HomeMy WebLinkAboutRes 34-17 10/17/2017 COPY CONTRACTRESOLUTION NO. 34-17
A RESOLUTION TO ACCEPT PLANNING STAFF ASSISTANCE SERVICES
DELIVERED BY THE CHICAGO METROPOLITAN AGENCY FOR PLANNING
FOR THE 2020-2024 ASSESSMENT OF FAIR HOUSING
WHEREAS, the Village of Mount Prospect (the "Village") wishes to produce an Assessment
of Fair Housing (AFH) in conjunction with the other parties referenced in the
Intergovernmental Memorandum of Understanding.
WHEREAS, the Village of Mount Prospect wishes to work with the Chicago Metropolitan
Agency for Planning (CMAP) and its partners, the Metropolitan Planning Council and the
Chicago Area Fair Housing Alliance, to produce a joint/regional AFH.
WHEREAS, the Village of Mount Prospect and CMAP have agreed on the general contents of
an Intergovernmental Agreement ("IGA") and a Scope of Services that will guide staff
assistance services to be provided by CMAP;
NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS, PURSUANT TO ITS HOME RULE
POWERS:
SECTION ONE: The Village supports this project for the 2020-2024 Assessment of Fair
Housing.
SECTION TWO: The Village accepts the offer of staff assistance services by CMAP and
recognizes that these services are provided for the purpose of producing a joint/regional
AFH.
SECTION THREE: The Village authorizes staff to finalize and execute an Intergovernmental
Agreement including a Scope of Services with CMAP, and an Intergovernmental
Memorandum of Understanding with all other AFH participants.
SECTION FOUR: The Village recognizes that provisions that govern the administration of
staff assistance services, and, if necessary, the discontinuance of such services, are
included in the Intergovernmental Agreement and the Intergovernmental Memorandum of
Understanding.
SECTION FIVE: This resolution shall be effective as of the date of its adoption.
AYES: Grossi, Hatzis, Hoefert, Rogers, Saccotelli, Zad'el
NAYS: None
PASSED and APPROVED this 17th day of October, 2017.
Arlene A. Juracek
Mayor
ATTEST:
Karen Agorand�
Village Clerk
Chicago Metropolitan
Agency for Planning
Intergovernmental Agreement
For
Assessment of Fair Housing
233 South Wacker Drive
Suite 800
Chicago, Illinois 60606
312 454 0400
www.cmap.illinois.gov
Contract # IGA- 18-0012
THIS AGREEMENT by and between the Chicago Metropolitan Agency for Planning, herein called
CMAP, and the Village of Mount Prospect, 50 South Emerson Street, Mount Prospect, IL 60056
herein called the GOVERNMENTAL BODY.
Required Signatures
By signing below, the GOVERNMENTAL BODY and CMAP agree to comply with and abide by all provisions set
forth in Parts 1-4 herein and any Appendices thereto.
For the GOVERNMENTAL BODY:
Signature T or
Nam
Type e of Authorized Representative Date
Attest:
Signature wlqj��C"—
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9 yp int Name. Date
For CMAP:
Joseph C. Szabo Attest Signature Date
Executive Director
Part 1
Scope/Compensation/Term
Part 2
General Conditions
Part 3
Scope of Work/Responsibilities
Part 4
Compensation for Services
Part 1: S o elCom ensationlTerm
A. Scope of Services and Responsibilities. CMAP and the GOVERNMENTAL BODY agree as specified in
Part 3.
B. Compensation and Method of Payment. Compensation (if any) shall be as specified in Part 4.
Payment will be made within thirty (30) days of receipt of invoice unless there is a discrepancy regarding
the invoice. Transfer of funds will be made electronically. CMAP certifies the following information:
Bank Name: BMO Harris
Telephone No.: 877-895-3275
Account No.: 2033876
Bank ACH Routing No.: 071000288
CMAP email address for confirmation:
accounting@cmap.illinois.gov
C. Tax Identification Number.
CMAP certifies that:
1. The number shown on this form is a correct taxpayer identification, and
2. It is not subject to backup withholding because: (a) it is exempt from backup withholding, or (b)
has not been notified by the Internal Revenue Service (IRS) that it is subject to backup
withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified
CMAP that it is no longer subject to backup withholding, and
3. It is a U.S. entity (including a U.S. resident alien).
Name of CONTRACTOR: Chicago Metropolitan Agency for Planning
Taxpayer Identification Number: 13-4331367
DUNS No.: 06-858-7112
Legal Status (Circle One): Local Government
D. Term of Agreement. The term of this Agreement shall be from final signing until July 31 2020.
E. Amendments. All changes to this Agreement must be mutually agreed upon by CMAP and the
GOVERNMENTAL BODY and be incorporated by written amendment, signed by the parties.
Part 2: General Conditions
The following are general conditions of approval and procedural guidelines and specific terms of Agreement to
which all projects are subject. Signatories of this Agreement certify that these conditions and procedures and
terms and the conditions and procedures specific to this project will be adhered to unless amended in writing.
1. Complete Agreement.
Rev. 9/28/2017
a. This Agreement, including all exhibits and other documents incorporated or referenced in the
Agreement, constitutes the complete and exclusive statement of the terms and conditions of the Agreement
between CMAP and the GOVERNMENTAL BODY and it supersedes all prior representations,
understandings and communications. The invalidity in whole or in part of any term or condition of this
Agreement shall not affect the validity of other terms or conditions.
b. Either party's failure to insist in any one or more instances upon the performance of any terms or
conditions of this Agreement shall not be construed as a waiver or relinquishment of it's right to such
performance by the other party or to future performance of such terms or conditions and each party's
obligation in respect thereto shall continue in full force and effect. The GOVERNMENTAL BODY shall be
responsible for having taken steps reasonably necessary to ascertain the nature and location of the work,
and the general and local conditions that can affect the work or the cost thereof. Any failure by the
GOVERNMENTAL BODY to do so will not relieve it from responsibility for successfully performing the work
without expense to CMAP.
c. CMAP and the GOVERNMENTAL BODY assume no responsibility for any understanding or
representations made by any of its officers, employees or agents prior to the execution of this Agreement,
unless such understanding or representations by CMAP are expressly stated in this Agreement.
d. Changes: CMAP and the GOVERNMENTAL BODY may, from time to time, order work suspension or
make any change in the general scope of this Agreement including, but not limited to, changes, as
applicable, in the drawings, specifications, delivery schedules or any other particular of the description,
statement of work or provisions of this Agreement. A written amendment will be prepared for Agreement
between CMAP and the GOVERNMENTAL BODY for changes in scope and/or time. No amendments are
effective until there is a written Agreement that has been signed by both parties.
e. Changes to any portion of this Agreement shall not be binding upon CMAP and the GOVERNMENTAL
BODY except when specifically confirmed in writing by an authorized representative of CMAP and the
GOVERNMENTAL BODY.
2. Compliance/Governing Law. The terms of this Agreement shall be construed in accordance with the laws
of the State of Illinois. Any obligations and services performed under this Agreement shall be performed in
compliance with all applicable state and federal laws.
