City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 1 CITY OF SANTA MARIA
TIT
LE VI PROGRAM | SANTA MARIA TRANSIT
Prepared by: City of Santa Maria
Department of Public Works | Transit Division
110 South Pine Street, Suite 101 | Santa Maria, CA 93458 805| 925.0951 x2225 | [email protected] http://www.cityofsantamaria.org
Exhibit A
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 2 T
ABLE OF CONTENTS
I. T
itle VI Policy Statement
a. Applicability
II. G
eneral Requirements and Guidelines
III. S
ubcontractors and Vendors
IV
. Complaint Procedures and Appeals
a. How to File a Title VI Complaint with the City of Santa Maria Transit b. Complaint Response Procedure
c. Appeals Process
d. Filing a Title VI Complaint with the FTA Office of Civil Rights V. I
nvestigations, Complaints, or Inquiries Alleging Discrimination V
I. Record Keeping
V
II. Title VI Information Dissemination
a. List of Public Locations Title VI Notice Is Posted
V
III. Public Participation Plan
a. Purpose
b. Public Meeting and Comment Period for Major Service Reduction and Fare Increase c. Key Principles
d. Early, Continuous and Meaningful
e. Goals of the Public Participation Plan
f. Objectives of the Public Participation Plan
g. Scheduling Public Meeting Locations and Times
h. Outreach Efforts to Alert Riders and Encourage Engagement i. Bi-Lingual Mediums of Notification
j. Procedures for Conducting Public Meetings
k. Documentation of Public Meetings
l. Addressing Public Comments Received
m. Outreach to Engage Minority and Limited English Proficient (LEP) Populations n. Identification of Stakeholders and Community Partners o. Summary of Community Outreach Efforts Made Since Last Title VI Program Submission
IX
. Limited English Proficiency (LEP) Plan
a. Factor 1 – Number of LEP Persons in Service Region
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 3 b. Factor 2 – Frequency of LEP Use
c. Factor 3: The Importance of Santa Maria Transit Service to the LEP Population d. Factor 4: Resources and Costs for LEP Outreach
X. E
fforts to Ensure Subrecipient Compliance with Title VI
a. Subrecipient Compliance
b. Equity Analysis for Facility
c. Demographic Service Profile
X
I. Systemwide Service Standards and Policies
a. Vehicle Load
b. Vehicle Headway
c. Weekday Fixed Route
d. Weekend Fixed Route
e. Weekday Breeze
f. On-Time Performance
g. Service Availability
h. Distribution of Transit Amenities
i. Vehicle Assignment
X
II. Determination of Site or Location of Facilities
X
III. Grants, Reviews, and Certifications
a. Pending Applications for Financial Assistance
b. Pending FTA Grants
c. Open FTA Grants
d. Civil Rights Compliance Reviews in the Past Three Years e. Previous Triennial Review Findings
X
IV. Santa Maria Transit Contact
XV
. Appendices
a. TITLE VI Complaint Form
b. TITLE VI Acknowledgment Letter
c. TITLE VI: Response to Complaint Letter
d. TITLE VI: Complaint Not Substantiated Letter
e. TITLE VI: Employee Education Form
f. TITLE VI: Employee Acknowledgment of Receipt of Education g. TITLE VI: City of Santa Maria Website
h. TITLE VI: Information Quick Guide
i. TITLE VI: Sample Bus Notification
j. TITLE VI: Marketing
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 4 I. Title VI Policy Statement
The City of Santa Maria Transit (SMT) is committed to ensuring that no person is excluded from participation in, denied the benefits of, or otherwise subjected to discrimination under any of its programs, activities, or services on the basis of race, color, or national origin, as protected by Title VI of the Civil Rights Act of 1964.
Title VI, 42 U.S.C. Section 2000d, of the Civil Rights Act of 1964 states:
“No person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance.”
As a Federal Transit Administration (FTA) fund recipient, the City of Santa Maria Transit will ensure that its programs, policies, and activities comply with the Department of Transportation (DOT) Title VI Regulations of the Civil Rights Act of 1964.
The City of Santa Maria Transit will ensure that the level and quality of its transportation service are provided without regard to race, color, or national origin.
The City of Santa Maria Transit will promote full and fair participation of all affected populations in the transportation decision-making process.
The City of Santa Maria Transit will ensure that Limited English Proficient (LEP) individuals have access to the City’s transit program, activities, and services. A copy of the City’s LEP Plan can be found at RideSMAT.com.
The City of Santa Maria Transit, in compliance with Title 49 CFR Section 21.9 (d), will provide information to the public regarding its obligations under the DOT Title VI regulations and apprise members of the public of the protections against discrimination afforded to them by Title VI.
The City of Santa Maria Transit will not condone retaliation against an individual for his/her involvement in asserting his/her rights pursuant to Title VI or because he/she filed a complaint or participated in an investigation under Title VI, and/or this regulation.
No person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal assistance.
-Civil Rights Act of 1964
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 5 Applicability
This policy applies to all City of Santa Maria employees, members of the public, and all contractors hired by the City of Santa Maria.
As of April 17, 2018, the City of Santa Maria Transit has an established contract with RAPT -Dev, Inc. for operations and maintenance of the City of Santa Maria fixed-route public transit system.
The contractor(s), by extension, will also assist and comply with the adopted Title VI policy.
Failure of a City of Santa Maria Transit employee to follow this policy and procedure may subject such employee to disciplinary action up to and including employment termination.
Santa Maria Transit has engaged the public in the development of this program. The service standards detailed in this program, along with the open house meetings were all presented and discussed at public information meetings in July 2021.
To develop a system to provide services to those with limited English proficiency, Santa Maria Transit engaged a number of community organizations.
In February 2024, the City Council is scheduled to review this (proposed) Title VI Plan, public input submitted about the plan, provide their input, and adopt the Title VI Program Update which will cover Federal Fiscal Years 2024-27. This program contains all of the elements required of a transit provider operating in an urbanized area of 200,000, or less in population, and operating less than fifty vehicles in peak service. It supersedes Santa Maria Transit’s Title VI Program of December 7, 2023. It has been prepared using data from the most recent (2020-2022) U.S. Census data.
II. General Requirements and Guidelines
The City of Santa Maria Transit, in ensuring that no person is excluded from participation in, denied the benefits of, or otherwise subjected to discrimination under any of its programs, activities, or services based on race, color, or national origin, will not:
1. Provide any service, financial aid, or benefit that is different from that provided to others;
2. Subject an individual to segregation or separate treatment;
3. Restrict an individual in the enjoyment of any advantage or privilege enjoyed by others;
4. Deny any individual service, financial aid, or benefits under any of the City’s programs, services, or activities;
5. Treat individuals differently in terms of whether they satisfy admission or eligibility requirements;
6. Deny an individual the opportunity to participate as a member of a planning or advisory body.
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 6 The City of Santa Maria Transit shall evaluate systemwide service and fare changes at the planning and programming stages to determine whether these changes have a discriminatory impact on low-income and Limited English Proficient (LEP) individuals.
Santa Maria Transit’s Public Participation Plan has been prepared to ensure that no one is precluded from participating in Santa Maria Transit’s service planning and development process.
