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HomeMy WebLinkAboutTitle VI Report for the FTA 5307 Grant Funded Edinger Avenue 7, Av-at,,V Council/Agency Meeting Held: Deferred/Continued to: 19LAppr ved ❑ Conditionally Approved ❑ Denied i CI 's Sig ure Council Meeting Date: May 14, 2012 Departm nt ID Number: PW12-024 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Fred A. Wilson, City Manager PREPARED BY: Travis K. Hopkins, PE, Director of Public Works SUBJECT: Approve Title VI Report for the FTA 5307 Grant Funded Edinger Avenue Bicycle Path Statement of Issue: In order to receive Federal Transit Administration (FTA) 5307 grant funding for the proposed Edinger Avenue Bicycle Path Project (Countess Drive to Santa Barbara Lane), the City must prepare and approve a Title VI Report in conformance with FTA requirements.j Financial Impact: There is no financial impact associated with the approval of this item. Recommended Action: Motion to: Approve the Title VI Report for the FTA 5307 Grant funded Edinger Avenue Bicycle Path (Countess Drive to Santa Barbara Lane). Alternative Action(s): Do not approve the Title VI Report and jeopardize $192,330 in FTA 5307 grant funding for construction of the proposed project. HB -I- Item I. - I REQUEST FOR COUNCIL ACTION MEETING DATE: 5/14/2012 DEPARTMENT ID NUMBER: PW12-024 Analysis: In 2010, the City completed the landscape improvements to the parkway along the north side of Edinger Avenue. The project was funded collectively through a federal grant, administered by the Orange County Transportation Authority (OCTA), private funding provided by the Sea Isle Garden Club, and City funding. Through community input during the design phase, a need for on-street parking was identified along Edinger Avenue for activities such as the annual boat parade. City staff was able to incorporate, in the landscape design, a pedestrian/bicycle path that would allow for the removal of the striped bicycle path currently located along the north side of Edinger Avenue. This in turn would allow for reconfiguration of the street striping to facilitate on-street parking along the south side of Edinger Avenue. However, due to funding constraints, the path was graded in dirt, but was not paved. City staff continued to search for other grants to help fund the paving of the path. In October of 2011, OCTA informed the City that a Federal Transit Administration (FTA) 5307 grant had been awarded in the amount of approximately $192,000, which will cover 75% of the construction cost. It is anticipated that the City will budget this project in FY 2012/13. In order to receive FTA 5307 grant funds, .the City is required to prepare and approve a Title VI Report. Title VI of the Civil Rights Act of 1964 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 the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance." The attached Title VI Report has been prepared in conformance with FTA requirements and OCTA guidelines. The Title VI Report and its attachments have been reviewed by staff from several City departments, as appropriate. Public Works Commission Action: Not required. Environmental Status: Not applicable. Strategic Plan Goal: Improve the City's infrastructure Attachment(s): p. m ■ ' m 1. Title Vl Report Item 1. - 2 xB -2- ATTACHMENT # 1 Title VI Report For the FTA 5307 Grant funded: EDINGER AVENUE BICYCLE PATH (from Countess Drive to Santa Barbara Lane) i Su 1 j � { Hunt g, Beach' i Prepared by: City of Huntington Beach 2000 Main Street Huntington Beach, CA 92648 Submitted to: Orange County Transportation Authority Office of Civil Rights 550 South Main Street Orange, CA 92863 May 14, 2012 INTRODUCTION Title VI of the Civil Rights Act of 1964 provides that "no person in the United Stated shall, on the grounds of race, color, 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." To fulfill this basic civil rights mandate, each federal agency that provides financial assistance for any program is authorized and directed by the United States Department of Justice to apply provisions of Title VI to each program by issuing general rules, regulations, or requirements. Since 1972, the Federal Transit Administration (FTA) has required recipients of Federal assistance to certify compliance with the requirements of Title VI as part of the funding eligibility process. SUB-RECIPIENTS Title 49 Code of Federal Regulation (CFR) section 21.9(b) states that if "a primary recipient extends Federal financial assistance to any other recipient, such other recipient shall also submit such compliance reports to the primary recipient as may be necessary to enable the primary recipient to carry out its obligation under this part." PURPOSE OF THE TITLE VI REPORT The purpose of this report is to document the City of Huntington Beach's sub-recipient compliance with Title VI. This report was prepared and submitted to the Orange County Transportation Authority's (OCTA) Office of Civil Rights on May 30, 2012. The Title VI report was prepared with the assistance of OCTA and in anticipation of the adoption of FTA Circular 4702.1 B. PROGRAM OVERVIEW The Project proposes to utilize FTA 5307 Transportation Enhancement Project grant funding to realign the existing Class II bicycle lane and construct a paved Class I bicycle/pedestrian trail located along the north side of Edinger Avenue, between Countess Drive and Santa Barbara Lane. The proposed bicycle/pedestrian trail will be located away from the vehicular travel way. The Project will provide a defined pedestrian path of travel where none currently exists and a safer location along a recently landscaped parkway for the bicyclists and pedestrians who traverse this area. Additionally, the realigned bike lane will enable the City to provide on-street parking in response to the requests from the residents in the area. GENERAL REQUIREMENTS SELF CERTIFICATION FORM A copy of the City of Huntington Beach Self