REPUBLIC OF TÜRKİYE MINISTRY OF AGRICULTURE AND FORESTRY DIRECTORATE GENERAL OF EUROPEAN UNION AND FOREIGN RELATIONS AGRICULTURE SECTOR RECOVERY IN TÜRKİYE'S EARTHQUAKE- AFFECTED PROVINCES PROJECT (P181428) STAKEHOLDER ENGAGEMENT PLAN September 2024 Table of Contents List of Tables ..................................................................................................................................................ii List of Figures .................................................................................................................................................ii List of Annexes ...............................................................................................................................................ii List of Abbreviations ..................................................................................................................................... iii Glossary ........................................................................................................................................................ iv Executive Summary ...................................................................................................................................... 1 1. Introduction........................................................................................................................................... 3 2. Objective/Description of SEP ................................................................................................................ 3 3. Stakeholder Identification and Analysis ................................................................................................ 4 3.1. Methodology ......................................................................................................................... 4 3.2. Affected parties and other interested parties ........................................................................ 4 3.3. Disadvantaged/vulnerable individuals or groups ................................................................... 5 4. Stakeholder Engagement Program ....................................................................................................... 9 4.1. Summary of Stakeholder Engagement Done during Project Preparation............................... 9 4.2. Summary of Project Stakeholder Needs and Methods, Tools, and Techniques for Stakeholder Engagement ..................................................................................................... 11 4.3. Stakeholder Engagement Plan ............................................................................................. 12 4.4. Reporting Back to Stakeholders ........................................................................................... 15 5. Resources and Responsibilities for Implementing Stakeholder Engagement Activities ..................... 15 5.1. Resources............................................................................................................................. 15 5.2. Management Functions and Responsibilities ....................................................................... 15 6. Grievance Mechanism ......................................................................................................................... 16 6.1. Description of GM ................................................................................................................ 16 7. Monitoring and Reporting ................................................................................................................... 18 7.1. Summary of how SEP implementation will be monitored and reported .............................. 18 7.2. Reporting back to stakeholder groups ................................................................................. 19 8. References ........................................................................................................................................... 20 Annexes ...................................................................................................................................................... 21 Annex 1: Records of Meetings or Consultations ............................................................................. 22 Annex 2: Grievance Form ................................................................................................................ 25 Annex 3: Grievance Closeout Form ................................................................................................. 26 Annex 4: Grievance Log ................................................................................................................... 27 i List of Tables Table 1: Stakeholder Groups ................................................................................................................... 6 Table 2: The Overview of the Stakeholder Program ............................................................................. 13 Table 3: SEP Budget............................................................................................................................... 15 Table 4: Description of GM ................................................................................................................... 16 List of Figures Figure 1: Photos from the Project Introductory Meeting ..................................................................... 