REPUBLIC OF RWANDA MINISTRY OF AGRICULTURE AND ANIMAL RESOURCES (MINAGRI) RWANDA AGRICULTURE BOARD (RAB) SUSTAINABLE AGRICULTURAL INTENSIFICATION AND FOOD SECURITY PROJECT (PHASE II) (SAIP-II) STAKEHOLDERS ENGAGEMENT PLAN (SEP) FINAL VERSION October 2023 1 Contents DEFINITIONS .............................................................................................................................................. 3 ACRONYMS AND ABBREVIATIONS ..................................................................................................... 4 1. Introduction ........................................................................................................................................... 6 2. Objective and Description of SEP ........................................................................................................ 7 3. Stakeholder identification and analysis................................................................................................. 8 3.1 Methodology ....................................................................................................................................... 8 3.2.1. Affected parties......................................................................................................................... 9 3.2.3. Disadvantaged/vulnerable individuals or groups ................................................................. 10 4. Stakeholder Engagement Program ...................................................................................................... 15 4.1. Summary of stakeholder engagement done during project preparation .............................. 15 4.2. Future Stakeholder Engagement During Project Implementation .................................................. 20 4.3. Summary of project stakeholder needs and methods, tools, and techniques for stakeholder engagement. ....................................................................................................................................... 21 4.4. Provisions on information disclosure ....................................................................................... 22 4.5. Stakeholder engagement plan ................................................................................................... 22 4.5.1. Information disclosure ............................................................................................................. 22 4.6. Reporting back to stakeholders ....................................................................................................... 33 5. Resources and Responsibilities for implementing stakeholder engagement activities ....................... 33 5.1. Resources .................................................................................................................................... 33 5.2. Management functions and responsibilities ............................................................................. 35 6. Grievance Mechanism ......................................................................................................................... 35 6.1. Description of Grievance Mechanism ...................................................................................... 35 6.2. Grievance Mechanism channel ........................................................................................................ 37 6.3. Specific Provisions for SEA/SH-GBV Complaints .............................................................................. 38 7. Monitoring and Reporting ................................................................................................................... 39 7.1. Summary of how SEP implementation will be monitored and reported .............................. 39 7.2. Reporting back to stakeholder groups ..................................................................................... 40 2 DEFINITIONS Environmental / social aspect refers to a component of the company’s activities, products and services that may interact with the surrounding natural and social environment. Environmental and Social Impact Assessment refers to an assessment of the project impact on the natural and social environment undertaken in line with the requirements of the international lending agencies. Grievance Mechanism: is a formal, legal or non-legal (or ‘judicial/non-judicial’) complaint process that can be used by individuals, workers, communities and/or civil society organizations that are being negatively affected by certain business activities and operations. Public consultations refer to a suite of activities undertaken as part of the Environmental and Social Impact Assessment and aiming to inform the public about a planned activity and its potential environmental impacts in order to identify public preferences and ensure that there are taken into account in the impact assessment. Social Impact Assessment: Social impacts refer to changes to individuals and communities due to a proposed Project. A Social Impact Assessment (SIA) therefore is a method of analyzing what impact a proposed project or plan may have on the social aspects of the environment. Stakeholder Engagement Plan (SEP) refers to a document prepared in line with the requirements of the international lending agencies and Rwandan legislation. Stakeholders refer to social groups whose legitimate interests may be affected by the project and groups interested in discussing the environmental and/or socio-economic aspects of the project. Vulnerable Groups: Vulnerable groups refers to people who, by virtue of; gender identity, sexual orientation, religion, ethnicity, indigenous status, age, disability, economic disadvantage or social status. They can be affected by project impacts than others and who may be limited in their ability to claim or take advantage of project benefits. 3 ACRONYMS AND ABBREVIATIONS BDF Business Development Fund DCI District Chief Investigator DGO District Gender Officer DHD District Hospital Director DPC District Policy Commander ESF Environment and Social Framework ESI Environmental and Social Impact ESIA Environmental and Social Assessment ESMP Environmental and Social Management Plan ESS Environmental and Social Standard FAB Farming As Business FAO Food and Agriculture Organization GAFSP Global Agriculture And Food Security Program GAP Good Agricultural Practices GBV Gender Based Violence GM Grievance Mechanism GoR Government of Rwanda GRS Grievance Redress System IOSC Isange One Stop Center IPMP Implementation Pest Management Plan KOICA Korean International Cooperation Agency KPI Key Performance Indicator MCM Mother child mortality MINAGRI Ministry of Agriculture and Animal Resources NGO Non-Government Organization NLA National Land Authority PAP Project Affected Person RAB Rwanda Agriculture and Animal resources Development Board RAP Resettlement Action Plan RDB Rwanda Development Board REMA Rwanda Environment Management Authority RWB Rwanda Water Board RYAF Rwanda Youth in Agribusiness Forum SAIP Sustainable Agricultural Intensification and Food Security Project SEA Sexual Exploitation Abuse SEP Stakeholder Engagement Plan SH Sexual Harassment SIA Social Impact Assessment SMS Short Message Service SPIU Single Projects Implementation Units SSIT Small Scale Irrigation Technologies TA Technical Assistance 4 WB World Bank WHH Women headed household WHO World Health Organization WUA Water User Association 5 1. Introduction The Government of Rwanda, through the Ministry of Agriculture and Animal Resources, prepared the Sustainable Agricultural Intensification and Food Security Project Two (SAIP II) to increase agricultural productivity, market access and food security across the country in twenty Districts, namely Rwamagana, Gatsibo, Ngoma, Kayonza in Eastern Province Nyanza in Southern Province, Rulindo, Karongi, Rutsiro and Nyabihu in Western Province, the recently added Districts of Kamonyi, Gisagara, Nyamagabe Huye, Ruhango and Muhanga in Southern Province, Bugesera, Kirehe and Nyagatare in Eastern Province, Rusizi and Ngororero districts in Western province. The targeted crops are maize, climbing bean, Irish potato, vegetables (tomato, onion, sweet pepper, chili and French bean) and fruits (watermelon, papaya, avocado, passion fruit and tree tomato). The three-year project received funding from the World Bank and is targeted to cover a total area of 1600 Ha including 1000 Ha for the Small Scale Irrigation Technologies (SSITs) and 600 Ha for Irrigation efficiency at a total cost of US $ 20 Million from the Global Agriculture and Food Security Program (GAFSP). 1.1. Project Development Objective The Sustainable Agriculture Intensification and Food Security Project in its Second Phase (SAIP II) aim to increase agricultural productivity, market access, food security and nutrition improvement of targeted beneficiaries in the project areas. 1.2.Project Description The proposed Sustainable Agricultural Intensification and Food Security Project Phase II (SAIP II) will continue strengthening the capacity of farmers’ organizations in the current SAIP intervention areas through capacity building programs such as Farming as Business (FAB), Cooperative Management, Entrepreneurship Development, Good Agricultural Practices (GAP), Post-harvest management, Agro-processing, and value addition. The SAIP II is structured in four components: 1) Institutional Strengthening, Agriculture Productivity Enhancement, and Nutrition Improvement The objective of this component is to “strengthen farmers’ organizations and other Institutions for increased agricultural productivity and household (HH) nutrition”. This component will have three sub-components which collectively aim to strengthen beneficiary farmers’ organizations in the project areas to: (i) enhance agricultural productivity levels and profitability of the five selected value chains; (ii) improve household nutrition; and (iii) transform into dynamic, successful, climate-smart, and sustainable farming businesses with productive linkages and access to agricultural markets. 