Certification Form will be included in the Final Report at the completion of the project. NOTICE OF TITLE VI PROTECTION The City of Huntington Beach has developed the notice of Title VI protection. The City of Huntington Beach utilized FTA and OCTA guidance to develop the notice. The City of Huntington Beach utilized the City's website and flyers to notify the public of their rights under Title VI. The notification is available at City Hall, the Oak View Family Community Center, and on the City's website. A copy of the notice is presented in Attachment B. COMPLAINT PROCEDURE AND FORM The City of Huntington Beach has developed a Title VI complaint procedure and form. The City of Huntington Beach utilized OCTA guidance to develop the complaint procedure and form. Copies of the City of Huntington Beach's Title VI complaint procedure and form are available at City Hall, the Oak View Family Community Center, and on the City's website. Copies of the complaint procedure and form are presented in Attachment C. LIST OF ACTIVE COMPLAINTS/INVESTIGATIONS/LAWSUITS The City of Huntington Beach has no active Title VI complaints, lawsuits or investigations alleging discrimination on the basis of race, color, or national origin. PUBLIC OUTREACH (5307 FTA Funding) The Project was originally spearheaded by a community of Huntington Beach residents known as the Sea Isle Garden Club. There have been numerous public outreach events over the years including: ® Project update meeting on April 27, 2005 at the SeaGate Clubhouse ® Multiple Project update articles in "Harbour Light" magazine from 2007 through 2010 ® Groundbreaking ceremony with City Council for Phase 1 on October 30, 2007 ® Town Hall meeting with City Engineer on March 4, 2010 Additionally, the Huntington Beach residents located within up to 500 ft. of the proposed Project were notified during the Coastal Development Permit process conducted in 2008. Lastly, information regarding the City's on-going public outreach efforts to lower-income residents and minorities is presented below: Oak View Task Force The Oak View Task Force meets quarterly at the Oak View Family and Community Center and is a public outreach effort to provide Oak View residents with an opportunity to interface with City staff and various local and non-profit organizations. City departments represented include Community Services, Economic Development, Library Services, Planning, Police and Public Works. In addition, representatives from several community stakeholders are also in attendance. The stakeholders represent community and non-profit groups such as Community Service Programs, Inc., Oak View Elementary School, Oak View Property Owners Association, Oak View Renewal Partnership, Ocean View High School, Rainbow Environmental Services and the Salvation Army. Oak View Family and Community Center 17261 Oak Lane Huntington Beach, CA 92647 Telephone: 714.842.4002 Fax: 714.842.4184 Hours: Monday- Friday (8:30 A.M. - 5:00 P.M.) Service Area: Huntington Beach and Surrounding Areas Oak View Recreation Program: Monday— Friday (2:00 P.M. — 5:00 P.M.) The mission of the Oak View Family Resource Center is to facilitate the development of a safe, healthy and nurturing environment in school, home and community such that children may be successful in school, at work, and in their personal relationships. Item 1. - 6 xB -6- The City of Huntington Beach contracts with Children's Bureau, a non-profit agency, to operate the Oak View Family and Community Center. Together with City staff and other community partners, they offer a variety of outreach services to the Oak View Community, including recreation, education, human and family services. The Children's Bureau began serving the Oak View community in 1991 as the lead agency of the Oak View Collaborative. The Collaborative provides a variety of family support and youth development services. LIMITED ENGLISH PROFICIENCY PLAN The City of Huntington Beach is adopting the OCTA Limited English Proficiency (LEP) Plan. According to OCTA's analysis, the proposed Project is not located within a census tract that has been identified with a significant number of residents with limited English proficiency. However, the City will provide all vital documents (i.e., Notice of Title VI Protection, Complaint Procedure and Form) in both English and Spanish at City Hall, the Oak View Family Community Center, and on the City's website. The City chose to Irovide this additional measure for two primary reasons. First, the Hispanic population is the 2largest (after Caucasian) in the City based on the 2010 census. Second, the City's existing Oak View Family Community Center is located in the closest Spanish-speaking census tract to the Project identified in the OCTA LEP Plan. MEMBERSHIP OF DECISION-MAKING BODIES Each member of both the Planning Commission and Public Works Commission is appointed by a member of the City Council. The City Council has reviewed and approved this Title VI Report and will be mindful of the demographics served by these commissions when making their appointments. Table Depicting Minority Representation on Decision-Making Bodies African Asian/Pacific Native All Body Caucasian Hispanic American Islander American Other American City of Huntington 76.7% 17.1% 1.0% 11.1% 0.5% 0.0% Beach Population* Planning 100.0% 0.0% 0.0% 0.0% 0.0% 0.0% Commission Public Works 78.6/° /°0.0 Commission ° ° 0.0%° 0.0% 7.1% 14.3% *Information obtained from 2010 U.S. Census/2010 County of Orange Report on Race and Ethnicity. Less than 4.5%of population is equal to persons of two or more races. BOARD RESOLUTION The Huntington Beach City Council met on May 14, 2012 to review and approve the Title VI Report. A copy of the certified Council meeting minutes approving the Title VI Report is presented in Attachment D. The City of Huntington Beach is a non-transit provider and is not required to submit the requirements