Contract - Texas Department of Transportation - 4/14/2016 (2):K TEXAS
Cay ofRouncLRock.
Twor
Tale/VI Progravw
March 18, 2016
Table of Contents
Section #
Section Title
Page #
1
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
I5
6
Limited English Proficiency
15
7
Public Participation Plan
15
8
Bid & Proposal Documents and Contracts
15
Attachments
A
Complaint Forms
B
Limited English Proficiency Document
C
Public Participation Plan Document
NOTE: If you need this information in another language please call (512) 671-2869.
City of Round Rock 7iMe 'VI Program-7XD07
1. Non-discrimination Policy Statement
Non-discrimination Policy Statement
391MEzz=
The City of Round Rock, Texas is responsible for implementing roadway projects, some of which are
funded in part with federal financial assistance awarded by the U.S. Department of Transportation and
the Federal Highway Administration.
The City of Round Rock affirms that no person shall 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--')) be excluded from participation in, be denied the benefits of, or
otherwise be subjected to discrimination under any prograrn or activity conducted byr the City regardless
of whether these projects and activities are federally funded or not.
k4
Laurie Hadley, Uty Manager.'/
City of Round Rock
Date
City of RDundRDck 7-ttle -VI Prqgram-7xDO7' 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:
Statutory/Regulatory Authorities
• Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), (prohibits
discrimination on the basis of race, color, national origin);
• 49 C.F.R. Part 21 (entitled Nondiscrimination In Federally -Assisted Programs of the Department
of Transportation -Effectuation of Title VI of The Civil Rights Act of 1964);
• 28 C.F.R. section 50.3 (U.S. Department of Justice Guidelines for Enforcement of Title VI of the
Civil Rights Act of 1964);
The preceding statutory and regulatory cites hereinafter are referred to as the "Acts" and "Regulations,"
respectively.
General Assurances
In accordance with the Acts, the Regulations, and other pertinent directives, circulars, policy,
memoranda, and/or guidance, the Recipient hereby gives assurance that it will promptly take any
measures necessary to ensure that:
"No person in the United States shall, on the grounds of race, color, or national origin, be excluded
from participation in, be denied the benefits of, or be otherwise subjected to discrimination under
any program or activity, "for which the Recipient receives Federal financial assistance from DOT,
including the Federal Highway Administration.
The Civil Rights Restoration Act of 1987 clarified the original intent of Congress, with respect to Title
VI and other Nondiscrimination requirements (The Age Discrimination Act of 1975, and Section 504 of
the Rehabilitation Act of 1973), by restoring the broad, institutional -wide scope and coverage of these
nondiscrimination statutes and requirements to include all programs and activities of the Recipient, so
long as any portion of the program is Federally -assisted.
City of Round Rock 7itte 1/I Program-7xDO7' Page 4
Specific Assurances
Morespecifically, and without limiting theabove general Assurance, the Recipient agrees with and
Ives the following Assurances with respect to itsfederally-assisted Department of Transportation
programs:
requirements1. 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
!! '1 by, or pursuant to the Acts 1 the Regulations.
2. The Recipient will insert the following notification in all solicitations for bids, Requests for
Proposals for work, or material subject to the Acts and the Regulations made in connection with all
Department of Transportation programs and, in adapted form, in all proposals for negotiated
agreements regardless of fundingsource:
"The City of Round Rock,accordance with the provisions I the Civil Rightso
96 , 7w Stat. �;lll/ to lllt and the Regulations, herebyv / b/de
r /` r I I ac��/ I, / I r /I;.disadvantaged business enterprises will be affordedfull andfair opportunity to submit bids inresponse to this invitation and will not be discriminated against on the grounds of race, color, ornational origin in considerationfor 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.
5. That where ., Recipient receives _ 1 ' to constructor part ! I
facility, the Assurance will extend to the entire facility and facilities operated in connection
6. That where the Recipient receives Federal financial assistance in the form, or for the acquisition
real property or an interest in real property, the Assurance will extend to rights to space on, over,11,
under such property. N
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 f! I• Recipient parties:
a. for the subsequent transfer of real property acquired or improved under the applicable activity,
project, or program; and
I for the ! or of, or access to, space on, over, or #' property 1 or
8. That this Assurance obligates the Recipient for the period during which federal financial assistance
is extended to the program, except where the Federal financial assistance is to provide, or is in the
form of, personal property, or real property, or interest therein, or structures or improvements
thereon, in which case the Assurance obligates the Recipient, or any transferee for the longer of ths
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
#" 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 thi
Secretary of Transportation or the official to whom he/she delegates specific authority to give
reasonable other recipients,sub-recipients, sub -grantees, 1 1
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, # this Assurance.
1. 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.
complaintBy 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
a,Vlicable orovi * - . n - 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
•ns conducted by the DOT. ♦ # records,itsubmit the
material for review upon request to DOT, or its designee in a timely, complete, and accurate way.
Additionall ou must coMplip with all other re rtine, data collection. and evaluation re�s-uirements. 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, s - nts, contractors, subcontractors and their subcontractors', transferees,
successors in interest, and any other participants in all Department of Transportation programs. The
person(s) signing elo is authorized to sin this ASSURANCE on behalf of the Recipient.
Date
City of RoundRock TitteVI ogres -7''x 7° Page 6
APPENDIX A
During the performance of this contract, the contractor, for itself, its assignees, and successors in intere
(hereinafter referred to as the "contractor") agrees as follows: i
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 contractor's obligations
under this contract and the Acts and the Regulations relative to Nondiscrimination on the grounds of
race, color, or national origin.
4. Information and Reports: The contractor will provide all information and reports required by the
Acts, the Regulations, and directives issued pursuant thereto and will permit access to its books,
records, accounts, other sources of information, and its facilities as may be determined by the
Recipient or the Federal Highway Administration to be pertinent to ascertain compliance with
such Acts, Regulations, and instructions. Where any information required of a contractor is in the
exclusive possession of another who fails or refuses to furnish the information, the contractor will so
certify to the Recipient or the Federal Highway Administration, as appropriate, and will set forth
what efforts it has made toobtain the information.
5. Sanctions for Noncompliance: In the event of a contractor's noncompliance with the
Nondiscrimination provisions of this contract, the Recipient will impose such contract sanctions as it
or the Federal Highway Administration may determine to be appropriate, including, but not
limited to:
a. withholding payments to the contractor under the contract until the contractor complies; and/or
b. cancelling, terminating, or suspending a contract, in whole or in part.
City of RvundRock Ttitfe'VI Program-TxDOT Pqge 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,
afrvi�ar'Ab; (ir
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 2 1, Nondiscrimination in Federally -assisted
programs of the U.S. Department of Transportation pertaining to and effectuating the provisions of Title
VI of the Civil Rights Act of 1964 (78 Stat. 252; 42 U.S.C. § 2000d to 2000d-4), does hereby remise,
release, quitclaim and convey unto the City of Round Rock all the right, title and interest of the U.S.
Department of Transportation in and to said lands described in Exhibit A attached hereto and made a
part hereof.
(HABENDUM CLAUSE)
W110"T"W"111- W110413M, r, 1`11111111:1r P1111111
for a purpose for which Federal financial assistance is extended or for another purpose involving the
provision of similar services or benefits and will be binding on the City of Round Rock, its successors
and assigns.