2) Increased Availability and Efficient Use of Water for Irrigation The component aims to improve efficiency, expand existing irrigation schemes, and strengthen irrigation capacity to increase crop productivity and farmers’ resilience to climate volatility. Focus is on promoting technology and best practices to increase availability and efficient use of water 6 for irrigation as a complement to the GoR’s subsidized farmer-owned Small-Scale Irrigation Technology Development Program (SSIT) for improved productivity and commercial farming and it has 3 subcomponents. 3) Market Linkages and Value Addition Investments Support The component aims to continue strengthening the capacity of farmers’ organizations and value chain actors to connect to both domestic, regional and international markets and improve the organization of local traders in different value chain platforms as well as strengthen linkages between producers and buyers. It aims will continue providing support to private investments through matching grant scheme to address value chain constraints and provide support to access post-harvest handling facilities and equipment. 4) Project Management and Technical Assistance The fourth component supports overall project management, coordination, monitoring and evaluation (M&E); Communication and knowledge sharing, Technical Assistance (TA) establishment and operation of grievance redress system (GRS); and project implementation at the national and district level. This component also will fund three technical areas to complement the project interventions in (i) extension services, (ii) nutrition, and (iii) in the implementation of the farmers SSITs. The TA activities are being implemented by the Food and Agriculture Organization (FAO) which was selected by the GoR to be the main TA provider for the project based on its comparative advantage and experience in Rwanda. The Sustainable Agriculture Intensification and Food Security Project in Phase Two (SAIP II)] is being prepared under the World Bank’s Environment and Social Framework (ESF). Per Environmental and Social Standard ESS10 on Stakeholder Engagement and Information Disclosure, the implementing agencies should 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, or intimidation. 2. Objective and Description of SEP The overall objective of this SEP is to define a program for stakeholder engagement, including public information disclosure and consultation throughout the entire project cycle. The SEP outlines the ways in which the project team will communicate with stakeholders and includes a mechanism by which people can raise concerns, provide feedback, or make complaints about project activities or any activities related to the project. The Stakeholder Engagement Plan (SEP) will contribute to coordination of engagements by all relevant project stakeholders, including affected persons and other interested parties, and those who can influence the outcome of project or be impacted by the outcome throughout the project cycle. The purpose of the stakeholder plan is to present a strategy for engaging all project stakeholders to ensure that they understand the project and provide their feedback and input into the project. Given that the locations of the specific subprojects won’t be known until the project’s implementation stage, the approach adopted for the present SEP is the one of a framework, as 7 established in P. 18 of ESS10, particularly for the stakeholder engagement activities expected to be carried out as part of the sub-projects. The Key Objectives of the SEP can be summarized as follows: • Understand the stakeholder engagement requirements of Rwandan legislation; • Define procedures for the project stakeholder engagement such that it meets the World Bank’s Environmental Social Standard 10, International Best Practice and national and international regulations. • Provide guidance for effective and inclusive stakeholder engagement such that it meets the standards of International Best Practice; • Identify key stakeholders that are affected, and/or able to influence the Project and its activities; • Identify the most effective methods, timing and structures through which to share project information, and to ensure regular, accessible, transparent and appropriate consultation; • Develop a stakeholder’s engagement process that provides stakeholders with an opportunity to influence project planning and design; the feedback from initial stakeholders’ consultation has taken place as indicated in annex 8; • Describe the communication protocols and channels the project will use to communicate with the different types of stakeholders; • Establish formal grievance/resolution mechanisms; • To 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. • Define roles and responsibilities for the implementation of the SEP; • To share and informed stakeholders about the project objectives, the types of investments and activities that are going to be funded by the project, timeline, contractors, locations of works, environmental and social measures taken to reduce negative impacts to the public health, safety, land property, transit, etc. • Define reporting and monitoring measures to ensure the effectiveness of the SEP and periodical reviews of the SEP based on findings; • To provide PAPs with accessible and inclusive means to raise issues and grievances and allow GoR to respond to and manage such grievances. 3. Stakeholder identification and analysis 3.1 Methodology In order to meet best practice approaches, the project will apply the following principles for stakeholder engagement: • Openness and life-cycle approach: Public consultations for the project(s) will be arranged during the whole life cycle, carried out in an open manner, free of external manipulation, interference, coercion, or intimidation. • Informed participation and feedback: Information will be provided to and widely distributed among all stakeholders in an appropriate format; opportunities are provided for communicating stakeholder feedback, and for analyzing and addressing comments and concerns. 8 • Inclusiveness and sensitivity: Stakeholder identification is undertaken to support better communications and build effective relationships. The participation process for the projects is inclusive. All stakeholders at all times are encouraged to be involved in the consultation process. Equal access to information is provided to all stakeholders. Sensitivity to stakeholders’ needs is the key principle underlying the selection of engagement methods. Special attention is given to vulnerable groups that may be at risk of being left out of project benefits, particularly women, the elderly, persons with disabilities, displaced persons, and migrant workers and communities, and the cultural sensitivities of diverse ethnic groups. • Flexibility: If social distancing, cultural context (for example, particular gender dynamics), or governance factors (for example, high risk of retaliation) inhibits traditional forms of face-to- face engagement, the methodology should adapt to other forms of engagement, including various forms of internet- or phone-based communication. 3.2.Stakeholder analysis Based on the project scope and considering other aspects including stakeholder requirements/needs and interests, the stakeholder list below is categorized as (i) affected parties; (ii) other interested parties; and (iii) disadvantaged/ vulnerable individuals or groups. The stakeholder list is a “living document” which will be updated regularly throughout the Project life as appropriate. 3.2.1. Affected parties1 Affected parties include local communities, community members, and other parties that may be subject to direct impacts from the Project. Specifically, the following individuals and groups fall within this category: ▪ Members of the local community, particularly vulnerable people; ▪ Farmers organizations (Cooperatives and Water Users Associations); ▪ Cell leader & village leaders and The projects’ stakeholders also include parties other than the directly affected communities, including Rwanda Environment Management Authority (REMA), the Ministry of Environment (MoE), Rwanda Development Board (RDB), Ministry of Infrastructure, National Land Authority (NLA), Rwanda Water Board (RWB). At Local Government Administration (districts and Sectors) District Agronomist, District Environmental Officer, District Land Valuation Officer, and Director of one stop Center, Executive Secretary of the Sector and Sector Land Manager, 1 For the purposes of effective and tailored engagement, stakeholders of the proposed project(s) can be divided into the following core categories: • Affected Parties: 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 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. • Other Interested Parties: 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. • Vulnerable Groups: Persons who may be disproportionately impacted or further disadvantaged by the project(s) compared with any other groups due to their vulnerable status, and that may require special engagement efforts to ensure their equal representation in the consultation and decision-making process associated with the project. • It is important to note that sometimes projects have different components with very different sets of stakeholders for each component. Those different stakeholders should be considered in preparing the SEP. 9 Non-Government Organizations (NGOs), Private Sector Federation, Agriculture investors, and World Bank Group. 