Stakeholder Engagement Plan (SEP)
ASTARTA Agri-industrial holding
Kyiv
Contents Introduction 1. Purpose and scope of the document 2. Information about the Company. 2.1. Description of business model 2.2. Product development chains 3. Purpose and scope of the Project 4. Legislative requirements and standards for public consultation 4.1. Legal basis of Ukraine and international requirements for public consultation 4.2. International standards for public consultation used by financial institutions 4.3 Comparison of national regulations with EBRD and IFC recommendations 5. Stakeholder Analysis 5.1. Stakeholder identification 5.2. Evaluation of direct positive/negative impacts on stakeholders 5.3. Stakeholder map 5.4. Stakeholder expectations in project implementation areas 6. Stakeholder Engagement Program 6.1. Previous experience of stakeholder engagement and its results 6.2. Interaction of SEP with other policies and procedures of the Company 6.3. Forms of communication with stakeholders 6.4. Communication plan with stakeholders 7. Mechanism for implementation of an action plan to respond to stakeholder problems 8. Grievance management 8.1. Procedure for responding to unfounded grievance 9. Monitoring and reporting 10. Procedure for updating the document and making changes 10.1. . Overview of a typical stakeholder engagement process for a new project/extension, reconstruction 11. Stakeholder Engagement Management
Appendix A Grievance form and mechanism Appendix B Contact information for applications, responsible persons for stakeholder engagement in the regions Introduction The present Stakeholder Engagement Plan (SEP) was developed for increase in public knowledge as well as for stakeholders and improvement of procedures of the Company
The offered actions of the project according to the legislation of Ukraine, the managements of state standard specifications and Construction Norms and Regulations, were also developed taking into account the previous corresponding experience of the best world practices. This document defines consultations with stakeholders and engagement process for agri-industrial holding Astarta. This document is called «Stakeholder Engagement plan” (SEP).
The purpose of this SEP - to define and describe local requirements for consultations and disclosure of information, to define the key interested groups, to provide the table of strategy and time for exchange of information and consultations of these groups; to describe resources and responsibility for performance of SEP and a detail of reporting/documentation of consultations and disclosure of information on activity. This SEP is intended in order that all interested parties were defined, and are significantly consulted during development and implementation of the project.. Besides, this Stakeholder Engagement plan was prepared according to requirements to Executions of the EBRD, policy of the EBRD about public awareness (2008), and includes the following:
• Local legal base of consulting activity and requirements to disclosure of information of the project, in particular, concerning those kinds of activity of public consultations which are directly necessary at local process of delivery of permissions; • Identification of potential interested parties which are mentioned or can be affected or can have interest in the project; • Reports of consultations; • The description of how some problems or complaints will be processed (The mechanism of consideration of complaints); • The action plan for further carrying out consultations during preparation, construction and operation of the project; • The plan for disclosure of information, including identification of places where the corresponding documentation of the project will be available locally, and in other countries, and also languages which will be used. SEP will be reconsidered and be updated on a regular basis. If activity is changed or the new kinds of activity connected with interested parties will be begun with interaction, then SEP will be updated. SEP will also be periodically reconsidered during implementation of the project and to be updated on a measure need.
1. Purpose and scope of the document Stakeholder engagement seeks to establish and maintain constructive engagement with stakeholders. This is an ongoing process. This process continues throughout the project cycle and includes a wide range of activities and approaches, from information sharing and consultation to active participation, negotiation and partnerships. The objectives of the Stakeholder Engagement Plan are to describe the company`s strategy and program for stakeholder engagement, considering the cultural characteristics required. The aim is to provide relevant and comprehensible information in a timely manner, as well as to provide stakeholders with an opportunity to express their views and concerns and to allow the company to take these points into account and make appropriate decisions.
The purpose of this document consists in establishing the basis for constructive dialogue between agri-industrial holding Astarta and stakeholders.
Stakeholder Engagement Plan includes the following elements: project conditions and legal requirements, stakeholder identification and analysis, stakeholder commitment planning - identifying communication channels that are appropriate for local needs grievance mechanism The above elements are described in the following chapters.
2.1. Information about the Company. Description of business model Brief description Astarta was founded in 1993. Vertically integrated agro-industrial holding, specializing in sugar production, agriculture, soybean processing and dairy farming. Astarta's production facilities are located in Poltava, Vinnytsia, Khmelnytsky, Chernihiv, Ternopil, Zhytomyr, Cherkasy and Kharkiv regions. In 2006, Astarta was the first Ukrainian company to successfully conduct IPO on the Warsaw Stock Exchange, attracting investors from Europe, the USA and Asia. In 2017 Canadian Fairfax fund has become one of the key shareholders of the company . Business model The Group has developed an effective business model which integrates four main business segments involving synergetic interconnection. Each business segment represents a consumer and supplier of materials from/to another business segment aimed at securing the required level of self-sufficiency.
Sugar production and biomass plant Sugar production operations include eight sugar plants, which together can process more than 40 000 tons of sugar beets per day. The company actively conducts modernisation programs. ASTARTA has been implementing the Energy Efficiency Program to reduce not only natural gas and coal consumption but also the use of limestone and fresh water in sugar production. Molasses is partly used in our cattle farms, partly is being used in our biomass plant in Globyno. Sugar beet pulp is being used in our biomass plant in Globyno to produce energy and fertilisers for our farms.ASTARTA sugar plants are certified according to 32 international management systems: quality (ISO 9001), food safety management systems (ISO 22000 and FSSC 22000), environmental management system (ISO 14001), health and safety management system (ISO 45001) and energy management systems (ISO 50001). Sugar plants undergo social and environmental audits at the request of consumers to ensure conformity to international standards systems.
Agriculture
Our farms are located around the country’s best production areas in the oblasts of Poltava, Vinnytsya, Ternopil, Khmelnytsky, Kharkiv, Cherkasy, Chernihiv, and Zhytomyr. We mainly grow sugar beet – which is then processed at our own sugar plants, as well as grains and oilseeds. We aim to improve crop yields based on best technologies to improve economic efficiency while maintaining environmental sustainability. We put a significant and growing focus on organic farming which is being implemented in Poltava region today as part of the pilot project. Since 2015 the company has implemented a special program called “Grain of ASTARTA” to build more grain storage facilities. The company modernises existing storage capacities and constructs new modern grain elevators in Poltava, Khmelnytsky and Vinnytsya oblasts. Our total storage capacity now stands at up to 500 000 tons. As a part of ASTARTA there are two seed plants, which provide the needs of holding companies in high-yielding wheat and soybean seeds.
Soybean processing ASTARTA put into operation the second largest integrated soybean processing plant in Ukraine in Globyno (Poltava region) in early 2014. The installed crushing capacity is 700 tons of soybeans per day or approximately 220 000 tons annually. Annual production capacity is up to 160 000 tons of feeding high-protein toasted meal, 40 000 tons of soybean oil, and 9 000 tons of granulated shell. The complex has equipment supplied by leading manufacturers and certified in accordance with international standards, as well as water purification and air cleaning systems. Globynsky soybean processing plant uses biogas supplied by biomass plant in Globyno. Soybean processing is an export oriented direction: most of the soya for processing is grown by agro-firms of the company, the rest of the raw materials are purchased from partners.
Dairy cattle farming Dairy farming is an important socio-economic area of our work. ASTARTA is one of the largest industrial producers of milk in Ukraine, the total herd of cattle on the farms of the company totals 29 000 heads. Owing to long-term breeding work, investments in farm equipment and high-quality forage, we increase the quantitative and qualitative indicators of milk and maintain the profitability of production. Nowadays, the share of extra-grade milk reaches one third of total Group’s milk production. In 2017, ASTARTA built a powerful feed center in Poltava region, which provides balanced feeding for 10 000 heads of cattle.
2.2. Product development chains
To provide a complete analysis of processes, identify stakeholder groups, evaluate the direct positive/negative impacts of business operations on stakeholders, identify expectations, significant issues, product development chains are presented below.
