R-2016-3342 - 4/14/2016RESOLUTION NO. R-2016-3342
WHEREAS, as a recipient of funds from the Texas Department of Transportation ("TxDOT"),
the City of Round Rock ("City") is required to establish and implement a Title VI Program to assure
non-discrimination in the execution of funded projects, and
WHEREAS, the City Council has received and reviewed the attached City of Round Rock
TxDOT Title VI Program and wishes to approve same, Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS,
That the City of Round Rock TxDOT Title VI Program, attached hereto as Exhibit "A" and
incorporated herein, is hereby approved and adopted, and the City Manager is hereby authorized to
execute on behalf of the City the Non -Discrimination Policy Statement and Assurances.
The City Council hereby finds and declares that written notice of the date, hour, place and
subject of the meeting at which this Resolution was adopted was posted and that such meeting was
open to the public as required by law at all times during which this Resolution and the subject matter
hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended.
RESOLVED this 14th day of April, 2016.
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ALAN MCGRAW, Mayor
City of Round Rock, Texas
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SARA L. WHITE, City Clerk
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EXHIBIT
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Table of Contents
Section #
Section Title
Page #
I
Non-discrimination Policy Statement
3
2
Non-discrimination Assurances
4
3
Non-discrimination Coordinator
13
4
Filing a Title VI Complaint with the Federal Transit
Administration or City
14
5
List of Title VI Investigations, Complaints and Lawsuits
15
6
Limited English Proficiency
15
7
Public Participation Plan
15
8
Bid & Proposal Documents and Contracts
15
A
Complaint Forms
B
Limited English Proficiency Document
C
Public Participation Plan Document
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City of Round Rock 7itfe -V.T Program-7xDO7
1. Non-discrimination Policy Statement
Non-discrimination Policy Statement
The City of Round Rock. Texas is responsible for implementing roadway projects, some ot.'which are
funded in part with federal financial assistance awarded by the U.S. Department of Transportation and
the Federal Highway Administration.
The CitV Of Round Rock affirms that no person shall on the ,rounds of race. color. national oriain, sex.,
I I —
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 beriefits of. or
otherwise be subjected to discrimination Linder any program or activity conducted by the City regardless
of whether these projects and activities are federally funded or not.
Laurie Hadley, City Manager
City of Round Rock
INIM
I
City of RoundRock Tittle -VI Program-TxDOT Page 3
2. Non-discrimination Assurances
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, is subject to and will comply with the
following:
Statutorv/Re2ulatory 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.
City of Round Rock TitCe 1VI Program-TxDOT Page 4
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.
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.
City of RoundRock TiMe 'VI Program-'XDOT Page 5
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 Transportation 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, property, 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.
Laurie Hadley. City Manager Date
City of Round Rock
City of Round Rock Tit(e 'VI Program-` xDO`r Page 6
APPENDIX A
W=g ile perY*rma is contract, Me contractor.— se , I s assignees, ana 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 of
subcontractors, 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 Part 21.
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 contractors 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 another who fails or refuses to furnish the information, the contractor will
certify to the 1
ecipient or the Federal Highway Administration, as appropriate, and will set forth
what efforts it has made to obtain the information. 1
R
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.
City of Round Rock TittCe 'V1 Program- vDO9' Page 7
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.
City of Round Rock Title 'VI Program-TXDOT Page 8
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 Federal ly-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 20OOd-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)
I WIN EXTA a= ---
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
(1) no person will on the grounds of race, color, national origin, sex, age or disability, be excluded fro
participation in, be denied the benefits of, or be otherwise subjected to discrimination with regard to a
facility located wholly or in part on, over, or under such lands hereby conveyed and (2) that the City o
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. Departme
of Transportation, Subtitle A, Office of the Secretary, Part 2 1, 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
,iescribed 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].*
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City of RoundRock gitteVl 11rogram-7xDOT Page 9
Appendix C
Clauses for Transfer of Real Property
Acquired or Improved under the Activity, Facility or Program
I1111MMISIIB,.LKelv a1a"IlMm1moms.KM-1I
140
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:
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
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.
101. With respect to licenses, leases, pennits, 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.*
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.*
J1- di4 4 sif U - —V47,1,1fffJ
necessary in order to make clear the purpose of Title VI.)
City of RoundRock gitCe 1V1 Program-7xDOT Page io
APPENDIX D
Clauses for Construction/Use/Access to Real Property
Acquired under the Activity, Facility or Program
'MININTs a I M0,71LIUM Well 1151 LAN im M 1 0 1 , 0,
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.
ML. 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.*
(*Reverter 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 V1.)
City of RoundRocfe TiMe 1,7 Program-�xDO�r Page ii
APPENDIX E
PTfffl-t-;Tj5e periorinarice Mills colwFact, Me contractor, for i se , its assilZnees, ana successors in interesli
(hereinafter referred to as the "contractor") agrees to comply with the fbF1owin`g 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 2 1.
• The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42
U.S.C. § 460 1), (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);
City of RoundRock VaCe 'V1 Program-7xDO7' Page 12
3. Non-discrimination Coordinator
The Title VI Coordinator for TxDOT projects reports to the Transportation Director and has access to
the City Manager, as needed. The Title VI Coordinator is responsible for monitoring all Title VI
activities, as the relate to TxDOT projects, including assuring the required information is included in b
documents, contracts and contractor's sub -contracts. I
Title VI
Coordinator
City of RoundRock Tittle -VI Program-T'xDO7' Page 13
4. Filing a Title VI Complaint with the Federal Transit Administration or City
Any person who believes they have been discriminated against on the grounds of race, color, national
origin, sex, age, disability or religion (where the primary objective of the financial assistance is to
provide employment per 42 U.S.C. § 200d-3)
The City's procedure for filing and reviewing Title VI complaints is outlined below. A copy of the
City's complaint form can be found in Attachment A.
• Citizen shall complete the City complaint form and mail to
City of Round Rock
Attn: Transit Coordinator
2008 Enterprise Drive
Round Rock, Texas 78664
• Within 10 business days the Transit Coordinator will notify TxDOT of the complaint
received and respond to the complainant, in writing, confirming receipt of the complaint,
including identification of a point of contact with the City
• Transit Coordinator will review the complaint, policies and procedures associated with the
complaint, circumstances under which the alleged discrimination occurred and any other
pertinent factors
• Transit Coordinator will respond to complainant within 30 days of receipt of the complaint.
• Transit Coordinator will submit a letter of finding to the complainant and TxDOT.
o If the investigation determines the City is not in violation of Title VI, the City's letter will
explain why the City was found in compliance and provide notification of the
complainant's appeal rights.
o If the City is in violation of Title VI, the letter will document the violation and the action
the City will take, or has taken, to resolve the violation. The letter will also document the
timeframe for the City to resolve the violation.
• Any complaints received will be included in the next updated Title VI Program.
To file a complaint directly with TxDOT the person shall do so by completing TxDOT's complaint form
and filing it with the Texas Department of Transportation, Office of Civil Rights, 125 East 1 I `h Street,
Austin, Texas 78701 or fax to 512-416-4751. A copy of TxDOT's complaint form can be found in
Attachment A.
The information for filing a complaint can also be found on the City's website,
ww\N .ro undrocktexas.L ov/departiTients/title-v i-program-txdot-ejects
City of Round Rock 7"itCe -VI Program-TxDOT Page 14
5. List nfTitle VI Investigations,Complaints and Lawsuits
The City has not received nor been notified by TxDOT of any Title VI complaints.
6, Limited English 8^rnriuienuy
The LEP Plan isattached usAttachment Bto this Program Document.
7. Public Participation Plan
The Public Participation P|uu is attached aoAttachment Ctothis Program Document.
The Title VI Coordinator will ensure the required clauses, under Section 2 of this document, are
included in the hid and proposal documents for each project that is funded, in part, by U.S. L)upurtnucnt
of Transportation and the Federal U/' Highway Administration.The Title V|Coordinator will review the
docuoncntatioobefore being released tnthe public.
Upon receipt ofbids and proposals the Title V| Coordinator will review them for inclusion o[required
disclosures, such as Lohbvino and Debarment. After contractor orconsultant selection is onudc. the Title
VI Coordinator, will review the contract dOCUrnents to ensure inclusion of the required clauses. In
addition, any sub -contracts of the contractor orcoouuliant will be ,cvicvvud to ensure the required
clauses are included.
City of RoundRock TitCe 'V1 Program-TxDOT Page 15
City of Round Rock Title TI Program-TxDOT
ROUND ROCK 'I XAS
Title VI Discrimination Complaint Form
Mail the signed form to Title VI Coordinator, 2008 Enterprise Drive, Round
Rock, Texas 78664 or fax to 512-218-5536.
Last Name
First Name
Mailing Address
City
State
Zip
Telephone
Alternate Telephone
E-mail Address
Please indicate the basis of your complaint:
Race Age National Origin
Color Gender 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):
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.
❑ Texas Department of Transportation
❑ 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 City representative? If yes, provide the person's name 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.
We cannot accept an unsigned complaint. Please sign and date the complaint form below.
Complainant's Signature Date
FOR OFFICE USE ONLY
Date Complaint Received: Case #:
Processed by: Date Referred:
Referred to: ❑ TxDOT ❑ USDOT ❑ FHWA ❑ FTA ❑ OFCCP ❑ US EEOC
❑ USDOJ ❑ Other
ROUND ROCK 't_XA`.j
Title VI Discrimination Complaint Form
Mail the signed form to Title VI Coordinator, 2008 Enterprise Drive, Round
Rock, Texas 78664 or fax to 512-218-5536.
Apellido
Nombre
Direcci6n
Ciudad
Estado
C6digo Postal
Telefono
Telefono Alternativo
Correo Electr6nico
Please indicate the basis of your complaint:
❑ Raza ❑ Edad ❑ Origen Nacional
0 Color 0 Sexo 0 Discapacidad
Fecha y lugar de la(s) presunta(s) acci6n(es) discriminatoria(s). Favor de incluir la primera fecha de la presunta
discriminaci6n y la fecha mas reciente de la presunta discriminaci6n.
ZC6mo se discrimin6 contra usted? Describa is naturaleza de la acci6n, decisi6n o las circunstancias de la presunta
discriminaci6n. Explique, de la manera mas clara posible, que sucedi6 y porqu6 cree usted que su estatus protegido
fue un factor en la discriminaci6n. Incluya como otras personas fueron tratadas de distinta manera que usted. (Adjunte
hojas adicionales de ser necesario).
La ley prohibe intimidaci6n o represalias contra cualquier persona ya sea por tomar acci6n o por participar en la toma
de acci6n para asegurar los derechos protegidos por estas leyes. Si usted siente que se han tornado represalias en
su contra, aparte de la presunta discriminaci6n mencionada anteriormente, favor de explicar las circunstancias a
continuaci6n. Explique la acci6n que usted tomo que cree sea la causa de la presunta represalia.
Nombre de los individuos responsables de la(s) acci6n(es) discriminatoria(s):
Nombre de personas (testigos, companeros de trabajo, supervisores u otros) a quienes podamos contactar para
obtener informacion adicional para respaldar o aclarar su queja: (Adjunte hojas adicionales de ser necesario).
Nombre Direccion Telephono
1.
2.
3.
4.
�Alguna vez ha presentado, o tiene la intencion de presentar, una queja con respecto a esta situacion con
cualquiera de las organizaciones que se mencionan a continuacion? De ser as[, favor de proporcionar las fechas
en que se presentaron. Marque todas las que apliquen.
