City f Gainesville CITIZEN PARTICIPATION PLAN INTRODUCTION The City f Gainesville s Citizen Participatin Plan has been prepared in accrdance with U. S. Department f Husing and Urban Develpment (HUD) Regulatins at 24 CFR Part 91 n Cmmunity Planning and Develpment Prgrams Cnslidatin published February 6, 1995 and amended February 9, 2006. This plan updates the Citizen Participatin Plan apprved by the Gainesville City Cmmissin in 1988. Prir t 1981, the Cmmunity Develpment Blck Grant (CDBG) prgram required a frmal citizen participatin prcess. Grantees, such as the City f Gainesville, had t adpt and fllw a written Citizen Participatin Plan that met the U.S. Department f Husing and Urban Develpment s (HUD) requirements. In 1981, the requirement fr a Citizen Participatin Plan was drpped, althugh many Grantees cntinued t use Citizen Advisry Cmmittees and ther elements that were previusly a part f the HUD requirements. PURPOSE Sectin 508 f the Husing and Cmmunity Develpment Act f 1987 reinstated the requirement f having written citizen participatin plan. The purpse f this plan is, therefre, t meet HUD s requirements and t spell ut the elements f the City s Citizen Participatin Plan and t encurage citizen input, particularly fr the City s lw-tmderate incme persns. The City f Gainesville s Citizen Participatin Plan serves as the fundatin fr develping strnger citizen relatinships in the City. The City supprts and encurages full participatin f citizens, cmmunity grups, and ther interested agencies in bth the develpment and evaluatin f prgrams and activities cvered in the develpment and implementatin f the Cnslidated and Annual Actin Plans, CAPER, and neighbrhd plans. The Citizen Participatin Plan is rganized t include the fllwing elements: 1.) Intrductin 2.) Purpse 3.) Citizen Participatin Advisry Cmmittee Structure 4.) Public Participatin 5.) Access t Infrmatin 6.) Technical Assistance 7.) Grievance and Cmplaint Prcedure 8.) Special Needs: Nn-English speaking residents 9.) Anti-Displacement Citizen Participatin Plan 2009 Page 1 f 6
City f Gainesville CITIZEN PARTICIPATION ADVISORY COMMITTEE STRUCTURE Increasing citizen and cmmunity invlvement is an imprtant cmpnent f gaining a better understanding f the needs in the city and develping apprpriate strategies t address thse needs. This is evidenced by the creatin f a Citizen s Advisry Cmmittee in 1974. This Citizen s Advisry Cmmittee is devted t activities related t the CDBG, HOME, SHIP and Sectin 108 prgrams. The City f Gainesville is cmmitted t a meaningful citizen participatin prcess. It is the intent f this Citizen Participatin Plan, therefre, t cntinue t use the Citizen Advisry Cmmittee fr Cmmunity Develpment. The creatin f the Citizen Advisry Cmmittee fr Cmmunity Develpment (CACCD) was t be used as a primary vehicle fr citizen input fr the City s Federal and Statefunded prgrams. The primary respnsibility f the City Cmmissin appinted CACCD is t make recmmendatins t the Cmmissin n the annual distributin f the CDBG and HOME prject funds based upn the bjectives stated in the Cnslidated Plan. The Cmmittee establishes prgram guidelines which assist them in recmmending funding pririty f husing, cmmunity develpment, and hmes activities. The CACCD is a critical cmpnent f the public participatin prcess. The CACCD is a resident advisry cmmittee that wrks clsely with the Husing and Cmmunity Develpment Divisin f the City f Gainesville. The Advisry cmmittee reviews and evaluates all husing develpment and public services applicatins; perfrm site visits t the agencies, hear presentatins frm each applicant; then, make recmmendatin t the City Cmmissin fr final apprval. The CACCD cnsists f 15 cmmittee members. PUBLIC PARTICIPATION PUBLIC COMMENT All residents, particularly thse lw and mderate incme residents f neighbrhds targeted fr the use f CDBG, HOME, SHIP, r Sectin 108 funds, will be affrded pprtunities t participate in discussins n these prgrams. Residents have the pprtunity t make cmments by (1) cmmunicating directly with City staff; (2) attending meetings f the CACCD; and (3) attending meetings f the City Cmmissin when CDBG-related items are being cnsidered. In all cases, residents are encuraged t cmment either in persn, including by telephne, r in writing. Citizen cmments t the City staff and CACCD members are received during regular ffice hurs f the City by calling (352) 334-5026, r writing the Department f Neighbrhd Imprvement, Husing & Cmmunity Develpment Divisin, City f Gainesville, P.O. Bx 490, Gainesville, FL 32602. Likewise, cmments t the City Cmmissin are addressed t the City Cmmissin by calling (352) 334-5015, r writing t the City Cmmissin, City f Gainesville, P.O. Bx 490, Gainesville, FL 32602. Citizen Participatin - 2009 2