3.2.2. Other interested parties: ▪ Project beneficiaries ▪ Local Non-Governmental Organizations ▪ Faith-Based Organizations; ▪ Civil Society Organizations; ▪ Sector officials ▪ Opinion leaders. 3.2.3. Disadvantaged/vulnerable individuals or groups2 Within the Project, vulnerable or disadvantaged groups may include but are not limited to the following in Table 1. Vulnerable groups within the communities affected by the Project may be added, further confirmed, and consulted through dedicated means, as appropriate. Description of the methods of engagement that will be undertaken by the project is provided in the following sections. The below table of identified stakeholders is not an exhaustive assessment of each group, their involvement will indicate the level of interest and its influence throughout the project implementation. Table 1 : Identified stakeholder for SAIP-II and potential interest in the project No Identified Involvement in the project Interest Influence Stakeholder 1 Ministry of ✓ Lead negotiation with World Bank; High High Agriculture and ✓ MINAGRI will oversee implementing Animal agencies which include RAB-SPIU, Resources Districts; (MINAGRI) ✓ Coordination and monitoring of performance of implementation of the (RAB project, risk management, monitoring & SPIU/World evaluation and disclosure of information, Bank) developing and putting in place performance agreements, and developing 2 It is particularly important to understand whether project impacts may disproportionately fall on disadvantaged or vulnerable individuals or groups, who often do not have a voice to express their concerns or understand the impacts of a project, and to ensure that awareness raising and stakeholder engagement be adapted to take into account such groups’ or individuals’ particular sensitivities, concerns, and cultural sensitivities and to ensure a full understanding of project activities and benefits. Engagement with vulnerable groups and individuals often requires the application of specific measures and assistance aimed at the facilitation of their participation in the project-related decision making so that their awareness of and input into the overall process are commensurate with those of other stakeholders. 10 No Identified Involvement in the project Interest Influence Stakeholder and implementing the communication strategy. ✓ Development of new and; rehabilitation of old Agriculture infrastructures ✓ Protection of the watersheds areas which drain to the sites. ✓ Expansion of irrigated area and increase marketable output from irrigated Agriculture. 2 Ministry of ✓ Providing guidelines on the implementation High High Environment and application of the Organic Land law and through the Land Use Master Plan through Districts’ Rwanda bureaus; Environmental ✓ Providing clarifications on land tenancy Management schemes (freehold or leasehold), Authority resettlement arrangements, identifying and (REMA) availing the land on which resettlement is to be established especially in Kigali Strengthening where resettlement exercise might be done for few households; - ✓ Mobilizing the public to participate in the management and protection of natural resources. 3 Local ✓ Review and sign off of all documentation High High Governments (e.g. PAPs files for compensation, Administration grievance forms, consultation plans); ✓ Participation in the different consultation meetings. ✓ Participate in the census activities for the PAPs affected assets; ✓ Compensation of PAPs assets using Government funds; ✓ Informing and engaging citizens, ✓ Ensuring availability of district officers. ✓ Ensure that the public is fully involved and consulted in the ESIA process 11 No Identified Involvement in the project Interest Influence Stakeholder 4 National Land ✓ NLA through its department of land Moderate Moderate Authority administration and mapping is the organ responsible for overall management and coordination of all activities related to land administration, land use planning and management in Rwanda. ✓ The role of NLA in RAP process is to advise on matters related to land ownership and expropriation. ✓ District land bureau in close collaboration with project staff will check and approve surveys, various maps and approve land surveys carried out during valuation exercise. 5 Institute of Real ✓ Proposes regulations, guidelines and Moderate Moderate Property standards for valuation while the function of Valuers approval lies with the Council; ✓ Play a revision role for any PAP likely to be (IRPV) dissatisfied with a real property valuation; ✓ Selection of other certified Valuer who shall decide other valuation methods to be used in case of misunderstanding on the used valuation methodology. 6 Ministry of ✓ The Ministry of Finance and Economic High High Finance and Planning (MINECOFIN) co-ordinates Economic functions of finance and planning and Planning development cooperation. The MINECOFIN will: (MINICOFIN) ▪ Lead financial negotiation with World Bank and on project timelines, starting and closure. ▪ Disbursing the funds according to priorities ✓ Contribute to increase the productivity of the economy, employment opportunities, the investment climate, and the quality of public investments; 12 No Identified Involvement in the project Interest Influence Stakeholder ▪ Achieve the highest international standards in Public Finance Management (PFM) in order to ensure an accountable use of resources; ▪ Attend to the process of payment of the project affected parties. 7 Local ✓ The community will benefit positively High High Community from this project through all related project activities. 8 Rwanda ✓ RDB will be responsible for reviewing Medium High Development project EIA reports before approval of the Board (RDB) implementation of the project. 9 Private Sector Environmental Assessment practitioners, High High (Rwanda institute of engineers and other professional Association of organization are part of this category and Professional successful implementation of SAIP-II will need Environmental their involvement. Their main role will be: Practitioners) ✓ To carryout ESIA and RAP and other associated studies; (RAPEP) ✓ To represent the client and serve as link Institute of between Client, Districts and local Engineers & community during impact assessment; suppliers) ✓ To carryout construction activities and supervision of works. 10 Media Those include newspapers, magazines, High Low televisions, radio and electronic media. ✓ This will be used to communicate about SAIP-II activities ✓ Media will be a useful link to reach out to stakeholders especially during disclosure of findings of studies ✓ Media can be a channel where stakeholders communicate their interest, complaints and grievances when dissatisfied. 13 No Identified Involvement in the project Interest Influence Stakeholder 11 World Bank WB as lead of all development partners under High High (WB) the program will through loan agreement with GoR through MINECOFIN. ✓ Will monitor efficiency use of fund and disbursement rate? ✓ Will also provide technical assistance on proper management and implementation of the project; that include among others financial management, safeguard, and procurement process. ✓ Will carry out regular sites monitoring so as to ascertain if activities on ground conform with Environment and Social Commitments plan as well as agreement signed with GoR. Table 2: Vulnerable groups (VGs) No Vulnerable groups Definition 1 People with very limited People living in poverty economic resources 2 People with increased Referring to people with one of the top 10 illnesses relative risk for morbidity identified by WHO 3 Mother child experiencing Referring to factors affecting maternal and child health significant mortality risk (MCM) 4 Women headed households Households headed by a woman (WHH) 5 Children with special needs Referring to children marginalized by a special context, such as street children or orphans 6 Aged Referring to older age people (>60) 7 Youth Referring to younger age people (<20) 8 Displaced populations Referring to people who, because of civil unrest or unsustainable livelihoods, have been displaced from their previous residence 9 People living away from Referring to people living far from main public services services including health services, schools, working places either in time or distance 14 No Vulnerable groups Definition 10 Persons suffering from Referring to people who have an illness which requires chronic illness continuing needs for care 11 Disabled Referring to people with disabilities, including physical, sensory, intellectual, or mental health conditions, and including synonyms of disability. 4. Stakeholder Engagement Program 4.1. Summary of stakeholder engagement done during project preparation During project preparation, the following public consultation meetings were conducted in different districts where SAIP II is intending to intervene. The main objective of the stakeholder’s engagement was to provide information related to the proposed SAIP II Project, gathering comments on related issues and concerns. The discussed topics in the consultation meetings were: 1) Roles and responsibilities for each stakeholder, 2) Engagement of the community and the local administrative authorities, 3) Sharing of the challenges encountered from similar projects and sustainable solutions, 4) Increase of the project ownership, 5) Better strategies for effective communication among all the concerned parties The table here below illustrates a summary of the stakeholder participations, venue and the total number of participants disaggregated by sex. Table 2: Public Categories of Participants in the Public Consultation meetings for SAIP II SN District Date Location Type of Participants # of Total Name Participants Male Female 1 Rwamaga 02/05/2023 WAS Office GWIZA Cooperative 10 5 15 na and Water Users Association Members 06/04/2023 HIRWA Cooperative Members, 15 11 26 Head Office Sector Agronomist & SAIP Representative. 