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11.               REPORTING

 

11.1              General

 

Reports can be provided in an electronic medium upon agreeing the format with EPD.  The monitoring data (baseline, impact and operational) will also be made available through a dedicated internet website that would be agreed with relevant authority.

 

Types of reports that the ET Leader will 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 will be made available to the Director of Environmental Protection.

　

11.2              Design Phase Audit

 

The Design Phase Audit Report will provide the means for ER to certify that the completed environmental design elements have been completed in accordance with the EIA requirements.  The ET will include in the report a signed off proforma (see Appendix C) to confirm that there are no outstanding environmental measures, identified as requiring design phase audit, that require further action.  The IEC will confirm that the report meets these requirements.

　

11.3     Baseline Monitoring Report

 

In respect of the construction phase EM&A works, the ET will prepare and submit a Baseline Environmental Monitoring Report at least 2 weeks before commencement of the works for the Project.  Copies of the Baseline Environmental Monitoring Report will be submitted to the following: the Contractor, the IEC, ER, EPD, as appropriate.  The ET will liaise with the relevant parties on the exact number of copies required.  

 

The baseline monitoring reports for the construction phase will include at least 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)    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; and

-         quality assurance (QA)/quality control (QC) results and detection limits.

 

(v)     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.

　

(vi)    determination of the Action and Limit Levels for each monitoring parameter and statistical analysis of the baseline data, the analysis will conclude if there is any significant difference between control and impact stations for the parameters monitored;

　

(vii)    revisions for inclusion in the EM&A Manual; and

　

(viii)   comments, recommendations and conclusions.

 

11.4     Monthly EM&A Reports

 

11.4.1 Construction Phase

 

The results and findings of the construction phase EM&A work required in this Manual will be recorded in the monthly EM&A reports prepared by the ET Leader.  The EM&A report will be prepared and submitted within 2 weeks of the end of each reporting month, with the first report due the month after construction commences.  Each monthly EM&A report will be submitted to the following parties: the Contractor(s), the IEC, ER and the EPD, as well as to other relevant departments as required.  Before submission of the first EM&A Report, the ET will liaise with the parties on the exact number of copies and format of the reports in both hard copy and electronic medium.

 

The ET Leader will 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.

 

11.4.2    Post-Construction Phase

 

The post-construction phase landscape EM&A will be reported on a bi-monthly basis for a period of one year after completion of the project.  The ET will prepare post-construction operational phase EM&A Reports on a bi-monthly (once every two months) basis to be submitted within two weeks of the end of the reporting period.  The reports will be submitted to the Contractor(s), IEC, ER and EPD, as appropriate.  

　

Monitoring for E. coli is recommended at the various locations including the outfalls of the culvert/channel and at the beach during within 6 weeks after the completion of the construction works (Figure 5.2).  The purpose of the monitoring is to investigate the characteristics of E. coli loading in the box culverts and to establish relationship with E. coli levels in the beach.  Samples will be collected at/near the outlet of the box culverts when no influx of seawater occur (e.g. during low tide).

　

Sampling should be conducted twice per week within six weeks after the completion of construction works.  The ET will prepare the EM&A Report on E. coli monitoring results to be submitted within two weeks of the end of the last monitoring event.  The EM&A Report will be submitted to the Contractor(s), IEC, ER and EPD and LCSD, as appropriate.

 

11.5     Contents of the First Monthly EM&A Report

 

(i)     1-2 pages executive summary, comprising:

-         breaches of AL levels;

-    complaint Log;

-    notifications of any summons and successful prosecutions;

-    reporting changes; and

-    forecast of impact predictions.

　

(ii)          Basic project information including a synopsis of the project organisation, programme and management structure, and a drawing of the Project area showing the environmentally sensitive receivers and the locations of monitoring and control stations, programme, management structure and the work undertaken during the month.