PRODUCT DEVELOPMENT CHAIN (SUGAR PRODUCTION)
Warehousing and sales 1. Providing storage and supply Production period conditions to the 1. Rhythmic work of end-user the plant (without Supply with raw breakage) materials 2. Ensuring 1. Searching for areas compliance with for sowing raw Preparatory stage sugar production materials (beet). technology 1. Budgeting 2. Working with raw 2. Purchasing and material suppliers delivering of (training, application of equipment, materials the latest technologies 3. Repairing works of plant protection from unfavorable weather 4. Obtaining permits conditions) 5. Planning of staff 3. Transportation and workload storage of raw materials
PRODUCT DEVELOPMENT CHAIN (AGRICULTURE)
Transporting, storing crops Harvesting and forage Sowing period Crop care 1. Harvesting conservation Preparatory stage 1. Tillage and 1. Microfertilizing with a (silage and hayage silage) 1. Conclusion of soil preparation, 2. Treatment with combine etc. agreements with fertilization. plant protection 2.Cleaning shareholders wastes (formation of a land 2. Sowing. products. bank). 3. Watering 2. Attraction of 4. Scouting for investments. crops. 3. Budgeting 4. Purchasing and supplying of equipment, materials, raw materials, seeds, machinery. 5. Recruitment and involvement of staff. 6. Repairing and preparation of equipment. 7. Preparing the infrastructure for harvesting. PRODUCT DEVELOPMENT CHAIN (CATTLE FARMING)
Forage production
Livestock feeding
Livestock care
Livestock veterinary services
Milking of livestock
Disposal of livestock products and wastes
PRODUCT DEVELOPMENT CHAIN (SOYBEAN PROCESSING)
Warehousing and sales 1. Providing Production period storage and supply conditions to the 1. Rhythmic work of end-user the plant (without Supply with raw breakage) materials 2. Ensuring 1. Searching for areas compliance with for sowing raw sugar production Preparatory stage materials (soybean). technology 1. Budgeting 2. Working with raw 2. Purchasing and material suppliers delivering of (training, application of equipment, materials the latest technologies 3. Repairing works of plant protection from unfavorable 4. Obtaining permits weather conditions) 5. Planning of staff 3. Transportation and workload storage of raw materials
PRODUCT DEVELOPMENT CHAIN (BIOMASS PLANT)
Wastes (plant growing, livestock, sugar production and soybean processing)
Storage and preparation Soybean processing of raw materials
Biogas Complex (biogas production) Sugar production
3. Purpose and scope of the project
The assets of the Company and projects aim to increase productivity and reduce resource consumption by improving logistics and storage infrastructure The project includes the construction and reconstruction of grain storage facilities and the construction of sugar silos, as well as the reconstruction and modernization of sugar plants, dairy farms, bioenergy complex, etc. Details of the project component are presented in Table 1. Silos, grain storages and sugar plants are located in Vinnytsia, Poltava, Kharkiv and Khmelnytsky regions - the key regions of Astarta business activity. Table 1. Locations of the objects
№ Borrower Business unit near object Location of the object
1 “Zerno-Agrotrade” LLC LLC Agricultural Company Lutovynivka village, (loans of EBRD and EIB) «Dobrobut” Kozelschyna district, Poltava region 2 «Astarta-Kyiv» LLC Firm, LLC Agricultural Company Yaresky village, 24, «Tsukoragroprom» LLC, «Dovzhenko» Novatoriv str, Poltava LLC Agricultural Company "Yareskivskiy sugar region, «Dovzhenko» (loans of plant" LLC Shyshaky district EBRD and FMO) «Tsukoragroprom» 3 LLC «Zerno-Agrotrade» LLC «Zerno-Agrotrade» Semenivka village, (loans of EBRD and EIB) (Semenivka village) Globynsky district, Poltava region. 4 LLC «Zerno-Agrotrade» LLC «Zerno-Agrotrade» Viitivtsi village, Volochyskyi (loans of EBRD and EIB) district, Khmelnytskiy region. 5 LLC «Zerno-Agrotrade» LLC «Zerno-Agrotrade» Skorohodove village, (loans of EBRD and EIB) Chutivskiy district, Poltava region. 6 «Astarta-Kyiv» LLC Firm, ALC «Narkevitskiy Sugar Narkevychi village, «Tsukoragroprom» LLC, Plant» 1, Zavodska str, Volochyskyi LLC Agricultural Company district, Khmelnytskiy region «Dovzhenko» (loans of EBRD and FMO ) 7 «Astarta-Kyiv» LLC Firm, LLC «Novoorzhytskiy Poltava region, Orzhytskyi «Tsukoragroprom» LLC, sugar plant» district, Novoorzhytske Agricultural Company village, “Dovzhenko» (loans of 2, Tsentralna str EBRD and FMO) 8 «Astarta-Kyiv» LLC Firm, ALC «Novoivanivskyi Kolomak village, 123, «Tsukoragroprom» LLC, sugar plant» Peremogy str, Kolomaky Agricultural Company district, Kharkiv region “Dovzhenko» (loans of EBRD and FMO) 9 «Astarta-Kyiv» LLC Firm, LLC «APK Savynska» Savyntsi village, 1, Savynske «Tsukoragroprom» LLC, Shosse, Balakliyskyi region, Agricultural Company Kharkiv region “Dovzhenko» (loans of EBRD and FMO) 10 «Astarta-Kyiv» LLC Firm, subsidiary "Globynskyi Globyno, 1G, Zavodska str, «Tsukoragroprom» LLC, sugar plant” LLC Poltava region Agricultural Company «Tsukoragroprom» № Borrower Business unit near object Location of the object
“Dovzhenko» (loans of EBRD and FMO) 11 «Astarta-Kyiv» LLC Firm, subsidiary "Zhdanivskyi Zhdanivka village, «Tsukoragroprom» LLC, sugar plant”LLC 2, Zavodska str, Vinnytsya Agricultural Company «Tsukoragroprom» region, Khmilnytskyi district “Dovzhenko» (loans of EBRD and FMO) 12 «Astarta-Kyiv» LLC Firm, subsidiary "Kobeliatskyi Bilyky village, «Tsukoragroprom» LLC, sugar plant» LLC 1, Myru Str Agricultural Company «Tsukoragroprom» Poltava region, Kobeliatskyi “Dovzhenko» (loans of district EBRD and FMO) 13 «Astarta-Kyiv» LLC Firm, LLC «Globinskiy Polava region, Globynskyi LLC «Globinskiy processing factory» district, processing factory» (IFC Globyno, loan) 203, Volodymyrivska str 14 «Astarta-Kyiv» LLC Firm LLC, Agricultural Poltava region, Shyshatskyi (loan of EBRD) Company “Dovzhenko» district, (dairy farm) Gogolevo village, 46, Zhovtneva str 15 LLC «APO “Tsukrovyk LLC «Globynskyi Poltava region, Globynskyi Poltavschyny” (loan of bioenergetichniy district, EBRD) complex» Globyno, 1, Zavodska str 16 LLC «Tsukoragroprom» ALC «Narkevitskiy sugar Narkevychi village, (loans of EBRD and EIB) plant» (sugar silo Volochyskyi district, construction) Khmelnytskiy region. 17 LLC «Zerno-Agrotrade» LLC, Agricultural Yaresky village, (loans of EBRD and EIB) Company “Dovzhenko», Shyshatskyi district, PU “Yareskivskiy sugar Poltava region plant” (Yaresky) 18 LLC «Zerno-Agrotrade» LLC «Zerno-Agrotrade» PU Khmilnyk, Vinnytsya region, (loans of EBRD) "Khmilnitskiy elevator" Pryvokzalna str. 53 19 LLC «Zerno-Agrotrade» LLC «Zerno-Agrotrade» PU Krasyliv, Khmelnytskiy (loans of EBRD) «Krasilivskiy elevator» region, M. Hrushevskogo str. 146
Locations according to satellite observations are presented below
Picture 1. Lutovynivka village, Poltava region.
Picture 2. Yaresky village, Poltava region.
Picture 3. Semenivka village, Poltava region.
Picture 4. Viytivtsi village, Khmelnytskiy region.
Picture 5. Skorohodove village, Poltava region.
Picture 6. Narkevychi village, Khmelnytskiy region.
Picture 7. Novoorzhytske village, Poltava region
Picture 8. Kolomak village, Kharkiv region.
Picture 9. Savyntsi village, Kharkiv region.
Picture 10. Town of Globyno, Poltava region.
Picture 11. Zhdanivka vilage, Vinnytsya region.
Picture 12. Bilyky village, Poltava region.
Picture 13. Yaresky village, Poltava region.
Picture 14. Gogolevo village, Poltava region.
Picture 15. Krasyliv, Khmelnytskiy region
Picture 16. Khmilnyk, Vinnytsya region
4. Legislative requirements and standards for public consultation 4.1. Legal basis of Ukraine and international requirements for public consultation Laws of Ukraine "On information"; http://search.ligazakon.ua/l_doc2.nsf/link1/T265700.html "About access to public information": http://search.ligazakon.ua/l_doc2.nsf/link1/T112939.html regulate the right and access for citizens of Ukraine to information which is of public interest and provide a possibility of free receiving, use, distribution and safety of the data necessary for them for realization of the rights, freedoms and legitimate interests, implementation of tasks and functions. Art. 9 of the Law of Ukraine "On environmental protection": grants the right to citizens of Ukraine on participation in discussion and entering of offers into drafts of normative legal acts, materials on placement, construction and reconstruction of objects which can negatively influence a condition of the surrounding environment; participation in development and implementation of actions for protection of the surrounding environment, rational and complex use of natural resources; participation in public hearings or public meetings concerning impact of the planned activity on the surrounding environment at stages of placement, design, construction and reconstruction of objects and conducting public environmental assessment. http://search.ligazakon.ua/l_doc2.nsf/link1/T126400.html
Law of Ukraine "On Citizens' Appeals": grants to citizens of Ukraine the right to address to public authorities, local government, association of citizens, the enterprise, establishment, the organization irrespective of form of ownership, media, to officials with remarks, complaints and offers, the statement or the petition for realization of the social and economic, political and personal rights and legitimate interests and the complaint on their violation. http://search.ligazakon.ua/l_doc2.nsf/link1/Z960393.html Aarhus convention: (The convention of the Economic Commission for Europe of the UN (UNECE)) grants the public right of access to information concerning the environment and on participation of society in the solution of environmental problems. http://www.unece.org/fileadmin/DAM/env/pp/documents/cep43r.pdf The international legal requirements for public consultation are defined in the following documents: – about access to information, participation of the public in decision- making and access to justice in environmental issues. according to effects of certain plans and programs on the environment. Council of May 26, 2003, provides participation of the public concerning drawing up the certain plans and programs concerning the environment and concerning participation of the public and access to Directives of council 85/337/EEC and 96/61/EC
4.2 International standards for public consultation used by financial institutions Projects funded by international financial institutions must comply with the standards of international best practices, especially regarding stakeholder commitment and public consultation. In this research, we used the EBRD and IFC guidelines described in the following publications:
Development, 2014 Stakeholder Engagement: A Good Practice Handbook for Companies Doing Business in Emerging Markets, IFC, 2007 According to requirements of the EBRD and IFC it is necessary: • mentioned (directly or indirectly) in the project (the mentioned interested parties); or (II) can have interest in the project (other interested parties). Identify people and groups who can be differentially or are disproportionately mentioned in the project because of them the being at a great disadvantage or vulnerable status.
a project cycle on problems which could affect potentially them and guarantee that significant ecological and social information is opened for interested parties of the project, and significant consultations are held. respond to complaints and operate respectively.
