HomeMy WebLinkAbout03/02/2010 06 ONDS CPP Public Hearing [Office of Neighborhood Development Services; Citizen Participation Policy] • BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. '
For Meeting of March 23, 2010
ITEM TITLE: Public Hearing on the Office of Neighborhood Development
Services (ONDS) Citizen Participation Policy (CPP)
SUBMITTED BY: Bill Cook, CED Director
CONTACT PERSON:. Michael Morales, 509 - 575 -3533
SUMMARY EXPLANATION: This public hearing is to provide an opportunity for and
consideration of any comments on the draft Citizen Participation Policy. A second and final
public hearing before Council is scheduled for March 23, 2010.
Explanation:
HUD mandates. that CDBG and HOME funded jurisdictions adopt a Citizen Participation
Policy. Following a 30 -day written comment period, under the guidance of Yakima City
Council members, and as recommended by the U.S. Department of Housing and Urban
Development (HUD) regulation, a draft of the Citizen Participation Policy comes before the
Yakima City Council for adoption prior to submittal to HUD.
The draft Citizen Participation Policy has been advertised and is available for public
comment from February 9, 2010 through March 19, 2010.
Resolution Ordinance Other (Specify)
Contract Mail to (name and address):
Funding Source
APPROVED FOR SUBMITTAL: City Manager
STAFF RECOMMENDATION: Hold public hearing.
BOARD /COMMISSION RECOMMENDATION: The Council Neighborhood Development
Committee reviewed the draft policy on February 3, 2010, and recommended it be
forwarded to the full Council for approval at the March 23, 2010 meeting.
• COUNCIL ACTION:
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a��s "', ", ti U.S. Department of Housing and Urban Development
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* * Seattle Regional Office
- o 11111111 w Seattle Federal Office Building .
� 111 ` t Q� Office of Community Planning & Development
e-5 DEV ''-° 909 First Avenue, Suite 300
Seattle, WA 98104.1000
• www.hud.gov /washington.html
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December 24; 2009
DEC 2 S 2009
Mr. William Cook MITI' OF 4 r
Department of Community and COltilU✓t�lTf �AKIh,R
• r DEI ELOPIftiEf� '
Economic Development
City of Yakima
129 North 2 ' Street
Yakima, WA 98901 •
Dear Mr. Cook: .
SUBJECT: Transmittal of Citizen Participation Plan Review Report
The Seattle Office of Community Planning and Development received a letter from
Archie Matthews outlining the steps being taken to formally revise the City of Yakima's Citizen
Participation Plan. This letter was in response to the finding made as a result of our remote
III review of Yakima's Citizen Participation Plan.
•
The letter indicates that a draft Citizen Participation Plan will be completed by the first
part of February. Following a 30 day comment period,.the city of Yakima will address formal
adoption of the plan by the City Council in March or April. The letter further indicates that the
Citizen Participation plan will include the required components including, adequate notice for
public meetings, a definition of substantial amendment, a complaint policy, the date of adoption, .
and comments: The proposed timeline will allow the completed Citizen Participation plan to be
adopted and fully implemented prior to the development of the 2011 Action Plan.
The finding has been closed. Upon completion and adoption of the plan, please submit it
to our office for review: HUD will further review the implementation of the plan when the 2011
Action Plan is submitted for review.
Should you have any questions regarding this matter, please contact Maggie Keller
at 206 -220 -5331.
Sincerely,
1 14' A ----'*-"--'
John W. Peters '
. Director
. Office of Community Planning
and Development
•
www.hud..gov /washington.html
espanol.hud.gov
•
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-, i DEPARTMEA iF COMMUNITY AND ECONOMIC De._ .:I_OPMENT
i � :t Office of Neighborhood Development Services
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112 South Eig h �i
th. Street 1aktina,ashtngton 9901
" , ,. $ - (50 9) 575 -6101 I' ax (509) 575 -6176
John W. Peters, Director
Washington State Office
Seattle Federal Office Building
U. S Department of Housing and Urban Development
909 1 Avenue, Suite 300
Seattle, WA. 98104 -1000
Dear Mr. Peters,
In response to the "Remote review focused on the City of Yakima's Citizen Participation
Plan and the requirements of 24 CFR Part 91.105.
Please be advised the City of Yakima began revising its Citizen Participation Plan upon
receipt of your review letter. The revised Citizen Participation Plan will include
corrective action addressing the following.
o City Council Adoption date
o Adequate Notice for Public Meetings
o Substantial Amendment definition
o Consolidated Plan Complaint Policy
• Requests for Proposals
o Comments
We plan to have the draft complete and ready for a 30 day comment period before the
citizens of Yakima by the first part of February . This would enable us after a 30 day
written comment period to address adoption before the Yakima City Council sometime in
March or first part of April depending on the council schedule.
