BOC Work Session 11-03-2020

WASHINGTON COUNTY BOARD OF COMMISSIONERS WORK SESSION

REVISED 11/02/20

AUDITORIUM PUBLIC SERVICES BUILDING NOVEMBER 3, 2020

8:30 a.m. 1. Board and Leadership Communication & Formal Agenda Item Discussion (45 min.)

Time Certain 2. Status Update on Distribution of CARES ACT Coronavirus Relief Fund 9:15 a.m. -Tanya Ange, County Administrator; and Jack Liang, Director of Support (45 min.) Services/Chief Financial Officer

10:00 a.m. CONVENE FOR REGULAR BUSINESS MEETING

1:00 p.m. 3. Draft State and Federal Legislative Agenda, 2021 (60 min.) - Elizabeth Mazzara Myers, Interim Government Relations Director; Jagjit Nagra, Erin Doyle, and Paige Spence, Government Relations Managers; and Steve Palmer and David Haines, VanSkoyoc & Associates

2:00 p.m. 4. Introduction to Limited English Assistance Policy & Procedure (30 min.) -Latricia Tillman, Chief Equity and Inclusion Officer; Amanda Garcia-Snell, Community Engagement Manager; and Philip Bransford, Communications Officer

2:30 p.m. 5. Update on Supportive Housing Services (SHS) Local Implementation Plan (LIP) (30 min.) and Timeline for Completion -Ruth Osuna, Deputy County Administrator

3:00 p.m. BREAK – 15 MINUTES

3:15 p.m. 6. Proposal to Eliminate Library Overdue Fines (30 min.) -Lisa Tattersall, Cooperative Library Services Manager

3:45 p.m. 7. CWS Budget-to-Actual Report for Fiscal Year 2020-21: Q1 (July – Sept) (30 min.) -Kathleen Leader, Chief Financial Officer; Mark Jockers, Government & Public Affairs Director

WORK SESSION

WASHINGTON COUNTY BOARD OF COMMISSIONERS Item #2

Session Date: November 3rd, 2020 Length of Time Requested: 30 minutes STATUS UPDATE ON DISTRIBUTION OF CARES ACT CORONAVIRUS RELIEF Title of Topic: FUND Department: County Administrative Office / Support Services Presented by: Tanya Ange – County Administrator Name(s) & Title(s) Jack Liang – Director of Support Services / Chief Financial Officer

LIST OF ADDITIONAL DOCUMENTS OR PRESENTATIONS: CARES Act Coronavirus Relief Fund (CRF) Grants and Programs Presentation

PURPOSE & DESIRED OUTCOME: This presentation provides an overview of the current status on the County’s CARES Act CRF and the associated grants and programs.

POLICY QUESTIONS FOR THE BOARD TO CONSIDER: N/A

SUMMARY OF TOPIC:

The County received approximately $104.5 million of CARES Act Coronavirus Relief Fund Assistance to State, Local and Tribal Governments funding in April and has been implementing various programs to provide much needed assistance to the County community.

Topics Overview: 1. Allocations and current spending status on each CRF funding principles: a. Protect Public Health b. Stabilize Local Economy c. Support Community Based Organizations d. Build Community Mental Health and Community Psyche 2. CRF Work Group recommendation on reallocation of identified savings

CARES Act CRF Grants and Programs Update (March to October 2020)

Jack Liang Director of Support Services Chief Financial Officer

November 3rd, 2020 Department of Support Services co.washington.or.us CARES Act Grants and Programs

Four Principles:

1. Protect Public Health: $64 million

2. Stabilize Local Economy: $33.75 million

3. Support Community Based Organizations: $5.25 million

4. Mental Health and Community Psyche: $1 million

• Contingency: $0.5 million

co.washington.or.us Department of Support Services 2 CARES Act Grants and Programs

co.washington.or.us Department of Support Services 3 CARES Act Grants and Programs

Total Disbursement: $45,655,295

co.washington.or.us Department of Support Services 4 Protecting Public Health County COVID-19 Responses

• Total allocation: $54 million

• As of 10/19/2020, $15.6 million has been expended.

• All programs are implemented and operating.

• A reallocation of savings is being discussed by the CRF Workgroup.

co.washington.or.us Department of Support Services 5 Protecting Public Health County COVID-19 Responses

Total Expenditure:

15,598,324

co.washington.or.us Department of Support Services 6 Protecting Public Health Cities and Special Districts Assistance

• Total allocation: $8 million • $7 million original • $1 million from the Mental Health and Community Psyche Program

• As of 10/19/2020, $6.2 million has been claimed and distributed

• Cities and Special Districts are continuing to claim eligible costs and request reimbursements with a 11/15/2020 deadline.

• Cornelius, Hillsboro, North Plains, Sherwood, and THPRD have exhausted awarded amounts.

co.washington.or.us Department of Support Services 7 Questions?

co.washington.or.us Department of Support Services 8 Stabilize Local Economy Business Assistance ($15 million)

• Small Business Grants:

• Unincorporated Washington County ($3 million) • $3 million has been transferred to MESO. • $1.5 million grant has been distributed to small businesses. • Business Assistance work group and MESO are near finalizing plan to utilize the remaining $1.5 million.

• Incorporated Washington County ($7.2 million) • $7.2 million has been distributed to Cities or contracted partner. • Payments to beneficiaries are in progress.

co.washington.or.us Department of Support Services 9 Stabilize Local Economy Business Assistance ($15 million)

• Business Recovery Program: $500,000 allocated • $400,000 has been expended

• SBEA reimbursement: $2.3 million committed to Cities • Fully expended

• Work force training: $1.5 million committed • All programs are established and operating. • Claims and payments are in progress.

• Contingency: $475,126

co.washington.or.us Department of Support Services 10 Stabilize Local Economy Stable Housing and Utilities Assistance

• Total Allocation: • $6 million for stable housing assistance • $3 million for utility assistance (From Protect Public Health)

• County expenditures as of 10/19/2020 • Rent assistance: $12,800 • Utility assistance: $3,100

• Community Action: • Current application include about $1,000,000 in benefits. • Ramping up to about $3,000,000 per month.

co.washington.or.us Department of Support Services 11 Stabilize Local Economy Houseless Population Support

• Total allocation: $1.7 million

• Expenditure as of 10/19/2020: $321,445

• Programs include: • Safe Sleep Village • Family Promise Shelters • Hotel Cares Voucher Program

• Winter Shelter Program is still in planning stage

co.washington.or.us Department of Support Services 12 Stabilize Local Economy Childcare Providers Assistance

• Total Allocation: $5.5 million

• Expenditure as of 10/19/2020: $4 million

• Program is operated by MESO • Processed applications totaling $2.72 million so far.

• Advisory community partners include: • Community Action • Centro Cultural • United Way • Early Learning Washington County

co.washington.or.us Department of Support Services 13 Stabilize Local Economy Distance Learning Support (School Districts)

• Total Allocation: $5.5 million

• Expenditure as of 10/19/2020: $1.2 million

• Hillsboro, Banks, Forest Grove and Sherwood contracts are executed.

• Beaverton and Tigard Tualatin contracts are still in process.

co.washington.or.us Department of Support Services 14 Questions?

co.washington.or.us Department of Support Services 15 Support Community Based Organizations

• Total allocation: $5.25 million

• $5.25 million disbursed to Oregon Community Foundation (OCF)

• Program is operational. OCF is processing applications.

co.washington.or.us Department of Support Services 16 Mental Health and Community Psyche

• Total Allocation: $0 • $1 million CRF fund reallocated to CSDA • $1 million of program will be implemented with partnering jurisdictions discretionary funds

• Working with three partner jurisdictions on rolling out programs • THPRD: IGA in place and programs are underway. • Hillsboro: IGA in place and programs are underway. • Tigard: IGA in review.

co.washington.or.us Department of Support Services 17 Other Programs / Contingency

• Contingency allocation: $0.5 million

• Support Services Finance continues monitoring all program spending and quarterly reporting

co.washington.or.us Department of Support Services 18 Federal Grant Reporting

• Department of Treasury: Grant Solutions Portal

• Report on March – June 2020 expenditures (due 9/21/2020) - Completed

• Report on July – September 2020 expenditures (due 10/13/2020) - Completed

• Report on October – December 2020 expenditures (due 1/11/2021)

co.washington.or.us Department of Support Services 19 Questions?

co.washington.or.us Department of Support Services 20 Fund Savings Reallocation

• Identified savings of $15 million from Protect Public Health allocation.

• County Administrator led multiple discussions and developed a recommended plan for reallocation of these funds.

co.washington.or.us Department of Support Services 21 Fund Savings Reallocation

• Identified savings of $15 million from Protect Public Health allocation.

• County Administrator convened the CRF Workgroup and facilitated discussions on reallocations.

