14-15-Required CDBG DocumentsItem Nos. 14 & 15
memorandum
TO: Mayor & City Council
John Godwin, City Manager
FROM: Carla Easton, City Engineer
SUBJECT: REQUIRED CDBG DOCUMENTS
DATE: December 6, 2016
BACKGROUND: As part of applying for grant funds through the Texas Capital Fund Program,
the City is required to have current, in -place versions of several state - mandated documents.
Without these documents we will be ineligible to receive certain state and federal grant funding.
STATUS OF ISSUE: In order not to have to take new council action every time we request
funding for TxCDBG projects, we have prepared general procedures and resolutions that will
cover the city for all such grant requests. However, the grant requires that previously passed
resolutions be reaffirmed with each project. The documents required by the state and federal
governments passed earlier this year include:
•
A 10 13
— Citizen Participation Plan
• A1002
— Section 3
• A1004
— Section 504
• A 10 15
— Fair Housing Activity
• A1005
— Civil Rights Publications
• A 100 8
— Civil Rights Officer Designation
This resolution will reaffirm the civil rights policies listed above, and add the Conflict of Interest
Policy, a Code of Conduct, and a Fair Housing Policy required by the grant. In addition to these
policies, the grant also requires a Resolution Designating Authorized Signatories for Contractual
Documents.
BUDGET: NA
RECOMMENDATION: Adopt all referenced and attached mandated documents.
RESOLUTION NO.
REAFFIRMING THE POLICIES ADOPTED IN RESOLUTION NO. 2016 -020 OF THE CITY
COUNCIL OF THE CITY OF PARIS, TEXAS "ADOPTING A CITIZEN PARTICIPATION PLAN
AND GRIEVANCE PROCEDURES; ADOPTING A SECTION 3 POLICY REGARDING JOB
TRAINING, EMPLOYMENT AND CONTRACTING OPPORTUNITIES FOR SECTION 3
RESIDENTS; ADOPTING A SECTION 504 POLICY AND GRIEVANCE PROCEDURES
RELATING TO NONDISCRIMINATION BASED ON HANDICAP IN IN FEDERALLY
ASSISTED ACTIVITIES; REAFFIRMING RESOLUTION 2015 -018 APPROVING A POLICY
AGAINST THE USE OF EXCESSIVE FORCE DURING NON- VIOLENT CIVIL RIGHTS
DEMONSTRATIONS; REAFFIRMING THE PROCLAMATION OF APRIL, 2016 AS `FAIR
HOUSING MONTH' IN THE CITY OF PARIS, TEXAS; DESIGNATING A CIVIL RIGHTS
OFFICER; ALL AS REQUIRED BY TXCDBG REGULATIONS TO OBTAIN FUNDING
THROUGH A TXCDBG MAIN STREET PROGRAM FROM THE TEXAS DEPARTMENT OF
AGRICULTURE (TDA); MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE
SUBJECT; AND PROVIDING AN EFFECTIVE DATE;" ADOPTING A CODE OF CONDUCT;
ADOPTING A FAIR HOUSING POLICY; MAKING OTHER FINDINGS AND PROVISIONS;
PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City of Paris, Texas, hereinafter referred to as "City" of Paris" has
been awarded Texas Community Development Block Grant funding through a TxCDBG
grant from the Texas Department of Agriculture hereinafter referred to as "TDA ".
