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TITLE VI Non-Discrmination Plan-FDOT LAPI. Policy Statement Miami shores village (hereinafter the Agency) values diversity and welcomes input from all interested parties, regardless of cultural identity, background or income level. Moreover, the Agency believes that the best programs and services result from careful consideration of the needs of all of its communities and when those communities are involved in the transportation decision - making process. Thus, the Agency does not tolerate discrimination in any of its programs, services or activities. Pursuant to Title VI of the Civil Rights Act of 1954 and other federal and state authorities, the Agency will not exclude from participation in, deny the benefits of, or subject to discrimination anyone on the grounds of race, color, national origin, sex, age, disability, religion or family status. III. Nondiscrimination Assurances: Every three years, or commensurate with a change in executive leadership, the Agency must certify to Federal Highway Administration (FHWA) and Florida Department of Transportation (FDOT) that its programs, services and activities are being conducted in a nondiscriminatory manner. These certifications are termed `assurances' and serve two important purposes. First, they document Agency commitment to nondiscrimination and equitable service to its community. Second, they serve as a legally enforceable agreement by which the Agency may be held liable for breach. Those wishing to view the Agency's Nondiscrimination Assurance may do so by visiting the Agency website or administration offices. 1 Title VI/Nondiscrimination Plan The Agency has established a discrimination complaint procedure and will take prompt and reasonable action to investigate and eliminate discrimination when found. Any person who believes that he or she has been subjected to discrimination based upon race, color, national origin, sex, religion, age, disability or family status in any Agency program, service or activity may file a complaint with the Agency Title VI /Nondiscrimination Coordinator: Name: Scott Davis Address: 10050 NE 2nd Ave Miami Shores, Florida 33138 Email: daviss @msvfl.gov Phone: (305) 795 -2210 Hearing Impaired: If possible, the complaint should be submitted in writing and contain the identity of the complainant; the basis for the allegations (i.e., race, color, national origin, sex, religion, age, disability or family status); and a description of the alleged discrimination with the date of occurrence. If the complaint cannot be submitted in writing, the complainant should contact the Title VI /Nondiscrimination Coordinator for assistance. The Title VI /Nondiscrimination Coordinator will respond to the complaint within thirty (30) calendar days and will take reasonable steps to resolve the matter. Should the Agency be unable to satisfactorily resolve a complaint, the Agency will forward the complaint, along with a record of its disposition to the appropriate FDOT District Office. 2 The Agency Title VI Coordinator has 'easy access' to the Agency Chief Executive Officer (CEO) and is not required to obtain management or other approval to discuss discrimination issues with the CEO. However, should the complainant be unable or unwilling to complain to the Agency, the written complaint may be submitted directly to Florida Department of Transportation (FDOT). FDOT serves as a statewide clearinghouse for Title VI purposes and will either assume jurisdiction over the complaint or forward it to the appropriate federal or state authority for continued processing: Florida Department of Transportation Equal Opportunity Office ATTN: Title VI Complaint Processing 605 Suwannee Street MS 65 Tallahassee, FL 32399 III. ADA /504 Posted Statement: Section 504 of the Rehabilitation Act of 1973 (Section 504), the Americans with Disabilities Act of 1990 (ADA) and related federal and state laws and regulations forbid discrimination against those who have disabilities. Furthermore, these laws require federal -aid recipients and other government entities to take affirmative steps to reasonably accommodate those with disabilities and ensure that their needs are equitably represented in transportation programs, services and activities. The Agency will make every effort to ensure that its facilities, programs, services, and activities are accessible to those with disabilities. The Agency will also make every effort to ensure that its advisory committees, public involvement activities and all other programs, services and activities include representation by communities with disabilities and disability service groups. The Agency encourages the public to report any facility, program, service or activity that appears inaccessible to those who are disabled. Furthermore, the Agency will provide 3 reasonable accommodation to individuals with disabilities who wish to participate in public involvement events or who require special assistance to access facilities, programs, services or activities. Because providing reasonable accommodation may require outside assistance, organization or resources, the Agency asks that requests be made at least 10 calendar days prior to the need for accommodation. Questions, concerns, comments or requests for accommodation should be made to the Agency ADA Officer: Name: Scott Davis Address: 10050 NE 2nd Ave Miami Shores, Florida 33138 Email: daviss @msvfl.gov Phone: (305) 795 -2210 Hearing Impaired: V. Limited English Proficiency (LEP) Guidance: Title VI of the Civil Rights Act of 1964, Executive Order 13166, and various directives from the US Department of Justice (DOJ) and U5 Department of Transportation (DOT) require federal -aid recipients to take reasonable steps to ensure meaningful access to programs, services and activities by those who do not speak English proficiently. To determine the extent to which LEP services are required and in which languages, the law requires the analysis of four factors: • The number or proportion of LEP persons eligible to be served or likely to be encountered by the City /County's programs, services or activities; • The frequency with which LEP individuals come in contact with these programs, services or activities; M Title VI/Nondiscrimination Plan • The nature and importance of the program, service, or activity to people's lives and; • The resources available to the City /County and the likely costs of the LEP services. 