Contract - Texas Dept of Transportation TxDOT - 10/22/2020 'RO U"NRacI<
City of Round Rock
Title VI Program
Est.April 2016
Update August 2020
"202,?—03DZ
Table of Contents
Introduction and Objectives........................................................................1
Title VI of the Civil Rights Act of 1964 and Related Authorities............................1
Organization/Staff Responsibilities................................................................2
Title VI Notice to the Public/Outreach Activities...............................................2
Limited English Proficiency Program.............................................................3
Environmental Justice in Minority and Low-Income Populations..........................3
Training.................................................................................................3
Title VI Contract Provisions........................................................................4
Consultant Procurement.............................................................................4
Site and Facility Location............................................................................4
Internal Complaint Procedures.....................................................................4
ExternalProcedures..................................................................................5
Appeal...................................................................................................5
DataCollection........................................................................................6
List of Complaints, Title VI Investigations and Lawsuits....................................6
Record & Summary of Title VI Complaints Investigation, Lawsuits 2018-2020........6
Attachment A—Notice of the Public's Rights Under Title VI............................7-8
Attachment B— Public Participation Plan...................................................9-12
Attachment C —Limited English Proficiency Plan (LEP)..............................13-19
Attachment D—Complaint Forms...........................................................20-32
Attachment E - Complaint Log...................................................................33
Attachment F—FTA Title VI Specific Requirements...................................34-37
Attachment G—TxDOT Specific Requirements..........................................38-46
Title VI Nondiscrimination Policy Statement
The City of Round Rock, as a recipient of Federal financial assistance and under Title VI
of the Civil Rights Act of 1964 and related statutes, affirms no person shall on the grounds
of race,color,national origin,gender,gender identity, age, disability or religion(where the
primary objective of the financial assistance is to provide employment per 42 U.S.C. §
200d-3)be excluded from participation in, be denied the benefits of, or otherwise be
subjected to discrimination under any program or activity conducted by the City regardless
of whether these projects and activities are federally funded or not.
AA /1 10-2z
Craig Morg n, May Date
City of Round Roc , Texas
Introduction and Objectives
The City of Round Rock's Transportation Department is a recipient of federal assistance and
is required to comply with Title VI of the Civil Rights Act of 1964. The objectives of the
Title Program are to:
• Ensure the Transportation Department complies with the non-discrimination
requirements of Title VI.
• Ensure all persons receive the benefits of the activities of the Transportation
Department.
• Ensure limited English proficient(LEP)individuals are provided meaningful access
to Transportation Department information.
• Avoid, minimize, or mitigate disproportionate adverse environmental effects,
including social and economic effects, on communities of color and low-income
populations as a result of the Transportation Departments programs, services and
activities.
• Establish clear procedures for filing, investigating, and successfully resolving
complaints on a timely basis and at the lowest level possible.
The Federal Highway Administration(FHWA)and Federal Transportation Authority(FTA)
requires recipients of federal-aid highway funds and public transportation funds to prepare and
implement a program to clarify roles,responsibilities and procedures established to ensure
compliance with Title VI of the Civil Rights Act of 1964.
The City's Title VI Program focuses on fair and equitable access by the public and provides the
policy direction necessary to ensure compliance with Title VI of the Civil Rights Act of 1964.
Title VI of the Civil Rights Act of 1964 and Related Authorities
Title VI of the 1964 Civil Rights Act 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
or be subjected to discrimination under any program or activity receiving Federal financial
assistance(implementation through 23 CFR 200.9 and 49 CFR 21).
Section 162(a)of the Federal-Aid Highway Act of 1973 (Section 324, Title 23 U.S.C.)
added the requirement that there be no discrimination on the grounds of sex.
Section 504 of the Rehabilitation Act of 1973 provides nondiscrimination under Federal grants
and programs.
The Civil Rights Restoration Act of 1987, P.L. 100-209 provides clarification of the original
intent of Congress in Title VI of the 1964 Civil Rights Act,Title IX of the Educational
Amendments Act of 1972, the Age Discrimination Act of 1975, and Section 504 of the
Rehabilitation Act of 1973.
Executive Order 12898 (issued February 11, 1994) addresses Environmental Justice regarding
minority and low-income populations. Agencies must develop strategies to address
disproportionately high and adverse human health or environmental effects of their programs
on minority and low-income populations;promote nondiscrimination in federal programs
substantially affecting human health and the environment; and provide minority and low
income communities access to public information and an opportunity for public participation in
matters relating to human health or the environment.
1
Executive Order 13166(issued August 16, 2000) improves access to services for persons with
limited English proficiency. Agencies are directed to evaluate services provided and implement
a system that ensures that Limited English Proficiency(LEP)persons are able to meaningfully
access the services provided, consistent with, and without unduly burdening the fundamental
mission of the local agency. Agencies are directed to ensure that recipients of federal financial
assistance provide meaningful access to programs, services and information to their LEP
applicants and beneficiaries free of charge. Language barriers have the potential of prohibiting
LEP persons from:
• Obtaining services and information relating to services,programs and projects.
• Taking advantage of the transit system,which could affect their jobs and social
opportunities.
• Understanding the benefits to which they are entitled when their home or
business property is acquired through eminent domain.
Organization/Staff Responsibilities
The organizational chart below shows the relative position of the Title VI Coordinator within
the City's structure.
The Transit Coordinator serves as the Title VI Coordinator for the Transportation Department.
The Title VI Coordinator works to ensure the requirements of Title VI are enforced by:
• Being the point of contact for Title VI implementation and monitoring of programs and
activities receiving federal financial assistance.
• Reviewing documents, as needed, for compliance with Title VI.
• Developing Title VI information for dissemination to the public and, where appropriate,
in languages other than English.
• Conducting investigations of Title VI complaints of discrimination.
• Ensure required information is included in bid documents, contracts and contractor's
sub-contracts.
City Manager
Transpoi ation Director
�► Transit Coordinator
Title VI Notice to the Public/Outreach Activities
The City of Round Rock is committed to ensuring that the public is aware of the rights and
protections afforded to them under Title VI. In accordance with Title 49 CFR Section 21.9(d)
and guidance provided in FTA Circular 4702.1 B, City of Round Rock's Title VI notice
includes:
• A statement that the agency operates programs without regard to race, color, or national
origin;
• A notice and description of the procedures and where appropriate, in languages other
than English stating that the City administers programs subject to the non-
discrimination requirements of Title VI. It will also include information on what steps
the public should follow in order to request additional information regarding the City's
Title VI obligations;and
• A description of the procedures that the public needs to follow in order to file a Title
VI discrimination complaint.
2
A Notice of the Public's Rights Under Title VI (Attachment A) is posted at City Hall,
Department of Transportation offices, and on the City's website. It is also posted on all fixed
route and paratransit buses,which are monitored for compliance annually to ensure the notices
are posted both in English and Spanish. This notice contains a phone number as well as e-
mail and surface mailing addresses for customers to file a Title VI discrimination complaint.
The City Title VI information can be found on the website at
haps://www.roundrocktexas. ov/departments/transportation/title-vi-pro r am/
Upon request from persons served by or participating in federal aid programs administered by
the City,the City will provide sign language interpreters and make information available to the
public in alternate formats, such as Braille or large text. The following language(or a version
of)will be incorporated into all public participation/outreach materials:
Individuals requiring reasonable accessibility accommodations may request written materials
in alternate formats,physical accessibility accommodations, sign language interpreters,
language interpreters, or other reasonable accommodations by contacting our Title VI
Coordinator at(512) 671-2869. Requests should be made at least 72 hours in advance. Some
services require more time to process.
Limited English Proficiency Program
In accordance with Executive Order 13166 ("Improving Access to Services for Persons with
Limited English Proficiency"), the City will develop an evaluation and implementation
program to ensure that Limited English Proficiency(LEP)persons who are served by federal
aid programs administered by the City are provided, free of charge,meaningful access to
programs and services. Specifically,the LEP program will address language barriers that
could prevent LEP persons from obtaining services and information relating to services,
programs and projects and understanding the benefits to which they are entitled.
For federal aid programs administered by the City,the City will conduct an LEP Needs
Assessment using the four-factor analysis recommended by United States Department of
Transportation to identify reasonable steps to ensure meaningful access to its programs and
activities by Limited English Proficiency(LEP)persons in accordance with the guidance
described in Attachment C.
Environmental Justice in Minority and Low-Income Populations
In accordance with Executive Order 12898 ("Federal Actions to Address Environmental
Justice in Minority Populations and Low-Income Populations")the City will develop
strategies to address disproportionately high and adverse human health or environmental
effects on minority and low-income populations,to promote nondiscrimination in Federal-
aid programs substantially affecting human health and the environment, and to provide
minority and low-income communities access to public information and an opportunity for
public participation in matters relating to human health or the environment.
Training
The City will provide training on Title VI and its related statutes, including the Executive
Order on Limited English Proficiency, for managers, supervisors, and staff, especially those
with frequent public interaction.
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Title VI Contract Provisions
Federal aid construction contracts must include provisions,which require compliance with
Title VI. The specific contract provision language to be included can be found in the Federal
Highway Administration(FHWA) Form 1273. Instructions for certifications and assurances
for Federal Transit Authority(FTA) grants can be found on the FTA website.
Consultant Procurement
City contracts should contain the following or similar language regarding compliance and
Civil Rights laws:
Compliance with Civil Rights Laws: Contractor hereby assures that it will comply with
Subchapter VI of the Civil Rights Act of 1964, 42 USC Sections 2000(e)(17), to the end that
no person shall, on the grounds of race, color, and national origin, be excluded from
participation in, be denied the benefits or, or be otherwise subjected to discrimination under
this Contract or under any project,program or activity supported by this Contract.
