FOM 1.8	Fleet Operations Manual General Stay in Port	Doc No.: FOM 1.8 Revision: 01 Date: 15 Oct 2024 Issued by: DPA Approved by: MD

1. APPLICATION

This document applies to all Masters and Senior Deck Officers onboard fully managed vessels.

2. PURPOSE

The purpose of this document is to provide guidance for vessels for her arrival and stay in port.

3. RESPONSIBILITIES

3.1 Navigating Officer

• Before arrival, double-check the voyage plan for correctness and pilot to berth information.

3.2 Master

• Familiarise himself with all information available relating to navigation, inward clearance, and regulations before arriving at a port.
• Set “in-port routine” before arrival at each port of call, which is to include:
  • Pre-arrival tour of deck and engine spaces to ensure no significant deficiencies exist.
  • Ensure clean uniforms or boiler suits with name and rank are worn by all personnel on duty.
  • Conduct a post-arrival wipe down of all oily surfaces in deck and engine departments.
  • Re-stow all paints, tools, and other loose gear that might create a sloppy appearance.

3.3 Chief Engineer

• Conduct a pre-arrival tour of deck and engine spaces to ensure no significant deficiencies exist.

4. RELATIONSHIP WITH AUTHORITIES

• Master must check the following before arrival:
  • Crew, customs, stores, personal effects, vaccination and other lists to prepare.
  • The file of the ship's "trading certificates" etc., is complete and up to date.
  • Passports, certificates, service books, vaccination certificates, articles, and pay accounts are ready for crew members who will be signing off.
  • Collect articles exceeding duty-free quantities.
  • A gangway watch assigned to check and escort visitors.

5. RELATIONSHIP WITH AGENTS

• Ships operating on a voyage or consecutive voyage basis will receive the names of agents from the operator.
• Ships operating under time charters will receive the names of agents from the charterers.
• If Master has difficulties with an agent who is not giving the vessel's interests full and proper attention, he needs to take it up with the agent.
• Any complaint in this respect should be made through the Head of the agency firm. A report should also be forwarded to the Vessel Manager.

6. RELATIONSHIP WITH SHIP’S SUPPLIERS

The best possible relationship on a pure business level to endeavour with ship chandlers, suppliers, and service company’s representatives.

7. MANNING IN PORT

• Either the Master or the Chief Officer must be onboard at all times.
• Either the Chief Engineer or the Second Engineer must be onboard at all times.
• 50% Deck and Engineering Officers to be onboard to take charge during routine operations or in the event of an emergency.
• 50% ratings to be onboard at all times to operate the vessel during routine operations and provide adequate numbers to manage emergencies, including the moving of the vessel if required.
• Master and Chief Engineer shall preferably not go ashore at the same time. Record of crew going on shore leave shall be maintained.
• The Officer of watch is responsible to ensure all crew departing from the vessel for shore leave are properly recorded, though the duty can be delegated to the gangway watch.
• Individual crew going on shore leave shall ensure understanding and compliance with the company’s drug and alcohol policy and guidelines.

8. WATCH

• In ports where the use of a shore watchman or gate guard is not provided, the Master must consult the agent and Ship Security Plan (SSP).
• In port watch routines established to ensure that the safety and security of all deck and engine spaces is not compromised.

9. MISCELLANEOUS

9.1 Telephone Log

• In many ports, a public telephone is brought onboard. Anyone can make calls to any country from these telephones.
• It rests with the Master to ensure that all long-distance calls from the ship are recorded in a telephone log and charged to the person who makes them.
• The telephone log must record the caller, number called, the time involved, and the cost of the call.
• If the telephone is attended by a watchman from shore, he needs to keep the telephone log and provide a copy of the crew list to the watchman.

9.2 Information to Crew

• Information about customs regulations, smoking, traffic in the dock zone, landing cards, etc., should be shared with crew members as early as possible.

9.3 Board Showing Time of Departure

• A display board is required showing the ship's estimated time of departure and end of shore leave to be displayed at the gangway or on the ship’s notice board.

9.4 Repairs to Machinery

• The Chief Engineer must not start any work that will make engines or vital auxiliaries inoperative without obtaining the Master's consent and local authority's approval.

9.5 Supplying Information to Outsiders

• During inward or outward clearance, the Masters of our ships are required to give some routine information to the port authorities and others entitled to such information.

9.6 Information About Next Port of Call

• Before leaving port, the Master must check that the ship possesses adequate approach and harbour charts for the next port.
• All necessary information about the next port of call should be obtained before departure.
• If re-directed while at sea, the Master must immediately check whether adequate information is available about the next port of call.

9.7 Testing of Ship’s Safety Systems

• Any testing requires permission from both the Master and the Chief Engineer.