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HomeMy WebLinkAbout03 - CC-4 - Amend Existing Title VI Program for Use - 11/1/2016CITY COUNCIL AGENDA REPORT MEETING DATE: November 1, 2016 ITEM NUMBER: CC -4 SUBJECT: AMEND EXISTING TITLE VI PROGRAM FOR THE USE OF FEDERAL TRANSIT ADMINISTRATIVE FUNDING DATE: OCTOBER 19, 2016 FROM: CEO'S OFFICE — HUMAN RESOURCES DIVISION / PUBLIC SERVICES DEPARTMENT PRESENTATION BY: JULIE SCHALL, HUMAN RESOURCES ANALYST BALTAZAR MEJIA, CITY ENGINEER FOR FURTHER INFORMATION CONTACT: LANCE NAKAMOTO, HUMAN RESOURCES MANAGER (714) 754-5172 RECOMMENDATION: Staff recommends that the City Council amend the City's existing Title VI Plan (Attachments 1 & 2) as required by the California Department of Transportation. BACKGROUND: On April 5, 2012, Costa Mesa City Council adopted the City's current Title VI Plan which was required by Federal Transit Administration (FTA) guidelines for grant funding compliance purposes. At that time, the City was a sub -recipient of $500,000 in grant funding from the FTA for the construction of the Fairview Channel Multipurpose Trail Project. On September 22nd through 24t" 2015, representatives from the California Department of Transportation (Caltrans) conducted a compliance review of the City's Title VI Plan. As a result of Caltrans' review, the City was directed to update the existing Title VI Plan and include Executive Order 12898 "Federal Actions to Address Environmental Justice in Minority Populations and Low -Income Populations" and Executive Order 13166 "Improving Access to Services for Persons with Limited English Proficiency." U L1 riw&i 13 Title VI of the Civil Rights Act of 1964 provides that "no person in the United States shall, on the grounds of race, color, national origin, age, sex, or disability be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance." 42 U.S.C. § 2000d. To fulfill this basic civil rights mandate, each federal agency that provides financial assistance for any program is authorized and directed by the United States Department of Justice (U.S. DOJ) to apply provisions of Title VI to each program by issuing general rules, regulations, or requirements. Since 1972, the FTA has required recipients and non -transit grant sub - recipients of Federal assistance to comply with the requirements of Title VI as part of the funding eligibility process. Local governmental agencies that are recipients or sub - recipients of federal financial assistance are required to comply with Title VI. 42 U.S.C. § 2000d -4a. Caltrans is required to conduct a review of these agencies to ensure compliance with Title VI. 23 C.F.R. § 200.9(b)(7). The City, as a sub -recipient of federal FTA funding, is required to comply with Title VI. See 42 U.S.C. §§ 2000d & 2000d -4a. These requirements include: notification to the public of Title VI's protections; development of public complaint procedures; development of a Title VI program; designation of a Title VI coordinator; training to staff; and meaningful access to persons of limited English proficiency. See 49 C.F.R. § 219; 29 C.F.R. § 42.414; 23 C.F.R. § 200.9; 65 Fed. Reg. 50, 121. Failure to comply with Title VI can lead to a refusal to grant or continue FTA funding, initiation of judicial proceedings by the U.S. DOJ, as well as actions for damages and injunctive relief by private persons. See Title VI Legal Manual, U.S. DOJ, January 11, 2001, §§ XII & XIII; Alexander v. Sandoval (2001) 532 U.S. 275, 278 (private individuals may sue to enforce section 601 of Title VI). Based on the Compliance Review Findings and Recommendations (Attachment 3) issued to the City by Caltrans on January 11, 2016, City staff analyzed the existing Title VI Plan in conjunction with other agencies' Title VI Plans to provide comprehensive revisions. The revisions to the plan are intended to enhance the City's compliance with its obligations to ensure that members of the community are informed of their rights under Title VI of the Civil Rights Act of 1964 and related statutes. The updates for compliance include notifying the public of their Title VI rights, administering a Limited English Proficiency Plan, and updating the City's website in order for the Title VI program to be easily accessed by members of the community. ALTERNATIVES CONSIDERED: No other alternatives have been considered. Amendment of the City's Title VI Plan is required by the FTA for continued use of federal grant funding. FISCAL REVIEW: The fiscal impacts of this program are primarily based upon the need for translation services and an estimate is unknown at this time. Costs to the City would occur based on requests from community members seeking translation services or accommodations needed to participate in City meetings or programs. Translation services performed by City staff would not result in additional costs. In addition, the City has an existing contract with Continental Interpreting Service Inc. to provide translations services for languages and services not currently provided by City staff. LEGAL REVIEW: The City Attorney's Office has reviewed the attached documents and, where appropriate, approved them as to form. CONCLUSION: Staff recommends that the City Council amend the City's current Title VI Plan in order to bring the program into compliance as required by the California Department of Transportation. 1► JULIE SCHALL Human Resources Analyst BALTAZAR MEJIA City Engineer TAMARA S. LETOURNEAU Assistant Chief Executive Officer LANCE M. NAKAMOTO Human Resources Manager RAJA SETHURAMAN Interim Public Services Director THOMAS DUARTE City Attorney ATTACHMENTS: 1 Title VI Program with Track Change 2 Title VI Program Revised Version 3 Compliance Review Findings and Recommendations DISTRIBUTION: Chief Executive Officer Assistant Chief Executive Officer City Attorney City Clerk Staff 3 ATTACHMENT of Costa• • This program ensures compliance with Title Vl of the Civil Rights Act of 1964 Costa Mesa City of Costa Mesa 77 Fair Drive Costa Mesa, CA 926268 Adopted April 17, 2012 Amended November 1. 2016 r rail 0 raw -- INTRODUCTION Title VI of the Civil Rights Act of 1964 provides that "no person in the United Stated shall, on the grounds of race, color, emanational origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance." To fulfill this basic civil rights mandate, each federal agency that provides financial assistance for any program is authorized and directed by the United States Department of Justice to apply provisions of Title VI to each program by issuing general rules, regulations, or requirements. Related statutes provide protection against discrimination on the basis of sex, age disability or socioeconomic status by programs receiving federal financial assistance. --------------- ■■ .■ ■Ilig - - - - - • •. W-11 WANFAIMM&MMWAS ■■ .■ ■Ilig so - - - P.M.■ PROTECTING YOUR RIGHTS: As a recipient of federal funds, the City ensures that its projects, policies and activities complV with the Title VI Regulations of the Civil Rights Act of 1964.The City of Costa Mesa operates all of its services, programs and activities without regard to race, color, Gr -national origin, age, sex, or disability in accordance with Title VI of the Civil Rights Act of 1964 and related statutes. Any person who believes that he or she, or as a member of a specific group, has been excluded from participation in, has been denied the benefits of, or has been otherwise subjected to discrimination, may bring forth a complaint of discrimination file a sigpedper the complaint procedures outlined in this program. Title VI GOMplaiRt with the City. The City of Costa Mesa prohibits intimidation, coercion, or engagement in other discriminatory conduct against anyone because he or she has filed a complaint to secure rights protected by Title VI. The City will not condone retaliation against an individual for his or her involvement in asserting his or her rights pursuant to Title VI or because he or she filed a complaint or participated in an investigation under Title VI and/or this program. The City makes good faith efforts to achieve environmental justice as part of its mission bV identifying and addressing, as appropriate, disproportionately high and adverse human health or environmental effects of it projects, activities, and services on minoritv populations and low-income populations. The City ensures that Limited English Proficient (LEP) individuals have access to the City's projects activities and services. The City's Title VI Policy is posted in high volume areas such as administrative offices and the City website: www.costamesaca.gov/titleVI. (Attachments A B & C) ENVIRONMENTAL JUSTICE REQUIREMENTS The City shall integrate an environmental justice analysis into its National Environmental Protection Act (NEPA) documentation on construction projects. The City is not required to conduct environmental iustice analyses of projects where NEPA documentation is not required. The City will consider preparing an environmental assessment (EA) or environmental impact statement (EIS) to integrate into its documents the following components: a) A description of the low-income and minority population within the study area affected bV the project, and a discussion of the method used to identify this population (e.q. analysis of Census data, direct observation or a public involvement process); b) A discussion of all adverse effects of the project both during and after construction that would affect the identified minority and low-income populations; c) A discussion of all positive effects of the project that would affect the identified minority and low-income populations, such as improvements in service or accessibility; d) A description of all mitigation and environmental enhancement actions incorporated into the project to address the adverse effects, including, but not limited to, any special features of the relocation program that go beyond the requirements of the Uniform Relocation Act and address adverse community effects such as separation or cohesion issues and the replacement of the community resources destroyed bV the project; e) A discussion of the remaining effects, if any, and whV further mitigation is not proposed; and f) For proiects that impact predominantly minority and low-income and predominantly non -minority and non -low-income areas, a comparison of mitigation and environmental enhancement actions that affect predominantly low-income and minority areas with mitigation implemented in predominantly non -minority or non -low-income areas. LIMITED ENGLISH PROFICIENT INDIVIDUALS AND PUBLIC PARTICIPATION PI Ahl The City shall seek out and consider viewpoints of minority, low-income, and Limited English Proficient LEP) populations in the course of conducting public outreach and involvement activities On Fegards te proposed tFanspoFtatPAn diz.6siAns. The City will offer opportunities to the public to be involved in the identification of social, economic and environmental impacts of proposed decisions. The City ensures that individuals have access to its projects activities, and services by developing and carrying out the LEP Plan herein. The City will continually assess the language assistance needs of the population to be served. City Council meetings are held on the first and third Tuesday of each month unless otherwise noted. All Council meetings are open to the public, except for designated Closed Sessions pursuant to the Brown Act. Notification of meetings is made by posting the agenda at the City Clerk's Office at least 72 hours in advanced. The agenda and public meeting information is also available on the CitV's website prior to the meeting at www.costamesaca.gov. Bilingual assistance is available if requested by 5:00 p.m. two business days prior to the meeting date. Meetings are videotaped and may be accessed from the City's website. All City of Costa Mesa commissions and committees are open to Costa Mesa residents regardless of race, color, Gr --national origin, age, sex, or disability. The application for commission and committees is available at City Hall, 77 Fair Drive, City Clerk's Office. Body Gausasian #ispanis Afftan mpr*nan Asian!Pasi#is islaflde Aaaefisa4i Native AmeFEsaa Costa Mesa PgR4&tisa 54 OA 34 Com% 4-1-04 97% 9,"% testa Mesa Planaiag Ce l&SIGR 8"0 29% 9% 80 9°� GestaMesa Parks & De ;#'. corc r�avvn Geraffissiefi i 001% 90 9% "0 9% ©IT . .. .. .. ... ... • -. The City shall make every reasonable effort to include the following practices consistent with the City's adopted public participation plan: 1. Coordination with individuals, institutions, or organizations and implementing community-based public involvement strategies to reach out to members in the affected minority and/or low-income communities; Provision of opportunities for public participation through means other than written communication, such as the use of audio or video recording devices to capture oral comments; 3. Utilization of locations, facilities and meeting times that are convenient and accessible to low-income and minority communities; and 4. Utilization of different meeting sizes or