❑ Texas Department of Transportation
❑ 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
61 -la hablado sobre la queja con algun representante de la cuidad Round Rock? De ser asi, favor de proporcionar
el nombre y puesto de la persona y la fecha en la que tuvo la conversacion.
Explique brevemente que remedio, o accion esta usted buscando por la presunta discriminacion.
Favor de proporcionar cualquier informacion adicional y/o fotografias, si son pertinentes, que usted crea ayudaran en
la investigacion.
No podemos aceptar una queja sin firma. Favor de incluir su firma y la fecha a continuacion:
Firma del Demandante Fecha
FOR OFFICE USE ONLY
Date Complaint Received: Case #:
Processed by: Date Referred:
Referred to: ❑ TxDOT ❑ USDOT ❑ FHWA ❑ FTA ❑ OFCCP ❑ US EEOC
❑ USDOJ ❑ Other
External Discrimination Complaint•
Form 2193 Mail the signed foram to Texas Department of Transportation, Office of Civil Rights,
(Rev. 09/10) 125 East 11th Street, Austin, Texas 78701 or fax to 512/416-4751.
Page 1 of 2
Last Name
First Name
Mailing Address
City
State
Zip
Telephone
Alternate Telephone
E-mail Address
Please indicate the basis of your complaint:
❑ Race ❑ Age ❑ National Origin
❑ Color ❑ Gender ❑ 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):
Form 2193 (Rev. 09/10)
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.
We cannot accept an unsigned complaint. Please sign and date the complaint form below.
Complainant's Signature Date
FOR OFFICE USE ONLY
Date Complaint Received: Case :
Processed by: Date Referred:
Referred to: ❑ USDOT 0 FHWA 0 FTA 0 OFCCP ❑ Other
Forma Externaj icrii cion
Form 2193-s Enviar forma firmada al Departmento de Transporte del Estado de Texas - Oficina de Derechos Civiles,
(Rev. 09110) 125 East 11th Street, Austin, Texas 78701 o por fax al 512/416-4751.
Page 1 of 2
Apellido
Nombre
Direcci6n
Ciudad
Estado
C6digo Postal
Tel6fono
Telefono Alternativo
Correo Electr6nico
Indica por favor la(s) base(s) de su queja.
❑ Raza ❑ Edad ❑ Origen Nacional
❑ Color ❑ Sexo ❑ Discapacidad
Fecha y lugar de la(s) presunta(s) acci6n(es) discriminatoria(s). Favor de incluir la primera fecha de la presunta
discriminaci6n y la fecha mas reciente de la presunta discriminaci6n.
�,Umo se discrimin6 contra usted? Describa la naturaleza de la acci6n, decision o las circunstancias de la presunta
discriminaci6n. Explique, de la manera mas Clara posible, que sucedi6 y porque cree usted que su estatus protegido
fue un factor en la discriminaci6n. Incluya como otras personas fueron tratadas de distinta manera que usted.
(Adjunte hojas adicionales de ser necesario).
La ley prohibe intimidaci6n o represalias contra cualquier persona ya sea por tomar acci6n o por participar en la
tonna de acci6n para asegurar los derechos protegidos par estas leges. Si usted siente que se han tomado
represalias en su contra, aparte de la presunta discriminaci6n mencionada anteriormente, favor de explicar las
circunstancias a continuaci6n. Explique la acci6n que usted tomb que cree sea la causa de la presunta represalia.
Nombre de los individuos responsables de la(s) acci6n(es) discriminatoria(s):
Form 2193-S (Rev. 09/10)
Page 2 of 2
Nombre de personas (testigos, companeros de trabajo, supervisores u otros) a quienes podamos contactar para
obtener informaci6n adicional para respaldar o aclarar su queja: (Adjunte hojas adicionales de ser necesario).
Nombre Direcci6n Tel6ahono
1.
2.
3.
4.
�Alguna vez ha presentado, o tiene la intenci6n de presenter, una queja con respecto a esta situaci6n con
cualquiera de las organizaciones que se mencionan a continuaci6n? De ser asi, favor de proporcionar las fechas
en que se presentaron. Marque todas las que apliquen.
❑ Departamento de Transporte de los EE.UU.
❑ Administraci6n Federal de Carreteras de los EE.UU.
❑ Administraci6n de Transporte Federal de los EE.UU.
❑ Oficina de Programas de Cumplimiento de Contratos Federales de los EE.UU.
❑ Comisi6n para la Igualdad de Oportunidades en el Empleo de los EE.UU.
❑ Tribunal Federal o Estatal de los EE.UU.
❑ Otros
�Ha hablado sabre la queja con algun representante de TxDOT? De ser asi, favor de proporcionar el nombre y
puesto de la persona y la fecha en la que tuvo la conversaci6n.
Explique brevemente que remedio, o acci6n este usted buscando por la presunta discriminaci6n.
Favor de proporcionar cualquier informaci6n adicional y/o fotografias, si son pertinentes, que usted crea ayudaran el
la investigaci6n.
No podemos aceptar una queja sin firma. Favor de incluir su firma y la fecha a continuaci6n:
Firma del Demandante Fecha
UNICAMENTE PARA USO OFICIAL
Fecha de Recibo de Queja: No. de Caso:
Procesado por: Fecha Remitida:
Remitida a: ❑ USDOT ❑ FHWA ❑ FTA ❑ OFCCP ❑ Other
E I�II:�eI!. u
City of Round Rock Title TI Program-Z"xDOT
TTEXAS
TRANSPORTATION
ROUND ROCK
Chapter I
Introduction
3
1.1
Title VI of the Civil Rights Act of 1963
3
1.2
Executive Order 13166
3
1.3
Department of Transportation Policy Guidance Concerning Recipients'
Responsibilities to Limited English Proficient Persons
3
Chapter 2
Four Factor Analysis
4
2.1
Factor 1: Number and Proportion of LEP Person Served and/or Encountered in
the City
4
2.2
Factor 2: Frequency with which LEP Persons come into contact with the City
12
2.3
Factor 3: Importance of City Projects to LEP Person
13
2.4
Factor 4: Resources Available to the City
13
2.5
Conclusion
14
Chapter 3
LEP Implementation Plan
15
3.1
Identification of LEP Individuals Who Need Language Assistance
15
3.2
Existing Language Assistance Measures
15
3.3
Staff Training Programs
16
3.4
Providing Notice to LEP Persons
18
3.5
Monitoring and Updating the LEP Plan
18
Chapter 4
LEP Plan Re-evaluation and Revision Policy
19
4.1
Conduct Internal Monitoring
19
4.2
Obtain Feedback from Community Organizations
19
4.3
Make Modifications to LEP Plan as Necessary
20
Appendix A
Maps Depicting LEP populations by Language and Linguistic Isolation
21
Appendix B
Community Organization Surveys and Responses
27
IEP Aan - 9'xDO9- glitCe 'V1 Program
Chapter 1 Introduction
1.3 Department of Transportation (DOT) Policy Guidance Concerning Recipients'
Responsibilities to Limited English Proficient Persons (DOT LEP Guidance)
In 2005, the DOT published updated guidance for its recipients. This document provides suggestions to
best comply with the statutory and regulatory obligations to provide meaningful access to the benefits,
services and information, and other important portions of their programs and activities for individuals
who are LEP. A defining component of this guidance is a recommendation to use a four -factor analysis
framework to conduct a LEP needs assessment.
IEP Aan - TxD0'J'9-tt[e 'V1 Program Page 3
Chapter 2 Four Factor Analysis
The FTA published a guidance document (Implementing the Department of Transportation's Policy
Guidance Concerning Recipients' Responsibilities to Limited English Proficient (LEP) Persons: A
Handbook for Public Transportation Providers) to assist transit providers and ensure compliance with
applicable legislation. Consistent with the LEP guidance published by the DOT, the FTA guidance
suggests the use of a four factor analysis framework to conduct a LEP needs assessment. The purpose
of the four factor analysis is to assist transit agencies in providing a cost-effective mix of language
assistance measures and to target resources appropriately.
2.1 Factor 1: Number and Proportion of LEP Persons Served and/or Encountered in the City
of Round Rock
Factor I assesses the number and proportion of persons that are LEP and likely to be encountered within
Round Rock. In accordance with the TxDOT's policy guidance, the initial step for providing
meaningful access to services for LEP persons and maintaining an effective LEP program is to identify
LEP populations and describe their language characteristics. This process began by collecting and
analyzing 2010 data provided by the U.S. Census Bureau and other local data sources.
2.1.1 Findings from the U.S. Census Bureau
The U.S. Census Bureau collects information about non-English speakers and defines those that are LEP
as those that speak a language other than English and can only speak English "less than very well."
There are two ways to characterize the LEP population from the Census data: (1) the number of
individuals, age five and older, that are LEP, and (2) the number of households that are linguistically
isolated. A linguistically isolated household is defined as one where no person in a household, age 14 or
older, speaks English "very well" and a non -linguistically isolated household is one where at least one
person, age 14 or older, speaks English "very well." Table 2-1 presents the data that describes the
number of individuals that are LEP and Table 2-2 presents the data that describes linguistically isolated
households. These data were then analyzed using Geographical Information Systems (GIS) to visually
represent where LEP populations and households live in the City, and whether there are neighborhoods
where there is a larger share of LEP populations (see Figures A-1 through A-4 in Appendix A).
As shown in Table 2-1, approximately 85,000 people, age five and older, lived within the city limits of
Round Rock, Texas in 2010; of which most (76.3 percent) speak English only and almost a quarter (23.7
percent) speak another language. In Round Rock there were a total of 7,055 people (8.3 percent of the
total population) who are LEP. The largest LEP populations in Round Rock are Spanish speakers
followed by Vietnamese, Korean and Chinese speakers; these LEP speakers account for 6,011 or 85.2
percent of all LEP speakers and 7.1 percent of the total population in Round Rock.
LEP Ptan - ?xD0??i1te VI Program Page 4
Table 2-1 - Languages Spoken and Ability to Speak English in the City of Round Rock
Language
Total
Speaker
s
Share
of
Total
Speak
English
LEP /
Total
LEP
Speakers
LEP /
Total
Populatio
n
Very
Well
Less
than
Very
Well
(LEP)
Total Population
84,909
100.0%
77,854
7,055
100.0%
N/A
English Only
64,745
76.3%
64,745
0
0.0%
0.0%
Spanish/Spanish Creole
14,483
17.1%
9,101
5,382
76.3%
6.3%
Vietnamese
759
0.9%
501
258
3.7%
0.3%
Korean
319
0.4%
121
198
2.8%
0.2%
Chinese
(Mandarin and Cantonese)
201
0.2%
28
173
2.5%
0.2%
Portuguese/Portuguese Creole
210
0.2%
47
163
2.3%
0.2%
Persian
168
0.2%
14
154
2.2%
0.2%
Urdu
265
0.3%
169
96
1.4%
0.1%
German
439
0.5%
349
90
1.3%
0.1%
Thai
158
0.2%
78
80
1.1%
0.1%
Other Indo-European
Languages
115
0.1%
48
67
0.9%
0.1%
Other Asian Languages
557
0.7%
499
58
0.8%
0.1%
Tagalog
333
0.4%
281
52
0.7%
0.1%
French Creole
76
0.1%
33
43
0.6%
0.1%
Gujarati
62
0.1%
21
41
0.6%
0.0%
Russian
54
0.1%
20
34
0.5%
0.0%
African Languages
311
0.4%
277
34
0.5%
0.0%
French
337
0.4%
305
32
0.5%
0.0%
Arabic
409
0.5%
380
29
0.4%
0.0%
Laotian
26
0.0%
0
26
0.4%
0.0%
Japanese
83
0.1%
61
22
0.3%
0.0%
Hindi
299
0.4%
284
15
0.2%
0.0%
Other Indic Languages
89
0.1%
81
8
0.1%
0.0%
Polish
61
0.1%
61
0
0.0%
0.0%
Other Pacific Island
Languages
55
0.1%
55
0
0.0%
0.0%
Italian
39
0.0%
39
0
0.0%
0.0%
Serbo-Croatian
28
0.0%
28
0
0.0%
0.0%
Greek
20
0.0%
20
0
0.0%
0.0%
Other Native American
Languages
7
0.0%
7
0
0.0%
0.0%
Source: U.S. Census Bureau, 2006-2010 American Community Survey, Languages Spoken at Home by
Ability to Speak English for the Population Five Years and Older
LEP PCan - 7xD077it(e V1 Program Page 5
As shown in Table 2-2, there were more than 15 1,000 households in Round Rock in 2010; of these
4,833 households (3.2 percent) were linguistically isolated. Most linguistically isolated households
huvwhuW6 2mi IFO
percent of all household in Round Rock (see Figure A-5 in Appendix A).
