Citizen's Advisory Committee- Citizen's Participation Plan
The City of Middletown is a
participating entitlement jurisdiction with the U.S. Department of Housing and
Urban Development in receiving Community Development Block Grants (CDBG).
As such, citizens, public agencies and other
interested parties are guaranteed a role in the development and review of plans
and performance reports and, further, shall have access to certain records and
Participation Plan sets forth those procedures.
- ENCOURAGEMENT OF CITIZEN PARTICIPATION
The Plan will encourage:
- citizens, public agencies and other interested parties to participate in the development and review of the
Consolidated Plan and its amendments, Annual Plan, Environmental Review Record and Consolidated Annual
Performance and Evaluation Report.
- participation by low and moderate income persons living in slum and blighted areas and in areas where CDBG
funds are proposed to be used and residents of predominantly low and moderate income neighborhoods.
- participation of all citizens of the City, including minorities and non-English speaking persons, as well
as persons with disabilities.
- in conjunction with the Middletown Housing Authority (Authority), participation of residents in public and
assisted housing developments in the process of developing and implementing the consolidated plan, along
with other low income residents of targeted revitalization areas in which the developments are located. The
City will provide information to the Authority about its Consolidated Plan activities related to its
developments so that the Authority can make this information available at the annual public hearing required
under the Comprehensive Gant Program.
- the Mayor and Common Council to designate target areas within the City which have 50% or more low to moderate
- CITIZEN ADVISORY COMMITTEE
The objective and purpose of the Citizen Advisory Committee of the City of Middletown, Connecticut shall
primarily be to administer the citizen participation requirements of the Housing and Community Development of
1974, as amended, and Public Act No. 75-443, as amended. Further, it shall: prepare and recommend grant
applications for CDBG funding to the Mayor and Common Council; monitor the progress of all funded programs;
and; make recommendations to the Mayor and Common Council regarding the implementation of CDBG funded programs.
- Structure of Citizens Advisory Committee (CAC)
- A community-wide CAC shall be appointed by the Mayor with the approval of the
Common Council. The membership shall consist of fifteen (15) citizens of the City
to the CAC should represent the following interest groups in order to advise in
affairs of the Community Development Block Grant Program (CDBG) as authorized
by the Housing and Community Development Act of 1974, as amended:
- Common Council (one from each political party) (2)
- At-Large (1)
- Banking/Insurance (1)
- Real Estate (1)
- SocialService/Human Relations (1)
- Middletown Housing Authority (1)
- Greater Middletown Preservation Trust (1)
- Labor (1)
- Low/Moderate Income (1)
- Planning and Zoning Commission (1)
- Minority (1)
- Elderly (1)
- Handicapped (1)
- Youth (1)
- Terms -
the term of the Common Council members shall run concurrently with the term of
their office. The term of the remaining thirteen (13) members shall be as follows:
four (4) shall serve for one (1) year; three (3) shall serve for two
years; three (3) shall serve for three (3) years; and, three (3) shall serve
for four (4) years.
Thereafter, members shall be appointed annually to serve for four (4) years.
Each member shall serve until his successor is appointed and has qualified and
any vacancy shall be filled for the unexpired term.
- In the event that any CAC member misses three (3) consecutive meetings and
upon the recommendation of the Citizen Advisory Committee Chairman, the Mayor
may remove that member and fill the vacancy.
Generally, if any such member represents a specific interest group,
he/she shall be replaced by a person representing the same group.
Voluntary resignations shall be handled in a similar manner.
- Organization of the CAC
- The Committee shall select a Chairman, a Vice-Chairman and a Secretary.
An annual organizational meeting for the purpose of electing officers shall
be conducted each January.
- Regular meetings of the CAC shall be held on the third (3rd)
Wednesday of each month at 5:00 p.m. at a place specified with
the City and Town Clerk.
- The office of the CAC shall be with the Community Development Division of
the Department of Planning, Conservation, and Development.
- Role of the CAC
- The CAC shall be responsible for encouraging of citizen
participation, as required by the Plan, all citizens, public agencies and other
interested parties including minorities, low/moderate income persons and
non-English speaking persons, as well as persons with disabilities at its
- The CAC shall be responsible for citizen
participation prior to making recommendations to the Mayor and Common Council
on the following items, including but not limited to:
- The Five-year Consolidated Plan, including the identification of
community development and housing needs and the setting of priorities.