formats, or varying the type and number of news media used to announce public participation opportunities. How Do 1 File a Tatle v' COMPLAINT PROCEDURES: If you, individually or as a member of a specific class of persons believe you have been discriminated against by the City of Costa Mesa, you may file a signed, written complaint within one hundred and eighty (180) days of the date of alleged discrimination. The complaint should include the following information: Your name, address and how to contact you (e.g. telephone number, e-mail address, etc.). How, when, where and why you believe you were discriminated against. Include the location, names and contact information of any witnesses. A Title VI Complaint Form can be used to file a complaint with the City (Attachment GD). Complaints may be filed gmailed to the City of Costa Mesa dire^`�at: City of Costa Mesa Human Resources Department Title VI Coordinator P.O. Box 1200 Costa Mesa, CA 92628 To file a complaint in person, please visit City Hall at: 77 Fair Drive Human Resources Division (31d Floor) Costa Mesa, CA 92626 For more information regarding Title VI, please call: k7141.754 -X3695350 The City of Costa Mesa has developed the ROtiGe of Title V! prateGtien. The City 0 utilized (web6ite, pesteF, and flyers) to RGtify the publiG ef their Fights under Title V!, The ROtifiGation is available at City Hall, 77 Pak gFive and the Gity'S web6ite, www.oi.G96ta- In case the complainant is dissatisfied with the resolution by the City of Costa Mesa the same complaint may submitted to: • Federal Transit Administration, Region IX Office of Civil Rights 201 Mission Street, Suite 1650, San Francisco CA 94105 • Federal Transit Administration. Office of Civil Riahts Civil The Title VI Complaint Form (Attachment GD) can be obtained at • The City's website at: www. costamesaca.gov/titleVI _• BV calling the City's Human Resources Division at (714) 754-5350. o A complaint form can be mailed or emailed to the requester. • In person at 77 Fair Drive. Costa Mesa. CA 92626. Human Resoun 11 - SECTION II: LIMITED ENGLISH PROFICIENCY PLAN Individuals who do not speak English as their primary lanquage and who have a limited ability to read, speak, write, or understand English can be limited English proficient or "LEP." These individuals may be entitled to language assistance with respect to a particular type or service, benefit, or encounter. Federal laws particularly applicable to language access include Title VI of the Civil Rights Act of 1964, and the Title VI regulations, prohibiting discrimination based on national origin, and Executive Order 13166 The City's Limited English Proficiency (LEP) Plan outlines the ways in which language assistance may be provided staff training and how to notify LEP persons that assistance is available. MUM FOUR -FACTOR ANALYSIS In order to prepare this plan, the City of Costa Mesa undertook the U.S. Department of Transportation (U.S. DOT) four -factor LEP analysis. This analysis provides guidance to agencies receiving federal financial assistance in taking reasonable steps to ensure meaningful access to all of its services programs and activities which may be utilized by LEP persons. Following is a summary of the City's four -factor analysis: 1. The number or proportion of LEP persons eligible to be served or likely to be encountered by the City's public transportation services programs or activities City of Costa Mesa staff reviewed the 2010-2014 U.S. Census Bureau American Community Survey data and determined that 37.9% of the population in Costa Mesa speak a language other than English. 28.6% speak Spanish and 5.7% speak Asian and Pacific Island languages. To identify the specific Asian and Pacific Island language needs of the community staff reviewed the U.S. Census Bureau data for race and ethnicity and found the largest subgroup was Vietnamese which makes up 2.1 % of the City's population. In addition, City staff reviewed the Federal Voting Rights Act of 1965 which bans racial discrimination in voting practices and covers several key protections, including language assistance. Staff considered the Orange County Registrar of Voters Language Requirements by City to evaluate which languages they require the City of Costa Mesa to provide translation for when serving the voting population. The Orange County Registrar of Voters currently requires that the City of Costa Mesa provide Spanish and Vietnamese translations for election purposes. Based on a review of U.S. Census Bureau data and taking into consideration the language translation requirements set forth by the Orange County Registrar of Voters, the City of Costa Mesa has identified the importance of providinq lanquaqe assistance to the Spanish and Vietnamese speakina community. FOUR -FACTOR ANALYSIS In order to prepare this plan, the City of Costa Mesa undertook the U.S. Department of Transportation (U.S. DOT) four -factor LEP analysis. This analysis provides guidance to agencies receiving federal financial assistance in taking reasonable steps to ensure meaningful access to all of its services programs and activities which may be utilized by LEP persons. Following is a summary of the City's four -factor analysis: 1. The number or proportion of LEP persons eligible to be served or likely to be encountered by the City's public transportation services programs or activities City of Costa Mesa staff reviewed the 2010-2014 U.S. Census Bureau American Community Survey data and determined that 37.9% of the population in Costa Mesa speak a language other than English. 28.6% speak Spanish and 5.7% speak Asian and Pacific Island languages. To identify the specific Asian and Pacific Island language needs of the community staff reviewed the U.S. Census Bureau data for race and ethnicity and found the largest subgroup was Vietnamese which makes up 2.1 % of the City's population. In addition, City staff reviewed the Federal Voting Rights Act of 1965 which bans racial discrimination in voting practices and covers several key protections, including language assistance. Staff considered the Orange County Registrar of Voters Language Requirements by City to evaluate which languages they require the City of Costa Mesa to provide translation for when serving the voting population. The Orange County Registrar of Voters currently requires that the City of Costa Mesa provide Spanish and Vietnamese translations for election purposes. Based on a review of U.S. Census Bureau data and taking into consideration the language translation requirements set forth by the Orange County Registrar of Voters, the City of Costa Mesa has identified the importance of providinq lanquaqe assistance to the Spanish and Vietnamese speakina community. 2. The frequency with which LEP persons come in contact with the City's public transportation services, programs, or activities. The frequency of LEP individuals seeking interpretation or translation at City public meetings is low. The City's maiority of interaction with LEP individuals occurs in person or over the phone when customers seek information or services from City staff. The City continues to incorporate bilingual staff and ensure that language assistant information is posted for public meetings. The City also utilizes a professional interpreting services firm. 3. The nature and importance of the City's public transportation services programs or activities to people's lives. The City of Costa Mesa provides a variety of services programs and activities to the community including managing roads recreation activities police and fire services, licensing, community improvement programs elections and other services. These services are important to an individual's day-to-day life therefore, denial of assistance to an LEP individual could have a detrimental effect. The City provides translation service to LEP persons via bilingual staff or other translation services. 4. The resources available to the City and costs to provide LEP assistance. The City assessed its available resources that could be used for providing LEP assistance. Translation services performed by existing certified bilingual staff would not result in additional costs. The City also has an existing contract with a professional interpreter and translation services firm to be utilized on an as -needed basis for translation services not currently provided by City staff. The amount of staff training that might be needed was also considered. Based on the findings and considerations of the four -factor analysis the City developed the following LEP Plan. LIMITED ENGLISH PROFICEIENCY (LEP) PLAN OUTLINE Language Assistance The City of Costa Mesa remains committed to providing oral and written translation services upon request. The City employs and maintains an active list of certified bilingual staff interpreters who are available to assist LEP individuals If staff is not readily available, or is not bilingual in a specific requested language staff may utilize a professional interpreting services firm to accommodate requested assistance. Dissemination of the LEP Plan The City's Title VI Program, containing the LEP Plan can be accessed and downloaded from the City's website at www. costa mesa ca.gov/titleVI. The website will also contain the Title VI Brochure and Complaint Form in English and the LEP affected languages. Additionally, individuals who do not have access to the internet may request a copy of the plan, or other related documents, via telephone mail or in person. Questions or comments regarding the LEP Plan may be directed to the City's Title VI Coordinator: Human Resources Manager. Title VI Coordinator City of Costa Mesa 77 Fair Drive / PO Box 1200 Costa Mesa, CA 92628-1200 (714)754-5350 Monitoring and Updating the LEP Plan The LEP Plan is dynamic and may be updated as more effective means of communication are developed. At minimum the City of Costa Mesa will update its LEP Plan as new Census data becomes available, or via other forms of information or statistical data that may become relevant and meaningful in the future. The City will endeavor to identify discrimination based on race, color, religion, sex, marital status, familial status, national origin, age, mental or physical disability, sexual orientation, gender identity and source of income, and where such discrimination is found to exist, implementiflg programs or practices to eliminate the discrimination. Programs include, but are not limited to, hiring MinorityM/omen/Disadvantaged Business Enterprises (DBE) contractors, providing translations through the LEP Program, and conducting public outreach and involvement in City projects. City staff Will GGRtiRue to update and disserninate Title V! PregFam nfvrmat'nn to ("ty o 'Gyees bran' entc nntrunt A# 4 d Parties, d the geReFal Public d'c at'n efforts nay'nnl de posting hl' statements petting fe Fth the Git 's non diSGr'm Ratie ol'n 'nnl of Title VI 4s6uFaRGes in !"t Each Department Head is responsible for Title VI compliance for individual projects. Compliance activities may include, but are not limited to: 1. Ensuring that all aspects of a Proposed Project's planning process and operations comply withh_ the Title VI Requirements. 2. Ensuring that Affected Parties have meaningful access to a Proposed Project's planning processes. 3. Assisting the Title VI Coordinator in gathering and organizing data for the Title VI Plan Report. 4. Reviewing the Department work programs, policies, and other directives to ensure compliance with the Title VI Requirements. 