Community Engagement Guide Exploration and Mining

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Guidelines or Mining andMineral Exploration in Victoria

ENGAGEMENT

Community

These guidelines provide assistance to the minerals industryabout the requirements for community engagement underthe Mineral Resources (Sustainable Development) Act1990and the Mineral Resources Development Regulations2002.


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In addition, the Act urther requires thatcommunity engagement plans (CE Plans)are prepared, to document the commitmentsa mining licensee (undertaking mining)has made to engage with the community.The Regulations stipulate the minimumrequirements that are to be included in a CEPlan. Together, these measures aim to increaseengagement opportunities between minersand the communities in which they work.

These guidelines also outline the Departmento Primary Industries (DPI) expectations ocommunity engagement in the minerals sector.The inormation provided in these guidelines iso a general nature, not specic to any region inVictoria. It is linked with the requirements o theMineral Resources (Sustainable Development)Act1990 (the Act) and the Mineral ResourcesDevelopment Regulations2002 (the regulations).The Act and the Regulations are administeredby the departments Minerals and PetroleumDivision.

The Act species that exploration and

mining licensees have a duty to consultwith their community across the entire liecycle o a project, rom exploration, throughto development, operation, closure andrehabilitation.

I you have a mineral exploration or mining licence inVictoria, then these guidelines are or you. These guidelineshave been developed to provide practical advice on theduty to consult, community engagement plans and modelso community engagement.

Who are these guidelines or?

How to use these guidelines

Exploration Licensees

Read about the duty to consult in SectionOne o these guidelines. Inormation on how

to identiy a community, manage communityexpectations, techniques o consulting andproviding inormation to the community isavailable in Steps 1, 2 and 5 o Section Fouro this booklet.

Mining Licensees

Read about community engagement inSection One o these guidelines. Inormation

on what is required in a CE Plan is in SectionThree and guidance on How to develop a CEPlan is in Section Four o this booklet.


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This publication has been produced under DPIs Minerals

and Petroleum Division (MPD) Community Engagement

initiative, which was unded through the Environmental

Sustainability Action Statement initiative:

Our Environment Our Future.

Comments and eedback about these guidelines are

welcome and should be orwarded to the:

Community Engagement Program Manager

Level 16 / 1 Spring Street

Melbourne, Victoria

3000 Australia

Telephone: 136 186

Facsimile: 9658 4499

Accessibility

I you would like to receive

this inormation/publication

in an accessible ormat (such

as large print or audio) please callthe Customer Service Centre on:

136 186, TTY: 1800 122 969, or email

[email protected].

This document is also available

in pd ormat on the Internet

at www.dpi.vic.gov.au.

Acknowledgments

The ollowing organisations and individuals are grateully

acknowledged or their eedback on the development o these

guidelines:

Department o Primary Industries

Bonnie Baird, Michelle Marurt, Kerri-Anne Millard, Phil

Roberts, Doug Sceney, Daniella Csaky, Amanda Lewis, Kathy

Friday, Andrew Radojkovic, Geo Collins, Kerry Martin and

Sandra Kasunic.

Minerals Council o Australia

Chris Fraser and Megan Davison

Prospectors and Miners Association o Victoria

Peter McCashney, Rita Bentley and John Tottenham

Written by: Bonnie Baird

Edited by: Kirsten John

Designed by: Fluidesign

The State o Victoria, 2008

Published by the Department o Primary Industries

Minerals and Petroleum branch, May 2008

This publication is copyright. No part may be reproduced by

any process except in accordance with the provisions o the

Copyright Act1968.

Authorised by:

The Department o Primary Industries

1 Spring Street, Melbourne, Victoria 3000, Australia

ISBN: 978-1-74199-920-4 (print)

ISBN: 978-1-74199-921-1 (pd)

Disclaimer

This publication may be o assistance to you but the

State o Victoria and its employees do not guarantee that

the publication is without aw o any kind or is wholly

appropriate or your particular purposes and thereore

disclaims all liability or any error, loss or other consequence

which may arise rom you relying on any inormation in

this publication.

For more inormation about the DPI visit the website at

www.dpi.vic.gov.au or call the Customer Service Centre

on 136 186.


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The community engagement provisions introduced to the Mineral Resources(Sustainable Development) Act1990 in 2006 are a rst or Australia. I ampleased to be releasing these guidelines to complement those provisions.These guidelines are intended to assist licensees to comply with theserequirements. However they also provide a model or better interactionbetween communities and exploration/mining licensees.

Many licensees already engage with their communities proactively andsuccessully. The hallmarks o good engagement such as trust, mutualrespect, transparency and understanding are evident at these projects.Licensees that initiate early and ongoing engagement are signalling tocommunities that their knowledge, views and wellbeing are consideredimportant.

Good community engagement also makes sense on a practical level itreduces risks, improves decision making and ultimately enhances outcomes.

I wish Victorian licensees well on their community engagement journeysand trust that they will nd the inormation in this guideline useul.

Richard Aldous

Executive DirectorMinerals and Petroleum Division

The minerals industry is a signicantcontributor to Victorias economy. It isimportant that economic growth is gainedin conjunction with the need or strongand healthy communities, social wellbeing

and environmental sustainability. Thisis particularly relevant in Victoria, giventhe oten close proximity o mining andexploration to other land uses in regionaland peri-urban areas throughout Victoria.

Foreword

Foreword


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Foreword 3

Introduction

Governments community engagement role in the minerals industry 7

The role o DPI 7

Section One

Community engagement and the duty to consult 8

What is community engagement? 8

Who are the community? 8

What is consultation? 8

How does the duty to consult apply to licensees? 9

Section Two

What are the statutory processes or community engagement plans (CE Plans)? 10

What is a community engagement plan (CE Plan)? 10

When is a CE Plan required? 10

What needs to be included in a CE Plan? 10

What is the process or approval o a CE Plan? 10

Figure 1 Community engagement requirements 11

What criteria are CE Plans assessed against beore approval? 12

What happens i the CE Plan does not meet assessment requirements or approval? 12

Is evidence o community engagement activities required? 12

What inormation is required when community engagement perormance is assessed? 12

How will CE Plans be monitored? 12

Section Three

What inormation do the Regulations require in a CE Plan? 13

Mining licences exceeding 5 hectares 13

Mining licences not exceeding 5 hectares 14

Section Four

How to develop a CE Plan 15

What principles support a CE Plan? 15

Developing a CE Plan 16

Step 1 Identiy community aected by the project 17

Step 2 Identiy community attitudes and expectations 18

Values in community engagement 18

Managing dierences in community engagement expectations 19

Step 3 Assess the level o impact 19

Figure 2 Example o community identication and level o impact 21

Step 4 Decide on what the community can be engagged in 22

Step 5 Levels o engagement 23

Community engagement spectrum 23

Figure 3 Community engagement spectrum 24

Choosing a level o engagement 25

How to provide inormation to the community 26

Registering, documenting and responding to eedback and complaints 26

Step 6 Community engagement techniques 27

Contents

Contents


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Section Five

Further Inormation about community engagement processes 28

Organisations that can assist with the engagement o diverse groups 29

Glossary o terms and abbreviations 30

Appendix

1. Leglisation and Regulation requirements 31

2. Minerals and Petroleum Division contact inormation 32

Figure 4 MPD ofce locations and districts 32

3. Identied community and impact assessment orm 33

4. Community enquiry/complaints orm 34

5. Submission checklist or CE Plan 35


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The Victorian Government encourages acommercially viable mining industry whichmakes the best use o mineral resources ina way that is compatible with the economicgrowth, social wellbeing, cultural wellbeingand environmental health o the State.