WHEREAS, the City of Paris, in accordance with Section 109 of the Title I of the
Housing and Community Development Act. (24 CFR 6); the Age Discrimination Act of 1975
(42 U.S.C. 6101 - 6107); and Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794)
and for construction contracts greater than $10,000, must take actions to ensure that no
person or group is denied benefits such as employment, training, housing, and contracts
generated by the CDBG activity, on the basis of race, color, religion, sex, national origin, age,
or disability;
WHEREAS, the City of Paris, in consideration for the receipt and acceptance of
federal funding, agrees to comply with all federal rules and regulations including those
rules and regulations governing citizen participation and civil rights protections;
WHEREAS, the City of Paris, in accordance with Section 3 of the Housing and Urban
Development Act of 1968, as amended, and 24 CFR Part 135, is required, to the greatest
extent feasible, to provide training and employment opportunities to lower income
residents and contract opportunities to businesses in the TxCDBG project area;
WHEREAS, the City of Paris, in accordance with Section 104(1) of the Housing and
Community Development Act, as amended, and State's certification requirements at 24 CFR
91.325(b)(6), must adopt an excessive force policy that prohibits the use of excessive force
against non - violent civil rights demonstrations;
WHEREAS, the City of Paris, in accordance with Section 504 of the Rehabilitation
Act of 1973, does not discriminate on the basis of disability and agrees to ensure that
qualified individuals with disabilities have access to programs and activities that receive
federal funds; and
WHEREAS, the City of Paris, in accordance with Section 808(e)(5) of the Fair
Housing Act (42 USC 3608(e)(5)) that requires HUD programs and activities be
administered in a manner affirmatively to further the policies of the Fair Housing Act,
agrees to conduct at least one activity during the contract period of the TxCDBG contract, to
affirmatively further fair housing;
WHEREAS, the City of Paris, on June 13, 2016 in Resolution 2016 -20, a copy of
which is attached hereto as Exhibit A and incorporated by reference as if fully set forth
herein, adopted and approved said policies and reaffirmed its prior Proclamation of April
2016 as "Fair Housing Month" in the City of Paris, Texas;
WHEREAS, the City of Paris further herein adopts a Code of Conduct Policy to serve
as guidelines for the procurement of supplies, equipment, construction services and
professional services for the TxCDBG Program, a copy of which is attached hereto as
Exhibit B and incorporated by reference as if fully set forth herein; and
WHEREAS, the policy of the City of Paris has hereto been one of non - discrimination
in housing as evidenced by the Proclamation of April 2016 as "Fair Housing Month," the
City hereby formally adopts the written Fair Housing Policy attached hereto as Exhibit C
and incorporated by reference as if fully set forth herein;
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF PARIS,
TEXAS, THAT THE CITY OF PARIS HEREBY ADOPTS THE FOLLOWING:
Section 1. The City Council hereby reaffirms the following policies previously
adopted in Resolution No. 2016 -020, attached hereto as Exhibit A:
1. Citizen Participation Plan and Grievance Procedures
2. Section 3 Policy
3. Excessive Force Policy
4. Section 504 Policy and Grievance Procedures and
Section 2. The City Council hereby adopts a Code of Conduct Policy to serve as
guidelines for the procurement of supplies, equipment, construction services and
professional services for the TxCDBG Program; a copy of which is attached hereto as
Exhibit B.
Section 3. The City Council hereby adopts the Fair Housing Policy attached hereto
as Exhibit C.
PASSED AND APPROVED THIS 12TH DAY OF DECEMBER, 2016.
A.J. Hashmi, M.D., Mayor
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
Stephanie H. Harris, City Attorney
RESOLUTION N0. 2016 -020
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS,
ADOPTING A CITIZEN PARTICIPATION PLAN AND GRIEVANCE
PROCEDURES; ADOPTING A SECTION 3 POLICY REGARDING JOB
TRAINING, EMPLOYMENT AND CONTRACTING OPPORTUNITIES FOR
SECTION 3 RESIDENTS; ADOPTING A SECTION 504 POLICY AND
GRIEVANCE PROCEDURES RELATING TO NONDISCRIMINATION BASED
ON HANDICAP IN IN FEDERALLY ASSISTED ACTIVITIES; REAFFIRMING
RESOLUTION 2015 -018 APPROVING A POLICY AGAINST THE USE OF
EXCESSIVE FORCE DURING NON-VIOLENT CIVIL RIGHTS
DEMONSTRATIONS; REAFFIRMING THE PROCLAMATION OF APRIL,
2016 AS "FAIR HOUSING MONTH" IN THE CITY OF PARIS, TEXAS;
DESIGNATING A CIVIL RIGHTS OFFICER; ALL AS REQUIRED BY TXCDBG
REGULATIONS TO OBTAIN FUNDING THROUGH A TXCDBG MAIN
STREET PROGRAM FROM THE TEXAS DEPARTMENT OF AGRICULTURE
(TDA); MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE
SUBJECT; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City of Paris, Texas ("City of Parish) has been awarded Texas
Development Block Grant ("TxMBG") funding through a TXCDBG Main Street Program
