3                    Project Organisation

 3.1                  Key Parties & Organisation Chart

 3.1.1.1                  The involvement of relevant parties in a collaborative and interactive manner is essential for the implementation of the recommended EM&A programme.  The key parties in an EM&A programme include:

 l   Food and Health Bureau (Project Proponent);

 l   Architectural Services Department (ArchSD) (Works Agent of this project)

 l   Environmental Protection Department (EPD) (Environmental Regulations Enforcer);

 l   Employer’s Representative (ER) (Personnel appointed by ArchSD);

 l   The Independent Environmental Checker (IEC)

 l   The Environmental Team (ET); and

 l   The Contractor

 3.1.1.2                 Figure 3.1 presents an organisation chart showing the relationship of the key parties.  The roles and responsibilities of each key is introduced below.

Project Proponent

 3.1.1.3                  Food and Health Bureau (FHB) is the project proponent in this project and shall hold ultimate responsibility for the project.

Works Agent

 3.1.1.4                  ArchSD is the Works Agent of this Project.  ArchSD shall liaise with EPD on environmental issues associated with the project with IEC’s advice. 

EPD – Environmental Regulations Enforcer

 3.1.1.5                  EPD is the statutory enforcement body for environmental protection matters in Hong Kong.

Employer’s Representative (ER)

 3.1.1.6                  The Employer’s Representative (ER), either from ArchSD or appointed by ArchSD, shall be responsible for overseeing the operations of the Contractor and the ET. The ER shall advise, co-ordinate and give appropriate instructions for the efficient implementation of specific environmental mitigation measures required, and/ or outstanding EM&A works required to be conducted by ET.

3.1.1.7                  The ER shall supervise the Contractor’s activities and ensure that the requirements in the Environmental Permit (EP), EIA Report, EM&A Manual and other government’s standards are fully complied with.  He shall review the EM&A Reports submitted by the ET and follow up the recommendations.  He shall ensure that the Contractor is implementing the environmental controls and mitigation measures as set out in the EIA report and EM&A Manual, as well as additional measures necessary for compliance with the relevant environmental standards.  In the event of non-compliance, the ER shall participate in joint site inspections by the ET and IEC.

 3.1.1.8                  In the event that the ET needs to undertake complaint investigation work, the ER and the Contractor shall co-operate with the ET Leader in providing all the necessary information and assistance for completion of the investigation.  If mitigation measures are required following the investigation, the ER shall ensure that the Contractor has carried them out.

Independent Environmental Checker (IEC)

 3.1.1.9                  The Independent Environmental Checker (IEC) should be employed by the Project Proponent prior to project commencement, and should possess at least 7 years experience in relevant professional qualifications in EM&A or environmental management.  The IEC shall not be in any way an associated body of the ER, the Contractor or the ET for the Project.  The IEC shall advise the ER on EM&A issues related to the Project, and shall be empowered to audit from an independent viewpoint the environmental performance during the construction of the helipad.

 3.1.1.10                  The IEC shall be responsible for the duties defined in the Environmental Permit (EP) and in this EM&A Manual. The IEC shall audit the overall EM&A programme including the implementation of all environmental mitigation measures, submissions required in this EM&A Manual, and any other submissions required under the Environmental Permit.  The IEC shall also be responsible for verifying the environmental acceptability of permanent and temporary works, relevant design plans and submissions referred under the EP.

 3.1.1.11                  The IEC shall verify the log-book prepared and kept by the ET Leader.  The IEC shall validate and confirm the accuracy of monitoring results, monitoring equipment, monitoring locations, monitoring procedures and locations of sensitive receivers.

 3.1.1.12                  The main duty of the IEC is to carry out independent environmental audit of the project.  This shall include, inter alias, the following:

 l   Review and audit in an independent, objective and professional manner in all aspects of the EM&A programme;

 l   Validate and confirm the accuracy of monitoring results, appropriateness of monitoring equipment, monitoring locations with reference to the locations of the nearby sensitive receivers, and monitoring procedures;

 l   Report the audit results to the Employer’s Representative (ER) and EPD in parallel;

 l   Carry out random sample check and audit on monitoring data and sampling procedures, etc;

 l   Conduct random site inspection (at least once a month);

 l   Audit the EIA recommendations and requirements against the status of implementation of environmental protection measures on site;

 l   Review the effectiveness of environmental mitigation measures and project environmental performance;

 l   On an as needed basis, verify and certify the environmental acceptability of the construction methodology (both temporary and permanent works), relevant design plans and submissions under the environmental permit.  Where necessary, the IEC shall agree in consultation with the ET Leader and the Contractor the least impact alternative;

 l   Verify investigation results of complaint cases and the effectiveness of corrective measures;

 l   Review EM&A report submitted and certified by the ET Leader; and

 l   Feedback audit results to ER/ET by signing off the relevant EM&A proforma.

Environmental Team (ET)

 3.1.1.13                  An Environmental Team (ET) and ET Leader shall be appointed to carry out the recommended EM&A works for the Project.  The ET is responsible for the implementation of the EM&A programme in accordance with the EM&A requirements specified in this Manual, and monitor the mitigation measures implemented by the Contractor on a regular basis to ensure it achieves the intended aim.

 3.1.1.14                  The ET shall be led by an ET leader who has relevant professional qualifications in environmental control and possess at least 7 years experience in EM&A and/or environmental management subject to the approval of the ER.  The ET Leader shall plan, organise and manage the implementation of the EM&A programme, and ensure that the EM&A works are undertaken to the required standards.  Neither ET Leader nor ET shall be in any way an associated body of ER, IEC or Contractor.

 3.1.1.15                  The ET Leader shall keep a contemporaneous logbook for recording each and every instance or circumstance or change of circumstances that may affect the compliance with the recommendations of the EIA report and the Environmental Permit (EP).  The IEC, and EPD shall keep this logbook readily available for inspection.

 3.1.1.16                  Sufficient and suitably qualified professional and technical staff shall be employed by the respective parties to ensure full compliance with their duties and responsibility, as required under the EM&A programme for the duration of the project.  The broad categories of works of the ET comprise the following:

 l   Sampling, analysis and statistical evaluation of monitoring parameters with reference to the EIA study recommendations and requirements;

 l   Environmental site surveillance;

 l   Inspection and audit of compliance with condition in the EP, environmental protection, and pollution prevention and control regulations;

 l   Inspection and audit of compliance with procedures established to enable an effective response to environmental incidents, exceedances or non-compliance;

 l   Assess the effectiveness of the environmental mitigation measures implemented;

 l   Monitor the implementation of environmental mitigation measures;

 l   Monitor compliance with the environmental protection clauses/specifications in the Contract;

 l   Review the construction schedule and provide comments as necessary;

 l   Review construction methodologies which may affect the extent of environmental impact during the construction phase and comment as necessary;

 l   Complaint investigation, evaluation and identification of corrective measures;

 l   Liaison with the IEC on all environmental performance matters, and timely submission of all relevant EM&A proforma for IEC’s approval;

 l   Advice to the Contractor on environmental improvement, awareness, enhancement matters, etc., on site;

 l   Adhere to the procedures for carrying out complaint investigation; and

 l   Timely submission of the EM&A report to the Project Proponent and the Director of Environmental Protection (DEP).

 3.1.1.17                  The ET shall advise of any change in circumstances or any non-compliance with the EIA Report or the EP so that appropriate remedial actions may be taken promptly by the Contractor.

 3.1.1.18                  The ET is also responsible for the preparation of the monthly EM&A reports for submission to IEC, the Contractor and the ER, and through the ER, to EPD.  The ET shall assist the Contractor and the ER in formulating any necessary corrective actions and/or additional mitigation measures, and liaising with relevant Government Departments where necessary.

The Contractor

 3.1.1.19                  Upon the commencement of the Project, the Contractor shall employ an ET to undertake monitoring and regular environmental monitoring and audit.

 3.1.1.20                  The Contractor is responsible for participating in site inspection with the ET and IEC and undertake any corrective action, if necessary.  The Contractor shall report to the ER. 

 3.1.1.21                  If there are exceedances in the environmental criteria specified in this Manual or other current environmental standards, the Contractor shall provide requested information to the ET to rectify unacceptable practices.

 3.1.1.22                  The Contractor shall discuss with the ET Leader, IEC and ER on any additional mitigation measures identified to be required by the ET and implement the agreed measures to alleviate any identified environmental impact to acceptable levels.  The design and implementation of the control and mitigation measures shall be the responsibility of the Contractor.

 3.1.1.23                  In the event that the ET needs to undertake complaint investigation work, the Contractor and the Engineer shall co-operate with the ET Leader in providing all the necessary information and assistance for completion of the investigation.  If mitigation measures are required following the investigation, the Contractor shall promptly carry out these measures and adhere to the relevant procedures for carrying out complaint investigation.