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updates on our outreach efforts at meetings. When there is an opening on a board or committee, we will <br /> ensure the following: <br /> • Current members will be made aware of diversity goals and polled for nominees. <br /> • Officials from local minority groups will be made aware of the diversity goals and polled for nominees. <br /> • Key Contacts from LEP groups will be contacted and polled for nominees. <br /> • A recruitment notice for a Board Member opening will be posted on our website. <br /> • An advertisement of recruitment notice for a Board Member will be placed with the local newspaper and <br /> other publications popular with minorities and other protected groups. <br /> XIII. RECORD-KEEPING AND REPORTS <br /> As a subrecipient of FTA funds through NCDOT, we are required to submit a Title VI Program update to NCDOT <br /> every three years, on a schedule determined by NCDOT. Records will be kept to document compliance with <br /> the requirements of the Title VI Program. Unless otherwise specified, Title VI-related records shall be retained <br /> indefinitely. These records will made available for inspection by authorized officials of the NCDOT and/or FTA. <br /> Reports on Title VI-related activities and progress to address findings identified during Title VI compliance <br /> reviews may also be provided, upon request. It will occasionally be necessary to update this Title VI Plan or any <br /> of its components (e.g., complaints, Public Involvement, and LEP). Updates will be submitted to NCDOT for <br /> review and approval and adopted by our Board when required. <br /> In addition to items documented throughout this Plan, records and reports due at the time of compliance <br /> reviews or investigations may include: <br /> Compliance Reviews <br /> • Title VI Program Plan <br /> • List of civil rights trainings provided or received <br /> • Summaries from any internal reviews conducted <br /> • Ads and notices for specific meetings <br /> • Findings from reviews by any other external agencies <br /> • Title VI equity analyses and EJ assessments <br /> • Discrimination Complaints Log <br /> Complaint Investigations <br /> • Investigative Reports <br /> • Discrimination complaint, as filed <br /> • List of interviewees (names and affiliations) <br /> • Supporting Documentation (e.g., requested items, photos taken, dates and methods of contact, etc.) <br /> XIV. Transit Provider <br /> WORK WITH NCDOT IMD for Fixed Route portion of OCTS Title VI <br />