from the Texas Department of Agriculture MDA'); and
WHEREAS, the City of Paris, in accordance with Section 109 of the Title I of the
Housing and Community Development Act. (24 CFR 6); the Age Discrimination Act of 1975
(42 U.S.C. 6101 - 6107); and Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794);
and, for construction contracts greater than $10,000, must take actions to ensure that no
person or group is denied benefits such as employment, training, housing, and contracts
generated by the Community Development Block Grant ( "CDBG7 activity, on the basis of
race, color, religion, sex, national origin, age, or disability; and
WHEREAS, the City of Paris. in consideration for the receipt and acceptance of
federal funding, agrees to comply with all federal rules and regulations including those
rules and regulations governing citizen participation and civil rights protections; and
WHEREAS, the City of Paris, in accordance with Section 3 of the Housing and Urban
Development Act of 1968, as amended, and 24 CFR Part 135, is required, to the greatest
extent feasible, to provide training and employment opportunities to lower income
residents and contract opportunities to businesses in the TXCDBG project area; and
WHEREAS, the City of Paris, in accordance with Section 104(1) of the Housing and
Community Development Act, as amended, and State's certification requirements at 24 CFR
91.325 (b)(6), must adopt an excessive force policy that prohibits the use of excessive force
against non - violent civil rights demonstrations; and
WHEREAS, the City of Paris, on March 23, 2015 In Resolution No. 2015 -018,
adopted such a policy prohibiting the use of excessive force against non - violent civil rights
��Zhi�►i`F �
demonstrations, a copy of which is attached hereto as Exhibit A and incorporated herein by
reference; and
WHEREAS, the City of Paris, in accordance with Section 504 of the Rehabilitation
Act of 1973, does not discriminate on the basis of disability and agrees to ensure that
qualified individuals with disabilities have access to programs and activities that receive
federal funds; and
WHEREAS, the City of Paris, in accordance with Section 808(e)(5) of the Fair
Housing Act (42 USC 3608(e)(5)) that requires HUD programs and activities be
administered in a manner affirmatively to further the polities of the Fair Housing Act;
agrees to conduct at least one activity during the contract period of the TxCDBG contract, to
affirmatively further fair housing; and
WHEREAS, on March 28, 2016, the City of Paris proclaimed the month April, 2016
as "Fair Housing Month" in compliance with section 808(e)(5) of the Fair Housing Act (42
USC 3608(e) (5)), a copy of which proclamation is attached hereto as Exhibit B and
Incorporated herein by reference; and
WHEREAS, the City of Paris is required to designate a Civil Rights Officer in
connection with the TXCDBG;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
PARIS, TEXAS HEREBY ADOPTS THE FOLLOWING;
1. Citizen Participation Plan and Grievance Procedures (Form A1013, attached hereto
as Exhibit C and incorporate herein by reference); and
2. Section 3 Policy (Form A1002, attached hereto as Exhibit D and incorporated herein
by reference); and
3. Section 504 Policy and Grievance Procedures (Form A1004, attached hereto as
Exhibit E and incorporated herein by reference); and
4. Form A1008 designating the City Manager as the Civil Rights Officer for the City of
Paris, Texas (attached hereto as exhibit F and incorporated herein by reference).
IT IS HEREBY FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS,
TEXAS that the City of Paris reaffirms Resolution 20 15-0 18 (Excessive Force Policy, Exhibit
A hereto) and the proclamation of April, 2016 as Fair Housing Month in the City of Paris
(Exhibit B hereto).
Passed and approved this 13th day of June 2016.
r►�
ATTEST:
Qi4m. z C) CQO-Aa
ice Ellis, City Clerk
VED AS TO FORM:
Stephanie H. Harris, City Attorney
RESOLUTION N0. 2015-018
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TmUS,
APPROVING AN EXCESSIVE FORCE POLICY AS REQUIRED BY THE TEXAS
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM; MAKING OTHER
FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City of Paris has applied for CDBG Disaster Storm dean up funds
related to the December, 2013 ice storm in Paris, Texas; and
WHEREAS, in order to be eligible for State or Federal Community Development
Block Grant Funds, the City of Paris must adopt an Excessive Force Policy as approved by
State and Federal agencies; and
WHEREAS, the excessive force policy establishes rules and regulations regarding
the use of excessive force during nonviolent civil rights demonstrations including
physically barring entrance to a facility or location that is the subject of the demonstration.
NOW, THEREFORE, BE IT RESOLVED BY THE CI'T'Y COUNCIL OF THE CITY OF
PARTS, TEXAS.,
Section 1. That the findings set out in the preamble to this resolution are hereby
In all things approved.