The City of Round Rock, in consideration of the conveyance of said lands and interests in lands, does
hereby covenant and agree as a covenant running with the land for itself, its successors and assigns, that
(1) no person will on the grounds of race, color, national origin, sex, age or disability, be excluded from
participation in, be denied the benefits of, or be otherwise subjected to discrimination with regard to any
facility located wholly or in part on, over, or under such lands hereby conveyed and (2) that the City of
Round Rock will use the lands and interests in lands and interests in lands so conveyed, in compliance
with all requirements imposed by or pursuant to Title 49, Code of Federal Regulations, U.S. Department
of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally -assisted
programs of the U.S. Department of Transportation, Effectuation of Title VI of the Civil Rights Act of
1964, and as said Regulations and Acts may be amended
ciaLse anu reia anglagr, to oe TseEPIM37in I-MaTse is
necessary in order to make clear the purpose of Title V1.)
city of RoundRock 71itteVI Program-TxD01' Page 9
Appendix C
Clauses for Transfer of Real Property
Acquired or Improved under the Activity, Facility or Program
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
U14LIUL1011S kas InaJ, ut; alnunum) RLMI Mar no person on Me gFIFTnus oT rucc, U0,
or national origin, will be excluded from participation in, denied the benefits of, or be otherwise
subjected to discrimination in the use of said facilities.
B. With respect to licenses, leases, permits, etc., in the event of breach of any of the above
Nondiscrimination covenants, it of Round Rock will have the right to terminate the (lease,
license, permit, etc.) and to enter, re-enter, and repossess said lands and facilities thereon, and hold
the same as if the (lease, license, permit, etc.) had never been made or issued.*
C. With respect to a deed, in the event of breach of any of the above Nondiscrimination covenants, t
City of Round Rock will have the right to enter or re-enter the lands and facilities thereon, and th
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.* I
(*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 VI.)
City of RoundRock Title -VI Program-TxDOT Page io
APPENDIX D
Clauses for Construction/Use/Access to Real Property
Acquired under the Activity, Facility or Program
Mi It.] VIS a I I I rel 3=41M a all 11 IS 0 MIN 01 1 1 011A 1.1 M I MMM WA
A. The (grantee, licensee, permittee, etc., as appropriate) for himself/herself, hisiher heirs, personal
representatives, successors in interest, and assigns, as a part of the consideration hereof, does hereby
covenant and agree (in the case of deeds and leases add, "as a covenant running with the land") that
(1) no person on the ground of race, color, or national origin, will be excluded from participation in,
denied the benefits of, or be otherwise subjected to discrimination in the use of said facilities, (2)
that in the construction of any improvements on, over, or under such land, and the furnishing of
services thereon, no person on the ground of race, color, or national origin, will be excluded from
participation in, denied the benefits of, or otherwise be subjected to discrimination, (3) that the
(grantee, licensee, lessee, permittee, etc.) will use the premises in compliance with all other
requirements imposed by or pursuant to the Acts and Regulations, as amended, set forth in this
Assurance.
B. With respect to (licenses, leases, permits, etc.), in the event of breach of any of the above
Nondiscrimination covenants, City of Round Rock will have the right to terminate the (license,
permit, etc., as appropriate) and to enter or re-enter and repossess said land and the facilities thereon,
and hold the same as if said (license, permit, etc., as appropriate) had never been made or issued.*
C. With respect to deeds, in the event of breach of any of the above Nondiscrimination covenants, City
of Round Rock will there upon revert to and vest in and become the absolute property of City of
Round Rock and its assigns.*
(*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 RoundRock glitCe 'V1 Program-TxDo�r Page ii
APPENDIX E
luring Me per L it F con]
(hereinafter referred to as the "contractor") agrees to comply with the following nondiscrimination
statutes and authorities; including but not limited to:
Pertinent Nondiscrimination Authorities:
• Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), (prohibits
discrimination on the basis of race, color, national origin); and 49 CFR Part 2 1.
• The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42
U.S.C. § 4601), (prohibits unfair treatment of persons displaced or whose property has been
acquired because of Federal or Federal -aid programs and projects);
• Federal -Aid Highway Act of 1973, (23 U.S.C. § 324 et seq.), (prohibits discrimination on the
basis of
city of RoundRocfe'ritteW Program-7'xDOq' 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 bid
documents, contracts and contractor's sub -contracts.
City
Manager
Title VI
Coordinator
City of RoundRock Tittle 'VI Program-I'kDOff Page 13
4. Filing a Title VI Complaint with the Federal Transit Administration or City
Any person vrho helieves the} have been discriminated against on the grounds of race. color. national
origin. sex. age. disability or religion (where the primary ohjective of the financial assistance is to
provide employment per 42 U.S.C. § 200d-3)
The City's procedure for filing and reviewing Title V1 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 l 1 "' 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 tiling a complaint can also be found on the City's website,
www.roundrocktexas. ov/departments/title-vi-program-txdot-protects
City of Round Rock TiMe -VI Program-TxDOT Page 14
5. List of Title VI Investigations, Complaints and Lawsuits
The Cit} has not received nor been notified by TxDOT of any Title VI complaints.
6. Limited English Proficiency
7. Public Participation Plan
The Title VI Coordinator will ensure the required clauses, under Section 2 of this document, are
included in the bid and proposal documents for each project that is funded, in part, by U.S. Department
of Transportation and the Federal Highway Administration. The Title VI Coordinator will review the
documentation before being released to the public.
Upon receipt of bids and proposals the Title VI Coordinator will review them for inclusion of required
disclosures, such as Lobbying and Debarment. After contractor or consultant selection is made. the Title
VI Coordinator, will review the contract documents to ensure inclusion of the required clauses. In
addition, any sub -contracts of the contractor or consultant will be reviewed to ensure the required
clauses are included.
City of Round Rock 7'itfe VI Program-`-xDO`I' Page 15
City of Round Rock Title VI Program-TxDO9'
ROUND ROCK T E 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
o Color Ei Gender E] 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.
El Texas Department of Transportation
El U.S. Department of Transportation
El Federal Highway Administration
El Federal Transit Administration
El Office of Federal Contract Compliance Programs
El U.S. Equal Employment Opportunity Commission
El U.S. Department of Justice
0 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 M
Processed by: Date Referred:
Referred to: 0 TxIDOT El USDOT 0 FHWA 0 FTA 0 OFCCP 0 US EEOC
0 USDOJ 0 Other
ROUND ROCK I El
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
Teldfono
Tel6fono Alternativo
Correo Electr6nico
Please indicate the basis of your complaint:
Ei Raza F -I Edad- E] Origen Nacional
Ei Color 1:1 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 mSs reciente de la presunta discriminaci6n.
zC6mo se discrimin6 contra usted? Describa la 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 prohlbe intimidaci6n o represalias contra cualquier persona ya sea por tomer acci6n o por participar en la toma
de acci6n para asegurar los derechos protegidos por estas leyes. 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):
Nombre de personas (testigos, compaheros de trabajo, supervisors u otros) a quienes podamos contactar para
obtener informaci6n adicional para respalclar o aclarar su queja: (Adjunte hojas adicionales de ser necesario).
Nombre Direcci6n Teldphono
1 .
2.
3.
4.
LAIguna vez ha presentaclo, o tiene la intenci6n de presentar, 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 toclas las que apliquen.
El Texas Department of Transportation
El U.S. Department of Transportation
El Federal Highway Administration
El Federal Transit Administration
El Office of Federal Contract Compliance Programs
El U.S. Equal Employment Opportunity Commission
El U.S. Department of Justice
El Other
Ll-la hablado sobre la queja con algOn representante de [a cuidad Round Rock? De ser as[, 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 est6 usted buscando por la presunta discriminaci6n.
Favor de proporcionar cualquier informaci6n adicional y/o fotograflas, si son pertinentes, que usted crea ayuclaran en
la investigaci6n.
