Community Development Block Grant (CDBG) Citizen Participation Plan Copyright 2014
City of Dubuque Consent Items # 7.
ITEM TITLE: Community Development Block Grant (CDBG) Citizen Participation Plan -
Amendment
SUMMARY: City Manager recommending approval of the City's Community
Development Block Grant (CDBG) Program Citizen Participation Plan that
was approved by the Community Development Advisory Commission on
November 19, 2014.
RESOLUTION Amending the Citizen Participation Plan by repealing the
existing plan and adopting a new Citizen Participation Plan in lieu thereof
for the Community Development Block Grant (CDBG) Program.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Adopt Resolution(s)
ATTACHMENTS:
Description Type
❑ Amendment to CDBG Citizen Participation Plan-MVM Meo City Manager Memo
❑ Staff Memo Staff Memo
❑ Mark-Up Citizen Participation Plan Supporting Documentation
❑ Amended Plan Supporting Documentation
❑ Resolution Resolutions
THE CITY OF Dubuque
UBE I
erica .i
Masterpiece on the Mississippi 2007-2012-2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Citizen Participation Plan Amendment
DATE: November 24, 2014
Housing & Community Development Director Alvin Nash recommends City Council
approval of the City's Community Development Block Grant (CDBG) program Citizen
Participation Plan that was approved by the Community Development Advisory
Commission on November 19, 2014.
1 concur with the recommendation and respectfully request Mayor and City Council
approval.
Micliael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Alvin Nash, Housing & Community Development Director
THE CITY OF Dubuque
AII11-America CiI.ty
UB E1
Masterpiece on the Mississippi 2007-2012-2013
TO: Michael Van Milligen, City Manager
FROM: Alvin Nash, Housing & Community Development Director
DATE: November 24, 2014
RE: Citizen Participation Plan Amendment
INTRODUCTION
This memorandum presents for City Council consideration a proposed change in the City's
Community Development Block Grant (CDBG) program Citizen Participation Plan. This
amendment was discussed and approved by the Community Development Advisory
Commission on November 19, 2014.
BACKGROUND
The Citizen Participation Plan identifies the process for citizens to participate in the
development of the Consolidated Plan, each Annual Action Plan, the Consolidated Annual
Performance and Evaluation Report (CAPER) and any amendments for the CDBG program.
Federal rules require that every five years the City prepare and file a Consolidated Plan
whereby the community establishes a unified vision for community development activities.
During the five-year planning period, an Annual Action Plan is prepared each year prior to
receipt of its CDBG entitlement. The five year Consolidated Plan and each year's Annual
Action Plan guide the City's use of Community Development Block Grant (CDBG), HOME
and other federal funds which are made available from the U.S. Department of Housing and
Urban Development (HUD).
The Consolidated Plan and/or Annual Action Plan are adopted following a public participation
process, which includes a published notice, a public comment period, and a public hearing.
A city must follow its adopted plans as it expends entitlement funds. If its revenues or
activities change, the city must amend.
DISCUSSION
In preparation for the new Consolidated Plan, an updating of the Citizen's Participation Plan
is being proposed. The Plan deletes references to `Carnegie-Stout Public Library Auditorium,
11th and Bluff', and replaces with `Housing Conference Room, Historic Federal Building'. The
Plan deletes references to `1805 Central Avenue', and replaces with `350 West 6th Street,
Suite 312'. The Complaints section has been updated to receive written complaints
electronically via the City's web site, or on paper by mail, fax or e-mail and includes a
template form for complaint(s). A section for Anti-Displacement and Relocation Assistance
has been added. HUD requires communities using Block Grant funds to follow a residential
anti-displacement and relocation assistance plan under section 104 (d) of the Housing and
Community Development Act. Federal regulations require CDBG assisted activities make
every attempt to prevent displacement of households and to follow the Uniform Relocation
Assistance and Real Property Acquisition Policies Act of 1970. A mark-up copy of the
proposed amendment is attached.
RECOMMENDATION
The Community Development Advisory Commission voted to approve the proposed changes
and to recommend them to the City council at its November 19th meeting. I recommend that
the City Council approve the above-described amendment to the City's Citizen Participation
Plan.
ACTION STEP
The Action Step is for the City Council to adopt the attached resolution.
Prepared by Erica Haugen, Community Development Specialist
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RESOLUTION NO. 364-14
RESOLUTION AMENDING THE CITIZEN PARTICIPATION PLAN BY REPEALING
THE EXISTING PLAN AND ADOPTING A NEW CITIZEN PARTICIPATION PLAN IN
LIEU THEREOF FOR THE COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
PROGRAM
Whereas, the City Council of the City of Dubuque, Iowa adopted a Citizen
Participation Plan (the "Plan") which set forth a process for citizen involvement in the
development of the City's Community Development Block Grant (CDBG) program on
September 8, 1992; and
Whereas, the City Council has amended the Plan from time to time; and
Whereas, the Community Development Advisory Commission has proposed and
recommended approval to the City Council an amendment to the Plan as described in
Exhibit A.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
Section 1. That the Citizen Participation Plan is hereby repealed and a new
Citizen Participation Plan as shown in Exhibit A is hereby adopted in lieu thereof;
Section 2. That said Amendment shall become effective immediately.
Section 3. That the Plan as amended shall be filed in the Housing and Community
Development Department as required by the U.S. Department of Housing and Urban
Development.