Section 2. That the Excessive Force Policy required by the Texas Community
Development Block Grant Program attached hereto as Exhibit 'A" be adopted and
Incorporated Into the Paris Police Department's other policies on Use of Force, and the
same is hereby, approved.
Section 3. That this resolution shall be effective from and after its date of passage.
PASSED AND APPROVED this 23rd day of March, 20 IS.
ATTEST: Matt Frierson, Mayor
01hice Ellis, City Clerk
APPRO D FORM:
W. Kent cll , City Attorney
EXHIBIT 8.
PROCLAMATION
WHEREAS, The strength of our nation and all of its states and cities, flows from
the promise of individual liberty, equality, and freedom of choice, and $
WHEREAS, Equal opportunity for all, regardless of race, color, religion, sex
handicap, familial status, or national origin is a fundamental goal of our nation and
state, and
WHEREAS, April 2016 marks the 48A anniversary of the passage of 77tle V111 of
the Civil Rights Act of 1968, popularly known as the Federal Fair Housing Act; and
WHEREAS, Barriers that diminish the rights and limit the options of any cidzen
will ultimately diminish the rights and limit the options of all, and
WHEREAS, Fair housing is the policy of the City of Paris, Texas and
implementation of that policy requires the positive commitment; involvement and
support of each one of our citizens:
NOW, THEREFORE, t, A.J. Hashm$ M.D., Mayor of the City of Paris, Texas, on
behalf of the citizens of Paris do hereby proclaim the month ofApril 2016 as
'FAIR HOUSING MONTH"
in the City of Paris and do, hereby, urge all the citizens of Paris to become aware of and
support the practice of Fair Housing.
IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the
City of Paris to be affixed this 28th day of March, 2016.
EXHIBIT 2-
CITY OF PARIS, TEXAS
EXCESSIVE FORCE POLICY
(To Be Incorporated Into Paris Police Department Use of Force Policies Manual)
ARTICLE I
It is the policy of the City of Paris, Lamar County, Texas, to prohibit the use of excessive force by
the law enforcement agencies within its jurisdiction against any individual engaged In
non - violent civil rights demonstrations. The city also prohibits the physical barring of any
entrance to, or exit from, such a facility within its jurisdiction during normal business hours
except as may be required during an emergency situation.
ARTICLE 11
It is the policy of the city to enforce this policy to the full extent allowed by law.
Exhibit "a"
101
THE CITY OF PARIS
CITIZEN PARTICIPATION PLAN
TEXAS COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
Note to Grant Recipients regarding Limited English Pro eiency a") requirements:
In accordance with federal law, if there is a significant number of the population who arc non - English speaking
residents and are affected by the TxCDBG project, such citizens should have `meaningful access' to all aspects
of the TxCDBG project. To provide `meaningful access', Grant Recipients may need to provide interprew
services at public hearings or provide non - English written materials that are routinely provided in English.
Examples of such vital documents include appHeat ion, complaint procedures, complaint procedures, answers to
complaints, notices, notices of rights and disciplinary action, and any additional documents that contain
information that is critical for obtaining federal services and/or benefits, or is required by law. For more
information, we LEP.gov
COMPLAINT PROCEDURES
These complaint procedures comply with the requirements of the Texas Department of Agriculture's Texas
Community Development Block Grant (TxCDBG) Program and Local Government Requirements found in 24
CFR §570.486 (Code of Federal Regulations). Citizens can obtain a copy of these procedures at the City of
Paris, P.O. Box 9037, Paris, Texas 75461- 9037, 903/784 -9202, during regular business houvrs.
Below are the formal complaint and grievance procedures regarding the services provided under the TxCDBG
project.
I . A person who has a complaint or grievance about any services or activities with respect to the TxCDBG
project, whether it is a proposed, ongoing, or completed TxCDBG project, may during regular business
hours submit such complaint or grievance, in writing to the Civil Rights Officer at P.O. Box 9037, Paris,
Texas 75461- 9037or may call 903!7849202.
2. A copy of the complaint or grievance shall be transmitted by the Civil Rights Officer to the entity that is
the subject of the complaint or grievance and to the City Attorney within five (5) working days after the
date of the complaint or grievance was received.
