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RES-2016-059RESOLUTION NO. 2016- 0 5 9 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANAHEIM APPROVING AND ADOPTING THE CITY OF ANAHEIM TITLE VI PLAN AND AUTHORIZING ITS SUBMITALL TO THE CALIFORNIA DEPARTMENT OF TRANSPORTATION WHEREAS, the City of Anaheim is committed to ensuring that people with disabilities are able to take part in and benefit from a variety of public programs, services, and activities offered by the City; and WHEREAS, the City is committed to complying with Title VI of the Civil Rights Act of 1964 as amended in 1972, 1978 and 1992, which states that no person in the United States 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 by the City of Anaheim; and WHEREAS, the City of Anaheim was awarded a grant under the State of California's Department of Transportation (Caltrans) Division of Mass Transit, through Federal Transportation Authority Section 5310 Grant Program; and WHEREAS, the Section 5310 Grant Program supports the special needs of seniors and persons with disabilities by funding projects and programs that offer services beyond the requirements of the Americans with Disabilities Act (ADA) and traditional public transportation services; and WHEREAS, the City of Anaheim currently owns eight retired paratransit OCTA minibuses used to operate the Anaheim Senior Mobility Program and the Community Services Department applied for 5310 Grant Program funds to receive three (3) wheelchair accessible minibuses to replace existing minibuses that will provide higher capacity and higher level of service to Anaheim seniors and persons with disabilities; and WHEREAS, the City continues to modify its facilities, programs, policies, and/or practices, as necessary to ensure equal access is provided to all; and WHEREAS, as part of the 5310 Grant Program, the City of Anaheim must approve a Title VI Plan and authorize its submittal to Caltrans in order to show that the City assures that no person be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity, due to race, color, sex, age, disability or national origin, as provided by Title VI of the Civil Rights Act of 1964; and 1 WHEREAS, the proposed Title VI Plan demonstrates how the City of Anaheim complies with Title VI requirements, while also meeting the Title VI requirements and guidelines for Federal financial assistance and will be incorporated into the City's existing Disability & Civil Rights Plan; and WHEREAS, the City Council hereby determines and finds that, in accordance with the California Environmental Quality Act ("CEQA") and the State CEQA Guidelines, the adoption of this Resolution by the City Council is exempt from CEQA pursuant to State CEQA Guidelines Section 15060(c)(3) because it is not a project as defined in Section 15378. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Anaheim that, the City of Anaheim does hereby approve and adopt the Title VI Plan, and authorizes its submittal to Caltrans, a copy of which Plan is on file in the Office of the City Clerk and will be available online on the City's Website. THE FOREGOING RESOLUTION is approved and adopted by the City Council of the City of Anaheim this 12thday of April , 2016, by the following roll call vote: AYES: Mayor Tait and Council Members Kring, Murray, Brandman, and Vanderbilt NOES: None ABSENT: None ABSTAIN: None ATTEST: CITY CLERK OF THE CITY Op ANAHEIM 116205 2 CITY OF ANAHEIM By: ` MAYOR OF THE CITY OF ANAHEIM CITY OF ANAHEIM TITLE VI PLAN Index ITEM.....................................................................................................PAGE NO. Noticeto Public (English)......................................................................................3 Notice to Public (Spanish)......................................................................................4 Noticeto Public Locations......................................................................................5 Complaint Procedures (English)...........................................................................6 Complaint Procedures (Spanish)...........................................................................9 Complaint Form (English)...................................................................................13 Complaint Form (Spanish)....................................................................................15 List of Transit -Related Title VI investigations, complaints and lawsuits...............17 PublicParticipation Plan......................................................................................18 Limited English Proficiency Plan .........................................................................23 SafeHarbor Provision.........................................................................................29 Boards and Commissions................................................................................. 33 2 NOTICE TO PUBLIC CITY OF ANAHEIM RIGHTS UN12ER TITLE VI The City of Anaheim gives public notice of its policy to assure full compliance with Title VI of the Civil Rights Acts of 1964 and related regulations. Specifically, Title VI provides that "no person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance." Authority: Executive Order (EO) 13166 - Improving Access to Services for Persons with Limited English Proficiency, August 2000 is directed at implementing the protections afforded by Title VI of the Civil Rights Act of 1964 and related regulations. Accordingly, it prohibits recipients of Federal financial assistance from discriminating based on national origin by failing to provide meaningful access to services to individuals who are LEP. This protection requires that LEP persons be provided an equal opportunity to benefit from or have access to services that are normally provided in English. If you believe you have been excluded from participation in, been denied the benefits of, or been subjected to discrimination under this City of Anaheim program, you may file an official Title VI complaint with the City. We encourage you to make your complaint in writing. A complaint must be filed within 180 days after the date of the alleged discrimination. The Title VI Complaint Procedures and Complaint Form can be obtained on the City's Disability and Civil Rights Program web page or contact the ADA/Title VI Coordinator. • Title VI Complaint Procedures • Title VI Complaint Form To request an alternate format of this Notice or for additional information on the City of Anaheim's nondiscrimination obligations, please contact the City by mail, telephone or email using the information below: Nadine Tengan ADA/Title VI Coordinator 955 S. Melrose Street Anaheim, CA 92805 (714) 765-6803 ntenilankanaheim.net *This Notice is posted on the City's Website, on all City break room bulletin boards, and at public counters. Foreign language and ASL video interpreting service is available upon request. 