Contractor shall comply with its EEO Certification (Form PW-7).
Site and Facility Location
The City shall not make a selection of a site or location of a facility for participants and
beneficiaries of the City's federal aid programs if that selection could exclude individuals
from participation in, or deny them the benefits of, or subject them to discrimination on the
grounds of race, color and national origin or could substantially impair the accomplishment of
the objectives of nondiscrimination on the aforesaid grounds.
Internal Complaint Procedures
The City is an equal opportunity employer. The City does not allow discrimination against
any person in job structuring,recruitment, examination, selection, appointment,placement,
training,upward mobility, discipline, or any other aspect of employment on the basis of race,
color,religion, national origin, gender, gender orientation, disability, age, equal pay, genetic
information, or any other manner that violates the law.
All employees, applicants, vendors, volunteers and unpaid interns are eligible to file a
discrimination and/or harassment complaint. The City takes all complaints seriously. Acts of
discrimination and harassment by any employee are prohibited. Employees and supervisors
should make every effort to resolve problems or issues informally through discussion and
consultation. If these efforts do not resolve the problems or issues, the employee may initiate
proceedings as specified in the Policies and Procedures Manual in order to resolve those
matters.
Retaliation against an employee for attempting to resolve a dispute, filing a complaint or for
participating in any way in an investigation of a complaint will not be tolerated. Employees
shall report such reprisal and/or retaliation to the Department Director and/or Human
Resources Department. Supervisors will take appropriate corrective action in consultation
with the Department Director and Human Resources Department to address any violations of
law or policy that are discovered in the course of an investigation.
4
External Procedures
Any person who believes they have been discriminated against, on the grounds of race,color,
national origin, gender, gender identity, age, disability or religion(where the primary
objective of the financial assistance is to provide employment per 42 U.S.C. § 200d-3)can
file a complaint with the City. A complaint may also be filed by a representative on behalf of
such a person.
The City will ensure that no employee or agent of the City shall not intimidate,retaliate,
threaten,coerce, or discriminate against any individual for the purpose of interfering with any
right or privilege to file a complaint, or because an individual has made or participated in a
complaint. If any individual believes that s/he or any other federal aid program beneficiaries
have been subjected to unequal treatment or discrimination on the grounds of race,color or
national origin, s/he may exercise their right to file a complaint with the City.
Complaints submitted shall be in writing, on the City's complaint forms(Attachment D) and
must be signed by the complainant and/or the complainant's representative. Complaints shall set
forth as fully as possible the facts and circumstances surrounding the claimed discrimination.
Complaints should be mailed to the City of Round Rock,Attn: Title VI Coordinator, 3400
Sunrise Road, Round Rock,Texas 78665. The information for filing a complaint can also be
found on the City's website, www.roundrocktexas.gov/titlevi.
Upon receipt of the complaint, the City will acknowledge receipt of the allegation to the
complainant. The City shall review the complaint,policies and procedures associated with the
complaint,circumstances under which the alleged discrimination occurred and any other
pertinent factors. Within 30 days of the receipt of the complaint, the City shall respond to the
complainant in writing, of the results.
If the City is named as the discriminatory party, the City shall forward the complaint to
the appropriate division within the U.S. Department of Transportation,within 10 days.
Complaints may also be filed with the Federal Transit Administration by completing their
Complaint Form(Attachment D) and mailing it to Office of Civil Rights,Attention: Title
VI Program Coordinator, East Building, 5th Floor-TCR, 1200 New Jersey Ave., SE,
Washington, DC 20590.
Complaints may also be filed with the Texas Department of Transportation by completing
their Complaint Form(Attachment D)and mailing it to Texas Department of Transportation,
Office of Civil Rights, 125 East 11th Street,Austin, Texas 78701.
Appeal
If no violation is found and the complainant wishes to appeal,the complainant may appeal
directly to the City Manager's Office at: Human Resources Department, Attn: Director of
HR, City of Round Rock,221 E. Main Street, Round Rock,Texas 78664. If the complaint
is against the City on a transportation-related complaint it will be forward to TxDOT or
FTA within 10 days.
5
Data Collection
The City will gather, analyze and maintain statistical data on race, color and national origin
of participants in and beneficiaries of the City's federal-aid programs to determine the
investment benefits and burdens to the eligible population, including minority and low-
income populations. Data gathering procedures will be reviewed regularly to ensure
sufficiency of the data administration. The City will regularly analyze and evaluate the data
collected and data-collecting procedures to determine the effectiveness of outreach methods
in meeting requirements of the Title VI Program to ensure no group is excluded during the
decision-making process or is not given an opportunity to voice their opinions or concerns.
List of Complaints,Title VI Investigations and Lawsuits
The City maintains a complaint log, which documents all activity related to the complaint. The
complaint log(Attachment E)shall include the following information:
• Date.complaint filed
• Complainant identification—name,race, color, gender, and/or national origin
• Nature of complaint
• Who the complaint is against
• Date investigation completed
• Result of investigation
• Date complainant notified of the result of the investigation
Record & Summary of Title VI Complaints Investigation,Lawsuits 2018-2020
The City has not received nor been notified by the Department of Transportation or Federal
Transit Administration or other programs of any Title VI complaints. The City's legal team
keeps records of any lawsuits regarding Title VI
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Attachment A
Notice of the Public's Rights Under VI
City of Round Rock
The City of Round Rock, Texas is responsible for implementing transportation and transit
projects, which are funded in part with Federal financial assistance awarded by the U.S.
Department of Transportation,the Federal Transit Administration(FTA) and the Texas
Department of Transportation,without discriminating against any person on the basis of
race, color, or national origin.
Filing a Discrimination Complaint
Any person who believes they have been discriminated against, on the grounds of race,
color,national origin, gender, gender identity, age, disability or religion(where the
primary objective of the financial assistance is to provide employment per 42 U.S.C. §
200d-3) can file a complaint with the City. A complaint may also be filed by a
representative on behalf of such a person.
The complaint may be filed directly with the City by completing the City's Civil Rights
Complaint Form. Mail the completed form to City of Round Rock, Attn: Title VI
Complaints, 3400 Sunrise Road, Round Rock,Texas 78665.
Complaints may also be filed with the Federal Transit Administration by completing their
Complaint Form and mailing it to Office of Civil Rights, Attention: Title VI Program
Coordinator, East Building, 5th Floor-TCR, 1200 New Jersey Ave., SE, Washington, DC
20590.
Complaints may also be filed with the Texas Department of Transportation by
completing their Complaint Form and mailing it to Texas Department of Transportation,
Office of Civil Rights, 125 East 11th Street,Austin, Texas 78701 or by faxing it to 512-
416-4751.
The forms for filing a complaint and the information for filing can also be found on the
City's website, www.roundrocktexas.gov/titlevi.
All complaints must be filed within 180 days of the alleged discrimination.
Request for .-Additional Infor►nation
For more information regarding the City's Title VI Program please visit our
website at www.roundrocktexas.gov/titlevi or contact the Title VI Coordinator
at(512)218-7074.
Information in Another Language
If you need this information in another language please call(512)218-7074.
Aviso de los derechos del publico segun el titulo VI
La Ciudad de Round Rock, Texas tiene la responsabilidad de manejar todos los rogramas de
Transportaci6n Publica y otros proyectos relacionados con el transito. Estos programas y
proyectos son pagados en parte con asistencia fmanciera del Departamento Federal de
Transportaci6n de los Estados Unidos y la Administraci6n de Transito Federal sin discriminar
a ninguna persona en los en base a su raza, color,u origen nacional.
Presentar una queia de discriminacion
Cualquier persona que cree han lido discriminados por motivos de raza, color,nacionalidad,
genero, identidad de genero, edad, discapacidad o religi6n(cuando el objetivo primordial de la
asistencia financiera es proporcionar empleo por c6digo 42 U.S.C. 200d-3)puede presentar una
queja a la Ciudad.
La queja puede ser presentada directamente con la ciudad, completando el formulario de
reclamaci6n. Envie por correo el formulario completado,Atenci6n: Tittle VI Complaints, 3400
Sunrise Road, Round Rock, Texas 78665.
Las quejas tambien se pueden presentar ante la Oficina de Derechos Civiles, Atenci6n: Title VI
Program Coordinator,East Building, 5th Floor—TCR, 1200 New Jersey Ave., SE,Washington,
DC 20590.
Las quejas tambien se pueden presentar ante la Oficina de Administraci6n Federal de Transito
completando el formulario. Envie por correo a Texas Department of Transportation. Office of
Civil Rights, 125 East 11th Street,Austin,Texas 787010 enviandola por fax a 512-416-4751.
Los formularios para presentar una queja y la informaci6n para presentarla tambien se pueden
encontrar en el sitio web, www.roundrocktexas.gov/titlevi.
Todas las quejas deben ser presentadas dentro de un plazo de 180 dias de la supuesta
discriminacion.
Solicitar Informaci6n Adicional
Para obtener mas informaci6n acerca de titulo VI programa de la ciudad favor visite nuestro
sitio Web www.roundrocktexas.gov/titlevi o contactando al Title VI Coordinator al(512)218-
7074.
Informacion en otro idioma
Si necesita esta informaci6n en otro idioma, flame al 512-218-7074.