Passed, approved and adopted this 1St day of December, 2014.
a
K rla A. Braig, Mayor Pro
Attest:
Trish L Gleason, CMC, Assistant City Clerk
Exhibit A
City of Dubuque, Iowa
Citizen Participation
Plan
For the Development of the City's
Community Development Block Grant Program
Amended Aug +'^^^Proposed Amendment 2014
CITIZEN PARTICIPATION PLAN
TABLE OF CONTENTS
I. Introduction ..........................................................................................................................3
II. Development of Consolidated Plan and Annual Action Plans .............................................3
III. Amendments to the Consolidated Plan and Annual Action Plans .......................................4
IV. Performance Reports ...........................................................................................................4
V. Citizen Access ......................................................................................................................5
OutreachEfforts ......................................................................................................5
PublicMeetings .......................................................................................................5
PublicHearings ............................................................................................... 6
Information and Records Availability ................................................................. 6
Technical Assistance ......................................................................................... 7
ActivityPromotion ...................................................................................................7
VI. Complaints ...........................................................................................................................7
ComplaintForm..................................................................................................9
VII. Anti-Displacement and Relocation Assistance Plan...................................................10
VIII. Amendmentsto Citizen Participation Plan ..........................................................................10
APPENDIX
CDBG Program Year Calendar
Section I. Introduction
This CITIZEN PART IC IPAT ION PLAN(the"Plan")is a revision of a plan adopted by the City of Dubuque,Iowa
(the"City")on September 8,1992. This Plan reflects changes required by amendments to the Housing and
Community Development Act forth e Consolidated Plan process. This Plan shall provide for and encourage
citizens to participate in the development of the Consolidated Plan and each Annual Action Plan, any
substantial amendments to the Consolidated Plan or Annual Action Plan and the annual Performance Report.
The Consolidated Plan and each year's Annual Action Plan guide the City's use of Community Development
Block Grant(CDBG),HOME and other federal funds which are made available from the U.S.Department of
Housing and Urban Development (HUD). The Performance Report provides an assessment of funds
expended and a quantitative analysis of program or project outcomes. This entire Consolidated Plan process
shall be integrated into the City's overall yearly goal-setting and budget process and shall provide for citizen
access designed to encourage participation by low and moderate income persons,as well as the general
public.
The City Community Development Advisory Commission,as provided in Chapter 15 of the City Code,shall
sponsor the Consolidated Plan process and shall ensure that this Citizen Participation Plan is followed by the
City. The Community Development Advisory Commission shall work with the City Housing Commission and
other appropriate City Boards or Commissions in the development ofthe Consolidated Plan and Annual Action
Plan.
Section II. Development of the Consolidated Plan
and Annual Action Plans
The Community Development Advisory Commission will hold a series of public meetings during the
development of the Consolidated Plan and/or Annual Action Plan that would include identification of
community housing and non-housing needs,prioritization of needs,strategy development to meet identified
needs and budget recommendationsto implementthose strategies. Citizen access opportunities,as identified
in Section V of this Plan,shall be utilized to increase participation in Consolidated Plan development.
The Community Development Advisory Commission shall hold at least one public hearing, as outlined in
Section V of-this Plan,prior to publication of a draft plan for comment and shall provide not less than a 30 day
public comment period before final action bythe City Council.The Consolidated Plan and/or Annual Action
Plans shall be adopted by the Community Development Advisory Commission and forwarded to the City
Manager.The City Council shall act on the proposed Consolidated Plan and/or Annual Action Plan.Adoption
by Resolution of the City Council is required prior to submission to HUD.
A summary of the draft Consolidated Plan and/or Annual Action Plan shall be published in one or more
newspapers of general circulation,and for citizen distribution,prior to the commencement of the 30 day public
comment period. The complete document shall be available for review as outlined in Section V of this Plan.
Any public comments received during the comment period or at the public hearings shall be considered and
shall be summarized and attached to the Consolidated Plan and/or Annual Action Plan prior to submission to
HUD. This shall include a summary of any comments or views not accepted and the reasons therefore.
3
Section III. Amendments to the Consolidated Plan
and Annual Action Plans
Amendments to the Consolidated Plan and/or Annual Action Plan shall be required whenever the City seeks
to:
a) make a change in its allocation priorities or a change in the method of distribution of funds;
b) carry out an activity,using funds from any program covered by the Consolidated Plan,not previously
described in the Annual Action Plan;or
C) change the purpose,scope,location or beneficiaries of an activity.
Amendments shall be categorized as"substantial'or"non-substantial'. 'Substantial' amendments shall
mean:
* Any change in the purpose,scope,location or beneficiaries of an activity;
X The addition of any activity not previously described in the Annual Action Plan;
X The deletion of any activity in the Annual Action Plan;
X Any change reflecting the increase or decrease of overall program funding;
X Any application for M108 funding.
All other amendments shall be considered"non-substantial". Non-substantial amendments shall be adopted
by Resolution of the City Council after the review and recommendation of the Community Development
Commission.
In the case of substantial amendments,the Community Development Commission shall,following a 30-day
public comment period,hold a public hearing as outlined in Section V of this Plan. The Commission shall
then forward the recommended amendment,with comments,to the City Manager. The City Manager shall
forward his or her recommendation to the City Council,along with the Commission's recommendation,forfnal
action. The City Council shall approve any amendment by Resolution prior to submission to HUD.
Amendments shall be submitted to HUD as each occurs or at the end of the program year. Any public
comments received during the comment period or at the public hearing shall be considered and shall be
summarized and attached to the substantial amendment prior to submission to HUD. This shall include a
summary of any comments or views not accepted and the reasons therefore.
