HomeMy WebLinkAboutResolution No 2014-78 approving the Title VI Compliance Plan t/ Dept.ID CS 14-022 Page 1 of 2
Meeting Date: 10/6/2014
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CITY OF HUNTINGTON BEACH
REQUEST FOR. CITY COUNCIL ACTION
MEETING DATE: 10/6/2014
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Fred A. Wilson, City Manager
PREPARED BY: Janeen Laudenback, Director of Community Services
SUBJECT: Adopt Resolution No 2014-78 approving the Title VI Compliance Plan and
authorizing its submittal to the California Department of Transportation (Caltrans)
for purchase of replacement vehicles for the Senior Transportation Program
Statement of Issue:
Due to a pending administrative requirement for an approved Title VI Plan for a Federal Transit
Administration (FTA) Section 5310 Program Grant, there is a need to adopt a resolution approving
the City of Huntington Beach Community Services Title VI compliance plan and authorizing its
submittal to the California Department of Transportation (Caltrans) for the purchase of replacement
gasoline powered vehicles for the City Senior Transportation Program.
Financial Impact:
Not applicable
Recommended Action:
A) Adopt Resolution No. 2014-78, "A Resolution of the City Council of the City of Huntington Beach
Approving the Title VI Compliance Plan and Authorizing the Plan to be Submitted to the California
Department of Transportation to Secure a Senior Mobility Program Grant;" and,
B) Approve the City of Huntington Beach Community Services Department Title VI Plan dated May
2014.
Alternative Action(s):
Do not adopt Resolution No. 2014-78 approving Title VI compliance Plan and authorizing its
submittal to the California Department of Transportation, resulting in non-compliance with the
current California Department of Transportation grant cycle.
Analysis:
The City of Huntington Beach received an FTA Section 5310 Program Grant to purchase
replacement vehicles for the City of Huntington Beach "Surf City Seniors on the GO!" senior
transportation program. The FTA Section 5310 grant allowed the City to replace older gasoline
powered senior transportation vehicles with newer and more efficient vehicles.
In order to be in administrative compliance with the current grant award, City Council-adopted
resolution must be submitted. The City must approve its Title VI Plan for the Community Services
Department and authorize its submittal to Caltrans. This resolution states that the City of
Huntington Beach assures that no person will be excluded from participation in, be denied the
benefits of, or otherwise be subjected to discrimination under any California Department of
NB -t 09- Item 7. - I
Dept. ID CS 14-022 Page 2 of 2
Meeting Date: 10/6/2014
Transportation 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 the Civil Rights Restoration Act of 1987.
The Title VI Plan was prepared by staff with oversight from the State of California Department of
Transportation. The plan provides guidelines for involving the public in the City of Huntington
Beach Community Services Senior Transportation program.
The "Surf City Seniors on the Go!" transportation program transports seniors to medical offices,
shopping centers, social services, and the seniors' center. Staff and volunteers provide
approximately 3,000 trips per month to city seniors. Implementation of the Title VI resolution will
assure that the provision of these services will continue.
Environmental Status:
Not applicable
Strategic Plan Goal:
Improve long-term financial sustainability
Attachment(s):
1) Resolution No 2014-78, "A Resolution of the City Council of the City of Huntington Beach
Approving the Title VI Compliance Plan and Authorizing the Plan to be Submitted to the
California Department of Transportation to Secure a Senior Mobility Program Grant"
2) City of Huntington Beach Community Services Department Title VI Plan
Item 7. - 2 -i 0
ATTACHMENT # 1
RESOLUTION NO. 2014-78
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF HUNTINGTON BEACH APPROVING THE TITLE VI COMPLIANCE
PLAN AND AUTHORIZING THE PLAN TO BE SUBMITTED TO THE
CALIFORNIA DEPARTMENT OF TRANSPORTATION TO SECURE A
SENIOR MOBILITY PROGRAM GRANT
1JEREAS;-thu-City--of-Huntingtori Bah-applie -for aril was awardezl-a-Vrant from e
California Department of Transportation("Caltrans") to replace the existing gasoline powered
vans used for the "Surf City Seniors' on the Go!" Program; and
To comply with the terms of the grant, the City must approve a"Title VI Plan" (the
"Plan") and authorize the Plan to be submitted to Caltrans; and
Pursuant to the Plan, the City will not exclude anyone from participation in, deny the
benefits to, or otherwise subject anyone to discrimination under any program or activity of the
City, due to race, color, sex, age, disability or national origin, as set forth in Title VI of the Civil
Rights Act of 1964 and the Civil Rights Restoration Act of 1987,
NOW, THEREFORE, the City Council of the City of Huntington Beach does hereby
resolve as follows:
1. The City Council hereby authorizes the Director of Community Services to
implement the components of the Plan in order to meet Federal requirements.