No podemos aceptar una queja sin firma. Favor de incluir su firma y la fecha a continuaci6n:
Firma del Demandante Fecha
FOR OFFICE USE ONLY
Date Complaint Received: Case #:
Processed by: Date Referred:
Referred to: 0 TxDOT 0 USDOT El FHWA 0 FTA 0 OFCCP 0 US EEOC
0 USDOJ 0 Other
_ External Discrimination Complaint•
Form 2193 Mail the signed form to Texas Department of Transportation, Office of Civil Rights,
9f
Page 1 2
of Z 125 East 11th Street, Austin, Texas 78701 or fax to 512/416-4751.
Page 1
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
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
E] Federal Highway Administration
Federal Transit Administration
Office of Federal Contract Compliance Programs
U.S. Equal Employment Opportunity Commission
E] U.S. Department of Justice
E]Other
Have you discussed the complaint with any TxDOT representative? If yes, provide the name, position, and date Of
discussion.
Briefly explain what remedy, ora ion,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.
ComplainanCs Signature Date
:77' 777 _=77777
tj
-It'70
T FTA
Forma Externa de Queja Discriminacion
°'"
2193-
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 5121416-4751.
Page 1 of 2
Apellido
Nombre
Direccion
Ciudad
Estado
C6digo Postal
Telefono
Telefono Alternativo
Correo Electronico
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) accibn(es) discriminatoria(s). Favor de incluir la primera fecha de la presunta
discriminacion y la fecha mas reciente de la presunta discriminacion.
,Como se discriminb contra usted? Describa la naturaleza de la accion, decision o las circunstancias de la presunta
discriminacion. Explique, de la manera mas clara posible, que sucedio y porque cree usted que su estatus protegido
fue un factor en la discriminacion. Incluya como otras personas fueron tratadas de distinta manera que usted.
(Adjunte hojas adicionales de ser necesario).
La ley prohibe intimidacion o represalias contra cualquier persona ya sea por tomar accion o por participar en la
toma de accion para asegurar los derechos protegidos por estas leyes. Si usted siente que se han tornado
represalias en su contra, aparte de la presunta discriminacion mencionada anteriormente, favor de explicar las
circunstancias a continuacion. Explique la accion que usted tomo que cree sea la causa de la presunta represalia.
Nombre de los individuos responsables de la(s) accion(es) discriminatoria(s):
....................
Form 2193®s (Rev.09110)
Page 2 of 2
Nombre de personas(testigos, compaAeros 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).
Nom re Direcc!6n !Wphono
I
2.
3.
4.
GI una vez ha presentado, o tiene la intenci6n de presentar, una queja con respecto a esta situaci6n con
cualquiera de las organizaciones que se mencionan a continuaci6n?De ser as[,favor de proporcionar las fechas
en que se presentaron. Marque todas las que apliquen.
E]Departamento de Transporte de los EE.UU.
E]Administraci6n Federal de Carreteras de los EE.UU.
E]Administraci6n de Transporte Federal de los EE.UU.
E]Oficina de Programas de Cumplimiento de Contratos Federales de los EE.UU.
E] Comisi6n para la Igualdad de Oportunidades en el Empleo de los EE.UU.
[-]Tribunal Federal o Estatal de los EE.UU.
E]Otros
L hablado sobre la queja con algOn representante de TxDOT?De ser as[,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 est6 usted buscando par la presunta discriminaci6n.
Favor de proporcionar cualquier informaci6n adicional y/o fotograflas,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:
Firina del Dernandante Fecha
7--
;fir
V
ro
HWA
ATTACHMENT B
City of Round Rock Title TI Program-YxD07
ROUND ROCK TEXAS
TRANSPORTATION
r,Dor
Lm&e&FngU41vPro� flaw
Table of Contents
Chapter 1
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
LEP PCan - 7xDOTTitCe VI Program
Chapter 1 Introduction
As a recipient of federal funds from TxDOT, the City is subject to legal requirements to provide
language assistance to those that have Limited English Proficiency (LEP). Most individuals living in the
United States read, write, speak, and understand English; however, there are many individuals for whom
English is not their primary language. Individuals who do not speak English as their primary language
and who have a limited ability to read, write, speak, or understand English can be LEP. Language for
LEP individuals can be a barrier to accessing important benefits or services, understanding and
exercising important rights, complying with applicable responsibilities, or understanding other
information provided by federally funded programs and activities. Recipients of federal financial
assistance, such as the City, have an obligation to reduce language barriers that can preclude meaningful
access by LEP persons to important government services.
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 be excluded
from participation in, be denied the benefits of, or be otherwise subjected to discrimination on the
grounds of race, color, national origin, sex, age or disability, under any program or activity that receives
federal financial assistance. Title VI prohibits conduct that has a disproportionate effect on LEP persons
because such conduct constitutes discrimination on the basis of national origin. Title VI and its
implementing regulations require the City take responsible steps to ensure meaningful access to the
benefits, services, information and activities for individuals who have LEP. In certain circumstances,
failure to ensure LEP persons can effectively participate in or benefit from federally assisted programs
and activities may violate the prohibition under Title VI of the Civil Rights Act of 1964,
2000d, and Title VI regulations against national origin discrimination.
1.2 Executive Order 13166, "Improving Access to Services for Persons with Limited English
Proficiency (EO 13166)
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 recipients must take reasonable steps to ensure meaningful access to their programs and
activities by LEP persons.
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.
.CEP Plan 9'xDoTTtCe I 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
Handbookfor 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 Tx '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.
21.1 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 o
Round Rock, Texas in 2010; of which most (76.3 percent) speak English only and almost a quarter (23
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. I
CEP PCan - 7'xD09'TitteVT Trogram 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
S eaks
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
01
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
.%®
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%
.1%®
Other Indo-European
Languages
115
0.1%
48
67
0.9%
0.1%
Other Asian Lang!!a es.
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%1
0.0%
Laotian
26
0.0%
0
26
0.4%
0.0%
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
LanguagSs_...
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 - TxD09'TitteV1 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
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
Source: U.S. Census Bureau, 2006-2010 American Community Survey, Household Language by Ability
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, Burnet, 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
speakers.
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 German speakers
who speak English less than very well.
ZET Plan -'rxD0TTitteW Trogram 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
y Isolated
3.2%
0.0%
2.4%
0.5%
0.3%
0.0%
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
100-.0%
76.3%
16.0%,
3.2%
3.9%
Source: U.S. Census Bureau, 2006-2010 American Community Survey, Household Language by Ability
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, Burnet, 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
speakers.
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 German speakers
who speak English less than very well.