3. The Civil Rights Officer shall complete an investigation of the complaint or grievance, if practicable,
and provide a timely written answer to person who made the complaint or grievance within ten (10)
days.
4. If the investigation cannot be completed within ten (10) working days per 3 above, the person wbo made
the grievance or complaint shall be notified, in writing, within fifteen (15) days where practicable after
receipt of the original complaint or grievance and shall detail when the investigation should be
completed.
5. If necessary, the grievance and a written copy of the subsequent investigation shall be forwarded to the
TxCDBG for their farther review and comment.
10/01/2095 ��CL , �,� '• ��,
6. If appropriate, provide copies of grievance procedures and responses to grievances in both English and
Spanish, or other appropriate language.
TECHNICAL ASSISTANCE
When requested, the City shall provide technical assistance to groups that are representative of persons of low -
and moderate- income in developing proposals for the use of TxCDBG funds. The City, based upon the specific
needs of the community's residents at the time of the request, shall determine the level and type of assistance.
PUBLIC HEARING PROVISIONS
For each public hearing scheduled and conducted by the City, the following public hearing provisions shall be
observed:
I . Public notice of all hearings must be published at least seventy -two (72) hours prior to the scheduled
hearing. The public notice must be published in a local newspaper. Each public notice must include the
date, time, location, and topics to be considered at the public hearing. A published newspaper article can
also be used to meet this requirement so long as it meets all content and timing requirements. Notices
should also be prominently posted in public buildings and distributed to local Public Housing
Authorities and other interested community groups.
2. When a significant number of non - English speaking residents are a part of the potential service area of
the TxCDBG project, vital documents such as notices should be published in the predominant language
ofthese non - English spealang citizens.
3. Each public hearing shall be hold at a time and location convenient to potential or actual beneficiaries
and will include accommodation for persons with disabilities. Persons with disabilities must be able to
attend the hearings and the City must make arrangements for individuals who require auxiliary aids or
services if contacted at least two days prior to the hearing.
4. A public hearing held prior to the submission of a TxCDBG application must be held after 5:00 PM on a
weekday or at a convenient time on a Saturday or Sunday.
S. When a significant number of non - English speaking residents can be reasonably expected to participate
in a public hearing, an interpreter should be present to accommodate the needs of the non - English
speaking residents.
The City shall comply with the following citizen participation requirements for the preparation and submission
of an application for a TxCDBG project:
1. At a minimum, the City shall hold at least one (1) public hearing to prior to submitting the application to
the Texas Department: of Agriculture.
2. The City shall retain documentation of the hearing notice(s), a listing of persons attending the
hearing(s), minutes of the hearing(s), and any other records concerning the proposed use of funds for
three (3) years from closeout of the grant to the state. Such records shall be made available to the public
in accordance with Chapter 552, Texas Government Code.
3. The public hearing shall include a discussion with citizens as outlined in the applicable TxCDBG
application manual to include, but is not limited to, the development of housing and community
development needs, the amount of funding available, all eligible activities under the TxCDBG program,
and the use of past TxCDBG contract funds, if applicable. Citizens, with particular emphasis on persons
of low - and moderate -income who are residents of slum and blight areas, shall be encouraged to submit
their views and proposals regarding community development and housing needs. Citizens shall be made
aware of the location where they may submit their views and proposals should they be unable to attend
the public hearing.
4. When a significant number of non - English speaking residents can be reasonably expected to participate
in a public hearing, an interpreter should be premw to accommodate the needs of the non - English
speaking residents.
The City must comply with the following citizen participation requirements in the event that the City receives
funds from the TxCDBG program:
1. The City shall also hold a public hearing concerning any substantial change, as determined by TxCDBG,
proposed to be made in the use of TxCDBG funds from one eligible activity to another again using the
p=ccftg notice requirements.
2. Upon completion of the TxCDBG project, the City shall hold a public hearing and review its program
performance including the actual use of the TxCDBG fiords.
3. When a significant number of non - English speaking residents can be reasonably expected to participate
in a public hearing, for either a public hearing concerning substantial change to the TxCDBG project or
for the closeout of the TxCDBG project, publish notice in both English and Spanish, or other appropriate
language and provide an interpreter at the hearing to accommodate the needs of the non - English
speaking residents.