2 Rulindo 06/04/2023 Cooperative Cooperative members 31 21 52 06/04/2023 District District Officials & 12 5 17 Head office Executive committed District & Sector Agronomist, Private Sector Representative, RYAF, BDF, Sacco Representative 15 SN District Date Location Type of Participants # of Total Name Participants Male Female 3 Nyanza 13/04/2023 District District Officials & 25 9 34 Head office Executive committed District & Sector Agronomist, Private Sector Representative, RYAF, BDF, Sacco Representative 4 Nyabihu 17/04/2023 District District Officials & 52 13 65 Head Office Executive committed District & Sector Agronomist, Private Sector Representative, RYAF, BDF, Sacco Representative, etc. 05/04/2023 Mulinga Cooperative Members- 21 9 30 Sector KOABUMU 06/04/2023 Cooperative Cooperative Members- 16 5 21 KOABURA KOABURA 5 Rutsiro 18/04/2023 District District Officials & 42 29 71 Head office Executive committed District & Sector Agronomist, Private Sector Representative, RYAF, BDF, Sacco Representative 11/04/2023 Cooperative Cooperative members 25 20 45 KOABIMU RI & Water Users 6 Karongi 11/04/2023 Cooperative Cooperative Members 35 35 70 KOABIBIK Cooperative Members KOABIMU RU & WUAs 19/04/2023 District District Officials & 41 29 70 Head office Executive committed District & Sector Agronomist, Private Sector Representative, RYAF, BDF, Sacco Representative 16 SN District Date Location Type of Participants # of Total Name Participants Male Female 7 Kayonza 25/04/2023 District District Officials & 16 7 23 Head office Executive committed District & Sector Agronomist, Private Sector Representative, RYAF, BDF, Sacco Representative 8 Ngoma 24/04/2023 District District Officials & 37 15 52 Head office Executive committed District & Sector Agronomist, Private Sector Representative, RYAF, BDF, Sacco Representative 9 25/04/2023 KAIGA KAIGA Cooperatives 12 5 17 Gatsibo Cooperative Members office. 10 Huye 19/04/2023 District District Officials & 34 5 39 Head office Executive committed District & Sector Agronomist, Private Sector Representative, RYAF, BDF, Sacco Representative 11 Nyamaga 18/04/2023 District District Officials & 46 5 51 be Head office Executive committed District & Sector Agronomist, Private Sector Representative, RYAF, BDF, Sacco Representative 12 Ngororer 27/04/2023 Sovu Sector Cooperative members 46 28 74 o 28/04 District District Officials & 41 10 51 Head office Executive committed District & Sector Agronomist, Private Sector Representative, RYAF, BDF, Sacco Representative 17 SN District Date Location Type of Participants # of Total Name Participants Male Female 13 Muhanga 18/04/2023 District District Officials & 28 12 40 Head office Executive committed District & Sector Agronomist, Private Sector Representative, RYAF, BDF, Sacco Representative 14 Ruhango 20/04/2023 District District Officials & 11 7 18 Head office Executive committed District & Sector Agronomist, Private Sector Representative, RYAF, BDF, Sacco Representative 15 Rusizi 24/04/2023 District District Officials & 34 6 40 Head office Executive committed District & Sector Agronomist, Private Sector Representative, RYAF, BDF, Sacco Representative 16 Nyagatar 19/04/2023 District District Officials & 27 7 34 e Head office Executive committed District & Sector Agronomist, Private Sector Representative, RYAF, BDF, Sacco Representative 17 Bugesera 03/05/2023 District District Officials & 23 4 27 Head office Executive committed District & Sector Agronomist, Private Sector Representative, RYAF, BDF, Sacco Representative Main Key points discussed during the public consultation meetings. The presentation on SAIP II interventions in Nineteen districts including the existing nine districts was done and after the presentation, discussion and ideas were highlighted: ➢ Short assessment self-evaluation on the implementation of SAIP I was done by assessing number of project beneficiaries by sector and the conclusion was to work better than before so that in SAIP II the number of beneficiaries by sector can be increased; 18 ➢ Idea of scaling up of SAIP II activities within all sectors of intervention Districts was appreciated; ➢ Participants were tasked to mobilize farmers to be active and take advantage of the SAIP II opportunities starting with SAIP I which is going to end in August 2024 and continue in SAIP II which is expected to start from January 2024; ➢ Support to be provided by the project through matching grants to individual farmers, farmers’ groups and cooperatives on business project proposals on crops (maize, beans, Irish potatoes, vegetables and fruits) supported by project was well explained; ➢ The need for strengthening cooperatives and water users’ associations was expressed especially on their management and good leadership.; ➢ Preparation of Season C2023 especially in all Schemes was communicated. ➢ Mobilization on SSIT and matching grants should be done in all sectors for spreading the information on guidelines and procedures; ➢ There is need of deep analysis on how to combat the pests (Mealybugs/Ubumatirizi); and the need for specialized machines to be used in spraying the top of the fruit trees (Mangoes); ➢ To continue awareness on SAIP II in all sectors in all Districts. ➢ The inaccessibility of main roads within rural Districts (e.g., Ruhuha-Mukura sector, Ryabisine-Gakeri, etc.) was raised as a challenge. The environmental and social reports and plans (IPMPs, ESIA/ESMPs & RAPs) will be disclosed through RAB SPIU, World Bank and KOICA Funded Projects website after their validation workshops with all stakeholders before the sub-project implementation. Feedback received during consultations was mainly focused on requirements for matching grant application and eligibility. [See Table 3 below] and was considered by SAIP II Project representatives during the consultation meetings. Table 3: Public consultations’ raised issues and proposed responses ISSUE RAISED RESPONSE Perceptions and awareness ✓ Cooperative Members in all district are happy and enthusiastic for the of stakeholders and the new project SAIP 2 and willing to cooperate and support it in every public in general, in possible way and they really appreciate the project because they needed relation to the proposed to be still assisted in different activities. project. Expected risks and The stakeholders raised the issue of disease in tree tomato plantation and negative effects of the asked that the Project SAIP II should emphasize field training on tree tomato Project to the local disease control and accompany them in tree tomato cultivation and also the community. issues of getting improved seeds of vegetables to be cultivated at large scale. Anticipated benefits likely The members of cooperative wish that the project to be occurred from the - can continue to help them in Irish potatoes seed multiplication and project for stakeholders. land consolidation in places where they haven’t reached yet - the members also wish that the project could help them expand the tree tomato and Irish potatoes plantation cultivation and also vegetables in general 19 ISSUE RAISED RESPONSE - they are also in need of training about pests and disease control of Irish potatoes and tree tomato plantations, adding model farm beans in cooperation with RAB, - mobilization on vegetable cultivation, - donating chickens to vulnerable people who are able to raise them, the stakeholders must provide contribution to all the things that are given by the project, - being assisted in well management of infrastructures - establishing children housekeeping for them, helping them in getting a Transport mean to the Market. The willing to accept and The members of the cooperative are willing. participate in resources - to make organic manure which will help them in increasing the mobilization for all productivity per area, involved stakeholders. - they are also willing to participate in all activities of the project and support them, - they are also willing to get insurance for their crops Raised ✓ No complaints from livestock /Cattle owners; cattle are kept at home. concerns/complaints from the livestock/Cattle farm owners. Raised ✓ The participants suggested that the community health workers should be concerns/complaints from given an important role in the selection of beneficiaries of nutrition to the proposed project ensure the activity is well done, specific activities 4.2. Future Stakeholder Engagement During Project Implementation In addition to the consultations already carried out, since stakeholder engagement is an ongoing process during the whole project cycle, during the preparation of the subprojects the project will prioritize consultations with specific groups, in connection with the Environmental and Social Management Plans (ESMPs) of each subproject, to understand their perspective on areas and concerns specific to them. These include, but are not limited to, consultations with the following groups: • Consultations with women’s associations • Consultations with representatives of vulnerable groups • Consultations with the youth • Consultations with migrant farmworkers • Other consultations with other interest groups according to the type of subproject. The subproject-level stakeholder engagement activities are expected to provide information to inform the design of the subprojects and the measures in their ESMPs. 