ZET Plan -'rxD0TTitteW Trogram 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%
18 years and over
12,185
300
255
85.2%
92.3%
91.1%
65 years and over
1,340
50
80
9.4%,
15.4%
28.6%
Educational Attainment for populat* n 18 years and over
Less than 91h grade
7,140
75
50
58.6%
25.0%
19.6%
9d'grade to 12dgrade, no diploma
1,970
75
20
16.2%
25.0%
7.8%
High school graduate or equivalent
1,670
105
105
13.7%
35.0%
41.2%
Some college, no degree
840
15
15
6.9%
5.0%
5.9%
Associate degree
85
15
10
1 0.7%
1 5.0%
3.9%
Educational Attainment for populat, n 18 years and over (continued)
Bachelor's degree
340
10
45
2.8%
3.3%
17.7%
Graduate degree or professional
140
0
10
degree
1.2%
0.0%
0
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%
2,445 40 0
1996 to March 2000
26.4% 13.3% 0.0%
Employment Status for population 18
years 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
415
0
3.4%
0.0%
®5
1.6%
Inarmed forces
15
0
0
1 0.1%
0.0%
0.0%
Not in labor force
5,425
1
110
75
44.5%
36.7%
29.4%
LEP P(an - 7xDO9'Tft[e'VT Trogre m Page 7
Occupation for Employed Civilians 18 vears and over
Management, professional, and
455
25
80
related occupations
7.0%
13.2%
47.1%
1,765
105
0
Service occupations
27.9%
55.3%
0.0%
Sales and office occupations
550
0
55
8.7%
0.0%
32.4%
Construction, extraction, and
1,930
0
30
maintenance occupations
30.5%
0.0%
17.7%
Fanning, 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
4,270
110
155
Total households
100.0%
100.0%
100.0%
With public assistance income
245
10
0
5.7%
9.1%
0.0%
No public assistance income
4,025
100
155
94.3%
90.9%
100.0%
Median household income
$27,873
$66,141
$41,131
in 1999
_Kqy!!�rStatus
3,495
95
105
Total families
100.0%
100.0%
100.0%
855
0
0
Families below poverty level
24.5%
0.0%
0.0%
2,640 95 105
At or above poverty level
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
Oc I
0 �
40.3%
40.9%,
54.8%
Source: U.S. Department of or, 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:
. The findings from the Round Rock ISD
survey are consistent with the findings from the 2006-2010 American Community Survey.
ICEP Plan - 7'xDO7'7'tt1e T1 Program Page 8
21.4 Findings from Interviews and Surveys with Community Organizations that Serve LEP
Persons
lim-M-1 1717%xml .. Tim. -1w # -1 naimyTtm i�
10',ecember 2012, with community organizations that serve LEP populations, transit users and LEP
M
3�- 1 MZA-Mffl���
• 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
Tfiese org;anizationsWere corf am: ne pt"ise o MIT ineir mp1T-cjv1rff=P
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?
0 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 Plan - Tx107'7-tt1e'V-T Program Page 9
• Round Rock Library - Increased
• Round Rock ServingCenter - increase 5 % 2007 to 2008, increased 19% 2008 to 2009,
increased % 2009 to 2010, increased 9% 2010 to 2011
• Round Rock ISD - Increases every year.
/ I- 1 111 . 1 # - # •..i ! .:. /. +;! r'.
Both urban and rural
6. What are the languages spoken y the population you serve?
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 - All
• 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: 8 percent
• 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.
Y. What is the education and literacy level of the population you serve?
over the place,1me high school,some post graduate, 1 ! doctors.
• 'All levels of education.
This ranges from high to low. The majority 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.
1. 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.
EP PCan - Tx ` 7-ttCe Program e i o
[1�0= _11 to _01 MAIM"MI"o
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
shopping areas (outlet mall, La Frontera, Walmart, HEB
1501111M
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 to of a wait once the ride is scheduled. Not enough routes on the schedule.
• Yes, all of them.
brY,7 IF n s anu TaTe e pop 1-mmuff—MT-71epenaing on ine age or tenaer
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.
0 If an individual is disabled their needs change.
• 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.
-----
CEP Plan - 7xDO7'Title 'a Program Pa e ii
15. What is the best way to share information about public transportation services and/or changes
service? i
• By Mail
• 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.
[6. Who would the population trust most in delivering language appropriate messages?
0 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.
-R—eci-p =en ssnouia assess, as accurately aspossi tnejrequencyw Tney nave or-sn-oMa nave
contact with LEP individualsfrom different language groups seeking assistance, as the morefrequent
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 LEPpersons daily. "
.CEP P(an - 9'xD07'TiMe _V1 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
1 19 calls
1 5 minutes
Span
sh
November 2012
1 15 calls
1 4.5 minutes
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 recipient's level of resources and the costs imposed may have an impact on the nature of the stens 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 - TxDO77itCe VI Program Page 13
P"#W,#7,rrt mgm-g IC7,"- -1.1- L VM60-7sm-n-Tic-c-serl ices cj-rron
additional measures that would help in providing assistance to LEP persons.
24.1 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 - lac DO9TitCe TI Program Page 14
Chapter 3 LEP Implementation Plan
The it has developed animplementation plan to address the needs of the LEP population. This plan
includes five elements: 1) identifying LEP individuals who need language assistance; 2) providing
language assistance measures; 3) training staff, 4) providing notice to LEP persons; and 5) monitoring
and updating the plan (see Chapter 4).
3.1 Identification of LEP Individuals Who Need Language Assistance
This section of the LEP Implementation Plan overlaps to a great extent with Factor One and Factor Two
in the four -factor analysis (see Chapter 2).
apprulimateYrSr, OAF* peopie, age irl e an M I I y rIF7=f
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)
! r- St.
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:
. The findings from the Round Rock ISD
survey are consistent with the findings from the 2006-2010 American Community Survey.
The findings from surveys completed by community organizations 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.
Vpfffgffy)�-�I* 41ii ylvxww4vt 2��
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
communicating due to a language barrier:
rw r =L1—scrMli -7,-1 0 Aqx low
I 1nm 1 tY4 n c
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
LEP Plan - TxDOT7-ttle -VI Program Page 15
There• 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.
this ! available f- download 1 i
The City does not have formal policies for interpreters and translators, however Language Line Servic
does have such polices. Below , summary of polices.
Every Language Line Services linguist is a full-time professional. All of their translators, copy -editors,
and proofreaders are also nativespeakers. o e 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
embers of the American Translators Association; all must have at least five years of translation
�
resulting,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
matter comprehension, 1 accuracy of technical terminology,1 of ! ! +
writing style, possible ! 1 possible omissions. prospective lin
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 !' escalating them 1 copyeditor and eventually translator.
3.3 Staff Training Programs
This section describes the training that is conducted to ensure that appropriate staff embers know
about LEP policies and procedures and are ready to provide assistance. The DOT guidance advises that:
Staff• knows about LEP policies / / /,,/ ./
having• Staff contact
' public (or thoseI recipient's custody)trained to work
Recipients may want to include this training as part of the orientationfor new employees. Recipients
haveflexibility in deciding the manner in which the training is provided, and the more ftequent the
contact with LEP persons, the greater the need will befor in-depth training. However, management
.CEP Plan - 9'xD0TVt(e 'Vi Program Page 16
the plan so they can reinforce its importance and ensure its implementation by staff. " (DOT LE
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 sothey can
reinforce its importance and ensure its implementation to staff.
• 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."
• http://www.le . oy/video/video.htryj
• 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?
• Language Line Services — City staff are able to access interpretation services, via the
phone or email, for more than 1701 es. is service facilitates a clear, three-
way conversation between the citizen, the staff member and an interpreter.
• 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
3y�.LE�P.ov.
LEP Plan - 7'xD09Ttt(eV1 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 PCan - TxD0??itCe 'VI Program Page i8
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 addition, recipients should consider whether changes in demographics, types ofservices, or other
needs require annual reevaluation of their LEP plan. Lessftequent reevaluation may be more
ippropriate where demographics, services, and needs are more static. One good way to evaluate th:Y
LEP plan is to seekfeedbackftom the community.
In their reviews, recipients may want to consider assessing changes
• Current LEP populations in the service area or population affected or encountered.
• Frequency of encounters with LEP language groups.
• Nature and importance of activities to LEP persons.
• Availability of resources, including technological advances and sources of additional
resources, and the costs imposed
• Whether existing assistance is meeting the needs of LEP persons.
