Section 6.5 Pre-Loading Surveys (Condition of Holds, Equipment)
Even after meticulous hold cleaning, successful external inspections, and comprehensive stability calculations, a final series of pre-loading surveys and checks by the ship’s staff is an indispensable step in ensuring a safe and efficient cargo operation. This internal due diligence, led by the Master and Chief Officer, serves as the vessel’s own final quality control, verifying that the holds remain in the required condition and that all shipboard equipment essential for the forthcoming loading operation is fully functional and ready. These surveys are not just a formality; they are a practical demonstration of the vessel’s preparedness and can identify any last-minute issues that might have arisen or been overlooked.
1. Purpose and Scope of Shipboard Pre-Loading Surveys:
The primary purposes of these internal pre-loading surveys are to:
Confirm Final Readiness: Verify that the cargo holds, despite previous cleaning and inspections, remain in the exact condition required for the specific cargo about to be loaded, right up to the point of commencement.
Verify Equipment Operability: Ensure that all ship’s equipment directly or indirectly involved in the loading process is in good working order and configured correctly.
Enhance Safety: Identify and mitigate any potential safety hazards in the cargo holds or on deck related to the upcoming operation.
Prevent Delays and Disputes: Catching any deficiencies internally before loading starts can prevent them from being flagged by shore personnel (stevedores, terminal operators, shippers), which could lead to delays, work stoppages, or disputes.
Reinforce Crew Vigilance: Involving the crew in these final checks reinforces a culture of attention to detail and shared responsibility for safe cargo operations.
Provide a Baseline: Documenting the condition of holds and equipment immediately prior to loading can be valuable evidence if any issues or damages are alleged to have occurred during the loading process.
Scope: These surveys typically cover:
The physical condition of the cargo holds.
The operational readiness of hatch covers.
The functionality of bilge systems within the holds.
The status of hold ventilation systems.
Safe access to and within the holds.
Readiness of deck machinery relevant to mooring and, if applicable, cargo handling.
Adequacy of lighting for night operations.
Availability and readiness of relevant safety equipment.
2. Internal Shipboard Survey Team and Timing:
Who Conducts: Primarily the Chief Officer, who has direct responsibility for cargo operations and hold preparation. The Master should, where practicable, also participate or at least review the findings. The Bosun and relevant deck ratings may assist.
Timing: These checks should be conducted as close as reasonably possible to the commencement of loading. This might be:
After external surveyors have completed their inspections and declared the holds fit (as a final ship’s verification).
If there’s a delay between external inspection and the actual start of loading (e.g., waiting for cargo, berth congestion), a re-check is prudent to ensure conditions haven’t changed (e.g., due to condensation, dust settling).
Immediately before opening hatches to receive the first parcel of cargo.
3. Key Areas and Items to Inspect (Ship’s Own Final Check):
This internal survey is a comprehensive sweep, re-confirming critical aspects:
A. Cargo Hold Condition (Final Verification):
Cleanliness: A final visual check to ensure no new contaminants have entered the hold (e.g., windblown debris, rust particles dislodged by vibration, bird droppings if hatches were briefly opened). Confirm it still meets the specific standard (Grain Clean, Hospital Clean, etc.).
Dryness: Verify holds are completely dry, especially if loading moisture-sensitive cargo. Check for any signs of new condensation or minor leaks.
Odors: Ensure no new or lingering odors are present.
Loose Objects: A thorough search for any tools, cleaning equipment, rags, timber, or any other foreign objects inadvertently left behind in the holds. These could contaminate the cargo or damage handling equipment.
Bilge Wells: Confirm bilge wells are clean, dry, and strum boxes are clear and correctly fitted.
Tank Top Condition: Final check for any damage or debris on the tank top.
Frame/Bulkhead Integrity: A quick visual scan for any fresh, obvious damage to frames or bulkheads that might have occurred since previous inspections (unlikely, but part of due diligence).
B. Hatch Covers and Sealing Arrangements:
Readiness for Opening: Ensure all securing cleats, wedges, and hydraulic/electric systems are ready for operation.
Sealing Surfaces (Coaming Compression Bars and Rubber Gaskets): A final visual check for any debris or damage that could impede proper sealing after loading is complete. This is more about post-loading weathertightness but is a good final check of the general area.
Drain Channels and Valves: Ensure coaming drain channels and their non-return valves are clear.
C. Bilge System in Holds:
Suction Test (if not recently done or if there are doubts): Briefly test bilge suctions from each hold to ensure lines are clear and pumps are drawing.
Non-Return Valves: While harder to check directly without specific tests, be mindful of their importance, especially if adjacent holds will carry different cargo parcels or if one hold might be ballasted later.
D. Hold Ventilation Systems:
Closures: Confirm all ventilation openings (cowls, louvers, flaps) are in the correct position (open or closed) as required for the initial stage of loading and for the specific cargo. Ensure their closing devices are functional for securing after loading.
