government of himachal pradesh forest …government of himachal pradesh – forest department...

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GOVERNMENT OF HIMACHAL PRADESH

Forest Department

Integrated Development Project for Source Sustainability and

Climate Resilient Rain-fed Agriculture

The World Bank Assisted

Environmental and Social Assessment

Environmental and Social Management Framework

Stakeholder Engagement Plan

Draft Final Report 26 November 2019

Samaj Vikas Development Support Organisation [email protected]

Government of Himachal Pradesh – Forest Department Integrated Development Project for Source Sustainability and Climate Resilient Rain-fed Agriculture ESA and ESMF – SEP – Draft Final Report 26 November 2019

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Table of Contents

1. Stakeholder Engagement Plan .............................................................................................. 4

1.1 Background ................................................................................................................... 4 1.1.1 Project Development Objective(s) ......................................................................... 4

1.2 Project Components ....................................................................................................... 4 1.3 Key Interventions/ Activities (subject to updating) ......................................................... 5

1.3.1 Component-1: Sustainable Land and Water Resource Management ...................... 5 1.3.2 Component-2: Improved Agricultural Productivity and Value Addition ................ 6

1.3.3 Component-3: Institutional Development .............................................................. 7 1.3.4 Component-4: Project Management ...................................................................... 7

1.3.5 Project Area .......................................................................................................... 8 1.4 Key Stakeholders Beneficiaries ...................................................................................... 8

1.4.1 Local Communities ............................................................................................... 8

1.4.2 Government Departments ..................................................................................... 8 1.5 Stakeholder Engagement Plan ........................................................................................ 8

1.5.1 Stakeholder Engagement Plan and Disclosure ....................................................... 9 1.5.2 Stakeholder Engagement within the context of IDP............................................... 9

1.5.3 Principles for effective stakeholder engagement .................................................. 10 1.5.4 Overall objectives ............................................................................................... 10

1.5.5 Structure of Stakeholder Engagement Plan .......................................................... 11 1.6 Project Stakeholder Identification and Analysis ........................................................... 11

1.6.1 Stakeholder Analysis, Issues, Concerns and Perceptions ..................................... 11 1.7 Stakeholder Engagement Plan ...................................................................................... 17

1.7.1 Summary of Stakeholder Consultations to date ................................................... 17 1.7.2 List of Stakeholder Consultations........................................................................ 17

1.7.3 Engagement Methods and Tools ......................................................................... 19 1.1 Grievance Management ............................................................................................... 25

1.2 Objective of the GRM .................................................................................................. 25 1.3 Project Grievacne Redress Mechanism......................................................................... 25

1.3.1 Grievance Redress Committee (GRC) at District Level ....................................... 25 1.3.2 Scrutiny of Grievances Redressal at PMU Level ................................................. 26

1.3.3 Project GR Committee (PGRC) .......................................................................... 26 1.3.4 Documentation of the GRM Processes ................................................................ 27

1.4 Legal Options to PAFs ................................................................................................. 28 1.5 Points of contact .......................................................................................................... 28

1.6 Grievance Redress Service of The World Bank ............................................................ 28 1.7 Monitoring and Reporting ............................................................................................ 28


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List of Tables

Table 11-1: Grievance Redressal Mechanism ............................................................. 27


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1. Stakeholder Engagement Plan

1.1 Background

The Government of Himachal Pradesh (GoHP) is preparing the Integrated Development Project for Source Sustainability and Climate Resilient Rainfed Agriculture (IDP) in the selected Gram Panchayats of the State, with financing from the World Bank. IDP carries forward the ideas and learnings of H.P. Mid Himalayan Watershed Development Project (HPMHWDP). This project started in the year 2005 and completed on 31st March 2017. HPMHWDP exhibited increase in real income by 20.70%, increase in biomass production by 46.25%, increase in yield of Wheat, Maize & Milk by 25.92%, 28.94% and 10.72% respectively. Under Institutional strengthening a total of 3,098 Self Help Groups (SHGs), 6,977, Users Groups and 5,967 Common Interest Groups (CIG) were established.

1.1.1 Project Development Objective(s)

The project development objective of the proposedIntegrated Development Project for Source Sustainability and Climate Resilient Rain-fed Agriculture(IDP)is “To improve upstream eco-system management and increase agricultural & water productivity in selected Gram Panchayats of the State of Himachal Pradesh” Key Results – Proposed PDO –level indicators are as follows:

Selected water sources and landscapes are managed in accordance with site-specific management plans

Share of participating vulnerable and marginalized families (tribal, small, marginal and economically backward) benefitted by project interventions

Increase in area under high efficiency irrigation in targeted GPs

Share of total area owned/ managed by vulnerable and marginalized farmers brought under high efficiency irrigation in targeted GPs

1.2 Project Components

S. No. Project Components Objectives

1 SustainableLandandWaterResources Management

To harmonize the complimentary goals of providing environmental, economic, and social opportunities for the benefit of present and future generations, while maintaining and enhancing the quality of the soil, water and air resource.


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2 Improved Agricultural Productivity and Value Addition

To support interventions in down areas where the primary (existing or potential) water use is for irrigation in agricultuure

3 Institutional Development To support comprehensive and holisticapproaches to managing water resources and to facilitate better alignment of institutional mandates for Integrated Watershed Management

4 Project Management To support project management function including key staff and operational cost.

1.3 Key Interventions/ Activities

1.3.1 Component-1: Sustainable Land and Water Resource Management

1. Biological and Engineering Measures

1.1 Plantations a.Conservation plantations

• Three tier plantations: trees, shrubs and herbs/grasses • Two tier plantations: Trees and herbs

b.Enrichment plantations • 400, 500, 600, 700,or 800 plants per hectare

c.Plantation along drainage lines • Two tier plantation of Bamboo, water loving species and grasses.

