Reso 2013-136 - Laserfiche WebLink

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10 Size of Language Group Recommended Provision of Written Language Assistance 1,000 or more in the eligible population in the market area or among current beneficiaries Translated vital documents More than 5% of the eligible population or beneficiaries and more than 50 in number Translated vital documents More than 5% of the eligible population or beneficiaries and 50 or less in number Translated written notice of right to receive free oral interpretation of documents. 5% or less of the eligible population or beneficiaries and less than 1,000 in number No written translation is required. The City will utilize the following procedures to meet the written language needs of LEP beneficiaries: For written translations, City staff will determine which programs, notices, and documents are “vital” to LEP beneficiaries. HUD’s Final Guidance defines vital documents as those that are critical for ensuring meaningful access by beneficiaries or potential beneficiaries generally and LEP persons specifically. If a program or document is determined vital, City services that contain program specific information will be translated into Spanish and other languages, if appropriate, either in full or in abridged summary form. Documents that are not considered “vital” will likely not receive written translations, but this determination will be made on a case- by-case basis. Currently, there are translated documents (in Spanish and Chinese) for the City’s critical programs. These documents are displayed at City Hall, on the City’s website, and are attached as Appendix A. City staff members also identify titles in English/Spanish/Chinese on certain public notices that include an English/Spanish/Chinese statement on how to request a bilingual/ASL translator for a public hearing. There is room for improvement on the website by trying to guide LEP clients more easily to these translated program descriptions. However, cost is currently a barrier, particularl y since the City’s website was recently updated. This will require future planning for budget purposes. This section describes the framework that will be used to assess which program documents qualify for written translation into LEP languages. HUD guidance specifies that “vital” documents be translated for eligible LEP persons. As determined in the four-factor analysis, these persons include Spanish, and may include A/PI, Indo European, and other speakers. Additionally, HUD guidance characterizes a document as vital depending “upon the importance of the program, information, encounter, or service involved, and the consequence to the LEP person if the information in question is not provided accurately or in a timely manner”. However, this does not mean that a “vital” document should automatically receive written translation. Under the four-factor analysis, the frequency of contact with the document and organizational resources must also be considered.