2017 title vi annual report - auburn · guidelines m 36-63.29, october 2015 – appendix 28.74 (nda...

City of Auburn, 2017 Annual Title VI Report

2017 Title VI Annual Report

Reporting Period:

January 1, 2017 to December 31, 2017

25 West Main St. Auburn, WA 98001-4998

(253) 931-3010


Table of Contents

Table of Contents ............................................................................................................ 2

Introduction and Report Format ...................................................................................... 2

Policy of Nondiscrimination ............................................................................................. 2

Organization, Staffing, and Structure .............................................................................. 3

Complaints ...................................................................................................................... 3

Education and Training, and Data Collection .................................................................. 4

Data Collection and City Demographics .......................................................................... 4

Public Outreach ............................................................................................................... 5

Consultant and Construction Contracts ........................................................................... 6

Environmental Justice ..................................................................................................... 8

Summary and Goals........................................................................................................ 8

Appendix A – Demographic Report ................................................................................. 9

Appendix B – Public Outreach Events........................................................................... 13

Appendix C – Construction Contract Title VI Language ................................................ 18

Appendix D – Formal Environmental Justice Evaluations ............................................. 23

Introduction and Report Format

The Title VI Non-Discrimination Agreement between the City of Auburn (City), Washington and the Washington State Department of Transportation (WSDOT) dated May 13, 2014 requires the City to prepare a yearly report of Title VI accomplishments for the last year and goals for the next year. The report includes the following:

a) Annual Work Plan Outline Title VI monitoring and review activities planned for the coming year; state by

which each activity will be accomplished and target date for completion. b) Accomplishment Report

List major accomplishments made regarding Title VI activities. Include instances where Title VI issues were identified and discrimination was prevented. Indicate activities and efforts the Title VI Specialist and program area personnel have undertaken in monitoring Title VI. Include a description of the scope and conclusions of any special reviews (internal or external) conducted by the Title VI Specialist. List any major problem(s) identified and corrective action taken. Include a summary and status report on any Title VI complaints filed with the recipient.

The specific format of the report follows the guidelines provided in the WSDOT Local Agency Guidelines M 36-63.29, October 2015 – Appendix 28.74 (NDA Annual Report Population Under 100,000 – Example).

Policy of Nondiscrimination

The City of Auburn, Washington, assures that no person shall on the grounds of race, color, national origin, or sex, as provided by Title VI of the Civil Rights Act of 1964, and the Civil Rights Restoration Act of 1987 (P.L. 100.259) be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity. The City further assures every effort will be made to ensure non-discrimination in all of its programs and activities, whether those programs and activities are federally funded or not. The Civil Rights Restoration Act of 1987, broadened the scope of Title VI coverage by expanding the definition of terms “programs or activities” to include all programs or activities of


Federal Aid recipients, sub-recipients, and contractors/consultants, whether such programs and activities are federally assisted or not (Public Law 100259 [S.557] March 22, 1988.) The City will include Title VI language in all written agreements and will monitor for compliance. The City’s Director of Human Resources is responsible for initiating and monitoring Title VI activities, preparing reports and other responsibilities as required by 23 Code of Federal Regulation(CFR) 200 and 49 Code of Federal Regulation 21.

Organization, Staffing, and Structure

Pursuant to 23 CFR 200, the City of Auburn has established a civil rights unit and designated a coordinator, as shown on the diagram below:

There have been no changes to the City’s organizational structure related to Title VI compliance and reporting since the last reporting period. However, the diagram has been modified to include “Other City Staff” that assist in the Title VI implementation and reporting. Other City Staff includes various staff members from Engineering, Finance, Innovation and Technology, Finance, Administration, and others.

Complaints

The City of Auburn received neither formal nor informal complaints that were directly or indirectly related to Title VI during the reporting period. Complaint procedures are incorporated into the Title VI Plan and will be followed if any formal Title VI complaint is filed per the procedures. A Title VI Notice to the Public is also included in the Plan informing the public of their Title VI rights and how to file a Title VI compliant. The complaint procedures, notice to the public and the rest of the Plan are available via the City’s website.


