Himachal Pradesh State Roads Transformation Program (Funded by World Bank) Stakeholder Engagement Plan (Draft) DECEMBER 2019 HIMACHAL PRADESH ROAD & OTHER INFRASTRUCTURE DEVELOPMENT CORPORATION LTD. (Government of Himachal Pradesh Undertaking) (An ISO 9001:2008 QMS & ISO 14001:2004 EMS conforming company) Table of Contents Abbreviations and Acronyms .......................................................................................................................1 Executive Summary ......................................................................................................................................3 1.0 Project Description ..........................................................................................................................5 2.0 Nature of Proposed project interventions .......................................................................................6 3.0 Purpose of the Stakeholder Engagement Plan ................................................................................6 4.0 Applicable legal and regulatory framework and World Bank ESF ...................................................7 5.0 Brief Summary of Previous Stakeholder Engagement Activities .....................................................8 6.0 Stakeholder Identification in HPSRTP ............................................................................................10 7.0 Stakeholder Engagement and Project Cycle ..................................................................................12 8.0 Timelines for Feedback ..................................................................................................................22 9.0 Future Phases of Project ................................................................................................................24 10.0 Implementation Arrangements .....................................................................................................24 11.0 Grievance Redressal Mechanism ...................................................................................................26 12.0 Budget for Implementation ...........................................................................................................29 13.0 Monitoring and Reporting .............................................................................................................30 14.0 Training ..........................................................................................................................................31 S.No. Content Page No. Tables 1 Stakeholders in HPSRTP 2 Mechanisms for Information Sharing and Process 3 Component 1 - Building HP’s Transport and Logistics Institutions – Information dissemination and modes of disclosure 4 Component 2 – Improving MDRs 5 Component 3 – Road Safety 6 Disclosure, Feedback and Timelines 7 Budget for Implementation of SEP Figures 1 Grievance Redress Mechanism/Process Annexures 1 Summary table of Consultations and surveys with stakeholders (affected persons other interested parties) 2 Outcomes of the public consultations for approach to management of E&S issues arising in the project road. 3 Brief summary of concerns/suggestions expressed by the different interest groups during consultations Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan Abbreviations and Acronyms CBO Community Based Organization CGWB Central Ground Water Board COI Corridor of Impact CPCB Central Pollution Control Board CRRI Central Road Research Institute DoE Department of Environment DC District Commissioner ESIA Environmental and Social Impact Assessment ESF Environment and Social Framework ESS Environment and Social Standard EMP Environmental Management Plan ESCP Environment and Social Commitment Plan FPIC Free Prior and Informed Consultation FGDs Focus Group Discussions GDP Gross Domestic Product GoI Government of India GoHP Government of Himachal Pradesh GRC Grievances Redress Committee GRM Grievances Redress Management GBV Gender Based Violence HPPWD Himachal Pradesh Public Works Department HPDOT Himachal Pradesh Directorate of Transportation HPMVA Himachal Pradesh Motor Vehicle Administration HPSRTP Himachal Pradesh State Road Transformation Project/ IRC Indian Road Congress LMP Labor Management Procedure MDRs Major District Roads MoEFCC Ministry of Environment and Forests and Climate Change MSL Mean Sea Level MW Mega Watt NGO Non-Government Organization NH National Highway Page | 1 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan PAP Project Affected Person PIU Project Implementation Unit PMC Project Management Consultant RAP Resettlement Action Plan ROW Right of Way SEP Stakeholder Engagement Plan SEIAA State Environmental Impact Assessment Agency SGWB State Ground Water Board SHG Self Help Group SC Schedule Caste ST Schedule Tribe SDO Social Development Officer WB The World Bank Page | 2 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan Executive Summary 1. The proposed Project Development Objective of Himachal Pradesh Road Transformation Project (HPSRTP) is to enhance the efficiency of the transportation, logistics and Road Safety institutions and improve priority Major District Roads (MDRs) to stimulate horticulture and overall economic growth in Himachal Pradesh. It has multifaceted objectives and sub objectives includes, institutional development, improve road safety, promoting green and safe corridor initiative, commercializing road maintenance etc. 2. In respect of infrastructure related interventions proposed under Component, the project shall comprise 77.25 km of up gradation roads and 150 km of maintenance roads. The proposed improvement of project road comprises concentric widening, eccentric widening and as well as geometric improvements at necessary locations taking into account locations with blind spots and areas prone to landslides, improvement of bus shelter and other road side facilities to make it user friendly considering the facilities like toilets, drinking water, disability friendly design and implementation etc. The 150 km of maintenance corridors are likely to comprise: minor repairs work, curve improvements, blind spot improvements, etc. As the roads are traversing through the hilly region, Bio-Engineering components will be integral part of the road. 3. The “Stakeholder Engagement Plan” (SEP) forms a part of preparation of ESIA, in accordance with the safeguard compliance requirements (ESS-10) of Environmental and Social Framework (ESF), 2016 of the World Bank. This SEP takes into account the existing institutional and regulatory framework within the context of the following GoI and GoHP legal instruments as well as the safeguard compliance requirements of Environmental and Social Framework (ESF), 2016 of the World Bank includes: i) The Environmental Impact Assessment Notification (EIA), 2006 (including all amendments to date), notified by MoEFCC, GoI; ii)The Right to Fair Compensation and Transparency in Land Acquisition, Rehabilitation and Resettlement Act, 2013; iii)The Right to Information Act 2005, and iv) ESS 10: Stakeholder Engagement and Information Disclosure, ESF 2016, World Bank. As the SEP is dynamic document and it will be updated in various stages of project life cycle, the updation and inclusion of new stakeholder will be done as continued process. 4. As part of the process of identification of stakeholders, all stakeholders relevant to the overall project including its components and sub-components were considered. These included those currently associated with the project and those who will be associated with the project at a later stage during implementation. Stakeholders were identified and categorized into: i) project affected parties, ii) other interested parties and iii) disadvantaged and vulnerable groups. Systematic consultation with all those interproject beneficiaries, project affected people, women, vulnerable and poor members of the community, and other stakeholders to understand their interests and influence over the project. Consultations were also carried out with secondary stakeholders: local community-based organizations (CBOs) and community representatives as well as government departments etc. Focus group discussions were conducted with a cross-section of men and women in the community. 5. The objective of these discussions with those involved in the road works component of the project was to gain in-depth understanding of project issues and concerns from a broad group of discussants, including people who may be affected from loss of land. The consultations focused on: inclusiveness in participation of community members, perceptions and concerns about the positive and negative social impacts of the project, including impacts on land and structures. Separate individual interviews were held with disadvantaged and vulnerable members of the community to disseminate information about the project and to understand their views about the project. Women at select locations were also consulted on their interest in road related livelihood activities such as providing off-carriage maintenance works and supporting the much-needed bio-engineering measures towards slope stabilization efforts. A separate questionnaire was administered to females on questions relating to Page | 3 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan Gender Based Violence (GBV) particularly at locations where labor camps and socially sensitive receptors such as Schools and hospitals are located. The outcomes of the public consultations were helpful towards providing key inputs to the DPR on adoption of the mitigation hierarchy and provide inputs for approach to management of E&S issues arising in the project road. 6. The SEP provides for dissemination of a variety of information, the mechanism for sharing to build relationships with stakeholders, gather information from stakeholders, consult with stakeholders, and disseminate Project information to stakeholders. When selecting an appropriate process, culturally appropriate mechanism, and the purpose for engaging with a stakeholder group has been considered. 7. The SEP also discussed the process, method and timing of disclosures of different project related documents in entire project life cycle such as SEP and other documents like ESIA ESMP, RPF etc. An easy-to-understand guide to the terminology used in the environmental and social reports or documents will also be posted on the website. In addition, the site will provide details about the Grievance Redress Mechanism and contact details. HPRIDC will update and maintain the website regularly. 