Table 2-2 — Linguistically Isolated Households in the City of Round Rock
'Mom
to Speak English for the Population 14 Years and Older
2.1.2 Findings from the U.S. Department of Labor
The U.S. Department of Labor compiled information from the 2000 Census about LEP populations
within what they define as Local Workforce Investment Areas (LWIA). The City and Williamson
County falls within the "Rural Capital LWIA" along with Bastrop, Blanco, Bumet, Caldwell, Fayette,
Hays, Lee and Llano counties. According to this dataset, 3.2 percent of the population in the Rural
Capital LWIA has LEP; most of whom speak Spanish (2.9 percent of the total population), followed by
Vietnamese (0. 1 percent) and German (0. 1 percent). These statistics are in general occurrence with the
20 10 data from the Census Bureau with the exception of a larger share of German-speaking LEP
populations. However, many communities within the Rural Capital LWIA were settled by persons of
German descent so it is reasonable within the region that some LEP speakers in the LWIA are Gen-nan
Tom =-
This dataset also associated other demographic characteristics from the 2000 Census to LEP speakers.
Table 2-3 summarizes the demographic characteristics of Spanish, Vietnamese, and Gen-nan speakers
who speak English less than very well.
LEP Plan - 9-xDOTTittfe -VI Program Page 6
Asian
Indo -
Total
Englis
and
Europea
Other
Category
Househol
h
Spanish
Pacific
n
Languag
ds
Only
Island
Languag
es
Languag
es
es
Linguisticall
4,833
0
3,565
823
435
10
3.2%
0.0%
2.4%
0.5%
0.3%
0.0%
_yjLolated.
Not
115,67
Linguisticall
146,704
0
20,615
4,095
5,428
896
y Isolated
96.8%
76.3%
13.6%
2.7%
3.6%
0.6%
115,67
Total
151,537
0
24,180
4,918
5,863
906
1000%,
76.3%,
16.0%,
3.2%
3.9%
0.6%
'Mom
to Speak English for the Population 14 Years and Older
2.1.2 Findings from the U.S. Department of Labor
The U.S. Department of Labor compiled information from the 2000 Census about LEP populations
within what they define as Local Workforce Investment Areas (LWIA). The City and Williamson
County falls within the "Rural Capital LWIA" along with Bastrop, Blanco, Bumet, Caldwell, Fayette,
Hays, Lee and Llano counties. According to this dataset, 3.2 percent of the population in the Rural
Capital LWIA has LEP; most of whom speak Spanish (2.9 percent of the total population), followed by
Vietnamese (0. 1 percent) and German (0. 1 percent). These statistics are in general occurrence with the
20 10 data from the Census Bureau with the exception of a larger share of German-speaking LEP
populations. However, many communities within the Rural Capital LWIA were settled by persons of
German descent so it is reasonable within the region that some LEP speakers in the LWIA are Gen-nan
Tom =-
This dataset also associated other demographic characteristics from the 2000 Census to LEP speakers.
Table 2-3 summarizes the demographic characteristics of Spanish, Vietnamese, and Gen-nan speakers
who speak English less than very well.
LEP Plan - 9-xDOTTittfe -VI Program Page 6
Table 2-3 - Demographic Characteristics of the predominant LEP populations in the Rural
Capital LWIA - 2000 Census
Category Spanish Vietnamese German
Age
Total LEP Population (5 years and
14,310
325
280
over)
100.0%
100.0%
100.0%
12,185
300
255
18ears and over
y
85.2%
92.3%
91.1%
65 years and over
1,340
500
80
9.4 /0
15.4%
28.6%
Educational Attainment for population 18 years and over
Less than 9th grade
7,140
705
50
58.6 /0
25.0%
19.6%
9th grade to 12th grade, no diploma
1,9700
705
20
16.2%
25.0%
7.8%
1,6700
105
105
High school graduate or equivalent
13.7%
35.0%
41.2%
Some college, no degree
g g
840
15
15
6.9%
5.0%
5.9%
Associate degree
g
85
15
10
0.7%
5.0%
3.9%
Educational Attainment for population 18 years and over (continued)
Bachelor's degree
340
100
45
2.8 /0
3.3%
17.7%
Graduate degree or professional
140
0
10
degree
1.2%
0.0%
3.9%
Foreign Born Population by Year of Entry
Foreign born population 18 year and
9,260
300
0
over
100.0%
100.0%
0.0%
Entered before 1990
4,435
145
0
47.9%
48.3%
0.0%
1990 to 1995
2,380
115
0
25.7%
38.3%
0.0%
1996 to March 2000
2,445
400
26.4%
13.3%
0.0%
Employment Status for population 18
ears and over
In labor force
6,760
190
175
55.5%
63.3%
68.6%
Employed civilian
6,335
190
170
52.0%
63.3%
66.7%
Unemployed civilian
410 5
0
5
3.4%
0.0 /0
1.6%
In armed forces
15
0
0
0.1%
0.0%
0.0%
Not in labor force
5,425
110
75
44.5%
36.7%
29.4%
LEP Plan - TXDOTTitle VI Program Page 7
Occupation for Employed Civilians 18 years and over
Management, professional, and
455
25
80
related occupations
7.0%
13.2%
47.1%
1,765
105
0
Service occupations
p
27.9%
55.3%
0.0%
Sales and office occupations
550 0
0
55
8.7%
0.0 /0
32.4%
Construction, extraction, and
1,930
0
30
maintenance occupations
30.5%
0.0%
17.7%
Farming, fishing, and forestry
210
0
4
occupations
3.3%
0.0%
2.4%
Production, transportation, and
1,435
60
4
material moving occupations
22.7%
31.6%
2.4%
Income in 1999
Total households
4,270
110
155
100.0%
100.0%
100.0%
With public assistance income
245
100
0
5.7 /0
9.1%
0.0%
Noublic assistance income
p
4,025
100
155
94.3%
90.9%
1 100.0%
Median household income
$27,873
$66,141
$41,131
Poverty Status in 1999
Total families
3,495
95
105
100.0%
100.0%
100.0%
Families below poverty level
8505
0
0
24.5%
0.0%
0.0%
At or above poverty level
2,640
95
105
75.5%
100.0%
100.0%
Linguistically Isolated Households
Linguistically isolated
2,545
60
65
59.6%
54.6%
41.9%
Not linguistically isolated
1,720
45
85
40.3%
40.9%
54.8%
Source: U.S. Department of Labor, The LEP Special Tabulation for Capital Rural LWIA
2.1.3 Findings from the Round Rock Independent School District
The Round Rock Independent School District (ISD) covers approximately 110 square miles including
the City and portions of the City of Austin and City of Cedar Park. According to data collected in a
2010-2011 fall survey conducted by the school district, there were approximately 45,000 students
enrolled in 2011, 77 languages other than English were spoken by the students, and 8.2 percent of the
student population were LEP (City of Round Rock ISD:
http://www. round rock isd.or,�llndex.aspx?page=1731 #students). The findings from the Round Rock ISD
survey are consistent with the findings from the 2006-2010 American Community Survey.
LEP PCan - ` xDO` '7itCe VI Program Page 8
2.1.4 Findings from Interviews and Surveys with Community Organizations that Serve LEP
Persons
The above data were supplemented and verified through surveys, conducted throughout November and
December 2012, with community organizations that serve LEP populations, transit users and LEP
populations throughout the City.
A list of fourteen community organizations was created:
• Allen R Baca Senior Center
• Faith in Action Senior Access
• Greater Austin Hispanic Chamber of Commerce
• Literacy Council of Williamson County
• Lone Star Circle of Care
• Round Rock Chamber of Commerce
• Round Rock Housing Authority
• Round Rock ISD
• Round Rock Library
• Round Rock Serving Center
• Texas Medical Transportation Program
• Williamson County and Cities Health District
• Williamson County Crisis Center (Hope Alliance)
• Workforce Solutions
These organizations were contacted to explain: the purpose of this effort and how their input could help
the City provide better access for LEP persons. Of the fourteen organizations, four returned completed
surveys (Round Rock ISD, Round Rock Library, Round Rock Serving Center, and Faith in Action
Senior Access). The following is a list of questions asked and a summary of responses:
1. What geographic area does your organization serve?
Round Rock (including Round Rock ISD), Pflugerville, Wells Branch, Georgetown, some
portions of North Austin and Hutto
2. How many people does your organization provide services to?
• Faith in Action - 630
• Round Rock Library - over 294,000
• Round Rock Serving Center - average of 1,200 families per month.
• Round Rock ISD - 9,000 students out of the 45,000 students in RRISD
3. Has the size of the population you serve increased, stayed the same, or decreased over the past
five years?
• Faith in Action - It has increased a lot, we are receiving over four new requests each week for
clients needing services
LEP PCan - 7xDoT ntCe -VI Program Page 9
• Round Rock Library - Increased
• Round Rock Serving Center - increased 45 % 2007 to 2008, increased 19% 2008 to 2009,
increased 3% 2009 to 2010, increased 9% 2010 to 2011
• Round Rock ISD - Increases every year.
5. Does your population come from an urban or rural background?
cue=
7. What is the age and gender of your population?
* Faith in Action - All clients over age 60, we serve both men and women
• Round Rock Library
• Round Rock Serving Center —Male: 44 percent, Female: 56 percent, Ages: 0-5: 10 percent,
6-18: 36 percent 19-54: 46 percent, 55 and older: i!
• Round Rock ISD - The age and gender of the population we serve are both female and male.
They are parents of students ranging from 4 years of age through 20+ years of age.
8. What is the education and literacy level of the population you serve?
• All over the place, some high school, some post graduate, some doctors.
• All levels of education.
This ranges from high to low. The ma ority of the populations we serve are literate and have
a high school diploma. Maybe 15 percent of the families we serve do not have a high school
diploma.
9. What needs or expectations for public services has this population expressed?
The system that Round Rock started is very limited, only serving people in the city limits to
city limits doctors. This is a problem since many seniors have to go to doctors outside city
limits or live outside the city limits.
• More parking around the facility, more computers, more space, more locations
• General transportation within Round Rock. To and from social service agencies, school,
work, play, grocery stores, shopping.
• The population we serve has expressed a great need for public services. Many of the families
walk to their work or grocery store and back. A city bus system would be beneficial.
.LEP Plan - TxDO-rTitCe -VI Program Page io
10. Has the population inquired about how to access public transportation or expressed a need for
public transportation service?
Yes
11. What are the most frequently traveled destinations used by the population that your organization
serves?
