Loading...
HomeMy WebLinkAbout2026-014 - Res. Adopting a Language Access Plan RESOLUTION NO.2026- O_14 A RESOLUTION ADOPTING A LANGUAGE ACCESS PLAN TO ENSURE COMPLIANCE WITH TITLE VI OF THE CIVIL RIGHTS ACT OF 1964 WHEREAS,Mason County receives federal funding and must comply with Title VI of the Civil Rights Act of 1964,which prohibits discrimination based on national origin, including for individuals with limited English proficiency(LEP); and WHEREAS,the County has developed a Language Access Plan(LAP)establishing procedures for assessing language needs,providing language assistance services,training staff,and ensuring compliance across all departments. NOW,THEREFORE,BE IT RESOLVED THAT: 1. Adoption The Mason County Language Access Plan(LAP), attached as Exhibit A, is hereby adopted. 2. Countywide Responsibility All County departments shall implement the LAP, including conducting LEP needs assessments, providing language assistance services,and maintaining required documentation. 3. Coordination& Complaints Department Title VI Coordinators shall oversee implementation at the department level,and the Human Resources Department shall administer the Title VI complaint process. 4. Ongoing Compliance The County shall review and update the LAP periodically to reflect demographic changes, service needs,and federal requirements. 5. Effective Date This Resolution takes effect immediately upon adoption. APPROVED AND ADOPTED this aS `day of , 2026. BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON ATTEST: PAT TARZWELL, Chair mc� MCKENZIE S IT ,Clerk of the Board RA . DY NEA RLIN,Vice Chair APPROVED AS TO FORM: SHARON TRASK, Commissioner AD, Ch.D.P.A. Cc: Cmmr All County Depts. LANGUAGE ACCESS PLAN (LAP) FOR MASON COUNTY 1. PURPOSE & AUTHORITY The County is committed to ensuring that all individuals, regardless of national origin or English proficiency, have meaningful access to its programs, services, and activities.This Language Access Plan (LAP) provides a framework for how the County will offer language assistance to people with Limited English Proficiency (LEP) in compliance with Title VI of the Civil Rights Act of 1964 and related laws. All County departments, divisions, and offices share responsibility for implementing this plan and ensuring language access in their programs and services. 2. DEFINITIONS LEP(Limited English Proficient) — An individual whose primary language is not English and who has a limited ability to read, write, speak, or understand English, such that language assistance may be needed to access County services. Title VI Coordinator — A staff member designated within each County department to oversee departmental compliance with Title VI and the Language Access Plan. Responsibilities include providing guidance and support to staff, tracking and documenting LEP services provided, maintaining records of outreach and language access efforts, and serving as the departmental point of contact for LEP requests. Human Resources Department (HR) — HR is responsible for handling all Title VI complaints at the County level. HR documents, investigates and responds to complaints in a timely manner, and reports outcomes to ensure accountability and compliance with federal and state requirements. Four-Factor Analysis — A systematic assessment used to determine the language needs of LEP populations served by the County.The Analysis considers: (1)the number or proportion of LEP persons served, (2) the frequency of contact with County programs, (3) the importance of the service or program, and (4) available resources and costs. The Four-Factor Analysis may be conducted countywide or tailored to a specific program, service area, or project location, depending on the scope and impact of the activity. 1 Page Exhibit A Resolution No. 2026-014 Vital Documents — Written materials that are critical for accessing County projects, services, or benefits, or that convey essential information (e.g., applications, consent/authorization forms, notices of rights/benefits/denial, public notices, hearing notices, complaint forms). Language Assistance Services (LAS) - Services provided to LEP individuals to ensure meaningful access to County programs, services, and activities. Assistance Services — Oral interpretation (in-person or by phone), written translation of documents, or other reasonable services to ensure meaningful access. Interpretation — The oral or sign-language communication of information from one language into another in real time. Translation —The written conversion of documents, forms, notices, or other materials from one language into another. Bilingual Staff— Employees who are proficient in English and at least one other language and can provide language assistance as part of their official duties. Meaningful Access — The ability of an LEP individual to fully participate in or benefit from County programs, services, and activities, comparable to someone who is proficient in English. 3. NEEDS ASSESSMENT, DATA COLLECTION, AND FOUR-FACTOR ANALYSIS Completion of the County's Project Review Form, including all accompanying instructions, is required to properly assess, document, and justify language-access decisions. County Project Review Form and Data Sources Each County department or division must complete a Limited English Proficiency(LEP) Needs Assessment using the Four-Factor Analysis to determine whether language assistance services are required for a program, service, activity, or project. Completion of the County's Project Review Form is required to properly assess, document, and justify language-access decisions. Language-access needs may vary by location, service area, or population and may not be uniform across the County. When a project, outreach effort, construction activity, public meeting, or service impacts a specific neighborhood, corridor, or defined geographic area, departments must assess LEP needs specific to the affected area, rather than relying solely on countywide data. Primary Data Source The primary demographic data source for identifying LEP populations is the U.S. Census Bureau's American Community Survey (ACS). Departments may use ACS data at the county, city, census tract, or other appropriate geographic level, depending on the scope and impact of the project or service being evaluated. 