8        REPORTING

8.1       General

 

            The following reporting requirements areis based upon a paper-documented approach.  However, the same information can be provided in an electronic medium upon agreeing the format with the ER and the EPD.  All the monitoring data (baseline and impact) shall also be submitted in diskettes in a format agreed by the ER and the EPD.

 

8.2       Baseline Monitoring Report

 

            The ET Leader shall prepare and submit a Baseline Environmental Monitoring Report (where appropriate) within 10 working days of completion of the baseline monitoring.  Copies of the Baseline Environmental Monitoring Report shall be submitted to each of the four parties: the Contractor, the IEC, the ER and the EPD.  The ET Leader shall liaise with the relevant parties on the exact number of copies they want.  The form and content of the report and the representation of baseline monitoring data shall be in a format to the satisfaction of the EPD and include, but not be limited to the following:

 

a)         Up to half a page executive summary

b)         Brief project background information

c)         Drawings showing locations of the baseline monitoring stations

d)         An updated construction programme with milestones of environmental protection/mitigation activities annotated

e)         Monitoring results (in both hard and diskette copies) together with the following information:

-           monitoring methodology;

-           name of laboratory and type of equipment used and calibration details;

-           parameters monitored;

-           monitoring locations (and depth);

-           monitoring date, time, frequency and duration; and

-           QA/QC results and detection limits

f)          Details on influencing factors, including:

-           major activities, if any, being carried out on the site during the period;

-           weather conditions during the period; and

-           other factors which might affect the results

g)         Determination of the Action and Limit Levels for each monitoring parameter and statistical analysis of the baseline data

h)         Revisions for inclusion in the EM&A Manual

I)          Comments and conclusions.

             

8.3       EM&A Reports

 

            The results and findings of all EM&A work required in the Manual shall be recorded in the monthly EM&A reports prepared by the ET Leader. The EM&A report shall be prepared, endorsed by IEC and submitted within 10 working days of the end of each reporting month, with the first report due in the month after construction commences.  A maximum of 4 copies of each monthly EM&A report shall be submitted to each of the four parties: the Contractor, the IEC, the ER and the EPD. Before submission of the first EM&A report, the ET Leader shall liaise with the parties on the exact number of copies and format of the monthly reports in both hard copy and electronic medium requirement. 

 

The ET Leader shall review the number and location of monitoring stations and parameters to monitor every 6 months or on an as needed basis in order to cater for the changes in the surrounding environment and nature of works in progress.

 

8.3.1    First Monthly EM&A Report

 

The first monthly EM&A report shall include at least but not be limited to the following:

 

(a)        Executive summary (1-2 pages)

-           Bbreaches of Action and Limit levels

-           Ccomplaint log

-           Nnotifications of any summons and successful prosecutions;

-           Rreporting changes

-           Ffuture key issues.

(b)        Basic project information

-           Pproject organisation including key personnel, contact names and telephone numbers

-           Cconstruction programme with fine turning of construction activities showing the interrelationship with environmental mitigation measures for the month

-           Mmanagement structure

-               Wwork activities undertaken during the month

(c)        Environmental status

-           Wworks undertaken during the month with illustrations such as location of works

-           Ddrawing showing the project area, any environmental sensitive receivers and the locations of the monitoring stations.

(d)        Summary of EM&A requirements

-           Aall monitoring parameters

-           Eenvironmental quality performance limits (Action and Limit levels)

-           Event-Action Plans

-           Eenvironmental mitigation measures, as recommended in the project EIA study final report

-           Eenvironmental requirements in contract documents.

(e)        Implementation status

-           Aadvice on the implementation of environmental protection and pollution control/mitigation measures as recommended in the project EIA study report and summarised in the updated implementation schedule.

(f)         Monitoring results (in both hard and diskette copies)

-           Mmonitoring methodology

-           Nname of laboratory and types of equipment used and calibration details;

-           Pparameters monitored

-           Mmonitoring locations

-           Mmonitoring date, time, frequency, and duration

-           Wweather conditions during the period

-           Ggraphical plots of the monitored parameters in the month annotated against:

·        the major activities being carried out on site during the period

·        weather conditions that may affect the results and;

·        any other factors which might affect the monitoring results

-               QA/QC results and detection limits

(g)        Report on Non-compliance, Complaints, Notifications of Summons and Successful Prosecutions

-           Rrecord of all non-compliance (exceedances) of the environmental quality performance limits (Action and Limit levels)

-           Rrecord of all complaints received (written or verbal) for each media, including locations and nature of complaints investigation, liaison and consultation undertaken, actions and follow-up procedures taken, results and summary

-           recordRecord of all notifications of summons and successful prosecutions for breaches of the current environmental protection/pollution control legislation, including locations and nature of the breaches, investigation, follow-up actions taken, results and summary

-           Rreview of the reasons for, and the implications of, non-compliance, complaints, summons and prosecutions including review of pollution sources and working procedures

-           Ddescription of the actions taken in the event of non-compliance and deficiency reporting and any follow-up procedures related to earlier non-compliance.