Victorian communities increasing interest inmining and exploration is a key driver in theeective delivery and acilitation o communityengagement in the minerals industry.The Victorian Government through its OurEnvironment Our Future Sustainability ActionStatement and Growing Victoria Together policyhas responded to community expectations omining with policies aimed at ensuring thatmore community engagement occurs betweenthe mining industry and the community.

In part, this response now requires licenseesto ensure that communities are given theopportunity to interact with them and provideeedback about mining activities that eitherimpact or are important to them.

The Department o Primary Industries (DPI)believes that community engagement isan important element in the planning anddecision-making processes o the Victorianmining industry. The government also believesthat establishing engagement opportunitieswith the community is a good start or anoperator striving to achieve and maintainits social licence to operate.

The role o DPI

DPI is the key government agency involvedin overseeing the sustainable developmento the earth resources industries in Victoria.The Minerals and Petroleum Division (MPD)within the DPI has primary responsibility ina range o areas including developing andproviding high quality geological inormation,

project acilitation, product development andmarketing, as well as regulation.

The regulation o the minerals industryin Victoria is undertaken through theadministration o the minerals licensing regime.This includes setting environmental standards,monitoring compliance and ensuring that thecommunity is engaged in industry projects.MPD also provides advice to both licenseesand the community regarding exploration andmining projects and associated issues.

Introduction

Governments community engagementrole in the minerals industry


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Community engagementand the duty to consult

What is community engagement?

Community engagement involves interactionsbetween identied groups o people andinvolves processes that are linked to problemsolving or decision making where communityinput is used to make better decisions.Communities, thereore, should not be engagedto obtain consensus or agreement about a

predetermined position. In such instances it isnot engagement that is occurring but, rather,a public relations exercise where inormationis distributed. Community engagement involvesa decision that is yet to be made over which thecommunity can have some inuence.1

The value in engaging positively andconstructively around a decision yet to be madeallows the community to eel that they havebeen heard, are comortable with the processand the basis on which a decision has beenmade. This is urther enhanced i there are goodrelationships between all parties to allow ormore inormed decision making capacity andto improve outcomes or all those involved.

Eective community engagement dependson mutual trust, respect and eectivecommunication between industry and thecommunity. Community engagement can beconsidered a live process that may need tochange or evolve as projects develop; it alsoneeds to be exible and transparent in orderto respond to community needs. Thereore,the engagement approach taken by a licenseewill vary according to the nature o the project,the level o impact and degree o communityinterest.

Who are the community?

The members o a community with whomindustry interacts can be broad and diverse.It usually involves the local communitysurrounding the project and will vary dependingon who is aected and their interest in theproject.

Further details on how to identiy a community

are provided in How to develop a CE Plan inSection Four o these guidelines.

What is consultation?

Consultation is a orm o communityengagement and, or the purposes o theAct and the Regulations, consultation can beregarded as a two-way communication processbetween the licensee and the community.It involves the licensee seeking, listening toand considering community eedback thatmay be useul in its decision-making process.

It does not mean that mutual agreementabout decisions has to be reached but, rather,acknowledges that better decisions by industryare likely to be made through community input.

Consultation also provides the opportunityor exploration and mining licence holdersto be aware o communitys attitudes andexpectations.

1Adapted rom the International Association o Public Participation (IAP2) which denes community engagement as Any process that involves thecommunity in problem solving or decision making and uses community input to make better decisions.

Section One


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How does the duty to consultapply to licensees?

The Act states that exploration and mininglicence holders have a duty to consult withthe community during all stages o a project,rom exploration through to the operationalphase and rehabilitation.

In this context a duty to consult means thatthe licensee is required to:

shareinformationwiththecommunityaboutany activities authorised by the licence thatmay aect the community

providethecommunitywithreasonableopportunities to express their views aboutthose activities.

The duty to consult applies throughout theperiod o the licence and during all stageso a project. This applies to both miningand exploration activities.

Techniques used to consult may includesuggestion boxes, telephone, written orelectronic surveys, hotline or phone-inopportunities, media advertising, invitingsubmissions, public exhibitions, interviews,ocus group sessions and meetings (public

and private).Consultation is an eective processin community engagement provided:

thepurposeoftheconsultationismade clear this includes what is being consultedon and what is non-negotiable

theexpectedlevelsofparticipationandcommitment are expressed to the community

feedbackisprovidedtothecommunityonhow their input has inuenced decisions.

I a licensee has completed and implementedan approved community engagement plan,

they have complied with the duty to consult.I a licensee is not required to completeand implement an approved communityengagement plan, however, the duty to consultis met when the licensee has:

establishedgoodongoinginformationandparticipation channels with their identiedcommunity

consideredthecommunitysviewsbeforemaking decisions that impact on people

communicatedhowcommunityinput has contributed to decision making

documentedcommunityconsultation

processes to demonstrate compliance.

Read more about how to identiy a community,manage expectations, techniques o consultingand providing inormation to the community inSection Four o these guidelines.

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What is a communityengagement plan (CE Plan)?

A community engagement plan (CE Plan) is adocument that clearly identies the communityand describes how, when and what engagementwill occur with that community during all stageso the mining project. Under the Act, it ormspart o a mining work plan.

When is a CE Plan required?

From 1 October 2007, a CE Plan is required:

1. In all new mining work plans.

2. In any new variation to an existing miningwork plan where the community is aected.

3. On request by the department head.

CE Plans can also be submitted voluntarily.The department strongly encourages mining

licensees with existing work plans to completeand submit CE Plans. This is benecial orseveral reasons.

Firstly,theimplementationofaCEPlan can reduce project risks.

Secondly,eectivemanagementofsocialimpacts can improve relationships withlocal communities.

Thirdly,whenalicenseeimplementsanapproved CE Plan, the department wouldnormally consider that they have compliedwith the duty to consult.

A CE Plan is not required or work carried outon an exploration licence or i a licensee isexploring on a mining licence. The requirementor a CE Plan to be prepared is governed by theactivity undertaken on the licence, notthe licence type (see Figure 1).

What needs to be includedin a CE Plan?

Licensees will need to ensure that their CE Planincludes the requirements set out in Schedule13 o the Regulations. These requirements aredetailed in Section Three o these guidelines.Inormation about How to develop a CE Planis provided in Section Four.

What is the processor approval o a CE Plan?

CE Plans will be subject to the same approvaland reerral processes as a new work plan ora work plan variation. More inormation on thework plan approval process can be ound inthe DPI Mining Work Plan Guidelines which areavailable rom the department.

