STAKEHOLDER ENGAGEMENT PLAN (SEP) INCLUSIVE RURAL CONNECTIVITY AND DEVELOPMENT PROJECT (IRCDP) MINISTRY OF HIGHWAYS SRI LANKA ROAD DEVELOPMENT AUTHORITY JUNE 2021 Abbreviations AP Affected Person CMC Colombo Municipal Council CMR Colombo Metropolitan Region DS Divisional Secretary EAC Entitlement Assessment Committee ESF Environmental and Social Framework ESS Environmental and Social Standards FGD Focus Group Discussion GOSL Government of Sri Lanka GN Grama Niladhari GRC Grievance Redress Committee GRM Grievance Redress Mechanism GSMB Geological Survey and Mines Bureau ICRDP Inclusive Rural Connectivity and Development Project IGP Independent Grievance Panel LA Local Authority LGRC Local Grievance Redress Committee LMP Labor Management Procedures MC Municipal Council NGO Non-Governmental Organization PAI Project Area of Influence PAP Project Affected Person PS Pradeshiya Sabha PIU Project Implementation Unit PMU Project Management Unit PRDA Provincial Road Development Authority RAP Resettlement Action Plan RDA Road Development Authority SDO Social Development Officer SEP Stakeholder Engagement Plan SLLRDC Sri Lanka Land Development Corporation SLR Sri Lanka Railways SLTB Sri Lanka Transport Board UC Urban Council UDA Urban Development Authority WB World Bank W-GRM Workers’ Grievance Redress Mechanism Contents 1. INTRODUCTION ............................................................................................................................... 5 1.1 Background ............................................................................................................................. 5 1.2 Project Description.................................................................................................................. 7 1.3 Objectives of the Stakeholder Engagement Plan.................................................................... 8 1.4 Potential Social and Environmental Risks and Impacts .......................................................... 9 2. REGULATIONS AND REQUIREMENTS ............................................................................................ 11 2.1 National Requirements for Stakeholder Engagement .......................................................... 11 2.1.1 Constitution of Sri Lanka ............................................................................................... 11 2.1.2 Right to Information Act No.12, 2016 ........................................................................... 11 2.1.3 National Environmental Act No.56 of 1988 .................................................................. 11 2.1.4 National Involuntary Resettlement Policy (NIRP), 2001 ............................................... 12 2.2 World Bank Requirements for Stakeholder Engagement ..................................................... 12 2.3 Stakeholder Engagement Plan and Disclosure ..................................................................... 13 3. BRIEF SUMMARY OF PREVIOUS STAKEHOLDER ENGAGEMENT ACTIVITIES ................................. 14 4. STAKEHOLDER IDENTIFICATION AND ANALYSIS ........................................................................... 19 4.1 Project Affected Parties ........................................................................................................ 20 4.2 Other Interested Parties ....................................................................................................... 20 4.3 Disadvantaged/Vulnerable Individuals or Groups ................................................................ 24 4.4 Summary of Stakeholder Needs ........................................................................................... 26 5. STAKEHOLDER ENGAGEMENT PROGRAM .................................................................................... 30 5.1 Purpose and Timing of Stakeholder Engagement Program .................................................. 30 5.2 Information Disclosure.......................................................................................................... 30 5.3 Proposed Strategy for Stakeholder Engagement.................................................................. 35 5.4 Proposed Strategy/Differentiated Measures to Include the Views of and Encourage Participation by Vulnerable Groups .................................................................................................. 38 5.5 Public Comments and Feedback/Reporting to Stakeholders ............................................... 38 6. ROLES, RESPONSIBILITIES OF IMPLEMENTING AGENCIES AND RESOURCES FOR IMPLEMENTING STAKEHOLDER ENGAGEMENT ACTIVITIES ............................................................................................ 39 6.1 Resources .............................................................................................................................. 39 6.2 Implementation Arrangement .............................................................................................. 39 6.3 Estimated Budget .................................................................................................................. 42 7. GRIEVANCE REDRESS MECHANISM .............................................................................................. 44 7.1 Scope of the GRM ................................................................................................................. 44 7.2 GRM Structure/Architecture................................................................................................. 44 7.2.1 Composition of Grievance Redress Committee (GRC) – Gram Niladari (GN) Level ...... 44 7.2.2 Composition of Grievance Redress Committee (GRC) – Division Secretariat Level ..... 45 7.2.3 Composition of Grievance Redressal Committee (GRC)- Ministry Level ...................... 45 7.3 GRM Uptake Channels .......................................................................................................... 46 7.3.1 Process for reporting grievances .................................................................................. 46 7.3.2 Focal points for receiving/recording grievances ........................................................... 46 7.4 Grievance Registry, Referral, Resolution and Appeal Process .............................................. 46 7.4.1 Grievances registration ................................................................................................. 46 7.4.2 Grievance sorting and categorization ........................................................................... 46 7.4.3 Screening, acknowledgement and closure of grievances ............................................. 47 7.4.4 Appeal process .............................................................................................................. 48 7.4.5 World Bank Group’s Grievance Redress Service (GRS) ................................................. 48 7.5 Awareness Raising on GRM .................................................................................................. 48 7.6 Monitoring and Reporting .................................................................................................... 48 7.6.1 Project level reporting and monitoring......................................................................... 48 7.6.2 Reporting to World Bank .............................................................................................. 49 7.7 GRM Contact Information..................................................................................................... 49 7.8 Workers’ Grievance Redress Mechanism ............................................................................. 49 8. MONITORING AND REPORTING .................................................................................................... 51 8.1 Involvement of Stakeholders in Monitoring Activities ......................................................... 51 8.2 Reporting Back to Stakeholder Groups ................................................................................. 52 8.3 Reporting to the World Bank ................................................................................................ 53 Annex 1: World Bank Environmental and Social Standards (ESS) requirements for Stakeholder Engagement .......................................................................................................................................... 54 Annex 2: Template for Site-Specific Stakeholder Engagement Plan .................................................... 56 1. INTRODUCTION 1.1 Background Sri Lanka is a lower-middle-income country with a GDP per capita of US$3,852 (2019) and a total population of 21.8 million. Following 30 years of civil war that ended in 2009, the economy grew at an average 5.3 percent during the period 2010-2019, reflecting a peace dividend and a determined policy thrust towards reconstruction and growth, although growth slowed down in the last few years. The country has been gradually transitioning from a predominantly rural-based production towards a more urbanized economy oriented around manufacturing and services. Sri Lanka has also made notable strides in reducing poverty and sharing prosperity among the less well-off. The US$3.20 poverty headcount rate declined from 19.4 percent in 2009/10 to 11.0 percent in 2016. Extreme poverty is rare and concentrated in some geographical pockets. Social indicators including human capital outcomes, and high literacy rates compare favourably with those in middle-income countries. However, weak fiscal buffers and a high debt burden have constrained the government’s ability to support growth and facilitate economic transformation. Sri Lanka’s revenue collection (12.6 percent of GDP, 2019) is low relative to its peers. As a share of GDP, the Public and Publicly Guaranteed debt rose from 78.5 percent in 2015 to 94.3 percent in 2019. The COVID-19 induced crisis is further exerting a severe impact on the economy, while exacerbating an already challenging macroeconomic situation. Real GDP is expected to have contracted by 6.7 percent in 2020. Key transmission channels include a decline in export earnings (tourism, textiles, tea) and subdued domestic demand. The pandemic triggered sharp jobs and earnings losses in the informal sector and some formal sectors such as the apparel industry. As a result, poverty is expected to have increased to 12.5 percent in 2020, after falling further to 9.1 percent in 2019. The rural areas form a significant part of Sri Lanka’s economy; yet lag behind the more urban areas in terms of development, connectivity and accessibility to basic services and economic opportunities. Rural population accounts for over 80 percent1 of Sri Lanka’s total population and contributes to 52.7 percent2 of the country’s labour force. With the majority of the working aged rural people engaged in agricultural activities3, agriculture naturally forms the primary source of livelihood of the rural communities. Rural areas are also home to a large majority (77 percent) of the country’s elderly (aged 60 years and above). However, poverty at 12.2 percent is significantly higher than the urban poverty rate at 5.2 percent. More importantly, over 90 percent of the poor reside in rural areas. Among those 1 Economic and Social Statistics of Sri Lanka 2020, Central Bank of Sri Lanka - https://www.cbsl.gov.lk/sites/default/files/cbslweb_documents/statistics/otherpub/ess_2020_e1.pdf 2 Economic and Social Statistics of Sri Lanka 2020, Central Bank of Sri Lanka - https://www.cbsl.gov.lk/sites/default/files/cbslweb_documents/statistics/otherpub/ess_2020_e1.pdf 3 Aging population of Sri Lanka – A thematic Report based on Census of Population and Housing 2020, Department of Census and Statistics - https://srilanka.unfpa.org/sites/default/files/pub- pdf/UNFPA%20Ageing%20Monograph%20Report_0.pdf working in the rural sector only 35 percent are women while 65 percent4 are men. Rural areas are also characterized by higher incidence of fertility and mortality than the urban sector.5 Sri Lanka’s road network is around 120,000km (classified roads); the network consists of three main classes of roads: (i) national highways - Class A and B (12,380 km, 10%), (ii) provincial roads - Class C and D (18,900 km, 16%), (iii) local/rural roads - Class R (88,200 km, 74%). While nearly 100 % of national roads are paved, only 67% of the provincial roads and 13% of rural roads are paved and in good condition. Most rural roads have been poorly designed, with no consideration to road safety or climate impacts.6 Poor road conditions at the provincial and rural level are further exacerbated by lack of proper maintenance due to limited funding allocations. Road transport, being the only mode of transport in many rural areas plays a key role connecting the rural population with economic and social opportunities. Rural roads attribute to 95 % of passengers and 98 % of freight movement in the country. Therefore, uninterrupted road connectivity and accessibility to health care, education, employment opportunities, and other basic services is critical for the rural communities. Road network connectivity also plays an important role in agriculture supply chains, the primary source of livelihoods of the rural communities in Sri Lanka. Hence, there is a need for a more market integrated approach to road infrastructure development to ensure that produces can reach consumers (both in domestic and export markets) efficiently and without loss in quality. The Government of Sri Lanka (GOSL) recently initiated a 100,000 km rural roads development program as part of the Government’s national development program “Vistas of Prosperity and Splendour�. This is expected to complement the other ongoing provincial and rural road initiatives financed by the World Bank and the Asian Development Bank (ADB). The ADB is financing two separate “Integrated Road Investment Programs� (iRoad I and II), totalling US$1.7 billion and covering the rehabilitation of almost 7,000 km of roads, predominantly rural roads with some national and provincial roads as well. The World Bank’s ongoing Transport Connectivity and Asset Management Project (TCAMP) is financing the rehabilitation of around 400km of provincial roads across all nine provinces of the country. While these programs have been quite successful with improved connectivity and accessibility for some rural communities, they cover less than 10% of the 100,000 km rural roads program. The GOSL is now looking to scale up ongoing initiatives by building on the success and lessons learnt and establish a data driven and comprehensive system to enhance rural transport infrastructure in an inclusive manner in order to support the rural community. This project is expected to be part of this broader government initiative to improve rural connectivity. 4 http://www.statistics.gov.lk/GenderStatistics/StaticalInformation/ContributiontoEconomy/EconomicallyActivePopulation bySectorAndSex2017-2019 (Accessed 25th March 2021) 5 Aging population of Sri Lanka – A thematic Report based on Census of Population and Housing 2020, Department of Census and Statistics - https://srilanka.unfpa.org/sites/default/files/pub- pdf/UNFPA%20Ageing%20Monograph%20Report_0.pdf 1.2 Project Description The objective of the IRCDP is to provide safe, efficient and climate resilient connectivity for rural communities in Sri Lanka.. This will be achieved through improved rural roads network7, agro-logistics infrastructure and services as well as institutional strengthening. The project consists of the following components8: Component 1: Enhancing Safe and Climate Resilient Transport Connectivity for the Rural Community (IBRD US$450 million) Sub-Component 1.1. Improving road transport connectivity. It will finance planning, review and monitoring, knowledge sharing, design, civil works, and contract management related to rehabilitation/improvement, and maintenance of an estimated 3000 km of priority rural roads spread across all the nine provinces9. In the first year, the project will finance the rehabilitation of an estimated 500 km of rural roads in a few provinces. About 77km rural roads as front runners are already prepared and are at the procurement stage. The project will be implemented through item-rate contracts, including three-year performance- based maintenance to ensure the preservation of road assets, enhanced resilience to climate events, and service levels during the maintenance phase. The use of innovative maintenance contracts involving local communities/micro�enterprise contractors will be explored with a clear strategy and action plan to engage women’s community road maintenance groups to manage road maintenance activities. Sub-Component 1.2. Improving institutional and policy framework of the road sector. This sub- component will support the formulation of a strategy to consolidate and manage rural roads systematically to improve transport connectivity for the rural population under the GoSL’s 100,000 km rural roads program; review the institutional set up to identify opportunities for streamlining the structural set-up and mandates of public institutions responsible for managing the road sector with particular emphasis on the provincial and rural network; and explore different mechanisms to improve financing of road construction and maintenance of rural roads within the governing framework. Sub-Component 1.3. Institutional and community capacity building. This sub-component will focus on building the immediate and medium-term capacity of the relevant stakeholders in the road sector, including public sector institutions, service providers in the construction industry and communities. It will also finance eligible incremental project management costs, such as costs associated with travel, office space, IT equipment and facilities, workshops, and other incidental expenses. Component 2: Enhancing Agriculture Supply Chain and Access to Services (IBRD US$50 million) Sub-Component 2.1. Improving Produce collection points. It will support the construction and/or rehabilitation of produce collection points adjacent to the road networks under the project. 7 The rural roads to be financed under this project will be provincial and / or rural roads as currently defined by the local practice. It is a broad concept of roads and will be roads that provide direct access for rural communities to national road network, to social and economic opportunities such as schools, hospitals, community centers, markets and etc. 8 Detailed interventions to improve climate resilience are in Annex 3. 