1.2 Lantana eradication 1.3 Contour trenching (for moisture conservation) along with grass seed sowing/ planting • Contour trenches • Grass seeds/seedling sowing/planting

1.4 Drainage lines Treatment • Dry Stone barriers along with vegetative measures • Crate wire barriers along with vegetative barriers

1.5 Water Harvesting and Irrigation • Renovation and rehabilitation of traditional water sources • Ponds • Tanks

-New -Repair of existing non functional

• Gravity Check Dams (Cement Concrete, Masonry, Earthen) • Minor Irrigation Schemes

-Gravity -Lift


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1.3.2 Component-2: Improved Agricultural Productivity and Value Addition

2.1 Institutional Strengthening 2.1.1 Farm Training

• Capacity Building • Farming Camps • Livestock Shows

2.2 Agriculture • Rainfed Crop Demonstration(Rabi) • Rainfed Crop Demonstration(Kharif) • Rainfed Crop Demonstration PULSES High Value Crops Demonstrations • Diversification - Vegetable and Spices • Diversification - Medicinal, Aromatic Plants & Floriculture

• Agro Forestry(notional 100Plts/ha) • Homestead Horticulture • Pre & Post Harvest Technologies

2.3 Fodder • Manger Construction • Fodder Augmentation • Fodder Conservation

2.4 Livestock • Veterinary Awareness Camps • Promotion of Climate Resilient Indigenous Breeds

2.5 Tribal Acton Plan • Training and Exposure Visits • Deworming of Flocks • Flock Management • Genetic Improvement - (Rams, Bucks, etc.)

2.6 Agribusinesses 2.6.1 Support to Crop Based Subprojects

• Nursery raising • Hydroponics • Protected Agriculture • Mushroom farming • HVC Processing • Floriculture • Apiculture

2.6.2 Support to Livestock Based Subprojects • Goat • Sheep • Dairy • Poultry • Piggy


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• Fishery 2.6.3 Support to NTFP Based Subprojects 2.6.4Enhancing Market Accessibility

• Foot Bridges/ Ropeways etc.

1.3.3 Component-3: Institutional Development

3.1 Information, Education & Communication (IEC) for awareness about the project, access to information, terms of participation and overall transparency among all the stakeholders. This will include preparation of Brochure, Pamphlets, Booklets, Banners, Hoardings, etc.

3.2 Forming and strengthening local institutions: • Formation of specific user groups (UGs) and common activity groups

(CAGs) for the inclusiveness of vulnerable and disadvantaged groups – women, poor, transhumant, landless, small/ marginal farmers for particular activity as and when activity picks up

• Promote and support the federations (of SHGs, CAGs) • Disburse incentive fund to the GPs selected based on their performance

against certain select indicators.

3.3 Human Resource Development: • Capacity Building of staff and Community by imparting training,

workshops and exposure visits.

3.4 Knowledge Management: Under this component management of information system will be developed and implemented. This includes an integrated information and knowledge system for effective project implementation, physical and financial monitoring, assessment of key performance monitoring indicators, and consultancy support to the project.

3.5. Convergence: To obtain wider impacts through joint strategies/actions

and sharing of resources, shared values, responsibilities and gap filling

with the ongoing Govt. schemes being implemented in Gram Panchayats (GPs) by various line departments e.g. Rashtriya Krishi Vikas Yojna (RKVY), MGNREGA etc.

1.3.4 Component-4: Project Management

4.1Operational Cost


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4.2Infrastructure Cost: It includes construction and maintenance of office/residential accommodation, purchase of equipment& vehicles, and incremental operating costs of the project

1.3.5 Project Area

The project area shall cover 428 selected GPs of 32 Nos Development Blocksof the 10 districts of Himachal Pradesh viz; Shimla, Solan, Sirmour, Bilaspur, Hamirpur, Mandi, Kullu, Chamba, Kangra & Una (attached asAnnexure- 4). The project area shall be covering three out of the four major agro climatic zones of the State i.e. Shivalik hills, Mid-hills & the High hills. 1.4 Key Stakeholders Beneficiaries

1.4.1 Local Communities

The key stakeholder beneficiaries of the project include Gram Panchayats, farmers, groups cooperatives including women groups, pastoralists and transhumant. The women, BPL, SC & ST population comprises the vulnerable/ disadvantaged section of the local communities. The State has also identified a list of backward Gram Panchayats, some of which also shall be included in the Project area. The stakeholders are primarily engaged in agriculture and horticulture with supplementation from livestock-based activities. The transhumant includes Gaddis & Gujjars who are totally dependent on

forest for rearing their livestock.

