TITLE VI PROGRAM ANNUAL GOALS AND ...

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ALASKA DEPARTMENT OF

TRANSPORTATION AND PUBLIC FACILITIES

TITLE VI PROGRAM ANNUAL

GOALS AND

ACCOMPLISHMENTS REPORT

OCTOBER 2016

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TABLE OF CONTENTS

Introduction .................................................................................................................................................. 4

Nondiscrimination Policy Statement ......................................................................................................... 4

Purpose of the Annual Title VI Review ...................................................................................................... 4

Goals and Progress for FY16 ......................................................................................................................... 5

Provide Title VI & ADA Training Opportunities ....................................................................................... 5

Website Update/Work toward 508 Compliance ..................................................................................... 7

Provide Demographic Tools ..................................................................................................................... 7

Increase LEP & Title VI Outreach .............................................................................................................. 7

Explore alternatives to traditional media dissemination ........................................................................ 8

Hold accessible meetings ......................................................................................................................... 8

Incorporate Title VI elements into programs and manuals .................................................................... 8

Deficiencies Identified .................................................................................................................................. 9

Complaints .................................................................................................................................................. 11

Goals for FY17 ............................................................................................................................................. 11

Training .................................................................................................................................................... 11

Ensuring Access in New Technologies ..................................................................................................... 11

Website Development ............................................................................................................................. 11

Expand Demographic Data Collection ..................................................................................................... 12

Liaison Development ............................................................................................................................... 12

Limited English Proficiency (LEP) ............................................................................................................. 12

Programs and Manuals ............................................................................................................................ 12

Program Area Reviews ................................................................................................................................ 13

Alaska Marine Highway ........................................................................................................................... 13

Construction ............................................................................................................................................ 15

Contracting .............................................................................................................................................. 16

Maintenance and Operations (M&o) ...................................................................................................... 17

Preliminary Design & Environmental (PD&E) .......................................................................................... 17

Planning ................................................................................................................................................... 19

Research .................................................................................................................................................. 21

Right-of-Way (ROW) ................................................................................................................................ 21

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State Equipment Fleet (SEF) .................................................................................................................... 22

Anchorage Metropolitan Area Transportation Solutions (AMATS) ........................................................ 22

Fairbanks Metropolitan Area Transportation System (fMATS) ............................................................... 25

Annual Title VI Area Questionnaires ........................................................................................................... 28

Alaska Marine Highway ........................................................................................................................... 28

Construction ............................................................................................................................................ 35

Contracting .............................................................................................................................................. 48

Maintenance and Operations ................................................................................................................. 52

Preliminary Design & Environmental ...................................................................................................... 55

Planning ................................................................................................................................................... 76

Research .................................................................................................................................................. 88

Right of Way ............................................................................................................................................ 90

Statewide Equipment Fleet ..................................................................................................................... 94

Sub-Recipients ......................................................................................................................................... 96

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INTRODUCTION

NONDISCRIMINATION POLICY STATEMENT

It is the policy of the Department of Transportation & Public Facilities (DOT&PF) that no person shall be

excluded from participation in, or be denied benefits of any and all programs or activities we provide

based on race, religion, color, gender, age, marital status, ability, or national origin, regardless of the

funding source, including Federal Transit Administration, Federal Aviation Administration, Federal

Highway Administration, Federal Motor Carrier Safety Association and State of Alaska funds.

Persons who believe they may have experienced discrimination in the delivery of these federally-

assisted programs or activities may file a confidential complaint with:

Alaska DOT&PF Civil Rights Office

2200 East 42nd Avenue, Room 310

Anchorage, AK 99508

Telephone 1 907 269 0851

Toll Free in Alaska Only 1 800 770 6236

Fax 1 907 269 0847

or by calling Alaska Relay

PURPOSE OF THE ANNUAL TITLE VI REVIEW

The purpose of the Annual Title VI Review is to monitor the activities outlined in the Title VI

Program which ensures ADOT&PF programs and sub-recipients of Federal assistance funds based are

compliant with the following: Title VI of the Civil Rights Act of 1964 and additional Nondiscrimination

authorities; the Americans with Disabilities Act of 1990; the National Environmental Policy Act;

Executive Order 12898: Federal Actions to Address Environmental Justice in Minority Populations

and Low-Income Populations; the Federal-aid Highway Act of 1973; Section 504 of the Rehabilitation

Act of 1973; and Executive Order 13166: Improving Access to Services for Persons with Limited English

Proficiency. The reviews are administered by the ADOT&PF Civil Rights Office (CRO) and conducted by the

Title VI Specialist & ADA Coordinator.

The results of the reviews provide the CRO with valuable information on how ADOT&PF is

ensuring nondiscrimination in federal highway administration across the department. Any deficiencies

identified must be remedied in accordance with the Title VI Program Plan.

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GOALS AND PROGRESS FOR FY16

PROVIDE TITLE VI & ADA TRAINING OPPORTUNITIES

FY17 GOAL: TRAINING OPPORTUNITIES

The following training opportunities were provided to ADOT&PF staff in FY16:

Title VI & ADA Training for Alaska Marine Highway System Staff (10/15) *FY16 Goal*

o This training covered AMHS obligations under Title VI, the ADA, and E.O.12898. It was attended

by supervisory AMHS staff who felt comfortable disseminating the required information to their

staff.

Contract Compliance and Title VI Nondiscrimination Training for Central Region Staff (12/7)

*FY16 Goal*

o This training reviewed Contract Compliance requirements as well as Title VI, ADA, and

Environmental Justice principles for Title VI Liaisons in Construction, Planning, ROW, and

Contracting.

ADOT&PF ADA Standards and Transition Plan

o Presented by Lars Gregovich. ADOT&PF Preconstruction Standards Engineer; roughly 30

ADOT&PF staff attended via webinar.

Providing Temporary Accessible Routes (Spring Training for all ADOT&PF Construction Staff)

o Presented at Central Region Spring Fling Training to all summer Construction Staff, this training

covered our obligations under the ADA and MUTCD to provide accessible temporary routes for

all pedestrian users including using compliant barriers and providing navigational assistance to

individuals when necessary.

Title VI Program Update Meeting for Title VI Liaisons (3/22) *FY16 Goal*

o This teleconference provided updates on the Title VI Program to all Title VI Liaisons including

requesting input to planned changes to the Title VI Review Process.

Title VI & LEP Training at the Alaska Transit Conference (included Planning, Construction, FMATS

staff)

o This training was attended primarily by FTA sub-recipients but included ADOT&PF staff. Topics

covered included Title VI requirements and a lengthy focus on meeting the needs of LEP

populations.

Accessibility Training at the Alaska Transit Conference (included Planning, FMATS staff)

o This training discussed best practices for reasonable modifications in transit and multi-modal

transportation systems.

ADA Transition Plan: Lessons Learned at the ADA National Symposium (6/13)

o Attended by ADA and transportation enthusiasts from around the nation, this training discussed

the ADOT&PF ADA Transition Plan for Public ROW and how agencies can leverage geospatial data

in their efforts toward ADA compliance. Roughly 50 attendees.

Quarterly meetings with Liaisons in Contracting and Construction *FY16 Goal*

o Meetings included program updates and status of Transition Plans,

Additional trainings were scheduled to be provided to ADOT&PF staff in Fairbanks and Juneau in

December, 2015 and January 2016 but were cancelled due to travel restrictions. The CRO attempted to

reschedule before the summer construction season but was not able to do.

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The following training opportunities were disseminated to appropriate program areas by the Title VI

Specialist

Accessible Trails (11/5)

o Presented by the Great Lakes ADA Center

Social Media, Accessibility and Disability Inclusion (11/19)


Environmental Justice (EJ) and Title VI Data Collection and Analysis (12/7)

o Presented by FHWA

EJSCREEN: EPA’s Environmental Justice Screening Tool (1/21)

o Presented by the EPA

Design, Construction, and Maintenance of Accessible Sidewalks (2/9) *FY16 Goal*

o Presented by the Northwest ADA Center

FHWA Webinar on Questions and Answers: Supplement to the 2013 DOJ/DOT Joint

Technical Assistance on the Title II of the ADA (3/1)

o Presented by FHWA

ADA Accessibility: Expectation Across the Transportation Network (sent archived due to

time) (3/9)

o Presented by the USDOT

Hot Legal Topics in Accessible Transportation (4/19)


Accessible Pedestrian Signals (5/5/2016)

o Presented by the US Access Board

Service Animals, Emotional Support Animals, Pets and The Law (7/20) *FY16 Goal*


Accessible Parking and Passenger Loading Zones – Advanced (8/4/2016)

o Presented by US Access Board

Open Q&A ADA & ABA Standards (9/1)

o Presented by US Access Board

In discussion with Title VI Liaisons, a consensus was reached that a web-based platform like

GoToMeeting would better meet departmental needs. The Civil Rights Office is planning on switching to

predominantly web-based trainings in FY17. This method will encourage attendance from ADOT&PF

staff in all regions as well and construction professionals; recordings of all trainings will be posted on the

ADOT&PF Civil Rights website.

The Title VI Specialist also realizes regular trainings are required for a robust Title VI Program and

intends to provide increased training opportunities in FY17.

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WEBSITE UPDATE/WORK TOWARD 508 COMPLIANCE

FY17 GOAL: WEBSITE DEVELOPMENT

The CRO made changes to the Title VI and ADA web pages in FY16 including:

- Re-formatting the Title VI webpage to be less onerous for those who use screen readers

- Providing a “File A Complaint” link at the top of both pages as well as on the Nondiscrimination

Assurances page located in the footer of every ADOT&PF webpage

- Publishing the ADA Transition Plan and ADA Interactive Map

- Reworking the Discrimination Complaint Procedure to be more user-friendly and accessible

After outlining the major website changes desired, the website designer requested that they be done in

phases, the work done in FY16 represents the first phase, the second will continue in FY17.

Both the changes completed and the changes planned increase the accessibility for LEP and visually

impaired users and create a more user-friendly interface for all website visitors.

PROVIDE DEMOGRAPHIC TOOLS

FY17: EXPAND DEMOGRAPHIC DATA COLLECTION EFFORTS

In FY16, the CRO published the ADA Inventory for public and ADOT&PF use in the spring of 2016. The

Title VI Specialist facilitated a training opportunity on the new EJSCREEN tool developed by the EPA and

provided technical assistance to ADOT&PF staff on potential uses for the tool in their program areas.

The Title VI Specialist assisted program areas on assessing LEP needs for projects using the Language

Map App developed by the Department of Justice.

INCREASE LEP & TITLE VI OUTREACH

FY17 GOAL: LIMITED ENGLISH PROFICIENCY

In FY16, ADOT&PF increased its outreach to traditionally underrepresented populations in a variety of

ways including:

Providing translation services directly on project websites for two projects in areas with a high

proportion of LEP individuals

Re-energizing Tribal engagement through staffing changes and increased focus

Holding meetings in rural, high-minority areas such as Klukwan to complement meetings held in

larger hubs

Increased focus and public outreach by AMHS on how changes to the system impact rural

communities

http://www.dot.state.ak.us/cvlrts/titlevi.shtml

http://www.dot.state.ak.us/cvlrts/ada.shtml

http://dot.alaska.gov/tvi_statement.shtml

file://///dotannfvs01/CRO/Title%20VI/FHWA%20Reviews/2016%20Docs/Expand%20Demographic%20Data%20Collection%20Efforts

http://arcg.is/1OuCk3z

https://ejscreen.epa.gov/mapper/

https://www.lep.gov/maps/lma/Final_508/

https://www.lep.gov/maps/lma/Final_508/

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EXPLORE ALTERNATIVES TO TRADITIONAL MEDIA DISSEMINATION

FY17 GOAL: ENSURING ACCESS IN NEW TECHNOLOGIES

ADOT&PF is actively embracing new technologies to better disseminate information and engage new

stakeholders. In FY16, ADOT&PF used interactive modeling to explain complex new traffic patterns,

especially important given the high proportion of LEP individuals in the project area. By moving away

from traditional public meetings ADOT&PF is able to reach more audiences than just those who typically

attend public meetings.

Social media is increasingly being used to circulate project information and provide instant updates on

roadway conditions across the state.

Virtual Open Houses, as seen here, are becoming increasingly common in all regions which increases

public participation access for users unable to attend meetings in person. One disadvantage of these

new technologies is that many are not accessible to those who use screen readers or don’t have internet

access. While ADOT&PF is excited about the potential for leveraging these technologies, more

traditional methods are still being utilized to ensure equitable access through diverse engagement

methods.

HOLD ACCESSIBLE MEETINGS

FY17 GOALS: ENSURING ACCESS IN NEW TECHNOLOGIES; LIMITED ENGLISH PROFICIENCY

Every meeting held by ADOT&PF, or its sub-recipients, were held at ADA accessible facilities, provided

one was available. In communities where accessible facilities were not available ADOT&PF staff

understood their obligation to accommodate attendees with disabilities. Reasonable accommodation

information was included in all public meeting notices.

Virtual Open Houses provide even more access for citizens to engage in the transportation decision-

making process. These meetings are hosted by ADOT&PF and subject to Section 508 compliance

requirements.

No requests were received for translation services in FY16. The CRO is not sure whether this is reflective

of the level of need or of a failure to reach certain populations.

INCORPORATE TITLE VI ELEMENTS INTO PROGRAMS AND MANUALS

No programs and manuals updated in FY16 were ready for review by the CRO before the end of FY16.

The CRO is working with PD&E and Research on ensuring any updates to the Environmental Procedures

Manual are technically and substantially complaint with the Title VI Program.