Education and Training, and Data Collection

The City provides training to all staff that supports general Title VI goals and objectives. Staff who administer the Title VI program are provided specific training and opportunities as they are available. Staff attended the following training and education in 2017 and early 2018:

Staff Date Training Title Notes All City Supervisors and Employees (Mandatory

Training)

January – February 2017

Sexual Harassment and

Non-discrimination

The City’s employment attorney completed training for all City staff.

Janelle Tarasewicz HR Manager

1/9/18 Title VI of the Civil Rights Act

Jacob Sweeting, Assistant City Engineer

1/18/18 Title VI of the Civil Rights Act

Jacob is responsible for preparing the City’s Title VI Report.

All City Supervisors and Employees (Mandatory

Training)

May 2018 City Policy Training

Training covered general City policies, as well as non-discrimination and harassment policies.

Data Collection and City Demographics

The Puget Sound Regional Council (PSRC) estimates that the City of Auburn’s population will reach over 80,000 by 2020. In 2017, PSRC published an article that called Auburn one of the regions fastest growing regions and estimated the population to be 77,060. (April 1, 2016, PSRC Press Release, “Regions Fastest Growing Cities”). Demographic information was generated using the Environmental Protection Agency’s (EPA’s) website tool: EJSCREEN and is included in Appendix A. The data has been reviewed for key Title VI indicators:

• 7,400 people (or roughly 11% of the population) speak English less than very well and may be linguistically isolated.

• 11% of the population is over 65 years old. • 39% of the population is considered minority. • 32% of households are considered low income.

The general demographic information provided by census data from the EPA confirms what those familiar with the City of Auburn already know: Auburn is a diverse community that includes people of many different races, ages, and incomes. People in Auburn speak many different languages and not everyone speaks English. These factors are what makes Auburn a very special place to live, work, and play, but also means that the City needs to work hard to ensure that nobody is left out or left behind.


Public Outreach

For each outreach activity, there was not a specific evaluation done to determine (Limited English Proficiency (LEP) groups and other needs. However, translation services were made available upon request at all meetings through the City’s Voiance services and information posted on the City’s website could be viewed in several different languages using the website’s translation tools. In 2017 Voiance language translation expenditures were $3,029.66. Statistics regarding usage of the Voiance translation services are summarized below:

2017 Voiance Translation Statistics

Language Calls Minutes Spanish 131 1,506 Russian 18 285

Vietnamese 6 73 Punjabi 2 71 Korean 4 50

Burmese 1 32 Ukranian 4 31 Mandarin 3 18

Sudanese Arabic 1 5

Website translation tools statistics are summarized below:

City Website 2017 Translation Statistics

Language 2017 Page Views English 1,542,290 Spanish 89 Russian 62

Japanese 53 The City’s Engineering Services Division is responsible for managing the design and construction of the City’s transportation capital projects. Many methods of public outreach and communication are employed throughout the lifecycle of a project including the following:

• General project information provided on City website • General project information listed on Capital Project Status Reports presented to City

Council and Public quarterly • General Project Flyer Mailers/Post Cards • Project featured in Auburn Magazine and website • Project information letters mailed to specific residences and businesses • Project Open Houses/Meetings • Public Surveys • Public Comment Opportunity (SEPA) • Public Hearing(s) • Social media outreach • Direct Discussion – Door to Door • Direct Discussion – Phone Calls • Special Committee/Board Presentations (HOA, Churches, Schools) • Traffic advisories issued during construction • Message boards for traffic impacts • Project Information Sign • Direct Discussion – Door to Door


• Direct Discussion – Phone Calls • Mailers

A summary of general public outreach activities facilitated by the City’s Community Services Division and Emergency Management Division are also included in Appendix B. Even though these groups do not typically provide information specifically for transportation projects, their outreach efforts support the City’s overall Title VI program and goals

Consultant and Construction Contracts

In accordance with the Title VI Plan, a review of the City’s Title VI Program is conducted periodically, which includes an examination of consultant and construction contracts. The review examines the use of Disadvantaged Business Enterprise (DBE) consultants and inclusion of Title VI requirements in contracts requests for proposals. The following Title VI language is included in City Consultant Contracts:

“NONDISCRIMINATION. The CONSULTANT may not discriminate regarding any services or activities to which this Agreement may apply directly or through contractual, hiring, or other arrangements on the grounds of race, color, creed, religion, national origin, sex, sexual orientation, age, or where there is the presence of any sensory, mental or physical handicap.”