1.4.2 Government Departments

The Himachal Pradesh Forest Department will be the nodal department along with the line department viz; Agriculture, Animal Husbandry, Horticulture, Rural Development

and Panchayati Raj Department etc. will be the main stakeholders from the State. 1.5 Stakeholder Engagement Plan

Social risk classification in this project is rather low because construction of infrastructure or buildings are not envisaged. The project will not finance activities that involve land acquisition, restrictions on land use, or involuntary resettlement. Given that the project seeks to provide small and low-cost community assets and build capacity within the community, it is critical to engage these various stakeholders. In this regard, the multisectoral agencies involved in the project would engage their internal and external stakeholders, to ensure that there is adequate buy-in for the project and all stakeholders are able to participate by contributing meaningfully to the process and are able to raise questions, concerns and request clarifications whenever necessary throughout the project life-cycle. This is very important particularly for the vulnerable


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groups because it would give them opportunities to contribute and play a key role in the process. The SEP is a participatory tool designed to provide guidance on how the various agencies involved in the IDP would identify, map/categorize, engage and maintain a responsive and transparent communication line with their stakeholders. The SEP is crucial to the overall project goal because the role of every stakeholder is important to the successful implementation of the project. This SEP provides guidelines for stakeholder engagement during preparation and implementation of the project. It would also guide the disclosure process for the entire IDP. This SEP is a living document and will be updated throughout the project lifecycle. It will be:

• Disclosed prior to project commencement; • Be the strategic tool for all project related engagements; • Periodically updated and changes validated during project implementation; and • Monitored and its effectiveness evaluated towards the end of the project

The overall stakeholder engagement will be carried out by the key implementing agencies and subsequent activities would be captured to update the draft at a strategic level, by each implementing agency.

1.5.1 Stakeholder Engagement Plan and Disclosure

This Stakeholder Engagement Plan (SEP) will be disclosed publicly. This plan addresses specific risks identified by stakeholders, including the exclusion of certain beneficiaries in target areas, risks to vulnerable peoples etc. and will be updated as and when necessary.

The objective is to establish a systematic approach for stakeholder engagement, maintain a constructive relationship with them, consider stakeholders’ views, promote and provide means for effective and inclusive engagement with project-affected parties

throughout the project life-cycle, and ensure that appropriate project information is disclosed to stakeholders in a timely, understandable, accessible and appropriate manner. The project will set up a project-specific Grievance Redress and Feedback Mechanism for people to report concerns or complaints if they feel unfairly treated or are affected by any of the sub-projects.

1.5.2 Stakeholder Engagement within the context of IDP


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The underlying principle of stakeholder engagement for the project will be that engagement shall be: a) free of manipulation, b) free of interference, coercion, and intimidation, and conducted based on timely, relevant, understandable and accessible information, in a culturally appropriate format. It shall involve interactions between project’s stakeholders and shall provide stakeholders with an opportunity to raise their concerns and opinions and shall ensures that this information is taken into consideration when designing the project and making decisions.

1.5.3 Principles for effective stakeholder engagement

The project’s Stakeholder Engagement Plan (SEP) shall be informed by a set of principles defining its core values underpinning interactions with identified stakeholders. Common principles based on “International Best Practice” include the following:

• Commitment is demonstrated when the need to understand, engage and

identify the community is recognised and acted upon early in the process; • Integrity occurs when engagement is conducted in a manner that fosters

mutual respect and trust; • Respect is created when the rights, cultural beliefs, values and interests of

stakeholders and affected communities are recognised; • Transparency is demonstrated when community concerns are responded to in

a timely, open and effective manner; • Inclusiveness is achieved when broad participation is encouraged and

supported by appropriate participation opportunities; and • Trust is achieved through open and meaningful dialogue that respects and

upholds a community’s beliefs, values and opinions.

1.5.4 Overall objectives

The overall objectives of SEP as stated in the ESS-10 are to:

• To identify the roles and responsibility of all stakeholders and ensure their participation in the complete project cycle

• Establish a systematic approach to stakeholder engagements that will help IDP identify stakeholders and build and maintain a constructive relationship with them, in particular project-affected parties

• Assess the level of stakeholder interest and support for the project and to enable

stakeholders’ views to be considered in project design and implementation



• Promote and provide means for effective and inclusive engagement with project- affected parties throughout the project life -cycle on issues that could potentially affect them.

• Ensure that appropriate project information on environmental and social risks and impacts is disclosed to stakeholders in a timely, understandable, accessible and appropriate manner and format with special consideration for the disadvantaged or vulnerable groups.

• Provide project-affected parties with accessible and inclusive means to raise issues and grievances and allow IDP to respond to and manage such grievances.

• To devise a plan of action that clearly identifies the means and frequency of engagement of each stakeholder

• To allocate budgetary and other resources in the project design, project implementation, and Monitoring and Evaluation (M&E) for stakeholder engagement and participation

SEP provides an opportunity for all-inclusive approach in project preparation, planning, implementation and monitoring processes. It is geared toward ensuring meaningful and a wide consultative process guided by World Bank’s Environmental and Social Framework (ESF), particularly ESS-10.

1.5.5 Structure of Stakeholder Engagement Plan

The structure of the stakeholder engagement plan will be as follows;

Stakeholder Identification and analysis

Stakeholder Engagement Program

Grievance Redress Mechanism

Monitoring and Reporting

1.6 Project Stakeholder Identification and Analysis

For the purpose of undertaking the ESA, to assess and anlayse the various stakeholders 20 Focus Group Discussions were conducted and meetings were conducted with stakeholder departments. The list of sampled Gram Panchayats is given in the Annexure 3. Based on the discussions with the stakehodlers an analysis and their issues, concerns and perceptions are present below:

1.6.1 Stakeholder Analysis, Issues, Concerns and Perceptions



Stakeholders Importance /

Influence Issues Problems/ Concerns Suggestions/ Perceptions

FARMERS

High Importance/

Moderate

Influence

Lack of Storage

Facilities

Farmers have to sell their produce immediately after harvesting

Middlemen or traders take undue advantage of this situation and offer lower prices