(h)        Others

-           Aan account of the future key issues as reviewed from the works programme and audit of the Contractor’s proposed work methods;

-           Aadvice on the solid and liquid waste management status; and

-           Ssubmission of implementation status pro-forma, environmental protection pro-forma, regular compliance pro-forma, site inspection pro-forma and complaint log, etc, summarizing EM&A of the period.

 

8.3.2    Subsequent EM&A Reports

 

            The subsequent monthly EM&A reports shall include the following:

 

(a)        Executive Summary (1-2 pages)

-           Bbreaches of Action and Limit levels

-           Ccomplaint log

-           Nnotification of any summons and successful prosecutions

-           Rreporting changes

-           Ffuture key issues.

(b)        Environmental status

-            Cconstruction programme with fine tuning of construction activities showing the interrelationship with environmental protection/mitigation measures for the month

-           Wworks undertaken during the month with illustrations including key personnel contact names and telephone numbers

-           Ddrawing showing the project area, any environmental sensitive receivers and the locations of the monitoring stations.

(c)                Implementation status

-           Aadvice on the implementation status of environmental protection and pollution control/mitigation measures as recommended in the project EIA study report, summarised in the updated implementation schedule.

(d)        Monitoring results (in both hard and diskette copies)

-           Mmonitoring methodology

-           Nname of laboratory and types of equipment used and calibration details;

-           Pparameters monitored

-           Mmonitoring locations

-           Mmonitoring date, time, frequency, and duration

-           Wweather conditions during the period

-           Ggraphical plots of the monitored parameters in the month annotated against:

·        the major activities being carried out on site during the period

·        weather conditions that may affect the results and;

·        any other factors which might affect the monitoring results

-               QA/QC results and detection limits

(e)        Report on Non-compliance, Complaints, Notifications of Summons and Successful Prosecutions

-           Rrecord of all non-compliance (exceedances) of the environmental quality performance limits (Action and Limit levels)

-           Rrecord of all complaints received (written or verbal) for each media, including locations and nature of complaints investigation, liaison and consultation undertaken, actions and follow-up procedures taken, results and summary

-           Rrecord of all notifications of summons and successful prosecutions for breaches of the current environmental protection/pollution control legislation, including locations and nature of the breaches, investigation, follow-up actions taken, results and summary

-           Rreview of the reasons for, and the implications of, non-compliance, complaints, summons and prosecutions including review of pollution sources and working procedures

-           Aa description of the actions taken in the event of non-compliance and deficiency reporting and any follow-up procedures related to earlier non-compliance.

(f)         Others

-           Aan account of the future key issues as reviewed from the works programme and audit of the Contractor’s proposed work methods

-           Aadvice on the solid and liquid waste management status.

(g)        Appendix

-           Action and Limit levels

-           Ggraphical plots of trends of monitored parameters at key stations over the past four reporting periods for representative monitoring stations annotated against the following:

i)          major activities being carried out on site during the period;

ii)         weather conditions during the period; and

iii)         any other factors which might affect the monitoring results

-           Mmonitoring schedule for the present and next reporting period

-           Ccumulative statistics on complaints, notifications of summons and successful prosecutions

-           Ooutstanding issues and deficiencies

 

8.4       Quarterly EM&A Summary Reports

 

The quarterly EM&A summary report which should generally be around 5 pages (including about 3 of text and tables and 2 of figures) should contain at least the following information.

 

(a)        Up to half a page executive summary

(b)        Basic project information including a synopsis of the project organisation, programme, contacts of key management, a synopsis of work undertaken and dredging quantities during the quarter

(c)        A brief summary of EM&A requirements including:

-           monitoring parameters

-           environmental quality performance limits (Action and Limit levels)

-           environmental mitigation measures, as recommended in the project EIA study final report

(d)        Advice on the implementation status of environmental protection and pollution control/mitigation measures, as recommended in the project EIA study report, summarised in the updated implementation schedule

(e)        Drawings showing the project area, any environmental sensitive receivers and the locations of the monitoring and control stations

(f)         Graphical plots of the trends of monitored parameters over the past 4 months (the last month of the previous quarter and the present quarter) for representative monitoring stations annotated against:

-           the major activities being carried out on site during the period

-           weather conditions during the period

-           any other factors which might affect the monitoring results

(g)        Advice on the solid and liquid waste management status

(h)        A summary of non-compliance (exceedances) of the environmental quality performance limits (Action and Limit levels)