21Page Exhibit A Resolution No. 2026-014 To support consistent and accurate data collection, Mason County uses the Washington State Department of Transportation (WSDOT) guidance as a reference for accessing and analyzing ACS data. This guidance provides step-by-step instructions for identifying: • Limited English Proficiency(LEP) populations • Race and ethnicity data • Demographic characteristics relevant to Title VI compliance WSDOT ACS Data Collection Instructions: [ADD LINK] Instructions for Accessing the American Community Survey Data Information collected using this guidance is used to complete the County Project Review Form and to document LEP needs as part of the Four-Factor Analysis [ADD LINK] Supplemental Information In addition to ACS data, departments may consider other relevant information when completing the Four-Factor Analysis, including: • Prior requests for interpretation or translation services • Service usage patterns or intake data • Feedback from community-based organizations or residents • Past project experience in the same or nearby locations • Public meeting attendance and language requests • Title VI complaints or informal language-access concerns Departments must document the data sources used, geographic area analyzed, and conclusions reached on the Project Review Form. If LEP needs are identified, appropriate language assistance services must be planned and provided in accordance with this Language Access Plan. LEP Population Overview Based on the U.S. Census Bureau's American Community Survey (2023 5-Year Estimates,Table C16001),the LEP population in Mason County is concentrated primarily among Spanish- speaking residents. Other language groups are minimal.The table below summarizes the estimated LEP population by language: 31Page Exhibit A Resolution No. 2026-014 LEP % of Language Population Population Notes A e5+ Spanish 4,892 7.7% Largest LEP group;primary focus for language services All Other Languages 376 0.59% Combined total of (French/Haitian/Cajun, German/West smaller LEP Germanic, Slavic, Other Indo- groups; minimal European, Korean, Chinese, impact Vietnamese, Tagalog, Other Asian/Pacific Island, Arabic) Interpretation: Spanish speakers represent the largest LEP population and require priority for language-access services. Other languages account for less than 1% of the population and can be addressed on an as-needed basis. Four-Factor Analysis Factor 1—Number and Proportion of LEP Persons • Spanish: 4,892 residents (7.7%)—significant and requires language support. • Other languages: 376 residents (0.59%)—represent a smaller proportion of the population. Language assistance for these groups will be provided on an individualized, as-needed basis when requested or when the importance of the service warrants assistance. Factor 2— Frequency of Contact • Spanish-speaking residents are more likely to interact with county programs, services, and projects. • Contact with smaller LEP populations occurs less frequently; however, when contact does occur, the County will take reasonable steps to ensure meaningful access consistent with Title VI requirements. Factor 3—Importance of the Service • Most county projects, such as rural road construction, have minimal impact on smaller LEP groups. • Spanish-speaking residents may require targeted communication for essential services or projects. Factor 4—Resources and Costs • Language-access resources should focus primarily on Spanish translation and interpretation. • Due to limited numbers, language assistance for languages other than Spanish will generally be provided through oral interpretation or other reasonable means upon request, rather than routine written translation. 4IPage Exhibit A Resolution No. 2026-014 Conclusion: Spanish-speaking residents represent the largest LEP population in Mason County and therefore require proactive language-access services, including translation and interpretation where appropriate. While other LEP populations are smaller in number, Mason County will provide language assistance on a case-by-case basis when requested or when the nature and importance of the service necessitate such assistance.This approach is consistent with Title VI and applicable federal language-access guidance. Procedure for Collecting and Using LEP Data 1. Define Project Area: Identify the geographic scope (county, census tract, or block group). 2. Collect ACS Data: Retrieve Table C16001— Language Spoken at Home for the defined area; record total population, LEP counts, and margins of error. 3. Calculate Percentages: Determine the percentage of LEP residents relative to the total population age 5+. 4. Supplement Data (Optional): Confirm LEP population trends with local schools, community organizations, or public health records. 5. Document Findings: Include LEP estimates, percentages, and a Four-Factor Analysis summary. 6. Determine Services: Provide translation or interpretation for significant LEP populations (Spanish). Document rationale for limited or no services for smaller populations. 