Language Access Handbook. Revised August Marion County Board of County Commissioners. Board of County Commissioners
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1 Marion County Board of County Commissioners Language Access Handbook Marion County Board of County Commissioners Office of Public Information 601 SE 25th Ave. Ocala, FL Revised August 2015
2 TABLE OF CONTENTS 1. Executive Summary 3 2. Language Access Overview 4 3. Language Access Communication Overview and Recommendations... 5 Marion County Board of County Commissioners Language Access Handbook Page 2
3 EXECUTIVE SUMMARY Each year, Marion County becomes home to thousands of new citizens. As our population continues to grow, so do the demands for county government services and the need for enhanced and specialized communications that acknowledge the diverse fabric of our community. Recognizing this, the Marion County Board of County Commissioners remains committed to implementing a series of actions aimed at improving internal and external communications. This handbook addresses Marion s Spanish-speaking market, the county s largest language minority, and provides a framework of steps aimed at facilitating communication with this growing sector and other non-english speaking groups. This document represents one among all of the steps the Marion County Board of County Commissioners takes to ensure fulfillment of Title VI of the Civil Rights Act of 1964 and Executive Order requirements for agencies that are recipients of Federal financial assistance. Marion County Board of County Commissioners Language Access Handbook Page 3
4 LANGUAGE ACCESS OVERVIEW Need for language access services As a recipient of Federal financial assistance, Marion County government is required to comply with Title VI of the Civil Rights Act of 1964 and Executive Order by taking reasonable steps to increase accessibility of its programs and services for citizens with low English proficiency. An LEP person is someone who does not read, speak, write or understand the English language at a level that allows him or her to interact effectively with Marion County government staff and services. Title VI of the Civil Rights Act of 1964 states that: No person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. To better enforce this federal obligation, former President Bill Clinton on August 20, 2000, issued Executive Order 13166, which states that: each Federal agency shall examine the services it provides and develop and implement a system by which LEP persons can meaningfully access those services consistent with, and without unduly burdening, the fundamental mission of the agency. Each Federal agency shall also work to ensure that recipients of Federal financial assistance (recipients) provide meaningful access to their LEP applicants and beneficiaries. To assist the agencies with this endeavor, the Department of Justice has today issued a general guidance document (LEP Guidance), which sets forth the compliance standards that recipients must follow to ensure that the programs and activities they normally provide in English are accessible to LEP persons and thus do not discriminate on the basis of national origin in violation of title VI of the Civil Rights Act of 1964, as amended, and its implementing regulations. As described in the LEP Guidance, recipients must take reasonable steps to ensure meaningful access to their programs and activities by LEP persons. In Marion County, nearly 12 percent of the population speaks a language other than English at home (U.S. Census Bureau, 2014). The majority of speakers of other languages are of Hispanic descent and make up 11.6 percent of the county's population. Marion County Board of County Commissioners Language Access Handbook Page 4
5 LANGUAGE ACCESS COMMUNICATION OVERVIEW AND RECOMMENDATIONS Marion County s language access resources The Marion County Office of Public Information has identified 21 employees with reading, writing, translating and/or interpreting skills in at least nine languages. These potential resources responded to countywide s requesting information from bilingual/multilingual staff. Though language skill levels and availability of these employees are not certain, their names are listed here as reference. If employees need assistance with a non-english speaker, they can also contact the Office of Public Information at Language Department Name Chinese Extension Service Yilin Zhuang Hindi, Telugu and Tamil Utilities Paul Penumudi Hindi, Urdu and Punjabi Office of the County Engineer Masood Mirza Portuguese Public Safety Communications Jansen Machado Sign/TTY and Relay Facilities Management Chad Wicker Spanish Library-Headquarters Jany Lopez Spanish Fire Rescue Jeremy Barton Spanish Building Safety Marisel Manteiga- Giral Spanish Building Safety Luz DiGiuseppi Spanish Utilities Claribel Martinez Spanish Public Safety Communications Iris Jusino Spanish Library-Dunnellon Cecile Marsh Spanish Building Safety Giselle Gomez Spanish Utilities Luis Martens Spanish Library-Headquarters Rosa Rojas Spanish Community Services María Vega Spanish Administration Barbra Hernández Spanish Planning Natalia Cox Spanish Fire Rescue Daniel García Spanish Veterans Services Delia Frosolono Spanish Solid Waste Glendeliris Johnson Marion County Board of County Commissioners Language Access Handbook Page 5
6 Spanish Language Marketing Communication Strategy The following recommendations are presented to assist Marion County government in reaching Spanish-speaking citizens, Marion County s largest non-english speaking minority. Designed to meet current budget and staffing constraints, these strategies will accomplish short- and longterm goals using available resources. 1. Maintain a list of bilingual and multilingual resources Project Completion Date: August 2015 Project Implementation Date: Ongoing Marion County first created a list of bilingual and multilingual staff in July This list will receive a major update in 2015, and be revised as needed moving forward. 2. Create a Spanish-language web page of basic services provided by Marion County government Project Completion Date: December 2015 Project Implementation Date: December 2015 We will create a basic Spanish-language online guide to services in Marion County. The web page will include contact information for all county departments and a brief summary of the services provided by each of these. This will help Spanish speakers have better access to information they may find helpful as they navigate county government services. 3. Create and publish online an inventory of county publications available in Spanish language Project Completion Date: December 2015 Project Implementation Date: December 2015 Marion County will create a section in the county website where any employee or citizen may find a series of resources in Spanish language. The page will be promoted to employees and the public in an effort to create awareness of available materials. 4. Revise cultural diversity training course to include section on Marion County Board of County Commissioners Language Access Handbook Page 6
7 language access services to low English proficiency clients Project Completion Date: March 2016 Project Implementation Date: March 2016 All Marion County employees participate in cultural diversity training, but not all are aware of the federal guidelines that direct Marion County government s efforts to provide language access services. We will work in collaboration with the Human Resources Department to evaluate the cultural diversity courses to include a section summarizing these guidelines and the steps they can take to facilitate communications with LEP clients. 5. Create a Spanish language introductory video Project Completion Date: March 2016 Project Implementation Date: March 2016 This effort will support Marion County s YouTube and social media broadcasting efforts. Content will include information about Marion County government services and contact information for offices and departments. Marion County Board of County Commissioners Language Access Handbook Page 7
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