10 List of Annexes Annex 1: Records of Meetings or Consultations Annex 2: Grievance Form Annex 3: Grievance Closeout Form Annex 4: Grievance Log ii List of Abbreviations ABDGM Directorate General of European Union and Foreign Relations BÜGEM General Directorate of Plant Production CİMER Presidency’s Communication Center EIA Environmental Impact Assessment E&S Environmental and Social ESCP Environmental and Social Commitment Plan ESF Environmental and Social Framework ESMF Environmental and Social Management Framework ESMP Environmental and Social Management Plan ESSs Environmental and Social Standards GBV Gender-Based Violence GD General Directorate GM Grievance Mechanism GRS Grievance Redress Service HAYGEM General Directorate of Livestock LMP Labor Management Procedures M&E Monitoring and Evaluation MoAF Ministry of Agriculture and Forestry OIPs Other Interested Parties PCU Project Coordination Unit RP Resettlement Plan RF Resettlement Framework SEA/SH Sexual Exploitation and Abuse/Sexual Harassment SEP Stakeholder Engagement Plan ToR Terms of Reference TRGM Directorate General of Agricultural Reform WB World Bank iii Glossary Grievance Mechanism is an accessible and inclusive system, process, or procedure that receives and acts upon complaints and suggestions for improvement in a timely fashion and facilitates resolution of concerns and grievances arising in connection with a project. Implementing Agency refers to the Ministry of Agriculture and Forestry which will assume overall responsibly for the Project. Proposed Project refers to Agriculture Sector Recovery in Türkiye’s Earthquake-Affected Provinces Project. Project Coordination Unit (PCU) refer to the staff of Directorate General of European Union and Foreign Relations (ABDGM) responsible for the overall coordination of Project, including monitoring and reporting to World Bank. General Directorates (GDs) refers to the Directorate General of Agricultural Reform (TRGM), General Directorate of Plant Production (BÜGEM), and General Directorate of Livestock (HAYGEM) which are responsible for the implementation of the project, including the preparation and implementation of ESF instruments. Provincial Organization refers to provincial organization of MoAF which includes (i) Provincial Organization Directly Affiliated with the Centre (research institutes and veterinary control institutes) and (ii) Provincial Organizations Directly Affiliated with the Centre (provincial directorates and district directorates). Stakeholder refers to individuals or groups who: (a) are affected or likely to be affected by the project (project-affected parties); and (b) may have an interest in the project (other interested parties). Stakeholder Engagement is a continuous process used by the project to engage relevant stakeholders to generate sense of ownership to the project and for a clear purpose to achieve accepted outcomes. It includes a range of activities and interactions over the life of the project such as stakeholder identification and analysis, information disclosure, stakeholder consultation, negotiations and partnerships, grievance management, stakeholder involvement in project monitoring, reporting to stakeholders and management functions. It includes both state and non-state actors. Stakeholder Engagement Plan (SEP) is a tool for managing communications with the project stakeholders at the sub-project or activity level. The SEP will describe the timing and methods of engagement with stakeholders throughout the life cycle of the project as agreed between Bank and Borrower, distinguishing between project-affected parties and other interested parties. The SEP will also describe the range and timing of information to be communicated to project-affected parties and other interested parties, as well as the type of information to be sought from them. When a project consists of a program and/or series of sub-projects and the stakeholders/stakeholder engagement program cannot be identified in detail until the program/sub-project details have been identified, the SEP may be prepared initially as a framework instrument. iv Executive Summary This document is a Stakeholder Engagement Plan (SEP) that explains the stakeholder consultation and engagement process planned and to be implemented for the Agriculture Sector Recovery in Türkiye’s Earthquake-Affected Provinces Project (the Project) which is implemented by the Ministry of Agriculture and Forestry (MoAF) and funded by the World Bank (WB). 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. Project stakeholders categorized under three groups, which are “Project-Affected Parties”, “Other Interested Parties” and “Vulnerable/Disadvantaged Group/Individuals”. Details of the stakeholder groups are provided in Section 3. The environmental and social reports and plans were disclosed through MoAF website (https://www.tarimorman.gov.tr/). On July 11, 2024, following the disclosure of the Project SEP on MoAF website, PCU conducted a virtual meeting with 89 participants representing various Project stakeholders. Details of the meeting is provided in Section 4.1. The list of meeting participants is provided below, and the attendance sheet is included in Annex 1. Feedback received during future consultations will be provided after the stakeholder engagement activities. A summary of the main recommendations received and integrated into the Stakeholder Engagement Plan will be provided in Annex 1. The stakeholder engagement methods to be used during project implementation, which aim to sustain ownership of the project stakeholders’ and to increase the awareness on social impact of the project are explained in Section 4.2 and summary of the stakeholder engagement plan is given in Section 4.3. Stakeholders will be kept informed 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. Responsibility for overall project implementation, including management and coordination will lie with the MoAF, through the implementing units. The General Directorates (GDs) (TRGM, HAYGEM and BUGEM) will be responsible for specific subcomponents. GDs will be responsible of overseeing project activities under their respective subcomponents and ensure effective engagement with MoAF’s units and relevant stakeholders at the provincial level. A Project Coordinating Unit (PCU) responsible for overall project coordination will be established under ABDGM. The PCU will be