9 The principles and intended outcomes of the network-level prioritization of the rural roads, and the adaptation measures are described in Annex 4. Sub-Component 2.2. Improving Economic centres / wholesale markets. An assessment of 14 dedicated economic centres will be conducted to identify the urgent investment needs (such as market sheds, storage/warehousing facilities, and produce handling), in conjunction with an institutional review to improve management of the facilities, including possibilities of bringing in private sector management. This would include a review of the Dambulla public storage facility currently under construction. Investments in rehabilitation of facilities would be financed from Year 2. Sub-Component 2.3. Supporting green and efficient value chains. It will promote and leverage private investment in agro-logistics infrastructure and services. It will support a matching grant program (refer to details in Annex 3) targeting eligible investments by agribusinesses, such as: upgrading/establishing cold storage facilities/packhouses, ambient warehouses, and processing facilities; digital enablement of logistics facilities and transportation services; and innovative and green logistics services, including end-to-end handling and transport services and clean/green transport solutions. Sub-Component 2.4. Enhancing policy and institutional frameworks promoting efficient agro- logistics system. It will support policy analysis to identify measures to improve the institutional framework for agro-logistics, strengthen sector institutions and enhance private sector participation. a. 1.3 Objectives of the Stakeholder Engagement Plan The Stakeholder Engagement Plan (SEP) is prepared for the Inclusive Rural Connectivity and Development Project (IRCDP) in accordance with the requirements of the World Bank’s Environmental and Social Framework and in particular with the Environment and Social Standard 10 (ESS10) on Stakeholder Engagement and Information Disclosure (Annex I). Stakeholder engagement refers to a process of sharing information and knowledge, seeking to understand and responds to the concerns of potentially affected or impacted individuals and groups, and building relationships based on trust. Therefore, stakeholder engagement is important for successfully addressing the environmental and social risks and impacts of the project. The purpose of the present SEP is to explain how various stakeholders relating to the project will be engaged throughout the course of the project and which methods will be used as part of the process. The SEP also outlines the responsibilities of the project management unit (PMU), other relevant government institutions, supervision consultants and contractors in the implementation of stakeholder engagement activities, including the ways in which the PMU, Supervision Consultants and contractors will communicate with stakeholders; the mechanism by which people can raise concerns; provide feedback; and/or make complaints about the PMU, supervision consultants, the contractors, and the project itself. Furthermore, the SEP will ensure that a consistent, comprehensive, coordinated and culturally appropriate approach to engagement will be undertaken for the project and for addressing environmental and social risks and impacts, and that the approach fulfils all relevant legal and regulatory requirement of Sri Lanka and is aligned with World Bank’s Environmental and Social Framework. The involvement of the relevant stakeholders, especially at local levels is essential to the success of the project in order to ensure smooth collaboration between project staff and local communities and to minimize and mitigate environmental and social risks related to the proposed project activities. SEP will identify stakeholders and mechanisms through which they will be included in the engagement process as part of project preparation and implementation and will serve as a record for the engagement process during the project preparation period. The SEP prepared and to be implemented by the Project Management Unit (PMU) set up under the Ministry of Highways, includes: description and overview of the project, including environmental and social risks and impacts; national and World Bank requirements on stakeholder engagement, information disclosure and consultations; summary of stakeholder engagement activities already organized under the project; stakeholder identification and analysis; proposed stakeholder engagement program for the project; roles, responsibilities and resources for the stakeholder engagement program; description of the range of information to be communicated to stakeholders and the methods to be used for stakeholder consultation at each stage; project grievance redress mechanism; and monitoring and reporting requirements for the SEP. Furthermore, the SEP presents a template for a simple and concise stakeholder engagement plan to be prepared for site level interventions, detailing the activities and timing for information disclosure and stakeholder consultation at the site (Annex 2). 1.4 Potential Social and Environmental Risks and Impacts The Inclusive Rural Connectivity and Development Project (IRCDP) is anticipated to provide positive benefits in terms of enhanced access to roads; reduction in travel time and transportation costs; increased in employment opportunities; and income generation from the construction work; increased security and reduced traffic incidences due to installation of traffic lights, access to markets due to road improvements that would improve/increased livelihood activities. However, there are potential environmental and social risks associated with the project components including: Environmental risks: a. Significant adverse risks or impacts on human populations and/or the environment not expected since the project sites will be largely located within pre- settled areas of human habituation. Impacts are expected to be temporary and/or reversible; low in magnitude; site- specific, without likelihood of impacts beyond the actual footprint of the project. b. Key environmental risks and impacts expected relate to possible temporary disruption of current traffic circulation, traffic safety, damage to access roads, dust nuisance, gaseous emissions, ), air pollution and noise emissions from machinery, potential pollution of soil and water resources, brief disturbance to biotope, and momentary interference to neighbouring settlements through various operational activities, erosion and sedimentation of rivers and wetlands from earth works and run-off, felling of trees along the Right of Way (ROW), disposal of waste/spoil c. Occupational and community health and safety, especially with added risks associated with the spread of COVID-19 under the current pandemic context in the country. d. Sourcing of construction materials will also have risks and impacts from extraction, transport and hauling and site restoration after extraction. e. Ancillary infrastructure that will be supported such as rehabilitation of cold-storage, storage facilities may also potentially involve the generation of hazardous chemicals and handling of asbestos in old infrastructure that would need to be handled via adequate guidance criteria and exclusion criteria. Social risks: • Temporary/permanent physical and economic displacement of squatters/encroachers of the RoW of the roads earmarked for rehabilitation • Temporary/permanent loss of land, crops, structures, etc. for the road works or development of agro-logistics and community infrastructures and social facilities even though such impacts are likely to be minimal. • Temporary/permanent relocation of communal properties such as religious statues, shrines, sacred trees etc. located beside the roads, or possible damages to them during construction work by vibration, dust etc. • Inadequate coordination between concerned agencies on land acquisition, livelihoods support and agriculture-related issues, and lack of dedicated personnel dealing with social aspects within the implementing agencies; • Protests from local communities against the work forces in case of (i) damages are caused to their private/public properties; (ii) land acquisitions (if required);and (iii) voluntary land donations • Political interferences during the selection of roads and community infrastructure, and/or frequent changes of alignments and project sites leading to delays in project implementation as well as adverse impacts on affected communities; • Exclusion of vulnerable and disadvantaged groups from decision-making as well as other project benefits, especially interventions to support institutional strengthening and capacity enhancement • Insufficient consultation and lack of required coordination amongst stakeholders during the development and deployment of the digital rural connectivity assessment tool • Civil construction works causing unanticipated adverse impacts on communities living beyond the area earmarked for the project. Such adverse impacts may include accidental damages to properties due to vibration causing from the use of heavy machinery and piling, minor access difficulties, safety issues, and inconveniences and disturbances due to dust and noise generated by construction works. • Influx of migrant workers may result in increased illegal/sexual misconducts or gender -based violence. 2. REGULATIONS AND REQUIREMENTS 2.1 National Requirements for Stakeholder Engagement People’s rights relating to access to information, consultation and engagement is recognized in both the Constitution of Sri Lanka as well as in the legal enactments described below. 2.1.1 Constitution of Sri Lanka People’s right to access information is enshrined in the Constitution of Sri Lanka (Chapter III, Section 14A) which advocates that every citizen shall have the right of access to any information as provided for by law, being information that is required for the exercise or protection of a citizen’s right held by: (a) The State, a Ministry or any Government Department or any statutory body established or created by or under any law; (b) Any Ministry of a Minster of the Board of Ministers of a Province or any Department or any statutory body established or created by a statute of a Provincial Council; (c) Any local authority; and (d) Any other person, who is in possession of such information relating to any institution referred to in sub-paragraphs (a) (b) or (c) of this paragraph. The Constitution further states that no restrictions shall be placed on the right declared and recognized by this Article, other than such restrictions prescribed by law as are necessary in a democratic society, in the interests of national security, territorial integrity or public safety, for the prevention of disorder or crime, for the protection of health or morals and of the reputation or the rights of others, privacy, prevention of contempt of court, protection of parliamentary privilege, for preventing the disclosure of information communicated in confidence, or for maintaining the authority and impartiality of the judiciary. 2.1.2 Right to Information Act No.12, 2016 The Right to Information Act states that whereas the Constitution guarantees the right of access to information in Article 14A, and prescribes that every citizen shall have a right of access to information which is in the possession, custody or control of a public authority (Part 1 Section 3 (1) order to foster a culture of transparency and accountability in public authorities by giving effect to the right of access to information and thereby promote a society in which the people of Sri Lanka would be able to more fully participate in public life through combating corruption and promoting accountability and good governance. 2.1.3 National Environmental Act No.56 of 1988 Development projects which are designated as ‘prescribed projects’ by the Minister (in-charge of the subject of environment) require obtaining approval for such projects from the project approving agencies specified by the Minister, disclose the documents prepared for such approval, and respond to the public comments. The National Environmental Act (NEA) of 1988 prescribes that “it shall be the duty of all project approving agencies to require from any Government Department, Corporation, Statutory Board, Local Authority, Company, Firm or individual who submit any prescribed project for its approval to submit within a specified time an initial environmental examination report or an environmental impact assessment report as required by the project approving agency relating to such project and containing such information and particulars as may be prescribed by the Minister for the purpose� (Part IVC, 23 BB). The NEA further states that “a project approving agency shall on receipt of an initial environmental examination report or an environmental impact assessment report, as the case may be, submitted to such project approving agency in compliance with the requirement imposed under subsection (1), by notice published in the Gazette and in one newspaper each in the Sinhala, Tamil and English languages, notify the place and times at which such report shall be available for inspection by the public, and invite the public to make its comments, if any, thereon. Any member of the public may within thirty days of the date on which a notice under subsection (2) is published make his or its comments, if any, thereon to the project approving agency which published such notice, and such project approving agency may, where it considers appropriate in the public interest afford an opportunity to any such person of being heard in support of his comments, and shall have regard to such comments and any other materials if any, elicited at any such hearing, in determining whether to grant its approval for the implementation of such prescribed project. Where approval is granted for the implementation of any prescribed project, such approval shall be published in the Gazette and in one newspaper each in Sinhala, Tamil and English languages. 2.1.4 National Involuntary Resettlement Policy (NIRP), 2001 In reference to resettlement of persons displaced by development projects, the policy principles of the National Involuntary Resettlement Policy (NIRP) of Sri Lanka stipulate that “Resettlement should be planned and implemented with full participation of the provincial and local authorities�. Furthermore, its policy objectives require that all affected people are made aware of processes available for the redress of grievances that are easily accessible and immediately responsive. 2.2 World Bank Requirements for Stakeholder Engagement 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). Specifically, 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. • Borrowers will engage in meaningful consultations with all stakeholders. Borrowers will provide stakeholders with timely, relevant, understandable and accessible information, and consult with them in a culturally appropriate manner, which is free of manipulation, interference, coercion, discrimination and intimidation. • The process of stakeholder engagement will involve the following, as set out in further detail in this ESS: (i) stakeholder identification and analysis; (ii) planning how the engagement with stakeholders will take place; (iii) disclosure of information; (iv) consultation with stakeholders; (v) addressing and responding to grievances; and (vi) reporting to stakeholders. • 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 was taken into account, or the reasons why it was not.� (World Bank, 2017: 98). 2.3 Stakeholder Engagement Plan and Disclosure This SEP was consulted and disclosed publicly August 2021, prior to project appraisal10. 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. The underlying principle of stakeholder engagement for the project will be that engagement shall be: a) free of manipulation, and 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. This SEP is a living document and will be updated throughout the project lifecycle. If significant changes are made to the SEP, the Borrower has to disclose the updated SEP (World Bank, 2017: 99). According to ESS10, the Borrower should also propose and implement a grievance mechanism to receive and facilitate the resolution of concerns and grievances of project-affected parties related to the environmental and social performance of the project in a timely manner (World Bank, 2017: 10). The structure of the stakeholder engagement plan will be as follows: • Stakeholder Identification and Analysis • Stakeholder Engagement Program • Grievance Redress Mechanism • Monitoring and Reporting Annex 2 includes a template on site-specific Stakeholder Engagement Plan. 10 The Borrower has sought the views of stakeholders on the SEP, including on the identification of stakeholders and the proposals for future engagement. 3. BRIEF SUMMARY OF PREVIOUS STAKEHOLDER ENGAGEMENT ACTIVITIES The initial stakeholder engagements of the project were with different stakeholder groups, largely confined to the consultations held during the process of social and environmental screening of the 25 potential front runner roads. Focus of these consultations and discussions were to elicit stakeholders’ views and feedback on: • Current conditions of the roads and difficulties faced by the local communities • Socioeconomic profiles of the communities living beside the roads • Nature of improvements, rehabilitation and constructions required in the existing roads • Access and connectivity to market and other services • Potential land and livelihoods related Impacts • Road safety improvements • Effectiveness of road investments vis-à-vis potential linkages with other infrastructure and services (e.g., markets) • Gender and personal safety aspects • Potential risks/impacts during construction The consultations were held in parallel across the 25 potential roads projects between 11-12 March 2021. The stakeholders consulted included: Grama Niladharis, businesses/commercial establishments, local government representatives (e.g., Social Service Officers, Women Development Officer, etc), road users, community representatives, local residents including vulnerable groups such as squatters and other non-titleholders living in poverty, individuals representing ethnic minorities women and elderly, Provincial Road Development Authority, Divisional Secretariats, farmers, etc. The squatters highlighted their concerns over possibility of affecting their business places during road construction and preparation of Abbreviated Resettlement Plan prior to starting of civil works was considered to address their concerns. In addition, guidance for contractors to prioritise local labour in order to support daily paid labourers in project areas was included to Environment and Social Management Plans (ESMPs) of all 25 roads. The key methodologies followed for stakeholder engagement and information dissemination comprised of individual meetings and telephonic interviews, primarily because of COVID-19 related concerns that curtailed the extent to which focus group discussions and face-to-face meetings could be organized. Summary of the issues raised and discussed during the initial round of stakeholder engagements are summarized in Table 1. Table 1: Stakeholder engagements during the social and environmental screening process Type/Detail of Venue Date Key issues/Suggestions for Improvements Stakeholders(s) Grama Niladari - Importance to develop this road: (i) no proper drain system along the road so Medagedaragoda (M), SR 01: Passaramulla storm water flows and road gets damaged; (ii) public transport not possible 11 Mar Grama Niladari - – Denagama – due to road damage; (iii) road not maintained for a long period; (iv) road 2021 Amuwathugoda (M), Nelliwala Road slippery and dangerous during rainy season. People along the road engage in Road User, Commercial farming, especially paddy, tea and vegetable cultivation and work as laborers. Owner (F), Resident (M) SR 02: Welekumbura Road in damaged condition and therefore should be improved. Main 11 Mar –Deiyangewatta – Commercial Owner (M) livelihood of the area is tea cultivation. About 40 -50 lorries transport tea 2021 Kowlketiya Road leaves on this road daily. Type/Detail of Venue Date Key issues/Suggestions for Improvements Stakeholders(s) SR 02: Welekumbura Majority of people living in this area are Sinhala - Buddhists. Most of the 12 Mar Grama Niladhari –Deiyangewatta – lands are private lands. But there are some lands that belong to temples (e.g., 2021 Welekumbura (M) Kowlketiya Road under Buddhist Temporalities Ordinance). 