Farmers get lower prices of their produce particularly cash crops like potatoes and fruits like apples

Adequate storage facilities be provided with easy access particularly in fruit growing areas

This will ensure higher bargaining power to the farmers

Lack of Agro-Processing

units

Farmers can sell semi-processed and processed products to these units

High dependence on local traders and middlemen as they do not have access to other marketing avenues

Agro-processing units in areas like Kullu, Theog - Shimla where fruits like apples or tomatoes are produced would help the farmers in getting better prices

Setting up of these units would provide alternative to the farmers to sell their crops to these units

This would ensure higher bargaining power to the farmers

Training and support in food processing to rural women and youth to setup such units would help in promoting income generating activities

Poor access to markets

Most of the GPs particularly in Mandi, Solan, Shimla, Hamirpur have poor road connectivity

Kathog and Tikker GPs in Mandi district have very poor connectivity to the main road and hence the farmers are forced to sell their produce to traders and locally to other villagers. They grow traditional crops only. Most of the livestock produce is self-consumed or

Adequate road connectivity to main road or highways or market would help in increased vehicular movement and thus provide opportunity to explore new markets for selling their produce.

Improve access to services from Veterinary Doctors and Agricultural





sold locally to other villagers.

Farmers have to restrict their sale of produce to local areas / markets near Gram Panchayats due to poor road conditions or lack of connectivity

Veterinary doctors and agricultural specialists from the department rarely visit these GPs

Exploitation of traders and middlemen

Department Improved access

would allow adopting to high yielding varieties of crops

Lack of irrigation

facilities

Most of the GPs visited had limited or no irrigation facility available

Farmers depend on rainfed agriculture totally dependent on rains.

Low production and yield Lower income from crop

production High risk of total crop failure

Improved irrigation facilities

Development and maintenance of water harvesting structures.

Support to villagers in developing rainwater harvesting structures

This will help in diversification of agricultural produce and improve crop production and yield

Participation of local rural people in development and management of water structures

Limited Availability of

Drinking Water

Water from natural sources have reduced considerably

Shortage of drinking water in peak summers in most of GPs visited

Sometimes conflicts also take place among community members

Awareness on improved

agricultural

practices

Almost all the farmers in GPs follow traditional methods of cultivation

Rural community is not aware of proper use of synthetic fertilizers and pesticides, insecticides and weedicides resulting in over-application of these chemicals leading to reduction in fertility in long run

Excess use resulting in increased toxic levels in drinking/ground water

Regular awareness camps and demonstrations be conducted by department and other experts

People be sensitized towards optimal use of synthetic fertilizers

Awareness camps particularly towards transition from use of synthetic fertilizers and insecticides / pesticides /





Inadequate knowledge of precautions often lead to mishaps – allergy, infection, fever etc.

weedicides to organic farming in a manner that the production and yield of crops is not affected in short term.

Special sessions be organized on precautions to be taken during application of inorganic pesticides

Damage caused by the Wild

Animals

Wild animals like monkeys, wild boars, nilgai, peacocks, etc. cause immense damage to agricultural crops and fruit crops.

In some GPs rural community have stopped cropping and are now engage in employment as labourers

Solar fencing along the GP boundary so as to prevent the wild animals from entering the fields.

Skill

Development Trainings

Rural youth and women be provided skill development trainings on income generating activities like food processing, sewing, knitting etc.

Almost all the GPs visited have a small group of women – Mahila Mandals which are operational, hold regular meetings, generate savings and show active participation in social causes.

Rural youth have formed Yuva Mandal in almost all GPs and organize sports activities and participate in activities for social welfare.

Soil Erosion

Soil erosion due to water run-off particularly during monsoon

Land slides

Check dams, trench drainages be taken up

Protection works along land slide zones

Revenue

village as Unit

Topography of villages (wards) within a Gram

The planning exercise shall be taken up in





for Planning

and

Implementation

Panchayat can be quite varied in hilly region.

Villages near the road would have better access to facilities than the villages away from the road

Villages in higher altitude would have less access to water as compared to villages at lower altitude

each village of a Gram Panchayat and consolidated at GP level

Participation and

Implementation

Engagement of local rural community for effective implementation and ensuring higher sense of ownership of the project developments and assets.

Committees for planning and implementation of program in a GP be formed at village level and at GP level.

Common interest groups (CIG) must be formed for different users with interest in different activities like CIG for wheat may consist of farmers cultivating wheat in a GP similarly for Apples a separate group may be formed

Gram

Panchayat:

Pradha, Secretary and

Members

High Importance/

Moderate

Influence Separate

Committee to

undertake

planning and implementation

at GP Level

Gram Panchayat Secretary are often over-burdened with the management of finances for regular development works undertaken by the government administration and other departments.

Secretary is often over-burdened with management of finance and record keeping of the development works.

Separate committee should be formed at GP Level to handle Planning, implementation and management of financial and physical resources

Women

High

Importance/

Low Influence Skill

Development

Programs for

destitute, elder women

Generally all skill development and training programs of the government schemes for women are targeted for women below the age of 45.

Almost all the GPs visited

Training programs for women should not be age restricted and all willing participants be allowed to participate in programs and activities of the





have single women above the age of 45 who are willing to participate in such skill development activities which may provide them with income generating opportunities and skills

project where they feel they are able to participate and contribute meaningfully.

Landless Labourers

High Importance/

Low influence

Opportunity to Participate in

planning and

implementation

Landless labourers are often not consulted in development of schemes and their implementation

Every GP has quite a few landless labourers who often migrate to other places in different seasons in search of work.

