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HomeMy WebLinkAbout72-78 RESOLUTION• • • • RESOLUTION NO. - % $' A RESOLUTION UPDATING A CITIZENS PARTICIPATION PLAN FOR COMMUNITY DEVELOPMENT COMMITTEES. WHEREAS, the City of Fayetteville has appointed two citizens committees to assist in identifying community development needs; and WHEREAS, the citizens participating on said committees advise the Board of Directors in developing the annual Community Development Block Grant programs to respond to the needs of the City of Fayetteville. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the revised "Citizens Participation Plan" attached hereto is hereby approved. Section 2. That the revised "Citizens Participation Plan" approved hereby is in satisfaction of Paragraph 570.303(b), 24 CFR Part 570, HUD Rules and Regulations and epitomizes the legal requirements of P. L. 93-383 at Section 104(a)(b) in respect to citizen participation in the Community Development Program of the City of Fayetteville. PASSED AND APPROVED THISoc /y/ DAY 0 4?)1.4 n,(IP1i, 1978. ATTEST: ,;a',�,, ��....r: 'C_CITY i¢LERIC$ Move efiu APPROVED: MAYOR MICROFILMED DATE JUN 1 5 1979 REEL Iia • INTRODUCTION THE CITIZENS PARTICIPATION PLAN City of Fayetteville , lie s . 12-'1%d This plan is developed for the express purpose of complying with para- graph 570.303 of Part 570, Title 24, Department of Housing and Urban Develop- ment Rules and Regulations. It describes the method by which citizens committees have been formulated and have carried out their responsibilities in develop- ing a comprehensive Community Development Block Grant Program for the City of Fayetteville. The plan is divided into two parts to focus on the manner in which the committees will be formed and to deal with the operating procedures under which these committees will function. Part I will deal with citizen committee structuring and Part II will explain the citizen committee operating procedures. It is the intent of the plan to show in broad scope the way in which the two citizen committees are formed and serve to carry out the spirit and intent of Public Law 93-383, the Housing and Community Development Act of 1974. Speci- fically, Section 104(a)(6) of this Public Law places the responsibility on the governing body of the City of Fayetteville to insure that it has "provided citizens an adequate opportunity to participate in the development of the application". It is deemed appropriate that not only should citizens of the community be invited to participate in the development of the Community Development Programs, but also that a Community Development Committee and a Housing Assis- tance Plan Committee should formulate their respective portions of the CDBG application. To this end, the administrative staff of the Community Develop- ment and Housing Department of the City of Fayetteville, will assist the committees and be responsible for formalizing the community development plans and see to their implementation. PART I CITIZEN COMMITTEE STRUCTURING I. Citizens needs can best be filled through extensive citizen participa- tion in the Community Development Block Grant (CDBG) application process. Wherein the Public Law requires that at least two public meetings be held in the development of an application it is intended that the citizen committees of the City of Fayetteville will be utilized to identify the community develop- ment needs of the city. There will be two committees formed; each with a distinct area of responsibility. The Community Development Committee will be responsible for the identification of the generalized area of community de- velopment needs such as public works facilities, and those eligible items contained in paragraph 570.200 of the HUD Rules and Regulations, except the portion dealing with housing rehabilitation. The Housing Assistance Plan (HAP) Committee will be responsible for developing a housing assistance plan and the associated housing rehabilitation program. A. Committee/Board of Directors Relationship. The two citizens committees are formed for the express purpose of per- forming an advisory role to the Board of Directors. Under the broad and general guidance of the Board of Directors, the committees will hold and conduct public meetings in order to accurately develop and describe the total community development requirements of the city. The citizens committees are established under the authority vested in the Board of Directors of the City of Fayetteville who are charged with the responsibility to appoint such committees as are considered necessary to assist in developing the Community Development Program for the City of Fayetteville. • B. Committee Selection/Appointment. 1. Selection a. The selection of committee members will be on the basis of citizens making application for assignment using the form shown in Appendix A. It is intended that representatives of each census tract will indicate their willingness to serve on one of the two committees. The applications of the various selectees will be reviewed by the Nominating Committee of the Board of Directors and the final selectees to be considered will be appointed by the Board of Directors by appropriate procedure at a regular Board of Directors meeting. (See Appendix B). b. Anointment Period. Appointment to the committees will be staggered so as to achieve approximately aone-third (1/3) re- placement of the committees each year. This will insure contin- uity of development of the CD Programs at all times. Except for the first two years, all appointments will be for a three year period. The first two years of committee assignment are a limited period of assignment in order to achieve the staggered assignment effect. c. Committee Chairperson. Each of the citizens