• Whether staff knows and understands the LEP plan and how to implement
• Whether identified sourcesfor 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 Sectil
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
conduct a follow-up survey:
• Faith in Action Senior Access (completed survey in 2012)
• Greater Austin Hispanic Chamber of Commerce
IEP Plan - 9'xD07'9-tt[eV1 Program Page ig
Literacy ♦ ♦ Williamson County
Lovv-EAArCin4c-&K-wv--
• 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
femographics of the LEP population in their service area, to receive input on whether the language
9-ssistance measures currently in place and efforts to inform the LEP community of the availability of
language assistance are working, ♦ to ♦ to inform the LEP community ♦ new ♦ ♦w.
language assistance. The questions posed to these organizations could be modeled after those from the
P-012 survey:
4.3 Make Modifications to LEP Plan as Necessary
Based on the feedback received from the internal monitoring and feedback from community
organizations, the City would likely need to make incremental changes to the type of written and oral
language assistance measures provided as well as staff training and community outreach programs. The
cost and effectiveness of language assistance measures should be considered during this process.
Depending on the results of the internal monitoring and feedback from community organizations, the
City may choose to disseminate more widely those language assistance measures that are particularly
effective or modify or eliminate those measures that have not been effective.
I
IEP Plan - 7xDO7'9-it(e 'V -T Program Page20
• �
Maps Depicting LEP populations by Language and Linguistic Isolation
(Figures A-1 through A-5)
LEP PCan - ` xDO` Title T1 Program Page 21
Figure -1 — City of Round R oclk Limited English Proficiency — Spanish Speakers
kers
LEP PCan - 7xDO77ctfe -VI Program Page 22
Figure A-2 — City of Round Rock Lionited English Proficiency Vietnamese Speakers
AREA LOCATOR
Geor. et
LEP POPULATION
oo,
40
LEP Plan - TxD0T7'ttCe 'VI Program Page 23
Figure A-3 —City of Round Rock I.Ainited English Proficieincy -.. Korean Speakers
,CEP P(an - TxDOTVttIeVI Program Page 24
Figuire A4 . City of Round Rock I.Awnited English Proficiency — Cliflinese Speakers
AREA LOCATOR
LEP POPULATION
c --v 9--d-Y
ChkWn LEPnbU[ Pop.
E. I IVA, W 425%
JIMIll 0.25% W 0.50%
N/` bD 015%
0 75% to 7.00%
H M/
L.
0 0.5
LEP Pfan - T'xD0TTtt(eVl Program Page 25
Figure A-5 —City of Round Rock I.Ainguisticalilly Isollated Households — Spanish Spealkers
AREA LOCATOR
LEP POPULATION
Map 0 Sp—h - bgw—gy i.kg�d H—hokh
LET Pfan .- TxD0TTttfeW Program Page 26
dmmrlmI r �=
LEP Tfan - TxDoTTitle'Vi Trogram Tage 27
City of Round Rock Demand Response Bus Service — Community Survey
Drive 4 rrraWor
1. What geographic area does your organization serve?
U`e,,,er�,eafl ol Round Rock at -tel 1-1
fluger011e ,,�,')�,n'eporiiow; qf N/OrIhAusfin anti litalo
3. Has the size of the population you serve increased, stayed the same, or decreased over the past five
years?
/I has incl-emed a lol, �i,;e are recehdng, oi�erfi)ur neiv requesis each 0veek,for chents needing 4,,ervices
4. What are the countries of origin from which your population has immigrated?
UnAnt)�)vn
5. Does your population come from an urban or rural background?
Boih
6. What are the languages spoken by the population you serve?
Enoish, SjmniA, Vh,iname,,lAv,
7. What is the age and gender of your population?
,411 chenis twer age 6()� we serte both nien and �vomen
8. What is the education and literacy level of the population you serve?
,411over die pkice—sornt, hfi:1h ,,'choolso the ","raduate, some doclors,
9. What needs or expectations for public services has this population expressed?
The,�9�,stetn Mal Round Rt,�,ick started is ver)', limited only seri,'i I rigpeolde in Me cin, hmh's to cil.y
dociors, 7 his is a problem sini,,e man v 4,,eniors hi�n,,e to "i o Io doctor's ol"Uside c ill, I itnitv or IJ ve o taside i h4
("'ItY limits.
10. Has the population inquired about how to access public transportation or expressed a need for public
transportation service?
4 bsoiulel��
11. What are the most frequently traveled destinations used by the population that your organization serves?
Grocer,) ,slore,,,�', in"di "al th)c-tors,, /'h ✓,sical lheraf�'v
12. Are there locations that the population has expressed difficulty accessing via the public transportation
system?
have a al�#icifft titne 'with Public iranspol-lation and nian.), lh,e ,,,'eri)i(.,e lerrilotjv,for
LEP Plan - TxDOTTtt(e'Vi Program Page 28
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 pcyndalit")n n"eed's' ?nosl hell) ��',ethng to 141) qjp�inlpnenm, Me) onl,, patlerns 4vhen they
"�ick Or fjocfor"�,slop (:wcepling), tnedical irv,,uraru'.,e,
14. What is the best way to obtain input from the populations that your organization serves?
("(111ing theni and doiriS!, pho tie s
15. What is the best way to share information about public transportation services and/or changes in service?
R,
y Mid
16. Who would the population trust most in delivering language appropriate messages?
7he"V),v,ouki frast ids, it proviiiing, resourc-e,r, lellers, in utili�;r M15,
ro
IN WMM- F! 10041 a =,,r, M*3rml uff'oulml
LEP Plan - 7IxD09'TitfeVl Program Page 29
City of Round Rock Demand Response Bus Service — Community urvey
("."enfer
1. What geographic area does your organization serve?
Round Rock, IYU11o, �7nd U`elh,' Branch
2. How many people does your organization provide services to?
.A qf] 200j�unilias, per Pnon1h,
3. Has the size of the population you serve increased, stayed the same, or decreased over the past five
years?
2007' - 4.4507fl
IncreasedIt 9-
2)) fimn,21 IN... 19%,
hicreased,21 10—
iropiz,21
Increased 201.1..-- asan 2010- 9%
4. What are the countries of origin from which your population has immigrated?
Mexico
5. Does your population come from an urban or rural background?
Boih
6. What are the languages spoken by the population you serve?
E'nghs'h and ,','panish
7. What is the age and gender of your population?
449',6 A,Iede: 56% Female A(,FIY:
0-5 - 109,141)
19 54 - 161'1'�
55 andoh, k!r N%
8. What is the education and literacy level of the population you serve?
All levels qfeducaiion.
9. What needs or expectations for public services has this population expressed?
67enet,al lransp(Prlalion will Round,Roc'A" To andftomsocial service, agencies, school, ii,,(Prk, plav,
grocer),, vores,shopphT'
10. Has the population inquired about how to access public transportation or expressed a need for public
transportation service?
Yes
F- -
LEP P(an - 7'xDO7'9-tt[e'VT Program Page30
11. What are the most frequently traveled destinations used by the population that your organization serves?
Othet- vociul Os'ianip officT loc:al (*,(,rche pharnlucle,,,, doclors, alvoinipmnis,
grocerl"
12. Are there locations that the population has expressed difficulty accessing via the public transportation
system?