It ensures that:
1. Potentially affected community members will have an appropriate opportunity to participate in decisions about a proposed activity that will affect their environment and/or health;
2. The public’s contribution can and will influence Santa Maria Transit’s decision making;
3. The concerns of all participants involved will be considered in the decision -making process; and
4. Santa Maria Transit will seek out and facilitate the involvement of those potentially affected.
Through an open public process, Santa Maria Transit has developed a Public Engagement Manual to serve as its participation plan to encourage and guide public involvement efforts and enhance access to Santa Maria Transit’s transportation decision-making process by minority and Limited English Proficient (LEP) populations. The Public Engagement Manual describes the overall goals, guiding principles, and outreach methods that Santa Maria Transit uses to reach its riders. A copy of the most recent Public Engagement Manual can be found at RideSMRT.org
The City of Santa Maria Transit will keep the public informed of protections against discrimination afforded to them by Title VI and the City’s obligations under Title VI by posting a Title VI Quick Guide (Appendix H) on the City website at cityofsantamaria.org, in transit vehicles, and in public areas of the agency’s administrative office. The Title VI Complaint Form (Appendix A ) will also both be posted on the City website at cityofsantamaria.org and is available at the City of San ta Maria Public Works Department at 110 S. Pine Street, Suite 221 in Santa Maria.
The City of Santa Maria Transit will provide information, upon request from FTA, in order to investigate complaints of discrimination or to resolve concerns about possible Title VI noncompliance. Santa Maria Transit Title VI Program has been prepared in accordance with FTA Circular 4702.1B, dated October 1, 2012. The City of Santa Maria Transit will submit its Title VI Program to the FTA Regional Civil Rights Officer every three years to ensure compliance with Title VI Requirements.
III. Subcontractors and Vendors
All subcontractors and vendors who receive payments from the City of Santa Maria Transit where funding originates from any federal assistance are subject to the provisions of Title VI of the Civil
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 7 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.
IV. Complaint Procedures and Appeals
a. How to File a Title VI Complaint with the City of Santa Maria Transit
Any person who believes they have been excluded from participation in denied the benefits of or otherwise subjected to discrimination on the basis of race, color, or national origin, may file a signed, written complaint up to one hundred eighty (180) days from the date of the alleged discrimination by contacting the Transit Manager (Title VI Coordinator) by phone, email, or in writing:
City of Santa Maria
Department of Public Works – Transit Division
110 S. Pine Street, Street, Suite 101
Phone: 805| 925.0951 x2459
Email: Santa Maria [email protected]
As an alternative, customers may also submit their complaints to:
U.S. Department of Transportation
Federal Transit Administration
Office of Civil Rights, Region IX
201 Mission Street, Suite 1650
San Francisco, CA 94105-1839
The Title VI Complaint Form (Appendix A ) may be used to file a Title VI Complaint with the City of Santa Maria Transit. The complaint form can be obtained by downloading an electronic for m from the City website at cityofsantamaria.org or by calling the Title VI Coordinator at (805) 925.0951 x2459. The complaint form will be made available in an accessible format including audiotape, braille, large font, and other languages upon request. The City of Santa Maria Transit encourages all complainants to submit complaint forms by certified mail, return receipt requested, through the U.S. Postal Service.
Tips on Filing a Complaint
• Be sure to complete the Complaint Form in full. Customers are required to sign the Complaint Form. • If the complainant is unable to write a complaint, Santa Maria Transit will provide assistance. • Be sure to include your name, address, and contact information (phone number, email address, etc.).
• Be sure to include how, when, where, and why you believe you were discriminated against. • Be sure to include the location, names, and contact information of any witnesses.
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 8 b. Complaint Response Procedure
Any person who believes they have been discriminated against on the basis of race color, or national origin by Santa Maria Transit may file a Title VI complaint. The procedure is described on the City of Santa Maria’s website at cityofsantamaria.org.
What happens to the complaint after it is submitted?
Receipt of Complaint and Acknowledgement
A letter acknowledging receipt of the complaint will be mailed within thirty (30) working days of Receipt of Complaint (Appendix C). 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.
Procedures for Investigating Complaints
Upon receipt of the complaint, the Title VI Coordinator will investigate the complaint and decide on the basis of the information provided. A formal investigation of the complaint will be confidential, the extent allowed by law, and will include, but is not limited to, details of the specific incident, frequency and dates of occurrences, and names of any witnesses. The complainant will be notified of the resolution.
How will the complainant be notified of the outcome of the complaint?
The City of Santa Maria Transit will send a final written response letter to the complainant within sixty (60) working days of Receipt of Complaint ( Appendix C or D). In the letter notifying the complainant that the complaint is not substantiated ( Appendix D), the complainant is also advised of his or her right to:
1. appeal within seven (7) calendar days of receipt of the final written decision from the City of Santa Maria Transit, and/or;
2. file a complaint externally with the U.S. Department of Transportation (DOT) and/or the Federal Transit Administration (FTA).
Appeals Process
If the complainant is not satisfied with the resolution, an appeal process is available. An appeal request for review of a determination of unlawful denial of access or accommodation to the public transportation must be filed, in writing, within seven (7) working days of receipt of the final written decision from the City of Santa Maria Transit. The written appeal must include the customer’s name, address, and telephone number. A statement of the reason(s) why the complainant believes the denial of the complaint was inappropriate is recommended.
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 9 The City of Santa Maria Public Works Director will set a mutually agreed-upon time and place for the review process with the complainant and/or his/her representatives within thirty (30) working days of the appeals request. The complainant may submit documents or other information to be included with the record and considered in the review process. A record of the review will be kept, as determined by the City of Santa Maria Public Works Director. Anyone needing reasonable accommodations may contact the City at (805) 925 -0951 x 2225 for assistance.
Filing a Title VI Complaint with the FTA Office of Civil Rights
Individuals or organizations can also file a complaint directly with the Federal Transit Administration (FTA) Office of Civil Rights. A complaint must be filed no later than one hundred eighty (180) calendar days after the date of the alleged discrimination unless the time for filing is extended by FTA. Completed and signed Title VI Complaint forms should be sent to:
Federal Transit Administration Office of Civil Rights
Attention: Title VI Program Coordinator
East Building, 5th Floor – TCR
1200 New Jersey Ave., SE
Washington, DC 20590
Phone: 1-866-377-8642
The FTA Title VI Complaint Form can be found at the following link:
https://www.transit.dot.gov/regulations-and-guidance/civil-rights-ada/fta-civil-rights- complaintform
Once a complaint has been accepted by FTA for investigation, FTA will go through an investigative process and make determinations based on findings. The i nvestigative process and determination by FTA should be completed within one hundred eighty (180) calendar days of the date the FTA accepts the complaint for investigation. The City of Santa Maria Transit will cooperate with FTA, when required, during the investigative process and will take appropriate actions when a violation is determined. Upon completio n of the investigation, the FTA Office of Civil Rights will transmit to the complainant and the grantee a letter of finding and resolution. If either party wishes to appeal the decision, the letter of finding and resolution will provide the opportunity and instructions to do so.
V. Investigations, Complaints, or Inquiries Alleging Discrimination
The City of Santa Maria will maintain a list (a minimum of four years inactive status) of any Title VI investigations, complaints, or lawsuits filed which allege the City of Santa Maria discriminated against a person or group on the basis of race, color, or national origin.
The list will include, at a minimum:
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 10 • The date the investigation, complaint, or lawsuit was filed • A summary of the allegation(s)
• The status of the investigation, complaint, or lawsuit • Any actions or correcti ve actions taken by the City in response to the investigation, complaint, or lawsuit.
The City of Santa Maria has had no complaints, investigations, or lawsuits which allege discrimination on the basis of race, color, national origin, or any other form of discrimination since the last Title VI Program submission effective August 1, 2019.
VI. Record Keeping
The Title VI Coordinator will maintain permanent records, which include, but are not limited to, signed acknowledgments of receipt from the employees indicating the receipt of the City of Santa Maria Title VI Plan, copies of Title VI complaints or lawsuits and related documentation, and records of correspondence to and from complainants, and Title VI investigations.