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Attachment B
Public Participation Plan
City of Round Rock
Introduction
As a recipient of federal funds from the Department of Transportation(DOT), the City is
subject to legal requirements to create and implement a public participation plan that identifies
and describes the City's policies and procedures for public participation and to ensure
meaningful access to benefits, services and information. The City has written a separate LEP
Plan to address the specific communication needs of LEP populations; the communication
strategies identified in this Public Participation Plan(PPP)will be coordinated with the
policies and procedures identified in the LEP Plan
Public Participation Plan and Policy
The City of Round Rock believes that effective community involvement improves the quality
of decision-making processes and builds public trust in the City. The purpose of this policy is
to ensure that the City integrates, in a meaningful way, the knowledge and opinions of its many
stakeholders into its decision-making processes.
The City of Round Rock will maintain a comprehensive community involvement program for
their transportation programs that includes plans for receiving public comments for major
decision-making processes including,but not limited to,policy development, strategic
planning,budgeting,capital projects planning, fare adjustments and transit service changes.
The City will also develop methods to provide the public with access to accurate,
understandable, and timely information to facilitate effective involvement in the decision-
making process.
Existing Public Involvement Strategies, Procedures and Desired Outcomes
The City uses a mix of print and electronic media as well as in-person communication
strategies to share information about planned events,City news and happenings, and to provide
notification, background, and progress information about City projects.
Print Media
The City uses several forms of print media:
• Publications that can be sent with the monthly utility bills. City surveys have shown
that this publication is among the most effective means of communication the City uses.
This print medium is primarily used to announce planned events and/or to provide
information about project updates.
• Fliers are produced in a fact sheet format and are used primarily for project-specific
information about project activities that will occur in the surrounding area. They are
distributed by hand to potentially affected stakeholders. This print medium can be
translated into Spanish and can be interpreted into other languages,upon request.
• Formal Letters are produced on standard City letterhead and mailed;they are used to
communicate with specific individuals and/or busines and they serve primarily as
project notification and/or correspondence.
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Electronic&Web-based Media
The City also makes use of electronic and web-based media to communicate information about
planned activities and on-going projects:
• Round Rock Electronic Newsletter/Electronic Newsletter Blasts serve as the electronic
version of the News Flash, however the electronic version allows for more content and
connectivity to other electronic/web-based media. Surveys can be tied to the newsletter
to gather feedback.
• Press Releases are used to announce events that will occur within two weeks or to
communicate project milestones, immediate releases of information and/or to provide
notice of closures.
• Social Media—Blogs/Facebook/Twitter is used to provide communications about
project progress and allow for interaction among and between stakeholders and the
City. These social media outlets can also be used to generate a historical record of
project progress and commentary provided by the community.
• Online Public Engagement Tools, including on the City's website and third party
websites,provide the ability to host virtual meeting materials and gather comments
from the public on projects or topics of interest.
Public Meetings
The City employs several different types of public meetings based on the communication
needs:
• Public Meetings are generally involve a discussion between City staff and community
members about specific concerns,related to projects which directly impact them. The
function of these meetings is to provide information and receive feedback about a
proposed project, ensure public participation in the development of the project, and to
keep the community informed during the project's life cycle.
• Open Houses are generally informal meetings that allow for participants to come and
go as they please, ask questions of City staff, and provide written and/or verbal
comments. The City uses this meeting format to provide information to the community
and to solicit community feedback on proposed projects. These meeting are often
conducted when a program or service is beginning terminated and/or changing.
Close the Loop
It is very important after a public involvement activity occurs to let the participants know what
information was gained from this activity and how it will be used in the decision-making
process. This can be accomplished in meeting summaries;by sending postcards, emails, letters
to participants; or in the case of an on-going committee it could be a regular agenda item.
Communication Strategies and Consideration for Minority,Low-Income,and/or LEP
Populations
There are many ways that the City can help ensure meaningful communications are provided
to minority, low-income and/or LEP populations. One way the City can provide effective
communications to the local minority, low-income, and/or LEP community is to tailor public
involvement activities to the local population they are trying to reach. The City can tailor
neighborhood meeting format and content to unique minority, low-income and/or LEP
communities based on demographic information and input from stakeholder interviews.
Locations should be convenient to transit. These could be a community center, a church, a
store,etc.
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All meetings should be held in ADA-compliant facilities. Invitation and meeting
announcements will offer to accommodate special needs upon request. Special needs could
include those related to physical, mental, sensory and other disabilities. Meetings should be
set up in a format that a person with a wheelchair would be able to fully participate in all
activities.
Translate Outreach Materials
A Spanish interpreter can be present to provide interpretive services for other public
involvement activities, such as surveys and meetings. The presence of the interpreter should
be identified at meetings with notices posted to let participants know that this service can be
made available. Meeting materials (including exhibits, agendas, comment cards,handouts,
presentations,pocket cards,postcards, newsletters, etc.)can be translated into Spanish, as
needed and if requested in advance, or the interpreter would provide competent oral translation
of meeting materials. Other technical exhibits could use pictograms and photos to
communicate the intended message with fewer words.
Public meeting announcements should be translated into Spanish. Translated notification could
be added to the English version of these announcements indicating that interpretive services are
available upon request and free of cost. The City should provide at least one Spanish interpreter
at each public meeting, if requested.
The City should reconsider the effectiveness of their communication strategies and procedures
every two and a half years(on the same schedule as the re-evaluation of the LEP Plan). The
following discussion describes what should occur during this evaluation step.
Conduct Internal Monitoring
It is important to obtain informal feedback from internal as well as external stakeholders. This
could be in the form of a team meeting including City staff and any consultants who may be
involved in the process. Questions that could be discussed in this meeting include:
• Is the input received from the public useful in the decision making process? If so,
how has it been useful? If not,how could it be improved?
• Did the public receive the information they needed to provide meaningful input?
• Has anything occurred to warrant changes to the existing plan?
• Is the internal commitment of all parties still in place?
Obtain Feedback from Community Organizations
Community and civic organizations and businesses may be useful outlets to contact when
planning and/or implementing future public involvement activities. This outreach would allow
the City to determine if there have been any noticeable changes in the demographics of the
population in their service area. It would provide input on whether the public involvement
strategies currently in place and efforts to inform the EJ and LEP communities of the
availability of language assistance are working and to continue to inform the LEP community
of new or updated language assistance.
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Meeting Evaluations
A short,to-the-point questionnaire could be used at the end of public meetings to get a sense of
how effective the meeting was perceived to be by the public. This questionnaire could be
placed on the back of a comment card or provided as a separate handout. Possible questions
could include:
• How did you hear about tonight's meeting?
• On a scale from 1 (did not like)to 5 (liked very much),rate the location of this
meeting?
• On a scale from 1 to 5, rate the information presented and on display?
• On a scale from 1 to 5, how would you rate the "Open House" format used for
tonight's meeting?
• In which language do you prefer to receive project information?
• Do you have any other comments?
Make Modifications to PPP Plan as Necessary
Based on the feedback received from the internal monitoring and feedback from community
organizations,the City would likely need to make incremental changes to the public
involvement strategies as well as staff training. Please review the LEP Plan for more
information on how language assistance measures will be monitored and revaluated.
Capital Area Metropolitan Planning Organization(CAMPO)
CAMPO was established in 1973 and serves as the federally designated MPO for the Central
Texas region, including the City of Round Rock. In cooperation with the state transportation
department and transit operators,CAMPO develops the Transportation Improvement Program
(TIP). The four-year program lists all federal funded highway and transit projects in addition to
regionally significant projects. This program must also be consistent with the long-range
Regional Transportation Plan.
In developing the TIP, CAMPO provides citizens, affected public agencies, representatives of
transportation agency employees, other affected employee representatives,private providers of
transportation, and other interested parties with a reasonable opportunity to comment on the
proposed program. According to Texas Administrative Code, Title 43, Chapter 16, Section
101(b),the TIP shall be updated and approved at least every two years. The TIP development
process, including public involvement activities and opportunities for public review and
comment, is being used to satisfy program or project requirements of the Federal Transit
Administration Urbanized Area Formula Program. The City of Round Rock participates in
CAMPO's planning projects by providing and listing city transportation projects.
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Attachment C
Limited English Proficiency Plan (LEP)
City of Round Rock
PURPOSE
Language barriers prohibit persons from obtaining services and information relating to a
variety of services and programs because they may not be able to read instructions or
correspondence written in English and may not understand verbal information. Many times,
they are not aware of regulatory requirements and legal implications of the services they seek.
When LEP persons receive legal documents,they often do not understand the contents of the
correspondence and its implication to their daily lives. LEP persons may not be able to take
advantage of services, which can affect different aspects of their lives.
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 (issued August 16,2000) improves access to services for persons with
limited English proficiency. Agencies are directed to evaluate services provided and implement
a system that ensures that Limited English Proficiency(LEP)persons are able to meaningfully
access the services provided, consistent with, and without unduly burdening the fundamental
mission of the local agency. Agencies are directed to ensure that recipients of federal financial
assistance provide meaningful access to programs, services and information to their LEP
applicants and beneficiaries free of charge. Language barriers have the potential of prohibiting
LEP persons from:
• Obtaining services and information relating to services,programs and projects.
• Taking advantage of the transit system, which could affect their jobs and social
opportunities.
• Understanding the benefits to which they are entitled when their home or
business property is acquired through eminent domain.
GOALS
It is essential that City staff be informed about their diverse clientele from a linguistic, cultural
and social perspective. The goal in providing meaningful access 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.
