1) Nondiscrimination Notice (Civil Rights Compliance)

Once Was Lost Stewardship Initiative, Inc. (“Once Was Lost”) does not discriminate on the basis of race, color, national origin, sex, age, or disability in its programs or activities.

This notice is provided in accordance with applicable federal civil rights requirements for recipients of federal financial assistance, including U.S. Environmental Protection Agency (EPA) assistance agreements.

If you believe you have been discriminated against in any program or activity of Once Was Lost, you may contact the designated Civil Rights Coordinator using the information below. You may also file a complaint with the U.S. EPA Office of Civil Rights, as applicable.

Designated Civil Rights Coordinator 

Name: Bethany Gerecke

Title/Position: Civil Rights Coordinator and President

Mailing Address: Once Was Lost Stewardship Initiative, Inc., 330 Trade Wind Ln., St. Augustine, FL 32080

Email: bethany@once-was-lost.com

Telephone: 904-640-1611

2) Accessibility and Reasonable Accommodations

Once Was Lost is committed to providing meaningful access to our programs and activities for individuals with disabilities.

Reasonable accommodations may be available upon request, including accessible materials, assistive communication supports, and event accessibility adjustments, to the extent feasible and appropriate for the activity.

To request an accommodation, please contact the Civil Rights Coordinator as early as possible (ideally at least five (5) business days before an event) so we can plan and respond effectively. Requests will be handled in a timely manner and kept confidential to the extent permitted by law.

Website/materials accessibility: Once Was Lost will provide key notices and program information in accessible formats upon request and will strive to use plain text and screen-reader-friendly formatting for digital communications.

3) Meaningful Access for Persons with Limited English Proficiency (LEP)

Policy Statement: Once Was Lost will take reasonable steps to provide meaningful access to programs and activities for persons with Limited English Proficiency (LEP).

Procedure:

a) Notice of availability: Program materials and registration pages will state that language assistance may be available upon request.

b) Request process: Individuals may request language assistance by contacting the Civil Rights Coordinator by email or phone. Requests should include preferred language and the program/event name and date.

c) How we provide assistance: Depending on the request and context, we may provide bilingual staff/volunteers, interpretation through a partner organization, translation of short written materials, or phone/video interpretation services when available.

d) Prioritization: We will prioritize language assistance for key program instructions and safety information; core participation materials (handouts, sign-up forms); complaint/grievance information; and critical event communications.

e) Documentation: We will document LEP requests and the assistance provided (date, language, method) to improve planning and ensure consistent service.

f) Review: We will periodically review participation patterns and requests to determine whether additional translated materials or standing supports are warranted.

4) Demographic Data Collection and Privacy

Purpose: Once Was Lost may collect demographic information to understand who we are serving and to support equitable program access and reporting requirements.

Collection principles:

• Voluntary: Demographic questions will be optional and will include a “Prefer not to answer” option.

• Minimization: We will collect only what is reasonably needed for reporting and program improvement.

• Confidentiality: Individual-level information will be stored securely and access will be limited to authorized personnel.

• Aggregated reporting: We will report demographic information in aggregate whenever possible.

Example optional questions (for registration/surveys): race/ethnicity, age range, gender (optional), disability status (optional), and primary language.

5) Posting and Ongoing Notice Methods

Once Was Lost will provide initial and continuing notice of nondiscrimination by:

• Posting this notice (or a shortened version) prominently on the organization’s website.

• Including a shortened notice in program outreach materials, registration forms, and written communications where appropriate.

• Making this policy available upon request in accessible formats.

Civil Rights Grievance Procedure (Prompt and Fair Resolution)

Purpose: Once Was Lost provides a prompt and fair process to resolve complaints alleging discrimination in any program or activity on the basis of race, color, national origin, sex, age, or disability.

How to File a Complaint: A complaint may be submitted by email or mail to the Civil Rights Coordinator:

• Email: bethany@once-was-lost.com

• Mail: Bethany Gerecke, Civil Rights Coordinator, Once Was Lost Stewardship Initiative, Inc., 330 Trade Wind Ln., St. Augustine, FL 32080

Complaints should include: complainant name and contact information; description of the alleged discrimination; date(s); location/program; names of individuals involved (if known); and requested resolution.

Timeframe: Complaints should be filed as soon as possible, preferably within 60 days of the alleged incident.

Acknowledgment: Once Was Lost will acknowledge receipt of a complaint within ten (10) business days.

Review and Resolution: Once Was Lost will review the complaint and may request additional information. The organization will issue a written response/decision within 30–45 calendar days of receiving the complaint (or after receiving requested additional information), unless circumstances require more time. If more time is needed, the complainant will be notified of the updated timeline.

Impartiality/No Retaliation: Once Was Lost prohibits retaliation against any person who files a complaint or participates in an investigation.

Confidentiality: Information will be handled sensitively and shared only as needed to address the complaint and comply with applicable requirements.

Appeal: If the complainant is not satisfied with the response, they may request reconsideration within fifteen (15) calendar days of the decision. Reconsideration will be handled by the Board Chair (or designee not involved in the initial review) and a written response will be provided within thirty (30) calendar days.

External Options: Complainants may also file a complaint with the U.S. Environmental Protection Agency’s Office of Civil Rights, consistent with EPA procedures.