responsible for overseeing overall implementation and management of the project, ensuring proper application of all project-related requirements, and preparing all project documents to be submitted to the Bank. The PCU will host a dedicated multidisciplinary team of project management, technical, financial management, procurement, environmental, and social specialists with qualifications satisfactory to the WB. PCU’s functions will be overseen by the leading Vice-Minister. Description of GM used during the project implementation is summarized in Section 6.1. Any grievances that may occur during the project will be addressed at four levels. The GM at the first level will be undertaken by the ABDGM. Secondly, contractors will establish their own GM for undertaking 1 grievances for sub-contractors and workers. As the third level the MOAF’s GM (TİMER) will be effectively adapted for the Project. Finally, the Presidential Communication Center (CİMER) will constitute the fourth level of the GM of this project. Stakeholder engagement activities will be monitored periodically and reported in project progress reports biannually. Documentations of the stakeholder engagement activities will be kept in the archive of the MoAF. Information about the consultation activities will be reported to the Bank within the Project Progress reports. 2 1. Introduction This document is a Stakeholder Engagement Plan (SEP) that explains the stakeholder consultation and engagement process planned and to be implemented for the Agriculture Sector Recovery in Türkiye’s Earthquake-Affected Provinces Project (the Project) which is implemented by the Ministry of Agriculture and Forestry (MoAF) and funded by the World Bank (WB). WB will be providing finance to the Government of Türkiye to support short-term economic recovery and address more mid-term recovery and reconstruction needs across agrifood subsectors in Türkiye’s earthquake-affected provinces (Adana, Adıyaman, Diyarbakır, Elazığ, Gaziantep, Hatay, Kahramanmaraş, Kilis, Malatya, Osmaniye, Şanlıurfa and Sivas [Gürün District]). Project investments are intended to contribute to restoring agrifood supply chain flows in the affected provinces by ensuring continued access by farmers and agribusinesses to key inputs and services. Additionally, it aims to promote mid to longer-term rebound and recovery, focusing on higher climate resilience, inclusiveness, and environmentally and socially sustainable agrifood production and processing. The project covers three components which will be implemented by three general directorates of MoAF. The project components are described below. Detailed description of the project components is provided in project ESMF. Component (1): Enabling Service Provision for a Climate Resilient Agriculture Sector Recovery This component will be implemented by TRGM and Department of Supporting Services and has following subcomponents. • Subcomponent 1.1: Investing in Irrigation for Enhanced Water-Efficiency and Climate Resilience • Subcomponent 1.2: Promoting Common Machinery Utilization Models for Improved Access to Mechanization Component (2): Supporting Climate-Smart Recovery of the Livestock Sector This component will be implemented by the General Directorate of Livestock (HAYGEM) and BÜGEM (Department of Meadow, Pasture, and Forage Crops) and has following subcomponents. • Subcomponent 2.1: Recovering the Productive Capacity of Livestock Farmers and Enterprises • Subcomponent 2.2: Restoring Pastureland for Enhanced Livelihoods and Resilient Animal Production Systems Component (3): Project Management, Monitoring and Evaluation The General Directorate of European Union and Foreign Relations (ABDGM) will be responsible for the implementation of this component. ABDGM will manage all aspects of the project and ensure its successful execution. The Project is being prepared under the WB’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/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 3 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. 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.  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. Affected parties and other interested parties 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 (Table 1):  Communities  Farmers  Shepherds  Business owners The projects’ stakeholders also include parties other than the directly affected communities, including (Table 1): 4  Central and regional organizations of MoAF  Authorities  Cooperatives  Contractors and supervisor consultants  Suppliers  Universities  NGOs  Media 3.3. Disadvantaged/vulnerable individuals or groups Within the Project, vulnerable or disadvantaged groups may include but are not limited to the following (Table 1):  Elderly people  People with disabilities  Illiterate people  Tenant people  Women  Migrants 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. 5 Table 1: Stakeholder Groups Level of Level of Subcomponent Stakeholder Category Stakeholder Interest Influence Component (1): Enabling Service Provision for a Climate Resilient Agriculture Sector Recovery • Farmers Project-Affected Parties High High • Landowners/communities in the close vicinity of the construction sites • Irrigation cooperatives • Regional/Provincial/District Directorates/Organizations of MoAF • Provincial/District Municipalities • Ministry/Provincial Directorate of Environment, Urbanization and Climate Change High/ High/ Subcomponent 1.1: Other Interested Parties • Contractors & Subcontractors Medium Medium Investing in Irrigation • Supervisor consultants for Enhanced Water- • State Hydraulic Works (DSİ) Efficiency and Climate • NGOs Resilience • Media • Elderly people • People with disabilities Vulnerable/Disadvantaged • Illiterate people Low Low Group/Individuals • Tenant people • Woman people • Migrant people Project-Affected Parties • Animal husbandry businesses High High