20 4.3. Summary of project stakeholder needs and methods, tools, and techniques for stakeholder engagement. There are a variety of engagement techniques used to build relationships with stakeholders, gather information from stakeholders, consult with stakeholders, and disseminate project information to stakeholders. When selecting an appropriate consultation technique, culturally appropriate consultation methods, and the purpose for engaging with a stakeholder group should be considered. The common techniques used are as follows: Table 4: Planned stakeholder Engagement techniques No Engagement Appropriate application of the techniques Techniques 1 Public meetings - Present Project information to a large group of stakeholders, especially communities - Allow the group to provide their views and opinions. - Build relationship with the communities, especially those impacted. - Distribute non-technical information. - Facilitate meetings with presentations, power point, posters and so on; - Records discussions, comments, and questions. 2 Correspondence (E- Distribute the information to Government officials, NGOs, Local mail, instant SMS, Government Administration Officials and organizations or agencies, Text, Phone call) invite the stakeholders to meetings and follow up. 3 One on one Seeking views and opinions enable stakeholder to speak freely about meetings sensitive issues, build personnel relationship and record the meetings 4 Formal meetings - Present the project information to a group of stakeholders. - Allow group to comment – opinions and views; - Build impersonal relation with high level stakeholders; - Disseminate technical information. - Record discussions 5 Focus group - Allow small groups of people (women, youth, vulnerable, to provide meetings their views and opinions; - Build relationship with neighboring communities; - Use focal group interviews guidelines to facilitate discussions; - Response recording. 6 Survey - Gather opinions and views from individual stakeholders, - Gather baseline data; - Record data; - Develop a baseline database for monitoring impacts 7 Focus group - Present Project information to a group of stakeholders meetings - Allow stakeholders to provide their views on targeted baseline information; - Build relationships with communities; 21 No Engagement Appropriate application of the techniques Techniques - Record responses. 8 Direct - Share information on timing of RoW bush clearing; communication with - Agree options for removing crops and relocation if any. affected crops/asset owners 9 Project leaflet or - Brief project information to provide regular update; information board - Site specific project information. 10 Workshop - Present the project information to a group of stakeholders; - Allow stakeholders to provide opinions, and views, - Use participatory exercise to facilitate discussion; - Brainstorm issues, analyses information and develop the recommendation and strategies. 11 Social media or - Arrange for broadcasting emissions to bring the project at large mass media (TV and public audience and allow questions-answers. Radio Station) 12 Project - Establish information board, in each project vicinity; website/Information - Present project information and progress updates; Centre or displaying - Disclose ESIA, EMP and other relevant instruments. boards 4.4. Provisions on information disclosure Information about the project will be publicly disclosed, both at MINAGRI’s website (https://lwh- rssp.minagri.gov.rw) and at the World Bank’s website (https://www.worldbank.org/). This includes information about the project design, monitoring, and also about the environmental and social risk management instruments. 4.5. Stakeholder engagement plan This Stakeholder Engagement Plan (SEP) has been prepared to provide timely and accessible information to project stakeholders inside and outside RAB-SPIU to give the opportunity to express their views and concerns related to the Project and its impact. SEP specifies at which stages in the project life cycle and at what periods these activities will take place. 4.5.1. Information disclosure The WB ESS 10 requires that borrower disclose project information to allow stakeholders to understand the risks and impacts of the project, and potential opportunities. The borrower will provide stakeholders with access to the following information, as early as possible before the Bank proceeds to project appraisal, and in a timeframe that enables meaningful consultations with stakeholders on project. The list of stakeholders will likely to be expended or modified in composition as the project moves to implementation given some stakeholders come in the project area after the project effectiveness depending on the interested interventions. 22 Table 5: Stakeholder engagement activities and objectives under SAIP II Project Stages and Objective Key Activities Targeted Time Frame Responsible ESF stakeholder Agency Preparation Preliminary ✓ Needs assessment by • Field visit ▪ Central Prior to the MINAGRI engagement/ expressing opinions Government and project RAB/SPIU preparation about SAIP II Project • Stakeholder identification process affiliated effectiveness priorities agencies ▪ Local ✓ Planning and Government formulating (District, Sector, objectives, setting Cell and Village) goals, plans ▪ Project Affected People ✓ Scoping of the Project, appropriate ▪ Local and legislated communities engagement ▪ Vulnerable/disad requirements and vantaged Groups relevant stakeholders. ▪ Media ▪ World Bank Scoping ✓ To meet key • Meetings with key stakeholders to ▪ Central Prior to the RAP/SPIU stakeholders and facilitate the broader stakeholder Government and project introduce them to the engagement process affiliated effectiveness Project and ESMF & • Dissemination of engagement agencies RPF Process; materials (background information ▪ District ✓ To disclose the document, posters, media notices ▪ Project Affected Project in the public etc.) People domain to all • Consultation on the proposed ▪ Local Project and associated ESMF & communities 23 Stages and Objective Key Activities Targeted Time Frame Responsible ESF stakeholder Agency Preparation interested and RPF through meetings and ▪ Vulnerable/disad affected stakeholders; workshops with identified vantaged Groups ✓ To gather issues of stakeholders. Details may include: ▪ Private sector concern and Nature, purpose and scale of the ▪ World bank identification of proposed project ESMF & RPF potential impacts; stakeholder engagement process ✓ To consult key • Confirmation of issue identification stakeholders on the and feedback from stakeholders; next steps in the ESMF & RPF process; ✓ To generate feedback on the draft scoping report, including the scope, approach and key issues to be investigated further for the ESIA. Environment ✓ To share draft/final • Dissemination of draft/final ESMF ▪ Central Prior to the RAB/ SPIU al Social Environmental report to all stakeholders through Government project Management Framework based on print and electronic media for Ministries, and effectiveness Framework national legislations, public review, agencies . (ESMF) current practices in • Copies of the ESMF reports will ▪ Local information the country and also be published on RAB/SPIU Governments disclosure Environmental and and World Bank websites. ▪ Project Affected for Social Standards of • Consultation on the draft/final People meaningful the World Bank and ESMF report. This will include: 24 Stages and Objective Key Activities Targeted Time Frame Responsible ESF stakeholder Agency Preparation stakeholder other development Review proposed program’s ▪ Local consultation. Partners, and activities to ensure they do not communities finalized based on negatively affect the natural and ▪ Vulnerable/disad feedback and inputs. social environment, vantage Groups • Ensure ESMF provided a guide to ▪ Business screening community • Identification of impacts categories ▪ Private sector based on preliminary survey report; (environmental • Identification of stakeholder practitioners) concerns and opinions on the ▪ Media contents of the ESMF; ▪ World Bank • Involvement of stakeholders in assessing the appropriateness of the proposed mitigation measures for identified impacts and institutional arrangement for preparation and implementation of ESIA • Assess adequacy of ESMF during ESIA and ESMPs preparation • Identification of revisions or additions to the draft/final ESMF where necessary. Resettlement ✓ To share draft/final Dissemination draft/final RPF report to ▪ Central Prior to the RAB/SPIU, Policy policy framework all stakeholders through print and Government project District Framework based on national electronic media for public review, Ministries, and effectiveness (RPF) legislations, current Copies of the RPF report will also be their affiliated information practices in the published on RAB/SPIU and World agencies disclosure country and Bank websites, ▪ District for Environmental and Officials, 25 Stages and Objective Key Activities Targeted Time Frame Responsible ESF stakeholder Agency Preparation meaningful Social Standards of Consultation on the draft RPF. This ▪ Project Affected stakeholder the World Bank and will include: People consultation. other development • Identification of impacts ▪ Local Partners, and categories based on preliminary communities finalized based on survey report and possible ▪ World Bank feedback and inputs entitlements and eligibility ▪ Vulnerable/disad criteria; Key principles of vantaged Groups resettlement and broad ▪ Business institutional arrangement. community • Identification of stakeholder ▪ Private sector concerns and opinions on the (environmental contents of the RPF; practitioners) • Involvement of stakeholders in assessing the appropriateness of the proposed resettlement principles, impact categories, entitlements; institutional arrangement for preparation and implementation of RAP. • Assess adequacy of RPF during ESIA and RAP preparation • Identification of revisions or additions to the draft RPF where necessary. 