- Annual Action Plan of projects that are consistent with the Consolidated Plan.
- The annual CDBG Program and CDBG budget.
- Subsequent minor amendments and other significant changes/amendments
to previously approved programs in the Consolidated Plan.
- The CAC shall be responsible for recommending to the Mayor and Common Council,
policy and methods of implementing CDBG projects.
- The CAC shall participate in the preparation of the Consolidated Annual
Performance and Evaluation Report (CAPER) by soliciting views concerning the
effectiveness of various CDBG projects.
- All meetings of the CAC shall be conducted in an open manner, with freedom of
access to all interested persons. Dates, times and locations of all meetings
shall be posted with the City and Town Clerk in a manner consistent with the
Connecticut Freedom of Information Act, as amended.
- DEVELOPMENT OF THE FIVE YEAR CONSOLIDATED PLAN
Prior to adoption of a Five Year Consolidated Plan, the City will make available to interested
citizens, agencies, groups and other interested parties the following:
The CAC shall conduct public meetings with interested citizens, agencies and/or groups and at least
one public hearing prior to the development of the Five Year Consolidated Plan.
- information that includes the amount of grant funds and program income it expects to
- the range of activities that may be undertaken.
- the estimated amount that will benefit persons of low and moderate income.
- set forth plans to minimize displacement of persons and to assist any person displaced,
specifying the types and levels of assistance that will be made to persons displaced and by whom the
assistance will come from.
- publication of the proposed Consolidated Plan in a manner that affords all citizens a reasonable
opportunity to examine its contents and submit comments.
- publish the proposed Consolidated Plan or its Summary in the Hartford Courant and Middletown
Press. The Summary will describe the contents and purpose of the proposed Consolidated Plan and
include a list of locations where copies of the entire proposed Consolidated Plan may be examined.
- the City will provide free copies of the proposed Consolidated Plan to citizens and groups that
- make copies of the proposed Consolidated Plan and Summary available at the Department of Planning,
Conservation and Development, Russell Library, Town Clerks Office, Middletown Housing Authority,
Middlesex Chamber of Commerce, Midstate Regional Agency, Community Action for Greater Middlesex
County and Community Health Center.
- provide a thirty (30) period for review and to receive comments from interested citizens, agencies
and/or groups on the proposed Consolidated Plan.
- The City shall consider any comments or views of interested citizens, agencies and/or groups
received in writing and/or orally at the public hearing, in preparation of the final Consolidated Plan.
A summary of comments and views received and a summary of comments and views not accepted and the
reasons therefore, shall be attached to the final Consolidated Plan.
- Meetings shall be held to encourage the submission of views and recommendations prior to the
formulation of the Consolidated Plan.
- There shall be a thirty (30) day review period from date of notice in the paper for
interested citizens, agencies and/or groups to submit their comments.
- Public meetings may be held at selected sites convenient to the residents of the City of
Middletown, including the handicapped, with particular emphasis on participation by low and
moderate income residents.
- Following the conduct of the public hearing on the development of the Consolidated Plan,
the City of Middletown must certify that the following assurances have been met:
- The City has prepared and followed a written Citizen Participation Plan that meets the
requirements of the Federal Regulations.
- The City of Middletown has provided adequate notices of public hearing as required by the
Citizen Participation Plan.
- The City of Middletown has held a hearing on the proposed Consolidated Plan before adoption of
a resolution by the Common Council for submission to HUD.
- The Consolidated Plan must be submitted to the HUD office for review and approval at least
forty-five (45) days before the start of the City's program year which date is July 18. The City's
program year is from September 1 to August 31.
- ANNUAL ENTITLEMENT PROGRAM
- The CAC shall solicit views of all citizens, agencies and other interested parties, particularly low and
moderate income persons, so as to enable them to be meaningfully involved in important discussions at
various stages of the Entitlement Program and Annual Plan process.
- Upon notice from HUD on the amount of Entitlement funds that the City will receive, the CAC will
schedule a public hearing to solicit proposals, through the application process, for the funds.
- At least fifty (50) days prior to a public hearing, the City shall publish a notice in easily readable type
in the legal section of the Middletown Press and Hartford Courant. The notice shall include the following information:
- The total amount of CDBG funds available to the City for all eligible activities.