4. The City shall retain documentation of the TxCDBG project, including hearing notice(s), a listing of
persons attending the hearing(s), minutes of the hearing(s), and any other records concenting the actual
use of funds for a period of three (3) years from closeout of the grant to the state. Such records shall be
made available to the public in accordance with Chapter 552, Texas Government Code.
Af
ffy'Minager
10/1012015
D- aft f�
Section 3 Policy
In accordance with 12 U.S.C. 1701u the City of Paris agrees to implement the following
steps, which, to the greatest extent feesnbte, will provide obj training, emdovment and
eyntra no opportunities for Section 3 residents and Section 3 businesses of the areas
in which the program/project is being carried ouL
A. Introduce and pass a resolution adopting this plan as a policy to strive to attain
goals for compliance to Section 3 regulations by increasing opportunities for
employment and contracting for Section 3 residents and businesses.
B. Assign duties related to implementation of this plan to the designated Civil Rights
Officer.
C. Notify Section 3 residents and business concerns of potential new employment
and contracting opportunities as they are triggered by TxCDBG grant awards
through the use of Pubic Hearings and related advertisements; public notices;
bidding advertisements and bid documents; notification to local business
organizations such as the Chamber(s) of Commerce or the Urban League, local
advertising media including public signage; project area committees and citixen
advisory boards; local HUD offroes; regional plaming agencies; and all other
appropriate referral sources. Include Section 3 clauses in all covered solicitations
and contracts.
D. Maintain a list of those businesses that have Identified themselves as Section 3
businesses for utilization in TxCDBG funded procurements, notify those
businesses of pending contractual opportunities, and make this list available for
general Grant Recipient procurement needs.
E. Maintain a let of those persons who have identified themselves as Section 3
residents and contact those persons when hiringltraining opportunities are
available through either the Grant Recipient or contractors.
F. Require that all Prime contractors and subcontractors with contracts over
$100,000 commit to this plan as part of their contract work. Monitor the
contractors' performance with respect to meeting Section 3 acquirements and
require that they submit reports as may be required by HUD or TDA to the Grant
Recipient.
G. Submit reports as required by HUD or TDA regarding oontrac Ling with Section 3
businesses and/or employment as they occur, and submit reports within 20 days
of calendar year and which identify and quantify Section 3 businesses and
employees.
a Maintain records, including copies of correspondence, memoranda, etc., which
document all actions taken to comply with Section 3 regulations.
As offioers and representatives of the City of Paris, we the undersigned have read and
fully groe to this plan, and become a party to the full implementation of this program.
ale b
Sign 41Mdriager Date
10/15/2015 , &�; 6 q 0 I 1,
FA 11•
Section 504 Policy Against Discrimination based on Handicap
and Grievance Procedures
In accordance with 24 CFR Section 8, Nondiscrimination based on Handicap in federally
assisted programs and activities of the Deparirnent of Housing and Urban Development,
Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794), and Section
109 of the Housing and Community Development Act of 1974, as amended (42 U.S.C.
5309), the City of Paris hereby adopts the following policy and grievance procedures:
1. Discrimination prohibited. No otherwise qualified Individual with handicaps in the
United States shall, solely by reason of his or her handicap, be excluded from the
participation In, be denied the benefits of, or be sub)ected to dhwdm Won under any
program or activity receiving Federal financial assistance from the Department of
Housing and Urban Development (HUD).
2. The City of Paris does not discriminate on the basis of handicap in admission or
access to, or treatment or employment in, its federally assisted programs and activities.
3. The City of Paris' recruitment materials or publications shall include a statement
of this policy in 1. above.
4. The City of Paris shall take continuing steps to notify participants, beneficiaries,
applicants and employees, including those with impaired vision or hearing, and unions or
professional organizations holding collective bargaining or professio W agreemwft with
the recipients that k does not discriminate on the basis of handicap in violation of 24
CFR Part 8.
5. For hearing and visually impaired individuals eligible to be served or likely to be
affected by the TxCDBG program, the City of Parts shall ensure that they are provided
with the Information necessary to understand and participate in the TxCDBG program.