We appreciate your efforts and those of your staff in assisting us in developing a more
substantial Citizen Participation Plan.
Please feel free to contact me at (509) 575 -6101 if there are any questions.
Sincerely,
7
Archie M. Matthews
Operations Supervisor
Yaki
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19 ,
• City of Yakima
CITIZEN PARTICIPATION POLICY
Adopted by Yakima City Council Resolution #
It is the intent of the City of Yakima, Office of Neighborhood Development Services
(ONDS) to provide City of Yakima residents with the opportunity to be involved in the
development and implementation of the City's Consolidated Plan, Annual Action Plan as
well as the Consolidated Annual Performance Evaluation Report (CAPER). Residents
are asked to be involved in developing plan objectives, reviewing and commenting on
projects recommended for funding, and reviewing program performance.
It is the policy of the City of Yakima that citizens will have ongoing access to
Consolidated Plan, Annual Action Plan and CAPER information and timely notification
of program activities. ONDS will provide opportunities to residents to access information
through:
1. Taking actions to encourage the participation of all City of Yakima citizens living
in low and moderate income . areas, including minorities and non - English
speaking persons, as well as persons with mobility, visual or hearing
impairments.
• 2. Making available to citizens, public agencies, and other interested parties
information that includes the amount of assistance the jurisdiction expects to
receive and the range of activities that may be undertaken, including the
amount that will benefit low to moderate income persons, the plans to minimize
displacement of persons, and to assist any persons displaced as . a result of the
Plan's adoption.
3. Publishing a budget summary of the City of Yakima Consolidated Annual Action
Plan in one or more newspapers, along with notification of the availability of the
plan as adopted, any amendments, and its performance report.
4. Posting the proposed Consolidated Plan or summary, the proposed Annual
Action plan or summary and the Consolidated Annual Performance Evaluation
Report (CAPER) on the City's website.
5. Making available at libraries, government offices and public places copies of the
Drafts for the Consolidated Plan, Annual Action Plan and the CAPER during
comment periods as well as the adopted final plans.
6. Conducting at least two public hearings to discuss the Consolidated Plan,
housing and community development needs, proposed activity funding and /or
program performance.
7. Providing a period of not less than 30 days to receive written comments from
citizens or units of government on the Plan and ensuing amendments, and 15
days to receive written comments concerning the CAPER, before submission to
HUD.
8. Advertising the availability of Community Development Block Grant and HOME
funded services to City of Yakima residents. Specific marketing methods vary
according to the type of service and client group. All funded projects will be
affirmatively marketed to low income persons, minority persons and individuals
with disabilities.
9. Newspaper notices containing the times, location and dates of neighborhood
meetings.
PUBLIC HEARINGS
The City of Yakima, Office of Neighborhood Development Services conducts hearings
during the year for the purpose of providing information about the Consolidated Plan
and Community Development Block Grant and HOME programs to city residents, and to
receive comments from citizens regarding affordable housing and community
development needs, proposed activities, and program performance. The number of
hearings conducted during the year depends on the needs of City residents and the
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nature of the proposed activities. At a minimum, two hearings will be conducted for the
following purposes:
1. To obtain citizens views on affordable housing and community development
needs, prior to adopting the Consolidated Plan.
2. To receive citizen's comments on proposed activities, prior to funding decisions
being adopted in the Annual Action plan.
3. To review program performance.
Hearings may be conducted at locations other than the City of Yakima Council
Chambers to make them more accessible to residents of areas which have a significant
number of low and moderate income residents or areas where community development
or affordable housing activities are proposed. Hearings are generally held in the
evenings to encourage greater public attendance.
Public hearings and meetings are advertised at least fifteen (15) days in advance of the
meeting date in local newspapers in both English and Spanish. Meetings and hearings
are open to the public. Notices of hearings are also provided to persons and
organizations requesting program information from ONDS and to units of general local
government, when appropriate. ONDS strongly encourages written comments
whenever possible from its citizens. •
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Non- English speaking residents and persons who have physical, mental or
developmental disabilities that may make it difficult for them to participate in public
hearings may obtain program and plan information by contacting ONDS. Hearing
notices state that signing, translation or other services needed by non - English speaking
persons or persons with disabilities will be available if requested in writing to the ONDS
manager at least one week (7 days) in advance. Hearings are held in locations
accessible to persons with limited mobility and are accessible to public transportation.
