Citizen Participation Plan. City of West Palm Beach. Citizen Participation Plan. Action Plan

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1 Citizen Participation Plan City of West Palm Beach Citizen Participation Plan Action Plan

2 Citizen Participation Plan The U.S Department of Housing and Urban Development (HUD) requires local government grantees to adopt a Citizen Participation Plan. This Plan reflects the City of West Palm Beach s compliance with the HUD requirements for citizen participation in all appropriate HUD grant programs. This Plan contains the required elements listed in the Consolidated Plan regulations at 24 CFR (b). The City of West Palm Beach Department of Housing and Community Development conducts the planning and administration for the following federal entitlement programs: Community Development Block Grant Program (CDBG) HOME Investment Partnerships Program (HOME) Housing Opportunities for Persons with AIDS Program (HOPWA) This Citizen Participation Plan sets forth the City s policies and procedures for citizen participation with respect to before mentioned entitlement programs and the following Consolidated Plan documents: Five-Year Consolidated Plan Annual Action Plan Consolidated Annual Performance and Evaluation Report (CAPER) Citizen Participation The City of West Palm Beach has devised specific actions to encourage increased participation in its housing and community development programs. Interested groups and individuals are encouraged to provide input into all aspects of the City s consolidated planning activities from assessing needs and setting priorities through performance evaluation. The City will continue to provide a forum for citizens to contribute information, ideas, and opinions on how residents can be benefit from these grant programs. Techniques will include neighborhood meetings, presentations to local organizations, public hearings, newspaper advertisements, , television presentations, and individual personal contacts. Some of the actions to be undertaken include: Review of all citizen comments and incorporation of such comments in the Consolidated Plan, as applicable; Analyze the impact of Consolidated Plan program activities on neighborhood residents, particularly low and moderate income residents; Conduct Needs Assessments and appropriate on-site visits to each proposed project before including it in the Proposed Consolidated Plan; Meet with neighborhood groups to inform them about the Consolidated Plan, project eligibility, the program planning process, project selection and funding, and the project implementation process; 1

3 Access to Records, Local Meetings & Information The City of West Palm Beach will continue to provide reasonable notice for all Public Hearings. Information and records relating to the City of West Palm Beach housing, community development, and public services program activities that are made available to the public for review and comment according to the requirements of Federal, State, and local laws. Notices of public hearings are publicized throughout the City. No less than seven (7) calendar days before the public hearings are held at least one advertisement is placed in the local newspaper of general circulation (The Palm Beach Post Newspaper). Additionally, the West Palm Beach s Housing Community Development Department will also advertise public hearings electronically on the City s website. Copies of public hearing notices, descriptive information concerning HUD-assisted housing, community development and public services programs are made available online on the City s website. All documentation is maintained in the City of West Palm Beach s Department of Housing Community Development. The Department documents the opportunities provided to citizens to ensure that all meetings, records, documents and related information are made readily accessible to the citizens of the City of West Palm Beach. Plans and Reports Requiring Public Participation The City of West Palm Beach will provide the public with the opportunity to participate in the Development of and comment on the following plans and reports: The Consolidated Plan The Consolidated Plan describes the City s community development priorities and multiyear goals based on an assessment of housing and community development needs, an analysis of housing and economic market conditions and available resources. The City must describe the housing needs of the low and moderate income residents, outline strategies to meet these needs, and list all resources available to implement those strategies. It also contains the five-year goals, based upon local needs and strategies, which serve as the targets against which HUD will evaluate the City s programs and its performance. The Annual Action Plan Annual Action Plan is the one-year portion of the Consolidated Plan that serves as the City s annual application to HUD for CPD funds. The AP sets forth annual priorities, strategies, goals and project activities in support of the Con Plan. It includes the amount of assistance the City expects to receive and describes specific activities and projects to be implemented during the fiscal year, as well as other actions to be undertaken. Consolidated Annual Performance and Evaluation Report (CAPER) The CAPER describes the accomplishments of each project and activity undertaken during the previous fiscal year, including how funds were actually used and the extent to which these funds were used for activities that benefited low and moderate income residents. By providing detailed financial and beneficiary information, the CAPER explains how a jurisdiction is carrying out its housing and community development strategies, projects, and activities. 2

4 Time Frame for Public Notice Before the City Commission approves the Consolidated Plan and/or Action Plan, an overview of the proposed plan will be published in the official local newspaper of general circulation (The Palm Beach Post Newspaper). Copies of the plan will made available to the general public online on the City s website. During the 30-day period from the date of notice, residents public agencies, and other interested parties will be encouraged to comment on the proposed document. A summary of citizens comments will be summarized upon submission to HUD. As required by HUD regulations, the City will provide period of no less than a 15-day public notice to the public for review and comment on the CAPER prior to its submission to HUD. Amendment to the Consolidated Plan or Annual Action Plan The City will amend its Consolidated/Action Plan to carry out an activity not previously described or to substantially change the purpose, scope, location, or beneficiaries of an activity. Minor changes to the Consolidated Plan or Action Plan that do not meet the criteria for substantial amendments and do not require citizen participation are defined as administrative amendments. Examples of administrative amendments include grammatical or structural edits that do not substantially change the scope or meaning of an activity; and changes in the coding or eligibility determination of a project that do not substantially change the scope or location. The City has, pursuant to HUD Regulation 24 CFR developed the following criteria for what constitutes a substantial amendment: The measurable objective for an activity is revised by 100% or more. The addition or deletion of one of the priority needs eligible activities listed in the Consolidated Plan s Strategic Plan (SP-25 Priority Needs Summary). An increase or decrease in a budget line item in the current annual Action Plan of thirty percent (30%) or more of that line item. Increases or decreases may occur over time to a budget line item; however, when the cumulative change per program year meets or exceeds the 30% threshold, the project causing that change will be subject to the Substantial Amendment process. Introduction of a project (budget line item) not listed in the current annual Action Plan. Time Frame for Public Notice An amendment to the Consolidated/Action Plan for a new activity or a substantial change will be advertised in a local newspaper of generation circulation in the City in order to notify the public and a 30-day public comment period will be provided. The notice will included the date, time, and location of the hearing, a brief description of the proposed amendment and will state how persons with disabilities can make arrangements to participate. A summary of citizens comments concerning the substantial amendment to the Consolidated/Action Plan will be summarized an attached to the amendment upon submission to HUD. 3

