Manual : OMA

OMA – 06 Prepared by : AP
Hand Over Notes - Deck-Engine Approved by : VK
Revision : 0
Vessel Name: ELLIE M

Signing – off Officer’s Name/Rank: DEDHIA, DEEPESH VASANT / Chief Officer

Signing – on Officer’s Name/Rank: TUN LIN OO /Chief Officer

Date: 07th Nov 2022

Place: At Sea.

Welcome onboard M/V ELLIE M. The good vessel is presently being commanded by
Captain MD MAHMUDUL HASAN. This vessel is owned by ‘ELLIE M SHIPPING CO LTD’ and
is managed by ‘Campbell Shipping Company Ltd., Bahamas.’ She was delivered on 12 th Nov
2001 by KANASASHI CO. LTD TOYOHASHI, Japan. This is a handymax bulk carrier, 52510.0
DWT with 5 holds and 4 cranes. Ships is Classed with LR. Class changed lately at Dry dock
in February 2020

CURRENT/NEXT VOYAGE:
Next voyage not yet confirmed. (Presently vessel sailing to Conakry for discharging Cement
Clinker of 41195.02MT)

SURVEYS – AUDITS:
1) Renewal Audit of ISM/ISPS/MLC carried out on 8th June 2021 by class
2) Flag inspection completed on 07th January 2022.
3) PSC in Conakry carried out on 16th Jun 2022.
4) VTM inspection completed on 30th Apr 2022.
5) IDWAL inspection carried out on 09th Sept 2021
6) Class Annual Survey carried out on 26th Aug 2022 is still pending.
DECK MACHINERY:
The hydraulic pumps for hatch covers are located in the No.3 mast house port side. There
is no Emergency Hatch opening pump provided on-board. Hydraulic pump for
windlass/fwd winches is in Bosun store fwd and aft mooring winch pump is in steering
gear room. There is no cooling water system for both the pumps. Both pumps are air
cooled. Care must be taken to start ventilation fan and not to run the pumps idle for long
durations. In cold weather condition it is advisable to start the pumps 20 min prior use.
Both the fwd pumps have been overhauled in present dry dock and oil leaks of the
joysticks have been rectified, But still slight leakage observed and same have been
reported to CH Engg, he’s working on the same. Some steel repair work is carried out on
both fwd and winches in dry dock. At many places badly corroded hydraulic lines has been
replaced by yard during dry dock and by ship’s staff during sailing, condition of hydraulic
line is satisfactory. Hatch cover operating blocks are also being replaced with new ones in
dry dock. The badly corroded and broken brackets for the hydraulic service line and air
lines are being replaced with new ones and few more are remaining.

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 Manual : OMA
OMA – 06 Prepared by : AP
Hand Over Notes - Deck-Engine Approved by : VK
Revision : 0
Regular greasing/lubricating is being carried out as per PMS.

MOORING WINCH AND WINDLASS:

Fwd mooring winch port side warping drum is a new one fitted in dry dock. The stbd side
warping drum is old one. (Requisition raised for the same)
Fwd Port side windlass break liner has been changed on 15.03.2022. and stbd side
mooring winch liner changed on 27.05.2022. Vessel have spares for Windlass & mooring
winches break liners, all liners are in satisfactory condition. Some steel repair/renewal
work is pending on aft mooring winch, I will try to complete the job before arrival Conakry
for any reason if unable to do (will show you once onboard the steel part to be renewed).

DECK CRANES:
This ship is fitted with 4 electro hydraulic deck cranes of 30.5 t SWL each. All cranes are in
good working condition. Deck crew are well aware of the operations. Regular
greasing/lubricating is being carried out as per PMS. All 4 cranes oil leakage issue is there
and has been checked by engine staff to rectify. No 3 crane lever is hard, 2 nd engineer and
chief engineer is being informed of same. No. 1, 2 3 & 4 crane sheaves, slew bearing,blocks
have been greased Jul-2022, wires are greased in Jul 2022. All deck cranes load test has
been carried out in dry dock with satisfactory results.

GRABS:
Vessel received 3 SMAG grabs at dry dock in Feb 2020. No.1,2 & 3 grabs are operational.
Spare grab wire kept in crane no 1 mast house stbd side. Grab greasing of all hinges pins
and joints, wires were carried out in Oct 2022.All 3 grabs were repaired at dry dock by
yard staff. Working in order.