4.3. Comparison of national regulations with EBRD and IFC recommendations Because of essential distinctions between process of the participation of the public recognized according to the Ukrainian legislation and process demanded by financial institutions for this document to carry out comparison of these requirements. Table 2. Requirements for participation of the public according to policy of the EBRD, IFC and the Ukrainian legislation. Requirements and rules about contacts with Requirements and the principles are the public according to policy of the EBRD, established by the Ukrainian law IFC Obligation before stakeholders The operational requirement of the EBRD 10 Ukraine signed the Aarhus agreement which recognizes importance of the open and demands open access to ecological transparent obligation between the client, his information and decision-making. The workers, local communities, directly national legislation also expects broad public mentioned in the project and, in appropriate participation in decision-making process. cases, other interested parties as an Art. 9 of the Law of Ukraine "About essential element of good international environmental protection": grants the right practice (GIP) and corporate nationality. The to citizens of Ukraine on participation in main thing in creation of the strong, discussion and entering of offers into drafts constructive and sympathetic relations which of normative legal acts, materials on are important for successful management of placement, construction and reconstruction ecological and social influences and of objects which can negatively influence a problems of the project condition of the surrounding environment; participation in development and implementation of actions for protection of the surrounding environment, rational and complex use of natural resources; participation in public hearings or public meetings concerning impact of the planned activity on the surrounding environment at stages of placement, design, construction and reconstruction of objects and conducting public environmental assessment Responsibility for public consulting and information disclosure. The client facilitates the communication The law of Ukraine "About environmental process with stakeholders. Where there are protection" which is together with the law intervals between local standard "About Environmental Assessment" a basis of requirements and this PR, the client will process of environmental impact assessment define the obligation actions to add the in Ukraine and includes basic elements of formal regulating process and, in appropriate participation of the public. Environmental cases, agree to additional actions. impact assessment" (EIA) as a part of the project documentation for development does not contain the requirement to identify stakeholders and to provide them including in consultation process. It demands that the general public and those parties which expressed interest in the project must be included. Process of consultations is limited to public meetings at a stage of the state environmental assessment. For the purpose of the accounting of public opinion subjects of environmental assessment hold public hearings or public meetings. Participation of the public in the course of environmental assessment can be carried out by performances in mass media, submission of written remarks, offers and recommendations, inclusion of representatives of the public in structure of commissions of experts, groups on conducting public environmental assessment. Preparation of the conclusions of environmental assessment and decision- making on further realization (uses, applications, operation, etc.) object of environmental assessment are carried out considering public opinion. Consultation duration Process of the obligation of stakeholder must As a part of complex examination of the begin in an early stage of planning of the project documentation, at a planning stage, project and proceed during period of validity environmental assessment is carried out. of the project. It is an integral part of There are obligations to declare through assessment, management and control of mass media conducting environmental ecological and social influences and releases assessment in the special "Statement for of the project. ecological consequences of activity". After completion of environmental assessment, it is reported about its conclusions through mass media Participants of process of consultations Interested parties - all groups of society, from The legislation of Ukraine does not contain the government through institutions and the the requirement to identify all stakeholders organizations at national and local level and and to provide that they were included in even at the international level, inhabitants process of consultations. and the institutions forming opinion including universities which, defined within "the analysis of interested parties" and the investor as the potential party to negotiations considered. The investor defines criteria of identification of stakeholders. Communication Public relations have to be executed on a The legislation of Ukraine does not contain continuous basis as the nature of problems, the requirement of maintenance on a influences and opportunities develop with continuous basis of public relations the measures corresponding to scale and local opportunities of the project and usually / newsletters, press releases, leaflets, the website, meetings, conferences. Information disclosure Disclosure of the relevant information of the The legislation of Ukraine does not contain project helps stakeholders to understand the requirement of obligatory carrying out risks, influences and possibilities of the public consultations. Process of project. If communities can be mentioned by consultations is limited to public meetings at adverse ecological or social effects from the a stage of the state environmental project, the client will provide them access to assessment, according to the address of the following information: interested persons about need of carrying • purpose, nature, scale and duration of out those. For the purpose of the accounting activities for implementation of the project of public opinion subjects of environmental • risks for, and potential influence on, assessment hold public hearings or public interested parties and the offered plans of meetings. mitigation • the provided process of the obligation of interested party if those are available, and opportunities and ways in which the public can participate time and the venue of any provided public consulting meetings and process which registered meetings summed up the result and reported • process which will operate any offenses..
Information must be opened in local language in available way. It must take certain needs of groups which can be differentially into account or are disproportionately mentioned in the project because of their status or groups of the population with certain information requirements.
Requirement in, and the nature, any certain consultation will be defined based on identification of interested party and depending on the nature and the scale of potential adverse effects of the project on the mentioned communities. From where the mentioned communities can undergo considerable adverse future effects of the project, the client will undertake process of the meaning consultation in the way which gives to interested parties’ opportunities to express their opinion on risks of the project, influences and measures for mitigation, and allows the client to consider and answer them. The meaning consultation will be executed on a continuous basis as the nature of problems, influences and opportunities to develop. The investor will consider the main language preferences of the mentioned parties, their decision-making process and needs of the being at a great disadvantage or vulnerable groups. The investor guarantees that consultation will be free from external manipulation, intervention, coercion or intimidation. The investor will report that those who participated in public process of consultations of in due time final decision concerning the project connected ecological and social measures for mitigation and any benefit of the project for local communities, along with the reasons and reasons on which the decision is based, and the address mechanism complaints or available process The address mechanism with complaints The client must know and answer the The law of Ukraine "About addresses of problems of interested parties connected citizens": grants to citizens of Ukraine the with the project in due time. For this purpose, right to address to public authorities, local the Investor must install the effective government, association of citizens, the mechanism of the complaint, process or the enterprise, establishment, the organization procedure to receive and facilitate solution of irrespective of form of ownership, media, to problems and offenses of interested parties, officials with remarks, complaints and offers, about an ecological and social performance the statement or the petition for realization of the Investor. The mechanism of the of the social and economic, political and complaint must be measured to risks and personal rights and legitimate interests and potential adverse effects of the project. the complaint on their violation. • the mechanism of the address with Answers to complaints are considered and complaints and procedures have to be fast, decide no more than one month from the effective, transparent, free of payment and date of their receipt in time, and those which available to all segments of the mentioned do not demand additional studying, - communities. urgently, but no later than fifteen days from The mechanism, process or the the date of their receiving. If in a month it is procedure should not prevent access to impossible to resolve the raised questions, judicial or administrative means. The the head of appropriate authority, enterprise, investor will report to the mentioned establishment, organization or his deputy communities about process of the complaint establish necessary term for its during its action’s obligations of community consideration what it is reported to the and to regularly report to the public on its person which submitted the address about. introduction, protecting private life of the At the same time total period of the solution affected people. of questions, cannot exceed forty-five days • Processing of complaints has to be made in the corresponding way and to be careful, to be objective, to be sensitive and to be sympathetic to requirements and problems of interested parties. The mechanism has to allow also that anonymous complaints were accepted for consideration. Reports for stakeholders The client is obliged to provide regular The legislation of Ukraine does not contain reports to stakeholders about his ecological the requirement of the obligation of providing and social work as the separate publication, obligatory reports to interested parties about or on its website as it is detailed in SEP. ecological and social work. These reports will be in the format available to the mentioned communities, and their frequency will be proportional to problems of the mentioned communities, but it is not less, than annually.
5. Stakeholder Analysis 5.1 Stakeholder Identification The stakeholder list includes different people or groups that may or may be involved (directly or indirectly) in the project; or may be interested in the project or carry out the project (project participants) or determine the implementation of the project (government).
Identification of stakeholder groups.
The method of systematic identification of ASTARTA stakeholder groups considers the scope of activity of the company (agro-industrial complex) and is guided by the following characteristics of stakeholders: 1) Dependencies - groups or individuals, directly or indirectly dependent on the company, its activities, products or services and related ones; 2) Responsibility - the groups or persons to whom an organization has or may in the future have legal, commercial, operational or ethical / moral responsibilities; 3) Impact - groups or individuals that need immediate attention from and can influence the organization or stakeholders to make strategic or operational decisions; 4) Conflict - groups or individuals that require immediate attention, broader economic, social or environmental issues; 5) Diverse perspectives - groups or individuals whose different views can lead to a new understanding of the situation and identify new opportunities for the development of the company.
Analyzing the production processes of the company, considering all the stages and features of production according to section 2 (description of business processes and chains of product development) 12 groups of stakeholders are identified (Picture 15).
LIST OF KEY STAKEHOLDERS Picture 15
5.2. Evaluation of direct positive/negative impacts on stakeholders To assess the positive and negative impacts of business operations on stakeholders, focus groups were conducted, involving as much as possible the stakeholders and the management of the company. The focus groups discussed the business model and the product development chain in details to identify stakeholders, evaluate the positive/negative influence on them, and their influence on the project outcomes. The main interests and issues of the stakeholder groups were also identified. Group of Degree of Degree of Attitude to the Interests and issues stakeholders influence on the influence from project project outcomes the project (supportive, (high, medium, outcomes (high, neutral, low) medium, low) negative) Shareholders high medium supportive Risks, economic and investors impact, operational efficiency, compliance with the best international business rules and regulations Employees high high supportive Career growth, professional development, environmental issues, stability (seasonal workers), safety of work, compliance with labor legislation, social package, decent salary level Creditors high medium supportive Risks, economic impact, compliance with the best international business rules and regulations Consumers high medium neutral Product quality, affordable price, timely fulfillment of obligations, ethical and transparent business, social and environmental impact on society Local high high supportive Community communities engagement projects, socio-economic partnerships, tax and fees payments, including land rents, environmental impact: waste management, water consumption and use, energy consumption, occupational safety and health, employment, threats Group of Degree of Degree of Attitude to the Interests and issues stakeholders influence on the influence from project project outcomes the project (supportive, (high, medium, outcomes (high, neutral, low) medium, low) negative) of redundancy, etc., equal job opportunities, anti- corruption policy of the company. Suppliers medium medium neutral Timely payments, timely fulfillment of obligations, ethical and transparent business NGOs and low low neutral Participation in joint CBOs projects, cooperation on solving sectoral issues Media medium low neutral Provide objective, complete, reliable information concerning activities Local farmers medium medium neutral Timely payments, inclusion in the supply chain, timely fulfillment of obligations, ethical and transparent business Landowners high high neutral Land rent payments, community engagement projects, socio-economic partnership Clients medium medium neutral Product quality, timely payments, affordable price, timely fulfillment of obligations, ethical and transparent business. Compliance with the requirements of technological processes. Authorities high medium neutral Implementation of plans, compliance with environmental, economic, social regulations and legislation, providing workplaces, tax payment, social partnership.
5.3. Stakeholder map The company's management is ranking the stakeholders and building a stakeholder map to identify the needs of each stakeholder and the form of engagement on the following characteristics. The impacts of the company on the stakeholder and the impact of the stakeholder on the company are evaluated. Ratings of ratings in conditional scores from 1 to 4, where 1 is the lowest degree, 4 is the highest degree of influence. According to the results of the summary estimates, a matrix of stakeholders is built. Below, the map of stakeholders is presented. According to the ranking shareholders/investors, clients, employees, lenders and local communities have the highest priority in the evaluation. These are the key stakeholders.