Their participation in implementation and management of resources and assets would provide them income generating opportunities

Transhumant

Moderate Importance/

Low Influence

Opportunity to Participate in

planning and

implementation

Often could not be consulted due to shiting place of residence.

Generally interested Look forward to

redressal of their issues

Forest

Departemnt

HIgh Importance/

High Influence Opportunities to take forward

lessons learnt

from previous

project

contiuation

Lack Funds for implementation of projects learnings

Very much interested i. With the experince in

such projects like Mid

Himalayan project

and other external

aided they can

implement

Agriculture Dept.

High

Importance/ High Influence

Opprtunity to

implememnt climate

resellient

farming

technologies

and research

Lack Funds for implementation

Demonastration on climate resilient farming helps improving the income of farmers

Science nad Technology

Dept.

Moderate Importance/

Low Influence

Opportunity to implement

prepared

climate change

adaptation plan

Lack of Funds and staff for implementation

Prepared climate change adaption plan, also conducting small scale climate reselint agriculture, prepared





trg material for climate change adaptation training. Material

Animal Husbandry

Department

Moderate Important/

Moderate

influence

Oprtunity to conduct and

implement

through

awareness

Camps

Comducts research to rear cattle in scientific manner and wants to take forward these approaches

They can implement good animal husbandry practices in a scientic manner by converging

1.7 Stakeholder Engagement Plan

The objective of the engagement and consultations plan under the project is to:

a) Begin early in the project planning process to gather initial views on the project proposal and inform project design;

b) Encourage stakeholder feedback, particularly as a way of informing project design and engagement by stakeholders in the identification and mitigation of environmental and social risks and impacts;

c) Ensure that stakeholders understand how the project is likely to affect them d) Ensure consistency in messaging e) Continue engagement on an ongoing basis as risks and impacts arise and manage

stakeholders’ expectations; f) Ensure prior disclosure and dissemination of relevant, transparent, objective,

meaningful and easily accessible information in a timeframe that enables meaningful consultations with stakeholders in a culturally appropriate format, in relevant local language(s) and is understandable to stakeholders;

g) Consider and responds to feedback; h) Support active and inclusive engagement with project-affected parties; i) Ensure that consultation(s) is/ are free of external manipulation, interference,

coercion, discrimination, and intimidation; and j) Ensure consultation (s) is/are documented and disclosed by the IDP.

1.7.1 Summary of Stakeholder Consultations to date

1.7.2 List of Stakeholder Consultations

Date Activity District GP

25/09/19 Travel Mandi

26/09/19 FGD Kullu Bandrol, Talogi

27/09/19 FGD Kullu Bajaura



27/09/19 Travel Mandi

28/09/19 FGD Mandi Kathog, Tikker

28/09/19 Travel Chamba

29/09/19 FGD Chamba Banet, Kudnu

30/09/19 Travel Una

30/09/19 FGD Una Beriyan

01/10/19 FGD Una Kharyalta, Sohari

01/10/19 Travel Bilaspur

02/10/19 FGD Bilaspur Malraon, Doodiyan

03/10/19 FGD Bilaspur Padyalag

03/10/19 FGD Hamirpur Taal

04/10/19 FGD Hamirpur Mehal

04/10/19 Travel Shimla

05/10/19 FGD Shimla Bagri, Mundu

05/10/19 Travel Solan

06/10/19 FGD Solan Jhajha, Dangeel

07/10/19 FGD Solan Hinner



1.7.3 Engagement Methods and Tools

IDP will use various methods of engagement that will be used by the implementing agencies as part of their continuous interaction with the stakeholders. For the engagement process to be effective and meaningful, a range of techniques need to be applied that are specifically tailored to the identified stakeholder groups. Methods used for consulting with Government officials may be different from a format of liaising with the local communities (e.g. focus group discussions, displays and visuals with a lesser emphasis on technical aspects). The format of every engagement activity should meet general requirements on accessibility, i.e. should be held at venues that are easily reachable and do not require long commute, entrance fee or preliminary access authorization, cultural appropriateness (i.e. with due respect to the local customs and norms), and inclusivity, i.e. engaging all segments of the project affected parties including the vulnerable individuals. If necessary, logistical assistance should be provided to enable participants from the remote areas, persons with limited physical abilities and those with insufficient

financial or transportation means to attend public meetings scheduled by the project. Ensuring the participation of vulnerable individuals and groups in project consultations may require the implementation of tailored techniques. The vulnerable groups identified by the project include the rural population, people living with disabilities, women, and disadvantaged youth. Attention will be given to the vulnerable groups to ensure that they are not denied project benefits. This will be done by focus group discussions, monitoring participation rates, undertaking beneficiary assessments, using online platforms to allow access to otherwise disadvantaged groups, and ensuring that at least 30% of participant trainees are females. Information that is communicated in advance of public consultations primarily includes an announcement thereof in the public media – local and regional, as well as the distribution of invitations and full details of the forthcoming meeting well in advance, including the agenda. It is crucial that this information is widely available, readily

accessible, clearly outlined, and reaches all areas and segments of the stakeholders. These parameters can be achieved through the following approaches:

• Advance public notification of an upcoming consultation meeting follows the same fundamental principles of communication. That is, it should be made available via publicly accessible locations and channels. The primary means of notification may include mass media and the dissemination of posters/ advertisements in public places. The project keeps proof of the publication (e.g. a copy of the newspaper announcement) for accountability and reporting purposes. Existing notice boards in the implementing agencies and the universities may be



particularly useful for distributing the announcements. When the notifications are placed on public boards in open air, it should be remembered that the posters are exposed to weather, may be removed by by-passers or covered by other advertisements. The project’s staff will therefore maintain regular checks to ensure that the notifications provided on the public boards remain in place and legible.