5. Verifying the level of participation of Affected Parties at public outreach meetings. Training Staff City of Costa Mesa staff will be provided with the Title VI Program and LEP Plan and will be educated on procedures and services available to them to assist LEP customers. Training will take place during the initial orientation of new employees and throughout employment on a biannual basis. Training will include the following material and topics- • The City of Costa Mesa's Title VI Program and LEP Plan • The City of Costa Mesa's Title VI Brochure • The City of Costa Mesa's Title VI Complaint Form • Description of language assistance services offered to the public (i.e. staff interpreters, request process for professional interpreter services and translated documents) • How to access an interpreter • Instruction on how to handle potential Title VI complaint Conclusion The LEP Plan is designed to be flexible and to be reviewed as an ongoing process to ensure meaningful access to the community. As such it is important to consider whether new documents and services need to be made accessible for LEP persons and also to monitor changes in demographics and types of services in those demographics When changes occur, the LEP Plan will be updated as appropriate. The City of Costa Mesa is a non -transit provider and is not required to submit the requirements as specified in Chapters IV V or VI of the FTA Circular 4702.1 B. CITY COUNCIL APPROVAL The Costa Mesa City Council met on ApFil 17, 2012November 1, 2016 to review and approve amend the Title VI Plan document. A copy of the Council minutes approving of the plan is presented in attachment 8F. • /_Aaf_Ty:IPi1:1.kI ATTACHMENT A Self GeFtifiGatmen Fewifflebsite Language ATTACHMENT B Poster Language Language v ATTACHMENT D Complaint Forms ATTACHMENT E List of Complaints, Investigations, and Lawsuits ATTACHMENT OF City Council Agenda Repo /Meeting Minutes Attachment A Website Language Title VI Title VI Non -Discrimination Policy City of Costa Mesa's Title VI Program Title VI Public Brochure (English) Title VI Public Brochure (Spanish) Title VI Public Brochure (Vietnamese) How to File a Complaint Form can be obtained at: • Online at the link below • By calling the City's Human Resources Division at (71 • In person by pickina the form uo at Citv Hall: 77 Fair [ Mail completed Complaint Forms to: Human Resources Manager, Title VI Coordinator City of Costa Mesa P.O. Box 1200 Costa Mesa, CA 92628 In case the complainant is dissatisfied with the resolution by the City of Costa Mesa the same complaint may be submitted to: Federal Transit Administration. Office of Civil • U.S. DOT, Secretary of Transportation 1200 New Jersey Avenue SE Washington, DC 20590 • U.S. Department of Justice, Civil Rights Division, 950 Pennsylvania Ave., N.W., Washinqton. D.C. VI Complaint Form (English) VI Complaint Form (Spanish) VI Complaint Form (Vietnamese) Attachment A (Spanish) Website Languag Titulo VI Titulo VI Politica de No Discriminaci6n EI Titulo VI de la Ley de Derechos Civiles de 1964 declara que "Ninguna persona en los Estados Unidos, sobre la base de raza, color, o origen nacional, ser6 excluida de la participaci6n en o negada los beneficios de, ni ser:3 obieto de discriminaci6n baio cualquier programa o actividad que reciba asistencia financiera Federal." La Ciudad de Costa Mesa, baio el Titulo VI de la Lev de Derechos Civiles de 1964 v estatutos relacionados, se esfuerza para garantizar que el acceso a v el use de todos los programas servicios o beneficios derivados de cualquier actividad seran administrados sin respecto a raza color, origen nacional, sexo, edad, discapacidad, o condici6n socioecon6mica. Programa del Titulo VI de la Ciudad de Costa Mesa Folleto Publico del Titulo VI (inales) Folleto Publico del Titulo VI (espanol) Folleto Publico del Tftulo VI (vietnamita) C6mo Presentar una Queia discriminaci6n. EI Formulario de Queia de la Ciudad se puede obtener en el enlace a continuacibn Humanos de la Ciudad al (71 en el Avuntamiento: Enviar por correo los Formularios de Queia completados a: Human Resources Manager Title VI Coordinator Ciudad de Costa Mesa P.O. Box 1200 Costa Mesa, CA 92628 En caso de que el querellante est(§ insatisfecho con la resoluci6n por parte de la Ciudad de Costa Mesa la mismagueia puede ser sometida a: Administraci6n Federal de Tr6nsito. Oficina Ministro de Transporte del DOT de EE.UU. 1200 New Jersey Avenue SE Washington DC 20590 Departamento de Justicia de EE.UU. Division de Derechos Civiles 950 Pennsylvania Ave. N.W.. Washington, D.C. 20530 Formulario de Queia VI (finales) Formulario de Queia VI (espanol) Formulario de Queia VI (vietnamita) Attachment A (Vietnamese) Website Lanquag Tidy de VI Chinh sach Kh6ng KV thi Tieu d$ VI Chu'ang trinh Tieu de IV c6a Thanh pho Costa Mesa Tap sach Tl, -,u d@ VI (tieng Anh) Tap sach Tieu d6 VI (tieng TAV Ban Nha) Tap sach Tieu dd VI (tieng Viet) Cach Nop dan Khi@u nai b not ket duai Gini Dan Khieu nai da di6n day du' tai: Human Resources Manager, Title VI Coordinator City of Costa Mesa P.O. Box 1200 Costa Mesa, CA 92628 Federal Transit U.S. Mau Khieu nai VI (tieng Anh) Mau Khieu nai VI (tieng Tay Ban Nha) Mau Khieu nai VI (tieng Viet) 92626 (lau nt Team. East DC 20590 Attachment B Poster Language Your Rights Under Title VI of the Civil Rights Act of 1964 Title VI of the Civil Rights Act of 1964 provides that "no person in the United Stated shall, on the _grounds of race, color, or national origin be excluded from participation in be denied the benefits of, or be subiected to discrimination under any program or activity receiving federal financial assistance." Related statutes provide protection against discrimination on the basis of sex, age disability, and socioeconomic status. Any person who believes they have been discriminated against may file a written complaint within 180 days of the alleged discrimination. Additional information and Title VI Discrimination Complaint Forms can be obtained on the City of Costa Mesa's website at: www.costamesaca.gov/titleVI Title VI Discriminations Complaints may be submitted to: Human Resources Manager, Title VI Coordinator City of Costa Mesa 77 Fair Drive Costa Mesa, CA 92626 (714) 754-5350 Spanish Para informaci6n en espanol o para presentar una Queia de Discriminaci6n del Titulo VI, sfrvase Ilamar al (714) 754- 5350 para asistencia. Vietnamese De co thong tin bang tieng Viet hay de nop mot Khieu nai KV thi Tieu de VI xin goiso (714) 754-5350 de du°ac tra giup. Attachment C Brochure Lanquaae Your Rights Under Title VI And Related Statutes This brochure is designed to inform you of the requirements of Title VI of the Civil Rights Act of 1964 and your rights under those requirements. WHAT IS TITLE VI? Title VI is a statute provision of the Civil Rights Act of 1964. We VI(Sec.601) of the Civil from participation, be denied benefits of, or be subiected to discrimination under any program or activity receiving Federal financial assistance" environmental effects of its programs, policies, and activities on minority populations and bw- income populations!' As well as. Executive order 13166. Improving Access to Services for Persons with Limited English Proficiency "Requires Federal Agencies to examine services they provide identify any need for services to those with Limited English Proficiency (LEP) develop and implement a system to provide those services so LEP persons can have meaningful access to them." Related statutes provide protection against discrimination on the basis of sex, age, disability, or socioeconomic status by programs receiving federal financial assistance. benefits derived from any activity will be administered without regard to race color, national origin, sex age disability, or socioeconomic status The City of Costa Mesa prohibits discriminatory practices, which include but are not limited to: • Denial to an individual of any service financial aid or benefit provided under the program to which he or she may be otherwise entitled: • Different standards or requirements for participation • Segregation or separate treatment in any part of the program • Distinctions in quality, quantity, or manner in which benefits are provided; and • Discrimination in any activities conducted in a facility built inwhole or partwith federal funds. To ensure compliance with the Executive Order on Environmental Justice, ft City of Costa Mesa will: • Avoid or reduce harmful human health and environmental effects on minority and bw- income populations; and • Prevent the denial of, reduction in, or significant delay in the receipt of benefits by minority and low-income populations. To ensure compliance with the Executive Order on Limited English Proficiency, the City of Costa Mesa will: • Provide free language assistance services to LEP individuals when requested by someone with Limited English Proficiency: and • Provide telephone translation services for all languages. Are Your Rights Being Violated? If believe that you have been discriminated against because of your race color, national origin sex, age, or disability you may file a written complaint with the City of Costa Mesa's Title VI Coordinator. See instructions on filing a claim within this brochure. Who Bears ResponsibilttV to VI? All of the employees of the City of Costa Mesa and its functional programs. The City of Costa Mesa Title VI Coordinator provides continuous leadership guidance and technical assistance to ensure ongoing compliance with Title VI. the Executive Order on Environmental Justice and the Executive Order on Limited English Proficiencv. Instructions on filing a signed, written discrimination complaint: • Complaints must be filed within 180 days of the alleged discrimination. • Include your name, address and preferred method of contact (i.e. telephone number or email address). • The name and address of the department you believe discriminated against you. • A description of how, why and when you believe you were discriminated against. Include as much background information as possible. • The names of individuals whom you allege discriminated against you, ifyou knowthem • The names and contact information of any persons or witnesses if known that could be contacted for additional information to clarify your allegations. • Yoursignature. • Complaint forms available at: www.costamesaca.gov/titleVI Mail Complaints to: Human Resources Manager, Title VI Coordinator City of Costas Mesa PO BOX 1200 Costa Mesa, CA 92628 Telephone Number: (714) 754-5350 THIS PUBLICATION WILL BE MADE AVAILABLE IN THE FOLLOWING ALTERNATE FORMATS: • PDF Electronic Format • Spanish • Vietnamese Attachment C (Spanish) Brochure Languape Sus derechos baio el Titulo VI v estatutos relacionados Este folleto est6 disehado para informarle a usted de los reauisitos del Titulo VI de la Lev de Derechos Civiles de 1964 v sus derechos baio dichos reauisitos. i_QUE ES EL TITULO VI? la participaci6n negada beneficios o suieta a discriminaci6n baio ningun programa o actividad gue reciba asistencia financiera Federal" humana v ambientales de sus programas Politicas v actividades sobre las Poblaciones de minorias y poblaciones de baios ingresos" Asi como, la orden Eiecutiva 13166. MeiorarelAcceso a los Servicios para Personas con necesidad de servicios para aouellos con Caimcidad Limitada del Ingles (LEP) desarrollen e implementen un sistema para proveer esos servicios para gue personas con LEP puedan tener acceso significativo a los mismos." Estatutos relacionados proveen protecci6n contra la discriminaci6n an base a sexo, edad, discapacidad, o condici6n socioecon6mica por programas qua reciben asistencia financiera federal. i_Que quiere decir esto? Que la Ciudad de Costa Mesa se esfuerza para asegurar clue el acceso v use de todos los Ciudad de Costa Mesayohibe practicas discriminadoras las cuales incluven Pero no estan limitadas a: • Diferentes normas o reauisitos para la participaci6m • Segregaci6n o trato separado en cualguier parte del Programa • Distinciones en la calidad, cantidad, o manera en la gue se proveen los beneficios v • Discriminaci6n en cualguier actividad realizada en un local construido en todo o en Parte con fondos federales. Para aseourar el cumplimiento con la Orden Eiecutiva sobre la Justicia Ambiental la Ciudad de Costa Mesa: • Evitar6 o reducir6 los efectos daninos para la salud humana v ambientales sobre poblaciones de minorias v de baios ingresos: v • Prevendra la denegaci6n, reducci6n o retraso significativo en la recepci6n de beneficios por poblaciones de minorias v de baios ingresos. Para aseaurar el cumplimiento con la Orden Eiecutiva sobre Capacidad Limitada del Ingles la Ciudad de Costa Mesa: • Proveer! servicios gratuitos de asistencia de idiomas para personas con LEP al ser solicitados por alquien con Capacidad Limitada del Ingles:y • Proveera servicios de traducci6n por telefono para todos los idiomas. ,_Estln siendo violados sus derechos? Si usted piensa que se est! discriminado en su contra por su raza color, origen nacional sexo edad, o discapacidad, puede presentar una queia por escrito con el Coordinador del Titulo VI de la Ciudad de Costa Mesa. Vea las instrucciones sobre presentar una reclamaci6n dentro de este folleto. del Titulo VI de la Ciudad de Costa Mesa provee un continuo liderazgoguiay asistencia tecnica Instrucciones sobre presentar una queia de discriminaci6n firmada por escrito: • Las queias deben ser presentadas dentro de los 180 dias de la supuesta discriminaci6n. • Incluva su nombre, domicilio v metodo preferido de contacto (es decir, numero telef6nico o direcci6n de correo electr6nico). • EI nombre v direcci6n del departamento que usted piensa que discrimin6 en su contra • Una descripci6n de c6mo, porgue v cuando usted piensa que se discrimin6 en su contra Incluva tanta informaci6n de antecedentes como sea posible. • Los nombres de las personas que usted alega que discriminaron en su contra si los conoce • Los nombres a informaci6n de contacto de cualquier persona o testigos si son conocidos con quienes se puede poner en contacto para informaci6n adicional para aclarar sus alegaciones. • Su firma. • Complaint forms available at: www.costamesaca.gov/titieVI Envie por correo las queias a: Human Resources Manager Title VI Coordinator City of Costa Mesa PO BOX 1200 Costa Mesa, CA 92628 Numero Telef6nico: (714) 754-5350 ESTA PUBLICACION SE PONDRA A DISPOSICION EN LOS FORMATOS ALTERNATIVOS SIGUIENTES: • Formato Electronico de PDF • Espanol • Vietnamita Attachment C (Vietnamese) Brochure Language Cac Quyi"=_n han cua Quy vi theo Ti6u de VI Va cac Dao lust li6n quan TIEU Dt VI LA GI? Cac dao luat lien quan bio ve chong ky thi tren can ban gi6,i tinh, tuoi tac, khuyet tat, hoac tinh trang kinh to A hoi cua ac chuang trinh nhan dLpac ho tra tai chanh cua lien bang. • KV thi trong bat civ hoat d6ng nao trong mot ca sb du'ac xav du'nq town b6 hoac mot phan vbi guG lion bang. De dam bao viec tuan theo L@nh Chap hanh ve C6ng Iy Moi truang Thanh pho Costa Mesa se Be- dam bao viec tuan theo L@nh Chao hanh ve- s uTh e -u Kha nano Anh An, thanh pho Costa Mesa se: • Chir kV cua quo vi. • Complaint forms available at: www.costamesaca.gov/titieVI Xinguyi dan khieu nai cuaguV vi den: Human Resources Manager, Title VI Coordinator City of Costas Mesa PO BOX 1200 Costa Mesa, CA 92628 Telephone Number: (714) 754-5350 VAN BAN NAY SE CO SAN BANG CAC HINH THOC SAU: • Hinh thipc Dien tip PDF • TiOng Tav Ban Nha • Tieng Viet Attachment D City of Costa Mesa Title VI Discrimination Complaint Form benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance." Any person who believes that he/she, or as a member of a specific class of persons has been discriminated against by the City of Costa Mesa on the basis of race color, national origin sex age or disability may file a complaint of discrimination under Title VI and related statutes. To file a complaint, please provide the following information necessary in order to Process your complaint. Form must be complete with signature. Assistance in filling out this form is available upon request. Mail Completed Form to: Human Resources Manager Title VI Coordinator City of Costa Mesa P.O. Box 1200 Costa Mesa, CA 92628 1. Complainant's Name: City: State: Zip Code 3. Home Phone: Cell Phone: 4. Email Address: 5. Date of alleged discrimination: Time of Incident 6. Which of the following best describes the reason(s) you believe the discrimination took place? Check all that apply: 7. Describe the alleged discrimination. Explain what happened and who was responsible *Please attach additional sheets of paper if necessary. Race Color National Origin Sex Age Disability Other (Please explain): 7. Describe the alleged discrimination. Explain what happened and who was responsible *Please attach additional sheets of paper if necessary. 8. What City of Costa Mesa representative(s) is the person alleging was/were involved? 9. Where did the incident take place? Please provide location name of facility address etc 10. If there were witnesses, please provide their contact information Witness Name: Phone: Address: City: State: Zip Code Witness Name: Phone: City: State: Zip Code: 11. Did you file this complaint with any other federal state, or local agency or with a federal or state court? Yes: No: If yes, check each box that applies: Federal Agency Federal Court State Agency State Court LocalAgency Other (Specify): 12 Provide a contact person's information for the agency you also filed the complaint with: Contact Person: Agency: Phone: Date Filed: Sign and date the complaint in the spaces below. Attach any supporting documents Complainant's Sisanature: Date: 'Attach any written materials or other information that may be relevant to your complaint Attachment D (Spanish) Ciudad de Costa Mesa Formulario de Queia de Discriminaci6n del Titulo VI EI Titulo VI de la Lev de Derechos Civiles de 1964 declara que "Ninguna persona en los Estados Unidos, en base a raza, color, o origen nacional, sera excluida de la participaci6n en, o negada los beneficios de, ni sera obieto de discriminaci6n baio cualquier programa o actividad que reciba asistencia Financiera Federal." Cualquier persona que piense que el/ella, o como un miembro de una clase especifica de personas, ha sido discriminada por la Ciudad de Costa Mesa en base a raza, color, origen nacional, sexo, edad, o discapacidad, puede presentar unagueja de discriminaci6n baio el Titulo VIy estatutos relacionados. Para presentar unaguela por favor proporcione la siquiente informaci6n necesaria con el fin de procesar sugueia. EI Formulario debe estar completo con firma. Asistencia en Ilenar este formulario esta a disposici6n baio solicitud. Envie por correo el Formulario Completado a: Human resources Manager, Title VI Coordinator City of Costa Mesa P.O. Box 1200 Costa Mesa, CA 92628 13. Nombre del Querellante: Ciudad: Estado: C6digo Postal: 15. Telefono de la Casa: Telefono Celular: 16. Direcci6n de Correo Electr6nico: 17. Fecha de la supuesta discriminaci6n: Hora del incidente: 18. r.Cuales de las siguientes describen meior la(s) raz6n(es) por la(s) cual(es) usted piensa que tuvo lugar la discriminaci6n? Marque todas las que apliquen: Raza Color Origen nacional Sexo Edad Discapacidad Otra (Por favor explique): 19. Describa la supuesta discriminaci6n. Explique to que ocurri6y quien fue responsable. 'Por favor adiunte hoias de papel adicionales si es necesario. 20. i CuaLes) representante(s) de la Ciudad de Costa Mesa es la persona que supuestamente estuvo/estuvieron involucrada(s)? 21_. �,D6nde tuvo lugar el incidente? Por favor proporcione la ubicaci6n, el nombre del local, la direcci6n, etc. 22. Si hubo testigos, por favor proporcione su informaci6n de contacto. Nombre del Testigo: Telefono: Ciudad: Estado: C6digo Postal: Nombre del Testigo: Telefono: Domicilio: Ciudad: Estado: C6digo Postal: 23. i.Present6 esta queia ante otra agencia federal, estatal, o local o ante un tribunal federal o estatal? Si: No: Si es si, marque cada casilla que aplique: 24. Proporcione la informaci6n de una persona de contacto para la agencia con la cual tambien present6 la queia: Persona de Contacto: Agencia: Telefono: Fecha de Presentaci6n: Firmey coloque la fecha de la queia en los espacios a continuaci6n. Adiunte cualquier documento de apovo. Firma del Querellante: Fecha: 'Adiunte cualquier material escrito u otra informaci6n que pueda ser relevante a su queia Agencia Federal Tribunal Federal Agencia Estatal Tribunal Estatal Agencia Local Otro (especifigue): 24. Proporcione la informaci6n de una persona de contacto para la agencia con la cual tambien present6 la queia: Persona de Contacto: Agencia: Telefono: Fecha de Presentaci6n: Firmey coloque la fecha de la queia en los espacios a continuaci6n. Adiunte cualquier documento de apovo. Firma del Querellante: Fecha: 'Adiunte cualquier material escrito u otra informaci6n que pueda ser relevante a su queia Attachment D (Vietnamese) Thanh pho Costa Mesa Mau don Khieu nai Kv thi Tieu de VI cua chinh phO Lien bang." Human Resources Manager Title VI Coordinator City of Costa Mesa P.O. Box 1200 Costa Mesa, CA 92628 25. Ten ngu6i khieu nai: 26. Dia chi: Thanh pho: Tieu bang: S6 Zip 27. Dien thoai nha: Dien thoai di d6ng: 28. Dia chi Email: 29. Ngay su' kd thi buoc la xav ra: Gia su' ki6n xav ra: 30. (Cac) Iy do nao dung nhat de mo to sty kJ thiguy vi cho la xav ra? Dinh dau vao tat ca Iv do ap dung: Chung toc Mau da Nguongocgu6c qia Giai tinh Tuoi Khuvet tat Khac (Xin giai thich): 31. Xin mo to sup kJ thi bu6c la xav ra. Xin giai thich nhivng ai da xav ra va ngu'ai nao Chiu trach nhiem. * Xin vui I6ng kem them giav neu cen thiet. 32. (Cic) dai digin nao cua Thanh oh6 Costa Mesa la ngu'ai cho la d(nh liu tai viec nay? 33. Su' kien xav ra a dau? Xin cho biet dia diem, ten ca sa dia chi vv. 34. Neu c6 nhan ch&nq, An cho biet th6ng tin lien lac cua ho. Ten Nhan chUng: Dien thoai: Thanh ph6: Tieu bang: S6 Zip: Ten Nhan chUng: Dien thoai: Thanh ph6: Tieu bang: S6 Zip Neu c6, xin danh d6u cac h6p nao thich hap: 36. Xin cho biet th6ng tin lien lac m6t ngu'ai a ca quan quv vi cung da n6p dan khieu nai: Nguai lien lac: Ca quan: S6 digin thoai: Ngav n6p dan: Chip k4 ngu'ai Khi€u nai: Ngav: *Xin Binh kem bat c& tai lieu v16t hay th6ng tin nao khat ma co On quan den khieu nai cua quv vi.. Ca quan Lien bang T6a Lien bang Caquan Ti eu bang T6a Tieu bang Ca quan dia hu'an Khac (xin n6i r6): 36. Xin cho biet th6ng tin lien lac m6t ngu'ai a ca quan quv vi cung da n6p dan khieu nai: Nguai lien lac: Ca quan: S6 digin thoai: Ngav n6p dan: Chip k4 ngu'ai Khi€u nai: Ngav: *Xin Binh kem bat c& tai lieu v16t hay th6ng tin nao khat ma co On quan den khieu nai cua quv vi.. Attachment E LIST OF TITLE VI COMPLAINTS, INVESTIGATIONS, AND LAWSUITS The City of Costa Mesa has not received Title VI complaints investigations or lawsuits Below is the list that will be used for tracking these incidents: Date (Month, Day, Year Summary (Include basis of Status Action(s) Taken complaint: race. color, national origin, age, sex, or gagbilityl Complaints 1. 2. Investigations 1. 2. Lawsuits 1. 2. Attachment F City Council Agenda Report/Meeting Minutes to be added here if amended program is approved by Council. ATTACHMENT 2 City of Costa Mesa Title VI Program This program ensures compliance with Title VI of the Civil Rights Act of 1964 Costa Mesa City of Costa Mesa 77 Fair Drive Costa Mesa, CA 92626 Adopted April 17, 2012 Amended November 1, 2016 SECTION 1: TITLE VI POLICY AND COMPLAINT PROCEDURES INTRODUCTION Title VI of the Civil Rights Act of 1964 provides that "no person in the United Stated shall, on the grounds of race, color, national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance." To fulfill this basic civil rights mandate, each federal agency that provides financial assistance for any program is authorized and directed by the United States Department of Justice to apply provisions of Title VI to each program by issuing general rules, regulations, or requirements. Related statutes provide protection against discrimination on the basis of sex, age, disability, or socioeconomic status by programs receiving federal financial assistance. PROTECTING YOUR RIGHTS As a recipient of federal funds, the City ensures that its projects, policies, and activities comply with the Title VI Regulations of the Civil Rights Act of 1964.The City of Costa Mesa operates all of its services, programs and activities without regard to race, color, national origin, age, sex, or disability in accordance with Title VI of the Civil Rights Act of 1964 and related statutes. Any person who believes that he or she, or as a member of a specific group, has been excluded from participation in, has been denied the benefits of, or has been otherwise subjected to discrimination, may bring forth a complaint of discrimination per the complaint procedures outlined in this program. The City of Costa Mesa prohibits intimidation, coercion, or engagement in other discriminatory conduct against anyone because he or she has filed a complaint to secure rights protected by Title VI. The City will not condone retaliation against an individual for his or her involvement in asserting his or her rights pursuant to Title VI or because he or she filed a complaint or participated in an investigation under Title VI, and/or this program. The City makes good faith efforts to achieve environmental justice as part of its mission by identifying and addressing, as appropriate, disproportionately high and adverse human health or environmental effects of it projects, activities, and services on minority populations and low-income populations. The City ensures that Limited English Proficient (LEP) individuals have access to the City's projects, activities, and services. The City's Title VI Policy is posted in high volume areas such as administrative offices and the City website: www.costamesaca.gov/titleVi. (Attachments A, B, & C) ENVIRONMENTAL JUSTICE REQUIREMENTS The City shall integrate an environmental justice analysis into its National Environmental Protection Act (NEPA) documentation on construction projects. The City is not required to conduct environmental justice analyses of projects where NEPA documentation is not required. The City will consider preparing an environmental assessment (EA) or environmental impact statement (EIS) to integrate into its documents the following components: a) A description of the low-income and minority population within the study area affected by the project, and a discussion of the method used to identify this population (e.g., analysis of Census data, direct observation, or a public involvement process); b) A discussion of all adverse effects of the project both during and after construction that would affect the identified minority and low-income populations; c) A discussion of all positive effects of the project that would affect the identified minority and low-income populations, such as improvements in service or accessibility; d) A description of all mitigation and environmental enhancement actions incorporated into the project to address the adverse effects, including, but not limited to, any special features of the relocation program that go beyond the requirements of the Uniform Relocation Act and address adverse community effects such as separation or cohesion issues; and the replacement of the community resources destroyed by the project; e) A discussion of the remaining effects, if any, and why further mitigation is not proposed; and f) For projects that impact predominantly minority and low-income and predominantly non -minority and non -low-income areas, a comparison of mitigation and environmental enhancement actions that affect predominantly low-income and minority areas with mitigation implemented in predominantly non -minority or non -low-income areas. LIMITED