OYIoble to occe,"''S to an,"'J)orlanfon v,,,heti it "S'Meded, [e, one to lito �veeh,,�,,adi,)a,'Pnv "bookhW ofawig, e
To loti�.til l"a avail once the ride is,a'cheduled, Noi, e�,,�tough rotae,,,,' ml. theschedide,
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.
i'916ter clients need rides to medical aMloirioneWs andpharmicies,
Moins �,vith A! id ' meed rides to social serlce offices a aid medical ala, ohatnep'l.ts
14. What is the best way to obtain input from the populations that your organization serves?
Onfsile QcL4 during, operoling, hours f �r �)heti clients i,railipilgjor servit.'es 91,00 a. t?i. l0. 30 a tn,
15. What is the best way to share information about public transportation services and/or changes in service?
T I
ql�&,;h anii'�l �!�,;jnmish hemdouts, poslers,,flyers,
16. Who would the population trust most in delivering language appropriate messages?
,56)iieone h kpioii,ledge qf Me fwjoecil" transplorlatioti. s),,Yleai ano!1 iOw ctlin lhei&queslions, in
Etiglish i! fm) iti,Spanish,
IUM.MM- 11MIUMSMIUMSIM M-MXL*j=1=A1'L - i . , 4 - 0 1
L - -
LEP Plan - TxDOTTitfe 'V1 Program Page 31
City of Round Rock Demand Response Bus Service — Community Survey
ffinin d Rock hi, District
1. What geographic area does your organization serve?
arn the Round Rock Cooraina),,'or ofthe :l isle I I have as 1"arent
lj�)ecialb;t aqfifing,as parenircenter, al'Akuh.�erson, Vill 1, lementar°l% in the 1,4, eaivood IA'fieeder, paltetlrl'
Tf'ells Branch 1,'Ietnentai°y in the VC'Ned IIS'fieeder pattern, in, the Rou.nd RocA
[IS ' feeder pattern, (."alliion, Gaffis, and f Elernenfa'�,-j, in the Cedav, Ridge and
Berkawn, C(11(114,ell Heights, Roberi'son, �,,nion Hill in the halo lir 1'oinl Inaekiftion
ways: ha t)e 2 Mitldle,a'chools tve service, Dh ulkes AP),and I ferntindez V,$" o/ '( RU$" and SM]Sjeeder
pallerns.
2. How many people does your organization provide services to?
7'1w parernprogrant wrvice,i,° about 9, 000 sludenis oul o0 he 45, 000sludents in o ur t'liviriel,
3. Has the size of the population you serve increased, stayed the same, or decreased over the past five
years?
fncfeases ei)er.V,vear,
4. What are the countries of origin from which your population has immigrated?
lCl over theivorld bin'mos'11.31V Latin und,Ashm counines.
5. Does your population come from an urban or rural background?
Bolh, Mosily urhan
6. What are the languages spoken by the population you serve?
The type 51angmWes are A'Pw„glish, Mandtirin Chaiese, Korean,
7. What is the age and gender of your population?
rap�qing lh)m 4ye'ars ofage through,20� i years ofoge%
8. What is the education and literacy level of the population you serve?
This rangles ftom high to loii,, I i,w,,ozddsav the n,,?qjori1,y ol'the populations i+,e serve are literate and have
c'i high v4-1hool diploma, Alrrybe Ll "a,,6 q/'1las ',:,jamhes "ye,%,erve eb) not have as h,qhsi-,,hool thploma,
9. What needs or expectations for public services has this population expressed?
their ii,,ork or
cial.
10. Has the population inquired about how to access public transportation or expressed a need for public
transportation service?
Yes they hmv .. coni'inua, IlJV,
11. What are the most frequently traveled destinations used by the population that your organization
I
= Plan -- TxDoTTttCe 'Vi Program Page 32
WAR4011M
I die Inc) fil, equerr I I) 'I rave Ie d, thy-', � � ') r I i )n to d by th(- rm, w,,vanL,,,afior , r� , 'ce ore their
chiliken 's ,,ehools, medical vervw # ic, e a,Iore and,shop�)irtg ray ea,.,�
13. Are there locations that the population has expressed difficulty accessing via the public transportation
system?
filar', all ref lhern.
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.
ffat� indh,idlial is disabled their nee&� change.
15. What is the best way to obtain input from the populations that your organization serves?
Ihe hes'l )va ' v to olvain m1nafroin 1he popuhilions Mal in.,y organi2,alion services i,,,, lhrough 1he thelieve
gratri serves is 1hrough Me locul churches,
fi)e)dpeji,ar,,v, clolhitWclosels, , 'ifies and fleallh Distria qffiee,�, Sacred Marl
Comnwnit.v Clinic% local grocei,,v,�Uores (La MichocOna), and 1hroug)i Me paretil censer's lh�!d tqY
16. What is the best way to share information about public transportation services and/or changes in service?
I believe Me besi mi v to share iqfi,�mialion aboul puNk and,,br chatWs ill
services is 1hroogh Me local churches, fi)od panlr,,,,, elolhipw closets, 14,71lieupison CountY C: Ries and
Health Disiria offices, Sacred flearl (-,'onvnteni�y Chnic, local griX.,eg sloes (La Afhl'hcucyinq), Univsion
h7dicw, R*tnun(h), Utlivision P'slalion prs)W7atpi, F1 Xhjn(h) nei4.V,)aper, 4horel Si
nea�%Vxiper, an,,1 through the parent (,.,enters 1hea mV s,"M 'r
01
17. Who would the population trust most in delivering language appropriate messages?
People ivho cian speak the language, loced vlergy, ele,
Thank you for sharing your time with us. The information you have provided will b... helpful.
pip fppl frpp--O� ri, -.tqR1-CqM-f (r;tu T' 1 if
-1 -- I
.CEP Plan - TxDO7TU1e'W Program Page 33
City of Round Rock Demand Response Bus Service — Community Survey
Roune,,/Rot,li Ldbrar.v
1. What geographic area does your organization serve?
Roun,dRock, �4`ells Braric* flune), Georj")'elml"n, N41"'lu.'ain
2. How many people does your organization provide services to?
20 12 e,(,tiniale bover 29-1, 000
3. Has the size of the population you serve increased, stayed the same, or decreased over the past five
years?
lncrecv�vd
4. What are the countries of origin from which your population has immigrated?
5. Does your population come from an urban or rural background?
Both
6. What are the languages spoken by the population you serve?
Vlkglish, '�,Panb;h, Chinese, Hindi
7. What is the age and gender of your population?
8. What is the education and literacy level of the population you serve?
411
9. What needs or expectations for public services has this population expressed?
,,'Vore 1hirking around the.fijeditV, ?no Pre coinpulers, inore V)ace, )"170TC, /OCV14011A
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?
Outlet inall, 7�xas S'lale, HEB, Baca cenler, La F'ronlera, Iflairnarl, Dell
12. Are there locations that the population has expressed difficulty accessing via the public transportation
system?
Ouvi:'kirh� s#'Ihe it'esiside qfImvn
=IUMUMnsit neeas-dna travel paue t iLiatio IF geFj'Tr,'oTTM
population members? If so, please describe how travel patterns change.
wa
.CEP Plan - TxDOTTtt(eV1 Program Page 34
7�4ephor�e and
15. What is the best way to share information about public transportation services and/or changes in service?
',j,'ocial media and s
I ,
16. Who would the population trust most in delivering language appropriate messages? For Spanish speakers
Nei,vs on Ullhoisiori, etc,
i I iniiis:rii InIv!