Subcomponent 1.2: • Irrigation cooperatives Promoting Common • Regional/Provincial/District Directorates/Organizations of MoAF Machinery Utilization • Contractors & Subcontractors High / High / Other Interested Parties Models for Improved • Machine & Equipment suppliers Medium Medium Access to Mechanization • NGOs • Media 6 Level of Level of Subcomponent Stakeholder Category Stakeholder Interest Influence • Elderly people • People with disabilities Vulnerable/Disadvantaged • Illiterate people Medium / Medium Group/Individuals • Tenant people Low • Woman people • Migrant people Component (2): Supporting Climate-Smart Recovery of the Livestock Sector Project-Affected Parties • Farmers High High • Regional/Provincial/District Directorates/Organizations of MoAF • Provincial/District Municipalities • Provincial Directorate of Environment, Urbanization and Climate Change High/ High/ Other Interested Parties • Contractors & Subcontractors Medium Medium • NGOs Subcomponent 2.1: • Media Recovering the Productive Capacity of Livestock Farmers and Enterprises • Elderly farmers • Farmers with disabilities Vulnerable/Disadvantaged • Illiterate farmers Low Low Group/Individuals • Tenant farmers • Woman farmers • Migrant farmers 7 Level of Level of Subcomponent Stakeholder Category Stakeholder Interest Influence • Regional/Provincial/District Directorates/Organizations of MoAF • Machine & Equipment suppliers High / High / Other Interested Parties • NGOs (e.g., Veterinary Pharmacology and Toxicology Association, etc.) Medium Medium • Media • Elderly people Subcomponent 2.2: • People with disabilities Restoring Pastureland • Illiterate people for Enhanced Livelihoods • Tenant people and Resilient Animal • Woman people Production Systems Vulnerable/Disadvantaged Medium / Group/Individuals • Migrant people Low Medium 8 4. Stakeholder Engagement Program 4.1. Summary of Stakeholder Engagement Done during Project Preparation The stakeholder engagement activities conducted during project preparation period will be provided in Annex 1 of this plan. The environmental and social reports and plans were disclosed through MoAF website (https://www.tarimorman.gov.tr/). Feedback received during consultations will be provided after the stakeholder engagement activities. A summary of the main recommendations received and integrated into the Stakeholder Engagement Plan will be provided in Annex 1. On July 11, 2024, following the disclosure of the Project SEP on MoAF website, PCU conducted a virtual meeting with 89 participants representing various Project stakeholders. The list of meeting participants is provided below, and the attendance sheet is included in Annex 1.  ABDGM (PCU) of MoAF  TRGM of MoAF  BÜGEM of MoAF  HAYGEM of MoAF  Adana Provincial Directorate of MoAF  Erzincan Provincial Directorate of MoAF  Kilis Provincial Directorate of MoAF  Adıyaman Provincial Directorate of MoAF  Elazığ Provincial Directorate of MoAF  Kayseri Provincial Directorate of MoAF  Diyarbakır Provincial Directorate of MoAF  Hatay Provincial Directorate of MoAF  Sivas Provincial Directorate of MoAF  Osmaniye Provincial Directorate of MoAF  NGOs: - Central Union of Turkish Cattle Breeders - Southeastern Anatolia Project International Agricultural Research and Training Center - Central Union of Turkish Sheep and Goat Breeders  Community representatives and members Opening speech has been delivered by Head of Department, ABDGM for MoAF (PCU). She has made a presentation informing about the Project's objective, its components, proposed activities, potential E&S impacts, suggested mitigation measures, and details about the framework E&S plans. 9 Following the informative presentation, ES documents were presented and detailed information about E&S documents and its functioning was provided by E&S expert, who was hired to prepare E&S documents. The Project Coordinator moderated the meeting, After the presentations, participants were invited to ask questions and provide comments during the question and answer session. All questions of the participants were received and answered one by one. Photos from the virtual meeting are displayed in the figure below. Figure 1: Photos from the Project Introductory Meeting Minutes of Meetings is provided in Annex 1. The following questions were raised by the participants and addressed by the MoAF representatives: Question (Erzincan Cumhuriyet Neighborhood Mukhtar): What are the criteria for receiving support for irrigation channels, and is it possible for my neighborhood to qualify for this assistance? Additionally, what is the scope of pasture support, and does it include drone-based spraying? Answer (Representative of TRGM): This support will be provided to 5 provinces and 14 cooperatives. Answer (Representative of BÜGEM): Drone-based spraying is included in the Project. The provincial directorate will provide detailed information about this service. Comment (Representative of Southeastern Anatolia Project International Agricultural Research and Training Center): Irrigation with electricity in the Viranşehir district is not satisfactory. Answer (Representative of PCU): This issue is not addressed by this Project. Question (A farmer from Kahramanmaraş): What is the start date of the project? Answer (Representative of PCU): The project is planned to be effective in November 2024. Question (Representative of Central Union of Turkish Sheep and Goat Breeders): Are there any mitigation measures for climate change, specifically for drought, in the Project? Answer (Representative of PCU): Relevant actions related to climate change, including drought mitigation, are included in the Project. Comment (Mukhtar from Malatya): We have important needs such as water resources in pasture areas and livestock shearing machines. Answer (Representative of HAYGEM): Pilot project study results have been received and will be 10 evaluated. Support for livestock shearing machines and similar equipment is included within the scope of the Project. Question (Representative of Adıyaman Provincial Directorate and mukhtars): There is a water shortage in pastures, and drilling is needed. Additionally, there is a need for machinery and equipment. Answer (Representative of PCU): Necessary consultations have been conducted in the region, and detailed work will be carried out according to the identified needs. The SEP document was updated based on the outcomes of the meeting and published on the MoAF website. Moving forward, the SEP will be reviewed and updated periodically as needed. Significant changes to project-related activities and programs will be reflected in the SEP, and the updated version will be announced. 