Medical services offices, Texas State University, Allen R Baca Senior Center, Dell, social
service agencies (food pantries, food stamp office, etc.), local churches, pharmacies, schools, and
shopping areas (outlet mall, La Frontera, Walmart, HEB etc.).
12. Are there locations that the population has expressed difficulty accessing via the public
transportation system?
• Seniors have a difficult time with public transportation and many live outside service
territory for the public transportation.
• Outskirts of the city and west side of town
• Unable to access transportation when it's needed, i.e., one to two-week advanced "booking
of a ride". Too long of a wait once the ride is scheduled. Not enough routes on the schedule.
• Yes, all of them.
13. Do the transit needs and travel patterns of the population vary depending on the age or gender of
the population members? if so, please describe how travel patterns change.
• Our population needs the most help getting to medical appointments, they only change
patterns when they get sick or doctors stop accepting medical insurance.
• Older clients need rides to medical appointments and pharmacies. Moms with kids need
rides to social service offices and medical appointments.
• if an individual is disabled their needs change.
14. What is the best way to obtain input from the populations that your organization serves?
• Calling them and doing phone surveys
• Telephone and email
• Onsite Q&A during operating hours or when clients are waiting for services 9:00 a.m.- 10:30
a.m.
• The best way to obtain input from the populations that my organization services is through
the local churches, food pantry, clothing closets, Williamson County Cities and Health
District offices, Sacred Heart Community Clinic, local grocery stores (La Michocana), and
through the parent centers that my Parent/Community Specialists staff.
LEP PCan - TxDOTTtCe _VI Program Page ii
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service?
• By all
• Social media and newspaper, for Spanish speakers — television
0 English and Spanish handouts, posters, flyers.
0 1 believe the best way to share information about public transportation services and/or
changes in services is through the local churches, food pantry, clothing closets, Williamson
County Cities and Health District offices, Sacred Heart Community Clinic, local grocery
stores (La Michocana), Univsion radio, Telemundo, Univision TV station "Despierta Austin"
program, El Mundo newspaper, Ahora Si newspaper, and through the parent centers that my
Parent/Community Specialists staff.
;J♦
• Letters in utility bills.
• For Spanish speakers — news on Univision, etc.
• Someone with knowledge of the project/ transportation system and who can answer their
questions in English and in Spanish.
• People who can speak the language, local clergy, school staff, etc.
The surveys and responses are included in Appendix B. The findings from these surveys are consistent
with the findings from the 2006-2010 American Community Survey with the exception of the Hindi
language. According to Table 2-1 there were a total of 7,055 people (8.3 percent of the total
population) who are LEP in Round Rock. Of those, 15 are Hindi speakers or 0.2 percent of all LEP
speakers (see Chapter 3 for recommendations related to the Hindi language). Information from these
surveys will also be incorporated into another component of the City's Title VI package, the Public
Participation Plan.
2.2 Factor 2: 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 I
analysis identified LEP populations within the Demand Response Bus Service area. 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 the Demand Response Bus Service.
The DOT guidance advises that:
"Recipients should assess, as accurately as possible, thefrequency with which they have or should have
contact with LEP individualsfrom different language groups seeking assistance, as the moreftequent
the contact, the more likely enhanced language services will be needed. The steps that are reasonable
for a recipient that serves an LEP person on a one-time basis will be very different than those expected
from a recipient that serves LEP persons daily. "
IEP PCan - T-XMT-FliteVi Program Page 12
2.2.1 Summary of Interpretation Services from Language Line for 2012
The table below shows how many calls were received each month and the average duration of each call.
There were no requests for assistance for any other language besides Spanish.
Table 2-4 — Frequency of Usage of the Language Line
Date
Call Frequency
Average Call
Time
Language
March 2012
2 calls
7 minutes
Spanish
April 2012
2 calls
7 minutes
Spanish
May 2012
2 calls
4 minutes
Spanish
June 2012
4 calls
6.3 minutes
Spanish
July 2012
3 calls
7 minutes
Spanish
August 2012
2 calls
6.50 minutes
Spanish
September 2012
0 calls
N/A
N/A
October 2012
19 calls
1 5 minutes
I Spanish
November 2012
15 calls
1 4.5 minutes
I Spanish
Source: 2012 Language Line Services Invoices
2.3 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.
2.4 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. The
DOT guidance advises that:
"A recivient's level of resources and the costs imposed may have an impact on the nature of the steps it
should take in providing meaningful access for LEP persons. (emphasis added). Smaller recipients with
more limited budgets are not expected to provide the same level of language services as larger
recipients with larger budgets. In addition, "reasonable steps " may cease to be reasonable where the
costs imposed substantially exceed the benefits. Recipients should carefully explore the most cost-
effective means of delivering competent and accurate language services before limiting services due to
resource concerns. Resource and cost issues, however, can often be reduced by technological advances,
reasonable business practices, and the sharing of language assistance materials and services among
and between recipients, advocacy groups, affected populations, and Federal agencies. " (Section V(4)).
LEP PCan - 7xD077itCe -VI Program Page 13
Following this guidance, the City has described the language assistance services currently available and
additional measures that would help in providing assistance to LEP persons.
2.4.1 Inventory of Language Assistance Measures Currently Being Provided and Associated Costs
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 or
two-way radio, for more than 170 languages. This service facilitates a clear, three-way
conversation between the citizen, the staff member and an interpreter. The cost for Language
Line Services interpretation services is $0.68/minute for Spanish and $0.74/minute for Arabic,
Chinese, Hindi, Korean, Spanish and Tagalog.
• Bilingual City Staff— Spanish speaking City staff is 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.
2.5 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, citizens
(including LEP persons) will define the steps that will be implemented in the LEP Plan. The LEP Plan
is included in Chapter 3.
LEP PCan-'XDO'1`1itCe 'VI Program Page 14
Chapter 3 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
trz��,Yff; k�wtf*4rt
and updating the plan (see Chapter 4).
3.1 Identification of LEP Individuals Who Need Language Assistance
r r L o lafl W 0rr&D9_t4"&_tr0UL CAI
in the four -factor analysis (see Chapter 2).
According to the Census, approximately 85,000 people, age five and older, lived within the city limits of
Round Rock, Texas in 2010; of which most (76.3 percent) speak English only and almost a quarter (23.7
percent) speak another language. In Round Rock there were a total of 7,055 people (8.3 percent of the
total population) who are LEP. The largest LEP populations in Round Rock are Spanish speakers
followed by Vietnamese, Korean and Chinese speakers; these LEP speakers account for 6,011 or 85.2
percent of all LEP speakers and 7.1 percent of the total population in Round Rock. As shown in
Appendix A, there are neighborhoods where there is a larger share of LEP Spanish speakers. One
example is the area bounded by FM 3406 (East Old Settlers Boulevard) on the north, County Highway
115 (Sunrise Road) on the east, East Bowman Road on the south and 1-35 Business (North May's Street)
on the west.
According to data collected in a 2010-2011 fall survey conducted by Round Rock ISD, there were
approximately 45,000 students enrolled in 2011, 77 languages other than English were spoken by the
students, and 8.2 percent of the student population has LEP (City of Round Rock ISD:
fitt,-//w�MA..roundrockisd.ori,/Index..as)x'.�3 Pe::::::- 173 1 #students). The findings from the Round Rock ISD
survey are consistent with the findings from the 2006-20 10 American Community Survey.
the 2006-2010 American Community Survey with the exception of the Hindi language. According to
Table 2-1 there were a total of 7,05 5 j�iireo*,Ie f 8.3 i%ercent of the total �%oi%rulationl: who are LEP in Round
Rock. Of those, 15 are Hindi speakers or 0.2 percent of all LEP speakers.
Currently, the only information kept by the City on past interactions with members of the public who are
LEP is usage of Language Line Services recorded through invoices. Between March 2012 and
September 2012, 0-4 calls were made per month with requests for Spanish interpretation. In October
2012, there were 19 calls and in November 2012 15 calls were made requesting Spanish interpretation.
3.2 Existing Language Assistance Measures
City staff has the following options available to them to help assist someone who is having trouble
Language Line Services — City staff are able to access interpretation services, via the phone or
two-way radio, for more than 170 languages. This service facilitates a clear, three-way
conversation between the citizen, the staff member and an interpreter. The cost for Language
IEP Plan - T'xD09'q-ttCe _V1 Program Page 15
• Line Services interpretation services is $0.68/minute for Spanish and $0.74/minute for Arabic,
Chinese, Hindi, Korean, Spanish and Tagalog.
• City website offers Google Translate buttons on the bottom of every page.
• Bilingual City Staff — Spanish speaking City staff is 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 skwsv.LEP.,_Yov.
Competency of Interpreters and Translation Services
The City does not have formal policies for interpreters and translators, however Language Line Services
does have such polices. Below is a summary of the polices.
Every Language Line Services linguist is a full-time professional. All of their translators, copy -editors,
and proofreaders are also native speakers. Some are based in the United States, but most are located in
their native (target language) countries. Many have advanced degrees in a relevant field and are
members of the American Translators Association; all must have at least five years of translation
experience.
Before a linguist can work for Language Line Services they are rigorously screened by their linguistic
recruiter and must pass a linguistic competency evaluation that is administered by them. As a part of
this test, prospective linguists are asked to translate sample text based on their reported area of expertise.
The resulting translation is then evaluated by one of their seasoned linguists for overall accuracy, subject
matter comprehension, and accuracy of technical terminology, consistency of terminology, syntax,
writing style, possible mistranslation, and possible omissions. If the prospective linguist receives a
positive evaluation, Language Line Services generally begins a professional relationship by contracting
for proofreading on small word count projects. The linguist remains in this role until their appraised
body of work warrants escalating them to copyeditor and eventually translator.
3.3 Staff Training Programs
This section describes the training that is conducted to ensure that appropriate staff members know
about LEP policies and procedures and are ready to provide assistance. The DOT guidance advises that:
"Staff members should know their obligations to provide meaningful access to information and services
for LEP persons, and all employees in public contact positions should be properly trained. An effective
LEP plan would likely include training to ensure that:
• Staff knows about LEP policies and procedures.
• Staff having contact with the public (or those in a recipient's custodv) is trained to work
effectively with in-person and telephone interpreters.
Recipients may want to include this training as part of the orientation for new employees. Recipients
have flexibility in deciding the manner in which the training is provided, and the more frequent the
contact with LEP persons, the greater the need will be for in-depth training. However, management
staff, even if they do not interact regularly with LEP persons, should be fully aware of and understand
LEP P(an - 7XD077it(e _VI Program Page 16
the plan so they can reinforce its importance and ensure its implementation by staff. " (DOT LEP
Guidance Section VII (3)).
3.3.1 Identification of Staff Who Interact with LEP Persons
Spanish speaking City staff encounter LEP populations on occasion, as they avail themselves to
communicate with the Spanish speakers over the phone, through email, and in person.
3.3.2 Recommended Training Program
Training on LEP policies and procedures should be included as part of the orientation process for new
staff members. Existing staff should periodically take part in re-training or new training sessions to
keep up to date on their responsibilities to LEP persons. Supervisors and managers, even if they do not
interact regularly with LEP persons, should be fully aware of and understand this LEP Plan so they can
reinforce its importance and ensure its implementation to staff.
A segment on Title V1 and LEP polices could be added to the staff training program that describes:
• The history and importance of Title VI of the Civil Rights Act
• How to handle a discrimination complaint
• A Discussion of best practices for interactions with LEP persons via phone and in-person.
The video titled "Breaking Down the Language Barrier: Translating Limited English
Proficiency into Practice."
o http://www.Iep.gov/video/video.html
o This video explains the language access requirements in Title VI and Executive Order
13166 through vignettes that expose the problems resulting from the absence of
language assistance. The video goes on to show how these same situations could
have been handled more appropriately if the service provider took reasonable steps to
provide meaningful access.
