours.

16. PERSONNEL REQUIRED IN ENGINE ROOM

The Chief Engineer, watch keeping engineer and electrician (if carried) will be in
attendance through standby. Engine failure during manoeuvring can result in serious
damage. Constant vigilance is required to ensure trouble free engine running.

17. MAIN ENGINE MANOEUVRING SPEEDS

The appropriate revolution for each order on the engine room telegraph should be in
accordance with the manufacturers parameters to be inscribed on a brass plate or similar
and affixed adjacent to the engine room telegraph. During manoeuvring (berthing,
unberthing, anchoring, canal passage, etc.) the ship’s engine should only be run within
the manoeuvring speed parameters and not at the engine’s designed full speed. If full
power is temporarily required in an emergency the bridge will indicate this by a double
ring of full speed (either ahead or astern) on the telegraph.

18. CORRECT RIGGING OF PILOT LADDER

Pilot ladder to be rigged as per the instruction by Port Control. Pilot embarkation
platform should be checked and properly illuminated.

Page 4 of 7 Authorised by : General Manager

 PT GEMILANG BINA LINTAS TIRTA
SHIP MANAGEMENT

SAFETY MANAGEMENT MANUAL

Issue Date : 14/05/2009
PREPARATION FOR ARRIVAL AT PORT Revision No. : 00
Chapter No. : 0405-5

19. BERTHING POLICY AGREED MASTER/PILOT

Pilot information exchange forms prepared. Instructions for pilot/tugs/berthing received.

20 VHF CHANNELS AND HAND HELD RADIOS

VHF channels for various services agreed, “walkie talkie” radios checked.

21. BERTHING INSTRUCTIONS PASSED TO CREW

Berthing instructions given including:

1) Whether tug/tugs, anchor, etc. to be used
2) Which side alongside
3) Ship or shore gangway to be utilised
4) Derricks required
5) Mooring boats/mooring lines
6) Accommodation ladder
7) Internal communication equipment, signal equipment and deck lighting tested and
crew at stations for entering harbour.

22. PREPARATION FOR ARRIVAL - POINTS TO CONSIDER

In Preparing the passage plan for arrival in port have the following factors been taken
into consideration:

a) Available port information.

b) Advice/recommendation in sailing directions.
c) Latest weather reports.
d) Tides and currents for port/adjacent areas.
e) Calculated/known minimum and maximum depths of water in port approaches,
channels and at berth.
f) Any restrictions on draft, trim, speed, entry times, etc. Attention is drawn to the
necessity to check air draft parameters from water line to top of hatch cover/highest
point.

g) Is it necessary to rearrange ballast?

Page 5 of 7 Authorised by : General Manager

 PT GEMILANG BINA LINTAS TIRTA
SHIP MANAGEMENT

SAFETY MANAGEMENT MANUAL

Issue Date : 14/05/2009
PREPARATION FOR ARRIVAL AT PORT Revision No. : 00
Chapter No. : 0405-5

h) Are all relevant charts and nautical publications corrected up to date and courses laid
off?
i) Have the latest navigational messages from the area been received?
j) Has ETA been sent with all relevant information required by local regulations e.g.
details of dangerous/hazardous goods carried?
k) Has all navigational equipment including steering gear been tested and this fact
entered in the Deck Log and Movement Books?
l) Has the following equipment been checked?

 Course and engine movement recorders.

 Synchronisation of clocks.
 Internal communications equipment.
 Signalling equipment including flags/lights.

m) Have pilot embarkation/disembarkation equipment and procedures been checked?

n) Has manual steering been engaged in sufficient time for the helmsman to become
accustomed before manoeuvring commences?
o) Has the crew been advised of the time of “standby” for entering port?
p) Have VHF channels for the various services e.g. pilot, tugs, berthing instructions
been noted and a radio check carried but?
q) Is the following berthing information available?
r) Weather, anchoring/berthing alongside.

s) Which side is jetty?

t) Whether ship accommodation ladder/gangway or shore gangway will be used.
u) Size/number of shore connections?
v) No. of Derricks required?
w) Mooring boats/lines?

Two days before arrival at port, the Master shall personally check the vessel to verify
compliance with the requirements of Port State Control.

Page 6 of 7 Authorised by : General Manager

 PT GEMILANG BINA LINTAS TIRTA
SHIP MANAGEMENT

SAFETY MANAGEMENT MANUAL

Issue Date : 14/05/2009
PREPARATION FOR ARRIVAL AT PORT Revision No. : 00
Chapter No. : 0405-5

***Note: The Company considers it a serious matter if the Master fails to comply
with this requirement.

Page 7 of 7 Authorised by : General Manager