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.
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).
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.