WHEREAS, the Village of Harrisonburg has been afforded the opportunity to apply and participate in the State of Louisiana Community Development Block Grant – Coronavirus (LCDBG-CV) Program administered by the Division of Administration; and,
WHEREAS, the State of Louisiana requires Grantees to establish procedures to ensure adequate citizen participation with the LCDBG-CV program;
NOW THEREFORE BE IT RESOLVED, by the Village of Harrisonburg, that the attached policy entitled “Citizen Participation Plan” is hereby adopted.
Passed, approved, and adopted by the Village of Harrisonburg, Parish of Catahoula, State of Louisiana, on the 13th day of December 2021.
CITIZEN PARTICIPATION PLAN
The Village of Harrisonburg has adopted the following Citizen Participation Plan to meet the citizen participation requirements of Section 508 of the Housing and Community Development Act of 1974, as amended. The Village of Harrisonburg is committed through adoption of this plan to full and total involvement of all residents of the community in the composition, implementation and assessment of its Louisiana Community Development Block Grant – Coronavirus (LCDBG-CV) Program. Attempts will be made to reach all citizens, with particular emphasis on participation by persons of low and moderate income, residents of slum and blighted areas and of areas in which funds are proposed to be used. A copy of this plan will be made available to the public upon request.
As part of the citizen participation requirements and to maximize citizen interaction, the Village of Harrisonburg shall:
- Provide citizens with reasonable and timely access to local meetings, information and records relating to the state’s proposed method of distribution, as required by the Secretary, and relating to the actual use of funds under Title I of the Housing and Community Development Act of 1974, as amended;
- Provide for public hearings to obtain views and respond to proposals and questions at all stages of the community development program. These hearings will consist of the development of needs and proposed activities and review of program performance. These hearings will be held after adequate notice, a minimum of five calendar days, at times and locations convenient to potential or actual beneficiaries with accommodations for persons with disabilities;
- Provide for and encourage citizen participation with particular emphasis on participation by persons of low and moderate income who are residents of slum and blighted areas and of areas in which funds are proposed to be used;
- Provide for technical assistance to groups representative of persons of low and moderate income that request such assistance in developing proposals;
- Where applicable, identify how the needs of non-English speaking residents will be met in the case of public hearings; and
- Provide for a formal written procedure which will accommodate a timely written response,
within fifteen days where practicable, to written complaints and grievances.
Written minutes of the hearings and an attendance roster will be maintained by the Village of Harrisonburg.
PUBLIC HEARINGS
Notices informing citizens of any public hearings will either appear in the official journal of the Village of Harrisonburg or posted at the Harrisonburg Village Hall a minimum of five calendar days prior to the hearing. In addition, notices may be publicized through local community organizations, i.e., churches, clubs, etc., and/or dissemination of leaflets in the target area. Hearings will be held at times and locations convenient to potential or actual beneficiaries with accommodations for individuals with disabilities and non-English speaking persons. Whenever possible these hearings will be held within or near the target areas, at times affording participation by the most affected residents.
I. APPLICATION
First Notice/Public Hearing
The public hearing to address LCDBG-CV application submittal will be held a minimum of 30 calendar days prior to the deadline for submission of the application. The public notice for this hearing will state that the following will be discussed:
- The amount of funds available for proposed community development;
- The range of activities that may be undertaken, including the estimated amount proposed to be used for activities that will benefit persons of low and moderate income;
- The plans of the Village for minimizing displacement of persons as a result of activities assisted with such funds and the benefits to be provided by the Village to persons actually displaced as a result of such activities; and
- The Village’s prior performance of LCDBG programs funded by the State of Louisiana.
In addition, the notice shall state that all citizens, particularly low and moderate income residents of slum and blighted areas, are encouraged to submit their views and proposals regarding community development and housing needs. Those citizens unable to attend this hearing may submit their views and proposals to:
Village of Harrisonburg
P. O. Box 658
Harrisonburg, LA 71340
The notice will also state that accommodations will be made for disabled and non-English speaking individuals provided a 5 day notice is received by the Village of Harrisonburg.
Second Notice
Seven calendar days, at a minimum, prior to the deadline for submittal of the application, a second notice shall appear in the official journal informing the citizens of the following:
- Proposed submittal date of the application;
- Proposed objectives’
- Proposed activities
- Location of proposed activities;
- Dollar amount of proposed activities; and
- Location and hours available for application review.
In addition, the notice shall state “all citizens, particularly those affected by the proposed project, are encouraged to review the proposed application and submit any written comments on the application to:”
Village of Harrisonburg
P. O. Box 658
Harrisonburg, LA 71340
Negative comments received will be forwarded immediately to the State’s Office of Community Development, Division of Administration or the application will be withdrawn if necessary.
II. AMENDMENTS
Program amendments, which substantially alter the LCDBG-CV project from that approved in the original application, shall not be submitted to the state without holding one public hearing in accordance with the procedures outlined within this Citizen Participation Plan. Minutes of the hearing will be submitted with the request for the amendment. All interested citizens, particularly the low and moderate income, elderly, handicapped, and residents of the project area, shall be made aware and have the opportunity to comment on proposed amendments and/or submit alternative measures.
III. GRANTEE PERFORMANCE
The Village of Harrisonburg will hold one performance hearing to solicit the public’s opinion of the effectiveness of the LCDBG-CV Program. The manner of notification will be the same as previously described for all public hearings. Notification will be made in the official journal approximately 7 calendar days prior to the anticipated submittal of close-out documents to the state, and will indicate the date, time, and place of the performance hearing, and invite comments and opinions on the LCDBG activities implemented under the 2016-2017 LCDBG Program being closed out. The notice will also state that accommodations will be made for disabled and non-English speaking persons provided a 5 day notice is received by the City.