One exception is when a variation consists

solely o a CE Plan. Section 41 (9) o the Actstates that i the work plan variation consistssolely o the inclusion o a communityengagement plan, then reerral processes toother ministers do not apply.

Paper copies o CE Plans will be accepted bythe department but an electronic version ispreerred.

Section Two

What are the statutory processesor community engagement plans(CE Plans)?


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Exploration

Activities involve: conducting geological, geophysicaland geochemical surveys. It can include drilling, collectingsamples or analysis and non-commercial extractiono minerals.

Mining

Activities involve: commercially extracting mineralsrom the land and can include processing and treatingore. There are several types o mining and these includeshallow surace mining, open-cut mining, undergroundmining, and tailings treatment.

Licence granted

The Minister has granted a licence or exploration or mining under the Act. This does not allow mining or exploration

(other than low-impact exploration) to commence.

Duty to consult

The Act species that licensees have a duty to consult with the community throughout the period o the licence andduring all stages o a project. This applies to both mining and exploration activities.

Exploration work planapproval process

Not required or low impact exploration reerto DPI Mining Work Plan Guidelines or process.

Work plan approval process

Reer to DPI Mining Work Plan Guidelines or process.

CE Plan

From 1 October 2007, a CE Plan is requiredto be included in mining work plans in anyo the ollowing situations:

1. In all new work plans.

2. In any new variation to an existing miningwork plan where the community is aected.

3. On request by the department head.

CE Plans can also be submitted voluntarily.

A CE Plan is not required i a licensee isexploring on a mining licence.

Work authority granted by DPI

Ater satisying all other relevant approvals, includingplanning approval or Environmental Eects Statements(EES), work authority is granted.

Mining can now commence.

Work plan approved by DPI

Exploration can now commence.

The Regulations

The Regulations stipulate theminimum requirements to beincluded in a CE Plan, depending onthe geographical size o the licence.

Figure 1Communityengagementrequirements

Section Two

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What criteria are CE Plansassessed against beoreapproval?

CE Plans will be assessed against Schedule 13o the Regulations, and these guidelines, by theMinerals and Petroleum Inspector RegulationBranch.

What happens i the CE Plandoes not meet assessmentrequirements or approval?

I a CE Plan is submitted that does not meetthe assessment requirements or approval, itwill be returned to the licensee with a requestor additional inormation specied.

Is evidence o communityengagement activities required?

Yes. Licensees with an approved CE Planshould keep records o engagement activitiesundertaken. These records should be held at theofces o the licensee or uture reerence bya Minerals and Petroleum Inspector.

Licensees are also encouraged to producedocumentation or presentation to thecommunity on an annual basis. For largecompanies this could be an Annual SustainableDevelopment Report and or small companiesit could be a newsletter. Keeping records willassist with this process.

What inormation is requiredwhen community engagementperormance is assessed?

Depending on the activities undertaken onthe licence and the actual approved CE plan, theollowing inormation may be considered whenassessing perormance against an approvedCE Plan:

whatpreviouscommunityengagementactivities have been conducted

thedescriptionandrationalofthecommunityinvolved

informationandanalysisoncommunityattitudes and expectations

atwhatstageoftheprojectthecommunitywas engaged

thetypeofengagementlevelused,forexample, inorm, consult, involve, collaborateor empower

howthecommunitywereinvolvedandthetechniques used. This includes the type oinormation disclosed, in what orms (orexample, verbal, printed, radio, electronic)and how it was disseminated

whatthecommunityengagementactivityhoped to achieve

evidenceofhowfeedbackandcomplaintshave been dealt with and used by the licensee

detailsoffeedbackprovidedtothecommunity as a result o any activitiesundertaken in the CE Plan.

How will CE Plans be monitored?

CE Plans will be monitored by a Mineralsand Petroleum Inspector in several ways.These include:

whentriggers,suchascommunitycomplaints, are received by the departmentto investigate non-compliance

targetedaudits

discussionduringEnvironmental Review Committee meetings.

Section Two


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3. Include a proposal or providinginormation to the community in relationto mining activities authorised bythe licence.

A CE Plan must include a proposal describinghow and when inormation will be deliveredto the community. This includes the type oinormation disclosed, in what orms (orexample, verbal, printed, radio, electronic)

and how it was disseminated.

4. Include a proposal or receiving eedbackrom the community in relation to miningactivities authorised by the licence.

A proposal describing how the community isable to provide eedback to the licensee mustbe contained in a CE Plan. This could be aeedback orm, hotline, website, communityorum, committees, such as an EnvironmentalReview Committee, or a nominatedcommunity contact person rom the company.

5. Include a proposal or analysingcommunity eedback and considering

community concerns or expectations inrelation to mining activities authorisedby the licence.

A licensee must also include in their CE Plan aproposal detailing how community concernsand input will contribute to decision making.

6. Include a proposal or registering,documenting and responding tocomplaints and other communicationsrom members o the community inrelation to mining activities authorisedby the licence.

The CE Plan must include a proposal detailing

an eective complaint and communicationhandling process. Ideally, a description othe complaint handling process and howthe community can communicate with thelicensee should be made available to thepublic.

This section stipulates the minimum inormationrequirements to be included in a communityengagement plan, as specied in Schedule 13o the Regulations. The requirements dependon the geographical size o the licence and whatactivities the licensee is undertaking.

DPI encourages licensees to go beyond theminimum requirements o the Regulations.There is an abundance o case study

inormation that demonstrates how communityengagement can enhance project outcomes.

Examples o case studies can be ound in thereerences listed in the Further inormationand community engagement processesinSection Five o these guidelines.

More detailed inormation on How to developa CE Plan is provided in Section Four.

Mining licences exceeding5 hectares

For mining licences exceeding 5 hectares, thereare six key inormation components required ina CE Plan.

1. Identiy any community likely to beaected by mining activities authorised bythe licence.

A detailed description or analysis is requiredo any community or individual that may bedirectly impacted or that may interact withthe mining activities authorised bythe licence.

When there are distinct community membersor community groups with diering interests,these should be identied.

In accordance with the Inormation PrivacyAct2000, the department does not requirecontact details o community members inthe copy o the work plan or work planvariation submitted to the department.This inormation should be retained by thelicensee.

2. Include a proposal or identiyingcommunity attitudes and expectations inrelation to mining activities authorised bythe licence.

A CE Plan must include a proposal detailinghow current community attitudes andengagement expectations will be identied.

A description o how a dierence incommunity engagement expectations will bemanaged should also be provided.

Section Three

3

What inormation do theRegulations require in a CE Plan?


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Mining licences notexceeding 5 hectares

For mining licenses not exceeding 5 hectares,there are our key inormation componentsrequired in a community engagement plan.

1. Identiy any community likely to beaected by mining activities authorised

by the licence.A detailed description or analysis is requiredo the type and location o any community orindividual that may be directly impacted orthat may interact with the mining activitiesauthorised by the licence.

For small licensees in remote locations, thecommunity aected may consist only o nearneighbours or regular visitors to the area.