5 Technical Assistance to Agencies The City of West Palm Beach s Department of Housing and Community Development will continue to provide technical assistance to the City of West Palm Beach residents and agencies, particularly to those of very-low and low-income who request such assistance in developing project proposals, or who request other information (compliance requirements, program performance, funding information, etc.) outlined in the current Consolidated Plan. Project application forms are available and are distributed at no cost to all persons making a request. A one-on-one meeting will be arranged for individuals and groups representing such persons when necessary to explain the project eligibility, application and approval process and other implementation requirements. Housing and Community Development staff will also be available to meet with various non-profit organizations and individuals to provide other specific technical assistance related to housing, community development and HOPWA programs, as requested. In addition, annual technical assistance workshops for CDBG and HOME Program applicants to answer questions and provide assistance with the application process will be provided. Public Hearings The City of West Palm Beach will conduct a minimum of one (1) public hearing annually to obtain citizens comments and concerns and to respond to proposals and questions throughout the program year. The hearing will be held at locations accessible to people with disabilities. The Public Hearing will be properly advertised and documented and will include a list of attendees as well as any public comments received. Written minutes of the public hearing are available for review during normal business hours. Needs Assessment Public Meetings These Meetings will be conducted annually to determine the nature and types of assistance needed to address West Palm Beach s priority needs. They are held at the beginning of the annual planning cycle to solicit input from residents, local and social services organizations on housing, community, and economic development needs. The City of West Palm Beach will use a Needs Assessment Public Meeting to report to the citizens on prior year performance for its HUD assisted programs. Proposed Consolidated Plan Review A draft Consolidated Plan or an Annual Action Plan will be developed and presented to the West Palm Beach City Commission for review and approval. These recommendations will be advertised for public review and comment for 30 days. Non- Discrimination Policy/ Complaint Review Process It is the policy of the City of West Palm Beach to provide equal opportunity for services without regard to race, color, sex, age, national origin, religion, political affiliation, presence of handicap or disability, or familial status. Persons who feel that they have been discriminated against or who have a complaint pertaining to the City of West Palm Beach s Consolidated Plan, Plan amendments, or the Consolidated Annual Performance Evaluation Report, may file a complaint in writing to: City of West Palm Beach 4

6 Housing and Community Development 401 Clematis Street, 3rd Floor, West Palm Beach, Florida Attn: Armando Fana, Director of Housing and Community Development All complaints must include Name and address of the person(s) filing the complaint; a description of the act or acts considered to be in violation; other available pertinent information which will assist in the review and resolution of the complaint. Such complaints should be filed within 30 days of the alleged discriminatory act. A written response as to the disposition of the complaint will be issued by the Director no later than 15 working days following receipt of the complaint. A person who is dissatisfied with the response to complaint, or if the response is delayed more than fifteen 15 working days, may appeal in writing to: City of West Palm Beach Housing and Community Development 401 Clematis Street, 3rd Floor, West Palm Beach, Florida Attn: Mrs. Geraldine Muoio, Mayor of City of West Palm Beach A written response on the disposition of the complaint will be issued by the Mayor s Office by no later than 30 working days following the receipt of the complaint. If the complainant is dissatisfied with the response of the Mayor, he/she may submit the complaint, in writing, to: United States Department of Housing and Urban Development Community Planning and Development 909 SE First Avenue, Suite 500 Miami, FL Telephone: (305) No person shall intimidate, threaten, coerce, or discriminate against any person because he/she has made a complaint, testified, assisted, or participated in any matter in an investigation, proceeding, or hearing related to a complaint. The identity of complainants shall be kept confidential, except to the extent necessary to carry out or conduct investigations, hearings, or judicial proceedings in any matter in an investigation, proceeding, or hearing related to a complaint. Citizen Comments The City of West Palm Beach will consider any comments or views of residents, agencies, or other interested parties received in writing or orally at Public Hearings, in preparation of the final Consolidated Plan, amendments to the Plan, or the CAPER. A summary of these comments will be included in the final documents. 5

7 Provisions for Non-English Speaking and Hearing Impaired Residents The City of West Palm Beach will make arrangements to provide interpreters at public hearings, upon request. Any non-english speaking resident who wishes to participate may contact the Office of City Clerk (561) prior to the hearings so that adequate arrangements can be made. Such requests should be made at least four (4) working days prior to the hearing date. Hearing impaired and other disabled persons who wish to participate in Public Hearings should contact the City ADA Coordinator line at (561) at least four (4) working days prior to the Public Hearing date. 6