- The range of activities that may be undertaken and the kind of activities previously funded in Middletown.
- The application process to be followed.
- The role of citizens in the program and process.
- A summary of other important program requirements.
- Date, time and place of hearing.
- Place to obtain additional information and assistance.
- Consideration of any amendments to the Five Year Consolidated Plan which is dated September 1 -
and any amendments to the Citizen Participation Plan.
- Technical assistance in developing proposals will be available to a group representative of low and moderate
- The application shall be due to the City's Community Development Division of the Department of Planning,
Conservation and Development at least thirty (30) days prior to the public hearing date. The purpose of this
time frame is to give the CAC and staff sufficient time to review and justify approval of the applications.
In evaluating each application, the following criteria should be used:
- eligibility of the activity under CDBG
- compliance with the CDBG national objective
- consistency with priorities and specific objectives established in the Consolidated Plan
- prior experience with CDBG
- Prior experience in the community
- prior experience in the type of project/activity being proposed
- organization administrative and financial capacity to carry out the proposed activity.
- Prior to the public hearing, from date of advertisement in the paper to date that proposals are due,
news media coverage shall be sought prior to a public hearing in order that additional program information
may be publicized. Public service announcements/press releases on the availability of the Entitlement funds shall
be placed in the Middletown Press, Hartford Courant and on the local radio station(s).
- Whenever there is a significant number of low/moderate income persons and residents who may be affected by
the CDBG program and who read a primary language other than English, all notices of public hearings and summaries
of the basic information shall be produced in such language or languages and bilingual opportunities shall be
offered at the public hearing. Such non-English announcements and notices shall be provided in cooperation with
other community organizations.
- Notices of public hearings shall be posted in the City of Middletown Town Clerk's Office.
- Notice of public hearings shall be made available to organizations such as Community Action for Greater Middlesex
County (CAGMC), Middletown Housing Authority, Community Health Center and The Connection, Inc. for distribution
into low/moderate income areas.
- DEVELOPMENT OF THE ANNUAL PLAN
Upon review of the proposals submitted at the public hearing for the Entitlement Program, the
CAC may, at its discretion hold special meetings in order to discuss the proposals that were
submitted. The CAC will then, at its next regular meeting, make recommendations to the Common
Council of funding allocations for the Entitlement Program. Upon approval of the Common Council,
staff in the Community Development Division of the Department of Planning, Conservation, and
Development will prepare the Annual Plan for the current year. Amendments to the Consolidated
Plan will also be included in the submission of the Annual Plan to HUD.
The Annual Plan shall include:
The Annual Plan is due at HUD no less than forty-five (45) days before the start of the City's
program year which date is July 18 each year. An advertisement shall be published in the
Middletown Press and Hartford Courant no later than the 17th day of June stating that a draft of
the Annual Plan is available for review. This will provide a thirty (30) day period
review and to receive comments from interested citizens, groups and/or agencies on the proposed
Annual Plan Consolidated amendments. The City shall consider any comments or views of citizens,
agencies and/or groups received in writing and/or orally at the public hearing, in preparation of
the final Annual Plan. A summary of comments and views received and a summary of comments and
views not accepted and the reasons therefore, shall be attached to the final Annual Plan.
Prior to submitting the combined notice of Release of Funds and Finding of No Significant Impact
to HUD, an Environmental Review Record (ERR) must be completed on each activity that is
identified in the Annual Plan. CDBG funds cannot be spent prior to approval from HUD on a
Release of Funds.
Upon completion of the ERR, an legal notice will be placed in the Middletown Press and
Hartford Courant stating that the ERR is available for review and that comments are
encouraged from interested citizens, agencies and/or organizations for a period of fifteen
- Form Application - Standard Form 424
- Federal and Other Resources Available
- Activities to Be Undertaken
- Geographic Distribution
- Homeless and Other Special Needs Activities
- Other Actions:
- Address obstacles in meeting underserved needs, such as foster and maintain affordable housing,
remove barriers to affordable housing, evaluate and reduce lead-based paint hazards, reduce
the number of poverty level families, develop institutional structure and enhance coordination
between public and private housing and social service agencies and foster public housing
improvements and resident initiatives.
- Reference to the annual revisions of the action plan prepared for the CDBG funds expected to
be available during the program year including any program income that will have been
recieved before the start of the next program year and that has not yet been programmed.
