10
REPORTING
10.1
General
10.1.1.1
The EM&A reporting shall be carried out in paper based plus
electronic submission upon agreeing the format with the SOR and EPD. All
the monitoring data (baseline and impact) shall also be submitted in
CD-ROM. The format for water quality monitoring data to be submitted in
CD-ROM is shown in Appendix 5.1.
10.1.1.2
Types of reports that
the ET Leader should 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 should be made
available to the Director of Environmental Protection.
10.2
Baseline Monitoring Report
10.2.1.1
The ET Leader should
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 should be submitted to the Contractor, the IEC,
the SOR and the EPD. The ET Leader should liaise with the relevant
parties on the exact number of copies they require. The report format and
baseline monitoring data format should be agreed with the EPD prior to
submission.
10.2.1.2
The baseline monitoring
report should include at least the followings:
(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 soft 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; 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 should 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.
10.3
Monthly EM&A Reports
10.3.1.1
The results and
findings of all EM&A work required in the Manual should be recorded in the
monthly EM&A reports prepared by the ET Leader. The EM&A report
should 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 should be submitted to the
following parties: the Contractor, the IEC, the SOR and the EPD. Before
submission of the first EM&A report, the ET Leader should liaise with the
parties on the required number of copies and format of the monthly reports in
both hard copy and electronic medium.
10.3.1.2
The ET leader should
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
10.3.1.3
The first monthly
EM&A report should 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;
·
construction programme;
·
management structure, and
·
works undertaken during the month;
(iii)
environmental status:
·
works
undertaken during the month with illustrations (such as location of works); 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 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 Final Report;
(vi)
monitoring results (in both hard and soft 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;
·
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 Monthly
EM&A Reports
10.3.1.4
Subsequent monthly
EM&A reports should 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)
environmental status:
·
works
undertaken during the month with illustrations (such as location of works
etc.); and
·
drawing showing the project area, any environmental
sensitive receivers and the locations of the monitoring
and control stations.
(iii)
implementation status:
·
advice on the implementation status of
environmental protection and pollution control / mitigation measures, as
recommended in the project EIA;
(iv)
monitoring results (in both hard and soft 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;
·
any other factors which might affect
the monitoring results; and
·
QA / QC results and
detection limits.
(v)
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.
(vi)
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.
(vii)
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:
·
major activities being carried out on
site during the period;
·
weather conditions during the period; and
·
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.
10.4
Quarterly EM&A Summary Reports
10.4.1.1
A quarterly EM&A
summary report of around five pages should be produced and should contain at
least 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 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); 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.
10.5
Final EM&A Review Report
10.5.1.1
The final EM&A
report should include, inter alia, the following information:
(i)
an
executive summary;
(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 entire construction period;
(iv)
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;
·
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 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; 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
brief review of the reasons for and the implications of non-compliance
including review of pollution sources and working procedures as appropriate;
(ix)
a
summary description of the actions taken in the event of non-compliance and any
follow-up procedures related to earlier 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 legislations, 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 mitigation action when
necessary).
10.6
Data Keeping
10.6.1.1
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 should be well kept by the ET Leader and be ready
for inspection upon request. All relevant information should be clearly
and systematically recorded in the document. Monitoring data should also
be recorded in magnetic media form, and the software copy must be available
upon request. Data format should be agreed with EPD. All documents
and data should be kept for at least one year following completion of the
construction contract.
10.7
Interim Notifications of Environmental Quality
Limit Exceedances
10.7.1.1
With reference to the
Event and Action Plan, when the environmental quality performance limits are
exceeded, the ET Leader should immediately notify the IEC and EPD, as
appropriate. The notification should be followed up with advice to IEC
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 10.1.