• Total recommended reallocation: $14,956,000

co.washington.or.us Department of Support Services 22 Fund Savings Reallocation Additional Cities and Special Districts Assistance (CSDA)

Additional Cities and Special Districts Assistance (CSDA) funding

• Requested allocation: $2.5 million

• CSDA Statistics: • Current allocation: $8 million • Original requests from jurisdictions: $18 million • Projected total needs (based on trends): $13 million • Potential additional funding needs: $5 million

• Examples of assistance to partnering jurisdictions • Increase remote services capabilities • Protect public service facilities against virus transmissions • COVID-19 response administration and coordination activities co.washington.or.us Department of Support Services 23 Fund Savings Reallocation Food and Nutrition Public Assistance

Food and Nutrition Public Assistance

• Requested allocation: $1,630,000

• This is an existing community program that experienced increase in demand due to COVID-19 pandemic.

• Program / Community Needs: • Cold storage vehicles for meal delivery • Increase home meal delivery capacity • Coordination of emergency food providers across the County

co.washington.or.us Department of Support Services 24 Fund Savings Reallocation Family caregiver support

Family caregiver support

• Requested allocation: $80,000

• This is an existing Disability, Again and Veterans Services (DAVS) program experienced increase in demand due to COVID-19 pandemic.

• The funding will allow DAVES to serve approximately 90 additional caregivers.

co.washington.or.us Department of Support Services 25 Fund Savings Reallocation Increase Houseless Population Services

Increase Houseless Population Services

• Requested allocation: $1,235,000

• Existing CRF program.

• Ensures houseless individuals and families access to socially distanced, sanitary non-congregate shelters.

co.washington.or.us Department of Support Services 26 Fund Savings Reallocation Food Establishments Assistance

Food Establishments Assistance

• Requested allocation: $1,511,000

• A new CRF program.

• Assist with costs incurred to comply with OHA guidance for the food and tourist establishments.

co.washington.or.us Department of Support Services 27 Fund Savings Reallocation Extending Respite Shelter Operations

Extending Respite Shelter Operations

• Requested allocation: $8 million • State requirement to maintain a respite shelter through Phase 2 of Reopening. • A cost analysis comparing leasing property versus acquiring a property showed it is more cost effective to acquire a property. • The property will be used as the County’s respite shelter through Phase 2 of Reopening. • Future community service potential include: • Supportive housing • Transitional housing for: • Out of custody adults • Out of state hospital patients • Youth in transition

co.washington.or.us Department of Support Services 28 Fund Savings Reallocation

Staff Recommendation # From Principle To Principle Managing Description Amount Department Requested 1 Protect Public health Protect Public health Support Services Additional CSDA to WashCo Cities and $ 2,500,000 Special Districts 2 Protect Public health Protect Public health HHS Food and Nutrition Public Assistance $ 1,630,000 Support (vehicles, home-delivered meals, coordination, etc.) 3 Protect Public health Protect Public health HHS Family caregiver support $ 80,000 Protect Public health subtotal $ 4,210,000 4 Protect Public health Stabilize Local Economy Housing Increasing houseless population services $ 1,235,000 (Respite, Winter Shelter, RV camping, etc.) 5 Protect Public health Stabilize Local Economy HHS Assistance to food establishments $ 1,511,000 6 Protect Public health Stabilize Local Economy HHS CRF: Public Safety / Public Health Payroll $ 8,000,000

GF: Extend Respite Shelter footprint by purchasing properties Stabilize Local Economy subtotal $ 10,746,000 Total $ 14,956,000 co.washington.or.us Department of Support Services 29 Thank you!

• What are your questions?

• What additional information would be helpful to you at the next update?

co.washington.or.us Department of Support Services 30 WORK SESSION

WASHINGTON COUNTY BOARD OF COMMISSIONERS Item #3

Session Date: November 3, 2020 Length of Time Requested: 60 minutes Title of Topic: DRAFT STATE AND FEDERAL LEGISLATIVE AGENDA, 2021 Department: Government Relations Presented by: Elizabeth Mazzara Myers, Interim GR Director; Jagjit Nagra, Erin Doyle, Paige Name(s) & Title(s) Spence, Managers; Steve Palmer, David Haines, VanSkoyoc & Assoc.

LIST OF ADDITIONAL DOCUMENTS OR PRESENTATIONS: • PowerPoint Presentation • Federal Legislative Agenda • State Legislative Agenda

PURPOSE & DESIRED OUTCOME: Provide the Board a first look at the proposed 2021 federal, state and local legislative agendas.

POLICY QUESTIONS FOR THE BOARD TO CONSIDER: Does the Board have any legislative policies not currently reflected in this agenda? Do the proposed legislative priorities match up with the values and priorities expressed by the Board?

SUMMARY OF TOPIC: This is the second look at the County’s proposed annual legislative agenda. Your Government Relations team came before you with an earlier draft of this agenda on Tuesday October 20.

As you recall, your Government Relations team has worked directly with their portfolio departments, deputy directors, the Chief Equity and Inclusion Officer and the County Administrator to ensure this proposed agenda reflects the needs of the County. As well, the team worked diligently to ensure that this agenda captures the currently political reality of the current COVID-19 pandemic as well as the accompanying economic crisis.

The Board of Commissioners will have two weeks to provide feedback, suggestions and edits. The Government Relations team will be actively engaging with the Board to ensure your comments and direction are reflected in this agenda. We will come back to the Board again on November 17th for a final presentation and adoption.

GOVERNMENT RELATIONS 2021 Draft #2 State and Federal Legislative Agenda

Presented by Government Relations November 3, 2020

1 State & Federal Legislative Agenda Path to Adoption, close up look.

• 20: Draft #1 State & Federal Legislative Agenda to BCC • 21-29: Input, questions & edits from Board October • 30: Draft #2 State & Federal Legislative Agenda to Board via Work Session packet

• 3: Draft #2 State & Federal Legislative Agenda to BCC • 23-24: Special Session November • 17: Board formally adopts 2021 State & Federal Legislative Agenda

2 State & Federal Legislative Agenda Path to Adoption

October November December 2021

• 20: Draft #1 State & • 3: Draft #2 State & • 7: Begin Legislative • January: 117th Federal Federal Legislative Days Congress Legislative Agenda Agenda to BCC Commences to BCC • 9: State Revenue • 17: Board formally Forecast • January 19: Oregon • 21-29: Input, adopts 2021 State & Legislative Session questions & edits Federal Legislative • 15: BCC Legislative begins from Board Agenda Update • February: Engage • 23-24: Special Session • 30: Draft #2 State & Congressional Federal delegation on FY Legislative Agenda 2022 Priorities to Board via Work Session packet

3 State & Federal Legislative Agenda Today’s goal is to answer these questions.

? What are the proposed legislative priorities?

? Why are these the identified priorities?

? How will we move these priorities forward?

4 State & Federal Legislative Agenda

PART 1: Proposed State Legislative Agenda, 2021

PART 2: Proposed Federal Legislative Agenda, 2021

PART 3: Proposed Clean Water Services State & Federal Agendas, 2021

5 State & Federal Legislative Agenda

PART 1: Proposed State Legislative Agenda, 2021  Identify and secure funding and constituent relief for all COVID-19 related programs and services.  Support flexible policies and funding mechanisms to improve health and human services outcomes for our communities.  Support investments in regional transportation infrastructure projects.  Prioritize investments in workforce development including programs focused on workforce diversity.  Restore funding to, and cost recovery for, County programs and services with a focus on Community Corrections, the County Law Library and Juvenile Conciliation Services.  Secure funding that supports our houseless populations, renters, and homeowners.

See DRAFT STATE LEGISLATIVE AGENDA, Page 3 6 PART 1: Proposed State Legislative Agenda, 2021

Identify and secure funding and constituent relief for all COVID-19 related programs and services.

 As we move into 2021 & our community continues to battle the new coronavirus our team will continue to lobby for the resources needed to respond and recover.

 Continue to advocate to the Governor’s office and leadership while building local and regional coalitions to enhance our voice.

See DRAFT STATE LEGISLATIVE AGENDA, Page 5 7 PART 1: Proposed State Legislative Agenda, 2021

Support flexible policies and funding mechanisms to improve health and human services outcomes for our communities.

 Seek sufficient funding for existing County programs.

 Ensure that new legislative policies allow us to retain local control.

 Enhance public health funding and services.

See DRAFT STATE LEGISLATIVE AGENDA, Page 6 8 PART 1: Proposed State Legislative Agenda, 2021

Support investments in regional transportation infrastructure projects.

 Still have not finalized the focus of the agenda. Dependent on local financing options to determine what projects need state share.

 The need for state stability in funding for transportation projects.

 The urban areas of the region are inter-connected, so transportation investments need to focus on providing systemic improvements as well as local fixes.