4.2. Summary of Project Stakeholder Needs and Methods, Tools, and Techniques for Stakeholder Engagement The stakeholder engagement methods to be used during project implementation, which aim to sustain ownership of the project stakeholders’ and to increase the awareness on social impact of the project are explained below. Formal Meetings: Official meetings will consist of internal meetings to be held within MoAF and its relevant DGs; and meetings to be held with different government authorities and relevant NGOs, and institutions to be engaged during preparation and implementation phases of the Project. In addition, stakeholder engagement meetings will be held. Project Opening and Closure Meetings: Multi-stakeholder meetings will be held to announce and disseminate project activities and results, both at the beginning and end of the project life cycle. Disclosure Meetings: Disclosure meetings will be held to share with the stakeholders the ESF instruments (ESMF, SEP, RF, LMP, Environmental and Social Commitment Plan [ESCP] and other relevant implementation documents) developed for the Project. The announcements for these meetings will be made via e-mails, MoAF’s and relevant DGs’ official websites, social media accounts (WhatsApp, Facebook, etc.), public notice boards, billboards, announcement in villages through speakers, and newspapers. In case the meetings are carried out via digital platforms, feedback on shared documents will be collected through official correspondences, online feedback forms and e- mails to support the effectiveness of these meetings. The ESF instruments to be prepared for the Project or the subprojects are living documents which can be updated in accordance with any change on the project and sub-projects. Consultation Meetings: These meetings will be organized to inform the project stakeholders about the scope and timeline of subproject activities and to seek feedback from project affected parties (including vulnerable groups). Consultation meetings should include all potential stakeholders to be affected by the project activities including community members, vulnerable/disadvantaged groups, Non-Governmental Organizations (NGOs) and/or all other stakeholders identified throughout the Project life cycle. The meeting minutes and participant lists of the meetings will be recorded. Consultation meetings can be conducted virtually or face to face public participation meetings can be organized (specifically local meetings). Workshops, trainings: These events will be organized to reach out the target stakeholders (farmers, farmer associations, greenhouse construction companies and technology providers, etc.) for each subcomponent to raise their awareness regarding the Project and the trainings/supports to be given 11 within the scope of the Project. Digital Communication Tools: The MoAF’s and its relevant GDs’ websites, social media accounts, national/local television channels, Tarım TV (https://www.tarimtv.gov.tr/), radio stations and SMS will be used to inform stakeholders about the progress, and important developments of the Project. Press releases will also be shared with the press. Other Engagement Methods: Focus group discussions, site visits and in-depth interviews, which are also common stakeholder engagement methods, can be used during the project implementation if any additional engagement activities are required. Grievance Mechanism: A proper grievance mechanism (GM) will be established and operated for the Project in compliance with the World Bank's ESS10 requirements. The details of the GM are provided in Chapter 6 of this document. In order for this mechanism to function properly and timely manner, a GM focal point will be assigned as part of the PCU to oversee the entire process. The GM focal point will also be responsible for reporting the project's grievance redress process for monitoring purposes. This person will also be responsible to coordinate the grievance mechanism to ensure its smooth functioning within the project by coordinating the grievance mechanism and will provide channels for the project stakeholders to provide feedback on the project activities and/or raise concerns. 4.3. Stakeholder Engagement Plan In the light of information given in the previous paragraphs, the summary of the stakeholder engagement plan is given in Table 2. 