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.
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. The exact details of
the frequency, distribution and time frame for submission shall be agreed with
EPD prior to commencement of works.
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)
an updated construction programme with milestones of
environmental protection/mitigation activities annoted;
(v) monitoring
results (in both hard and diskette copies) together with the following
information:
l
monitoring methodology;
l
name of laboratory and types of equipment used and calibration details;
l
parameters monitored;
l
monitoring locations;
l
monitoring date, time, frequency and duration; and
l
quality assurance (QA) / quality control (QC) results and detection
limits.
(vi) details of influencing
factors, including:
l
major activities, if any, being carried out on the site during the
period;
l
weather conditions during the period; and
l
other factors which might affect results.
(vii) 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;
(viii) revisions for inclusion in
the EM&A Manual; and
(ix) 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/or 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.
9.7
Apart from visual monitoring during construction phase,
visual mitigation measures shall also be monitored monthly by a register
landscape architect (RLA) during the first year of the operation phase to check
the effectiveness of the mitigation measures. The RLA shall prepare and submit
the monthly EM&A report to the EP holder and EPD during the first year of
the operation phase.
First Monthly EM&A Report
9.8
The first monthly EM&A report
shall include at least the following:
(i) executive summary (1-2
pages):
l
breaches of Action and Limit levels;
l
complaint log;
l
notifications of any summons and successful prosecutions;
l
reporting changes; and
l
future key issues.
(ii) basic project information:
l
project organisation including key personnel contact names and telephone
numbers;
l
construction programme;
l
management structure; and
l
works undertaken during the month.
(iii) environmental status:
l
works undertaken during the month with illustrations (such as location
of works); and
l
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:
l
all monitoring parameters;
l
environmental quality performance limits (Action and Limit levels);
l
Event-Action Plans;
l
environmental mitigation measures, as recommended in the project EIA
Report; and
l
environmental requirements in contract documents.
(v) implementation status:
l
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;
(vi) monitoring results (in both hard
and diskette copies) together with the following information:
l
monitoring methodology;
l
name of laboratory and types of equipment used and calibration details;
l
parameters monitored;
l
monitoring locations;
l
monitoring date, time, frequency, and duration;
l
weather conditions during the period;
l
graphical plots of the monitored parameters in the month annotated
against;
l
the major activities being carried out on site during the period;
l
any other factors which might affect the monitoring results; and
l
QA/QC results and detection limits.
(vii) report on non-compliance,
complaints, and notifications of summons and successful prosecutions:
l
record of all non-compliance (exceedances) of the environmental quality
performance limits (Action and Limit levels);
l
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;
l
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;
l
review of the reasons for and the implications of non-compliance,
complaints, summons and prosecutions including review of pollution sources and
working procedures; and
l
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
l
an account of the future key issues as reviewed from the works programme
and work method statements;
l
advice on the solid and liquid waste management status; and
l
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
9.9
Subsequent monthly EM&A
reports shall include the following:
(i) executive summary (1 -
2 pages):
l
breaches of Action and Limit levels;
l
complaints log;
l
notifications of any summons and successful prosecutions;
l
reporting changes; and
l
future key issues.
(ii) environmental
status:
l
construction programme with fine tuning of construction activities
showing the interrelationship with environmental protection/mitigation measures
for the month;
l
works undertaken during the month with illustrations (such as location
of works, daily excavation rate, etc) including key personnel contact names and
telephone numbers;
l
drawing showing the project area, any environmental sensitive receivers
and the locations of the monitoring and control stations; and
l
advice on status of compliance with environmental permit including the
status of submissions under the environmental permit
(iii) implementation status:
l
advice on the implementation status of environmental protection and
pollution control / mitigation measures, as recommended in the project EIA Report.
(iv) monitoring results (in both hard
and diskette copies) together with the following information:
l
monitoring methodology;
l
name of types of equipment used and calibration details;
l
parameters monitored;
l
monitoring locations;
l
monitoring date, time, frequency, and duration;
l
weather conditions during the period;
l
graphical plots of the monitored parameters in the month annotated
against;
l
the major activities being carried out on site during the period;
l
any other factors which might affect the monitoring results; and
l
QA / QC results and detection limits.
(v) report on non-compliance,
complaints, and notifications of summons and successful prosecutions:
l
record of all non-compliance (exceedances) of the environmental quality
performance limits (Action and Limit levels);
l
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;
l
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;
l
review of the reasons for and the implications of non-compliance,
complaints, summons and prosecutions including review of pollution sources and
working procedures; and
l
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.
(vi) others
l
an account of the future key issues as reviewed from the works programme
and work method statements;
l
advice on the solid and liquid waste management status; and
l
comments (e.g. effectiveness and efficiency of the mitigation measures),
recommendations (e.g. any improvement in the EM&A programme) and
conclusions.
(vii) appendix
l
Action and Limit levels;
l
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.
l
monitoring schedule for the present and next reporting period;
l
cumulative statistics on complaints, notifications of summons and
successful prosecutions;
l
outstanding issues and deficiencies; and
l
details of complaints, outstanding issues and deficiencies.
Quarterly EM&A Summary Reports
9.10 A
quarterly EM&A summary report of around 5 pages shall be produced and shall
contain at least the following information. The quarterly EM&A report shall
be prepared and submitted within 10 working days of the end of each reporting
quarter.
(i) executive summary (half
page);
(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:
l
monitoring parameters;
l
environmental quality performance limits (Action and Limit levels); and
l
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:
l
the major activities being carried out on site during the period;
l
weather conditions during the period; and
l
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 (e.g. effectiveness and
efficiency of the mitigation measures); recommendations (e.g. 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.
9.11 The
termination of EM&A programme shall be determined on the following basis:
(a) completion of construction
activities and insignificant environmental impacts of the remaining outstanding
construction works;
(b) analysis to demonstrate the
narrow down of monitoring exceedances due to construction activities and the
return of ambient environmental conditions in comparison with baseline data;
(c) no environmental complaint
and prosecution involved; and
(d) completion of visual
monitoring programme during the first year of operation phase of the Project.
9.12 The
proposed termination may be required to consult related local community such as
village representative/committee and/or District Board and the proposal should
be endorsed by the IEC, the ER and the EP holder prior to final approval from
the EPD.
9.13 The
final EM&A report should include, inter alia, the following information:
(i) an executive summary
(1-2 pages);
(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:
l
monitoring parameters;
l
environmental quality performance limits (Action and Limit levels);
l
environmental mitigation measures, as recommended in the project EIA
Report; and
l
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 status proformas;
(vi) graphical plots of the trends of
monitored parameters over the construction period for representative monitoring
stations, including the post-project monitoring annotated against:
l
the major activities being carried out on site during the period;
l
weather conditions during the period;
l
any other factors which might affect the monitoring results; and
l
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 solid and liquid
waste management status;
(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 as appropriate;
(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 the 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 the
breaches, investigation, follow-up actions taken and results;
(xvi) a review of the practicality and
effectiveness of the EIA process and EM&A programme (e.g. effectiveness and
efficiency of the mitigation measures), recommendation (e.g. 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.
9.14
In respect of visual monitoring during the first year of
operation phase of the Project, a register landscape architect (RLA) shall
prepare and submit the final EM&A review report to the EP holder and EPD.
9.15 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 for submission.
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.
Interim Notifications of Environmental
Quality Limit Exceedances
9.16 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
C.
Electronic Reporting of EM&A Information
9.17 Electronic
copies of all 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 to the AR and to
EPD with the hard copies. For the
HTML version, a content page capable of providing hyperlink to each section and
sub-section of these reports shall be included in 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.