The CRO worked with Design and Engineering Services to establish and provide training on accessible

designs standards for pedestrian facilities.

https://adotpf.mysidewalk.com/

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DEFICIENCIES IDENTIFIED

Program Area Type Description Planned Response

FMATS Substantive Needs Title VI Plan Work with FMATS to develop Title VI Plan

FY17 Goal: Programs and Manuals

M&O Substantive No Title VI Liaison in Southcoast Region, no

response received

CRO will work with statewide manager to appoint and train new liaison

FY17 Goal: Liaison Development

Planning Substantive Staff not able to identify how Title VI/ADA apply to

their programs and activities

Work with Planning staff on identifying areas where Title VI is applicable

FY17 Goals: Training; Liaison Development

ROW Substantive Neither Northern nor Central region collects

demographic data for ROW acquisitions

CRO will work with program area to develop protocol for tracking demographic data

FY17 Goal: Expand Demographic Data Collection

AMATS Technical Great variation in nondiscrimination and

reasonable accommodation language used

Provide training on required language, post examples on CRO website

FY17 Goal Website Development; Training

AMHS Technical Basis of complaint needs to be addressed to ensure

all actions are in line with the ADOT&PF Strategic Plan (as per Discrimination Complaint Procedure)

Provide training on providing customer service to people with disabilities

FY17 Goal Training

Construction Technical Northern Region did not receive Title VI Training in

FY16

CRO needs to provide increased training opportunities in FY17

FY17 Goal Training

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Contracting Technical Assurances language does not account for

disability Examine need to add "Disability" to assurances

language provided in Part A, Section 13

FMATS Technical Lacks reasonable accommodation information on

website calendar



M&O Technical M&O Staff did not receive training in FY16


FY17 Goal Training

PD&E Technical Advertisement lacked assurances language



PD&E Technical Inaccurate reasonable accommodation language

on CMGC Contractor Outreach Meeting flyer



PD&E Technical PD&E staff did not receive Title VI/ADA training in

FY16


FY17 Goal Training

Planning Technical Planning Liaisons did not receive Title VI Training

(the past Central region liaison attended fall training)


FY17 Goal Training

Research Technical Research staff did not receive Title VUI Training in

FY16


FY17 Goal Training

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COMPLAINTS

There was a complaint filed in April, 2016 against AMHS on the basis of disability. The complaint was

investigated by FHWA Office of Civil Rights who found no occurrence of discrimination. The complainant

did not provide written consent to share the nature and details of the complaint with AMHS so no

specific actions were taken to address the issue. However, the complaint indicated a need for increased

training for AMHS staff in proving customer service to persons with disabilities, which will be an

emphasis of the training module being developed.

GOALS FOR FY17

TRAINING

Develop WebEx training modules on Title VI and ADA for ADOT&PF staff. Planned training topics include:

- ADOT&PF Title VI Program

- Environmental Justice

- Holding Accessible Meetings

- Non-motorized Users

- Maintaining Accessible Rights of Way

- The American Community Survey

- Inclusive Customer Service

ENSURING ACCESS IN NEW TECHNOLOGIES

New technologies provide increased opportunities for reaching traditionally underrepresented

populations but can also pose challenges for users with disabilities.

The CRO will work with program areas to ensure that new elements being developed are accessible to

all persons. CRO will audit websites for ongoing projects to ensure that they meet 508 requirements. If

elements are included that cannot meet requirements, CRO will work with program areas to ensure that

an equivalent alternative is offered.

WEBSITE DEVELOPMENT

The CRO will continue updating the Title VI and ADA website with the following goals:

Increasing accessibility

Providing accurate, user-friendly tools for ADOT&PF staff and the public

Embedding a translation service to automatically translate pages for LEP persons

Providing increased training opportunities for ADOT&PF staff

Updating the online Complaint Procedure page to be more user-friendly

Removing dead links

The CRO will also work with sub-recipients to do the same.

http://www.dot.state.ak.us/cvlrts/titlevi.shtml

http://www.dot.state.ak.us/cvlrts/ada.shtml

http://www.dot.state.ak.us/cvlrts/complaint.shtml

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EXPAND DEMOGRAPHIC DATA COLLECTION

Currently, program areas are deficient in collecting demographic data for their program areas. This lack

of data renders the CRO unable to detect and remedy patterns of discrimination in programs and

services. The CRO will work with program areas to ensure that self-reported demographic data is

collected in critical program areas.

The CRO will also examine the potential for collecting demographic data in online surveys, virtual open

houses, and project websites as our public participation efforts transition more and more online.

LIAISON DEVELOPMENT

Due to staff changes there are liaisons who have not received Title VI training and may not understand

how civil rights interacts with their program area. The CRO will develop a procedure for new liaison

orientation. Orientations shall be done individually and targeted for each program area.

LIMITED ENGLISH PROFICIENCY (LEP)

The current ADOT&PF LEP Plan was written before data from the last U.S. Census was available. As

Alaska’s immigrant population continues to grow it is critical that these communities are not

overlooked. The new LEP will include the following:

An updated Four Factor Analysis using 2010 Census and 2014 American Community Survey Data

A robust stakeholder engagement and public participation process

A list of community resources for ADOT&PF staff

A thorough analysis of indigenous language needs across the state

Moving the LEP maps used by the Civil Rights Office to an online platform allowing ADOT&PF

staff to easily determine potential LEP considerations of a project area.

PROGRAMS AND MANUALS

The CRO will continue to provide comment, review, and guidance on Sub-recipient Title VI Plans,

procedures manuals, and standard operating procedures as necessary.

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PROGRAM AREA REVIEWS

ALASKA MARINE HIGHWAY

PUBLIC MEETINGS

Public meetings were well advertised using multiple methods across the regions and all held in

accessible locations or via teleconference. When meetings were hosted via teleconference, each

community represented was given time to speak, ensuring that larger communities were not able to

drown out the concerns of smaller communities. When meetings were held in person, they were held at

accessible locations. Contact information for requesting reasonable accommodations was present on all

postings, though none were requested. Demographic data was collected at in-person meetings and

individuals were encouraged to give demographic data over the phone though few chose to do so.

PUBLIC PARTCIPATION

AMHS held a series of community meetings and listening sessions in various locations across the service

area, including low income and minority communities, in the winter of 2015 as well as their bi-annual

regional teleconferences seeking feedback on the ferry schedule. Public notices and multiple media

forms, including local public radio, are used to reach specific geographical areas.

Public involvement was commenced for the Tenakee Ferry Terminal Improvements Project to provide

improved vehicle and pedestrian access, public safety, and security.1 Public meetings were held in

Tenakee.

INCORPORATION OF TITLE VI ELEMENTS

AMHS hold their biannual teleconferences on their seasonal schedules six months before schedule

implementation so that comments to the schedules can be incorporated. Projects are created that

support the operating schedule.

After comments from a citizen regarding outdated nondiscrimination postings on AMHS vessels, the

CRO has decided to explore working with AMHS to develop an AMHS-specific Nondiscrimination plan

that meets the requirements of the ADA and Civil Rights Act and associated regulations that meets the

requirements of both FHWA and the Federal Transit Administration.

EQUITABLE PROVISION OF SERVICES AND FACILITIES

No concerns were raised during biannual meetings about inequitable treatment for rural, minority, or

low-income communities though concerns were raised that any reduction in scheduling (due to State

fiscal constraints) would negatively affect the region. AMHS responded to these concerns appropriately

and the CRO and AMHS will continue to monitor the situations.

1 https://www.omb.alaska.gov/ombfiles/16_budget/Trans/Amend/2016proj60528.pdf

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In January, 2016 AMHS released a report on the economic impacts of the Alaska Marine Highway

System which demonstrated a reliance on AMHS as a form of transportation for rural communities,

including predominantly minority communities such as Metlakatla and Angoon. From the report:

An unrecognized benefit of the Alaska Marine Highway is its effect on the cost of living in

communities served by the system…AMHS is an important, weather-independent link between

outlying villages and larger regional healthcare facilities. The system also transports student

groups on field trips or in extracurricular activities at a much lower cost than air travel, allowing

for more frequent travel. The same is true for cultural and other community events. This travel

facilitates interaction between people from different communities and different cultures that

would be much less frequent without AMHS.

The study demonstrated that the overall economic and social impacts of the Alaska Marine Highway are

positive for rural, minority, and low-income communities in southern Alaska. 2

ADDRESSING PUBLIC CONCERNS

AMHS receives comments through email and mail, over the phone (including TTY), in public meetings,

and through on-board comments cards. These comments are responded to with either follow-up

questions or with confirmation they were received and noted. All comments are considered in the

decision making process. No comments were received in languages other than English but AMHS is

aware of their responsibilities to meet the needs of LEP users and can have comments and responses

translated if need be.

PROGRAM MANUALS AND DIRECTIVES

No new program manuals or directives were issued in FY16 or are currently under review.

TRAINING

AMHS staff in planning, on-board operations, and customer service all received Title VI & ADA training in

October of 2015. The Title VI Specialist will continue to provide and facilitate trainings as appropriate for

year-round staff.

In discussion with AMHS, it was mentioned that the development of a self-paced training module for

seasonal and remote staff may be appropriate to ensure that all employees are aware of their

obligations under Title VI and the ADA. This was documented as a FY17 goal with a projected completed

data of March, 2017 in anticipation of hiring for the summer season.

COMPLAINTS

There was a complaint filed in April, 2016 on the basis of disability. The complaint was investigated by

FHWA Office of Civil Rights who found no occurrence of discrimination. The complainant did not provide

2 http://dot.alaska.gov/amhs/doc/reports/econ_15.pdf

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written consent to share the nature and details of the complaint with AMHS so no specific actions were

taken to address the issue. However, the complaint indicated a need for increased training for AMHS

staff in proving customer service to persons with disabilities which will be an emphasis of the training

module being developed.

CONSTRUCTION

PUBLIC MEETINGS

During FY16, Construction continued to hold traditional public meetings as well as supplementing with

increasing social media strategies to engage new audiences. Opportunities to provide demographic data

through self-identification were present at all public meetings and open houses and this information

was properly tracked and gathered. The CRO will work with Construction (and other program areas) to

develop methods for tracking demographic data for non-traditional information dissemination.

DOT&PF continued to hold in-person meetings at accessible locations and provide information on

requesting accommodation on promotional materials. As we continue the trend toward non-traditional

information dissemination, ADOT&PF must ensure that new tools for conveying information, such as

interactive exhibits, are accessible to all persons, regardless of ability. The CRO intends to provide

training on holding accessible meetings, which is documented as an FY17 goal.

Northern Region and CRO held Post-Award Conferences (as mandated by Alaska Administrative Order

199) in rural areas, though none in FY16 addressed FHWA-funded projects.

PUBLIC PARTICIPATION

Construction continues to utilize multiple methods to engage diverse audiences (radio, social media, and

television advertisements) as well as targeting methods for regional needs, such as using bulletin boards

at local post offices and newspapers in more remote locations. Northern Region hosts an annual Super

Open House to provide the public an opportunity to engage on multiple local projects and provide

feedback at one event. Central Region hosts two annual Transportation Fairs, one in Anchorage and one

in Wasilla, for the same purpose.

Construction is also focusing on an increased definition of “user” for public participation efforts. The

goal is to better include non-motorized users the public participations efforts. Non-motorized users,

those using transit, bike, or walk, are disproportionately low-income and/or minority and these

increased efforts, by extension, help to spotlight the needs of those communities.


Construction provides multiple avenues for the public to submit comments on ongoing projects

including mail and email, phone, project websites, field offices, and through local representatives.

Comments are provided to the project’s construction manager and are responded to in the manner in

which they are received. Some comments require further discussion by project staff and go up the

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supervisory chain until an appropriate response can be crafted. Prompt responses to public comments

are encouraged but response time can vary with the complexity of the inquiry.

All regions can accept and respond to comments in all languages though all comments received in FY16

were in English.

Two projects in Northern Region had change orders prompted by Title VI/ADA concerns. The Badger

Road Bike Path (60820) updated curb ramps to meet current accessibility standards. The Peger Road

Resurfacing Project (61661) upgraded temporary pedestrian safety features to protect all (including low-

vision users) pedestrians from the project site.


No program manuals are currently under review for Construction. The CRO continues to work with

Construction to ensure that all standard specifications, associated directives and program activities are

compliant with the accessibility guidelines as outlined the ADA Accessibility Guidelines, Manual of

Uniform Traffic Control Devices, etc.

TRAINING

All Construction liaisons meet quarterly with the CRO and the Title VI Specialist provides updates on any

relevant program information. Construction requested continued meetings to highlight program

changes.

COMPLAINTS

No complaints regarding Construction were received by the ADOT&PF in FY16.

CONTRACTING


Contracting works diligently to ensure that all contracts are administered in a standardized manner.

Standardized forms are utilized for all contracts which include the required nondiscrimination

assurances. These assurances emphasize that federal nondiscrimination policies apply to all, sub-

recipients, contractors, and sub-contractors of ADOT&PF as a federal funding recipient.


No new program manuals or directives are currently under review.

TRAINING

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Contracting staff are aware of online training opportunities on the CRO website. Contracting staff in

Central Region attended Title VI Training in the fall of 2015. Training for Northern and Southcoast Region

staff was cancelled due to a mandated statewide travel restrictions.

COMPLAINTS

No complaints regarding Contracting activities were received by the ADOT&PF in FY16.

MAINTENANCE AND OPERATIONS (M&O)

The CRO did not receive a response for the annual Title VI Questionnaire from Southcoast Maintenance

and Operations (M&O) as the Title VI Liaison for that region was moved to Central Region and has not

been replaced. When a determination is made about that position the CRO will work with M&O to

develop a new relationship to ensure proper training and assistance for M&O in the civil rights arena.


Roadways maintained by the State of Alaska are prioritized by traffic volume and FHWA highway

classification system. High volume roadways and roadways that connect rural communities to the main

road system are prioritized higher than low-volume, local roads. Road prioritization fluctuates

seasonally, seasonal priorities are published and available to the public.

Complaints about road and sidewalk maintenance are responded to by sending M&O staff to investigate

the area and correct the problem immediately or communicate with staff in other areas if the issue

requires a more comprehensive solution.


M&O activities are governed by the Alaska Highway Maintenance and Operations Handbook which

instructs employees to “Always follow ADOT&PF standards, policies, and procedures” including all

procedures relating to civil rights.

No new programs or manuals are currently under review.

TRAINING

M&O did not receive any training in FY16 from the CRO. The CRO is committed to developing trainings

for FY17 and will specifically address nondiscrimination in M&O focusing on maintaining accessible

rights-of-way.

COMPLAINTS

No complaints regarding M&O activities were received by the ADOT&PF in FY16.

PRELIMINARY DESIGN & ENVIRONMENTAL (PD&E)

http://dot.alaska.gov/stwdmno/wintermap/

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PUBLIC MEETINGS

PD&E held all meetings at accessible, centrally located facilities. Mailings were sent out to nearby

residents informing them of upcoming opportunities for engagement and reasonable accommodation

information was included on all notices and mailers. Online notices, newspaper ads, flyers, stakeholder

engagement, posters and social media were also utilized. Though PD&E is utilizing technological trends

and considering social media to broaden the scope of engagement activities, staff noted that direct

mailers are the most equitable.


New public engagement techniques were used in FY16 including interactive modeling for complex traffic

patterns and a move toward mobile-friendly email templates. Project websites like the Glenn Highway

and Muldoon Road Interchange, the Kenai Spur Highway Rehabilitation, and Haines Highway

Improvements provide useful avenues for public participation throughout the life of the project and are

generally screen reader accessible. The Glenn Highway and Muldoon Road Interchange project added a

translation tool to the page to meet the needs of the project area, which has a disproportionately high

number of LEP individuals as comparted to the rest of the state.


