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HomeMy WebLinkAbout06/07/2016 12 Interpreter Services for Council MeetingsBUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDASTATEMENT Item No. 12. For Meeting of: June 7, 2016 ITEM TITLE: Council direction regarding interpreter services at Council meetings SUBMITTED BY: Sonya Claar Tee, City Clerk SUMMARY EXPLANATION: At the May 3, 2016 City Council meeting, a motion was made and approved stating, "...adopt a new policy that we have a translator on standby for every city meeting that is public so that if someone requests translation service it can be provided to them and no longer need a two day advance notice...." I contacted a variety of agencies and of those learned Yakima School District is the only entity providing an interpreter at their monthly board meeting. Based on what I have learned, I recommend having a professional interpreter available at the two Council business meetings each month, and if their service is not needed, allowing them to leave after an hour. For other special meetings, executive sessions, study sessions, retreats, and Committee meetings, the City should provide interpreter services if the issue is expected to draw a large crowd (based upon the determination of the Mayor or City Manager) or if requested. Attached is information regarding this issue. ITEM BUDGETED: STRATEGIC PRIORITY: APPROVED FOR SUBMITTAL: Interim City Manager STAFF RECOMMENDATION: BOARD /COMMITTEE RECOMMENDATION: ATTACHMENTS: Description Upload Date Type interpreter info 5125/2016 Go Men) MEMORANDUM May 23, 2016 TO: The Honorable Mayor and Members of the City Council Jeff Cutter, Interim City Manager FROM: Sonya Claar Tee, City Clerk SUBJECT: Interpreter services at Council meetings At the May 3, 2016 City Council meeting, a motion was made and approved stating, "... adopt a new policy that we have a translator on standby for every city meeting that is public so that if someone requests translation service it can be provided to them and no longer need a two day advance notice on that." During further discussion, Mayor Gutierrez stated she would like a change in the policy for Council to review and approve. Several things to be considered before we adopt a new policy • At what point would an interpreter be released if no longer needed at the meeting? As an example, Mr. Villasenor of ALBA Enterprises / Language Connections has always self - released within an hour if his services are not needed. • Are there any particular meeting types that could be identified as not needing interpretation services, such as special meetings, study sessions, retreats and committee meetings? Professional interpretation services In the past, the City has utilized Jorge Villasenor of ALBA Enterprises / Language Connections, who brings his own equipment utilizing the simultaneous interpreting method. His cost is $60 per hour. Unfortunately, he is very busy and unable to take us on as a full time client. However, he can do some meetings now and then. I also contacted Apple Valley Interpreting, which does not have equipment (they could use ours) and charges $50 per hour, minimum of two hours. Utilizing City staff I discussed utilizing City employees who receive bilingual pay with the interpreter service providers and with the City's Human Resources Director. In speaking with the interpreter providers, I learned it takes special skill and training to rapidly interpret simultaneously without taking shortcuts or summarizing. The Human Resources Director noted interpreter services do not fall under any job description and would fall outside the scope of an employee's duties. Additionally, there could be issues with collective bargaining agreements, overtime and shift differential if an employee is asked to perform this service. Other local jurisdictions I contacted other jurisdictions in the area to learn about their procedures or policies and found the following: • Yakima School District Board Meetings —has an interpreter at their monthly business meeting. If they expect a large crowd at a special meeting, they will have an interpreter available, otherwise the services are not provided at special meetings. The Chair of the Board announces an interpreter is available, the interpreter announces their availability in Spanish, and if no one is in need of their services within 30 minutes, the interpreter is able to leave Toppenish —they adopted a non - written policy to have an interpreter only at meetings that have a public hearing on the agenda, upon request, or if they expect a large crowd for an issue Sunnyside, Pasco, Kennewick, Richland, Othello, Wenatchee and YVCC – upon request or situational, i.e. public hearing or expecting a large crowd Municipal Research Services Center I reached out to MRSC for assistance and learned the following: • Anaheim, California agenda: "Spanish interpreting services are provided at City Council meetings. Simultaneous Spanish interpretation is provided through the use of headsets and consecutive interpretation and is also available to anyone addressing the Council by stating your request at the podium. The use of city - provided interpreters is not required and persons are welcome to use their own interpreter. Because many dialects and regionalisms exist, the City cannot guarantee that interpreters will be able to interpret into a particular dialect or regionalism, and disclaims any liability alleged to arise from such services. For translation services in other languages, contact the City Clerk's office no later than 48 hours prior to the scheduled meeting." • Austin, Texas agenda: "A person may request a Spanish language interpreter be made available by contacting the Office of the City Clerk not later than twenty - four hours before the scheduled time of the item on which the person wishes to speak." • Long Beach, California resolution: "Oral interpretation of any public meeting or hearing held by City Council or a Charter City Commission shall be provided if requested at least 72 hours in advance of the meeting or hearing in question. At City Council and Commission meetings, extra speaking time shall be given when translation is needed." • Soledad, California agenda: "In compliance with the American with Disabilities Act, if you need special assistance to participate in this meeting, please contact City Clerk Adela P. Gonzalez at (831) 223 -5014. Notification of at least 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting." Recommendation Based on what I have learned, I recommend having a professional interpreter available at the two Council business meetings each month, and if their service is not needed, allowing them to leave after an hour. For other special meetings, executive sessions, study sessions, retreats, and Committee meetings, the City should provide interpreter services if the issue is expected to draw a large crowd (based upon the determination of the Mayor or City Manager) or if requested. Whenever it is necessary for a speaker to use an interpreter to translate comments, the time required for the translation will not be counted against the designated time for speakers to address the Council. The current language on our agendas regarding a two -day request for interpreter services should remain for other languages as needed.