3 AVISO AL PUBLICO CIUDAD DE ANAHEIM DERECHOS DE CONFORMIDAD CON EL TITULO VI La Ciudad de Anaheim da en un aviso publico informaci6n sobre su politica para asegurar el pleno cumplimiento con el Titulo VI de la Ley de Derechos Civiles de 1964 y las normas conexas. Especificamente, el Titulo VI establece que "ninguna persona en los Estados Unidos, puede, por motivos de raza, color u origen nacional, ser excluida de participar en, ser negada de los beneficios de, o ser objeto de discriminaci6n bajo cualquier programa o actividad que reciba asistencia financiera federal." Autoridad: Orden Ejecutiva (OE) 13166 - Mejora del acceso a los servicios para personas con capacidad limitada de ingles (LEP), de Agosto de 2000 es destinada a establecer de las medidas previstas en el Titulo VI de la Ley de Derechos Civiles de 1964 y las normas conexas. En consecuencia, se le prohibe a los beneficiarios de asistencia financiera federal discriminar por motivos de origen nacional al no proporcionar un acceso significativo a sus servicios a las personas con LEP. Esta protecci6n requiere que las personas con LEP tengan la misma oportunidad de beneficiarse o tengan acceso a los servicios que normalmente se prestan en Ingles. Si usted cree que ha sido excluido de participar en, se les ha negado los beneficios de, o ha sido objeto de discriminaci6n bajo este programa de la Ciudad de Anaheim, usted puede presentar un reclamo oficial del Titulo VI ante la ciudad. Le animamos a presentar su reclamo por escrito. Un reclamo debe ser presentado dentro de los 180 dias despues de la fecha de la supuesta discriminaci6n. Los Procedimientos de reclamos y el Formulario de reclamos del Titulo VI se pueden obtener en la pagina web del programa de la Ciudad de Discapacidad y Derechos Civiles o poni6ndose en contacto con el/la Coordinador(a) de ADA/Titulo VI. Procedimientos de quejas del Titulo VI Formulario de quejas del Titulo VI Para solicitar un formato alternativo del presente Aviso o para obtener informaci6n adicional sobre las obligaciones de no discriminaci6n de la Ciudad de Anaheim, por favor, p6ngase en contacto con la Ciudad por correo, tel6fono o correo electr6nico utilizando la siguiente informaci6n: Nadine Tengan Coordinadora de ADA/Titulo VI 955 S. Melrose Street Anaheim, CA 92805 (714)765-6803 ntengan ,anaheim.net * Este aviso se publica en el sitio web de la Ciudad, en todos los tablones de anuncios en las salas de descanso de la ciudad, y en los mostradores publicos. Los servicios de interpretacion por videoconferencia en lengua extranjera y en Lenguaje de Senas Americano (ASL) estdn disponibles bajo peticion. 4 GOVERNMENT FACILITIES City Hall East 200 S. Anaheim Blvd. Anaheim, CA 92805 City Hall West 201 S. Anaheim Blvd. Anaheim, CA 92805 City of Anaheim website www.anaheim.net Transit Vehicles: City Hall West 201 S. Anaheim Blvd Anaheim, CA 92805 NOTICE TO PUBLIC LOCATIONS A CITY OF ANAHEIM TITLE VI COMPLAINT PROCEDURES GRIEVANCE POLICY The City of Anaheim is committed to ensuring that people with disabilities are able to take part in and benefit from, the variety of public programs, services, and activities offered by the City. The City of Anaheim continues to modify its facilities, programs, policies, or practices, as necessary to ensure such access is provided. GRIEVANCE PROCEDURE In accordance with the requirements of Title II of the Americans with Disabilities Act of 1990 (ADA), and ADA Amendments Act of 2008, the City of Anaheim (City) does not discriminate against qualified individuals with disabilities on the basis of disability in its services, programs, or activities. Under Title VI of the Civil Rights Act of 1964 as amended in 1972, 1978 and 1992, no person in the United States shall, on the ground 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 by the City of Anaheim. The Americans with Disabilities Act and Title VI requires that public entities adopt and publish grievance procedures to assure the prompt and equitable resolution of any grievance. The purpose of this grievance procedure is to resolve as promptly as possible any problems, grievances, or conflicts related to the City's compliance without the need for the grievant to resort to other remedies available under the law. Contents: 1. Who may file a grievance? 2. When should a grievance be filed? 3. What should the grievance include? 4. What if I need assistance filling out my grievance? 5. What happens after I file my grievance? 6. When will I receive a response? 7. Should I be concerned that a city office or employee might retaliate against me if I complain? 8. What can I do if I am not satisfied with the initial investigation by the department? 9. How long are complaints kept? 1. Who may file a grievance? You or your authorized representative may file a grievance if you believe that: The City is not in compliance with the physical access requirements of the Americans with Disabilities Act related to its public facilities, land, or right-of-ways, or You or a specific class of individuals have been denied access to participate in any City program, service, or activity on the basis of race, color, sex, age, national origin, or disability, or M. You or a specific class of individuals have been otherwise subjected to discrimination on the basis of race, color, sex, age, national origin, or disability by the City of Anaheim, or The City has otherwise violated the ADA or Title VI. 2. When should a grievance be filed? Before filing a grievance, you may seek informal resolution by contacting the Department Liaison in the applicable department. If your informal concern is not resolved in a timely fashion, you may file a formal grievance under this procedure. You are encouraged to file your grievance as soon as possible within 180 business days. 3. What should the grievance include? The grievance should be in writing and contain information about the grievance, submission date, name, address, telephone or cell phone number of grievant, location, date and description of the problem. An alternate means of filing grievances, such as personal interviews or audio recording of the grievance, will be made available for people with disabilities upon request. Click on the link for a grievance form available for your convenience. 4. What if I need assistance filling out my grievance? Grievances may be filed by mail, telephone, or email. Assistance is available from the City Department Liaison. 5. What happens afterIfile My grievance? After receiving your grievance, the Department Liaison will investigate within 15 business days. The investigation may include you and any other person(s) the investigator believes to have relevant knowledge concerning your grievance. The investigator will also consider any written evidence submitted. After completing the investigation, the investigator will review the factual information gathered. The Department Liaison will then issue a written response. 6. When will I receive a resRonse? The Department Liaison will provide a response within 15 business days. 7. Should I be concerned that a city officer or employee might retaliate against we if I comnlain? The City does not retaliate against you for filing a grievance and does not permit retaliation by its officers or employees. Please notify the City Department Liaison of any retaliation. 