JAPAN P& I CLUBVol.52 November 2021

P&I Loss Prevention Bulletin
The Japan Ship Owners'Mutual Protection & Indemnity Association Loss Prevention and Ship Inspection Department

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P&I Loss Prevention Bulletin

Contents§1 Introduction

2§2 Countermeasures for Maritime Accidents

3

2‒1 Countermeasures for Maritime Accidents (For Each Maritime Accident
Including Those Between Ship and Shore) …………………………………… 3
2‑2 Immediate Launch of Land Support Team …………………………………… 7§3 Oil Spill Response

12

3‑1 Oil Spill Progression Timeline ………………………………………………… 13
3‑2 Oil Spill Spreading Factor……………………………………………………… 19
3‒3 Spreading Preventive Measures ……………………………………………… 21
3‒4 Classiﬁcation of Oil Spills ……………………………………………………… 25
3‒5 Oil Types ………………………………………………………………………… 26
3‒6 Oil Recovery Materials ………………………………………………………… 29
3‑7 Oil Treatment Agents…………………………………………………………… 33
3‒8 Oil Spill Response ……………………………………………………………… 36
3‒9 Oil Spill from a Vessel with a Hole Rupture ………………………………… 40

§4 Case Study of Oil Spillage Accidents

41

4‒1 Oceangoing Vessel Case ……………………………………………………… 41
4‒1‒1 Accident Overview …………………………………………………………… 41
4‒1‒2 Accident Treatment Expense ……………………………………………… 42
4‒1‒3 What Caused the Accident? ……………………………………………… 444‒1‒4 Accident Cause ……………………………………………………………… 48
4‒1‒5 Recurrence Preventive Measures ………………………………………… 55
4‒2 Coastal Vessel Cases ………………………………………………………… 58
4‒2‒1 Accident Overview …………………………………………………………… 58
4‒2‒2 Accident Treatment Expense ……………………………………………… 59
4‒2‒3 Extent of Damage …………………………………………………………… 60
4‒2‒4 What Caused the Accident? ……………………………………………… 61
4‒2‒5 Accident Cause ……………………………………………………………… 65
4‒2‒6 Recurrence Preventive Measures ………………………………………… 69§5 Conclusion

72

References …………………………………………………………………………… 74
Acknowledgement of Provided References and Materials ……………………… 74

P.40 Answer to Quiz ………………………………………………………………… 75
Attachment 1: Oil Recovery Procedure by Oil Type ……………………………… 81
Attachment 2: Flowchart of Oil Spill Response (Example)…………………… 82

Attachment 3: Response Framework to Major Oil Pollution Incidents in Japan(Organisation Chart) ……………………………………………… 83
Attachment 4： Oil Spill Report Form: Sample …………………………………… 84

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P&I Loss Prevention Bulletin§1 Introduction

Image 1 : Imange of Oil Spill Accident

When it comes to oil spills, certain readers may remember the M/V Exxon Valdez incident
which occurred in Alaska. On 23 March 1989, the M/V Exxon Valdez grounded in Alaska,
North America, spilling 10.8 million gallons (approximately 41,000 KL) of crude oil. It isconsidered to be one of the largest human-induced environmental incidents to have everoccurred at sea.
Since then, tankers have been regulated with dedicated ballast tanks and double bottoms,
and the number of spills of loaded oil have been greatly reduced. However, we receive
reports of oil spills every year, and the number of oil spillage accidents show no sign ofsignificant decline. In this guide we will discuss the prevention of oil spills and how todeal with them appropriately.

2§2 Countermeasures for Maritime
Accidents
2‑1 Countermeasures for Maritime Accidents(For Each Maritime Accident Including Those Between
Ship and Shore)
The following is a summary of the common responses to all maritime accidents and notjust oil spills. It goes without saying that it is important to do everything possible to prevent maritime accidents from occurring. However, in the unfortunate event of a maritime
accident, the following two factors can have a significant impact on the safety of the crew,
cargo and the hull of the vessel, as well as the expenses involved in dealing with the accident.