- Amendments to the Consolidated Plan.
- CONSOLIDATED ANNUAL PERFORMANCE AND EVALUATION REPORT
- The Consolidated Annual Performance and Evaluation Report (CAPER), which is a requirement of HUD
pursuant to 24 CFR Part 91, is due for submission at HUD within ninety (90) days of the close of
the City's program year which is the 29th day of November each year. The purpose of the CAPER is to
provide HUD with necessary information to assess the City's ability to carry out its programs in
compliance with applicable regulations and requirements; provide information necessary for HUD to
report to Congress; and, provide the City with an opportunity to describe its program achievements
its interested citizens, agencies and/or groups.
- An advertisement shall be published in the Middletown Press and Hartford Courant no later than
the 14th day of November stating that a draft of the CAPER is available for review. This will provide
a fifteen (15) day period for review and to receive comments from interested citizens, agencies and
groups on proposed CAPER. The City shall consider any comments or views of citizens, agencies and/or
groups received in writing and/or orally in preparation of the final CAPER. A summary of comments and
views received and a summary of comments and views not accepted and the reasons therefore, shall also
be attached to the final CAPER.
- PROGRAM AMENDMENTS
Prior to making any additions, deletions, or changes to the Community Development Block Grant
Program Consolidated Plan, the following determination will be made on the amendment:
Once a determination has been made, based on the above criteria, one of the two following
procedures will be undertaken:
- If the proposed change is a minor amendment defined as an amendment to the program that costs
less than 10% of the total current year grant and only affects an activity previously described in
the Consolidated Plan and Annual Plans.
- If the proposed change is a substantial amendment defined as an amendment to the program that
costs 10% or greater of the total current program year grant.
- Minor Amendment
The staff of the Community Development Division of the Department of Planning, Conservation and
Development will seek an approval from the CAC; and, subsequent to the CAC's decision, a final
approval shall be sought from the Common Council for any minor amendment to the City's Entitlement
Program and will be noted in the Annual Plan.
- Substantial Amendment
The staff of the Community Development Division of the Department of Planning, Conservation and
Development will, pursuant to the Community Development Block Grant Regulations (24 CFR 91.105
and 24 CFR Part 570), undertake the following amendment process for any proposed
to the Consolidated Plan:
- Provide a reasonable notice of public hearing on the proposed amendment to the Consolidated Plan
by publishing a legal notice in the Middletown Press and Hartford Courant.
- The notice shall provide a description of the amendment.
- Be published at least ten (10) days prior to the public hearing.
- Allow citizens, agencies and/or groups the opportunity to comment on the proposed amendment in
writing and/or verbally at a public hearing which will be held by the CAC. The Public Hearing
process will be carried out in the same manner as described in the Annual Entitlement Program
- Consider interested citizens, agencies and/or groups' comments when finalizing the proposed
- Seek approval from the Citizen Advisory Committee on the proposed activity(ies) which comprise
the proposed amendment; and, seek subsequent approval from the Common Council.
- Forward a descriptive amendment to the Consolidated Plan on the adopted amendment with a signed
transmittal letter signed by the Mayor to the HUD.
- Amendments that do not require Common Council approval and may be approved only by the CAC are
minor amendments such as:
- minor additions or changes of the scope of services in a contract which is not a substantial
amount of allocated funds and which would require a contract amendment and not a line item change;
- extensions to the time of performance of approved activities;
- change of language in an executed contract for an approved activity.
- RESPONDING TO CITIZEN COMMENTS, VIEWS AND OBJECTIONS
- Program Recommendations, Requests and Objections
- Recommendations, requests and/or objections maybe submitted to the CAC for
consideration from interested citizens, agencies and/or organizations at any time
during the program year.
responses shall be made to these written recommendations, requests and/or objections
within fifteen (15) working days of after a determination by the CAC at its
special meeting or regular meeting date.
