25-2270 Adopt the City of Longwood Citizen Participation Plan ORDINANCE NO. 25-2270
AN ORDINANCE OF THE CITY OF LONGWOOD, FLORIDA,APPROVING THE
CITIZEN PARTICIPATION PLAN; PROVIDING FOR SEVERABILITY,
CONFLICTS, CODIFICATION, AND AN EFFECTIVE DATE.
WHEREAS, the City has the authority under the City Charter, Section 2(b), Article VIII of
the State Constitution, and Section 166.021(1), Florida Statutes, to exercise any power for
municipal purposes except where expressly prohibited by law; and
WHEREAS, the United States Department of Housing and Urban Development requires
that local governments adopt citizen participation plans as a prerequisite for receiving federal
housing grants; and
WHEREAS, such citizen participation plans must conform to the requirements described
in 24 CFR 91.105; and
WHEREAS,the City of Longwood has drafted a Citizen Participation Plan that conforms to
the requirements of 24 CFR 91.105; and
WHEREAS, the City of Longwood's Citizen Participation Plan requires approval and
adoption by the City Commission; and
WHEREAS, the City Commission of the City of Longwood finds that this Ordinance
approving and adopting the Citizen Participation Plan is in the interests of the public health,
safety, and welfare.
NOW, THEREFORE, BE IT ORDAINED by the City Commission of the City of Longwood,
Florida, that:
SECTION 1. Recitals. The foregoing recitals are hereby ratified and confirmed as being
true and correct and are hereby made a part of this Ordinance.
SECTION 2. Citizen Participation Plan Approval. The City Commission hereby approves
and adopts the Citizen Participation Plan, attached to this Ordinance as Exhibit "A."
SECTION 3. Severability. If any section, subsection, sentence, clause, phrase, word or
provision of this Ordinance is for any reason held invalid or unconstitutional by any court of
competent jurisdiction, whether for substantive, procedural, or any other reason, such
Ordinance No.25-2270
Page 1 of 2
portion shall be deemed a separate, distinct and independent provision, and such holding shall
not affect the validity of the remaining portions of this Ordinance.
SECTION 4. Conflicts. In the event of a conflict or conflicts between this Ordinance and
any other ordinance or provision of law, this Ordinance controls to the extent of the conflict, as
allowable under the law.
SECTION 5. Effective date. This Ordinance shall become effective immediately
upon adoption by the City Commission of the City of Longwood, Florida.
FIRST READING: August 4, 2025.
SECOND READING: August 18, 2025.
ADOPTED this 18th day of August, 2025, by the City Commission of the City of Longwood,
Florida.
CITY COMMISSION OF THE CITY OF LONGWOOD,
FLORI
Brian D. Sackett, o .yor
ATTEST:
Liane Cartagena, Acting City Clerk
Ap as form and legality for the use and reliance of the City of Longwood, Florida only.
Daniel W. L , y ttorney
Ordinance No.25-2270
Page 2 of 2
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LONGWOOD
Florida
CITY OF LONGWOOD
COMMUNITY DEVELOPMENT BLOCK GRANT
CITIZENS PARTICIPATION
PLAN & COMPLAINT POLICY
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1 , Citizen Participation Plan January 2025
Table of Contents
INTRODUCTION 3
PURPOSE OF THE CITIZEN PARTICIPATION PLAN (CPP) 3
- Citizen's Participation 3
- Development of the Plan 5
ACCESSIBILITY OF THE CITIZENS PARTICIPATION PLAN 5
- Citizen's Participation 6
- Public Notices 6
- Consolidated Annual Performance Evaluation Report(CAPER) 7
- Public Hearings 7
- Meetings 8
ACCESS TO RECORDS 9
TECHNICAL ASSISTANCE 9
COMPLAINTS 9
CHANGES TO THE CCP 9
2 I Citizen Participation Plan January 2025
Citizen Participation Plan
INTRODUCTION
The City of Longwood Citizen Participation Plan(CPP) outlines ways in which the citizens of the
City can participate in the planning, development, and implementation of its Community
Development Block Grant (CDBG) programs. A Citizen Participation Plan (CPP) is required by
Section 104(a)(2)of the Housing and Community Development Act and by regulations at 24 CFR
91. The CPP sets forth the policies, procedures, and implementation strategies that the City of
Longwood will employ to support the involvement of the citizens of Longwood in the planning and
development stages of the City's CDBG programs authorized by the U.S. Department of Housing
and Urban Development (HUD). Citizens fulfill an essential role in outlining the needs of the
community given their first-hand knowledge of the affordable housing,redevelopment, economic
development and opportunity needs,as well as the human services needs of the homeless and those
at risk of becoming homeless in our community. Also,the community is aware of the needs of the
elderly and disabled. The success of the City's CDBG programs will be maximized by partnering
with those persons who receive the greatest benefits from these programs in determining the
priority needs of our community, developing the goals and objectives to fulfill those needs, and
formulating the strategies to achieve these goals.The final decision-making authority of the CDBG
programs rests with the City Commission, for they are ultimately responsible to both the citizens
of the City of Longwood and to the Federal Government.