　

(iii)     Environmental Status, comprising:

-         works undertaken during the month with illustrations (such as location of works, daily dredging/filling rates, 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.

　

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

-         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; and

-         environmental requirements in contract documents.

　

(v)     Advice on the implementation of environmental protection, mitigation and pollution control measures as recommended in the Project EIA study report and summarised 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 equipment used and calibration details;

-         parameters monitored;

-         monitoring locations (and depth);

-         monitoring date, time, frequency, and duration; and

　

(vii)    Graphical plots of trends of monitored parameters 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 which might affect the monitoring results;

　

(viii)   Advice on the solid and liquid waste management.

　

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

　

(x)     A review of the reasons for and the implications of non-compliance including a review of pollution sources and working procedures.

　

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

　

(xii)    A summary record of complaints received (written or verbal) for each media, including locations and nature of complaints, liaison and consultation undertaken, actions and follow-up procedures taken and summary of complaints.

　

(xiii)   A summary record of notifications of summons, successful prosecutions for breaches of environmental protection/pollution control legislation and actions to rectify such breaches.

　

(xiv)   A forecast of the works programme, impact predictions and monitoring schedule for the next one month; and

　

(xv)   Comments, recommendations and conclusions for the monitoring period.

 

11.6              Contents of the Subsequent Monthly EM&A Report

 

(i)      Title page.

 

(ii)     Executive summary (1-2 pages), including:

-    breaches of Action and Limit levels;

-    complaint log;

-    notifications of any summons and successful prosecutions;

-    reporting changes; and

-    forecast of impact predictions.

 

(iii)    Contents page.

 

(iv)    Environmental status, comprising:

-    drawing showing the Project area, any environmental sensitive receivers and the locations of the monitoring and control stations;

-    summary of non-compliance with the environmental quality performance limits; and

-    summary of complaints.

 

(v)    Environmental issues and actions, comprising:

-    review issues carried forward and any follow-up procedures related to earlier non-compliance (complaints and deficiencies);

-    description of the actions taken in the event of non-compliance and deficiency reporting;

-    recommendations (should be specific and target the appropriate party for action); and

-    implementation status of the mitigatory measures and the corresponding effectiveness of the measures.

 

(vi)   Appendices, including:

-    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 which might affect the monitoring results;

-    monitoring schedule for the present and next reporting period;

-    cumulative complaints statistics; and

-    details of complaints, outstanding issues and deficiencies.

 

11.7              Quarterly EM&A Summary Report

 

The ET Leader will submit Quarterly EM&A Summary Reports for the construction phase EM&A works only.  These reports should contain at least the following information: 

(i)            Up to half a page executive summary. 

(ii)           Basic project information including a synopsis of the Project organisation, programme, contacts of key management, compliance with EP condition (status of submission) and a synopsis of work 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 Project EIA study final report. 

　

(iv)    Advice 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.

 

(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 solid and liquid waste management.

 

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

 

(ix)    An Impact Prediction Review will be prepared to compare project predictions with actual impacts for the purpose of assessing the accuracy of predictions on the EIA study.  The review will focus on the comparison between the EIA study prediction with the EM&A monitoring result.  If any excessive variation was found, a summary of investigation and follow up procedure taken will be addressed accordingly. 

 

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

 

(xi)    An assessment of the construction impacts on suspended solids, including but not limited to, a comparison of the difference between the quarterly mean and the 1.3 times the ambient mean value, the latter being defined as a 30% increase of the baseline data or EPD data, using appropriate statistical procedures.  Suggestions of appropriate mitigation measures will be made if the quarterly assessment analytical results demonstrate that the quarterly mean is significantly higher than the 1.3 ambient mean value (p <0.05).

 

(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 summarised record of complaints received (written or verbal) for each media, liaison and consultation undertaken, actions and follow-up procedures taken.

 

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

 

(xv)   Proponents' contacts for the public to make enquiries.

