10.
REPORTING
10.1.1
The
following reporting requirements are 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 EPD.
10.2.1
All
documentation is required to be filed in a traceable and systematically manner.
Site document, such as, monitoring field records, laboratory analysis records,
meeting minutes, correspondences etc., shall be cross-referenced by the ET
Leader and be ready for inspection upon request. All EM&A results and
findings shall be documented in the EM&A reports prepared by the ET and
endorsed by IEC prior to disseminate to the Contractor, ER and EPD.
10.2.2
All
documentation shall be in paper form and/or electronic form (in the format in
agreement with EPD) upon request. All documents and data shall be kept at least
on year after the completion of the construction contract. All submissions
reports, data, and correspondences etc.) shall be liable to use freely for the
purposes of communicating environmental data and the owner of information shall
claim no copyright. Any request to treat all or part of a submission in
confidence will be respected, but if no such request is made it will be assumed
that the submission is not intended to be confidential.
10.3
Baseline Monitoring Report
10.3.1
The
ET Leader shall prepare and submit a Baseline Environmental Monitoring Report
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 ER, the IEC and EPD. The ET Leader shall liaised
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 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 types of equipment used and calibration details;
-
parameters
monitored;
-
monitoring
locations (and depth);
-
monitoring
date, time, frequency and duration;
-
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;
-
other
factors which might affect the results;
(g)
determination
of the Action and Limit Levels (AL levels) for each monitoring parameter and
statistical analysis of the baseline data, the analysis shall conclude if there
is any significant difference between control and impact stations for the
parameters monitored;
(h)
revisions
for inclusion in the EM&A Manual; and
(i)
comments
and conclusions.
10.4.1
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 Contractor’s ET
leader, collated by the IEC and submitted to EPD within 10 working days of the
end of each reporting month, with the first report due in the month after
construction commences. The time
frame for the Contractor’s ET leader’s submission to the Engineer shall be
agreed with the Engineer.
10.4.2
The
Contractor’s ET leader shall review the number and location of monitoring
stations and parameters to monitor every 6 months or on as needed basis in
order to cater for the changes in surrounding environment and nature of works
in progress.
10.4.3
The
Contractor’s ET leader shall rectify any comments on the monthly EM&A
reports made by EPD within one month of the receipt of the comments, unless
otherwise specified by EPD. The Contractor’s ET leader shall also rectify
comments on the EM&A reports by the IEC and ER in the time frame agreed
with the ER and IEC.
First Monthly EM&A Report
10.4.4
The
first monthly EM&A report shall include at least but not limited to the
following :
(a)
1-2
pages Executive Summary
-
Breaches
of
-
Complaint
Log;
-
Notifications
of any summons and successful prosecutions;
-
Reporting
Changes;
-
Future
key issues.
(b)
Basic
Project Information
-
Project
organisation including key personnel contact names and telephone numbers;
-
Construction
Programme with fine tuning of construction activities showing the
inter-relationship with environmental protection/ mitigation measures for the
month;
-
Management
structure; and
-
Works
undertaken during the month.
(c)
Environmental
Status
-
Works
undertaken during the month with illustrations (such as location of works,
percentage fines in the fill material used); and
-
Drawing
showing the project area, any environmental sensitive receivers and the
locations of the monitoring and control stations.
(d)
Summary
of EM&A requirements
-
All
monitoring parameters;
-
Environmental
quality performance limits (Action and Limit Levels);
-
Event-Action
Plans;
-
Environmental
mitigation measures, as recommended in the project EIA study final report;
-
Environmental
requirements in contract documents.
(e)
Implementation
Status
Advice on the implementation status
of environmental protection and pollution control/mitigation measures including
measures for ecological and visual impacts, as recommended in the project EIA
study report, summarised in the updated implementation schedule.
(f)
Monitoring
Results
To provide monitoring results (in
both hard and diskettes copies) together with the following information:
-
monitoring
methodology;
-
name
of laboratory and types of equipment used and calibration details;
-
parameters
monitored;
-
monitoring
locations;
-
monitoring
date, time, frequency, and duration;
-
weather
conditions during the period;
-
graphical
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;
-
any
other factors which might affect the monitoring results; and
-
QA/QC
results and detection limits.
(g)
Report
on Non-compliance, Complaints, Notifications of Summons and Successful
Prosecutions
-
Record
of all noncompliance (exceedances) of the environmental quality performance
limits (Action and Limit Levels);
-
Record
of all complaints received (written or verbal) for each media, including
locations and nature for complaints investigation, liaison and consultation
undertaken, actions and follow-up procedures taken, results and summary;
-
Record
of all notifications of summons and successful prosecutions for breaches of the
current environmental protection/pollution control legislations, including
locations and nature of the breaches, investigation, follow-up actions taken,
results and summary;
-
Review
of the reasons for and the implications of non-compliance, complaints, summons
and prosecutions including review of pollution sources and working procedures;
and
-
Description
of the actions taken in the event of noncompliance and deficiency reporting and
any follow-up procedures relating to earlier noncompliance.
(h)
Others
-
An
account of the future key issues as reviewed from the works programme and work
method statements;
-
Advice
on the solid and liquid waste management status; and
-
Submission
of implementation status proforma, proactive environmental protection proforma,
regulatory compliance proforma, site inspection proforma, data recovery
schedule and complaint log summarizing the EM&A of the period.