In FY16, PD&E issued a Re-Evaluation for a Categorical Exclusion after it was determined that more

improvements needed to be made to ensure accessible pedestrian facilities on the Juneau Egan Drive

Pavement Rehabilitation: 10th St to Mendenhall Loop Rd project.

PD&E uses community data from the Alaska Department of Commerce, Community, and Economic

Development (ACCED) and the EPA EJ Mapper tool to determine if a project may result in disparate

impacts for low income and minority communities.

Though no requests were made in FY16, PD&E is able to provide translation services for meetings or

documents if requested.

PD&E collects demographic information at all public meetings using sign-in sheets which can provide

insight into whether targeted outreach methods have been effective.


PD&E continues to develop their Environmental Procedures Manual. As components of the manual are

evaluated, the CRO will provide resources and support in sections addressing traditionally

underrepresented populations and environmental justice.


http://www.glennmuldoon.com/projects/GlennMuldoon/index.html

http://www.glennmuldoon.com/projects/GlennMuldoon/index.html

http://www.kenaispurrehab.com/

http://dot.alaska.gov/sereg/projects/haines_hwy/index.shtml

http://dot.alaska.gov/sereg/projects/haines_hwy/index.shtml

http://www.dot.state.ak.us/stwddes/desenviron/resources/enviromanual.shtml

19 | P a g e

PD&E provides multiple avenues for the public to express their concerns though public meetings, project

websites, email, phone, and in person. PD&E staff are willing, in some instances, to meet with residents

on-site to discuss how a project could impact their property.

GLENN MULDOON INTERCHANGE

ADOT&PF staff attended meetings of the Northeast Community Council, an area with a high percentage

of minority (53%) and low income (35%) individuals as compared to the rest of Anchorage (41%

minority; 24% low income) and Alaska (37% minority, 26% low-income). Four percent of individual in the

area considered “linguistically isolated”, slightly higher than the statewide average (2%) but lower than

the Anchorage area (3%).

Many comments submitted for the project were supportive of the redesign for pedestrian facilities for

increases safety and ease of access. A comment from a local disability advocate noted that the shared-

use pathways adjacent to the project should be direct and that unnecessary curves in paths can be

difficult for seniors and people with disabilities. The comment was forwarded on to the project team.

HAINES HIGHWAY

Multiple comments were made to project staff on the importance of subsistence along the river

adjacent to the highway for both native and non-native peoples of the area. One comment was made

that the project staff had not thoroughly examined the potential impacts in the Environmental Analysis.

In response, project staff provided additional information. The Revised Proposed Action provided an

outline of impacts on subsistence both during construction and in the long term.

In response to a comment on protecting cultural resources, project staff outlined their obligations and

plan of action for doing so and noted that there were alternatives eliminated and Proposed Actions

changed due to their potential impact on cultural resources.

TRAINING

Most PD&E staff received Title VI Training in FY15. PD&E staff attended FHWA training on environmental

justice in FY16.

COMPLAINTS

No complaints regarding PD&E activities were received by the ADOT&PF in FY16.

PLANNING

PUBLIC MEETINGS

In Northern and Central Region the majority of public meetings are held by the local Municipal Planning

Organizations (MPO): FMATS and AMATS. Central region did hold a public meeting in Emmonak, a

majority Yupik-Eskimo community with a high percentage of low-income (68%), minority (96%) and LEP

(10%) individuals. Promotional materials for the meeting were translated into Yupik and all of the

20 | P a g e

attendees were Yupik. Southcoast does not collaborate with an MPO and directly facilitates more public

involvement than the other regions. In FY16, Southcoast met with stakeholder groups and/or held public

meetings in or with representatives from Ketchikan, Prince of Wales, Sitka, Juneau, Kodiak, Aleutians

East Borough and King Salmon to discuss the Statewide Transportation Improvement Plan.

All meetings facilitated by Planning were held at accessible facilities except in areas where no

accessible facility was available (Emmonak). Meetings were advertised through newspaper ads, public

service announcements, public radio and other methods. For Southcoast, meetings were held in hub

communities; more remote communities were mailed an informational newsletter which offered a

mechanism for providing comments. All printed outreach materials included the required reasonable

accommodation language and a TTY number.


The majority of public participation efforts for FY16 fell to Southcoast which expanded in the summer of

2015 to include southwest Alaska, Kodiak and the Aleutian chain. Planning was able to forge new

relationships with stakeholder groups and develop a new mailing list for these areas. This area includes

many remote communities and newsletters with were sent out to libraries and made available to

residents in those locations.


Planning makes it a priority to hold meetings at accessible locations whenever feasible and provides

accommodation language on all flyers. Community data from the Department of Commerce,

Community, and Economic Development was used to evaluate the need for interpreters or increased

underrepresented stakeholder outreach.

Certain projects were initiated with the primary goal of upgrading pedestrian facilities for accessibility in

Southcoast.


Comments are received though mail, email, phone and social media for all projects, recorded, and

responded to in the manner in which they were received.


There are no program manuals currently under review for Planning.

TRAINING

None of the current liaisons received Title VI training in FY16. Training was provided to Central Region

Planning and attended by the former Title VI Liaison. Training in Southcoast and Northern Region was

cancelled due to mandated statewide travel restrictions.

21 | P a g e

COMPLAINTS

No complaints regarding Planning activities were received by the ADOT&PF in FY16.

RESEARCH


Research ensures nondiscrimination by requiring nondiscrimination clauses in all contracts and by

contracting with publically-funded universities required to develop and follow Title VI policies under the

US Department of Education.

PROGRAM AND MANUALS

Research is currently in the process of reviewing their Standard Operating Procedures; CRO will ensure

compliance with Title VI before adoption.

TRAINING

Research staff received ADA Standards training through Design and Engineering Services in conjunction

with the CRO. Research staff did not receive Title VI Training in FY16.

COMPLAINTS

No complaints regarding Research activities were received by the ADOT&PF in FY16.

RIGHT-OF-WAY (ROW)

APPRAISALS, NEGOTIATIONS, CONDEMNATIONS

ROW reported the following for FY16

Northern Region: 27 Appraisals, 11 Valuations, 0 Condemnations, 155 Acquisitions, 0 Relocations

Central Region: 78 Appraisals, 0 Valuations, 103 Negotiations, 5 Condemnations, 48 Relocations

Southcoast Region: 6 Appraisals, 25 Negotiations, 0 Condemnations, 7 Relocations

Neither Northern nor Central region collected demographic data (see FY17 Goal: Expand Demographic

Data Collection).

Southcoast region provided the following:

The six appraisals were for two landowners, both Caucasian males.

22 | P a g e

Of the twenty-five individuals involved in negotiations one identified as Asian and two identified

as Alaska Native

Of the relocates, none were elderly, identified as having a disability, or were low-income.

From the limited information gathered, no pattern of discrimination could be detected. However, with

demographic data collected for less than 10% of ROW interactions no conclusions can be drawn from

the data provided.

COMPLAINTS

No complaints regarding ROW activities were received by the CRO in FY16.

STATE EQUIPMENT FLEET (SEF)

CONTRACT ADMINISTRATION

SEF uses a standardized bidding procedure which includes contact information for bidders with

disabilities. Upon review of procurement opportunities offered by SEF during FY16, the CRO was unable

to find any notices in FY16 that lacked the required language.

Bids are accepted based on cost estimates precluding and subjectivity or potential discrimination in

award.


No program manuals are currently under review.

TRAINING

The SEF liaison did not receive training in FY16 but did not identify any nondiscrimination training needs.

COMPLAINTS

No complaints regarding SEF activities were received by the ADOT&PF in FY16.

ANCHORAGE METROPOLITAN AREA TRANSPORTATION SOLUTIONS (AMATS)

PUBLIC MEETINGS

AMATS advertised upcoming public meetings using social media and their website. Meetings were held

at ADA accessible facilities located near transit options. AMATS staff also attended other local meetings

and community events, including farmers’ markets and street fairs to discuss upcoming projects.

AMATS provided an opportunity for meeting participants to provide self-reported demographic data at

all public meetings.

23 | P a g e

Type of Meeting

Number of

Meetings Reported

Average Number of

Participants

Self-Reported Demographics

Male Female White Native Hispanic Other Did not Report

Citizens Advisory Committee

2 11 64% 36% 77% 0% 9% 0% 14%

Freight Advisory Committee

2 15 72% 28% 86% 0% 0% 0% 14%

Policy Committee

9 6 60% 40% 66% 0% 10% 4% 20%

Public Meeting

1 73 66% 34% 68% 0% 1% 1% 29%

Technical Advisory Committee

8 13 45% 55% 47% 2% 4% 3% 44%

Total 22 13 58% 42% 64% 1% 4% 2% 29%


AMATS embraced technologies for engaging new audiences in FY16 including using Google Forms, which

automatically translate to a person’s default language settings and are screen-reader accessible, using

targeted Facebook ads, asking demographic questions in online surveys, and reducing visual clutter in

documents to effectively communicate project information to all individuals.

AMATS engaged stakeholders in the mayor’s office, transit, health and social services, and

representatives of underserved populations in crafting their updated Public Participation Plan to be

finished and approved in FY17.

When recruiting for their Citizen’s Advisory Board, AMATS actively sought to recruit board members

reflective of Anchorage’s diversity.

24 | P a g e


AMATS provides their nondiscrimination assurances, Title VI & LEP Plan, discrimination complaint

procedures and form, and resources in Hmong, Spanish, and Tagalog on their website.


AMATS used socioeconomic data to help forecast where vulnerable populations might be located based

on housing and income demographics. Housing density was examined as part of Bike/Ped planning

efforts and the development of the updated land use plan. In the future, AMATS will use this data to

better analyze and invest in transportation infrastructure to serve the needs of these communities

AMATS added access to transit, transit users are disproportionally low income and/or minority, to their

ranking criteria for projects included in the Transportation Improvement Plan (TIP) and Metropolitan

Transportation Plan (MTP).

As AMATS begins work on the 2040 MTP they have committed to a “robust public involvement…

including outreach to underserved populations and LEP [populations].” The 2035 MTP Appendix B:

Environmental Justice provides a thorough analysis of the impacts of planned AMATS decisions on low-

income and minority populations; a similar section will be included in the 2040 MTP.

The AMATS Bike/Ped Advisory Board includes three members representing underrepresented

populations in Anchorage.

SPENARD CORRIDOR PLAN

In FY16, AMATS initiated public involvement efforts for the Spenard Corridor Plan, Anchorage’s first

transit-oriented development plan in the hopes of spurring economic growth, and providing safety. This

particular area (defined as within ½ mile of Spenard Road) includes the following environmental justice

considerations:

The minority population (47%) of the area is 6% higher than the Anchorage average and 10%

higher than the State average

The percentage of low-income households (35%) of the area is 11% higher than the Anchorage

average and 9% higher than the State average

The NATA Air Toxics Cancer Risk for the area is 41% higher than the Anchorage average and 95%

higher than the Alaska average

The NATA Diesel Risk for the area is 21% higher than the Anchorage average and 95% higher

than the Alaska average

The NATA Respiratory Hazard Index for the area is 38% higher than the Anchorage average and

161% higher than the Alaska average

The Traffic Proximity and Volume for the area is 60% higher than the Anchorage average and

277% higher than the Alaska average

http://www.muni.org/Departments/OCPD/Planning/AMATS/Pages/about_title_vi.aspx

http://www.muni.org/Departments/OCPD/Planning/AMATS/Title%20VI/Final%20AMATS%20Title%20VI%20%20Plan%209-24-13%20vru-jw%20.pdf

http://www.muni.org/Departments/OCPD/Planning/AMATS/Title%20VI/AMATS%20Title%20VI%20Complaint%20Procedures.pdf

http://www.muni.org/Departments/OCPD/Planning/AMATS/Title%20VI/AMATS%20Title%20VI%20Complaint%20Form.pdf

25 | P a g e

AMATS is aware of these considerations and hopes to mitigate some of these disparities through the

implementation of the Spenard corridor plan.


AMATS receives comments in person at meetings and by phone, mail, email, project websites, and

surveys. These comments are individually responded to by AMATS staff, compiled into a response

summary, and reviewed by Technical and Policy committee members for potential inclusion in project

documents.


AMATS is currently working on updates to their Public Involvement Plan with input from the CRO.

AMATS is currently working with the Municipality of Anchorage on a LEP Plan.

AMATS has a Title VI Plan approved in 2012 currently meeting all requirements set forth in the

ADOT&PF Title VI Program Plan.

TRAINING

AMATS staff received training in effective public participation, tribal relations and cultural competency

in FY16.

COMPLAINTS

No complaints regarding AMATS activities were received by the ADOT&PF in FY16.

FAIRBANKS METROPOLITAN AREA TRANSPORTATION SYSTEM (FMATS)

PUBLIC MEETINGS

FMATS advertises meetings using the newspaper, multiple public notice systems, LinkedIn, Twitter,

Facebook, television, radio and a newsletter with 659 contacts. Meetings are held at various central,

accessible locations close to transit lines and all notices provided information for persons needing a

reasonable accommodation to fully participate in a meeting. Meetings are also advertised using a

Google Calendar on the FMATS website, though reasonable accommodation information is not present.

Demographic is collected through self-identification on sign-in sheets at all public meetings.

Self-Reported Demographics

http://fmats.us/meetings-events/

26 | P a g e

Type of Meeting

Number of

Meetings Reported

Average Number of

Participants

Mal

e

Fem

ale

Wh

ite

Bla

ck

Asi

an

His

pan

ic

Nat

ive

Oth

er

Did

no

t

Re

po

rt

Freight Advisory Committee

2 18 58% 42% 86% 0% 0% 0% 14% 0% 0%

Interagency Meeting

2 19 54% 46% 95% 3% 0% 0% 0% 3% 0%

Policy Committee

12 18 49% 45% 91% 1% 1% 1% 0% 0% 6%

Public Meeting

3 10 42% 58% 90% 0% 0% 3% 7% 0% 0%

Sub-Committee Meeting

5 7 46% 54% 100% 0% 0% 0% 0% 0% 0%

Technical Advisory Committee

12 18 53% 44% 93% 0% 0% 2% 0% 1% 3%

Total 36 16 51% 46% 92% 1% 0% 1% 1% 1% 4%


FMATS uses public meetings and takes public comment on all proposed actions. In FY16, FMATS staff

discussed upcoming projects and initiatives at local farmer’s markets and on a local television program.

