11.1 General
11.1.1 The following reporting requirements are based upon a paper documented approach. However, the same information can be provided in an electronic medium upon agreeing the format with the Engineer’s Representative (ER). The reports are required to be prepared by the Environmental Specialist (ES).
11.2.1 All documentation is required to be filed in a traceable and systematically manner. Site documentation, including monitoring field records, laboratory analysis records, meeting minutes, correspondences etc.(some examples are provided in Appendix B) shall be cross-referenced by the ES and be ready for inspection upon request. All EM&A results and findings shall be documented in the respective construction and operational phase EM&A reports prepared by the ES and endorsed by the Independent Checker (Environmental) (IC(E)) prior to dissemination to the Contractor, the ER and EPD. All reports including details of water quality monitoring, ecology, landscape and visual and archaeological EM&A shall also be issued to the WSD, the AFCD, the AMO and the PlanD/LPU as appropriate.
11.2.2 All documentation shall be in paper form and/or electronic (in an agreed format) upon request. All documents and data shall be kept for at least one year after the completion of the operational phase EM&A works. All submissions (reports, data and correspondences etc.) shall be liable to free use for the purposes of communicating environmental data and the owner of information shall claim no copyright. Any request to treat all or part of a submission in confidence will be respected, but if no such request is made it will be assumed that the submission is not intended to be confidential.
11.3.1 The Design Audit Report shall provide the means for the Consultant undertaking the detailed design of the project to certify that the completed environmental design elements have been completed in accordance with the EIA requirements. The Consultant shall include in the report a signed off proforma (see Appendix B) to confirm that there are no outstanding environmental measures, identified as requiring design phase audit, that require further action. The Design Audit Report shall be prepared by the Consultants and issued to EPD, the AFCD and the PlanD/LPU, as appropriate, prior to the commencement of the tendering period.
11.4 Baseline Monitoring Report
11.4.1 In respect of the construction phase EM&A works, the ES shall prepare and submit a Baseline Environmental Monitoring Report within 10 working days of completion of baseline monitoring. Copies of the Baseline Environmental Monitoring Report shall be submitted to the following: the Contractor, the IC(E), the ER, EPD, the WSD, the AFCD, the AMO and the PlanD/LPU, as appropriate. The ES shall liaise with the relevant parties on the exact number of copies required.
11.4.2 The operational phase EM&A works will be undertaken during the maintenance period for the project. The Baseline Environmental Monitoring Report shall be prepared by the ES and submitted to the Contractor, the IC(E), the ER, EPD and the AFCD, as appropriate, one month prior to the commissioning of the project operation.
11.4.3 The baseline monitoring reports for both the construction and operational phases shall include at least the following:
(i) Up to half a page executive summary.
(ii) Background information.
(iii) Drawings
showing locations of the baseline monitoring stations.
(iv) An
updated construction programme with milestones of environmental
protection/mitigation activities annotated.
(v) Monitoring results (in both hard and
diskette copies) together with the following information:
C monitoring methodology;
C name of laboratory and equipment used and
calibration details;
C parameters monitored;
C monitoring locations (and depth);
C monitoring date, time, frequency and
duration; and
C QA/QC results and detection limits.
(vi) Details on influencing factors, including:
C major activities, if any, being carried
out on the site during the period;
C weather conditions during the period; and
C other factors which might affect the
results.
(viii) Determination
of the Action and Limit Levels for each monitoring parameter and statistical
analysis of the baseline data.
(ix) Revisions
for inclusion in the EM&A Manual.
(x) Comments
and conclusions.
11.5.1 The results and findings of all construction
phase EM&A work required in this Manual shall be recorded in the EM&A
Reports prepared by the ES on a monthly basis and endorsed by the IC(E). The
EM&A Reports shall be prepared and submitted within 10 working days of the
end of each reporting month, with the first report due one month and 10 days
after construction commences.
11.5.2 A maximum of 4 copies of each EM&A
Report shall be submitted to each of the following parties: the Contractor, the
IC(E), the ER, EPD, the WSD, the AFCD, the AMO and the PlanD/LPU, as
appropriate. Before submission of the first EM&A Report, the ES shall
liaise with the parties on the exact number of copies and format of the reports
in both hard copy and electronic medium.
11.5.3 The operational phase EM&A works will
be undertaken on a two monthly basis for a period of one year after the
commission of the project. The ES shall
prepare operational phase EM&A Reports on a bi-monthly basis to be
submitted within 10 working days of the end of the reporting period. The reports shall be submitted to the
Contractor, the IC(E), the ER, EPD, the AFCD and PlanD/LPU, as appropriate.