11117111111 �� 1111in
I
LEP Plan - TxDO9'Tt'tfe TI Program Page 35
City of Round Rock 7itCe VI Program-7XD07
ROUND ROCK TEXAS
TRANSPORTATION
r,Dor
Puirlicr P a Atio'A apa.t'w1w Pavv
Table of Contents
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
3.1
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 PCan - 9"xD09'TitCe VI Program
Chapter 1 Introduction
1141611sur MI Mfil im-Wano sNM,#TMi -
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 V1 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 V1 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
the with their obligations to LEP persons under Title V1. 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 V1. 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 environmental 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'xD09'T"itCe -VI Program Page 3
Chapter 2 Demographics
In order to provide meaningful communications about TxDOT funded projects, the first step is to understand the
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
I
PPP Plan - TxDO9TU1eV1 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 - 7xD077%t1e T1 Program Page 5
Figure 2-2 ® Minority Share of Total Population
Geo etown
/
Bill SM 7SIX,
8
Cedar
Perk
, nJw a
r
l / / // Ip //✓/
Austin
N
k ,n
✓l n y
/� Pflugerville
0 0.5
M.0 DO I,,
PPP Plan TxDcTVzt(eW Program Page 6
Figure 2-3 — Hispanic or Latino (All Races) Share of Total Population
Geo etown
Hkpwkn'riue�m4mmfoma
A MHO BW „un✓"'" ��/�j/ // j�� �� ��6" Tp— a „n°"> y;,.
tl
I
X ... M O��MW�UNY�
Cedar
Park
Austin
45
Pfiuge!rville
0 0.5 �, w
(/
M<j, Ri 00lb
Plan --TxDOTTitle Program Page 7
Figure 2-4 — Black and African American Share of Total Population
MEE&=
TPP P(an - TxDO'r7'it(eVI Program Page 8
Figure 2-5 — Other Races Share of Total Population
Goo otown
v
q� a
mr
pbrAmm
q �
"a .�•�• $
smnuu
9
mr g" vy, mp,
� 76%wqpOS
.P�
RmW
Wk My Wo.
v a $
PArk a
Austin45 A
r,
0 o.s
aha s Pflugervill
Mq, 10 DO W
TPP P(an 9 09'Ttt(e 'a Program Page 9
2.3 LEP Populations
The U.S. Census Bureau collects information about non-English speakers and defines those that are LEP as thos
that speak a language other than English and can only speak English "less than very well." There are two ways
characterize the LEP population from the Census M. (1) the number of individuals, age five and older, that ar
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 da t
that describes linguistically isolated households. See the LEP Plan for the visual representations of where LEP
populations and households live in the City I
As shown in Table 2-2, approximately 85,000 people, age five and older, lived within the city limits of Round 0
Rock, Texas in 2010; of which most (76.3 percent) speak English only and almost a quarter (23.7 percent) spea
another language. In Round Rock there were a total of 7,055 people (8.3 percent of the total population) who a
LEP. The largest LEP populations in Round Rock are Spanish speakers followed by Vietnamese, Korean and
t
Chinese speakers; these LEP speakers account for 6,011 or 85.2 percent of all LEP speakers and 7.1 percent of
total population in Round Rock.
Table 2-2 - Languages Spoken and Ability to Speak English in the City
Language
Total
Speakers
Share of
Total
S eaks English
Very Less than LEP
Well Very Total LEP
Well Speakers
(LEP)
LEP I
Total
Population
Total Population
84,909
100.0%
77,854
7,055 100.0%
N/A
Enfish Only
64,745
76.3%
64,745
0 0.0%
0.0%
Spanish/Spanish Creole
Vietnamese
14,483
759
17.1%
0.9%
9,101
501
5,382 76.3%
258 3.7%
6.3%
0.3%
Korean
319
0.4%
121
198 2.8%
0.2%
Chinese (Mandarin and
Cantonese)
Portuguese/Portuguese
Creole
201
210
0.2%
0.2%
28
47
173 2.5%
163 2.3%
0.2%
.2%®
Persian
168
0.2%
14
154 2.2%
0.2%
Urdu
German
265
439
0.3%
0.5%
169
349
96 1.%®
90 1.3%
.1%®
0.10/.
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%
.1%®
Ta alog
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 .5%®
0.0%
French
337
0.4%
305
32 0.5%
0.0%
Arabic
409
5-.5-91.
-380
29- 0.4%
0.0%
Laotian
26
0.0%
b
26 0.4%
0.0%®
Japanese
83
0.1%®
61
22 .3%®
0.0%
Hindi
299
0.4%
284
15 0.2%
0.0%
Other Indic Languages
89
6._151.
81
8 0.1%
0.0%
PPP Plan - TxDOTTUCe 'V1 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 15 1,000 households in Round Rock in 20 10; 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
S eaks English
Asian and
Very
Less than
Total
Share of
LEP i
LEP
Language
Speakers
Total
Well
Very
Total LEP
Total
Other
Category
Well
Speakers
Population
Households
Only
(LEP)
Island
Polish
61
0.1%
61
0
0.0%
00%
Other Pacific Island
55
0.1%
55
0
0.0%
Languages
Linguistically
4,833
0
3,565
823
435
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
7
0.0%
7
0
0.0%
0.0%
Languages
I
I
I J
---
5,863
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 15 1,000 households in Round Rock in 20 10; 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 Pkin - 9'xD07TttCe 'V1 Program Page ii
Asian and
Indo -
Total
English
Pacific
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
L--
1 100.0%
1 76.3%
1 16.0%
1 3.2%
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 Pkin - 9'xD07TttCe 'V1 Program Page ii
2.4 Age
The median age in the City was 31.4 years old in 2010; however, the largest age group was of school age (5 to 17
years old), followed by people age 35 to 44 years 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 lesser
share of elderly population in Round Rock (defined as 65 years of age and older by the Census Bureau). Figures
2-6 through Figure 2-8 show where there are concentrations of the most common age groups.
Table 2-4 — 2010 Age Groups
Age Groups
City of Round Rock
Williamson County
Total Population
99,887
422,679
100.0%
100.0%
Under 5 years old
8,774
33,531
8.8%
7.9%
5 to 17
22,256
87,921
22.3%
20.8%
18 to 24
7,952
31,800
8.0%
7.5%
25 to 34
16,379
63,547
16.4%
15.0%
35 to 44
17,597
70,210
17.6%
16.6%
45 to 54
13,407
58,066
13.4%
13.7%
55 to 64
8,109
39,923
8.1%
9.4%
65 to 74
3,342
22,723
3.3%
5.4%
75 and older
2,071
14,958
2.1%
3.5%
Source: US Census Bureau, 2010 Census, Age by Sex
PPP Plan - 7xDO2r2itle VI Program Page iz
Figure 2-6 ® Elderly Share of Total Population
d Geo etow n
1YwW&kµ a&2w 30%
aro�wp
p�
M%.. •,n% r g
I ° a� u�8.
VIN _ 0 4 � p
u�uxw� 69•�,IAkyr 0.hi•. �k � �,..� � ,w��0"
ni a' Cedar
Parka
79:
f, %i : �o
A
Austin E ��
�y pflU�erviare
® 0.5 • w +,
IWEWWM�
-W, tG -l"
PPP PCan - ?xDOTT-ttfe "VI Program Page 13
Figure 2-7 - School -Aged Share of Total Population
Geo town
A,
j�, Movif
4,
"M
pp
V,W Sdodjow (I w
nw4w- 9—
fl/%�j /
26%
15111111111 WS 71%
1110005 wx 11M
/�/ j/, i y d g / / m.v
'Cedar
I Park
FIFO
NO
Austin
4S yr
Pflugerville
0 0-5
waaag "I.