Section IV. Performance Reports
A Performance Report identifies the final budget expenditure and performance results for each Annual Action
Plan activity from the currently completed program year and any outstanding activities from prior program
years.
Performance Reports shall be submitted to HUD within 90 days after the close of the Citys CDBG program
year. The City's program year corresponds to the City's fiscal year which runs from July 1 to June 30 of each
year. A Performance Report shall be submitted to HUD by September 30. Prior to submission to HUD,the
Community Development Commission shall, following a 15 day public comment period, hold a public
hearing as outlined in Section V of this Plan. The Commission shall then forward the Performance Report,
with comments,to the City Council forfnal action. The City Council shall approve the Performance Report by
Resolution prior to submission to HUD. Any public comments received during the comment period or at the
public hearing shall be considered and shall be summarized and attached to the Performance Report priorto
submission to HUD.
4
Section V. Citizen Access
Outreach Efforts
The City is committed to making reasonable and timely access to the needs assessment, strategy
development and budget recommendation process ofthe Consolidated Plan possible for all members of the
community,especially low and moderate income persons. The following outreach efforts are illustrative of
measures that may be taken as appropriate to provide citizen access to the Consolidated Plan process.
Failure to use any one of these shall not be considered a violation of this Plan.
Mailing List: Develop a comprehensive mailing list of interested parties,public and private agencies that
provide assisted housing,health services and social services and useto send summary information and public
hearing or comment period notices.
Targeted Survey: Survey service providers,community agencies and key informants prior to Consolidated
Plan or Annual Action Plan development for information regarding community needs,existing servicesto meet
those needs and their assessment of any gaps in meeting those needs,including new strategies to address
outstanding needs.
City Channel 8: Create and run public service announcements about the CDBG program and Consolidated
Plan process to inform,educate and promote citizen participation.
Neighborhood Councils: Invite neighborhood groups to participate and to coordinate with their own
neighborhood planning and implementation efforts.
Church Bulletins: Publicize public hearing participation opportunities through this medium, especially in
churches located in the low/mod income area.
CDBGWeek: Use this national recognition week to promote local success stories related to CDBG funding.
This may include awards,special project open houses,keynote speakers and neighborhood walks with City
Council members or other promotion activities.
City Expo: Use this annual public relations event to promote the Consolidated Plan process.
Print Media: Publicize the proposed Annual Action Plan during the 30 day comment period between City
Budget publication(January)and public hearing with the City Council(February).
All Media: Use media releases about the Consolidated Plan process and citizen participation opportunities
throughout the CDBG program year.
City Website: Use this electronic format to publicize public hearing participation opportunities and to highlight
the Consolidated Plan development,implementation and monitoring process.
Public Meetings
The Community Development Advisory Commission shall hold regular monthly public meetings 414e
G_...,.g a Stan.Pub!:a L:bFaF.......:....:um 1 ith_Rd ol..ff:n the Housing Conference Room,Historic Federal
Building 350 West 61h Street Suite 312 Dubuque Iowa 52001 unless otherwise determined and proper
notice given. These meetings shall be used for regular Commission business and when a public hearing is
not necessary.
Notice of public meetings shall be sent to all media in accordance with the Iowa Open Meetings Law and shall
be posted on the City Clerk's Bulletin Board located on the First Floor of City Hall, 50 W. 13th Street,
Dubuque, Iowa 52001.
5
Minutes shall be taken of all public meetings and shall be available for public review at the Housing and
Community Department, 199 x'350 West 6P Street Suite 312 Dubuque Iowa 52001 during regular
working hours.
All meetings shall be accessible to persons with disabilities, and, upon adequate notice and subject to the
availability of assistance, a translator shall be provided for hearing impaired or non-English speaking
residents.
Public Hearings
The Community Development Advisory Commission shall hold public hearings as required by the
Consolidated Plan process, at times and locations appropriate and convenient for maximum public
participation. The Commission shall attempt to hold these hearings at their regularly scheduled meeting time
and place. Alternate dates,times and locations may be used as necessary.
Notice of all public hearings shall be published in the official newspaper as designated by the City Council not
more than twenty(20)nor less than four(4)days prior to the date of the hearing. The notice shall include the
time,day and date ofthe hearing,its location,a general statement regarding its purpose and any other more
specific information required by the Consolidated Plan,amendments or Performance Report. In addition to
the official legal notice,a notice shall also be published in the general section of the newspaper. Notices shall
also be sent to all media in accordance with the Iowa Open Meetings Law and shall be posted on the City
Clerk's Bulletin Board located on the First Floor of City Hall,50 W. 13th Street,Dubuque, Iowa 52001.
Minutes shall be taken of all public hearings and shall be available for public review at the Housing and
Community Development Department, 1805 Central,Dubuque, Iowa 52001 during regular working hours.
All meetings shall be accessibleto personswith disabikEesdisabilities and,upon adequate notice and subject
to the availability of assistance,a translator shall be provided for hearing impaired or non-English speaking
residents.
Information and Records Availability
The Consolidated Plan [as proposed, adopted or amended], Performance Reports and this Citizen
Participation Plan shall be available in print format for public review during regular working hours at the
following locations:
City Clerk's Office
50 W.13th Street
Dubuque, Iowa 52001
563-589-4120
Housing and Community Development Department
1805 Central Avenue
Dubuque, Iowa 52001
563/589-4230
Carnegie-Stout Public Library
Reference Desk
360 West 11'^Street
Dubuque, Iowa 52001
563/589-4227
Additional information is available for public review in print format at the offices of the Housing and Community
Development Department during regular working hours and includes:
a) amount of assistance the City expects to receive(including grant funds and program income);
b) the range of eligible activities that may be undertaken;
C) the estimated amount of funds anticipated to benefit low and moderate income persons;
d) the adopted Uniform Relocation Act which regulates public responsibility and actions associated with
6
the displacement of persons resulting from a HUD-funded project;and
e) records relating tothe Consolidated Plan and the City's useofassistance during the preceding five(5)
years.