In order to assist in developing your CE Plan,this inormation along with personal contactinormation can be inserted directly into thetemplate titled Identifed community andimpact assessment orm, which is availablein Appendix 3. Details about how to completethis template are available in Steps 1-3 Howto develop a CE Plan in Section Four.

In accordance with the Inormation PrivacyAct2000, the department does not requirecontact details o community members inthe copy o the work plan or work planvariation submitted to the department.This inormation should be retained bythe licensee.

2. Provide inormation to the communityin relation to mining activities authorisedby the licence.

A CE Plan must include a proposal describinghow and when any inormation will bedelivered to the community. This shouldinclude the type o inormation disclosed, inwhat orms (or example, verbal, printed andelectronic) and how it is to be disseminated.

3. Receive and consider eedback rom thecommunity in relation to mining activitiesauthorised by the licence.

A CE Plan must also include a proposaldescribing how the community are able toprovide eedback to the licensee. This couldbe in the orm o a nominated communitycontact person, or a regular meeting withthe community.

4. Include a proposal or responding tocomplaints and other communicationsrom members o the community inrelation to mining activities authorised

by the licence.

The CE Plan must include a proposal detailingan eective complaint and communicationhandling process. Ideally, a description othe complaint handling process and howthe community can communicate with thelicensee should be made available to thepublic.

Section Three


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Community engagement should be consideredas an integral component o a licenseesmanagement. Depending on the nature andscale o the project, community engagementmay be relevant to a number o unctionswithin the project and should be integrated intoexisting systems.

Licensees should consider what sta andresources will be devoted to managing a

community engagement program. Changes insta during dierent project phases can aectongoing community relationships and thisissue needs to be careully managed to ensurerelationships are maintained.

The inormation provided in this section isintended to provide an overview o goodpractices in community engagement and toassist in the creation o a CE Plan. Not all theguidance oered is applicable to all types andscales o mining projects.

Licensees should design their engagementactivities in line with the needs o theirrespective projects and seek additionalhelp when needed. Other useul sources oinormation are listed in Section Five o theseguidelines.

What principles supporta CE Plan?

When developing and implementing a CE Plan,broad principles underpin the process. Theseguidelines recommend the ollowing principlesbased on best practice:

Commitment is demonstrated when theneed to understand, engage and identiy thecommunity is undertaken early in the process.

Integrity occurs when engagement isconducted in a manner that osters mutualrespect and trust.

Respect is created when the rights, culturalbelies, values and interests o the communityin the land and waters within or surroundingthe mining project area are recognised.

Transparency is demonstrated whencommunity concerns are responded to ina timely, open and eective manner.

Inclusiveness is achieved when a diverse

representation o community and broadparticipation is encouraged and supportedby appropriate participation opportunities.

Trusting relationships are built throughexploring community values and interestsand nding common ground.

Good communication is achieved when openand meaningul dialogue is carried out andprocesses established to allow this to occur.

Build trust by establishing processes torecord and disseminate inormation on howcommunity eedback contributed to decisionmaking.

4

Section Four

How to develop a CE Plan


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Developing a CE Plan

A CE Plan documents the commitmentsa licensee makes to their community.A community engagement plan is createdater a deliberate and planned process.

The six key steps required to assist indeveloping a community engagement plan are:

1. Identiy any individual or communityimpacted or aected by the project.

2. Identiy and manage community attitudesand expectations.

3. Assess the level o real or perceived impactor the identied community.

4. Decide on what decisions the communitycan be engaged in.

5. Choose the most appropriate level toengage the community.

6. Select the community engagement techniquesto be used.

Like any business unction, communityengagement needs to be managed. It shouldhave a clear objective, be timely and beallocated to someone in the business as aresponsibility.

In addition, CE Plans should include:

Adescriptionofanyengagementactivitiesundertaken to date.

Whohasbusinessresponsibilityfortheactivity, when it will occur and where.

Processestoensurethelicenseehassystemsand procedures in place to understand andrespond to community issues on an ongoing

basis.

Acomplaintsandissuesresolutionprocess.

Processesthatprovidetheopportunityforrelationships to be built proactively, not justwhen issues occur.

The CE Plan, and any action associated withthe mining licence, should be reviewed on aregular basis.

Ideally, engagement processes should startearly. Seeking views rom the local communityat an early stage will assist mining licenseesto identiy the best way o interacting and

engaging with the people o that community.

Section Four


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Step 1

Identiy communityaected by the project

When identiying aected individuals orcommunities, a systematic approach canwork well. It is oten easiest to consider the

community surrounding the geographic locationrst, and then those aected or interested inrelated acilities, such as transport routes andother operational impacts and developments.

It is up to each licensee to determine thecommunity they are committing to engage withas part o their community engagement plan. Inmaking such a determination, a licensee shouldensure that they consider the term communityas inclusive, especially on a local level. Thisdoesnt normally include international, interstateor distant individuals or groups who do nothave a direct link to the area.

Community may encompass the ollowingcategories:

Community o place communitiessurrounding a geographic location,such as neighbouring properties.

Community o interest communities

o similar practice, such as local communitygroups, sports groups, residents associations,service clubs, armers groups, rate payersassociations, local businesses, local schools,local sports clubs, tourist or seasonal groupsand other associated groups.

Community o standing communities thathave a special or legal interest in the land,such as Indigenous communities or someenvironmental groups.

The process o community identication shouldaim to identiy all communities aected orimpacted by the mining project. Considering thephysical, social, historical, cultural and political

aspects o the community will assist with this.Community members themselves can provea valuable resource with this process.

Community identication should be reviewedregularly as a way o keeping track o changesin the community and the emergence o newissues.

Example

For small licensees in remote locations, thecommunity aected may consist only o

near neighbours or regular visitors to thearea, whereas a large licensee with extensiveoperations may need to consider not only thelocal town in which they are operating butalso nearby towns and communities alongtransport routes.

Section Four

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Step 2

Identiy community attitudesand expectations

Licensees are sometimes concerned that takinga proactive approach to community engagementmay lead to unrealistic expectations on the part

o the community. While this is a legitimateconcern, community speculation about a projectmay have already occurred, which can result ina negative attitude towards a project. Perceivedsecrecy creates mistrust, doubt and anger. I thecommunity are not able to be involved in, or atleast inormed about, a decision or change thataects them, they may become entrenched ina negative position or become activists workingagainst a project.

Eective community engagement raisesawareness o broad perspective in relationto social and cultural impacts, environmentaleects and economic consequences o anydecisions or proposed change. Engaging a crosssection o the community provides the bestopportunity to build a shared understandingo these actors.

Community attitudes and expectations canbe identied through a range o techniques,such as having inormation evenings, meetings,developing community opinion surveys orholding ocus groups. More advanced licenseescould also consider techniques such aseedback orms, hotline, website or communityorums or workshops.

Ideally, this activity should be undertakenduring the planning stage o a project, prior

to development o the work plan. Althoughit can occur at any stage o the project, earlyengagement provides a valuable opportunityto inuence public perception and to providea positive atmosphere or uture communityengagement activities.

Cross-cultural awareness, the rights, belies,values and interests o all sections o thecommunity should be a key consideration whenengaging with the community and identiyingcommunity attitudes and expectations.