4. LANGUAGE ASSISTANCE SERVICES & METHODS Where the Four-Factor Analysis indicates a need, Mason County will provide language assistance services, which may include: • Oral interpretation services — available in person or via telephone/video for LEP clients at no cost. • Translation of vital documents — into the primary languages spoken by substantial LEP populations identified in the Four-Factor Analysis. • Public notice of language assistance — posted in English and relevant languages at County offices, intake desks, and on the County website, stating that free language assistance is available upon request. • Qualified interpreters and translators — identified via the County MRSC roster, including County staff or external contractors/partners proficient in the relevant languages. • Language assistance for public events — provided for meetings, hearings, application processes or outreach events when accommodations are requested. 5JPage Exhibit A Resolution No. 2026-014 5. Staff Training & Internal Procedures To ensure effective implementation of Mason County's Title VI and Language Access Plan (LAP), each department is responsible for its own Title VI and language-access compliance.This includes providing training for staff, offering language assistance to LEP clients, and documenting services provided. • Department Coordinators — Each department shall designate a staff member to serve as its Title VI Coordinator. This person will oversee departmental compliance, provide guidance and support to staff, and serve as the point of contact for LEP requests or complaints. Contact information (phone, email) should be publicly available. • Staff Training Requirements — Departments must provide periodic training for all employees, particularly those in public-facing roles, covering: o Recognizing LEP clients. o Documenting language needs (e.g., using "I-Speak" cards or Department of Justice guidance). o Requesting and providing language assistance. o Tracking services provided for reporting and monitoring purposes. • Onboarding and Refreshers —Training must be included in onboarding for new employees and provided as regular refreshers (e.g., annually or as needed) to ensure continued compliance and awareness. • Coordination and Consistency— Departments are encouraged to share best practices and resources with each other to maintain consistency across the County in providing language-access services. 6. Notice & Outreach Post Title VI/ Language Access Notices at all public-facing County facilities and on the County website (and in other public communications) in English and in other languages according to identified LEP populations, informing individuals of their right to free language assistance. Provide outreach to communities with significant LEP populations to raise awareness of the County's services and the availability of language assistance (through community partners, ethnic media, social services, etc.). Ensure public meeting announcements, hearing notices, public-service announcements, and other governmental communications are accessible to LEP populations as needed (by translation or interpretation). 6IPage ExhibitA Resolution No. 2026-014 7. Translation & Interpretation Priorities Each Department will identify a list of vital documents to be translated (see definition above) such as:forms, applications, notices of benefits or denial, public hearing notices, consent or participation forms, complaint forms, etc. Translate vital documents into languages identified through the Four-Factor Analysis where there is a significant LEP population. Mason County generally considers a language group significant when it represents 5% or more of the affected population or approximately 1,000 individuals; however, language assistance may be required below these thresholds depending on the frequency of contact and importance of the service. For language groups with smaller populations, alternative reasonable means of assistance— such as oral interpretation upon request—may be used in lieu of written translation, consistent with federal LEP guidance. Maintain records of all translation/interpretation services provided: date,type of service, language, staff/contractor used, which program or department, etc. 8. Complaint Procedures, Department Responsibility & Plan Maintenance Complaint Procedures Mason County provides a process for individuals to submit complaints or feedback if they believe they were denied meaningful access to County programs or services due to language barriers. All Title VI complaints will be handled by the Human Resources Department. The Human Resources Department will acknowledge receipt of Title VI complaints within a reasonable timeframe, investigate complaints promptly and thoroughly, and provide a written response to the complainant. Responses will be provided in an appropriate language when necessary to ensure meaningful access. For additional information and to access the Title VI Complaint Form, visit the County Title VI webpage: https://www.masoncountywa.gov/departments/public works/title vi.php Department Responsibilities Each department's Title VI Coordinator is responsible for maintaining records of assessments (Four-Factor Analysis), language services provided, and outreach efforts. Coordinators must ensure that staff provide meaningful access to programs and services and document these efforts for monitoring and compliance purposes. Plan Maintenance The Language Access Plan (LAP) will be reviewed and updated at least once per year, or sooner if there are significant changes in demographics, services, or language-access needs. 7IPage Exhibit A Resolution No. 2026-014 9. Public Availability The LAP shall be provided in alternative formats or languages upon request. Given the size of the Spanish-speaking LEP population, Mason County will also provide a translated notice or summary explaining the availability of the LAP and how to request language assistance. Resources List: County Project Review Form WSDOT ACS Data Collection Instructions Title VI Complaint Form (English) (Spanish) Procedure for Collecting LEP Information and Apply the Four-Factor Analysis How to Calculate Total LEP Population 8IPage Exhibit A Resolution No. 2026-014