6. Grievances and Comalai
a. Any person who believes she or he has been mAec ted to discrimination on
Ow basis of disability may file a grievance under this proceduro, it is against
the law for the City of Paris to retaliate against anyone who files a grievance
or cooperates in the Investigation of a grievance.
b. Complaints should be addressed to: Civil Rights Officer, P.O. Box 9037,
Paris, Texas 75461 -9037, 903/7849234 who has been designated to
coordinate Section 504 compliance efforts.
c. .A complaint should be filed In wrtting or verbally, contain the name and
address of the person filing It, and briefly describe the alleged violation of the
regulations.
d. A complaint should be filed within thirty (30) arking days after the
complainant becomes aware of the alleged violation.
e. An investigation, as may be appropriate, shall follow a filing of a complaint
The Investigation will be conducted by the Civil Rights Officer. Informal but
thorough investigations will afford all interested persons and their
representatives, if arty, an opportunity to submit evidence relevant to a
complaint.
f. A written determination as to the validity of the complaint and description of
resolution, if any, shall be !sued by the Civil Rights Olfioer, and a copy
forwarded to the complainant with fifteen (15) woddrw3 days after the filing of
the complaint where practicable.
g. The Section 504 coordinator shall maintain the files and records of the City of
Paris relating to tine complaints files.
h. The complainant can request a reconsideration of the case in instances
where he or she is dissaWod with the determinationtrosolution as described
In f. above. The request for reconsideration should be made to the City of
Paris within ten working days after the receipt of the written
determinationfresolution.
1. The right of a pennon to a prompt and equitable resolution of the complaint
filed hereunder shall not be impaired by the person's pursult of other
remedies such as the fling of a Section 504 complaint with the U.S.
Department of Housing and Urban Development. Utilization of this grievance
procedure is not a prerequisite to the pursuit of other remedies.
j. These procedures shall be construed to protect the substantive rights of
interested persons, to meet appropriate due process standards and assure
that the City of Paris complies with Section 504 and HUD regulations.
10/1512015
KI-008
Designation Form for Civil Rights Officer
■
City/County. Clty of Paris TxCDBG Contract # 7215182
Address: P.Q. Box $037
Paris. Taxes 75461-9037
* sesssssessss##*## ssssssss* s* sss# ss### sss*# sr** sss#*# s##*# s## is ++ * *s # * *s # * #s *s�sss *sesessesss•
I, Dr. A. J. Ashmi, Mayor,do hereby appoint the City Mgaper
as the Civil Rights Officer for the City of Paris.
The Civil Rights Officer shall be responsible for the oversight and compliance of fair housing and equal
opportunity activities to be performed by the City of Paris, as required by the Texas Community
Development Block Grant Program Contract No. 7215182.
The Civil Rights Officer is responsible for being familiar with and adhering to all civil rights taws and
regulations pertaining to the Texas Community Development Block Grant Program, including those
described in the TxCDBG Implementation Manual and those listed in the TxCDBG contract.
Civil Rights Officer. X
vvvvv' fstgnatrrrs)
Appointed
10/1512015 L t
CITY OF PARIS, TEXAS
CODE OF CONDUCT
No employee, officer, or agent of the City of Paris shall participate in the selection, award,
or administration of a contract supported by TxCDBG funds if he or she has a real or
apparent conflict of interest. Such a conflict could arise if the employee, officer or agent,
any member of his /her immediate family; his /her partner; or an organization which
employs or is about to employ any of the parties indicated herein, has a financial or other
interest in or a tangible personal benefit from a firm considered for a contract.
No officer, employee, or agent of the City of Paris shall solicit or accept gratuities, favors or
anything of monetary value from contractors or firms, potential contractors or firms, or
parties to sub - agreements, except where the financial interest is not substantial or the gift
is an unsolicited item of nominal intrinsic value.
As a Grant Recipient of a TxCDBG contract, the City of Paris shall avoid, neutralize or
mitigate actual or potential conflicts of interest so as to prevent an unfair competitive
advantage or the existence of conflicting roles that might impair the performance of the
TxCDBG contract or impact the integrity of the procurement process.
No employee, agent, consultant, officer, or elected or appointed official of the state, or of a
unit of general local government, or of any designated public agencies, or sub recipients
which are receiving TxCDBG funds, that has any CDBG function /responsibility, or is in a
position to participate in a decision- making process or gain inside information, may obtain
a financial interest or benefit from the TxCDBG activity.
The conflict of interest restrictions and procurement requirements identified herein shall
apply to a benefitting business, utility provider, or other third party entity that is receiving
assistance, directly or indirectly, under a TxCDBG contract or award, or that is required to
complete some or all work under the TxCDBG contract in order to meet the National
Program Objective.
