Grievance Procedures

Grievance Procedures for Addressing Alleged Violations of 40 C.F.R. Parts 5 and 7

Greater Fort Lauderdale Transportation Management Association (TMA)

The Greater Fort Lauderdale Transportation Management Association (TMA) is committed to ensuring compliance with the nondiscrimination requirements of 40 C.F.R. Parts 5 and 7, which prohibit discrimination based on race, color, national origin, disability, sex, and age in programs or activities receiving federal financial assistance. These grievance procedures provide a prompt, equitable, and accessible process for resolving complaints alleging violations.

1. Purpose 
   These procedures are designed to ensure that all grievances are resolved promptly and fairly while maintaining compliance with applicable federal regulations.
2. Scope 
   These procedures apply to any individual or group alleging that they have been subjected to discrimination in a program or activity conducted by TMA, or by any of its contractors or subrecipients, in violation of 40 C.F.R. Parts 5 and 7.
3. Filing a Complaint
   1. Eligibility:
      Any individual or group who believes they have been subjected to unlawful discrimination may file a complaint.
   2. How to File: 
      Complaints must be submitted in writing within 180 days of the alleged discriminatory act. The complaint should include:
        – Name, address, and contact information of the complainant. 
        – A detailed description of the alleged discriminatory act(s). 
        – Date(s) and location(s) of the incident(s).  
        – The basis of the discrimination (e.g., race, sex, disability, etc.). 
        – Names of individuals involved (if known).  
   3. Where to File: 
      Complaints should be submitted to:  
      Robyn Chiarelli, Civil Rights Coordinator 
      Greater Fort Lauderdale Transportation Management Association
      Email: rchiarelli@commutebroward.org 
      Phone: 954-494-9680
      Address: 1700 SW 12th Street, Boca Raton, FL 33486
   4. Confidentiality:
      All complaints will be handled confidentially to the extent possible, consistent with the need to investigate and resolve the issue.
4. Complaint Acknowledgment
   Upon receipt of a complaint, the Civil Rights Coordinator will:
   1. Acknowledge receipt of the complaint in writing within 10 business days.
   2. Determine if the complaint falls under the scope of 40 C.F.R. Parts 5 and 7.
   3. Notify the complainant if additional information is needed.
5. Investigation Process 
   1. Assignment:
      The Civil Rights Coordinator will oversee the investigation or assign an investigator who is independent and impartial.
   2. Timeline:
      The investigation will be completed within 60 calendar days of receiving the complaint.

   3. Process:
      – Review all relevant documents, policies, and practices.
      – Conduct interviews with the complainant, witnesses, and individuals accused of discrimination.
      – Collect and analyze all relevant evidence.
   4. Findings: 
      A written report summarizing the findings, conclusions, and any recommended corrective actions will be submitted to the Executive Director.
6. Resolution
   1. Notification: 
      The complainant and respondent will receive a written notification of the findings and any corrective actions within 10 business days of the investigation’s conclusion.
   2. Corrective Actions: 
      If a violation is found, TMA will promptly take appropriate corrective measures, including but not limited to:
      – Policy changes.
      – Training programs.
      – Disciplinary action for responsible parties.
      – Remediation for the complainant.
7. Appeal Process 
   1. Eligibility:
      Either party may appeal the findings or resolution by submitting a written appeal to the TMA Board of Directors within 30 calendar days of receiving the resolution notice.
   2. Review:
      The appeal will be reviewed by an independent panel, and a final determination will be issued within 30 calendar days of receipt.
   3. Final Decision:
      The decision on appeal is final.
8. Records and Retention
   All records related to grievances, investigations, and resolutions will be maintained for five years and made available for federal review upon request.
9. Retaliation Prohibited
   Retaliation against anyone filing a complaint or participating in an investigation is strictly prohibited. Any instances of retaliation will result in disciplinary action.

For questions or additional information regarding these procedures, please contact the Civil Rights Coordinator at the contact information provided above.