12 Table 2: The Overview of the Stakeholder Program Project Phase Consultation Subject/ Message to be delivered List of information Method Used Target Stakeholder Frequency Responsible Party to be disclosed Preparation • Inform the stakeholders about the scope • Project • Opening meeting • Project Affected Before the • PCU and need of the Project. concept, E&S • Public announcements Parties commencement of • GDs • Consult the stakeholders about principles and • Non-technical project • Other Interested component o project design, obligations Parties activities summaries/presentations o environmental and social risks and • ESF documents • Electronic publications • Disadvantaged/ impacts, (ESCP, ESMF, Vulnerable Throughout the • Social media project lifecycle o proposed mitigation SEP, LMP, RF) Groups/Individuals measures, • Press releases • ESMF, GMs • Consultation meetings (virtual/face-to-face) • Seek feedback • Digital communication tools • Grievance Mechanism • Poster, brochure, leaflet, etc. • SMS Implementation • Inform the stakeholders about the project • ESMPs • Public announcements • Project Affected Prior to start of • PCU & scope and ongoing activities • SEPs • Non-technical project Parties implementation of • GDs Construction • ESF documents (ESMF, ESMPs, RPs, SEPs, • LMP summaries/presentations • Other Interested the project, and as • Provincial needed during the etc.) • RPs • Electronic publications Parties Organizations project lifecycle • GMs • GM procedure • Social media • Disadvantaged/ • Supervision • Seek feedback • Regular • Press releases Vulnerable Consultant Groups/Individuals • Contractor updates on • Disclosure meetings Project • Consultation meetings (virtual/face-to-face) development • Focus group discussions, • Site visits • In-depth interviews • Workshops & trainings • Digital communication tools • Grievance Mechanism • Poster, brochure, leaflet, etc. • SMS 13 Operation • GMs • Project outputs • Closure meeting • Project Affected After completion • PCU • Receive feedback • Redress of • Consultation meetings Parties of project activities • GDs grievances • Disclosure meetings, • Other Interested • Focus group discussions, Parties • Site visits • Disadvantaged/ • In-depth interviews Vulnerable Groups/Individuals • Workshops & trainings • Digital Communication Tools/social media • Poster, brochure, leaflet, etc. • SMS 14 4.4. Reporting Back to Stakeholders Stakeholders will be kept informed 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. 5. Resources and Responsibilities for Implementing Stakeholder Engagement Activities 5.1. Resources MoAF PCU and GDs will be in charge of stakeholder engagement activities. The budget for the SEP is 845,000 USD and is included in Component 3 of the project. Table 3: SEP Budget Budget Categories Estimated Cost (USD) Communication and Visibility Activities Communication Specialist (1) 182,000 Project Opening Ceremony 30,000 Project Closing Ceremony 30,000 Commissioning Ceremonies 600,000 Grievance and Redress Mechanism 3,000 Total SEP Budget 845,000 5.2. Management Functions and Responsibilities This section describes the institutional arrangements for the SEP aspects of the full project management and implementation. Responsibility for overall project implementation, including management and coordination will lie with the MoAF, through the implementing units. One environmental specialist and one social specialist will assist in managing and implementing the environmental and social issues associated with this project. The E&S specialists will be employed under the PCU and responsible for ensuring overall compliance of the proposed Project with ESF requirements. While each specialist will have a primary focus, they will be available to provide support across subcomponents as needed and support the GDs. All specialists will be onboarded at the beginning of the proposed Project and will maintain their positions throughout the project implementation. The responsibilities of the key actors in SEP Implementation are given below: GDs will be responsible of overseeing project activities under their respective subcomponents and ensure effective engagement with MoAF’s units and relevant stakeholders at the provincial level. A Project Coordinating Unit (PCU) responsible for overall project coordination will be established under ABDGM. The PCU will be responsible for overseeing overall implementation and management of the project, ensuring proper application of all project-related requirements, and preparing all project documents to be submitted to the Bank. The PCU will host a dedicated multidisciplinary team of project management, technical, financial management, procurement, environmental, and social 15 specialists with qualifications satisfactory to the WB. PCU’s functions will be overseen by the leading Vice-Minister. A Project Steering Committee (PSC) will be established to ensure effective coordination at a higher level and provide strategic advice. The PSC will have participation of senior leadership of MoAF, including Deputy General Directors from the relevant GDs, Head of Strategy Development Directorate, Head of Budget Department ve PCU Coordinator. Senior officials of the Ministry of Treasury and Finance and Presidency’s Strategy and Budget Office will be invited to join specific sessions, based on project needs. The PSC will be chaired by the line Vice Minister of the MoAF with the PCU acting as the Secretariat. The key functions of the PSC will be to review the Annual Workplans and Budgets, monitor implementation progress, ensure effective institutional coordination, and provide guidance as needed for ensuring the delivery of project outputs and achievement of project outcomes. The communication with the communities will be ensured throughout the life of the proposed Project. 6. Grievance Mechanism The main objective of a Grievance Mechanism (GM) is to assist to resolve complaints and grievances in a timely, effective, and efficient manner that satisfies all parties involved. 