ENGLISH PROFICIENT INDIVIDUALS AND PUBLIC PARTICIPATION The City shall seek out and consider viewpoints of minority, low-income, and Limited English Proficient (LEP) populations in the course of conducting public outreach and involvement activities. The City will offer opportunities to the public to be involved in the identification of social, economic, and environmental impacts of proposed decisions. The City ensures that individuals have access to its projects, activities, and services by developing and carrying out the LEP Plan herein. The City will continually assess the language assistance needs of the population to be served. City Council meetings are held on the first and third Tuesday of each month, unless otherwise noted. All Council meetings are open to the public, except for designated Closed Sessions pursuant to the Brown Act. Notification of meetings is made by posting the agenda at the City Clerk's Office at least 72 hours in advanced. The agenda and public meeting information is also available on the City's website prior to the meeting at www.costamesaca.gov. Bilingual assistance is available if requested by 5:00 p.m. two business days prior to the meeting date. Meetings are videotaped and may be accessed from the City's website. All City of Costa Mesa commissions and committees are open to Costa Mesa residents regardless of race, color, national origin, age, sex, or disability. The application for commission and committees is available at City Hall, 77 Fair Drive, City Clerk's Office. The City shall make every reasonable effort to include the following practices consistent with the City's adopted public participation plan: 1. Coordination with individuals, institutions, or organizations and implementing community-based public involvement strategies to reach out to members in the affected minority and/or low-income communities; 2. Provision of opportunities for public participation through means other than written communication, such as the use of audio or video recording devices to capture oral comments; 3. Utilization of locations, facilities and meeting times that are convenient and accessible to low-income and minority communities; and 4. Utilization of different meeting sizes or formats, or varying the type and number of news media used to announce public participation opportunities. COMPLAINT PROCEDURES If you, individually or as a member of a specific class of persons, believe you have been discriminated against by the City of Costa Mesa, you may file a signed, written complaint within one hundred and eighty (180) days of the date of alleged discrimination. The complaint should include the following information: • Your name, address and how to contact you (e.g. telephone number, e-mail address, etc.). • How, when, where and why you believe you were discriminated against. Include the location, names and contact information of any witnesses. A Title VI Complaint Form can be used to file a complaint with the City (Attachment D). Complaints may be mailed to the City of Costa Mesa at: City of Costa Mesa Human Resources Department - Title VI Coordinator P.O. Box 1200 Costa Mesa, CA 92628 To file a complaint in person, please visit City Hall at: 77 Fair Drive Human Resources Division (3rd Floor) Costa Mesa, CA 92626 For more information regarding Title VI, please call: (714) 754-5350 In case the complainant is dissatisfied with the resolution by the City of Costa Mesa, the same complaint may submitted to: • Federal Transit Administration, Region IX Office of Civil Rights 201 Mission Street, Suite 1650, San Francisco, CA 94105 • Federal Transit Administration, Office of Civil Rights East Building, 5th Floor -TCR, 1200 New Jersey Ave., SE, Washington, DC 20590 • Federal Highway Administration, Office of Civil Rights 1200 New Jersey Ave., SE 8th Floor E81-105, Washington, DC 20590 COMPLAINT FORM The Title VI Complaint Form (Attachment D) can be obtained at: • The City's website at: www.costamesaca.gov/titleVI • By calling the City's Human Resources Division at (714) 754-5350. o A complaint form can be mailed or emailed to the requester. • In person at 77 Fair Drive, Costa Mesa, CA 92626, Human Resources Division (3rd Floor). SECTION II: LIMITED ENGLISH PROFICIENCY PLAN Individuals who do not speak English as their primary language and who have a limited ability to read, speak, write, or understand English can be limited English proficient, or "LEP." These individuals may be entitled to language assistance with respect to a particular type or service, benefit, or encounter. Federal laws particularly applicable to language access include Title VI of the Civil Rights Act of 1964, and the Title VI regulations, prohibiting discrimination based on national origin, and Executive Order 13166. The City's Limited English Proficiency (LEP) Plan outlines the ways in which language assistance may be provided, staff training, and how to notify LEP persons that assistance is available. FOUR -FACTOR ANALYSIS In order to prepare this plan, the City of Costa Mesa undertook the U.S. Department of Transportation (U.S. DOT) four -factor LEP analysis. This analysis provides guidance to agencies receiving federal financial assistance in taking reasonable steps to ensure meaningful access to all of its services, programs, and activities which may be utilized by LEP persons. Following is a summary of the City's four -factor analysis: 1. The number or proportion of LEP persons eligible to be served or likely to be encountered by the City's public transportation services, programs, or activities. City of Costa Mesa staff reviewed the 2010-2014 U.S. Census Bureau American Community Survey data and determined that 37.9% of the population in Costa Mesa speak a language other than English. 28.6% speak Spanish and 5.7% speak Asian and Pacific Island languages. To identify the specific Asian and Pacific Island language needs of the community, staff reviewed the U.S. Census Bureau data for race and ethnicity and found the largest subgroup was Vietnamese which makes up 2.1 % of the City's population. In addition, City staff reviewed the Federal Voting Rights Act of 1965, which bans racial discrimination in voting practices and covers several key protections, including language assistance. Staff considered the Orange County Registrar of Voters Language Requirements by City to evaluate which languages they require the City of Costa Mesa to provide translation for when serving the voting population. The Orange County Registrar of Voters currently requires that the City of Costa Mesa provide Spanish and Vietnamese translations for election purposes. Based on a review of U.S. Census Bureau data and taking into consideration the language translation requirements set forth by the Orange County Registrar of Voters, the City of Costa Mesa has identified the importance of providing language assistance to the Spanish and Vietnamese speaking community. 2. The frequency with which LEP persons come in contact with the City's public transportation services, programs, or activities. The frequency of LEP individuals seeking interpretation or translation at City public meetings is low. The City's majority of interaction with LEP individuals occurs in person or over the phone when customers seek information or services from City staff. The City continues to incorporate bilingual staff and ensure that language assistant information is posted for public meetings. The City also utilizes a professional interpreting services firm. 3. The nature and importance of the City's public transportation services, programs, or activities to people's lives. The City of Costa Mesa provides a variety of services, programs, and activities to the community including managing roads, recreation activities, police and fire services, licensing, community improvement programs, elections, and other services. These services are important to an individual's day-to-day life, therefore, denial of assistance to an LEP individual could have a detrimental effect. The City provides translation service to LEP persons via bilingual staff or other translation services. 4. The resources available to the City and costs to provide LEP assistance. The City assessed its available resources that could be used for providing LEP assistance. Translation services performed by existing certified bilingual staff would not result in additional costs. The City also has an existing contract with a professional interpreter and translation services firm to be utilized on an as - needed basis for translation services not currently provided by City staff. The amount of staff training that might be needed was also considered. Based on the findings and considerations of the four -factor analysis, the City developed the following LEP Plan. LIMITED ENGLISH PROFICEIENCY (LEP) PLAN OUTLINE Language Assistance The City of Costa Mesa remains committed to providing oral and written translation services upon request. The City employs and maintains an active list of certified bilingual staff interpreters who are available to assist LEP individuals. If staff is not readily available, or is not bilingual in a specific requested language, staff may utilize a professional interpreting services firm to accommodate requested assistance. Dissemination of the LEP Plan The City's Title VI Program, containing the LEP Plan, can be accessed and downloaded from the City's website at www.costamesaca.gov/titleV1. The website will also contain the Title VI Brochure and Complaint Form in English and the LEP affected languages. Additionally, individuals who do not have access to the internet may request a copy of the plan, or other related documents, via telephone, mail, or in person. Questions, or comments regarding the LEP Plan may be directed to the City's Title VI Coordinator: Human Resources Manager, Title VI Coordinator City of Costa Mesa 77 Fair Drive / PO Box 1200 Costa Mesa, CA 92628-1200 (714) 754-5350 Monitoring and Updating the LEP Plan The LEP Plan is dynamic and may be updated as more effective means of communication are developed. At minimum, the City of Costa Mesa will update its LEP Plan as new Census data becomes available, or via other forms of information or statistical data that may become relevant and meaningful in the future. The City will endeavor to identify discrimination based on race, color, religion, sex, marital status, familial status, national origin, age, mental or physical disability, sexual orientation, gender identity and source of income, and where such discrimination is found to exist, implement programs or practices to eliminate the discrimination. Programs include, but are not limited to, hiring Minority/Women/Disadvantaged Business Enterprises (DBE) contractors, providing translations through the LEP Program, and conducting public outreach and involvement in City projects. Each Department Head is responsible for Title VI compliance for individual projects. Compliance activities may include, but are not limited to: 1. Ensuring that all aspects of a Proposed Project's planning process and operations comply with the Title VI Requirements. 2. Ensuring that Affected Parties have meaningful access to a Proposed Project's planning processes. 3. Assisting the Title VI Coordinator in gathering and organizing data for the Title VI Plan Report. 4. Reviewing the Department work programs, policies, and other directives to ensure compliance with the Title VI Requirements. 