Clay County Commission names Title VI coordinator and adopts related complaint forms and handbook language

The Clay County Commission on Oct. 15 designated a Title VI coordinator, adopted Title VI complaint forms and procedures, and approved adding Title VI language to the county employee handbook to satisfy federal nondiscrimination requirements tied to a forthcoming federally funded bridge project.

County staff told the commission the documents are required because federal funds for the bridge repair will flow through the state and impose Title VI obligations on the county when the county accepts the award. The staff member presenting the item said the county needs a public-facing coordinator who will receive complaints, keep a complaint log and maintain a federally funded project log.

The presenter described the packet of documents provided to the commission: a two-page Title VI complaint form; a complaint-procedure document to be posted publicly and maintained by the coordinator; a complaint log; and a federally funded project log. The staff member said the procedure explains how complaints will be investigated and that, in the county’s practice, investigations would likely be handled by the sheriff’s office or another investigator if a complaint is filed.

The commission made three motions: to name the Title VI coordinator, to adopt the complaint form/procedure and the logs, and to add the proposed language to the employee handbook. Each motion was seconded and passed by voice vote. Commissioners also approved adding Title VI ‘‘special assurances’’ language to subcontractor and contractor agreements for the specific federally funded bridge contract, with the county confirming that the requirement will be limited to contracts that actually use the federal funds.

The presenter emphasized the limited scope: the Title VI obligations and required contract assurances will apply only to the bridge work paid for with the federal funds and only to contractors/subcontractors covered by the funding. The presenter also said the required materials are already posted on the county website.

The commission did not change county policy beyond what the presenter described and limited the adoption to the documents in the packet and the bridge project context.

The county will now list the Title VI coordinator, post the complaint procedure and forms, and include the handbook text alongside the county’s existing Title VII language.

The measures are intended to ensure the county complies with federal nondiscrimination rules on projects that use federal funds and to provide a clear, documented process for members of the public to raise discrimination complaints.

The item concluded with procedural steps for staff to maintain the logs and to incorporate the assurances into the relevant project contracts.