PURPOSE
The purpose of the CPP is to encourage maximum public participation from a broad cross-section
of the community to include minorities,non-English speaking persons,and persons with disabilities
in the planning process. Also, to meet the requirements of the U.S. Department of Housing and
Urban Development for citizens involvement in identifying and addressing the needs in distressed
areas of the City. It is of the utmost importance to the City that citizens know what is being planned
and are provided with reasonable advance notice regarding proposed activities to allow for the
opportunity to present their views on the City's proposed projects. The following objectives will
be employed to encourage maximum citizen participation.
CITIZEN'S PARTICIPATION
The citizen's participation process is designed to ensure early, consistent, and effective citizen
participation in the planning, development, and implementation of proposed CDBG programs
throughout the duration of each program. Also, the Plan is intended to encourage participation by
low-and moderate-income persons,particularly those living in slum and blighted areas and in areas
where CDBG funds are proposed to be used,and by residents of predominantly low-and moderate-
income neighborhoods. The process will include but are not limited to:
3 J Citizen Participation Plan January 2025
1) Actively seek citizens of all income areas to participate and comment in the
development and implementation of CDBG Programs.
2) Particular emphasis will be placed on encouraging persons of low and moderate-
income,persons that reside in areas of slum and blight,residents of neighborhoods
that are currently designated as target areas, and residents located in areas where
CDBG funds are proposed to be used, and clients of human service agencies.
a) The definition of low-and moderate-income persons will be consistent with
HUD current guidelines. (Person whose income is 80% or less of area
median income)
b) The definition of low- and moderate-income neighborhoods will be
consistent with HUD current guidelines (51% of residents are LMI)
3) The City shall encourage the participation of local and regional institutions and
other organizations (including businesses, developers, and community/faith-based
organizations) in the process of developing and implementing any CDBG
Programs.
4) Public meetings will be held to obtain citizen comments. A public comment period
will be allotted to allow citizens adequate time to provide comments and responses.
5) Public notification of meetings will be provided to human service agencies and faith-
based organizations to encourage the participation of minorities, non-English
speaking persons, and persons with disabilities.
6) In addition to notices in newspapers, the City will notify the public of proposed
Community Development activities and projects in City-designated"impact areas"
(target areas) through neighborhood-based methods. These methods may include
direct contact with local neighborhood leaders and posting and/or distribution of
notices in the target area.
7) Public notification will be provided to the Public Housing Authority to encourage
the participation of residents of public and assisted housing developments.
8) Reasonable and timely access to records and information relating to the CDBG-
funded programs proposed by the City will be provided to citizens.
9) Technical assistance to eligible groups requesting funding assistance under the
CDBG program will be provided to citizens.
10) Procedures for handling complaints have been developed and are stated later in the
CPP.
4 I Citizen Participation Plan January 2025
DEVELOPMENT OF THE CITIZEN'S PARTICIPATION PLAN
Pursuant to the requirements of 24 CFR Part 91, Subpart B, in the development of CPP, and
in substantially amending the CPP,the following criteria shall be followed:
1) In the development of the CPP two Public Hearings will be held,one to solicit input
into the development of the plan and one Public Hearing prior to the City
Commission's approval of the Plan.
