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HUD provides rules and requirements for Community Development Block Grant Disaster Recovery (CDBG-DR) program community outreach, however it’s up to grantees to design a citizen engagement program that best meets their community’s needs. Grantees can find creative ways to communicate with their residents, but they still must stay within HUD’s parameters to ensure full compliance.

Review these tips on outreach and citizen participation compliance requirements prior to developing your plan to help ensure you are compliant with HUD’s requirements yet meet the unique needs of your community.

Read the citizen participation plan requirements outlined in the Federal Register notice issued for your CDBG-DR allocation.

• The Federal Register notice will outline the specific outreach and citizen engagement requirements applicable to your program, in addition to any waivers and alternative requirements.
  • HUD may issue waivers to reduce the Action Plan comment period length, remove the public hearing requirements, and remove consolidated plan update requirements, among others.
  • See the citizen participation waiver and alternative requirements in the Federal Register notice issued for 2017 disaster CDBG-DR grantees for an example.

Advertise and make your Action Plan accessible.

• Typically, HUD requires grantees to hold a public hearing for comment on the Action Plan, and one for any substantial amendments made to the Action Plan.
• HUD requires that grantees post their Action Plan, and any subsequent substantial amendments, to their disaster recovery website.
• Notice of the public hearing and any citizen participation events must be published in local newspapers and documented to HUD. The process for advertising these events should be outlined in your Action Plan, including which papers will you publish in and when.

Respond to all public comments in a timely manner.

• Grantees are required to consider all public comments on the Action Plan, and to submit with the Action Plan a summary of comments and responses made to each.
  • For an example, see State of North Carolina CDBG-DR Action Plan – Attachment 2: Consideration of Public Comments (page 81).

Establish a policy for addressing complaints in a timely manner.

• HUD requires a “timely written response” to every citizen complaint. The exact time frame will be provided in the Federal Register notice.
• The program administrator typically is responsible for responding to public comments.
• Public comments can range from, “Why aren’t you rehabilitating my neighborhood” to, “Why do I only get a $100,000 grant when my need is $300,000.”

Document all communications efforts.

• For a public hearing, you must provide HUD with information on where and when the meeting was held, who showed up, and what was discussed.
  • Have a sign-in sheet available at every public hearing. If there are no citizens, simply let HUD know that no members of the public were present at the meeting.
  • Submit your press release for the hearing as documentation of when and where the meeting was held.

Offer options for Limited English Proficient (LEP) individuals and residents with disabilities.

• Not only is this a HUD requirement, but it’s important to reach all members of the community to determine their unmet recovery needs and how the CDBG-DR funding can help.
• Provide interpreters at public hearings and meetings if necessary.
• See the communication requirements for persons with disabilities in 24 CFR 8.6

Keep your CDBG-DR program website updated.

• HUD requires that all grantees create and maintain a website that provides the information outlined by HUD in the Federal Register notice issued for your CDBG-DR allocation.
• Typically, the following information is required:
  • details of all contracts
  • ongoing procurement policies
  • public facing program descriptions
  • applications, and appeal processes
  • Action Plan and all amendments
  • all quarterly performance reports

See more CDBG-DR outreach tips on using a variety of outreach communications methods.