Values in communityengagement

Good community engagement involves theexploration o values. Values are the personalstandards that direct the opinions we hold andthe actions we take. They are the core to whatit means to be human and or communities theygive a sense o identity and connection.

Our values shape our belies, our belies shapeour opinions and our opinions drive our actions.

For example:

My value: The environment is precious. It mustbe looked ater so we hand it on, undamaged,to the next generation.

My belie: Mining companies requentlydamage the environment in their grab orminerals and desire to make a prot.

My opinion: The bad publicity about miningactivities makes me think mining is dangerous,threatens our environment and will not benet

our community.My action: I will object to the mining proposalin my area.2

In this example, the action o objecting tothe mining project is reached by a thoughtprocess based on values in relation to theenvironment. The action does not necessarilyreect a balanced assessment o the licenseesproposal but is based on an opinion ormed asa result o a value about the environment, andinormation received rom the media or romthe community.

Many o the interactions and conversations

that licensees have with community are atthe opinion and action level. Individuals andcommunities take a position o being orsomething or against something. Once peopletake up a position, they are inclined to deend itvigorously, and in deending it, reinorce it andbecome more entrenched.

A more eective approach to is to exploreand pay attention to values and interests thatunderlie someones position. An individualsor a communitys value about what shouldor ought to be the case oten underlie theirresponses to a proposal.

Common ground can be ound by exploring

community interests and values during anengagement process. When the licensee andthe community establish a common interest orcommon value through sharing dialogue andimproving their understanding o the drivers obehaviour, genuine relationships based on

2 Example and context provided by Vivien Tword rom Twyord Consulting.

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Step 3

Assess the level o impact

Ater the community has been identied,an assessment o the impact that the miningactivities have on the community will behelpul in identiying when and how to engagewith them. The level o interaction a mininglicensee has with their identied community willvary, depending on the communitys interestsassociated with the activity.

Analysis o the potential or communityimpact is undertaken to better understand thecharacter, interests and needs o the community.

There are three impact levels that can beconsidered as part o that process. The levelsare based on the assumption that the licenseesactivity will have some real or perceived impacton the community. The level o impact couldinvolve changes to the local amenity or perhapsthe eect on the communitys wellbeing, or

example, their liestyle or cultural values.

Level 1 High impact

High impact means signicant, repetitive,regular or requent aspects o the project thatwill aect peoples lives and liestyles, such asexcessive noise and dust. It may also relate to(unavoidable) visual landscape changes thatnegatively aect community members. Those inthe high impact group may also be those mostat risk i there was a signicant accident atthe site.

Criteria or this rating include mining activitiesthat have a high-level, real or perceived impacton:

neighbours,towns,touristorseasonalgroups

otherindustryorbusinessinthearea

thelocalamenity

thecommunityswellbeing,forexample, their health, saety, liestyle or cultural values.

It would also include mining activities that have:

thepotentialforhighlevelsofcontroversy

or conict anysignicantimpactonattributesthat

are considered to be o high value to thecommunity, such as the environmentor heritage.

shared values and increased trust canollow. This can help participants (licenseeand community) to move away rom theirentrenched positions and seek new and creativesolutions to common problems.

Managing dierences incommunity engagementexpectations

Sometimes the needs and wants rom thecommunity regarding the engagement processwill dier rom what the licensee can oris willing to provide. To reduce the risk odierences in expectations, mining licenseesmust be clear about why they are engaging withthe community and what they hope to achieve.

One way to manage a dierence in engagementexpectations is to develop a statement about adecision to be made. The statement needs to:

carefullyandclearlysummarisetheintentand issues to be dealt with

providedetailsofwhatthecommunityarebeing asked to participate in and why.

A well constructed statement will also assist ingetting the most rom the engagement process.

Engaging with the community at an early stage,and establishing good communication channelsand clear messages will also assist to managedierences in expectations.

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4


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Level 2 Medium impact

Medium impact reers to occasional, or regularbut inrequent, aspects o the project, suchas noise or dust issues and visual issues thatmay be partial or avoidable/manageable. Thismay also include disruptions caused during theconstruction (development) phase o a project.

Criteria or this rating include mining activities

that have medium-level, real or perceivedimpacts, or example:

thepotentialforsomecontroversyorconict

changestoworkplansthatmayaectattributes that are o high value to thecommunity or their liestyle.

Level 3 Low impact

Low impact reers to inrequent and veryoccasional aspects o the project (occasionaldust and noise issues). It can also include somevisual issues that are manageable and not aconstant issue, or example, i the site is onlyvisible when passing through inrequently.

Criteria or this rating include mining activities

that have a low-level, real or perceived impact,including:

onlyasmallchangeinactivitythatwillnotaect the communitys wellbeing, or aectattributes with high community value

lowornoriskofcontroversy

asmallprojectthatdoesnotaectneighbours, towns or seasonal groups.

Community identication and impactassessment can be undertaken at any stageo the lie o the mining project, howeverit should be reviewed regularly as a way o

keeping track o changes in the communityand so that emerging issues can be identied.

Figure 2 is an example that might help withthe community identication and assessmentprocess. A blank template titled Identifedcommunity and impact assessment orm isavailable in Appendix 3. Electronic copiesare also available on the departments websitewww.dpi.vic.gov.au.

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Figure 2 Example o community identication and level o impact

Identied community and type Impact level*

1 = High2 = Medium3 = Low

Name Personal contact details3

Community o place

Neighbouring properties 1

1

John Smith

Trevor Brown

May include:addresses, contactnumbers, acsimileor email

Other communities aected bythe project

1

1

Sandy White

Local touristassociationpresident, David Cole


Community o practice

Sports groups 3 Football club contact,Steve Baker

May include:addresses, contact

numbers, acsimileor email

Farmers groups 2 David Taylor

Local businesses 2 Local cae and milkbar, Cheryl Adler

Local schools 3 Local primary schoolprincipal, Sally Field

Community o standing

Aboriginal community 1 Indigenous LandCouncil or RAP, BrianWilliams


Environmental groups 2 Friends o theTreetops, Des Green


* An assessment o the impact that the mining activities have on the community will be helpul in identiying whenand how to engage with the community.

Section Four

3 In accordance with the Inormation Privacy Act2000, the department does not require contact details o community inormation in the copy o thework plan or work plan variation submitted to the department. This inormation should be retained by the licensee or review by the Regulator irequired. Larger companies with more resources may choose to have a database containing this inormation.

4


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Step 4

Decide on what the communitycan be engaged in

The size, diversity and local conditions omining projects will inevitably contribute todierent opportunities or community input

and involvement. Identiying what aspects othe project the community can and can nothave input into, early in the process, can alsoassist in choosing the most appropriate type oengagement method around that issue and helpto manage expectations.

Negotiable decisions or issues are those that thecommunity can have some impact or inuenceon. Once identied, negotiables should beclaried with a statement about the intent andissues to be dealt with and details o what thecommunity are being asked to participate in andwhy. Negotiables may include operating hours,environmental issues, public access to land,transport routes, use o mining equipment,use o vacant land or grazing, potentialemployment opportunities and sponsorshipopportunities.