See DRAFT STATE LEGISLATIVE AGENDA, Page 7 9 PART 1: Proposed State Legislative Agenda, 2021 Restore funding to, and cost recovery for, County programs and services with a focus on Community Corrections, the County Law Library and Juvenile Conciliation Services.

 Community Corrections, the County Law Library and Juvenile Conciliation services have not been adequately funded by the State in decades.

 Without adequate State funding for these State mandated services, the County's ability to serve our residents in these areas becomes jeopardized.

See DRAFT STATE LEGISLATIVE AGENDA, Page 8 10 PART 1: Proposed State Legislative Agenda, 2021 Prioritize investments in workforce development including programs focused on workforce diversity.

 Part of the COVID response and the ongoing success of the economic development strategy will be a prepared workforce.

 Ensure that workforce development programs are fully funded to help people transition into long-term employment in Washington County industries.

See DRAFT STATE LEGISLATIVE AGENDA, Page 9 11 PART 1: Proposed State Legislative Agenda, 2021 Secure funding that supports our houseless populations, renters, and homeowners.

 Seek housing stability for homeowners and renters.

 Support our homeless residents.

See DRAFT STATE LEGISLATIVE AGENDA, Page 9 12 Questions on the proposed state legislative priorities?

13 PART 2: Proposed Federal Legislative Agenda, 2021

 Federal Guiding Principles, Reminder  As currently written the Washington County Guiding Principles are a mix of longer-term, high-level statements with some shorter-term legislative priorities.

 Staff recommends additions to these Guiding Principles for the 2021 Federal Legislative Agenda and that the Board revisit the structure and substance during your strategic planning process with the County Administrator.

14 PART 2: Proposed Federal Legislative Agenda, 2021

 COVID-19 Recovery and Relief: Identify and secure funding and constituent relief for all COVID-19 related programs and services.  International Trade: Promote participating in international agreements that improve market access and increase demand for Oregon-made products and advance efforts that benefit other identified county priorities including reducing greenhouse gas emissions and increasing energy efficiency.  Health and Human Services: Provide affordable health care coverage providing equal access to age-appropriate and evidence-based health care services including adequate funding for behavioral health services.

15 See DRAFT FEDERAL LEGISLATIVE AGENDA, Page 3 PART 2: Proposed Federal Legislative Agenda, 2021

COVID-19 Recovery and Relief: Identify and secure funding and constituent relief for all COVID-19 related programs and services.

 As we move into 2021 & our community continues to battle the new coronavirus our team will continue to lobby for the resources needed to respond and recover.

 Continue to advocate to our federal delegation and other federal decision-makers in concert with our federal lobbyists, NACo and regional partners.

16 See DRAFT FEDERAL LEGISLATIVE AGENDA, Page 3 PART 2: Proposed Federal Legislative Agenda, 2021 International Trade: Promote participating in international agreements that improve market access and increase demand for Oregon-made products and advance efforts that benefit other identified county priorities including reducing greenhouse gas emissions and increasing energy efficiency.  In past years, the Board has supported renewal of free trade agreements to ensure Oregon businesses have continued access to the international market  Impacts of effective international relationships and the US working in coordination with global partners are felt through most major industries in Washington County from agriculture to manufacturing  Flexibility is necessary as we move into a new review of international agreements and opportunities

See DRAFT FEDERAL LEGISLATIVE AGENDA, Page 3 PART 2: Proposed Federal Legislative Agenda, 2021 Health and Human Services: Provide affordable health care coverage providing equal access to age-appropriate and evidence-based health care services including adequate funding for behavioral health services.

 Ensure continued access to care for those with preexisting health conditions, including those who have had COVID-19.

 Fully fund Women, Infants, and Children (WIC) program.

 Seek adequate Medicaid dollars for Washington County behavioral health services.

18 See DRAFT FEDERAL LEGISLATIVE AGENDA, Page 3 PART 2: Proposed Federal Legislative Agenda, 2021

Public Safety: Support legislation and policies that enable local officials to access resources to provide quality police, fire, emergency management and emergency medical services. Support funding for public safety and emergency preparations needed to insure the County’s prompt response to disasters.

 Support legislation which seeks to reduce discrimination and hate crimes, and that promotes diversity, equity, and inclusion to enhance communities’ capacity to effectively address intergroup relations issues.

 Support proposals which would increase the amount of Federal disaster aid available to the County and oppose proposals that would reduce Federal disaster aid or increase the proportion of disaster aid or hazard mitigation costs which must be borne by local governments.

19 See DRAFT FEDERAL LEGISLATIVE AGENDA, Page 4 Questions on the proposed Federal Legislative Agenda?

20 Part 3: Clean Water Services Proposed State Agenda

 State Agenda  Looking to support the ongoing needs for the agency through budget protections, long-term management strategies, and short- term infrastructure protection

 CWS is also looking to assist rate payers that are struggling due to COVID-19 impacts to the economy

 Overall, we will work with a coalition of service providers to keep these vital services functioning and affordable

21 See DRAFT State Legislative Agenda, Pages 10-12 Part 3: Clean Water Services Proposed Federal Agenda

 Federal Principles  Based on the Board's goals for continuing to meet the mission of CWS  Federal Priorities  Scoggins Dam is a long-term, highly important infrastructure project that will require strong partnership between the US Bureau of Reclamation and Clean Water Service but is vital to all of Washington County  Wapato investment helps CWS with regulatory compliance  Consideration of a COVID response specific priority for CWS and rate relief

22 See DRAFT Federal Legislative Agenda, Pages 5-6 Questions on the proposed Clean Water Services Legislative Agenda?

23 State & Federal Legislative Agenda NEXT STEPS

• 3: Draft #2 State & Federal Legislative Agenda to BCC

November 3 – 17: Opportunity for November Board input and direction

• 17: Board formally adopts 2021 State & Federal Legislative Agenda

24 Questions?

WASHINGTON COUNTY 2021 FEDERAL LEGISLATIVE AGENDA DRAFT Located 10 miles west of Portland, Oregon’s largest city, Washington County is home to 600,000 residents, making it Oregon’s second largest County.

Founded in 1843—16 years before Oregon Washington County is currently home to 825 became a state—Washington County attracted manufacturing companies, employing 50,000 many who were drawn by abundant natural highly-skilled workers, producing high-quality resources, a temperate climate, and fertile products that are shipped and traded throughout farm land. the world. In fact, one in four manufacturing jobs currently found in Oregon’s 36 counties, is Washington County continues to attract new found in Washington County. Manufacturing jobs residents from all 50 states, and many foreign in Washington County are currently at record nations, making it the most racially, ethnically and high numbers, accounting for one of every six culturally diverse among 36 Oregon counties. jobs located here. Better yet, manufacturing According to the U.S. Census Bureau, one in employment continued to increase by 4.6 percent six residents of Washington County were born in 2017—a rate that was three times our national outside the United States, and one in four speaks job growth rate. a language other than English when they are in the comfort of their own homes. It’s little wonder that Washington County has become Oregon’s fastest-growing county, Washington County is home to more than attracting more than 12,000 new residents 19,000 employers, with nearly 300,000 full-time, last year, which equates to 33 new residents non-farm jobs, which continues to attract a every day. This rapid growth contributes to a wide range of talents and career interests from number of challenges for County leaders and around the world. Semiconductor manufacturing, local governments struggling to keep pace with sportswear and apparel, healthcare and affordable housing, public health and safety, education services, bio-pharmaceuticals and reliable and efficient transportation services, safe medical device manufacturing all contribute to the and abundant drinking water, and other public diversity of our local economy. services that contribute to a high quality of life and an attractive community.

2 2021 Federal Legislative Agenda WASHINGTON COUNTY GUIDING PRINCIPLES

Oppose efforts to preempt, restrict, reduce or eliminate existing federal revenue resources.

Identify and secure funding and constituent relief for all COVID-19 related programs and services.

Promote participating in international agreements that improve market access and increase demand for Oregon-made products and advance efforts that benefit other identified county priorities including reducing greenhouse gas emissions and increasing energy efficiency.

Provide affordable health care coverage providing equitable access to age-appropriate and evidence-based health care and behavioral health services.

Oppose policies that restrict or inhibit the County from making local investments necessary to support its missions and programs.

Support federal legislation and policies that advance the health, vibrancy and resiliency of local communities through evidence-based preventative services and efforts that increase access to care, services, and housing.

2021 Federal Legislative Agenda 3 Support new federal financing tools for local government to support, build and preserve affordable housing; and legislation that provides for the creation of a long-term funding source dedicated to affordable housing.

Support adoption of a long-term federal transportation authorization that provides a stable and reliable funding stream for transportation.

Seek investment in all forms of infrastructure needed to support the economic viability and livability of Washington County.