1. Using census data, the Agency has determined that LEP individuals speaking English less than well represent approximately 42.00 % of the community. The Agency realizes that such statistical data can become outdated or inaccurate. Therefore, the Agency contacted local law enforcement, social services agencies and the school board to validate the proportion of LEP served by those entities. Spanish was reported to be the prevalent LEP language with an estimate of 30.00 % eligible to be served. 2. The Agency has not received requests for translation or interpretation of its programs, services or activities into Spanish or other language(s). In addition, Agency sponsored community outreach or public events are attended by significant numbers of LEP individuals speakers. Thus, the Agency estimates its contact with LEP individuals to be Moderate 3. The Agency believes that transportation is of critical importance to its public, as access to health care, emergency services, employment, and other essentials would be difficult or impossible without reliable transportation systems. In that spirit, the agency defines as essential any document that advises the public of how to access nondiscrimination and public involvement policies, as well as those that impact public safety, health and welfare and emergency services. A full list of translated documents is available on the Agency website or by contacting the Agency Title VI /Nondiscrimination Coordinator. 4. The Agency is fortunate to house within /near its jurisdiction one or more institutions of higher education which have extensive language resources. Further, the Agency maintains cordial relationships with faith based and /or community organizations that offer competent language services at low or no cost to the Agency. Finally, the Agency 5 Title VI/Nondiscrimination Pian employs a number of proficient Spanish speakers that are able to interpret and /or provide translation services. The analyses of these factors suggest that LEP services are required at this time. At a minimum, the Agency commits to: Maintain a list of employees who competently speak the LEP language(s) and who are willing to provide translation and /or interpretation services. Distribute this list to staff that regularly has contact with the public. • Provide public notification in the LEP language of the availability of language assistance, free of charge. In addition, the Agency will: Miami Shores Village has staff that speak English and Spanish, that are able to assist residents if they need .information regarding our activities, services or programs. Should any person that speaks another language require assistance, the Village would reach out to it's police department or Barry university (which is located within the Village) for a translator. The Agency understands that its community characteristics change and that the four factor analysis may reveal the need for more or varied LEP services in the future. As such, it will at least triennially examine its LEP plan to ensure that it remains reflective of the community's needs. Persons requiring special language services should contact the Agency's Title VI /Nondiscrimination Coordinator. 6 _ Tale VllNondiserimi.nation Flan V1. Public Involvement: In order to plan for efficient, effective, safe, equitable and reliable transportation systems, the Agency must have the input of its public. The Agency spends extensive staff and financial resources in furtherance of this goal and strongly encourages the participation of the entire community. The Agency hosts an informative website that advises the public how it can access information and provide input. The Agency also holds public meetings, workshops and other events designed to gather public input on program /project planning and construction. Further, the Agency sponsors, attends and participates in other community events to promote its services to the public. Finally, the Agency is constantly seeking ways of measuring the effectiveness of its public involvement. Persons wishing to request special presentations by the Agency; volunteer in any of its activities; offer suggestions for improvement; or to simply learn more about Agency programs and services should visit: www.miamishoresvillage.com Or contact: Name and Title: Scott Davis, Public Werks Director 10050 NE 2nd Ave Address: Miami Shores, Florida 33138 Email: daviss @msvfl.gov Phone: (305) 795 -2210 Hearing Impaired: 7 Title VI/Nondiscrimination Plan VII. Data Collection: FHWA regulations require federal -aid recipients to collect racial, ethnic and other similar demographic data on beneficiaries of or those affected by transportation programs, services and activities. The Agency accomplishes this through the use of census data, American Community Survey reports, Environmental Screening Tools (EST), driver and ridership surveys, its community development department and other methods. From time to time, the Agency may find it necessary to request voluntary identification of certain racial, ethnic or other data from those who participate in Agency programs, services or activities. This information assists the Agency with improving service equity and ensuring effective outreach. Self identification of personal data to the Agency will always be voluntary and anonymous. Moreover, the Agency will not release or otherwise use this data in any manner inconsistent with the FHWA regulations. s�°R' �Q ink Ftontio� Complaint Procedures APPENDIX A Title VI ofthe 1964 Civil Rights Act requires that "No person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefitsof,or be subjected to d iscri mination u nd er any program or activity receiving federal financial assistance." Any person who believes they have been discriminated against on the basis of race, color, age, religion, disability, family status or national origin by Miami Shores Village may file a Title VI complaint by completing and submitting the agency's Title VI Complaint Form. Acomplaint may be filed no later than 180 days afterthe date of the alleged discrimination. The Village