The City will take reasonable steps to ensure that LEP persons are given adequate information,
are able to understand that information, and are able to participate effectively in recipient
programs or activities, where appropriate.
13
FOUR FACTOR ANALYSIS
The City of Round Rock's LEP Plan includes discussion of the four factors as applied to the
City. The Policy reflects language service options and determinations of important areas for
the provision of language services based on the four-factor analysis. The Language
Assistance Implementation Plan provides detailed information on the protocols for accessing
language services, translating vital documents, training,monitoring, and other specifics to
implement the Policy.
Factor 1: The number or proportion of LEP persons in the service area who may be
served by the City.City staff reviewed the 2018 United States Census Bureau to determine the
approximate number of LEP persons age 5 years and older in the City of Round Rock. 26% of
the City's population 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.
Estimated Population of City of Round Rock(US Census Bureau 2018)
Spanish 18.9
Other Indo-European languages 3.3
Asian and Pacific Islander languages 3.5
Other languages O.9
.........-...... -
L
United States
- Census
Language Spoken at H._ Types of Language Spoken at Home in Round Rock city,Texas -gUfeaU
26.6%+/ 1.5%
Language other than English English only-73.4%
spoken at home in Round Rock
city,Texas
Spanish-18 9%
21.5%-/ci i%
Language other than English Other Indo-European languages-3.3%
spoken at home in the United -
States
— Asian and Pacific Islander languages 3.5%
Table:OP02
Table Survey/Program:2019
American Commuurvey nity S & 0 .9%
Year Estimates '
14
LANGUAGE SPOKEN AT HOME 2018
Note:This is a modified view of the original table produced by the U.S. Census Bureau. This
download or printed version may have missing information from the original table.
Round Rock city,
Texas
Total
* Population 5 years and over 120,163 ±1,819
Speak only English 193,793 ±4,115
Speak a language other than English 126,370 ±3,765
* SPEAK A LANGUAGE OTHER THAN
" Spanish ( 16,572 ±3,631
5 to 17 years old 12,404 ±1,130
18 to 64 years old ( 13,265 ±2,870
65 years old and over 1903 ±719
* Other Indo-European languages 4,553 ±1,978
5 to 17 years old 1499 ±353
18 to 64 years old 13,217 ±1,491
65 years old and over 1837 ±684
* Asian and Pacific Island languages ( 4,046 ±1,976
5 to 17 years old l 445 ±429
18 to 64 years old 12,833 ±1,308
65 years old and over ( 768 ±669
* Other languages 11,199 ±954
5 to 17 years old 1120 ±207
18 to 64 years old ( 586 ±544
65 years old and over ( 493 ±425
* CITIZENS 18 YEARS AND OVER
' All citizens 18 years old and over 86,544 ±3,736
Speak only English 71,237 ±4,232
* Speak a language other than English 115,307 i�4±2,729
Spanish ( 10,082 , ±2,352
Factor 2: The frequency with which LEP persons come into contact with the City
Through the analysis of demographic data and the findings of the community surveys, the
Factor 1 analysis identified LEP populations in the City. The second step of the four-factor
LEP needs assessment is to evaluate the frequency with which LEP individuals come into
contact with the programs, activities, and services associated with Department of
Transportation projects. The DOT guidance advises that:
Summary of Interpretation Services from Language Line
The table below shows how many calls were received each fiscal year and the average
duration of each call. There were no requests for assistance for any other language besides
Spanish.
15
Date Call Average Call
Frequency Time
2012 9 calls 6 minutes
2013 10 calls 6 minutes
2014 9 calls 5 minutes
2015 8 calls 5 minutes
2016 0 calls 0 minutes
2017 1 call 28 minutes
2018 0 calls 0 minutes
2019 1 call 12 minutes
2020 1 call 15 minutes
Factor 3: Importance of City Projects to LEP Persons
City projects typically affect the citizens who live in close proximity to the project, more than
those that do not. However, it can be interpreted that all projects conducted by the City are
important to the citizens of Round Rock. Therefore, any project that is occurring in the City
may be important to LEP persons.
Factor 4: Resources Available to the City of Round Rock
This step will allow the City to weigh the demand for language assistance against the current
and projected financial and personnel resources. This analysis will help determine if the
current language assistance measures are cost effective and help plan for future investments
that will provide the most needed assistance to the greatest number of LEP persons within the
resources available to the City.
Inventory of Language Assistance Measures Currently Being Provided.
City staff has the following options available to them to help assist someone who is
having trouble communicating due to a language barrier:
• Language Line Services—City staff are able to access interpretation services,via the
phone, for more than 170 languages. This service facilitates a clear, three-way
conversation between the citizen, the staff member and an interpreter.
• Bilingual City Staff—Spanish speaking City staff are available to communicate with
the public over the phone, through email, and in person.
• "I Speak" Language Flashcards are available for display. There are 38 languages
represented on this flashcard. These are available for free download on www.LEP.gov.
Conclusion
This four-factor analysis will help develop new language assistance services and/or suggest
modifications to the existing language assistance measures currently being provided. The
information gathered from the Census Bureau, feedback from surveys of community
organizations and citizens(including LEP persons)will define the steps that will be
implemented in the LEP Plan.
16
LEP Implementation Plan
The City has developed an implementation plan to address the needs of the LEP population.
This plan includes five elements:
1) identifying LEP individuals who need language assistance;
2) providing language assistance measures;
3) training staff,
4) providing notice to LEP persons; and
5) monitoring and updating the plan
Identification of LEP Individuals Who Need Language Assistance
This section of the LEP Implementation Plan overlaps to a great extent with Factor One and
Factor Two in the four-factor analysis.
Language Assistance Measures
City staff have the following options available to them to help assist someone who is having
trouble communicating due to a language barrier:
• Language Line Services—City staff are able to access interpretation services, via
the phone for more than 170 languages. This service facilitates a clear,three-way
conversation between the citizen, the staff member and an interpreter.
• City website offers Google Translate buttons on the bottom of every page.
• Bilingual City Staff—Spanish speaking City staff are available to communicate
with the public over the phone,through email, and in person.
• "I Speak" Language Flashcards are available for display. There are 38 languages
represented on this flashcard. These are available for free download on
www.LEP.gov.
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.
17
Written Language Services
FORMS[Identify specifically,as appropriated Languages Timeframe
Documents relating to service changes and general English At least
information: within 60 days
Spanish of change
Documents relating to routes and schedules,including English At least within
riding rules. 60 days of
Spanish change
Title VI Complaint Process English Ongoing
Spanish
Documents relating to eligibility of services: English Ongoing
Spanish
Notices and posters containing important English Ongoing
information on the availability of language
services: Spanish
Documents relating to fare changes or fare media English 60-90 days
changes before change
Spanish
Documents relating to complaints: English Ongoing
Note:Determination of complaints is going to be
given to the person submitting the complaint in the Spanish
initial language submitted.
Using the four-factor analysis,the City will translate vital written materials into languages of
frequently-encountered LEP groups. Vital information from those documents should be
interpreted when translations are not available for LEP or when oral communication is more
effective, such as in the case of LEP individuals whose primary language is traditionally an
oral one.
Staff Training Programs
Ongoing and thorough training will be important to assure that staff members are
knowledgeable about LEP processes and procedures. Adopts the following:
• Initial and periodic training for staff, coming into contact with LEP persons,or any
other aspect of this Plan.
• Include training on the Policy and the LEP Plan during new employee orientation.
• Provide video training for employees on the intranet.
• What language assistance measures are available? When should they be used?
Providing Notice to LEP Persons
Based on the analysis of demographic data, surveys of community organizations and citizens
(including LEP persons), the City could provide notice of its current language assistance
measures in the following ways:
The notification of the availability of interpretive services,upon request and free of charge,
could be placed on public meeting announcements and/or other outreach materials and could
18
be sent to community organizations,radio stations,television stations and newspapers,
including Spanish papers and television stations.
LEP Plan Re-evaluation and Revision Policy
Evaluation can help track outreach efforts, discover dissemination problems early, and find
out whether language services have impacted relations with local immigrant communities.
The following will be considered when addressing changes:
• Current LEP populations in the service area or population affected or encountered.
• Frequency of encounters with LEP language groups.
• Nature and importance of activities to LEP persons.
• Availability of resources, including technological advances and sources of additional
resources, and the costs imposed.
• Whether existing assistance is meeting the needs of LEP persons.
• Whether staff knows and understands the LEP plan and how to implement it.
• Whether identified sources for assistance are still available and viable.
Following this guidance,the City should reconsider the effectiveness of language assistance
measures every two and a half years. The following discussion describes what should occur
during this evaluation step.
Make Modifications to LEP Plan as Necessary
Based on the feedback received from the internal monitoring and feedback from community
organizations, the City would likely need to make incremental changes to the type of written
and oral language assistance measures provided as well as staff training and community
outreach programs. The cost and effectiveness of language assistance measures should be
considered during this process.
Depending on the results of the internal monitoring and feedback from community
organizations,the City may choose to disseminate more widely those language assistance
measures that are particularly effective or modify or eliminate those measures that have not
been effective
19
Attachment D — Complaint Forms
City of Round Rock
Federal Transit Administration
Texas Department of Transportation
City of Round Rock Civil Rights Complaint Form
Section 1—Basic Information
Last Name First Name MI
Street Address Apt# Gate Code
City/State/Zip
Date of Birth Email
Primary Phone Number ❑Home ❑Cell ❑Work
Secondary Phone Number ❑Home ❑Cell ❑Work
Section 2—Complaint information
1. Please select at least one of the following as the basis of yourcomplaint:
❑Race ❑Age ❑National Origin
❑Color ❑Gender ❑Disability
2. What was the date and place of the alleged discriminatory action(s)? Please include, at a minimum, the
earliest and most recent date.