All current and upcoming projects and programs are easily found on the FMATS website along with

contact information.

The Freight Mobility Study performed in FY16 included a public opinion survey and comment map to

ensure the public were able to express their needs and concerns regarding freight in the Fairbanks area.


FMATS displays their nondiscrimination assurances on their website along with contact information and

discrimination complaint information.

http://fmats.us/programs/

http://fmats.us/freight-mobility-plan/

https://www.surveymonkey.com/r/FMATSFreighbtmobilitysurvey

http://fmatsfmp.hdrgateway.com/

http://fmats.us/programs/civilrights/

27 | P a g e

Though FMATS incorporates many Title VI elements throughout their programs they do not currently

have a codified Title VI Plan.


FMATS is in the process of creating a Ladders of Opportunity Plan to increase accessibility of essential

services to traditionally underrepresented populations.

FMATS staff are looking into the EJSCREEN tool to better evaluate potential impacts on low-income and

minority communities in their area.

No requests were received for translation services in FY16.


FMATS receives comments via mail, email, their website, in person, and on comment forms. All

comments are responded individually via email and responded to in a Public Responsiveness Summary

published on their website.

No comments were received in any language other than English.


FMATS currently does not have any programs or manuals under review.

TRAINING

FMATS staff attended trainings on the ADA, inclusive outreach, multi-modal transportation systems, and

Title VI in FY16. Trainings were provided by FHWA, local public participation consultants, and the CRO.

COMPLAINTS

No complaints regarding FMATS activities were received by the ADOT&PF in FY16.

https://ejscreen.epa.gov/mapper/

http://fmats.us/reports/

28 | P a g e

ANNUAL TITLE VI AREA QUESTIONNAIRES

ALASKA MARINE HIGHWAY

DIVISION INFORMATION

Title VI Program Liaison Christa Hagan Title Transportation Planner

Region Alaska Marine Highway System Phone 907-228-6801

How many years have you served as Title VI Liaison?

2014 ☒ 2015 ☒ 2016 ☒ Email [email protected]

PUBLIC MEETINGS RESPONSE COMPLIANCE COMMENTS FROM CRO

Please attach a list of public meetings held by AMHS during FY16 along with the number of attendees and any demographic data collected.

See attached supporting documentation.

☒Sufficient

☐Tech. Deficiency

☐Sub Deficiency

☐Not Applicable

AMHS used CRO approved sign in sheets for all public meetings. Though attendees declined to self-identify race, all communities were well-represented across regions (including high minority, low-income, and Alaska Native communities) and meeting format encouraged feedback by community, allowing each time to share.

What efforts did AMHS staff use to promote diverse (ethnicity, age, gender, income, ability level) public participation?

AMHS utilizes the Statewide Online Public Notice system as well as Press Releases, GovDelivery subscription notification, the AMHS website, and direct email to those who have expressed interest in receiving AMHS information. Were press releases sent to individual communities to place in areas for citizen who lack internet access?

☒Sufficient

☐Tech. Deficiency

☐Sub Deficiency

☐Not Applicable

29 | P a g e

We haven’t tracked how press releases are distributed beyond our distribution practices. However it is known that our releases are often repeated or generate an article in numerous “local” news outlets across the State

How were these populations represented in the in the citizen participation process?

See attached attendance sheets collected for AMHS public meetings.

☒Sufficient

☐Tech. Deficiency

☐Sub Deficiency

☐Not Applicable

Communities well represented, meeting format encourages equitable participation for all communities, including rural communities.

Describe the mechanisms used to identify which communities were represented at the public meetings, hearings, and online outreach.

Teleconference attendance was requested and taken by geographical location.

☒Sufficient

☐Tech. Deficiency

☐ Sub Deficiency

☐Not Applicable

What efforts were made to ensure meetings were accessible to persons with disabilities?

All public meetings were held in a facility with accessible accommodation. All meetings were teleconferenced. No requests for reasonable be accommodation were received.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

How does AMHS plan on continuing to ensure representative participation in its outreach efforts?

AMHS utilizes the Statewide Online Public Notice system as well as Press Releases, GovDelivery subscription notification, the AMHS website, and direct email to those who have expressed interest in receiving AMHS information. All scheduling requests are received and vetted against impacts to existing service schedules and communities served. Were any changes made to schedules as a result of comments received?

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

30 | P a g e

As the fleet has decreased, running fewer vessels on routes has not allowed room for much change. This year no changes were made.


Please describe AMHS's efforts to engage new/diverse audiences in FY16.

MTAB: All Marine Transportation Advisory Board (MTAB) meetings are open to the public. MTAB is a Governor-appointed 11-member board that represents Alaska statewide. Schedules: AMHS has two scheduling cycles per year and public teleconferences are held for public comment. These meetings are held 6 months prior to the operational implementation of each schedule to ensure the public has plenty of notification to make comment and to publish an approved operating schedule as much in advance as possible to allow for public convenience in travel planning. Please discuss the decision to hold a series of listening sessions in communities this past year. excerpt from press release) All state agencies are working with reduced operating budgets due to low oil prices. This will impact all modes of transportation. For Alaskans who rely on the ferry system, current budget reductions will directly impact AMHS operations. These meetings are an opportunity for Alaskans to hear from department officials, ask questions and present potential solutions regarding short and long-term operating possibilities for AMHS.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

31 | P a g e

If AMHS received requests for alternative formats or languages, was AMHS able to accommodate these requests?

No requests received.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

Reasonable accommodation language was provided on all AMHS press releases.

How are Title VI considerations addressed through stakeholder involvement mechanisms?

Public notice outreach, and multiple media forums are used whenever necessary to reach geographical demographic.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Please attach any Public Participation Plans for projects commenced during FY16.

See attached public meetings for TKE Ferry Terminal Project.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Discussed public participation methods for Tenakeee project, includes public meetings on-site


List the efforts taken to ensure that populations protected by the Title VI Nondiscrimination Program are included in the development of the STIP, Long Range Statewide Transportation Plan, and other AMHS functions.

AMHS has two scheduling cycles per year and public teleconferences are held for public comment. These meetings are held 6 months prior to the operational implementation of each schedule to ensure the public has plenty of notification to make comment and to publish an approved operating schedule as much in advance as possible to allow for public convenience in travel planning. Projects are created that support the operating schedule.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

EQUITABLE PROVISIONS OF SERVICES AND FACILITIES

What activities and/or studies were conducted in FY16 that provided data relative to minority persons, neighborhoods, income levels, physical environment

Environmental Justice Analysis for AMHS Communities, performed by CRO

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

32 | P a g e

and/or travel habits? Please list each activity or study and include a brief statement about the activity or study and how it will be incorporated into the AMHS process.

Describe what project selection decisions if any, were affected by Title VI or Environmental Justice issues?

None

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


List the ways that comments are received by the public

Email and mail correspondence, and direct communication. Can you receive TTY calls? Can you accommodate non-English speakers? Yes, we can accommodate TTY calls. We would make reasonable effort to find a translator through local visitors bureaus and other community resources.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

What is done with the comments that are received?

Comments are logged and considered in the decision making process.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

How are comments responded to?

Comments are responded to with either a receipt confirmation or follow-up FAQs.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


33 | P a g e

Are there any program manuals or directives that govern your program area currently under review?

The SOA’s CRO governs our program area.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Please provide a copy of the Title VI Plan submitted to FTA.


☐Sufficient

☐Tech. Deficiency

☒Sub. Deficiency

☐Not Applicable

FTA requires AMHS to have active Title VI Plan, current program plan does not meet requirements. Needs to be addressed by AMHS and CRO

Are those manuals and/or directives compliant with the Title VI Program?


☐Sufficient

☐Tech. Deficiency

☒Sub. Deficiency

☐Not Applicable

FTA requires AMHS to have active Title VI Plan, current program plan does not meet requirements. Needs to be addressed by AMHS and CRO

TRAINING

What Title VI/ADA Training did AMHS staff receive in FY16?

Training opportunities are hosted by state and federal agencies and are advertised on our internal training website.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

What Title VI/ADA Training would AMHS staff like to see in FY17?

Powerpoint training tools, Goto Meeting presentations – especially prior to completing these CRO specific reviews.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

CRO should provide increased training for AMHS staff before review.

COMPLAINTS

Were any civil rights complaints received as a result of the AMHS process; e.g., public involvement activities, lack of coordination with tribal governments, contracting opportunities for AMHS

Mr. Ronald Williams submitted a complaint to ADOT&PF CRO – complaint number 040816. Unknown if Consent/Release Form was ever received as a result of submittal.

☐Sufficient

☒Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Complainant never submitted Consent Form. Complaint was investigated by FHWA and no grounds for the complaint on the basis of discrimination were discovered.

34 | P a g e

projects or transportation studies? If so, how many? Summarize each complaint and the status, with actions proposed and taken.

35 | P a g e

CONSTRUCTION

NORTHERN REGION


Title VI Program Liaison Erin Anderson Title Engineering Associate

Region Northern Phone 451-3055

Email [email protected]

Which years have you served as Title VI Liaison?

2014 ☒ 2015 ☒ 2016 ☒

PUBLIC MEETINGS COMPLIANCE COMMENTS FROM CRO

Please attach a list of public meetings held by Construction during FY16 along with the number of attendees and any demographic data collected.

See attached.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

What efforts did Construction staff use to promote diverse (ethnicity, age, gender, income, ability level) public participation?

The Department holds a Super Open House in Fairbanks each spring prior to the start of construction season. This is a family event that provides the community with information about major projects taking place during the 2016 construction season. The Department also holds PAC’s in rural communities and open houses as needed in communities impacted by construction projects.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


See attached sign in sheets and reporting spreadsheet.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Describe the mechanisms used to identify which communities were

Major construction projects taking place in Northern Region were highlighted at the

☒Sufficient

☐Tech. Deficiency

36 | P a g e

represented at the public meetings, hearings, and online outreach.

Department’s Super Open House. PAC’s are held in rural communities that are typically off the road system. Project open houses were held as needed.

☐Sub. Deficiency

☐Not Applicable


The Department’s Super Open House was held at a local high school. Project open houses are typically held in a central and accessible location near the project (i.e., community centers, schools, public facility). PAC’s are held at community centers or schools.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

How does Construction plan on continuing to ensure representative participation in its outreach efforts?

By continuing to inform the public through the Department’s website, announcements in local newspapers and radio spots, social media, alaskanavigator.org, electronic message boards, and hosting public open houses and PAC’s.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


Please describe Construction's efforts to engage new/diverse audiences in FY16.

Northern Region will continue to engage the public through open houses and PAC’s. Information will continue to be available to the public through media outlets, Department’s website, social media, alaskanavigator.org, etc.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

If Construction received requests for alternative formats or languages, was Construction able to accommodate these requests?

No requests were received. ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

Identify the methods available to the public to raise concerns before or during projects.

At project open houses including the Super Open House, at PAC’s, thorough mail, email and social media, over the phone, in person at project and regional offices, and through local representatives.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


How many projects were initiated in this reporting period?

Approximately 25 new construction projects were initiated this construction season.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

37 | P a g e

☒Not Applicable


Comments are received from the public at project open houses, at regional and project field offices, through mail and email, social media, over the phone, and through local representatives.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


Comments are given to the project’s construction manager and project engineer and addressed as appropriate.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

How are comments responded to? Generally, comments are responded to by project staff. Depending on the comment, assistance from other regional staff may be necessary.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

How many contract change orders had Title VI/ADA implications during FY16? Briefly describe how the implications were resolved.

Two. The Badger Road Bike Path, Project No. 60820, updated ADA curb ramps to ensure compliance with ADA standards (CO# 2). The Peger Road Resurfacing, Project No. 61661, upgraded the plastic pedestrian safety fence on the bridge and installed temporary chain link fence to protect pedestrians from the construction site (CO #10).

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Great response to ADA concerns



None ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


Yes ☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

TRAINING

38 | P a g e

What Title VI/ADA Training did Construction staff receive in FY16?

None ☐Sufficient

☒Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

What Title VI/ADA Training would Construction staff like to see in FY17?

Title VI/ADA Training ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

COMPLAINTS

Were any civil rights complaints received as a result of the Department's Construction process; e.g., public involvement activities, lack of coordination with tribal governments, contracting opportunities for Construction projects or transportation studies? If so, how many? Summarize each complaint and the status, with actions proposed and taken.

No complaints were received. ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

CENTRAL REGION


Title VI Program Liaison David A. Lee Title Central Region Office Engineer

Region Central Phone (907) 269-0451


2014 ☐ 2015 ☒ 2016 ☒ Email [email protected]

39 | P a g e



See Attachment 1. ☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


Digital advertising is relatively new for ADOT&PF. Digital advertising is affectively reaching a younger audience (and notoriously difficult to reach) of 16-24 years of age. Direct mail is most effective with ages 34-64. Social media, which we are regularly using for meeting updates and major closures is gaining effectiveness (particularly effective in reaching women, and those between 16-24, but least effective at reaching those over 65 years of age and older). One way we can expand the effectiveness of our reach will be to provide social media messages in several different languages when targeting different ethnic groups near a project area. Print readership is heavily weighted with older readers (over 55 years old). Radio reaches a wider segment of the population, but is particularly affective for 25-64 year old people. During construction, our target audience is everyone who uses transportation facilities-as a walker, biker, passenger or driver. Construction provides information in several different formats, which target different demographics. Print, radio, digital, social media, direct mail and electronic message boards allow us to reach nearly all of our target population. Electronic message boards, which we use primarily to alert the traveling public of upcoming

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Reaching increased age diversity through expanded efforts Increased social media efforts Title VI Specialist needs to assist with increased LEP efforts.

40 | P a g e

construction, reaches all ages and genders very effectively


During the design process, we track Title VI attendance for our public meetings, transportation fairs, and open houses. But tracking is a challenge for anonymous comments submitted via mail, email, and similar venues. But based on the attendance at the public meetings, our efforts to be inclusive to all are paying dividends. During the construction season, the majority (81%) of Southcentral residents report that ADOT&PF does an excellent or good job of keeping them informed of traffic delays due to construction.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Continue tracking attendance in person Provide opportunities to self-identify with online feedback


During the design process, we have a block for attendees to self-identify for Title VI on our attendance forms for our public meetings, transportation fairs, and open houses. But we do not fill in for those that choose not to self-identify.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

CRO should develop more demographic tools


During the design process, we always hold our meetings in locations that are fully ADA accessible; we provide translators and other accommodations as appropriate.

☒Sufficient

☐Tech. Deficiency

☐ Sub. Deficiency

☐Not Applicable


DOT&PF conducts a robust public outreach when developing a project in design and during construction. This includes hosting public meetings (scoping, design and construction), which are

advertised in local publications, direct mail, and through social media. Our projects are represented with booths and project experts in public forums, including region-wide transportation fairs in the Mat-Su and Anchorage. Many of our projects have websites

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Are interactive exhibits accessible for persons with disabilities or are alternatives presented? Multiple forms of contact leads to accessibility

41 | P a g e

with interactive exhibits, comment opportunities and contact information for the public to write, email, call or meet with project staff in person. In addition to the public interaction at public meetings and forums, project staff responds to comments during the design phase in writing, and refining the design based on information provided by the public. Project managers continue to be available to members of the public throughout the life of the project. ADOT&PF construction staff also responds to concerns raised during the construction, including accommodating community events such as the Alaska State Fair, or school year events. In regard to social media, one method we can use to expand the effectiveness of our reach will be to provide social media messages in several different languages when targeting different ethnic groups near a project area.

CRO needs to finish developments of LEP map and tools



Direct mail to the affected communities, public meetings (advertised in local publications, radio, and via social media including Facebook and Twitter.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


N/A ☐Sufficient

☐Tech. Deficiency

☐ Sub. Deficiency

☒Not Applicable


DOT&PF staff document and respond to the public's ideas and concerns through a variety of methods (at public meetings/hearings, via mail and email). These ideas and concern s are considered as part of the design and many refinements are incorporated as a result of this input. Construct ion staff also take into

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

42 | P a g e

account the concerns and ideas of the public during construction phasing, particularly to accommodate all users and be mindful of community events.



Central Region has had 30 projects initiated this federal fiscal year.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


From the start of the project's design process, actually the environmental document preparation effort that precedes the design effort, through to passing the project to construction, we strive to engage al l stakeholder groups in the project development process. This includes offering translation services for any meeting, targeted public notices to draw in non-traditional stakeholder groups, and where appropriate, going door to door in some corridors to make sure an opportunity is provided. We use all of the means and methods available to us, including print, radio, digital, social media, direct mail, email, and electronic message boards to name just t he more common. But they have also included doing interviews with the local radio stations, CB broadcasts in bush villages, and posters in the local post office and library. During construction, our target audience is everyone who uses transportation facilities-as a walker, biker, passenger or driver. Construction provides information in several different formats, which target different demographics. Print, radio, digital, social media, direct mail and electronic message boards allow us to reach nearly all of our target population. Print readership is heavily weighted with

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Move toward more inclusive definition of “user” provides for more inclusion of underserved populations.

43 | P a g e

older readers (over 55 years old). Radio reaches a wider segment of the population, but is particularly affective for 25-64 year old people. Digital advertising is relatively new for ADOT&PF. Digital advertising is affectively reaching a younger audience (and notoriously difficult to reach) of 16-24 years of age. Direct mail is most effective with ages 34-64. Social media, which we are regularly using for meeting updates and major closures is gaining effectiveness (particularly effective in reaching women, and those between 16-24, but least effective at reaching those over 65 years of age and older). One way we can expand the effectiveness of our reach will be to provide social media messages in several different languages when targeting different ethnic groups near a project area. Electronic message boards, which we use primarily to alert the traveling public of upcoming construction, reaches all ages and genders very effectively (least effective among 16-24 year aids). Print publications (paid), radio enhanced (paid) radio PSA's (not paid), Facebook advertising (paid), Facebook regular post (not paid), and Twitter (not paid). Prior to commencing activities local residents are notified by flyers or through mail about the work with contact information provided.


As comments are received the project determines the adequate measure of response that is needed. Prompt response to comments is encouraged in project staff.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


Comments are dealt with in a manner that will provide resolution at the lowest level. The Project Engineer will elevate comments that cannot be handled at t heir level to the Project Manager and so

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

44 | P a g e

on up the chain of leadership until a resolution can be found.


No change orders had Title VI/ADA implications for FY16

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable



None ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


N/A ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

TRAINING


Title VI Liaison meeting on March 22, 2016 ☐Sufficient

☒Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

CRO needs to increase frequency of Title VI Liaison meetings to comply with Title VI Plan


We would like to have another meeting with informing of updates and changes to the Title VI program .

☐Sufficient

☐Tech. Deficiency

☐ Sub. Deficiency

☒Not Applicable

COMPLAINTS

Were any civil rights complaints received as a result of the Department's Construction process; e.g., public involvement activities,

None ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

45 | P a g e

lack of coordination with tribal governments, contracting opportunities for Construction projects or transportation studies? If so, how many? Summarize each complaint and the status, with actions proposed and taken.

SOUTHCOAST REGION


Title VI Program Liaison Don Beattie Title Civil Rights & Contract Compliance

Region Southcoast Phone 907-465-1811



v

PUBLIC MEETINGS


Only 1 public meeting held on project number Z695000000.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


E-mails, flyers, and PSAs were used to notify the public about the project. Focus was on the people who would be affected by the project rather than diverse public participation.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


Focus was on the people who would be affected by the project rather than diverse public participation.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Project was in a majority white area

46 | P a g e


No hearing or online outreach was used. Public meeting was itself an outreach to the community affected by the project.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


Meeting was held in close proximity to the project in an ADA accessible building with plenty of parking, including accessible parking.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


This is project specific. The plan would be based on the project, location, and public needs.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable



DOT&PF uses social media outreach via facebook and twitter. Ads are purchased through various media publications. Local TV, Radio and Community boards

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


There were no alternative language accommodation requests, but if any are made the section is aware of language translation aps online.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


Each project has a posting board and is generally accessible to the public containing information on how to contact State officials and contractor contacts. Also ADOT&PFs facebook page is open to any questions the public may have.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable



☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

47 | P a g e

☒Not Applicable


Phone calls, letters, emails, social media ☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


Questions are generally answered within 24 hours of being received

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

How are comments responded to? Generally in the same format it was received ☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable



No ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


Yes ☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

TRAINING


None ☐Sufficient

☒Tech. Deficiency

☐Sub. Deficiency

48 | P a g e

☐Not Applicable


What is available? ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

COMPLAINTS

Were any civil rights complaints received as a result of the Department's Construction process; e.g., public involvement activities, lack of coordination with tribal governments, contracting opportunities for Construction projects or transportation studies? If so, how many? Summarize each complaint and the status, with actions proposed and taken.

None ☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

CONTRACTING

STATEWIDE


Title VI Program Liaison Charlie Deininger Title Chief Contracts Officer

Region Statewide Phone (907) 465-6990




How does Contracting ensure that the Title VI/Nondiscrimination

Preamble: It is the policy of the ADOT&PF to administer all solicitations and contract awards

☒Sufficient

☐Tech. Deficiency

49 | P a g e

Assurance paragraph is included in all solicitations for bids?

uniformly throughout the department. This policy requires all regional contracting officers and contracts staff to utilize standardized forms formalized by its statewide standards section and chief contracts officer.

The Title VI/Nondiscrimination Assurance requirement is included in form 25D-55H (form FHWA-1273) Required Contract Provisions for Federal-Aid (FHWA) Construction Contracts. This form is included in all fed-aid solicitations (Invitation to Bid).

☐Sub. Deficiency

☐Not Applicable

How does Contracting ensure that the bidding and award process for consultant agreements and construction contracts is conducted in a non-discriminatory manner?

All ADOT&PF solicitations are advertised online at State of Alaska’s Online Public Notice web site, in accordance with State of Alaska Statute 36.30.130, and on ADOT&PF’s contracting web site. All fed-aid construction solicitations (Invitation to Bid) and contract awards (contracts) include the following forms related to Title VI;

ADOT&PF Form 25A-301, Federal EEO Bid Conditions (Standard Federal Equal Employment Opportunity Construction Contract Specifications for all Non-Exempt Federal and Federally-Assisted Construction Contract to be Awarded in the State of Alaska), and

ADOT&PF Form 25A-304 EEO-1 Certification (Federal-Aid Contracts).

All fed-aid construction related professional services solicitations (Request for Proposals) include the following clause;

☐Sufficient

☒Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

50 | P a g e

Part A, Section 13. The proposed contract will be a Federally Assisted Program of the U.S. Department of Transportation. If it will be an assisted program, then the Offeror shall insert the following notification in all subcontract solicitations for bids or proposals pertinent to this RFP: 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, CFR, U.S. Department of Transportation (U.S. DOT), Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-assisted programs of the U.S. DOT issued pursuant to such Act, in any Subcontract entered into pursuant to this RFP, Disadvantaged Business Enterprise firms will be afforded full opportunity to submit bids or proposals and will not be discriminated against on the grounds of race, color, sex, or national origin, in consideration for an award.

How does Contracting ensure Title VI compliance by its contractors, subcontractors, and Local Public Agencies (like the Municipality of Anchorage or Kenai Borough)?

See preamble and responses to a. and b.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


51 | P a g e


No

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

TRAINING

What Title VI/ADA Training did Contracting staff receive in FY16?

Training is available online from Civil Rights web site.

Title VI Basic Training

FHWA’s “How to Engage Low-Literacy and Limited-English-Proficiency Populations in Transportation Decision making

US DOJ video on Title VI of the Civil Rights Act of 1964 – “Understanding and Abiding by Title VI of the Civil Rights Act of 1964”

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

What Title VI/ADA Training would Contracting staff like to see in FY17?

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

COMPLAINTS

Were any civil rights complaints received as a result of the Department's Contracting process; e.g., public involvement activities,

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

52 | P a g e

lack of coordination with tribal governments, contracting opportunities for Contracting projects or transportation studies? If so, how many? Summarize each complaint and the status, with actions proposed and taken.

MAINTENANCE AND OPERATIONS

NORTHERN REGION


Title VI Program Liaison Jason Sakalaskas Title Acting NR M&O Chief

Region Northern Phone 907-451-2214


2014 ☐ 2015 ☐ 2016 ☒ Email [email protected]


Describe the process used to prioritize maintenance activities (for example – brush clearing, road maintenance, snow removal, etc.

All roads are broken into priority levels from 1 -5. Priority 1 being the highest priority. All activities like brush cutting, snow removal, etc. are rated and prioritized by the level of road they are on. The State of Alaska has developed a hand book to guide our M&O staff. It is the “Alaska Highway Maintenance and Operations Handbook”.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable



Title VI, Policy & Procedure 01.02.010 and 01.02.020 V.A. Federal EEO Conditions, DBE and Required Contract Provisions for Federal-Aid (FHWA) Construction Contracts

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

53 | P a g e

For FAA, we have Federal EEO Conditions, DBE and Required Contract Provisions for Federal-Aid (FAA) Construction Contracts


Yes I believe so.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

TRAINING

What Title VI/ADA Training did M&O staff receive in FY16?

None that I am aware of.

☐Sufficient

☒Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

What Title VI/ADA Training would M&O staff like to see in FY17?

If there were any complaints associated with our area we would like training in that area to ensure it doesn’t occur again.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

COMPLAINTS

Were any civil rights complaints received as a result of the Department's maintenance activities? If so, how many? Summarize each complaint and the status, with actions proposed and taken.

No none in our region that I am aware of.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

CENTRAL REGION


Title VI Program Liaison Greg Patz Title Maintenance & Operations Manager

54 | P a g e

Region Central Phone 269-0763

How many years have you served as Title VI Liaison?

2014 ☐ 2015 ☐ 2016 ☒ Email [email protected]


Describe the process used to prioritize maintenance activities (for example – brush clearing, road maintenance, snow removal, etc.

Maintenance activities are prioritized by traffic volume and the FHWA highway classification system. High traffic volume highways and highways that connect communities receive higher priority than low volume local roads.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable



None

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


N/A

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

TRAINING

What Title VI/ADA Training did M&O staff receive in FY16?

None

☐Sufficient

☒Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

What Title VI/ADA Training would M&O staff like to see in FY17?

Would like to know when training is available.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

CRO will inform, needs to provide more training opportunities in Fy17.

COMPLAINTS a

55 | P a g e

Were any civil rights complaints received as a result of the Department's maintenance activities? If so, how many? Summarize each complaint and the status, with actions proposed and taken.

None

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

SOUTHCOAST REGION

Title VI Liaison position currently vacant, no response received.

PRELIMINARY DESIGN & ENVIRONMENTAL

NORTHERN REGION


Title VI Program Liaison Brett Nelson Title Regional Environmental Manager

Region Northern Phone 451-2238




Please attach a list of public meetings held by PD&E during FY16 along with the number of attendees and any demographic data collected

Project info loaded to ZendTo due to size constraints. ☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

56 | P a g e

How many public hearings were held

during the reporting period concerning

location of a project?

No public hearings in FY16. ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

How was information regarding

meeting times and locations advertised

and was it adequate to provide

notification to minorities and low-

income communities?

A variety of methods may be utilized including

newspaper ads, direct mailings, on-line public

notices, project website, personal communication,

meetings, PSAs, and increasingly social media

(Facebook, Twitter, etc.) is also used.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

What efforts were made to ensure

meetings were accessible to persons

with disabilities?

Meetings were generally held in centrally-located,

public facilities that would be expected to be

compliant with ADA standards.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

How does PD&E plan on continuing to

ensure representative participation in

its outreach efforts?

Utilizing changing technological trends and

considering social media to broaden participation

outreach. Also, partnering with local units of

government and hiring consultants with

specialization in public participation seems to help

with outreach efforts.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


Please describe PD&E’s efforts to

engage new/diverse audiences in FY16

Continuing to do better with existing efforts should

help to engage the already diverse audiences

present in Northern Region project areas.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

How were minorities, women, elderly,

persons with disabilities, and low-

income community representatives

identified and encouraged to become

Efforts were made to encourage good overall public

participation. The Section 106 process involves

coordination with Tribes as well as consulting

parties, which should help ensure participation by

minorities.

☐Sufficient

☐Tech. Deficiency

☒Sub. Deficiency

☐Not Applicable

57 | P a g e

involved in the project location and

environmental phase?

If PD&E received requests for

alternative formats or languages, was

PD&E able to accommodate these

requests?

No requests were received in FY16. ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

Please attach any Public Participation

Plans for projects commenced during

FY16

Attached ☐Sufficient

☒Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Thank you!


What activities and/or studies were

conducted in FY16 that provided data

relative to minority persons,

neighborhoods, income levels, physical

environment and/or travel habits?

Please list each activity or study and

include a brief statement about the

activity or study and how it will be

incorporated into the PD&E process.

No studies were conducted in FY16 ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


Are there any program manuals or

directives that govern your program

area currently under review?

No, not that we are aware of currently. ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

58 | P a g e

Are those manuals and/or directives

compliant with the Title VI Program?

Yes, they should be compliant. ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


List the ways that comments are

received by the public

Comments may be made verbally or written at

public meetings. Comments may also come in by

phone, in person, or by email. Written letters are

less common these days, but comments via social

media are an increasing likelihood.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

During the reporting period, how many

predraft Environmental Impact

Statements (EIS) or Environmental

Analyses were open for public review?

Summarize comments provided on

EIS/EAs where minorities, women,

elderly, disabled and low-income

persons were adversely impacted

No active EAs or EISs open for public review for NR

during this reporting period.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

What is done with the comments that

are received?

Comments are evaluated by the project team to

determine whether any project changes were

warranted. The comments become part of the

project file.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

59 | P a g e


The method for responding to comments can vary

depending on the project and situation. A response

may be given at a public meeting, or with a follow-

up discussion/correspondence. Some comments

may lead to an additional public meeting or a

change to the project. Comment are often grouped

for response in an environmental document, with

more detailed responses on an EA or EIS, whereas

with a CE the responses may be more general

depending on the scope of project and nature of

comments. Comments and responses become part

of the environmental document file.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

TRAINING

What Title VI/ADA Training did PD&E

staff receive in FY16?

FHWA-NHI: Public Involvement in the Transportation

Decision-making Process. FHWA EJ and Title VI:

webinar/presentation Part I.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

What Title VI/ADA Training would

PD&E staff like to see in FY17?

Title VI training, ADA training. Public

participation/outreach process training (not just how

to conduct a public meeting, but what is required

and how to best document).

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

COMPLAINTS

60 | P a g e

Were any civil rights complaints

received as a result of the

Department's PD&E process; e.g.,

public involvement activities, lack of

coordination with tribal governments,

contracting opportunities for

Construction projects or transportation

studies? If so, how many? Summarize

each complaint and the status, with

actions proposed and taken.

No. ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

CENTRAL REGION


Title VI Program Liaison Brian Elliott Title Region Environmental

Manager

Region Central Phone (907) 269‐0539

Which years have you served as Title VI

Liaison? 2014 ☒ 2015 ☒ 2016 ☒

Email [email protected]

PUBLIC MEETINGS Compliance Comments from CRO

Please attach a list of public meetings

held by PD&E during FY16 along with

the number of attendees and any

demographic data collected

See attached list ☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

61 | P a g e




All public meetings held during the reporting period included discussion on project location in various ways such as purpose and need for a specific project, the project proposed project scope versus what the public may want, and how the project would affect the traveling public and stakeholders in the area. PD&E held nine public meetings during the reporting period.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


meeting times and locations advertised

and was it adequate to provide

notification to minorities and low‐

income communities?

DOT&PF Central Region Preliminary Design and Environmental (PD&E) makes considerable effort to make sure that everyone who is affected by the project, including minorities and low‐income communities, has an opportunity to participate early in the project. One way PD&E does this is to have project meetings and events close to the project location, which increases accessibility for all. If requested, PD&E will meet people at their property to discuss an issue. Based on the location of the project or by request, PD&E will employ a translator. The other primary way PD&E encourages people to participate is by having many ways to comment on a project. People can write a letter, email, Facebook message, make a phone call, or fill out a comment sheet. Depending on the project PD&E may deploy a survey as well.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

62 | P a g e



with disabilities?

PDE includes the following statement in public meeting outreach materials: “Persons with a hearing impairment can contact

ADOT&PF at our Telephone Device for the Deaf

(TDD) at 269‐0674. We can offer reasonable

accommodations for special needs related to other

disabilities.” Outreach materials have the public

meeting coordinator’s contact information (phone

number, email) so a person with disabilities can

arrange for special accommodations or needs.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Were meetings held at accessible locations?




Ensuring complete representative participation is not possible, however PD&E did organize its strategies to inform and invite all affected stakeholders to participate. One of these strategies is to develop inclusive mailing lists of all residents, property owners and businesses in our project corridor. This approach allowed those with concerns to come forward and those with no concerns to not be ignored. A wide variety of outreach methods were used including direct mail, email communications, public service announcements, newspaper advertisements, State of Alaska Online Notices, GovDelivery, Community Council notices, online event calendars, and Facebook advertising. Direct mail is the centerpiece of the communications plan because it goes directly to the people affected by the project.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


63 | P a g e



In order to continue to improve our engagement program, PD&E has added public transit directions to our outreach materials, converted our email template to mobile friendly, and started running targeted online advertisements.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Good efforts. CRO will assist with more in Fy17 if needed.


persons with disabilities, and low‐





PD&E makes considerable effort to make sure everyone who is affected by the project has an opportunity to participate early in the project. One way PD&E does this is to have project meetings and events close to the project location which increases accessibility for all. If requested, PD&E meets people at their property to discuss an issue. Based on the location of the project or by request, PD&E will employ a translator. The other primary way PD&E encourages people to participate is by having many ways to comment on a project. People can write a letter, email, Facebook message, make a phone call, or fill out a comment sheet. Depending on the project PD&E may deploy a survey as well.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable




requests?

PD&E received a request to hold a Seward Highway

MP 105‐107, Windy Corner meeting in Anchorage

and an online meeting in addition to a public

meeting in Girdwood. PD&E did not receive any

requests for other languages for any project during

FY16.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Was the meeting location

changed?



FY16

See attached Public Participation Plans, Appendix A ☐Sufficient

☒Tech. Deficiency

☐Sub. Deficiency

64 | P a g e

☐Not Applicable


What activities and/or studies were conducted in FY16 that provided data relative to minority persons, neighborhoods, income levels, physical environment and/or travel habits? Please list each activity or study and include a brief statement about the activity or study and how it will be incorporated into the PD&E process

The only data PD&E collected relating to minority persons is on the event sign‐in sheets and many chose not to disclose their gender or ethnicity or sign in at events.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Could increase data collection efforts for projects in the future and if needed for specific project. Increase online mechanisms for data collection to go with increased online efforts


65 | P a g e




The Alaska 6004 Program Environmental Procedures Manual is to be used to determine the 6004 applicability of all projects reviewed by the ADOT&PF Environmental Section. The first three chapters were enacted by Chief Engineer's Directive dated Dec. 4, 2012. More 6004 Program chapters are currently being developed by the Statewide Environmental Office.

The Alaska FHWA Program Environmental Procedures Manual is being revised to comply with recent changes in both Federal and State statutes and regulations. As a part of that rewrite, Headquarters Environmental staff is reviewing the linked appendices found on this website. Those links will be updated as outdated forms are found and replaced. Please feel free to call to our attention outdated forms and documents. We expect to finish the final Alaska Environmental Procedures Manual and gain FHWA approval by June 30, 2013.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Please involve CRO in those revision efforts.



The above manuals are in revision to be compliant

with the Title VI Program.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


66 | P a g e



The public can submit written comments to the PD&E Environmental Manager from newspaper notices and ADOT&PF State of Alaska online Public Notices for the preliminary design and environmental (PD&E) phase of proposed projects. Email comments during the PD&E phase can be submitted to the project manager and/or environmental analyst through contact information published in newspapers and the online Public Notices. At public meetings, participants can submit written comments on comments sheets either at the meeting or mail in at a later date. Public meeting outreach materials also have an email contact for submitting comments which is usually the public meeting coordinator.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Are you able to accept

comments in other

languages?

67 | P a g e

During the reporting period, how many

predraft Environmental Impact

Statements (EIS) or Environmental

Analyses were open for public review?

Summarize comments provided on


elderly, disabled and low‐income

persons were adversely impacted.

Only the Sterling Highway MP 45‐60 Project Draft

Supplemental EIS.

Minority and Low‐income populations – According to

2010 U.S. Census data, 4.5 percent of the residents

of Cooper Landing are consider part of a minority

group, fewer than the average for the Borough and

the State of Alaska at 17.2 and 35.9 percent,

respectively. Based on the 2010 Census information

presented in the 2010 Census Interaction Population

Map, there are no clusters of minority residents

within the project area or adjacent to any particular

alternative (Draft SEIS, 3‐

81). FHWA and ADOT&PF are unaware of any concentrations of low‐income residents within the project area or adjacent to any particular alternative. The available data set is too small to analyze (Draft SEIS, 3‐82). Little permanent effect to population and social groups (elderly, people with disabilities, non‐drivers, minority or ethnic groups) is expected under the project’s build alternatives (Draft SEIS, 3‐86 to 3‐87). PD&E received no comments on the draft SEIS when open for public review regarding adverse impacts on minorities, women, elderly, disabled or low‐income persons (Section 5.3 Public Participation, draft SEIS).

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

68 | P a g e


are received?

Comments received from the public read then placed

in the project file. Submitted written comments are

scanned and stored electronically and as a paper file

in filing cabinets. Electronically submitted comments

are stored in the project electronic file. Comments

received and responses are also included in the

project’s environmental document in an appendix

and discussed in the Public Coordination section of

the environmental document.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


Depending on the nature of the comment, the public

meeting coordinator, the PD&E project manager,

and/or the PD&E Environmental Manager responds.

Usually a response involves discussion and consensus

between the project manager, environmental

analyst, and the environmental manager.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

TRAINING



FHWA webinar FHWA Title VI and Environmental

Justice Training 12/07/2015

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable



The consensus is webinar format. PD&E has no

requests for specific topics. ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

COMPLAINTS

69 | P a g e

Were any civil rights complaints

received as a result of the

Department's PD&E process; e.g.,

public involvement activities, lack of

coordination with tribal governments,

contracting opportunities for





PD&E received no civil rights complaints a result of

the ADOT&PF Central Region PD&E processes such

as public involvement and coordination with tribal

governments.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

SOUTHCOAST REGION


Title VI Program Liaison Hilary Lindh Title

Regional

Environmental

Manager


Which years have you served as Title

VI Liaison? 2014 ☐ 2015 ☐ 2016 ☒

Email Hilary.lindh@alaska.

gov


70 | P a g e

Please attach a list of public meetings

held by PD&E during FY16 along with

the number of attendees and any

demographic data collected

See Table 1 ☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Thank you for

collecting data.




1 public hearing; 7 public meetings or open

houses/workshops

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


meeting times and locations

advertised and was it adequate to

provide notification to minorities and

low-income communities?

Online public notices – both on the State’s website and on a community’s website, if no local or regional newspaper available

Newspaper ads – local and regional papers if

applicable

Flyers mailed to potentially affected or interested residents

E-mails to project-specific developed list of residents/stakeholders

Posters on public notice boards around community, especially in minority and low-income communities.

Adequate to provide notification to these

communities.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable



with disabilities?

Meetings held in ADA accessible locations ☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Was language

included in notices

for individuals to

request

accommodations, if

needed?

71 | P a g e




Online public notices – both on the State’s website and on a community’s website, if no local or regional newspaper available

Newspaper ads – local and regional papers if

applicable

Flyers mailed to potentially affected or interested residents

E-mails to project-specific developed list of

residents/stakeholders

Posters on public notice boards around community,

especially in minority and low-income communities.

Adequate to provide notification to these

communities.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable




Public meetings were held in locations convenient to

minority and low-income communities. For

example, for Glacier Hwy (Lemon Crk Area)

improvements, meeting was held in Gruening Park

Recreation Hall – a low-income housing complex.

For Haines Hwy MP 3.5 – 25.3 Improvements,

meetings were held in both Haines and Klukwan, a

minority community.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

72 | P a g e


persons with disabilities, and low





Local knowledge plays a large role in identifying the communities that could be affected and their locations. Also talking with local planners, city staff, and tribal staff. Analysts also review community information on Alaska Department of Commerce, Community and Economic Development, Division of Community and Regional Affairs (DCRA) online community database (OCD) available at https://www.commerce.alaska.gov/dcra/DCRAExternal/co mmunity . The OCD is a compilation of published data from a variety of sources and includes community location, population, taxes, climate, history, culture, demographics, utilities, schools, health care, economy, transportation, and major contacts for Alaska communities.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Good fusion of local knowledge and conventional data sources




requests?

We did not receive any such requests. If requested, we would provide an alternative format or language. We have had Tlingit people speak Tlingit in meetings (outside the FFY16) of their own accord but they also spoke in English.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable



FY16

None commenced in FY16 ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


https://www.commerce.alaska.gov/dcra/DCRAExternal/community




73 | P a g e

What activities and/or studies were

conducted in FY16 that provided data

relative to minority persons,

neighborhoods, income levels, physical

environment and/or travel habits?

Please list each activity or study and

include a brief statement about the

activity or study and how it will be

incorporated into the PD&E process

Review community information on Alaska

Department of Commerce, Community and Economic

Development, Division of Community and Regional

Affairs (DCRA) online community database (OCD).

Used by analyst to determine whether low-income or

minority communities may be affected by proposed

project and indicates whether additional efforts

should be made to engage these populations.

Sign-in sheets at public meetings help provide

information on race and gender of people who

attend. They potentially provide feedback to PD&E

about whether our outreach has been effective,

although the information is not usually provided

since it’s voluntary.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

CRO can also be

used as a resource

to determine

presence and

potential impact on

low-income and

minority

communities





See Statewide Environmental Office response. ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable



See Statewide Environmental Office response. ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


74 | P a g e



We receive comments via email, phone calls, letters

and some of these are sent to the Director or

Project Management or administrators and then

filtered down to the environmental analyst for

consideration as a possible impact that hadn’t been

considered.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

During the reporting period, how many pre-draft Environmental Impact Statements (EIS) or Environmental Analyses were open for public review? Summarize comments provided on


elderly, disabled and low-income

persons were adversely impacted One public hearing and public review period for an

Environmental Assessment (EA). Comments are

summarized and a comment and response table is

provided in Chapter 7 of the EA (excerpt attached).

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

On the CEs, under ROW it asks “Will

the project or

activity have

disproportionately

high and adverse

human health or

environmental

effects on minority

populations and low-

income populations

as defined

in E.O. 12898

(DOT Order

6640.23, December

1998)?”

For all CEs for

FY16, you indicated

“No”. How did you

come to this

conclusion?

75 | P a g e


are received?

These comments are considered by the project manager, environmental analyst or other project team members to determine if there is an impact that had not been previously identified, if that impact should be avoided, or if there is no way to avoid, would that impact require some sort of mitigation. This is then taken up to the Design Chief and/or Director for discussion and decisions.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


Normally, if the comment came via email, we would respond by email. There are some situations where a letter is required or possibly a meeting with the project team and the person with the comment. This could be done when the comment is voiced with a follow up once there is resolution of the issue raised.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

TRAINING


staff receive in FY16? No training in Title VI was taken by PD&E staff in

FY16; most analysts received training in FY 15.