committees will select a chairperson at the first committee meeting on or after July 1 of each calendar year. The duties and responsibilities of the chairperson will be as generally recognized and in accordance with normal procedure. These duties and responsibil- ities will be to conduct each of the public meetings, and to appoint such sub -committees as are considered necessary to conduct the business of the respective committee. A vice • chairperson may be appointed by the respective chairperson to serve in the absence of the elected chairperson. d. Census Tract Assignment. It is anticipated that applications will be received from each of the eight (8) census tracts of the city. Replacement appointees will fill the census tract vacated by the former committee member. A list of present committee members and their respective census tract assignments are shown at Appendix C-1 and C-2 for the Community Development Committee and Housing Assistance Plan Committee respectively. e. Composition of Committees. It is the ultimate goal of the sel- tion/appointment process to obtain committees that are a representative sample of the community. The committees should consist of, but not be limited to representatives of business, industry, minority groups, low and moderate income groups, elder- ly, retired, students, and the like. Such representation should achieve a balance of ideas and philosophy as the community develop- ment needs are deliberated. 2. Community Development Committee The Community Development Committee, because of the magnitude of work programs to be considered, the diversity of the projects to be examined, and the scope of the community development needs, will consist of one (1) representative of each tract, and the remainder will be composed of low and moderate income persons, members of minority groups, residents of areas where a significant amount of activity is proposed or ongoing, the elderly, the handicapped, the business community, and civic groups who * are concerned about the program These representatives will present the *Because of lack of interest of citizens, we do not have this balance of members. However, we will endeavor to meet this requirement as terms of present members expire. specific needs of that tract at the various public meetings and be prepared to respond to any other citizen input that may arise. Research of census tract needs will generally identify the needs of citizens from particular census tracts but particular individuals, groups, or agencies may be per- forming a particular role or function in a tract for which additional con- sideration of tract representatives may be required. 3. Housing Assistance Plan Committee The I-Iousing Assistance Plan Committee will consist of principally a representative for each census tract. It is generally accepted that the overall functions of this committee are such as to require the considerations of members on a broad conceptual basis in respect to housing assistance as to result in less finite attention to census tracts. However, the identi- fication of housing units requiring some degree of rehabilitation will be sought on occasion and input to the list of these housing units is solicited on a continuing basis. PART II CITIZEN COMMITTEES OPERATING PROCEDURES II. The citizens committees will be able to fully develop the annual CDBG program as well as the three year projection of community development require- ments. The expertise of the committee members representing the broadest spectrum of citizens of the community will combine with the assistance of the Community Development and Housing staff to define the needs of the City of Fayetteville. A. Public Meetings. All meetings of the two citizens committees will be public meetings. These shall be scheduled by the Community Development and Housing staff so as to correspond with submittal of the next program year CDBG appli- cation. Schedule of events will be prepared by the staff and mailed each year before the first scheduled meeting (see Appendix D for 1978 schedule). The final meeting of both the Community Development Committee and the Housing Assistance Plan Committee will be held jointly with the Board of Directors. The next to last meeting will be held for the express purpose of the respective committees presenting the results of the current deliberations along with the CDBG Program. The final meeting has both citizens committees meeting jointly with the Board of Directors and is the occasion when the Board of Directors formally adopts the current CDBG Program from whence an application is prepared by the Community Development and Housing staff. (1) All public meetings will be held at 7:30 P.M., in the Board of Directors Room, City Administration Building, Fayette- ville, Arkansas. 1 1 (2) All meetings will be recorded on tape from which minutes of the meeting will be prepared for the use of citizens com- mittee members. B. Public Participation Citizens of the community in attendance at the'public meeting will be given an opportunity to participate in the deliberations of the committee. Such participation will afford insurance that the needs of a Community Development program that is recognized by the community at large can be heard. C. Community Development Program Development The citizens committees will, after due deliberation, develop a listing of projects that make up the annual CD program This list is prepared from (1) knowledge of past requirements placed before the committees, (2) known community developments as expressed by other de- partments within the city administration, and (3) requirements that may have been made known directly to the Community Development and Housing staff by concerned citizens of the community. 