• How to keep records of interactions with LEP persons and why this is important.
• What language assistance measures are available? When should they be used?
o Language Line Services — City staff are able to access interpretation services, via the
phone or email, for more than 170 languages. This service facilitates a clear, three-
way conversation between the citizen, the staff member and an interpreter.
o Bilingual City Staff - Spanish speaking City staff is available to communicate with
the public over the phone, through email, and in person.
o "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.
LEP PCan - 9'XD09-TitCe _VI Program Page 17
3.4 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 be sent to
community organizations, radio stations, television stations and newspapers, including Spanish papers
and television stations.
3.5 Monitoring and Updating the LEP Plan
A description of evaluation and monitoring policy and procedures is included in Chapter 4.
LEP Aan - 7"xD07"7"it(e -VI Program Page 18
Chapter 4 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 results can help
improve future efforts. The DOT guidance advises that:
In their reviews, recipients may want to consider assessing changes in:
• 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.
• nether identified sources for assistance are still available and viable.
in addition to thesefive elements, effective plans set clear goals, management accountability, and
opportunitiesfor community input andplanning throughout the process. "(DOT LEP Guidance Section
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.
4.1 Conduct Internal Monitoring
The City should conduct internal monitoring to determine whether language assistance measures and
staff training programs are working as planned. To accomplish this, the Title VI Coordinator would
evaluate data collected by staff who have come into contact with LEP persons.
4.2 Obtain Feedback from Community Organizations
The City should contact the following community organizations to ask if they would be willing to
conduct a follow-up survey:
• Faith in Action Senior Access (completed survey in 2012)
• Greater Austin Hispanic Chamber of Commerce
IEP Plan 9'xD07'Tftfe 'V1 Program Page ig
• Literacy Council of Williamson County
• Lone Star Circle of Care
• Round Rock Chamber of Commerce
• Round Rock Housing Authority
• Round Rock ISD (completed survey in 2012)
• Round Rock Library (completed survey in 2012)
• Round Rock Serving Center (completed survey in 2012)
• Texas Medical Transportation Program
• Williamson County and Cities Health District
• Williamson County Crisis Center (Hope Alliance)
• Workforce Solutions
This outreach would allow the City to determine if there have been any noticeable changes in the
demographics of the LEP population in their service area, to receive input on whether the language
assistance measures currently in place and efforts to inform the LEP community of the availability of
language assistance are working, and to continue to inform the LEP community of new or updated
language assistance. The questions posed to these organizations could be modeled after those from the
2012 survey:
4.3 Make Modifications to LEP Plan as Necessary
Vased 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.
IIV,epending 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.
-CEP Aan - 7xDOTTttCe 'VI Program Page 20
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Community Organization Surveys and Responses
.LEP Ptan - TxDOTTUte'VI Program Page 27
City of Round Rock Demand Response Bus Service — Community Survey
Drh,e,A,51'enie)r
1. What geographic area does your organization serve?
I'Vest'I'Ve qlt,M;jiuntl i?ock and J!Iffiigervdh:% viorne portions qf')('or1h "AIII!,voin and thato,
2. How many people does your organization provide services to?
630 clients
Has the size of the population you serve increased, stayed the same, or decreased over the past five
years?
h hi Ps inctVO,St'd a to �vi! CIP't? Peceh:in
g oI%:,rjrMf` WHI t,Ojuest� tiach, �Q)cvkjil'�r clicin/s, needine services
,I
4. What are the countries of origin from which your population has immigrated?
1,''liknown,
6. What are the languages spoken by the population you serve?
EiWhy ;hl S danish, Vionarnese
11
7. What is the age and gender of your population?
,,411 elients, over 60, holh wen aml vownen
8. What is the education and literacy level of the population you serve?
AII oi:vr Me ivlact% sorne high sche,�tolj, "Ilionle post gradvale" 61011� 1h wr;,
9. What needs or expectations for public services has this population expressed?
7 he,qVetn that Rountl RockIaiirfe(l is Junhed o m1VA4:'1111,11114 04'(' 01,44 11 in the ch, to ch v lifild"',
doclors, 711& is have biog)io i'o opuria I a?e cqv fitnils iii��irlhvoulskh:� Ihe
chy fitnils�
10. Has the population inquired about how to access public transportation or expressed a need for public
transportation service?
4b si%ilulellv
11. What are the most frequently traveled destinations used by the population that your organization serves?
Gn u:er I, qdo d,res, Mel Ili, td Phvs, I val Ou rtl/ 4 qy, ots, fi u'llarpi, 11111))
12. Are there locations that the population has expressed difficulty accessing via the public transportation
system?
luliv a f4r1jIiI!�IIrIf wne' �t�uh 1,11blic artol inan,v the ouodtle �,,er�pwe terrnirv"yfi)r
I I --
.CEP Pl1n - 7xDO'JTttte 'VI Program Page 28
1f7c 110)"'i, 11 *( 0 1 1! ;.' ): 4, i i ,
B. Do the transit needs and travel patterns of the population vary depending on the age or gender of the
population members? If so, please describe how travel patterns change.
t )!Jj 'ph If h);! I !"C
Pf !' 1'1'1:1�j"' i'; 1 , , '?" !"k .' , w/ � , ,,, 1 1
Ii(CCII)f'�l,",2 "I" IW�d
14, What is the best way to obtain input from the populations that your organization serves?
15. What is the best way to share information about public transportation services and/or changes in service?
/)'i U"1q,
16. Who would the population trust most in delivering language appropriate messages?
Thank you for sharing your time with us. The information you have provided will be very helpful.
Please feel free to contact Caren Lee (City of Round Rock) at 512-218-7074 if you have any questions.
I
IEP Aan - TxDOTTiMe -VT Program Page 29
City of Round Rock Demand Response Bus Service — Community urvey
Round RocAAreu,Verring Center
1. What geographic area does your organization serve?
Round)?oc,k, Maw, arul Bn�jnch
2. How many people does your organization provide services to?
A t�eru
3. Has the size of the population you serve increased, stayed the same, or decreased over the past five
years?
1 1,2008-
112'Creasve jro in
hurii,un,20/0
4. What are the countries of origin from which your population has immigrated?
A&xicio
5. Does your population come from an urban or rural background?
6. What are the languages spoken by the population you serve?
English antiSpanish
7. What is the age and gender of your population?
4 1'% Afahi,50,6 Female A G
61 18'- 316'�,19
11) 54 46�%
11,51,15 41014101(h"I, d1�%19
9. What needs or expectations for public services has this population expressed?
�1111hin Rciunel Rn" I-. Tt') and In Ymsivcial ephky,
'WIMA"711! '10ore"'V!, Wjyu ng'
10. Has the population inquired about how to access public transportation or expressed a need for public
transportation service?
.LEP Plan - 9'xDO7TttCe 'VI Program Page .30
11. What are the most frequently traveled destinations used by the population that your organization serves?
iwenci I es' "fin,kc1shyptip q/11 " ce, local chllrc/'IesJAM ltleh'h"'sl
grt'010'31" SIOF'cis'
12. Are there locations that the population has expressed difficulty accessing via the public transportation
system?
to, aci!'exy nhen Pwecf�n], Li?, lo �vcc,ks athlaouT 'bejiokir�gqja ride
Too long ofe�'p once the Pidc, i,s sched h:,41 ene,ai I 0e,
I I gh rouie,�;' on 111(' '1% hell!"fin
13. Do the transit needs and travel patterns of the population vary depending on the age or gender of the
population members? If so, please describe how travel patterns change.
Oldcr neeil riliks ii � tmU1h.,a/ ancl phat"Inavies,
110nys �,�4th Aiii)S' nei'll), rj&s' 14 kchil offit �eiund Pneclh ed
14. What is the best way to obtain input from the populations that your organization serves?
On� ;he QcCI cha*N operafing �°01, �1)hen cfienl,,,� are ��uiting, fi)r &I'ri'lict"s �) (110 - 10 30 a.iin
15. What is the best way to share information about public transportation services and/or changes in service?
k";Nfish titOSIninish hanAnits, pawers, j'/Verx,
16. Who would the population trust most in delivering language appropriate messages?
Soapeone �i,fth un(who cii!m aaoi)er iheh" questions in
En"glish and" hii,S"INH11 I Sh,
IUMMMMM
1EP P14n TxDOTTttteV1 Program Page 31
City of Round Rock Demand Response Bus Service — Community Survey
Round Rock Independent SchoolMslrk�t
What geographic area does your organization serve?
I'lain ihe 1?aupu/Rot,A� LYD C,!�or!hnolor Tide/ )Ilarel,11A, lennnnadt 1
apartint cillh:T 1! � 1 A pit hTson,11,11ill h3e?nenlar�,�,, in the
ff'clh, 81'anch in Me lac iNed llejleedcr pau.ern:, 8luebonnil!'l in lh�ourptil Rloc,4,
ljsftiih°rpdllletr, in
Berkman, IV, Union 11111in ih e S, fcuw P� im hr`m'k,eei(cr uaitern, lit aekifith m
I'd
ili,,e hcae 2 Middle �V(? C R 1`idkii�s '14" awif Hernandez At`�, O)l CWA, anel sl'Hsfi�eder
pi fllerpv�,
2. How any people does your organization provide services to?
The parent ahoui fi), 000,vnuhjnhi� oul qJI'die 15, 000 "ill!/ zuk'nls in etur (Ifharii:'I,
3. Has the size of the population you serve increased, stayed the same, or decreased over the past five
years?
4. What are the countries of origin from which your population has immigrated?
411 m)er the in„cvhif hilin nup,sllp Lallin tond,4sian cmdnlrie,s
5. Does your population come from an urban or rural background?
,Both, inasllV urban
6. What are the languages spoken by the population you serve?
The ivpt,15 IwNtuige,,;iiae Efi'OhA Al"Patti,!;k itfandarin Chinvse:, Korean, dmiCtimonese
7. What is the age and gender of your population?
The a�,`e antigenck,r olfthe plopulalion li'leserve effcl bolhji,�nujle andniale, 71?(�), or(:'jk1ren),,: ell snukmts
qqfij�aX ihrough.20 i war,ii;,
8. What is the education and literacy level of the population you serve?
a hilgh schciol,� (if ld� wma, 41111451” 15% (,afihelfivnihe'", Hill! do in 91 have a high sch,I )cd diplopnel,
9. What needs or expectations for public services has this population expressed?
The plopult(flon � a,,4 r81(111114! hits, e vprel,,,,,ed 41 M'0111, fi)r public yervii kf!noqt thelfimi,ilie,%, iv4 ilk 1,a�
rheit� �nn,k f or gn ancif back, A cin, hiil�ii t'j"Ident K111, Mlid be bePh::!1hJa1,
10. Has the population inquired about how to access public transportation or expressed a need for public
transportation service?
Kes thii:"wry hifconlinuallij,
.LEP Plan - e1'xDO9'9'it[e 'VI Program Page 32
12. serves?
The the fpd pulafion ;nY, org4!1111 I alre, their
chihhlen',i" 11i,ii:hools, meheal an,Jsho1()1)M1q 61,11"VVS
13. Are there locations that the population has expressed difficulty accessing via the public transportation
system?
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14. Do the transit needs and travel patterns of the population vary depending on the age or gender of the
population members? If so, please describe how travel patterns change.
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15. What is the best way to obtain input from the populations that your organization serves?
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16. What is the best way to share information about public transportation services and/or changes in service?
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17. Who would the population trust most in delivering language appropriate messages?