Oppose legislation that eliminates or places a cap on tax-exempt municipal bonds.

Washington County supports legislation and policies that enable local officials to access resources to provide quality police, fire, emergency management and emergency medical services.

Support funding for public safety and emergency preparations needed to insure the County’s prompt response to disasters.

Support federal legislation and policies that balance economic interests and growth with healthy environment.

Support fair and just outcomes for all to achieve their full potential.

4 2021 Federal Legislative Agenda Clean Water Services is a water resources management utility that combines science and nature to clean water and return it to the Tualatin River. Our work safeguards the river’s health and vitality, ensures economic success for our regions, and protects public health for over 600,000 residents and the businesses across Washington County.

Guiding Principles • Support ongoing federal investment in grant and low-interest loan programs that support local water storage and infrastructure development projects.

• Insure the long-term resilience and safety of water infrastructure.

• Support continuing investment in local conservation technical assistance and water recycling initiatives.

Legislative Priorities • Continue investment in the Tualatin Basin Dam Safety & Water Supply Joint Project (TJP) through support of Bureau of Reclamation programs and funding to partner in ensuring the safety and storage requirements for Hagg Lake/Scoggins Dam.

• Maintain funding for US Fish and Wildlife Service’s management, operation & maintenance of Wapato National Wildlife Refuge.

2021 Federal Legislative Agenda 5 CONTACTS

WASHINGTON COUNTY BOARD OF COMMISSIONERS Kathryn Harrington, Chair 155 N First Avenue, MS 22 Dick Schouten, District 1 Hillsboro, Oregon 97124 Pam Treece, District 2 (503) 846-8681 Roy Rogers, District 3 [email protected] Jerry Willey, District 4

WASHINGTON COUNTY GOVERNMENT RELATIONS Elizabeth Mazzara Myers, Interim Government Relations Director (503) 846-8862 [email protected]

Erin Doyle, Government Relations Manager (503) 846-8894 [email protected]

Jagjit Nagra, Government Relations Manager (503) 846-4441 [email protected]

Paige Spence, Government Relations Manager (503) 846-8821 [email protected]

Steve Palmer, Van Scoyoc Associates (202) 737-6554 [email protected]

David Haines, Van Scoyoc Associates (202) 737-6554 [email protected]

CLEAN WATER SERVICES GOVERNMENT RELATIONS Mark Jockers, Government & Public Affairs Director (503) 681-4450 [email protected]

Peter Evich, Van Scoyoc Associates (202) 737-7391 [email protected] WASHINGTON COUNTY 2021 STATE LEGISLATIVE AGENDA DRAFT, NOT YET ADOPTED Washington County: Growing to Meet Growing Needs

Our mission is to provide excellent and cost-effective services that support healthy, peaceful, safe and sustainable communities, and encourage meaningful participation in community activities and county governance.

2019 Washington County is 2018 613,410 Estimated 2017 606,280 growing rapidly. In the last 595,860 Population 2016 583,595 decade, the population 2015 grew by 15 percent1 which 2014 570,510 2013 560,465 is approximately the same 2012 550,990 2011 542,845 as having 22 people move 2010 536,370 531,070 to the County every day for a decade.

1Based on PSU certified annual population estimates. (www.pdx.edu/prc/population-reports-estimates)

By the Numbers

601,592 Second 17% Over 12% total population identify as identify as Asian or largest Hispanic or Latino Pacific Islander county in Oregon

U.S. Census Bureau 2019 (www.census.gov/quickfacts/washingtoncountyoregon)

2021 State Legislative Agenda, DRAFT WASHINGTON COUNTY GUIDING PRINCIPLES

High level statements that reflect the County’s values and strategic goals. These are driven by the Board adopted strategic plan and other Board directed planning tools.

Maintain the County’s ability to design and implement programs that support, serve, and respond to community needs by defending local control of policies, processes, and outcomes.

Enhance local efforts to serve the diverse population of Washington County in an equitable and inclusive manner.

Oppose efforts to preempt, restrict, reduce, or eliminate existing revenue sources.

Support maintaining and, in certain circumstances, enhancing funding of programs and services which rely on state revenue sources.

Oppose unfunded mandates.

Support legislation that balances economic interests and growth with a healthy environment.

Approach policy solutions through the promotion of recognized best practices and collaborative problem solving.

2021 State Legislative Agenda, DRAFT | GUIDING PRINCIPLES 3 WASHINGTON COUNTY LEGISLATIVE PRIORITIES

A legislative, policy or budgetary matter at the local, state or federal level that has been identified by the Board as a critical action item. These will be updated annually or as needed to reflect the current needs of the County and current issues driving the legislative body.

Identify and secure funding and constituent relief for all COVID-19 related programs and services. page 5

Support flexible policies and funding mechanisms and work to improve equitable health and human services outcomes for our communities. page 6

Support investments in regional transportation infrastructure projects. page 7

Restore funding to, and cost recovery for, County programs and services with a focus on Community Corrections, the County Law Library and Juvenile Conciliation Services. page 8

Prioritize investments in workforce development including programs focused on workforce diversity. page 9

Secure funding that supports our houseless populations, renters, and homeowners. page 9

4 LEGISLATIVE PRIORITIES | 2021 State Legislative Agenda, DRAFT PRIORITIES

COVID-19

Protect Public Health and Ensure Full Recovery from COVID-19 Impacts Washington County requests impactful investments that directly support meeting the short-term needs and long-term impacts of the COVID-19 pandemic.

Center diversity, equity and inclusion in all responses and resources provided.

Protect all aspects of public health, from the direct impacts and response to the virus to the secondary effects arising from the stress of the virus.

Stabilize the local economy through support for businesses, non-profits, community benefit organizations, housing, food access and meeting the basic needs of all.

Ensure adequate funding and local control by direct investments that can be used through the entire response efforts.

Ensure a safe and resilient community with public safety and access to justice through investments in the infrastructure needed for frontline and judicial resources.

2021 State Legislative Agenda, DRAFT | PRIORITIES 5 HEALTH AND HUMAN SERVICES

Supporting policies and funding for creating healthy, equitable systems and environments; providing education, programs and direct services; and responding to the needs of vulnerable populations.

Restore Community Mental Health Program funding using caseload methodologies that include Aid and Assist.

Modernize Oregon’s public health system.

Achieve flexibility and adequate funding to implement Universally-offered Home Visiting statewide.

Preserve Intellectual and Developmental Disability case management.

Ensure quality of life and basic needs for Washington County seniors and people with disabilities.

License tobacco retailers statewide to improve health outcomes.

6 PRIORITIES | 2021 State Legislative Agenda, DRAFT LOCAL TRANSPORTATION INVESTMENT

Support Investments in Regional Transportation and the SW Corridor

Washington County, in conjunction with regional partners, supports any needed statutory fixes to craft a successful regional transportation revenue package and the development of the SW Corridor light rail extension.

Community members need a safe, accessible, multi-modal transportation system, and our work will ensure the region moves forward successfully.

Support investments and policies that prioritize equity in the transportation realm.

Following record investments by the state in improving the transportation system, our region is working together to further those investments.

This item will be updated in response to the November 3, 2020 election results.

2021 State Legislative Agenda, DRAFT | PRIORITIES 7 PUBLIC SAFETY & JUSTICE

Loss of these positions and public services harm the ability of Washington County residents’ to participate and to be fully informed of the public safety and legal issues they may encounter.

Community Corrections Support legislation that provides robust Community Corrections funding to ensure all residents of Washington County have access to opportunity, including individuals navigating reentry after experiencing incarceration.

Washington County Law Library Restore state funding for statutorily mandated County Law Libraries so members of the public have continued access to critical legal resources.

Juvenile Conciliation & Mediation Services Expand state funding for juvenile conciliation and mediation services to promote equitable outcomes in legal proceedings involving youth.

8 PRIORITIES | 2021 State Legislative Agenda, DRAFT HOUSING AND HOMELESSNESS

Support our homeless, renters, and homeowners

The Housing Authority of Washington County envisions our community members having a safe and stable place to call home.

Ensure housing stability for renters and homeowners.

Increase available capital for homeless shelter construction.

Provide services and supports to our community members experiencing houselessness.

WORKFORCE DEVELOPMENT FUNDING

Prioritize Investments in Workforce Development

Washington County calls for investments in local workforce development programs to provide strategic planning for filling the needs of the workforce and industry.

Invest in programs that fill gaps in workforce training, increase workforce diversity and address poverty and homelessness.

Support local programming and investment in workforce programs, including pre-apprentice and apprenticeships, that create access to stable employment.

2021 State Legislative Agenda, DRAFT | PRIORITIES 9 Clean Water Services: Managing the Water Returning to the Tualatin River

Guiding Principle: Support Clean Water Services efforts to maintain and improve the infrastructure, innovation and efficiency of water resources that ensure quality of life throughout the Tualatin River Watershed.