8. In terms of implementation arrangements, at the HPRIDC level the Social Development Officer will be responsible for implementation, updation and record keeping of the SEP as per the timeline and process mentioned in this document. At project level the Executive Engineer of corridor Management unit, NGOs, contractor and Consultant Supervisory agency will assist him for GRM and other matter. Monitoring is an essential component for the success and timely implementation of the ongoing stakeholder engagement process to ensure that consultation and disclosure efforts are effective, and that stakeholders have been meaningfully consulted throughout the process. During engagement with stakeholders the ESMU team with assistance from NGOs will assess meetings by asking questions to participants, depending on the stakeholder group, to ensure that messages are being conveyed clearly. Conduct debriefing sessions with the engagement team while in the field. This will help to assess whether the required outcomes of the stakeholder engagement process are being achieved and provide the opportunity to amend the process where necessary. 9. Monthly summaries and internal reports on stakeholder engagement events, and grievance handling will be collated by PMC with the support of NGOs as third party and referred to the senior management of the project(s). A number of Key Performance Indicators (KPIs) will also be monitored by the project on a regular basis. Information on public engagement activities undertaken by the Project during the year would be conveyed to the stakeholders through online publication of a SEP Implementation report. This would be informed to all stakeholders and also to the funding agency – World Bank. 10. An all-inclusive budget of INR 2.26 million for implementation of stakeholder engagement plan during the project life cycle has been provided. Page | 4 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan 1.0 Project Description 1. GoHP’s program for transforming state level transport institutions, improving mobility and logistics for horticulture and overall economic growth in HP, connecting HP to the Bharatmala network, and enhancing Road Safety, sets the goal for the institutional transformation envisaged to be implemented under the proposed project. As such, this project will support the launching of GoHP’s program focusing on strengthening the institutional base for transportation infrastructure and logistics services administration. 2. The proposed PDO is to enhance the efficiency of the transportation and Road Safety institutions and improve priority Major District Roads to stimulate horticulture and overall economic growth in Himachal Pradesh. The proposed operation comprises the following Components and sub- components: Component 1. Building HP’s Transport and Logistics Institutions, and Resilience, including: • Sub component 1.1: Re-establishing the Himachal Pradesh Road and Infrastructure Development Corporation (HPRIDC) and building resilience. The objective is to support GoHP’s initiative to create a corporate entity responsible for the administration of HP roads and delivering safe, resilient and well performing roads supporting the horticulture and overall economic development of the State. This involves, re-establishing HPRIDC as the road asset and other public infrastructure manager, responsible for the development and maintenance of all roads and other infrastructure under the jurisdiction of the HPPWD. • Sub component 1.2: Supporting the commercialization process of the direct labor operations and promoting competitive performance-based maintenance contracting. The objective is to support GoHP’s initiative to improve the efficiency of maintenance execution and reduce maintenance cost, by laying the ground for the full commercialization of HPPWD’s direct labor operations. • Sub component 1.3: Establishing HP Motor Vehicle Administration (HPMVA), Strengthening the Directorate of Transportation of HPDOT and developing logistics system and strategy. The objective is to deliver efficient customer services, as well as competitive, safe and clean/less pollutant transportation in HP. Component 2. Improving fruit belts stimulating HP’s horticulture and overall economic growth. This component will finance upgrading priority target collector roads/MDRs. The upgrading of approximately 77.25 km of roads connecting small holding farmers production and primary processing clusters to wholesale markets/SME clusters. Component 3: Enhancing Road Safety, including: • Sub component 3.1: Promoting the ‘Safe System’: This support focuses on strengthening enforcement on state roads and critical accident spots along rural roads, by enhancing patrolling and establishing emergency response system. • Sub component 3.2: Promoting the ‘Safe Corridor initiative’: The Safe Corridor initiative will support the state highway patrol by providing surveillance equipment (CCTV cameras for speed control, accident recording, etc.), variable messaging system (VMS), training the police, and establishing emergency response posts. 3. The implementation of the core initiatives of the project is expected to result in: i) Improved efficiency of transport and logistics institutions; ii) Reduction in maintenance expenditure; iii) Page | 5 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan Reduction in transport cost for transporting products from production clusters to SME/wholesale markets along the project roads; iv) Reduction in road accident fatalities per 100,000 population in pilot areas. 2.0 Nature of Proposed project interventions 4. The proposed Himachal Pradesh Road Transformation project funding is not only restricted to road construction and maintenance activity, but includes other objectives as well. As seen from above section, the project includes aspects such as: technology transformation in road assets management, road safety management (including road safety enhancement measures, accident black spot management, reduction of road injuries and fatalities, improvement of surveillance technology etc.),improvement technology in road maintenance through bio-engineering solution for slope stability by local women group, institutional improvement of Himachal Pradesh Transport Department(includes advance driver licensing process, coordinating the development of physical and digital freight consolidation platforms and coordinating logistics companies and trucking services providers, promoting multimodal transportation, coordinating road safety initiatives and stakeholders, introduce electronic management (e-management) system by digitizing the procedure manuals for each function and deliver one stop vehicle administration services). 5. In respect of infrastructure related interventions proposed the nature of activities in upgradation and maintenance works shall involve: Upgradation activities: The proposed improvement of project road comprises concentric widening, eccentric widening and as well as geometric improvements at necessary locations taking into account locations with blind spots and areas prone to landslides. Project shall remodel bus stops (also locally known as rain shelters) that lie en-route. Maintenance activities: The 150 km of maintenance corridors are likely to comprise: minor repairs work, curve improvements, blind spot improvements, etc. Specifically it shall include: rehabilitation of pavements to achieve certain level, improvement of road junctions & intersections, provision of pilot ground water recharging using the road runoff & enhancement of natural springs, etc. etc. Hence the above shall require the project to engage with multiple and varied set of stakeholders. 3.0 Purpose of the Stakeholder Engagement Plan 6. The Himachal Pradesh Road and Other Infrastructure Development Corporation (HPRIDC) is the designated nodal agency under GoHP for implementation of HPSRTP in Himachal Pradesh. This document titled as “Stakeholder Engagement Plan” (SEP) forms a part of preparation of ESIA, in accordance with the safeguard compliance requirements (ESS-10) of Environmental and Social Framework (ESF), 2016 of the World Bank. The SEP will be a useful tool for managing communications between HPRIDC and its stakeholders for the Project. The ESS recognizes the importance of open and transparent engagement between the HPRIDC and project stakeholders as an essential element of good international practices with an aim to improve the environmental and social sustainability of projects, enhance project acceptance and make significant contribution to successful project design and implementation. It seeks to define a culturally appropriate approach towards disclosure of information. The prime objective of SEP is to improve and facilitate decision making and create an atmosphere of understanding that actively involves likely project-affected people and other stakeholders in a timely manner, and that these groups are provided sufficient opportunity to voice their opinions and concerns that may influence decisions in Project design. The SEP shall serve the purpose of: Page | 6 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan i. understand the stakeholder engagement requirements of GoHP and GoI legislations; ii. provide guidance for stakeholder engagement; iii. identify key stakeholders that are affected, and/or able to influence the Project and its activities; iv. identify the most effective methods, timing and structures through which to share project information, and to ensure regular, accessible, transparent and appropriate consultation; v. develop a stakeholder(s) engagement process that provides stakeholders with an opportunity to proactively participate and influence project planning and design; vi. establish formal grievance/resolution mechanisms; vii. define roles and responsibilities for the implementation of the SEP; and viii. define reporting and monitoring measures to ensure the effectiveness of the SEP and periodical reviews of the SEP based on findings. 