Step-by-Step Guides for Filing Complaints with State and Federal Agencies

When coal-related activities impact your community, it’s crucial that your concerns are reported and addressed. Citizens Coal Council (CCC) provides guidance to help residents navigate the process of filing complaints with state and federal agencies to protect your rights, the environment, and public health

Why Reporting Matters

Coal mining, processing, and disposal can have serious consequences for air, water, land, and public health. Agencies such as the Office of Surface Mining Reclamation and Enforcement (OSMRE) and state regulatory bodies rely on citizen reports to identify violations and enforce environmental laws.

Your voice is a powerful tool for accountability. Reporting a concern helps ensure that laws meant to protect communities are actually enforced.

Before You File a Complaint

  1. Document the Problem:
    • Take notes on dates, times, locations, and what you observed.
    • Capture photos or videos if possible.
    • Gather any relevant documents such as permits, letters, or notices.
  2. Identify the Responsible Agency:
    • State-level agencies usually handle mining, reclamation, and water permits.
    • Federal agencies like OSMRE, EPA, and the Mine Safety and Health Administration (MSHA) handle issues with national oversight or inter-state impacts.
  3. Know Your Rights:
    • Under laws such as SMCRA, citizens have the right to report violations and participate in regulatory processes without retaliation.

Step 1: Filing with State Agencies

Each state has its own environmental or mining regulatory agency. Here’s a general approach:

  1. Locate the Agency Contact Information:
    • Visit the agency website or call the office responsible for mining enforcement.
  2. Submit a Complaint Form or Letter:
    • Provide your name, contact information, and clear details about the issue.
    • Include supporting evidence such as photos, documents, or witness statements.
  3. Follow Up:
    • Keep a record of your submission and any responses.
    • Ask for a case number or reference to track progress.

Tip: Some agencies allow anonymous complaints, but including your contact information can help investigators follow up for clarification.

Step 2: Filing with Federal Agencies

Federal agencies handle oversight in certain cases, especially if state enforcement is insufficient or violations cross state lines:

  1. OSMRE (Surface Mining Control & Reclamation Act):
    • Responsible for regulating surface mining and reclamation in primacy states.
    • Complaints can be submitted online, by email, or by mail.
  2. EPA (Environmental Protection Agency):
    • Handles issues related to air and water quality violations under the Clean Air Act, Clean Water Act, and other federal laws.
  3. MSHA (Mine Safety and Health Administration):
    • Handles mining safety complaints and worker protections.

Pro Tip: Federal agencies often have stricter timelines and documentation requirements. Providing thorough details upfront improves response times.

Step 3: Track and Follow Up

  • Ask for a reference number and the contact person handling your complaint.
  • Keep records of all communication.
  • If you do not receive a timely response, consider escalating to higher officials or contacting CCC for guidance.

CCC’s Support for Citizens

Citizens Coal Council helps community members:

  • Understand the complaint process for both state and federal agencies.
  • Prepare effective documentation and evidence.
  • Follow up with agencies to ensure accountability.
  • Advocate on behalf of communities when agencies fail to act.