10 CLEAN WATER SERVICES | 2021 State Legislative Agenda, DRAFT PRIORITIES

CLEAN WATER SERVICES

Ensure the Oregon Department of Environmental Quality Budget support sufficient service levels for timely and effective permitting without unfair or inequitable fee increases or cost-sharing proposals.

Seek opportunities to partner with DEQ on the development and implementation of water quality regulations to ensure the timely issuance and renewal of scientifically based permits and policies.

Monitor legislation and policies related to the regulation, monitoring and management of municipal stormwater permits to preserve the federal Clean Water Act-mandated reduction of pollutants to the maximum extent practicable (MEP).

Support efforts that promote long-term, effective water resource Management.

Monitor Governor Brown’s 100-Year Water Vision and any resulting Natural Resource agency policy option packages related to the assessment, monitoring, management and investment in Oregon’s built and natural water infrastructure.

Support proposals that advance Integrated Water Resource Management principles to meet the long-term water needs of local governments, agriculture, fish, and wildlife; and ensure the efficient delivery of water infrastructure projects.

2021 State Legislative Agenda, DRAFT | CLEAN WATER SERVICES PRIORITIES 11 Support state programs that encourage resource recovery and renewal energy investments.

Support cost effective and sustainable management of biosolids and water reuse programs.

Support legislation to encourage the broader reuse of reclaimed water to balance Oregon’s water needs and leverage the state’s overall strategy to meet water quality standards.

Support legislation that ensures public investments in energy efficiency, conservation, generation and renewable power are encouraged and supported.

Monitor System Development Charges legislative concepts to ensure growth pays for its impact on public infrastructure.

Local governments and utilities need the ability to create fair and equitable charges between new and existing users.

Any attempt to limit the methodology to a one-size-fits-all approach will be opposed because our communities have different challenges, different geography, and different infrastructure systems.

Support and advocate for wipes labelling bills that will protect public infrastructure and reduce the likelihood of sewage overflows.

Wipes labelled as “flushable” clog sewer lines and cause overflows and maintenance issues for Clean Water Services and Cities throughout Washington County.

Monitor coronavirus relief proposals to support wastewater, stormwater and water utilities and ratepayers impacted by COVID-19.

Public water utilities and their ratepayers have been seriously impacted by the current economic downturn leading to a loss of utility revenue and increased account delinquencies.

12 CLEAN WATER SERVICES PRIORITIES | 2021 State Legislative Agenda, DRAFT COUNTY SERVICE SPECIFIC GUIDING PRINCIPLES

HEALTH & HUMAN SERVICES HOUSING • Maintain and increase funding for all Health • Support legislation that enhances funding for and Human Services Programs. key, priority affordable housing services and creates new opportunities for affordable housing • Monitor and preserve local authority and programs. accountability for all Health and Human Services. • Preserve housing options for people with intellectual and developmental disabilities. • Increase access to permanent supportive services to help keep people in affordable • Increase opportunity to develop the necessary housing. mix of housing types that are affordable for homeownership and rental. • Improve child health and well-being.

• Protect human health through assurance of healthy environments.

2021 State Legislative Agenda, DRAFT | COUNTY SERVICE SPECIFIC GUIDING PRINCIPLES 13 ECONOMIC DEVELOPMENT • Support the development and use of a continuum of cost-effective community • Support Oregon’s existing toolbox of sanctions and services to supervise juvenile economic development incentives available to and adult offenders. local government and state agencies. • Support legislation that evaluates all • Protect Oregon’s Strategic Investment components of the criminal justice system program (SIP) & Gain Share agreements as for the purpose of making recommendations important economic development tools for on comprehensive criminal justice reform, to attracting new investments and encouraging support equity and safety. additional investments from Oregon’s existing business community. • Expand the opportunities and investments to provide services in a collaborative and • Increase opportunities and programs that cooperative manner with other County invest in workforce training for living wage departments (e.g. Health and Human jobs and career advancement. Services) and with other criminal justice and community service agencies. LAND USE & TRANSPORTATION • Maximize efficiency, promote safety and GENERAL GOVERNMENT equity, and stabilize investment in Oregon’s • Secure flexibility in funding services and multimodal, transportation system and State advocate for policies that recognize the Highway Fund. critical partnership between state and local • Increase the flexibility of existing funds governments. and creation of new funds to support local • Maintain a secure and fair election system. government work on climate adaptation and carbon reduction strategies. • Reduce barriers to maintaining accurate and uniform property assessment in compliance • Maintain local ability to sustainably manage with Oregon laws. land use processes and decisions. • Support legislation that allows local government to evaluate and maintain efforts PUBLIC SAFETY to foster employee development, including • Support legislation that creates stable funding, training programs and a commitment to active improved decision making and planning to performance management. keep Washington County a safe place to live, work and thrive. • Maintain and invest in local government opportunities to recruit, develop, and retain a • Secure increased funding for judicial diverse and talented workforce and advance resources. policies and practices that reflect the diverse nature of our workforce.

14 COUNTY SERVICE SPECIFIC GUIDING PRINCIPLES | 2021 State Legislative Agenda, DRAFT CONTACTS

WASHINGTON COUNTY GOVERNMENT RELATIONS Elizabeth Mazzara Myers, Interim Government Relations Director (503) 846-8862 [email protected]

Erin Doyle, Government Relations Manager (503) 846-8894 [email protected]

Jagjit Nagra, Government Relations Manager (503) 846-4441 [email protected]

Paige Spence, Government Relations Manager (503) 846-8821 [email protected]

co.washington.or.us

WORK SESSION Item #4 WASHINGTON COUNTY BOARD OF COMMISSIONERS

Session Date: November 03, 2020 Length of Time Requested: 30 minutes Title of Topic: INTRODUCTION TO LIMITED ENGLISH ASSISTANCE POLICY & PROCEDURE County Administrative Office, Office of Equity, Inclusion and Community Department: Engagement Presented by: Latricia Tillman, Chief Equity and Inclusion Officer Name(s) & Title(s) Amanda Garcia-Snell, Community Engagement Manager Philip Bransford, Communications Officer

LIST OF ADDITIONAL DOCUMENTS OR PRESENTATIONS: PowerPoint presentation slides Draft Limited English Assistance Policy Draft Limited English Assistance Procedure

PURPOSE & DESIRED OUTCOME: The purpose is to introduce a draft administrative policy and draft procedures to guide the Washington County organization in removing language barriers that may impede access to County services. These framework documents are also intended to assist the organization in complying with provisions in Title VI of the federal Civil Rights Act of 1964. The desired outcome is a Board informed of the drafts and a staff informed of the Board’s initial reactions.

POLICY QUESTIONS FOR THE BOARD TO CONSIDER:

Are the draft policy and procedures documents on the right track with respect to guiding the organization on removing language barriers to accessing county services?

SUMMARY OF TOPIC: Washington County strives to be fully accessible to every resident in our community, regardless of their national origin or language preference. This policy and these procedures seek to ensure that the door to county services remains open to all by establishing more intentional staff practices toward this end. Beyond this, as a recipient of federal funds, Washington County is required by federal civil rights law and regulations to provide individuals with language assistance whenever not doing so would represent a barrier to accessing county services. In addition, Washington County’s Title VI Civil Rights Act of 1964 Compliance Plan calls on the organization to provide procedural guidance to staff on accessing and providing translation and interpretive services. A 20-member staff work group met between 2018 and 2019 to study this topic and develop the attached draft administrative policy and draft procedures. County employees provided input on the draft policy and procedures earlier this summer. A policy will be brought to the Board for final consideration.

Language Assistance Policy and Procedure

November 3, 2020 County Administrative Office, Office of Equity, Inclusion and Community Engagement co.washington.or.us Civil Rights Act

• The Civil Rights Act includes multiple sections • Limited English Accessibility (Title VI) is one of the Office of Equity, Inclusion and Community Engagement’s efforts • Other sections that OEICE will be working on are: • Title II • Title VII • Title VIII • Voting Rights Act • The Americans with Disabilities Act

County Administrative Office, Office of Equity, 2 co.washington.or.us Inclusion and Community Engagement Background

• Legal context • Title VI Civil Rights Act of 1964 No person in the United States shall, on the grounds 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. • Lau v. Nichols (1972) The Supreme Court held that Title VI requires language assistance services to ensure LEP individuals have meaningful access to a recipient’s programs and activities, and that the denial of such access constitutes national origin discrimination. Lau, 414 U.S. at 564-68 • Executive Order 13166 (2000) Each Federal agency shall also work to ensure that recipients of Federal financial assistance (recipients) provide meaningful access to their LEP applicants and beneficiaries.