This information shall be provided in a format accessible to persons with disabilities,upon adequate n otice.
Requests for additional information maybe m ade to the Director of Housing and Community Developmental
the address and phone listed above. A response shall be provided within fifteen(15)working days of receipt
of the request,where practicable.
Summary materials regarding the Consolidated Plan, amendments and Performance Reports shall be
available without charge. A reasonable number of free copies of the entire Consolidated Plan shall be made
available to citizens and groups upon request. Photocopier charges and miscellaneous charges for other
related services and materials shall be assessed in accordance with the City's Administrative Policies.
Technical Assistance
Technical assistance shall be provided to groups representative of persons of low and moderate income that
request such assistance in developing proposals for funding under any of the activities covered by the
Consolidated Plan. The level and type of assistance provided shall be on a case-by-case basis as determined
by the City Manager or his or her designee and shall be subject to budgeted resources authorized by the City
Council.
Activity Promotion
After the adoption of each Annual Action Plan by the City Council,activities funded in the plan shall be actively
promoted to ensure full access to and utilization of funds as budgeted. The Housing and Community
Development Department shall have primary responsibility for activity promotion; however, other City
departments and subrecipients shall be responsible for ensuring reasonable and timely promotion and access
to the projects,programs and services made possible by CDBG and other HUD funding.
Section VI. Complaints
Complaint Procedure
Citizen complaints related to the Consolidated Plan, amendments and/or Performance Report shall be
handled in the following manner:
a) The Directorofthe Housing and Community Development Department shall accept complaints at any
time during the course ofthe CD BG program year. Although verbal com plaints will be accepted,only
written complaints will be responded to in writing.
b) Written complaints fled in writing,either electronicallyvia the Citv'sweb site,or on paper by mail,fax,
ore-mail shall contain a concise statement ofthe complaint and an explanation of the action desired.
The form attached to this Citizen Participation Plan may be used as a template for complaint(s).
C) Complaints shall be investigated and responses to written complaints shall be madewithin fifteen(15)
working days after a complaint is received.
d) Copies ofthe complaint and the response shall be forwarded to the City Manager and the Community
Development Advisory Commission.
Should the complainant not be satisfied with the response,the aggrieved person(s)shall:
e) File the complaint with the City Manager, City Hall, 50 W. 13th Street, Dubuque, Iowa 52001.
Complaints must be received by the City Manager within one(1)year of the alleged occurrence.
f) Complaints shall be filed in writing and shall contain a concise statement of the complaint, an
explanation ofthe action desired and the reason for dissatisfaction with the initial response.
g) The City Manager shall forward the complainttothe Community Development Advisory Commission.
7
h) The Community Development Advisory Commission shall,at its next regularly scheduled meeting,set
a date for a hearing. The aggrieved person(s)shall be notified in writing of the time and place of the
hearing. If a complaint is resolved prior to the date of the hearing,the aggrieved persons)shall
request in writing that the complaint be withdrawn.
i) The Community Development Advisory Commission shall conduct a hearing to review the fled
complaint. The hearing shall be open to the public. The aggrieved person(s)may appear in person,
by agent or by attorney. All persons wishing to appear before the Commission shall have an
opportunity to be heard. Minutes shall be kept of the proceedings of the hearing.
J) The Community Development Advisory Commission shall forward its recommendation,in writing,to
the City Manager within ten(10)working days following the hearing.
k) The City Manager shall receive and review the recommendation of the Community Development
Advisory-Commission and shall respond to the aggrieved person(s)within ten(10)working days of
the receipt of the recommendation. The Community Development Advisory Commission shall be
advised of the action of the City Manager.
Standards for Review
The Community Development Advisory Commission, in its review of the complaint, shall be guided by
standards set by HUD under Title I of the Housing and Community Development Act of 1974,as amended,
the Code of Ordinances of the City of Dubuque, Iowa and the Citys Administrative Policies.
Opportunity for Appeal
If the aggrieved persons)is unsatisfied with the response of the City Manager,an appeal maybe made to the
City Council. Such an appeal shall be fled, in writing, with the City Clerk, City Hall, 50 W. 13th Street,
Dubuque,Iowa 52001. The appeal shall be forwarded by the City Clerk to the City Council. The Council may,
at its discretion,hold a hearing to consider the concerns of the aggrieved person(s).
Upon the completion of their review of the appeal,the City Council shall move to 1)accept the response of the
City Manager;or 2)modify the response of the City Manager;or 3)return the complaint to the City Manager
for further review.
If the outcome of such an appeal is unsatisfactory,the aggrieved person(s)may file a written appeal with
HUD. Correspondence with HUD should be directed to the Community Planning and Development Division,
Omaha Office Region VII, Executive Tower, 10909 Mill Valley Road,Omaha,Nebraska,68154-3955.