11 Mar Grama Niladari - Road provide access to Agriculture Dept of Sabaragamuwa Univ. and to SR 03: Pambahinna – 2021 Kinchigune (M), Samanalawewa reservoir. There are private and public land along the road, Kinchigune Road Commercial Owner (M) including 50 houses and a training center of Ceylon Electricity Board 11 Mar Social Service Ofr, Road needs to be developed. There are around 30 families along the road and SR 04: Wikiliya 2021 Balangoda Div. majority is Sinhalese. People are poor in the project area, and engage in Pansala Road Secretariat (M); agricultural activities. All these people will however support the project Resident (M) 11 Mar Grama Niladari - All 3 groups—Sinhalese, Tamil & Muslim live along the road and are engaged SR 05: Kumaragama 2021 Thalangama (M), in wage labor & agriculture. Road used frequently but considered unsafe, esp. Randola Road Resdient (M), Road when raining. Along with road rehabilitation, drainage improvement required User (M) to manage stormwater flow. Agriculture lands (e.g., Tea, Rubber, Cinnamon) in the area. Land ownership is SR 06: Berenduwa – 12 Mar Grama Niladhari - Heen public and private. People work in agriculture lands and they are mostly Batewela Road 2021 Berenduwa (M) Sinhala Buddhists 11 Mar Counsellor, Rathnapura This is an agricultural area; road is damaged and needs to be developed and SR 06: Berenduwa – 2021 DSD (M); Technical Off, people will welcome the project. Majority of people in the area are Sinhalese. Batewela Road RDA (M); Road User (F) There are no NGOs working on GBV in the project area. SR 07: 11 Mar Road gets inundated at several locations & water level goes to 1 ½ feet high at Commercial Owner (M); Dambuluwana 2021 estate laborers settlements, where the workers have lived for a long time. Resident (F) Galathura Road Culverts need to be repaired and replaced. SR 07: GramNiladari-Galatura There are tea, rubber and paddy cultivation in the project area and people 12 Mar Dambuluwana (M); Grama Niladari - work in these lands. There are community-based organizations such as 2021 Galathura Road Kahawatta (F) Framer organizations. Only Sinhala people live in this GN Division. Resident(M), Road User Main livelihood is agriculture. Access road to Bopath Ella waterfall so used by SR 08: Devipahala 11 Mar (M), Small Shop Owner local and foreign tourists, and residents. Road is damaged and need to be Deraniyagala 2021 (M), Grama Niladhari, developed, especially since it provides public transport services. Many people Devipahala (M) derive their income from selling goods and services to the tourists SR 08: Devipahala 12 Mar Women Dev Officer, Women in project area do not work so self-employment encouraged for Deraniyagala 2021 Kuruvita DSD (F) which road development would be useful. Majority Sinhala. Most employed as laborers in tea & rubber plantations; Grama Niladari - some supplement income by running shops, working in nearby garment SR 09: Erathna 11 Mar Ekneligoda (F), squatter factory. Road condition makes it difficult for lorries transporting tea, and Thundola Road 2021 (F), Motor Mechanic vehicles transporting garment workers avoid entering. Appx. 500m of road in (M), Road User (F) poor condition & community demand to rehab at least that bit. Grama Niladari- SR 10: Guruluwana 12 Mar Tea, rubber, cinnamon and paddy cultivation. Despite big trees, it is not a Ketawala (M); Grama Eknaligoda 2021 protected area. Primarily private lands with some people owning 5-8 acres. Niladari- Gilimale-N(M) SR 10: Guruluwana 11 Mar Road user (M); Resident Tea cultivation main activity while some sell jaggery to visitors to Adam's Eknaligoda 2021 (F) peak. All are titelholders. Road used mostly for tea transportation. SR 11: Illukwatta 12 Mar Grama Niladari - Pilgrims visiting Adam’s peak & Rathgama temple use the road. Majority Rathganga road 2021 Gileemale (M) Sinhala. Livelihoods focus on tea cultivation & gem mining. Farmer’s orgs. SR 11: Illukwatta 11 Mar Road user (M); Road Proposed road rehab considered positive as road is damaged, gets inundated; Rathganga road 2021 user (M) but still use it, esp to access Athuraliya, Rathgama & Malkella villages SR 12: Dehenakanda 12 Mar Grama Niladari - Most 99-year lease estate lands along the road. Majority Indian Tamil, Road 2021 Dehenakanda (M) working as laborers in estates. Farmer organization operating in the area. Shop Owner(F); Estate Tea factories and waterfalls so visitors for trading and recreational activities, SR 12: Dehenakanda 11 Mar laborer(F); Shop Owner and also to go to Bambarakanda and Dehenakanda areas. 10 buses operating Road 2021 (M) on this road. Many work in tea estates on daily wage. People have land deeds. SR 13: Iddamalgoda 12 Mar Grama Niladari - People who live in this GN division are Tamil. People engage in wage labor – Sotherland 2021 Bulugahapitiya (M); and self-employments. SR 13: Iddamalgoda 12 Mar Grama Niladari - Majority people in this GN division are Sinhalese. People also work in – Sotherland 2021 Ganegoda (M) garment factories and government institutions. SR 13: Iddamalgoda 11 Mar The road was not developed for a long time and now it’s in dilapidated 2021 Road user (M) – Sotherland condition. So, this road needs to be developed. Type/Detail of Venue Date Key issues/Suggestions for Improvements Stakeholders(s) 11 Mar It is important to develop this road as the surface is damaged and the road SR 15: Paper Mill Rd 2021 Grma Niladari, provides a link to Embilipitiya Middeniya Road (B-486). There are Banana from Kubugoda Ara Thorakolayaya (M) cultivations and home gardens. The road is used for transportation of these Jct. to Thalawa Road agricultural products to the market. SR 15: Paper Mill Rd 11 Mar Road surface damaged and needs rehabilitation. Majority Sinhalese- Grama Niladari, from Kubugoda Ara 2021 Buddhists. Agriculture mainstay with some people engaged in public and Hingura (F) Jct. to Thalawa Road private sector employment. Besides road & drainage, culverts need improvement. Majority Sinhala- SR 16: Kumbugoda 12 Mar Grama Niladari, Buddhists. Agriculture main economic activity with banana as primary crop Ara Udagama Road 2021 Modarawana (F) along with paddy. Some engaged in public & private sector employments. Access to Embilipitiya-Middeniya Rd (B 486), Udagama & proximity to Businessman (M); Embilipitiya New Town for education, health, administrative purposes. SR 16: Kumbugoda 11 Mar Businessman (M); Agriculture main activity & products transported using the road. Drainage Ara Udagama Road 2021 Resident (F); Visitor (M) system essential. Houses and shops along road likely to be affected by dust during construction. Majority Sinhalese-Buddhist. Chena cultivation dominant and Embilipitiya SR 17 (a): Hingura Grama Niladari, Ceramic factory & nail factory along road. Provides accesses to Pelmadulla - Ara Old Road; SR 17 11 Mar Hingurana (M); Road Embilipitiya Nonagama Rd (A018), useful esp. in the context of factories. (b): Road to Hingura 2021 User (M); Resident (F) Improvement in transportation services expected following road rehab but Ara Village access to houses & commercial structures expected during construction. Majority Sinhalese-Buddhist. Banana cultivation dominant along with paddy & SR 18: Road from 11 Mar Framer (M); coconut, with visitor influx for trading produce. Dilapidated road condition Hingura Ara to 2021 Businessman (M) means frequent damages to vehicles. Dust, noise & vibration likely concerns Ketagal Ara during construction Majority Sinhalese-Buddhist. Chena cultivation main agro-practice but there SR 19: Kalagedi Ara 12 Mar Grama Niladari, are also home gardens with coconut, pepper and banana cultivations. There is Nuge Cross road 2021 Kalagedi Ara (F) a Rural Development Society in the area Despite the poor condition, road frequently used. Chena cultivation practiced; SR 19: Kalagedi Ara 11 Mar Resident (F); agro products transported by truck, lorry and tractors; traders come to village Nuge Cross Rd 2021 Businessman (M) to buy produce. Dust major impact during construction. SR 20: Chandrika 11 Mar Squatter (F); Fish seller Area popular among local tourists for recreation, including visits to Chandrika wewa outer Circular 2021 (M); Small shop owner wewa (lake) on a daily basis. Majority people Sinhalese-Buddhists. Fisheries Road (M) society operating in the area. 11 Mar Primarily Sinhalese-Buddhists. Road links to Pelmadulla – Embilipitiya – SR 21: 100 Mile post 2021 Nonagama (A018). Banana, pepper, manioc & vegetable cultivation; farmers Bosirigama Resident (M); Resident use road to transport produce, traders to buy agri-products & bricks, and thalagahawela via (M) others for school/work. Streetlamps needed along with road rehab. Potential Galwanguwa Rd dust pollution during construction is a concern. 11 Mar Existing road surface damaged & roadside drains needed. Banana, pepper, SR 22: 13 Bunt Road 2021 Farmer (M); Resident manioc & vegetable cultivations in area. Road used by farmers to transport from 99 junction (F) produce to market & traders to visit; but no public transport service. People have title deeds/land permits, farmer orgs functional. SR 23: Udawalawa to 11 Mar Majority Sinhalese -Buddhists. Cultivation of banana, pepper, manioc, Shop Owner (F); Kolabage Ara via 2021 vegetables, main activity. Road in dilapidated condition and no public Resident (M) Adaluwa Road transport service. There are farmer organizations operating in the area. 11 Mar Road link to Pelmadulla – Embilipitiya – Nonagama (A018). Agro-based SR 24: Kolabage Ara 2021 Resident (M); Farmer economy; banana & manioc main crops. Road used by farmer to transport to Bibilegama Yaya (M) products to market, traders to buy produce, and others. Roadside drains Road needed; road access required for houses & shops during construction. 11 Mar Road links to Pelmadulla–Embilipitiya–Nonagama (A018). Agr. main activity SR 25: 2nd Mile post 2021 Road User (M); Farmer with few in public & private employment. Banana, pepper main crops. Traders to Guru Ara (M); Resident (M) come to buy produce & bricks (several bricks manufacturing in the area). Poor Galwanguwa Road road condition means, difficulties for road users, incl. school children SR26: Balagara Majority Sinhala-Buddhists; agriculture main activity. School children, 12 Mar Grama Niladari, junction-Kachchigala farmers, office workers, &business community main road users, including 2021 Thunkama (M) Ara Lake Road teachers who come from outside. But only one bus operating road SR26: Balagara Existing road surface damaged & only 1 bus operating. Following road 11 Mar Shop Owner (F); junction-Kachchigala rehabilitation, increase in public bus service, increase in land value, decrease 2021 Businessman (M) Ara Lake Road in travel time, and reduction in vehicle maintenance cost, expected These above consultations helped to inform potential stakeholders about the project, in terms of understanding the conceptual design and feasibility of the project; identifying the benefits of road improvements, and the initial response of the respective communities to the proposed road developments (which was positive). They also helped in identifying ways of minimizing adverse impacts at a few locations by identifying potential project-related risks and challenges at the beginning/ concept stage. Most of these stakeholders wanted to have continued consultations during the project preparation and subsequently, during project implementation. Besides the aforementioned consultations, to further take stakeholders’ input into account, executive summaries of the RPF and ESMF were translated into Sinhala and Tamil disclosed on the project website for comments. Along with the translated summaries, the full versions of the EMSF, RPF, LMP and SEP, will be disclosed on the project website within 2 weeks of receiving clearance from the WB for public comments. Additionally, national - level stakeholder consultations will be organized via virtual meetings in view of the COVID 19 restrictions to conduct face to face physical meetings. The consultations conducted over the phone with national/divisional level officials on 27th of April 2021 have been summarised in Table 2. This included officials of provincial council Sabaragamuwa and selected chairmen of local authorities. Table 2: Summary of Feedback/Suggestions on Project Documents and ESF Instruments Venue/Date Issues Raised by Participants By Whom Responses by the Project Team 27.04.2021 Have received information about the IRCDP. Deputy Director, The concerns on There are roads owned by Provincial Road Local landslides, drain Development Authority in frontrunner list and Governments, system along these roads needs to be developed. Provincial the road and Development of rural roads was ignored in the Council, incorporation of past. People like to donate lands for the road Sabaragamuwa. passing bays will development as road is important to them. be considered Therefore, its good if the road can be widened. by the project. The development of drain system along the roads is also important when developing the roads. If not, the storm water flows on the roads and road get damaged. And, passing bays needs to be incorporated, otherwise, as two vehicles cannot pass from each other. Rathnapura district is a land slide prone area and this needs to be considered. Doing the development without creating environmental issues. Is important. 27.04.2021 It is good to develop these provincial roads. And, Director, Roads, Improvements its good if the total length of roads can be Provincial of bends will be developed. The bends of these roads needs to be Council, considered by improved and its good, if the road widening is Sabaragamuwa. the project for possible. When Road Development Authority future develop provincial roads, it is easy for the council improvements. as then, council can consider the development of roads under local authorities. 27.04.2021 Have not received information on IRCDP. There Chairman, The concern on are no roads owned by Balangoda Urban Council, Balangoda landslides will be included in the frontrunner list. The Rathnapura Urban Council Venue/Date Issues Raised by Participants By Whom Responses by the Project Team district is land slide prone area and this needs to considered by be considered when developing these roads. the project. 27.04.2021 Have received information on selected Chairman, People and frontrunner roads. These roads need to be Embilipitiya political developed as the roads are located in remote Pradeshiya authority will be areas. Embilipitiya is an agricultural area and Sabah informed about roads and water are essential for agricultural proposed development. The road development will development facilitate people to transport their agricultural prior to starting produces to the markets with less travel time. of Civil Works. There are no environmental issues in this area. It’s important to inform people and political authority in the area about proposed development prior to starting of civil works. 27.04.2021 Passaramulla – Denagama – Nelliwala (SR1) road Chairman, People and is located in this PS. This road is essential to be Imbulpe political developed as it connects with Balangoda – Pradeshiya authority will be Hatton road and Colombo – Badulla road. There Sabah informed about are tea and vegetable cultivations and road proposed development will facilitate the transport of these development agricultural produces. The Udugama school will prior to starting be upgraded to a national school soon, and this of Civil Works. is the only road to reach the school. Further, this is the main road for people living in around 20 GN divisions. There are no environmental issues in this road. It is good if the road can be widened. The people and the political authority in the area about proposed development prior to starting of civil works. 27.04.2021 It is good to develop rural roads. Within this PS, Chairman, People will be a PRDA road is selected for the development in Imbulpe informed about frontrunner list. There are estate population Pradeshiya proposed living in this area. These roads are footpaths Sabah development earlier and now the roads have been widened. prior to starting The land donation is acceptable, and people will of Civil Works. donate lands if required, for the development. There will be no environmental issues. Inform all people along with this PS, about the development prior to starting of civil works. 4. STAKEHOLDER IDENTIFICATION AND ANALYSIS For the purposes of the SEP, stakeholders of the proposed Project will be divided into the following core categories: (i) project-affected; (ii) other interested parties; and (iii) vulnerable groups (Table 3). Engagement with all identified stakeholders will help ensure the greatest possible contribution from the stakeholders toward the successful implementation of the project and will enable the project to draw on their pre-existing expertise, networks and agendas. It will also facilitate both the community’s and institutional endorsement of the project by various parties. Access to the local knowledge and experience also becomes possible through the active involvement of stakeholders. Table 3: Stakeholder Identification and Mapping Affected Parties •Landowners/ commercial structure owners/house owners in the Project Area of Influence •Squatters/Encroachers within the existing Right of Way (RoW) of rural roads •Temporarily affected persons (e.g., mobile vendors) •Farmers, farmer groups, community orgs •Road Users/Pedestrians (e.g., traders, employers/employees, commuters, school children, etc) •Hospitals, health care facilities and education institues •Local/Foreign tourists, pilgrims, worshippers, etc visiting project area •Public/private transport operators •Project workers, including construction workers •Utility providers (Water, Electricity, etc) Other Interested Parties •Project implementers and partners, including Road Development Authority, Ministry of Hgihway, PRDA, Divisional Secretariats, GNDs, Department of Agrarian Development (DoAD) and Minsitry/Department of Agriculture • Project related government agencies such as, including Ministry of Finance, Ministry of Public Services, Provincial Councils & Local Government, Local Authorities such as Municipal Councils, Urban Councils and Pradeshiya Sabahs, Irrigation Department, etc) • Service providers including Sri Lanka Police, Utility providers (e.g., Ceylon Electricity Board, Sri Lanka Telcom, etc), Central Enviornmental Authority, Ministry of Health, etc •Host/Local community • Community based organizations (e.g., farmers group, NGOs, Enviornmental NGOs) •Administrative, poltiical and rellgious institutions and media •Contractors and consultants Disadvantaged and Vulnerable Groups •Squatters and other non-tlteholders living in poverty •Wage Laborers •Households below poverty line •Differently abled people •Elderly people •Illiterate people •Female headed households •Female construction workers •Children and adolescent •Religious/Ethnic minorities •Migrant workers 4.1 Project Affected Parties ‘Affected Parties’ are, persons, groups and other entities within the Project Area of Influence (PAI) that are directly influenced (actually or potentially) by the project and/or have been identified as being most susceptible to change associated with the project, and who need to be closely engaged in identifying impacts and their significance, as well as in decision-making on mitigation and management measures. Table 4 provides an assessment of the project’s risks and impacts on individuals, groups, local communities, and other stakeholders that may be directly or indirectly or positively or negatively affected by the project, with a focus on those directly and adversely affected by project activities. This assessment further extends to analyse the level of influence that these different stakeholder groups can exercise over the project preparation and implementation processes. Table 4: Project’s Impact on Affected Parties and their Level of Influence No. Stakeholder Group Impact Influence 1 Landowners/ commercial structure owners/house owners in the PAI Moderate Moderate 2 Squatters/encroachers within existing RoW High Low 3 Farmer, Farmer groups (beneficiaries of agro-logistics) Moderate Low 4 Road users/pedestrians (e.g., traders, bus commuters, employees/ High Moderate employers, school children, etc) 5 Hospitals/Healthcare Centres, educational institutes Moderate Low 6 Local/Foreign tourists, pilgrims, worshippers, etc visiting project area Moderate Low 7 Temporarily affected persons/households (e.g. mobile vendors) High Low 8 Utility services providers (electricity, water, telephones) Moderate Low 9 Public/private transport operators, including trishaw drivers Moderate Moderate 10 Project workers, including construction workers Moderate Low 11 Vulnerable groups (e.g., women construction workers, elderly, PwDs) Moderate Moderate 12 Ministry of Finance High High 13 Ministry of Highways and Road Development Authority High High 14 Ministry of Land, Divisional Secretariat, Survey Department, Moderate High Valuation Department 15 Ministry of Public Services, Provincial Councils and Local Government Moderate High 16 Provincial Road Development Authority, Ministry of Rural Moderate High Infrastructure, Ministry of Tourism, Ministry of Sports & Youth Affairs 17 Local Authorities (Municipal Councils, Urban Councils and Pradeshiya Moderate High Sabahs) 4.2 Other Interested Parties 'Other Interested Parties’ constitute individuals/groups/entities that may not experience direct impacts from the project but who consider or perceive their interests as being affected by the project and/or who could affect the project and the process of its implementation in some way. They include project implementing agencies, project partners, political institutions, service providers, host communities, civil society organizations, NGOs, religious institutions, political authorities, academic institutions, and project beneficiaries. Table 5 presents the multiple interests of other parties and their level of potential influence over the Project. Table 5: Interests of other parties and their level of influence over the project No. Stakeholder Group Interests Influence SERVICE PROVIDERS 1. Police Department, Traffic • To provide reported crash data sets for road safety High Police management • Support augmentation of traffic management system. • Traffic management, especially during construction period and enforcement of law, including traffic laws • GBV prevention and response 2. Central Environmental • Provide necessary approvals on a timely basis (e.g., High Authority approvals for disposal site, material sources selection and management) • Monitor environmental aspects (e.g., air quality) related to the project 3. National Building Research • Regulating construction activities within landslide Moderate Organization (NBRO) prone areas 4. Natural Resources • Regulating construction activities and resource Moderate Management Centre management within the areas relevant for optimizing (NRMC) use of land and water resources to improve national agricultural productivity in a sustainable manner. • Conducting research and development programs covering several disciplines (e.g., soil conservation and watershed management, land suitability evaluation, agro-meteorology and climate change, productivity enhancement, etc) 5. Department of Agrarian • Providing for the utilization of agricultural lands in Moderate Development and compliance with the agricultural policies of the Department of Agriculture government • Involve in determining the structure, size, adequacy across the irrigation canals during the estimation/designing • Support the component on agro-logistics and other agriculture-related project activities • Soil conservation in road rehabilitation 6. Forest Department • Support/coordination required when road Moderate rehabilitation occurs within or adjacent to declared forest areas • Provide support and clearance when roadside trees are to be felled 7. Ministry of Health • Application of guidelines of COVID 19 Pandemic and Moderate other pandemics. • Provision of health care facilities and awareness. • Act as a GBV prevention response actor 8. Mahaweli Authority of Sri • Allocation of lands belonging to Mahaweli Authority Low Lanka for road rehabilitation, if required 91. National Physical Planning • Preparation of regional plans, including road Low Department access/networks, and provide assistance to Provincial councils and local authorities to do so • Authorize the formulation and implementation of a national physical planning policy with the objective of of promoting and regulating integrated planning of economic, social, physical and environmental aspects for the protection of natural amenities, the conservation of natural environment, buildings of No. Stakeholder Group Interests Influence architectural and historic interest and places of natural beauty 10. Urban Development • Ensure that road rehabilitation complies with urban Low Authority development plan, if relevant 11. National Road Safety • During the construction of the project, safety of the High Council commuters to be considered • One of the partner organizations for road safety capacity building under the Project 12. Sri Lanka Transport Board • Participate in the planning of bus operations during the Moderate (SLTB) and Private Bus project construction period. Operators Association • Participate in the planning of priority bus lanes etc. which may necessary in the Traffic Management system. 13. Divisional Secretariat • Serve as the chairperson of the GRM Moderate • Monitor, follow-up and assist in the process of acquiring lands and resettlement of PAPs • Resolve any encumbrances in the ROW in liaison with the District Coordination Committee (DCC) and other higher authorities 14. Utility Service Providers • Consider/evaluate possibilities of construction work to Moderate (Ceylon Electricity Board, avoid/minimize adverse impacts on utility services LECO, Sri Lanka Telecom, • Support/coordinate relocation of utilities where Dialog, National Water necessary and when it is inevitable with the Supply and Drainage Board) construction work • Restore the utility services in the event of any breakdowns due to civil works of the project 15. Sri Lanka Land • When the road widenings are involved with the low- Moderate Development Corporation lying areas (SLLDC) 16. Geological Survey Mines • Issue permits for blasting, quarrying rock, sand etc. Moderate Bureau (GSMB) 17. Coast Conservation and • When road widenings are carried out in/near coastal Moderate Coastal Resources areas Management Department 18. Department of Wildlife • Coordination role when road widenings are carried out Low Conservation in areas where wild animal movements are identified (e.g., near sanctuary and wetlands) • Protection of sensitive flora and fauna species (even outside of protected areas) 19. Department of Irrigation • Affected when the irrigation structures canals, culverts Moderate are interrupted and any related improvements in irrigation structures due to the road widenings • Involve in determining the structure, size and adequacy of irrigation canals during estimation/designing 20 Ministry of Plantation • Involved if road rehabilitation occurs within or adjacent Low to planation lands 21. Department of Archaeology • Access to archaeological and historical monuments Low may interrupted during road construction/widenings • Coordinate to ensure that archaeological buildings/sites are not adversely affected • Provide support with the chance-find procedure 22. Sri Lanka Railway • Manage traffic and construction works in rail crossings Moderate during the construction period No. Stakeholder Group Interests Influence • Relocation of SLR Warning Systems and any appurtenances whenever required with the road widening HOST/LOCAL COMMUNITY 23. Host/Local community • Review the outline of the final engineering design of Moderate surrounding the project the Project areas, who comprise of • Receive information Ex. base line data on the potential service providers, impacts of construction work settlements • Ensure that their properties are not accidentally damaged due to construction work • Ensure that they are protected from construction related impacts such as dust, noise, vibration and any form of misbehaviours of labour teams • Search for opportunities for providing various services to contractor’s labour teams VOLUNTARY ORGANIZATIONS, NGOS, ACADEMIC INSTITUTIONS AND BANKS 24. Community based • Expectation of regular consultations by the project, Moderate organizations including in selection of roads, designs, etc • Support to ensure community monitoring, effective project implementation and O&M support • Adverse impacts from physical and economic displacement • On-site mitigation and proper compensation for residual impacts of construction 25. NGOs • Support efficient and effective implementation of the Low agro-logistics, community infrastructure, and related activities to support farmers and local communities • Support in institutional strengthening and capacity building 26. Environmental NGOs/ • Expectations of no harm to the environment, effective Moderate Activists on-site mitigation and proper compensation for residual impacts due to development • Conservation of the affected Fauna and Flora, if any ADMINISTRATIVE, POLITICAL AND RELIGIOUS INSTITUTIONS AND MEDIA 27. Local and provincial level • Ensure human needs including but not limited to Moderate/ political authority efficient and safe transport service and accessibility to High commuters, supplying amenities and also the uninterrupted project construction works 28. Grama Nailadhari • Serve as the chairperson of GND level GRC High • Serve as a conduit for communication for both the community members and the project. 29. Religious institutions • Ensure efficient and safe transport service and Moderate accessibility to commuters and those attending religious functions 30. Press and Media • Provide publicity on project developments and key Moderate/ activities High • Ensure transparency in all activities related to the implementation of the project COMMUTERS 31 Commuters (public/private • Avoid adverse impacts caused by disruption/ High transport) inaccessibility to public amenities in the project area during construction • Expectations for efficient and safe transport service in the project area No. Stakeholder Group Interests Influence CONTRACTORS AND CONSULTANTS 32. Contractors • Bidding for potential contracts or subcontracts High • Quality completion of the construction work 33. Supervision Consultants • Bidding for consultant positions High • Effective and efficient monitoring and supervision of the contractors 4.3 Disadvantaged/Vulnerable Individuals or Groups ‘Vulnerable Groups’ are persons who may be disproportionately impacted or further disadvantaged by the project(s) as compared with any other groups due to their vulnerable status11, and that may require special engagement efforts to ensure their equal representation in the consultation and decision-making process associated with the project. The project may cause physical and economic displacement of vulnerable groups, to be identified during the assessment and preparation of RAPs/ARAPs for the sub-projects. Construction work on the Project and its operations can cause adverse impacts on several other vulnerable and disadvantaged groups as well. They would include the following groups. • Women workers at the construction site may possibly face gender discrimination in terms of wage disparities, deprivation of their labor rights, and access to reasonable sanitary facilities. They can also be subject to gender-based violence and sexual harassment and exploitation. • Children and adolescents who had dropped out of school and are from poor families may be motivated to find employment in construction work thereby becoming vulnerable to labor exploitation, sexual harassment and exploitation, and alcohol and drug abuse and sometimes drug peddling. • The elderly and disabled commuters may experience difficulties in accessing public amenities such as hospitals, due to increased disruptions caused by construction activities or lack of adoption of universal design principles for construction of pedestrian overpasses and bridges. • Women and girls accessing the pedestrian, junction and public spaces in the project area may be subject to sexual harassment and gender-based violence. • Squatters and non-titleholders may experience difficulties restoring their livelihoods especially if they are physically and/or economically displaced. Providing access to information and encouraging their participation in consultations require special measures such as face- to-face verbal communications, public address systems, help desks or a kiosk for reporting incidences of sexual harassments at the project sites, a grievance redress mechanism at the construction site to report incidences of gender-based violence, and a modest travel allowance for their participation in consultative meetings. Table 6 identifies the communication methods and resources required for the engagement of vulnerable persons and groups in the project. 11Vulnerable status may stem from an individual’s or group’s race, national, ethnic or social origin, color, gender, language, religion, political or other opinion, property, age, culture, literacy, sickness, physical or mental disability, poverty or economic disadvantage, and dependence on unique natural resources. Table 6: Engagement of vulnerable persons and groups No. Vulnerable Groups Characteristics/ Needs Preferred means of Additional and Individuals notification/consultation Resources Required 1 Displaced APs, Low level of education; Individual and group Need special especially squatters, engage in informal sector consultations, leaflets attention through a non-titleholders businesses and other and IEC activities, dedicated social activities. Need including PIB officer and information on relocation livelihood and support for livelihood restoration restoration consultant team 2 APs belonging to Need information on Individual and group Need special ethnic/religious entitlements and support consultations, leaflets attention through a minority groups for livelihood restoration and IEC activities, dedicated social including PIB officer and livelihood restoration consultant team 3 Female construction Low level of education; Individual and group Meetings to be workers Can engage only in consultations. Deploy a held only during unskilled worker dedicated female liaison holidays at category. Reluctance to officer to the project convenient times participate. site, if relevant. Need awareness on Use specially designed worker rights and forums print media. to report their grievances 4 Poor children & Low level of education, Individual and group Mobilize external adolescents who less attention of the awareness programs resource agencies seek employment in family, prone to external with videos and printed who work with construction work negative influences. Need material. these target groups to educate on risks and dangers at work places 5 Poor individuals who Low level of education. Individual and group Use law will engage in high Reluctance to participate. consultations with enforcement risk behaviours Need regular information awareness raising agencies for on law enforcement. programs with videos awareness raising and printed material. and arrange Deploy a dedicated meetings at female liaison officer to convenient times the project site. 6 Elderly and disabled Impairment of hearing, Multi channelled Provide persons vision and mobility. Need information flow. information and universal access to Individual consultations guidance through a facilities, for improved or with representatives kiosk/helpdesk mobility. on project/technical with visual aids; design Use of public address system 7 Female pedestrians Need safe and secure Multi channelled Mobilize external public spaces for information flow. resource agencies increased mobility Consultations with who work with women’s groups and these target groups women users 8. Children and Need safe and secure Consultations with Mobilize external adolescent public spaces for children and adolescent resource agencies pedestrians increased mobility users. Individual and No. Vulnerable Groups Characteristics/ Needs Preferred means of Additional and Individuals notification/consultation Resources Required group awareness who work with programs with videos these target groups and printed material in schools and other educational institutions. 