As with all meetings, it is good practice for the to develop an agenda and assign responsibilities (ideally in a Terms of Reference); prepare documents and circulate them in advance of the meeting; agree on decisions taken and next steps; allocate responsibilities for follow-up; and record meeting minutes.
discussions should aim to cover the following, recognising that some items may not be covered every meeting and may be included quarterly, annually etc as relevant to the site:
- Safety Share, to include community health and safety as appropriate;
- Significant changes or developments in the socio-political context;
- Salient (potential) social and human rights impacts and risks and associated critical controls;
- Priority issues/concerns emerging from stakeholder engagement;
- Grievances or social incidents occurring and any themes; i.e. frequency of certain contractors, issues or locations. Progress of grievance or incident investigation and close-out, including discussion of lessons learnt;
- Progress update for projects and any corrective actions requiring a multi-disciplinary response;
- Function-level progress update against actions they are responsible for in the and any emerging risks experienced during previous month;
- Risk Register review for accuracy of ratings used for likelihood and consequence of existing risks, as well as new risks added to the register if required;
- Review of and any evaluations undertaken, analysis and improvement identification where required;
- Review of progress against actions;
- Any key management plans requiring formal agreement by the ;
- Upcoming site activities, including any changes in schedule, and associated social performance impacts, risks and management measures;
- Social performance resource planning (time, people and skills), including site activities requiring support by community relations officers;
- Upcoming social performance training and awareness-raising sessions, as well as any training needs identified;
- Review of contractor monthly social performance reports and progress against required actions detailed in Contractor Social Management Plan. Feedback on contractor audits and assurance processes, if conducted during previous month; and
- budget tracked against plan.
On an annual basis, and as part of discussions around the annual implementation plan, the should evaluate the performance of the site against its social performance objectives. This review should be comprehensive and incorporate external stakeholder feedback.