Formatted:Centered
8
COMPLAINT FORM
City of Dubuque Housing and Community Development Department
250 West at'Street Suite 312 Formatted:Superscript
Dubuque. IA 52001
Formatted:Left
PLEASE PRINT OR TYPE
1. JINemne of Person or Organization Submitting Complaint(s) Formatted:Font:Bold
Formatted:Left,Line spacing: Multiple 2.5 li,
Name: Numbered+Level:1+Numbering Style:1,2,3,...+
Start at:1+Alignment:Left+Aligned at: 0.25"+
Address:
Indent at 0.5"
Formatted:Left,Indent:Left: 0.5",Line spacing:
Double
Phone#:
E-Mail Address:
2. ature of Complaint Formatted:Font:Bold
Please summarize briefly the facts and the desired action or response. If you need more space
for additional details,you may attach additional pace(s). If your complaint is against an individual. Formatted:Left,Numbered+Level:1+Numbering
please include that person's name. Style:1,2,3,...+Start at 1+Alignment Left+Aligned
a[: 0.25"+Indent at 0.5"
Formatted:Left,Indent:Left: 0.5"
Formatted:Left,Indent:Left: 0.5",Linespacing:
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Formatted:Left,Indent:Left: 0.5"
3. revious Action
Formatted:Font:Bold
Have you expressed your complaint to any person at Housing&Community Development Department Formatted:Left,Numbered+Level:1+Numbering
Style:1,2,3,...+Start at 1+Alignment Left+Aligned
verbally? Who was that person? a[: 0.25"+Indent at: 0.5"
Formatted:Left,Indent:Left: 0.5"
Have you expressed your complaint to any member of the Citizens Advisory Committee? Formatted:Left,Indent:Left: 0.25",Line spacing:
Multiple 2.5 li
Who Was that person?
Formatted:Left,Line spacing: Multiple 2.5 Ii,Tab
stops: 0.25",Left
4. J have read this complaint,including attachments and it is[rue and correct to the best
of my knowledge,informationon and belief. Formatted:Left,Indent:Left: 0.5",Line spacing:
Multiple 2.5 li
Formatted:Font:Bold
Formatted:Left,Numbered+Level:1+Numbering
Signature DateStyle:1,2,3,...+Start at:1+Alignment:Left+Aligned
at: 0.25"+Indent at: 0.5"
Formatted:Left,Indent:Left: 0.25"
Formatted:Left,Indent:Left: 1.25",First line: 0.25"
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Section VII. Anti-Displacement and Relocation Assistance Plan
It is the policy of the City to comply with the acquisition and relocation requirements of the Uniform
Relocation Assistance and Real Property Acquisition Policies Act of 1970 as amended(URA):the
government-wide URA regulations at 49 CFR Part 24,revised section 104(d)of the Housing and
Community Development Act of 1974,as amended:and the final rule at 24 CFR 570.606.
As required under section 104(d)of the Act,the City will follow a residential anti-displacement and
relocation assistance plan providing one-for-one replacement of units[(570.606(c)(1)l. Consistent with
other coals and objectives of the CDBG.HOME,and other funds made available throuah HUD.the Citv
will comply with its Anti-Displacement/Relocation Policy to minimize the displacement of persons from
their homes as a result of any activities assisted under the proarams.
Relocation assistance will be provided to each low/moderate income household displaced by the
demolition of any housing unit or by the conversion of a low/moderate income dwellina to another use,
occurrina as a direct result of assisted activities. Persons will be provided assistance as described in
570.606(c)(1)or as described in the Uniform Relocation Assistance and Real Property Acauisition Policies
Act of 1970.
A copy ofthe Local Anti-Displacement and Relocation Policy can be obtained from the City of Dubuque
Housina&Community Development Department.
Section VIII. Amendments to Citizen Participation Plan
This Plan may be amended by Resolution of the City Council as necessary or appropriate after review and
recommendation by the Community Development Advisory Commission. All amendments shall be consistent
with the requirements of HUD.
PWGERSSCDBGCDBGCOzen PzrtiopzoomFmzl Cozen PlanACiOzen Participation Plan.Proposed Amendment 2014 doe
10
Exhibit A
City of Dubuque, Iowa
Citizen Participation
Plan
For the Development of the City's
Community Development Block Grant Program
Amendment 2014
CITIZEN PARTICIPATION PLAN
TABLE OF CONTENTS
I. Introduction ..........................................................................................................................3
II. Development of Consolidated Plan and Annual Action Plans ............................................. 3
III. Amendments to the Consolidated Plan and Annual Action Plans ....................................... 4
IV. Performance Reports ...........................................................................................................4
V. Citizen Access ......................................................................................................................5
OutreachEfforts ......................................................................................................5
PublicMeetings .......................................................................................................5
PublicHearings ............................................................................................... 6
Information and Records Availability ................................................................. 6
Technical Assistance ......................................................................................... 7
ActivityPromotion ...................................................................................................7
VI. Complaints ...........................................................................................................................7
ComplaintForm...... ... ...... ... ...... ... ...... ... ...... ... ...... ... ...... ... ...... ... ...... ... ...... ... ........9
VII. Anti-Displacement and Relocation Assistance Plan...... ... ...... ... ...... ... ...... ... ...... ... ......10
VIII. Amendments to Citizen Participation Plan ..........................................................................10
APPENDIX
CDBG Program Year Calendar
Section I. Introduction
This CITIZEN PARTICIPATION PLAN (the"Plan") is a revision of a plan adopted by the City of Dubuque, Iowa
(the "City") on September 8, 1992. This Plan reflects changes required by amendments to the Housing and
Community Development Act for the Consolidated Plan process. This Plan shall provide for and encourage
citizens to participate in the development of the Consolidated Plan and each Annual Action Plan, any
substantial amendments to the Consolidated Plan or Annual Action Plan and the annual Performance Report.