3. Please describe how you were discriminated against, explaining as clearly as possible why you believe your
Title VI rights were violated. Attach additional pages, if necessary.
20
4. Please provide the name(s) of individual(s) responsible for the alleged action described above.
5.Please provide the name(s) of person(s) whom we may contact for additional information to support or
clarify your complaint.
Name Address Telephone#
6.13riefly explain what action or remedy you are seeking for the alleged discriminatory action.
7.Attach any relevant documentation you believe will assist with an investigation.
Section 3—Filing Information
1.Have you filed this complaint with any of the following agencies?
U.S. Department of Transportation ❑Yes ❑No
U.S. Department of Justice ❑Yes ❑No
Federal Transit Administration ❑Yes ❑No
Federal Highway Administration ❑Yes ❑No
Texas Department of Transportation ❑Yes ❑No
Equal Employment Opportunity Commission ❑Yes ❑No
Other ❑Yes ❑No
21
If yes, please provide a copy of the complaint form you filed with any of the above agencies.
2.Is this complaint against the City of Round Rock? ❑Yes ❑No
3.Have you been in contact with a City employee regarding this complaint? ❑Yes ❑No If yes, what is the
name and telephone number of the employee?
4.1-lave you filed a lawsuit regarding this complaint? ❑Yes ❑No
Section 4-Certification
I certify all the information contained in this complaint is true and correct to the best of my knowledge.
Signature Date
Authorized Representative Information
Name Phone Number
Relationship to the Applicant
Signature Date
Please mail your completed form to:
Transportation Department
Attn:Title VI Complaints
3400 Sunrise Road
Round Rock, Texas 78665
{NOTE: The City cannot accept this complaint form without a signature.}
22
City of Round Rock Formulario de Queja de Derechos Civiles
basica
Apellido Primer Nombre Segundo Nombre
Direccion Apt# Codigo del porton
Cuidad/Estado/Zona postal
Fecha de nacimiento Correo electronico
Numero de telefono primario ❑Casa ❑Movil ❑Trabajo
Numero de telefono secundario ❑Casa ❑Movil ❑Trabajo
Quejas
1. Por favor seleccione al menos uno de los siguientes como base de su queja:
❑Raza ❑Edad ❑Origen Nacional
❑Color ❑Genero ❑Discapacidad
2. LCual fue la fecha y el lugar de la supuesta (s) accion (es) discriminatoria (s)? Por favor incluya,
como minimo, la fecha mas temprana y mas reciente.
3. Describa como fue discriminado, explicando con la mayor claridad posible por que cree que sus
derechos de Titulo VI fueron violados. Adjunte paginas adicionales, si es necesario.
4. Por favor indicar el (los) nombre (s) de los individuos responsables de la supuesta accion descrita
anteriormente.
23
5. Por favor proporcionar el nombre de la (s) persona (s) a quienes podemos contactar para obtener
informacion adicional para apoyar o aclarar su queja.
Nombre Direccion Telefono#
6.Explique brevemente que accion o recurso usted esta buscando para la supuesta accion
discriminatoria.
7. Adjunte cualquier documentacion pertinente que crea que le ayudara en una investigacion.
1. LHa presentado esta queja ante alguna de las siguientes agencias?
U.S. Department of Transportation ❑Si El No
U.S. Department of Justice ❑Si ❑No
Federal Transit Administration ❑Si ❑No
Federal Highway Administration ❑Si ❑No
Texas Department of Transportation ❑Si ❑No
Equal Employment Opportunity Commission ❑Si ❑No
Otro ❑Si ❑No
24
En caso afirmativo, proporcione una copia del formulario de quejas que presento ante cualquiera de
las agencias mencionadas.
2. SEs esta queja contra la Ciudad de Round Rock? ❑Si ❑No
3. Ha estado en contacto con un empleado de la Ciudad con respecto a esta queja? ❑Si ❑No
En caso afirmativo, zcual es el nombre y numero de telefono del empleado?
4. zHa presentado una demands relacionada con esta queja? ❑Si ❑No
Certifico que toda la informacion contenida en esta queja es verdadera y correcta segun entiendo.
Firma Fecha
Informacion del Representante Autorizado
Nombre Telefono
Relacion con el solicitante
Firma Fecha
Envie por correo su formulario completado a:
Transportation Department
Attn: Title VI Complaints
3400 Sunrise Road
Round Rock, Texas 78665
{NOTA: La Ciudad no puede aceptar este formulario de queja sin una firma.)
25
a
U.S.Department of Transportation
Federal Transit Administration
Civil Rights Complaint Form
The Federal Transit Administration Office of Civil Rights is responsible for ensuring that providers of
public transit properly implement several civil rights laws and programs,including Title VI of the Civil
Rights Act of 1964,the Americans with Disabilities Act of 1990(ADA),the Disadvantaged Business
Enterprise(DBE)program,and the External Equal Employment Opportunity(EEO)program.
In the FTA complaint investigation process,we analyze the complainant's allegations for possible deficiencies by
the transit provider. If deficiencies are identified,they are presented to the transit provider and assistance is
offered to correct the inadequacies within a predetermined timeframe.
Please mail your completed form to:
Director, FTA Office of Civil Rights East
Building,5th Floor—TCR 1200 New
Jersey Ave.,SE Washington, DC 20590
If you have questions about how to prepare a complaint,you may contact our toll-free FTA
Assistance Line at 1-888-446-4511. More information about transit-related civil rights
requirements may be found on the FTA's website at www.fta.dot.gov.
Note:Apart from the form, on separate pages, please describe your complaint. You
should include specific details such as names, dates, times, route numbers, witnesses,
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,
Important:We cannot accept your complaint without a signature, so please sign on the
last page of the form after printing out.
I believe that I have been(or someone else has been)discriminated against on the basis of:
Race/Color/National Origin
Disability
11 Not Applicable Other
(specify)
26
I believe that a public transit provider has failed to comply with the following program requirements:
Disadvantaged Business Enterprise ❑
External Equal Employment Opportunity ❑
Other (specify) ❑
Name:
Street Address:
City: State: Zip Code
Telephone Numbers:Home: Cell:
E-Mail Address:
Accessible format requirements:
Are you filing this complaint on your own behalf?
Yes 0 No Q
[If you answered "yes' to this question,go to Section IV.]
If not,please supply the name and relationship of the person for whom you are
complaining:
Please explain why you have filed for a third party:
Please confirm that you have obtained the permission of the aggrieved party if you are filing on
behalf of a third party:
27
Yes O No
Have you previously filed a civil rights complaint with Yes Q No O FTA?
If yes,what was your FTA Complaint Number?
Have you filed this complaint with any of the following agencies?Transit
Provider F-1 Department of Transportation n
Department of Justice ❑ Equal Employment Opportunity Commission
Other
If yes,please attach a copy of any response you received to your previous complaint.
Have you filed a lawsuit regarding this complaint?
Yes 0 No 0
If yes,please provide the case number and attach any related material.
Note:FTA encourages,but does not require, riders to first file complaints with their local transit
agencies to give them an opportunity to resolve the issue.
Name of public transit provider complaint is against:
Contact person:
Telephone number
28
May we release your identity and a copy of your complaint to the transit provider?
Yes 0 No
Note.We may be unable to investigate your allegations without permission to release
your identity and complaint.
Please sign here:
Date:
Note:We cannot accept your complaint without a signature.
29
TOOT External Discrimination Complaint Form
Mail the signed form to Texas Department of Transportation,Civil
Rights Division, 125 East 11th Street,Austin,Texas 78701 or
Last Name First Name
Mailing Address:
City: State: Zip Code:
Phone Number: Alternative
Email:
Please indicate the basis of your complaint:
0 Race ❑ National Origin
O Color Disability ❑
Date and place of alleged discriminatory action(s). Please include the earliest date of discrimination and
the most recent date of discrimination.
How were you discriminated against? Describe the nature of the action, decision, or conditions of the
alleged discrimination. Explain as clearly as possible what happened and why you believe your protected
status (basis) was a factor in the discrimination. Include how other persons were treated differently from
you. (Attach additional pages,if necessary).
The law prohibits intimidation or retaliation against anyone because he/she has either taken action, or
participated in action, to secure rights protected by these laws. If you feel that you have been retaliated
against, separate from the discrimination alleged above, please explain the circumstances below. Explain
what action you took which you believe was the cause for the alleged retaliation.
Names of individuals responsible for the discriminatory action(s):
30
Form 2193(Rev.10/17)
Page 2 of 2
Names of persons(witnesses,fellow employees,supervisors, or others)whom we may contact for
additional information to support or clarify your complaint: (Attach additional pages,if
necessary).
Name Address Telephone
1.
2.
3.
4.
Have you filed,or intend to file, a complaint regarding the matter raised with any of the
following?If yes,please provide the filing dates.Check all that apply.
❑ U.S.Department of Transportation
❑ Federal Highway Administration
❑ Federal Transit Administration
Office of Federal Contract Compliance Programs
❑ U.S. Equal Employment Opportunity Commission
❑ U.S.Department of Justice
❑ Other
Have you discussed the complaint with any TxDOT representative?If yes,provide the name,
position, and date of discussion.
Briefly explain what remedy,or action,you are seeking for the alleged discrimination.
Please provide any additional information and/or photographs,if applicable, that you believe will
assist with an investigation.