County Administrative Office, Office of Equity, 3 co.washington.or.us Inclusion and Community Engagement Background

• Implementation is a shared responsibility • Employee Committee • Representation from across the organization • Department effort • Office of Equity, Inclusion and Community Engagement

County Administrative Office, Office of Equity, 4 co.washington.or.us Inclusion and Community Engagement Legal & Policy Context

“Four-factor” analysis for effective LEP planning: 1. The number or proportion of LEP persons served or encountered in the eligible service population a) Defining “Safe Harbor” languages 2. The frequency with which LEP individuals come in contact with the program 3. The nature and importance of the program, activity, or service provided by the program 4. The resources available to the recipient and costs

(67 C.F.R. 41459-41461 (2002))

County Administrative Office, Office of Equity, 5 co.washington.or.us Inclusion and Community Engagement Legal & Policy Context

“Safe Harbor” language: • A language other than English is preferred by LEP individuals within a given geography. • This LEP population exceeds 5 percent of that geography’s total population or is greater than 1,000 individuals, whichever is less. • A ‘safe harbor’ means that if a [federal grant] recipient provides written translations under these circumstances, such action will be considered strong evidence of compliance with the recipient’s written translation obligations”

(67 C.F.R. 41463 (2002))

County Administrative Office, Office of Equity, 6 co.washington.or.us Inclusion and Community Engagement Overview of Draft Policy

• Purpose: • Ensure meaningful access to services. • Establish organization-wide consistency and expectations. • Policy: • To ensure that people needing language assistance are not discriminated against or denied meaningful access. • Notify people needing language assistance that these services are available to them at no cost. • Balance meaningful access with available resources. • Include quality review as one of the County’s responsibilities • Clarify vital documents

County Administrative Office, Office of Equity, 7 co.washington.or.us Inclusion and Community Engagement Policy Implications

• Potential countywide Safe Harbor languages: 1. Spanish 2. Vietnamese 3. Chinese (Cantonese & Mandarin/Traditional & Simplified) 4. Korean 5. Arabic 6. Filipino/Tagalog 7. Somali 8. Persian/Farsi 9. Russian 10. Khmer/Cambodian 11. Japanese

County Administrative Office, Office of Equity, 8 co.washington.or.us Inclusion and Community Engagement Overview of Draft Procedure

• Purpose: To establish procedures in support of the Language Assistance Policy • Procedure Elements: • Translation guidance • Interpretation guidance • Clarified vital documents, with examples • Add Language Preference (I speak) cards • Provision of a statement informing public of language assistance • Suggestion that classifications be modified to reflect bilingual skills needed

County Administrative Office, Office of Equity, 9 co.washington.or.us Inclusion and Community Engagement County Administrative Office, Office of Equity, Inclusion and Community Engagement County Administrative Office, Office of Equity, Inclusion and Community Engagement Next Steps for Policy and Procedure

• Gather input from Board of Commissioners • Return for Board consideration of final version

County Administrative Office, Office of Equity, 12 co.washington.or.us Inclusion and Community Engagement Next Steps for Implementation

• Office of Equity, Inclusion and Community Engagement to create first draft of a Limited English Assistance Plan including the following elements: • Program, division and/or department specific plans • Annual “four factor” assessments • Assessment of vital documents • Staff training needs for the new policy and procedure • Translation targets over a five-year period • Begin annual update of Civil Rights Act efforts, including progress on the Limited English Accessibility Plan

County Administrative Office, Office of Equity, 13 co.washington.or.us Inclusion and Community Engagement County Administrative Office, Office of Equity, Inclusion and Community Engagement REVISED

ADMINISTRATIVE POLICIES

SECTION: 200 – General Administration POLICY#: 207 TITLE: Language Assistance R & O #: IMPLEMENTED BY PROCEDURE #: N/A SPONSORING DEPT/DIV: County Administrative Office/Office of Equity, Inclusion and Community Engagement ADOPTED: REVIEWED:

PURPOSE: The purpose of this policy is to ensure meaningful access to Washington County programs, activities, services and civic engagement and to establish organization-wide consistency and expectations with respect to Washington County’s compliance with federal and state laws protecting the rights of persons who, as a result of national origin or other characteristics, require assistance in removing language barriers that may limit or impede their access to County services. This policy is meant to support Washington County’s overall Title VI Civil Rights Act of 1964 Compliance Plan (R&O 16-22). An additional purpose for this policy is to maintain the County’s compliance with federal requirements as a recipient of federal grants (Executive Order No. 13166, 65 C.F.R. 50121 (2000)).

AUTHORITY: Washington County Charter Sections 31 and 34 and Washington County Code 2.04.010 and 2.04.100 provide the Board of County Commissioners and the County Administrator with authority to determine policy and to ensure the continuous administration of the affairs of County government. This authority extends to the actions necessary to ensure compliance with Section 601 of Title VI of the 1964 Civil Rights Act (42 U.S.C. Sec. 2000d) and similar state statutes (including but not limited to ORS 659A.030, 659A.403 and 659A.421) which ensure the rights of individuals whose national origin or other characteristics may limit their ability to communicate in English. Finally, the Board of County Commissions has delegated certain responsibilities to the County Administrator when adopting the Washington County Title VI Civil Rights Act of 1964 Compliance Plan (R&O 16-22).

APPLICABILITY: This policy applies to all County employees, facilities and its programs, activities and services to the public, regardless of whether or not they receive federal financial support.

DEFINITIONS:

Interpretation – The act of listening to a communication in one language (source language) and orally or through visually perceived sign language converting it to another language (target language) while retaining the same meaning. 1 There are two types of interpretation: consecutive and simultaneous. They are defined as: Consecutive Interpretation – An interpreter listens to a consecutive speech in the source language and then translates all the contents in the target language. Simultaneous Interpretation – An interpreter translates into the target language as quickly as possible while the speaker is still speaking in the source language.

People needing language assistance (also referred to as Limited English Proficiency) – A person who does not speak English as their primary language and has a limited ability to read, write, speak or understand English.2

Meaningful access – Language assistance that results in accurate, timely and effective communication at no cost to an individual needing such assistance. This meaningful access must not be significantly restricted, delayed or inferior as compared to programs or activities provided to English-proficient individuals.

Qualified Translator or Interpreter – An in-house or contracted translator or interpreter who has demonstrated their competence to interpret or translate through certification or is authorized to do so by contract with the County or by employer designation.

Safe Harbor language – Provisions of federal regulations whereby 1) a language other than English is preferred by individuals within a given geography and 2) the group of people relying on a particular non-English language exceeds 5 percent of that geography’s total population or is greater than 1,000 individuals, whichever is less. As stated in federal regulations, “a ‘safe harbor’ means that if a [federal grant] recipient provides written translations under these circumstances, such action will be considered strong evidence of compliance with the recipient’s written translation obligations” (67 C.F.R. 41463 (2002)).

Translation – The replacement of written text from one language (source language) into an equivalent written text in another language (target language).3 An additional type of translation is sight translation, which is defined as an oral rendering of written text into spoken language by an interpreter without change in meaning based on a visual review of the original text or document.4

1 https://www.justice.gov/sites/default/files/open/legacy/2012/05/07/language-access-plan.pdf

4,5 https://www.justice.gov/sites/default/files/open/legacy/2012/05/07/language-access-plan.pdf 6Washington County Title VI of the Civil Rights Act of 1964 Compliance Plan, March 1, 2016, page 8

Vital documents – Any document that is critical for ensuring meaningful access to major activities and programs by beneficiaries generally and people needing language assistance specifically. These vital documents may include, but are not limited to:

· Written notice of rights, denial, loss, or decrease in benefits or services, · Claim or application forms, · Notices regarding the availability of language assistance services at no cost to the individual, · Public outreach or educational materials, · Certain consent orders, decrees, memoranda of understanding or other types of pleadings or litigation materials, · Administrative complaint, release, or waiver forms, · Letters of findings, · Letters or notices pertaining to statutes of limitations, referrals to other agencies, decisions to decline to investigate a case, or case disclosures, and · Notices of community meetings or other community outreach activities.

GENERAL POLICY:

The County recognizes the rights of anyone served by Washington County to have meaningful access to public services and decision-making processes regardless of their ability to speak or read English proficiently.

It is the policy of the County to ensure that persons needing language assistance are not discriminated against or denied meaningful access to, and participation in, programs and services provided to the public. To ensure this access, the County shall notify such persons in a manner that they would understand that language services are available to them at no cost and shall take reasonable steps to see that language services are provided.

It is the intent of the County when implementing this policy to achieve a balance that ensures meaningful access to public programs and services while not incurring undue burdens on County resources. It is also the intent of the County to exceed federal and state requirements ensuring that language barriers are removed for individuals needing language assistance whenever available resources allow.