2. The City Council hereby authorizes the Director of Community Services to
implement policies that may be necessary to comply with subsequent revisions or interpretations
of the Civil Rights Act.
This Resolution shall take effect immediately upon its adoption by the City Council, and
the City Clerk shall attest to and certify the vote adopting this resolution.
PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a
regular meeting thereof held on the 6th day of October , 2014
5
Mayor
REVIEW APPROVED: APPROVED AS TO FORM:
City � C ty Attorne
WIT TED AND APPROVED:
Zet mmunity Services
14-4384/112804.doc
Res. No. 2014-78
STATE OF CALIFORNIA
COUNTY OF ORANGE ) ss:
CITY OF HUNTINGTON BEACH )
I, JOAN L. FLYNN the duly elected, qualified City Clerk of the City of
Huntington Beach, and ex-officio Clerk of the City Council of said City, do hereby
certify that the whole number of members of the City Council of the City of
Huntington Beach is seven; that the foregoing resolution was passed and adopted
by the affirmative vote of at least a majority of all the members of said City Council
at a Regular meeting thereof held on October 6, 2014 by the following vote:
AYES: Katapodis, Hardy, Shaw, Harper, Boardman, Sullivan, Carchio
NOES: None
ABSENT: None
ABSTAIN: None
e
City rk and ex-officio fferk of the
City Council of the City of
Huntington Beach, California
ATTAC H M E N T #2
CITY OF HUNTINCSTON BEACH
COMMUNITY SERVICES DEPARTMENT
TITLE VI PLAN
May 2014
Item 7. - 4 - 12-
CITY OF HUNTINGTON BEACH
COMMUNITY SERVICES DEPARTMENT
TITLE VI PLAN — INDEX
Noticeto the Public- English ---------------------------------------------------------------------------------- 3
Notice to the Public -Spanish --------------------------------------------------------------------------------- 4
Notice of Public Locations------------------------------------------------------------------------------------- 5
Complaint Procedures------------------------------------------------------------------------------------------ 6
ComplaintForm -------------------------------------------------------------------------------------------------- 8
List of Transit-Related Investigations, Complaints, and Lawsuits------------------------------------ 11
Public Participation Plan --------------------------------------------------------------------------------------- 12
Language Assistance Plan -------------------------------------------------------------------------------------- 14
SafeHarbor Provision ------------------------------------------------------------------------------------------- 17
Definitions--------------------------------------------------------------------------------------------------------- 20
Committees and Councils-------------------------------------------------------------------------------------- 20
Item 7. - 5
°..
NOTICE TO a
CITY OF HUNTINGTON BEACH
COMMUNITY SERVICES DEPARTMENT
RIGHTS UNDER TITLE VI
The City of Huntington Beach 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 grounds 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."
For additional information on the City of Huntington Beach's nondiscrimination obligations,
please contact the City's Equal Opportunity Officer by mail, telephone, or email using the
information below.
Equal Opportunity Officer
Ms. Michele Warren
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648-2702
714-536-5586
michele.warren2. ur city-hb.org
If you believe you have been excluded from participation in, been denied benefits of, or been
subjected to discrimination under this City of Huntington Beach program, you may file an
official Title VI complaint with the Equal Opportunity Officer. 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 by
calling or emailing the contact above:
Title VI Complaint Procedures
Title VI Complaint Form
Si se necesita la informaci6en espanol,favor de Ilamar a Jenny Jackson, telefono 714-374-1562
If information is needed in another language, please contact Ms. Warren at 714-536-5586
This notice is posted on the City's website and at the Senior Services buildings.
Item 7. - 6 F
\.
N ' TICE TO PUB
a CIUDAD ®E HUNTINIGTON BEACH
SERVICI S A LA COMUNIDAD DEPARTAMENTO
®ERECHOS BAJ® TITUL® VI
La Ciudad de Huntington Beach de aviso al public de su politica para asegurar el plano
cumplimiento con el Titulo VI de la Ley de Derechos Civiles de 1964 y los reglamentos conexos.
Especificamente, el Titulo VI establece que, "ninguna persona en los Estados Unidos, por
motivos de raza, color, u origen nacional, sera excluida de particpar en, ser negado los
beneficios de, o ser sujeto a discriminaci6n bajo caulquier programa o actividad que recibe
asistencia federal financiera."
Para obtener informacion adicional acerca de las obligaciones de la Ciudad de Huntington
Beach de no discriminar, por favor comuniquese con la Oficial de Igualdad de Oportunidades de
la Ciudad por correo, tel6fono o correo electronic utilizando la siguiente informacion:
Oficial de Igualdad de Oportunidades
Sra. Michele Warren
Ciudad de Huntington Beach
2000 Main Street
Huntington Beach, CA 92648-2702
714-536-5586
michele.warren@surfcity-hb.org
Si usted cree que ha sido excluido de participar, se le ha negado los beneficios de, o ha sido
sujeto a discriminaci6n en un programa de la Ciudad de Huntington Beach, usted puede
presentar una queja por escrito. Su queja se debe presenter dentro de los 180 dias despues de
la fecha de la supuesta discriminaci6n.
Los Procedimientos de Quejas del Titulo VI y el Formulario de Quejas se pueden obtener llamando por
telefono o enviando un correo electr6nico al contacto de arriba:
Procedimientos de Quejas del Titulo VI
Formulario de Quejas del Titulo VI
Si se necesita m6s informacion en espanol,favor de llamar a Jenny Jackson, telefono 714-741652
Si se necesita informacion en otro idioma, por favor comunicarse con la Sra. Warren 714-536-5586
Este aviso sera publicada en la pagina de internet de le Ciudad,y en el edificios de Servicios de Personas
Mayores.
B -I I Item 7. - 7
CITY OF HUNTINGTON BEACH
COMMUNITY SERVICES DEPARTMENT
TITLE VI PLAN — NOTICE OF PUBLIC LOCATIONS
City Hall
2000 Main Street
Huntington Beach, CA 92648-2702
Rodgers Seniors' Center
1706 Orange Avenue
Huntington Beach, CA 92648-3804
Senior Outreach and Transportation
1718 Orange Avenue
Huntington Beach, CA 92648-3804
Central Library
7111 Talbert Avenue
Huntington Beach, CA 92648-1232
Oak View Branch Library
17251 Oak Lane
Huntington Beach, CA 92647-5895
Oak View Family Resource Center
17261 Oak Lane
Huntington Beach, CA 92647-5895
Item 7. - 8 1 1B -1 { -
.r s 4a Y
CITY OF FIUIdTlNGT®ICI BEACH
COMMUNITY SERVICES DEPARTMENT
TITLE VI PLAN — COMPLAINT PROCEDURES
Any person who believes he or she has been discriminated against on the basis of race, color, or
national origin by the City of Huntington Beach, Community Services Department, may file a
Title VI complaint with the Equal Opportunity Officer. The following steps describe the
procedures to file a complaint and how the City of Huntington Beach will respond.
1. The complaint must be submitted to the Equal Opportunity Officer no later than 180
days after the date of the alleged discrimination.
2. The Title VI Complaint Form can be obtained by calling 714-536-5586 or by downloading
the form from our website at www.huntingtonbeachca.gov. Please provide the
following information on the complaint form or you may submit a signed written
statement that contains all of the following written information.
• Your name, address and how to contact you (phone number, email address, etc.)
• The basis of your alleged discrimination complaint (race, color, or national origin)
• How, why, when, and where you believe you were excluded from participation
in, were denied the benefits of, or were subject to discrimination
• Include the location, names, and contact information of any witnesses
• Indicate whether you have filed the complaint with the Federal Transit
Administration
• You must sign your letter of complaint
If you as the complainant are unable to write a complaint, the Equal Opportunity Officer will
assist you with the complaint. The City of Huntington Beach is committed to providing open
access to its services to persons with limited ability to speak or understand English; if
requested by the complainant, the Equal Opportunity Officer will provide language
translation services.