31
For ADA Complaints only, please provide the following information:
If applicable,please provide a description and the exact location
of the non-accessible feature. 171 ❑ ❑
❑ (Street Nam P ❑ ❑
❑ ❑ ❑
Please provide comments, suggestions,or other information that (Street Name)
may assist us in providing a better service to you.
❑ ❑ ❑ ❑ ❑ ❑
❑ ❑
❑ ❑
We cannot accept an unsigned complaint. Please sign and date the complaint form below.
Complainant's Signature Date
32
A�
n
O"
'ITLE VI COMPLAINT LOG
Date Complaint Complainant Nature of Who the Date Result of Date Complainant
Complaint Investigation Notified of Result
Wiled Identificaitn Complaint is Against Completed Investigation of Investigation
O
Oct-18 No Complaints
b
Oct-19 No Complaints
Sep-20 No Complaints
O
�Q
w
w
Attachment F — FTA Title VI Specific Requirements
Transit-related,non-elected,Committees or Councils
The City does not have any transit-related, non-elected,planning boards, advisory councils or
committees.
Public Participation & Outreach
The City made no adjustments to their fixed route schedules,policies or increase to the fare schedules.
Therefore,no public meetings or involvements were undertaken within the last years.
Sub-recipient Monitoring
The City developed monitoring procedures for Title VI complaints received by Capital Metro who
provides the fixed route service and for the paratransit service. The City also monitors both fixed route
and paratransit operators to ensure Title VI posting located in a location's visible to the public and are
posted both in English& Spanish.
Sub-Recipients
The City does not have any sub-recipients.
Fare&Major Service Reduction Policy
A Fare& Service Reduction Policy was developed in November 2017 to establish goals, objective's and
guidelines to assist the City of Round staff in making decisions regarding adjustments to fares and
major service reductions.
P ose
The purpose of this policy is to establish goals, objectives and guidelines to assist City of Round Rock
staff in making decisions regarding adjustments to fares and major service reductions.
Goal
The goal of this Policy is to support the City of Round Rock's overall strategic mission to provide quality
public transportation choices for our community which meets the needs of our growing region. The City
will strive to provide an equitable public transportation service, which takes into account the
socioeconomic make-up of our customers. The City will establish a public transportation system which is
uniform and easy to understand.
Fares
Objectives: The following objectives are designed to support the City of Round Rock's policy goal and
balance the desire to keep fares affordable for Round Rock public transportation customers with the need
to maximize fare revenue to help maintain and expand operations.
All fare adjustments will follow the process as outlined in this policy.
1. Customer/Community: City staff will consider what the impact of setting or restructuring fares
has on customers and the community. The City seeks to set fares which are equitable to the
widest possible range of existing and potential users. The fare structure will always take into
account the socioeconomic make-up of our customers. The City will establish fares which are
uniform and easy to understand for all public transportation options provided by the City.
34
2. Financial: Fare revenue is an important component of the operating budget for public
transportation provided by the City. Fare revenue helps offset the cost of operating the system;
the City's fare structure will support a predictable fare revenue stream. Setting or restructuring
fares should ensure the total fare revenue stream is maintained at an appropriate level. The City
Council and staff will consider what the financial impact of setting or restructuring fares has on
the long-term sustainability of public transportation provided by the City. The City will
monitor ridership, operational productivity, and efficiency and propose fare adjustments, as
necessary.
Fare Change Process: The following guidelines outline the required steps for developing, evaluating and
implementing fare changes.
1. Recommendations for setting or restructuring fares will be developed by city staff, in keeping
with this policy. Multi-year increases may be proposed.
2. City staff will complete or have completed an operations and ridership analysis to evaluate the
overall costs of operating the service and levels of ridership.
3. Public outreach will be conducted to solicit public comments on any fare increases. There
will be a minimum ten(10)calendar day notice prior to the meeting. Public outreach can be
in the form of a public meeting, survey, social media,newspapers, and/or email,mail and
phone. All public comments will be considered by the City before any fare adjustments are
made.
4. All fare structure changes, adjustments or increases must be approved by the City Council.
5. Once fare increase(s)have been approved by the City Council, appropriate ads will be placed
with local media outlets,posted on public transportation vehicles and posted on the City's
website 30 days prior to the effective date of the fare increase.
Fare Policy Review: The City of Round Rock will review its fare policy and pricing with the expectation
fares may be adjusted as necessary to keep pace with the rate of increase in the cost of operations.
Generally, fare changes will become effective at the beginning of the fiscal year, October 1St. The City
reserves the right to make fare adjustments at any time due to unexpected operational impacts.
The City of Round Rock's fixed route service is provided by Capital Metro,which provides not only local
service but allows for a streamlined fare collection for persons traveling in the Capital Metro and Round
Rock region. When Capital Metro has any fare changes the will follow the requirements of fare changes
equity analysis according to Title VI Circular 4702.1 B to met the legal test as described in the circular.
Capital Metro will include the Round Rock area to ensure there is no disparate impact and
disproportionate burden on minority and low-income riders respectively.
Maior Service Reduction Policy
Definition: A major service reduction is defined as a reduction in service which impacts at least half of the
users of the City's public transportation.
35
Objective: The City Council and staff will consider the impact that reducing service has on customers and
the community.
Major Service Reduction Process: The following guidelines outline the required steps for developing,
evaluating and implementing a service reduction.
1. Recommendations for major service reductions will be developed by city staff, in keeping
with this policy.
2. City staff will complete or have completed an analysis to evaluate the overall impact of the
service reduction.
3. A public hearing is required for any major service reduction, with a minimum 21 calendar day
notice prior to such hearing.
4. All major service reductions must be approved by the City Council.
5. Once major service reductions have been approved by the City Council, appropriate ads will
be placed with local media outlets,posted on public transportation vehicles and posted on the
City's website 30 days prior to the effective date of the service reduction.
Maior Service Reduction Review: The City of Round Rock will review its public transportation service
annually with the expectation service may be adjusted, as necessary.
Emergencies: Notwithstanding the above policy, the City Council or City Manager may with no notice,
make reductions in service in times of emergencies, such as adverse weather,mass evacuations, etc. Once
the emergency has ended the service will be returned to its pre-emergency service level. The return to
pre-emergency service level may be done in stages.
Facility Construction Equity Analysis
The City has not constructed any facilities since the last Title VI Program update.
Distribution of Transit Amenities
The City has two guidelines to guide the placement of amenities at bus stops:
• Bus stops generating at least 20-50 daily boarding's qualify for a shelter
• Bus stops generating at least 10-15 daily boarding's qualify for a bench
Amenities may be placed at locations not meeting these guidelines if the stop is located near:
• Major activity/employment centers
• Hospitals or social service agencies
• Apartments with 250+units
• Schools
• Route intersections
• Service frequency greater than 30 minutes
Currently the City has 13 bus stops with benches and trash cans, no shelters have been installed.
Service Standards
The City of Round Rock, through an Interlocal Agreement with Capital Metro, which has been approved
and adopted by Round Rock City Council adopts Capital Metro guidelines and service standards. These
36
service standards provide a framework for the provision, design, and allocation of service. Capital Metro
staff will conduct a review of service guidelines and standards biennially to ensure alignment with goals,
objectives, and resource availability.
The core services provided by Capital Metro in Round Rock are:
• Radial—Local stop service on primary corridors.connecting Round Rock to Downtown Austin
• Crosstown-Local stop service on primary corridors in Round Rock.
The vehicle load factors reflect the ratio of passengers to total seated capacity:
• Radial 140% 120%
• Crosstown 140% 120%
The Vehicle Headway or Service Frequency:
• Radial 30 minutes peak 60 minutes midday
• Crosstown 30 minutes peak 60 minutes midday
On-time performance:
• On-time depart 30 seconds earlier or 5 minutes and 30 seconds later than scheduled.
• On-time performance should not follow below 90%
Service availability:
Residential and employment density are primary influences on transit demand. Service coverage
guidelines reflect industry standards for minimum density needed to support cost-effective transit service.
Contiguous areas of the following densities are deemed transit supportive and should be prioritized for
transit service within walking distance('/o mile):
• Residential densities of 16 persons per acre or
• Employment densities of 8 employees per acre
Vehicle Assignment:
As part of Capital Metro's planning process and when service changes are made the planning department
recommends the type and size of vehicle to be used in service. Two types of vehicles are currently in use
for Round Rock Service, the 40' &45' vehicles. Both vehicles use different seating types suited for
services to be provided in Round Rock. The City of Round Rock staff monitors those vehicles put into
service in Round Rock to ensure there are no problems with the assigned vehicles.
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Attachment G— TxDOT Specific Requirements
The United States Department of Transportation
Standard Title VI/Nondiscrimination Assurances
DOT Order No. 1050.2A
The City of Round Rock(herein referred to as the"Recipient"), HEREBY AGREES THAT, as a
condition to receiving any federal financial assistance from the U.S. Department of Transportation
(DOT),through the Federal Highway Administration, they are subject to and will comply with the
following:
Statutory/Regulatory Authorities
• Title VI of the Civil Rights Act of 1964(42 U.S.C. § 2000d et seq., 78 stat. 252),(prohibits
discrimination on the basis of race, color,national origin);
• 49 C.F.R. Part 21 (entitled Nondiscrimination in Federally-Assisted Programs of the Department
of Transportation-Effectuation of Title VI of The Civil Rights Act of 1964);
• 28 C.F.R. section 50.3 (U.S. Department of Justice Guidelines for Enforcement of Title VI of the
Civil Rights Act of 1964);
The preceding statutory and regulatory cites hereinafter are referred to as the "Acts"and"Regulations,"
respectively.