as specified in Chapters IV, V or VI of the FTA Circular 4702.1 B. The City of Huntington Beach's Title VI Report was prepared by Jonathan Claudio, Senior Civil Engineer. ATTACHMENTS ATTACHMENT A Self Certification Form (to be submitted with Final Report) ATTACHMENT B Notification to the Public of Title VI Rights ATTACHMENT C Title VI Complaint Procedure and Complaint Form ATTACHMENT D Certified minutes of May 14, 2012 Council meeting ATTACHMENT A Self-Certification Form (to be submitted with Final Report) xs -9- Item 1. - 9 ATTACHMENT B CITY OF HUNTINGTON BEACH NOTIFICATION TO THE PUBLIC OF TITLE VI RIGHTS For the FTA 5307 Grant funded: EDINGER AVENUE BICYCLE PATH (from Countess Drive to Santa Barbara Lane) Title VI of the Civil Rights Act of 1964 provides that "no person in the United States shall, on the grounds of race, color or nation of 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." Any person who believes that he or she, individually, or as a member of any specific class of persons, has been subjected to discrimination on the basis of race, color, national origin or other protected-class interests may file a written complaint with the City of Huntington Beach. Further, the City of Huntington Beach prohibits intimidation, coercion, or engagement in other discriminatory conduct against anyone because he or she has filed a complaint to secure rights protected by Title VI. To file a complaint in writing or to request more information contact: City of Huntington Beach City Clerk's Office, 2"d Floor Attn: Joan Flynn, City Clerk 2000 Main Street, Huntington Beach, CA. 92648 Office No.: (714) 536-5227 Fax No.: (714) 374-1557 Email: J Flynn(c)surfcity-hb.orci Website: .hftp://www.huntingtonbeachca.gov/ If information is needed in another language, contact the City Clerk. Item 1. - 10 HB -10- ANEXO B CIUDAD DE HUNTINGTON BEACH NOTIFICACION AL POBLICO ACERCA DE LOS DERECHOS DEL TITULO VI Para la obra financiada por una concesion de FTA 5307: SENDERO PARA BICICLETAS DE EDINGER AVENUE (desde Countess Drive hasta Santa Barbara Lane) El Titulo VI de la Ley de derechos civiles de 1964 establece que "ninguna persona en los Estados Unidos, basado en razones de raza, color o nacionalidad, puede ser excluida de la participacion, negarsele beneficios o ser sujeto de discriminacion bajo ningun programa o actividad que reciba asistencia financiera federal". Cualquier persona que considere que el o ella, individualmente o como miembro de cualquier clase especifica de personas, ha sido sujeto de discriminacion con base en la raza, color, nacionalidad u otros intereses de clase protegida, puede presentar una queja por escrito ante la Ciudad de Huntington Beach. Ademas, la Ciudad de Huntington Beach prohibe la intimidacion, coercion o participacion en otra conducta discriminatoria contra cualquiera porque el o ella haya presentado una queja para garantizar los derechos protegidos por el Titulo VI. Para presentar un reclamo por escrito o para solicitar mas informacion de contacto: City of Huntington Beach City Clerk's Office, 2"d Floor Attn: Joan Flynn, City Clerk 2000 Main Street, Huntington Beach, CA. 92648 Tel. oficina: (714) 536-5227 Fax: (714) 374-1557 Correo electronico: JFlynn(7a.surfcit -h�b.grg Sitio web: http://www.huntingtonbeachca.gov/ Si se necesita la informacion en otro idioma, comuniquese con el Secretario municipal (City Clerk). xB -11- Item 1. - 11 ATTACHMENT C CITY OF HUNTINGTON BEACH Title VI Complaint Procedure Tracking and Investigating It is the policy of the City of Huntington Beach to ensure that all programs, services, activities and benefits are implemented without discrimination in accordance with Title VI requirements. In compliance with these requirements, the City of Huntington Beach has established complaint investigation and format procedures for tracking and investigating complaints alleging discrimination on the basis of race, color or national origin. Any person who believes that he or she, individually or as a member of any specific class of persons, has been subjected to discrimination on the basis of race, color, national origin may file a written complaint with the City of Huntington Beach, the Federal Transit Administration (FTA), or the Secretary of Transportation. Further, the City of Huntington Beach prohibits intimidation, coercion or engagement in other discriminatory conduct against anyone because he or she has filed a complaint to secure rights protected by Title VI. A signed complaint must be filed within 180 days after the date of the alleged discrimination, unless the time for filing is extended by the Secretary of Transportation. The City of Huntington Beach encourages complaints to be initially filed with the City of Huntington Beach for resolution. However, in those cases where the complainant is dissatisfied with the resolution by the City of Huntington Beach, the same complaint may be submitted to the FTA or the Secretary of Transportation for investigation. The City of Huntington Beach will notify and provide a copy of all complaints to the Orange County Transportation Authority (OCTA) Office of Civil Rights for review. Unless otherwise permitted, the final determination of all Title VI complaints affecting programs administered by the FTA will be made by the Office of the Secretary, Department of Transportation (DOT). Signed written complaints may be submitted directly to the City of Huntington Beach or the FTA offices identified below: • Joan Flynn, City Clerk City of Huntington Beach 2000 Main Street Huntington Beach, CA 92648 • Federal Transit Administration Office of Civil Rights Title VI Program Coordinator East Building, 5th Floor-TCR 1200 New Jersey Avenue, SE Washington, DC 20590 Item 1. - 12 HB -12- ATTACHMENT C ® Federal Transit Administration Region IX Civil Rights Officer 201 Mission Street, Suite 1650 San Francisco, CA 94105-1839 The complaint information should include the