Map ID DOM
PPP Plan - TxDoTritle ^V1 Program Page 14
Figure 2-8 -- 35 to 44 Year Olds Share of Total Population
PTP Pian - 7xD07Titie VI Program Page u
2.5 Household Income
The median household income in the City was $68,952 in 2010 and well above the federal poverty guidelines
established by the US Department of Health and Human Services (DHHS); the 2012 DHHS poverty guideline is
$23,050 for a four -person household. However, there are some households that are low-income. As shown in
Table 2-5, there are 3,567 households (10.8 percent) in the City that earn an income less than $25,000 per year.
Table 2-5 - 2010 Household Income
Household Income
City of Round Rock
Williamson County
Total Households
33,145
142,110
100.0%
100.0%
Median Household Income
$68,952
$68,780
Less than $10,000
826
4,345
2.5%
3.1%
$10,000 to $14,999
659
3,722
2.0%
2.6%
$15,000 to $19,999
874
3,704
2.6%
2.6%
$20,000 to $24,999
1,208
4,674
3.6%
3.3%
$25,000 to $29,999
1,387
5,141
4.2%
3.6%
$30,000 to $34,999
1,419
5,928
4.3%
4.2%
$35,000 to $39,999
1,518
6,646
4.6%
4.7%
$40,000 to $44,999
1,646
6,771
5.0%
4.8%
$45,000 to $49,999
1,240
5,483
3.7%
3.9%
$50,000 to $59,999
3,224
13,538
9.7%
9.5%
$60,000 to $74,999
4,188
18,519
12.6%
13.0%
$75,000 to $99,999
5,319
24,152
16.0%
17.0%
$100,000 to $124,999
4,061
17,022
12.3%
12.0%
$125,000 to $149,999
1,912
8,651
5.8%
6.1%
$150,000 to $199,999
2,242
8,926
6.8%
6.3%
$200,000 and Greater
1,422
4,888
4.3%
3.4%
Source: US Census Bureau, 2006-2010 American Community Survey, Median Household Income and Household Income
TTP Plan - `YxDO`r`ritle T1 Program Page 16
Figure 2-9—Households that Earn Less than $25,000 per Year
wom. "CROW I I
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 of the total households) in 2010 that did not own a vehicle (Table 2-6). Zero -car
households must rely on walking, bicycling, transit, or other 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 — 2010 Number of Vehicles in Household
Number of Vehicles
City of Round Rock
Williamson County
Total Households
33,145
142,110
100.0%
100.0%
0 -car Households
1,100
3,895
3.3%
2.7%
1 car Households
9,768
41,383
29.5%
29.1%
2 -car Households
16,741
69,534
50.5%
48.9%
3 -car Households
4,249
20,804
12.8%
14.6%
4 or more car Households
1,287
6,494
3.9%
4.6%
Source: US Census Bureau, 2006-2010 American Community Survey, Number of Vehicles in Household
PPP Plan - TXDOT TttCe VI Program Page 18
Figure 2-10 — Zero -Car Households
PPP Plan - TxDOTTttfe -W Program Page ig
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 is serve traditionally underserved populations such as low-income, minority, elderly and/or
LEP populations.
3.1.1 Findings from Community Organization Surveys
Fourteen community organizations were initially contacted toparticipate; they were selected based on their
likelihood of serving low-income, minority, elderly, and/or LEP populations:
• 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�,
1 W It s 111 I.f411K.
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).
=17VITIT=
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?
MMES39ME �=
3. Has the size of the population you serve increased, stayed the same, or decreased over the past five
years?
PPP Pfan - TxDOTTitfe Tj Program Page 20
4. What are the countries of origin from which your population has immigrated?
TO-13MMIM
5. Does your population come from an urban or rural background?
6. What are the languages spoken by the population you serve?
F Mw
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
8. What is the education and literacy level of the population you serve?
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 thropul,
the parent centers that Parent/Community Specialists staff.
10. What is the best way to share information about City funded TxDOT projects?
• 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.
PPT Tian - 9'xDO9'9-itCe T1 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
1011 San Jacinto Street
CAMPO
PO Box 1088
(512) 974-9715
Austin, TX 78767
301 W. Bagdad Avenue
City of Round Rock —
Suite 210
(512) 218-5422
Planning Department
Round Rock, TX 78664
3432 Greystone Drive, Suite 202
Greater Austin Asian Chamber of Commerce
(512) 407-8240
Round Rock, TX 78664
Greater Austin Hispanic Chamber of
2800 N. 1-35 Frontage Road, #260
(512) 476-7502
Commerce
Austin, TX 78704
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
(512) 426-4911
Williamson County
Cedar Park, TX 78630
Round Rock Housing Authority
1505 Lance Lane
(512) 255-1336
Round Rock, TX 78664
211 Commerce Boulevard
Williamson County and Cities Health District
(512) 943-3600
Round Rock, TX 78664
710 Main Street
Williamson County HUD
(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 Plan - ?xD0??itle T1 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
Faith in Action Senior Access
2498 E. Palm Valley Boulevard
(512) 255-3100
Round Rock, TX 78665
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 Street
(512) 238-1020
Round 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
211 Commerce Boulevard
Williamson County Crisis Center
Suite 103
(512) 255-1212
(Hope Alliance)
Round Rock, TX 78664
PPP Plan - 7xDOT T tle Vj Program Page 23
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 '/z x 11 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 - 7xD077itCe V1 Trogram Tage 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
(www.ipmp.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 Aan - TxDOT Titte `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,
ielevision, radio, newspapers, via the utility bill, and in-person. LEP populations tend to prefer communications
via mass media outlets that are in their lanium and/or inierson b i an informed and/or trusted i erson. such as
SUT-FiVOYFFfforn a7*171177nity 'FrZatiEnOwn LUM UZ_!L1 SPVa U10ir iwit;ntge. MmTrj popplia"9011S Lenu notices
that are provided in their utility bill.
In addition to these strategies, local venues can be utilized to communicate these messages. Each interaction
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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.
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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 -- 7'xD0TTU(eV1 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 Ptan - ?xDOT TitCe '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 PCan - 7xD077it(e VI Program Page 28
3.5.4 Be Aware of Cultural Differences and Similarities
It should be noted different minority groups may possess physical or cultural similarities as well as differences. It
is also common to find cultural variations among the same minority group. The list below describes some
considerations; however, it should be understood there are always exceptions to cultural characterizations:
• Role of religion in life perspectives
• Using places of worship as a meeting site — sometimes they are good locations and sometimes they are
considered an inappropriate place to conduct business
• Male/female roles in decision-making
• Role of older people within the community and in decision-making
• Body space and proximity
• Body gestures such as pointing and handshakes
• Passive listeners — may respond best to verbal communication
• Emphasis on family/cultural unity and togetherness
• Sentiments towards US government programs
• Emphasis on sharing and the common versus emphasis on individualism
3.5.5 Public Involvement Resources
Public involvement activities should be tailored to the intent of the message and who the City is trying to reach
with their communications. For example, the techniques used to educate the public about a program or policy
would be different from the techniques used to establish informed consent on a policy issue. The resources listed
below offer a wide variety of public involvement techniques, meeting formats, and ideas the City can use when
tailoring their message.
• Community Builders Library: http://www.communitybuilders.ro/library
• People and Participation: http://www.peopleandparticipation.net/display/Involve/Home
• The Community Toolbox: http://ctb.ku.edu/en/tablecontents/index.aspx
TTP Pfan - TxDOT Title VI Program Page zg
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
r-ialf 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. Questiom
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®u 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
k U MX1 T - ri WTVrITAk � WX I � I I - I I ^ . - MON97-rF 07W
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.
L- ----------
PPP Aan - 9-xDOTT-ttCe _V1 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 l (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 - rxDOrritle VI Program Page 31