(a) For purposes of this subchapter, the following definitions apply:
  (1) Business day--A day that is not a Saturday, Sunday, or federal legal holiday. In computing a period of business days, the first day is excluded and the last day is included. If the last day of any period is a Saturday, Sunday, or federal legal holiday, the period is extended to include the next day that is not a Saturday, Sunday, or federal legal holiday.
  (2) HHSC--Texas Health and Human Services Commission, or its designee.
  (3) Local resettlement agency--As defined by 45 C.F.R. §400.2, means a local affiliate or subcontractor of a national voluntary agency that has entered into a grant, contract, or cooperative agreement with the United States Department of State or other appropriate federal agency to provide for the reception and initial placement of refugees in the United States.
  (4) National voluntary agency--As defined by 45 C.F.R. §400.2, means one of the national resettlement agencies or a state or local government that has entered into a grant, contract, or cooperative agreement with the United States Department of State or other appropriate federal agency to provide for the reception and initial placement of refugees in the United States.
(b) A local resettlement agency must convene meetings at least quarterly at which representatives of the local resettlement agency have an opportunity to consult with and obtain feedback regarding proposed refugee placement from, at a minimum:
  (1) local governmental entities and officials, including:
    (A) municipal and county officials;
    (B) local school district officials; and
    (C) representatives of local law enforcement agencies; and
  (2) community stakeholders, including:
    (A) major providers under the local health care system; and
    (B) major employers of refugees.
(c) In addition to the quarterly meetings held under subsection (b) of this section, local governmental entities and community stakeholders may request to meet with a local resettlement agency regarding refugee placement.
  (1) A local resettlement agency must respond within ten business days to a request from a local governmental entity or community stakeholder to meet.
  (2) If a request for a meeting is denied, the response must be in writing and the reason for denial must be clearly stated.
  (3) A copy of the denial must be submitted to HHSC by the local resettlement agency no later than three business days after it is sent to the local governmental entity or community stakeholder.
(d) To facilitate consultation and effective feedback, local governmental entities and community stakeholders may request information from a local resettlement agency related to the resettlement process.
  (1) A local resettlement agency must respond within ten business days as to whether a request for information from a local governmental entity or community stakeholder will be granted.
  (2) If the request is granted, the local resettlement agency must provide the requested information no later than twenty business days from the date of the receipt of the request, to the extent not otherwise prohibited by state or federal law.
  (3) If a request for information is denied, the response must be in writing and the reason for denial must be clearly stated.
  (4) A copy of the denial must be submitted to HHSC by the local resettlement agency no later than three business days after it is sent to the local governmental entity or community stakeholder.
(e) A local resettlement agency must consider all feedback obtained in community consultation meetings under subsections (b) and (c) of this section in reporting annual refugee placement information to the local refugee resettlement agency's national voluntary agency for purposes of 8 U.S.C. Section 1522(b)(7)(E).
(f) A local resettlement agency must provide HHSC, local governmental entities and officials, and community stakeholders described under subsection (b) of this section a copy of proposed annual refugee placement data for purposes of 8 U.S.C. Section 1522(b)(7)(E).
(g) A local resettlement agency must develop and submit a final annual report to the local refugee resettlement agency's national voluntary agency and for HHSC that includes a summary regarding how community stakeholder input contributed to the development of an annual refugee placement report for purposes of 8 U.S.C. Section 1522(b)(7)(E).
(h) A local resettlement agency must provide HHSC with the preliminary number of refugees the local resettlement agencies recommend to the national voluntary agencies for placement throughout the State of Texas.
(i) In addition to applicable requirements specified in Subchapter B of this chapter (relating to Contractor Requirements for the Refugee Cash Assistance Program), Subchapter C of this chapter (relating to Program Administration for the Refugee Cash Assistance Program), and Subchapter E of this chapter (relating to Refugee Medical Assistance), a contract with a local resettlement agency to provide Refugee Cash Assistance services must comply with the requirements of this subchapter.

Source Note: The provisions of this §375.701 adopted to be effective May 1, 2016, 41 TexReg 2945