9. Migrant workers Low level of education; Awareness raising and Provide Need awareness on training activities information worker rights and forums including toolbox talks through to report their grievances contractors 4.4 Summary of Stakeholder Needs Table 7 describes the needs of the key stakeholders who have been identified and their preferences/needs for engagement. Table 7: Communication Needs of Stakeholders Stakeholder Key Characteristics Language Preferred Specific needs to include Group Needs notification consultation needs means Persons/partie Road works or establishment Sinhala and Written • Printed material in easy to s affected by of agro-facilities leads to Tamil information, understand simple language loss of land, adverse impacts; some of letters, telephone • Documents (e.g., voluntary structures, these affected persons may calls and land donation consent forms) livelihoods, be vulnerable groups individual to be shared in advance and etc consultations explained in detail • Meetings and other events to be arranged on days convenient for the community. • Meeting locations should be in close proximity to the settlements Road users, People who use the roads to Sinhala, Traffic wardens to • Display of sign boards in 2 public/private be rehabilitated, and also Tamil and disseminate languages as well as transport public and private transport English information & pictorially in cases of commuters in the affected corridors guide commuters diversion or to indicate “men & road users; at work�, special traffic • Special attention to be paid to police team to persons with disabilities, guide women and elderly and sick and women children and girls commuters/ • Conduct periodic user pedestrians; use satisfaction surveys of mobile Apps, and radio channels Farmers, Smallholder farmers, farmer Sinhala and Letters, posters, • Advance notification for Farmer groups groups, community Tamil formal and meetings organizations that will informal meetings • Printed material in easy to benefit from improved understand simple language linkages to markets through • Meetings and other events to the roads rehabilitation and be arranged on days Stakeholder Key Characteristics Language Preferred Specific needs to include Group Needs notification consultation needs means improvements, and also convenient for the receive support through community. investments in community • Meeting locations to be in infrastructure, agrologistics, close proximity to the capacity development, public settlements awareness Host/Local Service providers, Sinhala, Letters, posters, • Meetings and other events to community settlements, and business Tamil and formal and be arranged on days operators living in the English informal convenient for the surroundings of the project meetings, leaflets community. area. • Meeting locations should be in close proximity to the settlements Transport SLTB is a public sector Sinhala, Formal meetings, • Advance notification for Providers/ transport provider and Tamil and written meetings and mutually Authorities operates jointly with private English information, agreed dates and times (e.g., Sri Lanka sector transport services. letters, e-mail, Transport SLR provides rail services in telephone calls Board (SLTB) coordination with other transport providers. Utility service Ceylon Electricity Board, Sinhala, Formal meetings, • Advance notification for providers National Water Supply and Tamil and written meetings and mutually Drainage Board, Sri Lanka English information, agreed dates and times Telecom, Dialog, letters, email, • Regular meetings between MCs/UCs/PSs responsible for telephone calls contractor, supervision sewer lines, if relevant consultant and PMU E&S staff, as laid out in the ESMF Public service Hospitals, health care Sinhala, Formal meetings, • Advance notification for providers facilities, educational Tamil and written meetings and mutually institutes (childcare facilities, English information, agreed dates and times schools, colleges, etc) in the letters, e-mail, project area telephone calls Police, Responsible for traffic Sinhala, Formal meetings, • Advance notification for including management, road safety, Tamil and written meetings and mutually traffic police GBV prevention English information, agreed dates and times letters, e-mail, • Meetings to be held telephone calls periodically to update on project progress and seek inputs for the way forward Land Ministry- Legal entity of acquiring Sinhala, Gazettes • Regular meetings with other Divisional lands, esp., Divisional Tamil and Formal meetings, stakeholders Secretariat, Secretariat is the divisional English letters, reports, e- • Advance notification for Valuation level administrative mail, telephone meetings and mutually Department authority that oversees all calls agreed dates and times government functions, incl. • Meetings to be held land management at local periodically to update on level project progress and seek inputs for the way forward Department Key partner agency for the Sinhala, Gazettes, formal • Advance notification for of Agrarian implementation of activities Tamil and meetings, reports, meetings and mutually Development and investments under English e-mails, agreed dates and times and Component 3 on agro- telephone calls • Meetings to be held logistics and access to periodically to update on Stakeholder Key Characteristics Language Preferred Specific needs to include Group Needs notification consultation needs means Department services. Also responsible for project progress and seek of Agriculture soil conservation during inputs for the way forward construction and rehabilitation of roads and other infrastructure Regulators/ CEA: Grants approvals for Sinhala, Formal meetings, • Advance notification for Regulatory dumping sites, borrow sites, Tamil and letters, reports, e- meetings and mutually authorities mining & transport licenses English mail, telephone agreed dates and times SLLDC: Grants approvals for calls • Regular meetings as per the local drainage systems requirements of project, GSMB: Authority for mining including with CEA on ESMP licenses and other such mitigation Archaeological department: plans Responsible for protection of • Meetings to be held tangible and intangible periodically to update on heritage project progress and seek Irrigation Dept: Responsible inputs for the way forward for protection of water resources Wildlife Dept.: Responsible for protection of flora/ fauna Forest Responsible for protection of Sinhala, Formal meetings, • Advance notification for department forest areas, including Tamil and letters, reports, e- meetings and mutually providing clearance when English mail, telephone agreed dates and times trees are to be felled calls • Sub-project specific consultations in cases where trees need to be felled for road and other construction activities • Meetings to be held periodically to update on project progress and seek inputs for the way forward NGOs, Support for Community Sinhala Letters, reports, • Regular meetings as per the community- engagement, local Tamil and e-mail, telephone RAP, ESMP, SEP and ESCP based development outcomes, English calls, review • Advance notification for organizations, protection/conservation of meetings, formal meetings and mutually environment fauna and flora and informal agreed dates and times activists meetings Local and Elected members of the local Sinhala Formal meetings, • Advance notification for provincial and provincial government Tamil and letters, reports, meetings and mutually level political who have an interest on the English telephone calls agreed dates and times authority Project • Meetings to be held periodically to update on project progress and seek inputs for the way forward Religious Places of worship which has Sinhala, Formal meetings, • Advance notification for institutions in strong influence at all levels Tamil and letters, reports meetings and mutually the Project of Government and English agreed dates and times area community • Meetings to be held periodically to update on project progress and seek inputs for the way forward Stakeholder Key Characteristics Language Preferred Specific needs to include Group Needs notification consultation needs means • Meetings to be held at the venue of these religious institutions Press and Government owned and Sinhala, Letters, reports, • To be arranged at regular Media private sector electronic and Tamil and e-mail, telephone intervals print media that provide English calls, meetings, • Explosure visits to project information to general discussions, press sites public. conferences Contracted Women to be recruited for Sinhala and Written • Arrangements to be made via workers, eps unskilled work in the Tamil information, contractors to organize female construction site group meetings construction consultations/aw • Printed material to be workers areness programs prepared in easy to understand simple language Contractors Company/ies that would be Sinhala Letters, reports, • Meetings to be organized at entrusted with the Tamil and e-mail, telephone the site or at the PMU as per construction responsibility of English calls, site the ESCP and other the Project and other inspections, documents prepared for the ancillary facilities review meetings project Supervision Consultancy firm that Sinhala, Letters, reports, • Meetings to be organized at consultants provides supervision inputs Tamil and e-mail, telephone the site or at the PMU as per to the contractor. English calls, meetings the ESCP and other documents prepared for the project 5. STAKEHOLDER ENGAGEMENT PROGRAM 5.1 Purpose and Timing of Stakeholder Engagement Program 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 the Project 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 the Project 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 Thus, 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. Information disclosure and consultation processes will continue with APs, other interested parties and vulnerable groups during (i) project preparation, (ii) project implementation/construction and (iii) project operational phases. A variety of methods such as group consultations, individual consultations and interviews through different offline and virtual medians such as emails, telephone and webex, etc. and communication through printed and electronic media, appropriate to the target audience, will be used for information disclosure and consultation. 5.2 Information Disclosure During the due diligence process for the project, as part of resettlement planning and implementation, information related to preliminary engineering designs of the project, land requirements, potential impacts of the project, both positive and negative and direct and indirect, entitlements of the affected parties, grievance redress procedures, deadlines for vacating the premises and planned dates of the commencement of civil works will be shared with affected persons and other stakeholders during consultations. Information about each phase of the Project will be provided to the public through flyers and public notices put up at strategic locations, such as Divisional Secretariat offices, Grama Niladhari offices, community centres, and at the PMU or construction site office/s established in the field prior to the commencement of civil works, and land acquisition and resettlement activities, if required. The Project will also provide up-to-date information on the Project website, through social media and through local radio and TV stations. In case land acquisition is required for specific project and relocation and rehabilitation (R&R) assistance is to be provided, a Public Information Booklet (PIB) will be delivered to each household in the immediately affected area. It will include relevant information on the Project and will explain the entitlements and rights of the affected people, including the compensation and rehabilitation measures, and provide information on persons to be contacted in case of additional information is required. The PIB will be published in local languages of Sinhalese and Tamil. The PIB will include the following information: - Brief description of the Project - Potential impacts that can be expected during the Project - Resettlement options, compensation policy and entitlements - An outline of the livelihood restoration measures - Relocation and resettlement process - Procedures for consultations and stakeholder engagement including affected persons and host communities. - Grievance redress procedures - Project implementation schedule - Location of the site offices and names, telephone numbers, and emails of the persons to be - contacted for further information. At the appraisal stage, safeguard instruments including ESMF and RPF prepared for this project will be disclosed on the GoSL’s website and on the World Bank’s external website, after their clearance by the government and the Bank. During project implementation, sub-project specific safeguard instruments will be publicly disclosed in-country as well as on the World Bank’s external website. The documents and plans to be disclosed include: • Environmental and Social Management Framework • Resettlement Policy Framework • Resettlement Action Plan (RAP) • Environment and Social Impact Assessment (ESIA) • Environmental and Social Commitment Plan (ESCP) • Stakeholder Engagement Plan (SEP) • Labor Management Procedures (LMP) • Environment and Social Management Plan (ESMP) • Code of Environmental and Social Good Practice (CESGP) At the sub-project level, the PMU will work with the local government authorities to ensure adequate information is available to the public. The ESMP and RAP/ARAP (if relevant) developed for each sub- project will be made available to all interested parties including the affected persons. The approved ESMPs and RAPs/ARAPs will be made available on the official website of the RDA. Additionally, copies of the RAPs/ARAPs will be kept at the respective Divisional and District Secretariats for public reference. The Bank will also upload the ESMPs and RAPs/ARAPs to its own external website. Any changes to the approved RAPs/ARAPs would have to follow the same clearance/ approval procedures and disclosure. Information disclosure will continue to the project’s construction and operational periods and an information desk/kiosk will be established at the project office or closer to the construction sites that will serve as the major hub for information dissemination. Furthermore, the project staff manning the kiosk will also function as a focal point for receiving grievances/complaints from any affected parties. Brochures, posters, stickers and video clips containing relevant information will be printed in Sinhala and Tamil and they will be made available/displayed at places easily accessible to affected persons and other interested parties. The project will also hire the services of a communication specialist/firm to design, plan and implement a robust information and communication program for the project. A dedicated website for the Project will be established. Translations of the documents in Sinhala and Tamil will also be made available to the public through this website. They will also be placed at the PMU and at the Divisional and District Secretariat for public perusal. Information can also be disseminated through digital platform (where available) like Facebook, Twitter, WhatsApp groups, and traditional means of communications (TV, newspaper, radio, phone calls and mails with clear description of mechanisms for providing feedback via mail and / or dedicated telephone lines. All channels of communication need to clearly specify how stakeholders can provide their feedback and suggestions. Table 8 provides a plan for information disclosure during project preparatory, implementation and operational periods. Table 8: Information Disclosure Plan List of Proposed Timetable/ Target % Responsibility information to methods Location stakeholders reached be disclosed Dates PROJECT PLANNING AND PREPARATION PHASE Project related Display of the Reports to be placed APs, other 0% Social- documents – relevant reports. at PMU, kiosks, DS interested Environment RPF, RAP, ESIA, Public to be office and public parties and Unit, ESCP, SEP, LMP, informed of the notices displayed at vulnerable Communication ESMF, CESGP, availability of construction site groups team etc. reports via kiosk, post-office and newspaper GN and DS offices for advertisements 3 months prior to the published in commencement of Sinhala, Tamil construction works and English and will continue languages and throughout public notices, construction period project website and through other direct communication channels such as mobile/ telephone calls, SMS, etc. Online/ virtual consultations to be organised. List of Proposed Timetable/ Target % Responsibility information to methods Location stakeholders reached be disclosed Dates Traffic Stakeholder Sign boards at traffic Commuters, 0% PMU, management meetings diversion points one general public, Consultant and Plan (preferably month before vehicle users, contractors virtual), letters, implementation of school children, sign boards, the traffic employees/ posters and management plan Workers public address systems, mobile apps, emails, SMS and local radio channel, etc. Construction Stakeholder 2 months prior to Communities 0% Contractor and plan, meetings and commencement of and business supervision construction discussions construction work establishments consultant method and (preferably and shifting of utility located adjacent possible virtual) and large services to the project impacts and display boards sites employment around the opportunities construction site. Appropriate adjustments to be made to take into account the need for social distancing (use of audio-visual materials, technologies such as telephone calls, SMS, emails, etc.) Grievance Brochure and Brochure circulated Project affected 0% Social- redress newspaper among community, parties, host Environment mechanism advertisementsbusinesses, etc; communities, Unit, including on GRM in display boards business Communication places to report Sinhala, Tamilaround construction establishments team, GRM sexual site; posters and English, large in the vicinity, manager, harassment, displayed, and display boards, commuters, project partner gender-based and posters, brochures made general public, agencies, and violence social media, available at kiosks, vulnerable contractor mobile phone GN and DS offices, groups and and awareness apps, etc. to take construction programs for into account the workers construction workers need for social distancing. from project preparation to operation stage PROJECT IMPLEMENTATION/CONSTRUCTION PHASE Health and Public awareness Periodic public General public, 0% Contractor, Safety plan programs, display meetings for host host community, supervision boards and community, business commuters, consultant, SEP posters establishments and construction team (PMU) schools in the vicinity, List of Proposed Timetable/ Target % Responsibility information to methods Location stakeholders reached be disclosed Dates posters displayed at workers and kiosks, general school children hospital, GN and DS offices throughout construction period Plans for Public awareness Plans to be kept at Small holder 0% Consultant, institutional programs, social PMU, kiosks, GN and farmers, farmer PMU team, strengthening media, DS office and public groups, Department of and capacity stakeholder notices displayed as community Agriculture, enhancement meetings through relevant