City f Gainesville All meetings f the CACCD and City Cmmissin are pen t the public in cmpliance with the Flrida Gvernment-in-the-Sunshine Law. Each grup sets its wn agenda and rules fr addressing the grup, and allws fr public discussin. CACCD members serving in an additinal rle f hearing citizen cmments thrugh persnal cntact with friends and neighbrs. Depending n their invlvement r representatin in ther cmmunity grups, they may als serve in a frmal r infrmal liaisn rle with these grups. NOTIFICATION PROCEDURES Residents are ntified f City Cmmissin and CACCD meetings and Public Hearings in the fllwing manner: Psting in the Clerk f the Cmmissin s Weekly Ntice f Meetings; City f Gainesville Bi-Weekly newsletter; and Psting in the Gvernment Mem and/r Public Meetings, which are regular features f the Gainesville Sun. In additin, when the CACCD hlds it meetings in targeted neighbrhds (usually nce each quarter), an ne r a cmbinatin f means are used t publicized the meetings including display ads in the Gainesville Sun and minrity newspapers, public service annuncements n radi r televisin, and psters r handbills. Ntificatins f the availability f federal funds may be made in a like manner. PUBLIC HEARINGS / MEETINGS Lcal gvernment units applying fr federal funds must cmply with citizen participatin regulatins utlined at 24 CFR 570.486. Prir t submitting their applicatin fr federal funds, the lcal gvernment applicant must prvide sufficient pprtunity fr affected citizens t gain an understanding f the prpsed prject activities and the amunt f CDBG funds being sught. A minimum f ne public hearing is required, but cmmunities are encuraged t engage citizens at the nset f the prject s planning prcess. Applicants must give adequate ntice f public hearings and must prvide citizens with a timely written respnse t any cmplaints r grievances. Dcumentatin f the public hearing must be submitted with their applicatin fr federal funds. The purpse f the Public Hearings is t: Receive cmments frm citizens, public agencies, cmmunity members and ther interested parties Respnd t prpsals and cmments at all stages f the cnslidated submissin prcess Identify husing and cmmunity develpment needs Review prpsed use f funds Review prgram amendments Review prgram perfrmance Citizen Participatin - 2009 3
City f Gainesville The City f Gainesville will have ne r mre Public Hearings each year t btain citizen s input, infrmatin n the neighbrhds, amendments, and funding prpsals. The hearings are held in buildings accessible t all persns. These Public Hearings are als held at times and lcatins cnvenient t ptential and actual beneficiaries f each federally funded prgram. During the regularly scheduled CACCD meeting, there will be ne r mre Public Hearings t hear and review prpsals fr funding amendments, new funding prpsals, submissin t HUD f: the Cnslidated Annual Perfrmance and Evaluatin Reprt (CAPER), the Annual Actin Plan, and any new applicatins fr federal funds. These meetings will address the needs f the cmmunity, particularly fr persns f lw and mderate incme. Nte: Citizens are ntified f the availability t review and cmment n all the abve-mentined dcuments befre submitting t HUD. Any prpsed amendment is published and available fr public cmment ver a 30-day cmment perid. The nly a shrter perid is set is thrugh the authrizatin f HUD. Ntice f all the CACCD meetings will be published at least seven (7) days in advance. Every effrt will be made t hld these meetings at lcatin which are cnvenient t residents f prpsed target neighbrhds and accessible t the handicapped. The Cmmittee meets at least nce a mnth, except in July and August when meetings are held n an as-needed basis. Once each quarter the CACCD als meets in a target neighbrhd as part f an utreach effrt t get citizen feedback and see firsthand the activities being funded thrugh CDBG, HOME, SHIP, and ther surces as the City btain funding. The City f Gainesville prvides adequate ntice f all Public Hearings and meetings thrugh the media and direct mailings. T give adequate ntice f Public Hearings, the City f Gainesville Husing & Cmmunity Develpment Divisin (HCD) has ntices detailing the purpse f the hearings published in the reginal newspaper at least 10 days in advance. Infrmatin abut all Public Hearings can als be accessed by calling (352) 334-5026. ACCESS TO INFORMATION Full access t HCD Prgram infrmatin, dcuments, and schedule f meeting times and publicatin dates is prvide t the public. Prgram recrds and infrmatin, cnsistent with state and lcal laws regarding privacy and bligatins f cnfidentiality, are available fr citizen review at the ffice f the Husing & Cmmunity Develpment Divisin lcated at 306 N. E. 6 th Street, Thmas Center B, 2 nd Flr, Rm 201, Gainesville, Flrida. The Office may be reached by telephne at (352) 334-5026, r by fax at (352) 334-3166 during nrmal business hurs f 7:00 a.m. 6:00 p.m., Mnday thrugh Thursday. Key dcuments f the Husing & Cmmunity Develpment Divisin (HCD) are placed n file fr public inspectin in the ffices f HCD and the Alachua Cunty Library. All dcuments which are reviewed by the City Cmmissin are als n file in the ffices f the Clerk f the Cmmissin. Key dcuments includes, but are nt limited t: Cnslidated Plan and Annual Actin Plan Citizen Participatin - 2009 4
