10.                   REPORTING

 

10.1               General

 

10.1.1         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 ER and EPD.

 

10.2               Documentation

 

10.2.1         All documentation is required to be filed in a traceable and systematically manner. Site document, such as, monitoring field records, laboratory analysis records, meeting minutes, correspondences etc., shall be cross-referenced by the ET Leader and be ready for inspection upon request. All EM&A results and findings shall be documented in the EM&A reports prepared by the ET and endorsed by IEC prior to disseminate to the Contractor, ER and EPD.

 

10.2.2         All documentation shall be in paper form and/or electronic form (in the format in agreement with EPD) upon request. All documents and data shall be kept at least one year after the completion of the construction contract. All submissions reports, data, and correspondences etc.) shall be liable to use freely 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.

 

10.3               Baseline Monitoring Report

 

10.3.1         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, the IEC and EPD (and AFCD if required). The ET Leader shall liaised 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.

 

10.3.2         The baseline monitoring report shall include at least the following:

 

(a)                up to half a page executive summary;

 

(b)               brief project background information;

 

(c)                drawings showing locations of the baseline monitoring stations;

(d)               an updated construction programme with milestones of environmental protection/mitigation activities annotated;

 

(e)                monitoring results (in both hard and diskette copies) together with the following information:

 

-                monitoring methodology;

-                types of equipment used and calibration details;

-                parameters monitored;

-                monitoring locations;

-                monitoring date, time, frequency and duration;

-                QA/QC results and detection limits;

 

(f)                 details on influencing factors, including:

 

-                major activities, if any, being carried out on the site during the period;

-                weather conditions during the period;

-                other factors which might affect the results;

 

(g)                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;

 

(h)                revisions for inclusion in the EM&A Manual; and

 

(i)                  comments and conclusions.

 

10.4               Monthly EM&A Reports

 

10.4.1         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 in the month after construction commences.  Each monthly EM&A report shall be submitted to the following parties: the Contractor, the IEC, the ER and the EPD (and AFCD if required). 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.

 

10.4.2         The ET Leader shall review the number and location of monitoring stations and parameters every 6 months, or on as needed basis, in order to cater for the changes in surrounding environment and nature of works in progress.

 

First Monthly EM&A Report

 

10.4.3         The first monthly EM&A report shall include at least but not limited to the following :

 

(a)                1-2 pages executive summary: 

 

-                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;

-                management structure; and

-                works undertaken during the month.

 

(c)                environmental status:

 

-                works undertaken during the month with illustrations (such as location of works); and

-                drawing showing the project area, any environmental sensitive receivers and the locations of the monitoring and control stations (with co-ordinates of the monitoring locations).

 

(d)               brief 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 status of environmental protection and pollution control / mitigation measures as recommended in the project EIA.

 

(f)                 monitoring results:

 

to provide monitoring results (in both hard and diskettes copies) together with the following information:

 

-                     monitoring methodology;

-                     name of types of equipment used and calibration details;

-                     parameters monitored;

-                     monitoring locations;

-                     monitoring date, time, frequency, and duration;

-                     weather conditions during the period;

-                     graphical plots of the monitored parameters in the month annotated against;

-                     the major activities being carried out on site during the period;

-                     any other factors which might affect the monitoring results; and

-                     QA/QC results and detection limits.

 

(g)                report on non-compliance, complaints, 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 for 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 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 relating to earlier non-compliance.

 

(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

-                     comments (e.g. effectiveness and efficiency of the mitigation measures), recommendations (e.g. any improvement in the EM&A programme) and conclusions.

 

Subsequent EM&A Reports

 

10.4.4         The subsequent monthly EM&A reports shall include 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; and

-                future key issues.

 

(b)               environmental status:

 

-                construction programme with fine tuning of construction activities showing the inter-relationship with environmental protection / mitigation measures for the month;

-                works undertaken during the month with illustrations (such as location of the works etc); and

-                drawing showing the project area, any environmental sensitive receivers and the locations of the monitoring and control 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.

 

(d)               monitoring results:

 

to provide monitoring results (in both hard and diskette copies) together with the following information:

 

-                monitoring methodology;

-                name of types of equipment used and calibration details;

-                parameters monitored;

-                monitoring locations;

-                monitoring date, time, frequency, and duration;

-                weather conditions during the period;

-                graphical plots of the monitored parameters in the month annotated against;

-                the major activities being carried out on site during the period;

-                any other factors which might affect the monitoring results; and

-                QA/QC results and detection limits.

 

(e)                report on non-compliance, complaints, 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 for 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 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

-                a description of the actions taken in the event of non-compliance and deficiency reporting and any follow-up procedures relating to earlier non-compliance.

 

(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; and

-                comments (e.g. effectiveness and efficiency of the mitigation measures), recommendations (e.g. any improvement in the EM&A programme) and conclusions.

 

(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 result;

 

-                monitoring schedule for the present and next reporting period,

-                cumulative statistics on complaints, notifications of summons and successful prosecutions,

-                outstanding issues and deficiencies, and

-                details of complaints, outstanding issues and deficiencies.