Allowable Charges. No expenditures or charges shall be included in the cost of the Project and no part of
the money paid to CMAP shall be used for expenditures or charges that are: (i) contrary to provisions of
this Agreement or the latest budget approved by a duly -authorized official of CMAP and the
GOVERNMENTAL BODY; (ii) not directly for carrying out the Project; (iii) of a regular and continuing
nature, except that of salaries and wages of appointed principal executives of CMAP who have not been
appointed specifically for the purposes of directing the Project, who devote official time directly to the
Project under specific assignments, and respecting whom adequate records of the time devoted to and
services performed for the Project are maintained by CMAP may be considered as proper costs of the
Project to the extent of the time thus devoted and recorded if they are otherwise in accordance with the
provisions hereof; or (iv) incurred without the consent of CMAP after written notice of the suspension or
termination of any or all of CMAP's obligations under this Agreement.
4. Audits. The records and supportive documentation for all completed projects are subject to an on-site
audit by CMAP and the GOVERNMENTAL BODY. CMAP and the GOVERNMENTAL BODY reserve the
right to inspect and review, during normal working hours, the work papers of the independent auditor in
support of their audit report.
5. Access to Records. CMAP and the GOVERNMENTAL BODY shall maintain, for a minimum of five years
after the completion of the Agreement, adequate books, records and supporting documents related to the
Agreement which shall be made available for review upon request. Failure to maintain the books, records
and supporting documents required by this Section shall establish a presumption in favor of CMAP for the
Rev. 9/28/2017
recovery of any funds paid by CMAP under the Agreement for which adequate books, records and
supporting documentation are not available to support their purported disbursement. In addition:
(1) If any litigation, claim or audit is started before the expiration of five-year period, the records shall be
retained until all litigation, claims or audit findings involving the records have been resolved.
(2) Records for nonexpendable property acquired with federal funds shall be retained for three (3)
years after its final disposition.
The GOVERNMENTAL BODY and CMAP shall include in all subcontracts, if any, under this Agreement
a provision that CMAP and the GOVERNMENTAL BODY will have full access to and the right to
examine any pertinent books, documents, papers, and records of any such subcontractors involving
transactions related to the subcontract for three (3) years from the final payment under that subcontract
except that:
(1) If any litigation, claim or audit is started before the expiration of the three-year period, the records
shall be retained until all litigation, claims or audit findings involving the records have been resolved.
(3) Records for nonexpendable property acquired with federal funds shall be retained for three (3)
years after its final disposition.
The term "subcontract" as used in this clause excludes purchase orders not exceeding $2,500.
6. Procurement Procedures. All procurement transactions for Contractual Services, Commodities and
Equipment shall be conducted in a manner that provides maximum open and free competition. The
GOVERNMENTAL BODY and CMAP shall also meet the following minimum procedural requirements.
a. Subcontracting: Subcontracting, assignment or transfer of all or part of the interests of CMAP
concerning any of the obligations covered by this Agreement is prohibited without prior written
consent of the GOVERNMENTAL BODY.
b. Procurement of Goods or Services: For purchases of products or services with any Agreement
funds that cost more than $3,000 but less than the simplified acquisition threshold fixed at 41
U.S.C. 403 (11), (currently set at $100,000), CMAP shall obtain price or rate quotations from an
adequate number (at least three) of qualified sources. Procurement of products or services with
any Agreement funds that are in excess of $100,000 will require CMAP to use the Invitation for
Bid process or the Request for Proposal process. In the absence of formal codified procedures,
the procedures of CMAP will be used. CMAP may only procure products or services from one
source with any Agreement funds if: (1) the products or services are available only from a single
source; or (2) after solicitation of a number of sources, competition is determined inadequate.
c. Records. CMAP and the GOVERNMENTAL BODY shall maintain records sufficient to detail
the significant history of procurements. These records shall include, but are not necessarily
limited to: information pertinent to rationale for the method of procurement, selection of contract
type, contractor selection or rejection, and basis for the cost or price.
d. No CMAP or GOVERNMENTAL BODY employee shall participate in the procurement of
products or services if a conflict of interest, real or apparent, would be involved. No employee
shall solicit or accept anything of monetary value from bidders or suppliers.
7. Equipment Inventory. An inventory of non -expendable personal property having a useful life of more than
two years and an acquisition cost of $500 or more is subject to periodic inspection by CMAP and the
GOVERNMENTAL BODY.
8. Method of Payment. Project expenditures are paid directly from federal and/or state or GOVERNMENTAL
BODY funds. Because CMAP is responsible for obtaining federal reimbursement for project expenditures, it
is necessary that CMAP monitor all procedures and documents which will be used to claim and support
project -related expenditures.
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9. Suspension. If the GOVERNMENTAL BODY fails to comply with the special conditions and/or the general
terms and conditions of this Agreement, CMAP may, after written notice to the GOVERNMENTAL BODY,
suspend the Agreement, pending corrective action by the GOVERNMENTAL BODY. If corrective action
has not been completed within sixty (60) calendar days after service of written notice of suspension, CMAP
shall notify the GOVERNMENTAL BODY in writing that the Agreement has been terminated by reason of
default in accordance with paragraph 10 hereof.
10. Termination.
a. This Agreement may be terminated in whole or in part in writing by either party in the event of
substantial failure (hereinafter termed "Termination by Default") by the other party to fulfill its
obligations under this Agreement through no fault of the terminating party, provided that no such
termination may be affected unless the other party is given (i) not less than seven (7) calendar days
written notice (delivered by certified mail, return receipt requested) of intent to Termination by
Default, and (ii) an opportunity for consultation with the terminating party prior to Termination by
Default.
b. This Agreement may be terminated in whole or in part in writing by CMAP for its convenience
(hereinafter termed "Termination for Convenience"), provided that the GOVERNMENTAL BODY is
given not less than seven (7) calendar days written notice (delivered by certified mail, return receipt
requested) of intent to terminate.
c. Upon notice of termination action pursuant to paragraphs (a) or (b) of this clause, CMAP shall (i)
promptly discontinue all services affected (unless the notice directs otherwise) and (ii) deliver or
otherwise make available to the GOVERNMENTAL BODY all data, drawings, specifications,
reports, estimates, summaries and such other information and materials as may have been
accumulated by CMAP in performing this Agreement, whether completed or in process.
11. Remedies. Except as may be otherwise provided in this Agreement, all claims, counterclaims, disputes
and other matters in question between CMAP and the GOVERNMENTAL BODY arising out of or relating to
this Agreement or the breach thereof will be decided by arbitration. If the parties hereto mutually agree, a
request for remedy may be sought from a court of competent jurisdiction within the State of Illinois, County
of Cook.