 

11.8              Annual/Final Review EM&A Reports

 

An annual EM&A report will be prepared by the ET at the end of each construction year during the course of the project.  A Final Review EM&A report will be prepared by the ET at the end of each of the construction and operational phases.  The annual/Final Review EM&A reports will contain at least the following information:

 

(i)      Executive Summary (1-2 pages).

　

(iii)    Basic project information including a synopsis of the project organization, contacts for key management staff and a synopsis of work undertaken during the course of the project or past twelve months.

　

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

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

-    environmental impact hypotheses tested;

-    environmental quality performance limits (Action and Limit Levels);

-    monitoring parameters; and

-    Event-Action Plans. 

　

(v)     A summary of the implementation status of environmental protection and pollution control/mitigation measures as recommended in the project EIA study report and summarised in the updated implementation schedule. 

　

(vi)    Graphical plots and the statistical analysis of the trends of monitored parameters over the course of the projects including the post-project monitoring (or the past twelve months for annual reports) for monitoring stations annotated against the following:

-    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 

　

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

　

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

　

(ix)    A description of the actions taken in the event of non-compliance.

　

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

　

(xi)    A summary record of notifications of summonses 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.

　

(xii)    A comparison of the EM&A data with the EIA predictions with annotations and explanations for any discrepancies, including a review of the validity of EIA predictions and identification of shortcomings in the EIA recommendations. 

　

(xiii)   A review of the monitoring methodology adopted and with the benefit of hindsight, comment on its effectiveness, including cost effectiveness;

　

(xiv)     A review of the success of the EM&A programme, including a review of the effectiveness and efficiency of the mitigation measures, and recommendations for any improvements in the EM&A programme.

　

(xv)   A clear cut statement on the environmental acceptability of the project with reference to specific impact hypotheses and a conclusion to state the return to ambient and/or the predicted scenario as the EIA findings.

 

11.9           Data Keeping 

　

The site documents such as the monitoring field records, laboratory analysis records, site inspection forms, etc. are not required to be included in the EM&A Reports for submission.  However, the documents will be kept by the ET Leader and be ready for inspection upon request. Relevant information will be clearly and systematically recorded in the documents.  The monitoring data will also be recorded in magnetic media, and the software copy will be available upon request.  The documents and data will be kept for at least one year after the completion of the operational phase EM&A works.

 

11.10       Electronic Reporting of EM&A Information 

　

To enable the public inspection of the Baseline Monitoring Report and monthly EM&A Reports via the EIAO Internet Website and at the EIAO Register Office, electronic copies of monthly EM&A Reports will be prepared by the ET 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 will 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 the EM&A Reports will be included in the beginning of the document.  Hyperlinks to figures, drawings and tables in the EM&A Reports will be provided in the main text where the respective references are made.  Graphics in the reports will be in interlaced GIF format unless otherwise agreed by EPD.  The content of the electronic copies of the monthly EM&A Reports must be the same as the hard copies.

Environmental monitoring data will be made available to the public via the internet access in the form of a website, in the shortest practical time and in no event later 2 weeks after the relevant environmental monitoring data are analysed and validated.  The internet address and the environmental monitoring data will be made available to the public via the EIAO Internet Website and the EIAO Register Office.

　

The internet website as described above will enable user friendly public access to the monitoring data and with features capable of:

　

 ·           providing access to environmental monitoring data collected since the commencement of works;

·           searching by data;

·           searching by types of monitoring data (water quality);

·           hyperlinks to relevant monitoring data after searching; and

·           or otherwise as agreed by EPD.

 Details of suitable real time reporting of monitoring data for the project will be agreed with EPD prior to commencement of the works at the site.

 

11.11   Interim Notification of Environmental Quality Limit Exceedances

 

With reference to Event/Action Plans, when the environmental quality limits are exceeded, the ET will notify the Contractor(s), ER and EPD as appropriate within 24 hours of the identification of the exceedance.  The notification will be followed up with each party 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 D.