- Additionally, written comments, requests, and/or inquiries which require a
response to general information and/or clarification of the CDBG program can be
handled by staff in the Community Development Division of the Department of
Planning, Conservation and Development. The response time shall be within fifteen
(15) working days of the receipt of the written comment, request and/or inquiry.
written responses to written recommendations, requests and/or objections shall
state reasons for action taken or, in the case of staff response, shall make
specific reference to pertinent sections of CDBG legislation.
practical, responses should be made prior to the end of the comment period as
stated in the legal notice on the development of the Consolidated Plan, Annual
Plan, Environmental Review Record and/or Consolidated Annual Performance and
Evaluation Report for which the written recommendation, request and/or objection
- Written recommendations, requests and/or objections not offered at officially
called meetings of the CAC shall be addressed to the Community Development Division
of the Department of Planning, Conservation and Development, Municipal Building,
P.O. Box 1300, 245 deKoven Drive, Middletown, CT 06457 for placement on the agenda
for the next appropriate meeting.
- Objections may also be made, inwriting, to HUD. HUD will consider objections
only on the following grounds:
Objectives shall include identification and documentation of requirements not met and
where data is objected to, new data shall be offered.
Objections to a particular application should be submitted within thirty (30) days
of the publication of the combined Notice of Release of Funds and Finding of
No Significant Impact.
- The applicant's description of needs and objectives is plainly inconsistent
with available facts and data; or
- The activities to be undertaken are plainly inappropriate to meeting the needs
and objectives identified by the applicant; or
- The applicant does not comply with the requirements of HUD or other applicable
- The application proposes activities which are ineligible.
- Citizen Comment to Federal and State Agencies
- HUD will consider citizen objections to the CDBG Program at any time.
- Citizens may comment to HUD at any time concerning Middletown's failure to
comply with any of the Citizen Participation Requirements of this Citizen
- Should the Community Development Division of the Department of Planning,
Conservation, and Development, for whatever reason, not be handicapped accessible,
a copy of the Citizen Participation Plan, the proposed and approved Consolidated
Plan and Annual Plans and the most recent Consolidated Annual Performance and
Evaluation Report shall be on file with the City and Town Clerk's Office.
- Technical Assistance Shall be Offered to Facilitate Citizen
- Assistance shall be provided to citizen organizations, groups
of low/moderate income persons, groups of residents in existing neighborhood
target areas and nonprofit agencies who provide a service to low and moderate
may be provided to citizens in organizing and operating neighborhood and
project area organizations to carry out CDBG activities.
for assistance shall be made, in writing, to the CAC, or
Community Development Division of the Department of Planning, Conservation, and
Development, specifying the type of assistance required and
the reasons for assistance.
extent of assistance offered shall be determined by the Mayor and Common
Council. Such determination may be made
at the recommendation of the CAC.
Mayor and Common Council shall consider all the resources of the City and shall
generally not overextend staff or budgets when offering assistance.
specialist(s) selected to provide technical assistance shall be jointly
selected by the City and the organizations and groups to be assisted.
assistance may be either provided directly by the City or through arrangements
with public, private or non-profit entities.
- AVAILABILITY OF RECORDS
- The City shall
maintain records pertaining to the CDBG Program in the Municipal Building
for a period of five years.
on file with the Municipal Development Office shall include:
mailings and promotional information.
of hearings and meetings of the CAC and Common Council.
- All key
documents, including prior Final Statements, letters of approval, grant
agreements, the citizen participation file, performance reports, evaluation
reports, Letters of Credit, other reports as required and the proposed and
approved Final Statements for the current year.
regulations and issuances governing the program.
important program requirements such as contracting procedures, environmental
policies, fair housing and other equal opportunity requirements and relocation
on file with the Department of Finance shall include:
of all construction contracts.
financial data indicating expenditures of CDBG funds.
records shall be available for inspection between the hours of 8:30 a.m. and
4:30 p.m. during normal working days.
for copies of any available records shall be made, in writing, pursuant to
established City policy. The current
fee schedule for copying records shall be applicable.
- The Citizen
Participation Plan shall become effective upon approval by the Common Council.
- The Citizen
Participation Plan may be amended from time to time by the Common Council. Citizens may offer suggestions to the Plan
by writing to the Municipal Development Office. All such suggestions shall be considered by the Citizens Advisory
Committee at its next regularly scheduled meeting. Citizens shall have the opportunity to comment on any and all
suggested amendments either before the Citizens Advisory Committee or before
the Common Council at such time as amendments are being considered by either
- The Citizen
Participation Plan was formally adopted by the Common Council through
Resolution #72 on May 11, 1978. The
Plan became effective on May 18, 1978.
- Amendments to
the Plan are as follows: