In June, the Guilford Board of Selectmen (BOS) voted to adopt an official Title VI Limited English Proficiency (LEP) policy that will ensure that all town agencies and departments have procedures in place to provide services to people with limited English language knowledge or abilities.

The impetus for adopting the policy was to help the town qualify for a federal grant that will allow for the purchase of a new bus for the community center, according to Senior Services Director Terry Holland Buckley.

Specifically, the state already approved the policy as it applies to bus services, according to Buckley, but eventually will need to be adapted by other town agencies based on their specific services.

The bus service policy, which First Selectman Matt Hoey described as a framework for other areas of the town, includes a complaint form for anyone who feels discriminated against due to his or her language abilities and “Know Your Rights” brochures in Spanish, Korean, and Chinese.

Buckley also told the Courier that at least one bus driver has a translation app on his phone that can facilitate conversations with LEP individuals.

Title VI of the Civil Rights Act, which prohibits discrimination based race, religion, and national origin, and has been interpreted by numerous courts to include English language proficiency, according to the U.S. Department of Justice.

Buckley said that she was “sure” the town was following the proper procedures as required by Title VI, but that Town Attorney Pam Millman and others thought that it was important to have it codified in every town department, apart from helping the town qualify for the grant money.

Millman told the Courier she anticipated sending over more drafts and material related to the policy to the First Selectman’s Office in the next week or so.

Up until now, Buckley said she had “very, very limited experience” with needing to assist LEP individuals.

Buckley said the town has already begun applying for other grants that require the town to have a Title VI policy, specifically for a housing authority program.

Originally, Buckley told the BOS she had been hoping to have the policy approved back in March before the onset of the pandemic when “everything went crazy.”

Hoey thanked Buckley for taking the lead, as something that was “outside of her normal line of work.”

The policy will apply to many different aspects of the town, and will require updates to the website, dissemination to all department heads, and other specific modifications, according to Buckley. Some of that likely won’t be able to happen under current pandemic restrictions, she said.