12. Equal Employment Opportunity_ The GOVERNMENTAL BODY and CMAP will comply with Executive
Order 11246 entitled "Equal Employment Opportunity," as amended by U.S. Department of Labor
regulations (41 CFR Part 60) and the Illinois Human Rights Act or the Rules and Regulations of the Illinois
Department of Human Rights. In connection with the execution of this Agreement, the GOVERNMENTAL
BODY and CMAP shall not discriminate against any employee or an applicant for employment because of
race, color, religion, sex, sexual orientation, marital status, national origin or ancestry, citizenship status,
age, physical or mental disability unrelated to ability, military status or an unfavorable discharge from
military service. The GOVERNMENTAL BODY and CMAP shall take affirmative actions to insure that
applicants are employed and that employees are treated during their employment without regard to their of
race, color, religion, sex, sexual orientation, marital status, national origin or ancestry, citizenship status,
age, physical or mental disability unrelated to ability, military status or an unfavorable discharge from
military service. Such actions shall include, but not be limited to, employment, promotion, demotion,
transfer, recruitment, recruitment advertising, layoff, termination, rates of pay, other forms of compensation,
and selection for training or apprenticeship. The GOVERNMENTAL BODY and CMAP shall cause the
provisions of this paragraph to be inserted into all subcontractors' work covered by this Agreement so that
such provisions will be binding upon each subcontractor, provided that such provisions shall not apply to
contracts or subcontracts for standard commercial supplies or raw materials.
13. Small and Minority Business Enterprise. In connection with the performance of this Agreement the
GOVERNMENTAL BODY will cooperate with CMAP in meeting its commitments and goals with respect to
the maximum utilization of small business and minority business enterprises, and will use its best efforts to
insure that small business and minority business enterprises shall have the maximum practicable
opportunity to compete for subcontract work under this Agreement.
Rev. 9/28/2017
14. Political Activity. No portion of funds for this Agreement shall be used for any partisan political activity or
to further the election or defeat of any candidate for public office.
15. Prohibited Interest.
a. No officer or employee of CMAP or the GOVERNMENTAL BODY and no member of its governing
body and no other public official of any locality in which the Project objectives will be carried out who
exercises any functions or responsibilities in the review or approval of the undertaking or carrying out of
such objectives shall (i) participate in any decision relating to any subcontract negotiated under this
Agreement which affects his or her personal interest or the interest of any corporation, partnership or
association in which he or she is, directly or indirectly, interested; or (ii) have any financial interest,
direct or indirect, in such subcontract or in the work to be performed under such contract.
b. No member of or delegate of the Illinois General Assembly or the Congress of the United States of
America, and no federal Resident Commissioner, shall be admitted to any share hereof or to any benefit
arising herefrom.
c. The GOVERNMENTAL BODY and CMAP warrants and represents that no person or selling agency
has been employed or retained to solicit or secure this Agreement, upon an agreement or
understanding for a commission, percentage, bonus, brokerage or contingent fee, or gratuity, excepting
its bona fide employees. For breach or violation of this warranty CMAP or the GOVERNMENTAL
BODY shall have the right to annul this Agreement without liability or, at its discretion, to deduct from the
Agreement price or consideration, or otherwise recover, the full amount of such commission, percentage
bonus, brokerage or contingent fee, or gratuity.
16. Conflict of Interest. In order to avoid any potential conflict of interest, the GOVERNMENTAL BODY and
CMAP agree during the term of this Agreement not to undertake any activities which could conflict directly
or indirectly with the interest of CMAP or the GOVERNMENTAL BODY. The GOVERNMENTAL BODY
shall immediately advise CMAP of any such conflict of interest. CMAP shall make the ultimate
determination as to whether a conflict of interest exists.
17. Ownership of Documents/Title of Work. All documents, data and records produced by the
GOVERNMENTAL BODY or CMAP in carrying out the obligations and services hereunder, without
limitation and whether preliminary or final, shall become and remain the property of CMAP and the
GOVERNMENTAL BODY. CMAP and the GOVERNMENTAL BODY shall have the right to use all such
documents, data and records without restriction or limitation and without additional compensation. All
documents, data and records utilized in performing research shall be available for examination by CMAP or
the GOVERNMENTAL BODY upon request. Upon completion of the services hereunder or at the
termination of this Agreement, all such documents, data and records shall, at the option of CMAP or the
GOVERNMENTAL BODY, be appropriately arranged, indexed and delivered to CMAP and the
GOVERNMENTAL BODY.
18. Publication. CMAP and the GOVERNMENTAL BODY shall have royalty -free, nonexclusive and
irrevocable license to reproduce, publish, disclose, distribute, and otherwise use, in whole or in part, any
reports, data or other materials specifically prepared under this Agreement, and to authorize other material
to do so. The GOVERNMENTAL BODY and CMAP shall include provisions appropriate to effectuate the
purpose of this clause in all subcontracts for work under this Agreement.
19. Confidentiality Clause. Any documents, data, records, or other information given to or prepared by the
GOVERNMENTAL BODY or CMAP pursuant to this Agreement shall not be made available to any
individual or organization without prior written approval by CMAP or the GOVERNMENTAL BODY. All
information secured in connection with the performance of services pursuant to this Agreement shall be
kept confidential unless disclosure of such information is approved in writing by CMAP or the
GOVERNMENTAL BODY. Nothing in these restrictions shall interfere with the lawful obligation to respond
to FOIA requests.
20. Reporting/Consultation. The GOVERNMENTAL BODY shall consult with and keep CMAP fully informed
as to the progress of all matters covered by this Agreement.
Rev. 8/28/2017
21. Identification of Documents. All reports, maps, and other documents completed as part of this
Agreement, other than documents exclusively for internal use within CMAP or the GOVERNMENTAL
BODY offices, shall carry the following notation on the front cover or a title page or, in the case of maps, in
the same area which contains the name of the GOVERNMENTAL BODY. "This material was prepared in
consultation with CMAP, the Chicago Metropolitan Agency for Planning, (http://www.cmap.illinois.gov)."
22. Force Majeure. Either party shall be excused from performing its obligations under this Agreement during
the time and to the extent that it is prevented from performing by a cause beyond its control including, but
not limited to: any incidence of fire, flood; acts of God; commandeering of material, products, plants or
facilities by the Federal, state or local government; national fuel shortage; or a material act of omission by
the other party; when satisfactory evidence of such cause is presented to the other party, and provided
further that such nonperformance is unforeseeable, beyond the control and is not due to the fault or
negligence of the party not performing.
23. Workers' Compensation Insurance. The GOVERNMENTAL BODY, CMAP and any subcontractors shall,
at their own expense, obtain and maintain Workers' Compensation insurance to cover persons employed in
connection with services under this agreement. The limits for the Worker's Compensation coverage shall
be no less than the statutory limits required by the State of Illinois. A certificate of insurance must be
included with this contract.
24. Independent Contractors. Contractor's relationship to CMAP and the GOVERNMENTAL BODY in the
performance of this Agreement is that of an independent contractor. Contractor's personnel performing
work under this Agreement shall at all times be under the contractor's exclusive direction and control and
shall be employees of contractor and not employees of CMAP or the GOVERNMENTAL BODY.