The Consolidated Plan and each year's Annual Action Plan guide the City's use of Community Development
Block Grant (CDBG), HOME and other federal funds which are made available from the U.S. Department of
Housing and Urban Development (HUD). The Performance Report provides an assessment of funds
expended and a quantitative analysis of program or project outcomes. This entire Consolidated Plan process
shall be integrated into the City's overall yearly goal-setting and budget process and shall provide for citizen
access designed to encourage participation by low and moderate income persons, as well as the general
public.
The City Community Development Advisory Commission, as provided in Chapter 15 of the City Code, shall
sponsor the Consolidated Plan process and shall ensure that this Citizen Participation Plan is followed by the
City. The Community Development Advisory Commission shall work with the City Housing Commission and
other appropriate City Boards or Commissions in the development of the Consolidated Plan and Annual Action
Plan.
Section II. Development of the Consolidated Plan
and Annual Action Plans
The Community Development Advisory Commission will hold a series of public meetings during the
development of the Consolidated Plan and/or Annual Action Plan that would include identification of
community housing and non-housing needs, prioritization of needs, strategy development to meet identified
needs and budget recommendations to implement those strategies. Citizen access opportunities, as identified
in Section V of this Plan, shall be utilized to increase participation in Consolidated Plan development.
The Community Development Advisory Commission shall hold at least one public hearing, as outlined in
Section V of this Plan, prior to publication of a draft plan for comment and shall provide not less than a 30 day
public comment period before final action by the City Council. The Consolidated Plan and/or Annual Action
Plans shall be adopted by the Community Development Advisory Commission and forwarded to the City
Manager. The City Council shall act on the proposed Consolidated Plan and/or Annual Action Plan. Adoption
by Resolution of the City Council is required prior to submission to HUD.
A summary of the draft Consolidated Plan and/or Annual Action Plan shall be published in one or more
newspapers of general circulation, and for citizen distribution, prior to the commencement of the 30 day public
comment period. The complete document shall be available for review as outlined in Section V of this Plan.
Any public comments received during the comment period or at the public hearings shall be considered and
shall be summarized and attached to the Consolidated Plan and/or Annual Action Plan prior to submission to
HUD. This shall include a summary of any comments or views not accepted and the reasons therefore.
3
Section III. Amendments to the Consolidated Plan
and Annual Action Plans
Amendments to the Consolidated Plan and/or Annual Action Plan shall be required whenever the City seeks
to:
a) make a change in its allocation priorities or a change in the method of distribution of funds,
b) carry out an activity, using funds from any program covered by the Consolidated Plan, not previously
described in the Annual Action Plan, or
C) change the purpose, scope, location or beneficiaries of an activity.
Amendments shall be categorized as "substantial" or "non-substantial". "Substantial" amendments shall
mean:
X Any change in the purpose, scope, location or beneficiaries of an activity,
X The addition of any activity not previously described in the Annual Action Plan,
X The deletion of any activity in the Annual Action Plan,
X Any change reflecting the increase or decrease of overall program funding,
X Any application for M108 funding.
All other amendments shall be considered"non-substantial". Non-substantial amendments shall be adopted
by Resolution of the City Council after the review and recommendation of the Community Development
Commission.
In the case of substantial amendments, the Community Development Commission shall, following a 30-day
public comment period, hold a public hearing as outlined in Section V of this Plan. The Commission shall
then forward the recommended amendment, with comments, to the City Manager. The City Manager shall
forward his or her recommendation to the City Council, along with the Commission's recommendation,for final
action. The City Council shall approve any amendment by Resolution prior to submission to HUD.
Amendments shall be submitted to HUD as each occurs or at the end of the program year. Any public
comments received during the comment period or at the public hearing shall be considered and shall be
summarized and attached to the substantial amendment prior to submission to HUD. This shall include a
summary of any comments or views not accepted and the reasons therefore.
Section IV. Performance Reports
A Performance Report identifies the final budget expenditure and performance results for each Annual Action
Plan activity from the currently completed program year and any outstanding activities from prior program
years.
Performance Reports shall be submitted to HUD within 90 days after the close of the City's CDBG program
year. The City's program year corresponds to the City's fiscal year which runs from July 1 to June 30 of each
year. A Performance Report shall be submitted to HUD by September 30. Prior to submission to HUD, the
Community Development Commission shall, following a 15 day public comment period, hold a public
hearing as outlined in Section V of this Plan. The Commission shall then forward the Performance Report,
with comments,to the City Council for final action. The City Council shall approve the Performance Report by
Resolution prior to submission to HUD. Any public comments received during the comment period or at the
public hearing shall be considered and shall be summarized and attached to the Performance Report prior to
submission to HUD.
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Section V. Citizen Access
Outreach Efforts
The City is committed to making reasonable and timely access to the needs assessment, strategy
development and budget recommendation process of the Consolidated Plan possible for all members of the
community, especially low and moderate income persons. The following outreach efforts are illustrative of
measures that may be taken as appropriate to provide citizen access to the Consolidated Plan process.
Failure to use any one of these shall not be considered a violation of this Plan.
Mailing List: Develop a comprehensive mailing list of interested parties, public and private agencies that
provide assisted housing, health services and social services and use to send summary information and public
hearing or comment period notices.
Targeted Survey: Survey service providers, community agencies and key informants prior to Consolidated
Plan or Annual Action Plan development for information regarding community needs, existing services to meet
those needs and their assessment of any gaps in meeting those needs, including new strategies to address
outstanding needs.
City Channel 8: Create and run public service announcements about the CDBG program and Consolidated
Plan process to inform, educate and promote citizen participation.