VII. Title VI Information Dissemination
Title VI information shall be publicly displayed in the City of Santa Maria Transit Bus Yard Facility at 1303 Fairway Dr, the Santa Maria Transit Center at 400 E. Boone Stree t, and on fixed -route revenue vehicles. The plan information, along with contact information for the City of Santa Maria Transit Title VI Coordinator is available on the City of Santa Maria Transit website at cityofsantamaria.org. Additional information relating to nondiscrimination obligation s can be obtained from the City of Santa Maria Transit Title VI Coordinator.
Title VI information shall be disseminated to Santa Maria Transit employees annually via the Employee Education form (Appendix E). This form reminds employees of the Santa Maria Transit policy statement and their Title VI responsibilities in their daily work and duties. During New Employee Orientation, new employees shall be informed of the provisions of Title VI and City of Santa Maria Transit expectations to perform their duties accordingly.
All employees shall be provided a copy of the Title VI Program and are required to sign the Acknowledgement of Receipt (Appendix F ). Title VI information shall also be made available in non-English languages, consistent with the City of Santa Maria Transit Limited English Proficiency (LEP) plan.
List of Public Locations Title VI Notice Is Posted
The City of Santa Maria Transit Title VI Notice to the public is currently posted at the following locations:
• City of Santa Maria Transit Office, 110 S Pine Street City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 11 • City of Santa Maria Transit Center, 400 E. Boone Street • City of Santa Maria Transit Bus Yard Facility, 1303 Fairway Dr • Santa Maria Transit website, cityofsantamaria.org
• Fixed-route revenue vehicles
•
VIII. Public Engage Plan for Public Participation
Per the City of Santa Maria Major Service Reduction and Fare Increase Policy, the City of Santa Maria shall maintain an open and participative process including the consideration of public comment before any major service reduction or fare increase.
Purpose
49 U.S.C. section 5307(d)(1)(I) provides that urban grant recipients shall have: “a locally developed process to solicit and consider public comment before raising a fare or carrying out a major reduction of transportation.”
The City of Santa Maria Transit is a recipient of Federal Transit funding and therefore must establish an acceptable public meeting procedure with respect to fare increase and major service reductions as required by Federal law.
Public Meeting and Comment Period for Major Service Reduction and Fare Increase
Example of
Fixed Route
Notifications
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 12 Definitions
a. A major service reduction is defined as a reduction in service of 20 percent of daily revenue miles or hours or a number of indefinite service reductions in any given fiscal year that add up to more than 20 percent of daily revenue miles or hours.
b. b. A fare increase is defined as an increase to a fare per price per unit of service.
c. An emergency service change is defined as a service change that is to be in effect for fewer than thirty (30) days and the service change does not meet the criteria as a major service reduction. Examples include but are not limited to those due to power failure, severe weather, major construction, reconstruction, pandemic, and improvement projects.
A public comment period shall be held at least forty -five (45) calendar days prior to implementation of a major service change or fare increase.
Key Principles
Santa Maria Transit Public Participation Plan (PPP) has been prepared to ensure that no one is precluded from participating in the Santa Maria Transit service planning and development process. It ensures that:
• Potentially affected community members will have an appropriate opportunity to participate in decisions about a proposed activity that will affect their environment and/or health;
• The public’s contribution can and will influence Santa Maria Transit decision making; • The concerns of all participants involved will be considered in the decision -making process; and
• Santa Maria Transit will seek out and facilitate the involvement of those potentially affected.
Through an open public process, Santa Maria Transit has developed a public participation plan to encourage and guide public involvement efforts and enhance access to Santa Maria Transit’s transportation decision -making process by minority and Limited English Proficient (LEP) populations. The public participation plan describes the overall goals, guiding principles, and outreach methods that Santa Maria Transit uses to reach its riders.
Early, Continuous and Meaningful
The steps outlined in the public participation plan offer early (in the planning process), continuous, and meaningful opportunities for the public to be involved in the identification of social, economic, and environmental impacts of proposed transportatio n decisions at Santa City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 13 Maria Transit. It is a guide for how Santa Maria Transit engages its diverse community. Santa Maria Transit may continue to improve its public participation methods over time based on feedback from all of its riders and community members including low-income, minority, and LEP populations as well as customer and community-based organizations.
Goals of the Public Participation Plan (PPP)
The goals of Santa Maria Transit’s PPP include:
• Participation for Influence. The process clearly identifies and communicates where and how participants can have an influence and direct impact on decision-making. • Consistent Commitment. Santa Maria Transit communicates regularly, develops trust with riders and our community, and builds community capacity to provide public input. • Diversity. Participants represent a range of socioeconomic, ethnic, and cultural perspectives, with representative participants including residents from low- income neighborhoods, ethnic communities, and residents with LEP. • Accessibility. Every reasonable effort is made to ensure that opportunities to participate are physically, geographically, temporally, linguistically, and culturally accessible. • Relevance. Issues are framed in such a way that the significance and potential effect are understood by participants.
• Participant Satisfaction. People who take the time to participate feel it is worth the effort to join the discussion and provide feedback.
• Partnerships. Santa Maria Transit develops and maintains partnerships with communities through the methods described in its public participation plan. • Quality Input and Participation. Comments received by Santa Maria Transit are useful, relevant, and constructive, contributing to better plans, projects, strategies, and decisions.
Objectives of the Public Participation Plan
Santa Maria Transit’s PPP is based on the following principles:
• Flexibility. The engagement process will accommodate participation in a variety of ways and be adjusted as needed.
• Inclusiveness. Santa Maria Transit will proactively reach out to and engage low-income, minority, and LEP populations from the Santa Maria Transit service area. • Respect. All feedback will be given careful and respectful consideration. • Proactive and Timeliness. Participation methods will allow for early involvement and be ongoing.
• Clear, Focused, and Understandable. Participation methods will have a clear purpose and use for the input and will be described in language that is easy to understand. • Honest and Transparent. Information provided will be accurate, trustworthy, and complete.
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 14 • Responsiveness. Santa Maria Transit will respond and incorporate appropriate public comments into transportation decisions.
• Accessibility. Meetings will be held in locations that are fully accessible and welcoming to all area residents, including, but not limited to, low -income and minority members of the public and in locations relevant to the topics being presented and discussed.
Santa Maria Transit will use its public participation plan when considering fare changes, modifications to routes and schedules, and other transit planning projects when:
1. A fare increase is being considered;
2. A new route is established;
3. An existing route is proposed for elimination;
4. Reduction of twenty percent or more of the daily transit revenue vehicles miles of a route; or
5. Reduction of twenty percent or more of the number of route miles of a route; that reduces the total number of one-way bus trips by more than 20% of the current number of bus trips.
6. For minor schedule and service changes not rising to the level of those above, SANTA MARIA TRANSIT will post service change notices on appropriate buses and stops thirty (30) days in advance of the change date, whenever possible.
7. Exemptions to the public participation plan include the following:
• For minor discount or forgoing of fares for temporary promotional periods. • For minor change in service for minor route changes and/or schedule changes that do not exceed the thresholds of 20%.
• Experimental or emergency service.
• Seasonal service variation.
• If any experimental or emergency service or fare change remains in effect for more than 275 days, they will be subject to public comment and/or public hearing.
Scheduling Public Meeting Locations and Times
a. To the greatest extent possible, public meetings will be held in a convenient, accessible, and diverse locations. All facilities used for a public meeting will be accessible to persons with disabilities.
