Submit complaint in timely manner

The complaint form (available below) alleging a Title VI violation should be submitted by you or your authorized representative as soon as possible, but no later than 180 calendar days after the alleged violation.

Prepare your complaint

The complaint form should contain as much information as possible concerning the alleged violation, and include the following information:

• Description of the alleged discriminating activity
• Date, time and location details
• Name(s) and job title(s) of the persons responsible for the alleged discrimination, if known
• Names of any witnesses

Upon request, reasonable accommodations will be provided in completing this form, or the form will be provided in alternative formats. Contact the Title VI Coordinator for accommodation.

Submit your complaint

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在表格中使用选择语言将其翻译成简体中文。

SUBMIT ONLINE COMPLAINT

Investigation and decision

Within five calendar days of receiving your complaint the Title VI Coordinator will send you a written acknowledgement of receipt. 

Within 14 calendar days of receiving the complaint the Title VI Coordinator will determine whether the complaint was filed on time, falls under the City’s jurisdiction, and contains sufficient information. If timeliness or jurisdiction is unclear, or the complaint is insufficient, the Title VI Coordinator will contact you for more information.  

Timely sufficient complaints concerning matters under the City’s jurisdiction will be investigated by the Title VI Coordinator. Investigations may include interviewing the complainant, City employees and witnesses, and obtaining records and other evidence.

Within 90 calendar days of receiving the complaint the Title VI Coordinator will issue you one of the following:

• Dismissal Letter stating that the complaint was procedurally dismissed as untimely, outside the City’s jurisdiction, or insufficient.
• Closure Letter summarizing the allegations and investigation findings and stating that based upon the investigation a Title VI violation did not occur and the complaint will be closed.
• Letter of Finding summarizing the allegations and investigation findings and informing you of any corrective action the City will take. 

If more time is required, the Title VI Coordinator shall notify you of the estimated timeframe for completing the investigation and issuing a determination. 

If a complaint is found to have merit, the Title VI Coordinator will work with relevant City staff to ensure corrective action is taken. 

Appeal process

If you are unsatisfied with the Title VI Coordinator’s determination, you or your authorized representative may file an appeal to the City Manager or their designee. The City Clerk’s office must receive your written appeal within 10 calendar days of the date of the determination.

The appeal must include the complainant’s name, address and contact information, the date of the determination being appealed, the grounds for the appeal and any written materials you want the City Manager or their designee to consider. 

The City Manager or their designee will notify you of their decision either to accept or reject the request for reconsideration within 10 calendar days. When the City Manager or their designee agrees to reconsider the matter, the complaint shall be returned to City staff for re-evaluation in accordance with the Investigation of Complaints procedures described in step four.

An appeal hearing will be scheduled within 90 calendar days of the City Clerk’s receipt of a written appeal. You will receive a written notice of the time and date of the appeal hearing. The notice will be mailed at least 10 calendar days prior to the hearing. It will be sent to the address provided on the written appeal.  After holding an appeal hearing, the City Manager or their designee may reverse, affirm or modify in any respect the determination being appealed. The City Manager, or their designee’s, decision is administratively final and not subject to further administrative review.