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.
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.
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
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.