General Assurances
In accordance with the Acts,the Regulations, and other pertinent directives, circulars,policy,
memoranda, and/or guidance,the Recipient hereby gives assurance that it will promptly take any
measures necessary to ensure 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 otherwise subjected to
discrimination under any program or activity,"for which the Recipient receives Federal
financial assistance from DOT, including the Federal Highway Administration.
The Civil Rights Restoration Act of 1987 clarified the original intent of Congress, with respect to Title
VI and other Nondiscrimination requirements(The Age Discrimination Act of 1975, and Section 504 of
the Rehabilitation Act of 1973),by restoring the broad, institutional-wide scope and coverage of these
nondiscrimination statutes and requirements to include all programs and activities of the Recipient, so
long as any portion of the program is Federally-assisted.
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Specific Assurances
More specifically, and without limiting the above general Assurance, the Recipient agrees with and
gives the following Assurances with respect to its federally-assisted Department of Transportation
programs:
1. The Recipient agrees that each "activity,""facility,"or"program," as defined in §§ 21.23 (b)and
21.23 (e) of 49 C.F.R. § 21 will be(with regard to an"activity") facilitated, or will be (with regard
to a"facility") operated, or will be (with regard to a"program") conducted in compliance with all
requirements imposed by, or pursuant to the Acts and the Regulations.
2. The Recipient will insert the following notification in all solicitations for bids, Requests for
Proposals for work, or material subject to the Acts and the Regulations made in connection with all
Department of Transportation programs and, in adapted form, in all proposals for negotiated
agreements regardless of funding source:
"The City of Round Rock, in accordance with the provisions of Title VI of the Civil Rights
Act of 1964 (78 Stat. 252, 42 U.S.C. §§2000d to 2000d-4) and the Regulations, hereby
notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to
this advertisement, disadvantaged business enterprises will be afforded full and fair
opportunity to submit bids in response to this invitation and will not be discriminated against
on the grounds of race, color, or national origin in consideration for an award."
3. The Recipient will insert the clauses of Appendix A and E of this Assurance in every contract or
agreement subject to the Acts and the Regulations.
4. The Recipient will insert the clauses of Appendix B of this Assurance, as a covenant running with
the land, in any deed from the United States effecting or recording a transfer of real property,
structures,use, or improvements thereon or interest therein to a Recipient.
5. That where the Recipient receives Federal financial assistance to construct a facility, or part of a
facility,the Assurance will extend to the entire facility and facilities operated in connection
therewith.
6. That where the Recipient receives Federal financial assistance in the form, or for the acquisition of
real property or an interest in real property, the Assurance will extend to rights to space on, over,
or under such property.
7. The Recipient will include the clauses set forth in Appendix C and Appendix D of this Assurance,
as a covenant running with the land, in any future deeds, leases, licenses,permits, or similar
instruments entered into by the Recipient with other parties:
a. for the subsequent transfer of real property acquired or improved under the applicable
activity,project, or program; and
b. for the construction or use of, or access to, space on, over, or under real property acquired
or improved under the applicable activity,project, or program.
39
8. That this Assurance obligates the Recipient for the period during which federal financial assistance
is extended to the program, except where the Federal financial assistance is to provide, or is in the
form of, personal property, or real property, or interest therein, or structures or improvements
thereon,in which case the Assurance obligates the Recipient, or any transferee for the longer of the
following periods:
a. the period during which the property is used for a purpose for which the Federal financial
assistance is extended, or for another purpose involving the provision of similar services or
benefits; or
b. the period during which the Recipient retains ownership or possession of the property.
9. The Recipient will provide for such methods of administration for the program as are found by the
Secretary of Transp0l iation or the official to whom he/she delegates specific authority to give
reasonable guarantee that it, other recipients, sub-recipients, sub-grantees,contractors,
subcontractors, consultants, transferees, successors in interest, and other participants of Federal
financial assistance under such program will comply with all requirements imposed or pursuant to
the Acts, the Regulations,and this Assurance.
10. The Recipient agrees that the United States has a right to seek judicial enforcement with regard to
any matter arising under the Acts,the Regulations, and this Assurance.
By signing this ASSURANCE, City of Round Rock also agrees to comply(and require any sub-
recipients, sub-grantees, contractors, successors, transferees, and/or assignees to comply) with all
applicable provisions governing the DOT access to records,accounts, documents, information, facilities,
and staff. You also recognize that you must comply with any program or compliance reviews, and/or
complaint investigations conducted by the DOT.You must keep records,reports, and submit the
material for review upon request to DOT, or its designee in a timely, complete, and accurate way.
Additionally, you must comply with all other reporting, data collection, and evaluation requirements, as
prescribed by law or detailed in program guidance.
City of Round Rock gives this ASSURANCE in consideration of and for obtaining any federal grants,
loans,contracts, agreements,prope 1 iy, and/or discounts, or other federal-aid and federal financial
assistance extended after the date hereof to the recipients by the U.S. Department of Transportation
under all Department of Transportation programs.This ASSURANCE is binding on Texas,other
recipients, sub-recipients, sub-grantees, contractors, subcontractors and their subcontractors', transferees,
successors in interest,and any other participants in all Department of Transportation programs.The
person(s) signing below is authorized to sign this ASSURANCE on behalf of the Recipient.
/, A /
10'�•�
Craig Morga , MayoVeexas Date
City of Rou d Rock,
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APPENDIX A
During the performance of this contract,the contractor,for itself,its assignees,and successors in interest
(hereinafter referred to as the"contractor")agrees as follows:
1. Compliance with Regulations: The contractor(hereinafter includes consultants)will comply with the Acts
and the Regulations relative to Nondiscrimination in Federally-assisted programs of the U.S.Department of
Transportation,the Federal Highway Administration,as they may be amended from time to time,which are
herein incorporated by reference and made a part of this contract.
2. Nondiscrimination: The contractor,with regard to the work performed by it during the contract,will not
discriminate on the grounds of race,color,or national origin in the selection and retention ofsubcontractors,
including procurements of materials and leases of equipment.The contractor will not participate directly or
indirectly in the discrimination prohibited by the Acts and the Regulations,including employment practices
when the contract covers any activity,project,or program set forth in Appendix B of 49 CFR Part21.
3. Solicitations for Subcontracts,Including Procurements of Materials and Equipment: In all solicitations,
either by competitive bidding,or negotiation made by the contractor for work to be performed under a
subcontract,including procurements of materials,or leases of equipment,each potential subcontractor or
supplier will be notified by the contractor of the contractor's obligations under this contract and the Acts and
the Regulations relative to Nondiscrimination on the grounds of race,color,or national origin.
4. Information and Reports: The contractor will provide all information and reports required by the Acts,the
Regulations,and directives issued pursuant thereto and will permit access to its books,records,accounts,
other sources of information,and its facilities as may be determined by the Recipient or the Federal
Highway Administration to be pertinent to ascertain compliance with such Acts,Regulations,and
instructions.Where any information required of a contractor is in the exclusive possession of anotherwho
fails or refuses to furnish the information,the contractor will so certify to the Recipient or the Federal
Highway Administration,as appropriate,and will set forth what efforts it has made to obtain the
information.
5. Sanctions for Noncompliance: In the event of a contractor's noncompliance with the Nondiscrimination
provisions of this contract,the Recipient will impose such contract sanctions as it or the Federal Highway
Administration may determine to be appropriate,including,but not limited to:
a. withholding payments to the contractor under the contract until the contractor complies;and/or
b. cancelling,terminating,or suspending a contract,in whole or in part.
6. Incorporation of Provisions:The contractor will include the provisions of paragraphs one through six in
every subcontract,including procurements of materials and leases of equipment,unless exempt by the Acts,
the Regulations and directives issued pursuant thereto.The contractor will take action with respect to any
subcontract or procurement as the Recipient or the Federal Highway Administration may direct as a means
of enforcing such provisions including sanctions for noncompliance.Provided,that if the contractor
becomes involved in,or is threatened with litigation by a subcontractor,or supplier because of such
direction,the contractor may request the Recipient to enter into any litigation to protect the interests of the
Recipient. In addition,the contractor may request the United States to enter into the litigation to protect the
interests of the United States.
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APPENDIX B
Clauses for Deeds Transferring United States Property
The following clauses will be included in deeds effecting or recording the transfer of real property,structures,or
improvements thereon,or granting interest therein from the United States pursuant to the provisions of Assurance
4:
NOW,THEREFORE,the U.S. Department of Transportation as authorized by law and upon the condition that the
City of Round Rock will accept title to the lands and maintain the project constructed thereon in accordance with
all applicable federal statutes,the Regulations for the Administration of all Department of Transportation
programs,and the policies and procedures prescribed by the Federal Highway Administration of the U.S.
Department of Transportation in accordance and in compliance with all requirements imposed by Title 49,Code
of Federal Regulations,U.S.Department of Transportation, Subtitle A, Office of the Secretary,Part 21,
Nondiscrimination in Federally-assisted programs of the U.S.Department of Transportation pertaining to and
effectuating the provisions of Title VI of the Civil Rights Act of 1964(78 Stat.252;42 U.S.C. §2000d to 2000d-
4),does hereby remise,release,quitclaim and convey unto the City of Round Rock all the right,title and interest
of the U.S.Department of Transportation in and to said lands described in Exhibit A attached hereto and made a
part hereof.