representatives, Department of activities virtual median to local authorities, Agrarian take into account Dept. of Development the need for Agriculture social distancing. Agro-logistics Consultation on Assessment report Community Consultant, services assessment disclosed at the PMU organizations, PMU team, assessment report, disclosure and the Department Department of Department of of the of Agriculture and Agriculture, RDA, Agriculture, assessment, other relevant PDRA, private Department of where relevant institutions sector Agrarian taking into Services account the need for social distancing Designs for Public websites, Reports to be placed Small holder Consultant, community public notices, at PMU, kiosks, DS farmers, farmer PMU team, farm/agri community office and public groups, Contractor, produce consultations to notices displayed at community Department of collection elicit feedback construction site representatives, Agriculture, centres, cold (preferably kiosk, post-office and local authorities, Department of storage virtual or GN and DS offices for Dept. of Agrarian facilities, other following social 3 months prior to the Agriculture Development community distancing commencement of infrastructure measures) on the constriction works selection of the projects and also its design features and implementation arrangements PROJECT OPERATION PHASE Project’s Television Two months prior to General public 0% Social- operational programs, video the establishment of and commuters Environment modalities on clips on social the National Unit Road Safety media and Unit/Center on traffic and Traffic display screens management and Management installed in the road safety Unit/ Center city and posters displayed at public spaces 5.3 Proposed Strategy for Stakeholder Engagement Consultation activities completed before the preparation of the SEP are summarized above in section 3.1. During resettlement planning and implementation phases, project affected parties will be extensively consulted to identify their entitlements and resettlement options, as well as to develop and implement their resettlement and livelihood restoration plan. The project will continue to consult the project affected parties; other interested parties and the vulnerable and disadvantaged groups, specifically on themes listed below, in order to elicit their views and feedback. Individual and group meetings, mini-workshops (preferably virtual, keeping in mind social distancing requirements), transect walk, satisfaction surveys, social media, community monitoring, etc. will be used to facilitate the consultations on the following: • Outline of the final engineering design of the roads, agriculture facilities and community infrastructures • Additional land requirement for the project to be obtained via voluntary land donations/acquisitions • Plans for the development of agro-logistics, agriculture facilities and community infrastructure • Assessment of agro-logistics • Improvements for pedestrian circulation and access • Road safety improvement • Education/campaign to the public • Gender and personal safety aspects • Climate hazard prevention/adaption • Issues related to vulnerable groups • Traffic management plan during construction • Grievance redressal mechanism • Construction plan, methods and time frames of the civil works Due to the Covid-19 pandemic, the project will have to adapt to different and most appropriate requirements for the stakeholder engagement process. Given the need to consider social distancing norms as per the WHO “COVID-19 Strategic Preparedness and Response Plan—Operational Planning Guidelines to Support Country Preparedness and Response, 2020�, stakeholder engagement strategy should focus on using IT-based technology, telecommunications, mobile technology, social media platforms, print and broadcast media, etc. to a large extent. The project may employ online communication tools to design virtual workshops in situations where large meetings and workshops are essential. Virtual medians such as Webex, Google Meet, etc. and in low ICT capacity situations, audio meetings, can be effective tools to design virtual workshops. The format of such workshops could include the following steps: • Virtual registration of participants: Participants can register online through a dedicated platform. • Distribution of workshop materials to participants, including agenda, project documents, presentations, questionnaires and discussion topics: These can be distributed online to participants. • Review of distributed information materials: Participants are given a scheduled duration for this, prior to scheduling a discussion on the information provided. • Discussion, feedback collection and sharing: o Participants can be organized and assigned to different topic groups, teams or virtual “tables� provided they agree to this. o Group, team and table discussions can be organized through social media means, such as webex, skype or zoom, or through written feedback in the form of an electronic questionnaire or feedback forms that can be emailed back. • Conclusion and summary: The chair of the workshop will summarize the virtual workshop discussion, formulate conclusions, and share electronically with all participants. In situations where virtual platforms cannot be used specially in engaging rural communities and for officials working in field, distributing brochures with project information, displaying notices and placing suggestion boxes in the field can be considered. Brochures and notices will include contact details of project staff and feedback can be provided over the phone. Table 9 presents the strategy for stakeholder engagement. Table 9: Strategy for stakeholder engagement Target stakeholders Topic(s) of Method/s used Location/frequency Responsibility engagement PROJECT PLANNING AND PREPARATORY PHASE Host community, Review of outline Power point Two sessions with RDA, PMU/ GND/DS/LAs/MCs, of final design of presentations of stakeholder group to Communication and other the roads, the design at be held at the Ministry team and Project specialized agriculture stakeholder (one for initial Design Consultant engineering agencies facilities and meetings presentation and within Ministry of community and second to present Highways infrastructure to consultations to updated design) and 3 be supported receive meetings with host under the project feedback community in pre- (preferably arranged suitable using virtual locations to receive tools of their feedback engagement) Commuters, Inputs to Individual and At pre-arranged and SEP team, and tourists, religious designing and group invited meetings of project partner and educational developing public consultations immediate effect agencies institutions, political educational and (preferably authorities, women awareness using virtual and girls, NGOs, city programs and tools of police, professional communication engagement) and academic tools, methods institutions and and materials for media the project Vulnerable and Identification of Through Community SEP team, SLTB disadvantaged Issues related to customer care consultations prior to groups including vulnerable and attendants/ the selection of sites, government and disadvantaged traffic wardens Quarterly review private agencies groups and inputs placed at meetings with working with them for inclusive project sites, stakeholders project design site visits and social media Commuters, women Inputs for gender FGDs and At pre-arranged and SEP team, city and girls, city police, and personal meetings invited meetings police, SLTB host/local safety (preferably followed by quarterly Target stakeholders Topic(s) of Method/s used Location/frequency Responsibility engagement community, development using virtual meetings of vulnerable groups, aspects at project tools of stakeholders bus operators and sites engagement women NGOs where required), social media GND/DS/LAs/MCs, Road selection, Discussions and Prior to the SEP team, PMU, police, commuters, identification of meetings, commencement of agriculture officer, vehicle users, school agriculture transect walk, construction work GNs/DSs/UCs, etc children, host/local facilities, traffic FGDs and followed by quarterly community, management meetings, social review meetings and vulnerable groups media and consultations with other digital stakeholders tools when applicable PROJECT IMPLEMENTATION/CONSTRUCTION PHASE Commuters, Police User satisfaction Interviews and One month after SEP Team, SLTB vehicle users, on road safety and user satisfaction implementation tourists, school gender issues surveys phase, followed by children, women once in two months in and girls and the first six months of religious institutions the phase, and thereafter bi-annually Local community Assess impact of Interviews and One month after SEP Team, SLTB groups, including training and user satisfaction implementation youth and women capacity building surveys phase, followed by carried out on once in two months in road safety, GBV the first six months of and managing the phase, and climate thereafter bi-annually vulnerabilities GND/DS/LAs/MCs, Inputs/monitor Discussions and At pre-arranged and City police, PMU, police, commuters, improvements on meetings, user invited quarterly Community vehicle users, school roads safety, satisfaction meetings of Monitoring Groups children, host/local traffic survey, joint stakeholders community, management, OHS field inspections vulnerable groups issues SLTB, hospitals, SLR, Review of Discussions and At pre-arranged and Contractor, city police, construction meetings, user invited meetings of supervision host/local activities, methods satisfaction stakeholders consultant, CMC, community and time frames survey, joint PMU, Community of the civil works field inspections Monitoring Groups PROJECT OPERATION PHASE GND/DS/LAs/MCs, Review and At pre-arranged Quarterly PMU, NRSC National Road Safety monitor the and invited Council, Police establishment and meetings of functioning of stakeholders roads, community infrastructure and agriculture facilities 5.4 Proposed Strategy/Differentiated Measures to Include the Views of and Encourage Participation by Vulnerable Groups Table 10 presents a strategy for the engagement of vulnerable and disadvantaged groups in consultative processes and to elicit their views and suggestions, specifically on aspects listed under section 5.3 above. Table 10: Strategy for the engagement of vulnerable and disadvantaged groups Target Group Strategy Displaced vulnerable APs • Home visits and individual consultations • Pre-arranged group consultations near their residential dwellings • Information communication via the care-givers of vulnerable APs Women construction • Individual/group consultations at construction site with prior workers permission from the contractor • Provide access to project-based GRM and/or workers’ GRM • Engagement of officers from labor department to consult and monitor Poor children & • Awareness raising programs targeting poor children & adolescents on adolescents who seek high risk behaviors associated with construction work employment in • Engagement with resource organizations that work with the target construction work groups to conduct consultations Individual who will engage • Individual and group consultations and awareness raising programs in high risk behaviors with videos and printed material • Engage law enforcement agencies in awareness raising programs and monitoring • Engagement with resource organizations with subject matter expertise. Elderly and disabled • Individual and group consultations persons 5.5 Public Comments and Feedback/Reporting to Stakeholders Public will be given a period of 3 weeks to review and submit their comments on the disclosed documents. Such submissions can be made either verbally or in writing. Written submission can be channeled through multiple access points such as project’s website, project staff, contractors and consultants or phone-calls or by mail to the PMU. Verbal communications either via telephone or in person will be recorded by a member of the Environmental and Social Unit of the Project. All comments received by the project will be reviewed by the PMU at its monthly progress review meetings, and any decisions made based on public comments will be communicated to the relevant stakeholders within two days after the review meetings. If the project had not been able to make any decision in response to public comments, same will be communicated to the relevant stakeholders with explanations as to why a decision cannot be made. 6. ROLES, RESPONSIBILITIES OF IMPLEMENTING AGENCIES AND RESOURCES FOR IMPLEMENTING STAKEHOLDER ENGAGEMENT ACTIVITIES 6.1 Resources As outlined below, Resources required for implementation of the stakeholder engagement plan would include implementation arrangement for the project, costs of information disclosure and stakeholder consultation at the District and Divisional levels in Colombo; costs of implementing the stakeholder engagement plan for each component of the project-site specific; and lastly cost of the grievance redress mechanism. The project cost tables and annual work plans and budget should allocate costs for specific information disclosure and stakeholder consultation activities including: maintenance of project website, preparation, printing and dissemination of information materials, and costs of annual stakeholder consultation workshops. In addition, the project cost tables should include specific budget for the GRM. 6.2 Implementation Arrangement The Ministry of Highways is the Executing Agency (EA) and will be responsible for decisions on overall approvals and operational policies of the project. Road Development Authority (RDA) will be the Implementing Agency (IA), which has established a Project Management Unit (PMU). The PMU will be headed by a full time Project Director (PD) and supported by a team of engineers from RDA. The PMU is responsible for overall implementation of the project and for managing detailed design and supervision of the construction works and ensuring that all social safeguard requirements are met in accordance with the requirements of the World Bank’s Environmental and Social Framework. The PMU will consist of an Environmental and Social Unit (ESU), responsible for environmental and social safeguards management under the Project, headed by the Deputy Project Director, PMU. The Deputy Project Director will also assume the role of Stakeholder Engagement Plan (SEP) Manager for the overall coordination, implementation and monitoring of the Stakeholder Engagement Plan (SEP). He/she will be assisted by: (i) Social Specialist12, (ii) LA/R&R officer13 responsible for land donation/acquisition, (iii) Environmental officers14 responsible all Environmental, Health, Safety aspects, (iv) Social Safeguard officers for stakeholder engagement, grievance redressal coordination, community relations, and (v) Database/MIS officer for monitoring and documentation15. 12 The Specialists and Officers under ESU will be deputed on full time basis from the already established Environmental and Social Development Division (ESDD) of RDA as appropriate. 13 The Specialists and Officers under ESU will be deputed on full time basis from the already established Environmental and Social Development Division (ESDD) of RDA as appropriate. 14 The Specialists and Officers under ESU will be deputed on full time basis from the already established Environmental and Social Development Division (ESDD) of RDA as appropriate. 15 The Specialists and Officers under ESU will be deputed on full time basis from the already established Environmental and Social Development Division (ESDD) of RDA as appropriate. Figure 1: Structure of Environmental and Social Unit under the PMU Project Deputy Director PMU (In-charge of ESMU) Environmental Senior Social Specialist Specialist Social Specialist - Social Specialist-Land Stakeholder EHS Database/MIS Officer related engagement, GRM and community relations The roles and responsibilities of these different stakeholders are described in Table 11. Table 11: Responsibilities of key stakeholders in SEP implementation Stakeholder Responsibilities Project core team • Overall coordination and implementation of the SEP for SEP • Provide adequate financial resources for SEP implementation implementation • Coordinate and collaborate with project partner agencies, other stakeholders, contractors and supervision consultants and ensure their proactive participation in SEP implementation • Maintain regular communications with all relevant stakeholders • Design and produce relevant communication tools and materials • Organize and conduct or facilitate stakeholder engagement activities including meetings and discussions, surveys, awareness raising campaigns etc. • Ensure efficient functioning of the GRM and manage the grievance resolution processes • Document all stakeholder engagement activities and their outcomes, and maintain a systematic database • Review feedback received from all stakeholders, make appropriate decisions in collaboration with project partners and report back to the relevant stakeholders and concerned parties • Monitor and report on the progress of SEP implementation including operations of the GRM • Undertake periodic reviews of SEP and update and disclose whenever necessary Project’s partner • Organize and conduct or facilitate stakeholder engagement activities including meetings and agencies discussions, surveys, awareness raising campaigns etc., relating to agro-logistics and other • Dept. of agriculture/community development related activities Agrarian • Document all stakeholder engagement activities and their outcomes, and maintain a Development systematic database • Department of • Review feedback received from all stakeholders, make appropriate decisions in collaboration agriculture with project partners and report back to the relevant stakeholders and concerned parties • Ministry of • Undertake periodic reviews of SEP in relation to the aforementioned activities and update Agriculture and disclose whenever necessary • Irrigation • Ensure efficient functioning of the GRM and manage the grievance resolution processes for Department the aforementioned activities relating to agriculture and community development Project’s partner • Devise appropriate methods and tools to disseminate information on traffic management agencies arrangements • Police • Assist traffic police to raise public awareness on traffic arrangements during construction • National Road period Safety Council • Conduct stakeholder consultations on road safety improvements, pedestrian movements and accesses, safety aspects of women and girls and commuter satisfaction on bus operations and facilities Stakeholder Responsibilities • Launch a public awareness campaign on the operational arrangements and facilities available at the proposed national road safety and traffic management unit. • Participate in the resolution of public grievances • Ensure that stakeholder engagement activities included in the ESMP, health and safety plans are