PROGRAM DOCUMENTS
The office of Neighborhood Development Services (ONDS) prepares several planning,
reporting and policy documents related to the funding _programs covered under the
Consolidated Plan. Copies of these documents are provided to interested individuals
and parties upon request as applicable.
Interested organizations or individuals may contact ONDS for more information, or to
request mailing of a particular document by contacting the ONDS manager.
DEFINITION OF SUBSTANTIAL AMENDMENT
• • A substantial amendment to the Consolidated Plan and /or Annual Action Plan will
be triggered when more than 10% of a "Program Budget Line" will be reduced.
• Changes in the adopted Citizen Participation process.
• Changes in allocation priorities or in the method of distributing funds.
• Changes in the use of CDBG or HOME funds from one eligible activity to another
involving more than 10% of a "Program Budget line ".
• Initiation of a program not previously described in the Consolidated Plan and /or
Annual Action Plan to receive more than 10% of a "Program Budget line ".
SUBSTANTIAL AMENDMENT PROCESS
• A thirty (30) day written comment period will be published in the local
newspapers in both English and Spanish to provide citizen review of the
proposed "Substantial Amendment" and allow written comments to ONDS prior
to adoption.
• After the thirty (30) day written comment period a fourteen (14) day Public
Hearing notice will be given to allow citizens to participate in a Public Hearing
before the City of Yakima Council prior to the amendments adoption.
REQUESTS FOR PROPOSALS
• The City of Yakima accepts "Proposals for Funding" for Community Development Block
Grant (CDBG) and HOME funds throughout the year. The City of Yakima will provide
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technical assistance to individuals and /or groups representative of persons of low and •
moderate income that request such assistance in developing proposals for funding. The
process is as follows;
• If technical assistance is needed, a written request for assistance should be
submitted to the ONDS manager.
• Submission of a "Proposal for Funding" should be submitted to Neighborhood
Development Services Manager in writing and should include a full
description of the proposed project or activity, a description of "Sources and
Uses" to include all funding from sources to include city funding, a projected
time line of duration of the project from start to finish, a summary description
of the benefit of the project to the low to moderate income citizens within the
City of Yakima.
• At the earliest convenience of the Neighborhood Development Committee the
individual or agency submitting the "Proposal for Funding" will be invited to
discuss their proposal directly with the committee.
• If the Neighborhood Development Committee (comprised of three city council
members) recommends moving the request forward, it then goes before the
city council at its earliest convenience.
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COMMENTS
The City of Yakima solicits written views and written public comment from all its citizens.
Public written comment on the Consolidated Plan, Annual Action Plan, and/ or the
Consolidated Annual Performance Evaluation Report (CAPER) should be addressed or
hand delivered to the City of Yakima Office o f Neighborhood Development Services
Manager.
Attention:
ONDS Manager
112 S. 8 Street
Yakima, WA. 98901
Comments are accepted and considered as such, but unless a question is posed or a
response solicited, not all comments will be responded to.
A summary of all comments and a summary of comments not incorporated into the Plan
and the reason, shall be attached to the final Consolidated Plan as outlined in 24CFR
91.105 (b)(5).
The City of Yakima will publish, two weeks in advance in the local newspaper in both
English and Spanish, the beginning date and ending date for 30 day written public •
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comment periods, concerning the Consolidated Plan, Annual Action Plan, CAPER
and /or any Substantial Amendments.
CONSOLIDATED PLAN COMPLAINT POLICY
The City of Yakima shall consider any complaint or comment of citizens received in
writing or orally at the public hearings in preparing the final Consolidated Plan, Annual
Action plan, and amendment to the Plan, or performance report. The City shall respond
in writing in a .timely manner, within 15 days where practical, to all written complaints,
grievances and requests for information concerning the Consolidated Plan, unless
otherwise processed, in accordance with the Washington State Public Records Act.
All complaints comments, or requests for information concerning the Consolidated Plan
shall be addressed to the Manager of the Office of Neighborhood Development
Services (ONDS), 112 South 8 Street, Yakima, Washington 98901.
A summary of these complaints or comments, shall be attached to the final
Consolidated Plan, amendment of the Plan, or performance report.
Should the need arise, a complaint or the City's response, may be elevated through the
• following review:
• Office of Neighborhood Development Services Manager
• Community and Economic Development Director
• Yakima City Council Neighborhood Development Committee
• Yakima City Council
• Local Region 10 HUD office
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