☐Sufficient

☒Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable



Title VI/EJ NHI training should be offered every ~3 years; ADA training has not been offered recently to analysts and would be good to include.

☐Sufficient

☐Good Faith Effort

☐Deficient

☒Not Applicable

COMPLAINTS

76 | P a g e

Were any civil rights complaints received as a result of the Department's PD&E process; e.g., public involvement activities, lack of coordination with tribal governments, contracting opportunities for





No complaints received. ☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

PLANNING

NORTHERN REGION


Title VI Program Liaison Linda Mahlen Title Fairbanks Area Planner



2014 ☒ 2015 ☒ 2016 ☒ Email Linda.mahlen @alaska .gov

PUBLIC MEETINGS

Please attach a list of public meetings held by Planning during FY16 along with the number of attendees and any demographic data collected

No public meetings were held by Planning in FY16. The Design section facilitates the public meetings with planning participation during the environmental process. Most meetings in my area are advertised and scheduled by FMATS

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

77 | P a g e

What efforts did Planning staff use to promote diverse (ethnicity, age, gender, income, ability level) public participation?

The Design section advertises extensively. FMATS is also very diligent. The majority of the projects we start are for FMATS

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


Design section handles Northern Region Project public participation and FMATS handles all MPO projects

☐Sufficient

☐Tech. Deficiency

☒Sub. Deficiency

☐Not Applicable

Describe the mechanisms used to identify which communities were represented at the public meetings, hearings, and online outreach


☒Sufficient

☐Tech. Deficiency

☒Sub. Deficiency

☐Not Applicable



☐Sufficient

☐Tech. Deficiency

☒Sub. Deficiency

☐Not Applicable

How does Planning plan on continuing to ensure representative participation in its outreach efforts?


☐Sufficient

☐Tech. Deficiency

☒Sub. Deficiency

☐Not Applicable


Please describe Planning’s efforts to engage new/diverse audiences in FY16


☐Sufficient

☐Tech. Deficiency

☒Sub. Deficiency

☐Not Applicable

If Planning received requests for alternative formats or languages, was Planning able to accommodate these requests?

Yes, although none were received ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

78 | P a g e



☐Sufficient

☐Tech. Deficiency

☒Sub. Deficiency

☐Not Applicable

Discuss how Title VI/ADA can be involved in this process


List the efforts taken to ensure that populations protected by the Title VI Nondiscrimination Program are included in the development of the STIP, Long Range Statewide Transportation Plan, and other Planning functions.


☐Sufficient

☐Tech. Deficiency

☒Sub. Deficiency

☐Not Applicable


What activities and/or studies were conducted in FY16 that provided data relative to minority persons, neighborhoods, income levels, physical environment and/or travel habits? Please list each activity or study and include a brief statement about the activity or study and how it will be incorporated into the planning process.


☐Sufficient

☐Tech. Deficiency

☒Sub. Deficiency

☐Not Applicable


☐Sufficient

☐Tech. Deficiency

☒Sub. Deficiency

☐Not Applicable



23 projects outside of FMATS ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

79 | P a g e

☒Not Applicable


The public is encouraged to comment on all plans, projects, and studies by online entry, email, mail, or in person

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


Comments and responses are handled by the Design section, FMATS, and HQ

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

How are comments responded to? By mail, email or in person ☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable



No ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

TRAINING

What Title VI/ADA Training did Planning staff receive in FY16?

Title VI and ADA modules at the annual Transit Conference

☐Sufficient

☒Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

What Title VI/ADA Training would Planning staff like to see in FY17?

Whatever you have to offer ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

80 | P a g e

☐Not Applicable

COMPLAINTS

Were any civil rights complaints received as a result of the Department's Planning process; e.g., public involvement activities, lack of coordination with tribal governments, contracting opportunities for Planning projects or transportation studies? If so, how many? Summarize each complaint and the status, with actions proposed and taken.

No.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

CENTRAL REGION


Title VI Program Liaison James Starzec Title Anchorage Area Planner

Region ANC Field Office Phone 907-269-0507

Which years have you served as Title VI Liaison? 2014 ☐ 2015 ☒ 2016 ☒ Email

[email protected]

PUBLIC MEETINGS


One meeting in Emmonak. Approximately 20 attendees all were Yupik Eskimo.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

What efforts did Planning staff use to promote diverse (ethnicity, age,

We used a Yupik translator to change the English narrative to Yupik on our handouts. We traveled to the village to hold the meeting.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

81 | P a g e

gender, income, ability level) public participation?

☐Not Applicable


The majority of the population in the YK Delta is Yupik so the outreach was focused on the Yupik culture.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


The communities were identified based on the ADOT&PF boundaries.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


We had no control over this. The City Mayor scheduled the meeting and due to the lack of infrastructure in the Villages, we only had one building to meet at.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


Representative participation for all outreach is continuously emphasized by management.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable



None scheduled at this time. ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


No requests received. ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


No formal policy is in place.

☐Sufficient

☐Tech. Deficiency

☒Sub. Deficiency

☐Not Applicable


82 | P a g e



No formal policy is in place.

☐Sufficient

☐Tech. Deficiency

☒Sub. Deficiency

☐Not Applicable



None.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


N/A.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable



No planning projects led by this division were initiated during this time.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


N/A. ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

83 | P a g e

☒Not Applicable


N/A. ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

How are comments responded to? N/A. ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable



No. ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


N/A. ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

TRAINING


None. ☐Sufficient

☒Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

COMPLAINTS

84 | P a g e


No.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

SOUTHCOAST REGION


Title VI Program Liaison Marie Heidemann Title Transportation Planner






Attached ☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

What efforts did Planning staff use to promote diverse (ethnicity, age, gender, income, ability level) public participation?

Used a variety of outreach – PSA’s, newspaper ads, flyers, emails, newsletters, public involvement calendar.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

85 | P a g e

☐Not Applicable


Meeting attendance, public comment, etc.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


Selected hub communities for public meetings for STIP. Also, for STIP meetings offered the opportunity for a meeting to all communities through a mailed newsletter.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


Chose ADA accessible locations for all meetings. Included statement offering accommodation on all printed outreach.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Great efforts!


Similar to current efforts. Diverse methods of outreach, ADA accessible locations, printed statements for accommodation.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable



Southcoast Region expanded to Southcoast in Summer of 2015, so we worked to engage new audiences in Southwest Alaska. We created a new planning contact list which included representatives from local governments, tribes, tribal corporations, and libraries. For our STIP meetings we provided extensive outreach using methods described above. Everyone on the mailing list received an email and paper newsletters were sent out. Newsletters and flyers were also sent to local libraries with requests to post the flyers and make the newsletters available to patrons.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Collaborate with CRO and other regions on rural outreach for Western Alaska.

86 | P a g e


We received no requests. ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


We choose ADA accessible locations and provide written statements offering accommodation on our printed materials.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable



Used a variety of outreach methods and selected ADA accessible locations for all meetings. Included statement offering accommodation on all printed outreach.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Was there any targeted community outreach in the development of the STIP, LRSTP, etc?


We often use DCEED data and studies. We did not perform any studies of our own. For a project managed by Western Federal Lands Highway Division and using State and ADOT&PF Federal Aid Funds, a survey was commissioned and completed to explore travel habits for travelers from Petersburg and Kake. The project was closed shortly after the survey, in part because the survey results indicated a lack of support from some residents.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


Initiated some projects with primary goal of improving walking facilities to meet ADA.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

87 | P a g e



9 new projects were placed into the 2016-19 STIP for Southcoast Region

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


Informal comments may be received by phone or in person. Formal comments are received in writing typically by email or mail.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


Comments are recorded and responded to in the same manner they are received.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

How are comments responded to? In the same manner as received. ☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable



Not that I am aware of. ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

TRAINING


None that I am aware of ☐Sufficient

☒Tech. Deficiency

☐Sub. Deficiency

Need staff training FY17

88 | P a g e

☐Not Applicable


Uncertain ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

COMPLAINTS


No ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

RESEARCH


Title VI Program Liaison Carolyn Morehouse Title

Asset management, Research & Technology Transfer

Region Headquarters Phone 907 465 8140

89 | P a g e




How many research projects are currently underway?

~30 ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

Summarize actions taken to encourage universities/entities to use minority, female, persons with disabilities and low-income students/researchers to participate on highway research projects.

We really on the University civil rights programs. ☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

CRO confirmed all universities are publically funded and subject to civil rights requirements from the US Dept. of Education

Provide a summary of Title VI self-monitoring activities conducted, including findings, recommendations, action items and status thereof.

None but we have university female minority project managers.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable



Yes. Standard Operating Procedures. ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

Please forward to CRO for review


I am not sure but we do not have public outreach requirement.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

TRAINING

What Title VI/ADA Training did Research staff receive in FY16?

Lars Gregovich’s ADA training. ☐Sufficient

☒Tech. Deficiency

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☐Sub. Deficiency

☒Not Applicable

What Title VI/ADA Training would Research staff like to see in FY17?

General Title VI training. ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

COMPLAINTS

Were any civil rights complaints received regarding non-utilization of minority universities for research studies? If so, how many? Summarize each complaint and the status, with actions proposed and taken.

None ☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

RIGHT OF WAY

NORTHERN REGION


Title VI Program Liaison Martin Shurr Title Chief, Right of Way





mailto:[email protected]

mailto:[email protected]

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How many appraisals, negotiations, and/or condemnations were made in FY16? Please provide demographic data for all transactions with individuals

27 appraisals / 11 valuations / 0 condemnations / 155 acquisitions. We do not collect demographic data

☐Sufficient

☐Tech. Deficiency

☒Sub. Deficiency

☒Not Applicable

Did minorities, women, elderly, persons with disabilities, or low-income raise any concerns regarding their options in the negotiation phase?

No concerns raised

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

Describe the mechanisms used to identify what communities (minorities, women, elderly, persons with disabilities and low-income) were represented in the negotiation phase

We do not collect or track demographic data

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

Specify the number of relocations during the reporting period; of these relocations how many were minorities, elderly, persons with disabilities, or low-income

none

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

COMPLAINTS

Did your program receive any civil rights complaints in the following: appraisals, negotiations, or relocations assistance and payments? If so, how many? Summarize each complaint and the status with actions proposed and taken.

None received

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

CENTRAL REGION

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Title VI Program Liaison Al Burton Title Supervisor Project Coordination

Region Central Phone 269-0647


2014 ☒ 2015 ☒ 2016 ☒ Email



There were 78 appraisals, 103 Parcel negotiations, and 5 condemnations during the reporting period 7/1/2015 to 6/30/2016. We have no demographic information regarding these actions.

☐Sufficient

☐Tech. Deficiency

☒Sub. Deficiency

☐Not Applicable

Did minorities, women, elderly, persons with disabilities, or low-income raise any concerns regarding their options in the negotiation phase?

No ☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


We use a self-reporting mechanism to identify communities represented in the negotiation phase.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


There were 48 relocations during the reporting period 7/1/2015 to 6/30/2016. We have no demographic information regarding relocatees.

☐Sufficient

☐Tech. Deficiency

☒Sub. Deficiency

☐Not Applicable

COMPLAINTS

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No ☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

SOUTHCOAST REGION


Title VI Program Liaison Joe Buck Title Chief Right of Way Agent

Region Southcoast Phone (907)465-4541





6 – Appraisals: 2 Males, both Caucasian 25 - Negotiations – 2 government agencies, 2 corporations, 1 Trust, 12 Females/14 Males, 3 elderly, 6 married couples, 23 Caucasians, 1 Asian, 2 Alaskan Indian/American Native (All data is presented to the best of the ability of our negotiators) 0 – Condemnations

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Did minorities, women, elderly, persons with disabilities, or low-income raise any concerns regarding

No

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

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their options in the negotiation phase?


Title and record search, telephone conversations, in-person negotiations meetings.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


7 – Relocations (2 Homeowners, 5 Tenants) – No reference was made about the relocatees. None were elderly, none with disabilities or low-income.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

COMPLAINTS


Not that I’m aware of.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

STATEWIDE EQUIPMENT FLEET


Title VI Program Liaison Diana Rotkis Title Fleet Manager

Region Statewide Phone 907-269-0787



CONTRACT ADMINISTRATION

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How does SEF ensure that the Title VI/Nondiscrimination Assurance paragraph is included in all solicitations for bids?

SEF uses a standardized boiler plates for both state and federal bids that include all required language.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

How does SEF ensure that the bidding and award process is conducted in a non-discriminatory manner?

SEF does not bid for services. The majority of bids are based on lowest price of qualifying equipment and no subjectivity is included.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable



No

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

TRAINING

What Title VI/ADA Training did SEF staff receive in FY16?

None

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

What Title VI/ADA Training would SEF staff like to see in FY17?

I am not aware of any needs that exist at this time.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

COMPLAINTS

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Were any civil rights complaints received as a result of the Department's Contracting process; e.g. lack of coordination with tribal governments, issues with contracting opportunities? If so, how many? Summarize each complaint and the status, with actions proposed and taken.

None

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

SUB-RECIPIENTS

Anchorage Metropolitan Area Transportation Solutions


Title VI Program Liaison Vivian Underwood Title Sr. Transportation Planner

Region AMATS/Municipality of Anchorage Phone 907-343-7995


2014 √ ☐ 2015 √ ☐ 2016 √ ☐ Email [email protected]


Please attach a list of public meetings held by AMATS during FY16 along with the number of attendees and any

demographic data collected.

Please see attached list.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

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What efforts did AMATS staff use to promote diverse (ethnicity, age, gender, income, ability level) public participation?

Freight: Attended community events, such as the Alaska Truckers Association’s annual Driver’s Challenge to meet and engage with residents on their transportation needs and issues. Reached out to community leaders in the freight industry by meeting with them one-on-one. All meeting sign in sheets offer the opportunity to identify race, gender, and any other data the individual wishes to share. Bike/Ped: The AMATS Bicycle and Pedestrian Advisory Committee advocates for safer pedestrian and bicycle networks for all Anchorage residents. This committee provided recommendations on several road projects for the Anchorage area as well as letters of support for new projects funded through the Transportation Alternatives Program (TAP) that will improve safe connections in some of Anchorages’ most diverse neighborhoods. Staff serves as the AMATS liaison between the committee, ADOT&PF, the public, local bike and pedestrian advocacy groups, and other municipal agencies. Local Planning: The Spenard Corridor Plan (SCP) will be Anchorage’s first Transit Oriented Development Plan, providing safer bicycle and pedestrian networks, affordable housing options, reinvestment opportunities and redevelopment options that will help spur economic growth in Anchorage’s most diverse neighborhood, Spenard. Staff serves as the lead project manager for this project on behalf of AMATS. Overall Planning Process: AMATS utilized strategies outlined in the adopted Public Participation Plan (PPP) to promote diverse public participation in the planning process. The AMATS Coordinator completed the Mayor's survey on Language Access and will meet with Mayor's staff in August to follow up and discuss the LEP Plan.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Great Efforts!

