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RESOLUTION 85-17993 RESOLUTION NO. 85-17993 A RESOLUTION AMENDING THE COMMUNITY DEVELOPMENT CITIZEN PARTICIPATION PLAN: PROVIDING FOR VARIOUS CHANGES AS WELL AS FOR CLARIFICATION PURPOSES. WHEREAS, the City of Miami Beach Commission adopted the existing Community Development Citizen Participation Plan on July 19, 1978 via Resolution No. 78-15672; and was subsequently amended on September 21, 1983 via Resolution No. 83-17475, and WHEREAS, the City, together with the Community Development Advisory Committee, deems it necessary to amend and clarify certain portions of the Citizen Participation Plan, and WHEREAS, the Community Development Block Grant Regulations do not require and therefore, do not prohibit an amendment of the Citizen Participation Plan; NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that said amendments (attached hereto and made a part hereof by reference) be and the same are hereby approved and adopted. PASSED and ADOPTED this 6th day of F Ph ri i a ry 1985. d'±12- ‘k-e— 4------- MAYOR Attest: `&4',a ' d-) -Xic/t,( ,- CITY CLERK OR"?? . k_ .01—1°1/ i El: ;up :, ' ,...:4 ' al " '' fq Date CITY OF MIAMI BEACH COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM CITIZEN PARTICIPATION PLAN I. Purpose To assure effective citizen involvement in an advisory role in the planning, implemen- tation and assessment of the Community Development program. In addition, to increase governmental responsiveness through provision of information and assistance to all citizens interested in the Community Development program. II. Availability and Dissemination of Program Records and Information The City of Miami Beach will provide for full public access to program information and affirmative efforts to make information available to citizens, especially to those of low-and-moderate income and residents of blighted neighborhoods. The City of Miami Beach will provide for full and timely disclosure of its program records and information consistent with applicable state and local laws regarding personal privacy and obligations of confidentiality. Documents relevant to the program will be made available for citizen review upon request at the City of Miami Beach Community Development office during normal working hours. Copies of the Citizen Participation Plan, Final Statement of Objectives and Projected Use of Funds and the Grantee Performance Report shall be available for distribution at the City of Miami Beach Community Development office upon request and for citizen review at Miami Beach Public Libraries. As determined necessary by the administration, certain program records and notices will be published in a Spanish language newspaper of general circulation. A summary of both the proposed and final Statement of Objectives and Projected Use of Funds will be published at appropriate times in a newspaper of general circulation. III. General Citizen Participation Process a. Participation All aspects of the citizen participation process shall be con- ducted in an open manner, with freedom of access for all interested persons. Citizens will be actively involved in the planning, implementa- tion and assessment of the CDBG projects and activities in an advisory capacity. 1. Citizens shall be involved in the development of the annual Statement of Objectives and Projected Use of Funds. Public involvement shall be sought for subsequent amendments and other changes to the above, except those involving disaster activities. 2. Participation in program implementation will include involvement in an advisory capacity in policy decisions. However, day-to-day operational aspects or decisions, shall not be within the citizen's purview. 3. Citizens and citizen organizations shall be given the opportunity to assess and submit comments on all aspects of the City of Miami Beach Community Development performance, including that of its grantees or contractors. Citizens may submit their comments directly to the City of Miami Beach Community Development office or at Community Development Committee public meetings. -1- The above procedure is in no way intended to prevent individual citizens from taking direct action with the City Commission regarding their concerns and complaints. b. Submission of Views and Proposals The City of Miami Beach shall provide for and encourage the submission of views and proposals regarding the Community Development program by citizens, particularly those of low- and-moderate income persons and residents of blighted neigh- borhoods. Such views may be submitted as follows: to the City of Miami Beach Community Development office during the planning period or at public meetings and public hearings. Community Development staff will provide responses to all complaints, views and proposals submitted; and, when appropri- ate, these responses will be in written form. Citizen comments and proposals regarding the proposed Statement of Objectives and Projected Use of Funds will be given every possible consideration, and the Proposed Statement will be modified if deemed necessary. Objections to the Statement of Objectives and Projected Use of Funds after it has been submitted, can be made directly to the HUD Area Office. The procedures for doing so shall be available at the City of Miami Beach Community Development office. c. Technical Assistance The City of Miami Beach Community Development staff shall provide reasonable technical assistance to citizens so that they may adequately participate in planning, implementing and assessing the program. Reasonable technical assistance shall also be provided to groups of low-and-moderate income persons and groups of residents of blighted neighborhoods who request assistance in developing proposals or statements regarding the program. Reasonable technical assistance may include workshops and seminars during all phases of the Community Development cycle. IV. Community Development Advisory Committee a. Composition The Community Development Advisory Committee shall be composed of eleven appointed members. Each City Commissioner shall apoint one person and the remaining four members shall be appointed at large by all Commissioners. Seven of the appointees must live, own a business or own property in the locally designated target areas (see attached map). Four of the appointees shall be appointed to represent city-wide concerns, and should be selected on the basis of their ability to provide expertise in areas of relevance to the Community Development Program (e.g. planning, law, real estate, social work, etc.). In making their appointments, the