26 Stages and Objective Key Activities Targeted Time Frame Responsible ESF stakeholder Agency Preparation Labor ✓ To share draft/final Dissemination of draft/final LMP ▪ Central Prior to the RAB /SPIU Management LMP based on report to all stakeholders through print Government project Procedures national legislations, and electronic media for public review, Ministries, and effectiveness (LMP) current practices in Copies of the LMP reports will also be their affiliated information the country and published on RAB/SPIU and World agencies disclosure for Environmental and Bank websites. ▪ District meaningful Social Standards of • Consultation on the draft/final authorities, stakeholder the World Bank and LMP report. This will include: ▪ Project Affected consultation. other development • Identification of key labor risks People Partners finalized including those related to labor ▪ Local based on feedback influx, child labor, GBV and communities and inputs. Occupational health and safety ▪ World Bank impacts, ▪ Vulnerable/disad • Sexual Exploitation and abuse, vantaged Groups sexual harassment; Collecting ▪ Business views on mitigation measures community • Compilation of revisions or ▪ Private sector additions to the draft/final LMP (environmental where necessary. practitioners) ▪ World Bank Stakeholders ✓ To share draft/final • Dissemination of draft/final SEP ▪ Central • Prior to RAB/SPIU Engagement SEP based on report to all stakeholders through Government the project Plan (SEP) national legislations, print and electronic media for Ministries, and effectiven information current practices in their affiliated ess public review, • During the disclosure the country and agencies project for Environmental and 27 Stages and Objective Key Activities Targeted Time Frame Responsible ESF stakeholder Agency Preparation meaningful Social Standards of • Copies of the SEP reports will also ▪ District Implement stakeholder the World Bank be published on RAB/SPIU authorities, ation consultation. website, World Bank websites. ▪ Project Affected • Consultation on the draft/final LMP People (PAPs) report. This will include: ▪ Local - Disclosure of the proposed communities project GRM with a rationale to ▪ Vulnerable/Disa collect views on its efficacy and dvantaged appropriateness. Groups - Identification of key ▪ Business stakeholders community - Collecting views on ▪ Private sector stakeholder’s engagement (environmental methods practitioners) - Collecting views on ▪ World Bank stakeholder’s engagement activities - Compilation of revisions or additions to the final SEP where necessary. Environment ✓ Provide stakeholders • Dissemination of draft/final ESIA ▪ Central Prior to the RAB/SPIU al and Social with opportunity to report to all stakeholders through Government sub-project Impact voice their concerns print and electronic media for public Ministries and activities and throughout Assessment and views as regard review, affiliated the project information project impacts; agencies implementati disclosure on. 28 Stages and Objective Key Activities Targeted Time Frame Responsible ESF stakeholder Agency Preparation for ✓ Development and • Copies of the ESIA reports will also ▪ District local meaningful sharing of draft be published on REG and World Government stakeholder ESIA report based Bank websites, ▪ Project Affected consultation. on ESMF and • Consultation on the draft/final ESIA People specific report. This will include: ▪ Local environmental • Identification of impacts in the communities aspects draft/final ESIA and proposed ▪ Vulnerable/disad ✓ To discuss the mitigation; vantaged Groups identified impacts • Identification of stakeholder ▪ Business and proposed concerns and opinions on the community mitigation measures impacts identified; ▪ Private sector with stakeholders • Involvement of stakeholders in (environmental allowing for their assessing the efficacy and practitioners and input; and appropriateness of the proposed contractors) ✓ To provide mitigation measures; and ▪ Media stakeholders with the • Identification of revisions or ▪ World Bank opportunity to additions to the draft ESIA report comment on the where necessary. draft ESIA report. • Submission of the Final ESIA for approval. Resettlement ✓ To share draft/final Dissemination of cut -off date and ▪ Central ▪ Prior to RAB/SPIU Action Plan RAP based on RPF census survey of all affected through Government the sub- (RAP) and specific impact elaborated questionnaire early at Ministries, and project information area as per designs preparation stage. allied activities disclosure subsequently finalize - Focuses Group Discussions and parastatals/agenc and for community level meetings ies througho 29 Stages and Objective Key Activities Targeted Time Frame Responsible ESF stakeholder Agency Preparation meaningful based on feedback facilitated by local leaders in ▪ District local ut the stakeholder and inputs project areas across secondary Governments project consultation. cities ▪ Project Affected impleme - Dissemination of draft/final RAP People ntation. report to all stakeholders through ▪ Local print and electronic media for communities. public review, ▪ World Bank - Copies of the cleared RAP reports ▪ vulnerable/Disad will also be published on vantaged Groups RAB/SPIU and World Bank ▪ Business websites. community - Consultation on the draft/final ▪ Private sector RAP report. This will include: (environmental - Identification of impacts practitioners and categories based on specific contractors) impact area based on designs, entitlements and eligibility criteria; Key principles of resettlement and specific institutional arrangement for implementation and GRM. - Identification of PAPs concerns and opinions on the identified impacts, RAP implementation Plan and project schedule; 30 Stages and Objective Key Activities Targeted Time Frame Responsible ESF stakeholder Agency Preparation - Involvement of stakeholders in assessing the appropriateness of the identified impacts, list of PAPs, entitlement options; institutional arrangement for implementation of RAP and GRM. Identification of gap for revisions or additions to the draft RAP where necessary. 31 Since this project will include multiple subprojects during the main project’s implementation stage, each of the specific subprojects must carry out localized stakeholder engagement activities, particularly in the context of the preparation and implementation of the subproject’s Environmental and Social Management Plans (ESMPs), which will have their own timeline. The following table includes an overview of such activities according to the subproject stage. Table 6: Stakeholders Engagement table Target Topic of Method Used Estimated Responsibilities Stakeholders Consultation/ Date/Time Message Period Affected groups Presentation of Participatory Prior to the W &B SPIU and interested SAIP II methods, commencement WB & KOICA groups: men, activities door to door/social of each sub- Staffs women, youth, distance meetings, activity. elderly, people public consultations, with disability, documentations disadvantage Awareness sessions/ groups, training for Gender/ migrant/IDP GBV and SH, GRM people, NGOs, and complaint’ affected people, channels/ marginalized and confidentiality and women groups anonymity and community complaints. committees Affected/ Presentation of Field visits, public Throughout SPIU WB & disadvantaged Environmental and Community Sub-Project KOICA Staffs target groups, & Social Consultations implementation community practices, including committee channels, on activities such Affected groups reporting, follow Consultations, daily as matching WB & SPIU and community up in the meeting/ field visits, Grant WB & KOICA committee, implementation, GRM cases and Proposals, Staffs, contractors, communication accidents’ reports and SSITs sub- Safeguard injured and channels in updates projects, IPMP specialists, other complained reporting Implementation, field officers people grievances and E&S Community their disclosure. Daily, Be weekly implementation WB & SPIU committees, and and Monthly and Monitoring. WB & KOICA GBV and Recording Staffs, gender, SEA/SH GRM and survivors safeguard specialist, and Gender focal points at fields 32 Target Topic of Method Used Estimated Responsibilities Stakeholders Consultation/ Date/Time Message Period Affected, Livelihood Regular Monitoring, Mid-Term SPIU, WB & interested/ restoration community period and KOICA Staffs & disadvantage and consultations closure of the WB non-beneficiaries Sub-Project 4.6. Reporting back to stakeholders Stakeholders will be kept informed regularly as the project develops, including reporting on project environmental and social performance and implementation of the stakeholder engagement plan and Grievance Mechanism, and on the project’s overall implementation progress. For the Project implemented by RAB/SPIU World Bank & KOICA Funded Projects work is focused on ensuring reporting back to stakeholder groups and two-way communication on daily and weekly basis by the field monitoring and monthly and quarterly by the safeguard team. In addition to safeguards specialists, GM staff will provide direct reporting and a grievance handling mechanism to any complaints and concerns from community within 15 to 30 days. 5. Resources and Responsibilities for implementing stakeholder engagement activities 5.1. Resources The RAB SPIU Safeguard team will be in charge of implementation, monitoring and reporting of stakeholder engagement activities. The budget for the SEP for the Project is included in all components of the SAIP II project. The source of the funds for the timely implementation of SEP activities will be RAB-SPIU. Budget Category Quantity Unit Costs Times/Years Total Costs ($) Remarks 1. Estimated staff salaries* and related expenses 1a. Environnemental and Social Monitoring Compliance (Travel 2 45 120 cost). 