11.5.4 The ES shall review the monitoring
programme every 6 months or on an as needed basis in order to cater for any
changes in the surrounding environment and nature of works in progress and
shall document all observations in the monthly/bi-monthly reports.
11.6.1 The first EM&A report for both the
construction and operational phases shall include at least the following:
(i) 1-2 pages executive summary,
comprising:
C breaches of AL levels;
C complaint Log;
C notifications of any summons and
successful prosecutions;
C reporting Changes; and
C future key issues.
(ii) Basic
Project information including a synopsis of the Project organisation (including
key personnel, contact names and telephone numbers), a drawing of the Project
area showing the environmentally sensitive receivers and the locations of
monitoring and control stations, programme, management structure and the work
undertaken during the month.
(iii) Environmental
Status, comprising:
C works undertaken during the month with
illustrations (such as location of works, daily dredging/filling rates,
percentage fines in the fill material used); and
C
drawing showing
the project area, any environmental sensitive receivers and the locations of the
monitoring and control stations.
(iv) A
brief summary of EM&A requirements including:
C all monitoring parameters;
C environmental quality performance limits
(Action and Limit levels);
C Event-Action Plans;
C environmental mitigation measures, as
recommended in the Project EIA study final report; and
C environmental requirements in contract
documents.
(v) Advice
on the implementation status of environmental protection and pollution
control/mitigation measures as recommended in the Project EIA study report and
summarised in the updated implementation schedule.
(vi) Monitoring
results (in both hard and diskette copies) together with the following
information:
C monitoring methodology;
C name of laboratory and equipment used and
calibration details;
C parameters monitored;
C monitoring locations (and depth);
C monitoring date, time, frequency, and
duration; and
C QA/QC results and detection limits.
(vii) Graphical plots of trends of monitored
parameters at the representative monitoring stations annotated against the
following:
C major activities being carried out on
site during the period;
C weather conditions during the period; and
C any other factors which might affect the
monitoring results;
C QA/QC results and detection limits.
(viii) Advice on the solid and liquid waste
management status.
(viii) A summary of noncompliance (exceedances) of
the environmental quality performance limits (Action and Limit levels).
(ix) A review of the reasons for and the
implications of noncompliance including a review of pollution sources and
working procedures.
(x) A description of the actions taken in the
event of noncompliance and deficiency reporting and any follow-up procedures
related to earlier noncompliance.
(xi) A summary record of all complaints received
(written or verbal) for each media, including locations and nature of
complaints, liaison and consultation undertaken, actions and follow-up
procedures taken and summary of complaints.
(xii) A
summary of notifications of summons, successful prosecutions for breaches of
environmental protection/pollution control legislation and actions to rectify
such breaches.
(xiii)
An account of the future key issues as assessed from the works
programme and work method statements.
(xiv) Advice
on the solid and liquid waste management status.
(xv) Comments,
recommendations and conclusions for the monitoring period.
(xv) Submission
of implementation status proforma, proactive environmental protection proforma,
regulatory compliance proforma, site inspection proforma, data recovery
schedule and complaint log summarizing the EM&A of the period.
11.7.1 The subsequent EM&A reports prepared by
the ES for both the construction and operational phases shall include the
following:
(i) Title page.
(ii) Executive summary (1-2 pages),
including:
C breaches of all Action and Limit levels;
C complaint log;
C notifications of any summons and
successful prosecutions;
C reporting changes; and
C future key issues.
(iii) Contents page.
(iv) Environmental
status, comprising:
C drawing showing the Project area, any
environmental sensitive receivers and the locations of the monitoring and
control stations;
C summary of non-compliance with the
environmental quality performance limits; and
C summary of complaints.
(v) Environmental
issues and actions, comprising:
C review issues carried forward and any
follow-up procedures related to earlier non-compliance (complaints and deficiencies);
C description of the actions taken in the
event of noncompliance and deficiency reporting;
C recommendations (should be specific and
target the appropriate party for action); and
C implementation status of the mitigatory
measures and the corresponding effectiveness of the measures.
(vi)
Future key issues.
(vii) Appendices,
including:
C action and limit levels;
C 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 which might affect the monitoring
results;
C monitoring schedule for the present and
next reporting period;
C cumulative complaints statistics; and
C details of complaints, outstanding issues
and deficiencies.
11.8 Quarterly EM&A Summary Reports
11.8.1 The ES Leader shall submit Quarterly
EM&A Summary Reports for the construction phase EM&A works only. These reports should be around 5 pages
(including about three pages of text and tables and two pages of figures) and
shall contain at minimum the following information:
(i) Up
to half a page executive summary.
(ii) Basic
Project information including a synopsis of the Project organisation,
programme, contacts of key management, and a synopsis of work undertaken during
the quarter.