Non-negotiable decisions or issues arethose that do not require community inputor where community input is unable to beused. For example commercial in condenceissues. The licensee should, however, inormthe community on issues that impact themthroughout the decision-making process.

I the licensees preerence is to inormthe community, they will need to understandthe problem or issues rom the communityspoint o view in order to provide balanced andobjective inormation. This requires the licenseeto think through issues such as:

What are the communitys values, concerns,attitudes and aspirations?

What are the communitys expectations inregards to balanced and objective inormation?

What is the best way to communicate with thecommunity?

What might the community need in orderto have condence in the inormation weare providing?

What are the main messages going to be?

Once questions like these are answered, thelicensee can communicate inormation aboutthe scope o the decision or issue, what isknown about it, how the decision will be made,what alternatives there might be and what

the preerred solution is. The decision-makingprocess although not-negotiable then becomestransparent because the licensee is letting thecommunity know what they will do and howthey will do it.

Example

A mining licensee in eastern Victoria wasrequired to undertake an environmentaloset as part o its new project. Thecompany had identied this issue asnegotiable and had asked the community orinput. Because the company engaged early(through public displays, public meetingsand one-on-one conversations) it had a goodrelationship with the local community andwas aware that the community wanted torevegetate the railway line. The result was awin-win situation that added value or both

the company and the community.

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Step 5

Levels o engagement

The transition between dierent stages othe project brings with it many changes andopportunities or community engagement.

Community engagement during the project

concept stage may include gauging potentiallocal support, developing dierent consultationoptions, exploring alternatives and identiyingkey issues. During the construction phase,community engagement opportunities mayrelate to activities including road access,and management o contractors and contractprojects.

During the operational phase, communityengagement may relate to activities suchas reporting, consulting and disclosure oinormation, environmental monitoring andgrievance and eedback processes. Prior toand during the mine closure phase, community

engagement may include communicationand regular updates to alleviate concerns.Opportunities or identiying collaboration andpossible empowerment o the community canalso be explored.

Licensees that take a systematic, rather thanad hoc, approach to community engagement arelikely to get better results in return or the timeand resources they invest.

Community engagementspectrum

The department recommends the IAP2 PublicParticipation Spectrum4 as a process orsystematically engaging with the community.The spectrum, which the department reersto as the community engagement spectrum(Figure 3) consists o ve levels o engaging,rom the inorm method through to theempower method. The spectrum is designed toassist with the selection o a level o communityengagement that denes the communities rolein the process. Time spent on identiying therole o the community and the level o theirparticipation is well worth the eort.

Each community engagement level has a goalassociated with it that denes what the licenseehopes to get out o each engagement processand this also directs the activity. For example,i you are engaging the community in order to

obtain eedback on options you are developing(not a decision already made) then you will needto work at the consult level o the spectrum.

Example

A small mining project with minimal impactmay only need to ocus on the inormationprovision and consultation side o thespectrum, whereas a large mining projectmay use the entire spectrum to engage withtheir community depending on the stageo operation.

4 The IAP2 Public Participation Spectrum was created by the International Association or Public Participation and modied by CommunityEngagement sta at the Department o Primary Industries - Minerals and Petroleum Division, May 2008.

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Figure 3Communityengagementspectrum5

Level oengagement

Exampletechniques6

Promise tothe community

Communityengagementgoal

Inorm

To provide thecommunity withbalanced andobjective inormationto assist them inunderstandingthe problem,alternatives,opportunities and/orsolutions.

We will keep youinormed.

FactSheets

Website

Newsletters

Letters

Advertisements

Publicdisplays

Consult Involve Collaborate Empower

To obtain communityeedback on analysis,alternatives and/ordecisions.

We will keep youinormed, listen toand acknowledge

concerns andaspirations, andprovide eedbackon how communityinput inuenced thedecision.

Publicsubmissions

Focusgroups

Surveys

Publicmeetings

EnvironmentalEects Statement(EES) process

Informalinteractions

To work directlywith the communitythroughout theprocess to ensurethat communityconcerns andaspirations areconsistentlyunderstood andconsidered.

We will work withyou to ensure thatyour concerns and

aspirations aredirectly reectedin the alternativesdeveloped andprovide eedbackon how communityinput inuencedthe decision.

Workshops

EnvironmentalReview Committees

Brainstorming

Face-to-facemeetings

Representationatevents

To partner withthe community ineach aspect o thedecision includingthe development oalternatives and theidentication o thepreerred solution.

We will look toyou or adviceand innovation in

ormulating solutionsand incorporateyour advice andrecommendationsinto the decisionsto the maximumextent possible.

Advisorycommittees

Consensus-building

Participatorydecision making

Communityactivities

To place naldecision makingin the hands o thecommunity.

We will implementwhat you decide.

Citizenjuries

Ballots/vote

Delegateddecision

Communitydevelopmentinitiatives

Section Four

Increasing level o community engagement

5 Adapted rom the IAP2 Public Participation Spectrum

6 A detailed description o each technique can be ound in Eective Engagement: Building Relationships with Community and other Stakeholders,Book 3 The Engagement Toolkit, developed by the Department o Sustainability and Environment, 2005.


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Another critical element to the success o theengagement level chosen is the promise tothe public because it denes the benets orthe community participating and the extentto which the licensee agrees to undertakeengagement.

For example, at the consult level o thecommunity engagement spectrum the promiseis, We will keep you inormed, listen to and

acknowledge your concerns and provideeedback on how community input inuencedthe decision. In this example the licenseeis stating that they genuinely believe thecommunity has unique knowledge about asituation and will share this with them in orderor the licensee to make the best decision.

The licensee decision makers are linked to theprocess and listening to community eedbackwith respectul interest. Ater the decision hasbeen made, the licensee should ollow up andcommunicate how the inormation provided,or participation by those involved in theengagement process, has contributed to

the outcome.Communicating how the inormation was usedhelps the community understand a decision,whether or not they agree with the outcome.

It is important that there is a commitmentto the promise rom the licensee, otherwisecommunity goodwill and relationships maybe damaged.

Choosing a levelo engagement

Choosing the most appropriate level oengagement rom the spectrum dependson the situation and may vary rom time totime and issue to issue. A number o actors,such as the level o controversy, complexityo issue, urgency o decision, type o

community involved or even the budget, needto be considered. The challenge or mininglicensees is to nd the appropriate communityengagement level to suit the business needs.

The level chosen will have an impact on theresponse rom the community. For example,i the attitudes and expectations o thecommunity identiy that it will be challengingor the community to accept a decision,then this may be a driver or choosing anengagement level involving greater communityparticipation.

The empowerment level, where the communityis responsible or making the decision and any

subsequent outcome, is rarely used to make bigdecisions where there is private ownership oa company or business such as in the mineralsindustry. It is, however, used successully in theminerals industry when community membersare given decision-making powers with denedparameters. For example, grants and trusts aresometimes provided by licensees or communitymembers to allocate or the sponsoring osports teams or contribute to communityevents and activities.