Contractor's shall pay all wages, salaries and other amounts due its employees in connection with this
Agreement and shall be responsible for all reports and obligations respecting them, including, but not
limited to, social security, income tax withholding, unemployment compensation, workers' compensation
insurance and similar matters
25. Federal, State and Local Laws. CMAP and the GOVERNMENTAL BODY warrant that in the
performance of this Agreement they shall comply with all applicable federal, state and local laws, statutes
and ordinances and all, lawful orders, rules and regulations promulgated thereunder. Since laws,
regulations, directives, etc. may be modified from time -to -time, CMAP and the GOVERNMENTAL BODY
shall be responsible for compliance as modifications are implemented. The CMAP or the
GOVERNMENTAL BODY'S failure to comply shall constitute a material breach of this contract.
26. Hold Harmless and Indemnity. The GOVERNMENTAL BODY shall indemnify, defend and hold harmless
CMAP, its officers, directors, employees and agents from and against any and all claims (including
attorney's fees and reasonable expenses for litigation or settlement) for any loss, or damages, bodily
injuries, including death, damage to or loss of use of property caused by the negligent acts, omissions or
willful misconduct of the GOVERNMENTAL BODY, its officers, directors, employees, agents,
subcontractors or suppliers, in connection with or arising out of the performance of this Agreement. CMAP
shall indemnify, defend and hold harmless the Government Body, its officers, directors, employees and
agents from and against any and all claims (including attorney's fees and reasonable expenses for litigation
or settlement) for any loss, or damages, bodily injuries, including death, damage to or loss of use of
property caused by the negligent acts, omissions or willful misconduct of the CMAP, its officers, directors,
employees, agents, subcontractors or suppliers, in connection with or arising out of the performance of this
Agreement.
27. Equal Employment Opportunities -- Affirmative Action Sexual Harassment. CMAP and the
GOVERNMENTAL BODY must comply with the Illinois Board of Human Rights Act and rules applicable to
public funds, including equal employment opportunity, refraining from unlawful discrimination, and having
written sexual harassment policies (775 ILCS 5/2-105).
28. International Boycott. The GOVERNMENTAL BODY and CMAP certify that neither or any substantially
owned affiliate is participating or shall participate in an international boycott in violation of the U.S. Export
Administration Act of 1979 or the applicable regulations of the U.S. Department of Commerce. This applies
to contracts that exceed $10,000 (30 ILCS 582).
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29. Forced Labor. The GOVERNMENTAL BODY and CMAP certify it complies with the State Prohibition of
Goods from forced Labor Act, and certifies that no foreign -made equipment, materials, or supplies
furnished to CMAP or the GOVERNMENTAL BODY under this Agreement have been or will be produced
in whole or in part by forced labor, or indentured labor under penal sanction (30 ILCS 583).
30. Subcontracts.
a. Any subcontractors or outside associates or contractors required by CMAP in connection with the
services covered by this Agreement will be limited to such individuals or firms as were specifically
identified and agreed to during negotiations. Any substitutions in or additions to such subcontractors,
associates or contractors will be subject to the prior approval of CMAP and the GOVERNMENTAL
BODY.
b. All subcontracts for work under this Agreement shall contain those applicable provisions which are
required in this Agreement.
c. The Contractor may not subcontract services agreed to under this Agreement without prior written
approval of CMAP and the GOVERNMENTAL BODY.
On July 16, 2015, The U.S. Department of Housing and Urban Development (hereinafter "HUD"), published its
final rule on 24 CFR Parts 5,91,92,570,575,576 and 903 on Affirmatively Furthering Fair Housing (hereinafter
"AFFH)" to affirmatively further the purposes of the Fair Housing Act, title VIII of the Civil Rights Act of 1968, that
requires participating jurisdictions and public housing authorities to develop Assessments of Fair Housing
(hereinafter "AFH").
The purpose of this intergovernmental agreement is to facilitate a means of cooperation and collaboration to
assist participating jurisdictions and public housing authorities in drafting a regional AFH.
The GOVERNMENTAL BODY shall perform and carry out in a satisfactory and proper manner, as determined
by CMAP, the following:
A. Resources. The project scope of work (Attachment 1), including staffing, timelines, public engagement
schedules, and commitment of other resources by CMAP or the GOVERNMENTAL BODY, will be
finalized prior to beginning work. All work performed by CMAP will be consistent with the scope of
work. Changes to the scope of work must be jointly agreed to by CMAP and the GOVERNMENTAL
BODY.
B. Data Sharing. The GOVERNMENTAL BODY will provide access to all relevant data, reports, and other
information that is necessary for CMAP to conduct its work within two weeks of receiving a request form
CMAP. The GOVERNMENTAL BODY will allocate sufficient time by its staff and leadership to interact
with CMAP on the activities in the scope of work and to review and comment on the materials
produced. The GOVERNMENTAL BODY commits to participate actively in the project, make time
available at relevant meetings for discussion, and involve its leadership in the project process.
C. Public Outreach. The GOVERNMENTAL BODY agrees actively to participate in and conduct public
outreach and engagement efforts, including assisting in disseminating project and meeting information,
attending, holding, and conducting public meetings, and providing key stakeholder contact information.
D. Plan Adoption. The GOVERNMENTAL BODY, shall facilitate the plan adoption process, including
scheduling, noticing, and holding local public hearings, as well as all scheduling, noticing, and holding of
adoption meetings. For CMAP to submit the completed AFH on behalf of the GOVERNMENTAL BODY,
the GOVERNMENTAL BODY shall have adopted the AFH no later than November 1, 2019.
Rev. 912812017
CMAP shall perform and carry out in a satisfactory and proper manner, the following:
A. Public Outreach. CMAP shall provide, in cooperation with the GOVERNMENTAL BODY, broad and
continuous public outreach which will include web surveys, small group discussions and large public
meetings. Public outreach activities shall be targeted to traditionally underrepresented populations.
B. Existing Conditions Report: CMAP shall conduct an assessment of the existing conditions of fair
housing in the region. This shall include, patterns of integration and segregation; racially or ethnically
concentrated areas of poverty; disparities in access to transit, jobs and economic opportunity; and
disproportionate housing needs.
C. Plan Development. CMAP shall, in cooperation with the GOVERNMENTAL BODY, provide
recommendations with regard to regional and local projects, programs and policies to address issues
identified during the existing conditions phase of the project.
D. Plan Adoption and HUD Review. CMAP shall, in cooperation with the GOVERNMENTAL BODY,
foster the local and regional plan adoption process. CMAP shall, in cooperation with the
GOVERNMENTAL BODY, facilitate open houses. CMAP shall also, in cooperation with the
GOVERNMENTAL BODY, submit final plans to HUD for review and acceptance.
E. PROJECT MANAGEMENT. CMAP will have lead responsibility for project management. CMAP shall in
all reasonable ways coordinate and work with the GOVERNMENTAL BODY staff as the project
proceeds. The GOVERNMENTAL BODY in all reasonable ways shall cooperate with CMAP and the
CONTRACTOR. CMAP shall require the CONSULTANT, if any, to provide GOVERNMENTAL BODY
with all of the CONSULTANTS deliverables at the same time they are delivered to CMAP. CMAP and
GOVERNMENTAL BODY shall notify the other of all scheduled PROJECT related meetings with the
CONSULTANT to enable the other to attend the meetings if desired.