date of the alleged act of discrimination, the date when the complainant(s) became aware of the alleged act of discrimination, the date on which that conduct was discounted, or the latest instance of conduct. Complainants should present a detailed description of the issue(s), including the name(s) and job title(s) of those individual(s) perceived as parties in the complaint. The allegation must involve discrimination on the grounds of race, color or national origin. Allegations must involve a City of Huntington Beach service, program or activity of a federal-aid recipient, sub-recipient or contractor. In cases where the complainant is unable or incapable of providing a written statement but wishes the City of Huntington Beach or the FTA to investigate an incident of alleged discrimination, a verbal complaint of discrimination may be made. The complainant will be interviewed by an appropriate official authorized to receive complaints. If necessary, the official will assist the complainant in converting verbal complaints to writing. Translation services will be provided to all complainants, as necessary. All complaints must, however, be signed by the complainant or his/her representative. Information for filing a Title VI complaint can be accessed on the City of Huntington Beach website at http://www.huntingtonbeachca.gov/ or by contacting the City of Huntington Beach City Clerk at (714) 536-5227. E-mail inquiries or initial complaints can be sent directly to the City of Huntington Beach at hftp://www.huntingtonbeachca.gov/ If information is needed in another language, contact the City Clerk. Complaint Format: • All complaints must be in writing and signed by the complainant or his/her representative before action can be taken. Complaints shall state, as fully as possible, the facts and circumstances surrounding the alleged discrimination. • The City of Huntington Beach will provide the complainant or his/her representative with a written acknowledgment that the City of Huntington Beach has received the complaint within ten working days. HB -13- Item 1. - 13 ATTACHMENT C Tracking Complaints: • The following complaint information will be tracked on the City of Huntington Beach Title VI Complaint/Investigation log by the City Clerk's Office: 1. Date the complaint was received by the City of Huntington Beach 2. Date an acknowledgment letter was sent to the complainant 3. Entity 4. Protected category 5. Program/Activity/Service 6. Summary of the allegation 7. Status of the complaint 8. Was the complaint investigated —yes/no 9. Action Taken 10.The response letter was sent to the complainant - action taken Determination of Investigative Merit: The City of Huntington Beach will begin an investigation within fifteen (15) working days of receipt of a complete and valid complaint. A complaint shall be regarded as meriting investigation unless: • It clearly appears on its face to be frivolous or trivial; • Within the time allotted for making the determination of jurisdiction and investigative merit, the party against whom the complaint was filed voluntarily concedes noncompliance and agrees to take appropriate remedial action; • Within the time allotted for making the determination of jurisdiction and investigative merit, the complainant withdraws the complaint; or • Other good cause for not investigating the complaint exists (e.g., respondent is presently under investigation by another Federal agency). Request for Additional Information from Complainant and/or Respondent: In the event that the complainant or respondent has not submitted sufficient information to make a determination of jurisdiction or investigative merit, the City of Huntington Beach may request additional information from either party. This request shall be made within. 15 working days of the receipt of the complaint and will require that the party submit the information within 60 working days from the date of the original request. Failure of the complainant to submit additional information within the designated time frame may be considered good cause for a determination of no investigative merit. Failure of respondent to submit additional information within the designated time frame may be considered good cause for a determination of noncompliance. Item 1. - 14 HB -14- ATTACHMENT C Investigative Report: The City of Huntington Beach will complete an investigation within ninety (90) days of receipt of the complaint. If additional time for the investigation is needed, the complainant will be contacted. A written report will be prepared by the responsible investigator at the conclusion of the investigation. The investigative report will include the following: • Summary of the complaint, including a statement of the issues raised by the complainant and the respondent's reply to each of the allegations, citations of relevant Federal, State, and Local Laws, rules, regulations, and guidelines, etc. • Description of the investigation, including a list of the persons contacted by the investigator, a summary of the interviews conducted, and a statement of the investigator's findings and recommendations. A closing letter will be provided to the complainant. City of Huntington Beach Timeline Requirements Signed complaint filed with the City Clerk's Office 180 days City of Huntington Beach written acknowledgement from date of receipt 10 days Begin investigation 15 days Request for additional information from complainant(s) 15 days Submit additional information 60 days Complete investigation 90 days Recordkeeping Requirements: The City of Huntington Beach, City Clerk's Office will ensure that all records relating to the City of Huntington Beach Title VI Complaint Process are maintained with the department records for seven years as of the date of the complaint. Records will be available for compliance review audits. HB -15- Item 1. - 15 ATTACHMENT C Title VI Complaint Form CITY OF HUNTINGTON