6.1
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. The formats for water
quality monitoring data to be submitted on diskette are shown in Appendix B.
6.2
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.
6.3
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 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.
6.4
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) 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;
(v) details of 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;
(vi) 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;
(vii) revisions for inclusion in the EM&A Manual; and
(viii) comments, recommendations and conclusions.
6.5
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 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 electronic medium.
6.6
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.
First Monthly EM&A Report
6.7
The first monthly EM&A report shall include at least the following
:
(i) 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.
(ii) basic project information:
·
project
organisation including key personnel contact names and telephone numbers;
·
programme;
·
management
structure, and
·
works
undertaken during the month;
(iii) environmental status:
·
works
undertaken during the month with illustrations (such as location of works,
daily excavation rate, etc); and
·
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:
·
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; and
·
environmental
requirements in contract documents;
(v) implementation status:
·
advice
on the implementation status of environmental protection and pollution control
/ mitigation measures, as recommended in the project EIA;
(vi) 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;
·
weather
conditions during the period;
·
any
other factors which might affect the monitoring results; and
·
QA/QC
results and detection limits;
(vii) 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 legislation, 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;
(viii) 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
·
comments
(for examples, effectiveness and efficiency of the mitigation measures),
recommendations (for example, any improvement in the EM&A programme) and
conclusions.
Subsequent EM&A Reports
6.8
Subsequent monthly EM&A reports shall include the following :
(i) 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.
(ii) basic project information:
·
project
organisation including key personnel contact names and telephone numbers;
·
programme;
·
management
structure; and
·
work
undertaken during the month;
(iii) environmental status:
·
works
undertaken during the month with illustrations (such as location of works,
daily excavation rate, etc.); and
·
drawing
showing the project area, any environmental sensitive receivers and the
locations of the monitoring and control stations.
(iv) implementation status:
·
advice
on the implementation status of environmental protection and pollution control
/ mitigation measures, as recommended in the project EIA;
(v) 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;
·
weather
conditions during the period;
·
any
other factors which might affect the monitoring results; and
·
QA /
QC results and detection limits.
(vi) 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 legislation, 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.
(vii) 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
·
comments
(for examples, effectiveness and efficiency of the mitigation measures),
recommendations (for example, any improvement in the EM&A programme) and
conclusions.
(viii) 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:
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.
·
monitoring
schedule for the present and next reporting period;
·
cumulative
statistics on complaints, notifications of summons and successful prosecutions;
and
·
outstanding
issues and deficiencies.
Quarterly EM&A Summary Reports
6.9
A quarterly EM&A summary report of around 5 pages shall be produced
and shall 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.
6.10
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:
·
environmental
mitigation measures, as recommended in the project EIA Report;
·
environmental
impact hypotheses tested;
·
environmental
quality performance limits (Action and Limit levels);
·
all
monitoring parameters;
·
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:
·
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) 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 mitigatory action when necessary).
6.11
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. 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 the
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
6.12
With reference to the Event and Action Plan, when the environmental
quality performance limits are exceeded, the ET Leader shall immediately notify
the ER and EPD, as appropriate. The
notification shall be followed up with advice to ER 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.