7.1
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) should also be submitted on diskettes. The formats for water quality, noise and
air quality monitoring data to be submitted on diskette are shown in Appendix B.
7.2
Types of reports that
the ET Leader should 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 should be made available to the Director of
Environmental Protection.
7.3
The ET Leader should
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 should be submitted to the Contractor, the IEC, the ER and
the 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.
7.4
The baseline
monitoring report should 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:
Ÿ
monitoring
methodology
Ÿ
name
of laboratory and types of equipment used and calibration details
Ÿ
parameters
monitored
Ÿ
monitoring
locations
Ÿ
monitoring
date, time, frequency and duration
Ÿ
quality
assurance (QA)/ quality control (QC) results and detection limits
(v) details on influencing factors, including:
Ÿ
major activities, if
any, being carried out on the Site during the period
Ÿ
weather
conditions during the period
Ÿ
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 should 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.
7.5
The results and
findings of all EM&A works required in this Manual should be recorded in
the monthly EM&A reports prepared by the ET Leader and endorsed by
IEC. The EM&A report should be
prepared and submitted within 10 working days of the end of each reporting
month, with the first report due in the month after construction
commences. Copies of each monthly
EM&A report should be submitted to each of the four parties: the Contractor,
ER, IEC and EPD. Before submission
of the first EM&A report, the ET Leader should liaise with the parties on
the required number of copies and format of the monthly reports in both hard
copy and electronic medium.
7.6
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.
7.7
The first monthly
EM&A Report should include at least but not limited to the following:
(i) executive summary (1-2 pages):
Ÿ
breaches
of Action and Limit levels;
Ÿ
complaint
log;
Ÿ
notifications
of any summons and successful prosecutions;
Ÿ
reporting
changes; and
Ÿ
future key issues.
(ii) basic project Information:
Ÿ
project
organization including key personnel contact names and telephone numbers;
Ÿ
programme;
Ÿ
management
structure; and
Ÿ
works undertaken during the month.
(iii) environmental status:
Ÿ
advice
on the status of statutory environmental compliance, the status of compliance
with environmental permit (EP) conditions under the EIA Ordinance, submission
status under the EP and implementation status of mitigation measures;
Ÿ
works
undertaken during the month with illustrations (such as location of works,
etc); and
Ÿ
drawing showing the Project area, any
environmental sensitive receivers and the locations of the monitoring and
control stations.
(iv) Summary of
EM&A requirements:
Ÿ
all
monitoring parameters;
Ÿ
environmental
quality performance limits (Action and Limit levels);
Ÿ
Event
and Action Plans;
Ÿ
environmental
mitigation measures, as recommended in the EIA report; and
Ÿ
environmental requirements in
contract documents.
(v) Implementation
status:
Ÿ
advice on the implementation status of
environmental protection and pollution control/mitigation measures as
recommended in the EIA report.
(vi) monitoring results (in both hard and diskette copies)
together with the following information:
Ÿ
monitoring
methodology;
Ÿ
name
of laboratory and types of equipment used and calibration details;
Ÿ
parameters
monitored;
Ÿ
monitoring
locations;
Ÿ
monitoring
date, time, frequency and duration;
Ÿ
graphical
plots of the monitoring parameters in the month annotated against the
following;
(a) major activities being carried out on site during the period
(b) weather conditions that may affect the results
(c) any other factors which might affect the monitoring results
Ÿ
any
other factors which might affect the monitoring results; and
Ÿ
QA/QC
results and detection limits;
(vii) report
on non-compliance, complaints, notifications of summons and successful
prosecutions:
Ÿ record of all non-compliance (exceedances) of the environmental quality performance limits (Action
and Limit levels);
Ÿ
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;
Ÿ
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;
Ÿ
review
of the reasons for and the implications of non-compliance, complaints, summons
and prosecutions including review of pollution sources and working procedures;
and
Ÿ
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:
Ÿ an account of the future key issues as reviewed from the works programme
and work method statements;
Ÿ
advice
on the solid and liquid waste management status;
Ÿ
compare
and contrast the EM&A data in the month with the EIA predictions and
annotate with explanation for any discrepancies; and
Ÿ
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
7.8
Subsequent monthly
EM&A reports during construction phase should include the following:
(i) executive summary (1-2 pages):
Ÿ
breaches
of Action and Limit levels;
Ÿ
complaint
log;
Ÿ
notifications
of any summons and successful prosecutions;
Ÿ
reporting
changes; and
Ÿ
future key issues.
(ii) basic project Information:
Ÿ
project
organization including key personnel contact names and telephone numbers;
Ÿ
programme;
Ÿ
management
structure; and
Ÿ
works undertaken during the month.