8. What can I do if I am not satisfied with the initial investigation by the depart rent? If you are not satisfied with the response you may submit an appeal within 15 business days of your receipt of the response to the ADA/Title VI Coordinator at Ntenganganaheim.net stating the reasons for the appeal. 0 Within 15 business days after receipt of the appeal the ADA/Title VI Coordinator/ADA Task Force will meet with the grievant to discuss a resolution. Within 15 business days after the meeting, the ADA/Title VI Coordinator will respond with a final resolution. You may file your appeal with the City's designated ADA/Title VI Coordinator: Nadine Tengan ADA Coordinator City of Anaheim P.O. Box 3222, Mail Stop 19 Anaheim, CA 92803 (714) 765-6803 office (714) 765-6899 fax (714) 765-5125 TTY ntenan e,anaheim.net If you are not satisfied with the results of the appeal, you may file a complaint with the appropriate agency or department of the State or Federal government. Contact the U.S. Department of Justice, the U.S. Department of Education Office for Civil Rights, Federal Transit Administration (FTA) or the California Department of Justice Civil Rights Division for information about how to file a complaint with these agencies at www.ada.gov. Using this grievance procedure is not a prerequisite to pursuing any of your other remedies. However, in the interest of a prompt resolution of the grievance, the City encourages you to use this procedure in addition to any other available alternatives you may choose. 9. How longy are grievances kept? All grievances received by the Department Liaison and appeals to the ADA/Title VI Coordinator will be kept by the City of Anaheim for at least three (3) years. 10, A121 eal to Federal Transit Administration — Regional Level If the Complainant wishes to appeal the decision, she or he has 30 days after the date of the letter to do so. Complainant may contact the Federal Transit Administration, Regional Civil Rights Officer, 201 Mission Street, Suite 650, San Francisco, CA 94105- 1839, (415) 744-2729, Fax - (415) 744-2726. 11, Anneal to Federal Transit Administration- National Level A person may also file a Title IV complaint, no later than 180 days after the date of the alleged discrimination, directly to the Federal Transit Administration, Office of Civil Rights, 1200 New Jersey Avenue., SE, Washington, DC 20590. P CIUDAD D ANAHEIM PROCEDIMIENTOS DE RECLAMOS DEL TITULO VI POLIZA DE RECLAMOS La Ciudad de Anaheim se compromete a asegurar que las personas con discapacidad puedan participar y beneficiarse de, la variedad de programas publicos, servicios y actividades que ofrece la ciudad. La Ciudad de Anaheim continua modificando sus instalaciones, programas, p6lizas o practicas, segun sea necesario para garantizar que dicho acceso sea proporcionado. PROCEDIMIENTOS PARA LOS RECLAMOS De conformidad con los requisitos del Titulo II de la Ley de Americanos con Discapacidades de 1990 (ADA) y de la Ley de Enmiendas a la ADA de 2008, la Ciudad de Anaheim (Ciudad) no discrimina a personas calificadas con discapacidad sobre la base de discapacidad en sus servicios, programas o actividades. Bajo el Titulo VI de la Ley de Derechos Civiles de 1964, modificada en 1972, 1978 y 1992, ninguna persona en los Estados Unidos, puede, por motivos de raza, color u origen nacional, ser excluida de participar en, ser negada de los beneficios de, o ser objeto de discriminaci6n bajo cualquier programa o actividad que reciba asistencia financiera federal por la Ciudad de Anaheim. La Ley de Americanos con Discapacidades y el Titulo VI requieren que las entidades publicas adopten y publiquen los procedimientos para los reclamos para asegurar la resoluci6n rapida y equitativa en caso de agravio. El prop6sito de estos procedimientos de reclamos es resolver to antes posible cualquier problema, reclamos o conflictos relacionados con el cumplimiento de la Ciudad sin necesidad de que el agraviado recurra a otros recursos permitidos la ley. Contenidos: 1. �Quien puede presentar un reclamo? 2. �Cudndo debe presentarse un reclamo? 3. ZQud debe incluir el reclamo? 4. ZY si necesito ayuda para completar mi reclamo? 5. ZQue sucede despues de presentar mi reclamo? 6. zCuando recibire una respuesta? 7. ZDebo estar preocupado(a) de que una oficina de la ciudad o un empleado podria tomar represalias contra mi si presento un reclamo? 8. ZQue puedo hacer si no estoy satisfecho(a) con la investigaci6n inicial por parte del departamento? 9. ZCudnto tiempo se mantienen los reclamos? 1. ;_Ouien puede Dresentar un reclamo? Usted o su representante autorizado puede presentar un reclamo si usted cree que: La Ciudad no estd cumpliendo con los requisitos de acceso fisico de la Ley de Americanos con Discapacidades relacionados con sus instalaciones publicas, la tierra, o el derecho de via, o W, Usted o un grupo especifico de individuos se vieron negar el acceso a participar en cualquier programa de la Ciudad, servicio o actividad sobre la base de raza, color, sexo, edad, origen nacional, o discapacidad, o Usted o un grupo especifico de individuos han sido de otra manera sujetos a la discrimmacion por motivos de raza, color, sexo, edad, origen nacional, o discapacidad por la ciudad de Anaheim, o La Ciudad ha violado de otra manera la ADA o el Titulo VI. 2. ;.Cuando debe presentarse un reclamo? Antes de presentar un reclamo, usted puede buscar una solucion informal poniendose en contacto con el Departamento de Enlace en el departamento aplicable. Si su preocupacion informal no se resuelve en el momento oportuno, usted puede presentar un reclamo formal baj o este procedimiento. Se le anima a presentar su reclamo tan pronto como le sea posible dentro de los 180 dias habiles. 3. ;.Que debe incluir el reclamo? El reclamo debe hacerse por escrito y contener la informacion sobre el agravio, la fecha de presentacion del reclamo, el nombre, la direccion, el numero de telefono o de telefono celular del agraviado, el lugar, la fecha y la descripcion del problema. Un medio alternativo para la presentacion de los reclamos, tales como entrevistas personales o grabacion de audio de la queja, se pondran a disposicion de las personas con discapacidad que to soliciten. Haga clic en el enlace del formulario de reclamos disponible para su conveniencia. 4. ;_Y si necesito ayuda para completar mi reclamo? Los reclamos pueden ser presentados por correo, telefono o correo electronico. Hay asistencia disponible de parte del Departamento de Enlace de la Ciudad. 5. ; Oue sucede despues de presentar mi reclamo? Despues de recibir su reclamo, el Departamento de Enlace investigara en un plazo de 15 dias habiles. La investigacion puede incluirle a usted y a cualquier otra persona, que el investigador crea tener conocimientos pertinentes sobre su reclamo. El investigador tambien tendra en cuenta cualquier evidencia presentada por escrito. Despues de completar la investigacion, el investigador revisara la informacion factica reunida. El Departamento de Enlace emitira entonces una respuesta por escrito. 