BALLAST/ HOLD BILGE OPERATIONS:

This ship is fitted with two ballast pumps. Each with a capacity of 750 m 3/hr. Stripping is
done using the educator stripping line. There is a common educator for stripping and
bilges pumping out. Presently de-ballasting operation takes time as the rate of discharge
400 to 440m3/hr, always check the loading operation time and de-ballast accordingly.
Ballasting and Deballasting done through BWTS .
There are 5 sets of TSTs and 5 sets of WBTs plus FPT & APT. DB tank valves are situated
inside the duct keel and valve operating panel in the engine room. TST filling valves are
situated on the main deck port and stbd side. Ballasting of TSTs is carried out using Ballast
pump/sea water pump. Now BWTS is being installed on board. All TST dump valves are
removed by ship staff in dry dock and new valves are installed to transfer water from TST
to DB tanks all valves has been tried out and working satisfactory. ALWAYS REMEMBER
TO PUMP OUT DB TO MIN 100CMS AND THEN TRANSFER THE WATER OF TST TO DB BY
THE CONNECTION VALVES. All ballast tanks and fresh water tanks have been inspected
along with Lloyd’s surveyor and UTM in dry dock, many places steel has been renewed.
Setting up of bilge and ballast lines are done by engineers. No.3 hold is the designated
ballast hold (heavy ballast). Ballast wells are situated in the centre of the hold on tank top.

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 Manual : OMA
OMA – 06 Prepared by : AP
Hand Over Notes - Deck-Engine Approved by : VK
Revision : 0
Please refer to the stability and hydrostatic booklet for information related to ballasting
cargo hold no.3.
Cargo hold bilge pumping out operation is done through the eductor system using
eductor. Cargo hold bilge NRV are renewed in May-2022 . All cargo hold bilges valves
needs to be overhauled and no4 bilge to be renewed new NRVs, requisition has been raised
for no5 and same will be supplied in due time. The NRVs for cargo hold No.4 and No.5 do
not hold and lines must be blanked after hold cleaning to prevent water entering into the
cargo holds. Please open the blank only while using the hold bilges, otherwise keep the
lines blanked at all times to prevent ingress of water into cargo holds.
Keep aft most bilge valve open and drain all the line water into the bilges.
Thereafter only you must dry other cargo hold bilges.

BALLAST WATER MANAGEMENT:

Ballast water management system (BWMS) is installed in dry dock April 2022. The system
installed is Alfa Laval Pureballast 3.2 500 1000 STD (Bulker fit configuration) treatment
method (D2) Filtration + UVR capacity 500/1000m3/Hr. Ballasting flow rate should be
500m3/Hr and deballasting flow rate should be 1000m3/Hr. Approved copy of ballast
management plan is in master’s cabin.
HATCH COVERS / HOLDS:
The hatch covers are “McGregor” jack knife folding type. All hatch cover area repaired in
dry dock (steel renewal),hatch cover top have been hydro blasted and painted Jun-2022.
Cargo holds are in satisfactory condition as in dry dock all cargo hold are being hydro
blasted and painted. Australian ladders Guards have re welded at many places in all holds.
Broken steps, fenders and some railings of both vertical and Australian ladder is been
repaired in yard (dry dock). All hatch covers chalk test and routine hose test has been
carried out will show you the report. All Hatch cover rubber packing is renewed in dry
dock. We have one set of rubber packing for all hatch covers (received extra in dry dock)
The hatch covers have 2 ‘gas sampling points’, one port and one stbd. Each hold is provided
with a temperature pipe marked and stencilled. Most of the sounding pipes and caps are
renewed and are in good condition.
Most cargo hold natural vents are in good condition renewed in dry dock and few need to
be renewed we have onboard full readymade vents frame louvers and mesh.
New Booby hatch covers are fitted in dry dock, all bobby hatch covers rubber packing has
been renewed.

HOLD CLEANING:
Holds are to be cleaned as per the charterer’s instructions. Deck crew get USD 225.00 per
normal hold cleaning / USD 300.00 per hold if chemical is used for cleaning. The
cleaning money is to be distributed equally among participating deck crew including deck
cadets.

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 Manual : OMA
OMA – 06 Prepared by : AP
Hand Over Notes - Deck-Engine Approved by : VK
Revision : 0
GAS METERS & OTHER EQUIPMENT:
Vessel has 3 multi gas detectors out of which 2 are along with computerized calibration
instrument and span gas. After each calibration, you can print out Calibration Certificate.
Hence the annual calibration of multi-gas detectors is to be done on-board. 1 of the 2 gas
detector showing O2 sensor failure.
No.1- Last Annual Calibration done on 19 Aug 2022. Next due on 18 Aug 2023.
No.2- Last Annual Calibration done on 27 Sept 2022.Next due on 26 Sep 2023.
No.3- New received in dry dock. This gas meter does not require calibration it is
valid for 3 yrs. The certificate is in master’s file.
Span gas 2 bottles kept in plan locker ships office rcvd on 03.03.2022 will show you
the location personally.