BEACH Title VI of the Civil Rights Act of 1964 provides that "no person in the United States shall, on the grounds of race, color or nation of 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." It is the policy of the City of Huntington Beach to ensure that all programs, services, activities, and benefits are implemented in a non-discriminatory manner. Any person who believes that he or she, individually, or as a member of any specific class of persons, has been subjected to discrimination on the basis of race, color, or national origin may file a written complaint within 180 days after the date of the alleged discrimination with the City of Huntington Beach, the Federal Transportation Authority (FTA), or the Secretary of Transportation. Further, the City of Huntington Beach prohibits intimidation, coercion, or engagement in other discriminatory conduct against anyone because he or she has filed a complaint to secure rights protected by Title VI. Please provide the following information: Your Name Phone Number Street Address city State Zip Code Person(s) discriminated against (if someone other than complainant) Street Address City State Zip Code Date of Incident: Which of the following best describes the reason for the alleged discrimination took place (circle one) • Race • Color • National Origin (Limited English Proficiency) If you are unable or incapable of providing a written statement, but wish the City of Huntington Beach to investigate alleged discrimination, a verbal complaint of discrimination may be made. Please contact (714) 536-5227 and speak with Joan Flynn, City Clerk. The complainant will be interviewed by an appropriate official authorized to receive complaints. If necessary, the official will assist you in converting verbal complaints to writing. Translation services will be provided to all complainants, as necessary. All complaints must, however, be signed by the complainant or his/her representative. Item 1. - 16 HB -16- ATTACHMENT C Please describe the alleged discrimination incident. Provide the name(s) and title(s) of all City of Huntington Beach employees involved if available. Explain what happened and whom you believe was responsible. Please use the back of this form if additional space is required. Please mail your complaint form directly to the City of Huntington Beach at the following address: Joan Flynn, City Clerk City of Huntington Beach 2000 Main Street Huntington Beach, CA 92648 Have you filed a complaint with any other federal, state or local agency? (Circle one) Yes/No Agency Contact Person Street Address, City, State, Zip Code Agency Contact Person Street Address, City, State, Zip Code Listed below are the state and federal addresses if you wish to file a Title VI complaint directly with one or both of these agencies. State Office Federal Office Federal Transit Administration Federal Transit Administration Region IX Office of Civil Rights Office of Civil Rights 201 Mission Street, Suite 1650 Title VI Program Coordinator San Francisco, CA 94105-1839 East Building 5th Floor—TCR 1200 New Jersey Avenue, SE Washington, DC 20590 I affirm that I have read the above charge and that it is true to the best of my knowledge, information and belief. Complainant's Signature Date HB -1 7- Item 1. - 17 ANEXO C CIUDAD DE HUNTINGTON BEACH Procedimiento de quejas del Titulo VI Seguimiento a investigacion Es la polftica de la Ciudad de Huntington Beach asegurarse de que todos los programas, servicios, actividades y beneficios se implementen sin discriminacion segun los requisitos del Titulo VI. De acuerdo con estos requisitos, la Ciudad de Huntington Beach ha establecido procedimientos de investigacion de quejas y formatos para dar seguimiento a investigar de las quejas que aducen discriminacion con base en la raza, color o nacionalidad. Cualquier persona que considere que el o ella, individualmente o como miembro de cualquier clase especffica de personas, que ha sido sujeta a discriminacion basada en la raza, color o nacionalidad, puede presentar una queja por escrito a la Ciudad de Huntington Beach, Federal Transit Administration (FTA) (Administracion de Transito Federal) o Secretary of Transportation (Secretarfa de Transporte). Ademas, la Ciudad de Huntington Beach prohfbe la intimidacion, coercion o participacion en otra conducts discriminatoria en contra de cualquiera porque el o ella hayan presentado una queja para garantizar los derechos protegidos por el Titulo VI. Una queja firmada se debe presentar dentro de los siguientes 180 dfas despues de la fecha de la supuesta discriminacion, a menos que el Secretario de Transporte extienda el periodo para presentar la demanda. La Ciudad de Huntington Beach recomienda a que los reclamos se presenten inicialmente ante la Ciudad de Huntington Beach para obtener una resolucion. Sin embargo, en aquellos casos donde el demandante no este satisfecho con la resolucion de la Ciudad de Huntington Beach, el mismo reclamo se puede presentar a la FTA o al Secretario de Transporte para su investigacion. La Ciudad de Huntington Beach notificara y proporcionara una copia de todas las quejas a la Oficina de Derechos Civiles de Orange County Transportation Authority (OCTA) (Autoridad del Transporte del Condado de Orange) para su revision. A menos que se permita to contrario, la determinacion final de todos los reclamos del Titulo VI que afectan los programas administrados por la FTA, la tomara la Oficina del Secretario, Department of Transportation (DOT) (Departamento de Transporte). Los reclamos por escrito y firmados se pueden presentar directamente a la Ciudad de Huntington Beach o a las oficinas de FTA identificadas a continuacion: • Joan Flynn, City Clerk City of Huntington Beach 2000 Main Street Huntington Beach, CA 92648 • Federal Transit Administration Office of Civil Rights Title VI Program Coordinator East Building, 5th Floor-TCR 1200 New Jersey Avenue, SE