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1EP Plan - 9'xDOTTitCeV1 Program Page 33
City of Round Rock Demand Response Bus Service ® Community Survey
RowrdRoch Libriny
i. What geographic area does your organization serve?
Rotind 1?ock, 'N", lbBranc h, 111,10,14j,
2. How many people does your organization provide services to?
2()L21 eshnutW b; cover 29,i,()0O
3. Has the size of the population you serve increased, stayed the same, or decreased over the past five
years?
hi"u"�'eased
4. What are the countries of origin from which your population has immigrated?
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5. Does your population come from an urban or rural background?
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6. What are the languages spoken by the population you serve?
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7. What is the age and gender of your population?
411
8. What is the education and literacy level of the population you serve?
9. What needs or expectations for public services has this population expressed?
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10. Has the population inquired about how to access public transportation or expressed a need for public
transportation service?
Y'C'S'
11. What are the most frequently traveled destinations used by the population that your organization serves?
Outlet niall, Texas Si'4�01e' I 1h, R-' Baca t"Ienler, �Vflhnart, Lh 11
12. Are there locations that the population has expressed difficulty accessing via the public transportation
system?
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=51-167=nsiu-neeas ana Travei ?Mtems o - I Opliation , - - = - 1 -1 M
population members? If so, please describe how travel patterns change.
IEP Plan - TxDoTVt[e Ti Program Page 34
//, �J�m//c''xx/''"/,///
15. What iothe best way to share information aboutoub|ic transportationservices and/or changes in service?
16. Who would the population trust most iudelivering language appropriate For Spanish speakers
Thank you for sharing your time with us. The information you have provided will bevery helpful.
Please feel free to contact Caren Lee (City of Round Rock) at 512-218-7074 if you have any questions.
City of Round Rock ?"itCe VI Program-?"XDOT
TRANSPORTATION
Chapter 1
Introduction
3
1.1
Title VI of the Civil Rights Act of 1963
3
1.2
Executive Order 13166 — Improving Access to Services for Persons with Limited
English Proficiency
3
1.3
Executive Order 12898 — Federal Actions to Address Environmental Justice in
Minority Populations and Low -Income Populations
3
Chapter 2
Demographics
4
2.1
Environmental Justice
4
2.2
Race and Ethnicity
5
2.3
LEP Populations
10
2.4
Age
12
2.5
Household Income
16
Chapter 3
Public Involvement Strategies, Procedures and Desired Outcomes
20
3.I
Findings from 2012 Interviews and Surveys
20
3.2
Stakeholders that could assist with Future Public Involvement Activities
22
3.3
Existing Public Involvement Strategies, Procedures and Desired Outcomes
24
3.4
Recommended Public Involvement Strategies, Procedures and Desired Outcomes
26
3.5
Communication Strategies and Consideration for Minority, Low -Income and/or
LEP Populations
26
Chapter 4
Plan Re-evaluation and Revisions Policy
30
4.1
Conduct Internal Monitoring
30
4.2
Obtain Feedback from Community Organizations
30
4.3
Meeting Evaluations
31
4.4
Make Modifications to PPP Plan as Necessary
31
PPP Plan - 7XDOTTUCe _VI Program
Chapter I Introduction
As a recipient of federal funds from the Texas Department of Transportation (TxDOT), 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 tote 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.
1.1 Title VI of the Civil Rights Act of 1963 (Title VI)
Title VI and its implementing regulations provides that no person in the United States shall, on the grounds of
race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise
subjected to discrimination under any program or activity, including matters related to language access for
persons with limited English proficiency (LEP), under any program or activity that receives federal financial
assistance.
Title VI and its implementing regulations require that the City take responsible steps to ensure meaningful access
to the benefits, services, information, and other important portions of the City's T funded projects for all
people without discrimination including individuals who have LEP.
1.2 Executive Order (EO) 13166 — Improving Access to Services for Persons with Limited
English Proficiency
EO 13166 was signed by President Clinton on August 16, 2000 and directs each Federal agency to examine the
services it provides and develop and implement a system by which LEP persons can meaningfully access those
services. Federal agencies were instructed to publish guidance for their respective recipients in order to assist
them with their obligations to LEP persons under Title VI. The EO states that recipients must take reasonable
steps to ensure meaningful access to their programs and activities by LEP persons.
1.3 Executive Order 12898 — Federal Actions to Address Environmental Justice in Minority
Populations and Low-Income Populations
EO 12898 was issued by President Clinton in 1994 as a means to advance the principles of Title VI. It directs
each federal agency "to make achieving environmental justice part of its mission by identifying and addressing, as
appropriate, disproportionately high and adverse human health or environmental effects of its programs, policies,
and activities on minority populations and/or low-income populations."
1.3.1 U.S. DOT Order 5610.2 —Order to Address Environmental Justice in Minority and Low-Income
Populations
DOT re-issued Order 5610.2 in May 2012 to ensure transportation agencies were in compliance with EO 12898.
The updated order reaffirms DOT's commitment to environmental justice (EJ) guiding principles: (1) to avoid,
minimize, and mitigate disproportionately high and adverse effect; (2) to ensure the full and fair participation by
all potentially affected communities; and (3) to prevent the denial of, reduction in, or significant delay in receipt
of benefits by minority and low-income populations. The order directs Federal transportation agencies to identify
and address, as appropriate, disproportionately high and adverse human health or envirom-nental effects, to
promote the principles of EJ in all DOT programs, policies and activities, and to fully consider EJ principles
throughout the planning and decision-making process.
PPP Plan - 9'xD0,1'TitCe 'V1 Program Page 3
Chapter 2 Demographics
&a w4r4#yr-tvi4o a i*M& Ty-,'O)OT 'wt?,@i', yrwj��- 4 fwuftp ",4*
targeted audience. This chapter provides the demographic profile of LEP persons in the Round Rock city limits
and the EJ area.
2.1 Environmental Justice
The EJ areas of Round Rock is depicted in Figure 2-1
Figure 2-1®- EJ areas, Round Rock
PPP Plan TxDOTTitfe -VI Program Page 4
2.2 Race and Ethnicity
As shown in Table 2-1, the population of the City is predominantly white; however, it has a greater share (46
percent) of minority population when compared to Williamson County (36.2 percent). The largest minority
groups in Round Rock are Hispanics or Latinos (of any race), followed by blacks or African Americans and those
who identify themselves as another race. Figures 2-2 through Figure 2-5 illustrate the concentrations of
predominantly minority groups within the City.
Table 2-1— 2010 Race and Ethnicity
Race and Ethnicity
City of Round Rock
Williamson County
Total Population
99,887
422,679
100.0%
100.0%
Total Minority*
45,963
153,198
46.0%
36.2%
White
70,707
330,191
70.8%
78.1%
Black or African American
9,744
26,196
9.8%
6.2%
American Indian and
678
2,629
Alaska Native
0.7%
0.6%
Asian
5,165
20,433
5.2%
4.8%
Native Hawaiian/
124
413
Pacific Islander
0.1%
0.1%
Other Race
9,671
29,336
9.7%
6.9%
Two or More Races
3,798
13,481
3.8%
3.2%
Hispanic or Latino
28,958
98,034
(of any race)
29.0%
23.2%
Source: US Census Bureau, 2010 Census, Hispanic or Latino Origin by Race
* Minority is defined as all people except white, non -Hispanic or Latino
PPP Plan - 7xD077it1e -VT Program Page 5
Figure 2-2—Minority Share of Total Population
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PPP Plan e 9'x O7'7tt 'VT Program Pa9 e 6
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2.3 LEP Populations
The U.S. Census Bureau collects information about non-English speakers and defines those that are LEP as those
that speak a language other than English and can only speak English "less than very well." There are two ways to
characterize the LEP population from the Census data: (1) the number of individuals, age five and older, that are
LEP, and (2) the number of households that are linguistically isolated. A linguistically isolated household is
defined as one where no person in a household, age 14 or older, speaks English "very well" and a non -
linguistically isolated household is one where at least one person, age 14 or older, speaks English "very well."
Table 2-2 presents the data that describes the number of individuals that are LEP and Table 2-3 presents the data
that describes linguistically isolated households. See the LEP Plan for the visual representations of where LEP
populations and households live in the City
As shown in Table 2-2, approximately 85,000 people, age five and older, lived within the city limits of Round
Rock, Texas in 2010; of which most (76.3 percent) speak English only and almost a quarter (23.7 percent) speak
another language. In Round Rock there were a total of 7,055 people (8.3 percent of the total population) who are
LEP. The largest LEP populations in Round Rock are Spanish speakers followed by Vietnamese, Korean and
Chinese speakers; these LEP speakers account for 6,011 or 85.2 percent of all LEP speakers and 7.1 percent of the
total population in Round Rock.
Table 2-2 - Languages Spoken and Ability to Speak English in the City
Language
Total
Speakers
Share of
Total
Speak English
Very Less than
Well Very
Well
LEP
LEP /
Total LEP
Speakers
LEP /
Total
Population
Total Population
84,909
100.0%
77,854
7,055
100.0%
N/A
English Only
64,745
76.3%
64,745
0
0.0%
0.0%
Spanish/Spanish Creole
14,483
17.1%
9,101
5,382
76.3%
6.3%
Vietnamese
759
0.9%
501
258
3.7%
0.3%
Korean
319
0.4%
121
198
2.8%
0.2%
Chinese (Mandarin and
Cantonese
201
0.2%
28
173
2.5%
0.2%
Portuguese/Portuguese
Creole
210
0.2%
47
163
2.3%
0.2%
Persian
168
0.2%
14
154
2.2%
0.2%
Urdu
265
0.3%
169
96
1.4%
0.1%
German
439
0.5%
349
90
1.3%
0.1%
Thai
158
0.2%
78
80
1.1%
0.1%
Other Indo-European
Languages
115
0.1%
48
67
0.9%
0.1%
Other Asian Languages
557
0.7%
499
58
0.8%
0.1%
Tagalog
333
0.4%
281
52
0.7%
0.1%
French Creole
76
0.1%
33
43
0.6%
0.1%
Gujarati
62
0.1%
21
41
0.6%
0.0%
Russian
54
0.1%
20
34
0.5%
0.0%
African Languages
311
0.4%
277
34
0.5%
0.0%
French
337
0.4%
305
32
0.5%
0.0%
Arabic
409
0.5%
380
29
0.4%
0.0%
Laotian
26
0.0%
0
26
0.4%
0.0%
Japanese
83
0.1%
61
22
0.3%
0.0%
Hindi
299
0.4%
284
15
0.2%
0.0%
Other Indic Languages
89
0.1%
81
8
0.1%
0.0%
PPP Plan - TxDO9'Title _VI Program Page io
Source: U.S. Census Bureau, 2006-2010 American Community Survey, Languages Spoken at Home by Ability to Speak English for the
Population Five Years and Older
As shown in Table 2-3, there were more than 151,000 households in Round Rock in 2010; of these 4,833
households (3.2 percent) were linguistically isolated. Most linguistically isolated households speak Spanish; these
households represent 73.8 percent of all linguistically isolated households and 2.4 percent of all households in
Round Rock.
