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165City of Anaheim Administrative Regulation CHAPTER 1 - ADMINISTRATIVE Subject: Title VI of the Civil Rights Act A.R. 165 of 1964 Issue Date: July 14, 2010 Page (1) of (3) Purpose: The purpose of this regulation is to establish a policy, pursuant to Title VI of the Civil Rights Act of 1964, as amended, as it relates to the City of Anaheim's programs, policies, activities, and services. This regulation is intended to ensure that no person in the State of California is excluded from participation in, nor denied the benefits of, the City's programs, policies, activities, and services on the grounds of race, color, national origin, sex, disability, or age. This regulation extends to subrecipients of the City's flow -through federal aid funding, such as contractors, grantees, and local agencies. Furthermore, the purpose of this policy is to identify and include Title VI in the planning and project delivery process and to ensure that the public is not discriminated against, either intentionally or unintentionally, as a result of any City decision. Procedure: Title VI Procedures: It shall be the policy of the City of Anaheim to: • Promote awareness of Title VI issues by posting Affirmative Statements in each department and providing Title VI information on the City's website. • Ensure the City's actions and services are consistent with existing federal and state laws, rules, and regulations. • Ensure that the City's compliance with Title VI is appropriately monitored by appointing a Title VI Coordinator for the City to: administer the City's Title VI Program; investigate Title VI complaints; and periodically review the City's compliance with Title VI requirements. • Assist leadership in planning and project delivery by ensuring the City and local partners comply with Title VI requirements. City of Anaheim Administrative Regulation 165 Page (2) of (3) • Ensure City services, construction contracts and procurements are consistent with Title VI, and federal and state contracting laws and regulations. • Ensure that the City promotes the participation of Small Businesses and Disabled Veteran Businesses by conducting public outreach efforts. • Ensure nondiscrimination language is included in contracts funded by federal financial assistance. • Actively support Title VI compliance and ensure employees understand and comply with departmental policies in their day-to-day activities. • Provide for a complaint process (and complaint form) available to any person who feels he or she has been discriminated against by the City. Complaints shall be processed in an orderly fashion, allowing a complete and impartial investigation and resolution within a reasonable period of time. Information and assistance shall be provided to individual(s), resulting in the orderly processing of complaint(s). Limited English Proficiency Services (LEP) Procedures: The City shall take reasonable steps to ensure that persons with Limited English Proficiency (LEP) (i.e. individuals whose primary language is not English and who have a limited ability to read, write, speak, or understand English) have meaningful access to the programs, services, and information provided by the City. Language barriers can sometimes inhibit or even prohibit individuals with LEP from gaining meaningful access to, or an understanding of important rights, obligations, and services. It is therefore the policy of the City to take all reasonable steps to ensure timely and equal access to all individuals, regardless of national origin or primary language. It shall be the policy of the City to: • Utilize all reasonably available tools, such as language identification cards, when attempting to determine an LEP individual's primary language in an effort to avoid misidentifying that language. City of Anaheim Administrative Regulation 165 Page (3) of (3) • Make every reasonable effort to provide meaningful and timely assistance to LEP individuals through a variety of services, where available. LEP individuals may elect to accept interpreter services offered by the City at no cost or choose to provide their own interpreter services at their own expense. City personnel should document in any related report whether the LEP individual elected to use interpreter services provided by the City or some other source. Responsibility: Each Department Head shall exemplify and actively support Title VI and ensure their subordinates understand and comply with Title VI requirements. Employees will adhere to Title VI in their day-to-day activities.