POLICY GUIDELINES:

1. Responsibilities: 1.1. This policy will be administered by the County Administrative Office, Office of Equity, Inclusion and Community Engagement (OEICE). The OEICE will develop procedures to implement the policy in keeping with its coordination role identified in Articles V and IX of the County’s Title VI Civil Rights Act of 1964 Compliance Plan.

1.2. Elected officials, department directors and office and division managers are expected to be knowledgeable of, and shall be responsible for, implementing this policy and related procedures within their respective departments, offices and divisions. 1.3. Language assistance services and products provided by the County, through staff or a third party, will be reviewed for quality to ensure accessibility and accuracy.

2. Annual “Four-factor” Assessment: The County will annually review demographic and other data on people needing language assistance within the Washington County territory to determine whether there is a need to revise this policy or accompanying procedures. This annual review will consider the following four factors as recommended in federal regulations (65 C.F.R. 50124-50125 (2000)): 2.1. Number or Proportion of Persons Needing Language Assistance within Specific Service Area Geographies The County will annually determine the prevalence of individuals potentially needing language assistance within the Washington County territory by using demographic data from the U.S. Census Bureau, school districts, nonprofit organizations and other sources. The County will attempt to assess the prevalence of people needing language assistance in geographies that are smaller than countywide as data are available. Further guidance is provided in Section 3 below. 2.2. Frequency with which People Needing Language Assistance Come into Contact with Washington County The County will annually survey departments and offices regarding the frequency of contact with people needing language assistance seeking County services by measuring instances of translation or interpretation requests or whenever language is clearly a barrier to communication. These encounters may occur in setting such as: 2.2.1. Person-to-person contact in the field or in County facilities; 2.2.2. Over the phone; 2.2.3. Via email, social media or through the use of the County website; or 2.2.4. Through applications, intake forms, and other requests for service 2.2.5. Other means as experienced by departments and offices. 2.3. Nature and Importance of Programs, Activities or Services Provided County departments and offices will routinely evaluate the need for translation or interpretation services based on the nature and importance of County services, programs and activities. 2.4. Resources Available The County will take reasonable steps to ensure the availability of language services for individuals needing that assistance based on the factors just described. Using this analysis, departments and offices shall carefully explore the most cost-effective means

of delivering competent and accurate language services before limiting services due to resource concerns.

3. Determination of Safe Harbor Languages: The County intends to achieve Safe Harbor status as outlined under federal guidelines with respect to written translation of materials and use of competent translators. Implementing this goal must take into consideration whether a community of people needing language assistance exceeds 1,000 or 5 percent of the total population, whichever is less, for a particular geography. 3.1. Countywide Working in coordination with County departments and offices, countywide Safe Harbor languages shall be identified by the County Administrative Office, Office of Equity, Inclusion and Community Engagement annually using the latest available data from the U.S. Census Bureau's American Community Survey (ACS) as a primary indicator of language usage. Additional supportive data will also be considered from the Census Bureau’s Decennial Census, annual surveys of the frequency of contact with people needing language assistance as outlined in Section 2.2 above, as well as other official sources including school districts, community organizations and academia. 3.2. Smaller Geographies The County Administrative Office, Office of Equity, Inclusion and Community Engagement, shall provide coordination and assistance to departments and offices as they seek to determine Safe Harbor languages for geographies that are smaller in size than the full Washington County territory. In some cases, a department or office will determine the boundaries of these smaller geographies at their discretion based on the requirements of a particular line of service or project. These smaller geographies may include, but are not limited to: 3.2.1. Cities, individually or collectively 3.2.2. Urban areas, including cities and/or the urban unincorporated area 3.2.3. Rural areas 3.2.4. Community Participation Organizations 3.2.5. Library service areas 3.2.6. Sheriff’s Office Patrol Areas 3.2.7. Project-specific areas

4. Implementation: 4.1. Elected officials, department directors and office and division managers are expected to be knowledgeable of, and shall be responsible for, implementing this policy within their respective departments and offices. 4.2. The scope and details of actions needed to implement this policy will be described in an accompanying set of procedures as coordinated by the County Administrative Office, Office of Equity, Inclusion and Community Engagement.

4.3. Observance of this policy and associated procedures is mandatory for all County employees and violation may result in disciplinary action up to and including termination.

5. Complaints: In keeping with Article X of Washington County’s Title VI of the Civil Rights Act of 1964 Compliance Plan, any person who believes that he/she/they have been excluded from participation in activities or programs, or has received unequal treatment or discrimination in the receipt of benefits and/or services based on their race, color, or national origin, including limited English proficiency, has the right to file a Title VI discrimination complaint with the Chief Equity and Inclusion Officer/Title VI Coordinator as identified below:

Washington County Administrative Office Attn: Chief Equity and Inclusion Officer 155 North First Avenue, Suite 300, MS 21 Hillsboro, OR 97124-3072 Phone: 503-846-8685, FAX: 503-846-4545 [email protected]

Title VI complaints are limited solely to complaints of discrimination based on race, color or national origin, including limited English proficiency. Washington County is committed to ongoing improvement of County programs and services and welcomes any comments or suggestions towards that end. Every effort will be made to resolve complaints informally at the department level and to do so quickly and to the satisfaction of the complainant.

6. Periodic Review: This policy shall be reviewed by the County Administrative Office, Office of Equity, Inclusion and Community Engagement at least every three years, or more often if needed, and updated as necessary.

ADMINISTRATIVE PROCEDURES

SECTION: 200 – General Administration PROCEDURE #: 207-A TITLE: Language Assistance IMPLEMENTS POLICY #: 207 SPONSORING DEPARTMENT/DIV: County Administrative Office/Office of Equity, Inclusion and Community Engagement EFFECTIVE DATE: REVIEWED:

OBJECTIVE: To establish procedures for providing access, translation, interpretive services, and instructions in support of Washington County’s Title VI Civil Rights Act of 1964 Compliance Plan and Language Assistance Policy.

DEFINITIONS:

1 https://www.justice.gov/sites/default/files/open/legacy/2012/05/07/language-access-plan.pdf 2 Washington County Title VI of the Civil Rights Act of 1964 Compliance Plan, March 1, 2016, page 8

Safe Harbor Language – Provisions of federal regulations whereby 1) a language other than English is preferred by individuals within a given geography and 2) the group of people relying on a particular non-English language exceeds 5 percent of that geography’s total population or is greater than 1,000 individuals, whichever is less. As stated in federal regulations, “a ‘safe harbor’ means that if a [federal grant] recipient provides written translations under these circumstances, such action will be considered strong evidence of compliance with the recipient’s written translation obligations” (67 C.F.R. 41463 (2002)).

Vital Document5 – Any document that is critical for ensuring meaningful access to major activities and programs by people in general and people needing language assistance specifically. These vital documents may include, but are not limited to:

• Written notice of rights, denial, loss or decrease in benefits or services, • Claim or application forms (leases or housing rental agreements), • Notices regarding the availability of language assistance services at no cost to the individual (preferred language cards) , • Public outreach or educational materials, • Certain consent orders, decrees, memoranda of understanding or other types of pleadings or litigation materials (consent to medical treatment), • Administrative complaint, release or waiver forms, • • Letters of findings, • Letters or notices pertaining to statutes of limitations, referrals to other agencies decisions to decline to investigate a case, or case disclosures, and • • Notices of community meetings or other community outreach activities. •

4,5 https://www.justice.gov/sites/default/files/open/legacy/2012/05/07/language-access-plan.pdf 6Washington County Title VI of the Civil Rights Act of 1964 Compliance Plan, March 1, 2016, page 8

•

PROCEDURES:

1. Identifying People Needing Assistance and the Non-English Languages They May Rely On Staff will try to promptly identify the language and communication needs of any person seeking services from the County. If necessary, staff will use the language selection card or language preference card (both are described below). In addition, when records are kept of interactions with customers, the non-English language used to communicate with the person will be included as part of the record.

2. Assisting Individuals Responsively and Proactively Employees may take the following steps in assisting members of the public needing language translation or interpretation services in the field or at County facilities. In each instance, the language assistance would be offered at no cost to the individual being assisted.

Language Selection Card All front desks, reception and intake areas where the public might engage with County staff should have a language selection card prominently displayed. A smaller version of this card should be stored in the glove compartment or similar area of all County vehicles. This card provides customers the opportunity to select their preferred communication language (see Attachment A). The back of the language card provides users step-by-step guidance to call that department’s selected translation service and provide the appropriate billing account information to open a translation request. This guidance includes the following steps for when a community member relying on a language other than English is seeking assistance in the course of County business:

2.1 Politely direct them to the Language Selection Card.

2.2 Upon identifying the requested language, indicate that you are calling for assistance.

2.3 Contact one of the contracted vendors listed on the back of the Language Selection Card.

Contracted vendors are described in more detail in section 4.1

2.4 Record the instance where interpretation services was needed in one of two ways: 2.4.1 In the Limited English Assistance Log on Horizons at https://horizons.co.washington.or.us/LEAP/Limited-English-Assistance-Log.cfm; or 2.4.2 In a log that your department may already use to archive instances of language service requests.