The following Title VI language is included in requests for proposals for City Consultant Contracts and in the advertisements for construction contract bids:

“Persons with disabilities may request this information be prepared and supplied in alternative forms by calling 253-931-3010. The Recipient, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, or sex in consideration for an award. The City of Auburn does not discriminate on the grounds of race, color, religion, national origin, sex, sexual orientation, age or handicap in consideration for a project award.”

Pages from the City’s Standard Construction Contracts that show the Title VI language included in City Construction Contracts are included in Appendix C. The City’s has evaluated its contracts to make sure that the appropriate Title VI language is included for compliance. Periodic reviews are done on contracts to ensure that they meet all Title VI requirements in the Title VI Plan. Consultant agreements and construction contracts executed and reviewed during the reporting period between the City and consultants are shown on the following tables.


Transportation Related Consultant Agreements Executed in 2017

Agmt # Consultant

Name Proj. # Project Name / Services Amount DBE?

Title VI Provisions

in RFP?

Title VI Provisions

in Contract?

AG-C-495 Fehr & Peers On-Call

Transportation Modeling Support

$50,000 No

Yes Yes

AG-C-497 JECB CP1218 Material Testing $45,000

No Yes Yes

AG-C-499

PH Consulting, LLC CP1707

A St SE Corridor Signal Safety & Operations Improvements

$97,754

Yes

Yes Yes

AG-C-501 MENG Analysis n/a

Airport Facility Condition Assessment Study

$50,000 No

Yes Yes

AG-C-502 FCS Group n/a

Airport Competitive Market Assessment and Long Term Rate Study

$75,000

No

Yes Yes

AG-C-504 Jacobs Engineering CP1717

2018 Local Streets Reconstruction

$301,905 No

Yes Yes

Transportation Related Construction Contracts Executed in 2017

Contract #

Contractor Name Proj. # Project Name/Description Amount DBE MBE

WBE%

Title VI Provisions in Ad and Contract?

16-20 Miles Resources CP1218

Auburn Way South Corridor Safety Impvs Muckleshoot Plaza to Dogwood St SE

$3,654,361 17% DBE

Yes

15-15 West Coast Signal CP1406 Main Street Signal Upgrades

$448,493 .11% DBE

Yes

17-20 Road Construction NW CP1502

A St SE & 37th St SE Traffic Signal Improvements

$656,280 0%

Yes

17-11 DPK, Inc CP1513 22nd St NE & I St NE Intersection Improvements

$1,257,287 75% MBE

Yes

17-24 Tucci & Sons CP1614

2017 Local Street Reconstruction and Preservation

$2,864,377

0%

Yes

16-10 Tucci & Sons CP1507 Auburn Way North Pavement Preservation

$1,589,151 19% DBE

Yes

17-12 Active Construction, Inc CP1511 M Street SE Improvements

$1,583,398 0%

Yes

17-07 Johansen Excavating CP1520

B Street NW Reconstruction Project

$2,615,853 2% DBE

Yes

17-05 ICON Materials CP1523 Lake Tapps Parkway Preservation

$827,290 9% DBE

Yes

17-17 K&A Communications CP1710

2017 Citywide Sidewalk Repairs and Improvement

$117,790 77% MBE

Yes

17-04 RCNW CP1606

Auburn Teen & Community Center-H Street SE Extension

$391,405 .28% MBE

Yes

17-23 West Coast Signal CP1701

Auburn Way South Dynamic Message Sign

$65,390 0%

Yes

17-27

K&A Communications, LLC MS1716

37th St NE and I St NE Curb Ramp Improvements

$77,000

0%

Yes


Environmental Justice

Environmental justice is evaluated for all City Transportation projects. For many projects, this is an informal process where the project manager will examine the potential impacts of a project and identify if there are any specific environmental justice issues that need to be addressed. Some projects require additional consideration due to many factors including project size and complexity or funding sources and the associated requirements. These projects undergo a more formalized environmental justice evaluation as part of the SEPA and/or NEPA process. The table below lists transportation projects that were under design or construction in 2017 and indicates the level of environmental justice evaluation and findings. The environmental justice documentation produced by formal evaluations are included in Appendix D.