Washington, DC 20590 Item 1. - 18 HB -18- ANEXO C • Federal Transit Administration Region IX Civil Rights Officer 201 Mission Street, Suite 1650 San Francisco, CA 94105-1839 La informacion del reclamo debe incluir la fecha del supuesto acto de discriminacion, la fecha cuando los demandantes se dieron cuenta del supuesto acto de discriminacion, la fecha en que esa conducta se paso por alto o el suceso mas reciente de dicha conducta. Los demandantes deben presentar una descripcion detallada de los problemas, incluyendo los nombres y puestos de esas personas que son parte del reclamo. La acusacion debe involucrar discriminacion basada en la raza, color o nacionalidad. Las .acusaciones deben involucrar un servicio, programa o actividad de la Ciudad de Huntington Beach de un beneficiario, sub beneficiario o contratista que recibe ayuda federal. En casos donde el demandante no pueda o sea incapaz de proporcionar una declaracion por escrito, pero desea que la Ciudad de Huntington Beach o la FTA investigue un incidente de supuesta discriminacion, se puede hacer un reclamo verbal de discriminacion. Un oficial adecuado autorizado para recibir reclamos entrevistara al demandante. Si es necesario, el oficial ayudara al demandante a convertir los reclamos verbales en escritos. Se proporcionaran servicios de traduccion a todos los demandantes segun sea necesario. Todos los reclamos deben, no obstante, estar firmados por el demandante o su representante. Se puede acceder a la informacion para presentar un reclamo bajo el Tftulo VI a traves del sitio web de la Ciudad de Huntington Beach en htto://www.huntincitonbeachca.gov/ o al contactar al Secretario municipal de la Ciudad de Huntington Beach al (714) 536-5227. Las consultas o reclamos iniciales por correo electronico se pueden enviar directamente a la Ciudad de Huntington Beach a http://www.huntinatonbeachca.aov/ Si se necesita informacion en otro idioma, comunfquese con el Secretario municipal (City Clerk). Formato de la queja: • Todos los reclamos deben hacerse por escrito y los debe firmar el demandante o su representante antes de que se pueda tomar una accion. Las quejas deben describir, to mas posible, los hechos y [as circunstancias relacionados con la supuesta discriminacion. • Dentro de diez dfas habiles, la Ciudad de Huntington Beach proporcionara al demandante o a su representante un acuse de recibo por escrito de que la Ciudad de Huntington Beach ha recibido el reclamo. xB -19- Item 1. - 19 ANEXO C Seguimiento a las quejas: • La Oficina del Secretario municipal le dara seguimiento a la siguiente informacion del reclamo en el registro de investigaci6n/reclamos bajo el Tftulo VI de la Ciudad de Huntington Beach: 1. Fecha en que la Ciudad de Huntington Beach recibi6 la queja 2. Fecha en que se envi6 una Carta de acuse de recibo al demandante 3. Entidad 4. Categorfa protegida 5. Programa/actividad/servicio 6. Resumen de la acusaci6n 7. Estado de la demanda 8. Se investig6 : sf/no 9. Acci6n tomada 10.La carta de respuesta se envi6 al demandante: acci6n tomada Determinaci6n del merito investigativo: La Ciudad de Huntington Beach iniciara una investigaci6n dentro de quince (15) dfas habiles a partir de la recepci6n de una queja completa y valida. Una queja se debera tratar como una investigaci6n valida a menos que: • Claramente parezca ser frfvola o trivial; • Dentro del tiempo permitido para tomar una determinaci6n de la jurisdicci6n y merito investigativo, la parte acusada haga voluntariamente una concesi6n de falta de cumplimiento y acepte tomar una acci6n correctiva adecuada; • Dentro del tiempo permitido para tomar una determinaci6n de la jurisdicci6n y merito investigativo, el demandante retire la queja; o • Exista otra buena causa para no investigar la queja (por ejemplo, el acusado esta actualmente bajo investigaci6n por parte de otra agencia Federal). Solicitud de informaci6n adicional del demandante o acusado: En caso de que el demandante o acusado no haya presentado suficiente informacion para tomar una determinaci6n de jurisdicci6n o merito investigativo, la Ciudad de Huntington Beach puede solicitar informacion adicional de cualquiera de las partes. Esta solicitud se debe hacer dentro de 15 dfas habiles a partir de la recepci6n de la queja y requerira que la parte presente la informacion dentro de 60 dfas habiles a partir de la fecha de solicitud original. Si el demandante no presenta la informacion adicional dentro del perfodo designado, esto se puede considerar como una buena causa para determinar que no amerita una investigaci6n. Si el acusado no presenta la informacion adicional dentro del perfodo designado, esto se puede considerar como una buena causa para determinar que no amerita una investigaci6n. Item 1. - 20 HB -20- ANEXO C Informe investigativo: La Ciudad de Huntington Beach completara una investigaci6n dentro de noventa (90) dias a partir de la recepci6n de la queja. Si se necesita tiempo adicional para la investigacion, se contactara al demandante. El investigador responsable preparara un informe por escrito al concluir la investigacion. El informe investigativo incluira to siguiente: • Resumen de la queja, incluyendo una declaraci6n de los problemas identificados por el acusado y la respuesta del acusado para cada acusaci6n, citaciones de las leyes federales, estatales y locales, reglas, reglamentos y lineamientos relevantes, etc. • Descripci6n de la investigacion, incluyendo una lista de las personas con las que el investigador se comunic6, un resumen de las entrevistas realizadas y una declaracion de los hallazgos y recomendaciones del investigador. Se proporcionara una carta de cierre al demandante. Cronograma de la Ciudad de Huntington Beach Queja firmada y presentada en la Oficina del Secretario municipal 180 dias Acuse de recibo por escrito de la Ciudad de Huntington Beach, a partir 10 dfas de la fecha de rece ci6n Inicio de la investigacion 15 dias Solicitud de