FOR THE COUNCIL MEETING OF FEBRUARY 7, 2023
COUNCIL AGENDA REPORT
TO: City Council
FROM: City Manager
Prepared by: Assistant City Manager
SUBJECT: UPDATE ON INTERPRETATION SERVICES DIRECTED BY CITY COUNCIL JUNE 21, 2022
RECOMMENDATION:
Receive an update from staff on the status of interpretation services for City Council meetings and continue to follow City Council policy direction from June 21, 2022, City Council Meeting.
BACKGROUND:
On June 21, 2022, the City Council considered the budget recommended by staff. One item deliberated by City Council was the need for interpretation services. The nature of the deliberation was about the cost and required capacity of services. The interpretation services included real-time meeting interpretation and translation of meeting recordings.
The City Council directed staff to:
"...continue providing interpretation upon request at the City Council meetings, to initiate the use of Spanish captions on post -meeting YouTube videos, and to conduct outreach with local Spanish radio stations."
Moved by Councilmember Waterfield, seconded by Councilmember Cordero.
Motion carried. Adopted as Resolution No. 2022-71. 3-2. Noes: Councilmember Escobedo and Councilmember Soto.
The City Council requested an update on the implementation of these services within eight months; so the February 7, 2023, City Council meeting was selected.
DISCUSSION:
Since the adoption of the budget and the associated policy direction from the City Council, staff has acted to implement.
Concerning providing interpretation upon request, staff established a roster of employee volunteers identified with Spanish language proficiency. In an effort to ensure that all interpretation demand was captured, the City Clerk's Office ensured the presence of an employee -volunteer interpreter at every City Council meeting, since June 21, 2022.
Mayor Patino announced the availability of the interpreter and provided instructions for Spanish speakers to use the service. The interpreter would stay until public comment to ensure interpretation services were available for any attendees, regardless of whether 1 they had requested the service in advance. In this way, the proactive approach by staff can serve to provide the City Council with more complete demand data. During the period between June 21, 2022, and January 17, 2023, interpretation services have been requested on two occasions, and on each occasion for one agenda item.
Spanish captions on YouTube videos:
Spanish captions are available on City YouTube videos. A viewer simply needs to click Settings, then in Subtitles, click auto -translate and choose Spanish or any other language.
Staff spent extensive time generating manual Spanish translation of three City Council meetings; the number of times were watched, respectively, 17, 6, and 20 times (those include staff). The average total views (in any language) is 159 for each of the past 6 City Council meetings.
Outreach with local Spanish Radio Stations:
To encourage residents to attend City Council meetings, the City Manager's Office produced a 60 -second audio -only public service announcement, voiced by Mayor Alice Patino. Staff contacted managers at local Spanish radio stations. American General Media committed to 13 weeks at 20 times per week; Emerald Wave Media committed to 60 plays per month for 2 months; LaNuevaRadioVision programmed it 3 times per day; Radio Lazer aired the PSA approximately 10 to 15 times per week for 4 weeks.
The message said (in English, and in Spanish): "Hi, this is Santa Maria Mayor Alice Patino. I am inviting you to attend our Santa Maria City Council meetings. We meet the 1't and 3rd Tuesday each month at City Hall, 110 East Cook Street. The agenda is posted the previous Friday at cityofsantamaria.org. Are there issues you think we are not addressing in your neighborhood or in the City? Call me and leave a message at (805) 925-0951 extension 2188."
Also to encourage public participation at City Council meetings, the City Manager's Office staff created 20 -second video promos in English and in Spanish. These are running on Comcast Channel 23 and on the City's Twitter account. The video background depicts the public microphone facing the City Council dais, with words superimposed of dates and times, and agenda items of the next City Council meeting.
Fiscal Considerations
This item has no fiscal impact on the City. However, providing interpretation services, as previously directed by City Council, has minimal fiscal impact on the General Fund.
Anticipated to be less than $5,000 annually.
Impact to the Community
This item, as recommended, will have no community impact. It is an update to a previous City Council decision.
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2 Environmental Notice:
The proposed service is administrative and would not result in direct or indirect changes to the physical environment and are not defined as a project under CEQA (Section 15378(b)(5)).
ANDREW S.HACK EEMAN
Assistant City Manager
JASON STILWELL
City Manager
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