40
High-level The highest priority, Shareholders/investors engagement joint activity 35 Employees
Creditors
Local communities 30 Suppliers
STAKEHOLDER Media 25
Local farmers THE IMPACT OF THE COMPANY ONCOMPANY THEOF IMPACT THE
Local authorities
20 Land owners
Providing Clients Moderate information engagement 15 15 20 25 30 35 40 45 THE INFLUENCE OF STAKEHOLDER ON THE COMPANY
5.4. Stakeholder expectations in project implementation areas
Below, the tables provide information on the expectations of stakeholders and the essential issues that arise when implementing projects in specific areas of implementation.
Table 3. Expectations of stakeholders Dobrobut LLC, Lutovynivka village, Kozelschinsky district, Poltava region. Stakeholder Expectations from Group of Title Contact information Project stakeholders Implementation
91, Ostrogradskogo str,. “Kozelschinski Kozelschyna village, Poltava visti” Obtaining Mass Media region. information about “Tviy Dobrobut” 1, Dryzhby str, Kobeliaky, the project (newspaper) Poltava region Zadovga village, Poltava FE “Veselka” region Lutovynivka village, Poltava FE “Kremin’” region Lutovynivka village, Poltava FE “Krystal” Growth of economy region in the region. Zadovga village, Poltava Getting the Farmers FE “Brygantyna” region opportunity to use the services of an Zadovga village, Poltava FE “Gileia” elevator (drying, region storage, sale). Lutovynivka village, Poltava FE “Kometa” region Kaschivka village, Poltava FE “Chaus” region Execution People who lease conditions of the land to agri Residents of Lutovynivka Land owners contract, provision companies for village council of additional cultivating services. Poltava region, Assistance in Local Lutovynivka village Kozelschynskyi district, community authorities council Lutovynivka village, development. 32, Hrushevskogo str. Residents of Improving the villages Gannivka, Local quality of life in Kaschivka, Lutovynivka village council community rural areas Zadovga,
Mayorschyna Sustainable Employees of LLC Kozelschyna village, Poltava Employees development of the “Dobrobut” region company Director of Lutovynivka Assistance in Opinion leader Vitaliy gymnasium. Lutovynivka community (activist) Klypachenko village, Kozelschynskiy development. district, Poltava region
Table 4. Expectations of stakeholders of LLC Agricultural company “Dovzhenko” Yaresky village, Gogolevo village, Shyshaki district, Poltava region. Stakeholder Expectations from Group of Title Contact information Project stakeholders Implementation
Poltava region, NGO «Kozatska Shyshatskyi district, gromada” Yaresky village, 53, Gogol Shyshatskyi district str Poltava region, Obtaining NGO "Gromadska Shyshatskyi district, information about liustratsiia Yaresky village, 27, Podil the project Shyschachyny” str Sport organization – Poltava region, Football federation of Shyshatskyi district, NGOs Shyshaky district, Yaresky village Poltava region Shyshatska district Assistance in organization of the Shyshaky village, community Ukrainian Union of Partyzanska str. 2 development. Afghan Veterans Shyshatska district Enhancing the Non-Governmental economy of the Poltava region Organization region. Organization Shyshaky village, "Association of and conducting of 21, 70-years of October Farmers and Private commercial activity str, Landowners of on mutually Poltavscyna" beneficial terms “Silske Zhyttia” Shyshaky village, Poltava newspaper region, 4А, Legeidy Str Dykan’ka district Dykan’ka village, Hohol’ str. newspaper «Trudova Obtaining 1 tel. 9-77-24 slava» information about Mass Media 36000, Poltava, Pushkin Regional newspaper the project str, 115. «Zorya Poltavschyny» tel. 56-97-16 Online Edition Editor-in-chief – “Poltavschyna” [email protected] Zinkiv, Poltava region. 26, Oktan LLC Lenin Str Poltava, LLC Interagroservis Pushkina str.119 Ap. 201 Pokrovo-Bagachynskyi LLC Agroinvest Organization and district, Poltava region conducting of Chernivtsi commercial activity Partners PJSC Lan Hotynska str 4М on mutually Dnipro, Televisiina str Art Invest Prom LLC beneficial terms. 23А Bila Tserkva, Kyiv region, LLC Bagland Slavina str 48 Poltava, LLC Poltavagas Engelsa str.2 Poltavaoblenergo Poltava region, Shyshaky division Shyshaky village 23 of September, 1, Enhancing the Poltava region, FE” Poltavska nyva” economy of the Shyshaky village region. Organization Hoholevo village Poltava and conducting of Farmers FE «В.В.С.» region, Shyshaky district, commercial activity (05352) 93893 on mutually Shyshaky village FE «Zemlya beneficial terms. Kupriyan Tutka str., 105 Poltavschyny» 0955595842 Poltava region, Shyshaky Shyshaky district district, Shyshaky village, council Partyanska str, 2 tel.9-10-97, fax 9-13-06, 9- 12-07 Poltava region, Shyshaky Shyshaky district Implementation of Local district, Shyshaky village, administration joint projects of authorities Partyanska str, 2 community social
Poltava region, Shyshaky development. Shyshaky UTC district, Shyshaky village, Kornilicha str. 5, 05352- 91453, 05352-91364 Shyshaky district, Yaresky Yaresky village village, Kozatskiy Shlyakh council str. 27, 5352-98142
Subsidiary company Kyiv, Smolenska str, 31/33 “Suntrade” tel. (044) 490-27-30
Pavlograd, Enhancing the LLC Molochnyi Dim Kharkivska str 1 V, economy of the Dnipro region. region. Organization Kyiv region, Yagotin, and conducting of ALC «Yagotinsky Shevchenka ste, 209, commercial activity Clients creamery» 07701 on mutually tel.: 04575 55988 beneficial terms. PJSC Kremenchuk Poltava region, Kremenchuk, Тел. (0536) Quality raw dairy plant 799035 materials. 03039, Kyiv, LLC Lustdorf Saperno-Slobidska str, 25, tel.: +380 (44) 569-49-08 PJSC Mondelis Sumy region, Trostianets, Ukraina, Naberezhna str.28 А Improving the Poltava region, Yaresky Local Residents of village quality of life in village, Shyshatskyi community Yaresky rural areas district
Employees of Sustainable Yareskivskiy sugar Poltava region, Yaresky Employees development of the plant LLC village, Novatoraiv str 24 company Tsukoragroprom Financial support of Opinion Poltava region, Yaresky NGO Ukrainian leader Stanislav Mykolenko village, Novatoraiv str 2 Union of Afghan (activist) Veterans
Table 5. Expectations of stakeholders of LLC Investment Company «Poltavazernoproduct» Semenivka village, Globynskyi district, Poltava region. Expectations of stakeholders from Group of Title Contact Information Project stakeholders Implementation
Semenivka village, Semenivska NGO " Chapaieva,11 Suchasni Priorytety" Semenivskyi district, Poltava region. Veselyi Podil village, Semenivska NGO Mychurina str 17 а, Obtaining information NGOs "Veselopodilska" Semenivskyi district. about the project Semenivska NGO All- Ukrainian union of Poltava region, working women “For Semenivka village, the Future of Children Puschina str, 16 of Ukraine” Poltava region Semenivka village, "Semenivski visti" Nezalezhnosti str, 44. Poltava 36011, Mischenka str. 2, app. Obtaining information Mass Media Selo Poltavske 38 about the project (0532) 275274 Poltava region Semenivskyi district, "Semenivskyi visnyk" Semenivka village, Nezalezhnosti str, 44 Enhancing the Poltava region economy of the region. Khorolskyi, Organization and All farmers enterprises Farmers Orzhytskyi, conducting of in the region Lubenskyi, commercial activity on Globynskyi districts mutually beneficial terms. Semenivka village, Semenivska united Semenivskiy district, Implementation of Local territory community, Poltava region, joint projects of authorities Semenivska district Nezalezhnosti str, community social state administration 44а development. tel.3805341 9-19-03 Residents of Improving the quality Local Poltava region Semenivska united of life in rural areas community Semenivskyi district territory community Employees of Sustainable Poltava region Employees Veselopodilskyi development of the Semenivskyi district elevator company Improving the quality Opinion leader Yurii Matsak on the Globyno, Elevatorna territory of Globinskiy of life in rural areas (activist) str. 20 district
Table 6. Expectations of stakeholders of LLC «Volochysk-Agro», Viytivtsi village, Volochyskyi district, Khmelnytskiy region. Expectations of stakeholders from Group of Title Contact information Project stakeholders Implementation
31200, Khmelnitskiy region. Volochysk, Muzeyna "Zdorova natsiia" str 18B, app.41 [email protected] Implementation of 31200, Khmelnitskiy joint projects of NGOs Volochysk Society of the region. Volochysk district, community social Disabled People Volochysk, Lysenka str 6А development. Volochysk district Nezalezhnosti str 68, NGO "Spilky Volochysk, Khmelnytskiy Chornobyl" region Khmelnytska regional state television and Volodymyrska str 92, radio broadcasting Khmelnytskiy company "Podillia Tsentr" Obtaining Office of Volochysk Slavy str.2, information about Mass Media district newspaper Volochysk, Khmelnytskiy the project "Zorya" region Corporate newspaper Frydryhivska 40str, "Khlibodar Volochysk, Podillia" Khmelnytskiy region Viytovetska united Geroiv Ukrainy, Viitivtsi, territory community Khmelnytskiy region Pysarivka village, Implementation of Pysarivka village Local Volochysk district, joint projects of committee authorities Khmelnytskiy region community social Bokyivka village, development. Bokyivska village Volochysk district, committee Khmelnytskiy region Lenina str, 1, LLC "TEP TRANSKO" Geronymivka village, Cherkassy region Enhancing the Kyiv, economy of the LLC "Zernoagrotrade" Yaroslavska str, 56 b region. Organization Clients Shyborivka village, and conducting of LLC "Zhytnytsya Volochysk district, commercial activity Podillya» Krasylivsky district on mutually Kyiv, Chervonoarmiyska, beneficial terms LLC "Melagrain" 72
Residents of Viytovetska united Improving the Local territory community, Viytivtsi village, quality of life in community Pysarivska Khmelnytskiy region rural areas community, Bokyivska community Employees of business unit Viytivtsi village, Volochysk Sustainable Employees "Viytovetskyi district, Khmelnytskiy development of the elevator" LLC region company "Volochysk-Agro"
Table 7. Expectations of stakeholders of LLC «Nika», Skorohodove village, Chutivskyi district, Poltava region. Expectations of stakeholders from Group of Title Contact information Project stakeholders Implementation
Chutovo village, Newspaper «Chutivskiy Poltava region, Kray» Peremohy av. 58 tel. Obtaining information Mass Media (066) 623-64-56 Chutovo village, about the project District newspaper Poltava region. "Silski Novyny" Peremogy avenue 2 Enhancing the economy of the region. Skorohodovo village, FE "Pavlyk”", FE Organization and Chutivskyi district, Farmers "Raduga", PAE “Obriy", conducting of Poltava region. FE "Hazary" commercial activity on
mutually beneficial terms. Skorohodovo village Implementation of Local Skorohodivska united Сhutivskyi district, joint projects of authorities territorial community Poltava region. community social development. Enhancing the economy of the region. FE "Pavlyk”", FE Skorohodovo village Organization and Clients "Raduga", PAE “Obriy", Сhutivskyi district, conducting of FE "Hazary” Poltava region. commercial activity on mutually beneficial terms Skorohodovo village Improving the quality Local Skorohodovo united Сhutivskyi district, of life in rural areas. community territory community Poltava region. Skorohodovo village Sustainable Employees of STOV Employees Сhutivskyi district, development of the "Nika" Poltava region. company. Implementation of Opinion leader Viktor Martynenko, Chutovo village, joint projects of (activist) regional deputy Poltava region community social development.