• Another critical aspect of the meeting preparation process is selecting the methods of communication that reach the potential audience with lower levels of literacy or those who are not well-versed in the technical aspects of the project. Oral communication is an option that enables the information to be readily conveyed to such persons. This includes involving the selected stakeholder representatives and institutional leaders to relay up-to-date information on the project and consultation meetings to the various target audiences.

• Placement of the project materials in the public domain is also accompanied by making available a register of comments and suggestions that can be used by any member of the affected parties, other stakeholders and public to provide their written feedback on the contents of the presented materials. As a rule, the register is made available for the entire duration of the requisite disclosure period. Where necessary, a project representative or an appointed consultant should be made available to receive and record any verbal feedback in case some stakeholders experience a difficulty with providing comments in the written form.

• Drafting an agenda for the consultation meeting is an opportunity to provide a clear and itemized outline of the meeting’s structure, sequence, chairpersons, a range of issues that will be discussed and a format of the discussion (e.g. presentation/ demonstration followed by a Questions & Answers – Q&A session, facilitated work in small groups, feature story and experience sharing, thematic sessions with a free speaking format enabling the mutual exchange of ideas). A clearly defined scope of issues that will be covered at the meeting gives the prospective participants an opportunity to prepare their questions and comments in advance.

• Distribution of targeted invitations to the consultation meeting or a hearing is an

important element of the preparation process and is based on the list of participants that is compiled and agreed in advance of the consultation.

4.5 Description of Engagement Methods A summary description of the engagement methods and techniques that will be applied by project developer is provided below. The summary presents a variety of approaches to facilitate the processes of information provision, information feedback as well as participation and consultation.

Table 1: Methods/Tools for Information Provision, Feedback, Consultation and Participation

Method / Tool Description and Use Contents Dissemination Method Target Groups

Distribution of printed public

materials: leaflets, brochures, fact

sheets

Used to convey information on the

Project and regular updates on its

progress to local, regional and

national stakeholders.

Printed materials present

illustrative and written

information on the IDP.

Presented contents are concise,

clear and easy to understand by a layperson reader. Graphics and

pictorials are widely used to describe technical aspects and aid

understanding.

Distribution as part of consultation meetings, awareness campaigns, discussions and

meetings with stakeholders.

Government Departments and Agencies All project affected parties

Project interested parties

Other potential stakeholders

Distribution of printed public

materials: newsletters/ updates

A newsletter or an update circular

sent out to Project stakeholders on

a regular basis to maintain

awareness of the Project development.

Important highlights of Project

achievements, announcements of

planned activities, changes, and

overall progress.

Circulation of the newsletter or

update sheet with a specified

frequency in the Project Area of

Influence, as well as to any other

stakeholders that expressed their

interest in receiving these

periodicals.

Means of distribution – post,

emailing, electronic subscription,

delivery in person.

The mailed material can be

accompanied by an enclosed postage-paid comment/feedback form that a reader can fill in a

return to the Project’s specified address.

All projected affected parties

All project interested parties

Implementing Universities

Government Departments and Agencies

22

Printed

advertisements in the media

Inserts, announcements, press

releases, short articles or feature stories in the printed media –

newspapers and magazines

Notification of forthcoming public

events or commencement of

specific Project activities.

General description of the Project

and its benefits to the stakeholders.

Placement of paid information in

local, regional and national printed media, including those

intended for general reader and specialised audience




Radio or television entries

Short radio programmes, video

materials or documentary

broadcast on TV.

Description of the Project, Project

development update and processes.

Advance announcement of the

forthcoming public events or commencement of specific Project activities.

Collaboration with media producers that operate in the region and can

reach local audiences.

Government Departments and Agencies

Implementing universities




Visual presentations Visually convey Project

information to affected

communities and other interested

audiences.

Description of the Project

activities, processes and timeline.

Updates on Project development.

Presentations are widely used as

part of the public hearings and

other consultation events with

various stakeholders.

Participants of the public hearings,

consultations, rounds tables, focus

group discussions and other forums

attended by Project stakeholders.

Government Departments and

Agencies

Notice boards Displays of printed information on notice boards in public places.

Advance announcements of the

forthcoming public events,

commencement of specific Project activities, or changes to the scheduled process.

Printed announcements and notifications are placed in visible

and easily accessible places frequented by the local public,

including libraries, village cultural centres, post offices, shop, local

administrations.




23

Dedicated telephone

line (hotline)

Setting up a designated and

manned telephone line that can be

used by the public to obtain

information, make enquiries, or

provide feedback on the Project.

Initially, telephone numbers of Project’s specialised staff can be

shared with the public, particularly staff involved in

stakeholder engagement, public relations and environmental

protection.

Any issues that are of interest or

concern to the direct project beneficiaries and other

stakeholders.

Telephone numbers are specified on the printed materials

distributed to Project stakeholders

and are mentioned during public

meetings.

Project’s designated staff should

be assigned to answer and respond to the calls, and to direct callers to

specialist experts or to offer a call-back if a question requires

detailed consideration.

Any project stakeholder and

interested parties.