5. Verifying the level of participation of Affected Parties at public outreach meetings. Training Staff City of Costa Mesa staff will be provided with the Title VI Program and LEP Plan and will be educated on procedures and services available to them to assist LEP customers. Training will take place during the initial orientation of new employees and throughout employment on a biannual basis. Training will include the following material and topics: • The City of Costa Mesa's Title VI Program and LEP Plan • The City of Costa Mesa's Title VI Brochure • The City of Costa Mesa's Title VI Complaint Form • Description of language assistance services offered to the public (i.e. staff interpreters, request process for professional interpreter services and translated documents) • How to access an interpreter • Instruction on how to handle potential Title VI complaint Conclusion The LEP Plan is designed to be flexible and to be reviewed as an ongoing process to ensure meaningful access to the community. As such, it is important to consider whether new documents and services need to be made accessible for LEP persons and also to monitor changes in demographics, and types of services in those demographics. When changes occur, the LEP Plan will be updated as appropriate. The City of Costa Mesa is a non -transit provider and is not required to submit the requirements as specified in Chapters IV, V or VI of the FTA Circular 4702.1 B. CITY COUNCIL APPROVAL The Costa Mesa City Council met on November 1, 2016 to review and amend the Title VI Plan document. A copy of the Council minutes approving of the plan is presented in attachment F. ATTACHMENTS ATTACHMENT A Website Language ATTACHMENT B Poster Language ATTACHMENT C Brochure Language ATTACHMENT D Complaint Forms ATTACHMENT E List of Complaints, Investigations, and Lawsuits ATTACHMENT F City Council Agenda Report/Meeting Minutes Attachment A Website Language Title VI Title VI Non -Discrimination Policy Title VI of the Civil Rights Act of 1964 states that, "No person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, or be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance." The City of Costa Mesa, under Title VI of the Civil Rights Act of 1964 and related statutes, strives to ensure that access to, and use of, all programs, services, or benefits derived from any activity will be administered without regard to race, color, national origin, sex, age, disability, or socioeconomic status. City of Costa Mesa's Title VI Program Title VI Public Brochure (English) Title VI Public Brochure (Spanish) Title VI Public Brochure (Vietnamese) How to File a Complaint Any person who believes that he/she, or as a member of a specific class of persons, has been discriminated against by the City of Costa Mesa on the basis of race, color, national origin, sex, age, or disability may file a complaint of discrimination under Title VI and related statutes. The complaint must be filed within one hundred and eighty (180) days of the date of alleged discrimination. The City's Complaint Form can be obtained at: • Online at the link below • By calling the City's Human Resources Division at (714) 754-5350 • In person by picking the form up at City Hall: 77 Fair Drive, Costa Mesa, CA 92626 (3rd Floor) Mail completed Complaint Forms to: Human Resources Manager, Title VI Coordinator City of Costa Mesa P.O. Box 1200 Costa Mesa, CA 92628 In case the complainant is dissatisfied with the resolution by the City of Costa Mesa, the same complaint may be submitted to: • Federal Transit Administration, Office of Civil Rights, Attention: Complaint Team, East Building, 5t" Floor -TCR, 1200 New Jersey Avenue, SE, Washington, DC 20590 • U.S. DOT, Secretary of Transportation, 1200 New Jersey Avenue, SE, Washington, DC 20590 • U.S. Department of Justice, Civil Rights Division, 950 Pennsylvania Ave., N.W., Washington, D.C. 20530 VI Complaint Form (English) VI Complaint Form (Spanish) VI Complaint Form (Vietnamese) Attachment A (Spanish) Website Language Titulo VI Titulo VI Politica de No Discriminacion EI Titulo VI de la Ley de Derechos Civiles de 1964 declara que, "Ninguna persona en los Estados Unidos, sobre la base de raza, color, o origen nacional, sera excluida de la participacidn en, o negada los beneficios de, ni sera objeto de discriminacion bajo cualquier programa o actividad que reciba asistencia financiera Federal." La Ciudad de Costa Mesa, bajo el Titulo VI de la Ley de Derechos Civiles de 1964 y estatutos relacionados, se esfuerza para garantizar que el acceso a, y el use de, todos los programas, servicios o beneficios derivados de cualquier actividad seran administrados sin respecto a raza, color, origen nacional, sexo, edad, discapacidad, o condicion socioeconomica. Programa del Titulo VI de la Ciudad de Costa Mesa Folleto Publico del Titulo VI (ingles) Folleto Publico del Titulo VI (espanol) Folleto Publico del Titulo VI (vietnamita) Como Presentar una Queia Cualquier persona que piense que el/ella, o como un miembro de una clase especifica de personas, ha sido discriminada por la Ciudad de Costa Mesa en base a raza, color, origen nacional, sexo, edad, o discapacidad, puede presentar una queja de discriminacion bajo el Titulo VI y estatutos relacionados. La queja debe ser presentada dentro de los ciento ochenta (180) dias de la fecha de la supuesta discriminacion. EI Formulario de Queja de la Ciudad se puede obtener: • En linea en el enlace a continuacion • Llamando a la Division de Recursos Humanos de la Ciudad al (714) 754-5350 • En persona recabando el formulario en el Ayuntamiento: 77 Fair Drive, Costa Mesa, CA 92626 (3ef Piso) Enviar por correo los Formularios de Queja completados a: Human Resources Manager, Title VI Coordinator Ciudad de Costa Mesa P.O. Box 1200 Costa Mesa, CA 92628 En caso de que el querellante este insatisfecho con la resolucion por parte de la Ciudad de Costa Mesa, la misma queja puede ser sometida a: Administracion Federal de Transito, Oficina de Derechos Civiles, Atencion: Equipo de Quejas, Edificio Este, 5t° Piso-TCR, 1200 New Jersey Avenue, SE, Washington, DC 20590 Ministro de Transporte del DOT de EE.UU., 1200 New Jersey Avenue, SE, Washington, DC 20590 Departamento de Justicia de EE.UU., Division de Derechos Civiles, 950 Pennsylvania Ave., N.W., Washington, D.C. 20530 Formulario de Queja VI (ingles) Formulario de Queja VI (espanol) Formulario de Queja VI (vietnamita) Attachment A (Vietnamese) Website Language Tieu de VI Chinh sach Khong Kir thi Tidy de VI Tieu de VI cua Dao Luat Dan Quyen nam 1964 quy Binh rang: "Khong ai tren dat Hoa Ky co the, dura tren can ban chung toc, mau da, hoac nguon goc quoc gia, bi loai trix trong six tham gia, bi tix choi quyen lai, hoac bi ky thi trong bat cix churang trinh hoac sinh hoat nao co su ho tra cua chinh phu Lien bang." Thanh pho Costa Mesa, theo Tieu de- VI cua Dao Luat Dan Quyen nam 1964 va cac dao Iuat lien h6, co gang dam bao su tie -p can va six dung tat ca cac chu°ung trinh, dich vu hoac quyen Iai bat nguon tCr bat cO hoat dong nao se duac thu'c hien bat ke chung toc, mau da, nguon goc quoc gia, giai tinh, tuoi tac, khuyet tat, hoac tinh trang kinh to xa hoi. Chivdng trinh Tieu de IV cua Thanh pho Costa Mesa Tap sach Tieu de VI (tieng Anh) Tap sach Tieu de VI (tie -ng Tay Ban Nha) Tap sach Tieu de VI (tieng Viet) Cach Nop don Khieu nai Bat cO nguai nao tin rang minh, hoac vai tu, cach la mot thanh vien cua mot tang lap ngu'ai dac biet, bi ky thi bai Thanh pho Costa Mesa tren can ban chung toc, mau da, nguon goc quoc gia, giai tinh, tuoi tac, hoac khuyet tat co the nop dun khieu nai ky thi theo Tieu de VI va cac dao luat lien quan. Dan khieu nai phai du°ac nop trong vbng mot tram tam mu'ai (180) ngay ke tU ngay su, ky thi cho la da xay ra. Mau Dun Khieu Nai cua thanh ph -0 co the lay: • Tru c tuye-n a not ke-t duai day • Bang cach goi cho Dan vi Nhan su cua Thanh ph -0 a so (714) 754-5350 • Dich than bang cach lay mau dun a Toa Thi Chinh: 77 Fair Drive, Costa Mesa, CA 92626 (lau 3) Gixi Dan Khieu nai da digin day du tai: Human Resources Manager, Title VI Coordinator City of Costa Mesa P.O. Box 1200 Costa Mesa, CA 92628 Trong tru'ang hap ngu'ai khieu nai khong hai long vai su, giai quye-t cua Thanh ph -0 Costa Mesa, dun khieu nai twang tu' co the giai den: • Federal Transit Administration, Office of Civil Rights, Attention: Complaint Team, East Building, 5t" Floor -TCR, 1200 New Jersey Avenue, SE, Washington, DC 20590 • U.S. DOT, Secretary of Transportation, 1200 New Jersey Avenue, SE, Washington, DC 20590 • U.S. Department of Justice, Civil Rights Division, 950 Pennsylvania Ave., N.W., Washington, D.C. 20530 Mau Khieu nai VI (tie -ng Anh) Mau Khieu nai VI (tie -ng Tay Ban Nha) Mau Khieu nai VI (tie -ng Viet) Attachment 8 Poster Language Your Rights Under Title VI of the Civil Rights Act of 1964 Title VI of the Civil Rights Act of 1964 provides that "no person in the United Stated shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance." Related statutes provide protection against discrimination on the basis of sex, age, disability, and socioeconomic status. Any person who believes they have been discriminated against may file a written complaint within 180 days of the alleged discrimination. Additional information and Title VI Discrimination Complaint Forms can be obtained on the City of Costa Mesa's website at: www. costa mesaca.aov/titleVI Title VI Discriminations Complaints may be submitted to: Human Resources Manager, Title VI Coordinator City of Costa Mesa 77 Fair Drive Costa Mesa, CA 92626 (714) 754-5350 Spanish Para informacion en espanol, o para presentar una Queja de Discriminacion del Titulo VI, sirvase Ilamar al (714) 754- 5350 para asistencia. Vietnamese fle co thong tin bang ti Viet, hay de nop mot Khieu nai Ky thi Tieu de VI, An g9i so (714) 754-5350 de duac tra giup. Attachment C Brochure Language Your Rights Under Title VI And Related Statutes This brochure is designed to inform you of the requirements of Title VI of the Civil Rights Act of 1964 and your rights under those requirements. WHAT IS TITLE VI? Title VI is a statute provision of the Civil Rights Act of 1964. Title VI(Sec.601) of the Civil Rights Act of 1964 provides: "No person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation, be denied benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance" Additionally, Executive Order, 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low -Income Populations 1994 provides: "Each Federal agency shall make achieving environmental justice part of its mission by identifying and addressing, as appropriate, disproportionately high and adverse human health or environmental effects of its programs, policies, and activities on minority populations and low- income populations" As well as, Executive order 13166, Improving Access to Services for Persons with Limited English Proficiency "Requires Federal Agencies to examine services they provide, identify any need for services to those with Limited English Proficiency (LEP), develop and implement a system to provide those services so LEP persons can have meaningful access to them." Related statutes provide protection against discrimination on the basis of sex, age, disability, or socioeconomic status by programs receiving federal financial assistance. What Does This Mean? That City of Costa Mesa strives to ensure that access to and use of all programs, services, or benefits derived from any activity will be administered without regard to race, color, national origin, sex, age, disability, or socioeconomic status. The City of Costa Mesa prohibits discriminatory practices, which include but are not limited to: • Denial to an individual of any service, financial aid, or benefit provided under the program to which he or she may be otherwise entitled; • Different standards or requirements for participation; • Segregation or separate treatment in any part of the program; • Distinctions in quality, quantity, or manner in which benefits are provided; and • Discrimination in any activities conducted in a facility built inwhole or partwith federal funds. To ensure compliance with the Executive Order on Environmental Justice, the City of Costa Mesa will: • Avoid or reduce harmful human health and environmental effects on minority and low- income populations; and • Prevent the denial of, reduction in, or significant delay in the receipt of benefits by minority and low-income populations. To ensure compliance with the Executive Order on Limited English Proficiency, the City of Costa Mesa will: • Provide free language assistance services to LEP individuals when requested by someone with Limited English Proficiency; and • Provide telephone translation services for all languages. Are Your Rights Being Violated? If you believe that you have been discriminated against because of your race, color, national origin, sex, age, or disability you may file a written complaint with the City of Costa Mesa's Title VI Coordinator. See instructions on filing a claim within this brochure. Who Bears Responsibility to VI? All of the employees of the City of Costa Mesa and its functional programs. The City of Costa Mesa Title VI Coordinator provides continuous leadership, guidance, and technical assistance to ensure ongoing compliance with Title VI, the Executive Order on Environmental Justice and the Executive Order on Limited English Proficiency. Instructions on filing a signed, written discrimination complaint: • Complaints must be filed within 180 days of the alleged discrimination. • Include your name, address and preferred method of contact (i.e. telephone number or email address). • The name and address of the department you believe discriminated against you. • A description of how, why and when you believe you were discriminated against. Include as much background information as possible. • The names of individuals whom you allege discriminated against you, if you know them. • The names and contact information of any persons or witnesses, if known, that could be contacted for additional information to clarify your allegations. • Yoursignature. • Complaint forms available at: www.costamesaca.gov/titleVI Mail Complaints to: Human Resources Manager, Title VI Coordinator City of Costas Mesa PO BOX 1200 Costa Mesa, CA 92628 Telephone Number: (714) 754-5350 THIS PUBLICATION WILL BE MADE AVAILABLE IN THE FOLLOWING ALTERNATE FORMATS: • PDF Electronic Format • Spanish • Vietnamese Attachment C (Spanish) Brochure Language Sus derechos bajo el Titulo VI y estatutos relacionados Este folleto esta disenado para informarle a usted de los requisitos del Titulo VI de la Ley de Derechos Civiles de 1964 y sus derechos bajo dichos requisitos. 