Table 8. Expectations of stakeholders of LLC «Narkevitskiy sugar plant», Narkevychi village, Volochyskyi district, Khmelnytskiy region.
Expectations of Group of stakeholders from Title Contact information stakeholders Project Implementation Office of Volochysk Slavystr.2, Volochysk, Obtaining information Mass Media district newspaper Khmelnytskiy region. about the project "Zorya" Khmelnytskiy region. Volochyskyi district, Implementation of Local Narkevytska united Narkevychi village, joint projects of authorities territorial community Karla Marksa 2 str community social tel/fax (03845) 6-11- development. 96 Khmelnytskiy region. Improving the quality Local Residents of Volochyskyi district, of life in rural areas. Community Narkevychi village Narkevychi village, 31222, Khmelnytskiy region. Volochyskyi PE "Agrarian company 2004" district, Popivtsi village, Shkilna str, 34A, tel.0973327284 Timely and profitable Suppliers/ 31353, Khmelnytskiy region, Khmelnytskiy payments, partners LLC "Shumovetske" district, Shumivtsi transparency village 48522, Ternopil region, Chortkivskiy district, PE"Holder Agro" Vasylkiv village, tel.0673505600 31260, Khmelnytskiy region, Volochysk FE "Levada-2012" district, Katerinivka village,Haharina str,129 tel.0676622544 31232, Khmelnytskiy Timely and profitable Farmers region, Volochysk payments, FE "Baydak" district, Chernyava transparency village, tel.0973327284 30637, Khmelnytskiy region, Teophipolskiy FE "Triumph" district. Halchantsy village, tel.09847984159 Employees of Khmelnytskiy region. Sustainable Employees «Narkevitskiy sugar Volochyskyi district, development of the plant" Narkevychi village, company.
Table 9. Expectations of stakeholders of LLC «Novoorzhytskiy sugar plant», Poltava region, Orzhytskyi district, Novoorzhytske village.
Expectations of Group of stakeholders from Title Contact information stakeholders Project Implementation Poltava region. Newspaper “Visnyk Staroavramivka village Prykhorolliia” (095)916-78-28 Obtaining information Mass Media Public and political Poltava region, about the project newspaper Orzhytsia village, "Orzhytski Visti" Nezalezhnosti str, 35 Organization and Cherkassy region, conducting of LLC Zolotoniskyi district commercial activity on Partners "Agrotradespilka Domantove village, mutually beneficial Lenina str 3 terms . Poltava region, Organization and Orzhytskiy district, LLC "Slavuta" conducting of Novoorzhytske Village commercial activity on Farmers [email protected] Poltava region, mutually beneficial AFE " Kamila" Grebinkivskyi district, terms Rudka village
Implementation of Poltava region, Local Orzhytska district joint projects of Orzhytskyi district, authorities council community social Orzhytsia village, development. Tsentralna str, 24 Poltava region, Improving the quality Local Novoorzhytsia Orzhytskyi district, of life in rural areas. Community village council Novoorzhytske village,
Tsentralna, 4 Poltava region, Sustainable Employees of LLC Orzhytskyi district, development of the Employees «Novoorzhytskiy Novoorzhytske village, company. sugar plant» Tsentralna str,2 Poltava region, Improving the quality Opinion leader Orzhytskyi district, Viktor Nedbaylo of life in rural areas. (activist) Novoorzhytske village,
(044)124-76-01
Table 10. Expectations of stakeholders of ALC «Novoivanivskiy sygar plant», Kolomak village, .Kolomatskiy district, Kharkiv region.
Expectations of Group of stakeholders from Title Contact information stakeholders Project Implementation Kolomatska District Employment of Women's Non- Levaschuk О. residents, income tax, NGOs Governmental 0955578750 environmental Organization improvement “Kolomachanka” "Kolomatskiy Krai" Rizunenkove village Obtaining information Mass Media newspaper Kolomatskiy district about the project Organization and conducting of FE "Merkurii”", FE commercial activity on Farmers, clients "Liliia", FE "Diana", Kolomatskyi district mutually beneficial PE "Vatal" terms . Implementation of Local Kolomatska United Kolomak village joint projects of authorities territory community Mazepa Str community social development. Local Kolomatska United Kolomak village Improving the quality Community territory community Mazepa Str of life in rural areas. Sustainable ALC «Novoivanivskiy Kolomak village development of the Employees sygar plant» Peremogy str 123 company
Table 11. Expectations of stakeholders of LLC «Savynska APK», Savyntsi village, Balakliyskyi district, Kharkiv region.
Expectations of Group of stakeholders from Title Contact information stakeholders Project Implementation Communal Kharkiv region, Enterprise "Office of Balakliyskyi district, Obtaining information Mass Media newspaper «Visti Balakliya, about the project Balakliischyny» Zhovtneva str 14 Kharkiv region, Implementation of Balakliyskyi district, Local Savynska village joint projects of Savyntsi village, authorities council community social Soborna str. 49 development. tel.057 (49)31505 Kharkiv region, Improving the quality Local Residents of Balakliyskyi district, of life in rural areas. Community Savyntsi village Savyntsi village . Savyntsi village, Sustainable Employees of LLC Employees Balakliyskiy district, development of the «Savynska APK» Kharkiv region, company
Table 12. Expectations of stakeholders of subsidiary «Globinskiy sugar plant» LLC «Tsukoragroprom», LLC «Globynskiy processing factory», LLC «Globinskiy bioenergetichniy complex», Globyne, Poltava region Expectations of Group of stakeholders from Title Contact information stakeholders Project Implementation Poltava region District newspaper Obtaining information Mass Media Globyne, Tsentral’na "Zoria Prydniprovia", about the project str, 279 Regional Poltava, Puskhina str, newspaper «Zoria 115 Poltavschyny " 42736, Sumy region, Okhtyrskiy district, LLC Forward AK Vyazove village, Haharina str. 21 16070, Chernihiv region LLC Orlivske Novhorod-Siverskiy district, Orlivka village Organization and 37204, Poltava region, conducting of LLC AGROKULTURA Chornuhynskiy district, commercial activity on Clients POLTAVA Sukhonosivka village, mutually beneficial Solyanykivska str. 65 terms 08444, Kyiv region, Pereyaslav-Khmelnytskiy LLc Mais district, Denysy village, Tsentralna str, 51-B 37832, Poltava region, FE Doroshenko Khorolskiy district, Kovtuny village Poltava region Implementation of Globynska united Local Globyne, Tsentral’na joint projects of territorial authorities str, 285, tel. (05365) community social community 25 5 40 development. NGO " For the Interaction for development and Poltava region, Globyno NGOs community prosperity of the [email protected] development Globyno" Opinion leader Poltava region, Globyno Social interaction and Mayor S. Dzhus’ Tsentralna str. 285 tel. (activist) (05365)25540 community support Improving the quality Local Residents of Poltava region of life in rural areas. Community Globynska UTC Globyne . Employees of Globinskiy sugar plant, Globinskiy Sustainable Poltava region Employees processing factory, development of the Globyne Globinskiy company bioenergetichniy complex
Table 13. Expectations of stakeholders of subsidiary "Zhdanivskiy sugar plant» LLC «Tsukoragroprom», Zhdanivka village, Vinnytsya region, Khmilnitskiy district, LLC «Zerno- Agrotrade» PU “Khmilnitskiy elevator” Expectations of Group of stakeholders from Title Contact information stakeholders Project Implementation 2200, Vinnytsya region, News Agency "Zemlya Khmilnyk, Pushkina podilska" str.11 tel.043380 2-25- Obtaining information Mass Media 92 Khmilnitska district about the project Khmilnyk, Puschina newspaper str, 10. "Zhyttievi obrii” Vinnytsya region Khmilnitskiy district, Zhdanivska united Zhdanivka village, territorial Zoya Implementation of Local community Kosmodemianska str, joint projects of authorities 8 community social development. Vinnytsya region Khmilnytska village Khmilnitskiy district council Stolyarchuka str.1 tel.(04338) 2-02-08 Vinnytsya region Improving the quality Local Residents of Khmilnitskiy district of life in rural areas. Community Zhdanivska UTC Zhdanivka village . Vinnytsya region Organization and FE "Demetra" Litynskiy district, Ivcha conducting of village commercial activity on Farmers Zhytomyr region, mutually beneficial LLC "Step Agro" Lyubarskiy district, terms Stetkivtsi village Employees of Vinnytsya region Sustainable Employees Zhdanivskiy sugar Khmilnitskiy district development of the plant Zhdanivka village company Vinnytsya region Assistance in Opinion leader Viktoriya Khmilnitskiy district community (activist) Poperechna Viytivtsi village development
Table 14. Expectations of stakeholders of subsidiary "Kobelyatskiy sugar plant", LLC «Tsukoragroprom», Bilyky village, Poltava region, Kobeliatskiy district Expectations of Group of Title Contact information stakeholders from stakeholders Project Implementation 39221, Poltava region, Support and NGO «Security Kobelyatskiy district, development of the school» Bilyky village, Myru str. 4 youth of the village NGOs Poltava region, “Union of АТО Kobeliatskiy district, Obtaining information Veterans” Bilyky village, Rozy about the project Liuksymburg str 21 «Selo Poltavske» Poltava, Mischenka str Obtaining information Mass Media district newspaper № 2 about the project Organization and Poltava region, conducting of Farmers FE "Gromada" Kobeliatskiy district commercial activity on Zhuky village mutually beneficial terms. Poltava region, Kobeliatskiy district Implementation of joint Local Bilytska village Bilyky village, projects of community authorities council Kobeliatska str social development. 53 Organization and Poltava, Marshalla Clients PJSС DOMINIC conducting of Biriyzova str, № 2 commercial activity on mutually beneficial terms. Residents of Poltava region, Improving the quality of Local Bilytska village Kobeliatskiy district life in rural areas. Community council Bilyky village . Employees of Myru str 1, Bilyky Sustainable Employees Kobeliatskyiy sugar village, Poltava region, development of the plant Kobeliatskiy district company
Table 15. Expectations of stakeholders of LLC “Zerno-Agrotrade” PU «Krasilivskiy elevator», Krasyliv, Khmelnytskiy region Expectations of Group of Title Contact information stakeholders from stakeholders Project Implementation Public Association Hrushevskoho str, 187, Youth development and "Youth Patriotic Krasyliv, Khmelnytskiy employment in the Club “Zhytnysya region region Podilya” NGOs NGO " War veterans and participants of Khmelnytskiy region, Support and jobs for the anti-terrorist Krasilivskiy district. Krasyliv, Nezalezhnosti ATO veterans operation "Patriots sq., 2 of Krasylivshchyna " Khmelnytskiy region, Newspaper Krasyliv, Buhayenka str, «Krasylivskiy zamok" 11 Information about the Mass Media Khmelnytskiy region activity of the company Newspaper " Krasilivskiy district. Krasylivskiy visnyk" Krasyliv, Nezalezhnosti sq., 2 Suppliers/ LLC Ukrtranslogistika KyivSolomyanska str. 3, Timely payments partners -2 of.404 Khmelnytskiy region FE "Agrozdobutok" Krasilivskiy district., Schyborivka village, Organization and Kirova str, 12 conducting of Khmelnytskiy region Farmers commercial activity on JV "Hutrovyk" Khmelnytskiy district, mutually beneficial Molomolyntsi village terms. Khmelnytskiy region FE "Melnyk" Khmelnytskiy district, Hnativtsi village Radisne village Opinion leader Mykhailo Lysyuk, the Support of church Khmelnytskiy region (activist) abbot of the church activities Krasilivskiy district., Khmelnytskiy region Implementation of joint Local Krasyliv city council Krasilivskiy district., projects of community authorities Krasyliv. Nezalezhnosti social development sq., 2