2) Substantial Amendment: One public hearing will be held prior to,or in conjunction
with, the City Commission meeting approving the substantial amendment to the
CPP. The nature of the substantial amendment will be taken into consideration
when determining the time and location of the public hearing.
a. The Community Development program will advertise the proposed
substantial amendment in a newspaper of general circulation within the
City. The advertisement will describe the purpose of the amendment and
where additional information may be examined. Public advertisement of
the hearing will appear in the newspaper a minimum of 30 days prior to the
hearing,published in legible print, and not in the legal section, to afford
citizens a 30-day comment period.
b. Under the CARES Act, CDBG grantees may amend Citizens Participation
and Consolidated Plans concurrently in order to establish and implement
expedited procedures with a comment period of no less than 5-days during a
declared disaster or emergency.
ACCESSIBILITY OF THE CITIZENS PARTICIPATION PLAN
Any Person who requires assistance in reading or understanding the Citizen Participation Plan and
Any Amendments due to disability or difficulty with the language will be provided assistance
sufficient to enable them to understand its provisions.
1. The Citizen Participation Plan is available on the City website and is ADA
compliant and accommodates the visually impaired.
2. The Citizen Participation Plan is available in the City Manager's Office at City
Hall;
3. Upon request,copies of the Citizen Participation Plan can be made available orally,
in Braille, electronic, or large print copies for the visually impaired; and/or
delivering copies to the homebound.
5 I Citizen Participation Plan January 2025
CITIZENS PARTICIPATION
1. The City will encourage participation by low and moderate income persons,
particularly those living in slum and blighted areas and in areas where CDBG funds
are proposed to be used, and by residents of predominantly low and moderate
income neighborhoods in the development of the Plan.
2. The City shall encourage the participation of local and regional institutions and
other organizations (including businesses, developers, and community/faith-based
organizations) in the process of developing and implementing the Citizen
Participation Plan.
3. The City will encourage participation by residents of public and assisted housing
and by other low-income residents of targeted revitalization areas in which public
and assisted housing is located in developing and implementing the Citizen
Participation Plan.
PUBLIC NOTICES
1. Advanced public notice will be given whenever a federally required document is
available, such as the proposed Five Year Consolidated Plan and/or Annual Action
Plan, any proposed Substantial Amendment to the Action Plan or Consolidated
Plan, and CAPER.
2. Advanced public notice will be given for all public hearings relating to the
funds or planning process covered by the CPP.
3. All public notices will have language to the effect: "In accordance with the
Americans with Disabilities Act, persons with disabilities needing assistance to
participate in any of these proceedings should contact the City Clerk at 407-260-
3441 at least 48 hours in advance of the meeting."
• "Adequate"Public Notice
Enough lead time will be given for the public to take informed action. The amount
of lead time can vary depending on the event. Specific amounts of time are outlined
later in the CPP for different events. The content of the notices will give residents a
clear understanding of the event being announced.
• Consolidated Annual Performance Evaluation Reports (CAPER)
Public notices regarding CAPERS will be published with a 15-day comment period
• Forms of Public Notice
1. Public notices will be published in a newspaper of general circulation within the
City of Longwood.
2. The advertisements will be published in legible print, and not in the legal section.
The advertisement will describe the nature of the proposal, list the location(s)where
information may be examined, and provide a start and end date for a public
6 I Citizen Participation Plan January 2025
comment period.
3. Notices may also be given through announcements to neighborhood organizations
and agencies providing services to lower-income people or special needs clientele.
4. Notice will be sent to any person or organization requesting to be on a mailing list.
5. The public notice goes out to all local radio and television stations through the City
Clerk's Office or the Community Development Block Grant staff person.
6. Notice will be posted on the City Hall bulletin board.
CONSOLIDATED ANNUAL PERFORMANCE EVALUATION REPORT(CAPER)
The purpose of the CAPER is to provide information to both the general public and the federal
government regarding activities undertaken with Community Development Block Grant (CDBG)
program funding received from the U.S. Department of Housing and Urban Development (HUD).
The CAPER serves as a tool to evaluate progress in addressing program objectives and priorities.
The City of Longwood encourages citizens, public agencies, and other interested parties to review
the contents of its draft CAPER and to submit written comments. A draft of the document will be
available at the City of Longwood's Clerks office located at 175 West Warren Avenue Longwood,
FL 32750. Comments on the report will be accepted during a 15-day comment period. Comments
should be submitted in writing to the City within the 15-day public comment period and by the end
of the 15th day by 5:00 PM to the City's Clerks office.