ANCHORS / MOORING ROPES &WIRES:

Both the windlasses have been regularly greased, brakes are in good condition, Chain
locker steel is fully renewed in dry dock. There is no bitter end for both anchor end link is
attached at the bottom of both anchor chain. Both the chain lockers are de-mucked and
painted. Marking of Stbd/Port anchor cable carried out by yard in dry dock.
‘Emergency Towing Booklet’ has been prepared for this ship with a copy placed in the
forward Bosun store, Master’s cabin & Bridge.
The spare crane wires are kept in the Forecastle Store.

As per company policy, vessel is expected to have four spare mooring ropes, 2 spare
crane hoisting wires and 1 spare crane luffing wire.1 luffing and 1 hoisting wire is
spare.

BRIDGE EQUIPMENT:

All Bridge Equipment are working satisfactorily. Both the GPS are renewed & working
satisfactorily. Annual Survey of Radio Equipment’s carried out on 27 th Aug 2022 at
Aughinish. Gyro annual servicing carried out on 27 th Aug 2022 at Aughinish. The magnetic
compass is working fine, no bubble has been observed. All GMDSS Equipment are in good
condition. SSAS is incorporated with Sat-C. SSAS last test was carried out on 29th Oct 2022.
The procedure to test SSAS is posted on bridge. New X band radar was installed on
15.03.2022 in dry dock.
BNWAS is operational and needs to reset the alarm every 12 min.
This ship is paper less ship and using TRANSAS ECDIS. Equipped with 2 ECDIS.

PERSONAL COMMUNICATION

Vessel is fitted with KVH communication and internet is available. Top-up cards can be
purchased from second officer.

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 Manual : OMA
OMA – 06 Prepared by : AP
Hand Over Notes - Deck-Engine Approved by : VK
Revision : 0

ISM CODE / FILING / PAPER WORK:

All the files maintained by Chief Officer are as per the company requirement and all in
order. All the duties of Chief Officer as per ISM are mentioned in ‘Safety Management
System Manual Chapter 5 Deck Operations
Capt. Venkat Kesav is the ‘Designated Person Ashore (DPA)’ while Mr. Warren
Armbrister is the ‘Company Security Officer (CSO)’.
All drills are to be recorded in the logbook & same to be entered in PAL system by 3 rd
Officer.
All the ISM files are up to date. Third Officer does the familiarization of the new joiners.
MTS CBT is installed in the Ship’s office.
Rest Hrs:-
I have went through all the inspections and all external authorities checking the rest
hrs very carefully i.e. matching with bell book/drills timing / Arr & dep
timing/pilotage, Please make sure every day actual rest hrs to be filled and plan the
work accordingly.
All Crew Rest Hours records are being maintained in PAL.

Please go through the list of paper work to be maintained by Chief Officer. All the files for
your paper work are saved in common sharing folder and in ship’s office computer under
the Chief Officer folder & will show you once on-board.

Following documents are required to be sent to the Office at the end of each month:
1. VOM-14—COSMETIC UPGRADATION
2. VOM-12 (C/E, 2/O, 3/O have their data to fill up) (email)
3. Near Miss 3-4
4. VOM-12- Monthly reporting. (Discontinued from the month of Sept 2022)
5. VOM-15 –Cargo gear checks.
6. Crew overtime summary.
7. Record of rest hours.
8. Tank inspection report if any.

Daily Cosmetic up gradation report for the Riding Squad is to be sent at the end of each day
without fail.
Also weekly work done –VOM-13 to be sent to Ship manager through the Master
every Sunday.

Additionally a cosmetic report is to be sent to the owner every quarter or as

requested. Please take multiple pictures of every job prior commencement and upon
completion to populate and submit in the report. Power point presentation format
has been made and sent to office in last week of every quarter month. same can be
followed for future reports.

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 Manual : OMA
OMA – 06 Prepared by : AP
Hand Over Notes - Deck-Engine Approved by : VK
Revision : 0

ISPS:

As per the company’s ‘Ship Security Plan’, Chief Officer is the designated ‘Ship Security
Officer (SSO)’. Our ‘Company Security Officer (CSO)’ is Mr Warren Armbrister. Other than
coordinating the security duties, the other duties of the SSO are detailed in SSP Chapter 4,
page 7, section 4.7. Please go through the SSP. Original copy is kept with the master. All the
ISPS Drills are being carried out as per the Company’s schedule. All documentation is
followed as per the SSP. Please make sure only company forms are used for records filing.
Records files are kept in deck office under lock and key. All the crew and Officers are well
conversant with their security duties. Usually in ports, Duty Officer is accompanied by two
ratings at all times. The strength of personnel can be increased as per the security level.
All the spare keys are kept with the Chief Officer. Security tags are kept under chief officer
custody and need to maintain proper inventory. All arrangements made on deck for
attaching security tags to manholes and booby hatches. The form HSSE-26– security tags
record to be kept updated whenever security tags are being used.
Vessel has spare Razor wires and angle bars kept in Forepeak store required for HRA
transit.
Vessel presently at security level - 1.