Neighborhood Councils: Invite neighborhood groups to participate and to coordinate with their own
neighborhood planning and implementation efforts.
Church Bulletins: Publicize public hearing participation opportunities through this medium, especially in
churches located in the low/mod income area.
CDBG Week: Use this national recognition week to promote local success stories related to CDBG funding.
This may include awards, special project open houses, keynote speakers and neighborhood walks with City
Council members or other promotion activities.
City Expo: Use this annual public relations event to promote the Consolidated Plan process.
Print Media: Publicize the proposed Annual Action Plan during the 30 day comment period between City
Budget publication (January) and public hearing with the City Council (February).
All Media: Use media releases about the Consolidated Plan process and citizen participation opportunities
throughout the CDBG program year.
City Website: Use this electronic format to publicize public hearing participation opportunities and to highlight
the Consolidated Plan development, implementation and monitoring process.
Public Meetings
The Community Development Advisory Commission shall hold regular monthly public meetings in the Housing
Conference Room, Historic Federal Building, 350 West 6r"Street, Suite 312, Dubuque, Iowa 52001, unless
otherwise determined and proper notice given. These meetings shall be used for regular Commission
business and when a public hearing is not necessary.
Notice of public meetings shall be sent to all media in accordance with the Iowa Open Meetings Law and shall
be posted on the City Clerk's Bulletin Board located on the First Floor of City Hall, 50 W. 13th Street,
Dubuque, Iowa 52001.
Minutes shall be taken of all public meetings and shall be available for public review at the Housing and
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Community Department, 350 West 6"Street, Suite 312, Dubuque, Iowa 52001 during regular working hours.
All meetings shall be accessible to persons with disabilities, and, upon adequate notice and subject to the
availability of assistance, a translator shall be provided for hearing impaired or non-English speaking
residents.
Public Hearings
The Community Development Advisory Commission shall hold public hearings as required by the
Consolidated Plan process, at times and locations appropriate and convenient for maximum public
participation. The Commission shall attempt to hold these hearings at their regularly scheduled meeting time
and place. Alternate dates, times and locations may be used as necessary.
Notice of all public hearings shall be published in the official newspaper as designated by the City Council not
more than twenty(20) nor less than four(4)days prior to the date of the hearing. The notice shall include the
time, day and date of the hearing, its location, a general statement regarding its purpose and any other more
specific information required by the Consolidated Plan, amendments or Performance Report. In addition to
the official legal notice, a notice shall also be published in the general section of the newspaper. Notices shall
also be sent to all media in accordance with the Iowa Open Meetings Law and shall be posted on the City
Clerk's Bulletin Board located on the First Floor of City Hall, 50 W. 13th Street, Dubuque, Iowa 52001.
Minutes shall be taken of all public hearings and shall be available for public review at the Housing and
Community Development Department, 350 West 6'"Street, Suite 312, Dubuque, Iowa 52001 during regular
working hours.
All meetings shall be accessible to persons with disabilities and, upon adequate notice and subject to the
availability of assistance, a translator shall be provided for hearing impaired or non-English speaking
residents.
Information and Records Availability
The Consolidated Plan [as proposed, adopted or amended], Performance Reports and this Citizen
Participation Plan shall be available in print format for public review during regular working hours at the
following locations:
City Clerk's Office
50 W. 13th Street
Dubuque, Iowa 52001
563-589-4120
Housing and Community Development Department
350 West 61" Street
Suite 312
Dubuque, Iowa 52001
563/589-4230
Carnegie-Stout Public Library
Reference Desk
360 West 11 1"Street
Dubuque, Iowa 52001
563/589-4227
Additional information is available for public review in print format at the offices of the Housing and Community
Development Department during regular working hours and includes:
a) amount of assistance the City expects to receive (including grant funds and program income),
b) the range of eligible activities that may be undertaken,
C) the estimated amount of funds anticipated to benefit low and moderate income persons,
d) the adopted Uniform Relocation Act which regulates public responsibility and actions associated with
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the displacement of persons resulting from a HUD-funded project, and
e) records relating to the Consolidated Plan and the City's use of assistance during the preceding five(5)
years.
This information shall be provided in a format accessible to persons with disabilities, upon adequate notice.
Requests for additional information may be made to the Director of Housing and Community Development at
the address and phone listed above. A response shall be provided within fifteen(15)working days of receipt
of the request, where practicable.
Summary materials regarding the Consolidated Plan, amendments and Performance Reports shall be
available without charge. A reasonable number of free copies of the entire Consolidated Plan shall be made
available to citizens and groups upon request. Photocopier charges and miscellaneous charges for other
related services and materials shall be assessed in accordance with the City's Administrative Policies.
Technical Assistance
Technical assistance shall be provided to groups representative of persons of low and moderate income that
request such assistance in developing proposals for funding under any of the activities covered by the
Consolidated Plan. The level and type of assistance provided shall be on a case-by-case basis as determined
by the City Manager or his or her designee and shall be subject to budgeted resources authorized by the City
Council.
Activity Promotion
After the adoption of each Annual Action Plan by the City Council, activities funded in the plan shall be actively
promoted to ensure full access to and utilization of funds as budgeted. The Housing and Community
Development Department shall have primary responsibility for activity promotion, however, other City
departments and subrecipients shall be responsible for ensuring reasonable and timely promotion and access
to the projects, programs and services made possible by CDBG and other HUD funding.