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How were these populations represented

in the in the citizen participation process?

Freight: All meetings are open and advertised through a variety of social media, google documents/forms, and websites. Freight Advisory Committee meetings are held across the Anchorage region to permit and encourage additional participation. Bike/Ped: The AMATS Bicycle and Pedestrian Advisory Committee has 3 members that represent underserved populations in Anchorage. The Spenard Corridor Plan has held several public involvement events that involved people from underserved populations. The number of people representing underserved populations has not been determined yet, since the public involvement for the early planning stages has recently finished. Overall Planning Process: AMATS collaborates with the Mayor’s Office, Transit and Human Service Transportation providers, various stakeholders identified in the PPP, Project Managers, and committees to identify and engage diverse populations

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Great stakeholder mechanisms identified for the Spenard Corridor Plan. Will review overall underrepresented stakeholder involvement in FY17.

Describe the mechanisms used to identify

which communities were represented at

the public meetings, hearings, and online

outreach.

Bike/Ped: BPAC members are all from known community groups, organizations or community districts. Local Planning: SCP sign in sheets included an “Affiliation” column to indicate location and community group representation. Overall Planning Process: Self-identification is the

mechanism employed by AMATS to identify

communities participating in public meetings, hearings,

and online.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

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meetings were accessible to persons with

disabilities?

Freight: All meetings open to the public, any ADA needs provided, all facilities ADA accessible. Bike/Ped: All BPAC meetings are held at City Hall, either room #155 or upstairs in the Mayor’s Conference Room. This location is accessible by bus and had adequate ADA infrastructure. Local Planning: The Spenard Corridor Plan public meeting took place at the Spenard Rec Center, which is ADA accessible. Other public involvement events took place at the Spenard Farmer’s Market and Food Truck Festival, which are both ADA accessible. Overall Planning: All AMATS meeting locations are

accessible by People Mover and AnchorRIDES.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Continue to use accessible facilities in FY17. Great to see these efforts.

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How does AMATS plan on continuing to

ensure representative participation in its

outreach efforts?

Freight: Continue to implement actions from the Public Participation Plan which include holding meetings near transit lines, offering meetings at convenient times for participants, surveying the public on their needs, online open houses, etc. Travel Demand Model Update: With the development of the new AMATS Travel Demand Model, the model used recent socio-economic data and is able to help forecast where vulnerable populations may be located based on income and household size. In the future, this will allow AMATS to better analyze and invest in transportation infrastructure to serve the needs of these communities. Bike/Ped: AMATS will continue to hold meeting at ADA accessible facilities. The next AMATS SCP survey will included questions about community affiliation and race/ethnicity. Overall Planning Process: AMATS is committed to working to expand representative participation by diverse populations. The Public Participation Plan outlines efforts and activities that will assist AMATS in reaching this goal.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Household size and income are good factors; could also include LEP status or EJ index.


Please describe AMATS’s efforts to engage new/diverse audiences in FY16.

Overall Public Participation Outreach: In 2016, AMATS utilized Google Forms to survey, Facebook Ads to promote the Citizens Advisory Committee, and a variety of visual techniques to cut back on the amount of text in reports and documents.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Good job including Google Translate option and screen reader accessibility.

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If AMATS received requests for alternative

formats or languages, was AMATS able to

accommodate these requests?

Freight: Yes, we work with Language Line to provide interpretation services. During the development of the Household Travel Survey, individuals could toggle their native language to read and answer the survey questions. Bike/Ped: Neither the AMATS BPAC of SCP has received said requests but will provide alternative formats or materials if asked. None Received

Draft Public Participation Plan Update 2016: A

Google Form was used to survey the community on their

general interest in transportation issues, barriers to

participation, preferred methods of communication, and

familiarity with AMATS and the work we do as part of

the Public Participation Plan Update. The form is screen

reader accessible and automatically translates when

using a web browser that is configured to another

language. Browsers that support translation include:

Chrome, Firefox Safari, Opera, Internet Explorer, and

Edge.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable



FY16.

Freight Mobility Study, Travel Demand Model

Update (Attached)

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


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List the efforts taken to ensure that populations protected by the Title VI Nondiscrimination Program are included in the development of the STIP, Long Range Statewide Transportation Plan, and other AMATS functions.

While the STIP and Long Range Statewide Transportation Plans are State ADOT&PF responsibilities, AMATS has their counterparts with the TIP and MTP (Metropolitan Transportation Plan). The TIP and MTP are developed every four years. In developing the latest TIP ranking criteria for recommended projects, we added a criterion for access to transit, which correlates well with underserved populations. During early development of the new MTP, we conduct outreach to groups representing and serving underserved populations to ensure we capture their needs. For the 2040 MTP soon to begin, the RFP included a requirement for a robust public involvement plan that includes outreach to the underserved populations, as well as for LEP groups. The MTP also includes an Appendix that assesses impacts of recommended road and transit projects on low income and minority populations.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Access to transit very important for EJ, LEP populations. Continue to consider needs of underserved populations into FY17 for LR Planning.


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What activities and/or studies were conducted in FY16 that provided data relative to minority persons, neighborhoods, income levels, physical environment and/or travel habits? Please list each activity or study and include a brief statement about the activity or study and how it will be incorporated into the AMATS process.

Travel Demand Model Update: With the development of the new AMATS Travel Demand Model, the model used recent socio-economic data and is able to help forecast where vulnerable populations may be located based on income and household size. In the future, this will allow AMATS to better analyze and invest in transportation infrastructure to serve the needs of these communities. Bike/Ped: For the SCP, census mapping was done to reveal population data and housing density, while the survey included questions about physical environment and travel habits. These survey results will be incorporated into the public involvement element of the SCP and help shape the plan. The resulting plan including improved transportation networks and land use plan map will reflect the desires for improvements from the community as gathered through the survey and public

outreach process.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency☐Not Applicable


List the ways that comments are received

by the public Email, phone, survey, mail, meeting, etc.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


are received? Compiled into a comment response summary.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

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How are comments responded to? TAC and PC decide whether or not to incorporate into

final documents.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

What about the

Citizens Advisory

Committee?



directives that govern your program area

currently under review?

The Public Participation Plan is currently being updated.

Adoption is anticipated in the fourth quarter.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Please provide to CRO

for opportunity to

comment.


compliant with the Title VI Program? Yes.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

TRAINING

What Title VI/ADA Training did AMATS


Teresa Brewer: Attended meeting with new MOA Civil Rights & DBE Officer; participated in work session on Cultural Diversity. Jamie Acton: Attended IAP2’s Foundations in Public Participation, Techniques for Effective Public Participation, and Planning for Effective Public Participation.

Vivian Underwood: Attended one-on-one meetings

with MOA Civil Rights & DBE Officer in preparing the RFP

for the 2040 MTP Update. Met with Mayor's office staff

for guidance and direction on outreach to Limited English

Proficient (LEP) groups.

AMATS Staff: Three staff members (Craig Lyon, Teresa

Brewer, and Vivian Underwood) participated in a brown-

bag meeting with local Tribal relations expert, Terry

Brelsford, who provided information and resources on

cultural understanding and Tribal communications. Staff

also contacted YWCA to learn of training offered in

☒Sufficient

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☐Not Applicable

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Cultural Competency, and followed up with the AMATS

Coordinator, who supports this type of training in future.

What Title VI/ADA Training would AMATS

staff like to see in FY17?

Freight: Additional training in involving hearing and sight impaired individuals in the public process might prove useful. AMATS STaff: Cultural Awareness for Staff and

Committees, Web and Document Accessibility for ADA,

difference between Title VI and EJ. Civil Rights Portal for

reference.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

CRO will try to facilitate trainings, thank you for the suggestions!

COMPLAINTS

Were any civil rights complaints received as a result of AMAT’s planning process; e.g., public involvement activities, lack of coordination with local governments/community councils, contracting opportunities for planning studies or corridor studies? If so, how many? Summarize each complaint and the status, with actions proposed and taken.

None received.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

FAIRBANKS METROPOLITAN AREA TRANSPORTATION SYSTEM

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Title VI Program Liaison Donna Gardino Title FMATS

Region Northern Region Phone 907-459-6786




Please attach a list of public meetings held by FMATS during FY16 along with the number of attendees and any demographic data collected.

See Attachment A

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

What efforts did FMATS staff use to promote diverse (ethnicity, age, gender, income, ability level) public participation?

FMATS advertises all community hearings and public meetings through the local newspaper, with two-day ads in the Fairbanks Daily News-Miner, and public notices on the Fairbanks-North Star Borough (FNSB)’s online public notice system accessible via their website, the FMATS website, and the Alaska Department of Transportation & Public Facilities’ (AKDOT&PF) online public notice system accessible via their website. The advertisements run the Sunday before each meeting, as well as on the actual day of the meeting. All meeting announcements are posted on the FMATS LinkedIn, Twitter, and Facebook pages. Additionally, a public service announcement is made on all local TV and radio stations, as well as a physical display of the paper announcement on the City of Fairbanks, City of North Pole, FNSB, and AKDOT&PF bulletin boards. FMATS also issues a quarterly newsletter to inform the public with the happenings

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

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and meetings of FMATS. Our current mailing list has 659 contacts.


3% of the attendees at public meetings are minority and 46% are female. This is known to be higher as some members call into meetings but are not recorded on the sign-in sheets. Income and ability level are not recorded.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


The sign-in sheet used at Public Meetings asks for a mailing address and race. Using this information, FMATS can identify which community they are representing.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


Meetings are held in centralized locations with accessible entries and close to bus stops or alternative transportation routes. For example, the FMATS Technical and Policy Committee Meetings are held in Fairbanks City Hall, down the block from the Transit Center and equipped with an elevator. On the Advertisements, FMATS asks for special requests or needs to be notified to staff prior to the meeting.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

How does FMATS plan on continuing to ensure representative participation in its outreach efforts?

FMATS will continue to advertise all public meetings in the manner listed above to ensure a maximum outreach to the members or the public. FMATS also plans to update its Public Participation Plan and create a Ladders of Opportunity Plan in order to increase accessibility to essential services particularly for those that are traditionally underserved.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

Keep CRO informed on Ladder of Opportunity Plan


Please describe FMATS’s efforts to engage new/diverse audiences in FY16.

FMATS strives to hold meetings and open houses in various locations around the Fairbanks and North Pole region. Large meeting halls, community centers,

☒Sufficient

☐Tech. Deficiency

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or other facilities across the region are selected to help incorporate new citizens, women, and minorities in the planning process. When the 2015-2018 TIP was released, FMATS set up a booth at the Farmer’s Market and appeared on the Hawk Shop television show to reach new audiences.

☐Sub. Deficiency

☐Not Applicable

If FMATS received requests for alternative formats or languages, was FMATS able to accommodate these requests?

Not applicable.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

Please attach any Public Participation Plans for projects commenced during FY16.

FMATS has a Stakeholder and Public Involvement Plan for the Freight Mobility Plan. See Attachment B. This effort is being led by a subconsultant whose business is an Alaska Native, woman-owned business.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


List the efforts taken to ensure that populations protected by the Title VI Nondiscrimination Program are included in the development of the STIP, Long Range Statewide Transportation Plan, and other FMATS functions.

For the TIP, TIP Amendments, MTP and other plans, such as the Complete Streets Plan, there are public meetings for members of the public to attend, such as Technical and Policy Committee meetings, where decisions on the documents will be made. There are two public comment sessions per meeting. Then, FMATS releases the documents for a 30-day Public Comment period. Members of the public can review the document and submit a comment to FMATS. After the 30-day public comment period, the document must be approved by the Policy Committee, giving the public another chance to comment. For major plans such as a new MTP, TIP or Freight Mobility Plan, there will be open houses for the public to attend and submit comments. For the

☒Sufficient

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☐Not Applicable

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release of the 2015-2018 TIP, FMATS set up a booth at the Tanana Valley Farmer’s Market and appeared on the Hawk Shop in addition to public meetings in Fairbanks and North Pole. All meetings are advertised in the manner described in section 2 of this report.


What activities and/or studies were conducted in FY16 that provided data relative to minority persons, neighborhoods, income levels, physical environment and/or travel habits? Please list each activity or study and include a brief statement about the activity or study and how it will be incorporated into the FMATS process.

FMATS has looked into using EJ Screen to provide data for current and future transportation projects. This information can be used to inform FMATS on what communities should be reached out to on projects in their area.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

EJSCREEN is a very helpful tool.



Comments are received on comment forms for individual projects during 30-day public comment period, on the website at all times

(http://fmats.us/programs/public-participation/public-comments/ ), or via email provided on the website and is made available on the website.

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable


Comments received on specific projects during the public comment period are put into a Responsiveness Summary and published with the final document.

☒Sufficient

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☐Sub. Deficiency

☐Not Applicable

http://fmats.us/programs/public-participation/public-comments/








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Comments are responded to by e-mail and are also found in the Responsiveness Summary which is then posted on the website.

☒Sufficient

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☐Sub. Deficiency

☐Not Applicable



No.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable


Not applicable

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

TRAINING

What Title VI/ADA Training did FMATS staff receive in FY16?

-ADA Public Forum -Meeting on “RFP 16029 Economic Impact Study - Public Transportation” -Meeting on the FNSB Transit Impact Study iv. FHWA webinar on “Shared Mobility” - Kittelson webinar on “Missing stakeholders? Outreach tips for the hard to reach” - Participation in the Fairbanks Transportation Coalition Attendance at the Title VI presentation during the Transit Conference

☒Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☐Not Applicable

What Title VI/ADA Training would FMATS staff like to see in FY17?

FMATS would like to see training on making an ADA compliant website.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

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COMPLAINTS

Were any civil rights complaints received as a result of AMAT’s planning process; e.g., public involvement activities, lack of coordination with local governments/community councils, contracting opportunities for planning studies or corridor studies? If so, how many? Summarize each complaint and the status, with actions proposed and taken.

No.

☐Sufficient

☐Tech. Deficiency

☐Sub. Deficiency

☒Not Applicable

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