Regional Partnership/Capitol Programming
For its capitol programming, Santa Maria Transit uses the Santa Barbara County Association of Governments’ (SBCAG) adopted public participation plan dated December 2014. This plan clearly indicates that the MPO’s public participation process satisfies the Santa Maria Transit’s public participation requirements for its Program of Projects. The notices for the involv ement activities and time established for public review of and comments on the TIP will satisfy FTA’s program of projects requirements
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 15 • The public meeting location will be along bus routes whenever possible; • The public meeting will be held under the supervision of the City of Santa Maria Transit Manager;
• The public comments will be recorded and filed;
• Spanish speaking and other language assistance availability; • When in-person meetings are not attainable, they may take place via web -based meeting platforms such as Zoom or Teams.
b. Following the public meeting, staff will recommend for City Council consideration.
c. If City Council adopts a plan for Major Service Reduction or Fare Increase, the City of Santa Maria Transit Manager shall be authorized and directed to implement the action according to the approved transit schedule. The schedule shall provide a minimum of 45 calendar days public notice of the service or fare changes prior to implementation.
Outreach Efforts to Alert Riders and Encourage Engagement
Santa Maria Transit’s PEM includes various mediums extending beyond the traditional approach which relies on legal notices and intermittent media coverage. While Santa Maria Transit maintains these elements to its outreach program along with bus cards in English and Spanish, Rider Alerts, Santa Maria Transit has availed itself of the communication methods more widely used by members of our community and riders.
While there may be minor variations in the outreach process from time to time, the outline below provides the general steps for engaging riders in the decision- making process using a fare or service change as an example.
• Establish a task force to develop a public draft document to present to the open house meetings for discussion. The composition of the task force is the following: Transit Services Manager, Operations Manager (Contractor), and the Road Supervisor (Contractor). Other members may be invited to attend as appropriate. The public draft document will summarize existing conditions, the need for change(s), options, rider suggestions since previous schedule printing, and other components, as necessary. The public draft document will be in English and Spanish.
• Perform an internal review of the public draft document. This task is performed by the task force.
• A Title VI review of the proposal is conducted;
• Title VI issues are addressed (if any) and the service changes are finalized; • Public outreach venues, dates, and times are determined with consideration of the proposed changes and their impact on specific locations/populations within the Santa Maria Transit service area;
• Bilingual (English and Spanish) public outreach materials and a program are developed; City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 16 • Outreach in advance of public information sessions is released (using a toolbox of mediums listed below);
• An email and/or flyer is transmitted to Santa Maria Transit community partners; • Local radio stations are notified, and interviews may be conducted (if available); • When the public comment period ends; transit staff prepares a summary for the City Council to review detailing the outcome of the public participation process along with staff recommendations;
• The final service/fare change date is set;
• Public notification and marketing are conducted in advance of any service or fare change; • Website updated in advance and in Bi-lingual of the proposed change.
Bi-Lingual Mediums of Notification
• Print. Newspapers and other periodicals.
• Outdoor. Advertising on-board buses, bus shelters, and at the transit center. • Website. Santa Maria Transit will include meeting notices on its website. • Web-Based Feedback / Email: Santa Maria Transit developed a customer-based email address for riders to correspond via email at [email protected] • Radio. Santa Maria Transit uses widely, as appropriate. • Bus Cards and On-board Flyers. Santa Maria Transit regularly uses bus cards and flyers to provide riders with details of service changes and schedules of public meetings and hearings.
• On-Board Audio Messaging. Santa Maria Transit regularly uses its existing technology to provide onboard messaging.
• Direct Mail to Community Partners. Santa Maria Transit sends notices and flyers in the mail to community partners. In the event of failed deliveries, Santa Maria Transit will research a new address and attempt hand delivery and or email. • Public Information Sessions , Public Hearings , and Legal Notices samples provide in Appendix J.
• Rider Alerts/Take Ones. Santa Maria Transit regularly uses Rider Alerts for passengers to take that detail service changes and schedules of public meetings and hearings.
Exemptions
The following criteria establish certain instances which are exempt from the requirement to solicit public comment:
• Annual seasonal variations (i.e., academic service and summer service) • Special events (i.e., marathon, triathlon, etc.)
• Changes imposed and under control by private organizations (i.e., Allan Hancock College) • Emergency service change
• Experimental service changes for a period of 180 days or less, unless the changes extend beyond 180 days and meet the criteria
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 17 • Any fare, ticket , or pass rate changes that do not result in increased fares per unit of service
• Increases in service
• Decreases in fares
P
rocedures for Conducting Public Meetings
P
ublic meetings will begin with a welcome and introduction of staff present. The meeting purpose and proposed action will be explained and clarified for attendees. When the explanation of proposed actions is completed, the public will be invited to offer their comments. All persons wishing to comment will have the opportunity to do so. This public comment period will precede the close of the workshop.
D
ocumentation of Public Meetings
Re
cords of City of Santa Maria Transit public meetings on major service reduction or fare increase will be maintained on file for ten (10) years per the City of Santa Maria Records Retention Policy and Schedule.
A
ddressing Public Comments Received
P
ublic comments received either in writing or verbally during a public meeting or public comment period will be addressed by the City of Santa Maria Transit prior to the established date for City Council decision regarding proposed major service reduction or fare increase. Public comments will be entered into the public record of the comment process. Staff will evaluate and analyze all relevant comments received to determine whether they are reasonable to meet.
O
utreach to Engage Minority and Limited English Proficient (LEP) Populations T
he City of Santa Maria Transit will continue assessing the language needs of citizens in its service area per the Language Assistance Plan (LAP), which is described in greater detail in the Limited English Proficiency (LEP) Plan section of this Title VI Program. To the greatest extent possible, to elicit public participation from minority and LEP populations, the City will engage in the following outreach activities:
• P
ublic outreach may include attending already existing community meetings and gatherings in order to invite participation from LEP populations who may not attend hosted public events.
• San
ta Maria Transit will ensure that non-English language interpretation will be available at any public meeting and community event, as deemed necessary. • P
ublic meeting notices will be displayed in both English and Spanish.
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 18 • Event information on the Santa Maria Transit website will be posted in English and Spanish, as deemed necessary.
• Santa Maria Transit will distribute event information to community groups and agencies that work with LEP populations if such contacts exist.
• Santa Maria Transit will contract to provide language assistance, or interpretations services, for customers and callers that are non-English speaking, as deemed necessary.
Identification of Stakeholders and Community Partners
Stakeholders are those who are either directly or indirectly affected by a plan or the recommendations of that plan. Those who may be adversely affected, or who may be denied the benefit of a plan’s recommendation(s), are of particular interest in the identification of specific stakeholders. Stakeholders can come from a number of groups including general citizens/residents, minority and low-income persons, public agencies, and private organizations and businesses. While stakeholders may vary based on the plan or program being considered, Santa Maria Transit has assembled a listing of stakeholders with whom we regularly communicate through email and direct mail. A complete list of Santa Maria Transit’s community stakeholders can be obtained by contacting Santa Maria Transit.
Summary of Community Outreach Efforts Made Since Last Title VI Program Submission
The City of Santa Maria Transit has made the following community outreach efforts since the last Title VI Program submission summarized below:
Meeting Dates
& Times
Public Meeting
Location
Meeting Details Noticing &
Advertising
Limited English
Accommodation
December 7,,
2023, 4:30
p.m.
City of Santa
Maria Library
Shepard Hall
421 South
McClelland
Street, Santa
Maria, CA
Invitation to the public
to participate in and
gain an understanding
of the following: Title VI
Program, Santa Maria
Area Transit’s
Complaint Procedures,
Public Participation
The meeting
notices/ flyers
were posted at the
following
locations: Two
separate Vallarta’s
Supermarket, the
Santa Maria
Staff was
available to
translate for
Spanish-
speaking
community
members.