6. Stakeholder Engagement program 6.1. Previous experience of stakeholder engagement and its results
Stakeholder partnerships are the key to sustainable company development. In 2017, the Company implemented a complex Stakeholder Engagement Plan. By that time there were separate plans for stakeholder engagement. Corporate communications plans with stakeholders are also implemented at each business unit of the company. These plans list schedules and frequency of events, communication channels, responsible persons for engaging with local communities, etc. As a result of the implementation of the plans, reports are prepared for each enterprise. Thus, according to communications reports, in 2018 3,317 information events were conducted with local communities, 103 applications were received, and the applicants were provided with comprehensive answers. Summaries of stakeholder engagement are provided in the non-financial part of the company's annual report, which was also audited by independent auditors. The non-financial report (sustainable development report) is published on the Company's website. Results of activities are also presented for local communities and hard copies of the Sustainability Report are available in the relevant regional business units. The documents provide more active stakeholder engagement, define the basic principles of interaction, forms of communication, etc. The Corporate Ethics Code of the company sets clear emphasis on supporting an active dialogue with stakeholders. Public hearings for the Environmental Impact Assessment are also conducted when deciding on the extension, reconstruction or construction of new projects (Environmental Impact Assessment). ASTARTA is committed to having an open dialogue with respectful treatment of all stakeholders. Our key principles of interaction with stakeholders are: 1) transparency and openness of business; 2) free receipt and dissemination of information, in addition to restrictions established by law 3) equality, regardless of the characteristics of race, political, religious or other beliefs, sex, ethnic or social origin, property status, place of residence, language, or other characteristics. 4) prior notification of the Company's planned activities 5) providing of objective, specific, reliable information 6) presentation of communications in a clear and convenient form (language, communication channels, format) 7) forming a dialogue, establishing a convenient feedback format for stakeholders 8) inadmissibility and exclusion of all forms of intimidation, prosecution, coercion. 9) providing a wide range of opinions, including women`s opinion and socially disadvantaged people and/or minorities.
We take a proactive position in interaction with stakeholders. This helps to maximize involvement and create productive partnerships. The Company implements the Social Partnership Policy by signing Memorandum of Social Cooperation with village councils and the united communities in which it operates. For communities, ASTARTA has developed Maps of Sustainable Development that identify priority areas for territorial development. Programs for the development of territories based on the needs of local communities are drafted annually. Programs include specific projects that have the greatest impact on the community. Decisions to include projects in the Annual Program are made collectively through specially created Advisory Councils. Such Advisory Councils include representatives of local authorities, community activists, shareholders, local experts and opinion leaders, local company representatives, representatives of vulnerable groups (pensioners, people with special needs). These groups discuss the state of implementation of projects, monitoring and evaluation of projects of the annual Social Partnership Program.
6.2. Interaction of the Stakeholder Engagement Plan with other company policies and procedures Since its foundation, the Company has been following international standards and norms of corporate social responsibility and sustainable development. We are aware that creating positive changes in society is also a challenge for our Company. The development of the company is constantly connected with the development of the territories in which it operates. We maintain relationships of mutual respect, responsibility and cooperation in all areas where the Company operates. Our partnership with the communities also enables us to engage workers, promote the environmental enhancement and maintain our sustainable supply chain. ASTARTA operates the following policies, procedures and management systems which coincide with stakeholder engagement issues Code of Corporate Ethics Policy on social partnership Procedure on grievance management, Hotline procedure Personnel Policy, Social Policy and Employee Benefit Policy Human rights policy Security policy Regulation on the Company's Compliance Committee Policy on prevention corporate conflicts and conflicts of interest Corporate integrated system of quality management, product safety, occupational and environmental management, and energy efficiency management. Land relations policy and land use Functional managers, heads of regional enterprises, as well as the top management of the company, are responsible for compliance with internal policies and procedures.
6.3. Forms of communication with stakeholders Group of stakeholders Form of communication
Shareholders/ Annual report, meetings, presentations, corporate website, creditors/media accounting reports, participation in conferences, business meetings, media publications, social networks. Employees Meetings, thematic seminars, corporate events, corporate publications, questionnaires, collective agreements, corporate ethics code, training sessions, Company hotline, social networks. Consumers/clients Corporate website, questionnaires, presentations, annual report, responses to claims, consultations, negotiations, interviews, corporate website, social networks, Company hotline. Partners Consultations, corporate website, annual report, participation in conferences, negotiations, business meetings, social networks, Company hotline. Authorities Consultations, seminars, official correspondence, round tables, Company hotline. Local Communities/Land Conferences, round tables, social and charitable programs, Owners/Local farmers media publications, printed materials (posters, booklets), feedback through the company's website, Company hotline, meetings at village holidays, meetings of communities and shareholders, Territorial Advisory Board meetings, corporate newsletters.
6.4. Communication plan with stakeholders
In order to ensure effective stakeholder engagement, Corporate Communications Plans with stakeholders have been implemented at each business unit. Corporate Communications Plans indicate the frequency, format and communication channels, responsible persons for engaging with local communities. Essential issues for stakeholders are identified in section 5 of Stakeholder Analysis. At the level of Central Office, the communications plan is further consolidated.
Group of Responsible Periodicity Communication channel stakeholders department Shareholders / Investors According to Company IR page investors Relations approved plans (corporate website) Department, (ASTARTA IR (including corporate Management Calendar, etc.) electronic edition ASTARTA-monthly), road shows, participation in conferences, personal meetings, media publications, thematic publications, periodical reports of the Company. Employees Department of Constantly, Meetings, thematic Personnel, events and electronic seminars, corporate Corporate corporate editions - events, questionnaires, Partnership and according to collective agreements, Communications, approved plans on a corporate rules, Management monthly, quarterly corporate trainings, basis consultations, social networks (corporate page "Our ASTARTA"), journals "ASTARTA-Digest", "ASTARTA- Visnyk". Creditors Corresponding Consultations - Consultations, corporate department, according to the website, annual and Management approved action periodical reports, plans, reports - business meetings in annually, social various formats, social networks, company’s networks, company's hotline - constantly «hotline». Local Department of According to Conferences, round communities Corporate Social approved plans of tables, social and Responsibility, regional enterprises charitable programs, local production publications in media, units, information in regional Management corporate newspapers, printed materials (posters, booklets), corporate website, social networks, regular meetings with village communities, activities of Advisory Councils. Suppliers Purchasing Consultations - Consultations, corporate department, according to the website, annual and Management approved action periodical reports, Group of Responsible Periodicity Communication channel stakeholders department plans, reports - business meetings in annually, social various formats, social networks, company's networks, company's hotline - constantly «hotline». Media External Constantly Company IR page Communications (corporate website), Department, participation in Management conferences, personal meetings, media publications, thematic publications, periodical reports of the Company. Local Farmers Department of According to Consultations, corporate Corporate Social approved plans of website, annual and Responsibility, regional enterprises periodical reports, local production business meetings in units, various formats, social Management networks, company's «hotline». Local authorities Department of According to Consultations and Corporate Social approved plans of meetings, seminars, Responsibility, regional enterprises official correspondence, local production joint projects on the units, development of local Management infrastructure. Landowners Department of According to Consultations, meetings Corporate Social approved plans of of landowners, Responsibility, regional enterprises information in regional Land Department, corporate newspapers, Management corporate website, annual and periodical reports, business meetings in various formats, social networks, company's «hotline». Clients Commercial Consultations - Consultations, corporate Department, according to the website, annual and Purchasing approved action periodical reports, Department, plans, reports - business meetings in Management annually, social various formats, social networks, company's networks, company’s hotline - constantly hotline.