Any person or entity including any benefitting business, utility provider, or other third
party entity that is receiving assistance, directly or indirectly, under a TxCDBG contract or
award, or that is required to complete some or all work under the TxCDBG contract in
order to meet a National Program Objective, that might potentially receive benefits from
TxCDBG awards may not participate in the selection, award, or administration of a contract
supported by CDBG funding.
Any alleged violations of these standards of conduct shall be referred to the City of Paris
Attorney. Where violations appear to have occurred, the offending employee, officer or
agent shall be subject to disciplinary action, including but not limited to dismissal or
transfer, where violations or infractions appear to be substantial in nature, the matter may
be referred to the appropriate officials for criminal investigation and possible prosecution.
PASSED AND APPROVED THIS 12TH DAY OF DECEMBER, 2016.
A.J. Hashmi, M.D., Mayor
CITY OF PARIS, TEXAS
FAIR HOUSING POLICY
In accordance with Fair Housing Act, the City of Paris hereby adopts the following policy
with respect to the Affirmatively Furthering Fair Housing:
1. The City of Paris agrees to affirmatively further fair housing choice for all seven
protected classes (race, color, religion, sex, disability, familial status, and national
origin).
2. The City of Paris agrees to plan at least one activity during the contract term to
affirmatively further fair housing.
3. The City of Paris will Introduce and pass a resolution adopting this policy.
As officers and representatives of the City of Paris, we the undersigned have read and
fully agree to this plan, and become a party to the full implementation of this program.
A.J. Hashmi, M.D. Mayor
Date
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
Stephanie H. Harris, City Attorney
09/01/2016 �CINKI A
RESOLUTION NO.
A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS,
DESIGNATING AUTHORIZED SIGNATORIES FOR CONTRACTUAL
DOCUMENTS AND DOCUMENTS FOR REQUESTING FUNDS PERTAINING
TO THE TEXAS COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
(TxCDBG) CONTRACT NUMBER 7216361.
WHEREAS, the City of Paris, Texas has received a 2016 Texas Community
Development Block Grant award to provide sewer and street improvements, and;
WHEREAS, it is necessary to appoint persons to execute contractual documents and
documents for requesting funds from the Texas Department of Agriculture, and;
WHEREAS, an original signed copy of the TxCDBG Depository Authorized
Signatories Designation Form (Form A202) is to be submitted with a copy of this
Resolution and;
WHEREAS, the City of Paris, Texas, acknowledges that in the event that an
authorized signatory of the City changes (elections, illness, resignations, etc.), the City must
provide TxCDBG with the following:
• A resolution stating who the new authorized signatory is.
• A revised TxCDBG Depository /Authorized Signatories Form (Form A202).
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS,
TEXAS AS FOLLOWS:
The Mayor, the City Manager, the City Clerk, the City Finance Director and The City
Engineer be authorized to execute the State of Texas Purchase Voucher and Request for
Payment Form documents required for requesting funds approved in the 2016 Texas
Community Development Block Grant Program.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS
ON THIS 12th day of December, 2016.
A. J. Hashmi, M.D., Mayor
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
Stephanie H. Harris, City Attorney
Depository/Authorized Signatories Designation Form
Grant Recipient CITY OF PARIS TxCDBG Contract No. 7216361
The individuals listed below are designated by resolution as authorized signatories for contractual
documents.
DR. A. J. HASHMI
(Name)
MAYOR
(Title)
(Signature)
(Name)
(Title)
(Signature)
JOHN GODWIN
(Name)
CITY MANAGER
(Title)
(Signature)
(Name)
(Title)
(Signature)
In addition to the individuals listed above, the individuals listed below are designated by resolution
as authorized signatories for the State of Texas Purchase Voucher (Form A204) and the Request
for Payment Form (Form A203).
JOHN GODWIN
(Name)
CITY MANAGER
(Title)
(Signature)
GENE ANDERSON
(Name)
FINANCE DIRECTOR
(Title)
(Signature)
JANICE ELLIS
(Name)
CITY CLERK
(Title)
(Signature)
CARLA EASTON
(Name)
CITY ENGINEER
(Title)
(Signature)
NOTE: A copy of a Resolution passed by the city council or county commissioner's court
niithnri7inn tha cinnatnrc miuO ha ctihmittp.d ninnn with this fnrm