The primary reporting function, undertaken within the EM&A programme, will be the issuance of formal exceedance notifications, corrective actions and ongoing feedback between the ET, the Contractor and the Engineer. Reporting will be driven by the results of the monitoring and audit programme and will be recorded through written correspondence, site inspections and minutes and notes of meetings.
In addition, periodic reviews of the EM&A process and subsequent revisions to the EM&A Manual, as appropriate, will be prepared and circulated to relevant personnel within the Contractors’ Project Team as a means of gauging site staff and contractor performance. The periodic reviews will comprise Monthly and Quarterly EM&A Reports; these reports will be copied to the EPD for comment. The exact details of the frequency, distribution and time frame for submission shall be agreed with the EPD prior to the commencement of the works.
To enable the public inspection of the Baseline Monitoring Report, Monthly EM&A Report via the EIAO Internet website and at the EIAO Register Office, electronic copies of the Monthly EM&A Reports shall be prepared in Hyper Text Markup Language (HTML) and in Portable Document Format (PDF), unless otherwise agreed by the Director and shall be submitted at the same time as the hard copies. For the HTML version a content page capable of providing hyperlinks to each section and sub-section of the EM&A Reports shall be included in the beginning of the document. Hyperlinks to all figures, drawings and tables in the EM&A Report shall be provided in the main text from where the respective references are made. All graphics in the Report shall be interfaced GIF format unless otherwise agreed by the Director. The content of the electronic copies of the EM&A Reports must be the same as the hard copies.
Baseline Monitoring Report of “Infrastructural Works for the Proposed Development at Telegraph Bay Engineering Feasibility Study” was adopted as a reference.
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. 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 in the month after construction commences. Each monthly report shall be submitted to the relevant parties including the Contractor, the IC(E), the ER, EPD and related government departments. A maximum of 4 copies of each monthly EM&A report shall be submitted to each of the three parties: the Contractor, the ER and the EPD. Before submission of the first EM&A report, the ET shall liaise with the parties on the exact number of copies and format of the monthly reports in both hard copy and electronic medium requirement. The ET shall review the number and location of monitoring stations and parameters to monitor every 6 months or on an as needed basis in order to cater for the changes in surrounding environment and nature of works in progress.
The first monthly EM&A report shall include at least but not be limited to the following:
(a) Executive summary (1-2 pages)
- breaches of Action and Limit levels
- complaint log
- notifications of any summons and successful prosecutions;
- reporting changes
- future key issues.
(b) Basic project information
- project organisation including key personnel, contact names and telephone numbers
- construction programme with fine turning of construction activities showing the interrelationship with environmental mitigation measures for the month
- management structure
- works undertaken during the month
(c) Environmental status
- works undertaken during the month with illustrations such as location of works
- drawing showing the project area, any environmental sensitive receivers and the locations of the monitoring stations.
(d) Summary of EM&A requirements
- all monitoring parameters
- environmental quality performance limits (Action and Limit levels)
- Event-Action Plans
- environmental mitigation measures, as recommended in the project EIA study final report
- environmental requirements in contract documents.
(e) Implementation status
- advice on the implementation of environmental protection and pollution control/mitigation measures, as recommended in the project EIA study report, summarised in the updated implementation schedule.
(f) Monitoring results (in both hard and diskette copies)
- 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
- any other factors which might affect the monitoring results
- QA/QC results and detection limits
- all monitoring results should be tabulated with exceedances highlighted for ease of referencing
(g) Report on Non-compliance, Complaints, Notifications of Summons and Successful Prosecutions
- record of all noncompliance (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 notifications of summons and successful prosecutions for breaches of the 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
- description of the actions taken in the event of noncompliance and deficiency reporting and any follow-up procedures related to earlier noncompliance.
(h) 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; and
- submission of implementation status proforma, environmental protection proforma, regular compliance proforma, site inspection proforma and complaint log, etc, summarising EM&A of the period.
The subsequent monthly EM&A reports shall include the following:
(a) Executive Summary (1-2 pages)
- breaches of Action and Limit levels
- complaint log
- notification of any summons and successful prosecutions
- reporting changes
- future key issues.
(b) Environmental status
- construction programme with fine tuning of construction activities showing the interrelationship with environmental protection/mitigation measures for the month
- works undertaken during the month with illustrations including key personnel contact names and telephone numbers
- drawing showing the project area, any environmental sensitive receivers and the locations of the monitoring stations.
(c) Implementation status
- advice on the implementation status of environmental protection and pollution control/mitigation measures as recommended in the project EIA study report, summarised in the updated implementation schedule.
(d) Monitoring results (in both hard and diskette copies)
- 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
- any other factors which might affect the monitoring results
- QA/QC results and detection limits
- all monitoring results should be tabulated with exceedances highlighted for ease of referencing
(e) Report on Non-compliance, Complaints, Notifications of Summons and Successful Prosecutions
- record of all noncompliance (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 notifications of summons and successful prosecutions for breaches of the 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
- a description of the actions taken in the event of noncompliance and deficiency reporting and any follow-up procedures related to earlier noncompliance.
(f) 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.
(g) 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 annotated against the following:
i) major activities being carried out on site during the period;
ii) weather conditions during the period; and
iii) any other factors which might affect the monitoring results
- monitoring schedule for the present and next reporting period
- cumulative statistics on complaints, notifications of summons and successful prosecutions
- outstanding issues and deficiencies
The quarterly EM&A summary report which should generally be around 5 pages (including about 3 of text and tables and 2 of figures) should contain at least the following information. Apart from these, the first quarterly summary report should also confirm that the monitoring work is proving effective and that is generating data with the necessary statistical power to categorically identify or confirm the absence of impact attributable to the works.
(a) Up to half a page executive summary
(b) Basic project information including a synopsis of the project organisation, programme, contacts of key management, and a synopsis of work undertaken during the quarter
(c) A brief summary of EM&A requirements including:
- monitoring parameters
- environmental quality performance limits (Action and Limit levels)
- environmental mitigation measures, as recommended in the project EIA study final report
(d) Advice on the implementation status of environmental protection and pollution control/mitigation measures, as recommended in the project EIA study report, summarised in the updated implementation schedule
(e) Drawings showing the project area, any environmental sensitive receivers and the locations of the monitoring and control stations
(f) Graphical plots of the trends of monitored parameters over the past 4 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
- any other factors which might affect the monitoring results
(g) Advice on the solid and liquid waste management status
(h) A summary of noncompliance (exceedances) of the environmental quality performance limits (Action and Limit levels)
(i) A brief review of the reasons for and the implications of non-compliance including review of pollution sources and working procedures
(j) A summary description of the actions taken in the event of non-compliance and any follow-up procedures related to earlier non-compliance
(k) A summary record of all complaints received (written or verbal) for each media, liaison and consultation undertaken, actions and follow-up procedures taken
(l) 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
(m) 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
(n) Proponents’ contacts and any hotline telephone number for the public to make enquiries.
Apart from the above, the first quarterly summary report should also confirm that the monitoring work is proving effective and that it is generating data with the necessary statistical power to categorically identify or confirm the absence of impact attributable to the works.
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) Trends 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.
The proposed termination should be endorsed by the ER, IC(E) and the project proponent prior to final approval from the DEP.
The final EM&A report should contain at least the following information:
(a) An executive summary (1-2 pages)
(b) 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
(c) A brief summary of EM&A requirements including:
- monitoring parameters
- environmental quality performance limits (Action and Limit levels)
- environmental mitigation measures, as recommended in the project EIA study final report
(d) Advice on the implementation status of environmental protection and pollution control/mitigation measures, as recommended in the project EIA study report, summarised in the updated implementation proformas
(e) Drawings showing the project area, any environmental sensitive receivers and the locations of the monitoring stations
(f) Graphical plots and the statistical analysis of the trends of monitored parameters over the construction project for representative monitoring stations annotated against:
- the major activities being carried out on site during the period
- weather conditions during the period
- any other factors which might affect the monitoring results
- the return of ambient environmental conditions in comparison with baseline data
(g) Compare and contrast the EM&A data with the EIA predictions and annotate with explanation for any discrepancies
(h) Provide clear-cut decisions on the environmental acceptability of the project with reference to the specific impact hypothesis
(i) Advice on the solid and liquid waste management status
(j) A summary of noncompliance (exceedances) of the environmental quality performance limits (Action and Limits levels)
(k) A brief review of the reasons for and the implications of non-compliance including review of pollution sources and working procedures as appropriate
(l) A summary description of the actions taken in the event of non-compliance and any follow-up procedures related to earlier non-compliance
(m) A summary record of all complaints received (written or verbal) for each media, liaison and consultation undertaken, actions and follow-up procedures taken
(n) Review the monitoring methodology adopted and with the benefit of hindsight, comment on its effectiveness (including cost effectiveness)
(o) 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
(p) Review the practicality and effectiveness of the EIA process and EM&A programme (e.g. effectiveness and efficiency of the mitigation measures), recommend any improvement in the EM&A programme
(q) A conclusion to state the return of ambient and/or the predicted scenario as per EIA findings
The site document 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 for submission. However, the document shall be well kept by the ET and be ready for inspection upon request. All relevant information shall be clearly and systematically recorded in the document. The monitoring data shall also be recorded in magnetic media form, and the software copy can be available upon request. All the document and data shall be kept for at least one year after completion of the construction contract.
With reference to Event/Action Plans in Tables 2.2, 3.4 and 4.5, when the environmental quality limits are exceeded, the ET shall immediately notify the IC(E), ER & EPD, as appropriate. The notification shall be followed up with advice to ER and EPD on the results of the investigation, proposed action and success of the action taken, with any necessary follow-up proposals. An interim notification form is shown in Appendix E for reference.