4.0 Applicable legal and regulatory framework and World Bank ESF 7. This SEP takes into account the existing institutional and regulatory framework within the context of the following GoI and GoHP legal instruments as well as the safeguard compliance requirements of Environmental and Social Framework (ESF), 2016 of the World Bank as mentioned below: • The Environmental Impact Assessment Notification (EIA), 2006 (including all amendments to date), notified by MoEFCC, GoI • The Right to Fair Compensation and Transparency in Land Acquisition, Rehabilitation and Resettlement Act, 2013 • The Right to Information Act 2005, • ESS 10: Stakeholder Engagement and Information Disclosure, ESF 2016, World Bank 8. The Environmental Protection Laws mentioned above establishes the right of citizens to live in a favorable environment and to be protected from negative environmental impacts. Citizens also have the right to environmental information as well as to participate in developing, adopting, and implementing decisions related to environmental impacts. The provisions of environmental law provide the assurances for public hearing during the process of project planning and also ensure the public discussion during implementations. Public representative bodies have an obligation to take into consideration citizens’ comments and suggestions. In the context of involuntary resettlement, the Land Acquisition Act, 2013 maintains the ethos and culture of public participation through social impact assessment. The Right to Information Act, 2005 provides for setting out the practical regime of right to information for citizens to secure access to information under the control of public authorities, in order to promote transparency and accountability in the working of every public authority. The ESS-10, Stakeholder engagement and information disclosure mandates stake holder engagement is an inclusive process conducted throughout the project life cycle. 9. The World Bank’s Environmental and Social Framework (ESF)’s Environmental and Social Standard (ESS) 10, “Stakeholder Engagement and Information Disclosure”, recognizes “the importance of open and transparent engagement between the Borrower and project stakeholders as an essential element of good international practice” (World Bank, 2017: 97). Specif ically, the requirements set out by ESS10 are the following: • “Borrowers will engage with stakeholders throughout the project life cycle, commencing such engagement as early as possible in the project development process and in a timeframe that enables meaningful consultations with stakeholders on project design. The nature, scope and frequency of stakeholder engagement will be proportionate to the nature and scale of the project and its potential risks and impacts. Page | 7 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan • The Borrower will maintain and disclose as part of the environmental and social assessment, a documented record of stakeholder engagement, including a description of the stakeholders consulted, a summary of the feedback received and a brief explanation of how the feedback. 10. In summary, the project comprises of infrastructure and institutional development including reform aspects that involves a range of stakeholders. At this stage of preparation, infrastructure component is the focus. Therefore, stakeholders such as affected communities disadvantaged and vulnerable communities and other interested parties that reside/operate en-route the corridors, have been engaged through surveys and consultations. In parallel, institutional development aspects too are going on currently through the various studies that are taking place, but this take a while for the study findings to be available. Likewise, the institutional reforms involving HPRIDC, HPMVA both in terms of their roles and responsibilities and also staffing etc. will take place once the project becomes effective and is under implementation. This status also implies that presently only a few stakeholders of the total potential stakeholders are available to be engaged and the remaining will come on board at a later stage of implementation e.g. Civil works contractors, women SHGs, HP MVA, etc. 11. Therefore, the purpose of the SEP at this stage is to set out the means and modes of engagement that shall guide the project to engage with those stakeholders – currently on board and those who would come on board at a later stage. Decisions that are currently under consideration include: upgradation and maintenance of roads corridors, reforms of HPRIDC, HPMVA as stated in description of component/sub-components that would usher in changes to both the staffing, roles and responsibilities. Hence, these aspects would require consultations of various kinds – consultations and FGDs with communities in the project areas, consultative meetings and workshop and feedback surveys with employees, etc. 5.0 Brief Summary of Previous Stakeholder Engagement Activities 12. In the period between 2007 and 2016 HPRIDC under the Himachal Pradesh State Road Project1 (HPSRP funded by the World Bank), held consultations with various sections of affected persons such as traders, women, village elders, Panchayat members, district level and also at state level and other inhabitants. The affected persons were consulted as "focus groups" such as a group of affected residents, a group of affected agricultural families and a group of shop owners, etc.. The purpose of these consultations was also to elicit views and suggestions of the affected persons on the road design and its potential impacts on the affected people and also for minimizing adverse social impacts. 13. Public consultations mainly acted as a forum to inform people about the project and also to elicit their opinion on the social provisions detailed in the project. Information dissemination on resettlement and rehabilitation provisions of the project, proposed road widths and alignments, role of the community, grievance redress etc., were given due importance. Issues pertaining to land acquisition, compensation, assistances to vulnerable groups, commercial, residential titleholders and tenants were also discussed with the community. issues discussed related to safety, compensation, income restoration, employment generation, information flow, grievance redress, role of administration etc. were discussed. Issues were also raised about the transparency in the project implementation process. People in general agreed on the need to widen the highways and improving it. The process of dissemination of information was highly appreciated by the local residents. 1 Source: Report on Terminal Impact Evaluation of the Implementation of RAP for all packages of upgrading roads in the State of Himachal Pradesh under Himachal Pradesh State Roads Project (HPSRP) and RP 531-Resettlement Action Plan, HPSRP, Phase I. Page | 8 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan 14. Under the current project, consultations with stakeholders were carried out as part of ESIA for the four upgradation corridors under the infrastructure components. Key findings, concerns are summarized below (See Annexure 1 & 2 for details): Affected parties: Those affected wanted to know the alternatives that would be provided by project. They wanted impacts to be minimized, particularly on the structures and also on their livelihood. They were eager to have information on compensation and assistances that would be payable for the impacts and what these to be done in a timely manner. They wanted other facilities pedestrian crossing. Other interested parties: They wanted: impacts to be minimized on places of religious importance such as temples; provision of safety measures; good quality material in road construction; measures to deal with land slides, protection of road side springs that provide seasonal water supply. Disadvantaged and vulnerable groups2 Access to bus stops should be improved if possible, by providing ramps; lack of public toilets (ladies’ toilets) at market places as well as near bus stops; safety issues arising from presence of migrant labor etc. near habitations; safety issues at socially sensitive locations such as hospitals, schools 15. These above consultations helped to influence the project in terms of design and also help identify commensurate provisions for addressing involuntary resettlement impacts. A few instances are presented below • Influencing project design: project road comprises concentric widening, eccentric widening and as well as geometric improvements at necessary locations taking into account locations with blind spots and areas prone to landslides. Project shall remodel bus stops with toilets (also locally known as rain shelters) that lie en-route. • Preparation of Resettlement Policy Framework: Adequate provision has been made in entitlement matrix for Non-titleholders to address project impacts on their assets and livelihood loss; provision for disbursement of compensation to the affected persons before handing over the stretch to the contractor; Entitlement matrix provides for income restoration provisions e.g. skill training; valuation of structure will be done without depreciation. 16. These consultations also helped to minimize impacts at a few locations (See Annexure 2). All of these stakeholders wanted to have continued consultation meetings during project preparation and subsequently during project implementation. Besides, ad-hoc meetings that would be organized by the Department and through consultants/NGOs, they wanted continuous flow of information either by messages over phone and/ vide information on websites. They also wanted to have a contact point in the department to help obtain project related information on regular basis. 2 Scheduled Caste. ST, family/household headed by women/female, disabled, handicapped, Below Poverty Line (BPL) families; widows; and persons above the age of 65 years irrespective of their status of title (ownership). Vulnerable groups would also include those farmers who (after acquisition of land) become small/marginal farmers Page | 9 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan 6.0 Stakeholder Identification in HPSRTP 17. Unlike the earlier project, identification of stakeholders for the current project went beyond those only those affected by the infrastructure works. Hence the following approach was taken: • Thorough review of the Project Appraisal document3 to understand the proposed components and sub-components was carried out; • Based on the understanding of the components, relevant stakeholders in discussion with HPRIDC and other institutional stakeholders were identified; • Social screening/preliminary ESIA of the four upgradation corridors including preliminary consultations and detailed ESIA with all types of stakeholder en-route these corridors were carried out; • During the month of August and September 2019, around 30 consultations including focus group discussions were conducted jointly by ESIA consultant team comprising social safeguard specialists, gender specialists, highway engineers. Consultations were also carried out with secondary stakeholders: local community-based organizations (CBOs) and community representatives as well as government departments etc. Focus group discussions were conducted with a cross-section of men and women in the community. See Annexure 1 for list of consultations held in two of the four priority upgradation corridors. • The consultations focused on: inclusiveness in participation of community members, perceptions and concerns about the positive and negative social impacts of the project, including impacts on land and structures. Separate individual interviews were held with disadvantaged and vulnerable members of the community to disseminate information about the project and to understand their views about the project. Women at select locations were also consulted on their interest in road related livelihood activities such as providing off-carriage maintenance works and supporting the much-needed bio-engineering measures towards slope stabilization efforts. See Annexure 2 on list of issues and concerns raised and also in helping the project identify alternatives. • In addition, census and household surveys were conducted for the affected households to identify the project affected parties/stakeholders. Such surveys, consultations and FGDs also helped to identify disadvantaged and vulnerable groups residing en-route these corridors. • Additionally, a very specific visit was conducted jointly with the HPRIDC officials and World Bank Gender Based Violence Expert in two of the upgradation corridor4. The team carried out individual and focused group discussions with community women, adolescent girls, local panchayat members, women pradhans, anganwadi workers, teachers and NGOs operational along these corridors, who are working on such issues. 