This notice shall invite all interested parties, particularly those low to moderate income residents in the target area to attend.
The hearing will be held no sooner than five calendar days from the publication date of said notice.
CONSIDERATION OF OBJECTION TO APPLICATION
Persons wishing to object to approval of an application by the state may make such objection known to:
Office of Community Development
Division of Administration
Post Office Box 94095
Baton Rouge, Louisiana 70804-9095
The state will consider objections made only on the following grounds:
- The application description of needs and objectives is plainly inconsistent with available facts and data; and,
- The activities to be undertaken are plainly inappropriate to meeting the needs and objectives identified by the applicant; and,
- The application does not comply with the requirements set forth in the state’s Annual Action Plan or other applicable laws.
Such objections should include both an identification of the requirements not met and, in the case of objections relative to (1) above, the complainant must supply the data upon which he/she relied upon to support his/her objection.
BILINGUAL
Whenever a significant number of persons and/or residents of blighted neighborhoods communicate with a primary language other than English attend public hearings, the Village will provide an interpreter for dissemination of information to them providing the Village is given sufficient notification of day(s).
TECHNICAL ASSISTANCE
Technical assistance may be provided directly by the Village to any citizen, particularly to low- and moderate-income persons, residents of blighted neighborhoods and minorities, who request assistance in the development of proposals and statement of views concerning the LCDBG-CV Program. The local officials, administrator and engineer will conduct informational meetings with the residents of the low to moderate income areas if a written request is received by the Village with at least a one (1) week notification. The person who conducts the technical assistance meetings will disseminate information on the program and answer all pertinent questions.
TIMELY ACCESS AND ADEQUATE INFORMATION
The Village shall provide timely disclosure of records, information and documents related to the LCDBG program activities. Documents will be made available for copying upon request at the Village of Harrisonburg office, Monday thru Friday, 8:00 a.m. to 3:00 p.m. Such documents may include the following:
- All meetings and promotional materials.
- Records of hearings and meetings.
- All key documents, including prior applications, letters, grant agreements, citizen participation plans, and proposed applications.
- Copies of the regulations (final statements) concerning the program.
- Documents regarding other important requirements, such as Procurement Procedures, Fair Housing, Equal Employment Opportunity, Uniform Act, Labor Provisions and Environmental Procedures.
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CITIZEN COMPLAINT PROCEDURE
SECTION 1
It is the policy of the Village of Harrisonburg to review all complaints received by the Village.
SECTION 2
The following procedures will be followed on all complaints received by the Village of Harrisonburg:
- The complainant shall notify the Village Clerk of the complaint. The initial complaint may be expressed orally or by written correspondence.
- The Village Clerk will notify the Mayor or designated representative of the complaint within three (3) working days.
- The Mayor or designated representative will investigate the complaint and will report the findings to the Village Clerk within five (5) working days.
- The Village Clerk will notify the complainant of the findings of the Mayor or designated representative in writing or by telephone within three (3) working days.
- If the complainant is aggrieved by the decision, he must forward the complaint in writing (if previously submitted orally) to the Village Clerk who will forward the complaint and all actions taken by the Mayor or designated representative to the appropriate council committee for their review. This will be accomplished within ten (10) working days of receipt of the written complaint.
- The reviewing council committee will have ten (10) working days to review the complaint and forward their decision to the complainant in writing.
- If the complainant is aggrieved with the decision of the Committee, he must notify the Village Clerk in writing that he desires to be afforded a hearing by the Village. The complainant will be placed on the next regularly scheduled Village meeting agenda. The Village Clerk will notify the complainant in writing of the date of the hearing.
- The complainant must bring all relevant data, witnesses, etc., to the hearing. The Village Council, at the hearing, will review the complaint and forward within thirty (30) days a certified copy of the minutes of the meeting at which the hearing was conducted and a decision was rendered to the complainant. If a decision is not reached at the hearing, the Mayor will inform complainant of an appropriate date to expect a response. Within thirty (30) calendar days of reaching a decision, the complainant will be notified in writing of the decision.
Complaints concerning the general administration of the LCDBG Program may be submitted in writing directly to the:
Division of Administration
Office of Community Development
Post Office Box 94095
Baton Rouge, Louisiana 70804-9095
SECTION 3
All citizen complaints relative to Fair Housing/Equal Opportunity violations alleging discrimination shall be forwarded for disposition to the:
Louisiana Department of Justice
Public Protection Division
Post Office Box 94005
Baton Rouge, Louisiana 70804
The complainant will be notified in writing within 10 days that, due to the nature of the complaint, it has been forwarded to the Louisiana Department of Justice.
or
Complainant may contact the Louisiana Department of Justice Public Protection Division directly at the Toll Free Telephone number 1-800-273-5718 or 225-342-7900.
SECTION 4
The Village Clerk will maintain a file for the purpose of keeping reports of complaints.
SECTION 5
This policy does not invalidate nor supersede the personnel or other policies of the Village which are currently adopted but is intended to serve as a guide for complaints.
SECTION 6
This policy may be amended by a majority vote at any of the Village’s regularly scheduled meetings.
ADOPTION
This Citizen Participation Plan is hereby adopted by Village of Harrisonburg in regular session on this 13th day of December, 2021.