Stakeholder List Major Service Reduction and Fare Increase Policy Any community organization or person can be added to Santa Maria Transit’s stakeholder list and receive regular communications regarding service changes by contacting the Santa Maria Transit administrative office at (805) 925-0951, Ext. 2225. Local organizations and businesses can also request that a speaker from Santa Maria Transit attend their regular meeting at the same number or through the Santa Maria Transit’s website.
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 19 Plan, Limited English
Proficiency Population,
and Service Standards.
Participants were then
encouraged to ask
questions to improve
the conduciveness
of the program.
Transit Bus Yard,
buses, City’s
Website, PSAs on
KSOY and KSBY,
Santa Maria Times
(local newspaper),
and Que Pasa
(Spanish
Newspaper).
December 7,
2023, 6:30
p.m.
City of Santa
Maria Library
Shepard Hall
421 South
McClelland
Street, Santa
Maria, CA
Invitation to the public
to participate in and
gain an understanding
of the following: Title VI
Program, Santa Maria
Area Transit’s
Complaint Procedures,
Public Participation
Plan, Limited English
Proficiency Population,
and Service Standards.
Participants were then
encouraged to ask
questions to improve
the conduciveness
of the program.
The meeting
notices/ flyers
were posted at the
following
locations: Two
separate Vallarta’s
Supermarket, the
Santa Maria
Transit Bus Yard,
buses, City’s
Website, PSAs on
KSOY and KSBY,
Santa Maria Times
(local newspaper),
and Que Pasa
(Spanish
Newspaper).
Staff was
available to
translate for
Spanish-
speaking
community
members.
IX. Limited English Proficiency (LEP) Plan
Per the United States Department of Justice (U.S. DOJ) Executive Order 13166, Limited English Proficient (LEP) persons are individuals who do not speak English as their primary language and have a limited ability to read, speak, write, or understand English. Santa Maria Transit is required to take responsible steps to ensure meaningful access to the benefits, services, information, and other important portions of our programs and activities of individuals who are LEP. Santa Maria Transit consulted the United States Department of Transportation (U.S. DOT) LEP Guidance and performed a Four Factor Analysis of public engagement to determine the appropriate mix of LEP services to offer.
Limited English Proficient (LEP)
LEP refers to persons for whom English is not their primary language and who have a limited ability to read, write, speak, or understand English. It includes people who reported to the U.S. Census that they speak English less than very well, not well, or not at all.
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 20 The plan has been prepared in accordance with Title VI of the Civil Rights Act of 1964, FTA Circular 4702.1B, dated October 1, 2012, which states that no person shall be subjected to discrimination on the basis of race, color, or national origin.
This plan outlines how to identify a person who may need language assistance, the ways in which assistance may be provided, staff training that may be required, and how to notify LEP persons that assistance is available.
In order to prepare this plan, the City utilized the U.S. DOT Four Factor Analysis which considers the following factors:
1. The number or proportion of LEP persons in the service area eligible to be served or likely to be encountered by the Santa Maria Transit Program;
2. The frequency with which LEP persons come in contact with Santa Maria Transit programs, activities, or services;
3. The nature and importance of programs, activities , or services provided by the Santa Maria Transit to the LEP population; and
4. The resources are available to Santa Maria Transit and the overall costs of providing LEP assistance.
A summary of the results of the Santa Maria Transit Four Factor Analysis is in the following section:
Factor 1 – Number of LEP Persons in Service Region
The first step in determining the appropriate components of a Language Assistance Plan is understanding the proportion of LEP persons who may encounter Santa Maria Transit’s services, their literacy skills in English and their native language, the location of their communities and neighborhoods, and, more importantly if any are underserved as a result of a language barrier.
To do this, Santa Maria Transit evaluated the level of English literacy and to what degree people in its service area speak a language other than English , and what those languages are. Data for this review is derived from the United States Census Bureau “American FactFinder” web portal data from 2013. Data was reviewed for Santa Maria Transit’s service area consisting of the city limits of Santa Maria, Lompoc, Buellton, Solvang, and the unincorporated areas of Los Alamos, Orcutt, and north Santa Barbara County.
Santa Barbara County Overview
Santa Maria Transit’s service system encompasses an area of thirty -four square miles in the County of Santa Barbara, California. The primary languages in the county are English and Spanish.
Of the total County population ( 448,299), approximately fifteen percent ( 15.45%) or 69,252 City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 21 residents report speaking English “less than very well.” The most populous groups in the category are shown below.
Within the County of Santa Barbara, nearly forty percent (3 7.50%) of the population of 448,229 report speaking in a language other than English. Thirty percent (30.45%) or 136,482 of the total population speaks Spanish and of that number, fourty-four percent (44%) or 60,612 residents report speaking English “less than very well.” Second to Spanish-speaking residents are residents speaking other languages representing approximately seven percent (7.0 5%) or 31,611 or, with twenty-seven percent (27.33%) or 8,640 reporting speaking English “less than very well.”
Speak English Less than Well (County)
This data from the 20 22 Title VI Plan reveals that at the county level, while there are numerous languages spoken at home, there is a significant Spanish -speaking population that reports speaking English less than well.
Because Santa Maria Transit’s service area also includes other cities and unincorporated areas of the county, additional census data was reviewed at the municipal level.
Santa Maria
Within the City of Santa Maria, sixty- two percent (62.23%) of the population of 110,124 report speaking in a language other than English. Fifty -six percent (5 6.53%) or 62,257 of the total population speaks Spanish and of that number, fifty-fourpercent (54.41%) or 33,872 residents report speaking English “less than well.” Second to Spanish -speaking residents are residents speaking other languages represent approximately six percent ( 5.70%) or 6,274 or, with approximately fourty-nine percent (49.54%) or 3,108 reporting speaking English “less than very well.”
Lompoc
Santa Maria Transit operates intercity service to the City of Lompoc. Within the City of Lompoc, fourty-five percent (45.81%) of the population of 41,137 report speaking in a language other than English. Forty percent ( 40.97%) or 16,851 of the total population speaks Spanish and of that number, forty-two percent (42.31%) or 7,129 residents report speaking English “less than very well.” Second to Spanish -speaking residents are residents speaking other languages ( 1,995) or Speak English
“Less than very Well”
Population Total
Spanish 60,612 13.52%
Other Indo-European 1,476 0.33%
Asian & Pacific Island 4,830 1.08%
Other 2,334 0.52%
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 22 approximately five percent ( 4.85%), with nearly twenty-nine percent (29.17%) or 582 reporting speaking English “less than very well.”
Buellton
Santa Maria Transit operates intercity service to the City of Buellton. Within the City of Buellton, eighteen (18.75%) of the population of 5,151 report speaking in a language other than English.
Fifteen percent (15.32%) or 789 of the total population speaks Spanish and of that number, fifty- five percent (55.13%) or 435 residents report speaking English “less than very well.” Second to Spanish-speaking residents are residents speaking other languages (177) or approximately three percent (3.44%), with zero percent (0%) or zero (0) reporting speaking English “less than very well.”
Solvang
Santa Maria Transit operates intercity service to the City of Solvang. Within the City of Solvang, twenty-four (24.41%) of the population of 6,035 report speaking in a language other than English.
Seventeen percent (17.49%) or 1,053 of the total population speaks Spanish and of that number, forty-four percent (44.25%) or 466 residents report speaking English “less than very well.” Second to Spanish-speaking residents are residents speaking other languages ( 420) or approximately seven percent (6.96%), with nearly thirty-two percent (32.00%) or 131 reporting speaking English “less than very well.”
Orcutt
Santa Maria Transit operates intercity service to Orcutt (unincorporated). Within Orcutt, sixteen percent (16.85%) of the population of 31,137 report speaking in a language other than English.