(iii) environmental status:
Ÿ
advice
on the status of statutory environmental compliance, the status of compliance
with environmental permit (EP) conditions under the EIA Ordinance, submission
status under the EP and implementation status of mitigation measures;
Ÿ
works
undertaken during the month with illustrations (such as location of works,
etc); and
Ÿ
drawing showing the Project area, any
environmental sensitive receivers and the locations of the monitoring and
control stations.
(vi) implementation status:
Ÿ
advice on the implementation status of
environmental protection and pollution control/mitigation measures as
recommended in the EIA report.
(v) monitoring results (in both hard and diskette copies)
together with the following information:
Ÿ
monitoring
methodology;
Ÿ
name
of laboratory and types of equipment used and calibration details;
Ÿ
parameters
monitored;
Ÿ
monitoring
locations;
Ÿ
monitoring
date, time, frequency and duration;
Ÿ
graphical
plots of the monitoring parameters in the month annotated against the
following;
(a) major activities being carried out on site during the period
(b) weather conditions that may affect the results
(c) any other factors which might affect the monitoring results
Ÿ
any
other factors which might affect the monitoring results; and
Ÿ
QA/QC
results and detection limits;
(vi) report on non-compliance, complaints, notifications of
summons and status of prosecutions:
Ÿ record of all non-compliance (exceedances) of the environmental quality performance limits (Action
and Limit levels);
Ÿ
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;
Ÿ
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;
Ÿ
review
of the reasons for and the implications of non-compliance, complaints, summons
and prosecutions including review of pollution sources and working procedures;
and
Ÿ
description of the actions taken
in the event of non-compliance and deficiency reporting and any follow-up
procedures related to earlier non-compliance.
(vii) others:
Ÿ an account of the future key issues as reviewed from the works programme
and work method statements;
Ÿ
advice
on the solid and liquid waste management status;
Ÿ
compare
and contrast the EM&A data in the month with the EIA predictions and
annotate with explanation for any discrepancies; and
Ÿ
comments (for examples. effectiveness and
efficiency of the mitigation measures), recommendations (for example, any
improvement in the EM&A programme) and conclusions.
(viii) appendix:
Ÿ Action and Limit levels;
Ÿ graphical plots of trends of monitored parameters at key stations over the past four
reporting periods for representative monitoring stations annotated against the
following:
(a) major activities being carried out on site during the
period;
(b) weather conditions during the period; and
(c) any other factors that might affect the monitoring results.
Ÿ
monitoring
schedule for the present and next reporting period;
Ÿ
cumulative
statistics on complaints, notifications of summons and successful prosecutions;
Ÿ
outstanding issues and
deficiencies.
Quarterly
EM&A Summary Reports
7.9
A quarterly EM&A
summary report of around 5 pages should be produced and should contain at least
the following information:
(i) executive summary (1 - 2 pages);
(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 Final Report;
(iv) advice
on the implementation status of environmental protection and pollution control
/ mitigation measures, as recommended in the project EIA Final 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 and the performance of the environmental
management system, that is, of the overall EM&A programme); 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.
7.10
The EM&A program
should be terminated upon completion of those construction activities that have
the potential to result in a significant environmental impact.
7.11
Prior to the proposed
termination, it may be advisable to consult relevant local communities. The proposed termination should only be
implemented after the proposal has been endorsed by the IEC, the Engineer and
the Project Proponent followed by final approval from the Director of
Environmental Protection.
7.12
The ET Leader should
prepare and submit a final EM&A report within 14 working days after the
completion of those construction activities that have the potential to result
in a significant environmental impact.
The final EM&A report should contain at least the following information:
(i) 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 course of the project
or past twelve months;
(iv) a brief summary of EM&A requirements including:
Ÿ environmental mitigation measures, as recommended in the project EIA
Report;
Ÿ
environmental
impact hypotheses tested;
Ÿ
environmental
quality performance limits (Action and Limit levels);
Ÿ
all
monitoring parameters; and
Ÿ
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 and the statistical analysis of the trends
of monitored parameters over the course of the project, including the post-project
monitoring for all monitoring stations annotated against:
Ÿ the major activities being carried out on site during the period;
Ÿ
weather
conditions during the period; and
Ÿ
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
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 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 legislation, 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 mitigation action when necessary).
7.13
No site-based
documents (such as monitoring field records, laboratory analysis records, site
inspection forms, etc.) are required to be included in the EM&A reports.
However, any such document should be well kept by the ET Leader and be ready
for inspection upon request. All relevant information should be clearly
and systematically recorded in the document. Monitoring data should also
be recorded in magnetic media form, and the software copy must be available
upon request. All documents and data should be kept for at least one year
following completion of the construction contract.
Interim Notifications of
Environmental Quality Limit Exceedances
7.14
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 EPD, as
appropriate. The notification
should 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 notification is presented in Appendix C.