10,800 1b. Monitoring on PAPs livelihood 1 45 40 1,800 1c. Staff Salary Cost (Coordination 27 1000 12 and Technical Team) 324,000 1d. Community awareness programmes on dam safety and potential dangers, especially 1 45 20 children vulnerability at all water reservoirs and canals and their involvement in incident prevention 900 2. Communication campaigns 2a. Posters, flyers, brochures, 45 300 1 Indicating and Warning post signs] 12,000 33 Budget Category Quantity Unit Costs Times/Years Total Costs ($) Remarks 2b. Social media campaign 60 150 4 36,000 3. Trainings 3a. training on social/environmental issues for 20 10 1 PIU and contractor staff 200 3b. Trainings of GRC Members 120 5 2 1,200 3c. Awareness meetings on gender- based violence (GBV) for Project 40 10 1 Implementing Unit (PIU) and contractor staff. 400 4. Beneficiary surveys 4a. Environmental and Social Screening for SSITs and Matching 2 45 40 Grants Sub-Projects 3,600 5. Grievance Mechanism 5a Strengthening Grievance Redress Committees (Transport 120 5 2 allowances) 1,200 5b. Provision of PPEs to GRC Members (Safety Jacket, Hat, 120 80 1 Badge, Rain, Coat &Boot) 9,600 5c. Call Center payment fees 1 200 12 2,400 6d. Communication fees 22 5 12 1,320 6. Other expenses 6a. [ Environmental and Social Impact Assessment/ Environmental and Social 15 17,500 1 Management Report Preparation. (ESIA/ESMPs) 262,500 6b. Provision of PPEs to 40 100 1 Cooperatives Members 4,000 TOTAL STAKEHOLDER ENGAGEMENT BUDGET: 671,920 * Note: Salary costs can be indicative. 34 5.2. Management functions and responsibilities 3 The entities responsible for carrying out stakeholder engagement activities are: 1. The Ministry of Agriculture and Animal Resources (MINAGRI) 2. Rwanda Agriculture Board/ SPIU WB & KOICA Funded Project 3. SAIP Projects staff 4. District Officials The stakeholders’ engagement activities documented, prior to commencement of project activities, the level, technique/method of engagement and the activity to be carried out will be clearly identified by the coordinating agency before communicating to stakeholders. The different activities will be carried out by different stakeholders depending on their level of influence. At the central level, the specific activity will be to oversee policy compliance and the elaboration of guidelines that will be used at the local government level and the stakeholders at District level. 6. Grievance Mechanism The main objective of a GM is to assist to resolve complaints and grievances in a timely, effective, and efficient manner that satisfies all parties involved. The grievance mechanism allows the reception of anonymous complaints. All the information related to the identity of the complainants will be kept confidential. The mechanism will allow complaints from children as well. 6.1. Description of Grievance Mechanism The GM will provide appeals process if the complainant is not satisfied with the proposed resolution of the complaint. Once all possible means to resolve the complaint have been proposed and if the complainant is still not satisfied, then they should be advised of their right to legal recourse. Table 7: Grievance Redress Mechanism table Step Description of Process Time Responsibility Frame GM ▪ GRM will be established at site 24 hrs GRC implementation level 3 Days Cooperative/ Local structure ▪ If not Solved, grievance is Authorities. submitted to Cooperative Level Legal Entities 15 Days or Local Authorities ▪ If not solved, then the grievance should use other legal means. Grievance uptake Grievances can be submitted via the following channels: 3 The responsibilities were elaborated in Table 3 35 Step Description of Process Time Responsibility Frame • Toll-free telephone hotline/Short Message Service (SMS) line Immediately GRC (Short Code No: 4127) • Letter or oral complaint to Immediately GRC Grievance focal points at local Immediately GRC (Member) facilities 24 hrs GRC (Member) • Report from community leaders and local authorities • Complaint form to be lodged via 1 day GRC (Member) any of the above channels; • Walk-ins may register a complaint in a grievance logbook at a facility or suggestion box Sorting, Any complaint received is forwarded 1 to 3 days Local grievance processing to GRC, logged in the Log Book, and focal points categorized according to the following complaint types: SEA, SH Based grievances, Conflict over Land. Data about the complainants’ personally identifiable information is kept confidential Acknowledgment Receipt of the grievance is Within 3 Local grievance and follow-up acknowledged to the complainant by days of focal points GRC receipt Verification, Investigation of the complaint is led Within 15 Complaint investigation, by GRC Member. A proposed working Committee action resolution is formulated by GRC days composed of Committee and communicated to the i) President, (ii) complainant by GRC Committee Vice President, (iii) Advisor, (iv) Youth and Women Representative, and (v) Secretary Monitoring and Data on complaints are collected in Every 15 GRC evaluation Logbooks and reported to the SPIU days or a Safeguards Unit every 15 days. month SEA/SH complaints will need to be 24 hours reported immediately (within 24 (SEA/SH) hours of learning of such event). 36 Step Description of Process Time Responsibility Frame Provision of Feedback from complainants Maximum GRC feedback regarding their satisfaction with 15 days complaint resolution is collected immediately after settling the grievance Training Grievance Redress Mechanism Every WB & SPIU WB (GRM) trainings for staff/consultants quarter & KOICA in the PIU, Contractors, and Supervision Consultants as needed If relevant, GRCs, Local Entities or Legal The one who payment of Entities, will pay the reparation based affected the PAP compensation on a mutual understanding or the Law following complaint resolution 6.2. Grievance Mechanism channel The Grievance Redress Mechanism (GRM), which will be established at project level, will provide a way to an effective avenue for expressing concerns and achieving remedies for communities, promote a mutually constructive relationship and enhance the achievement of project development objectives. The grievance redress mechanisms will be established in accordance with the guidelines outlined here in the RPF. They will have to provide opportunities for PAPs to settle their complaints and grievances amicably and without wasting time and resources going through administrative and legal procedures. a. Grievance Redress Committees The grievance redress committee (GRC) is elected among community members and set up by the affected people at Cell level; the GRC is made up of 5-7 members in which 4 are PAPs. This committee will receive capacity building on conflict resolution and handling by the project safeguard team. It ensures that all affected people are fully informed of the process for expressing dissatisfaction and seeking redress and will issue warnings about the consequences of failure to lodge their complaints in time. The composition of the GRC is; Cell executive secretary (affected cell), Village leader, Contractor, SPIU staff and PAPs representatives. Grievances are received by the members of the GRCs during community gatherings/ assemblies where PAPs are most likely to attend; However, GRCs will provide their contacts to PAPs who want to be received in privacy. The grievances are recorded in a logbook where they are monitored until redressed. The timeline for the grievance recourse at cell level is about 2 weeks depending on the type, accessibility, and degree of priority. 