Flame Screens (if fitted and required for the cargo): Verify they are clean and undamaged.
E. Ladders and Access to Holds:
Integrity and Security: Ensure hold access ladders are secure, undamaged, and free from obstructions.
Lighting for Access: If personnel need to enter holds during loading (e.g., trimmers, though increasingly less common), ensure adequate and safe lighting for access points.
F. Deck Equipment for Cargo Operations:
Mooring Winches and Lines: Confirm mooring lines are properly tended and winches are operational to maintain the vessel’s position alongside the berth during loading, especially as drafts and trim change.
Ship’s Cranes (if a geared vessel and ship’s gear is to be used by stevedores or for specific tasks like opening/closing hatches not fully automated):
Final operational check (hoist, luff, slew).
SWL clearly marked and understood.
Safety devices (limit switches, emergency stops) functional.
Area around crane clear.
Gangway/Accommodation Ladder: Securely rigged and safe for access.
G. Lighting for Cargo Operations:
Deck Lighting: Ensure all deck lights illuminating the work area, hatch coamings, and access ways are operational, especially if loading will continue into hours of darkness.
Hold Lighting (if fixed): Check functionality if it’s intended to be used (though often shore-based or portable lighting is primary during loading).
H. Safety Equipment Readiness (Relevant to Cargo Operations):
Fire-Fighting Equipment: Portable extinguishers on deck readily available. Fire main pressurized or fire pumps ready for immediate start.
Emergency Stops: For conveyors or loading arms (if part of ship-shore interface), ensure ship’s crew know their location and operation.
First Aid Equipment: Easily accessible.
Communication Equipment: Walkie-talkies or other communication systems between deck, CCR (if applicable), and ship’s office are charged and functional.
4. Documentation and Reporting of Internal Surveys:
Logbook Entries: It is good practice for the Chief Officer to make an entry in the deck logbook or a dedicated cargo log confirming that a pre-loading survey of holds and relevant equipment was conducted, noting the date, time, holds inspected, and their condition (e.g., “Holds 1-5 inspected, found clean, dry, and ready in all respects for loading [cargo name]”).
Checklists: Using a standardized pre-loading checklist can ensure all critical items are covered. The completed checklist, signed by the Chief Officer and perhaps reviewed by the Master, becomes part of the voyage records.
Photographic Evidence: Taking photographs of the prepared holds immediately before loading commences can be extremely valuable evidence of their condition, especially if disputes arise later regarding cargo contamination alleged to have originated from the ship.
5. Addressing Deficiencies Found at This Stage:
If this final internal survey reveals any deficiencies (e.g., a tool left in a hold, a patch of dampness, a malfunctioning light), they must be addressed immediately before loading into that specific area or using that piece of equipment.
Minor Issues: Can often be rectified quickly by the ship’s crew (e.g., removing a forgotten rag, drying a small damp spot, replacing a bulb).
More Significant Issues: If a more serious issue is found (e.g., a piece of equipment critical for loading is inoperative, or a hold condition is found to be suddenly unacceptable), the Master must:
Halt any plans to load into the affected area.
Inform the terminal, shippers, and agents of the issue and the potential delay.
Arrange for prompt rectification.
Re-inspect thoroughly after rectification before authorizing loading. This proactive approach, even at the last minute, is far preferable to starting loading and then having to stop due to a ship-related issue.
6. The Master’s Final Walk-Around and Authorization:
Before giving the final “all clear” to commence loading, it is prudent for the Master, if circumstances permit, to conduct a personal final walk-around of the relevant deck areas and perhaps view the open holds. This provides a final opportunity for the Master’s experienced eye to catch anything amiss. The Master’s ultimate authorization to begin loading signifies their satisfaction that all pre-loading preparations, including these final surveys, have been completed satisfactorily and that the vessel is ready and safe to receive cargo.
Analysis for the Master (Pre-Loading Surveys): These final internal checks are a critical part of the Master’s due diligence.
Ownership of Readiness: While external surveyors provide certification, the ship’s own survey reinforces the vessel’s responsibility for its condition.
Last Line of Defense: This is the last opportunity to catch and correct any issues before they impact the cargo or the operation.
Demonstrates Professionalism: A thorough internal pre-loading check reflects a high standard of shipboard management.
Reduces Risk: By ensuring all equipment is functional and holds are truly ready, the risk of operational problems, delays, and safety incidents during loading is significantly reduced.
Contributes to a Smooth Start: A well-prepared ship allows for a smooth and efficient commencement of loading operations.
The ship’s own pre-loading survey is the culmination of all preparatory efforts. It is a testament to the crew’s diligence and the Master’s commitment to ensuring that every cargo operation begins on a foundation of safety, readiness, and professionalism. It is a proactive step that can save significant time, money, and potential trouble down the line.