Table 2-3 - Linguistically Isolated Households in the City
Speaks English
Asian and
Very
Less than
English
Total Share of
LEP /
LEP /
Language
Category
Well
Very
Total LEP
Total
Speakers
Total
Island
Languages
Well
Speakers
Population
Languages
LEP
Linguistically
4,833
0
Polish
61
0.1%
61
Isolated
0
0.0%
0.0%
Other Pacific Island
55
0.1%
55
0
0.0%
0.0%
Languages
Linguistically
146,704
115,670
20,615
4,095
5,428
Italian
39
0.0%
39
13.6%
0
0.0%
0.0%
Serbo-Croatian
28
0.0%
28
4,918
0
0.0%
0.0%
Greek
20
0.0%
20
0
0.0%
0.0%
Other Native American
7
0.0%
7
0.6%
0
0.0%
0.0%
Languages
Source: U.S. Census Bureau, 2006-2010 American Community Survey, Languages Spoken at Home by Ability to Speak English for the
Population Five Years and Older
As shown in Table 2-3, there were more than 151,000 households in Round Rock in 2010; of these 4,833
households (3.2 percent) were linguistically isolated. Most linguistically isolated households speak Spanish; these
households represent 73.8 percent of all linguistically isolated households and 2.4 percent of all households in
Round Rock.
Table 2-3 - Linguistically Isolated Households in the City
Source: U.S. Census Bureau, 2006-2010 American Community Survey, Household Language by Ability to Speak English for the
Population 14 Years and Older
PPP PCan - TxD0Tg-ttCe TT Program Page it
Asian and
Total
English
Pacific
Indo -
Other
Category
Spanish
European
Households
Only
Island
Languages
Languages
Languages
Linguistically
4,833
0
3,565
823
435
10
Isolated
3.2%
0.0%
2.4%
0.5%
0.3%
0.0%
Not
Linguistically
146,704
115,670
20,615
4,095
5,428
896
Isolated
96.8%
76.3%
13.6%
2.7%
3.6%
0.6%
151,537
115,670
24,180
4,918
5,863
906
Total
100.0%
1 76.3%
16.0%
3.2%
3.9%
0.6%
Source: U.S. Census Bureau, 2006-2010 American Community Survey, Household Language by Ability to Speak English for the
Population 14 Years and Older
PPP PCan - TxD0Tg-ttCe TT Program Page it
2.4 Age
The median age iuthe City was 3l.4years old in2Ol0; however, the largest age group was of school age (5Nl7
years ok1),followed bvpeople age 35io44years old (Table 2-4). This data suggests that many people that live
in Round Rock are families with school -aged children. When compared with Williamson County, there is a |cuucr
share of elderly population in Round Rock (defined as 65 years of age and older by the Census Buroau). Figures
2-6through Figure 2-8show where there are concentrations ofthe most common age groups.
Table 2-4 — 2010 Age Groups
Age Groups
City of Round Rock
Williamson County
Total Population
99,887
422,679
Under 5 years old
8,774
33,531
5 to 17
22,256
87,921
18 to 24
7,952
31,800
25 to 34
16,379
63,547
35 to 44
17,597
70,210
45 to 54
13,407
58,066
55 to 64
8,109
39,923
65 to 74
3,342
22,723
75 and older
2,071
14,958
Source: US Census Bureau, 2010 Census, Age by Sex
PPP Aan - 'J'xDOTTiMe _VI_ Program Page 12
Figure 2-6—Elderly Share of Total Population
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PPP Plan- I OT Title TI Program Page 13
I
2
2.5 Household Income
The median household income iuthe City was $68,952in2O)Oand well above the federal poverty guidelines
established hvthe OSDepartment ofHealth and Human Services (D88S); the 2O)2D8USpoverty guideline is
$23,050 for ufour-person household. However, there are some households that are low-income. As shown in
Table 2-5, there are 3,567 households (10.8 po/ronU in the City that earn uu income less than $25,000 per year.
Table 2-5-2810Household Income
Household Income
City of Round Rock
Williamson County
Total Households
33,145
142,110
Median Household Income
$68,952
$68,780
Less than $10,000
826
4,345
$10,000 to $14,999
659
3,722
$15,000 to $19,999
874
3,704
$20,000 to $24,999
1,208
4,674
$25,000 to $29,999
1,387
5,141
$30,000 to $34,999
1,419
5,928
$35,000 to $39,999
1,518
6,646
$40,000 to $44,999
1,646
6,771
$45,000 to $49,999
1,240
5,483
$50,000 to $59,999
3,224
13,538
$60,000 to $74,999
4,188
18,519
$75,000 to $99,999
5,319
24,152
$100,000 to $124,999
4,061
17,022
$125,000 to $149,999
1,912
8,651
$150,000 to $199,999
2,242
8,926
$200,000 and Greater
1,422
4,888
Source: i/SCensus Bureau, 2006-20|0American Community Survey, Median Household Income and Household Income
PPP P(an - T'xDoTTt't(e Ti- Program Page 16
W
2.5.1 Zero -Car Households
More than two-thirds of the households in Round Rock own two or more vehicles; however, there were 1, 100
households (3.3 percent ofthe total households) in2O|Othat did not own uvehicle (Table 2-6). Zero -car
households must rely on walking, bicycling, transit, orother transportation options to conduct their daily activities
outside the home. Figure 2-10 shows where there are zero -car households in Round Rock.
Table 2-6-2010Number nfVehicles ioHousehold
Number of Vehicles
City of Round Rock
Williamson County
Total Households
33,145
142,110
O -car Households
1,100
3,895
1 car Households
9,768
41,383
2 -car Households
16,741
69,534
3 -car Households
4,249
20,804
4 or more car Households
1,287
6,494
Source: D8Census Bureau, IO06'I0lOAmerican Community Survey, NumberofVchioleminHousehold
PPP Aan - T'xDOT'T-ttCe _VI Program Page 18
2
I
Chapter 3 Public Involvement Strategies, Procedures and Desired Outcomes
3.1 Findings from 2012 Interviews and Surveys
Surveys were conducted throughout the City between November and December 2012 to inform the drafting of
this PPP and the LEP Plans. Interviews and surveys were conducted with LEP populations and community
organizations which serve traditionally underserved populations such as low-income, minority, elderly and/or
LEP populations.
Findingsfrom Community Organization Surveys
• Allen R Baca Senior Center
• Faith in Action Senior Access
• Greater Austin Hispanic Chamber of Commerce
• Literacy Council of Williamson County
• Lone Star Circle of Care
• Round Rock Chamber of Commerce
• Round Rock Housing Authority
• Round Rock ISD
• Round Rock Library
• Round Rock Serving Center
• Texas Medical Transportation Program
• Williamson County and Cities Health District
• Williamson County Crisis Center (Hope Alliance)
V, r1fly _1V& YO f U V
they serve. Of the fourteen organizations, four returned completed surveys (Round Rock ISD, Round Rock
Library, Round Rock Serving Center, and Faith in Action Senior Access).
Mau=
1. What geographic area does your organization serve?
LW
North Austin and Hutto.
2. How many people does your organization provide services to?
'r =
3. Has the size of the population you serve increased, stayed the same, or decreased over the past five
years?
mmm��
PPP Aar - TxDoTVt[eV1 Program Page 20
4. What are the countries of origin from which your population has immigrated?
Mexico, Central, South America, Africa, Asia.
5. Does your population come from an urban or rural background?
Both urban and rural.
6. What are the languages spoken by the population you serve?
English, Spanish, Vietnamese, Chinese, Hindi, and Korean.
7. What is the age and gender of your population?
The responses varied based on the mission of the organization; all organizations serve both men and
women. Faith in Action serves clients over age 60; Round Rock ISD serves students ranging from 4 to 20
years of age, and their parents; and Round Rock Library and Round Rock Serving Center serves people of
all ages.
S. What is the education and literacy level of the population you serve?
All respondents serve people with all levels of education and literacy.
9. What is the best way to obtain input from the populations that your organization serves?
• Calling and doing phone surveys.
• Telephone and email.
• Onsite Q&A during operating hours or when clients are waiting for services 9:00 a.m.- 10:30 a.m.
• Through the local churches, food pantry, clothing closets, Williamson County Cities and Health
District offices, Sacred Heart Community Clinic, local grocery stores (La Michocana), and through
the parent centers that Parent/Community Specialists staff.
10. What is the best way to share information about City funded TxDOT projects?
• By mail.
• Social media and newspaper, for Spanish speakers — television.
• English and Spanish handouts, posters, flyers.
• Through local churches, food pantry, clothing closets, Williamson County Cities and Health District
offices, Sacred Heart Community Clinic, local grocery stores (La Michocana)
• Univsion radio, Telemundo, Univision TV station "Despierta Austin" program, El Mundo newspaper,
Ahora Si newspaper, and through the parent centers that Parent/Community Specialists staff.
11. Who would the population trust most in delivering language appropriate messages?
• Letters in utility bills.
• For Spanish speakers — news on Univision, etc.
• Someone with knowledge of the project and who can answer their questions in English and in
Spanish.
• People who can speak the language, local clergy, school staff, etc.
PPT Plan - 7xDO77%tte TT Program Page 21
3.1.2 Survey Conclusions
The survey responses indicate several general themes about the population that lives in Round Rock:
• The population that makes use of the social services in Round Rock is growing.
• Of the minority and/or LEP population in Round Rock, most descend from a Spanish-speaking countries,
followed by Asia (Vietnam, China and Korea), and from locations where Hindi and Arabic are spoken.
There are a variety of ways to communicate to the general public including mail, social media, television,
radio, newspapers, via the utility bill, and in-person. LEP populations tend to prefer communications via
mass media outlets and in their language and/or in-person by an informed and/or trusted person, such as
someone from a community organization that can speak their language. Elderly populations tend to trust
notices that are provided in their utility bill.
3.2 Stakeholders that could assist with Future Public Involvement Activities
Community and civic organizations and businesses may be useful outlets to contact when planning and/or
implementing future public involvement activities. A list of community and civic organizations and businesses,
including contact information are listed in Table 3-1.
Table 3-1 — Community and Civic Organizations
Organization
Address
Phone Number
101 1 San Jacinto Street
CAMPO
PO Box 1088
(512) 974-9715
Austin, TX 78767
City of Round Rock —
301 W. Bagdad Avenue
Planning Department
Suite 210
(512) 218-5422
Round Rock, TX 78664
Greater Austin Asian Chamber of Commerce
3432 Greystone Drive, Suite 202Round
(512) 407-8240
Rock, TX 78664
Greater Austin Hispanic Chamber of
2800 N. 1-35 Frontage Road, #260
Commerce
Austin, TX 78704
(512) 476-7502
212 E. Main Street
Round Rock Chamber of Commerce
(512) 255-5805
Round Rock, TX 78664
African American Chamber of Commerce of
PO Box 2245
Williamson County
Cedar Park, TX 78630
(512) 426-4911
Round Rock Housing Authority
1505 Lance Lane
(512) 255-1336
Round Rock, TX 78664
Williamson County and Cities Health District
211 Commerce Boulevard
(512) 943-3600
Round Rock, TX 78664
Williamson County HUD
710 Main Street
(512) 943-3757
Georgetown, TX 78626
1099 E. Main Street
Round Rock Area Serving Center
(512) 244-2431
Round Rock, TX 78664
Lone Star Circle of Care
3950 N. AW Grimes Boulevard
1-877-800-5722
Round Rock, TX 78664
PPP Aan - 7xD077itte VI Program Page 22
Organization
Address
Phone Number
575 Round Rock West
Workforce Solutions of Williamson County
Building H
(512) 244-2207
Round Rock, TX 78681
Women, Infant and Children
211 Commerce Cove
(512) 248-3254
(Round Rock Health Clinic)
Round Rock, TX 78664
Round Rock ISD - Home Language Surveys &
1311 Round Rock Road
Platicas Program
Round Rock, TX 78664
(512) 428-7984
2411 Williams Drive
Literacy Council of Williamson County
Suite 1
(512) 869-0497
Georgetown, TX 78628
2498 E. Palm Valley Boulevard
Faith in Action Senior Access
Round Rock, TX 78665
(512) 255-3100
Texas Medical Transportation Program
701 W. 51 st Street
(Texas Health and Human Services
MC W206
(512) 706-4977
Commission)
Austin, Texas 78751
301 W. Bagdad Avenue
Allen R. Baca Senior Center
Building 2
(512) 218-5499
Round Rock, TX 78664
Round Rock Library
216 E. Main Street
(512) 218-7010
Round Rock, TX 78664
Juarez Mexican Bakery
1701 S. Mays Street
(512) 255-6262
Round Rock, TX 78664
La Michoacana Mexican Meat Market
1050 S. Mays StreetRound
(512) 238-1020
Rock, TX 78664
1 University Station A6220
University Leadership Initiative
SOC # 306
(512) 703-0228
Austin, TX 78705
Ahora Si
305 S. Congress Avenue
(512) 445-3637
Austin, TX 78704
Williamson County Crisis Center
211 Commerce Boulevard
(Hope Alliance)
Suite 103
(512) 255-1212
Round Rock, TX 78664
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3.3 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.