Commission should also take into consideration the need for representation of low and moderate income and minority citizens. The Community Development Director shall provide technical assistance to the Committee and shall be the liaison between the Committee and the City Administration. A City of Miami Beach employee, an appointed or elected official directly involved with the utilization or approval of Community Development funds expenditures shall not be eligible for membership. Members shall not be in conflict of interest as outlined below. -2- b. Conflict of Interest Compliance with Florida Statutes 112.3143, (1983) c. Vacancies Vacancies which may occur on the Committee would be filled by a City Commission appointment. However, if the original member who lived, owned a business or own property in a locally designated target area, the replacement appointee must live, own a business or own property in the locally designated CDBG target area. The City Commission requirement for substantial representation of low-and-moderate income persons and members of minority groups shall be taken into consideration when filling vacancies. THE SEVEN INDIVIDUAL APPOINTED MEMBERS MUST LIVE, OWN A BUSINESS OR PROPERTY IN A DESIGNATED COMMUNITY DEVELOPMENT TARGET AREA; HOWEVER THE FOUR "AT LARGE MEMBERS" MUST LIVE, OWN A BUSINESS OR PROPERTY ANY WHERE IN THE CITY OF MIAMI BEACH CITY LIMITS. d. Officers To provide guidance and leadership, the Community Development Committee shall elect the following officers: Chairperson - The chairperson shall chair all Committee meetings, with staff support, work closely with staff to develop meeting agendas, and appoint all sub-committees. The chairperson shall also represent the Committee before City Commission and at other appropriate occasions. First Vice-Chairperson - In the absence of the chairperson, shall chair Committee meetings. The first vice-chairperson may also serve as chairperson of a sub-committee if so appointed by the chairperson. Second Vice-Chairperson - In the absence of the chairperson and first vice-chairperson, shall chair Committee meetings. The second vice-chairperson may also serve as chairperson of a sub-committee if so appointed by the chairperson. CORRESPONDING SECRETARY - THE CDAC SHALL APPOINT A CORRESPONDING SECRETARY, TO BE RESPONSIBLE FOR PREPARING ALL RELEVANT CORRESPONDENCE OF THE CDAC, WITH COPIES SUBMITTED TO THE COMMUNITY DEVELOPMENT DIVISION. The term of office for these officers shall be for one year. Officers may succeed themselves. E. TERM OF OFFICE THE TERM OF OFFICE SHALL BE FOR TWO YEARS, FROM JANUARY 1 THROUGH DECEMBER 31. COMMITTEE MEMBERS MAY SUCCEED THEMSELVES. f. Meetings The Community Development Advisory Committee will hold public meetings to discuss and provide recommendations on the proposed use of funds and to give citizens the opportunity to express needs and comments, and to submit proposals for consideration by the Committee. A quorum to conduct Committee business shall be six members. -3- Committee meetings will be held at least once every two months or as needed and will be coordinated with the schedule for the preparation of the Community Development Statement of Objectives and Projected Use of Funds. A tentative schedule of the Community Development process for the City of Miami Beach will be made available at the first Committee meeting of each year. The Chairperson, with staff guidance, will set the time and place of meetings which coordinate with the planning schedule. Regular meeting notices shall be provided at least five (5) days in advance of said meeting in a local newspaper. In the case of a special meeting, a notice will be published as early as possible in advance. DURING THE FINAL STAGES OF THE ANNUAL PLANNING PROCESS FOR THE ALLOCATION OF CDBG FUNDS, THE CDAC WILL INVITE THE MAYOR AND CITY COMMISSIONERS TO ATTEND THE FINAL MEETING WITH THE CITY MANAGER, SO THAT THE COMMISSION MEMBERS MAY BE APPRAISED OF THE CDAC'S REASONS FOR THEIR CITIZEN RECOMMENDATIONS. THE CDAC WILL REQUEST OF THE MAYOR AND CITY COMMISSION, THAT FOLLOWING THE ANNUAL FINAL PUBLIC HEARING ON THE "STATEMENT OF OBJECTIVES AND PROJECTED USE OF FUNDS", THAT THE COMMISSION ALLOW THE CDAC CHAIRPERSON OR THEIR DESIGNEE, TO HAVE THE OPPORTUNITY TO PRESENT THE MAJORITY POSITION OF THE BOARD TO THE CITY COMMISSION BEFORE THEY ADOPT THE FINAL STATEMENT. g. Committee Role The Community Development Advisory. Committee shall serve as an advisory body to the Community Development staff and City Commission; however, the Committee or their officers will have no powers to make administrative decisions nor direct staff actions. The Committee shall facilitate community involvement regarding Community Development activities and shall serve as a forum to hear citizen concerns, priorities, views and proposals. h. Absences Three successive absences to duly held or called meetings by any member of the Committee without good cause shall be deemed good and sufficient cause for removal of such member from the Committee. The removal of such member shall be automatic and requires only a notice of such absenteeism from the Community Development Advisory Committee Chairperson to the City Clerk's office. Such removal shall create a vacancy which shall be filled according to the manner specified elsewhere in this plan. -4- V. Public Hearings Public hearings will be held at convenient times and locations to facilitate broad citizen participation. A notice shall be published 10 days in advance of public hearings in the non-legal section of general circulation newspapers. It shall indicate time, date, place, and procedures of the hearing and topics to be considered. Public Hearing notices may also be published in a Spanish language newspaper of general circulation. Two public hearings will be held as follows: a. Needs and Performance Hearing: To obtain views and proposals of citizens during the initial stage of drafting program objectives and to obtain comments on the performance of prior year programs. b. Presubmission Hearing To obtain views of citizens prior to final action on the proposed Statement of Objectives and Projected Use of Funds. This hearing will be held during a regularly scheduled meeting of the City Commission. PUBLIC HEARINGS FOR ITEMS OTHER THAN REGULAR CDBG PROGRAM ELEMENTS/BUSINESS, E.G. UDAG PUBLIC HEARINGS, ETC., SHALL BE HELD SEPARATE AND NOT CO-MINGLED WITH REGULAR CDAC MEETINGS. STP/mp Revised 1/28/8 5 -5- ORIGINAL RESOLUTION NO. 85- 17993 (Amending the Community Development ... Citizens participation plan; providing for various changes as well as for clarif i- cation purposes)