3. The complaint shall be sent to the following address:
Equal Opportunity Officer
Ms. Michele Warren
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648-2702
714-536-5586
michele.warren@surfcity-hb.or�R
4. Once the complaint is received, the Equal Opportunity Officer will review it to
determine if our office has jurisdiction. The Complainant will receive an
7_ Item 7. - 9
acknowledgment letter informing her/him whether the complaint will be investigated
by our office.
5. All complaints will be investigated promptly. Reasonable measures will be undertaken
to preserve any information that is confidential. The Equal Opportunity Officer will
review every complaint, and when necessary, begin the investigative process.
6. Upon completion of the investigation, the Equal Opportunity Officer will complete a
final report. The investigation process and final report should take no longer than ninety
(90) days after receipt of the complaint. If a Title VI violation is found to exist, a
Determination letter will be issued which summarizes the allegations and the interviews
regarding the alleged incident, and explains the remedial steps as appropriate and
necessary to be taken immediately. If no Title VI violation was found, Complainant will
receive a disclosure letter which summarizes the allegations and states that there was
not a Title VI violation and that the case will be closed.
7. If the Complainant wishes to appeal the decision, he or she has 30 days after the date of
the letter to do so. Complainant may contact the following:
Federal Transit Administration
Regional Civil Rights Officer
201 Mission Street, Suite 650
San Francisco, CA 94105-1839
Telephone—415-744-2729
Fax—415-744-2726
8. A person may also file a Title VI complaint, no later than 180 days after the date of the
alleged discrimination directly to the following:
Federal Transit Administration
Office of Civil Rights
1200 New Jersey Avenue SE
Washington, DC 20590-0001
Item 7. - 10 4 -14
a
CITY OF HUNTIN TON BEACH
COMMUNITY SERVICES DEPARTMENT
TITLE ail PLANT — COMPLAINT FORM
Title VI of the Civil Rights Act of 1964 prohibits discrimination on the basis of race, color or national
origin in programs and activities receiving Federal financial assistance. 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 the benefits of, or be subjected to discrimination under
any program or activity receiving Federal financial assistance."
Title VI guarantees fair treatment for all people and provides for the City of Huntington Beach,to
identify and address, as appropriate, disproportionately high and adverse effects of its programs,
policies, and activities on minority and low-income populations, such as undertaking reasonable
steps to ensure that Limited English Proficient(LEP) persons have meaningful access to the
Programs, services, and information the Citv of Huntington Beach provides.
SECTION I
Name
Mailing Address
Telephone (Home) (Mobile)
Electronic Mail (Email)
Are there any accessible format needs:
( ) Large Print
( ) CD/Audio Tape
( )TDD
( ) Other
SECTION II
Are you filing this complaint on your own behalf? Yes* No
*If you answered 'yes' to this question, go to Section III
If not, please supply the name and relationship of the person for whom you are completing:
e _, _ Item 7. — 11
CITY OF HUNTINGTON BEACH
COMMUNITY SERVICES DEPARTMENT
TITLE VI PLAN - COMPLAINT FORM, Page 2
SECTION III
List type of discrimination you experienced: (Please check all that apply):
Race ( ) Color( ) National Origin ( ) Other
Please indicate your race/color, if it is a basis of your complaint
Please describe your national origin, if it is a basis of your complaint
Location where alleged discrimination occurred
Time and date of alleged discrimination
Name, Position,or Title of the person who allegedly subjected you to Title VI discrimination:
Please explain as clearly as possible what happened,why you believe it happened and how you
were discriminated against. You should include specific details and any other information that
would assist us in our investigation of your allegations. Please also provide any other
documentation that is relevant to this complaint. (Use a separate sheet if necessary)
Please list any persons,witnesses, if known, whom we may contact for additional information to
support of clarify your complaint (Name,Address and Telephone number):
Have you previously filed a Title VI complaint with this agency? Yes No
Have you filed this complaint with any other Federal,State, or local agency, or with any Federal or
State court? Yes No
Federal Agency: Date
Federal Court: Date
State Agency: Date
State Court: Date
Local Agency: Date
Item 7. — 12 s e 3 -1``f�-
CITY OF HUNTIN GTON BEACH
COMMUNITY SERVICES DEPARTMENT
TITLE VI PLAN - COMPLAINT FORM Page 3
SECTION VI
What remedy are you seeking for the alleged discrimination?
