City of Aurora, MO Chapter 240 Title VI Policy

Section 240.010 Plan Statement.

[R.O. 1993 § 242.010; Ord. No. 2014-2998 § 1, 4-28-2014]

A. Title VI of the Civil Rights Act of 1964 prohibits discrimination on the basis of race, color, national origin or ethnicity in programs and activities receiving Federal financial assistance. Specifically, Title VI provides that "no person in the United States shall, on the ground of race, color, national origin, or ethnicity be excluded from participation in, be denied benefits of, or be subjected to discrimination under any program or activity receiving Federal financing assistance" (42 U.S.C. § 2000d).

B. The City of Aurora is committed to ensuring that no person, on the basis of race, color, national origin, or ethnicity, is excluded from participating in or denied the benefits of any project receiving Federal funding, including the Federal Transit Administration (FTA) in accordance with FTA Circular 4702.1.A.

C. Title VI Coordinator:

Office of the City Clerk

City of Aurora

2 W Pleasant

Aurora, Missouri 65605

Telephone [phone]

Section 240.020 Title VI Information.

[R.O. 1993 § 242.020; Ord. No. 2014-2998 § 1, 4-28-2014]

A. Title VI information posters shall be prominently and publicly displayed in City facilities. Information regarding the Title VI Coordinator is available on the website, www.aurora-cityhall.org. Additional information relating to non-discrimination obligation can be obtained from the City's Title VI Coordinator.

B. Title VI information shall be disseminated to the City's employees via e-mail. This information will remind employees of the City's policy statement.

Section 240.030 Subcontractors And Vendors.

[R.O. 1993 § 242.030; Ord. No. 2014-2998 § 1, 4-28-2014]

All subcontractors and vendors who receive payments from the City of Aurora where funding originates from Federal assistance are subject to the provisions of Title VI of the Civil Rights Act of 1964, as amended. Written contracts shall contain non-discrimination language, either directly or through the bid specification package, which becomes an associated component of the contract.

Section 240.040 Recordkeeping.

[R.O. 1993 § 242.040; Ord. No. 2014-2998 § 1, 4-28-2014]

The Title VI Coordinator will maintain permanent records, which include, but are not limited to, copies of Title VI complaints or lawsuits and related documentation, and records of correspondence to and from complainants, and Title VI investigations.

Section 240.050 Title VI Complaint Procedures.

[R.O. 1993 § 242.050; Ord. No. 2014-2998 § 1, 4-28-2014]

A. How To File A Title VI Complaint?

1. A formal complaint must be filed within one hundred eighty (180) calendar days of the alleged occurrence or when the alleged discrimination became known to the complainant. The complaint must meet the following requirements:

a. Name of complainant, mailing address, and how to contact the complainant (telephone number, etc.).

b. Complaints must include the date of the alleged act(s) of discrimination; date when the complainant(s) became aware of the alleged discrimination; or the date on which the conduct was discontinued or the latest instance of the conduct.

c. Complaint must present a detailed description of the issues, including names and job titles of those individuals perceived as parties in the action complained against.

2. The Title VI Complaint Form (see Appendix A[1]) may be used to submit the complaint information. The complaint must be filed in writing with the City of Aurora, Office of the City Clerk, at the following address:

Office of the City Clerk

Title VI Coordinator

City of Aurora

2 W Pleasant

Aurora, MO 65605

NOTE: The City encourages all complainants to certify all mail that is sent through the United States Postal Service and/or ensure that all written correspondence can be tracked easily. For complaints originally submitted by facsimile, an original, signed copy of the complaint must be mailed to the Title VI Coordinator as soon as possible, but no later than one hundred eighty (180) days from the alleged date of discrimination.

[1] Editor's Note: Appendix A is on file in the City offices.

B. What Happens To The Complaint After It Is Submitted?

1. All complaints alleging discrimination based on race, color or national origin in a service or benefit provided by the City of Aurora will be directly addressed by the City. The City shall also provide appropriate assistance to complainants, including those persons with disabilities or who are limited in their ability to communicate in English. Additionally, the City shall make every effort to address all complaints in an expeditious and thorough manner.

2. A letter acknowledging receipt of a complaint will be mailed by the City within ten (10) days (Appendix B[2]) of receipt of the complaint. Please note that in responding to any requests for additional information, a complainant's failure to provide the requested information may result in the administrative closure of the complaint.

[2] Editor's Note: Appendix B is on file in the City offices.

C. How Will The Complainant Be Notified Of The Outcome Of The Complaint?

1. The City will send a final written response letter (Appendix C[3]) to the complainant. In the letter notifying the complainant that the complaint is not substantiated (Appendix D[4]), the complainant is also advised of his or her right to:

a. Appeal within ten (10) calendar days of receipt of the final written decision from the Office of the City Clerk; and/or

b. File a complaint externally with the appropriate Federal agency.

[3] Editor's Note: Appendix C is on file in the City offices.

[4] Editor's Note: Appendix D is on file in the City offices.

2. Every effort will be made to respond to Title VI complaints within sixty (60) working days of receipt of such complaints, if not sooner.

Section 240.060 Limited English Proficiency (LEP) Plan.

[R.O. 1993 § 242.060; Ord. No. 2014-2998 § 1, 4-28-2014]

A. According to the United States Census Bureau 2010 demographic profile data, five and three-tenths percent (5.3%) of the City of Aurora population potentially speaks a language other than English. The actual percentage is unknown but very likely substantially less than this percentage. The four-factor FTA LEP analysis is found in Appendix E.[1]

[1] Editor's Note: Appendix E is on file in the City offices.

B. The Plan for Implementation plan is found in Appendix F.[2]

[2] Editor's Note: Appendix F is on file in the City offices.

Section 240.070 Community Outreach.

[R.O. 1993 § 242.070; Ord. No. 2014-2998 § 1, 4-28-2014]

A. Community outreach is a requirement of Title VI. As an entity receiving Federal financial assistance, the City regularly implements the following outreach efforts:

1. Conducting Public Engagement Meetings. Members of the public are invited to attend. Meeting notice is communicated in a variety of methods, depending on the subject matter, and may include: e-mail blasts, the City website, targeted mailings, dissemination of posters or meeting fliers, use of bulletin boards, and notice in the local newspaper and radio station.

2. Conducts Various Commission and Council Meetings. The City has numerous boards and commissions organized around topic area (for example: Planning and Zoning Commission, Airport Board, Park Board, City Council). Members of the public are invited to attend these meetings. Meeting notice is communicated in a variety of methods, depending on the subject matter, and may include: e-mail blasts, the City website, targeted mailings, dissemination of posters or meeting fliers, and notice in the local newspaper and radio station.

3. Updates to the City's Website. The City's website is regularly updated by staff.