10                              REPORTING

10.1                        General

Reports can be provided in an electronic medium upon agreeing the format with the ER and the EPD.  This will enable a transition from a paper / historic and reactive approach to an electronic/real time proactive approach.

Types of reports that the ET Leader should prepare and submit include Baseline Noise Monitoring Report, Monthly EM&A Report, Quarterly EM&A Summary Report and Final Review EM&A Report.  In accordance with Annex 21 of the EIAO-TM, a copy of the monthly, quarterly summary and final review EM&A reports should be made available to the Director of Environmental Protection.

10.2                        Interim Notification of Environmental Quality Limit Exceedances

With reference to the Event and Action Plan, when the environmental quality performance limits are exceeded, the ET Leader should immediately notify the IEC and ER, as appropriate.  The notification should be followed up with advice to the 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 of environmental quality limits exceedances is presented in Annex F.

10.3                        Electronic Reporting of EM&A Information

In order to facilitate public inspection of Baseline Noise Monitoring Report and Monthly EM&A Reports via electronic media, electronic copies of these Reports should be prepared in Hyper Text Markup Language (HTML) and in Portable Document Format and should 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 should be included at the beginning of the document.  Hyperlinks to all figures, drawings and tables in these Reports should be provided in the main text from where the respective references are made.  All graphics in these Reports should 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 Baseline Monitoring Report and Monthly EM&A Reports should be made available to the public via a dedicated Internet Website in the shortest possible time and in any event no later than two weeks after the relevant environmental monitoring data are collected or become available, unless otherwise agreed with EPD. 

For environmental monitoring data and results, they should be made available to the public through a dedicated web site within two working days for construction noise data and two weeks for other data/results after the relevant environmental monitoring data are collected or become available.

The Internet website should enable user-friendly public access to the environmental monitoring data and project information.  The Internet website should have features capable of:

·           providing access to all environmental monitoring data of the Project collected since the commencement of construction;

·           providing access to all finalized submissions as required under this Manual;

·           searching by date;

·           searching by types of noise monitoring data; and

·           Hyperlinks to relevant monitoring data after searching;

10.4                        Baseline Monitoring Report

The ET Leader should prepare and submit a Baseline Monitoring Report within 10 working days of completion of the baseline monitoring and at least one week before commencement of construction of the Project.  Copies of the Baseline Monitoring Report should be submitted to the Contractor, IEC, ER and EPD.  The ET Leader should liaise with the relevant parties on the exact number of copies they require.  The report format and baseline monitoring data format should be agreed with the EPD prior to submission.

The baseline monitoring report will include at least the following:

·           up to half a page executive summary;

·           brief project background information;

·           drawings showing locations of the baseline monitoring stations;

·           an updated construction programme;

·           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; and

§         quality assurance (QA) / quality control (QC) results and detection limits;

·           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;

·           determination of the Action and Limit Levels (A/L levels) for each monitoring parameter and statistical analysis of the baseline data;

·           revisions for inclusion in the EM&A Manual; and

·           comments, recommendations and conclusions.

10.5                        Monthly EM&A Reports

The results and findings of all EM&A work required in the Manual should be recorded in the Monthly EM&A Reports prepared by the ET Leader.  The Monthly EM&A Reports should be prepared and certified by the ET Leader; and verified and certified by the IEC and submitted within 10 working days after the end of each reporting month, with the first report due in the month after construction commences.  Each monthly EM&A report should be submitted to the Contractor, IEC, ER and EPD.  The ET Leader should liaise with each party on the required number of copies of the Monthly EM&A Reports in both hard copy and electronic medium requirement.

The ET Leader should 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.

10.5.1                  First Monthly EM&A Report

The first monthly EM&A report should include at least the following:

·           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.