4QUE ES EL TITULO VI? EI Titulo VI es una disposicion estatutaria de la Ley de Derechos Civiles de 1964. EI Titulo VI (Seccion 601) de la Ley de Derechos Civiles de 1964 dispone: "Ninguna persona en los Estados Unidos, en base a raza, color, o origen nacional, sera excluida de la participaci6n, negada beneficios, o sujeta a discriminacion bajo ningun programa o actividad que reciba asistencia financiera Federal" Adicionalmente, la Orden Ejecutiva 12898, Acciones Federales para Abordar la Justicia Ambiental en Poblaciones de Minorias y Poblaciones de Bajos Ingresos 1994 dispone: "Cada agencia Federal hara el logro de la justicia ambiental parte de su misi6n identificando y abordando, segun Io apropiado, efectos desproporcionadamente altos y adversos sobre la salud humana y ambientales de sus programas, politicas y actividades sobre las poblaciones de minorias y poblaciones de bajos ingresos" Asi como, la orden Ejecutiva 13166, Mejorar el Acceso a los Servicios para Personas con Capacidad Limitada del Ingles "Requiere que las Agencias Federales examinen los servicios que proveen, identifiquen cualquier necesidad de servicios para aquellos con Capacidad Limitada del Ingles (LEP), desarrollen e implementen un sistema para proveer esos servicios para que personas con LEP puedan tener acceso significativo a los mismos." Estatutos relacionados proveen proteccion contra la discriminacion en base a sexo, edad, discapacidad, o condicion socioeconomica por programas que reciben asistencia financiera federal. ,&Que quiere decir esto? Que la Ciudad de Costa Mesa se esfuerza para asegurar que el acceso y use de todos los programas, servicios, o beneficios derivados de cualquier actividad seran administrados sin respecto a raza, color, origen nacional, sexo, edad, discapacidad, o condici6n socioecon6mica. La Ciudad de Costa Mesa prohibe practicas discriminadoras, las cuales incluyen pero no estan limitadas a: • Negar a una persona cualquier servicio, ayuda financiera, o beneficio proporcionado en virtud del programa a los cuales el o ella de otro modo pueda tener derecho; • Diferentes normas o requisitos para la participacion; • Segregaci6n o trato separado en cualquier parte del programa; • Distinciones en la calidad, cantidad, o manera en la que se proveen los beneficios; y • Discriminacion en cualquier actividad realizada en un local construido en todo o en parte con fondos federales. Para asegurar el cumplimiento con la Orden Ejecutiva sobre la Justicia Ambiental, la Ciudad de Costa Mesa: • Evitara o reducira los efectos dahinos para la salud humana y ambientales sobre poblaciones de minorias y de bajos ingresos; y • Prevendra la denegaci6n, reducci6n, o retraso significativo en la recepci6n de beneficios por poblaciones de minorias y de bajos ingresos. Para asegurar el cumplimiento con la Orden Ejecutiva sobre Capacidad Limitada del Ingles, la Ciudad de Costa Mesa: • Proveera servicios gratuitos de asistencia de idiomas para personas con LEP al ser solicitados por alguien con Capacidad Limitada del Ingles; y • Proveera servicios de traducci6n por telefono para todos los idiomas. ,&Estan siendo violados sus derechos? Si usted piensa que se esta discriminado en su contra por su raza, color, origen nacional, sexo, edad, o discapacidad, puede presentar una queja por escrito con el Coordinador del Titulo VI de la Ciudad de Costa Mesa. Vea las instrucciones sobre presentar una reclamaci6n dentro de este folleto. Z,Quien carga con la responsabilidad de VI? Todos los empleados de la Ciudad de Costa Mesa y sus programas funcionales. EI Coordinador del Titulo VI de la Ciudad de Costa Mesa provee un continuo liderazgo, guia, y asistencia tecnica para garantizar el cumplimiento en curso con el Titulo VI, la Orden Ejecutiva sobre la Justicia Ambiental y la Orden Ejecutiva sobre la Capacidad Limitada del Ingles. Instrucciones sobre presentar una queja de discriminacion firmada por escrito: • Las quejas deben ser presentadas dentro de los 180 dias de la supuesta discriminacion. • Incluya su nombre, domicilio y metodo preferido de contacto (es decir, numero telef6nico o direcci6n de correo electr6nico). • EI nombre y direcci6n del departamento que usted piensa que discrimin6 en su contra. • Una descripci6n de c6mo, porque y cuando usted piensa que se discrimin6 en su contra. Incluya tanta informaci6n de antecedentes como sea posible. • Los nombres de las personas que usted alega que discriminaron en su contra, si los conoce. • Los nombres e informaci6n de contacto de cualquier persona o testigos, si son conocidos, con quienes se puede poner en contacto para informaci6n adicional para aclarar sus alegaciones. • Su firma. • Complaint forms available at: www.costamesaca.gov/titleVI Envie por correo lasgueias a: Human Resources Manager, Title VI Coordinator City of Costa Mesa PO BOX 1200 Costa Mesa, CA 92628 Numero Telef6nico: (714) 754-5350 ESTA PUBLICACION SE PONDRA A DISPOSICION EN LOS FORMATOS ALTERNATIVOS SIGUIENTES: • Formato Electr6nico de PDF • Espanol • Vietnamita Attachment C (Vietnamese) Brochure Language Cac Quyen han cua Quy vi theo Tieu de VI Va cac Dao luat lien quan Tap sach nay co muc dich thong bao quy vi cac lieu kien cua Tieu de VI thuoc Dao Luat Dan Quyen nam 1964 va quyen han cua quy vi theo nhCrng dieu kien nay. "HAI E2]4vIW-11we Ei Tieu de VI la mot dieu khoan cua Dao Luat Dan Quyen nam 1964. Tieu de VI (Doan 601) cua Dao Luat Dan Quyen nam 1964 trong do quy Binh: "Khong co ai tren dat Hoa Kj co the, dua tren can ban chung toc, mau da, hoac nguon goc quoc gia, bi loai trio trong su tham gia, bi t%v choi quyen lai, hoac bi kj thi trong bat civ chuang trinh hoac sinh hoat nao co su ho tra cua chinh phu Lien bang." Them niva, Lenh Chap hanh 12898, Bien phap Lien bang de Giai quyet Cong ly Moi truPdng trong Wing Dan toc Thieu so va Ngu,&i co Logi tOc thap 1994 quy Binh: "Moi ca quan Lien bang phai cho la viec thuc hien cling 1j moi trudpng la mot phan trong siv menh cua minh bang cach xac Binh va giai quyet mot cach thich hap, su bat can xivng va su c6 hai den s0c kh6e con ngu°di hoac anh hu°ang moi tru°ang cua cac chuang trinh, chinh sach va cac hoat dong cua minh doi vai dan toc thieu so va cac dan cox c6 lai tOc thap." Cung nhu' vay, Lenh chap hanh 13166, Cai tien su, Tiep can cac Dich vu cho Ngv&i Thieu Kha nang Anh van: ON h6i cac Ca quan Lien bang phai kiem tra cac dich vu ma ho cung cap, xac dinh bat cO nhu cau dich vu nao cua nhCrng Ngurdi Thieu Kha nang Anh van (LEP), phat trien va thuc hien mot he thong de cung cap nhixng dich vu nay de cac ngu°di LEP c6 the tiep can chung mot cach c6 y nghia." Cac dao luat lien quan bao ve chung ky thi tren can ban giai tinh, tuoi tac, khuyet tat, hoac tinh trang kinh to xa hoi cua ac chu'ang trinh nhan dvac ho tra tai chanh cua lien bang. Dieu nay co Y nghia gi? La Thanh pho Costa Mesa co gang dam bao su tiep can va six dung tat ca cac chu'ang trinh, dich vu hoac quyen lai bat nguon t%v bat civ hoat dong nao se dLrac thuc hien bat ke chung toc, mau da, nguon goc quoc gia, giai tinh, tuoi tac, khuyet tat, hoac tinh trang kinh to xa hoi. Thanh pho Costa Mesa cam cac hanh Ong ky thi, bao gum nhung khong chi giai han: • TCP choi mot ca nhan bat civ dich vu, ho tra tai chanh, hoac quyen lai nao cung cap theo chu°ang trinh ma ngurdi d6 c6 quyen hurang; • Cac tieu chuAn hoac cac dieu kien khac biet de tham gia; • Cach ly hoac doi x%v rieng biet trong bat civ ph -an nao cua chu°ang trinh; • Phan biet ve chat lu°ang, so lu°ang, hoac cach thac quyen lai du°ac cung cap; va • Ky thi trong bat civ hoat dong nao trong mot ca sa duac Ay dung town bo hoac mot ph 'an vai quy lien bang. De dam bao viec tuan theo Lenh Chap hanh ve Cong Iy Moi trurang, Thanh pho Costa Mesa se: • Tranh hoac giam anh hLxang tac hai s0c kh6e con nguddi va moi tru°ang doi vdi dan toc thieu so va nguddi c6 lai *c thap; va • Ngan chan su tix choi, giam su° cham tre hay cham tre dang ke trong vi6c tiep nhan cac quyen lai bdi dan toc thieu so va ngu m co lai tOc thap. De dam bao viec tuan theo Lenh Chap hanh ve- s Lr Th e -u Kha nang Anh van, thanh pho Costa Mesa se: • Cung cap cac dich vu ho tra ng -on ngu mien phi Cho ngu°ai LEP khi du°ac yeu cau bai mot ngu°ai Thie-u Kha nang Anh van; va • Cung cap dich vu thong dich bang digin thoai cho tat ca cac ngon ngO,. Cac Quyen han cua Quy vi co bi Xam phaco khong? Neu quy vi tin rang quy vi bi ky thi vi ly do chung toc, mau da, nguon goc quoc gia, giai tinh, tuoi tac, hoac khuyet tat, quy vi co the nop dan khieu nai vdi Dieu phoi vien Tieu de- VI cua Thanh pho Costa Mesa. Xin xem hu°ang dan ve cach nop dan khieu nai trong tap sach nay. Ai chiu trach nhiem vel Tieu de VP Tat ca cac nhan vien cua Thanh pho Costa Mesa va cac chu°ang trinh choc nang cua Thanh pho. Dieu ph ON vien Tieu de- VI cua Thanh ph -0 Costa Mesa lien tuc cung cap su ISnh dao, huang d5n va ho tra ky thuat de dam bao su tuan then lien tuc v6i Tieu de VI, Lenh Chap hanh ve Cong ly Moi truang va Lenh Chap hanh ve Thieu Kha nang Anh van. Instructions on filing a signed, written discrimination complaint: Chi thi vie cach nop don khieu nai ky thi co chiu ky: • Dan khieu nai phai du°ac nop trong vong 180 ngay ke- tCr khi co six buoc la bi ky thi. • Ghi ten, dia chi va phu°ang phap tot nhat de lien lac (thi du: so digin thoai hoac dia chi email). • Ten va dia chi cua van phong ma quy vi tin rang da ky thi quy vi. • Mo to van phong ky thi quy vi nhu° the nao, tai sao va Iuc nao. Xin ghi cang nhie-u thong tin lien he cang tot. • Ten cac duang sup ma quy vi Cho la d5 ky thiquy vi, neu quy vi biet ten cua ho. • Ten va thong tin lien lac cua bat cO ca nhan hay nhan chtxng nao, neu biet, ma co the du°ac lien lac de biet them thong tin hau lam n nhixng cao buoc cua quy vi. • Chix ky cua quy vi. • Complaint forms available at: www.costamesaca.gov/titleVI Xin gixi dan khieu nai cua quy vi den: Human Resources Manager, Title VI Coordinator City of Costas Mesa PO BOX 1200 Costa Mesa, CA 92628 Telephone Number: (714) 754-5350 VAN BAN NAY SE CO SAN BANG CAC HINH THU'C SAU: • Hinh thUc Dien tU PDF • Tieng Tay Ban Nha • Tie -ng Viet Attachment D City of Costa Mesa Title VI Discrimination Complaint Form Title VI of the Civil Rights Act of 1964 states that, "No person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, or be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance." Any person who believes that he/she, or as a member of a specific class of persons, has been discriminated against by the City of Costa Mesa on the basis of race, color, national origin, sex, age, or disability may file a complaint of discrimination under Title VI and related statutes. To file a complaint, please provide the following information necessary in order to process your complaint. Form must be complete with signature. Assistance in filling out this form is available upon request. Mail Completed Form to: Human Resources Manager, Title VI Coordinator City of Costa Mesa P.O. Box 1200 Costa Mesa, CA 92628 1. Complainant's Name: 2. Address: City: 3. Home Phone: 4. Email Address: 5. Date of alleged discrimination: State: Zip Code: Cell Phone: Time of Incident: 6. Which of the following best describes the reason(s) you believe the discrimination took place? Check all that apply: 7. Describe the alleged discrimination. Explain what happened and who was responsible. *Please attach additional sheets of paper if necessary. Race Color National Origin Sex Age Disability Other (Please explain): 7. Describe the alleged discrimination. Explain what happened and who was responsible. *Please attach additional sheets of paper if necessary. 8. What City of Costa Mesa representative(s) is the person alleging was/were involved? 9. Where did the incident take place? Please provide location, name of facility, address, etc. 10. If there were witnesses, please provide their contact information. Witness Name: Phone: Address: City: State: Zip Code: Witness Name: Phone: Address: City: State: Zip Code: 11. Did you file this complaint with any other federal, state, or local agency; or with a federal or state court? Yes: No: If yes, check each box that applies: 7Federal Agency Federal Court State Agency State Court Local Agency Other (Specify): 12. Provide a contact person's information for the agency you also filed the complaint with: Contact Person: Agency: Phone: Date Filed: Sign and date the complaint in the spaces below. Attach any supporting documents. Complainant's Signature: Date: *Attach any written materials or other information that may be relevant to your complaint. Attachment D (Spanish) Ciudad de Costa Mesa Formulario de Queja de Discriminacion del Titulo VI EI Titulo VI de la Ley de Derechos Civiles de 1964 declara que, "Ninguna persona en los Estados Unidos, en base a raza, color, o origen nacional, sera excluida de la participacion en, o negada los beneficios de, ni sera objeto de discriminacion bajo cualquier programa o actividad que reciba asistencia financiers Federal." Cualquier persona que piense que el/ella, o como un miembro de una clase especifica de personas, ha sido discriminada por la Ciudad de Costa Mesa en base a raza, color, origen nacional, sexo, edad, o discapacidad, puede presentar una queja de discriminacion bajo el Titulo VI y estatutos relacionados. Para presentar una queja, por favor proporcione la siguiente informacion necesaria con el fin de procesar su queja. EI Formulario debe estar completo con firma. Asistencia en Ilenar este formulario esta a disposicion bajo solicitud. Envie por correo el Formulario Completado a: Human resources Manager, Title VI Coordinator City of Costa Mesa P.O. Box 1200 Costa Mesa, CA 92628 13. Nombre del Querellante: 14. Domicilio: Ciudad: 15. Telefono de la Casa: 16. Direccion de Correo Electronico: 17. Fecha de la supuesta discriminacion: Estado: Codigo Postal: Telefono Celular: Hora del incidente: 18. �,Cuales de las siguientes describen mejor la(s) razon(es) por la(s) cual(es) usted piensa que tuvo lugar la discriminacion? Marque todas las que apliquen: Raza Color Origen nacional Sexo Edad Discapacidad Otra (Por favor explique): 19. Describa la supuesta discriminacion. Explique to que ocurrio y quien fue responsable. *Por favor adjunte hojas de papel adicionales si es necesario. 