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
one 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 the Contractor,
the ER, the IEC and EPD (and AFCD if required). The ET Leader shall liaised
with the relevant parties on the exact number of copies they require. The
report format and baseline monitoring data format shall be agreed with the EPD
prior to submission.
10.3.2
The
baseline monitoring report shall include at least 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;
-
types
of equipment used and calibration details;
-
parameters
monitored;
-
monitoring
locations;
-
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 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 ET Leader. The
EM&A report shall be prepared and submitted within 10 working days of the
end of each reporting month, with the first report due in the month after
construction commences. Each
monthly EM&A report shall be submitted to the following parties: the
Contractor, the IEC, the ER and the EPD (and AFCD if required). Before
submission of the first EM&A report, the ET Leader shall liaise with the
parties on the required number of copies and format of the monthly reports in
both hard copy and electronic medium.
10.4.2
The
ET Leader shall review the number and location of monitoring stations and
parameters every 6 months, or on as needed basis, in order to cater for the
changes in surrounding environment and nature of works in progress.
First Monthly EM&A Report
10.4.3
The
first monthly EM&A report shall include at least but not limited to the
following :
(a)
1-2
pages executive summary:
-
breaches
of Action and Limit levels;
-
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;
-
management
structure; and
-
works
undertaken during the month.
(c)
environmental
status:
-
works
undertaken during the month with illustrations (such as location of works); and
-
drawing
showing the project area, any environmental sensitive receivers and the
locations of the monitoring and control stations (with co-ordinates of the
monitoring locations).
(d)
brief
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 as recommended in the project EIA.
(f)
monitoring
results:
to provide monitoring results (in
both hard and diskettes copies) together with the following information:
-
monitoring
methodology;
-
name
of 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;
-
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 non-compliance (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 legislation, 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 non-compliance and deficiency reporting
and any follow-up procedures relating to earlier non-compliance.
(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
-
comments
(e.g. effectiveness and efficiency of the mitigation measures), recommendations
(e.g. any improvement in the EM&A programme) and conclusions.
Subsequent EM&A Reports
10.4.4
The
subsequent monthly EM&A reports shall include the following:
(a)
executive
summary (1-2 pages):
-
breaches
of Action and Limit levels;
-
complaint
log;
-
notifications
of any summons and successful prosecutions;
-
reporting
changes; and
-
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 (such as location of the works
etc); 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
as recommended in the project EIA study report.
(d)
monitoring
results:
to provide monitoring results (in both hard and diskette copies) together with the following information:
-
monitoring
methodology;
-
name
of 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;
-
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 non-compliance (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 legislation, 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 non-compliance and deficiency
reporting and any follow-up procedures relating to earlier non-compliance.
(f)
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
-
comments
(e.g. effectiveness and efficiency of the mitigation measures), recommendations
(e.g. any improvement in the EM&A programme) and conclusions.
(g)
Appendix:
-
Action
and Limit levels;
-
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, and
-
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 should
contain at least the following listed 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, 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 final 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 four 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 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
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.
10.6.1
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 (Action and Limit Levels);
-
environmental
mitigation measures, as recommended in the project EIA study final report; and
-
Event
& Action Plans.
(d)
a
summary of 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, including the post-project monitoring 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)
a
summary of non-compliance (exceedances) of the environmental quality
performance limits (Action and Limit Levels);
(h)
a
brief review of the reasons for and the implications of non-compliance
including review of pollution sources and working procedures as appropriate;
(i)
a
summary description of the actions taken in the event of non-compliance and any
follow-up procedures related to earlier non-compliance;
(j)
a
summary record of all complaints received (written or verbal) for each media,
liaison and consultation undertaken, actions and follow-up procedures taken;
(k)
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;
(l)
a
review of the validity of EIA predictions and identification of shortcomings in
EIA recommendations;
(m)
comments
(e.g. a review of the effectiveness and efficiency of the mitigation measures
and of the performance of the overall EM&A programme); and
(n)
recommendations
and conclusions (for example, a review of success of the overall EM&A
programme to cost-effectively identify deterioration and to initiate prompt
effective mitigation action when necessary).
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 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. Data format shall be
agreed with EPD. All the documents and data shall be kept for at least one year
after completion of the construction contract.
10.8
Electronic and Real Time Reporting
of EM&A Information
10.8.1
To
facilitate public inspection of the EM&A Manual, Baseline Report and
monthly EM&A Reports via the EIAO Internet Website and at the EIAO Register
Office, electronic copies of these Reports shall be prepared in the Hyper Text
Markup Language (HTML) (version 4.0 or later) and in Portable Document Format
(PDF version 4.0 or later), unless otherwise agreed by EPD and shall be
submitted at the same time as the hard copies. For the HTML version, a content page
capable of providing hyperlink to each section and sub-section of these Reports
shall be included in the beginning of the document. Hyperlinks to all figures,
drawings and tables in these Reports shall be provided in the main text from
where the respective references are made. All graphics in these Reports shall
be in interlaced GIF, JPEG or PDF format unless otherwise agreed by EPD. The
content of the electronic copies of these Reports must be the same as the hard
copies.
10.8.2
A
dedicated web site shall be set up and the EPD shall be notified in writing the
internet address where the environmental monitoring and project data is to be
placed within six weeks after the commencement of the Project. All
environmental monitoring and audit data and reports shall be made available to
the public via this dedicated web site in the shortest time practicable and in
no event later than 2 weeks after the relevant environmental monitoring data and
reports are collected or become available, unless otherwise agreed with the
EPD. All finalized submissions and plans shall be made available to the public
via this dedicated web site in the shortest time practicable and in no event
later than 2 weeks after they are deposited with or approved by EPD, unless
otherwise agreed with the EPD.
10.8.3
The
internet website shall enable user-friendly public access to the monitoring
data and project data including the project profile of the Project, the EIA
report, the environmental permit(s), all environmental monitoring and audit
data and report and all finalized submissions and plans required under the
relevant environmental permit(s). The internet website shall have features
capable of:
(a)
providing
access to all environmental monitoring data collected since the commencement of
work;
(b)
searching
by date;
(c)
searching
by types of monitoring data (e.g. noise, water and air quality); and
(d)
hyperlinks
to relevant monitoring data after searching; or otherwise as agreed by EPD.
10.9
Interim Notifications of
Environmental Quality Limit Exceedances
10.9.1
With
reference to Event/Action Plans in the previous Sections when the environmental
quality limits are exceeded, the ET Leader shall immediately notify the ER, IEC
and EPD, as appropriate. The
notification shall be followed up with advice to IEC and EPD on the results of
the investigation, proposed action and success of the actions taken, with any
necessary follow-up proposals. A
sample template for the interim notifications is shown in Appendix B.
10.10.1
Sample
templates for interim notifications implementation status proforma, data
recovery schedule, proactive environmental protection proforma, regulatory
compliant proforma, complaint log, and incident report on Action and Limit levels
non-compliance are shown in Appendix B.