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Page 1 of 2 Maricopa County Internal Policy Number: A1112 Policy Title: Limited English Proficiency (LEP) Policy Issue Date: 10/07/20099 Policy Category: Policies & Procedures Initiating Department: Clerk of the Board Revision: #1 Reviewed by: Approved by: Maricopa County Board of Supervisors Revision Date:TBD A. Purpose: A. The purpose of this Limited English Proficiency (LEP) Policy is to set forth the procedures and services that will provide reasonable access to all Maricopa County Board of Supervisors’ public meetings to attendees who have limited English proficiency. B. Providing reasonable access to LEP persons to all public Maricopa County Board of Supervisors’ (the Board) meetings will ensure full compliance with Title VI of the Civil Rights Act of 1964, 4224 U.S.C.§ 2000d, et seq. and Executive Order 13166 – “ Improving Access to Services for Persons with Limited English Proficiency.” C. In applying this policy, the Board will use the following four factors when assessing language needs and reasonable access for LEP persons: 1. The number or proportion of LEP persons in the relevant population; 2. The frequency with which LEP individuals participate in the program; 3. The importance of the activity to people’s lives; 4. The resources available to the recipient and costs. D. Since Spanish speakers make up a significant proportion of the population in Maricopa County and they may wish to participate in the Board’s public meetings, the Board will take reasonable steps to provide Spanish LEP persons access to all public Board meetings. B. Application: This Policy applies to all Maricopa County appointed offices and elected departments as well as the Flood Control District of Maricopa County, the Maricopa County Library District, and the Maricopa County Stadium District (Special Districts). The Board of Supervisors is authorized to jointly adopt policies applying to the Special Districts under the Intergovernmental Agreement, C- 06-18-393-6-00, approved on April 11,2018. CB. Definitions: A. Maricopa County Board of Supervisors: Five- member board that is comprised of a qualified elector (elected at a general election) from each of the five supervisorial districts within Maricopa County. B. Interpretation: Interpretation means the oral transfer of a message from one language into another language. C. Limited English Proficiency Person: A person with limited English proficiency (LEP) that is not able to speak, read, write or understand the English language well enough to allow him/her to interact effectively with the Board. D. Major LEP Language Group: The population of persons with LEP proficiency that constitutes 5% or 1000 individuals of the eligible population, whichever is less. In Maricopa County, the Major LEP Language Group is Spanish. Maricopa County Board of Supervisors: Five-member board that is comprised of a qualified elector (elected at a general election) from each of the five supervisorial districts within Maricopa County. E. Meaningful Access: The standard of access provided by the Board at all public meetings. F. Public Board Meeting: A gathering, in person or through technological devices, of a quorum of the members of the Board. Page 2 of 2 G. Qualified Interpreters: Individuals who have demonstrated proficiency in English and the second language. Page 3 of 2 Maricopa County Internal Policy Number: A1112 Policy Title: Limited English Proficiency (LEP) Policy: L imited E nglis h Issue Date: 10/07/20099 Policy Category: Policies & Procedures Initiating Department: Maricopa County Board of Supervisors Revision: H. Title VI of the Civil Rights Act of 1964, 42 U.S.C. § 2000d, et seq.: The law that protects individuals from discrimination based on their race, color or national origin under any program or activity that receives federal financial assistance. Translation: The written transfer of a message from one language into another. I. Translation: The written transfer of a message from one language into another. Title VI of the Civil Rights Act of 1964, 42 U.S.C. § 2000d, et seq.: The law that protects individuals from discrimination based on their race, color or national origin under any program or activity that receives federal financial assistance. DC. Policy Guidelines: A. Speaker forms and “I Speak” cards will be available in both English and Spanish at all public Board meetings. A.B. A notice in English and Spanish concerning available language assistance will be posted on the Board’s Clerk of the Board’s website and the Board’s Formal agendas. all other places where the Board conducts public meetings. C. A Spanish-speaking staff member will be stationed at the table where the speaker forms and “I speak” cards are located. BD. The Board’s Clerk of the Board’s website will have information regarding notify members of the public that language assistance. will be provided. The notification will also be posted on the first floor of the Maricopa County Administration Building next to the meeting notices and at all locations where the Board holds public meetings. LEP persons will be encouragedare to notify the Clerk of the Board if they have need of such assistance. LEP persons will be informed that by sending an e-mail should be sent to the Clerk’s office at least 18 24 hours in advance of the Board meeting (clerkboard@mail.maricopa.gov) or calling (602-506-3766) to ensure the presence of a qualified interpreter at the Board’s public meeting. The notification will contain the following sample language in both English and Spanish. Interpreting services for those individuals with Limited English Proficiency will be available for those who wish to participate in the Board meeting upon 18 24 hours advance notice through the Office of the Clerk of the Board, 301 West Jefferson Street, 10th Floor, Phoenix, Arizona 85003, email:(clerkboard@mail.maricopa.gov), telephone: (602-506-3766), or fax: (602-506-6402). CE. The category and subcategory headings on the Board Agendas will be translated into Spanish. LEP persons needing assistance in translating any agenda item(/s) are encouraged to call the Clerk of the Board's Office. FD. At the twice monthly Formal Board meetings where public business is conducted, the Board will have a Spanish-speaking interpreter present and available to assist LEP persons who wish to address the Board. GE. This policy is designed to be flexible and should be viewed as a work in progress. As such, it is important to monitor changes in demographics and types of services, and to update this policy when appropriate. Revision History: Version Revision Date Description of Revision Page 4 of 2 1 10-7-2009 Initial Version: Board of Supervisors: C-06-10-116-6-00 2 TBD Updated instructions and contact information if interpreting services are requested. “I Speak” cards and personnel in the lobby eliminated due to non-use.