18. Review, interactions with HPRIDC and consultations with both primary and institutional stakeholders en-route the project corridors enabled to firm up a list of stakeholders. These stakeholders were categorized into three categories -- Project Affected Parties; Other interested Parties and Disadvantaged and Vulnerable groups as elaborated in the Table below: Table 1 - Stakeholders in HPSRTP 3November 2019 version of the PAD 4 Baddi- Ramshahar and Dadhol – Ladraur sections Page | 10 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan Affected Parties Other interested Parties Disadvantaged and vulnerable Heads of the Household Village Panchayat members Vulnerable Groups within PAP members, likely to be impacted households Below Poverty Line’ category as identified by the concerned State Govt.; SC, ST, Physically challenged; Women headed households; Old age person above 65 years of age Individual household members Other Community leaders Clusters of PAPs Adolescent girls, local panchayat (Title holders, Non-titleholders members, women pradhans, (encroachers, squatter, kiosks) Anganwadi workers, teachers Impacted commercial NGOs, CBOs operational in the structure owners area Villagers SME clusters operational particularly in the Horticulture belt Trustees/managers of CPRs Police Department (religious shrines) Anganwadi, Primary, Secondary Motor Vehicle Department, and Senior Secondary School along Project Road Road safety – Community HP Police Commission, volunteers Labor wing of HP PWD HP State Information Commission, Truck owners’ association Himachal Information and technology Department HPPWD and HPDOT - State Pollution Control Board employees Potential Employees of State Commission for Women HPRIDC including women Women led SHGs HP Department of Transportation (HPDOT) Potential Employees of Himachal Pradesh State HPMVA including women Electricity Board Limited Staff of Hospitals in three pilot Forest Officials in Divisions en- districts route Project Roads Revenue Department, Government of Himachal Pradesh Construction Contractors /Vendors/Suppliers to the Project Himalayan Apple Growers Society, Himachal Pradesh Tourism Development Corporation Member Secretary, State Pollution Control Board Himalayan Forest Research Institute Page | 11 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan Table 1 - Stakeholders in HPSRTP Affected Parties Other interested Parties Disadvantaged and vulnerable Chief Wildlife Warden (Forest Head Quarters) Director, Department of Horticulture Archaeological Survey of India Hotel Owners Associations along Project Road PMC/CSC Technical Audit Consultant (Independent Verification Agency) Study Consultants Training Agencies 19. Currently, as the project is preparation stage, other stakeholders such as PMC/CSC, Civil Works Contractor, HP MVA (to be established) shall be involved at a later stage. As the SEP is dynamic document and it will be updated in various stages of project life cycle. 7.0 Stakeholder Engagement and Project Cycle 20. The stakeholder engagement is an on-going process, throughout the following stages of the Project Planning/design (including disclosure); Implementation (Construction) phase; Operation/Maintenance phase. It will broadly involve the following (See Table 2): Table 2 - Mechanisms for Information Sharing and Process Process Mechanism Correspondences • Distribute Project brief/information to Government officials, NGOs, Local (Phone, Emails) Government, and organisations/agencies • Invite stakeholders to meetings and follow-up One-on-one meetings • Seeking views and opinions • Enable stakeholder to speak freely about sensitive issues • Build personal relationships • Record meetings Formal meetings • Present the Project information to a group of stakeholders • Allow group to comment – opinions and views • Build impersonal relation with high level stakeholders • Disseminate technical information (as required) • Record discussions Public meetings • Present Project information to a large group of stakeholders, especially communities • Allow the group to provide their views and opinions • Build relationship with the communities, especially those impacted • Distribute non-technical information (as required) • Facilitate meetings with presentations, PowerPoint, posters etc. • Record discussions, comments, questions. Focus group meetings • Present Project information to a group of stakeholders • Allow stakeholders to provide their views on targeted baseline information • Build relationships with communities • Record responses Page | 12 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan Table 2 - Mechanisms for Information Sharing and Process Process Mechanism Project website and • Present project information and progress updates disclosure • Disclose ESIA, ESMP, RAP, SEP, ESCP, Contract Progress, RAP Implementation progress, Grievances and redresses of Grievances and other relevant project documentation. Direct • Share information on timing of commencement of civil works communication with • Agree options for removing crops and relocation of fences/structures e.g. sheds people Road signs • Share information on project activities • Reminders of potential impacts (e.g. for potential land slides, road clearance activities) Project leaflet • Brief project information to provide regular update • Site specific project information. • Information on disruption of power and water supply etc. 21. Table below presents the actions proposed by stage by type of stakeholders, besides frequency of engagement and modes of information disclosure during the overall project cycle. These are presented by three Components of the project. Page | 13 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan Table 3 Component 1 - Building HP’s Transport and Logistics Institutions – Information dissemination and modes of disclosure Target stakeholders Information to be disclosed Tools of engagement & Frequency Responsibilities mode of disclosure Sub-Component 1.1 HPPWD and HPDOT ✓ Project Scope ✓ Consultative ✓ Multiple ✓ HPRIDC and ✓ Study findings and proposed change meetings Study ✓ RADMS features ✓ Feedback surveys ✓ Once Consultants ✓ Grievance mechanisms Potential Employees of ✓ Project Scope and features ✓ Newspaper & At least twice ✓ HPRIDC HPRIDC including ✓ Job descriptions internal women ✓ Grievance mechanisms advertisement for hiring ✓ Website notifications Continuous Sub-Component 1.2 Direct labor wing of ✓ Project Scope ✓ Consultative ✓ Multiple ✓ HPRIDC and HPPWD ✓ proposed reforms meetings training ✓ Trainings ✓ Feedback surveys ✓ Once consultant ✓ Grievance mechanisms ✓ HPRIDC and Women led SHGs ✓ Project Scope ✓ Focus Groups At least twice Bio-engineering ✓ Bio-engineering issues in specific locations discussions experts of the corridors ✓ SHG contracting for slope stabilization measures and maintenance contracts Sub-Component 1.3 Page | 14 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan Table 3 Component 1 - Building HP’s Transport and Logistics Institutions – Information dissemination and modes of disclosure Target stakeholders Information to be disclosed Tools of engagement & Frequency Responsibilities mode of disclosure HPMVA, HPDOT ✓ Project Scope ✓ Consultative ✓ Multiple HPRIDC ✓ proposed reforms meetings ✓ Trainings ✓ Feedback surveys ✓ Once ✓ Grievance mechanisms Potential Employees ✓ Project Scope and features ✓ Newspaper & At least twice HPRIDC of HPMVA including ✓ Job descriptions internal women ✓ Grievance mechanisms advertisement for hiring ✓ Website notifications ✓ Continuous Table 4 - Component 2 on Improving MDRs: Information Dissemination and Modes of Disclosure Target stakeholders Information to be disclosed Tools of engagement & Frequency Responsibilities mode of disclosure PRE-CONSTRUCTION STAGE (PLANNING AND SURVEY) PAPs ✓ Project scope and design details, design ✓ Household surveys, At least twice HPRIDC through alternatives for impact minimization consultations, focus ✓ preliminary screening, ESIA and DPR ✓ Baseline information on environmental and group discussions ✓ household level census consultants social aspects ✓ written information socio-economic survey ✓ Project’s induced environmental and social risk (one pagers/flyers) in and consultations ✓ Land acquisition and Compensation process local language Hindi towards preparation of ✓ Impact mitigation and ✓ project details on SIA and RAP enhancement measures HPRIDC website ✓ Suggestions on Resettlement and ✓ GRM Helpline ✓ Rehabilitation Provisions and conveying to number through PAPs the final provisions as approved by govt. display at project ✓ Grievance mechanism process locations and on flyers Page | 15 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan Table 4 - Component 2 on Improving MDRs: Information Dissemination and Modes of Disclosure Target stakeholders Information to be disclosed Tools of engagement & Frequency Responsibilities mode of disclosure PRE-CONSTRUCTION STAGE (PLANNING AND SURVEY) Project Affected ✓ Land acquisition and Compensation process ✓ Household surveys, At least twice ✓ HPRIDC Disadvantaged and ✓ Impact mitigation and consultations, focus ✓ preliminary screening, through ESIA vulnerable households enhancement