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4


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How to provide inormationto the community

Inormation provision can be proactive andcan include one-o communications, such asbrochures and media releases. It can also beresponsive, or example, replies to questionsrom the community, direct contact orcommunity education sessions or meetings.

The inormation provided to the communityshould be balanced, objective andcommunicated in plain language, ree otechnical jargon. There may also be a needto provide inormation (in summary orm)in relevant languages other than English,depending on the cultural background othe community members or groups aected.

Issues to consider when engaging at the inormlevel o the spectrum are provided in Step 4.

Registering, documentingand responding to eedbackand complaints

Having a system in place to respond to eedbackand complaints acknowledges the importanceo complaints and assures the community thatconcerns are being investigated.

An eective, air and accessible eedback andcomplaint handling practice will increasecommunity satisaction. There are many benetsto handling complaints eectively, including areduction in mistakes and time spent xing them,an improved business reputation and a greaterunderstanding o the communitys needs.

Being open to receiving complaints or eedbackmeans that the process or lodging a complaintmust be easy. This may include establishinga dedicated phone line, email address or theopportunity to lodge eedback on the licenseeswebsite. Feedback isnt always negative. It isa way o nding out what the licensee is doingwrong, but it can also highlight areas wherethe licensee is perorming well.

The review o complaints monthly or quarterlyis recommended, as this will enable the licenseeto see how the business/project can improveand in what areas.

While not all complaints can be solved to thesatisaction o the complainant, it is in the bestinterest o the licensee to respond positivelywhere there is a sound basis.

The complainant should be inormed o anycorrective actions that occur as a result othe complaint.

26 Section Four


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Step 6

Community engagementtechniques

There are a vast number o ways or techniquesavailable or engaging with the community.Examples o these include providing written

material, such as letters, inormation sheetsand newsletters, or undertaking ace-to-aceinteractions, such as meetings, workshops,events and committees.7

Some o these techniques can be used acrossthe community engagement spectrum, atvarious levels, to inorm, consult, involve,collaborate and empower. Examples o thetechniques that may be appropriate or eachcommunity engagement level are included inFigure 3Community engagement spectrum. Theuse o an engagement technique at a particularstage o a project does not necessarily excludethe use o other complementary techniques.

Rather than taking a rigid approach whenchoosing engagement techniques, licenseesshould consider using a combinationo techniques with ormal and inormalengagement to increase the likelihood odierent members o a community beingable participate in a way that suits them.

Inormal engagement techniques caninclude one-on-one discussions and inormalconversations. These are important inorming and maintaining relationships andunderstanding personal perspectives. Thisapproach may be useul or engaging withcommunity members, such as neighbouringland owners.

Formal or structured engagement techniques

could be in the orm o public displays orbriengs. Public displays can include postersand models o proposed operations in publiclocations, such as councils, retail centres andlocal estivals. Briengs are another importanttechnique or disseminating inormation tolocal groups, such as Indigenous leaders andcommunity groups. Whichever technique ischosen, opportunities or eedback shouldalways be given.

When engaging with the community, it isimportant to be as inclusive as possible,to ensure that relevant issues are identied.Licensees should attempt to identiy

marginalised groups who may not necessarilycome orward voluntarily, plus any silentmajority whose perspective may be overlookeddue to vocal community groups or individuals.

On the other hand, it is not always practicalor necessary to engage with all identiedcommunity or community groups, with thesame level o intensity, all the time. Beingstrategic and documenting who you areengaging with, and why, beore commencing,can help save time and money.

Section Four 27

7 A detailed description o each technique can be ound in Eective Engagement: Building Relationships with Community and other Stakeholders,Book 3 The Engagement Toolkit, developed by the Department o Sustainability and Environment, 2005.

4


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Beyond Public Meetings: ConnectingCommunity Engagement withDecision-Making*

Written by Vivien Twyord, Stuart Waters,Max Hardy and John Dengate

Published by Twyord Consulting, 2006

www.twyord.com.au

Community Consultation Toolkit: A GoodPractice Guide or Victorian Explorersand Miners*

Developed by Minerals Council o Australia,Victorian Division

www.minerals.org.au

Community Development Toolkit*

Developed by Energy Sector ManagementAssistance Program, the World Bank,Washington, USA and International Council

on Mining and Metals, London, UK

www.icmm.com

Community Engagement and Development:Leading Practice Sustainable DevelopmentProgram or the Mining Industry*

Developed by Australian Government,Department o Industry Tourism and Resources

www.ag.gov.au

Eective Engagement: Building Relationshipswith Community and Other Stakeholders*

Developed by Department o Sustainability andEnvironment

www.dse.vic.gov.au

Responding to Community Outrage:

Strategies or Eective Risk CommunicationWritten by Peter Sandman

Published by American Industrial HygieneAssociation, 2003

www.psandman.com

Stakeholder Engagement: A Good PracticeHandbook or Companies Doing Businessin Emerging Markets*

Developed by International Finance Corporation

www.ic.org

Working with Indigenous Communities:Leading Practice Sustainable DevelopmentProgram or the Mining Industry

Developed by Australian Government,Department o Industry Tourism and Resources

www.ag.gov.au

Section Five

* These resources were used as reerences in the development o these guidelines

Further inormation aboutcommunity engagement processes


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Organisations that can assistwith the engagement odiverse groups

General community

All local councils produce a communitydirectory or reerence guide that includesinormation on community and interestgroups in your local area and may include:

Residentsgroups

TAFEandhighereducationproviders

Communityhouses

Ethnicandmulticulturalclubs

Religiousorganisations

Localschools(primaryandsecondary)

Sportingandscoutgroups

Seniorcitizencentres

Seniorsportinggroups(forexample,lawnbowls or bridge clubs)

Businessgroupsandassociations

Serviceclubs(forexample,RotaryorLions).

People with disabilities

Disability Online

Provides a listing and links tosupport and services.

www.disability.vic.gov.au

Vision Australia

Oers tips on meeting and communicatingwith people who have vision impairments.

www.visionaustralia.org.au

Victorian Dea Society

A non-prot organisation and the primarysource o reerence, reerral, advice and supportor dea adults in Victoria.

www.vicdea.com.au

Indigenous community

Aboriginal Aairs Victoria (AAV)

Aboriginal Aairs Victoria (AAV) is the VictorianGovernments central point o advice onall aspects o Aboriginal aairs in Victoriaproviding inormation on State Aboriginalorganisations, cultural heritage contactsand urther inormation.

www.dvc.vic.gov.au/aav

Indigenous Land Councils

The primary role o Indigenous Land Councilsis to bring the nominated Indigenous peopletogether to nd resolution in their nativetitle claims and represent their concerns withindigenous issues.