Part 4. Compensation for Services,
The GOVERNMENTAL BODY agrees to the fee of $1,000, which will be paid in two installments. The FY18
installment payment, in the amount of $500.00, will be paid by the GOVERNMENTAL BODY to CMAP within
thirty (30) days of receipt of the invoice. The FY19 installment, in the amount of $500.00, will be paid by the
GOVERNMENTAL BODY to CMAP within thirty (30) days of receipt of the invoice. The invoices will be sent to
the person listed on ATTACHMENT 2.
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ATTACHMENT 1 Project Scope of Work
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ATTACHMENT 2;
Invoice Information
Name:
Address:
City: State: Zip:
Phone:
Email:
Return this completed form to:
Finance Department
Chicago Metropolitan Agency for Planning
233 S. Wacker Dr., Suite 800
Chicago, IL 60606
Rev. 9/28/2017
INTERGOVERNMENTAL MEMORANDUM OF UNDERSTANDING
AMONG
The City of Chicago (Entitlement)
The Chicago Housing Authority (PHA)
The Housing Authority of Cook County (PHA)
The County of Cook (Entitlement and HOME consortium lead)
The Village of Arlington Heights (Entitlement and HOME consortium member)
The City of Berwyn (Entitlement and HOME consortium member)
The Town of Cicero (Entitlement and HOME consortium member)
The Cicero Housing Authority (PHA)
The City of Des Plaines (Entitlement and HOME consortium member)
The City of Evanston (Entitlement)
The Village of Hoffman Estates (Entitlement and HOME consortium member)
The Maywood Housing Authority (PHA)
The Village of Mount Prospect (Entitlement and HOME consortium member)
The Village of Oak Lawn (Entitlement and HOME consortium member)
The Village of Oak Park (Entitlement and HOME consortium member)
The Oak Park Housing Authority (PHA)
The Village of Palatine (Entitlement and HOME consortium member)
The Park Forest Housing Authority (PHA)
The Village of Schaumburg (Entitlement and HOME consortium member)
The Village of Skokie (Entitlement)
FOR
THE 2020-2024 ASSESSMENT OF FAIR HOUSING
THIS AGREEMENT, entered this 1 day of November, 2017 by and among the following
Participants.
The City of Chicago (Entitlement)
The Chicago Hodsing Authority (PHA)
The Housing Authority of Cook County (PHA)
The County of Cook (Entitlement and HOME consortium lead)
The Village of Arlington Heights (Entitlement and HOME consortium member)
The City of Berwyn (Entitlement and HOME consortium member)
The Town of Cicero (Entitlement and HOME consortium member)
The Cicero Housing Authority (PHA)
The City of Des Plaines (Entitlement and HOME consortium member)
The City of Evanston (Entitlement)
The Village of Hoffman Estates (Entitlement and HOME consortium member)
The Maywood Housing Authority (PHA)
The Village of Mount Prospect (Entitlement and HOME consortium member)
The Village of Oak Lawn (Entitlement and HOME consortium member)
The Village of Oak Park (Entitlement and HOME consortium member)
The Oak Park Housing Authority (PHA)
The Village of Palatine (Entitlement and HOME consortium member)
Page 1
The Park Forest Housing Authority (PHA)
The Village of Schaumburg (Entitlement and HOME consortium member)
The Village of Skokie (Entitlement)
WHEREAS, The City of Chicago is a consolidated plan jurisdiction with a program year start
date of January 1, Chicago's next 5 -year consolidated plan cycle will begin in 2020.
WHEREAS, the Chicago Housing Authority is a public housing authority with a fiscal year
beginning date of January 1. The Chicago Housing Authority is a Moving to Work agency, with
a report due to HUD annually.
WHEREAS, the Housing Authority of Cook County is a public housing authority with a fiscal
year beginning date of October 1. The Housing Authority of Cook County's next 5 -year PHA
plan will begin in 2018.
WHEREAS, The County of Cook is a consolidated plan jurisdiction with a program year start
date of October 1. The County of Cook's next 5 -year consolidated plan cycle will begin in 2020.
WHEREAS, The Village of Arlington Heights is a consolidated plan jurisdiction with a program
year start date of October 1. The Village of Arlington Heights's next 5 -year consolidated plan
cycle will begin in 2020.
WHEREAS, The City of Berwyn is a consolidated plan jurisdiction with a program year start
date of October 1. The City of Berwyn's next 5 -year consolidated plan cycle will begin in 2020.
WHEREAS, The Town of Cicero is a consolidated plan jurisdiction with a program year start
date of October 1. The Town of Cicero's next 5 -year consolidated plan cycle will begin in 2020.
WHEREAS, the Cicero Housing Authority is a public housing authority with a fiscal year
beginning date of January 1. The Cicero Housing Authority's next 5 -year PHA plan will begin in
2020.
WHEREAS, The City of Des Plaines is a consolidated plan jurisdiction with a program year start
date of October 1. The City of Des Plaines's next 5 -year consolidated plan cycle will begin in
2020.
WHEREAS, The City of Evanston is a consolidated plan jurisdiction with a program year start
date of January 1. The City of Evanston's next 5 -year consolidated plan cycle will begin in 2020.
WHEREAS, The Village of Hoffman Estates is a consolidated plan jurisdiction with a program
year start date of October 1. The Village of Hoffman Estates' next 5 -year consolidated plan cycle
will begin in 2020.
WHEREAS, the Maywood Housing Authority is a public housing authority (PHA) with a fiscal
year beginning date of January 1. The Maywood Housing Authority's next 5 -year PHA plan will
begin in
Page 2
WHEREAS, The Village of Mount Prospect is a consolidated plan jurisdiction with a program
year start date of October 1. The Village of Mount Prospect's next 5 -year consolidated plan cycle
will begin in 2020.
WHEREAS, The Village of Oak Lawn is a consolidated plan jurisdiction with a program year
start date of October 1. The Village of Oak Lawn's next 5 -year consolidated plan cycle will
begin in 2020.
WHEREAS, The Village of Oak Park is a consolidated plan jurisdiction with a program year
start date of October 1. The Village of Oak Park's next 5 -year consolidated plan cycle will begin
in 2020.
WHEREAS, the Oak Park Housing Authority is a public housing authority with a fiscal year
beginning date of January 1. The Oak Park Housing Authority's next 5 -year PHA plan will begin
in 2020.
WHEREAS, The Village of Palatine is a consolidated plan jurisdiction with a program year start
date of October 1. The Village of Palatine's next 5 -year consolidated plan cycle will begin in
2020.
WHEREAS, the Park Forest Housing Authority is a public housing authority with a fiscal year
beginning date of July 1. The Park Forest Housing Authority's next 5 -year PHA plan will begin
in 2020.
WHEREAS, The Village of Schaumburg is a consolidated plan jurisdiction with a program year
start date of October 1. The Village of Schaumburg's next 5 -year consolidated plan cycle will
begin in 2020.
