5.14 THE PRE-TRANSFER CONFERENCE OR KEY MEETING

When the pre-transfer inspections of the ship have been completed, the chief officer is ready to conduct the conference or meeting with the terminal representatives. The chief officer, one or more of the ship's cargo watch officers and the pumpman should attend the meeting. The owner's marine supervisor will also attend, if available. The purpose of the meeting is to exchange information necessary for the ship and shore terminal personnel to conduct the discharge operation safely.

5.14.1 Information to be obtained
The chief officer should obtain from the shore terminal representative(s) the following information:
1 Shore cargo system information, including the:
• Number and size of shore lines to be used to receive the ship's cargo.
• Length of shore lines.
• Number of shore tanks to be discharged to, the altitude of the tanks and the level of cargo in each.
• Type of floating roof installations in cargo tanks.
• Maximum cargo pressure and transfer rates allowed.
• Shore pipeline displacements before, between and after discharging grades.
• Cargo loading stops required for shore tank changes or sampling and testing.
• Availability of shore booster pumps and the minimum pressure which must be provided by the ship to operate them.
2 Number and sizes of hoses/arms to be used.
3 Operating envelope of the loading arms and any freeboard restrictions imposed.
4 The communication system to be used and phrases/signals to be used for:
• Advising the ship/shore person in charge of the need to stand by.
• Stopping the transfer (while on standby).
• Emergency stop.
• Other emergencies, such as spill, fire, electrical storms, mooring failure, etc.
5 Emergency telephone numbers of terminal management personnel, local hospitals and police and fire services.
6 A copy of any particular facility regulations and local rules which must be observed by the vessel.
7 Estimated time that the shore terminal will be ready to receive cargo.
8 Shore berth manning and shift arrangements.

5.14.2 Information to be provided to the terminal
The chief officer should supply the terminal representative with:
1 A copy of the stowage plan indicating cargo distribution within the ship.
2 A copy of the cargo discharge, COW and ballasting plans.
3 Information regarding the last cargo(es) carried and method of tank preparation used to prepare for the current cargo(es).
4 Maximum discharge rates anticipated for starting, routine discharging and stripping tanks.
5 Operation of the inert gas generator system.
6 Material safety data sheet for the cargo(es) on board.
7 Proposed sequence of discharging (if multiple grade cargo).
8 Procedure for changing grades of cargo.
9 Any tank washing/flushing to be performed.
10 Ship's contingency plan or vessel response plan for responding to an oil pollution incident.
11 Bunkering and storing operations anticipated.
12 Crew watch manning and shift arrangements; crew changes to be conducted.
13 Vessel repairs to be completed while alongside.

With multi-grade cargoes, a clear agreement must be reached on the procedures to be employed to avoid cargo contamination. These procedures must be included in the chief officer's cargo orders or night orders.
Record the names and employers/clients of all personnel attending the pre-transfer conference.

5.14.3 Revised discharging plan
Based on the information gathered during the conference with the terminal representative(s) the chief officer may amend his bar chart, time diagram of the discharge, COW and ballast operations. He should review the time diagram with the master and after any necessary revisions provide a copy to the shore terminal and post a copy in the CCR.

5.14.4 Notice of readiness
See section 3.7.