COMPANY MANUALS – SHIP’S PLANS:

All company manual are maintained in PAL under the QDMS module. Please go through
them to familiarize yourself with the company procedures. Ship’s plans/ drawings are kept
in ship’s office. Vessel has soft copy of manuals but some of them are missing.

COMMITTEES ON BOARD:

As per Company’s policy, following committees have been formed on this ship:

HSSE Committee: Meeting to be conducted with all crew once a month to discuss matters
related to Health, Safety, Security and Environment and Welfare on board. As per the HSSE
manual, 2nd Officer & 4th Engineer are the Safety Officers on board.

Management Committee: Meeting to be conducted once a month among the senior

officers to review and improve management on board the vessel.

Mess Committee: Meeting is held monthly chaired by Master and includes 2 nd officer, 4th
Engineer, Bosun and Chief Cook

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 Manual : OMA
OMA – 06 Prepared by : AP
Hand Over Notes - Deck-Engine Approved by : VK
Revision : 0

LSA / FFA:
All the LSA – FFA on board are in good condition. Regular drills are being conducted as per
company requirements. 3rd Officer maintains ‘LSA-FFA maintenance record’. Regular
checks are done and reports are filed for the same. All fire Hoses have been pressure tested
in month of Jan’2022. All leaking hoses were renewed with new ones. Life boat completed
Annual inspection on 27th Aug 2022.

Port and Stbd Life boat hook release and retrieval system wire, Davit and fall wire has been
renewed on 23rd October 2020 for port side life boat and for stbd side 23 rd April 2022.
Spare wire has been rcvd at dry dock and kept in carpenter store.
Please that the brake assembly of both the life boats are not in good condition.
Included in the COC awaiting spares.
All Fire extinguishers Ship staff annual inspection conducted in Oct 2022.
Sprinkler system also tested after renewing the pipeline inside the paint store in
09th Oct 2022. Found in good order.
All LSA/FFA annual servicing & Inspection carried out in Aug 2022 at Aughinish.
New BA compressor has been rcvd at dry dock.

LOADICATOR: Loadicator is working satisfactorily and is to be checked for performance

every month and test print out filed. The programme is simple and user friendly. The
loading manual & grain stability booklet is kept in ship office. Approved copies are with the
Master. One CD of the loading software is with the Master.

CREW:
Normal working hours for the crew are daily from 0600-0730, 0800-1200, 1300-1730 hrs.
Each crew to work 10 hours a day in normal working days. The fixed overtime is 109 hrs. –
try not to exceed 109 hrs. Hold cleaning bonus for deck crew US$ 225 each hold. Hence
they will get US$ 225 x 5 Holds = US$ 1125which is to be equally divided amongst
participating crew. In case of chemical wash $300 * 5 = 1500 $ which is to be equally
divided.
The riding squad are strictly to be used for Cosmetic up gradation work and not
involved in any other shipboard operations.

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 Manual : OMA
OMA – 06 Prepared by : AP
Hand Over Notes - Deck-Engine Approved by : VK
Revision : 0

DEWATERING SYSTEM:
There is a ‘Dewatering System’ for the Bosun store & chain locker. Eductor for the
system is situated forward. Eductor drive valve to be operated from the Bridge. Rest valves
in Bosun store are of manual. Dewatering system tried out each month.

MISCELLANEOUS:
Garbage Management Plan is strictly followed. All the drums have been stencilled and
colour coded for segregation. Inform Chief Cook & Bosun about the disposal. All the
certificates of garbage disposal ashore are filed in the Garbage Log (file maintained in the
office). Garbage record book is kept on Bridge and updated regularly. Garbage
management plan is kept in ship office. Garbage compactor is fitted on the D- deck but it’s
not working properly.

Cosmetic and Renewal jobs plans have been made and same can be discussed once you
are on board.

Passwords:
Ship’s office computer: EllieM2022
Loadicator: EllieM/854

COVID-19
There are several restrictions in place due to COVID. We will make are best efforts to ensure a
safe and smooth handing over for all crew members. The safety precautions on board will be
briefed to all crew upon your arrival.

Welcome to Ellie M! and wish you bon voyage with favourable winds and smooth seas.
Safe Travels.

This is to confirm that above hand-over notes have been read and understood by both
officers:

Name/Rank Signature Date

Signing – off DEDHIA DEEPESH VASANT
Signing – on TUN LIN OO
Master CAPT. MD MAHMUDUL HASAN

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