Internet/Digital Media

Launch of Project website to promote various information and

updates on the overall Project, impact assessment and impact

management process, procurement, employment

opportunities, as well as on Project’s engagement activities

with the public.

Information about Project operator and shareholders, Project

development updates, employment and procurement,

environmental and social aspects.

A link to the Project web-site

should be specified on the printed

materials distributed to

stakeholders.

Other on-line based platforms can also be used, such as

webconferencing, webinar presentations, web-based

Project stakeholders and other interested parties that have

access to the internet resources.

[email protected]

Web-site should have a built-in

feature that allows viewers to

leave comments or ask questions

about the Project.

Website should be available in English

meetings, Internet surveys/polls

etc.

Limitation: Not all

parties/stakeholders have access

to the internet, especially in the

remote areas and in communities.

Surveys, Interviews

and Questionnaires The use of public opinion

surveys, interviews and

questionnaires to obtain

stakeholder views and to

complement the statutory process

of public hearings.

Description of the proposed

Project and related processes.

Questions targeting stakeholder perception of the Project,

associated impacts and benefits, concerns and suggestions.

Soliciting participation in

surveys/interviews with specific

stakeholder groups.

Administering questionnaires as part of the household visits.

All project affected parties.

Feedback & Suggestion Box

A suggestion box can be used to

encourage residents in the

affected communities to leave

written feedback and comments

about the Project.

Contents of the suggestion box should be checked by designated

Project staff on a regular basis to ensure timely collection of input

and response/action, as necessary.

Any questions, queries or

concerns, especially for

stakeholders that may have a

difficulty expressing their views

and issues during public

meetings.

Appropriate location for a

suggestion box should be selected

in a safe public place to make it

readily accessible for the

stakeholders.

Information about the availability

of the suggestion box should be

communicated as part of Project’s

regular interaction with local

stakeholders.

Project affected parties, especially vulnerable groups.



1.1 Grievance Management 1.2 Objective of the GRM

The Project will establish a Grievance Redress Mechanism (GRM) which will be implemented with the aim to respond to queries or clarifications about the project, resolve problems with implementation and addressing complaints and grievances. The GRM will focus on corrective actions that can be implemented quickly and at a relatively low cost to resolve identified implementation concerns, before they escalate to the point of harm or conflict. GRM will serve as a channel for early warning, helping to target supervision to where it is most needed and identify systemic issues. The GRM will directly focus on and seek to resolve complaints (and requests for

information or clarification) that pertain to outputs, activities and processes undertaken by the Project, i.e., those which (i) are described in the Project Implementation Plan; (ii) are funded through the Project (including counterpart funds); and (iii) are carried out by staff or consultants of the organization, or by their partners and sub-contractors, directly or indirectly supporting the project. It is envisaged that such cases would fall under (but are not limited to) the following categories:

request for information, comment or suggestion, e.g., request for clarification as to the delay in reimbursing expenses of participants in a given training event;

violation of rights or non-performance of obligations, e.g., complaint by

consultant or firm whose contract is suspended as a result of presumed poor performance or non-delivery of agreed-upon outputs;

grievances or offenses involving a violation of law, e.g., allegations of corruption; and

complaints against project staff, members of project committees, consultants, and sub-contractors involved in project implementation

1.3 Project Grievacne Redress Mechanism

This section deals with the Three levels at which the Grievance Redress Mechanism will be established at a) the Grievance Redress Committee at the District Level, b) Scrutiny of Grievances and Redressal at PMU level and c) Project GR Committee at State level. Moreover, the legal options will be available to all the stakeholders. These arrangements are described below: 1.3.1 Grievance Redress Committee (GRC) at District Level

The Grievance Redress Committee will be established at the District level under the chairmanship of the District Project Officerfor redress of grievances of the stakeholders with one of the Assistant Project Officers as the convener of these



committees and two non-official members from the projecr affected families out of which one will be a Woman, one representative from District Panchayat Officer and a prominent Social Worker of the District/ Division. There would be an option of registering the complaint at the Project web portal directly which would facilitate faster redressal. It is proposed that the stakeholders first register the grievances with the GRC, which will be directed to the concerned Assistant Project Officer for taking redressal measures. The GRC should review status of all matters/ grievances received during the next immediate meeting and

initiate measures for redress of unresolved complaints. No grievance can be kept pending for more than a month. This GRC will meet once in a month. Implementation of the redress rests with the GRC with due support provided by the DPO/ Field Offices. In case the aggrieved party is not satisfied with the proposed redress measures by the GRC, then the party can take approach the PMU for redressal. If the aggrieved party is not satisfied with the proposed redressal measures suggested by PMU, then the party can approach State level committee. If the aggrieved party is not satisfied with the decision of state level committee, it can approach the court of law or the larger state-wide grievance redress systems in place. 1.3.2 Scrutiny of Grievances Redressal at PMU Level

The composition of the committee will be with the following members:

1. Executive Director - Chairman 2. SMS (Communication-cum-Public Relation) - Convenor 3. SMS (Social) 4. SMS (Enviroment) 5. A prominent woman development professional

This committee will scrutinize the grievances and redressal on a monthly basis and submit reports to the PGRC. 1.3.3 Project GR Committee (PGRC)

In order to address grievances related to project activities, land acquisition and resettlement and rehabilitation implementation, livelihoods issues, etc., three bodies are to be established; PGRC at the State level, PMU level and Grievance Redress Committees at the District level. The state level GRC will be established under the chairmanship of Chief Project Director to monitor and review the grievances, in his capacity as Chairman. Executive Direcror, IDP will be convener of this committee. The composition of the committee will be with the following members: 1. Deputy Director (Admin.) 2. SMS (Social)

3. SMS (Enviroment) 4. SMS (Communication-cum-Public Relation) 5. A prominent woman development professional



This committee should meet every quarter to review the progress made in resolving grievances. This committee will also provide policy related direction to the Grievance Redress Committee and the participating departments with regard to project activities.