37 If the aggrieved PAP is not contented with the decision at the cell level, he/she will take it to the Sector level where the Sector executive secretary will try and resolve the problem within 2weeks. In case the PAP is not contented with the Sector’s decision, the complaint mounts to the district level which will then attempt to resolve the problem (through dialogue and negotiation) within 30 days of reception of the complaint. If no agreement is reached at this stage, the PAP shall file the case with a competent local Court. However, the Grievance Redress Committee will provide aid at every stage to the aggrieved person to facilitate resolution of their complaint and ensure that the matter is addressed in the best way possible. a. Arrangements for monitoring implementation progress Before implementation, the PAPs will be informed about their rights and options, at which point they will air their views. The PAP’s representatives will participate in the project completion workshops, to give their evaluation of the impacts of the project. They will also suggest corrective measures, which may be used to improve implementation of other upcoming subprojects. After completion of all expropriation/compensation operations, the PAPs will be consulted in a household survey to be undertaken as a monitoring and evaluation exercise. This RPF does not include individual compensation files for each displaced household or persons because this information is not yet known. b. Monitoring of Complaints In addition to the Grievance Resolution Form, a Grievance Log will be kept by the project staff indicating the date the complaint was lodged, actions to be taken and personnel or team responsible for the complaint. SPIU/RAB will follow up the aggrieved PAP at each level to ensure that the grievances are resolved. The channels of receiving complaints include among others, weekly community gatherings, face- to face meetings, written complaints to the GRCs, telephones, or third party (e.g., farmers’ organizations, Church, private sector, etc.). c. Grievance Log The Grievance Committees will ensure that each complaint has an individual reference number and is appropriately tracked and recorded actions are completed. The log will contain record of the person responsible for an individual complaint, and records dates for the following events: ❖ Date the complaint was reported. ❖ Date the Grievance Log was added onto the project database. ❖ Date information on proposed corrective action sent to complainant (if appropriate) ❖ The date the complaint was closed out; and ❖ Date response was sent to complainant. 6.3. Specific Provisions for SEA/SH-GBV Complaints The PAP will approach directly the GBV task force member, and any person involved in the processing or resolution of the complaint needs to ensure the survivor’s anonymity and safety. The 38 task force is composed by the Vice Mayor in charge of Social Affairs as a leading person, District Chief Investigator (DCI), District Policy Commander (DPC), District Hospital Director (DHD), District Gender Officer (DGO), a Psychologist, Justice facilitator (MAJ), GBV Officer and RIB staff from IOSC. However, in case the complaint was addressed first to the contractor’s Site Manager, the latter is required to immediately refer it to the task force. The GBV task force will work with competent authorities to ensure the proposed official structure for GBV has respected to guarantee the victim the real justice and required medical care. In order to create a working environment that provides safety and security to all workers, contractors, companies, and cooperatives benefiting from matching grants and other project activities will be required to present a worker’s grievance redress mechanism that responds to the requirements of ESS2. For direct workers, the mechanism should involve an appropriate level of management and address concerns promptly, using an understandable and transparent process that provides feedback to those concerned, without any retribution. The contractor’s companies and cooperatives will inform the workers of the grievance mechanism at the time of hiring and make it easily accessible to them. The World Bank and the Borrower do not tolerate reprisals and retaliation against project stakeholders who share their views about Bank-financed projects. 7. Monitoring and Reporting 7.1. Summary of how SEP implementation will be monitored and reported The SEP will be periodically revised and updated as necessary in the course of project implementation by the project coordination team in partnership with the SPIU WB&KOICA, in order to ensure that the information presented here is consistent and is the most recent, and that the identified methods of engagement remain appropriate and effective in relation to the project context and specific phases of the development. Any major changes to the project related activities and to its schedule will be duly reflected in SEP. Quarterly summaries and internal reports on public grievances, enquiries and related incidents, together with the status of implementation of associated corrective/preventative actions will be collated by responsible staff and referred to the senior management of the project. The quarterly summaries will provide a mechanism for assessing both the number and the nature of complaints and requests for information, along with the Project’s ability to address those in a timely and effective manner. Stakeholder engagement activities carried out as part of the implementation of the SEP will include information on public engagement activities undertaken by the Project during the year may be conveyed to the stakeholders in two possible ways: ▪ Publication of quarterly and annual reports on the project’s interaction with the stakeholders (the publications will be published on PIU websites and the main conclusions shall be disclosed on social media); and ▪ A number of Key Performance Indicators (KPIs) will also be monitored by the project on a regular basis in relation to the engagement measures proposed in this SEP. 39 - Project Stakeholder identification and analysis conducted by SPIU WB&KOICA – Including the identification of all affected communities, their disaggregation, their needs and interests, and level of project impacts on each group; - Community engagement evidence and schedules of meetings. Consultations conducted in the planning phase to facilitate meaningful influence on the project designs; - Information Disclosure (timely and quality including environmental and social as well as GRM matters); - Informed participation – Evidence that the Sub Project Proposals Site base safeguards Instruments have incorporated community views, issues and concerns in the project design, environmental and social management plans; - Consultation with vulnerable groups – Evidence that the Sub-Project owners have engaged with these groups and specific measures were developed to mitigate project impacts to their satisfaction. - Grievance mechanism integrated into sub-project, plans and policies and fully functioning. - Periodic Reports with indications of grievances collected and addressed; - Periodic Reports with indications of observations from affected communities, collected and taken into consideration into the project design and implementation. 7.2. Reporting back to stakeholder groups The SEP will be periodically revised and updated as necessary in the course of project implementation. Periodic Weekly and Monthly on public grievances, enquiries, and related incidents, together with the status of implementation of associated corrective/preventive actions, will be collated by responsible staff and referred to the senior management of the project. The Quarterly, Annually and Mid Term reports will provide a mechanism for assessing both the number and nature of complaints and requests for information, along with the Project’s ability to address those in a timely and effective manner. Information on public engagement activities undertaken by the Project during the year may be conveyed to the stakeholders in various ways by regular consultation meetings, workshop and Seminars as well as the regular checking on SPIU WB & KOICA Funded Project website. 40 Annex 1: Formal Grievance Submission This template submission form is for guidance purposes only and may be changed to reflect the individual circumstances/needs of a case. Please submit this form to your Head of Department, or other senior manager if your Head of Department is the subject of your grievance. This should be submitted within 5 working days of the outcome of your informal grievance. Complainant’s name (optional) Complainant’s department Complainant’s job title (optional) Subject(s) of your grievance Is this your line Yes / No manager? Detail of the concern or complaint This should include: • The facts of the case, with references (where possible) to dates, times and places and brief evidence to support • You should keep your information succinct as this lends clarity to the matters to be addressed (max two sides of A4). Further relevant information can be sought as part of any investigation Witnesses • Please state the names of any witnesses to incidents or concerns and what aspects of your grievance they can comment on Informal resolution • Please state what steps you have taken to resolve your grievance informally, including mediation, and why the concern remains unresolved. Resolution • Please state what remedy or resolution you are seeking Declaration: I confirm the above statements are true to the best of my knowledge, belief and information Signed: Date: Print name: Contact details: • Email: • Phone: 41 Note: The provision of personal and contact information is optional. Grievances can be presented anonymously. The information about the identity of the complainants must be kept as confidential. Table 1. Template to Capture Consultation Minutes Stakeholder Dates of Summary Response of Follow-up Timetable/ Date (Group or Consultations of Project Action(s)/Next to Complete Individual) Feedback Implementation Steps Follow-up Team Action(s) 42 Annex 2: Public Consultation and Participation 1. Rwamagana District. Rwamagana District Head Office 43 44 List of Participants at Rwamagana Head Office 45 46 47 48 a) GWIZA Cooperative in Rwamagana District –Site 34 49 50 51 52 List of Participants from GWIZA cooperative & Water Users Association 53 54 b) HIRWA Cooperative in Rwamagana, 35 Site 55 56 57 58 59 60 2. Nyanza District Public 61 62 63 List of Participants in Public Consultation in Nyanza Head Office. 64 65 66 67 NYABIHU District Public consultation with Local Leaders 68 69 70 List of participants in Nyabihu District, Head office 71 72 73 74 75 76 Cooperative Public Meetings in Nyabihu District. KOABURA Cooperative 77 78 79 List of KOABURA Cooperative members attended the Meeting 80 81 KOABUMU Cooperative 82 83 84 List of KOABURA Cooperative members attended the Meeting 85 86 87 88