6.1. Description of GM Description of GM used during the project implementation is summarized in below table. Table 4: Description of GM Step Description of Process Time Frame Responsibility National Level: CİMER Webpage: https://www.cimer.gov.tr https://giris.turkiye.gov.tr/ Presidency’s Directorate Hotline: Alo 150 of Communications Mail Address: T.C. Cumhurbaşkanlığı Külliyesi 06560 Beştepe – Ankara Phone: +90 312 590 2000 Fax: +90 312 473 6494 National Level: TİMER Webpage : GM https://timer.tarimorman.gov.tr/ https://www.turkiye.gov.tr Hotline: ALO 180 - MoAF through TİMER implementation structure Mail Address: T.C. TARIM VE ORMAN BAKANLIĞI Tarım ve Orman İletişim Merkezi Üniversiteler Mahallesi Dumlupınar Bulvarı, No: 161 06800, Ankara Project Level: Complaint Committee composed of representatives of PCU, GD, Complaint Committee regional directorates, supervision consultants and contractors. MoAF through the Regional Level: Provincial and District provincial and district Directorates of MoAF directorates 16 Step Description of Process Time Frame Responsibility Contractors Sub-Project Level: Project sites International Level: World Bank GM Independent Inspection Panel (IIP) World Bank http://www.worldbank.org/en/projects- operations/products-and- services/grievance-redress-service Grievances can be submitted via the following channels through above mentioned implementation structure: Presidency’s Directorate of Communications • Toll-free telephone hotline/Short Message Service (SMS) line MoAF through TİMER • E-mail MoAF through PCU Grievance uptake - • Letter to Grievance focal points at local MoAF through the facilities provincial and district directorates • Complaint form to be lodged via any of the above channels (Annex 2) Contractors • Walk-ins may register a complaint in a World Bank grievance logbook at a facility or suggestion box Any complaint received is forwarded to PCU, Logged in grievance log (Annex 4) and Upon receipt of Local grievance focal Sorting, processing categorized according to the following complaint points and PCU complaint types: internal/external Presidency’s Directorate of Communications MoAF through PCU Receipt of the grievance is acknowledged to Acknowledgment and Within 2 days of MoAF through the the complainant by the implementing follow-up receipt provincial and district structures directorates Contractors World Bank Complaint Committee Investigation of the complaint is led by PCU. composed of Verification, A proposed resolution is formulated by Within 10 working representatives of PCU, investigation, action Complaint Committee and communicated to days GD, regional directorates, the complainant by telephone or e-mail. supervision consultants and contractors. Monitoring and Data on complaints are collected by PCU and Every 6 months PCU evaluation reported to WB every 6 months. Provision of feedback Feedback from complainants regarding their - PCU satisfaction with complaint resolution is 17 Step Description of Process Time Frame Responsibility collected via Grievance Closeout Form (Annex 3) Training needs for staff/consultants in the GDs, provincial/District directorates, Contractors, and Supervision Consultants are as follows: Within 3 months of Training creation of PCU and PCU -Training of GRM committees on GDs procedures to manage complaints -Training on gender-based violence (GBV) The GM will provide an appeal 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. Any grievances that may occur during the project will be addressed at four levels. The GM at the first level will be undertaken by the ABDGM. Secondly, contractors will establish their own GM for undertaking grievances for sub-contractors and workers. As the third level the MOAF’s GM (TİMER) will be effectively adapted for the Project. Finally, the Presidential Communication Center (CİMER) will constitute the fourth level of the GM of this project. In addition to project’s GM for its internal and external stakeholders, the ESS 2 requires establishment of a Workers’ Grievance Mechanism (WGM) for the project workers. The project workers will use the WGM to convey their concerns or suggestions regarding their working conditions and workplace. Details about the WGM is provided in the project LMP. Although the risk from project activities is low, the grievance mechanism shall include handling Sexual Exploitation and Abuse/Sexual Harassment (SEA/SH) complaints. The GM that will be in place for the project workers will also be used for addressing SEA/SH related issues and will have in place mechanisms for confidential reporting, with safe and ethical documenting of SEA/SH issues. 7. Monitoring and Reporting 7.1. Summary of how SEP implementation will be monitored and reported Stakeholder engagement activities will be monitored periodically and reported in project progress reports biannually. Documentations of the stakeholder engagement activities will be kept in the archive of the MoAF. Information about the consultation activities will be reported to the Bank within the Project Progress reports and will include, • Number and type of consultations • Number of participants, type of stakeholders engaged • Critical issues discussed, raised during the consultations, • Number of grievances received (disaggregated data: gender, province, category of grievance, status of the grievances [closed, pending, resolved, etc.], etc.) 18 7.2. Reporting back to stakeholder groups The SEP will be periodically (annually) revised and updated as necessary in the course of project implementation. Semi-annual summaries and internal reports 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 semi-annual summaries 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 including the Ministry website, advertisements or SEP. 19 8. References 1. 2017. “World Bank Environmental and Social Framework.” World Bank, Washington, DC. 2. 2018. “Guidance Note for Borrowers: ESS10: Stakeholder Engagement and Information Disclosure” 3. 2022, Türkiye Climate Smart and Competitive Agricultural Growth Project Stakeholder Engagement Plan, MoAF, Ankara 4. https://www.cimer.gov.tr/50sorudacimer.pdf 20 Annexes Annex 1: Records of Meetings or Consultations Annex 2: Grievance Form Annex 3: Grievance Closeout Form Annex 4: Grievance Log 21 Annex 1: Records of Meetings or Consultations Stakeholder (Group and Dates of Summary of Feedback Response to Follow-up Timetable/Date Individual) Consultations Project Action(s)/Next to Complete Implementa Steps Follow-up tion Team Action(s)  ABDGM (PCU) 29.12.2023 - An internal project introduction - Future -  TRGM meeting was conducted. meetings will be  BÜGEM - Subcomponents of the project was organized  HAYGEM introduced to the implementing during start and  Provincial agencies. implementation Directorates of - The questions were answered and phases of the MoAF: comments were received. project.  