How did you learn that you could file this complaint?
SECTION V
You may attach any written materials or other information that you think is relevant to your
complaint.
YOUR SIGNATURE AND TODAY'S DATE ARE REQUIRED BELOW:
Signature Date
Please submit this completed form in person, or mail the form to: Michele Warren, Title VI —
Equal Opportunity Officer, City of Huntington Beach, 2000 Main Street, Huntington Beach, CA
92648-2702.
Please make a copy for your records
TIT-
Item 7. - 13
CITY OF HU NTINGT®IN BEACH
1 COMMUNITY SERVICES DEPARTMENT
TITLE VI PLAN — LIST OF TRANSIT-RELATED
INVESTIGATIONS, COMPLAIINTS, AND LAWSUITS
The City of Huntington Beach currently does not have any investigations, complaints or lawsuits
with regards to Civil Rights violations.
Item 7. - 14 f4 F� -1'2 -
} h CITY OF HUNTINGTON BEACH
e9
COMMUNITY SERVICES DEPARTMENT
p f '$' TITLE VI PLAN — PUBLIC PARTICIPATION PLAN
PURPOSES OF THIS PLAN
As part of its Title VI program, the City of Huntington Beach Community Services Senior
Transportation Services (Surf City Seniors on Go!) is enhancing its public participation process.
The City's Senior Transportation Services is also bolstering its strategies for engaging minority
and Limited English Proficient individuals. This plan provides guidelines for involving the public
in the City of Huntington Beach Community Services Senior Transportation Services' planning
efforts to ensure that all groups are represented and their needs considered.
The City of Huntington Beach is committed to ensuring it serves the City's aging population
fairly, consistently, and in the most cost-efficient and appropriate manner with available
resources. Through conversation and collaboration with riders, prospective riders, and the
larger surrounding community, City of Huntington Beach Community Services Senior
Transportation Services will be able to assess the quality of its service, measure potential
impact to the community, and ensure the program is providing valuable service to the residents
of Huntington Beach.
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 with the Huntington Beach 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.
Item 7. - 15
OUTREACH
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.
Notices for public events may include posters, email blasts, media releases to local
papers, public service announcements and information on the City's local television
channel
Any notices will be posted at least two weeks prior to the public event and through the
City's website; these notices will be translated into Spanish and Vietnamese
Notices may be posted at the City Hall,the Senior Services buildings, all vehicles, and
key community centers and libraries
The City of Huntington Beach and Senior Services will host public meetings and focus
groups to discuss ways to integrate the Senior Services transportation services into
otherwise underutilized areas
The City of Huntington Beach and Senior Services will ensure that non-English language
interpretation will be available at any public meeting or workshop as is appropriate and
necessary
Item 7. - 16 147i3 -. 4-
"y {h CITY OF FIUNTINGTON BEACH
L,
COMMUNITY SERVICES DEPARTMENT
' TITLE VI PLAN — LANGUAGE ASSISTANCE PLAN
PURPOSE
To establish guidance for the City of Huntington Beach to provide timely and reasonable
language assistance to Limited English Proficiency (LEP) persons who come into contact with
the City. This plan is established pursuant to, and in accordance with Title VI 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 Huntington Beach'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.
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)
`;_ Item 7. - 17
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 has be subjected to discrimination of 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.
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 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.
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 and Vietnamese are the two most requested languages for interpreters in the City of
Huntington Beach. City staff will take reasonable steps to ensure the 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.
FOUR FACTOR ANALYIS
The DOT Four Factor 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 used by LEP persons. The City received a $176,000 grant to purchase
four vehicles for the City's Senior Transportation Program, Surf City Seniors on the Go! This
program offers transportation services to persons over 55 years old and living in Huntington
Beach. Service is available for life enhancing services, nutrition and activities at the Senior
Center, and non emergency medical treatment.
Item 7. - 18 11,5, ./
Transportation will not be provided to the General Public, therefore, an analysis of public
demographic data in the City of Huntington Beach does not represent actual populations served
by this program, but is offered for comparison purposes only. In order to prepare this plan, the
City Huntington Beach undertook an analysis that considers the following factors:
1. The number of or proportion of LEP persons in the service are who may be served by
the City. City staff reviewed the 2010 US Census to determine the approximate number
of LEP persons age 5 years and older in the City of Huntington Beach.