7. Mechanism for implementation of an action plan to respond to stakeholder problems Stakeholder engagement is a constant process throughout the project. An action plan for responding to stakeholder needs is drawn up in accordance with the nature of the issues and the methodology of engagement. Required elements of interaction are: Consultations with stakeholders Negotiations and partnerships Conflict solving procedures Consultations with Negotiations and Conflict solving stakeholders partnerships procedures
Conflict prevention through Building trust through Providing information consultations, consultation negotiations and partnerships
Fixation of Negotiating on basic Grievance consultations principles management (protocols)
Fixed mutually Preparation of beneficial responses to partnerships Conflict solving applications satisfying the interests of all parties
Opinions are taken into account and appropriate decisions and activities adjusted if necessary
Consultations with stakeholders The main task of the consultations is to establish and maintain strong constructive relationships with stakeholders. Basic principles of consultations: - targeted at those most likely to be affected by the project; - early enough to scope key issues and have an effect on the project decisions to which they relate; - meaningful to those consulted because the content is presented in a readily understandable format and the techniques used are culturally appropriate; - two-way so that both sides have the opportunity to exchange views and information, to listen, and have their issues addressed; - gender-inclusive; - localized to reflect appropriate timeframes, context, and local languages; - free from manipulation or coercion; - documented to keep track of who has been consulted and the key issues raised; - reported back in a timely way to those consulted, with clarification of next steps; - ongoing as required during the life of the project.
The Company has two consultation formats: - Meetings of landowners who lease land to the Company. The meetings are held in accordance with the approved corporate format and schedules at each enterprise. The schedule determines the frequency (at least once a year), the venue. According to the results of the consultations, the issues are documented, the answers are prepared, and, if necessary, the decisions discussed are adjusted accordingly.
- Activities of Advisory Councils. The company initiated the creation of Advisory Councils in the territories of doing business. These are not formal associations. Such advisory councils include representatives of local authorities, community activists, landowners, local experts and opinion leaders, local company representatives, representatives of vulnerable groups (pensioners, people with special needs). At meetings of advisory councils, the issues of interaction between the Company and local communities are discussed, annual programs of corporate social partnership are implemented, joint projects of socio-economic development of territories are approved. The meetings of the advisory councils are documented by appropriate minutes. Advisory councils also monitor and evaluate joint social projects. Also, if necessary, the councils adjust the decisions that have been discussed. Negotiations and partnerships
The task of negotiations is to come to an agreement on a specific issue or set of issues. The negotiations are preceded by consultations that form a significant level of stakeholder trust. Quality stakeholder engagement is a key condition for mutually beneficial negotiations. The results of the negotiations are secured mutually beneficial partnerships that will satisfy the interests of all parties.
Basic principles of negotiations:
- involvement of legitimate representatives; - willing engagement free from coercion or intimidation; - joint exploration of key issues of importance; - equal access to the best available information; - use of participatory approaches; - accessibility in terms of timing and location; - provision of sufficient time for decision making; - mutual respect and sensitivity for cultural and other differences; - flexibility, consideration of multiple options, and willingness to compromise; - documented outcomes; - inclusion of a grievance mechanism to address any issues arising in the implementation of the agreement.
Negotiations and their outcome are the responsibility of employees of relevant functional and regional divisions of the company regarding specific issues in their field of activity. For example, at the local level, specialists of land department are responsible for interacting with landowners. They often use the negotiations and partnerships mechanism in solving land lease issues. Such issues affect the financial interests of stakeholders and are resolved through negotiation in accordance with the basic principles outlined above.
Conflict solving procedures
A well-established overall process of community engagement and regular access to information can substantially help prevent conflicts and prevent them from growing to such an extent that business is not adversely affected.
Basic principles
- conflict prevention; - information on conflict solving procedures and grievance mechanism is accessible to stakeholders; - third parties (external expert organizations, consultants, mediators, etc.) may be involved in order to effectively regulate the conflict; - in order to solve the conflict, management of the Company and employees may be involved. Contact information for applications, responsible persons for stakeholder engagement are set out in Appendix B to this document.
8. Grievance mechanism Complaints are handled at two levels: local (regional company asset) and central (head office) by special commissions. If there is an unsuccessful consideration of complaints at the local level, then the complaint is considered at the central level, and the necessary corrective actions are taken. Work coordination of regional commissions is performed by social workers of the regional assets of the company, meetings of commissions are held monthly. The coordinator prepares the necessary materials, protocols and reports. Complaints review meetings are held quarterly at the central level. The Department of Corporate Partnership and Communication coordinates the process. At the central level, the coordinator disseminates relevant information to committee members, prepares meeting protocols, progress reports, and ensures proper documentation of actions and decisions. If necessary, special meetings and discussions on complaints can be organized. The company has developed and implemented a grievance procedure that is accessible to all stakeholders. Any comments may be submitted in writing (by mail or e-mail), either by filling in the complaint form or by telephone - company’s hotline (Annex A). All complaints must be: Immediately proceed if the application was personal or by telephone; Accepted for review within 3 days if submitted via letter or email; Responses are prepared not later than 30 days from the moment of filing the form; In the case of anonymous complaints, the printed reply will be posted on the information boards of local governments and local enterprises of the company, as well as in Internet so that the complaining party can read the reply; The complaint information is recorded in grievance register by specially authorized and trained employees. Keeping a grievance register is the responsibility of the company regional security service, information is kept in a uniform format, both at the regional and central level. Responsible service workers submit quarterly complaints to the central coordinator for review by the Special Commission, and monthly to the regional coordinator.
In the grievance register we record the following information: • Full name and contact information, • The contents of the complaint, as well as how and when it was filed, considered, answered and closed. This process is described in Annex A.
Our grievance mechanism in no way interferes with the right of stakeholders to file complaints in other established ways. Individuals may request that their names be kept confidential, this mechanism allows complaints to be handled by other judicial means. Information about the existing complaint mechanism and the hotline for appeals is located on the company's website and on the information stands of regional enterprises.
8.1. Procedure for responding to unfounded grievance In some cases, complaints may be frivolous, exaggerated or specially fabricated, they may be motivated by the desire of individuals for monetary compensation or political reasons, so these complaints are groundless. However, such complaints also require investigation and response. Such complaints are examined by the Company's legal service, in accordance with the legality of the requirements, further analysis of the facts. In order to avoid unreasonable costs, the company evaluates the facts and conditions before the start of the project activity as well as in the process, they are documented and photographed. In addition, in communities where the Company operates, Sustainable Development Maps and Community Passports have been developed to identify baseline socio-economic indicators (community infrastructure status, socio-demographic indicator, etc.) and identify priority areas for territory development. Also, these basic studies allow us to compare the changes in the socio- economic situation of the territory and to consider the Company's impact on its development. If necessary, independent expert third parties are involved to respond to complaints and assess the potential negative impact of the company. In order to avoid possible unjustified complaints, there is a clear communication with the communities, through clear criteria and expectations, through interaction during consultations (Advisory council meetings, landowner meetings).
9. Monitoring and Reporting The company operates a stakeholder engagement system. A responsible functional department is assigned to each stakeholder group, forms of engagement are defined (page 45 of the Plan). ASTARTA is a vertically integrated holding, so the relevant functions are also integrated at the regional level to the respective regional enterprise, and the respective regional individual plans for stakeholder engagement are approved and implemented. During the year, the heads of the Company's relevant departments implement communication plans for stakeholder engagement. CSR Department collects information and submits it to the top management of the Company for review. As a result, the Company regularly receives up-to-date information on issues of interest to stakeholders. The management team reviews and analyzes the information received at weekly meetings of the Company’s management and makes appropriate decisions as necessary to correct the actions. It also submits annual reports to the Board of the ESG committee. The success of SEP implementation depends on systematic efforts, constant monitoring and analysis of the Company's results. The following can be used as output target indicators that reflect the effectiveness of communication with stakeholders:
Number of recommendations received by the Customer from stakeholders on different mechanisms of "feedback"; The number of grievances and complaints for the process of project implementation by stakeholders; Number of publications on the project implementation process in local, regional and state media. Stakeholders may be involved in the monitoring as direct participants in the commitment process. Issues of monitoring, the company's obligations to local communities are discussed during consultations (landowners’ meetings, advisory council meetings). Individuals may transmit their observations and feedback through the complaint mechanism, in writing, by telephone, or through direct contact with responsible local social workers.
Reporting: - Responses and reports for the relevant commissions (regional and central level) are prepared after complaints are considered; - The Company's annual non-financial report provides summary information on complaint handling and stakeholder engagement during the reporting period (per year) - During consultative meetings (meetings of land owners, meetings of advisory councils). Reports are also being prepared at the regional and central levels on the implementation of the Stakeholder Corporate Communications Plan.
10. The procedure for updating a document and making changes This document is updated during the project cycle period, in case of: - identification of additional stakeholders, changes are made as well as changes of contact information, stakeholder analysis; - occurrence of additional circumstances (change of production, updating, expansion, reconstruction, transfer of location, etc.); - introduction of new strategic approaches to interaction with stakeholders. Also, with the changes of environmental, social, land legislation of Ukraine, the necessary data are updated and added to this document.
10.1. Overview of a typical stakeholder engagement process for a new project/extension, reconstruction The purpose of this section is to review the typical stakeholder engagement process for a new project/extension, reconstruction of existing facilities, to look at specific methods and approaches that will be most helpful with stakeholder engagement at each phase of the project cycle.
Project cycle
Feasibility Downsizing, Project studies and decommissio Construction Operations concept project ning and planning divestment
Stage of the project Stakeholder interaction methods and approaches cycle
Project concept Refer to any past stakeholder information or consultation. Disclose and consult selectively in the very early stages. Disclose information on alternatives and design or location options. Where possible, engage with government during strategic planning. Review adequacy of any existing grievance procedures. Review potential legal, regulatory and lender requirements for stakeholder engagement. Ensure that any project risk analysis includes stakeholder issues.