Adana  Adıyaman  Diyarbakır  Elazığ  Gaziantep  Hatay  Kahramanmaraş  Kilis  Malatya  Osmaniye  Şanlıurfa and Sivas  - ABDGM (Project 11.07.2024 - Virtual project introductory Updated SEP Coordination Unit) meeting was conducted after will be - Implementing General disclosure of the Project SEP. redisclosed. Directorates - The Project's objective, its (Department Heads): components, proposed activities,  ABDGM potential E&S impacts, suggested  HAYGEM mitigation measures, and details  BÜGEM about the framework E&S plans.  TRGM - The questions were answered and - Representatives from comments were received. the Provincial Directorates (the Provincial Directors and Deputy Directors) in earthquake area.  NGOs  Community representatives and members 22 T.C. MINISTRY OF AGRICULTURE AND FORESTRY DIRECTORATE GENERAL OF EUROPEAN UNION AND FOREIGN RELATIONS Minutes of Meeting (MoM) Meeting Date & Time: 11/07/2024 at 10:30 – 12:00 Meeting: Agriculture Sector Recovery in Türkiye's Earthquake-Affected Provinces Project Introductory Meeting Meeting location: Online meeting 23 Agenda of Meeting: The agenda items of the meeting were  Project objective, components of the Project, proposed activities, potential environmental and social (E&S) impacts, proposed mitigation measures, and information about the framework E&S plans Topics: 1. Opening speech has been delivered by Head of Department, ABDGM for MoAF (PCU). She has made a presentation informing about the Project's objective, its components, proposed activities, potential E&S impacts, suggested mitigation measures, and details about the framework E&S plans. 2. Following the informative presentation, ES documents were presented and detailed information about E&S documents and its functioning was provided by E&S expert, who was hired to prepare E&S documents. 3. The Project Coordinator moderated the meeting, After the presentations, participants were invited to ask questions and provide comments during the question and answer session. All questions of the participants were received and answered one by one:  Question (Erzincan Cumhuriyet Neighborhood Mukhtar): What are the criteria for receiving support for irrigation channels, and is it possible for my neighborhood to qualify for this assistance? Additionally, what is the scope of pasture support, and does it include drone-based spraying? Answer (Representative of TRGM): This support will be provided to 5 provinces and 14 cooperatives. Answer (Representative of BÜGEM): Drone-based spraying is included in the Project. The provincial directorate will provide detailed information about this service.  Comment (Representative of Southeastern Anatolia Project International Agricultural Research and Training Center): Irrigation with electricity in the Viranşehir district is not satisfactory. Answer (Representative of PCU): This issue is not addressed by this Project.  Question (A farmer from Kahramanmaraş): What is the start date of the project? Answer (Representative of PCU): The project is planned to start in November 2024.  Question (Representative of Central Union of Turkish Sheep and Goat Breeders): Are there any mitigation measures for climate change, specifically for drought, in the Project? Answer (Representative of PCU): Relevant actions related to climate change, including drought mitigation, are included in the Project.  Comment (Mukhtar from Malatya): We have important needs such as water resources in pasture areas and livestock shearing machines. Answer (Representative of HAYGEM): Pilot project study results have been received and will be evaluated. Support for livestock shearing machines and similar equipment is included within the scope of the Project.  Question (Representative of Adıyaman Provincial Directorate and mukhtars): There is a water shortage in pastures, and drilling is needed. Additionally, there is a need for machinery and equipment. Answer (Representative of PCU): Necessary consultations have been conducted in the region, and detailed work will be carried out according to the identified needs. 4. At the end of the meeting, the participants were encouraged that they could contact the MoAF at any time if they have any questions about the project and the meeting 24 Annex 2: Grievance Form GRIEVANCE FORM Reference No (to be filled by institution) Personal Information Although giving name and address is not compulsory, it should be kept in mind that during the feedback process regarding the grievance some problems may occur due to lack of information Personal information will be used to identify if there exist special circumstances with respect to your grievance and it will be stored and processed according to Personal Data Protection Law No. 6698. You can choose to fill partly or not to fill Full Name Province District Neighborhood/Village Locality Preferred way of communication (Please provide your contact details: mail address, e-mail address, telephone number, etc. in you would like to be informed about the resolution process, actions to be taken) Grievance Your proposal for solution (if any) Signature Date 25 Annex 3: Grievance Closeout Form GRIEVANCE CLOSEOUT FORM Grievance closeout number: Reference No of the Grievance Define immediate action required: Define long term action required (if necessary): Compensation Required? [ ] YES [ ] NO CONTROL OF THE REMEDIATE ACTION AND THE DECISION Stages of the Remediate Action Deadline and Responsible Institutions 1. 2. 3. 4. 5. 26 Annex 4: Grievance Log Complaint Date Name of Complainant Complaint Subject Remedial Measures Complaint Closure Status Closing Date Explanations 27