RACE TOTAL POPULATION POPULATION PERCENTAGE
White 128,453 66%
Hispanic 35,329 18%
Asian 20,747 10.8%
Two/more races 5,023 2.6%
Black 1,370 0.7%
American Indian 1,193 0.6%
Other Race (alone) 504 0.3%
Native Hawaiian or other P/I 248 0.1%
City staff also reviewed the 2010 US Census to determine that 22% of the City
population (40,338 LEP speakers/6,182 over 65) 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.
In Huntington Beach, 7,039 Spanish-speaking residents speak English "less than very
well" (38.1%) and 6,012 Vietnamese-speaking residents speak English "less than very
well" (46.1%).
2. The frequency with which LEP persons come in contact with City programs, activities
or services. Contact with LEP individuals has not occurred in this program. A very small
percentage of the residents that participate in activities at the City's Senior Recreation
center speak a language other than English.
3. The nature and importance of programs, activities, or services provided by the City to
the LEP population. The primary purposes of the Surf City Seniors on the Go!
Transportation Program is to provide transportation for residents 55 year of age or
older: to and from the City's senior center, shopping trips, non-emergency medical and
life enhancing services trips, and mini-excursions to local places of interest. By enabling
participants to keep in touch with the community, bond with peers and engage in
meaningful activities,the program helps seniors maintain their independence and
dignity. This in turn creates opportunities that can enhance the quality of life for the
City's aging community.
SIP _577- Item 7. - 19
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 split among
several departments. The City's public counters are staffed with bilingual speakers for
the two most common languages requested in the City of Huntington Beach, Spanish
and Vietnamese. The City also maintains an active list of over 65 bilingual employees
who are dispersed throughout the City. 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 Huntington Beach has identified
the language needs and services required to provide meaningful access to information
for the LEP residents of Huntington Beach. 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:
• 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.
• Provide language identification forms which invite LEP persons to identify their
language needs to our staff members.
• Records will be maintained for three years.
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 (5%) of 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 recipients 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 percent (5%)
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 through
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
Item 7. - 20 _ v E -
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 VI program.
B. language Assistance Measures
City staff(Senior Services) will continue to accomplish several language assistance measures
to LEP persons, including the following:
• Translate and inventory of existing materials (brochures and announcements) in
Spanish and Vietnamese
• 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 translation service for services, as needed
• Arrange for the services of voluntary community interpreters who are trained and
competent in the skill of interpreting
• Arrange for the use of a telephone language interpreter service
• Post and maintain signs in waiting rooms, receptions 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 the
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 make
available to identified LEP populations
• Establish uniform procedures for timely and effective telephone communication
between staff and LEP persons, which 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 the brochures,
booklets, outreach and recruitment information and other materials that are
routinely disseminated to the public
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• 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, will be provided by City Personnel. Staff training will include:
• 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
This LEP plan will be distributed to all staff having direct contact with the public.
D. Providing Notice to LEP Persons
Notice of language assistance services will be accomplished as follows:
• Signs to be posted in the entry areas regarding the availability of services and that
they are free of charge
• Website, documents, and brochures will be offered or printed in alternative
languages and will include that, language services are available and free of charge
• Staff will inform LEP persons that language assistance is available and is free of
charge
MONITORING AND UPDATING THE LEP
In October of each year, City staff 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 and
procedures and how to carry them out
• Gathering feedback from LEP communities in the service areas of the City, such as
schools, senior service providers, libraries and faith based organizations
Item 7. - 22 - : -
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 the City of Huntington Beach Community
Services Senior Transportation Services.
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.
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 from the City's Human
Services Supervisor. Any person or agency 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. Contact City of
Huntington Beach Senior Outreach, 1718 Orange Avenue, Huntington Beach, CA, 92648/714-
960-2478/Fax: 714-374-1620, orrpesgueira@surfcity-hb.org.
Item 7. - 23
MEMBERSHIP OF NON ELECTED COMMITTEES AND COUNCILS
City of Huntington Beach Community Services Senior Transportation Services, Surf City Seniors
on the Go! does not have a non-elected transit related committee, advisory board, or council at
this time.
Item 7. - 24 11B -i "2-