Town of Roxbury, NY
Civil Rights Policy

Town of Roxbury Policy on Nondiscrimination in Programs Receiving Federal Assistance from the U.S. Environmental Protection Agency

Title 40 of the Code of Federal Regulations (CFR), Parts 5 and 7, Nondiscrimination in Programs or Activities Receiving Federal Assistance from The Environmental Protection Agency, prohibits discrimination on the basis of race, color, national origin, age, gender, religion, income or disability in programs or activities receiving federal assistance.

It is the policy of the Town of Roxbury (the “Town”) not to discriminate in accordance with 40 CFR, Parts 5 & 7.  In addition, the Town adopts the following procedures to implement the requirements of 40 CFR, Parts 5 & 7.  The following grievance procedure provides a process for filing a timely complaint to the proper authority and describes theprocess that will be used to investigate and resolve the complaint. However, the procedures do not apply to administrative actions that are being pursued in another forum.

Submission of a Complaint

1. Filing of Complaint

A person (or the authorized representative of a person) who believes that they or a class of persons have been discriminated against may file a complaint with the Town. Any complaints should: 

A. Be submitted in writing;

B. Be filed within 60 days of an alleged violation (except as otherwise indicated in the following paragraph);

C. Describe with specificity the action(s) by the Town that allegedly resulted in discrimination in violation of 40 C.F. R Parts 5 and 7;

D. Describe with specificity the discrimination that allegedly occurred or will occur as the result of such action(s);

E. Identify the parties impacted or potentially impacted by the alleged discrimination.

The Town may request additional information from the complainant if this information is needed to meet the complaint requirements described above. The Town may waive requirement 1.B. in its discretion in order to address allegations of potential discrimination caused by pending actions at the earliest appropriate and feasible juncture, or, for good cause,to address complaints filed more than 60 days after an alleged violation.

All written complaints shall be addressed to:

Town of Roxbury
Attn: Allen Hinkley
Civil Rights Coordinator
56 Hillcrest Drive
Roxbury, New York 12474

Within 10 days of receiving a written complaint, the Town will provide the complainant with written notice of receipt. At this time, the Town may request any additional information needed to meet the complaint requirements above.Within 10 days of receiving any additional information, the Town will provide the complainant with written notice that the complaint filing is complete.

2. Determination of Jurisdiction and Investigative Merit

The Town, based on information in the complaint and other information available, will determine if it has jurisdiction to pursue the matter and whether the complaint has sufficient merit to warrant an investigation. A complaint shall be regarded as meriting investigation unless:

A. It clearly appears to on its face to be frivolous or trivial;

B. Within the time allotted for making the determination of jurisdiction and investigative merit, the Town voluntarily concedes noncompliance and agrees to take appropriate remedial action or reaches an informal resolution with the complainant;

C. Within the time allotted for making the determination of jurisdiction and investigative merit, the complainant withdraws the complaint;

D. It is not timely and good cause does not exist for waiving the timing requirement under section 1.B.

Disposition of Complaints

Within 120 days of accepting a written complaint, the Town will respond in writing to the complainant with a resolution.