6. ;_Cuando recibire una respuesta? El Departamento de Enlace proporcionara una respuesta dentro de los 15 dias habiles. 7 ; Debo estar preocupado(a) de que una oficina de la ciudad o un empleado pueda tomar represalias contra mi si presento un reclamo? La Ciudad no toma represalias contra usted por presentar un reclamo y no permite represalias por parte de sus funcionarios o empleados. Por favor notifiquele al Departamento de Enlace de la Ciudad de cualquier represalia. 10 8. ;.Quk vuedo hater si no estoy satisfecho(a) con la invesfiaaci6n inicial Por parte del departamento? Si usted no este satisfecho(a) con la respuesta, usted puede presentar una apelaci6n dentro de los 15 dias hdbiles de la recepci6n de la respuesta ante el/la Coordinador(a) de ADA / Titulo VI al correo, electr6nico siguiente: Ntengan@anaheim.net indicando los motivos de la apelaci6n. Dentro de los 15 dias hdbiles siguientes a la recepci6n de la apelaci6n al/ a la Coordinador(a) de ADA/Titulo VI / Grupo de Trabajo de ADA se reunird con el reclamante para discutir una resoluci6n. Dentro de los 15 dias hdbiles siguientes a la reuni6n, el/ la Coordinador(a) de ADA / Titulo VI responderd con una resoluci6n final. Usted puede presentarle su apelaci6n ante el/la Coordinador(a) de ADA / Titulo VI designado(a) de la Ciudad: Nadine Tengan Coordinadora de ADA Ciudad de Anaheim P.O. Box 3222, Mail Stop 19 Anaheim, CA 92803 (714) 765-6803 oficina (714) 765-6899 fax (714) 765-5125 TTY ntengan&anaheim.net Si usted no estd satisfecho(a) con los resultados de la apelaci6n, usted puede presentar un reclamo ante la agencia o el departamento del gobierno estatal o federal correspondiente. P6ngase en contacto con el Departamento de Justicia de los EE.UU., el Departamento de Educaci6n de los EE.UU., la Oficina de los Derechos Civiles, la Administraci6n Federal de Trdnsito (FTA) o el Departamento de California de la Divisi6n de Justicia de los Derechos Civiles para obtener informaci6n sobre c6mo presentar un reclamo ante estos organismos en www.ada.gov. El use de este procedimiento de reclamos no es un requisito previo para la bfisqueda de cualquier otra soluci6n. Sin embargo, en aras de una pronta resoluci6n del reclamo, la Ciudad le anima a utilizar este procedimiento, ademds de otras alternativas disponibles que puede elegir. 9. Xminto fiempo se mantienen los reclamos? Todos los reclamos recibidos por el Departamento de Enlace y las apelaciones ante el/la Coordinador(a) de ADA / Titulo VI serdn mantenidos por la Ciudad de Anaheim durante por to menos tres (3) aflos. 10. Apelar ante la Administraci6n de Transito Federal — Nivel Regional Si el Demandante desea apelar la decisi6n, 61 o ella tiene 30 dias despu6s de la fecha de recepci6n de la carta para. hacerlo. El Demandante puede ponerse en contacto con la Administraci6n de Trdnsito Federal, Oficial Encargado Regional de los Derechos Civiles, 201 Mission Street, Suite 650, San Francisco, CA 94105- 1839, (41.5) 744-2729, Fax - (415) 744-2726. 11 e of corrective action would you like to see taken? cident(s) involved a City of Anaheim employee(s), his/her name(s) please included: le(s) and contact information of witnesses: ;rievance is being filed on behalf of another person or a group of people, all of the grievant(s) )e described or identified by name, if possible. t: Date: Authorized Representative: Date: lake a copy for your records. 14 is de CIUDAD DE ANAHEIM FORMULARIO DE RECLAMOS DEL TiTULO VI Instrucciones: Por favor, rellene este formulario completamente en tinta negro o a computadora. Firmelo devudlvalo al Departamento de Enlace o a la Oficina del/de la Coordinador.(a) de ADA / Titulo V1, 955 S. Melrose St., Anaheim, CA 92805. Este forniulario es opcional y sin coste adicional. Nombre del/de la agraviado(a): Direcci6n: Correa electr6nico: Teldfono: Trabajo: Celular: Si un representante legal estd presentando el reclamo en su nombre, su nombre, direcci6n y nfimero de teldfono, tambi6n se deben incluir: Nombre: Direcci6n: Correo electr6nico: Tel6fono: Trabajo: Celular: Por favor marque por qu6 cree que ocurri6 la discriminaci6n: 0 Raza 0 Color 0 Origen Nacional 0 Otro(a) Fecha del incidente: Hora del incidente: Lugar o direcci6n del incidente: Describa su queja: 15 �Qud tipo de acci6n correctiva le gustaria que se adoptase? Si el(los) incidente(s) involucra(n) un(os) empleado(s) de la Ciudad Anaheim, por favor indique su(s) nombre(s), deben incluirse Nombre(s) e informaci6n de contacto de los testigos: Si su reclamo estd siendo presentado en nombre de otra persona o de un grupo de personas, todos los Demandante(s) deben ser descritos o identificados por su nombre, si es posible. Agraviado(a): Fecha: Representante legal autorizado: Por favor, haga una copia para sus registros. 16 Fecha: CITY OF ANAHEIM TIT._ LIST OF TRANSIT -RELATED INVESTIGATIONS COMPLAINTS AND LAWSUITS The City of Anaheim currently does not have any transit- related investigations, complaints or lawsuits with regards to Civil Rights Violations. 17 CITY OF ANAHEIM TITLE VI - PUBLIC PARTICIPATION PLAN PURPOSE The City of Anaheim's Public Participation Plan is organized to work in concert with the Title VI Plan and the Limited English Proficiency Plan. The purpose of the Public Participation Plan is to establish procedures that allow for, encourage, and monitor participation of all citizens living and working in the City, and users of public transportation. Special attention will be paid to soliciting input from low-income and minority communities that are traditionally underrepresented. A survey tool will be developed to seek information about personal transportation and the most effective channels of communication for the City to engage the citizenry. The survey tool will be used to solicit input for the Public Participation Plan. The survey tool will be distributed at neighborhood and community meetings. Cognizant of individuals with Limited English Proficiency, the survey will be developed at a fourth grade reading level and translated in Spanish. GOALS AND OBJECTIVES The City's public involvement plan has a single comprehensive goal: to allow the public opportunities throughout the planning process to influence decisions. In order to meet this goal, the City has established the following objectives: 1. Identify the most appropriate methods for reaching the public. 2. Determine what non-English languages and other cultural barriers exist to public participation within the Anaheim area. 3. Hold meetings in locations which are accessible and reasonably welcoming to all area residents, including but not limited to, low-income and minority members of the public. 4. Keep the public informed through effective channels of communication and allow input from those not likely to attend meetings. 5. Work to actively involve the public in programs, policy-making and projects. 6. Ensure that the City's public involvement plan is dynamic and responsive. 7. Use various illustrative visualization techniques to convey the information including but not limited to charts, graphs, photos, maps and the internet. IDENTIFICATION OF STAKEHOLDERS Stakeholders are those who are either directly, or indirectly, affected by a plan, or the recommendations of that plan. Those who may be adversely affected, or who may be denied benefit of a plan's recommendation(s), are of particular interest in the identification of specific stakeholders. Stakeholders are broken down into several groups: general citizens, minority and low-income persons, public agencies, and private organization and businesses. General Citizens: There are 349,504 residents in the Anaheim area (ESRI 2015). Around 5 4.3 percent are persons of Hispanic or Latino origin. 50.6 percent of the population consider themselves to be White; 15.8 percent reported as Asian; 2.9 percent is Black persons; and .8 percent is American Indian and Alaska Native persons. S i x t y - o n e percent indicated they spoke a language other than English at home. 18 Low-income: Low-income households (below poverty level) account for 16% of all households in Anaheim and should be given every reasonable opportunity to provide input on transportation plans and Public Agencies: Public agencies can provide valuable input to the planning process, in addition to assisting in gaining attention from traditionally under -represented populations. Private Organizations and Businesses: Private organizations and businesses offer a number of perspectives that are valuable to the planning process. Often, transportation for employees is of critical concern to private sector employees. For that reason, representation of private business interests will be welcomed in the planning process. OUTREACH TECHNIQUES Engaging minority and Limited English Proficiency populations can be challenging. Below is a list of outreach techniques that the City will use to actively solicit public input in the planning process of a project. Newsletters: The Anaheim Magazine and Anaheim Your Community quarterly newsletters will be available in both print and e -formats. Newsletters provide the public and local government partners with progress updates on projects and programs. These newsletters will provide a frequent channel of communication with the public and allow the public to stay informed. Website: A well organized and engaging website is the cornerstone of the City's communication strategy. The website will offer a user-friendly structure and linguistic style understandable to lay people interested in projects and the planning process. In addition, the website will be developed following the guidelines of Section 508 of the Rehabilitation Act, so that it is able to accommodate disabled users. Social Media: The City will utilize common social media forums (Facebook, Twitter, etc.) to disseminate project information. Public Notices: The City will include notations in public notices in appropriate non-English languages that will provide a contact where the individual can be informed of the process/project, and will have an opportunity to give input. Public Meetings & Focus Groups: The City will host public meetings and focus groups to discuss topics/projects of interest with the public. When hosting public meetings, the City will provide adequate notice to the public and follow all federally prescribed guidelines regarding public comment periods. The City will make a good faith effort to notify the public, such as posting in work places. At meetings, the City will utilize visualization aides, such as power -points and maps to assist the public in understanding the situation. Public Meetings Frequency Neighborhood Council Meetings Quarterly 0 Community Advisory Committee Meeting Fourth Wednesday of Each Month Susanne Street Neighborhood Traffic Calming Meeting January 6, 2016 Carrion Vista Neighborhood Traffic Calming Meeting January 14, 2016 Acacia Permit Parking Meeting January 14, 2016 Lido Place Permit Parking Meeting January 27, 2016 Cerritos Avenue Neighborhood Traffic Calming Meeting February 3, 2016 Clementine Acama Broden Permit Parking Meeting February 10, 2016 Claudina Street, Emily Street, and Philadelphia Street Sanitary Sewer Improvements in the Alleys February 10, 2016 Citron Anaheim High School Neighborhood Traffic Calming Meeting February 23, 2016 Gaymont Lynrose Permit Parking Meeting 41 February 24, 2016 RC Public Meeting March 17, 2016 Jetty Nautical Spinnaker Permit Parking Meeting #2 March 23, 2016 Woodworth, Nutwood, Castle, and Chalet Permit Parking Meeting March 30, 2016 Oertley, Wilken, Simmons, Tiller, and Spinnaker- Traffic Calming and Spillover Parking Meeting April 27, 2016 Reseda Street Permit Parking Meeting April 2016 Lincoln Avenue Widening from West Street to Harbor Boulevard May 2016 Lincoln Avenue Widening from East Street to Evergreen Street June 2016 C Contracted Language Interpretation Services: The City has a service contract to provide foreign language and American Sign Language interpreting services. Language identification cards are made available at public counters and service can be provided upon request. In addition, full Spanish interpretation services are provided at all City Council meetings, through the use of headsets. Outreach Techniques Frequency Anaheim Magazine Quarterly Your Community (Publication) Quarterly City Webpage Monthly Social Media (Facebook, Twitter) Monthly Neighborhood Council Meetings Quarterly Public Meetings Frequency varies per Project PERFORMANCE METHODS On an annual basis, the City will undertake an internal review of its public participation plan's effectiveness of engaging the public, by examining criteria, such as: • Records from public meetings, • Records of responses to citizen email, and • Input from the general public PUBLIC PARTICIPATION PLAN (PPP) Availability of this plan for review will be advertised in a manner reasonably expected to reach the general public, as well as minority populations, low-income persons, and traditionally under -served populations. This could occur through contacts mentioned earlier in this document, notification of contacts are available in English and Spanish languages. The City of Anaheim also receives funding from the Orange County Transportation Authority (OCTA) to provide local transportation for seniors, operating the Senior Mobility Program. Through the City's Senior Mobility Program, the City provides seniors accessible door-to-door, low-cost, transportation services to older adults that are unable to drive or use public transportation services due to physical ailments. Senior citizens in need of the service are picked -up at their Anaheim residence and may receive transportation services to various locations including locations inside the City of Anaheim's city limits within a 10 mile radius of their home, to the City's Congregate Meal Program, nearest City of Anaheim Community Center or Library for the purpose of using the site or connecting with the OCTA ACCESS program, to non -emergency medical appointments, shopping, personal services, social/recreational activities, and special events. 21 For project information, please contact: Nadine Tengan ADA Coordinator City of Anaheim P.O. Box 3222, Mail Stop 19 Anaheim, CA 92803 (714) 765-6803 office (714) 765-6899 fax (714) 765-5125 TTY ntenganganaheim.net 22 CITY OF ANAHEIM Limited English Proficiency (LEP) Plan TITLE VI I. PURPOSE To establish guidance for the City of Anaheim to provide timely and reasonable language assistance to Limited English Proficiency (LEP) persons who come in contact with the City. This plan is established pursuant to and in accordance with Title IV of the Civil Rights Act of 1964 and its implementing regulations and Executive Order 13166, "Improving Access to Services for Persons with Limited English Proficiency". Title VI of the Civil Rights Act of 1964 requires that "No person in the United States 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." Executive Order 13166 was adopted to improve access to federally conducted, and federally assisted programs and activities for persons who as a result of national origin, are limited in their English proficiency. This plan reiterates the City of Anaheim's position that it will provide the language assistance necessary for meaningful participation in its programs and services to persons who, as a result of national origin, are limited in English proficiency. II. REFERENCES • Federal Register, Volume 68, Number 103, Civil Rights Center; Enforcement of Title VI of the Civil Rights Act of 1964; Policy Guidance to Federal Financial Assistance Recipients Regarding the Title VI Prohibition Against National Origin Discrimination Affecting Limited English Proficient Persons: Notice (May 29, 2003) • Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency (August 11, 2000) • Department of Labor (DOL) Training and Employment Guidance Letter (TEGL) 26-02, Publication of Revised Guidance Regarding the Title VI Prohibition Against National Origin Discrimination Affecting Limited English Proficient Persons (May 29, 2003) III. BACKGROUND Title VI of the Civil Rights Act of 1964, 42 U.S.C. 2000d, et seq. and its implementing regulations provide that no person shall be subjected to discrimination on the basis of race, color, or national origin under any program or activity that receives federal financial assistance. In order to avoid discrimination against LEP persons on the grounds of national origin, we must take reasonable steps to ensure that such persons have meaningful access to the programs, services, and information. 23 Language barriers prohibit LEP persons from obtaining services and information relating to a variety of services and programs because they may not be able to read instructions or correspondence written in English and may not understand verbal information. Many times, they are not aware of regulatory requirements and legal implications of the services they seek. When LEP persons receive legal documents, they often do not understand the contents of the correspondence and its implication to their daily lives. LEP persons may not be able to take advantage of services, which could affect their job and social opportunities. When individuals do not understand or read English, they can be hampered in seeking employment opportunities. IV. GOALS It is essential that City staff be informed about their diverse clientele from a linguistic, cultural and social perspective. These individuals will be culturally competent so they can encourage vulnerable LEP minority populations to access and receive appropriate services with more knowledge and confidence. The key to providing meaningful access to LEP persons is to ensure that LEP persons can communicate effectively and act appropriately based on that communication. Minimum reasonable measures would be to ensure that LEP persons are given adequate information, are able to understand that information, and are able to participate effectively in programs or activities. Spanish is the most requested language for interpreters in the City of Anaheim. City staff will make designated publications available in languages other than English and provide interpretation/translation services to persons who are not proficient in English. The City will take reasonable steps to ensure that LEP persons are given adequate information, are able to understand that information, and are able to participate effectively in recipient programs or activities, where appropriate. V. FOUR FACTOR ANALYSIS The first section in this document describes the purpose of the Limited English Proficiency Plan (LEP). The second section in this document provides the four -factor Limited English Proficiency (LEP) analysis as outlined in the Department of Transportation (DOT) used to identify LEP needs and assistance measures. The four -factor LEP analysis includes: 1. The number or proportion of LEP persons in the service area who may be served by the City. City staff reviewed the 2009-2013 American Community Survey to determine the approximate number of LEP persons age 5 years and older in the City of Anaheim. City staff also reviewed the 2010 U.S. Census to determine that 61% of the City's population (205,122 LEP speakers) spoke a language other than English at home. This meets the Department of Justice (DOJ) Safe Harbor provision of "every 1000 speakers or 5% of the population, whichever is less. 24 Estimated Population of Anaheim- 313, 989 Limited English Proficiency (LEP) Estimated Population Percentages ANAHEIM 313,989 100% Speak only English 122350 38.97% Spanish 138819 44.21% Speak English "very well" 75,059 23.9% Speak English less than "very well" 63,760 20.3% French 487 0.16% Italian 284 0.09% Portuguese 446 0.14% German 453 0.14% Yiddish 7 0.00% Other West Germanic languages 407 0.13% Scandinavian languages 51 0.02% Greek 217 0.07% Russian 180 0.06% Polish 185 0.06% Serbo-Croatian 133 0.04% Other Slavic languages 67 0.02% Armenian 551 0.18% Persian 2008 0.64% Gujarati 1197 0.38% Hindi 1264 0.40% Urdu 472 0.15% Other Indic languages 1577 0.50% Other Indo-European languages 1033 0.33% Chinese 4517 1.44% Japanese 827 0.26% Korean 6235 1.99% Mon-Khmer, Cambodian 479 0.15% Hmong 540 0.17% Thai 463 0.15% Laotian 659 0,21% Vietnamese 13148 4.19% Other Asian languages 537 4.08% Tagalog 8347 2.66% Other Pacific Island languages 1336 0.43% Navajo 12 0.00% 25 Other Native North American languages 29 0.01% Hungarian 74 0.02% Arabic 3380 1.08% Hebrew 141 0.04% African languages 923 0.29% Other and unspecified languages 154 0.05% TOTAL 313,989 100% 26 CITY OF ANAHEIM POPULATION BY LANGUAGE- 2009-2013 ■Speak only English ■ Italian Yiddish ■Greek Serbo-Croatian Persian Urdu NNI Chinese ro Mon-Khmer, Cambodian Laotian Tagalog 0Other Native North American languages Hebrew ■Spanish ■ Portuguese ■Other West Germanic languages ■ Russian ■Other Slavic languages Gujarati Other Indic languages ygJapanese ro'H Vietnamese Other Pacific Island languages Hungarian African languages 27 French • German • Scandinavian languages Is Polish .Armenian Hindi N Other Indo-European languages ;.Korean Thai Other Asian languages Navajo Arabic Other and unspecified languages VI. RACE TOTAL POPULATION POPULATION PERCENTAGE White 174752 50.6% Black 10136 2.9% Amer Ind/Alaskan 2796 0.8% Asian 55221 15.8% Hispanic/Latino (a) 184538 52.8% (a) Hispanics may be of any race 2. The frequency with which LEP persons come in contact with City programs, activities or services. We have a wide variety of people from various backgrounds who participate in our programs and services representing diverse age groups, ethnicities, abilities, and languages spoken. While we do not collect average statistics across all City programs, we are prepared to serve people who speak multiple languages via a multi -pronged approach consisting of interpreters, translated written material, and a website and social media that are available in multiple languages. 