10.1.1
The reporting requirements of EM&A
information 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. This would enable a transition
from a paper / historic and reactive approach to an electronic / real time
proactive approach.
10.1.2
Types of reports that the ET Leader shall
prepare and submit include baseline monitoring report, monthly EM&A report,
quarterly EM&A summary report and final EM&A review report. In accordance with Annex 21 of the
EIAO-TM, a copy of the monthly, quarterly summary and final review EM&A
reports shall be made available to the Director of Environmental Protection
(DEP).
10.2 Electronic Reporting of EM&A Information
10.2.1
To
facilitate public inspection of the baseline monitoring report and various
EM&A reports via the EIAO Internet website and at the EIAO Register Office,
electronic copies of these reports shall be prepared in 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 hardcopies.
For the HTML version, a content page capable of providing
hyperlink to each section and sub-section of these reports shall be included at
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 format unless otherwise agreed by EPD. The content of the electronic copies of
these reports must be the same as the hard copies. The summary of the monitoring data taken
shall be included in the various EM&A reports to allow for public inspection via the EIAO
Internet website.
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 IEC, the ER and
EPD. The ET Leader shall liaise
with the relevant parties on the exact number of copies they require.
10.3.2
The
baseline monitoring report shall include, but not be limited to the following:
(i)
up to half a page executive summary;
(ii)
brief project background information;
(iii)
drawings showing locations of the baseline
monitoring stations;
(iv)
an updated construction programme with
milestones of environmental protection / mitigation activities annotated;
(v)
monitoring results (in both hard and soft
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;
and
·
quality assurance (QA) / quality control (QC)
results and detection limits.
(vi)
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 results.
(vii)
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;
(viii)
revisions for inclusion in
the EM&A Manual; and
(ix)
comments, recommendations
and conclusions.
10.4.1
The
results and findings of all EM&A work required in this 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 at the end of each reporting month, with
the first report due the month after construction commences. Each monthly EM&A report shall be
submitted to the following parties: the Contractor, the IEC, the ER and
EPD. 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 six months, or on as needed basis, in order to cater for any
changes in the surrounding environment and the nature of works in progress.
10.5
First
Monthly EM&A Report
10.5.1
The
first monthly EM&A report shall include at least but not be limited to the
following:
(i)
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.
(ii)
basic project information:
·
project organization 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.
(iii)
environmental status:
·
works undertaken during the month with
illustrations (such as location of works, daily dredging rates, etc); and
·
drawings showing the project area, any
environmental sensitive receivers and the locations of the monitoring and
control stations (with co-ordinates of the monitoring locations).
·
Advice on the status of statutory environmental
compliance, the status of compliance with environmental permit (EP) conditions
under the EIA Ordinance, submission status under the EP and implementation
status of mitigation measures.
(iv)
a brief summary of EM&A requirements
including:
·
all monitoring parameters;
·
environmental quality performance limits (Action
and Limit Levels);
·
Event and Action Plans;
·
environmental mitigation measures, as
recommended in the EIA report; and
·
environmental requirements in contract
documents.
(v)
implementation status:
·
advice on the implementation status of
environmental protection and pollution control / mitigation measures, as
recommended in the EIA report, summarized in the updated implementation
schedule.
(vi)
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;
·
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;
and
-
any other factors which might affect the
monitoring results;
·
any other factors which might affect the
monitoring results; and
·
quality assurance (QA) / quality control (QC)
results and detection limits.
(vii)
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 of complaints
investigation, liaison and consultation undertaken, actions and follow-up
procedures taken, results and summary;
·
record of all notification of summons and
successful prosecutions for breaches of 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
non-compliance and deficiency reporting and any follow-up procedures related to
earlier non-compliance.
(viii)
others:
·
compare and contrast the EM&A data in the
month with the EIA predictions and annotate with explanation for any
discrepancies;
·
an account of the future key issues as reviewed
from the works programme and work method statements;
·
advice on the waste management status during the
month including waste generation and disposal records; and
·
comments including effectiveness of the
environmental management systems, practices, procedures, mitigation measures,
recommendations (for example, any improvement in the EM&A programme) and
conclusions.
10.6.1
Subsequent
monthly EM&A reports shall include the following:
(i)
executive summary (1 - 2 pages):
·
breaches of Action and Limit Levels;
·
complaints log;
·
notifications of any summons and successful
prosecutions;
·
reporting changes; and
·
future key issues.
(ii)
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;
·
drawing showing the project area, any
environmental sensitive receivers and the locations of the monitoring and
control stations; and
·
advice on the status of statutory environmental
compliance, the status of compliance with environmental permit (EP) conditions
under the EIA Ordinance, submission status under the EP and implementation
status of mitigation measures.
(iii)
implementation status:
·
advice on the implementation status of
environmental protection and pollution control / mitigation measures, as
recommended in the EIA report, summarized in the updated implementation
schedule.
(iv)
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;
·
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;
and
-
any other factors which might affect the
monitoring results.
·
any other factors which might affect the
monitoring results; and
·
quality assurance (QA) / quality control (QC)
results and detection limits.
(v)
report on non-compliance, complaints, and
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 of complaints
investigation, liaison and consultation undertaken, actions and follow-up
procedures taken, results and summary;
·
record of all notification of summons and
successful prosecutions for breaches of 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
non-compliance and deficiency reporting and any follow-up procedures related to
earlier non-compliance.
(vi)
others:
·
compare and contrast the EM&A data in the
month with the EIA predictions and annotate with explanation for any
discrepancies;
·
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 during the month including waste generation and disposal records; and
·
comments including effectiveness of the
environmental management systems, practices, procedures, mitigation measures,
recommendations (for example, any improvement in the EM&A programme) and
conclusions.