City f Gainesville Cnslidated Annual Perfrmance & Evaluatin Reprt (CAPER) Any and all Amendments t the Annual Actin Plan Any and all applicatins fr funding such as: Request f Funds fr the CDBG Prgram Request f Funds fr the HOME Prgram Request f Funds fr the CDBG-R Prgram Request f Funds fr the HPRP Prgram Request f Funds fr the NSP Prgram Request f Funds fr the Sectin 108 Prgram Request f Funds fr the SHIP Prgram Request f Funds fr the Husing Cunseling Prgram Other infrmatin and recrds relating t the City s use f varius Federal and State Prgram funds may be reviewed by the public in the ffices f HCD in cmpliance with the Flrida Public Recrds Law and applicable HUD regulatins. TECHNICAL ASSISTANCE Upn request, the City s HCD Divisin will prvide technical assistance t grups representing the needs f lw and mderate incme persns fr the purpse f develping prpsals and appearing befre the CACCD. Technical assistance fr develping prpsals will be limited t guidance in cmpleting any applicatins fr funding, prviding infrmatin n deadlines and prject eligibility, and prviding technical assistance cncerning HUD regulatins. An annual wrkshp is ffered t ptential applicants requesting federal funds describing the prgrams applicatins prcess and the varius prgram ffered and the HUD Regulatry requirements related t the varius prgrams. Staff members will nt prepare applicatins, nr appear as advcated fr r against specific prject prpsals. GRIEVANCE AND COMPLAINT PROCEDURES The City f Gainesville will cnsider any cmments r views f citizens received in writing, r rally at public hearings. A summary f all cmments r views, as well as hw they were addressed in the relevant dcument will be included in the final Cnslidated Plan, amendments t the Plan, r perfrmance reprts. The City f Gainesville will make very reasnable effrt t issue a written respnse t every written cmplaint r grievance within 15 wrking days f receipt. When this is nt pssible, the City shall, within 15 wrking days f receipt, issue a letter indicating the status f the cmplaint review and the apprximate anticipated date f a cmplete respnse. Citizen Participatin - 2009 5
City f Gainesville Citizens wh wish t ldge a cmplaint, may appeal t the City Manager by writing t: City Manager, City f Gainesville, FL P.O. Bx 490, Gainesville, FL 32602. The City Manager will make a determinatin n the appeal and respnd in writing within fifteen (15) wrking days frm the receipt f such cmplaint/appeal. SPECIAL NEEDS: NON-ENGLISH SPEAKING RESIDENTS In its past experience with the HCD Divisin, the City has nt encuntered significant numbers f nn-english speaking residents at public meetings r hearings. Hwever, in the event it cmes t the City s attentin that a significant number f nn-english speaking residents might reasnably be expected t participate in a meeting f the CACCD, the City will emply the services f an interpreter t assist in translating the meeting fr the benefit f the nn-english speaking residents. Als, printed ntices f such meetings will be prepared in the language f the nn-english speaking residents. ANTI-DISPLACEMENT It is the plicy f the City f Gainesville t make all reasnable effrts t ensure that activities undertaken with CDBG, HOME, SHIP, CDBG-R, HPRP, Sectin 108 Prgram funds will nt cause unnecessary displacement. The City will cntinue t administer these prgrams in such a manner that careful cnsideratin is given during the planning phase t avid displacement. Displacement f any nature shall be reserved as a last resrt actin necessitated nly when n ther alternative is available and when the activity is determined necessary in rder t carry ut a specific gal r bjective that is f benefit t the public. If displacement is precipitated by activities that require the acquisitin (whle r in part) r rehabilitatin f real prperty directly by the City f Gainesville, all apprpriate benefits as required by the Unifrm Relcatin Assistance and Real Prperty Acquisitin Plicies Act f 1970 and amendments. The Unifrm Act r the Residential Anti-displacement and Relcatin Assistance Plan under Sectin 104 (d) shall be prvided t the displace persns r persns. Infrmatin abut these prgrams will be prvided t all persns wh may ptentially be displaced in the frm f infrmatinal brchures n these prgrams and explained in detail by the City s Relcatin staff. These plicies are mre specifically utlined in the City s HCD Divisin Displacement Relcatin Plicy which details the Residential Anti-Displacement and Relcatin Assistance Plan. This dcument is available fr public review in the HUD Office, Thmas Center B, 306 N. E. 6 th Avenue, 2 nd Flr, Rm 201, frm 7:00 a.m. 6:00 p.m., Mnday thrugh Thursday. Citizen Participatin - 2009 6