effectively implemented • Provide feedback on project related documents disclosed for public scrutiny • Monitor and evaluate the information disclosure programs and stakeholder consultations Divisional • Grant permission and provide space in the office notice boards to display relevant posters Secretary and circulate brochures • Monitor the status and adequacy of public information dissemination • Obtain sufficient information on project’s progress, and report to the higher -level administration and political authority • Participate in the grievance resolution processes • Monitor that labor management procedures included in the LMP are effectively enforced • Provide feedback on project related documents disclosed for public scrutiny Project affected • Participate in consultations and information dissemination programs, and raise issues and parties concerns with relevant authorities • Use GRM to report grievances and complaints and ensure their satisfactory resolutions • Assist the relevant authorities to develop and implement appropriate mitigation measures • Participate and support the implementation of stakeholder engagement activities in the SEP, ESMP, LMP etc. • Provide feedback on project related documents disclosed for public scrutiny Temporarily • Provide feedback on information dissemination programs affected by the • Participate in consultations and surveys Project • Report grievances and concerns to the GRM • Support the relevant agencies to implement health and safety plans, traffic management plans, safety plans for women and girls, pedestrian circulation plans and ESMP • Provide feedback on project related documents disclosed for public scrutiny Contractors and • Conduct public awareness programs to inform construction plan, construction methods and Supervision time frames for civil works and potential construction related impacts Consultants • Conduct public awareness programs on health and safety plans • Conduct awareness programs for construction workers on health and safety arrangements, labor management procedures, and avoidance of deployment of child labor, sexual harassment and exploitation, drug and alcohol abuse and gender-based violence • Establish a separate GRM for workers to address their grievances and complaints • Comply with the implementation of LMP, ESMP, CESGP and RAP/ARAP where relevant • Participate in the grievance resolution processes, specifically in addressing issues related to construction impacts • Provide feedback on project related documents disclosed for public scrutiny • Monitor and evaluate the information disclosure programs and stakeholder consultations including workers’ GRM Media • Assist the project and partner agencies in their information dissemination endeavors • Assist the project to sustain transparency and anti-corruption measures throughout project implementation and its operations • Assist the project affected parties to raise their grievances and concerns with the relevant agencies • Contribute to programs that aim at behavioural and attitudinal changes among bus commuters and general public • Provide feedback on project related documents disclosed for public scrutiny Host/Local • Participate in consultations and information disclosure programs community • Provide feedback on project related documents disclosed for public scrutiny • Use GRM to report any grievances and complaints 6.3 Estimated Budget The costs associated with the implementation of the SEP will be provided by the Ministry of Highways. A budget for SEP implementation over a period of 5 years is presented in Table 12. The project will review the SEP every six months to determine whether any changes to stakeholder classification or engagement are required. If any significant changes were observed, the SEP will be updated and disclosed, and the budget will be revised accordingly. Table 12: Estimated budget for stakeholder engagement plan (5 years) Total Amount (SLRs) Unit In USD No. No. No Activity cost ($1 = Units Months In SLRs (SLRs) SLRs 180/-) 1 PERSONNEL 1.1 Sr. Social Specialist 1 160,000 30 4,800,000 26,667 1.2 Social Specialist-Land 1 91,000 30 2,730,000 15,167 1.3 Social Specialist-SEP, GRM, Community Relations 1 91,000 30 2,730,000 15,167 1.6 Enviornment Officer 1 160,000 30 4,800,000 26,667 1.7 Database/MIS Officer 1 67,000 30 2,010,000 11,167 2 INFORMAITON DISCLOSURE Development of communication tools, methods and materials (brochures, leaflets, information Lump 2.1 - 2,500,000 13,889 booklets, posters, display boards, websites etc. for sum content editing, layout and printing) Newspaper advertisements (in three languages), Lump 2.2 2,500,000 13,889 radio announcements, TV programs etc. sum Circulation and distribution (mailing, handing 2.3 15,000 60 900,000 5,000 over) Awareness raising programs, resources & 2.4 1 20,000 60 1,200,000 6,667 resource persons Communication and coordination/facilitation 2.5 1 5,000 60 300,000 1,667 (telephone, e-mail) 3 STAKEHOLDER ENGAGEMENT Meetings/workshops/FGDs (hiring of venues, 3.1 2 10,000 60 1,200,000 6,667 refreshments etc.) Surveys (questionnaire design, printing, 3.2 questionnaire administration, data processing and 6 100,000 - 600,000 3,333 analysis etc.) 3.3 Individual and group consultations 1 5,000 60 300,000 1,667 Logistical support for vulnerable groups for Lump 3.4 500,000 2,778 attending consultations sum Communication and coordination/facilitation 3.5 1 5,000 60 300,000 1,667 (telephone, e-mail) 3.6 Documentation of stakeholder activities 1 25,000 10 250,000 1,389 4 GRIEVANCE REDRESS MECHANSIM Meetings, documentation and record 4.1 1 5000 60 300,000 1,667 keeping/databases 4.2 Logistics for meetings 1 15,000 60 900,000 5,000 Total Amount (SLRs) Unit In USD No. No. No Activity cost ($1 = Units Months In SLRs (SLRs) SLRs 180/-) Communications with complainants and other 4.3 1 3,000 60 180,000 1,000 stakeholders 4.4 GRM monitoring and reporting 1 2,500 60 150,000 833 5 SEP MONTIORING, EVALUATION, DOCUMENTATION AND REPORTING 5.1 Internal monitoring 1 5,000 60 300,000 1,667 5.2 Third party monitoring 20 300,000 - 6,000,000 33,333 5.3 Data storage and analysis 1 2,500 60 150,000 833 5.4 Report preparation 5 100,000 - 500,000 2,778 6 ADMINISTRATIVE COSTS 6.1 Transport 1 120,000 60 7,200,000 40,000 6.2 Communications 1 5,000 60 300,000 1,667 6.3 Computers 2 200,000 - 400,000 2,222 6.4 Utilities 1 20,000 60 1,200,000 6,667 6.5 Project website 2,222 Lump 6.6 Other 500,000 2,778 Sum Total 45,750,000 256,111 7. GRIEVANCE REDRESS MECHANISM The Grievance Redress Mechanism (GRM) addresses grievances in an efficient, timely and cost- effective manner, that arise in the project, either due to the actions of the project staff or the contractor/sub-contractors employed, and from affected communities and external stakeholders. A separate mechanism will be in place to address the grievances of workers. The PMU will be responsible for managing the GRM, but many of the grievances on the Project will likely relate to the actions of the Contractor and so will need to be resolved by the Contractor. The Project with the support of the supervision consultant will administer the GRM process deciding whether they or the Contractor is responsible for addressing the grievances and accordingly determine the best course of action to resolve the grievance. The supervision consultant will monitor grievance resolution being undertaken by the contractor. Further, the project affected persons as well as other interested parties will be fully informed of the GRM, its functions, procedures, timelines and contact persons both verbally and through booklets and information brochures during consultation meetings and other stakeholder engagement activities. 7.1 Scope of the GRM The impacts of the Project may raise grievances and complaints on the part of affected persons in relation to: (i) physical and economic displacement from the project; (ii) construction-related damages; (iii) environmental impacts; (iv) direct and/or indirect social impacts; (v) procurement, contract management and contractor performance; (vi) quality of roads, agriculture facilities, community infrastructure and transport services; (vii) operations and maintenance of the terminal; (viii) safety and public access issues; (ix) gender-based violence, including sexual harassment in project-related issues. The Project will develop a three-tiered GRM. Project related GRM will be available for project stakeholders including project affected persons (i.e. those who will be and/or are likely to be directly or indirectly affected, positively or negatively, by the project), to submit complaints/grievances, questions, comments, and suggestions, or provide any form of feedback on all project-funded activities. The GRM will be easily accessible to the aggrieved parties irrespective of their ethnicity, religion, gender, and other social and economic differences. Moreover, it will ensure its transparency, efficiency and accountability in grievance handling and responding while winning the confidence of the complainants. The GRM will endeavor to resolve the grievances locally, and to avoid lengthy court procedures. The GRM will be managed and coordinated by the PMU to be set up for the Project. The PMU will designate a GRM officer. 7.2 GRM Structure/Architecture The GRM will function throughout the life cycle of the project implementation. The PMU will ensure adequate female representation and participation in the composition of the different GRCs. 7.2.1 Composition of Grievance Redress Committee (GRC) – Gram Niladari (GN) Level A Grievance Redress Committee will be established at the GN level, chaired by the Grama Niladari of the area. The remaining members of the Committee are: • Grama Niladhari -Chairperson • Representative from local government (e.g., UC, PS) - Member • Representative of Supervision Consultant (as appropriate)- Member • Representative of Contractor (if required)- Member • A community member/religious leader in the area- Member • Woman representative from the local community- Member The GRC will convene its meeting on a periodic basis at the GND office. The committee will also consult the relevant technical experts and carry out site visits, when required. GRC will reach a settlement through consensus among its membership. The GRC will conclude its proceedings within a period of two weeks since the submission of the grievance. If an agreement or resolution is reached, the key points of the agreement/resolution will be summarized, documented and signed by both, the affected person and the GRC. Grievances that cannot be resolved at this Level, or else if the affected persons were dissatisfied with the resolution, the grievance will be submitted/escalated to GRC-Divisional Secretariat Level. 7.2.2 Composition of Grievance Redress Committee (GRC) – Division Secretariat Level Level 2 of the GRM is at the Divisional Secretariat level. This Committee is expected to address complaints and disputes that cannot be resolved by the GN level committee. The Committee will review decisions coming from the GN level committee within 15 working days and will communicate its decision to the claimants and the GN level committee within five working days for follow-up actions. The Committee will comprise the following members: 1) Divisional Secretary of the area - Chairman 2) Representative of PDRA-Member 3) Grama Niladari of the area from where the complaint originated - Member 4) Representative of the Supervision Consultant- Member 5) Representative of Contractor- Member 6) Representative of a Social Organization (NGO/CBO) of the area- Member 7) A community member/religious leader- Member 8) Woman representative from the local community- Member In resolving complaints, for which representation of Provincial Road Development Authority or relevant local authority is necessary, Secretary of the GRC will invite a representative from those institutions to participate in the GRC. 7.2.3 Composition of Grievance Redressal Committee (GRC)- Ministry Level Level 3 of the GRM is at the Ministry level established by the Ministry of Highways. This Committee is expected to address complaints and disputes that cannot be resolved by the GN or DS level committee. The Committee will review decisions coming from the GN/DS level committee within 15 working days and will communicate its decision to the claimants and the PMU level committee within five working days for follow-up actions. The Ministry level GRC will conduct its deliberations at the Ministry. The Project Director will serve as the secretary to the committee. The Committee will comprise the following members: 1) Ministry Secretary/Additional Secretary of Highways - Chairman 2) Project Director- Secretary 3) Director of ESDD of RDA- Member 4) Representative of the Supervision Consultant- Member 5) Divisional Secretary of the area or the Assistant Divsional Secretary- Member 6) Road owners/managers (PRDA, UC, PS) - Member 7.3 GRM Uptake Channels 7.3.1 Process for reporting grievances The GRM will establish multiple channels through which citizens/beneficiaries/PAPs can make complaints regarding project funded activities. Complaints can be submitted either verbally or in written form using a variety of communication tools such as formal letters/petitions, telephone, email, SMS, on-line entry system etc. For specific issues concerning women, such as those related to gender- based violence, the project will identify GBV service providers in the project area for immediate referrals. Moreover, there will be printed standard formats made available at different focal points to receive grievances which can be accessed by the complainants to record their grievances. If project stakeholders/affected parties provide verbal feedback/complaint, project staff will lodge the complaint on their behalf, and it will be processed through the same channels. 7.3.2 Focal points for receiving/recording grievances Using any of the uptake methods (in person, letters/petitions, telephone, email, SMS, on-line, etc.), aggrieved parties can report/submit their complaints to several focal points that will be established by the project to receive the complaints. The focal points will include the following; (i) PMU; (ii) a project officer located in the sub-project premises; and (iii) site office of the contractor/supervision consultant. Log books will be maintained at each focal point to record complaints/grievances. Names of the focal points together with their contact phone numbers, and email addresses will be posted at visible locations of the construction site and other strategic locations. In addition, feedback boxes will be placed at project’s construction site, contractor’s office, DS office and GN office. 7.4 Grievance Registry, Referral, Resolution and Appeal Process 7.4.1 Grievances registration The focal points that receive the complaints either in written or verbal form will register those complaints using a standard format maintained at each focal point. Complaint registration will include details of (i) date of receiving the complaint, (ii) name and address of the complainant, (iii) copy of the compliant if a written submission, and (iv) a brief note if a telephone message. PMU will introduce a standard format for recording/registering the complaints received by the focal points. Having recorded the relevant information, focal points will forward the relevant documents along with a copy of the registering format to the Social Specialist (SEP, GRM, Community Relations) at PMU either on the same day or the following day. 7.4.2 Grievance sorting and categorization Upon receipt of any complaint either directly or from focal persons, the Social Specialist (SEP, GRM, Community Relations) will screen and categorize the complaints. Complaints can be classified into the following categories. 1. Grievances related to land acquisition & property valuation, inadequate compensation & payment delays, loss of livelihoods & incomes, resettlement related issues 2. Environment related issues – impacts on natural resources, dust, noise, vibration, traffic congestion and access disturbances 3. Technical issues – design errors, technical deviations, and adverse impacts 4. Contract violations, non-compliance of the contractor and construction related impacts including labor management 5. Violation of policies, laws and regulations, guidelines and procedures of the government and the donor agency 6. Misuse of funds/lack of transparency, or other financial management concerns 7. Abuse of power/intervention by project or government officials 8. Community social issues, gender-based violence, discrimination 9. Requests for information 10. Suggestions 11. Appreciation 12. Complaints not relating to the project should be passed along to the relevant institutions 7.4.3 Screening, acknowledgement and closure of grievances The Social Specialist (SEP, GRM, Community Relations) will respond to the complainant acknowledging the grievance and explaining the course of action to be taken and its approximate time frame for resolution. This acknowledgement and notification will be sent to the complainant within three days of receiving the complaint by the Social Specialist (SEP, GRM, Community Relations). The specialist can use a standard format for this notification. In consultation with Project Director (PD), the Social Specialist (SEP, GRM, Community Relations) will review and determine the (i) eligibility of the complaint for hearing by the GRM; (ii) the level at which the compliant should be referred to for resolution (i.e. GN-level GRC, DS level GRC or Ministry level GRC); (iii) the timeframe within which the complaint should be resolved. Having determined the above, the specialist will refer the complaints to the appropriate GRC level. Such referrals should be completed within a maximum of 4 working days of receiving the complaint. If complaints take longer than the stipulated period to handle, weekly updates will be provided to the complainant in writing indicating the reasons for delay. Grievances that do not meet the eligibility criteria to be investigated in the GRM will be notified to the aggrieved party/complainant by the Social Specialist (SEP, GRM, Community Relations). Decisions of the different GRCs (i.e. GN-level GRC, DS level GRC or Ministry level GRC), will also be formally communicated to the complainants by the Social Specialist (SEP, GRM, Community Relations). A grievance will be considered ‘resolved’ or ‘closed’ when a resolution satisfactory to both parties has been reached, and after corrective measures has been successfully implemented. When a proposed solution is agreed between the project and the complainant, the time needed to implement it will depend on the nature of the solution. However, the actions to implement this solution will be undertaken within one month of the grievance being logged and will be tracked until completion. Once the solution is being implemented or is implemented, the PMU will also request feedback from the complainant as to whether s/he deems the action(s) satisfactory, and this will be recorded along with the details of the complaint and the action taken. In certain situations, however, the Project may “close� a grievance even if the complainant is not satisfied with the outcome. This could be the case, for example, if the complainant is unable to substantiate a grievance, or it is obviously speculative or fraudulent. In such situations, the project’s efforts to investigate the grievance and to arrive at a conclusion will be well documented and the complainant advised of the situation. The project will not dismiss grievances based on a cursory review and close them unless the complainant has been notified and had the opportunity to provide supplementary information or evidence. 