Image 2: Oil Spill Due to Collision

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P&I Loss Prevention BulletinӳմSuitability of initial measuresӳմSkilful handling of the accident afterwards

The main diﬀerence between a maritime accident and a road traﬃc accident or a fire accident on land is that on land, the relevant people can arrive on the site immediately,
whereas with a maritime accident, the Vessel (Master) has to take care of the situation andavoid any detriment to the shipowner from the moment of the accident until the assistanceof the company's Land Support Team, the Japan Coast Guard (JCG) and private organisations have been arranged.
However, in the event of a major accident, such as a collision, fire or oil spillage accident,
the Vessel may be in a state of confusion, and most probably very busy dealing with theimmediate aftermath of the accident. In such cases, it is often diﬃcult for the Vessel tokeep a record of the situation and the details that need to be ascertained in order to ensure
the smooth processing of the accident.
In addition, with today's communication methods such as email and Inmarsat, communication between ship and shore is much faster than in the past. However, if the Supporting
Team on Land (department) has to contact the Vessel repeatedly in order to obtain information on the situation, this may not only result in inaccurate information, but may also
cause further confusion between the Vessel and the department on land.
In the immediate aftermath of a maritime accident, the Master, Chief Engineer (C/E),
Navigation Oﬃcer, Engineer and Supporting Team on Land are all in a state of turmoil.
The initial response is of the utmost importance in order to minimise the damage and facilitate the subsequent smooth processing of the accident. In order to achieve this, theVessel conducts regular drills on board to simulate various accidents, and an emergency
support response team is also formed on shore for joint training between ship and shore.
However, as mentioned above, when a lot of information is exchanged between ship and4

shore via Inmarsat, there are often cases that information does not get conveyed accurately due to mutual misunderstandings and assumptions.
In order to avoid this, each company has its own ISM code and SMS manual (Safety
Management System), which specify how to deal with each type of maritime accident.
It is essential that these trainings and the procedure manuals that have been so carefully
created get to be utilized in accordance with the procedures. In other words, in order toavoid wasting time when checking the situation between ship and shore, it is necessary toestablish in advance an eﬃcient way of dealing with accidents, for example by using
checklists and other forms such as reports. This is a good opportunity to review the relevant parts of the Safety Management System. Key points to be reviewed are as follows:①

Review of check list and reports

In order to eliminate redundant work and to communicate with an accurate and eﬃcientexchange of information, it will be recommended to set up a report form based system
between ship and shore by each type of accident. Using checklists and other documents
as reports can be an option.

②

The following should be noted when reporting to government
authorities
խReport all actual facts concisely.

ӜխDo not report unconfirmed, speculative or extraneous information, or declareӜthat the information is inaccurate.
խIf you have to report about something uncertain, use flexible vocabulary suchӜ

as "approximately" or "about" (this makes it easier to correct the report if you
get more accurate information later).
խIt can be easy to make changes to your report while bearing government au-Ӝthorities in mind, however, even if you do not intend to do so, you are not allowed to report on anything that deliberately distorts or underestimates the5

P&I Loss Prevention Bulletin
facts. It is important to remember that misrepresentation of the facts “brings
nothing but harm”.

③

Paperwork to be done later
When an accident occurs, a number of document exchanges between ship and shore
take place. Also, in the event of reviewing the original paper by picking it out fromthe accumulated papers to check with the contents of a previously sent document, asa result, the order of the documents is often lost or confused at a later date. In order
to avoid this situation, the following are recommendable.
խBe sure to add the date and time on all incoming and outgoing documents (pref-Ӝ

erably with a reference number).
խThe original documents are to be accumulated in separate received/outgoingӜ

document boxes and sorted later.
In the case that you need a document that has already been sent for any reason,
make a photocopy of it on the spot and return it immediately to its original place.
Do not add notes to the original document as an afterthought. In the case that
additionally revised documents are to be added to accumulated docs, a new revised date and time and reference number are to be added for them to be accumulated in the original document box.
Accumulated docs
To be photocopied
Date and time
/Ref.

