9.1
Reports
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. All the
monitoring data (baseline and impact) shall also be submitted on
diskettes. Real time reporting of
the construction monitoring data shall also be provided for the project through
the dedicated internet website.
9.2
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.
9.3
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 the
EPD. The ET Leader shall liaise
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.
9.4
The
baseline monitoring report shall 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;
•
types
of equipment used and calibration details;
•
parameters
monitored;
•
monitoring
locations;
•
monitoring
date, time, frequency and duration; and
•
quality
assurance (QA) / quality control (QC) results and detection limits;
(v) details
of 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;
(vi) 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;
(vii) revisions
for inclusion in the EM&A Manual; and
(viii) comments,
recommendations and conclusions.
9.5
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 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. 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.
9.6
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.
First
Monthly EM&A Report
9.7
The
first monthly EM&A report shall include at least 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
organisation including key personnel contact names and telephone numbers;
•
construction
programme;
•
management
structure, and
•
works
undertaken during the month;
(iii) environmental status:
•
works
undertaken during the month with illustrations (such as location of works); 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);
(iv) a brief summary of
EM&A requirements including:
•
all
monitoring parameters;
•
environmental
quality performance limits (Action and Limit levels);
•
Event-Action
Plans;
•
environmental
mitigation measures, as recommended in the project 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 project EIA Report;
(vi) 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;
•
any
other factors which might affect the monitoring results; and
•
QA/QC
results and detection limits;
(vii) 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 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 related to earlier non-compliance;
(viii) 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
(for examples, effectiveness and efficiency of the mitigation measures),
recommendations (for example, any improvement in the EM&A programme) and
conclusions.
Subsequent
Monthly EM&A Reports
9.8
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:
•
works
undertaken during the month with illustrations (such as location of works
etc.); and
•
drawing
showing the project area, any environmental sensitive receivers and the
locations of the monitoring and control stations.
(iii) implementation status:
•
advice
on the implementation status of environmental protection and pollution control
/ mitigation measures, as recommended in the project EIA;
(iv) 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;
•
any
other factors which might affect the monitoring results; and
•
QA /
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 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 related to earlier non-compliance.
(vi) 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
(for examples, effectiveness and efficiency of the 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;
and
•
outstanding
issues and deficiencies.
9.9
A
quarterly EM&A summary report of around five pages shall be produced and
shall 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, 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 project EIA Report;
(iv) advice on the
implementation status of environmental protection and pollution control /
mitigation measures, as recommended in the project 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 any
trends in 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 status;
(viii) a summary of non-compliance
(exceedances) of the environmental quality performance limits (Action and Limit
levels);
(ix) a brief review of the
reasons for and the implications of any non-compliance, including a review of pollution sources and working
procedures;
(x) a summary description
of actions taken in the event of non-compliance and any follow-up procedures
related to any earlier non-compliance;
(xi) a summarised record of
all complaints received (written or verbal) for each media, liaison and
consultation undertaken, actions and follow-up procedures taken;
(xii) comments (for examples, a
review of the effectiveness and efficiency of the mitigation measures);
recommendations (for example, any improvement in the EM&A programme) and
conclusions for the quarter; and
(xiii)
proponents' contacts and any hotline telephone number for
the public to make enquiries.
9.10
The
final EM&A report should include, inter alia, the following information:
(i) an
executive summary;
(ii)
drawings showing the project area, any environmental
sensitive receivers and the locations of the monitoring and control stations;
(iii)
basic project information including a synopsis of the
project organisation, contacts of key management, and a synopsis of work undertaken
during the entire construction period;
(iv) 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 Report;
•
Event-Action
Plans.
(v)
a summary of the implementation status of environmental
protection and pollution control/mitigation measures, as recommended in the
project EIA Report, summarised in the updated implementation schedule;
(vi)
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; and
•
any
other factors which might affect the monitoring results.
(vii)
a summary of non-compliance (exceedances) of the
environmental quality performance limits (Action and Limit levels);
(viii)
a brief review of the reasons for and the implications of non-compliance
including review of pollution sources and working procedures as appropriate;
(ix)
a summary description of the actions taken in the event of
non-compliance and any follow-up procedures related to earlier non-compliance;
(x)
a summary record of all 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 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;
(xii)
a review of the validity of EIA predictions and
identification of shortcomings in EIA recommendations; and
(xiii)
comments (for examples, a review of the effectiveness and
efficiency of the mitigation measures and of the performance of the
environmental management system, that is, of the overall EM&A programme);
(xiv)
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 mitigatory action when
necessary).
9.11
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 magnetic media form, 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.
9.12
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 D.