measures group discussions ✓ household level census and DPR including physically ✓ Suggestions on Resettlement and ✓ written information socio-economic survey consultants challenged people ✓ Rehabilitation Provisions and conveying to (one pagers/flyers) in and consultations ✓ Additional PAPs the final provisions as approved by govt. local language - towards preparation of specialized ✓ Grievance mechanism process Hindi SIA and RAP support from WB ✓ Gender related issues ✓ project details on on GBV ✓ GBV related issues HPRIDC website issues ✓ Design intervention for ✓ GRM Helpline Vulnerable, physically challenged particularly number through provision of access ramps to bus stops Possible display at project job opportunities locations and on flyers Project Affected ✓ Land acquisition and Compensation process ✓ Household surveys, At least twice ✓ HPRIDC Women and women ✓ Impact mitigation and consultations, focus ✓ preliminary screening, through ESIA households enhancement measures group discussions ✓ household level census and DPR ✓ Suggestions on Resettlement and ✓ written information socio-economic survey consultants ✓ Rehabilitation Provisions and conveying the (one pagers/flyers) in and consultations ✓ Additional final provisions to PAPs as approved by govt. local language – towards preparation of specialized ✓ Grievance mechanism process Hindi SIA and RAP support from WB ✓ Gender related issues GRM Helpline on GBV ✓ GBV related issues number through issues ✓ Discussions on involvement of women Self- display at project help groups for maintenance works and works locations and on relating to Bio-engineering measures towards flyers slope stabilization under the project People residing in ✓ Project scope and design details, design ✓ consultations, focus ✓ At least twice HPRIDC through project area/general ✓ alternatives for impact minimization Grievance group discussions ✓ preliminary screening, ESIA and DPR communities mechanism process ✓ written information ✓ household level census consultants ✓ Accidents and road safety issues; natural (one pagers/flyers) socio-economic survey calamities and proneness to risks; ✓ GRM Helpline and consultations ✓ Disruption to services and arrangement during number through towards preparation of construction display at project ✓ SIA ✓ Community Safety measures during road Page | 16 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan Table 4 - Component 2 on Improving MDRs: Information Dissemination and Modes of Disclosure Target stakeholders Information to be disclosed Tools of engagement & Frequency Responsibilities mode of disclosure PRE-CONSTRUCTION STAGE (PLANNING AND SURVEY) ✓ constructions-option and measures; locations and on ✓ Relocation of CPRs (shrines/handpumps) flyers Damages (cracks, landslides, etc.) to assets/structures during construction ✓ Muck disposal locations Other Interested ✓ Project scope and design details, design Face-to-face meetings ✓ As per requirement HPRIDC through Parties (External) – alternatives for impact minimization; for obtaining necessary ESIA and DPR Government ✓ Land acquisition and Compensation process ✓ clearances/ consultants departments Secondary baseline information on permissions ✓ Forest Department environmental and social aspects; ✓ Revenue ✓ Project’s induced environmental and social Department risks; ✓ State Pollution ✓ Impact mitigation and Control Boards enhancement measures; ✓ Resettlement and Rehabilitation ✓ Police Department ✓ Grievance mechanism process ✓ District ✓ Accidents and road safety issues; natural Administration calamities and proneness to risks; Gender ✓ Police Department related issues. ✓ Involvement of women Self-help groups for maintenance of Bio-engineering measures under the project. ✓ Shifting of utility and temporary arrangement ✓ Community Safety measures during road constructions-option and measures ✓ Design intervention for physically challenged people IMPLEMENTATION STAGE Target stakeholders Information to be disclosed Tools of engagement & Frequency Responsibilities mode of disclosure Page | 17 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan IMPLEMENTATION STAGE Target stakeholders Information to be disclosed Tools of engagement & Frequency Responsibilities mode of disclosure PAPs ✓ Land acquisition and Compensation process RAP implementation Continuous – till completion HPRIDC through ✓ provisions of eligible entitlements work NGO by holding of of all RAP activities RAP implementation opportunities meetings, FGDs NGO ✓ Grievance mechanism process Project Affected ✓ Land acquisition and Compensation ✓ RAP Continuous – till completion ✓ HPRIDC through Disadvantaged and process implementation of all RAP activities RAP vulnerable households ✓ provisions of eligible entitlements NGO by holding of implementation including physically possible work opportunities Grievance meetings, FGDs NGO challenged people mechanism process ✓ GRM Helpline ✓ Civil Works ✓ Implementation of intervention for number through contractor Vulnerable, physically challenged display at project ✓ District Admn. particularly provision of access ramps to locations and on ✓ Social welfare bus stops flyers department ✓ Additional specialized support from WB on GBV issues Project Affected ✓ Gender and GBV related issues ✓ RAP Continuous – till completion ✓ HPRIDC Women and women ✓ Involvement of women Self-help groups implementation of all RAP activities through bio- households for maintenance works and works NGO with engineering relating to Bio-engineering measures Gender/GBV Expert expert towards slope stabilization under the ✓ Through Bio- ✓ Civil Works project Contractor engineering expert ✓ FGDs with women ✓ PRI department SHGs and Women Welfare department ✓ Additional specialized support from WB on GBV issues People residing in ✓ Project scope and design details, ✓ consultations, Bi-monthly HPRIDC through project communities ✓ Accidents and road safety issues; focus group ✓ Police department ✓ natural calamities and areas prone to Page | 18 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan IMPLEMENTATION STAGE Target stakeholders Information to be disclosed Tools of engagement & Frequency Responsibilities mode of disclosure area/general, land slides; discussions ✓ Power supply and Community leaders ✓ Contractor establishment details i.e. ✓ meetings with PHED NGOs operational in labour camps, plants area etc. Muck communities department the area disposal locations Locations of hill involving police ✓ Temple trusts for cutting; usage of water springs, if any, departments for road relocation of ✓ Management of air and noise pollution; safety aspects CPRs Disruption to services and arrangement ✓ safety sign boards ✓ District during construction ✓ written information ✓ Grievance mechanism process administration (one pagers/flyers) ✓ Civil works ✓ Community Safety measures during ✓ GRM Helpline road contractor number through ✓ constructions-option and measures; display at project Relocation of CPRs locations and on (shrines/handpumps) flyers ✓ Provisions for assessment of reported damages (cracks, landslides, etc.) to assets/structures during construction and payment, if applicable Civil Works ✓ Orientation on ESHS provisions; ✓ Provisions in ✓ During contract signing ✓ HPRIDC & Civil Contractor and their ✓ Sexual harassment provisions, Bid/Contract ✓ periodic as part of Works contractor personnel & ✓ Labor related aspects as provided in the documents & also worker’s joining subcontractors ✓ Labor Management Procedures through Pre-bid conference Other Interested ✓ Project information: scope and rationale ✓ Face-to-face meetings As per requirement ✓ HPRIDC & Parties (Internal) and E&S principles ✓ Trainings/workshops ✓ PMC/CSC with ✓ PMC ✓ Training in RPF, RAP, ESMP additional ✓ Supervision requirements and other management support from Consultants plans e.g. TDP if applicable World Bank on ✓ Contractors, sub- ✓ Grievance mechanism process ESF aspects contractors, ✓ ESHS, GBV, SEP, Labor Management procedures service providers, ✓ Feedback on consultant/ contractor suppliers, and reports their workers Page | 19 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan IMPLEMENTATION STAGE Target stakeholders Information to be disclosed Tools of engagement & Frequency Responsibilities mode of disclosure Direct communication ✓ Share information on timing of road ✓ Face to face meeting As per requirement ✓ HPRIDC & Civil with affected crops/asset clearance ✓ Project leaflet ✓ Works owners ✓ Agree options for removing crops and contractor relocation of fences. ✓ Share information on project activities ✓ Reminders of potential impacts (e.g. for road clearance activities; remind crop owners to harvest crops and replant outside the road reservation) ✓ Brief project information to provide regular update ✓ Site specific project information. ✓ Other Interested ✓ Project information - scope and rationale ✓ Public meetings, open AS per requirements ✓ HPRIDC Parties (External) and E&S principles houses, ✓ Supervision and ✓ Representatives in ✓ Project status trainings/workshops RAP consultants villages ✓ Health and safety impacts ✓ Disclosure of written ✓ Contractor/sub- ✓ Police stations. ✓ Employment opportunities information: contractors ✓ Village ✓ Environmental concerns brochures, posters, Panchayats. ✓ Grievance mechanism process flyers, website, ✓ Civil Society Information boards in organisations. villages ✓ NGOs ✓ Notice board(s) at ✓ Traders Associations construction sites ✓ District ✓ Grievance mechanism Authorities Page | 20 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan Table 5 on Component 3 on Road Safety: Information Dissemination and modes of disclosure Target stakeholders Information to be disclosed Tools of engagement & Frequency Responsibilities mode of disclosure ✓ Employees of ✓ Project Scope ✓ Consultative meetings ✓ Multiple ✓ HPRIDC, Hospitals in three ✓ Details on “Safe System” and “Safe Corridor ✓ Newspaper & internal ✓ HP Police pilot districts Initiatives” advertisement for ✓ At least twice Department ✓ Community Roads ✓ Trainings hiring ✓ Road Safety Unit Safety Volunteers ✓ Grievance mechanisms of HPDOT Page | 21 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan 22. The HPRIDC website (http://www.himachalservices.nic.in/hpridc) will be used to disclose project documents, including those on environmental and social performance. This will begin with disclosure of this draft SEP and the draft ESIA ESMP and RPF. Besides the draft disclosure documents (and the final documents in future), project brochures and updates will be posted. An easy-to-understand guide to the terminology used in the environmental and social reports or documents will also be posted on the website. In addition, the site will provide details about the Grievance Redress Mechanism and contact details. HPRIDC will update and maintain the website regularly. 