Section VI. Complaints
Complaint Procedure
Citizen complaints related to the Consolidated Plan, amendments and/or Performance Report shall be
handled in the following manner:
a) The Director of the Housing and Community Development Department shall accept complaints at any
time during the course of the CDBG program year. Although verbal complaints will be accepted, only
written complaints will be responded to in writing.
b) Written complaints,filed in writing, either electronically via the City's web site, or on paper by mail,fax,
or e-mail, shall contain a concise statement of the complaint and an explanation of the action desired.
The form attached to this Citizen Participation Plan may be used as a template for complaint(s).
C) Complaints shall be investigated and responses to written complaints shall be made within fifteen(15)
working days after a complaint is received.
d) Copies of the complaint and the response shall be forwarded to the City Manager and the Community
Development Advisory Commission.
Should the complainant not be satisfied with the response, the aggrieved person(s) shall:
e) File the complaint with the City Manager, City Hall, 50 W. 13th Street, Dubuque, Iowa 52001.
Complaints must be received by the City Manager within one (1) year of the alleged occurrence.
f) Complaints shall be filed in writing and shall contain a concise statement of the complaint, an
explanation of the action desired and the reason for dissatisfaction with the initial response.
g) The City Manager shall forward the complaint to the Community Development Advisory Commission.
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h) The Community Development Advisory Commission shall, at its next regularly scheduled meeting, set
a date for a hearing. The aggrieved person(s) shall be notified in writing of the time and place of the
hearing. If a complaint is resolved prior to the date of the hearing, the aggrieved person(s) shall
request in writing that the complaint be withdrawn.
i) The Community Development Advisory Commission shall conduct a hearing to review the filed
complaint. The hearing shall be open to the public. The aggrieved person(s) may appear in person,
by agent or by attorney. All persons wishing to appear before the Commission shall have an
opportunity to be heard. Minutes shall be kept of the proceedings of the hearing.
J) The Community Development Advisory Commission shall forward its recommendation, in writing, to
the City Manager within ten (10) working days following the hearing.
k) The City Manager shall receive and review the recommendation of the Community Development
Advisory Commission and shall respond to the aggrieved person(s)within ten (10) working days of
the receipt of the recommendation. The Community Development Advisory Commission shall be
advised of the action of the City Manager.
Standards for Review
The Community Development Advisory Commission, in its review of the complaint, shall be guided by
standards set by HUD under Title I of the Housing and Community Development Act of 1974, as amended,
the Code of Ordinances of the City of Dubuque, Iowa and the City's Administrative Policies.
Opportunity for Appeal
If the aggrieved person(s) is unsatisfied with the response of the City Manager, an appeal may be made to the
City Council. Such an appeal shall be filed, in writing, with the City Clerk, City Hall, 50 W. 13th Street,
Dubuque, Iowa 52001. The appeal shall be forwarded by the City Clerk to the City Council. The Council may,
at its discretion, hold a hearing to consider the concerns of the aggrieved person(s).
Upon the completion of their review of the appeal, the City Council shall move to 1)accept the response of the
City Manager, or 2) modify the response of the City Manager, or 3) return the complaint to the City Manager
for further review.
If the outcome of such an appeal is unsatisfactory, the aggrieved person(s) may file a written appeal with
HUD. Correspondence with HUD should be directed to the Community Planning and Development Division,
Omaha Office Region VII, Executive Tower, 10909 Mill Valley Road, Omaha, Nebraska, 68154-3955.
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COMPLAINT FORM
City of Dubuque Housing and Community Development Department
250 West 6"Street, Suite 312
Dubuque, IA 52001
PLEASE PRINT OR TYPE
1. Name of Person or Organization Submitting Complaint(s)
Name:
Address:
Phone#:
E-Mail Address:
2. Nature of Complaint
Please summarize briefly the facts and the desired action or response. If you need more space
for additional details, you may attach additional page(s). If your complaint is against an individual,
please include that person's name.
3. Previous Action
Have you expressed your complaint to any person at Housing &Community Development Department
verbally? Who was that person?
Have you expressed your complaint to any member of the Citizens Advisory Committee?
Who was that person?
4. 1 have read this complaint, including any attachments, and it is true and correct to the best
of my knowledge, information and belief.
Signature Date
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Section VII. Anti-Displacement and Relocation Assistance Plan
It is the policy of the City to comply with the acquisition and relocation requirements of the Uniform
Relocation Assistance and Real Property Acquisition Policies Act of 1970 as amended (URA), the
government-wide URA regulations at 49 CFR Part 24, revised section 104 (d) of the Housing and
Community Development Act of 1974, as amended, and the final rule at 24 CFR 570.606.
As required under section 104 (d) of the Act, the City will follow a residential anti-displacement and
relocation assistance plan providing one-for-one replacement of units [(570.606 (c)(1)]. Consistent with
other goals and objectives of the CDBG, HOME, and other funds made available through HUD, the City
will comply with its Anti-Displacement/Relocation Policy to minimize the displacement of persons from
their homes as a result of any activities assisted under the programs.
Relocation assistance will be provided to each low/moderate income household displaced by the
demolition of any housing unit or by the conversion of a low/moderate income dwelling to another use,
occurring as a direct result of assisted activities. Persons will be provided assistance as described in
570.606(c)(1) or as described in the Uniform Relocation Assistance and Real Property Acquisition Policies
Act of 1970.
A copy of the Local Anti-Displacement and Relocation Policy can be obtained from the City of Dubuque
Housing &Community Development Department.
Section VIII. Amendments to Citizen Participation Plan
This Plan may be amended by Resolution of the City Council as necessary or appropriate after review and
recommendation by the Community Development Advisory Commission. All amendments shall be consistent
with the requirements of HUD.
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