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Home My WebLink About2018-12-17-J01zCC Title VI Compliance Site Review Tool ApprovalAGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: December 17, 2018 AGENDA ITEM:Consideration of approval of a motion to approve submittal of Iowa Department of Transportation Title VI Compliance Site Review Tool FORMAT:Consent Agenda SYNOPSIS INCLUDING PRO & CON: On 12/04/2018, City Clerk Becky Schuett received notice from the Iowa Department of Transportation regarding a required on-site compliance visit related to implementation of the Title VI program. A Title VI Compliance Site Review Tool must be completed, signed by the mayor as administrative head, and returned to IDOT on or before 01/04/2019. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: City staff recommends approval of the motion. RECOMMENDATION: Approve the motion. ATTACHMENTS: I. Title VI Compliance Site Review Tool II. 12/04/2018 IDOT Letter PREPARED BY:Becky Schuett REVIEWED BY: PUBLIC NOTICE INFORMATION – NAME OF PUBLICATION: DATE OF PUBLICATION: J1CC TITLE VI COMPLIANCE SITE REVIEW TOOL  SUB-RECIPIENTS - LOCAL PUBLIC AGENCIES Iowa Department of Transportation 800 Lincoln Way Ames, IA 50010 Revised 12-06-2011 Revised 03-10-2014 Revised 12-18-2014 Revised 06-17-2015 2 I. TITLE VI SITE REVIEW INFORMATION Review Date: ___________________________________________________________________________ Agency: Location: A.IOWA DEPARTMENT OF TRANSPORTATION REVIEWER: Name Title Address: 800 Lincoln Way City/State: Ames, Iowa Zip Code/County: 50010/Story Phone: ______________________ Fax: (515)239-1175 Email: B.SUB-RECIPIENT REPRESENTATIVES: Name Title Name Title Name Title Name Title Name Title C.LPA’s TITLE VI COORDINATOR: ______________________________________________________________________________ Name Title Phone:_________________________________________ Fax:___________________________________________ Email:________________________________________________________________________________________ City of Waukee 230 W. Hickman Rd., Waukee, IA Tim Moerman Rudy Koester Kevin Vrchoticky Becky Schuett City Administrator Public Works Director/City Engineer Asst. Public Works Director of Engineering City Clerk Becky Schuett 515-978-7904 City Clerk 515-987-1845 bschuett@waukee.org A. Has the agency signed and submitted its Title VI Assurances? Yes __X__ No ____ (Please provide a copy) B. Has the sub-recipient submitted its Title VI Program plan to the Iowa Department of Transportation? Note: Agencies with population over 250,000 are required to have a Title VI Plan. Agencies with a population under 250,000 are required to have Title VI Nondiscrimination Agreement. Yes ___X___ No _______ If yes, date submitted: __03/10/2016_______________________ C. Does the agency complete an annual Title VI Accomplishment and Goals report? Yes __X__ No ____ (Please provide a copy) Note: Agencies with populations over 250,000 must submit to the Iowa DOT by September 1st. Agencies with populations less than 250,000 must prepare and retain on file for 3 years 3 II. SUB-RECIPIENT PROFILE A.AGENCY INFORMATION: Recipient: Administrative Head: Name Title Address: City/State: _____________________________ Zip Code/County: Phone: ________________________________ Fax: Email: B.SUB-RECIPIENT PROJECT OVERVIEW PROJECT DESCRIPTION FUNDING AMT C.Please list the Program (s) or Service (s) receiving financial assistance from the Iowa Department of Transportation and the amount received for the current year. PROGRAMS/SERVICES FUNDING AMT RECURRING (YES/NO) $38,000.00 III. TITLE VI CERTIFICATIONS AND ASSURANCES & ADA COMPLIANCE City of Waukee William F. Peard 230 W. Hickman Rd. Mayor Waukee, IA 515-978-7904 50263 / Dallas 515-987-1845 mayorpeard@gmail.com Alice's Road Corridor Phase 4 [STP-U-8177(619)--70-25] Alice's Road Corridor Phase 5 [STP-U-8177(621)--70-25; STP-A-8177(623)--86-25; CS-TSF-8177(625)--85-25] NO NO$424,873.76 4 D.Does the agency have a Title VI Policy? Yes ____ No _____ (Please provide a copy) E. What is the process used by sub-recipients to assure Title VI compliance? Please explain: F. Are the Title VI Assurances appendixes included in all contracts? Including deeds, permits, and leases. Yes __X__ No _____ (Please provide a contract with the Title VI provisions.) G. Are planning manuals, directives, guidelines, operational procedures, and policies reviewed for Title VI compliance purposes? (Example: Contractor selection procedures and appraisal process for ROW.) Yes___X______ No__________ H. Does the agency have an ADA Coordinator? Yes _X___ No _____ If yes, where can the public find contact information for the ADA Coordinator? ___City website; ADA brochure available at City Hall and Waukee Public Works; posted in official posting location (City Hall) ______________________________________________________________________________________________ I. Does the agency have an ADA Transition Plan? Yes __X__ No ____ If yes, how does the agency disseminate this information to the public? ________________________________________________________________________________________ ________________________________________________________________________________________ IV. SUB-RECIPIENT DEMOGRAPHIC INFORMATION