 

10.5               Quarterly EM&A Summary Reports

 

10.5.1         The quarterly EM&A summary report which should generally be around 5 pages should contain at least the following listed information.

 

(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); and

-                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 final 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 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.

 

(g)                advice on the solid and liquid waste management status;

 

(h)                a summary of non-compliance (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 legislations, 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; and

 

(n)                proponents’ contacts and any hotline telephone number for the public to make enquiries.

 

10.6               Final EM&A Review Report

 

10.6.1         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.

 

10.6.2         The proposed termination may be required to consult related local community such as village representative/committee and/or District Board and the proposal should be endorsed by the IEC, ER and the EP holder prior to final approval from the EPD.

 

10.6.3         The final EM&A summary report shall include, inter alia, the following:

 

(a)                an 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 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; and

-                Event & Action Plans.

 

(d)               a summary of the implementation status of environmental protection and pollution control / mitigation measures, as recommended in the project EIA study report, summarised in the updated implementation status proformas;

 

(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 construction period for representative monitoring stations, including the post-project monitoring 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; and

-                the return of ambient environmental conditions in comparison with baseline data.

 

(g)                a summary of non-compliance (exceedances) of the environmental quality performance limits (Action and Limit Levels);

 

(h)                a brief review of the reasons for and the implications of non-compliance including review of pollution sources and working procedures as appropriate;

 

(i)                  a summary description of the actions taken in the event of non-compliance and any follow-up procedures related to earlier non-compliance;

 

(j)                 a summary record of all complaints received (written or verbal) for each media, liaison and consultation undertaken, actions and follow-up procedures taken;

 

(k)               a summary record of notifications of summons and successful prosecutions for breaches of the current environmental protection / pollution legislations, locations and nature of the breaches, investigation, follow-up actions taken and results;

 

(l)                  a review of the validity of EIA predictions and identification of shortcomings in EIA recommendations;

 

(m)              comments (e.g. a review of the effectiveness and efficiency of the mitigation measures and of the performance of the overall EM&A programme); and

 

(n)                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).

 

10.7               Data Keeping

 

10.7.1         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 Leader 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.  Data format shall be agreed with EPD. All the documents and data shall be kept for at least one year after completion of the construction contract.

 

10.8               Electronic and Real Time Reporting of EM&A Information

 

10.8.1         To facilitate public inspection of the EM&A Manual, Baseline Report and monthly EM&A Reports via the EIAO Internet Website and at the EIAO Register Office, electronic copies of these Reports shall be prepared in the Hyper Text Markup Language (HTML) (version 4.0 or later) and in Portable Document Format (PDF version 4.0 or later), unless otherwise agreed by EPD and shall be submitted at the same time as the hard copies. For the HTML version, a content page capable of providing hyperlink to each section and sub-section of these Reports shall be included in the beginning of the document. Hyperlinks to all figures, drawings and tables in these Reports shall be provided in the main text from where the respective references are made. All graphics in these Reports shall be in interlaced GIF, JPEG or PDF format unless otherwise agreed by EPD. The content of the electronic copies of these Reports must be the same as the hard copies.

 

10.8.2         A dedicated web site shall be set up and the EPD shall be notified in writing the internet address where the environmental monitoring and project data is to be placed within six weeks after the commencement of the Project. All environmental monitoring and audit data and reports shall be made available to the public via this dedicated web site in the shortest time practicable and in no event later than 2 weeks after the relevant environmental monitoring data and reports are collected or become available, unless otherwise agreed with the EPD. All finalized submissions and plans shall be made available to the public via this dedicated web site in the shortest time practicable and in no event later than 2 weeks after they are deposited with or approved by EPD, unless otherwise agreed with the EPD.

 

10.8.3         The internet website shall enable user-friendly public access to the monitoring data and project data including the project profile of the Project, the EIA report, the environmental permit(s), all environmental monitoring and audit data and report and all finalized submissions and plans required under the relevant environmental permit(s). The internet website shall have features capable of:

 

(a)               providing access to all environmental monitoring data collected since the commencement of work;

 

(b)              searching by date;

 

(c)               searching by types of monitoring data (e.g. noise, water and air quality); and

 

(d)              hyperlinks to relevant monitoring data after searching; or otherwise as agreed by EPD.

 

10.9               Interim Notifications of Environmental Quality Limit Exceedances

 

10.9.1         With reference to Event/Action Plans in the previous Sections when the environmental quality limits are exceeded, the ET Leader shall immediately notify the ER, IEC and EPD, as appropriate.  The notification shall be followed up with advice to IEC and EPD on the results of the investigation, proposed action and success of the actions taken, with any necessary follow-up proposals.  A sample template for the interim notifications is shown in Appendix B.

 

10.10           Sample Templates

 

10.10.1     Sample templates for interim notifications implementation status proforma, data recovery schedule, proactive environmental protection proforma, regulatory compliant proforma, complaint log, and incident report on Action and Limit levels non-compliance are shown in Appendix B.