- PUBLIC HEARINGS
A minimum of two in-person public hearings per year will be conducted at a minimum of two different
stages of each CDBG program year. A minimum of a 15-day notice will be provided to the public to
allow City residents to attend. The following process for City hearings related to City CDBG-funded
programs will include:
1. Sufficient information will be published about the subject of the hearing to permit
informed comments.
2. The City of Longwood will consider any comments or views of citizens received in
writing or orally at the public hearings.A summary of these comments or views,to
include a summary of any comments or views not accepted, and the reasons,
therefore, shall be made available and appended to the Plan.
3. The City's public hearings will be held in a location which can be accessed by all
citizens.The most common location is the City Commission Chambers at City Hall.
This location is well known to City citizens and is handicapped accessible. Times
of hearings may vary from day to evening, affording more citizens the opportunity
to attend. On occasions, a public hearing may be held at a different location.
4. The needs of non-English speaking citizens will be met in the case of public
7 I Citizen Participation Plan January 2025
hearings where a significant number of non-English speaking citizens can be
reasonably expected to participate. A City employee who is bilingual in Spanish
and English will attend to translate for staff and the citizens.
5. Hearing will be held at convenient locations that provide accommodations for the
disabled.
6. Each public hearing will present the goals and objectives of the City's CDBG
programs,the total amount of entitlement funds available,community development
and housing needs, details of the proposed activities and amount to be requested
for each project, the proposed amount of funds to be used to benefit low-and-
moderate-income people, and disclosure of any potential for City citizens to be
displaced because of the proposed activities.
• Significant number is defined as 10%or more
7. Under the CARES Act, CDBG grantees may amend Citizens Participation Plans
concurrently in order to establish and implement expedited procedures with a
comment period of no less than 5-days during a declared disaster or emergency.
8. The CARES Act provided for the use of virtual board meetings and public hearings when
necessary for public health reasons.
MEETINGS
1. The City of Longwood will provide citizens with reasonable and timely access to
local meetings. A minimum 15-day notice will be afforded to citizens before the
actual meeting is held.
2. Meetings will be held in a location which can be accessed by all citizens. The most
common location is the City's Commission Chambers at City Hall. This location is
well known to City citizens and is handicapped accessible. Times of hearings may
vary from day to evening, affording more citizens the opportunity to attend. On
occasions, a public hearing may be held at a different location.
3. If it is learned that a significant number of non-English speaking citizens or hearing
or visually impaired citizens are expected at a public hearing or meeting, the City
will provide an interpreter.
4. The CARES Act provided for the use of virtual board meetings and public hearings
when necessary for public health reasons.
ACCESS TO RECORDS
The City of Longwood will provide citizens, public agencies, and other interested parties with
reasonable and timely access to information and records relating to the CPP and the use of
assistance under the programs covered by this CPP during the preceding five years. The City of
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Longwood may charge reasonable fees for the duplication and provision of materials. Confidential
information normally protected under state and federal freedom of information laws will not be
available for public review.
TECHNICAL ASSISTANCE
The CDBG program coordinator will provide technical assistance to the group's representative of
persons of low and moderate-income that request such assistance in developing proposals for
funding assistance under any of the programs covered by the CPP.The level and type of assistance
will be determined as needed on a case-by-case basis. Technical assistance does not guarantee the
provision of funds to any group.
COMPLAINTS
Citizens who wish to submit a complaint regarding the general administration of CDBG-DR/MIT
funds, may do so by calling (407) 263-2384 or in writing to the City of Longwood Public Works
Department, 907 East State Road 434, Longwood, FL 32750.
The City of Longwood will provide a substantive,written response to all complaints received related
to the Citizen Participation Plan within 15 working days of receipt, when practicable. A record
will be maintained of all complaints received that will include the nature of the complaint,referrals
made, and the final disposition.
CHANGES TO THE CITIZENS PARTICIPATION PLAN
The CPP can be changed only after the public has been notified of the intent to modify it, and only
after the public has had a reasonable chance to review and comment on the proposed change
1) The requirement for citizen participation does not restrict the responsibility or authority
of the City of Longwood for the development and execution of its CPP.
2) Under the CARES Act,CDBG grantees may amend Citizens Participation concurrently
in order to establish and implement expedited procedures with a comment period of no
less than 5-days during a declared disaster or emergency.
9 I Citizen Participation Plan January 2025