Thirteen percent (13.39%) or 4,167 of the total population speaks Spanish and of that number, nearly twenty-four percent (24.48%) or 1,020 residents report speaking English “less than very well.” Second to Spanish -speaking residents are residents speaking other languages ( 1,080) or approximately three percent (3.47%), with nearly twenty-six percent (26.48%) or 286 reporting speaking English “less than very well.”
Los Alamos
Santa Maria Transit operates intercity transit service to Los Alamos (unincorporated). Within Los Alamos, six percent (6.12%) of the population of 834 report speaking in a language other than English. Six percent (6.12%) or 51 of the total population speaks Spanish and of that number, twenty-seven percent ( 27.45%) or 14 residents report speaking English “less than very well.” There were no reported residents speaking languages other than English and Spanish.
The table below summarizes Santa Maria Transit’s service are:
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 23 The Locations of the LEP Community
While the need to provide language services to the Spanish -speaking population in the Santa Maria Transit service area is clearly demonstrated in the tables above; it is helpful to understand where in the service area populations of limited English proficiency reside.
The map below provides a spatial display of residents who speak Spanish at home and report speaking English “less than well.”
Santa Maria Transit has long been aware of the significant Spanish-speaking population in its service area. The map indicates locations where this population is concentrated in the service area; most notably in the Cities of Santa Maria, Buellton, Solvang, and Lompoc, and unincorporated Los Alamos and Orcutt.
Area Spanish Speaking
Population
Spanish Speaking
English “Less than
very Well”
Speak other
Language
California 10,461,392 25% 15%
County of Santa Barbara 136,486 14% 19%
Santa Maria 62,257 31% 6%
Orcutt 4,167 24% 3%
Lompoc 16,851 42% 5%
Los Alamos 51 6% 0%
Buellton 789 55% 3%
Solvang 1,053 17% 7%
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 24 As a part of the 2019, Short Range Transit Plan Santa Maria Transit conducted an Outside Community Survey to identify barriers to ridership, as well as gauge public perceptions and identify additional needs.
A bilingual survey (English and Spanish) was created through discussions with Santa Maria Transit staff. Survey fielding included three components:
1. Intercept at locations throughout the community (e.g., retail centers, public buildings, churches, etc.),
2. First-class direct mailer to a random selection of households throughout Santa Maria, and
3. Online.
Intercept surveying took place at the Oasis Senior Center, Elwin E. Mussel Senior Center, Santa Maria Public Library, Allan Hancock College Student Union, Growing Grounds Farmers Market, and Paul Nelson Aquatics Center. Collectively, these fielding efforts resulted in 729 valid surveys, exceeding the sample target of 400 by more than 82 percent.
Although the survey was offered in both English and Spanish, the majority of participants (92.2 percent) chose to complete the survey in English. The survey identified that respondents were most likely to only speak English at home (48.8 percent), followed by both English and Spanish (28.4 percent). Respondents with only Spanish spoken at home comprised 12.8 percent. This differs from the 2017 ACS 5-Year Survey finding that 33.9 percent of residents (5 years and older) within Santa Maria speak English “less than very well.”
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 25 *City of Santa Maria - Short Range Transit Plan, Community Survey, November 2020
Several conclusions can be drawn from this review:
• Of those reporting speaking English “less than well”, the largest population speaks Spanish at home;
• This pattern is also true when data is reviewed at the municipal level; • This pattern is also true in Santa Maria Transit’s suburban communities; and • The LEP population (Spanish) is concentrated in the core of Santa Maria Transit’s service area.
• There is a need to translate documents and outreach materials into Spanish (Santa Maria Transit uses Spanish for “Latin Americans living in the United States” for its translations) • Additional language services would benefit other LEP populations, although the likely encounters with the service are significantly lower than the Spanish-speaking group.
Factor 2 – Frequency of LEP Use
There are a large number of places where Santa Maria Transit riders and members of the LEP population can come into contact with Santa Maria Transit services including the use of fixed - route and demand response buses, calls to customer service representatives, reservation agents, and Santa Maria Transit’s outreach materials. An important part of the development of Santa Maria Transit’s Language Access Plan is the assessment of major points of contact, including:
• The use of the bus service (onboard signage, announcements, and driver language skills); • Communication with Santa Maria Transit’s customer service staff;
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 26 • Bus pass sales;
• Printed outreach materials;
• Web-based outreach materials;
• Public meetings;
• Demand response reservation agents;
• Local news media (print and radio);
• Automatic, service -related audio announcements on- board Santa Maria Transit buses; and
• Service-related posters at Santa Maria Transit’s bus terminal.
To better understand the frequency with which LEP riders come into contact with Santa Maria Transit will continue to monitor the above.
Factor 3: The Importance of Santa Maria Transit Service to the LEP Population
Access to the services provided by Santa Maria Transit, both fixed route and demand response are critical to the lives of many in Santa Maria Transit’s service area. Many depend on Santa Maria Transit’s fixed-route services for access to jobs and for access to essential community services like schools, shopping, and medical appointments. Riders eligible for service under the Americans with Disabilities Act (ADA) require service for the same reasons. Because of the essential nature of the services and the im portance of these programs in the lives of many of the region’s residents, there is a need to ensure that language is not a barrier to access.
Santa Maria Transit operates twelve fixed routes serving Santa Maria, Orcutt, and Tanglewood.
The two regional commuter routes 20 and 30(operated by the City of Santa Maria) link the Santa Maria area with Vandenberg, Lompoc, Los Alamos, Buellton, and Solvang.
Santa Maria Transit service is provided on weekdays (6:30 a.m. to 8:30 p.m.), and Saturdays and Sundays (8:30 a.m. to 7:00 p.m.). The regional routes 20 and 30 operate on weekdays (5:00 a.m. to 7:15 p.m.). The one-way fare is $1.50 on local and regional.
To assess Santa Maria Transit customer satisfaction as well as operational performance, Moore & Associates conducted an on-board survey of actual Santa Maria Transit riders across six service days. A bilingual (English/Spanish) survey form was offered to reach the rider upon boarding. To encourage survey participation, each respondent was entered into a random drawing for a VISA gift card.
A total of 513 valid responses were collected. This translates to ±4.3 percent statistical validity.
Although the survey was offered in both English and Spanish, the majority of participants (86 percent) chose to complete the survey in English.
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 27 Seventy-one percent of respondents live in a household where English is spoken, though other languages may be spoken as well. English -only households comprised 41.7 percent of respondents. Spanish-only households comprised 22.4 percent of respondents.
*City of Santa Maria - Short Range Transit Plan, Onboard Customer Survey, November 2020
Factor 4: Resources and Costs for LEP Outreach
SANTA MARIA TRANSIT has committed resources to improve access to its services and programs for LEP persons. Today, bilingual information (English/Spanish) is distributed in an extensive number of mediums including:
• A bilingual English/Spanish website
• A complete bilingual English/Spanish system timetable • A complete bilingual English/Spanish Rider’s Guide to demand response services • (ADA paratransit)
• Bilingual English/Spanish outreach materials (bus cards and rider alerts) • Bilingual English/Spanish representation at public meetings • Bilingual English/Spanish customer service representatives • Bilingual English/Spanish Demand Response reservation agents/customer service • representatives
• Bilingual English/Spanish on-board signage
To date, the costs associated with these efforts fit within the Santa Maria Transit marketing and outreach budget. Costs are predominantly associated with translation services and material production.
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 28 Contracted Employees
RATP-Dev, Inc. is the current Operations and Maintenance contractor since July 1, 2018.
Currently, RATP -Dev includes office staff that is bilingual. Dispatch and customer service are bilingual, or they will have bilingual staff readily available. RATP -Dev also utilizes translation applications (i.e., Google Translate) to assist in communication with customers who have limited English proficiency as needed.
