11/30/2022
1 RiversideCA.gov
1 RiversideCA.gov
OPTIONS FOR IMPLEMENTATION OF SPANISH
TRANSLATION AT CITY COUNCIL MEETINGS
City Council
December 13, 2022
City Manager’s Office
RiversideCA.gov
2 BACKGROUND
RIVERSIDE DEMOGRAPHICS
*Based on US Census Bureau’s 2021 American Community Survey.
53.6%
Hispanic or
Latino Origin
37.6%
speak Spanish
at home
31.1%
of Spanish speakers
speak English less than
“very well”
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2 RiversideCA.gov
3 May 5, 2021 – Options presented to expand language access; Staff was directed to research options regarding Spanish translation of Council & Committee meetings, agendas,
and materials.
BACKGROUND
PREVIOUS COMMITTEE MEETINGS
July 7, 2021 – Estimated costs and options presented. Staff directed to research less costly options.
October 6, 2021 – Staff explored automated Spanish caption system used by RivCo; new software release anticipated to eliminate ongoing manual translation costs.
September 7, 2022 – Staff presented update to automated captioning system and options for implementing translated Agenda’s and in-person interpretation of Council and Committee meetings.
RiversideCA.gov
4 DISCUSSION
BEST PRACTICES FROM NEIGHBORING CITIES
City Council and commission meeting agendas include a standardized statement, in the languages designated, that the agenda or specific items of interests are available for translation upon request
“Accessible Agenda” link on meeting
calendar that allows for automated
agenda translation through Google
Translate (requires specific browser settings)
Contract professional in-person
Spanish interpretation of all City
Council meetings only. Two separate
web streams for virtual viewers
Make headphones available
to in-person attendees if a
community group provides
the translator
Automated captioning
of meeting video feeds
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5 City Clerk’s Office conducted a trial period of translating City Council agendas (did not include Committee,
Commissions or Boards) into Spanish.
AGENDA TRANSLATION PILOT
1. Using an outside vendor for translation of
agendas does not support timely posting
2. Need an automated solution for equal access
Estimated annual cost: $10,600
Lessons learned include:
RiversideCA.gov
6 • Link Electronics recently
released a software update
that would allow automated
Spanish captions.
• Hosted on unique live-stream,
separate from English version.
• No Spanish audio included.
AUTOMATED SPANISH CAPTIONS
One-Time Costs
(Covered by PEG Funds):
• $45,300 Automated
Captioning Software
• $4,500 Additional
Granicus Encoder
Ongoing Costs:
• $1,500 Annual
Granicus Service Fee
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7 BEST PRACTICE
In order to adequately provide Spanish language
access of all City Council & Committee meetings
(approx. 132), staff suggests a combination of:
Translated agendas;a n d
Automated Spanish captions;a n d
An option for in-person interpretation
RiversideCA.gov
8 IN-PERSON INTERPRETATION OPTIONS
At All City Council &
Committee Meetings
Approx. $96,600 per Year*
132 meetings
All agendas will have a notice stating:
“Interpretation is available upon request with
advanced notice no later than 3 business days
prior to the scheduled meeting.”
Approx. $1,200 per Council Meeting/
$420 per Committee
Upon
Request
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5 RiversideCA.gov
9 *Notice on all Agendas: “Interpretation is available upon request with advanced notice no later than 3 business days prior to the scheduled meeting.” **Estimate subject to formal RFP
OPTION 1: UPON REQUEST
SERVICES ESTIMATED COST
Translated Agendas $14,100 per Year
Spanish Captioning,
No Audio $1,500 per Year
In-Person Interpretation
Upon Request*
$1,200 per Council
Meeting / $420 per
Committee**
ESTIMATED TOTAL $15,600+
RiversideCA.gov
10 In-person interpreters present at all
City Council & Committee meetings.
*Estimate subject to formal RFP
OPTION 2: ALL TIMES
SERVICES COST
Translated Agendas $14,100 per Year
Spanish Captioning,
No Audio $1,500 per Year
In-Person Interpretation $96,600 per Year*
ESTIMATED TOTAL $112,200
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11 STAFF PREFERENCES
RECOMMENDED SERVICES ESTIMATED COST
Translated Agendas $14,100 per Year
Spanish Captioning,
No Audio $1,500 per Year
In-Person
Interpretation
Upon Request
$200 per Hour
In-Person
Interpretation at ALL
times
$96,600 per Year
RiversideCA.gov
12 Strategic Priority 5 – High Performing Government
Goal 5.2 – Utilize technology, data, and process improvement strategies to increase efficiencies, guide decision making, and ensure services are accessible and distributed equitably throughout all geographic areas of the city.
Cross-Cutting Threads
STRATEGIC PLAN ALIGNMENT
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13 That the City Council:
1. Provide input and guidance to expand l anguage access for Limited English Proficiency persons through the Spanish translation of City Council and Committee meeting agendas; and
2. Provide input and guidance to expand l anguage access for Limited English Proficiency persons through automat ed Spanish captions of City Council and Committee meetings; and
3. Provide further direction as the Council deems appropriate on in-person interpretation options for City Council and Committee meetings.
RECOMMENDATIONS
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