1. Development of a 3 -year program of project line items by program year will assist in meeting the requirements of paragraph 570.303(d)(1)(i), 24 CFR, Part 570, HUD Rules and Regulations. 2. Development of a three (3) year Housing Assistance Plan including the annual housing action program. 3. The citizens committee will approve any subsequent amend- ments or other changes to the above in accordance with 570.312. D. Role of Community Development and Housing Staff The Community Development and Housing staff will fully support the two citizens committees in conformance with P.L. 93-383, Title I, and the HUD Rules and Regulations implementing this Public Law. Atten- • tidn will be focused on insuring that citizens of the City of Fayetteville are kept fully informed of the CD program as it is developed. The follow- ing administrative support functions will be accomplished by the staff: 1) Schedule Meetings; 2) Publish Appropriate Public Notices; 3) Develop Annual Target Plan for Consideration by the Two Citizens Committees; 4) Keep CD Program Charts Up -to -Date by Program Year and as Changes are Made; 5) Prepare and Distribute Minutes of Public Meetings; 6) Periodically Apprise Citizens Committees of the Status of CD Projects. E. Program Implementation 1) The Housing Assistance Plan Committee shall function in an advisory role in establishing the Policies and Criteria regu- lating the eligibility for the grants and loan program and the sewer tap program 2) The Community Development Committee shall function in an advisory role in establishing policy regulations regarding the program implementation. F. Assessment of Performance All citizens shall be given the opportunity to assess and submit comments on all aspects of the Community Development program including the performance of contractors. They will also be given the opportunity to assess projects to determine whether objectives have been achieved. This shall be done in the method as prescribed below: 1) Written comments will be received by the CD office at any time during the program year. • • • 7. • • 2) At any public hearing or committee meeting citizens will be given an opportunity to comment orally (or by writing) concerning Community Development performance. In order to review program progress, the Community Development and Housing Department of.the City of Fayetteville will hold a public hearing thirty to sixty days prior to the start of planning for the next program year. A notice shall be published ten days prior to such public hearing in the non -legal section of the local newspaper. This notice shall indicate the date, time, place, and procedures of the hearing and topics to be considered. G. Submission of Views and Proposals The City encourages the submission of views and proposals re- garding the Community Development Program by all citizens. This is necessary in order that the citizens committees may adequately eval- uate the needs and determine the objectives of the Community Develop- ment program. Views and proposals should be submitted directly to the CD Department prior to public hearings, either written or oral, or to any citizens committee member. Citizens may also submit at committee meetings or public hearings their views and proposals. The Community Development and Housing Department staff shall respond to all proposals in the same manner as submitted. Such response shall be within fifteen working days from the next committee meeting. Any person wishing to object to approval of an application by HUD submitted from the City of Fayetteville may make such objections known to the HUD Area Office, N1 Union National Plaza, Little Rock, Arkansas, 72201. Objections should be submitted within thirty (30) • • • • days of the publication of the notice that the application has been submitted to HUD. H. Complaints The Community Development and Housing Department staff shall answer all complaints in a timely and responsive manner. The staff shall make every reasonable effort to provide written responses within fifteen (15) working days from receipt. I. Adequate Information The Community Development and Housing Department shall provide at the beginning of planning for the next year's program, the following inform- ation in the form of a brochure which will be mailed to every water meter holder within the city limits of Fayetteville: a. The total amount of CDBG funds available; the range of ac- tivities that may be undertaken with these funds; the type of activities previously funded; the processes to be following in drawing up and approving the local application; a schedule of meetings and hearings; the role of citizens in the program; and a summary of other important program requirements. The program records and other pertinent information is available to any citizen for inspection at the office of Community Development and Housing Department. All documents of public record are open to the public with the exception of those documents as prescribed under the Privacy Act. All records are open for inspection at this office during the normal working hours. J. Contingency and Local Option Activities The citizen's committee shall approve all transfers of contingency funds to other approved line items or local option activites. Also, any amendments to the approved application shall be approved by the • • citizens committee. This approval shall be done at a public committee meeting hearing open to all citizens. The Board of Directors has final approval of any decisions of the citizens committee with regard to contingencies and program amendments. 44-t4t de;fi, Q •"'✓ ,met /ad -e -a9;- cz2Artatigc., Offset Letterpress FAYETTEVILLE H PRINTING COMPANY PR NTERS • STATIONERS • BOOKSELLERS 17 EAST CENTER FAYETTEVILLE. ARKANSAS 72701 TELEPHONE 442-7304 Serving Since 1892