WHEREAS, The Village of Skokie is a consolidated plan jurisdiction with a program year start
date of May 1. The Village of Skokie's next 5 -year consolidated plan cycle will begin in 2020.
WHEREAS, the above Participants are subject to the affirmatively furthering fair housing
requirements found at 24 CFR §§5.150 through 5.180 and required to submit an Assessment of
Fair Housing (AFH).
WHEREAS, the Participants wish to collaborate to develop the AFH, in accordance with that
certain Chicago -Cook County Assessment of Fair Housing Scope, attached hereto and
incorporated herein by reference.
WHEREAS, the Participants wish to work with the Chicago Metropolitan Agency for Planning
and its partners, the Metropolitan Planning Council and the Chicago Area Fair Housing Alliance,
to produce a joint/regional AFH.
WHEREAS, the AFH may be approached more effectively and economically through the
collaborative efforts of the parties.
Page 3
NOW, THEREFORE, it is agreed between the parties hereto that:
LEAD ENTITY
The County of Cook will serve as the lead entity of the collaboration and will be responsible for
submitting the joint/regional AFH to HUD on behalf of all the collaborating Participants.
PROGRAM YEAR/FISCAL YEAR ALIGNMENT
Collaborating Participants have, to the extent practicable, attempted to align program and fiscal
years, as applicable, in accordance with the regulations at 24 CFR part 91, for consolidated plan
program participants, or 24 CFR part 903, for PHAs. Alignment of program and fiscal years is
not possible, therefore the AFH will be submitted in accordance with the lead entity's
consolidated plan cycle. The County of Cook's due date is January 5, 2020.
ROLES/RESPONSIBILITIES OF PARTICIPANTS
Assessment ol'Fair Ilous n
Participants will collaborate on the completion of the AFH. The responsibilities of the
Participants are as follows:
1. Participants will be accountable for any applicable analysis and any applicable joint goals and
priorities included in the submitted AFH. Participants will also be accountable for their
individual analysis, goals and priorities to be included in the submitted AFH.
2. Each Participant commits to enter into an Intergovernmental Agreement with the Chicago
Metropolitan Agency for Planning regarding payment for the development of the joint\regional
AFH. Participants agree to pay invoices according to internal financial policies. Cost of the
AFH has been allocated amongst each Participant as follows.
..... ._
Assessment geography
Total Cost
December
................
December
2017
2018
City of Chicago
$75,000
$37,500
$37,500
Chicago Housing Authority
$75,000
$37,500
$37,500
City of Evanston
$13,000
$6,500
$6,500
Village of Skokie
$12,000
$6,000
$6,000
County of Cook
$33,400
$16,700
$16,700
�_._._.
.. ......... y._
HousingAuthorityof Cook Count
$50,000
$25,000
$25,000
Village of Arlington Heights
$1,000
$500
$500
City of Berwyn
$2,500
$1,250
$1,250
Town of Cicero
$3,600
$1,800
$1,800
Page 4
City of Des Plaines
....._. _ �..._.. _.... ___...._
$1,000 $500
._ ...._
$500
Village of Hoffman Estates
$1,000 $500
. _.............
$5_00
Village of Mount Prospect
._....._...��.�._.
$1,000 $500
�-.V.ww......
$500
Village of Oak Lawn
..................__
$1,000 $500
.
$500
Village of Oak Park
$3,500 $1,750
_ $1,750
Village of Palatine
$1000 $500
$500
Village of Schaumburg
$1,000 $500
$500
Maywood Housing Authority
$3,000 $1,500
$1,500
Park Forest Housing Authority
$3,000 $1,500
$1,500
Oak Park Housing Authority
$3,000 $1,500
$1,500
Cicero Housing Authority
$3,000 $1,500
$1,500
$287,000.00
SPECIAL CONDITIONS
1. The entitlements and PHAs designate the County of Cook as the lead entity (LE) for the
joint/regional AFH. While all entitlements and PHAs are accountable for the analysis and will
sign the AFH submitted document to HUD, the County of Cook will oversee the submission of
the regional AFH. The County of Cook's next Consolidated Plan cycle will be October 1, 2020 -
September 30, 2025. The joint/regional AFH will be due to HUD on January 5, 2020.
2. The entitlements and PHAs intend to commit financial resources, subject to
appropriations/budget, to assist in compiling the joint/regional AFH, as specified above
3. The entitlements and PHAs hereto shall comply with all federal and state laws regarding
discrimination and shall prohibit unlawful discrimination on the basis of race, color, religion,
national origin, sex, disability, familial status, ancestry, creed, marital status and/or sexual
orientation. Each entitlement and PHA will comply with any additional local laws regarding
discrimination.
4. This Agreement may not be assigned without prior written approval of the parties hereto.
WITHDRAWAL
Any Participant may withdraw from the collaboration with 30 days' written notice via certified
mail to the other participants.
The withdrawing Participant must promptly notify HUD of its withdrawal from the
collaboration.
The withdrawing Participant will be financially obligated to the Chicago Metropolitan Agency
for Planning for the total cost in the table.
SEVERABILITY
Page 5
If any provision of this Agreement is held invalid, the remainder of the Agreement shall not be
affected thereby and all other parts of this Agreement shall nevertheless be in full force and
effect.
SECTION HEADINGS AND SUBHEADINGS
The section headings and subheadings contained in this Agreement are included for convenience
only and shall not limit or otherwise affect the terms of this Agreement.
ENTIRE' AGREEMENT
This Agreement between the Participants for the submission of the 2020-2024 AFH, supersedes
all prior or contemporaneous communications and proposals, whether electronic, oral, or written
between the Participants with respect to this Agreement. By way of signing this Agreement, the
Program Participants are bound to perform the duties and obligations within this Agreement. No
amendment or modification of this Agreement shall be valid unless the same is in writing and
executed by all the parties hereto, and then only to the extent set forth in said writing. Any
amendment to this Agreement must be submitted to HUD.
This Agreement will remain effective until July 31, 2020 or until supplanted by a new
agreement, whichever comes first.
IN WITNESS WHEREOF, the Parties have executed this contract as of the date first written
above.