(vii)
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:
-
major activities being carried out on site
during the period;
-
weather conditions during the period; and
-
any other factors that might affect the
monitoring results.
·
monitoring schedule for the present and next
reporting period;
·
cumulative statistics on complaints,
notifications of summons and successful prosecutions;
·
outstanding issues and deficiencies.
10.7
Quarterly
EM&A Summary Reports
10.7.1
A
quarterly EM&A summary report of around five pages shall be produced and
shall contain at least the following 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.
(i)
executive summary (1 - 2 pages);
(ii)
basic project information including a synopsis
of the project organisation, programme, contacts of key management, and a
synopsis of works undertaken during the quarter;
(iii)
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 EIA report.
(iv)
advice on the implementation status of
environmental protection and pollution control / mitigation measures, as
recommended in the EIA report, summarised in the updated implementation
schedule;
(v)
drawings showing the project area, any
environmental sensitive receivers and the locations of the monitoring and
control stations;
(vi)
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.
(vii)
advice on the waste management status during
the quarter including waste generation and disposal records;
(viii)
compare and contrast the EM&A data in the
month with the EIA predictions and annotate with explanation for any
discrepancies;
(ix)
a summary of non-compliance (exceedances) of
the environmental quality performance limits (Action and Limit Levels);
(x)
a brief review of the reasons for and the
implications of non-compliance, including a review of pollution sources and working
procedures;
(xi)
a summary description of the actions taken in
the event of non-compliance and any follow-up procedures related to earlier
non-compliance;
(xii)
a summarised record of all complaints received
(written or verbal) for each media, liaison and consultation undertaken, actions
and follow-up procedures taken;
(xiii)
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;
(xiv)
comments (for examples, a review of the
effectiveness and efficiency of the mitigation measures and the performance of
the environmental management system, that is, of the overall EM&A
programme); recommendations (for example, any improvement in the EM&A
programme) and conclusions for the quarter; and
(xv)
proponents' contacts and any hotline telephone
number for the public to make enquiries.
10.8
Final
EM&A Review Reports
10.8.1
The
EM&A program shall be terminated upon completion of those construction
activities that have the potential to result in a significant environmental
impact.
10.8.2
Prior
to the proposed termination, it may be advisable to consult relevant local
communities (such as District Boards).
The proposed termination should only be implemented after the proposal
has been endorsed by the IEC, the Engineer and the Project Proponent followed
by final approval from the Director of Environmental Protection.
10.8.3
The
final EM&A report should contain at least the following information:
(i)
executive summary (1 - 2 pages);
(ii)
basic project information including a synopsis
of the project organisation, contacts of key management, and a synopsis of work
undertaken during the course of the project or past twelve months;
(iii)
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 EIA report.
(iv)
advice on the implementation status of
environmental protection and pollution control / mitigation measures, as
recommended in the EIA report, summarised in the updated implementation status
proformas;
(v)
drawings showing the project area, any
environmental sensitive receivers and the locations of the monitoring and
control stations;
(vi)
graphical plots of the trends of monitored
parameters over the course of the project, including the post-project
monitoring for all 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;
·
the return of ambient environmental conditions
in comparison with baseline data;
(vii)
compare and contrast the EM&A data with
the EIA predictions and annotate with explanation for any discrepancies;
(viii)
provide clear-cut decisions on the
environmental acceptability of the project with reference to the specific
impact hypothesis;
(ix)
advice on the waste management status
including waste generation and disposal records;
(x)
a summary of non-compliance (exceedances) of
the environmental quality performance limits (Action and Limit Levels);
(xi)
a brief review of the reasons for and the
implications of non-compliance including review of pollution sources and
working procedures;
(xii)
a summary description of the actions taken in
the event of non-compliance and any follow-up procedures related to earlier
non-compliance;
(xiii)
a summary record of all complaints received
(written or verbal) for each media, liaison and consultation undertaken,
actions and follow-up procedures taken;
(xiv)
review monitoring methodology adopted and with
the benefit of hindsight, comment on its effectiveness (including cost
effectiveness);
(xv)
a summary record of notifications of summons
and successful prosecutions for breaches of the current environmental
protection/pollution control legislations, locations and nature of breaches,
investigation, follow-up actions taken and results;
(xvi)
review the practicality and effectiveness of
the EIA process and EM&A programme (for examples, a review of the
effectiveness and efficiency of the mitigation measures and the performance of
the environmental management system, that is, of the overall EM&A
programme), recommendations (for example, any improvement in the EM&A
programme); and
(xvii)
a conclusion to state the return of ambient
and / or the predicted scenario as per EIA findings.
10.9.1
No
site-based documents (such as monitoring field records, laboratory analysis
records, site inspection forms, etc.) are required to be included in the
monthly EM&A reports. However,
any such 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. Monitoring data shall
also be recorded in electronic format, and the software copy must be available
upon request. Data format shall be
agreed with EPD. All documents and
data shall be kept for at least one year following completion of the
construction contract.
10.10
Interim
Notifications of Environmental Quality Limit Exceedances
10.10.1
With
reference to the Event and Action Plan, when the environmental quality
performance limits are exceeded, the ET Leader shall immediately notify the IEC
and EPD, as appropriate. The
notification shall be followed up with advice to IEC and EPD on the results of
the investigation, proposed actions and success of the actions taken, with any
necessary follow-up proposals. A
sample template for the interim notifications is presented in Appendix E.