P-0185 - Orange County Government Limited English Proficiency Policy 12-11-2001

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The Board considered authorizing the completion of the Register of Deeds office automation project. Rod Visser said that significant progress has been made in the Register of Deeds office to improve automation. They would like to replace the Legacy software system eventually. The staff is asking the Board to approve a contract to complete the work of the automation update. Commissioner Halkiotis commended Joyce Pearson for the wonderful job she has done since she became Register of Deeds. A motion was made by Commissioner Halkiotis, seconded by Commissioner Brown to 1) authorize the Register of Deeds to proceed with the completion of the project to automate the Register of Deeds office with an integrated software package; 2) approve a contract with Harshman Consulting in an amount not to exceed $28,600, subject to final review by staff and the County Attorney, to provide professional services in various capacities through the implementation of the project; and 3) to authorize the Purchasing Director to execute the appropriate paperwork. VOTE: UNANIMOUS i• c. Approve Funding for Initial Site Work at Chapel Hill-Carrboro Citv Schools (CHCCS) Elementary School #9 at Meadowmont The Board received an update on the status of elementary school #9 at Meadowmont and considered allocating November 2001 bond funds for initial site work. Rod Visser summarized the information in the agenda abstract. The staff is asking the County Commissioners to approve a $235,000 appropriation for the Chapel Hill-Carrboro City Schools Elementary School #9 project to accomplish pre-grading of the site. This will also include money for construction bidding and some project contingency. This process is in accordance with the policy adopted by the County Commissioners last year for planning and funding schools and County capital projects. This is just a portion of the construction costs. A motion was made by Commissioner Halkiotis, seconded by Commissioner Carey to approve the Elementary School #9 Construction Capital Project Ordinance, which is incorporated herein by reference. VOTE: UNANIMOUS (Commissioner Brown was out of the room) d. County Limited English Proficiency Policy and Action Plan The Board considered adopting a policy to eliminate or reduce to the maximum extent possible limited English proficiency (LEP) as a barrier to accessing County government services. Human Rights and Relations Director Annette Moore said that this policy is consistent with the goal of the County to eliminate LEP as a barrier to non-English speaking residents. It is also consistent with executive order 13166, a presidential order mandating that all federal agencies ensure that they and the recipients of federal aid improve access to the LEP population. The policy provides no new rights or benefits, but clarifies existing responsibilities and sets forth steps to provide meaningful access to services by the LEP community. Director of Central Stores and Purchasing Pam Jones spoke about the tools available to departments to come up with specific programs. She made reference to page nine of the abstract, which is the toolbox. There are four areas: County employees proficient in other languages taking calls, etc.; independent contractors (interpreter services); telephone interpreter services; and Spanish- speaking mailbox greeting and voice mailbox. Commissioner Gordon made reference to page six and asked how the signage would be operational. Annette Moore said that this information would come from census data. Chair Jacobs made reference to pages five and ten and said that there should be a specific standard response time. He thinks it should be within one business day and it should be stated in the policy. He made reference to some additional statements in the policy and recommended clarifications, which were noted by the staff. Commissioner Halkiotis stated that, in working with Clerk to the Board Beverly Blythe and Register of Deeds Joyce Pearson, he volunteered to do an experiment eight months ago to look at the sign next to elevator with directions to the Register of Deeds office in Spanish. He also commended the Solid Waste staff for having a sign on the back of a garbage truck stating that Orange County recycles.