For City of Chicago
Signature Type or Print Name of Authorized Representative Date
Attest
Signature Type or Print Name of Authorized Representative Date
For Chicago Housing Authority
Signature Type or Print Name of Authorized Representative Date
Page 6
Attest
Signature
For County of Cook
Signature
Attest
Signature
For Housing Authority of Cook County
Signature
Attest
Signature
For Village of Arlington Heights
Signature
Attest
Signature
For City of Berwyn
Signature
type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Page 7
Attest
Signature
For Town of Cicero
Signature
Attest
Signature
For Cicero Housing Authority
Signature
Attest
Signature
For City of Des Plaines
Signature
Attest
Signature
For City of Evanston
Signature
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Page 8
Attest
Signature
For Village of Hoffman Estates
Signature
Attest
Signature
For Maywood Housing Authority
Signature
Attest
Signature
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
F Vii ge of Mo Prospect l •/
.oL9
Signature Type or Print Name of Authorized Representative Date
Attest
.GG(.0 � yr aS In�1�� 13-
Signature Type or Print Name od Authorized Representative Date
For Village of Oak Lawn
Signature
Type or Print Name of Authorized Representative Date
Page 9
Attest
Signature Type or Print Name of Authorized Representative Date
For Village of Oak Park
Signature
Attest
Signature
For Oak Park Housing Authority
Signature
Attest
Signature
For Village of Palatine
Signature
Attest
Signature
For Park Forest Housing Authority
Signature
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Type or Print Name of Authorized Representative Date
Page 10
Attest
Signature
For Village of Schaumburg
Type or Print Name of Authorized Representative
Signature Type or Print Name of Authorized Representative
Attest
Signature Type or Print Name of Authorized Representative
For Village of Skokie
Signature Type or Print Name of Authorized Representative
Attest
Signature Type or Print Name of Authorized Representative
Date
Date
Date
Date
Date
Page 11
Chicago -Cook County Assessment of Fair Housing
Scope
September 2017
In the summer of 2015, the U.S. Department of Housing and Urban Development (HUD)
published a new rule on affirmatively furthering fair housing. The new rule requires
entitlements and public housing authorities (PHAs) to produce an Assessment of Fair Housing
(AFH). Cook County includes 21 different entitlements and housing authorities that will need to
produce an AFH.
HUD encourages local entities to collaborate on regional AFH. Collaboration offers numerous
potential benefits. Entitlements and PHAs can more efficiently and effectively meet federal fair
housing requirements, often at a cost -savings to previous fair housing analyses. An AFH for all
of Cook County allows participants to utilize the ongoing work of high-capacity civic
organizations to define and assess equity related topics at a regional scale. This scope outlines
the partners, roles, process, geography, and timeframe for the development of an AFH for all of
Cook County.
Timeframe
Under the rule, the participants must choose one lead entity for the submission of the plan. That
lead entity must be an entitlement or PHA. The due date for all participants will be that of the
lead entity. The due date for the county -wide AFH does not change the due dates for
consolidated plans or PHA five year plans. The official HUD due date for the AFH will be
January 5, 2020. The project will start on November 1, 2017.
Partners and roles
Lead entity- All entitlements and PHAs participating in this AFH must designate,
through an IGA, a jurisdiction to serve as the lead entity. Beyond setting the due date for
the AFH, the lead entity must also oversee the submission (including in the HUD
designated system) of the AFH on behalf of all participants along with addressing
follow-up inquiries about the effort. Cook County will serve as the lead entity for this
project. The official HUD due date for the AFH will be January 5, 2020.
Entitlements- Both municipal and county entitlements are partners in this project. Such
participation may take many forms depending on interest and capacity. Staff members
and elected officials will spend time participating in meetings, reviewing deliverables,
and conducting local outreach. Moreover, entitlements will be expected to provide
funding to support the project. The collaborative nature of this project is expected to
reduce the cost of compliance for most entities. The following entitlements are
voluntarily participating in this project: Chicago, Cook County, Arlington Heights,
Berwyn, Cicero, Des Plaines, Evanston, Hoffman Estates, Mount Prospect, Oak Lawn,
Oak Park, Palatine, Schaumburg, and Skokie.
Page 12
PHAs- Under the rule, a PHA must also produce an AFH. Much like with entitlements,
this scope envisions that PHA staff and officials will participate in meetings, review
deliverables, and conduct local outreach. PHAs will be expected to provide funding to
support completion of the project. This is a new cost for PHAs, as they have not
conducted such fair housing planning in the past. The following PHAs are voluntarily
participating in this project: Chicago Housing Authority, Housing Authority of Cook
County, Cicero Housing Authority, Maywood Housing Authority, Oak Park Housing
Authority, and Park Forest Housing Authority.
Chicago Metropolitan Agency for Planning- CMAP is the official regional planning
organization for the northeastern Illinois counties of Cook, DuPage, Kane, Kendall,
Lake, McHenry, and Will. CMAP developed and now guides implementation of the GO
TO 2040 comprehensive regional plan, and also developed the region's Fair Housing
and Equity Assessment (FHEA) as part of a Sustainable Communities Regional Planning
grant. CMAP will provide of technical assistance to develop the AFH and oversee the
participation of other civic organizations.
Civic organizations- The following civic organizations will assist entitlements and PHAs
with the development of an AFH: Chicago Area Fair Housing Alliance and the
Metropolitan Planning Council (MPC). These groups will provide specialized assistance
on key topic areas ranging from fair housing complaints and compliance to
development of new metrics and national best practices around equity issues.
Project Team
The day-to-day operation and oversight of the project will be managed by a project team
composed of CMAP, participating civic organizations, one Cook County representative, one
City of Chicago representative, one Chicago Housing Authority representative, one Housing
Authority of Cook County representative, one municipal PHA, and one municipal entitlement.
The Project Team will meet regularly to discuss progress on the project, upcoming steps, and
share completed work product between the parties.
Steering Committee
To represent the considerations of the many parties involved in development of the AFH, a
steering committee will provide feedback to the Project Team throughout the planning process.
This broad group will consist of one representative from each participating entitlement or PHA.
The steering committee will review all draft documents in advance of public release and/or
legislative review/approval.
Page 13
Tasks
1. Pre -kickoff work
Before the project formally kicks off, several steps must be completed. These activities will occur
prior to the "formal' project initiation in November 2017. These tasks include the following.
• The governing body of each participating entity will need to approve a resolution
expressing support for the project and authorizing participation.
• All participants must sign an agreement that explains expectations for the relationship
between the participants, project management, access to resources, contribution of local
funding to support the project, etc. The agreement will need to be signed before the
project formally begins.
• All participants must sign individual agreements with CMAP that explain expectations
for the relationship between CMAP and the various the participants, project
management, access to resources, contribution of local funding to support the project,
etc. The agreement will need to be signed before the project formally begins.
• CMAP will notify HUD via letter which parties are participating in the AFH and submit
copies of the agreements.
2. Outreach
Strong public outreach that goes beyond HUD statutory requirements will be a backbone of this
project. To accomplish this, outreach will take place in three distinct parts.
• Initially public outreach will occur through large activities. CMAP will use the online
survey site MetroQuest to develop an English and Spanish survey that can be used
throughout the County to assess the fair housing issues that are of greatest concern.
Concurrent with the MetroQuest site, CMAP will work with partners to facilitate seven
workshops, three in the City and four in the County. Some entitlements and PHAs will
want to ensure that a workshop is being held in their community. As such, CMAP will
prepare "meeting in a box" materials that project partners can use to conduct additional
workshops using the same materials and format. Work in this phase will include
outreach trainings for entitlements, PHAs, and service organizations to ensure that each
can serve as viable partners to ensure participation from a wide array of stakeholders.