Feasibility studies, Systematically identify project stakeholders and their interests. project planning Review regulatory and financing requirements for stakeholder engagement on projects. Seek input from stakeholders on how they wish to be consulted. Prepare a stakeholder engagement plan commensurate with project impacts. Provide information ahead of cconsultations on environmental and social impacts (public hearings on Environmental Impact Assessment). Gauge the level of stakeholder support for your project. Revisit prior consultation if it may become a source of grievance. Report changes in the evolving project design to stakeholders. Document the process and results of consultations.
Construction Identify stakeholders most likely to be affected by construction. Notify local stakeholders of construction activities and changes to schedules. Get community liaison staff on the ground quickly. Aim for rapid response times in resolving grievances. Report to stakeholders on progress of environmental and social management programs. Choose contractors with the capacity to engage effectively with stakeholders as required by the Company. Manage risks to stakeholder relations from contractors. Operations Periodically review and update of stakeholder information. Consider ways to assess stakeholder perceptions. Continue to disclose, consult, and report to stakeholders as needed. Keep grievance mechanism operational. Consider establishing a participatory or third-party monitoring program. Downsizing, Revisit stakeholder analysis in light of proposals for downsizing, decommissioning and decommissioning, or divestment. divestment Communicate with stakeholders early to allay fears and uncertainty. Provide regular updates and progress reports to stakeholders. Plan and execute stakeholder consultation as though it were at the project feasibility stage. Consult on transfer and management of assets and liabilities. Gear up to manage grievances. Review the capacity of future management systems to deliver stakeholder engagement on decommissioned or divested assets.
For each new project, expansion/reconstruction of existing facilities, the methodology and approaches of stakeholder engagement is applied.
11. Stakeholder Engagement Management Stakeholder engagement is an integral part of the Company's social and environmental management system. At the central level of top management, the responsibility for stakeholder engagement assigned to the Director of HR, Corporate Partnership and Communications Department, which includes a Corporate Partnership and Communications division to ensure process coordination. At the regional level (the assets of the company in regions) the responsibility for interaction with stakeholders is assigned to the directors of enterprises and relevant social workers. Each functional area within its responsibilities also interacts with a specific stakeholder group, the principles and approaches of engagement are described in this SEP document and in Company's Policies (Description of the Policies and Procedures described in Section 6.2). Complaints are reviewed at two levels: local (regional company assets) and central (head office) by special commissions. Coordination of regional commissions is carried out by social workers, at the central level - by the Head of Corporate Partnership and Communications Division. There is a monthly meeting of the regional commission, quarterly - the commission of the central level. If it’s necessary, ad-hoc meetings are held. Commission decisions are documented by appropriate protocols. Keeping a grievance register is assigned to the regional security service of the company, which documents and submits complaints to coordinator for preparation of committee meetings. Social workers, responsible for stakeholder engagement, periodically take professional trainings. The company operates a stakeholder engagement system. A responsible functional department is assigned to each stakeholder group, forms of engagement are defined (page 45 of this Plan). ASTARTA is a vertically integrated holding, so the relevant functions are also integrated at the regional level to the respective regional enterprise, and the respective regional individual plans for stakeholder engagement are approved and implemented. During the year, the heads of the Company's relevant departments implement communication plans for stakeholder engagement. CSR Department collects information and submits it to the top management of the Company for review. As a result, the Company regularly receives up-to-date information on issues of interest to stakeholders. The management team reviews and analyzes the information received at weekly meetings of the Company’s management and makes appropriate decisions as necessary to correct the actions. It also submits annual reports to the Board of the ESG committee. Interaction on the implementation of this Plan takes place both at the vertical level between the Company and the regional enterprises, and at the horizontal level between the different functional areas and departments. Functional areas and regional enterprises submit stakeholder engagement reports to the CSR Department. The department is represented by an employee at each enterprise. Relevant community groups are assigned to the employee. The employee coordinates and executes the individual stakeholder engagement plan at the enterprise. The relevant employees receive the necessary knowledge and trainings to perform the functions. Specialist of the Land Department works in each locality to ensure prompt interaction with an important stakeholder group - landowners. This specialist also transmits the necessary information both to the central level and to the representative of the CSR Department at the regional enterprise. Meetings with landowners are held once a year according to approved schedule. Representatives of the Company (Land Department, CSR Department, other departments if necessary) and the representatives of the local enterprise attend the meetings. The order of the meeting is regulated by a separate document - the Procedure for holding meetings with landowners. Appendix A «Grievance form and mechanism»
Grievance form
Income number Name Contact information via post mail: please, enter the mailing address
Please indicate how you would like to receive an answer (by mail, telephone, e-mail) via telephone:
via e-mail: Select the language
Description of the problem or complaint (What happened? Where happened? Who did it happen with? What happened in the end?):
Date One-off problem situation / complaint (date ______)
Did it happen more than once (how many times? _____)
Current (currently the problem remains)
What measures would you like to see to solve the problem?
Signature
Data
Grievance mechanism
Grievance obtained Fix a grievance in the journal
Work with complaints began within 7 days
Yes No Will immediate action be enough to satisfy the complaint?
Identify all the necessary long-term measures
Inform the applicant about the proposed corrective actions within 30 days or explain why no action is required.
Inform the applicant about Take corrective action and all corrective actions subsequent steps
Fix the date, close the review
Grievance register Form
Review Receive status Full name, Date of method Content (passed, and contact compla Date of (hotline, of Responsibl in Taken № information int decisio mail, complai e person progress, actions of the recepti n email, nt resolved, applicant on etc.) not resolved)
Appendix B Contact information for applications, responsible persons for stakeholder engagement in the regions
Enterprise group Responsible person Contacts LLC Firm «Astarta-Kyiv» Liliia Marachkanets LLC «Tsukoragroprom» liliia.marachkanets@astarta. 04071, Ukraine, Kyiv, LLC «Zerno-Agrotrade» ua 58, Yaroslavska, str.
(+380) 44 585 94 94 (+380) 44 354 18 00 [email protected]
Hotline: +38 (044) 585 94 74
LLC «Investment company Aliona Slovtsova 39000, Poltava region, «Poltavazernoproduct» [email protected] Globinskiy district, Globine, 1, Zavodska str.
LLC «Globinskiy processing Nataliia Katynska 39000, Poltava region, factory» [email protected] Globinskiy district, Globine, 203, Volodymyrivska str. LLC «Globinskiy Svitlana Krutiporokh 39000, Poltava region, bioenergetichniy complex» [email protected] Globinskiy district, Globine, str. Zavodska, 1 Subsidiary «Globinskiy Krutiporoh Svitlana 39000, Poltava region, sugar plant» [email protected] Globinskiy district, Globine, LLC «Tsukoragroprom» str. Zavodska, 1
LLC «Agricultural company Nataliia Levontivtseva 39100, Poltava region, «Dobrobut» nataliia.levontivtseva@astar Kozelshchyna district, ta.ua Kozelshchyna village, str. Ostrohradskoho, 8 PU "Lutovinivskiy elevator" Liliia Marachkanets 39132, Poltava region, LLC «Zerno-Agrotrade» liliia.marachkanets@astarta. Kozelshchyna district, ua Lutovynivka village, str. Korolenka, 74A
Subsidiary « Kobelyatskiy Tetiana Postavna 39221, Poltava region, sugar plant» [email protected] Kobelyatskiy district, Bilyki LLC «Tsukoragroprom» village, str. Myru, 1 LLC «Astarta-Prykhorollia» Koriak Volodymyr 37823, Poltava region, [email protected] Khorolskiy district, a Staroavramivka village, str. Shevchenka, 21 LLC «Musiivske» Ihor Chmykhalo 37830, Poltava region, [email protected] Khorolskiy district, Musiivka village, str. Zhovtneva LLC «Nika» Alyona Ponyatenko 38850, Poltava region, [email protected] Chutivska district, village Vasylivka, str. Peremohy, 18 PU «Skorohodivskiy Liliia Marachkanets 38850, Poltava region, elevator» liliia.marachkanets@astarta. Chutivskiy district, LLC «Zerno-Agrotrade» ua Enterprise group Responsible person Contacts Skorohodovo village, str. Haharina, 7 LLC «Agricultural company Nataliia Horolska 38030, Poltava region, «Dovzhenko» [email protected] Shyshatskiy district, Yaresky village, str. Kozatskiy Shliakh, 29 PU « Yareskivskiy elevator» Liliia Marachkanets Poltava region, Shyshatskiy LLC «Zerno-Agrotrade» liliia.marachkanets@astarta. district, Yaresky village, str. ua Elevatorna, 1
LLC «Novoorzhytskiy sugar Tetiana Perhailo 37714, Poltava region, plant» [email protected] Orzhitskiy district, Novoorzhitske village, str. Tsentralna, 2 LLC «Khmilnitske» Petro Sydorenko 22050, Vinnytsia region, [email protected] Khmilnytskyi district, Viytivtsi village, str. Zavodska, 2 PU «Khmilnitskiy elevator» Liliia Marachkanets 22000, Vinnytsia region, LLC «Zerno-Agrotrade» liliia.marachkanets@astarta. Khmilnyk, str. Pryvokzalna, ua 53
LLC «Zhytnytsya Podillya» Liliia Lobova 31070, Khmelnytskiy region, [email protected] Krasylivskiy district, Schyborivka village PU «Krasylivskiy elevator» Liliia Marachkanets Khmelnytskiy region, Krasyliv LLC «Zerno-Agrotrade» liliia.marachkanets@astarta. district, Krasyliv, str. ua Hrushevskogo, 146
LLC «Volochysk-Agro» Olha Sapozhnik 31200, Khmelnytskiy region, [email protected] Volochyskyi district, Volochysk, str. Frydrykhivska, 40 LLC «APK Savynska» Olha Yutkalo 64270, Kharkiv region, [email protected] Balakliisky district, Savintsi village, str. Savinske Shosse, 1 LLC «Narkevitskiy sugar Lubov Koval 31260, Khmelnytskiy region, plant» [email protected] Volochyskiy district, Narkevichi village, str. Zavodska, 1 ALC «Novoivanivskiy sugar Vasyl Symonenko 63109, Kharkiv region, plant» [email protected] Kolomatskiy district, a Kolomak village, str. Peremohy, 123