3. The nature and importance of programs, activities or services provided by the City to the LEP population. The City recognizes that per the 2010 U.S. Census, over 60% of the City population spoke a language other than English at home. In addition, the most frequently requested interpretation services are in the Spanish language. The City offers a wide variety of customer service assistance through the various City Departments. The provision of resources, direct services, and programs through our public facilities, including but not limited to, our Community Centers, Libraries, Senior Centers, Family Resource Centers, and Youth Centers, play a significant role in allowing access to social and recreational enrichment opportunities, which improve the quality of life in Anaheim. 4. The resources available to the recipient of federal funds and overall cost to provide LEP assistance. Outreach expenses as they relate to LEP populations are shared among several departments (Personnel Services, Parks, Recreation & Community Services Agency, Police, and Community Development Agency). The City updated its website with the capability to translate information into many different languages. Most of the City's public counters have bilingual Spanish speakers, the most common language requested in the City of Anaheim. Also, available in each department is contracted service for other foreign languages at no charge. Costs for marketing materials and translation of documents for outreach are minimal and have not been quantified. 5. Summary Based on the four -factor analysis, the City of Anaheim has identified the language needs and services required to provide meaningful access to information for the LEP residents of Anaheim. This LEP Plan will be reviewed on an annual basis and incorporate LEP information that further identify additional language needs for the top languages identified. PLANNING — DEVELOPING A LANGUAGE ASSISTANCE PROGRAM (LAP) A. Identification of LEP Persons City staff will use the following methods to identify LEP persons: 28 • Examine records to see if requests for language assistance have been received in the past, either at meetings or from referrals to determine whether language assistance might be needed for future events or literature. • Display language identification card which invite LEP persons to identify their language needs to our staff members. Records will be maintained in accordance with the Citywide Record Retention Schedule. • Provide contact information on public notices who to contact to request reasonable accommodations prior to meeting date. Safe Harbor Provision. DOT has adopted DOJ's Safe Harbor Provision, which outlines circumstances that can provide a "safer harbor" for recipients regarding translation of written materials for LEP populations. The Safe Harbor Provision stipulates that, if a recipient provides written translation of vital documents for each eligible LEP language group that constitutes five percent (5016) or 1, 000 persons, whichever is less, of the total population of persons eligible to be served or likely to be affected or encountered, then such action will be considered strong evidence of compliance with the recipient's written translation obligations. Translation of non -vital documents, if needed, can be provided orally. If there are fewer than 50 persons in a language group that reaches the five percent (501o) trigger, the recipient is not required to translate vital written materials but should provide written notice in the primary language of the LEP language group of the right to receive competent oral interpretation of those written materials, free of cost. These safe harbor provisions apply to the translation of written documents only. They do not affect the requirement to provide meaningful access to the LEP individuals though competent oral interpreters where oral language services are needed and are reasonable. A recipient may determine, based on the Four Factor Analysis, that even though a language group meets the threshold specified by the Safe Harbor Provision, written translation may not be an effective means to provide language assistance measures. For example, a recipient may determine that a large number of persons in that language group have low literacy skills in their native language and therefore require oral interpretation. In such cases, a background documentation regarding the determination shall be provided to FTA in the Title VIProgram. The City of Anaheim provides translation of written materials for LEP populations that constitutes five percent (5%) as well as for those fewer than (5%) free of cost. The City of Anaheim agency is in full compliance with the Title VI Safe Harbor Provision. Additionally, requests for translation of written materials require advanced notice. When an LEP Individual contacts the City of Anaheim Transportation Program Office for services and needs translation, the City of Anaheim Internal Bilingual Registry is utilized to translate information first. B. Language Assistance Measures Staff will continue to accomplish several language assistance measures to assist LEP persons, including the following: • Translate an inventory of existing materials in a variety of languages based on demographics, including Spanish. • Regularly review and update these materials. • Assure LEP persons have access to staff that are trained and competent in the skill of interpreting/translation. • Contract with an outside interpreter service for trained and competent interpreters and American 29 • Sign Language (ASL), as needed. • Arrange for the services of voluntary community interpreters who are trained and competent in the skill of interpreting. • Contract for telephone language interpreter service. • Establish a linkage between minority community-based organizations for assistance in cultural understanding and interpretation services. • Post language identification cards and maintain signs in waiting rooms, reception areas and other initial points of entry in languages other than English. In order to be effective, these signs should inform applicants and beneficiaries of their right to free language assistance services and invite them to identify themselves as persons needing such services. • Translate application forms and instructional, informational, and other written materials into appropriate non-English