Drivers have basic knowledge of common words and phrases used by the Spanish -speaking community when riding the bus. Drivers have a “Language Card” that consists of basic Spanish words and phrases that drivers may encounter. If needed, drivers can contact dispatch for translation assistance.
Oversight and Post-Event Assessments
Monitoring, evaluating and updating the language assistance plan and public participation process is an ongoing process. The focus is to improve community engagement to ensure compliance with Santa Maria Transit’s Title VI Plan, Public Participation Program, Language Assistance Plan, and other community outreach efforts. The monitoring of the Language Assistance Plan will include annual reviews of regional census data for changing patterns of LEP populations; ongoing collaboration with regional partners; on going review of translation requests on the Santa Maria Transit website and other material.
X. Efforts to Ensure Subrecipient Compliance with Title VI
As a primary recipient of FTA funds, the City of San ta Maria Transit is required to assist sub- recipients of federal financial assistance to support sub- recipient compliance with Title VI regulations. Primary recipients are also required to monitor sub-recipients for compliance with
regulations. The City developed monitoring procedures to ensure that the City’s sub -recipients comply with the Federal Transit Administration’s requirements for receipt of federal funds.
These monitoring procedures include Title VI requirements.
Subrecipient Compliance
The City of Santa Maria has developed Federal Oversight Standard Operating Procedures for Subrecipient Review.
The City of Lompoc, the City of Guadalupe, and Santa Barbara County Association of Governments (SBCAG) are sub-recipients of the City of Santa Maria Transit. The City meets to explain the requirements with the sub-recipients. The City will provide any explanation and assists the sub-recipients to develop reports to efficiently collect the information needed. The reports are due to the City:
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 29 • Title VI Policy
• Title VI Bus Notifications
• Preventative Maintenance
• Public Participation Policy
• Grant Reconciliation
• Drug & Alcohol
• Half Fare Policy
• Inventory & Assets
• DBE Plan
• Maintenance Plan
• Cost Allocation Plan • EEO Program
• Charter Service Program • School Bus Program
• Tripper Schedule • ADA Service Provisions
• ADA Training • ADA Maintenance
• Route Deviation • ADA Complaint Procedures
• Complementary Paratransit Service
The City meets with the sub-recipients annually or more in the event there is a change in reporting requirement. Below summarizes the process for sub-recipient compliance:
The process to review and monitor sub-recipient compliance is:
1. At the beginning of each fiscal year, the City will review the reporting requirements.
Reference documents are the current Triennial Review Manual and circulars located on the Federal Transit Administration website.
2. The city will schedule a meeting with the sub-recipients to review reporting and updates if any.
3. As part of the meeting with the sub -recipients, the City will schedule on- site visits. The city will request the following documents to be submitted to the City at the on-site visits:
Title VI Policy, Limited English Plan, Title VI Bus Notifications, MIS reports, Public Participation Plan, Maintenance Plan, Cost Allocation Plan, fare policy, and other required information.
4. The City will develop an inspection checklist prior to on- site visits. The inspection checklist will consist of all required items, references, pass/fail, and corrective action.
5. The inspection checklist will also include of required elements for document requests.
6. The City will schedule individual meetings to review findings and corrective action if any.
7. The City will send letters of Findings and Corrections to sub- recipients. The l etter will summarize findings, expected corrective actions, and completion date.
8. The City will be available to clarify and/or assist sub-recipients.
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 30 9. The City will send close -out letters when all findings have been completed.
Santa Maria Transit provides oversight of these operations including Title VI. Based on the 2017 Final Report from the Federal Transit Administration Triennial Review, there were no Title VI findings, including Santa Maria Transit’s oversight of these operators.
Equity Analysis for Facility
During the past three (3) years, Santa Maria Transit has not constructed a vehicle storage, operations center, or maintenance facility.
Demographic Service Profile
Because Santa Maria Transit operates fewer than 50 buses in peak service, a demographic service profile was not prepared for this plan update.
XI. Systemwide Service Standards and Policies
Service standards and policies are designed to encourage and include public participation in the decision-making process in order to deter any discrimination and/or exclusion. To review the strategies and procedures set forth by the City of Santa Maria Transit, refer to the Public Participation Plan in this document. In accordance with FTA Circular 4702.1B, Chapter IV, the City of Santa Maria Transit is required to set service standards for each specific mode of fixed-route transit provided, and at a minimum must include the following indicators:
a. Vehicle Load
b. Vehicle Headway
c. On-Time Performance
d. Service Availability
The City of Santa Maria Transit is also required, at a minimum, to set services policies for the distribution of transit amenities for each mode and vehicle assignment. The City of Santa Maria Transit currently has an active fleet of seventeen ( 25) buses that are used for the City of Santa Maria Transit fixed-route transit service. Only fifteen (16) of these buses are used at peak periods of service. This does not trigger the threshold of additional service standards which transit providers that operate fifty (50) or more fixed-route vehicles in peak service must include as part of their Title VI Program.
The following sections outline the City of Santa Maria Transit service standards and policies for its fixed-route services.
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 31 Vehicle Load
Vehicle load is expressed as the ratio of passengers to the total number of seats on a vehicle.
Vehicle load varies by route, time of day, and season. The City of Santa Maria Transit uses a fixed- route fleet of buses interchangeably systemwide based on ridership demand, vehicle availability, and roadway constraints. Roadway constraints and passenger loads limit bus interchangeability on certain routes. The table below identified the maximum load factor for the City of Santa Maria Transit.
Bus Type Seated Standing Total Max Load Factor
30-ft 2020 Gillig 28 15 43 1.6
30-ft 2018 Gillig 28 15 43 1.6
35-ft 2018 Gillig 33 20 53 1.6
40-ft 2007 Gillig 38 25 63 1.6
40-ft 2009 Gillig 38 25 63 1.6
40-ft 2010 Gillig 38 25 63 1.6
40-ft 2011 Gillig 38 25 63 1.6
40-ft 2014 Gillig 38 25 63 1.6
40-ft 2017 Gillig 38 25 63 1.6
Vehicle Headway
Vehicle headway is the amount of time between two vehicles traveling in the same direction on a given line or combination of lines. A shorter headway corresponds with more frequent service.
Vehicle headways are measured in minutes (e.g., every 15 minutes) and are generally used to determine the level of service provided along a route.
On-Time Performance
On-time performance is a measure of runs completed as scheduled, which is defined by the transit operator. City of Santa Maria Transit routes is considered to be “on time” if the bus departs an established timepoint no later than five (5) minutes as published on the route schedule. Buses are not allowed to depart earlier than the scheduled time point. To ensure high quality of service, the on-time performance standard for the City’s fixed- route transit services the City has implemented a real-time AVL pilot project.
Service Availability
Service availability is a general measure of the distribution of routes within a transit provider’s service area. For the City of Santa Maria, transit routes are designed to provide transit access within ¼ mile for 90 percent of residents within the City of Santa Maria Transit.
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 32 Distribution of Transit Amenities
T
ransit amenities refer to the items of comfort, convenience, and safety that are available to the general riding public. For the City of Santa Maria Transit, the installation of transit amenities along any specific route is based on ridership demand and the number of passengers boardings at stops along these routes. Currently, Santa Maria Transit riders have access to over 116 bus stops. The City of Santa Maria Transit is responsible for maintaining bus stops and bus stop amenities.
Vehicle Assignment
As
previously stated, fleet vehicles are not route -specific or assigned by service mode. Vehicles with the highest seating capacity are assigned to routes with higher passenger ridership.