7.4.4 Appeal process The GRM established under the project will not impede access to the legal system. Affected persons can leave the GRM at any point, if they are dissatisfied with the process and the decisions of the GRM, and resort to legal action through the country’s judiciary system at any time. They can also submit their grievances to World Bank Group’s Grievance Redress Service (GRS) and the Inspection Panel. 7.4.5 World Bank Group’s Grievance Redress Service (GRS) Communities and individuals who believe that they are adversely affected by a World Bank Group– supported project may submit complaints to existing project-level grievance redress mechanisms or the World Bank Group’s Grievance Redress Service (GRS) (http://www.worldbank.org/en/projects- operations/products-and-services/grievance-redress-service). 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 complaints to the World Bank Group’s independent Inspection Panel (https://www.inspectionpanel.org), which determines whether harm occurred, or could occur, as a result of World Bank Group noncompliance with its policies and procedures. Complaints may be submitted at any time after concerns have been brought directly to the World Bank's attention and Bank Management has been given an opportunity to respond. 7.5 Awareness Raising on GRM Information about the grievance handling system will be distributed to all beneficiaries and project affected people through regular information channels used by the project including initiating meetings at the start of the project, public consultations held, public meetings during project implementation, brochures/pamphlets in local languages, posting on notice boards and online. The Environmental and Social Unit team of the project will play a lead role in awareness building and information sharing on the GRM. Moreover, the stakeholder engagement program of the project will be used by the PMU to encourage the use of the GRM and publish information on complaints received and resolved. The campaigns will also use local media (e.g. TV, newspaper, radio). When organizing and conducting these campaigns, special efforts shall be made to reach vulnerable groups. Information to be disseminated will include the scope of the GRM, specific locations where GRCs are established and their focal points for receiving grievances, the eligibility criteria to make a complaint, the procedure to make a complaint (where, when and how), the investigation process, the timeframe(s) for responding to the complainant, as well as the principle of confidentiality and the right to make anonymous complaints. Furthermore, the project will provide orientation and training to the members of the GRM on effective grievance handling procedures. 7.6 Monitoring and Reporting 7.6.1 Project level reporting and monitoring The PMU will assess the functioning of the GRM and undertake spot checks during regular supervision visits. The PMU will be responsible for regular reporting of the GRM status including those grievances received, resolved, and pending. The Social Specialist (SEP, GRM, Community Relations) will: (i) ensure accurate entry of GRM data into the data base; (ii) produce monthly/quarterly reports of GRM results including any suggestions and questions, to the project team and the management; and (iii) review the status of complaints to track which are not yet resolved and suggest any needed remedial action. The quarterly and annual progress reports will include updated information on the following: • Status of establishment of the GRM (procedures, staffing, training, awareness building, budgeting etc.). • Quantitative data on the number of complaints received, the number that were eligible, and the number resolved • Qualitative data on the type of complaints and answers provided, issues that are unresolved • Time taken to resolve complaints • Number of grievances resolved at the lowest level, and raised/appealed to higher levels. • Summary of resolutions/decisions made • Satisfaction with the action taken • Any particular issues faced with the procedures/staffing or use • Factors that may be affecting the use of the GRM/beneficiary feedback system • Any corrective measures adopted 7.6.2 Reporting to World Bank The World Bank will be kept informed and where necessary consulted on World Bank requirements, during the process of grievance resolution, and also on the outcome of the process. A summary sheet of all complaints received and resolved will be shared with the World Bank Task Team. Any complaint or incident categorized as high risk should be reported to the World Bank Task Team immediately. 7.7 GRM Contact Information Aggrieved parties can approach and use the following contact/s for any inquiries regarding their grievances/complaints and feedback. The contact details will be updated once the Project Management Unit is formed and required staff is appointed. Description Contact Details Project Implementing Agency: Road Development Authority Project: Inclusive Rural Connectivity and Improvement Project Contact person/s: Director General Address: “Maga Neguma Mahamedura�, No.216, Denzil Kobbekaduwa Mawatha, Koswatta, Battaramulla. e-mail: rdadgo@gmail.com, dgo@rda.gov.lk Website: https://www.rda.gov.lk/ Telephone: 011 - 2862795 7.8 Workers’ Grievance Redress Mechanism The contractors hired under the project have the contractual obligation to establish a separate GRM to address the grievances and complaints reported by the construction workers including the sub- contractors. Grievances/complaints of the workers will be reported to either the site office of the contractor or the office of the supervision consultant. Additionally, a complaint/suggestion box will be placed within the construction site. A focal point to receive and register the grievances and complaints in each of the two offices will be designated, and their contact details will be displayed on the respective office notice boards as well as in appropriate places within the construction site. The availability of the W-GRM to report grievances will be communicated to the workers during worker induction sessions, at periodic meetings of the workers, and through leaflets. The W-GRM will establish (i) clear procedures for reporting and registering grievances; (ii) stipulated time frames for grievance resolution; and (iii) a register to record and track timely resolution of grievances. The contractor is responsible to maintain transparency in GRM operations, secure the confidentiality of the complainants, and avoid any form of discrimination against complainants. The supervision consultant will monitor and report on the processes and outcomes of the grievance redress followed by the contractor. In case the complaints are not addressed at the Contractor’s level, the grievance can be escalated to the Grievance Redressal Committee (DS level), and subsequently to the Grievance Redressal Committee (Ministry level) if the matter is not resolved (See Section 7.2.2 and 7.2.3 for details). The aggrieved worker can consider proceeding to the national appeal process as well. 8. MONITORING AND REPORTING 8.1 Involvement of Stakeholders in Monitoring Activities The project will establish multiple mechanisms for monitor and evaluate the SEP implementation. They would include the following arrangements. 1. Overall monitoring and evaluation by the SEP implementation team of the PMU 2. Engagement of the project implementing partners to monitor and receive feedback from the relevant stakeholders on (i) traffic management plan; (ii) road safety (iii) technical design (iv) health and safety plans, including safety plans for women and girls; and (v) engagement of stakeholders. 3. Engagement of the project affected parties, vulnerable groups, host communities, and media to monitor and report on the adequacy and usefulness of (i) information disclosure programs; (ii) consultations; and (iii) stakeholder engagement activities via their participation in commuter surveys, individual/group consultations, and in the GRM. 4. Monitoring by a third party on the implementation of the SEP, and its compliance with ESS10. The third party monitor will assess and evaluate both the process and the outcomes of SEP implementation and will recommend mitigation/corrective measures if any non-compliance was observed. This also includes community monitoring by community monitoring groups established with the participation of local residents within the project financed areas. The project will either utilize existing community groups which are already mobilized to manage / monitor community activities or seek to appoint new committees when needed. The project will use a variety of methods and tools for monitoring and evaluation. They will include review of project documents and progress reports, stakeholder interviews and group discussions, feedback surveys, site visits etc. SEP implementation team of PMU will coordinate and facilitate documentation of the monitoring and evaluation results and outcomes including the maintenance of records of all consultations and meetings conducted with stakeholders, types of information disclosed, issues and concerns raised at consultations/meetings, public comments/feedback received for disclosed documents, informal feedback, decisions made, and reporting back to the stakeholders. If required, project will provide capacity building training for stakeholders who would be engaged in monitoring and evaluation processes. The following monitoring framework in Table 13 provides a set of indicators that could guide the monitoring processes. Table 13: Monitoring Framework No. Monitoring Indicators Methods Timeframe Responsibility 1. No. of APs, other stakeholders and Review of reports on Quarterly Social Specialist vulnerable groups engaged in SEP consultations and progress (SEP, GRM, implementation reports Community Relations) & team and project partners 2. Type of information Review of information Quarterly Social Specialist shared/disclosed material shared and their (SEP, GRM, content Community Relations) & team and project partners No. Monitoring Indicators Methods Timeframe Responsibility 3. Type of methods used for Review of communication Quarterly Social Specialist information dissemination and methods used, (SEP, GRM, their effectiveness observations and feedback Community interviews and Relations) & team consultations with and project information recipients partners and third party monitor 4. Accessibility to information and Records of persons who Quarterly Social Specialist & language used for communication sought information; team, project observations and feedback partners and interviews and FGDs with third party monitor stakeholders, feedback survey (annual) 5. Level of awareness among APs, Focus group discussions Bi-annually Social Specialist other stakeholders and vulnerable and individual interviews and team, project groups on project implementation with a cross-section, partners and procedures and potential impacts feedback survey (annual) third party monitor 6. No. consultations conducted with Review of reports on Monthly Social Specialist APs, other stakeholders, and consultations by project and team and vulnerable groups and its partners project partners 7. Type of issues/concerns raised and Review of reports on Monthly Social Specialist discussed at consultative meetings consultations and team and project partners 8. Type of decisions made based on Review of progress reports Quarterly Social Specialist consultation outcomes and team, PMU, project partners and third party monitor 9. Feedback sessions conducted with Review of progress reports, Bi-annually Social Specialist APs, other stakeholders and and focus group discussions and team, project vulnerable groups to report on the and individual interviews partners and third decisions made with a cross-section party monitor 10. Level of satisfaction among APs, Feedback surveys, focus Annually Social Specialist other stakeholders and vulnerable group discussions and and team, project groups on the consultative process individual interviews with a partners and third and its outcomes cross-section party monitor 11. No. grievances/complaints Review of progress reports Quarterly Social Specialist received and resolved and GRM database and team, and third party monitor 12. Level of efficiency and Review of the records of Bi-annually Social Specialist responsiveness of the GRM GRC meetings and decisions and team, and made third party monitor 13. Level of satisfaction among APs, Focus group discussions, Annually Social Specialist other stakeholders and vulnerable feedback surveys and and team, and groups on the overall performance individual interviews with a third party monitor of GRM cross-section of parties who reported grievances 8.2 Reporting Back to Stakeholder Groups The results of the stakeholder engagement activities including results and outcomes of monitoring and evaluation of SEP implementation will be reported back to the stakeholders through bi-annual meetings, newspaper supplementary, websites, mobile phone apps, social media and posters displayed at strategic locations. 8.3 Reporting to the World Bank The SEP manager and the team will collate all monitoring and evaluation results and produce bi-annual reports to be submitted to the World Bank. Annex 1: World Bank Environmental and Social Standards (ESS) requirements for Stakeholder Engagement ESS Key Stakeholder Engagement Requirements ESS1: Assessment and Conduct an environmental and social assessment including Management of stakeholder engagement Environmental and Undertake stakeholder engagement and disclose appropriate Social Risks and Impacts information in accordance with ESS10 Engage with and provide sufficient information to stakeholders throughout the project cycle ESS5: Land Acquisition, Engagement with affected communities including consultation and Restrictions on Land participation in planning, implementation and monitoring including Use and Involuntary avoidance of involuntary resettlement (alternative project designs) Resettlement and preparation and implementation of a resettlement plan where needed. Ensure women’s perspectives are obtained and considered. Full disclosure of relevant information Consultation with affected parties on relocation arrangements and compensation arrangements Grievance redress mechanism for affected parties ESS7: Indigenous Proposed measures and actions to be developed in consultation with Peoples / Sub-Saharan affected IC African Historically For projects designed to benefit IC, ensure ownership and Underserved Traditional Local participation in design, implementation and M&E Communities Stakeholder analysis and engagement, planning, disclosure and meaningful consultation in a culturally appropriate and gender and inter-generationally inclusive manner; including (a) involvement of IP representative bodies; (b) provide sufficient time for decision making process; (c) allow IP effective participation in design of activities and mitigation measures Obtain Free, Prior and Informed Consent (FPIC) as defined in the ESS7, in circumstances in which the project will (a) have adverse impacts on IP land and natural resources; (b) cause relocation of IP; or (c) have significant impacts on IP cultural heritage. Ensure a Grievance Mechanism that is culturally appropriate and accessible to IP is in place ESS8: Cultural Heritage Identify stakeholders that are relevant for cultural heritage that may be affected by the project, including project affected parties and other interested parties Carry out meaningful consultations to identify cultural heritage that may be affected by the project, consider its significance, assess risks and impacts and explore avoidance and mitigation options Maintain confidentiality where necessary, including respecting traditionally confidential information Maintain stakeholders’ access to cultural heritage ESS10: Stakeholder Engage with stakeholders throughout the project life cycle, starting Engagement and as early as possible in the project development process and in a Information Disclosure timeframe that enables meaningful consultations with stakeholders on project design. ESS Key Stakeholder Engagement Requirements 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. Engage in meaningful consultations with all stakeholders. Provide timely, relevant, understandable and accessible information, and consult with them in a culturally appropriate manner, which is free of manipulation, interference, coercion, discrimination and intimidation. Stakeholder engagement will involve the following: (i) stakeholder identification and analysis; (ii) planning how the engagement with stakeholders will take place; (iii) disclosure of information; (iv) consultation with stakeholders; (v) addressing and responding to grievances; and (vi) reporting to stakeholders Design and implement a grievance redress mechanism proportionate to the nature and scale of risks and impacts Annex 2: Template for Site-Specific Stakeholder Engagement Plan The Site-Specific Stakeholder Engagement Plan should have three sections: 1. A short narrative section 2. A typology of stakeholders, in matrix format 3. A step-by-step plan for information disclosure and stakeholder consultation, in matrix format. 1. Outline of Narrative Section 2. Introduction 3. Objectives 4. Stakeholders Brief description of types of stakeholder, clearly distinguishing between Project Affected Parties and other interested parties. Refer to stakeholder matrix for details. 5. Stakeholder Engagement Plan Brief description of the stakeholder engagement activities, referring to the SEP matrix for details. 6. Implementation Responsibilities Brief description of responsibilities for implementing the SEP (not the whole project!). 7. Grievance Redress Mechanism Brief description of the project Grievance Redress Mechanism 8. Monitoring and Evaluation Brief description of tools, activities and responsibilities for monitoring and reporting on implementation of the SEP. 5.1. Stakeholder Matrix Type of Location Number of Key Language, Community Preferred Means Means of Stakeholder People Characteristics Literacy and Representatives of Consultation / Internet Use Communication Specific Needs 5.2. Stakeholder Engagement Plan Matrix Process Step Timing Stakeholder Information to Means of Consultation Expected Outcome of Group Be Disclosed Disclosure Activities Consultation 57