(i)         A brief review of the reasons for and the implications of non-compliance including review of pollution sources and working procedures

(j)         A summary description of the actions taken in the event of non-compliance and any follow-up procedures related to earlier non-compliance

(k)        A summary record of all complaints received (written or verbal) for each media, liaison and consultation undertaken, actions and follow-up procedures taken

(l)         A summary record of notifications of summons and successful prosecutions for breaches of the current environmental protection/pollution control legislation, locations and nature of the breaches, investigation, follow-up actions taken and results

(m)       Comments (e.g. effectiveness and efficiency of the mitigation measures), recommendations (e.g. any improvement in the EM&A programme) and conclusions for the quarter

(n)        Proponents’ contacts and any hotline telephone number for the public to make enquiry.

 

            Apart from the above, the first quarterly summary report should also confirm that the monitoring work is proving effective and that it is generating data with the necessary statistical power to categorically identify or confirm the absence of impact attributable to the works.

 

8.5       Final EM&A Report

 

            The termination of EM&A programme shall be determined on the following basis:

 

(a)        Completion of construction activities and insignificant environmental impacts of the remaining outstanding construction works

(b)        Trends analysis to demonstrate the narrow down of monitoring exceedances due to construction activities and the return of ambient environmental conditions in comparison with baseline data

(c)        No environmental complaint and prosecution involved.

The proposed termination should be endorsed by the ER, IEC and the project proponent prior to final approval from the DEP.

 

The final EM&A report should contain at least the following information:

 

(a)        An executive summary (1-2 pages)

(b)        Basic project information including a synopsis of the project organisation, contacts of key management, a synopsis of work undertaken during the entire construction period

(c)        A brief summary of EM&A requirements including:

-           monitoring parameters

-           environmental quality performance limits (Action and Limit levels)

-           environmental mitigation measures, as recommended in the project EIA study final report

(d)        Advice on the implementation status of environmental protection and pollution control/mitigation measures, as recommended in the project EIA study report, summarised in the updated implementation pro-formas

(e)        Drawings showing the project area, any environmental sensitive receivers and the locations of the monitoring stations

(f)         Graphical plots and the statistical analysis of the trends of monitored parameters over the construction project for representative monitoring stations annotated against:

-           the major activities being carried out on site during the period

-           weather conditions during the period

-           any other factors which might affect the monitoring results

-           the return of ambient environmental conditions in comparison with baseline data

(g)        Compare and contrast the EM&A data with the EIA predictions and annotate with explanation for any discrepancies

(h)        Provide clear-cut decisions on the environmental acceptability of the project with reference to the specific impact hypothesis

(i)         Advice on the solid and liquid waste management status

(j)         A summary of non-compliance (exceedances) of the environmental quality performance limits (Action and Limits levels)

(k)        A brief review of the reasons for and the implications of non-compliance including review of pollution sources and working procedures as appropriate

(l)         A summary description of the actions taken in the event of non-compliance and any follow-up procedures related to earlier non-compliance

(m)       A summary record of all complaints received (written or verbal) for each media, liaison and consultation undertaken, actions and follow-up procedures taken

(n)        Review the monitoring methodology adopted and with the benefit of hindsight, comment on its effectiveness (including cost effectiveness)

(o)        A summary record of notifications of summons and successful prosecutions for breaches of the current environmental protection/pollution control legislation, locations and nature of the breaches, investigation, follow-up actions taken and results

(p)        Review the practicality and effectiveness of the EIA process and EM&A programme (e.g. effectiveness and efficiency of the mitigation measures), recommend any improvement in the EM&A programme

(q)        A conclusion to state the return of ambient and/or the predicted scenario as per EIA findings

 

8.6       Data Keeping

 

            The site document such as the monitoring field records, laboratory analysis records, site inspection forms, etc. are not required to be included in the monthly EM&A reports for submission.  However, the document shall be well kept by the IEC and be ready for inspection upon request.  All relevant information shall be clearly and systematically recorded in the document.  The monitoring data shall also be recorded in magnetic media form, and the software copy can be available upon request.  All the document and data shall be kept for at least one year after completion of the construction contract.

 

8.7       Interim Notifications of Environmental Quality Limit Exceedances

 

            With reference to Event/Action Plans in Tables 2.2 and 3.2, when the environmental quality limits are exceeded, the ET Leader shall immediately notify the ER and EPD, as appropriate. The notification shall be followed up with advice to ER and EPD on the results of the investigation, proposed action and success of the action taken, with any necessary follow-up proposals.  An interim notification form is shown in Appendix C for reference.