TITLE VI COMPLAINT PROCEDURE
Any person who believes she or he has been discriminated against on the basis of race, color, or national origin by Newtrax, Inc. may file a Title IV complaint by completing and submitting the agency’s Title VI Complaint Form. Newtrax, Inc. investigates complaints received no more than 180 days after the alleged incident. Newtrax, Inc. will process complaints that are complete.
Once the complaint is received, Newtrax, Inc. will review it to determine if our office has jurisdiction. The complainant will receive an acknowledgement letter informing him/her whether the complaint will be investigated by our office.
Newtrax, Inc. has 30 days to investigate the complaint. If more information is needed to resolve the case, Newtrax, Inc. may contact the complainant. The complainant has 30 business days from the date of the letter to send requested information to the investigator assigned to the case. If the investigator is not contact by the complainant or does not receive the additional information within 30 business days, Newtrax, Inc. can administratively close the case. A case can be administratively closed also if the complainant no longer wishes to pursue their case.
After the investigator reviews the complaint, she/he will issue one of two letters to the complainant: a closure letter or a letter of finding (LOF). A closure letter summarizes the allegations and states that there was not a Title VI violation and that the case will be closed. An LOF summarizes the allegations and the interviews regarding the alleged incident, and explains whether any disciplinary action, additional training of the staff member, or other action will occur. If the complainant wishes to appeal the decision, she/he has 30 days after the date of the letter or the LOF to do so.
A person may also file a complaint directly with the Federal Transit Administration, at FTA Office of Civil Rights, 1200 New Jersey Ave SE, Washington, DC 20590.
Language Assistance Plan for Newtrax, Inc
Effective: February 1, 2017
The purpose of this Language Assistance Plan (hereinafter ”plan”) is to meet Federal Transit Administration’s (FTA’s) requirements to comply with Title VI of the Civil Rights Act of 1964, which prohibits discrimination on the basis of race, color, or national origin. As a subrecipient of FTA funds, this transit system is pledged to take reasonable steps to provide meaningful access to its transit services for persons who do not speak English as their primary language and who have a limited ability to read, speak, write, or understand English. The FTA refers to these persons as Limited English Proficient (LEP) persons.
The completion of this plan for persons with Limited English Proficiency conforms to the requirements of the FTA Circular 4702.1B Title VI Requirements and Guidelines for Federal Transit Administration Recipients.
The U.S. DOT’s FTA Office of Civil Rights’ publication “Implementing the Department of Transportation’s Policy Guidance Concerning Recipients’ Responsibilities to Limited English Proficient Persons – A Handbook for Public Transportation Providers,” dated April 13, 2007, was used in the preparation of this plan.
The plan for Newtrax, Inc contains:
Factor 1. The number or proportion of LEP persons in our service area who may be served or are likely to encounter a transit program, activity, or service.
We assessed the following information (as checked) about LEP persons to determine the number or proportion of LEP persons who might use or want to use our transit services:
X 2010 US Census data/American Community Survey data
X Local school district data (PENDING)
X Information from local organizations (religious, legal, social service, etc.) about LEP persons in our service area
The population Newtrax serves is driven by the client/rider make up of our partner organizations (Merrick and PAI) as well as Senior Community Service coordinators. Therefore, general population mix of potential LEP riders is consistent with the communities served by them.
Factor 2. The frequency with which LEP persons come in contact with our transit programs, activities, or services.
As noted earlier, the client/rider population is specific to Adult with Intellectual and Developmental Disabilities served by Merrick and PAI as well as Senior Communities in the greater Ramsey and Washington Counties.
Daily scheduled rides are provided to over 500 Adults with Intellectual and Developmental disabilities from home to program sites and return. The capabilities may range from 100% assistance to minimal supports. Merrick and PAI provide support with all aspects of the varied needs of the clients served. This can include assist with physical needs, emotional supports and communication. Should a new client/rider begin riding the Newtrax buses, prior meetings would have taken place with Merrick and PAI staff to address supports that may be needed. This may include LEP and communication support.
Additional scheduled services are being provided to Senior Communities. Prior meetings and procedures have been put in place with Newtrax Community Services coordinator and the various Senior Community Service coordinators to address potential needs of the client/riders to be served.
The conclusions drawn from examining this information about LEP persons seeking transit services are:
Factor 3 . The nature and importance of programs, activities, or services provided to the LEP population.
Our transit system considers transit to be an important and essential service for a more specific/targeted populations in the Senior Communities and DTH (Day Training and Habilitation) organizations living and working within our service area in Ramsey and Washington counties. Some LEP persons may use our transit service to travel to DT&H Program locations, work, community outings and appointments.
Newtrax vehicles will travel nearly 1.25 million miles in 2016. Most rides are for the daily scheduled routes in the AM and PM to transport over 500 adults with Intellectual and Developmental Disabilities from home to one of six DT&H Program locations supported by Merrick and PAI. In addition, many evening and weekend outings are scheduled for this same rider base as well as Senior Communities and Churches. The outings may be for:
Factor 4. The resources available to our transit system and the overall cost to provide language assistance.
Our current budget for marketing to or communicating with LEP persons in their language about transit services that are available to them is $1,000. This may include funding for staff training, translation services, brochures, flyers, posters, website, etc.
In addition, NEWTRAX leadership and staff are involved in numerous community organizations such as Consortium of Lake Area Senior Services (CLASS), White Bear Lake Area School District Community Services Advisory Council, Vadnais Heights Community Foundation, White Bear Lake Area Chamber of Commerce, Vadnais Heights Economic Development Corporation, Minnesota Council of Nonprofits, and Nonprofit Finance Group. Newtrax also has a Community Services Coordinator on staff that engages community organizations to explore other service offerings and chairs a monthly community engagement meeting with members of the public, business leaders, MNDOT, city planners and others with interest in expanding transportation access within their communities.
There are several language assistance measures that are available to Newtrax, Inc. These include:
X Translation of key documents in the following language(s): Spanish, Hmong, Somali. Posted on vehicles, office area and Dispatch Office
X Arranging for availability of oral translators via our partner organizations as they inform us of potential riders that may need assistance.
X Posting notices in appropriate languages informing LEP persons of available services on vehicles, office area and Dispatch Office.
X Other: Describe: As additional services are added or requested, the Newtrax Community Services coordinator will continue to work with the various agencies supported to insure the necessary documentation, tools and notices are in place.
To ensure effective implementation of this plan, the transit system will schedule training at orientations for new staff and for all relevant employees on an annual basis to review:
Our transit system plans to notify LEP persons in their own language about the language assistance available to them without cost by using the following methods:
X signs on buses or at bus stops
X website notices
XOther: Describe: Monthly Community Service team discussion and efforts to address as needed.
The transit system will review this plan during its annual review with its Mn/DOT transit project manager by:
This plan will be reviewed by our transit system annually. Revisions of this plan will be approved by the Executive Director, Community Services Manager and the Transportation Director and dated.
This Language Assistance Plan is available on our website at ____www.newtrax.org____________
This plan is also available at no cost in English upon request by telephone, fax, and mail or in person.
If requested to be provided in another language and it is feasible to have it translated, information will be provided at no cost to the requester.
Questions or comments about this plan may be submitted to:
Mike Greenbauim Executive Director
3700 Hwy 61 N, White Bear Lake, MN 55110
Telephone 651-846-9301 Fax number 651-407-7181