·           basic project information:

§         project organization including key personnel contact names and telephone numbers;

§         construction programme;

§         management structure, and

§         works undertaken during the month;

·           environmental status:

§         works undertaken during the month with illustrations (such as location of works etc); and

§         drawings showing the project area, any environmental sensitive receivers and the locations of the monitoring stations;

·           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 Study Final Report; and

§         environmental requirements in contract documents;

·           implementation status:

§         advice on the implementation status of environmental protection and pollution control / mitigation measures, as recommended in the EIA Study, summarized in the updated implementation schedule;

·           monitoring results (in tabulated form 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; and

§         any other factors which might affect the monitoring results; and

§         quality assurance (QA) / quality control (QC) results and detection limits;

·           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;

·           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 during the period; and

§         comments (for examples, effectiveness and efficiency of the mitigation measures), recommendations (for example, any improvement in the EM&A programme) and conclusions.

10.5.2                  Subsequent Monthly EM&A Reports

The subsequent monthly EM&A reports should include at least the following:

·           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.

·           environmental status:

§         construction programme;

§         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.

·           implementation status:

§         advice on the implementation status of environmental protection and pollution control / mitigation measures, as recommended in the EIA Study, summarized in the updated implementation schedule;

·           monitoring results (in tabulated form 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

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

·           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.

·           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 during the period; and

§         comments (for examples, effectiveness and efficiency of the mitigation measures), recommendations (for example, any improvement in the EM&A programme) and conclusions.

·           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

·           monitoring schedule for the present and next reporting period;

·           cumulative statistics on complaints, notifications of summons and successful prosecutions; and

·           outstanding issues and deficiencies.

10.5.3                  Quarterly EM&A Summary Reports

A quarterly EM&A summary report of around five pages should be produced and should contain at least the following information:

·           up to half page executive summary;

·           basic project information including a synopsis of the project organisation, programme, contacts of key management, and a synopsis of works undertaken during the quarter;

·           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;

·           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;

·           drawings showing the project area, any environmental sensitive receivers and the locations of the monitoring and control stations;

·           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;

·           advice on the solid and liquid waste management status during the reporting period;

·           a summary of non-compliance (exceedances) of the environmental quality performance limits (Action and Limit levels);

·           a brief review of the reasons for and the implications of any non-compliance, including a review of pollution sources and working procedures;

·           a summary description of actions taken in the event of non-compliance and any follow-up procedures related to any earlier non-compliance;

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

·           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

·           proponents' contacts and any hotline telephone number for the public to make enquiries.

10.5.4                  Final EM&A Summary Report

The Final EM&A Review Report will include at least the following:

·           an executive summary;

·           drawings showing the project area, any environmental sensitive receivers and the locations of the monitoring and control stations;

·           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;

·           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;

§         Event and Action Plans.

·           advice on the implementation status of environmental protection and pollution control/mitigation measures, as recommended in the Project Profile, summarized in the updated implementation schedule;

·           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; and

§         any other factors which might affect the monitoring results;

·           a summary of non-compliance (exceedances) of the environmental quality performance limits (Action and Limit levels);

·           a brief review of the reasons for and the implications of non-compliance including review of pollution sources and working procedures;

·           a summary description of the actions taken in the event of non-compliance and any follow-up procedures related to earlier non-compliance;

·           a summary record of all complaints received (written or verbal) for each media, liaison and consultation undertaken, actions and follow-up procedures taken;

·           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;

·           a review of the validity of EIA predictions and identification of shortcomings in the EIA recommendations;

·           advice on the environmental acceptability of the Project with reference to the specific impact hypothesis;

·           advice on the solid and liquid waste management status;

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

·           review the practicality and effectiveness of the EM&A programme (for examples, a review of the effectiveness and efficiency of the mitigation measures), recommend any improvement in the EM&A programme; and

·           recommendations and recommendations (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).

10.6                        Data Keeping

Documentation 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.  However, such documents should be well kept by the ET Leader, as appropriate, and should be available for inspection upon request.  All relevant information should be clearly and systematically recorded in the documents.  Monitoring data should also be recorded in electronic format, and the soft copy should be available upon request.  All documents and data should be kept for at least one year following completion of the construction contract.