3.3.1 Print Media
The City uses several forms of print media:
• NewsFlash is an 8 % x I I front/back color publication that is sent with the monthly utility bills. City
surveys have shown that this publication is the most effective means of communication the City uses. Its
circulation is approximately 30,000 utility customers and 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 could be translated into Spanish and could be interpreted into
other languages, upon request.
• Door Hangers contain similar content and serve the same purpose as fliers. They are distributed by hand
to potentially affected stakeholders to share project -specific information about project work in the
surrounding area.
• Formal Letters are produced on standard City letterhead and mailed; they are used to communicate with
specific individuals and/or businesses and they serve primarily as project notification and/or
correspondence.
3.3.2 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
NewsFlash, 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, City Council
meeting minutes can be linked to the newsletter and widgets can be used on other websites to improve
access to project information, which can be tailored to be location -specific. There are approximately
3,000 subscribers to the e -newsletter. This media is used to provide communication about planned events
and/or to provide timely project updates.
• 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. Press releases are
emailed to several media outlets (Print: Round Rock Leader, Austin American Statesman and Community
Impact; TV/Radio: KVUE, KLBJ, 1370AM; Austin Media Council; Flick Report) and are included on the
City's website.
• News Items are generally generated on the City's website in response to a press release however a news
item can be created without a press release, such as when project information is updated on the City's
PPP PCan - TxDoT Tit(e TT Program Page 24
• website and/or via social media. News items serve the same purpose as press releases but do not require
distribution to outside media outlets.
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.
As of January 2013, the City has almost 4,500 followers of Facebook and Twitter.
Flickr is an image and video hosting website that can be used in conjunction with other social media
websites and with the City's website. Flickr is used to share photos and/or videos of project progress.
3.3.3 Public Meetings
The City employs several different types of public meetings based on the communication needs:
President's Roundtables are conducted on an "as needed" basis and involve a meeting with City staff and
the presidents and residents of home -owner associations in the City. The general format includes a
presentation conducted by City staff followed by an open question and answer forum. These meetings
generally occur after working hours and are conducted to provide location -specific information related to
a specific project. The City generally holds three to four President's Roundtables per year.
• Mayor's Quarterly Report is a quarterly meeting conducted by the Mayor of Round Rock which is geared
towards communication with community business owners. These meetings are held in the City Council
Chambers during working hours and are taped for public record. This meeting format is used primarily
for high level projects.
• Neighborhood Meetings are less formal than public meetings; they generally involve a discussion
between City staff and community members about specific concerns, related to projects which directly
impact them. The function of a neighborhood meeting is to provide information 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, terminating and/or changing.
The City also uses a public involvement strategy called "Systematic Development of informed Consent" which
was developed by Hans and Annemarie Bleiker from the Institute for Participatory Management & Planning
(wkx .ipnp.com). This method uses a "Citizen Participation Needs Assessment" worksheet to identify and
describe stakeholder concerns about a project and to evaluate their needs.
PPP PCan - 7XD077itCe 'VI Program Page 25
3.4 Recommended Public Involvement Strategies, Procedures and Desired Outcomes
Based on the demographic characteristics of the City, feedback from surveys, and the public involvement
strategies currently being implemented, below are some recommendations to enhance the current public
involvement approach:
There are a variety of ways to communicate these messages to the general public including mail, social media,
television, radio, newspapers, via the utility bill, and in-person. LEP populations tend to prefer communications
via mass media outlets that are in their language and/or in-person by an informed and/or trusted person, such as
someone from a community organization that can speak their language. Elderly populations tend to trust notices
that are provided in their utility bill.
In addition to these strategies, local venues can be utilized to communicate these messages. Each interaction
should be targeted as specifically as possible to the needs of the audience— meetings with neighborhood groups,
religious congregations, and various other community organizations. City staff could offer to speak at outreach
events held by community organizations. These smaller venues provide additional opportunities for meaningful
exchange of information and opinion.
Translate Outreach Materials
A Spanish interpreter should 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 signs clearly
posted to let participants know that this service is available. Meeting materials (including exhibits, agendas,
comment cards, handouts, presentations, pocket cards, postcards, newsletters, etc.) could 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.
Close the Loon
It's 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 and/or resulting. 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.
3.5 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. This process starts with the collection of demographic data, including languages spoken in the
project area, but includes other considerations.
3.5.1 Translation and Interpretive Services
The City has worked with community-based organizations to identify the specific language services that
community member may expect to be provided (see the LEP Plan). Based on the findings in the LEP Plan,
Spanish is the predominant language spoken by persons with LEP in Round Rock. The following are some
recommendations; see the LEP Plan for a more robust discussion of LEP considerations and strategies.
PPP Plan - TxD077itle TT Program Page 26
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.
3.5.2 Identify and Engage a Trusted and Well-known Community Member or Organization
Best management practices, as described in guidance and by professional public involvement organizations,
suggest that coordination with a trusted community member or organization can improve the communication
strategy. These people can help gain insight into the interests, concerns, and desires of the community; help share
project information in the community (word of mouth by a trusted community member may result in better
understanding and may engender trust); and may be able to present information at meetings and/or serve as
facilitators.
The following are some sample questions that could be asked of a trusted community member and/or organization
to start the learning process:
• What do you know about the project?
• Do you think there is a lot of interest in this project within your community?
• How important is this project to the local community?
• What are the community's thoughts about this project?
• What is the primary way you get information about local issues? (Family and friends, a certain
newspaper, web site, a gathering spot, etc.)
• What are the most effective ways to reach out to and engage your community? (Public meetings, events,
newsletters, etc.?)
• In your experience, what public meeting formats have been most effective in reaching your community?
Is there a better way of reaching them than public meetings? Is there a community expectation that the
meetings be held in a particular language?
• Can you suggest a good location to hold a community meeting about this project (name and contact)? Are
there any days of the week or times you think work better than others?
• Does your neighborhood/association hold regular meetings that the project team could attend? Or are
there specific community events that would present opportunity for the project team to engage the
community?
• Is there a neighborhood/association list -service or on-line forum through which we can provide
information about opportunities to stay informed and provide feedback? Does your
group/association/community have a newsletter?
PPP Plan - 7xDOT Titfe _VI Program. Page 27
• What can we learn from any earlier efforts to involve this community (lessons learned, what worked?
What could have gone better?)
• Who else should be involved (names and contacts)?
• Can you recommend someone who is well known and trusted in the community to help distribute project
information, gather feedback and act as project liaison?
3.5.3 Other Outreach Strategies
Below is a menu of other strategies the City could use to help get the word out to minority, low-income, and/or
LEP populations.
• Coordinate with elementary schools in the project area to send home translated information about the
project, including project events to parents who may not read or speak English.
• Tailor neighborhood meeting format and content to unique minority, low-income and/or LEP
communities based on demographic information and input from stakeholder interviews.
• Identify meeting locations based on input sought from the community stakeholder interviews; locations
should feel safe to congregate and visit, have a family atmosphere and be convenient to transit. These
could be a community center, a church, a store, etc.
• Go door-to-door to share information (using bilingual team members), leave translated information
behind (maybe door hangers) about the project and/or invite residents/merchants to events.
• Develop a phone tree to let members of the community know about an open house/neighborhood meeting.
Interpreters (trusted and well-known in the community) should personally contact community leaders,
business owners and operators, friends and relatives to extend invitations to attend an event. These
individuals would then call others, who then call others. Using this approach, everyone receives a
personal invitation.
• Set-up a project map display with bilingual team members. Limit the amount of text used on these
displays and instead use photos of landmarks to help community members orient themselves.
• While the use of innovative on-line media can be very effective in distributing information, using the
simplest modes of online communication may reach the broadest audience and ensure that those with
limited access to the internet are reached. Simple modes of communication could include email to provide
information and receive comments and using a simple website that maximizes hits on search engines.
• Identify radio/television stations that have a strong following in your targeted communities. Develop
PSAs in selected languages and provide them to these stations. In addition, try to get on a popular
radio/television show on these stations to discuss the project.
• 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 a person with a wheelchair
would be able to fully participate in all activities.
PPP Plan - TxDoT Title Ti Program Page 28
3.5.4 Be Aware wyCultural Differences and Similarities
It should be noted different minority groups may possess physical or cultural similarities as well as differences. It
iaalso common tofind cultural variations among the same minority group. The list below describes some
considerations; however, itshould bc understood there are always exceptions iucultural characterizations:
w Role of religion in life perspectives
* Using places ofworship uaumeeting ude—suoxetimeadhcyur good locations and sometimes they are
considered uuinappropriate place hconduct business
* Male/female m\ca in decision-making
m Role ofolder people within the community and in
m Body space and proximity
* Body gestures such uy pointingand handshakes
• Passive listeners —muy respond best to verbal communication
* Emphasis oufamily/cultural umdvuudVnueihcroeaa
m Sentiments towards U8government programs
m Emphasis ousharing and the common versus emphasis onindividualism
3.5.5 Public Involvement Resources
Public involvement activities should be tailored to the intent ofthe message and who the City is tryingto reach
with their communications. For example, the techniques used ioeducate the public about uprogram orpolicy
would be different from the techniques used toestablish informed consent uuupolicy issue. The pcauumea listed
below offer uwide variety ofpublic involvement techniques, meeting formats, and ideas the City can use when
tailoring their message.
m Community Builders Library:
m People and :
PPP Ptan - TxDOTTitteVT Program Page 2,C)
Chapter 4 Plan Re-evaluation and Revisions Policy
Evaluation can help track outreach efforts, discover dissemination problems early, and find out whether
communication strategies have impacted communications and/or relations with local communities. The results
can help improve future efforts.
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.
4.1 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?
4.2 Obtain Feedback from Community Organizations
The City should contact the following community organizations to ask if they would be willing to conduct a
follow-up survey:
• Allen R Baca Senior Center
• Faith in Action Senior Access (completed survey in 2012)
• Greater Austin Hispanic Chamber of Commerce
• Literacy Council of Williamson County
• Lone Star Circle of Care
• Round Rock Chamber of Commerce
• Round Rock Housing Authority
• Round Rock ISD (completed survey in 2012)
• Round Rock Library (completed survey in 2012)
• Round Rock Serving Center (completed survey in 2012)
• Texas Medical Transportation Program
• Williamson County and Cities Health District
• Williamson County Crisis Center (Hope Alliance)
• Workforce Solutions
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, to receive 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.
TPP Aan - 7xD0TTttte VI Program Page 30
4.3 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?
4.4 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.
PPP Plan - 1"xD01'1itle 11 Program Page 31