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RES NO 07-03-2018 CITY OF VAN BUREN,ARKANSAS RESOLUTION NO. 7 -3 -2018 BE IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN, ARKANSAS, A RESOLUTION TO BE ENTITLED. A RESOLUTION ADOPTING A CITIZEN PARTICIPATION PLAN FOR THE CITY OF VAN BUREN, ARKANSAS; AND FOR OTHER PURPOSES. WHEREAS, The City of Van Buren, Arkansas recognizes that all citizens, including low and moderate income citizens, shall be requested and encouraged to participate in the assessment of community issues, problems and needs; and WHEREAS, as part of that process, citizens shall be encouraged to help identify potential solutions and prioritize such issues,problems and needs. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF VAN BUREN,ARKANSAS, THAT: SECTION 1: To facilitate public participation, the City Council for the City of Van Buren hereby adopts the attached Citizen Participation Plan (Attachment IN WITNESS WHEREOF, the City of Van Buren Arkansas, by its City Council, did pass, approve, and adopt, by a vote of &o for and 0 , against,the foregoing Resolution at its meeting held on the 23"'day of June 2018. Robert D. Mayor ATTESTED: APPROVED AS TO FORM: Ph i Thomas Cand e : :ettle City Clerk/Treasurer City Attorney Citizen Participation Plan City of Van Buren,Arkansas A. Participation by Citizens All citizens,including low-and moderate-income citizens,shall be requested and encouraged to participate in the assessment of community issues,problems and needs;the identification of potential solutions;and priority to such issues,problems and needs,as follows: 1. All citizens shall be periodically requested to complete a community needs survey to identify community and neighborhood issues,problems and needs. 2. All citizens shall be notified by publication and posting of all meetings to discuss the identified needs, potential solutions and solution priorities. 3. All citizens,particularly low and moderate-income citizens,shall be afforded the opportunity to serve on various community improvement task forces established by the City of Van Buren. B.Access to Meetings,Information and Records Notice of public meetings conducted by the City of Van Buren shall be published or posted within a reasonable number of days prior to such meetings. Agendas of all such meetings shall be available at Van Buren Municipal Complex for public inspection. All meetings where CDBG projects or applications are to be discussed shall be published or posted(within a reasonable number of)days prior to such meetings and all information and records concerning such CDBG projects or applications shall be available for public inspection at Van Buren Municipal Complex All meetings will be held at a time and location convenient to potential or actual beneficiaries which will be accessible to all citizens.The building and site will also be accessible to persons with disabilities. C.Specific CDBG Project Information All citizens shall be provided with information regarding specific CDBG projects through public meetings and publication of notices which provide all pertinent information regarding any CDBG project including,but not limited to: 1. The amount of CDBG funds expected to be made available to Van Buren for the current fiscal year,including CDBG funds and anticipated program income; 2. The specific range of activities that may be undertaken with CDBG funds; 3. The estimated amount of CDBG funds to be used for activities that will meet the national objective of benefit to low-and moderate-income persons,and; 4. A description of any proposed CDBG funded activities that are likely to result in displacement of persons along with the City of Van Buren anti-displacement and relocation plans. 5. D.Provisions for Technical Assistance to Citizens The Mayor shall maintain current information of available resources for community improvement efforts and CDBG programs available and provide such information upon request by any citizen or group representing any citizen or group of citizens and the Mayor shall provide assistance in developing proposals to address issues, problems and needs identified by such citizen or citizens. E.Public Hearing on CDBG Activities The City of Van Buren shall enact a minimum of two(2)public meetings or hearings to be conducted with regard to any CDBG application.At least one meeting or hearing shall be conducted prior to the submission of any such application and a second public hearing shall be held near the completion of any CDBG funded activity to obtain citizen input,comments or opinions with regard to such application(s)and to program or project performance. The Mayor shall act as the contact person for all questions,comments or concerns expressed by any citizen with regard to any CDBG program or project and shall forward any such questions,comments or concerns to the City of Van Buren at the next regular meeting of the City of Van Buren immediately following expression of such questions,comments or concerns.The Mayor shall also be responsible for transmitting the City of Van Buren response to any such question,comment or concerns to the citizen or citizens expressing the same. F.Needs of Non-English Speaking Citizens The City of Van Buren shall conduct the public hearings in a manner to meet the needs of non-English speaking residents where significant number of non-English speaking residents can reasonably be expected to participate, the Mayor upon request by such non-English speaking persons or representatives of such persons. G.Compliance/Grievance Procedures The Mayor shall post a notice at the Van Buren Municipal Complex that provides name,telephone number, address and office hours of the(local government name)for citizens who wish to file a complaint or grievance regarding any CDBG program,project or application. Individuals wishing to submit a complaint or file a grievance concerning activities,of or application for,CDBG funds may submit a written complaint or grievance to the Mayor. The Mayor shall present such complaint or grievance to the Van Buren Municipal Complex at the next regular meeting of the City of Van Buren where it be reviewed by the Council members.The individual submitting such complaint or grievance shall be notified of such meeting and shall be given the opportunity to make further comments at such meeting.The City of Van Buren issue a written response to any complaint or grievance within fifteen(15)days following the meeting at which a response is formulated.Such response shall be mailed to the individual citizen(s)submitting the complaint or grievance by the(local representative)to the last known address of said citizen(s). In the event that the nature of the complaint or grievance is determined to be a matter requiring immediate action,a special meeting of the City of Van Buren shall be called to review the matter within ten(10)days of receipt of such complaint or grievance. H.Adoption This Citizen Participation Plan is hereby adopted by action of the Van Buren City Council,Arkansas. 1-a3./6 Dat C11_, 4sTho (.14)0n / Bob Freem mas Mayor City Clerk/Treasurer