X
II. Determination of Site or Location of Facilities
T
itle 49 CFR Section 21.9(b)(3), the City of Santa Maria Transit is required to conduct a Title VI equity analysis during the planning stage of any facility in order to ensure that the project’s location is selected without regard to race, color, or national origin. Since the last Title VI Program submission, the City has not planned or constructed any facilities as defined by the circular.
Therefore, the City of Santa Maria Transit has not completed a Title VI Equity Analysis. An Equity Analysis will be conducted should the City engage in planning for the construction of any facility requiring analysis.
X
III. Grants, Reviews, and Certifications
P
ending Applications for Financial Assistance
Santa Maria Transit has no pending applications for financial assistance from any federal agency other than the FTA.
P
ending FTA Grants
San
ta Maria Transit has no pending FTA grants currently.
O
pen FTA Grants
Grant Name Project
CA-2016-063-01 Operating Assistance, Capital Cost of Contracting Assistance, Buses Overhaul, Replacement Bus
CA-2018-008-01 Operating Assistance, Capital Cost of Contracting Assistance, Expansion Buses, ADA Sedans
CA-2018-139-01 Operating Assistance, Capital Cost of Contracting Assistance, Replacement Bus
CA-2020-128-01 Operating Assistance
C
ivil Rights Compliance Reviews in the Past Three Years
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 33 Santa Maria Transit has not been the subject of any such reviews.
Recent Annual Certifications and Assurances
Santa Maria Transit executed its most recent Certification and Assurances to the FTA for 2021.
The City is current.
Previous Triennial Review Findings
Santa Maria Transit’s 2021 Triennial Review resulted in no findings with respect to its Title IV Plan or activities.
IXV. Santa Maria Transit Contact
For additional information on the Santa Maria Transit’s Title VI Plan, or its efforts to comply with the Civil Rights Act of 1964 or Executive Order 13166 Improving Access to Services for Persons with Limited English Proficiency, please contact:
City of Santa Maria (d.b.a. Santa Maria Area Transit)
Gamaliel Anguiano, Transit Manager
110 S. Pine Street, Suite 101 | Santa Maria, CA 93458
805| 925-0951 Extension 2480 | [email protected]
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 34 APPENDICES
A. TITLE VI Complaint Form
B. TITLE VI Acknowledgment Letter
C. TITLE VI: Response to Complaint Letter
D. TITLE VI: Complaint Not Substantiated Letter
E. TITLE VI: Employee Education Form
F. TITLE VI: Employee Acknowledgment of Receipt of Education G. TITLE VI: City of Santa Maria Website
H. TITLE VI: Information Quick Guide
I. TITLE VI: Sample Bus Notification
J. TITLE VI: Marketing
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 35 APPENDIX A
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 36 City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 37 City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 38 City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 39 APPENDIX B
SAMPLE TITLE VI COMPLAINT ACKNOWLEDGMENT LETTER
[DATE]
[PASSENGER FIRST, LAST NAME]
[ADDRESS]
[CITY, STATE, ZIP]
SUBJECT: TITLE VI COMPLAINT ACKNOWLEDGMENT LETTER
Dear [PASSENGER NAME],
This letter is to acknowledge receipt of your complaint against City of Santa Maria Transit concerning the following:
______________________________________________________________________________ _____________________________________________________________.
Santa Maria Transit staff will begin an investigation shortly and notify you of the findings soon thereafter. If you have additional information you wish to convey or questions concerning this matter, please feel free to contact this office by telephoning, mail or email to the following:
City of Santa Maria - Santa Maria Transit
ATTN: Title VI Coordinator
110 S. Pine Street, Suite 101 | Santa Maria, CA 93458
805| 925-0951 Extension 2225 | [email protected]
Sincerely,
TITLE VI COORDINATOR
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 40 APPENDIX C
SAMPLE TITLE VI RESPONSE TO COMPLAINT LETTER
[DATE]
[PASSENGER FIRST, LAST NAME]
[ADDRESS]
[CITY, STATE, ZIP]
SUBJECT: TITLE VI RESPONSE TO COMPLAINT LETTER
Dear [PASSENGER NAME],
The matter referenced in your letter of ______________ [date] concerning Santa Maria Transit regarding Title VI violation has been investigated. (A/An) apparent violation(s) of Title VI of the Civil Rights Act of 1964, including those mentioned in your letter (was/were) identified.
Efforts are underway to correct these deficiencies. Thank you for calling this important matter to our attention. You were extremely helpful during our review of the program. [If a hearing is requested, the following sentence may be appropriate.] You may b e hearing from this office, or from federal authorities, if your services should be needed during the administrative hearing process.
Sincerely,
TITLE VI COORDINATOR
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 41 APPENDIX D
SAMPLE TITLE VI RESPONSE TO COMPLAINT LETTER - COMPLAINT NOT SUBSTANTIATED
[DATE]
[PASSENGER FIRST, LAST NAME]
[ADDRESS]
[CITY, STATE, ZIP]
SUBJECT: TITLE VI RESPONSE TO COMPLAINT LETTER - NOT SUBSTANTIATED
Dear [PASSENGER NAME],
The matter referenced in your complaint of ______________ [date] concerning Santa Maria Transit alleging ____________________________ has been investigated. The results of the investigation did not indicate that the provisions of Title VI of the Civil Rights Act of 1964, had in fact been violated.
As you know, Title VI prohibits discrimination based on race, color, or national origin in any program receiving federal financial assistance. Santa Maria Transit has analyzed the materials and facts pertaining to your case for evidence of the City’s failure to comply with any of the civil rights laws. There was no evidence found that any of these laws have been violated. I therefore advise you that your complaint has not been substantiated, and that I am closing this matter in our files.
You have the following rights: 1) appeal within seven calendar days of receipt of this final written decision from Santa Maria Transit, and/or 2) file a complaint externally with the U.S. Department of Transportation and/or the Federal Transit Administration at
Federal Transit Administration Office of Civil Rights Attention Title VI Program Coordinator
East Building, 5th Floor - TCR 1200 New Jersey Ave.
SE Washington, DC 20590
Thank you for taking the time to contact us. If I can be of assistance to you in the future, please do not hesitate to call me.
Sincerely,
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 42 TITLE VI COORDINATOR
APPENDIX E
SA
MPLE EMPLOYEE ANNUAL EDUCATION FORM TITLE VI POLICY
N
o person shall, on the grounds of race, color or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance.
All e
mployees of Sa nta Maria Transit (currently contracted by RAPT -Dev, Inc.) are expected to consider, respect, and observe this policy in their daily work and duties.
I
f a citizen approaches you with a question or complaint, direct him or her to the City of San ta Maria Transit Manager (Title VI Coordinator). In all dealings with citizens, use courtesy titles (i.e.
Mr., Mrs., Ms., or Miss) to address them without regard to race, color, or national origin.
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 43 APPENDIX F
SAMPLE ACKNOWLEDGEMENT OF RECEIPT OF TITLE VI PROGRAM
I hereby acknowledge the receipt of the City Santa Maria Transit Title VI Program. I have read the plan and am committed to ensuring that no person is excluded from participation in, or denied the benefits of its transit services on the basis of race, color, or national origin, as protected by Title VI in Federal Transit Administration (FTA) Circular 4702.1.B.
____________________________________________ SIGNATURE
____________________________________________ PRINT
____________________________________________ DATE
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 44 APPENDIX G
SANTA MARIA TRANST WEBSITE
APPENDIX H
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 45 SAMPLE TITLE VI INFORMATION QUICK GUIDE
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 46 City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 47 APPENDIX I
SAMPLE BUS NOTICE
City of Santa Maria Transit – Title VI Program – FFY 2024 – 27 48 APPENDIX J
SA
MPLE MARKETING