8.0 Timelines for Feedback 23. HPRIDC shall inviting feedback and suggestions using the following modes and convey its response within specified timelines. Table 6 – Disclosure, Feedback and Timelines Suggestion/disclosure on Mode of providing Timeline for Conveying of responses by HPRIDC Documents feedback feedback No. of days Mode Component 1 Information to HPMVA Email or written 1 month 15 days Email or written correspondence to correspondence HPRIDC Information to PWD (Direct Email or written 1 month 15 days Email or written labor wing) correspondence to correspondence HPRIDC Trainings/workshops Advertisements Potential Applications written 1 month 30 days ✓ Response to Candidates Employees of HPRIDC to ✓ The response shall be including women HPRIDC Display on HPRIDC website; Advertisement/Notifications Applications written 1 month 30 days ✓ Response to Candidates to Women led SHGs & to ✓ Display on HPRIDC Copy of Maintenance HPRIDC website; contracts ✓ Email or written Trainings to SHGs Trainings/workshops 1 month 30 days correspondence ✓ SMS/Whatsapp ✓ Display on HPRIDC website; Potential Employees of Applications written 1 month 30 days ✓ Response to Candidates HPMVA including women to ✓ The response shall be HPRIDC Display on HPRIDC website; Component 2 Designs suggestions Email or written 1 month 15 days ✓ Collate all given correspondence to suggestions at any HPRIDC location and discuss with DPR consultant and compile response ✓ Display on HPRIDC Page | 22 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan Table 6 – Disclosure, Feedback and Timelines Suggestion/disclosure on Mode of providing Timeline for Conveying of responses by HPRIDC Documents feedback feedback No. of days Mode website; ✓ inform vide SMS ✓ verbal intimation to those without internet access and through verbal intimation Project documents – ESIA Email or written 1 month 15 days Display on HPRIDC RPF, ESMP, RAP, EMP, correspondence to website; LMP, GBV Plan HPRIDC Compensation and Oral or Email or 15 days 7 days ✓ Display on HPRIDC assistances written website; correspondence to ✓ inform vide SMS HPRIDC Livelihood aspects Consultations 15 days 7 days Consultations meetings meetings CPR relocation Consultation 15 days 7 days Consultations meetings meetings Gender aspects Consultation 15 days 7 days Consultations meetings meetings GBV aspects Consultation 15 days 7 days Consultations meetings meetings/FGD Community level aspects Consultation 15 days 7 days Consultations meetings, (Labor, GBV issues, road meetings/FGD One to one meetings safety, construction stage) with community leaders, NGOs Component 3 Information to Hospitals Email or written 1 month 15 days ✓ Collate all given correspondence to suggestions at any HPRIDC location and discuss with DPR consultant and compile response ✓ The response shall be Display on HPRIDC website; Advertisements for Applications written 1 month 30 days ✓ Response to Candidates Community Road Safety to ✓ The response shall be Volunteers HPRIDC Display on HPRIDC website; 24. All documents (ESIA, ESMP, RPF and SEP) of this project will be uploaded in HPRIDC website (http://www.himachalservices.nic.in/hpridc). The draft SEP has been uploaded for disclosure purposes on Nov 15, 2019. Page | 23 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan 9.0 Future Phases of Project 25. The SEP needs to be updated and refined throughout the lifecycle of the Project. During the updation process, the focus and scope of the SEP shall be reviewed to ensure that the HPRIDC address all external changes and at the same time adhere to its own strategy (which, itself may change over time). The SEP will remain in the public domain for the entire period of project development and will be updated on a regular basis as the project progresses through its various phases, in order to ensure timely identification of any new stakeholders and interested parties and their involvement in the process of collaboration with the project. The methods of engagement phases shall also be revised periodically to maintain their effectiveness and relevance to the Project’s evolving environment. 26. Future phase of project shall mainly involve planning and implementation works for maintenance roads for 150 km across different stakeholder groups. Locations and roads are not identified at this location. While it can be assumed the nature and type of stakeholders are likely to be same, it is possible if roads are identified in the three tribal dominant areas of the state – Lahaul&Spiti, Kinnaur and Pangi and Barmour blocks of Mandi district. Once these roads are identified, Social screening will be undertaken of these roads and where required, detailed ESIA will be carried based on proposed project interventions. Therefore, the findings from these assessments will refine/modify the above stated., e.g. in such tribal dominated areas, consultations will need to be done in a culturally appropriate manner. Also considering the remote nature of these districts and blocks, timelines to receive feedback and convey responses might take longer. 10.0 Implementation Arrangements 27. The Project Director (PD), HPSRTP under HPRIDC shall be responsible for the day to day functions of the Project and will be assisted by Superintending Engineers and Executive Engineers at corporate office. The Corridor Management Unit (CMU) at package level, supports the PD in managing the HPSRTP at field level. The CMU will be headed by an Executive Engineer and supported by assistant engineers and junior engineers beside field level staff and other administrative staff. 28. At the corporate level, the HPRIDC shall have an Environment and Social Management Unit (ESMU), with Project Director as the head of this unit. The ESMU will have two separate divisions namely Environment Management Unit (EMU) and Social Management Unit (ESMU) dealing with implementation of environment management plan (EMP) and resettlement action plans (RAP) respectively. The EMU will be headed by an environmental officer (EO), whereas the SMU will be headed by a social development officer (SO), who shall be responsible for day to day handling of environmental, social, resettlement and land related issues. The Social Development Officer assisted by Resettlement and Rehabilitation Officer at the Corridor Management Unit level. The Resettlement and Rehabilitation Officer shall work as the ear and eyes for the SMU at field level. An NGO or any other independent agency will be appointed by HPRIDC for providing implementation support for social, resettlement and land related issues. 29. The management, coordination and implementation of the SEP and its integral tasks will be the responsibility of dedicated team members of CMU within HPRIDC and its implementing agencies (ESIA consultants, DPR Consultants, Contractors and Supervision consultants). The roles and responsibilities of the organizations are presented below. 30. The key tasks of ESMU under the Project Director are inter alia to: • Approve the content of the draft SEP (and any further revisions); Page | 24 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan • Approve prior to release, all materials used to provide information associated with the HPSRTP ESIA (such as introductory letters, question and answer sheets, PowerPoint materials, posters, leaflets and brochures explaining HPSRTP and ESIA process); • Approve and facilitate all stakeholder engagement events and disclosure of material to support stakeholder engagement events; • Participate either themselves, or identify a suitable member representative, during all face-to face stakeholder meetings • Review and sign-off minutes of all engagement events; and • Maintain the stakeholder database. 31. The organizational structure and management functions for the stakeholder engagement at HPRIDC are described hereunder. While HPRIDC may decide to adopt this structure according its needs, it is emphasized that the various positions listed hereunder should be represented in the organizational structure of HPRIDC in order to successfully implement the SEP. 32. Project Manager (PM) - shall be responsible for overseeing and coordinating all activities associated with stakeholder engagement and management. PM will be responsible to sustain relationships and communicate with Government entities and the media. These engagements will be required throughout the Project’s life and decisions taken as a result of these engagements could potentially impact HPRIDC’s relationships with communities e.g. site selection or compensation agreements. 33. Social and Environmental Safeguard Specialists- will be responsible for implementing community engagement activities; and will oversee all planned stakeholder engagement activities or in process of being implemented. Furthermore, these specialist(s) need to ensure that all stakeholder engagement aspects are permanent item agenda at all meetings, within HPRIDC and that all actions arising from management decisions are duly implemented. The broad responsibilities of social and environmental specialists include the following: • Develop, implement and monitor all stakeholder engagement strategies/plans for the Project/ESIA; • Oversee all stakeholder engagement related activities for the Project; • Manage the grievance mechanism; • Interact with related and complementary support activities that require ad hoc or intensive stakeholder engagement (community development and land acquisition/resettlement planning and implementation); • Act as mediator between HPRIDC and stakeholders; • Liaise with project manager to ensure that stakeholder engagement requirements/protocols are understood; and • Proactively identify stakeholders, project risks and opportunities and inform the PM / senior management to ensure that the necessary planning can be done to either mitigate risk or exploit opportunities. 34. The safeguards specialists/SO play a crucial role as internal change agent for social and stakeholder related matters in HPRIDC. This becomes important if social and stakeholder risks identified need to be escalated for higher level decision making to identify resolution. 