informaci6n adicional del (de los) demandante(s) 15 dias Envio de informaci6n adicional 60 dias Investigaci6n finalizada 90 dias Requisitos de gesti6n administrativa: La Oficina del Secretario municipal de la Ciudad de Huntington Beach se asegurara de que todos los registros relacionados con el Proceso de quejas del Tftulo VI de la Ciudad de Huntington Beach se conserven con los registros del departamento durante siete anos a partir de la fecha de la queja. Los registros estaran disponibles para las auditorias de revisi6n de cumplimiento. HB -2 L- Item 1. - 21 ANEXO C Eormulario de reclamo del Titulo VI CIUDAD DE HUNTINGTON BEACH Ell Titulo VI de la Ley de derechos civiles de 1964 establece que "ninguna persona en los Estados Unidos debe, basado en razones de raza, color o nacionalidad, puede ser excluida de la participacion, negarsele beneficios o ser sujeto de discriminacion bajo ningun programa o actividad que reciba asistencia financiera federal". Es politica de la Ciudad de Huntington Beach asegurarse de que todos los programas, servicios, actividades y beneficios se implementen de manera no discriminatoria. Cualquier persona que considere que el o ella, individualmente o como miembro de cualquier clase especifica de personas, ha sido sujeto de discriminacion con base en la raza, color o nacionalidad, puede presentar un reclamo por escrito, dentro de 180 dias despues de la fecha de la supuesta discriminacion a la Ciudad de Huntington Beach, Federal Transit Administration (FTA) (Administracion Federal de Transito) o Secretary of Transportation (Secretario de Transporte). Ademas, la Ciudad de Huntington Beach prohibe la intimidacion, coercion o participacion en otra conducta discriminatoria contra cualquiera porque el o ella haya presentado un reclamo para garantizar los derechos protegidos por el Titulo VI. Brinde la siguiente informacion: Su nombre Numero telefbnico Direccion Ciudad Estado Codi o postal Persona(s) discriminadas (si es alguien diferente al demandante) Direccion Ciudad Estado Codi o postal Fecha del incidente: 6Cu6l de los siguientes describe mejor el motivo por el cual ocurrio la supuesta discriminacion? (Marque uno con un circulo) • Raza • Color • Nacionalidad (limitaciones con el idioma ingles) Si no puede o es incapaz de proporcionar una declaracion por escrito, pero desea que la Ciudad de Huntington Beach investigue un incidente de supuesta discriminacion, puede hacer un reclamo verbal de discriminacion. Comuniquese al (714) 536-5227 y hable con Joan Flynn, Secretario municipal. Un oficial autorizado para recibir reclamos entrevistara al demandante. Si es necesario, el oficial le ayudara a convertir los reclamos verbales en escritos. Se proporcionaran servicios de traduccion a todos los demandantes, segun sea necesario. No obstante, todos los reclamos deben estar firmados por el demandante o su representante. Item 1. - 22 xB -22- ANEXO C Describa el incidente de supuesta discriminacion. Proporcione los nombres y puestos de todos los empleados de la Ciudad de Huntington Beach involucrados, si estan disponibles. Explique que sucedio y quien considera que fue responsable. Utilice la parte posterior de este formulario si necesita mas espacio. Envie por correo su formulario de reclamo directamente a la Ciudad de Huntington Beach en la siguiente direccion: Joan Flynn, City Clerk City of Huntington Beach 2000 Main Street Huntington Beach, CA 92648 6Ha presentado un reclamo con cualquier otra agencia federal, estatal o local? (Marque una con un circulo) Si/No Agencia Persona de contacto Direccion, Ciudad, Estado, Codigo postal Agencia Persona de contacto Direccion, Ciudad, Estado, Codigo postal A continuacion se enumeran las direcciones estatal y federal si desea presentar un reclamo bajo el Titulo VI directamente a una o ambas agencias. Oficina estatal Oficina federal Federal Transit Administration Federal Transit Administration Region IX Office of Civil Rights Office of Civil Rights 201 Mission Street, Suite 1650 Title VI Program Coordinator San Francisco, CA 94105-1839 East Building 5t' Floor— TCR 1200 New Jersey Avenue, SE Washington, DC 20590 Declaro que he leido el cargo anterior y que es verdadero segun mi conocimiento, informacion y parecer. Firma del demandante Fecha HB -23- Item 1. - 23 ATTACHMENT Certified Minutes of May 14, 2012 Council meeting CITY OF HUNTINGTON BEACH SUPPLEMENTAL COMMUNICATION �mv Joan L. Flynn, City Clerk Office of the City Clerk TO: Honorable Mayor and City Co ncil FROM: Joan L. Flynn, City Cler DATE: May 14, 2012 SUBJECT: SUPPLEMENTAL COMMUNICATION FOR THE MAY 14, 2012, SPECIAL CITY COUNCIL/PFA/SUCCESSOR AGENCY MEETING Attached is the Supplemental Communication to the City Council (received after distribution of the Agenda Packet): Communication submitted by Travis Hopkins, Director of Public Works dated May 14, 2012 and entitled Supplemental Communication, providing replacement pages 4, 5, 7, 8, and 24 of Consent Item 1, Attachment 1 (Title VI Report). CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICATION TO: Joan L. Flynn, City Clerk FROM: Travis K. Hopkins, PE, Director of Public orks DATE: May 14, 2012 SUBJECT: Supplemental Communication Attached for distribution are replacement pages 4, 5, 7, 8, and 24 of Item 1, Attachment 1 of the City Council Agenda item for the May 14, 2012 Special Meeting of the City Council. The replacement pages are being provided to reflect the date of tonight's Special Meeting. Title VI Report For the FTA 5307 Grant funded: EDINGER AVENUE BICYCLE PAT ' (from Countess Drive to Santa Barbar Lane) SU 1 rat g o Beach® Prepared by: City of Huntington Beach 2000 Main Street Huntington Beach, CA 92648 Submitted to: Orange County Transportation Authority Office of Civil Rights 550 South Main Street Orange, CA 92863 June 4, 2012 Item 1. - 4 HB -4- INTRODUCTION Title VI of the Civil Rights Act of 1964 provides that "no person in the United Stated shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied t e benefits of, or be subjected to discrimination under any program or activity receiving federal finan lal assistance." To fulfill this basic civil rights mandate, each federal agency that provides financial ssistance for any program is authorized and directed by the United States Department of Justice t apply provisions of Title VI to each program by issuing general rules, regulations, or requirements. Since 1972, the Federal Transit Administration (FTA) has required recipie is of Federal assistance to certify compliance with the requirements of Title VI as part of the fundin eligibility process. SUB-RECIPIENTS Title 49 Code of Federal Regulation (CFR) section 21.9(b) state hat if "a primary recipient extends Federal financial assistance to any other recipient, such of er recipient shall also submit such compliance reports to the primary recipient as may be nece ary to enable the primary recipient to carry out its obligation under this part." PURPOSE OF THE TITLE VI REPORT The purpose of this report is to document the City Huntington Beach's sub-recipient compliance with Title VI. This report was prepared and - ubmitted to the Orange County Transportation Authority's (OCTA) Office of Civil Rights on June , 2012�) The Title VI report was prepared with the assistance of OCTA and in anticipation of the a option of FTA Circular 4702.1 B. PROGRAM OVERVIEW The Project proposes to utilize FTA 539 Transportation Enhancement Project grant funding to realign the existing Class II bicycle lane nd construct a paved Class I bicycle/pedestrian trail located along the north side of Edinger Ave ue, between Countess Drive and Santa Barbara Lane. The proposed bicycle/pedestrian trail will located away from the vehicular travel way. The Project will provide a defined pedestrian path f travel where none currently exists and a safer location along a recently landscaped parkway for he bicyclists and pedestrians who traverse this area. Additionally, the realigned bike lane will en le the City to provide on-street parking in response to the requests from the residents in the are / GENERAL REQU/REM TS SELF CERTIFICATION FORM A copy of the City oHuntington Beach Self Certification Form will be included in the Final Report at the completion of tyre project. NOTICE OF T!T�EE VI PROTECTION The City of Huntington Beach has developed the notice of Title VI protection. The City of Huntington Beach utiliz d FTA and OCTA guidance to develop the notice. The City of Huntington Beach utilized the City's ebsite and flyers to notify the public of their rights under Title VI. The notification is availabi at City Hall, the Oak View Family Community Center, and on the City's website. A copy of the no 'ce is presented in Attachment B. HB -5- Item 1. - 5 The City of Huntington Beach contracts with Children's Bureau, a non-profit agency, to operate the Oak View Family and Community Center. Together with City staff and other community p rtners, they offer a variety of outreach services to the Oak View Community, including recreatio ; education, human and family services. The Children's Bureau began serving the Oak View co unity in 1991 as the lead agency of the Oak View Collaborative. The Collaborative provides variety of family support and youth development services. LIMITED ENGLISH PROFICIENCY PLAN The City of Huntington Beach is adopting the OCTA Limited Englis Proficiency (LEP) Plan. According to OCTA's analysis, the proposed Project is not located within census tract that has been identified with a significant number of residents with limited English propiency. However, the City will provide all vital documents (i.e., Notice of Title VI Protection, Complaint Procedure and Form) in both English and Spanish at City Hall, the Oak View Family Communitynter, and on the City's website. The City chose to provide this additional measure for two prl ary reasons. First, the Hispanic population is the 2" largest (after Caucasian) in the City based on the 2010 census. Second, the City's existing Oak View Family Community Center is located�ln the closest Spanish-speaking census tract to the Project identified in the OCTA LEP Plan. MEMBERSHIP OF DECISION-MAKING BODIES Each member of both the Planning Commission and/Public Works Commission is appointed by a member of the City Council. The City Council has re dewed and approved this Title VI Report and will be mindful of the demographics served by these commissions when making their appointments. Table Depicting Minority Representation on Decision-Making Bodies African Asian/Pacific Native All Body Caucasian Hispanic American Islander American Other American City of Huntington 76.7% /17.1% 1.0% 11.1% 0.5% 0.0% Beach Population* Commnsgsion 100.(®/0 0.0% 0.0% 0.0% 0.0% 0.0% Public Works 7 6% 0.0% 0.0% 0.0% 7.1% 14.3% Commission "Information obtained from 2010 U.S. Census/2010 County of Orange Report on Race and Ethnicity.Less than 4.5%of population is equal to persons of two or more races. BOARD RESOLUTION// The Huntington Beach City Council met;on June 4, 2012_to` review and approve the Title VI Report. A copy of the certi ed Council meeting minutes '„approving the Title VI Report is presented in Attachment D. The City of H tington Beach is a non-transit provider and is not required to submit the requirements as specified ' Chapters IV, V or VI of the FTA Circular 4702.113. The City,,of"Huntington Beach's Title VI Report was prepared by Jonathan Claudio, Senior Civil Engineer. HB -7- Item 1. - 7 ATTACHMENTS ATTACHMENT A Self Certification Form (to be submitted wit Final Report) ATTACHMENT B Notification to the Public of Title VI Rights ATTACHMENT C Title VI Complaint Procedure ands,,Complaint Form ATTACHMENT D Certified minutes of4u' ne 4, t012Council meeting E a� .r' r Item 1. - 8 HB -8- ATTACHMEN �° // d ./d Y Certified Minutes of-June,/4, 2012 Council meeting Item 1. - 24 HB -2 -