20. �Cual(es) representante(s) de la Ciudad de Costa Mesa es la persona que supuestamente estuvo/estuvieron involucrada(s)? 21. ,Donde tuvo lugar el incidente? Por favor proporcione la ubicacion, el nombre del local, la direccion, etc. 22. Si hubo testigos, por favor proporcione su informacion de contacto. Nombre del Testigo: Telefono: Domicilio: Ciudad: Nombre del Testigo: Domicilio: Ciudad: Estado: Estado: Codigo Postal: Telefono: Codigo Postal: 23. �,Presento esta queja ante otra agencia federal, estatal, o local, o ante un tribunal federal o estatal? Si: No: Si es si, marque cada casilla que aplique: Agencia Federal Tribunal Federal Agencia Estatal Tribunal Estatal Agencia Local Otro (especifique): 24. Proporcione la informacion de una persona de contacto para la agencia con la cual tambien presento la queja: Persona de Contacto: Agencia: Telefono: Fecha de Presentacion: Firme y coloque la fecha de la queja en los espacios a continuacion. Adjunte cualquier documento de apoyo. Firma del Querellante: Fecha: *Adjunte cualquier material escrito u otra informacion que pueda ser relevante a su queja. Attachment D (Vietnamese) Thanh pho Costa Mesa Mau don Khieu nai Ky thi Tieu de VI Tieu de VI cua Dao Luat Dan Quyen 1964 ghi rang, "Khong ai tren dat Hoa Kj co the, dura tren can ban Chiang toc, mau da, hoac nguon goc quoc gia, bi loai tri, trong sup tham gia, bi tix choi quyen Iai, hoac bi kj thi trong bat cU chuyang trinh hoac sinh hoat nao co sLP ho tra c6a chinh phis Lien bang." Bat cup ngu'ai nao tin rang minh, hoac vai tu' cach la m6t thanh vien cua mot tang lap nguai dac biet, bi ky thi bai Thanh pho Costa Mesa tren can ban chung toc, mau da, nguon goc quoc gia, giai tinh, tuoi tac, hoac khuyet tat co the nop dan khieu nai ky thi theo Tieu de VI va cac dao luat lien quan. De nop dan khieu nai, An quy vi cung cap cac thong tin sau day can thiet de titin hanh su' khieu nai cua quy vi. Mau dan phai co chi, kq. Se duac giup digin mau dan nay neu yeu cau. Gixi mau da digin day du tai: Human Resources Manager, Title VI Coordinator City of Costa Mesa P.O. Box 1200 Costa Mesa, CA 92628 25. Ten nguai khieu nai: 26. Dia chi: Thanh ph 0-: 27. Dien thoai nha: 28. Dia chi Email: Tieu bang: So Zip: Dien thoai di dong: 29. Ngay su ky thi buoc la xay ra: Gid su kien xay ra: 30. (Cac) 1j do nao dung nhat de mo to sup ky thi quy vi cho la xay ra? Danh dau vao tat ca 1j do ap dung: Ch6ng toc Mau da Nguon goc quoc gia Giai tinh Tu ON Khuyet tat Khac (Xin giai thich): 31. Xin mo t6 su° ky thi buoc la xay ra. Xin giai thich nhixng gi da xay ra va ngudri nao Chiu trach nhiem. * Xin vui long kem them giay neu can thiet. 32. (Cac) dai digin nao c6a Thanh pho Costa Mesa la ngudai cho la dinh liu tai viec nay? 33. Su kien Ay ra a dau? Xin cho biet dia diem, ten ca sa, dia chi, vv. 34. Neu co nhan ch&ng, An cho biet thong tin lien lac c6a ho. Ten Nhan chOng: -Dien thoai: -Dia chi: Thanh pho: Ten Nhan chOng: -Dia chi Tieu bang: -Dien thoai: So Zip: Thanh pho: Tieu bang: So Zip: 35. Quj vi co nop dun khieu nai nay vai ca quan lien bang, tieu bang hay dia phu°ang nao hay vai t6a lien bang hay tieu bang nao kh6ng? Co: Kh6ng: Neu c6, xin danh dau cac hop nao thich hap: Cu quan Lien bang Toa Lien bang Ca quan Tieu bang Toa Tieu bang Cu quan dia Khac (xin n6i n ): phuung 36. Xin cho biet thong tin lien lac mot ngu°ai a cu quan quy vi cung da nop dun khieu nai: Nguai lien lac: So digin thoai: Cu quan: Ngay nop dun: Xin ky va de ngay vao cac khoang trong a duai c6a dun khieu nai. -Dinh kem tai li6u chong minh neu c6. Chiu ky ngu'6,i Khieu nai: Ngay: *Xin dinh kem bat cu' tai lieu viet hay thong tin nao khac ma co lien quan den khieu nai cua quy vi.. Attachment E LIST OF TITLE VI COMPLAINTS, INVESTIGATIONS, AND LAWSUITS The City of Costa Mesa has not received Title VI complaints, investigations, or lawsuits. Below is the list that will be used for tracking these incidents: Summary Date (Include basis of complaint: race, Action(s) (Month, Day, color, national Status Taken Year) origin, age, sex, or disability) Complaints 1. 2. Investigations 1. 2. Lawsuits 1. 2. Attachment F City Council Agenda Report/Meeting Minutes to be added here if amended program is approved by Council. ATTACHMENT 3 California Department of Transportation (Caltrans) Division of Local Assistance (DLA) City of Costa Mesa, Department of Public Works Title VI Program Compliance Review September 22-24, 2015 Compliance Review Findings and Recommendations The California Department of Transportation (Caltrans) provides to the City of Costa Mesa, Department of Public Works a report developed by the Division of Local Assistance based on the compliance review conducted on September 22-24, 2015. Caltrans conducted the Title VI Program review under the authority provided in 23 Code of Federal Regulations (CFR), Part 200, Section 200.9(b)(7). The scope of the review focused on the City of Costa Mesa's adherence to the FHWA's Title VI Program, which includes the six protected classes of race, color, national origin, age, sex, and disability. In addition, the City of Costa Mesa is required to comply with Executive Order 12898 "Federal Actions to Address Environmental Justice in Minority Populations and Low -Income Populations" and Executive Order 13166 "Improving Access to Services for Persons with Limited English Proficiency." Caltrans Item p Issue Reviewed Observations / Recommendations / Conclusions Comments Findings Existence of Title VI Program (Title VI and Related Statutes Nondiscrimination Policy and Procedures pursuant to 49 CFR 21). The review included: Verification of a City of Costa Mesa The City of Costa Mesa has designated The Title VI Coordinator, Lance Nakamoto, as The Title A Coordinator, was appointed as a Title A Coordinator [23 CFR Lance Nakamoto, as the Title VI designated by Ernesto Munoz, Public Services result of a 2012 FTA Grant. The Title A 200.9(b)(1)] Coordinator. Director. The Title VI Coordinator will necessitate Coordinator minimal time is spent performing 1 clarification and training on the role and Title A duties. responsibilities as the coordinator. Existence of City of Costa Mesa Title ATitle VI Nondiscrimination Program Plan •Update Title VI Nondiscrimination Policy within 60 Asample program plan was provided to the VI Program Plan, and Policy was presented. The Plan that was days. Develop and implement a Title VI Program City of Costa Mesa for review. Manuals. [28 CFR 42.415] presented was written for a specific grant Plan that includes adherence to Federal Highway obtained in 2012. The plan existed on Act of 1973 (Sex), the Age Discrimination Act of paper only as there was no evidence of 1975 (Age) and the Americans with Disabilities Act implementation. Additionally, the Plan of 1990 (ADA) (Disability) and Section 504 of the 2 does not include adherence: to the Rehabilitation Act of 1973. The Title VI Program Plan Federal Highway Act of 1973 (Sex), the should also contain: Age Discrimination Act of 1975 A e) and • Update Title VI Policy and post at public the Americans with Disabilities Act of 1990 counters and City of Costa Mesa's website (ADA)Disabili ) and Section 504 of the homepage. Rehabilitation Act of 1973. Title A Aids and Procedures The City of Costa Mesa did not present • Develop Title VI Posters and Brochures informing Samples were provided any Title A Aids. the public of their rights under Title VI and the related statutes - (1) Posters posted within the City of Costa Mesa's premises in highly visible locations 3 and (2) Brochures for distribution to the public available in multiple languages. [23 CFR 200.9(b) (12); Federal Register Vol. 70 No. 2391 The City of Costa Mesa has a procedure • Make Title VI information available via the for Title VI Complaints: Procedures on (1) homepage of the City of Costa Mesa's website How to file a Title VI complaint? and (2) and at all public counters: Resolution of Title VI complaints. [23 CFR - Procedures on (1) How to file a Title VI 4 200.9(b)(3); 28 CFR 42.405; 49 CFR complaint? and (2) Resolution of Title VI complaints 21.11 (b)] The procedure for Title VI Complaints is not easily accessible. Environmental Justice- City of Costa Mesa does not have a plan • Develop and implement a plan for addressing Review Chapter 6 of the Local Assistance Environmental Justice addresses, for addressing Environmental Justice Environmental Justice - City of Costa Mesa's Procedures Manual identifies, or mitigates disparate outreach for Public Involvement, i.e. informing the impacts to low income or minority Public and gaining their participation. communities as a result of transportation decisions. The City of 5 Costa Mesa does not address Environmental Justice on federally funded projects. However, the City of Costa Mesa is responsible for ensuring compliance with Executive Order12898. Limited English Proficiency Plan City of Costa Mesa does not have a plan No documentation was provided to indicate that The City of Costa has utilized the Ernesto Munoz [Executive Order 13166; Federal to address Limited English Proficiency the City of Costa was equipped to provide at Board Meetings to interrupt. Register Vol. 70, No. 239] (LEP) the information provided in the translations services. Interpreters are not readily Costa Mesa Program Plan was a available at public meetings. The City of Costa delegated to OCTA. The City of Costa should be equipped to provide: (1)translated Mesa has a list of Certified interpreters. documents for public use and (2) interpreters (3) a list certified employees is available however, 6 develop a volunteer interpreters list as well increase the number languages available for interpretation at public counters and for telephone use purposes (incoming callers) (4) Make the use of "I speak cards and resources available at public counters ATTACHMENT 3 Cathy Ly, Civil Right Coordinator Division of Local Assistance Mohammad Maljai, P.E. Acting Chief, Office of Policy Development and Quality Assurance Division of Local Assistance Ernesto Munoz Director Public Services City of Costa Mesa There is no Title A information available • Make Title VI information available via City of The City of Costa Mesa was provided with (1) on the City of Costa Mesa's website. Costa Mesa's website: the latest Webpages of the Title A Program - Title A Policy administered by another City as an example - Procedures on (1) How to file a Title A and (2) "Local Agency Requirements on Title A complaint? and (2) Resolution of Title VI complaints Compliance;' a four-page document prepared - Environmental Justice- Local Agency's outreach by Caltrans. for Public Involvement, i.e. informing the public 7 and gaining their participation. Title VI Training for City of Costa Mesa The City of Costa Mesa currently does not • Institute a Title VI training program for the 485+ The City of Costa was provided a four-page Public Services Staff [23 CFR have Title VI training for their 485+ staff. Staff: Training rank and file every 2 years, document on "Local Agency Requirements on 200.9(b)(3); 28 CFR42.415] Managers/Supervisors annually, newly hired or Title VI Compliance," which was prepared by promoted within 6 months. Caltrans and includes guidance on Title VI 8 training. The document, in its first page, includes an overview of Title VI, which could be incorporated as part of the Title VI training material. Title A Assurances in Contract One Consultant Contract and two The City of Costa Mesa shall incorporate the Title A Documents and Agreements: Title A Construction Contracts were requested contract language in the Public Works' Federal -aid 9 Contract Language as presented in for the Title VI review: contract documents and agreements. "Appendix A to Exhibit B" of LAPM, Exhibit 4-C • Both Construction Contracts contained the required Title A Contract Language. • The Consultant Contract did not contain the required Title VI Contract Language. Cathy Ly, Civil Right Coordinator Division of Local Assistance Mohammad Maljai, P.E. Acting Chief, Office of Policy Development and Quality Assurance Division of Local Assistance Ernesto Munoz Director Public Services City of Costa Mesa