35. The safeguard specialists/SO need to remain actively involved with the community development and land acquisition/resettlement planning and implementation in order to identify potential risks or opportunities and ensure that the needed administrative support is provided. Moreover, grievances submitted as part the community development and land acquisition/resettlement Page | 25 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan processes need to be addressed under the GRM. Due to the fact that stakeholder engagement activities will influence other departments or require their inputs, the safeguard specialists need to ensure that the various managers are included or kept informed on the stakeholder engagement process. Decisions taken by managers might have a direct or indirect impact on communities, which would need to be communicated at the appropriate time. 36. MIS expert/Data Base Manager- will be responsible to manage all activities related to database, documents and logistics; and integration/support, which relate to the interaction with other departments, initiatives or projects. 11.0 Grievance Redressal Mechanism 37. A grievance redress mechanism shall be developed for potential use by external stakeholders. The aim of the grievance redress mechanism is to achieve mutually agreed resolution of grievances raised by such stakeholders. The grievance redress mechanism described hereunder is distinct from the grievance redress mechanism, to be used by the Project’s workforce. Key definitions are as follows: • Complaint: an expression of dissatisfaction that is related to an impact caused by a project activity, which has affected an individual or group. Adversely, the interest of an individual or group and the individual or group wants a proponent or operator (or contractor) to address and resolve it (e.g. problems related to dust deposition, noise or vibration). A complaint is normally of a less serious nature than a grievance; and • Grievance: a claim raised by an individual or group whose livelihood, health and safety, cultural norms and heritage are considered to have been adversely affected (harmed) by a project activity which, if not addressed effectively, may pose a risk to HPRIDC operations (through stakeholder actions such as access road blockages) and the livelihood, well-being or quality of life of the claimant(s). 38. A grievance redress mechanism (GRM) to uphold the Project’s social and environmental safeguards performance is designed to address concerns and complaints promptly and transparently with no impacts (cost, discrimination) for any reports made by project affected people (PAPs). The grievance redress mechanisms described hereunder include both complaints and grievances (hereinafter referred to only as ‘grievances’). Grievances raised by stakeholders need to be managed through a transparent process, readily acceptable to all segments of affected communities and other stakeholders, at no cost and without retribution. The GRM works within existing legal and cultural frameworks, providing an additional opportunity to resolve grievances at the local, project level. The key objectives of the GRM are: • Record, categorize and prioritize the grievances; • Settle the grievances via consultation with all stakeholders (and inform those stakeholders of the solutions) • Forward any unresolved cases to the relevant authority. 39. The types of grievances stakeholders may raise include, but are not limited to: • Non-payment, or inadequate compensation and/or due R&R assistances; wrong measurement of parcel • Construction related impacts – cracks, damages to structures; dust damaging crops/trees • Health and safety risks; Page | 26 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan • Negative impacts on the environment; • Negative impacts on communities, which may include, but not be limited to financial loss, physical harm and nuisance from construction or operational activities; • Impacts arising from migrant labor on local communities 40. As the GRM works within existing legal and cultural frameworks, it is recognized that the GRM will comprise project level and Himachal Pradesh judiciary level redress mechanisms. Most Project related grievances could be minor and site-specific. Most grievances are to be received directly on site by the designated site representative of HPRIDC that will endeavor to resolve them satisfactorily on site. The designated site representative will inform the Head of Construction Management Unit (CMU) of these complaints and their outcomes, and of others not satisfactorily resolved that the Project Contact Person (PCP) should take over. The PCP will log these in the Complaints Register. The PCPs will, on receipt of each complaint, note the date, time, name and contact details of the complainant, and the nature of the complaint in the Complaints Register. The PCP will inform the complainant of when to expect a response. S/he will then endeavor to address it to the best of his/her abilities, as soon as possible. Should the PCP not be able to resolve the complaint to the satisfaction of the affected persons, he/she will then refer the complaint directly to the HPRIDC Project Director (PD). 41. Complaints referred to the PD will require him/her to take earnest action to resolve them at the earliest time possible. It would be desirable that the aggrieved party is consulted and be informed of the course of action being taken, and when a result may be expected. Reporting back to the complainant will be undertaken within a period of two weeks from the date that the complaint was received. If the complaint is not resolved to the satisfaction of the aggrieved party, it will then be referred by the State level Grievance Redress Committee (SGRC). The SGRC will be required to address the concern within 1 month. 42. Should measures taken by the SGRC, fail to satisfy the complainant, the aggrieved party is free to take his/her grievance to the Court of Law at his/her own cost, and the Court’s decision will be final and shall be binding on all parties. It is possible that for land issues, the complainant may prefer to take his/her issue to the Court of Law for a final pronouncement/resolution. It is vital that appropriate signage for GRM is erected at the sites of all works providing the public with updated Project information and summarizing the GRM process, including contact details of the relevant Project Contact Person (PCP). Anyone shall be able to lodge a complaint and the methods (forms, in person, telephone, forms written in Hindi/local language) should not inhibit lodgment of any complaint. 43. The Complaints Register shall be maintained by the CMU and maintained by the department, who will log the: i) details and nature of the complaint; ii) the complainant name and their contact details; iii) date; iv) corrective actions taken in response to the complaint. This information will be included in HPRIDC’s progress reports to the World Bank. The project level process can only act within its appropriate level of authority and where appropriate, complaints will be referred on to the relevant authority such as those indicated. 44. The Grievance Redress Committee (GRC) will be formed at each Project district comprising of following members – • District Social Welfare Officer • Executive Engineer, CMU • Resettlement and Rehabilitation Officer, SDU/CMU • NGO representative Page | 27 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan • PAP representatives (one male and one female), and • Representative from Land and Revenue Department (only cases related to land) 45. In addition, there is proposed to be one District level Committee (DLC) will be formed to meet at periodic interval to review the progress of land acquisition and facilitate implementation in the district. District Level Committee would comprise of the following members: • Deputy Commissioner (Chairman) • Land Acquisition Officer • Executive Engineer (PWD) • NGO Representative (Gender expert) • Chairman of Block Samiti 46. To resolve the land and structure related issues, an arbitrator shall be appointed by the HPRIDC in order to settle the dispute. Cases not resolved at GRC level would be brought for arbitration. A time period of two months would be available for arbitration. In case at this level the dispute is also not resolved, the aggrieved person may take recourse to the civil court. Fig 1 : Grievance Redress Mechanism/Process 47. Details on contact information for grievances, inquiries, and further feedback. Description Contact details Company: Himachal Pradesh State Road & Other Infrastructure Development Corporation To: Chief Engineer-cum-Project Director Address: HP State Roads Project, Page | 28 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan Nirman Bhawan, Nigam Vihar, Shimla – 171 002 E-mail: pdsrp-hp@nic.in Website: http://www.himachalservices.nic.in/hpridc Telephone: Tel: 0177 – 2627602, 2620663 Fax: 0177 – 2620663 48. Notifications regarding constitution of committees by HPRIDC would be done prior to project negotiations. Prior to commencement of construction, these details would be notified by pasting notices at the prominent community locations and also in the villages en-route. Additionally, these details would also be displayed in the micro-plans (prepared for provision of R&R assistances) that would be displayed in the project affected villages 12.0 Budget for Implementation 49. An all-inclusive budget provision for implementation of stakeholder engagement plan during the project life cycle is given in Table below. As locations are not identified for maintenance corridors, only a lumpsum figure has been estimated to cover for these activities. These shall be revised once more information is available. Table 7 – Budget for Implementation of SEP S.No. Activities Quantity Unit Unit cost Across Years Total costs in Rs. Upgradation Corridors 1 Formal consultation meetings in 40 per meeting 5000 2 400000 each impacted village across the four roads 2 Travel expenses for E&S staff 10 per visit 3000 2 60000 3 Meetings with Departments 10 per visit 3000 2 60000 (forest, revenue, district administration); Site visits for environmental measures 4 Preparation & dissemination of Communication material i) Entitlement Brochures 1000 no. 30 1 30000 ii) Safety sign boards 100 no. 1000 1 100000 iii) Flyers - Project information & 1000 no. 15 1 15000 GRM details 5 Awareness generation meetings at 20 no. 2000 2 80000 sensitive areas & Contractor personnel 6 GRM MIS Database 1 LUM 40000 1 40000 Page | 29 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan Table 7 – Budget for Implementation of SEP S.No. Activities Quantity Unit Unit cost Across Years Total costs in Rs. TOTAL 785000 Maintenance Corridors 1 Formal consultation meetings in LUM 800000 each impacted village across 2 Travel expenses for E&S staff LUM 120000 3 Meetings with Departments LUM 150000 (forest, revenue, district administration); Site visits for environmental measures 4 Preparation & dissemination of Communication material i) Entitlement Brochures LUM 60000 S.No. Activities Quantity Unit Unit cost Across Years Total costs in Rs. ii) Safety sign boards LUM 200000 iii) Flyers - Project information & LUM 30000 GRM details 5 Awareness generation meetings LUM 80000 at sensitive areas & Contractor personnel 6 GRM MIS Database 1 LUM 40000 1 40000 TOTAL 1480000 GRAND TOTAL 2265000 13.0 Monitoring and Reporting 50. It is important to monitor the ongoing stakeholder engagement process to ensure that consultation and disclosure efforts are effective, and that stakeholders have been meaningfully consulted throughout the process. This will help to assess whether the required outcomes of the stakeholder engagement process are being achieved and provide the opportunity to amend the process where necessary. The use of engagement tools developed includes: a) Stakeholder database b) Issues and Response table, and c) Meeting records of all consultations, workshops and trainings held. Page | 30 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan In addition, there will be continous opportunity to review and assess performance in-between the engagement sessions depending on the level of feedback received from stakeholders during these periods. 