COPY

Original received docs /copies (inc. outgoing)

In the case that additionallyrevised documents are to be
added to accumulated docs,
a new revised date and ref.
number are to be added.

Figure 1: Document Storage Box

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Date and time/Ref.

2‑2 Immediate Launch of Land Support Team
Once you have received "contact regarding the occurrence of an accident, in the first instance", you need to launch an emergency support response team (the Land SupportTeam) promptly. Records (time, actions, who did it, etc.) will also start from that point.
The launching of the Land Support Team will have been developed in accordance with the
Safety Management System of each company. In the case of launching the Land Support
Team, the main points to be considered are as follows:①

Notification to coastal nation authorities
խWhen receiving contact in the first instance, it is to be confirmed as to whetherӜ

the report originates from the Vessel or from the supporting team on land. If theVessel has already reported the accident, confirm the details of the report (towhom, when and by what means).
խAccording to the above, in the event of a report being made by the Vessel, theӜLand Support Team should instruct the Vessel as to the "nature of the report, towhom it is being reported, and by what method, etc.". It will be better to avoid
using VHF radio communications, if possible.

②

Notifying the insurance company（Hull & Machinery Insurance and P&I
Insurance)

In most cases, it is a telephone call from the Vessel to the Superintendent (SI) in the first
instance. Afterwards, the party on land will convene the supporting team, which may takesome time to assemble if it is during a day oﬀ or at night. In the meantime, the Vessel uses
an emergency checklist to begin assessing the situation and collecting information. Oncethe checklist is available, Hull & Machinery Insurance and P&I Insurance may be contacted.

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P&I Loss Prevention Bulletin
Hull & Machinery Insurance and P&I Insurance have information on various past cases,
so we believe that it is better to consult with them directly.
The items of the checklist above should cover what you are going to confirm, but makesure it includes the following points:
խDate, time and point accident occurs

ӜխAccident typeӜխThe status and situation of the other ship, if anyӜխPossibility of accident involving peopleӜ③Nominating the Shipowner’s agency

Nominating a local Shipowner's agency at the earliest possible opportunity will help tofacilitate any further arrangements. If possible, it is advisable to have the charterer's agent
act as the Shipowner's agent. If diﬀerent agents are selected, there is a possibility of information between them being confused. In particular, depending on the type of operation,
because fuel oil is the property of the charterer, close communication is desirable.
Also, as soon as possible, two representatives from the shipowner or ship managementcompany should be sent to the Vessel: one should be stationed at the ship's agent to act as
a liaison oﬃcer, while the other attend the ship.

④

Arrangement of various surveyors

The appointment of a third party is necessary as disputes are likely to arise at a later dateover the extent of the damage, the cost of ship repairs, the extent of the damage caused by
the oil spill or the burden of responsibility. It should be noted that the term "surveyor" canbe used to refer to any of the following types of surveyor:（1） Hull Damage: arrangement via Hull & Machinery Insurance（2） Response to Cargo Damage or Oil Pollution: arrangement via P&I Insurance（3） Classification Survey (not required if there is no problem with performance8capability): arrangement via shipowner or ship management company（4） Under Water Inspection Survey, if necessary: arrangement via Hull & Machinery Insurance.
This is needed in case of damage below the surface of the hull.
（5）Joint Survey
In the event of a damage accident, the interests of both parties involved in theaccident and the victim are represented in a joint survey arrangement as described above.
In this case, a surveyor arranged by both parties may attend the site and mutually check the extent of the damage (width and depth).
Hull & Machinery Insurance and P&I Insurance are familiar with this type of survey arrangement. If in any doubt utilize the insurance companies to make the arrangements.