Table 0-1: Grievance Redressal Mechanism

Table: Grievance Redress Mechanism

Level Agency Time period

for redress of

grievances

Issues likely to

emerge

Functions/ Responsibility

District Grievance Redress

Committee

Maximum of

one month Participation

Benefit sharing

Encroachment

Land

acquisition

Livelihood

Assistance

Compensation

Inclusion of

households in

project activities

DPO as Chairperson and APO

as the Convener.

PMU PMU Maximum of

one month

The SMS (Social) will review the

grievances and suggests

redressal

State Project Grievance

Redressal

Committee

Maximum of

three months

Chief Project Director, IDP as

chairman and Executive

Director, IDP as Convener.

The PGRC will receive grievances escalated from the districts and it will be chaired

by the Chief Project Director. Each APO as well as DPO Office will maintain a Grievances Registers and document/ log all the grievances and their redress. The SMS (Social) at PMU will consolidate this information at project and forward quarterly reports to The World Bank through the CPD. 1.3.4 Documentation of the GRM Processes

The GRCs at each level will maintain the Grievance Register that would, among others, help with monitoring and evaluation of the functioning of GRCs but also to document the processes of GRCs. The Grievance Register will have the following details:

Serial Number Case Number Name of Complainant Gender Name of Parent/Spouse Full Address of the Complainant Main complaint/grievance List of documents attached



History of Previous complaint/grievance, if any Date of receipt of complaint/grievance Date of acknowledgement of complaint/grievance Date of field investigation, if any Date of hearing Decision of GRC at that level Progress – redressed, pending or rejected Key agreements/commitments Decision/Response of the complainant/grieved person

Date, Mode and Medium of communication to complainant/grieved person Date of closing of complaint/grievance Whether appealing to next level – yes or no Whether or not seeking legal redress.

The grievance redress process will be a continuous, transparent and participatory process that would be an integral part of the project’s accountability and governance agenda. The GRC at each level will maintain the above mentioned Register. The PMU will also prepare periodic reports on the grievance redress on the basis of reports received from the GRCs. 1.4 Legal Options to PAFs

The aggrieved will have two kinds of options for addressing their grievances relating to the land appropriation. One is the grievance redress mechanism incorporated in this framework, as above. The other is the general legal environment consisting of court of law to address their grievances. These options will be disclosed to the aggrieved during the public consultation process. 1.5 Points of contact To be given 1.6 Grievance Redress Service of The World Bank In addition to seeking to resolve their grievances through the GRM established at the government level, “communities and individuals who believe that they are adversely affected by a World Bank (WB) supported project such as this operation may also submit complaints to the Grievance Redress Service (GRS) established by the World Bank. The GRS ensures that complaints received are promptly reviewed in order to address project-related concerns. Project affected communities and individuals may also submit their complaint to the WB’s independent Inspection Panel, after having brought the complaint to the World Bank's attention through its GRS. Information on how to submit complaints to the World Bank’s Grievance Redress Service is available athttp://www.worldbank.org/GRS. Information on how to submit complaints to the World Bank Inspection Panel is available atwww.inspectionpanel.org.

1.7 Monitoring and Reporting

http://www.worldbank.org/GRS

http://www.inspectionpanel.org/



The Stakeholder Engagement Plan will be periodically revised and updated as necessary in the course of capacity building program implementation in order to ensure that the information presented herein is consistent and is the most recent, and that the identified stakeholders and methods of engagement remain appropriate and effective in relation to the project context and specific stages of the implementation. Any major changes to the project related activities and to its schedule will be duly reflected in the SEP. Reporting

Monthly summaries and internal reports on public grievances, enquiries and related incidents, together with the status of implementation of associated corrective/preventative actions will be collated by responsible staff and referred to the senior management of the project(s). The monthly summaries will provide a mechanism for assessing both the number and the nature of complaints and requests

for information, along with the Project’s ability to address those in a timely and effective manner. Information on public engagement activities undertaken by the Project during the year may be conveyed to the stakeholders in two possible ways:

• Publication of a standalone annual report on project’s interaction with the stakeholders.

• A number of Key Performance Indicators (KPIs) will also be monitored by the project on a regular basis, including the following parameters: - Number of public hearings, consultation meetings and other public

discussions/forums conducted within a reporting period (e.g. monthly, quarterly, or annually);

- Frequency of public engagement activities; - Geographical coverage of public engagement activities – number of

locations and Universities covered by the consultation process; - Number and details of vulnerable individuals involved in consultation

meetings; - Number of public grievances received within a reporting period (e.g.

monthly, quarterly, or annually) and number of those resolved within the prescribed timeline;

- Type of public grievances received; - Number of press materials published/broadcasted in the local, regional,

and national media; Training

IDP and implementing agencies will arrange necessary training associated with the implementation of this SEP that will be provided to the members of staff who, due to their professional duties, may be involved in interactions with the external public, as well as to the senior management. Specialized training will also be provided to the staff appointed to deal with stakeholder grievances as per the Public Grievance



Procedure. Project contractors and selected representatives will also receive necessary instructions for the Grievance Procedure.

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