Native Title Service Victoria (NTSV)

Native Title Services Victoria represents NativeTitle claimant groups in Victoria, and deals withIndigenous Land Use Agreements (ILLUA).

www.ntsv.com.au

Registered Aboriginal Parties (RAP)

The primary responsibility o a RAP is toevaluate Cultural Heritage ManagementPlans submitted under the Aboriginal HeritageRegulations2007.

www1.dvc.vic.gov.au/aav/heritage/registered

DPI

Senior Indigenous Policy Advisor

Contact 9658 4000

Translating and Interpreting Services

Translating and Interpreting Service (TIS)National

The Department o Immigration and Citizenship(DIAC) provides the TIS National interpretingservice or people who do not speak Englishand or the English speakers who need tocommunicate with them. TIS National isavailable 24 hours a day, seven days a weekor any person or organisation in Australiarequiring interpreting services.

www.immi.gov.au/living-in-australia/help-with-english

Section Five

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CE Plan Community engagement plan

Community engagement The word community is a broad term used to dene groups opeople, For example, the community may:

surroundageographiclocation(communityofplace)

beacommunityofsimilarinterest(communityofpractice)

haveaspecialinterestorlegalinterestintheland

(community o standing).8

The word engagement is used as a generic inclusive term to describethe broad range o interactions between people and involvesprocesses that are linked to problem solving or decision making.

Community engagement, thereore, is a planned process with aspecic purpose o working with identied groups o people touse their input to make better decisions.

DPI The Department o Primary Industries

Duty to consult The duty to consult reers to the licensees obligation to engagewith the community, usually through a two-way communicationprocess between the licensee and the community. Consultation is themeans by which exploration and mining licence holders can inorm

themselves o community attitudes and expectations.MPD Minerals and Petroleum Division

Social license to operate Is about operating in a manner that is attuned to communityexpectations and which acknowledges that businesses have sharedresponsibility with government and, more broadly, society, to helpacilitate the development o strong and sustainable communities.9

The Act Mineral Resources Sustainable Development Act1990

The Department The Department o Primary Industries

The Regulations Mineral Resources Development Regulations2002

8 Adapted rom the Department o Sustainability and Environment (2005), Eective Engagement: Building Relationships with Communityand Other Stakeholders, Community Engagement Network, Melbourne.

9 Denition rom Ensuring Value, The Australian Industry Framework or Sustainable Development, Minerals Council o Australia , June 2005.

Section Five

Glossary o termsand abbreviations


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Legislation requirements

Section 39A o the Mineral Resources(Sustainable Development) Act1990states that:

39A. Licensees duty to consult withcommunity

A licensee has a duty to consult with the

community throughout the period o the licenceby

(a) sharing with the community inormationabout any activities authorised by thelicence that may aect the community; and

(b) giving members o the community areasonable opportunity to express theirviews about those activities.

Section 40(3)(b)(ii) o the Mineral Resources(Sustainable Development) Act1990 statesthat:

(3) A work plan must contain

(a) the prescribed inormation; and

(b) i the licence is a mining licence

(i) a rehabilitation plan or the area o landcovered by the licence; and

(ii) in relation to the mining activitiesproposed to be carried out underthe licence, a plan or consulting withthe community prepared in accordancewith the regulations and any guidelinesissued by the Minister relating tosuch plans (a communityengagement plan).

Regulation requirements

Schedule 13 o the Mineral ResourcesDevelopment Regulations2002 statesthat a licensee must submit:

For mining licences not exceeding 5 hectares

8. A community engagement plan that

(a) identies any community likely to beaected by mining activities authorisedby the licence; and

(b) includes proposals or

(i) providing inormation to the community;and

(ii) receiving and considering eedback romthe community;

in relation to mining activities authorisedby the licence; and

(c) includes a proposal or responding tocomplaints and other communications rom

members o the community in relation tomining activities authorised by the licence.

For mining licences exceeding 5 hectares

10. A community engagement plan that

(a) identies any community likely to beaected by mining activities authorisedby the licence; and

(b) includes proposals or

(i) identiying community attitudes andexpectations; and

(ii) providing inormation to the community;and

(iii) receiving eedback rom the community;and

(iv) analysing community eedback andconsidering community concerns orexpectations; in relation to miningactivities authorised by the licence; and

(c) includes a proposal or registering,documenting and responding to complaintsand other communications rom memberso the community in relation to miningactivities authorised by the licence.

Appendix One

Appendix 1: Legislationand Regulation requirements


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Melbourne Ofce

Level 16, 1 Spring StreetMelbourne VIC 3001

OR

GPO Box 4440Melbourne VIC 3001

Ph: 9658 4424Fax: 9658 4499

Ballarat Ofce

Corner Mair and Doveton StreetsBallarat VIC 3350

Ph: 5336 6802Fax: 5336 6800

Bendigo Ofce

Corner o Midland Hwy & Taylor Street

Epsom VIC 3551OR

PO Box 3100Bendigo Mail CentreBendigo VIC 3554

Ph: 5430 4692Fax: 5430 4304

Benalla Ofce

35 Sydney RoadBenalla VIC 3672

OR

PO Box 124Benalla VIC 3672

Ph: 5761 1501Fax: 5761 1628

Traralgon Ofce

71 Hotham StreetTraralgon VIC 3844

Ph: 5172 2158Fax: 5172 2100

For more inormation and a detailed list o

contacts, please visit www.dpi.vic.gov.au.

Appendix Two

Appendix 2: Minerals and PetroleumDivision contact inormation

MPD ofce locations and contact inormation orDistrict Managers Minerals and Extractive Operations

Figure 4MPD ofcelocations and

districts


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Identied community and type Impact level

1 = High2 = Medium3 = Low

Name Personal contact details

Community o place

Neighbouring properties

Other communities aected bythe project

Community o practice

Sports groups

Community groups

Residents associations

Service clubs

Rate payers associations

Local sports clubs

Tourist groups

Farmers groups

Local businesses

Local schools

Community o Standing

Aboriginal communities

Environmental groups

Electronic copies are also available on the departments website www.dpi.vic.gov.au.

Appendix Three

Appendix 3: Identiied communityand impact assessment orm


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Date:

Licensee details

Licensee name:

Mining or exploration licensee number:

Complainant/enquiry contact details

Name:

Address:

Phone:

Issue details

Received by:

Action taken

Responsible person:

Date action taken:

Follow up

Date issue resolved:

Appendix Four


Appendix 4: Community enquiry/complaints orm


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Mining licences exceeding 5 hectares

Requirements 3= yes 5 = No

Have you provided a summary o previous community engagement activities?

Have you identied the impacts and interests o the community?

Have you identied and described your community?

Have you identied community attitudes?

Have you identied community expectations?

Have you identied at what stages o the project the community will be engaged?

Have you listed the methods and techniques o engagement that will be used?

Have you described how and when the communication o inormation will bedelivered to the community?

Have you described how the community is able to provide eedbackto the licensee?

Have you demonstrated how community concerns and input will contribute todecision making?

Have you detailed how complaints and communications will be handled?

Have you detailed how your community engagement practices will be evaluated?

Mining licences not exceeding 5 hectares

Requirements 3= yes 5 = No

Have you provided a summary o previous community engagement activities?

Have you identied and described your community?

Have you described how and when the communication o inormation will bedelivered to the community?

Have you described how the community is able to provide eedbackto the licensee?

Have you detailed how complaints and communications will be handled?


Appendix Five

Appendix 5: Submissionchecklist or CE Plan


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Community Engagement Guide Exploration and Mining

Documents

Transcript of Community Engagement Guide Exploration and Mining