(iii) A
brief summary of EM&A requirements including:
C monitoring parameters;
C environmental quality performance limits
(Action and Limit levels); and
C environmental mitigation measures, as
recommended in the Project EIA study final report.
(iv) Advice on the implementation status of
environmental protection and pollution control/mitigation measures as
recommended in the Project EIA study report and 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 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:
C the major activities being carried out on
site during the period;
C weather conditions during the period; and
C any other factors which might affect the
monitoring results.
(vii) Advice
on the solid and liquid waste management status.
(viii) A
summary of noncompliance (exceedances) of the environmental quality performance
limits (Action and Limit levels).
(ix) A
brief review of the reasons for and the implications of non-compliance
including review of pollution sources and working procedures.
(x) An assessment of the construction
impacts on suspended solids, including but not limited to, a comparison of the
difference between the quarterly mean and the 1.3 times the ambient mean value,
the latter being defined as a 30% increase of the baseline data or EPD data,
using appropriate statistical procedures.
Suggestions of appropriate mitigation measures shall be made if the
quarterly assessment analytical results demonstrate that the quarterly mean is
significantly higher then the 1.3 ambient mean value (p 0.05).
(xi) A
summary description of the actions taken in the event of non-compliance and any
follow-up procedures related to earlier non-compliance.
(xii) A
summary record of all complaints received (written or verbal) for each media,
liaison and consultation undertaken, actions and follow-up procedures taken.
(xiii) 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.
(xiv) Proponents'
contacts and any hotline telephone number for the public to make enquiries.
11.9 Annual/Final EM&A Review Reports
11.9.1 An annual EM&A report should be prepared
by the ES at the end of each construction year during the course of the
project. A final EM&A report should
be prepared by the ES at the end of both the construction and operational
phases. The annual/final EM&A
reports 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 organization, contacts for key management staff 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:
C environmental mitigation measures as
recommended in the project EIA study final report;
C environmental impact hypotheses tested;
C environmental quality performance limits
(Action and Limit Levels);
C all monitoring parameters; and
C Event-Action Plans.
(v) A summary of the implementation status
of environmental protection and pollution control/mitigation measures as
recommended in the project EIA study report and summarised in the updated
implementation schedule.
(vi) Graphical plots and the statistical
analysis of the trends of monitored parameters over the course of the projects
including the post-project monitoring (or the past twelve months for annual
reports) for all monitoring stations annotated against the following:
- 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; and
- the
return of ambient environmental conditions in comparison with baseline data.
(vii) A summary of noncompliance (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 summonses 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.
(xii) A
comparison of the EM&A data with the EIA predictions with annotations and
explanations for any discrepancies, including a review of the validity of EIA predictions
and identification of shortcomings in the EIA recommendations.
(xiii) A
review of the monitoring methodology adopted and with the benefit of hindsight,
comment on its effectiveness, including cost effectiveness;
(xiv) A
review of the success of the EM&A programme, including a review of the
effectiveness and efficiency of the mitigation measures, and recommendations
for any improvements in the EM&A programme.
(viii) A clear cut statement on the environmental
acceptability of the project with reference to specific impact hypotheses and a
conclusion to state the return to ambient and/or the predicted scenario as the
EIA findings.
11.10.1 The site documents such as the monitoring
field records, laboratory analysis records, site inspection forms, etc. are not
required to be included in the EM&A Reports for submission. However, the documents shall be kept by the
ES and be ready for inspection upon request. All relevant information shall be
clearly and systematically recorded in the documents. The monitoring data shall also be recorded in magnetic media, and
the software copy shall be available upon request. All the documents and data shall be kept for at least one year
after the completion of the operational phase EM&A works.
11.11 Interim Notifications of Environmental Quality Limit
Exceedances
11.11.1 With reference to Event/Action Plans, when the
environmental quality limits are exceeded, the ES shall immediately notify the
Contractor, the ER, EPD and the AFD as appropriate. The notification shall be followed up with advice to each party
on the results of the investigation, proposed action and success of the action
taken, with any necessary follow-up proposals.
A sample template for the interim notifications is shown in Figure 11.1.
Figure 11.1 Sample Template for Interim Notifications
of Environmental Quality Limits Exceedances
Incident Report
on Action Level or Limit Level Non-compliance
Project |
|
Date |
|
Time |
|
Monitoring Location |
|
Parameter |
|
Action & Limit Levels |
|
Measured Level |
|
Possible reason for Action or Limit Level Non-compliance |
|
Actions taken / to be taken |
|
Remarks |
|
Location Plan
Prepared by
:
Designation
:
Signature :
Date :