Environmental Justice Evaluations – Transportation Projects

Proj. # Project Name/Description EJ Evaluation Approach

EJ Findings/Impacts

CP1218 Auburn Way South Corridor Safety Improvements Muckleshoot Plaza to Dogwood St SE

Formal - NEPA None – See Appendix D

CP1406 Main Street Signal Upgrades Informal None CP1502 A St SE & 37th St SE Traffic Signal Improvements Formal - NEPA None – See Appendix D CP1513 22nd St NE & I St NE Intersection Improvements Formal - NEPA None – See Appendix D CP1614 2017 Local Street Reconstruction and Preservation Informal None CP1507 Auburn Way North Pavement Preservation Formal - NEPA None – See Appendix D CP1511 M Street SE Improvements Informal - SEPA None CP1520 B Street NW Reconstruction Project Informal None CP1523 Lake Tapps Parkway Preservation Formal - NEPA None – See Appendix D CP1710 2017 Citywide Sidewalk Repairs and Improvement Informal None

CP1606 Auburn Teen & Community Center-H Street SE Extension

Informal None

CP1701 Auburn Way South Dynamic Message Sign Informal None

CP1707 A St SE Corridor Signal Safety & Operations Improvements

Formal - NEPA None – See Appendix D

CP1717 2018 Local Streets Reconstruction Informal None MS1716 37th St NE and I St NE Curb Ramp Improvements Informal None

Summary and Goals

We are building an inclusive community. The City’s efforts to comply with Title VI requirements are just a single example of the City’s commitment to build a community that encourages all people to engage and participate. From hosting well attended annual community picnics throughout the City to providing technology tools to make it easier for all citizens and businesses to share and receive information, the City’s efforts to include all, regardless of race, language, age, sexual orientation, or income are wide and comprehensive. Various enhancements and improvements are being considered and implemented in 2018 based on comments and recommendations received in Fall 2017 from the WSDOT Title VI Coordinator regarding the City’s 2016 Annual Title VI Report. These enhancement focus on two main components of Title VI compliance: 1) Compiling key demographic information and making it available and useful to City staff in planning outreach activities; 2) Development of outreach strategies and processes that specifically focus on the needs of LEP populations within the City. The specific Title VI enhancements implemented and the realized results will be documented in the City’s 2018 Annual Title VI Report.


Appendix A – Demographic Report


Appendix B – Public Outreach Events


Outreach by the Community Services Division Graffiti Mailings

• Targeted mailings in areas hard hit by graffiti

• 23 Stop Graffiti Brochures mailed to the E St Alley between 2nd and 4th on 2/17/17

• 56 Brochures mailed to D St SE, C St SE, 37th St SE, and 35th St SE on 3/17/17

Community Picnics • 6 Picnics, one for each Police Patrol district in Auburn • Food service provided by local service organizations and clubs: Kiwanis, Italy Sister

City and China Sister City groups • June 20: Southeast Auburn at Game Farm Park: 243 attendees • June 29: South Auburn at Pioneer Elementary: 135 attendees • July 18: North Auburn at Cascade Middle School: 140 attendees • July 27: Lea Hill at Lea Hill Park: 160 attendees • August 10: West Hill at Evergreen Elementary School: 70 attendees • August 17: Lakeland Hills at Sunset Park: 248 attendees • 40 staff participated representing:

o Finance o Legal o Police o Planning o Public Works/Engineering o Maintenance and Operations o Emergency Management o Community Services o Mayor’s Office o Council o Innovation and Technology o Code Enforcement