will process complaints that are complete. Once the complaint is received, the Village will review it to determine if the Village has jurisdiction. The complainant will receive an acknowledgement letter informing them whether the complaint will be investigated by the Village. The Village has 60 days to investigate the complaint. If more information is needed to resolve the case, the Village may contact the complainant. The complainant will have 10 business days from the date of the letter to send the requested information to the Village. Ifthe Village is not contacted bythe complainant ordoes notreceivethe additional information within 10 business days, the Village can ad ministrativelyclose the case. Acase can also be administratively closed if the complainant no longer wishes to pursue their case. Afterthe case is investigated the Village will issue one oftwo letterstothe complainant: a closure IetteroraLetterof Finding (LOF). A closure letter summarizing the allegations and stating that Title VI violation was not violated and that the case will be closed. An LOF that summarizesthe allegations andthe interviews regardingthe alleged incident, and explains whether any disciplinary action or other action will occur. If the complainant wishes to appeal the decision, they have 10 business days afterthe date of the LOF to do so. A person may also file a complaint directly with: Florida Department of Transportation Equal Opportunity Office Attn: Title VI Complaint Processing 605 Suwannee Street MS 65 Tallahassee, FL 32399 OR ►�� 5ec �+� bjf! pp C, off. j 15,il Y^ �IORi Complaint Form APPENDIX B If you feel you have been discriminated against, please provide thefoilowing information in order to assist us in processingyour complaint and send itto: Scott Davis Public Works Director Miami Shores Village 10050 N.E. 2nd Avenue Miami Shores, FL 33138 Please print clearly the following: Name: Address: City, State, Zip Code: Cellular Telephone Number: Person discriminated against: Address of person discriminated against: City, State, Zip Code: Please indicate why you believe the discrimination occurred: (basis of race, color, age, religion, disability, family status or national origin) What was the date of the alleged discrimination? Where did the alleged discrimination take place? Please describe the circumstances as you saw it? Please list any and all witnesses' names and phone numbers: Please attach any documents which support the allegation. Date and sign this form and send to the Village. MH C4 APPENDIX C Letter Acknowledging Receipt of Complaint Date: Complainant's Name: Complainant's Address: Dear (Mr. /Ms.) This letter is to acknowledge receipt of your complaint against Miami Shores Village alleging: An investigation will begin shortly. If you have additional information you wish to convey or questions concerningthis matter, please feel free tocontactthis office byte lephoning305- 795 -2207, or write to me at this address. Sincerely, Scott Davis Public Works Director Miami Shores Village 10050 N.E. 2nd Avenue Miami Shores, FL 33138 0 APPENDIX D Letter Notifying Complainant that the Complaint is Substantiated Date: Complainant's Name: Complainant's Address: Dear (Mr. /Ms.) The matter referenced in your letter of (date) against Miami Shores Village alleging a Title VI violation has been investigated. Theviolation ofTitle VI ofthe Civil RightsAct of1964 mentioned inyourletterwas identified. Corrective action of this deficiency is being implemented to ensure thatthis issue does not occur again. Thank you for bringing this important matter to our attention. Sincerely, Scott Davis Public Works Director Miami Shores Village 10050 N.E. 2nd Avenue Miami Shores, FL 33138 r�,c,TAOR�S f10A1Pp' APPENDIX E Letter Notifying Complainant that the Complaint is not Substantiated Date: Complainant's Name: Complainant's Address: Dear (Mr. /Ms.) The matter referenced in your letter of (date) against Miami Shores Village alleging a Title VI violation has been investigated. The results of the investigation indicated that the provisions of Title VI of the Civil Rights Act of 1964 were not violated. As you know, Title VI prohibits discrimination based on race, color, ornationaI origin in any program receiving federal financial assistance. TheVillage Attorney has analyzed the materials and facts pertaining toyourcaseforevidence ofthe Village's failure to comply with any of the civil rights laws. There was no evidence found that any of these laws have been violated. [therefore advise you that your complaint has not been substantiated, and that the Village is closing this matter in our files. You have the right to: a) Appeal within seven calendar days of receipt of this final written decision from the Village or; b) File a complaint externally with the n. S. Department of Transportation ortheFederaITransit Administration at: Florida Department of Transportation Equal Opportunity Office Attn: Title VI Complain Processing 605 Suwannee Street MS 65 Tallahassee, FL 32399 Thank you for taking the time to contact us. If I can be of assistance to you in the future, please contact my office directly. Sincerely, Scott Davis Public Works Director Miami Shores Village 10050 N.E. 2nd Avenue Miami Shores, FL 33138 OR �Ei IiiiE� � Ei� � t]R1 APPENDIX F Employee Annual Education Form To all employees of Miami Shores Village: Noperson shall, on the grounds ofbasisof race, color, age, religion, disability, family status or national origin, beexcluded from participation in, be denied benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance. All employeesofMiami Shores Village and itscontractors are expected toconsider, respectand observe this policy in their daily work and duties. Ifacitizen approaches you with aquestion orcomplaint, directthemtocontactthe: Scott Davis Public Works Director Miami Shores Village 10050 N.E. 2nd Avenue Miami Shores, Fl_ 33138 In all dealings with citizens, use courtesy titles such as Mr., Miss, etc. to respectfully address the citizens without regard to basis of race, color, age, religion, disability, family status or national origin. d Z LU CL d D m J L Y Q U vi O 40 Ul O 0 u v O � U � Q a(� 3 ra E O U C 4- D L o o 'bp m 4+ m m v o U � a- � = 3 � c N - Q wa H o V -- u m E L eo 0 L d.. 7 a Y L 0 tA m C