The second phase of outreach will primarily consist of topical focus groups throughout
the City and County. At the conclusion of the initial round of outreach activities, the
Project Team will review who participated in the various events. Those findings will
help guide the focus groups for phase two, ensuring that all are given the opportunity to
participate, including the following groups highlighted by HUD. The need for outreach
in languages other than English and Spanish will be considered on a case-by-case basis.
o State or local fair housing
agencies and organizations
o Tenant organizations
o Community-based
organizations that represent
protected class populations
o Faith -based organizations
Page 14
o Public and private agencies
that provide social services
o Philanthropic organizations
o Resident Advisory boards for
participating PHAs
o State and local universities
o Disability advocacy groups
o Public, private, and non-
profit housing providers
o Realtors
o Property management
companies
o Lenders
o Ex-offenders/criminal justice
groups
o Continua of Care
o Human Rights Commissions
o Private developers
As in phase one, CMAP will prepare "meeting in a box" materials that project partners
can use to conduct focus groups using the same materials and format. Users of the
"meeting in a box" materials will be responsible for timely reporting of meeting
outcomes for integration into the larger effort.
The final phase of public outreach would occur as the plan is finalized and approved.
Seven open houses would be held, three in the City and four in the County, for parties to
review and comment on the draft plan. All of these open houses would occur during a
30 day public comment period. After comments received during the open houses and
the 30 day public comment period are integrated into the document, each entitlement
and PHA would need to proceed with local approval, which would need to include a
formal public hearing.
Beyond the specific outreach tasks identified above, CMAP and other civic partners on this
project are always conducting outreach in the region for various projects and it is assumed that
outreach from those activities would also be brought to bear on this project. In particular,
CMAP is in the process of creating ON TO 2050, the region's next comprehensive plan. Topics
being researched as part of ON TO 2050 include housing choice, inclusive growth, resilience,
and disinvested areas. Findings from ON TO 2050 will be utilized in AFH development.
CMAP will create and host a dedicated project webpage containing information on the planning
process and key deliverables. Each PHA and entitlement will need to include a link from their
own website to the CMAP project webpage. Materials posted on the webpage may include
project announcements, upcoming meeting dates, meeting materials, draft documents for
review, online surveys, etc. CMAP will be responsible for posting the material and keeping the
page up-to-date.
All public outreach collected during the process will be summarized in an outreach document
that will be an appendix to the plan. This will include a description of outreach activities;
approach to reaching various populations, including underrepresented populations; a list of
people/organizations who participated during the planning process; a summary of the feedback
received throughout the process; and a log of all comments received during the open houses
Page 15
and public comment period, including a summary of any comments, views, and
recommendations not accepted by entitlements and PHAs and the reasons for non-acceptance.
3. Existing conditions analysis
An important interim product is the "existing conditions report." This document will discuss
the existing conditions of fair housing, including patterns of integration and segregation;
racially or ethnically concentrated areas of poverty; disparities in access to transit, jobs, and
economic opportunity; and disproportionate housing needs. The project team will prepare the
existing conditions analysis, with data support and review from the entitlements and PHAs.
Entitlements and PHAs accountable for their individual analysis along with that of a joint
regional analysis. Participating in a county -wide AFH does not relieve each entitlement or
PHAs of its obligation to analyze and address local and regional fair housing issues and
contributing factors that affect fair housing choice.
Given this, the existing conditions report will include one regional analysis of fair housing
conditions in the region and local assessments for individual participants. See thean 4z_ s` Cilyr.
Metropolitan litan .rea AM as a potential model. The analysis will include the following:
• A demographic summary that includes an analysis on patterns of segregation and
integration locally and regionally and factors that that significantly impact
segregation/integration.
• Identification of Racially or Ethnically Concentrated Areas of Poverty (R/ECAPs),
disparities in access to opportunity, and disproportionate housing needs, and factors
that significantly impact the presence of these issues.
• An analysis of publicly supported housing in terms of location, demographics,
occupancy, and access to opportunity, along with the identification of factors that
significantly impact the existing conditions.
• An analysis of the presence, location, and access to opportunity of persons with
disability, along with the identification of factors that significantly impact the existing
conditions.
• An assessment of the current fair housing ecosystem, including the capacity of
individual jurisdictions to conduct fair housing outreach or enforcement, whether
themselves or through a local partner, along with the identification of factors that
significantly impact the existing conditions.
Local data will be used to supplement HUD provided data. The Lead Entity will be responsible
for helping CMAP and other consultants access the HUD provided data. Supplemental data
will be identified in many ways, including through Task 2. The Project Team also anticipates
using data developed in ongoing planning activities to inform the existing conditions analysis,
including ON TO 2050, MPC's Cost of Segregation project, and the FHEA.
Page 16
4. Plan development
Task 4a: Key recommendations memo
Before the plan is drafted, the Project Team will prepare a memo describing the key
recommendations that are expected to be contained in the plan. The memo will include both fair
housing goals and priorities applicable to all participants and local fair housing goals and
priorities applicable to each individual participant. The purpose of the memo is to provide each
participant with a summary of key recommendations before much time is spent writing them in
detail; if there are significant problems with any elements of the report, they should surface at
this point. Individual memos will be prepared for each participant. At least one Steering
Committee meeting is envisioned to discuss the county -wide recommendations. Each
participant will be responsible for determining the preferred local process to vet the memo.
Task 4b: Draft plan
The findings from community outreach and the existing conditions report along with the
recommendations memos will be synthesized into a draft AFH. The AFH must be submitted via
the online HUD assessment tool. CMAP and the Lead Entity will work closely with the rest of
the Project Team create a draft AFH that follows the proscribed HUD framework. The Steering
Committee will be responsible for reviewing and providing feedback on the drafts of the AFH
during this phase of the project.
Task 4c: Graphic Design
To supplement the official HUD version of the plan that will be submitted online, CMAP will
take contents of the draft plan to create one easy -to -read and graphically rich summary. The
graphic document will cover public involvement, key findings, and local and county -wide
recommendations.
5. Plan approval
Task 5a: Open houses and comment period
As noted under Task 2, the Project Team will hold seven open houses, three in the City and four
in the County, for parties to review and comment on the draft plan. All of these open houses
would occur during a 30 day public comment period. The Project Team will finalize the plan
after the close of the comment period.
Task 5b: Public hearings
Public hearings will be held on the finalized plan as needed in each entitlement and PHA. Each
PHA and entitlement is responsible for all noticing related to the public hearing. The Project
Team will provide support as necessary.
Task 5c: Approval
Each participating PHA and entitlement will formally approve the AFH. Each PHA and
entitlement is responsible for all noticing related to the approval meeting. The Project Team will
provide support as necessary.
Page 17
Task 5d: HUD submission and approval
After the plan has been approved by all parties, the AFH must be submitted to HUD. The Lead
Entity will be responsible for submission to HUD, including the uploading of all materials in
the HUD submission system.
HUD will either approve the AFH or provide a response letter noting required changes within
60 days of submission. HUD may accept a regional AFH for some participants, but not accept
the regional AFH for others. The Project Team will work with any participants for whom the
regional AFH was not accepted by HUD to address any changes and resubmit within the
designated response period.
Page 18
9,
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