51. Project Management consultants/Consultant Supervision Consultants (CSC) shall be recruited to provide institutional capacity and support to HPRIDC and Corridor Management Unit (CMU) with overall project management and supervision including procurement, design, contract management. The PMC will oversee the overall implementation, monitoring, and reporting of safeguards aspects such ESMPs, LMP, SEP and RAPs. 52. Monthly summaries and internal reports on stakeholder engagement events, and grievance handling will be collated by PMC staff with the support of NGOs as third party, ESMU and referred to the senior management of the project(s). A number of Key Performance Indicators (KPIs) will also be monitored by the project on a regular basis, including the following parameters by Component/sub-component: ➢ Number of public hearings, consultation meetings and other public discussions/forums conducted within a reporting period (e.g. monthly, quarterly, or annually); ➢ Number and types of IEC materials used ➢ Number of project events published/broadcasted in the local, regional media ➢ Type and frequency of public engagement activities; ➢ Geographical coverage of public engagement activities – number of locations and settlements covered by the consultation process, including the settlements in remote areas within the Project Area of Influence (PAI); ➢ Number and type of grievances received within a reporting period (e.g. monthly, quarterly, or annually) and number of those resolved within the prescribed timeline; 53. Reporting back to stakeholders: Information on public engagement activities undertaken by the Project during the year would be conveyed to the stakeholders through online publication of a SEP Implementation report. This would be informed to all stakeholders and also to the funding agency – World Bank. Specifically for disadvantaged and vulnerable groups, efforts would be made to report back to them through focus group discussions that would be conducted by the RAP implementing agency. These also would be focus of user satisfaction surveys to understand the actual benefits that have accrued to them and constraints still facing them. 14.0 Training 54. HPRIDC 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. Page | 31 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan Annexure 1 – Summary table of Consultations and surveys with stakeholders (affected persons other interested parties) Date, Place, Type of Stakeholders and Number of Participants S. Date Place Type of Stakeholders Number of No. participants (M/F) Baddi-Sai-Ramshaar road Community Consultations 1 11.09.2019 Gram Panchayat Affected and other interested parties 13 (6/7) 2 11.09.2019 Truck operator union, Affected and other interested parties 10 (10/0) Barotiwala 3 11.09.2019 PanchayatBhatolikalan Affected and other interested parties 9 (9/0) 4 12.09.2019 Taxi Union Barotiwala Affected and other interested parties 13 (13/0) 5 12.09.2019 VyaparMandalBarotiwala Affected and other interested parties 14 6 12.9. 2019 Ramshehar Bus stand Affected and other interested parties 13 (12/1) Focus Group Discussions 7 25.09.2019 Gurudwara Affected and other interested parties 16 (13/3) 8 29.09.2019 At BaddiPanchayat from Affected parties 15 (10/5) KM 6+500 to 11+500 9 25.09.2019 At Jharmajeri KM 0+000 Affected parties 30 (22/8) to 6+500 10 29.09.2019 & At habitation site Affected parties 12(9/3) 01.10.2019 11 28.09.2019 At marketplaces Affected parties 12 (11/1) Key Informant Interviews with Institutional Stakeholders 12 18.07.2019 Baddi Vice President, MC Baddi 4(4/0) 13 18.07.2019 Baddi Chairman, M.C.Baddi 4(4/0) 14 02.08.2019 Baila Local person 10(8/2) 15 11.9.2019 BBNIA (Baddi- President, BBNIA 11 (10/1) Barotiwala-Nalagarh Industrial Association) 16 12.9.2019 Baddi President, MC Baddi 7 17 12.9.2019 Gullarwala President, Gullarwala 11 (10/1) Dadhol-Ladraur road Community Consultations 18 12.09.2019 DadholChowk Affected parties 21 (21/0) 19 13.09.2019 Gahar High School and Affected parties 8 (6/2) Primary School Bharari 20 13.09.2019 Police Station Affected parties 3 (3/0) 21 13.09.2019 Model School Bharari Affected parties 6 (6/0) Focus Group Discussions Page | 32 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan 22 11.09.2019 At Padhyalag Gram Affected and other interested parties 17 (13/4) Panchayat 23 12.09.2019 At Bharari Gram Affected parties 22 (16/16) Panchayat 24 3.09.2019 to At habitation site Affected parties 8(6/2) 12.09.2019 Date, Place, Type of Stakeholders and Number of Participants Raghunathpura-Mandi-Harpura-Bharariroad Community Consultations 25 13.09.2019 Raghunathpura Affected and other interested parties 9 (8/1) Mandi-Rewalsar-Kalkhar road Community Consultations 26 13.09.2019 Kalkhar Affected and other interested parties 14(10/4) 27 13.09.2019 Rewalsar Affected and other interested 13 (6/7) parties, Kunthaya Gram Sewa Focus Group Discussions 28 13.09.2019 Rewalsar President, VyaparMandal, Rewalsar 10(10/0) 29 13.09.2019 Rewalsar Buddhist monks, ZandokPalri 9 (5/4) 30 14.09.2019 Rewalsar Taxi union, Rewalsar 13(13/0) Page | 33 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan Annexure 2 - Outcomes of the public consultations for approach to management of E&S issues arising in the project road. Box 1: Analysis of Alternatives with the feedback through Stakeholder consultations Location: dense Built up area- 5+700 - 6+860 (Ladhyani &Bharari)- Dadhol- Ladlor Project Road Alternative 1:For two lane road design in the existing corridor within the available ROW of average 20-24m. There is a likely impact on about 500 families for a total displaced in proposed corridor. Alternative 2:The design is intermediate lane, concentric widening in the built up sections (9 – 10m) proposed. The impact in these locations reduces loss of assets and families from being displaced. The option 2 have been arrived through public consultations for input to technical design Box 1: Analysis of Alternatives with the feedback through Stakeholder consultations Location:Dadhol- Ladlor Project Road Bharari (6+700) Government Secondary School. Alternative 1:At this location, there is a senior secondary school on the LHS and Community Health Center RHS. The road is very narrow with sharp curves and land constraints for about 120 m length. The proposal of realignments affects 10 structures on the RHS and health center. Alternative 2.The design standards to improve the horizontal alignment and to smoothing the curves require an additional land, upon detailed consultation with school authority they agreed to give the land for upgradation of the corridor and safety measures at these silence zones. There is little impact on compound wall of the school and nil impacts on RHS structures. The option 2 have been arrived through public consultations for input to technical design Page | 34 Himachal Pradesh State Roads Transportation Program – Stakeholder Engagement Plan Annexure 3 – Brief summary of concerns/suggestions expressed by the different interest groups during consultations Affected parties Other interested parties Disadvantaged Those with impacted house The people asked the project authority not Access to bus stops should be structures wanted to know to impact the temple located at the chowk, improved if possible by providing what alternative would be as it was considered holy place in the ramps provided by the project. village, and was used for various religious and community purposes consider available open land safety measures in hospital and school Access to road etc. becomes difficult whereverit was available zones if alternate access is not provided instead of impacting their during construction stage house and land. Wanted to know what the The quality of the material used for road If project will provide some specific compensation and assistance construction should be good and there measures to support them during package was for the project. must be a proper supervision construction timely payment of assistance Executing agency should take up the Lack of public toilets (ladies’ toilets) and compensation structural works (bridges and culverts) in at market places as well as near bus priority during the early phase of the stops proposed intermediate lane road may be concern for safety specifically for women and children, accident risk will increase project cycle or otherwise these works mostly gets delayed. likely affected persons have Bus stops including bus lays must also be facing all women was lack of toilet requested the project not to provided on improved road. facilities along the corridor. All the affect their livelihood – as they women group meetings have will be left with no revealed that the panchayat would alternatives maintain the toilets, once built houses/structures were getting Landslides prone were a major concern Construction contractors bring affected, people asked for and communities wanted the project to outside labor to work near our replacement cost of the address this issue habitations and sometimes it is structure. unsafe for our women, girls Pedestrian crossing, cattle People were largely concerned about crossing should be provided at replacement of drinking water source. I every habitation. Provision for foot over bridges /under pass at the sensitive areas. Roadside water sources (seasonal stream or springs) must be protected from any damages. Page | 35