(HABENDUM CLAUSE)
TO HAVE AND TO HOLD said lands and interests therein unto City of Round Rock and its successors forever,
subject,however,to the covenants,conditions,restrictions and reservations herein contained as follows,which
will remain in effect for the period during which the real property or structures are used for a purpose for which
Federal financial assistance is extended or for another purpose involving the provision of similar services or
benefits and will be binding on the City of Round Rock,its successors and assigns.
The City of Round Rock,in consideration of the conveyance of said lands and interests in lands,does hereby
covenant and agree as a covenant running with the land for itself,its successors and assigns,that(1)no person
will on the grounds of race,color,national origin,sex,age or disability,be excluded from participation in,be
denied the benefits of,or be otherwise subjected to discrimination with regard to any facility located wholly or in
part on,over,or under such lands hereby conveyed and(2)that the City of Round Rock will use the lands and
interests in lands and interests in lands so conveyed,in compliance with all requirements imposed by or pursuant
to Title 49,Code of Federal Regulations,U.S. Department of Transportation, Subtitle A,Office of the Secretary,
Part 21,Nondiscrimination in Federally-assisted programs of the U.S.Department of Transportation,Effectuation
of Title VI of the Civil Rights Act of 1964,and as said Regulations and Acts may be amended
[,and(3)that in the event of breach of any of the above-mentioned nondiscrimination conditions,the Department
will have a right to enter or re-enter said lands and facilities on said land,and that above described land and
facilities will thereon revert to and vest in and become the absolute property of the U.S. Department of
Transportation and its assigns as such interest existed prior to this instruction].*
(*Reverted clause and related language to be used only when it is determined that such a clause is necessary in
order to make clear the purpose of Title VI.)
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APPENDIX C
Clauses for Transfer of Real Property
Acquired or Improved under the Activity,Facility or Program
The following clauses will be included in deeds, licenses, leases,permits, or similar instruments entered
into by the City of Round Rock pursuant to the provisions of Assurance 7(a):
A. The(grantee, lessee,permittee, etc. as appropriate) for himself/herself,his/her heirs,personal
representatives, successors in interest, and assigns, as a part of the consideration hereof, does
hereby covenant and agree [in the case of deeds and leases add"as a covenant running with the
land"] that:
1. In the event facilities are constructed, maintained, or otherwise operated on the property
described in this(deed, license, lease,permit, etc.) for a purpose for which a U.S.
Department of Transportation activity, facility, or program is extended or for another
purpose involving the provision of similar services or benefits, the(grantee, licensee,
lessee,permittee, etc.)will maintain and operate such facilities and services in
compliance with all requirements imposed by the Acts and Regulations(as may be
amended) such that no person on the grounds of race, color, or national origin,will be
excluded from participation in, denied the benefits of, or be otherwise subjected to
discrimination in the use of said facilities.
B. With respect to licenses, leases,permits, etc., in the event of breach of any of the above
Nondiscrimination covenants, City of Round Rock will have the right to terminate the(lease,
license, permit, etc.) and to enter,re-enter, and repossess said lands and facilities thereon, and hold
the same as if the (lease, license,permit, etc.)had never been made or issued.*
C. With respect to a deed, in the event of breach of any of the above Nondiscrimination covenants,
the City of Round Rock will have the right to enter or re-enter the lands and facilities thereon, and
the above described lands and facilities will there upon revert to and vest in and become the
absolute property of the City of Round Rock and its assigns.*
(*Reverted clause and related language to be used only when it is determined that such a clause
is necessary in order to make clear the purpose of Title VI.)
43
APPENDIX D
Clauses for Construction/Use/Access to Real Property
Acquired under the Activity,Facility or Program
The following clauses will be included in deeds, licenses,permits, or similar instruments/agreements
entered into by City of Round Rock pursuant to the provisions of Assurance 7(b):
A. The(grantee, licensee,permittee, etc., as appropriate)for himself/herself,his/her heirs,personal
representatives, successors in interest, and assigns, as a part of the consideration hereof, does
hereby covenant and agree (in the case of deeds and leases add, "as a covenant running with the
land")that(1)no person on the ground of race, color, or national origin,will be excluded from
participation in, denied the benefits of, or be otherwise subjected to discrimination in the use of
said facilities, (2)that in the construction of any improvements on, over, or under such land, and
the furnishing of services thereon, no person on the ground of race, color, or national origin,will
be excluded from participation in, denied the benefits of, or otherwise be subjected to
discrimination, (3)that the(grantee, licensee, lessee,permittee, etc.)will use the premises in
compliance with all other requirements imposed by or pursuant to the Acts and Regulations, as
amended, set forth in this Assurance.
B. With respect to(licenses, leases,permits, etc.), in the event of breach of any of the above
Nondiscrimination covenants,City of Round Rock will have the right to terminate the(license,
permit, etc., as appropriate) and to enter or re-enter and repossess said land and the facilities
thereon, and hold the same as if said(license,permit, etc., as appropriate) had never been made
or issued.*
C. With respect to deeds, in the event of breach of any of the above Nondiscrimination covenants,
City of Round Rock will there upon revert to and vest in and become the absolute property of
City of Round Rock and its assigns.*
(*Reverted clause and related language to be used only when it is determined that such a clause is
necessary in order to make clear the purpose of Title VI.)
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APPENDIX E
During the performance of this contract, the contractor, for itself, its assignees, and successors in interest
(hereinafter referred to as the"contractor")agrees to comply with the following nondiscrimination
statutes and authorities; including but not limited to:
Pertinent Nondiscrimination Authorities:
• Title VI of the Civil Rights Act of 1964(42 U.S.C. § 2000d et seq., 78 stat. 252),(prohibits
discrimination on the basis of race, color,national origin); and 49 CFR Part 21.
• The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970,(42
U.S.C. § 4601), (prohibits unfair treatment of persons displaced or whose property has been
acquired because of Federal or Federal-aid programs and projects);
• Federal-Aid Highway Act of 1973, (23 U.S.C. § 324 et seq.), (prohibits discrimination on the
basis of sex);
• Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended,(prohibits
discrimination on the basis of disability); and 49 CFR Part 27;
• The Age Discrimination Act of 1975, as amended, (42 U.S.C. § 6101 et seq.),(prohibits
discrimination on the basis of age);
• Airport and Airway Improvement Act of 1982, (49 U.S.C. § 4 71, Section 4 7123), as amended,
(prohibits discrimination based on race, creed, color,national origin, or sex);
• The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage and
applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975
and Section 504 of the Rehabilitation Act of 1973,by expanding the definition of the terms
"programs or activities"to include all of the programs or activities of the Federal-aid recipients,
sub-recipients and contractors,whether such programs or activities are Federally funded or not);
• Titles II and III of the Americans with Disabilities Act, which prohibit discrimination on the
basis of disability in the operation of public entities,public and private transportation systems,
places of public accommodation, and certain testing entities(42 U.S.C. §§ 12131-12189)as
implemented by Department of Transportation regulations at 49 C.F.R.parts 37 and 38;
• The Federal Aviation Administration's Nondiscrimination statute(49 U.S.C. § 47123) (prohibits
discrimination on the basis of race, color, national origin, and sex);
• Executive Order 12898, Federal Actions to Address Environmental Justice in Minority
Populations and Low-Income Populations, which ensures nondiscrimination against minority
populations by discouraging programs,policies, and activities with disproportionately high and
adverse human health or environmental effects on minority and low-income populations;
• Executive Order 13166, Improving Access to Services for Persons with Limited English
Proficiency, and resulting agency guidance,national origin discrimination includes
discrimination because of limited English proficiency(LEP). To ensure compliance with Title
VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your
programs (70 Fed. Reg. at 74087 to 74100);
• Title IX of the Education Amendments of 1972, as amended, which prohibits you from
discriminating because of sex in education programs or activities(20 U.S.C. 1681 et seq).
45
APPENDIX E
Bid&Proposal Documents and Contracts
The Title VI Coordinator will ensure the required clauses are included in the bid and proposal
documents for each project that is funded, in part, by U.S. Department of Transportation and the
Federal Highway Administration. The Title VI Coordinator will review the documentation before
being released to the public.
Upon receipt of bids and proposals the Title VI Coordinator will review them for inclusion of
required disclosures, such as Lobbying and Debarment. After contractor or consultant selection is
made, the Title VI Coordinator, will review the contract documents to ensure inclusion of the
required clauses. In addition, any subcontracts of the contractor or consultant will be reviewed to
ensure the required clauses are included.
Monitoring Program and Annual Work Plan&Accomplishment Report
This section includes information on the City's Title VI monitoring program, which
includes data collection, data analysis and reporting.
Data Collection and Analysis
The City will submit the Annual Compliance Plan and Accomplishment Report to the Texas
Department of Transportation, Office of Civil Rights. Demographic data will include race,
color,national origin, sex, age, and disability of affected citizens, as available. The collected
demographic data will be analyzed to ensure there is not a disproportionate effect on protected
classes of citizens.
The City will use such information as census data,justice maps and other informational sources to
determine which populations are being affected by the City's Department of Transportation
projects. The Title VI Coordinator will compile the information for the accomplishment report.
Reporting
The Title VI Coordinator will prepare an annual work plan and accomplishment report of the data
analysis. If deficiencies are found in the treatment of Title VI protected person,then corrective
actions will be implemented. The report will include information regarding any complaints which
may have been received.
The goal of the report is to update TxDOT regarding how the City is successfully implementing
the Title VI Program.
The report will be available for TxDOT to review annually by October 31.
46