National Night Out

• Tuesday August 1st, 2017

• Advertisement materials provided free of charge to events in English and Spanish • 58 events throughout Auburn reaching about 6,000 households

o 9 apartments o 1 church o 6 condo/townhouse complexes o 35 single family home neighborhoods o 7 mobile home neighborhoods o 1 supported housing (Valley Cities Landing)

• 25 Established Block Watch areas participated • 12 Staff teams visiting 3-6 events each

o About 50 Staff including: � Council Members � Community Services � Emergency Management � Auburn Police Department � Valley Regional Fire Authority


� Waste Management � Community Development � Public Works � Maintenance and Operations � Legal � Parks, Arts and Recreation � Innovation and Technology � Human Resources � Environmental Services � Finance

Civics Academy

• Ran Thursdays from September 7th through November 16th, 2017

• 17 graduates

• Students connected with Citizens Academy, Valley Communications Academy and

CERT for further education opportunities.

• Students have since gotten involved in volunteer activities including with the

Environmental Services Division

• All departments were represented and had presentations

Neighborhood Matching Grant • New, more easily navigable site went live

• New informational brochure was created to make for easier dissemination of

information

• Informational presentation on the Grant and the application process occurred on

April 13, 2017 and had 5 attendees, all representing HOAs in the Lea Hill area.

• Washington Elementary applied for a grant to cover the cost of a Community Garden

(contract signed as of 5/9/2017) COMPLETED

• Buena Vista Apartments applied for a Grant to cover exterior

improvements/beautification (contract signed as of 5/15/2017) COMPLETED

Auburn Way S Improvement Project • Outreached to the surrounding neighborhoods that will be affected by this project

• Delivered 150 flyers to Clearwater Ridge Apts

• Delivered 220 flyers to Sherwood Gardens Apts

• Gave 160 flyers to Riverwalk HOA

• Mailed 728 flyers to single and multi-family housing as well as local businesses on

1/18/2017

M St Improvement Project • Outreached to neighborhood(s) that will be affected by the project

• Mailed 1,000 postcards to commercial and residential properties that will be affected

Neighborhood Meetings • Alicia Glen meeting on 4/18/2017

o Discussed parking concerns within the neighborhood, speeding along 124th

and site distance concerns on 124th.


o Police, Traffic, Community Development and the Mayor were all in

attendance as well as about 15 neighbors.

• Trek Apartments meeting on 6/15/2017

o Parking in downtown

o Coming developments

o Downtown crime

o Reporting methods

o 12 attendees

o 7: Police, Community Development and Public Works, Mayor

• Forest Villa Meeting on 7/12/2017

o Community safety

o Relationship with Muckleshoot and Auburn School District

o 16 attendees

o 11 staff: Police, Community Development and Public Works, Mayor

• Downtown Meeting on 8/15/2017

o Police patrols in the area

o Code Enforcement efforts in the area

o Business and resident safety concerns

o 15 attendees

o 9 staff: Police, Community Development and Public Works, Mayor

• Kingsley Meadows on 10/25/2017

o Students cutting through the neighborhood on the way to and from school

o Vandalism on the south side fence (between Kingsley and Cedar Ridge Apts)

o Meeting includes City staff, residents, representatives from the Auburn

School District.

o Most concerns were related to the Auburn School District and outside the

City’s purview.


Outreach by the Emergency Management Division

EVENT DATE ATTENDEES

Disaster Presentation 1/4/2017 41














CERT 3/24/2017 12

Valley cities fair 3/29/2017 35






Kids Day 6/23/2017 583

4th of July Festival 7/4/2017 236

Cub Scout Day Camp 7/11/2017 100

National Night Out 8/1/2017 280

Auburnfest 8/12/2017 200


Barkfest 8/26/2017 40


Auburn Harvest Festival 10/28/2017 102


Scout Night 11/8/2017 234


Total 3573


Appendix C – Construction Contract Title VI Language


Appendix D – Formal Environmental Justice Evaluations

2017 title vi annual report - auburn · guidelines m 36-63.29, october 2015 – appendix 28.74 (nda...

Documents