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RiversideCA.govSPANISH INTERPRETATION AND TRANSLATION OFCITY COUNCIL AND CITY COUNCIL STANDING COMMITTEE MEETING BROADCASTS AND AGENDAS November 5, 2024Department of Marketing and Communications RiversideCA.gov2
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 October 6, 2021 – Staff explored automated Spanish caption system used by RivCo; new software release anticipated to eliminate ongoing manual translation costs. July 7, 2021– Estimated costs and options presented.Staff directed to research less costly options.
September 7, 2022 – Staff presented update to automated captioning system and options for implementing translated agendas and in-person interpretation of Council and Committee meetings. 1 2
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BACKGROUNDDecember 13, 2022–The City Council approved the staff recommendation of automated Spanish captions for online viewers, in-person interpreter services, and translated agendas accessible via the Legistar meeting calendar.
April 19, 2023–RFP No. 2270 was issued for live, in-person Spanishinterpretation services at City Council and Committee meetings. FocusLanguage International Inc. of Victorville, California, was selected as themost responsive and qualified provider.
November 14, 2023–City Council approved a Professional Consultant Services Agreement with Focus Language International Inc. for live, in-person Spanish interpretation at City Council and Committee meetings, and on an on-call basis.
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DISCUSSIONOn May 7, 2024, during the City Council meeting, Councilmember Falconerequested a re-examination of the Spanish translation services provided for allCity Council and Committee meetings, including an analysis of the associatedcosts and viewership data for these services.
Translation Services:Translation of City Council and Committee agendas are coordinated by the City Clerks Office with a third-party Spanish translation vendor and posted in Legistar upon receipt of translated material. 3 4
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DISCUSSIONInterpretation services offer accessibility for Spanish-speaking participants, a minimum of two interpreters are provided, offering Spanish interpretation through the following channels:Live Video Broadcast -Spanish interpretation is available through voice-over and video captions during live broadcasts.Headsets -In-person meeting attendees can access real-time Spanish interpretation with headsets.
Public Comment –For public comments made in Spanish, English interpretation is provided to the City Council, Council Committee, public, and City staff.
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COMMITTEE RECOMMENDATIONOn October 2, 2024, the Governmental Processes Committee (GPC)recommended that the City Council consider discontinuing in-personSpanish interpretation services for City Council and Committeemeetings unless a request for such services is received at least 72hours in advance. Furthermore, it was advised to discontinue theSpanish translation of Committee agendas unless a request for atranslated agenda is submitted within the same 72-hour timeframe.Spanish translation will continue for City Council meeting agendas.Staff were also directed to provide an update on this matter to theCommittee in six (6) months. 5 6
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CITY COUNCIL & COMMITTEE VIEWSTotal Number of Views (Spanish)Total Number of Views (English)Meeting2471,045City Council1275Economic Development Committee1682Finance Committee1790Governmental Processes Committee56229Housing & Homelessness Committee177Land Use Committee326Mayor’s Nominating and Screening Committee3490Mobility & Infrastructure Committee1896Safety, Wellness & Youth CommitteeJanuary 17, 2024 – July 23, 20244041,810Total RiversideCA.gov8
ASSOCIATED COSTS TO DATEInterpretation Services$22,977.00 Total Costs$30,374.98
Agenda Translation Services$7,397.98
Total Council and Committee Meetings37
January 17, 2024 – June 30, 20247
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ASSOCIATED COSTS TO DATECity Council Agenda Translation Services$6,851.16 Total Costs$7,983.75
Committee Agenda Translation Services$1,132.59
January 1, 2024 – July 30, 2024
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ESTIMATED COSTS
Committee meetings are estimated:•$35,000 annually•8 meetings per month (2 hrs each), $368 eachNew estimation for FY 24 – 25: $95,000FY 2024-2025: Council meetings estimated:•$60,000 annually, •3 meetings per month (3 hrs, each), $1,650 each9 10 10/24/2024
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Strategic Priority 5 – High Performing GovernmentGoal 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.
STRATEGIC PLAN ALIGNMENT
Cross-Cutting Threads
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That the City Council: 1. Consider discontinuing in-person Spanish interpretation services for City Council and City Council Standing Committee meetings unless a 72-hour notice for Spanish translation is received;2. Consider discontinuing Spanish translation of City Council Standing Committees agenda unless a 72-hour notice of Spanish translated agenda is received; and3. Direct staff to bring an update back to the Committee in six months.RECOMMENDATIONS11 12