A.CITY/COUNTY POPULATION & DEMOGRAPHIC INFORMATION: Total Population of Local Public Agency (LPA): _____________________________ RACE/ETHNICITY RACE NUMBER % HISPANIC ORIGIN NUMBER % White Hispanic - White Black or African American Hispanic – Non- White Am. Indian or Alaskan Native Other/Unknown Asian Native Hawaiian or other Pacific Islander Some other race SEX SEX NUMBER % Male Female X Title VI Notice to Public posted in official posting location (City Hall); dedicated page on City website, including complaint form; new employees presented with Title VI information at hire; annual email to all City employees regarding Title VI 16,069 (2010 Census) 15,234 295 48 504 14 169 94.8 1.8 0.3 3.1 0.1 1.1 303 40 119 1.9 0.3 0.7 7,799 8,270 48.5 51.5 City website; ADA brochure available at City Hall and Waukee Public Works; posted in official posting location (City Hall) 5 AGE AGE NUMBER % Under 18 years of age 18 – 64 years of age 65 & over POVERTY NUMBER % Below poverty level At or above poverty level FOREIGN-BORN POPULATION NUMBER % Total foreign-born Speaks English “not well” or “not at all” DISABILITY TYPE NUMBER % Total disabled Employed Non-employed V. PUBLIC NOTIFICATION OF RIGHTS & ACCESSIBILITY A.Is Title VI (i.e. Policy and/or Title VI Plan) information publicly displayed and accessible to staff and service beneficiaries? Yes _______ No __________ If yes, please describe mechanism: B.Does all Title VI related information and materials identify the name and contact information to whom complaints should be referred? Yes _______ No __________ C.Does the sub-recipient disseminate Title VI information to employees, clients and constituents? Yes _______ No __________ If yes, please describe process: X Title VI Notice to Public posted in official posting location (City Hall); dedicated page on City website, including complaint form X X Title VI Notice to Public posted in official posting location (City Hall); dedicated page on City website, including complaint form; new employees presented with Title VI information at hire; annual email to all City employees regarding Title VI 20 XX 20 XX 5,173 9,647 1,249 32.3 60.0 7.8 1,050 15,019 6.5 93.5 474 214 3.1 1.6 N/A ; also posted in staff common areas in all City buildings ; also posted in staff common areas in all City buildings 6 D.Does the sub-recipient provide Title VI training to agency staff? Yes ______ No _____ (Please provide documentation as to when, to whom, and what was presented.) VI. LIMITED ENGLISH PROFICIENCY (LEP) PLAN A.Does the sub-recipient have a Limited English Proficiency (LEP) plan? Yes_____ No_____ If yes, when was the self-assessment?__________________________ B.What steps has the sub-recipient taken to ensure meaningful access to the benefits, services, information, and other important components of its programs and services to persons with Limited English Proficiency? Please describe: VII. TRANSPORTATION (BOARDS AND COMMISSIONS) A.List transportation-related appointed board(s), commission(s), or advisory board(s), if any: RACIAL/ETHNIC BREAKDOWN OF THE TRANSPORTATION-RELATED BOARD(S) AND/OR COMMISSION(S): GROUP NUMBER White Black or African American Am. Indian or Alaskan Native Asian Native Hawaiian or other Pacific Islander Hispanic – White Hispanic – Non-White Other - Unknown VIII. PUBLIC PARTICIPATION AND OUTREACH A.Please provide documentation/evidence describing efforts to identify and involve minority and low- income residents and communities within your service area in the decision-making process: _______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ X The City of Waukee uses Language Line Services, which is a telephone interpretation service that allows City staff to communicate with limited Engiish users. The City of Waukee has no transportation-related boards. The City is a member of the Des Moines Area Metropolitan Planning Organization (MPO) and has representation on the Policy and Technical committees. N/A N/A N/A N/A N/A N/A N/A N/A Meeting agendas and notices for public meetings posted in official posting location (City Hall), on City website, via social media outlets. Certain notices published in Dallas County News or Des Moines Register as required by law. Council minutes published in Dallas County News or Des Moines Register as required by law and posted on City website. X December 2018 7 B.Please describe the methods used to inform low-income, and minority populations of planning efforts for transportation-related services and/or improvements: _____________________________________________________________________________________ _____________________________________________________________________________________ C.List minority and/or community media utilized to ensure notification of public meetings or public review of agency documents for residents in minority and low-income communities: _____________________________________________________________________________________ _____________________________________________________________________________________ D.List adverse social, environmental, economic or demographic impacts identified on any planned or programmed transportation-related projects during the last two years: _____________________________________________________________________________________ _____________________________________________________________________________________ E. Are accessible locations and translation services considered or provided during public outreach sessions? Do you notify the public of available accessibility services? (Please provide a copy.) Please describe: ______________________________________________________________________________________ ______________________________________________________________________________________ F. Is the data collected and retained on the attendance at public sessions? Is the information broken down by race, color, national origin and sex? Yes _____ No _____ (Please provide a copy of data or voluntary data collection form.) IX. INVESTIGATION AND COMPLAINT PROCESSES A.Does your agency have written procedures for responding, recording, and resolving Title VI and ADA investigations complaints, lawsuits? Yes No_____ Please provide a copy of procedures. B.Has your agency made the public aware of the right to file a complaint? Yes No_____ If so, by what mechanism? __________________________________________________________________________________________ __________________________________________________________________________________________ C.Please list any Title VI complaints on the basis of race, color and national origin in your agency in the past two years: _____________________________________________________________________________________ _____________________________________________________________________________________ Were the complaints investigated? Yes____ No_____ By whom? _____________________________ 1.If “yes” provide a summary of the findings of the investigation, include a copy of the complaint and any correction action taken by the agency. 2.If “no” provide a reason for not investigating the complaint. Public hearings held at City Council meetings as required by law; notices for public hearing published in Dallas County News or Des Moines Register as required by law. Meeting agendas posted in official posting location (City Hall), on City website, via social media outlets. Meeting agendas posted in official posting location (City Hall), on City Website, via social media outlets. None identified. All public meetings held at ADA-compliant locations. Meeting agendas include instructions for contacting City Clerk to request reasonable accommodations. Language Line Services available for limited English speakers. City website is ADA compliant for those with vision impairment. X X X Title VI Notice to Public is posted in official posting location (City Hall); dedicated page on City website, including complaint form None N/A 8 X. DECLARATION OF THE RESPONDENT I declare that I have provided information as part of the Title VI Site Review to the best of my knowledge and believe it to be true, correct, and complete. __________________________________________________________________________________ Respondent Date XI. DECLARATION OF THE ADMINISTRATIVE HEAD I declare that I have reviewed and approved the information provided in the Title VI Site Review and to the best of my knowledge believe it to be true, correct, and complete. _________________________________________________________________________________ _ Administrative Head Date 9 NOTES: ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ RECOMMENDATIONS: ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ Office of Employee Services/Civil Rights 800 Lincoln Way l Ames, Iowa 50010 Phone: 515-239-1833 l Email: tracey.bradley@iowadot.us December 4, 2018 Ms. Becky Schuett, City Clerk City of Waukee 230 W. Hickman Road Waukee, Iowa 50263 Dear Ms. Schuett: As a condition of receiving federal financial assistance from the Federal Highway Administration, the Iowa Department of Transportation (IowaDOT) is required to establish and implement a Title VI program that ensures nondiscrimination in its programs, services and activities. The IowaDOT carries out the mission of the federal aid programs and must comply with all nondiscriminatory and equal opportunity statutes, regulations, and executive orders that apply to the distribution of federal funds. Additionally, recipients and sub-recipients receiving federal funds must adhere to the regulations set out by 23 CFR and 49 CFR, which are the regulations for Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, the Age Discrimination Act of 1975, and a variety of program-specific statutes with nondiscrimination requirements. In accordance with 23 CFR Sections 200.9 (b)(4), (5), (6) and (7), this is to inform you that a Title VI compliance review pertaining to your Title VI obligations is to be performed. Enclosed are the Title VI Sub-recipient Site Review Tool and a complete list of all the documents that will be required as part of the review. The requested documentation must be submitted to our office on or before January 4, 2019. An on-site compliance visit will be conducted and an IowaDOT representative will contact you to schedule a date, time and location for the review. Please contact me at (515) 239-1833 or tracey.bradley@iowadot.us if you have any questions concerning the process or the review tool. Sincerely, Tracey Bradley Tracey Bradley Enclosure Civil Rights Compliance Officer