Space Agreement

Discrimination Complaint Form

Non-Discrimination Statement and Policy Overview

It is the policy of Community Warehouse to ensure full compliance with federal nondiscrimination laws in all programs and activities. Community Warehouse will not discriminate on the basis of race, color, national origin, religion, ancestry, ethnic group identification, creed, sex (including actual or perceived sexual orientation or gender identity), disability, mental disability, physical disability, medical condition, genetic information, marital status, veteran’s status, or age in any programs, services, or activities.

Title VI of the Civil Rights Act of 1964 (“Title VI”) prohibits discrimination on the basis of race, color, and national origin in programs and activities receiving federal financial assistance. The Americans with Disabilities Act (“ADA”) and Section 504 of the Rehabilitation Act (“Section 504”) prohibit discrimination on the basis of disability by state or local government agencies and recipients of federal financial assistance.

Discrimination includes, but is not limited to, excluding an individual from participation in or denying an individual the benefits of any program or activity receiving Federal financial assistance due to the individual’s race, color, national origin, sex, age, or disability.

Community Warehouse does not exclude, deny benefits to, or otherwise discriminate against any person on the basis of race, color, religion, ancestry, ethnic group identification, national origin, creed, disability, mental disability, physical disability, medical condition, genetic information, marital status, age, veteran’s status, or sex (including actual or perceived sexual orientation or gender identity) in the administration of its programs or activities, whether carried out by Community Warehouse directly, through a contractor, or any other entity with whom Community Warehouse arranges to carry out its programs and activities.

Community Warehouse is committed to taking reasonable steps to provide timely and meaningful access for Limited English Proficient Persons coming into contact with Community Warehouse’s mission.  

Complaint and Compliance Review/Grievance Procedure

This Complaint and Compliance Review/Grievance Procedure is established so that anyone engaging in the mission of the warehouse who believes they have been subjected to discrimination in the receipt of benefits and/or services from Community Warehouse on the basis of race, color, religion, ancestry, ethnic group identification, national origin, creed, disability, mental disability, physical disability, medical condition, genetic information, marital status, age, veteran’s status, or sex (including actual or perceived sexual orientation or gender identity) and wishes to file a complaint may do so following the outline below. In addition, Community Warehouse Civil Rights Compliance Coordinator may, on their own initiative, undertake compliance reviews to investigate compliance of Community Warehouse departments with Title VI, the ADA, Section 504, and other federal and state civil rights laws in the absence of a complaint on a periodic basis. Community Warehouse is prohibited from retaliating against or intimidating anyone who files a complaint under these procedures. Any claims of intimidation or retaliation related to the complaint process will be handled promptly and fairly pursuant to the below procedure and in the same manner as other claims of discrimination.

Civil Rights Compliance Coordinator Contact information:  

Danit Rothstein, Deputy Director 

Help@communitywarehouse.org 

503-235-8786 

The complaint shall be submitted by the complainant or their designee as soon as possible but no later than 180 calendar days after the alleged violation. 

Community Warehouse may be willing to consider a waiver of the 180 day requirement if the complainant shows good cause and/or under reasonable circumstances.

The complaint shall be submitted through the provided form link or if the complainant is unable to submit the complaint using the form provided, they may call the Community Warehouse directly to submit a verbal complaint at 503-235-8786. 

The complaint shall contain information about the complainant and the alleged discrimination such as: 

1. The name, address, and phone number of complainant;
2. The name of the department and/or employee(s) against whom the complaint is filed;
3. The location, date, and description of the alleged violation; and
4. The signature of the complainant or his or her designee.

If a complaint is submitted directly to a Community Warehouse staff member, the Community Warehouse staff member shall forward the complaint to the Community Warehouse Deputy Director within 5 calendar days.

Within 45 calendar days after receipt of the complaint:

1. The Community Warehouse Deputy Director or their designee will make a determination of whether Community Warehouse has jurisdiction over the complaint and send the complainant an acknowledgment letter informing them whether the complaint will be investigated. This letter will also inform the complainant of their right to file directly with the federal agency;
2. If the Community Warehouse Deputy Director or their designee finds jurisdiction, they will notify the Director of the Department that is the subject of the complaint and request a response to the complaint and will begin an investigation. The investigation may include interviews of the complainant, staff, volunteers, and visitors, contractors, subcontractors, subgrantees, and witnesses to the alleged discrimination, as well as review of any physical or written evidence.

The Community Warehouse Deputy Director or their designee may attempt to conciliate and resolve the complaint through a mutually agreeable solution. Any such informal resolution must be signed by both the Director of the Department that is the subject of the complaint and the complainant. Absent extenuating circumstances, the Community Warehouse Deputy Director or their designee will complete the investigation and resolution efforts within 60 days after beginning the investigation.

An appropriate, prompt, and impartial investigation of any allegations filed under federal non-discrimination statutes will be conducted. A preponderance of the evidence standard will be applied during the analysis of the complaint.

When the Community Warehouse Deputy Director or their designee determines that discrimination has occurred, and an informal resolution is not reached, the Community Warehouse Deputy Director or their designee shall determine any necessary remedial actions and order the complained-of Department to implement the accepted recommendations.

Absent extenuating circumstances, the Community Warehouse Deputy Director or their designee will provide a written response to the complaint within 90 calendar days after beginning the investigation. They will issue one of three letters and a brief overview of what the investigation included:

1. A closure letter summarizing the allegations and stating that there was not a violation and that the case will be closed; or
2. A letter of resolution summarizing the allegations and describing the informal resolution mutually agreed to by the complainant and the Department about which the complaint was submitted; or
3. A letter of finding (“LOF”) summarizing the allegations and the investigation of the alleged complaint and explaining any remedial action to be taken by Community Warehouse.

If the response does not satisfactorily resolve the issue, the complainant or the Department may appeal the decision to the Community Warehouse Executive Director within 15 calendar days after receipt of the response from the Community Warehouse Deputy Director or their designee. 

Within 45 calendar days after receipt of the appeal, the Community Warehouse Executive Director or their designee will meet with the complainant and the affected Department Director to discuss the complaint and possible resolutions. The Community Warehouse Executive Director or their designee may also interview witnesses and review any physical or written evidence. Within 45 calendar days after the meeting with the complainant and Department Director, the Community Warehouse Executive Director or their designee will respond in writing to the complainant, with a final resolution of the complaint.

If at any time a delay is expected, the Community Warehouse Deputy Director or their designee will notify the complainant in writing of the reasons(s) for the delay and the expected date for a response.

The Community Warehouse Deputy Director or their designee shall maintain records of complaints received, informal resolutions, investigation findings, appeals, and appeal decisions. The Community Warehouse Deputy Director or their designee shall document actions taken to resolve each complaint, communicate complaint activity to the appropriate federal agency as required, and maintain copies of complaints and documentation of their resolution for a period of not less than two (2) years.

The Community Warehouse Deputy Director or their designee (through the Executive Director) shall furnish a report to the Board at least annually regarding the number, nature, and status of complaints.

These procedures do not deny the right of the complainant to file a complaint with state or federal agencies, or to pursue litigation for complaints alleging discrimination, intimidation, or retaliation of any kind that is prohibited by law.