⑤

Notify Vessel of arrangement status

Following an accident, a number of interested parties and the media visit the Vessel. In
some cases, the personnel on duty at the time of the accident, including the Master, may
be interviewed in the oﬃces of the authorities.
It is necessary to inform the vessel of the progress of the arrangements, the list of visitors
and know how to deal with them in order to not be at a disadvantage in the aftermath.
The Vessel will verify the identity of the visitor and the purpose for which he or she hascome on board, and will decide if the candidate is to be allowed to get on board to investigate the damage and answer questions. However, there is a limit to what the Master can
do on his own, so as mentioned above, it is advisable to have a member of the Supporting
Team on Land (e.g. SI) on board as soon as possible.
In addition, the Master needs to inform the crew members that the Master (or SI) is the
only person who can respond to them, and that the rest of the crew members should nottell anyone what is going on. A brief summary of these is shown in Figure 2.

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P&I Loss Prevention Bulletin

Supporting Team on Land

The Vessel

The Vessel

Create a list ofvisitors and report
it to the vessel

Check the visitor’s
LGHQWLŵFDWLRQ
at the gangway

Visitors not on the list
are not allowed on
board, except forgovernment authorities

Figure 2: Managing Visitors on Board

Particularly, the following must be thoroughly taken into account:①

Response to government authorities
Respond immediately. Crew members other than the Master will also be interviewed, the findings of which are to be reported to the Supporting Team on Land.

②

Response to Vessel's related parties
To be fully cooperative with any investigation by the Vessel's oﬃcials, including theAttorney, Surveyor and P&I and Hull Insurance representatives.

③ Response to other parties related to the Vessel
If there is a request for disclosure of records, consult with the company or insurer todecide how to respond, rather than relying on the captain's judgment. If forced to doso (permission granted), only show the situation. Do not give any comments or
opinions (especially disapproving ones).
④ Letter of Guarantee or Letter of Undertaking
If there is a need for a submission, prepare in consultation with the insurance company.

10⑤Preparation of a sea [marine] protest and confirmation andinstructions to be included in the Log Book
խThe sea [marine] protest and the Log Book are understood to be irrevocableӜ

oaths. It must be carefully prepared and completed, fully recognising the importance of documentary evidence.
խThe contents of the Chief Engineer's Log Book, Bell Book and checklists shouldӜ

be consistent. Only main points should be recorded in the Log Book.
Naturally, false statements are strictly prohibited. This may have irreversible
consequences. It is also recommendable to have a lawyer prepare a draft via theinsurance company.

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P&I Loss Prevention Bulletin§3 Oil Spill Response
In Chapter 2, “2-1 Countermeasures for Maritime Accidents”, it was explained that an
accurate record be kept of the “situation and the details that need to be ascertained” andthat “the initial response is of the utmost importance”. In particular, in the event of an oil
spillage accident occurring, the following issues should be considered when assessing thesituation.

΍խType and property of oil spillΎխThe location of the spill (e.g. from a hull hole rupture or
deck overflow) and the condition of the spilt site (e.g. thesurrounding environment, particularly in fishing facilities
where the impact of marine contamination is significant)ΏխOil spill spreadΐխAmount of oil spill spread

By assessing the situation and conditions as quickly as possible, a response is decided
upon and removal measures implemented on site. In particular, some types of oil spill can
produce toxic gases which can be harmful to residents of a coastal area. In the event ofsuch types of oil spill, it may be necessary to give priority to oil removal measures, including the evacuation of the area, if necessary, in order to control the oil spill.
When an oil spill occurs at sea, it is almost impossible to take measures to control it using
only the removal and recovery materials equipped on a vessel. Therefore, in order to prevent spreading, it is also advisable to request the assistance of an organisation specialisingin removal operations which will help minimise damage and loss. This chapter describes
the four situations that need to be identified.

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