languages by competent translators. • For LEP persons where written documents do not exist in their language, assistance should be provided from an interpreter/translator to explain the contents of documents. • Efforts for assistance to low -frequency, unusual or unexpected languages may include, but are not limited to, using a telephone language line, and locating and temporarily employing a qualified interpreter who can communicate in the appropriate language. • Notices and information that are generally available to the public will be made available to identified LEP populations. • Establish uniform procedures for timely and effective telephone communication between staff and LEP persons. This will include instructions for English -only -speaking employees to obtain assistance from interpreters or bilingual staff when receiving calls from or initiating calls to LEP persons. • Statements about the services available and the right to free language assistance services, in appropriate non-English languages, will be included in brochures, booklets, outreach and recruitment information and other materials that are routinely disseminated to the public. • Ensure that translated materials provide referrals to telephone numbers or websites that are linguistically accessible. C. Training Training for front-line staff members, who are often the first points of contact with LEP individuals is provided by City Personnel. Staff training includes: • Identifying and tracking language preference information of LEP persons; • Delivering services effectively to LEP persons; • Assuring staff sensitivity to the literacy level of LEP persons; • Describing LEP services offered to the public; • Procuring interpreter services; • Identifying and documenting language needs of LEP persons; • Processing a Title VI/LEP complaint; • Familiarity with Disability Awareness, Ethics, Civil Rights and Conflict Management issues. This LEP plan will be available electronically to all staff and included in the City's new employee orientation. 30 D. Providing Notice to LEP Persons Notice of language assistance services will be accomplished as follows: • Signs "Title VI is the Law" to be posted in the entry areas. • At service counters Language Identification cards regarding the availability of interpreting services free of charge. • Website, documents, community meeting notices, and brochures will be offered or printed in alternative languages upon request free of charge. • Staff will inform LEP persons that language assistance is available and is free of charge. VII. MONITORING AND UPDATING THE LEP In July of each year, the City's ADA Task Force will review the effectiveness of the LEP Plan. The evaluation will include identification of any problem areas and development of required corrective action strategies. Elements of the evaluation may include: Identification of the number of LEP persons requesting interpreters/translators; • Review of up-to-date community and demographic information; • Determination of whether interpretation/translation services have been effective; • Assessment of current language needs to determine if additional services or translated materials should be provided; • Assessment whether staff members adequately understand LEP guidelines, service provider procedures, and how to carry them out; • Gathering feedback from LEP communities at community outreach program events and meetings. • Departments to self -assess number of licenses to renew each spring for contracted language interpretation service. VIII. DEFINITIONS Limited -English -Proficient Persons: Individuals with a primary or home language other than English who must, due to limited fluency in English, communicate in that primary or home language if the individuals are to have an equal opportunity to participate effectively in or benefit from any aid, service or benefit provided by Anaheim Workforce Investment Board. Linguistically Isolated: This term is defined in the Census as the percentage of the persons in households in which no one over the age of 14 speaks English well, and is used as a direct measure of those persons with a severe language barrier, as distinct from those of foreign origin who speak English well. Low Frequency and Unusual or Unexpected Languages: An individual with limited English skills who does not speak a language spoken by a "significant number or proportion of the population". Qualified Interpreter: Qualified interpreter means an interpreter who is able to interpret effectively, accurately, and impartially, either for individuals with disabilities or for individuals with limited English skills. The interpreter should be able to interpret both receptively and expressively, using any necessary specialized vocabulary. 31 Non-English Language Relay Service: A telecommunications relay service that allows persons with hearing or speech disabilities who use languages other than English to communicate with voice telephone users in a shared language other than English, through a communications assistant who is fluent in that language. The City's LEP Plan and Title VI Complaint Procedure are available on the City of Anaheim's website @ http://www.anaheim.net/1740/Disability-Civil-Rights-Pro rg_am. Any person may request a copy of the LEP Plan via telephone, fax, mail, or in person and shall be provided a copy of the Plan at no cost. Questions or comments about the LEP Plan may be submitted to: Nadine Tengan ADA Coordinator City of Anaheim P.O. Box 3222, Mail Stop 19 Anaheim, CA 92803 (714) 765-6803 office (714) 765-6899 fax (714) 765-5125 TTY ntenganganaheim.net 32 TITLE VI CITY OF ANAHEIM BOARDS AND COMMISSIONS According to the 2015 ESRI, the City of Anaheim's minority race/ethnic breakdown is as follows: Black 2.9% American Indian and Alaska Native 0.8% Asian 15.8% Native Hawaiian and Other Pacific Islander 0.5% Hispanic or Latino 54.3% Through its website, the City encourages residents to become involved in their community by participating on Boards, Commissions and Committees. The City accepts applications for Boards, Commissions and Committees, on an ongoing basis and keeps them active for a two-year period. The Maddy Act requires that the City of Anaheim post one time per year by December 31st, all upcoming vacancies (Local Appointment List). This Notice includes current members of City Boards and Commissions, the title of Boards and Commissions with vacancies, term expiration dates, and the process to apply for Boards and Commissions. Additionally, when a vacancy occurs, notices are posted in the following locations: The kiosk at City Hall, Central Library, our local Channel 3, City Facebook page, and the Anaheim Bulletin. A Notice is posted on the City's website as well. The applications of individuals who have applied in the past two years are reviewed and notification is made to interested individuals according to the Ward in which they reside. TITLE VI EQUITY ANALYSIS The City of Anaheim Transportation Program does not have a transit -related facilities, therefore, a Title VI Equity Analysis is not required. W