Subsequent EM&A Reports
10.4.5
The
subsequent monthly EM&A reports shall include the following :
(a)
Executive
Summary (1-2 pages)
-
Breaches
of
-
Complaint
Log
-
Notifications
of any summons and successful prosecutions
-
Reporting
Changes
-
Future
key issues
(b)
Environmental
Status
-
Construction
programme with fine tuning of construction activities showing the
inter-relationship with environmental protection/mitigation measures for the
month;
-
Works
undertaken during the month with illustrations including key personnel contact
names and telephone numbers; and
-
Drawing
showing the project area, any environmental sensitive receivers and the
locations of the monitoring and control stations.
(c)
Implementation
Status
Advice on the implementation status of environmental protection and pollution control/mitigation measures including measures for ecological and visual impacts, as recommended in the project EIA study report, summarised in the updated implementation schedule.
(d)
Monitoring
Results
To provide monitoring results (in both hard and diskette copies) together with the following information:
-
monitoring
methodology;
-
name
of laboratory and types of equipment used and calibration details;
-
parameters
monitored;
-
monitoring
locations;
-
monitoring
date, time, frequency, and duration;
-
weather
conditions during the period;
-
graphical
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;
-
any
other factors which might affect the monitoring results; and
-
QA/QC
results and detection limits.
(e)
Report
on Non-compliance, Complaints, Notifications of Summons and Successful
Prosecutions
-
Record
of all noncompliance (exceedances) of the environmental quality performance
limits (Action and Limit Levels);
-
Record
of all complaints received (written or verbal) for each media, including
locations and nature for complaints investigation, liaison and consultation
undertaken, actions and follow-up procedures taken, results and summary;
-
Record
of all notifications of summons and successful prosecutions for breaches of the
current environmental protection/pollution control legislations, including
locations and nature of the breaches, investigation, follow-up actions taken,
results and summary;
-
Review
of the reasons for and the implications of non-compliance, complaints, summons
and prosecutions including review of pollution sources and working procedures;
and
-
a
description of the actions taken in the event of noncompliance and deficiency
reporting and any follow-up procedures relating to earlier noncompliance.
(f)
Others
-
An
account of the future key issues as reviewed from the works programme and work
method statements; and
-
Advice
on the solid and liquid waste management status.
(g)
Appendix
-
-
Graphical
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 result
-
Monitoring
schedule for the present and next reporting period
-
Cumulative
statistics on complaints, notifications of summons and successful prosecutions
-
Outstanding
issues and deficiencies
-
Details
of complaints, outstanding issues and deficiencies
10.5
Quarterly EM&A Summary Reports
10.5.1
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 listed information. Apart from these, 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.
(a)
up
to half a page executive summary;
(b)
basic
project information including a synopsis of the project organisation,
programme, contacts of key management, and a synopsis of work undertaken during
the quarter;
(c)
a
brief summary of EM&A requirements including:
-
monitoring
parameters;
-
environmental
quality performance limits (Action and Limit Levels); and
-
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 2 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; and
-
any
other factors which might affect the monitoring results;
(g)
advice
on the solid and liquid waste management status;
(h)
a
summary of noncompliance (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
legislations, 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; and
(n)
proponents
contacts and any hotline telephone number for the public to make enquiries.
10.6
Final EM&A Summary Report
10.6.1
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.
10.6.2
The
proposed termination may be required to consult related local community such as
village representative/committee and/or District Board and the proposal should
be endorsed by the IEC, ER and the EP holder prior to final approval from the
EPD.
10.6.3
The
final EM&A summary report shall include, inter alia, the following:
(a)
an
executive summary;
(b)
basic
project information including a synopsis of the project organisation,
programme, contacts of key management, and 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 (AL Levels); and
-
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 status proformas;
(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 construction period 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; and
-
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
expansions 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 noncompliance (exceedances) of the environmental quality performance
limits (AL Levels);
(k)
a
brief review of the reasons for and the implications of non-compliance
including review of pollution sources and working procedures;
(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 legislations,
locations and nature of the breaches, investigation, follow-up actions taken
and results;
(p)
review
the practically and effectiveness of the EIA process and EM&A programme
(e.g. effectiveness and efficiency of the mitigation measures), recommended any
improvement in the EM&A programme; and
(q)
a
conclusion to state the return of ambient and/or the predicted scenario as per
EIA findings.
10.7.1
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 Contractor’s ET Leader 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 documents and data
shall be kept for at least one year after completion of the construction
contract.
10.8
Interim Notifications of
Environmental Quality Limit Exceedances
10.8.1
With
reference to Event/Action Plans in the previous Sections when the environmental
quality limits are exceeded, the Contractor’s ET leader shall immediately
notify the ER, IEC & EPD, as appropriate. The notification shall be followed up
with advice to EPD after endorsement of IEC, on the results of the
investigation, proposed action and success of the action taken, with any
necessary follow-up proposals. A
sample template for the interim notifications is shown in Appendix B.
10.9.1
Sample
templates for interim notifications implementation status proforma, data
recovery schedule, proactive environmental protection proforma, regulatory
compliant proforma, complaint log, and incident report on