2.5 Using either channel for recording instances of language assistance, please standardize the data being collected as follows: 2.5.1 Department 2.5.2 Your name 2.5.3 Date and time 2.5.4 Language requested 2.5.5 Location of resident Note: only report general community location names as volunteered by the individual(s) seeking language assistance. For purposes of logging instances of language assistance, do NOT collect or request information that would identify this resident further, including but not limited to: • Residential addresses • National origin • Religious beliefs

The Office of Equity, Inclusion and Community Engagement will gather these data annually as part of the County’s overall language assistance efforts.

Language Preference Card 2.6 The County will provide Preferred Language Cards (see Attachment B) to people needing language assistance. Language Preference Cards will include the following information in English and each of the Safe Harbor languages: “I speak language. I need language help. Please give me a qualified or certified interpreter in my spoken language. Please note this language in your permanent records. Title VI of the Civil Rights Act of 1964 requires all federally funded agencies to provide free language access services.” 2.6.1 Language Preference Cards in each of the Safe Harbor languages should be available to be provided as needed at all areas where the public or clients or customers might engage with County staff. This will include: front desks, reception and intake areas places where clients receive services

Language Preference Cards will also be distributed to community partners to share with the people they serve who may need language assistance.

3. Assessing the Need for Translation of Vital Documents

The County’s approach to making vital documents more accessible to those facing language barriers is outlined in Attachment C Translation Decision Flowchart. In cases where a member of the public has requested translation of a document, departments must take reasonable steps to do so at no cost to the requester. Even if no such request has been made, departments should follow

these procedures with respect to determining when and how extensively translation should be accomplished:

3.1 Using the Translation Decision Flow Chart (Attachment C) 3.1.1 Determine the geography to be targeted for communication. Examples include established areas such as countywide, urban unincorporated areas, a specific city or cities, rural areas, Community Participation Organizations, law enforcement patrol areas, library service areas and so forth. Examples might also be project-specific, such as properties immediately adjacent to a transportation improvement project, a school enrollment catchment area and so forth. 3.1.2 Determine what proportion of people in the targeted geography speak English “less than very well” as indicated in recent data from the U.S. Census Bureau, school districts and/or other sources. If more that 1,000 people or 5 percent of the people in a targeted geography rely on a non-English language to communicate, consider using the next two steps as a guide for further action. When the target audience is all Washington County residents, use the list of languages provided in Appendix A of the Washington County Language Assistance Policy (207). For geographies that are smaller than countywide, use data from the U.S. Census Bureau, school districts, the County’s annual “Four-Factor” assessment and other official sources. To assist with these smaller geographies, use the mapping tool found on this page of Horizons (http://washco.maps.arcgis.com/apps/webappviewer/index.html?id=bedcae804b7a4cc98eb9ab01 7da14033) 3.1.3 Determine the level of importance of the content to be communicated and strongly consider translation whenever content is of greater importance. As a guide, the following four categories, should be used: 3.1.3.1 Life Safety/Emergency – Information that would facilitate the preservation of life safety or property in the context of an emergent event such as an earthquake, wildland or structural fire, episode of unhealthy air or water quality, and so forth. This category would also include information affecting an individual’s access to County services vital to basic human needs such as shelter, health care or due process protections regarding incarceration, foreclosure of residential property and so forth. 3.1.3.2 Prevention/Preparedness – Information that would enable an individual or family to make choices or benefit from programs in a non-emergency context to avoid loss of life, injury or disease. Examples would include guidance about vaccinations, use of smoke detectors, treatment of addictions, retrofitting structures for earthquakes and so forth. 3.1.3.3 Community Engagement/Governance – Information that would facilitate the full participation of individuals in democratic processes and improved quality of life including access to content at public meetings, town halls, community surveys, voter registration and elections and so forth. 3.1.3.4 Other Content – All other information of relevance to the public but not described above.

3.1.4 Finally, determine the availability of resources needed to remove any language barriers. If the population of people relying on an particular non-English language in the targeted geography exceeds the thresholds in 3.1.2 and the importance of the content is among the top of the categories listed from 3.1.3.1 to 3.1.3.4, then departments are strongly encouraged to use what resources are available to follow one or a combination of approaches intended to ensure meaningful access to County services. These approaches include: 3.1.4.1 Use of Universal Symbols or Pictures – This approach would involve illustrations, diagrams or pictorial displays meant to convey the meaning of the relevant content using little to no English words. This approach is especially important for life safety or emergency-related content or signage. Wherever possible, follow discipline-specific standards for these symbols or illustrations that are regionally, nationally or internationally recognized by trade associations or government agencies. 3.1.4.2 Full Translation – This approach would involve the translation, including written, or oral via audio or video, of every word of a full document, the essential sections of a document, report or display into all the languages identified in 3.1.2 above. Departments should take care to gauge the education level of the targeted audience when choosing this approach, given that technical terms or discipline-specific phrases in County documents or reports may not be understandable even after translation is attempted. 3.1.4.3 Summary Pages – This approach would involve translating the executive summary or synopsis of the content into all the languages identified in 3.1.2 above. Again, education level of the target audience should be considered when creating these translations. 3.1.4.4 Cover Pages – This approach would list statements in the various languages identified in 3.1.2 above, each of which would offer to translate the full content at no charge to the individual being assisted. The Language Selection Card described in 2. above is an example of this approach.

4 Using Interpreters or Translators Depending on the analysis using the steps outlined in Section 3 (above) or if a member of the public has requested interpretation or translation, it may be necessary to use the services of a qualified translator or interpreter. This could be a contracted vendor or an appropriate bilingual staff person. If there is no staff person with a bilingual designation available to provide interpretation or translation at the time of a request, then it is necessary to identify a contracted vendor to provide this service.

4.1 Contracted Vendor When County departments need to use interpretation or translation services from a vendor, a contract and purchase order must first be in effect. Departments can find a list of current contracted vendors on Attachment E or by visiting Horizons at http://county/SupptSvcs/Purchasing/index.cfm Each vendor has different costs, billing systems, and

6 front-end procedures for obtaining interpretation and translation services. In some instances, specific vendors may have worked with specific County departments and the vendors may already have accounting codes and billing information for each department.

Departments and offices may use one or more contracted vendors, but each department must create a separate account for billing purposes. Department leads and, if possible other appropriate and relevant staff, should make the determination for the preferred vendor. That selection and specific account code could be included in the guidelines for that department's user instructions on the back of the Language Selection Card.

4.2 Activating Language Services from a Vendor Some considerations to be aware of when using a contracted vendor: • Use an established purchase order or set one up. • Understand the vendor's process. Each vendor has a slightly different process that they may share with you when you contact them. • Provide time for translation as most vendors will charge additional rush fees for a quick turnaround. • Track the translation need (as described in 2.4). • To better serve the County's understanding of translation requests, use the reporting form located on Horizons for each transaction.

See Attachment E for additional resources regarding the County’s contracted translation services.

4.3 Interpretation During Meetings, Townhalls or Hearings Guidance regarding meetings and hearings includes provision of a statement in written and digital meeting notices to inform people needing language assistance the steps for receiving that assistance at the meeting. This should include multiple ways (phone, email, online) for them to contact relevant meeting hosts to make this request. Additional guidance includes these suggestions:4.3.1 Several days prior to the event: Assess the potential for interpretation needed using the same steps in 3.1. This assessment should also inform whether to translate the meeting notification and/or other content to be provided at the event into any Safe Harbor Languages identified. Note that reasonable steps must be taken to provide language services at no cost upon request from a member of the public. 4.3.2 Several days prior to the event: If the determination is to pursue interpretation, consult with the interpretation vendor about either the Consecutive or Simultaneous approach. 4.3.2.1 Consecutive Interpretation: If Consecutive Interpretation is chosen, allow time during the agenda for interpreters “to have the floor” and complete their rendition of remarks. 4.3.2.2 Simultaneous Interpretation: If Simultaneous Interpretation (SI) is chosen there are different considerations based on whether the meeting in-person or in a virtual or online format. 7

4.3.2.2.1 SI In-Person: The use of SI equipment such as headsets and transmitters is preferred so that all participants can be in the same room and experience the meeting on roughly equal terms. SI equipment can be purchased by departments or leased from interpretation vendors. If headsets are not available, provide comfortable space in or near the meeting location for participants to clearly hear interpreters. In some cases, a video or audio relay may be available to link the meeting room to the room supported by interpretation. Consider arranging for audio or video recording of the event that captures the interpretation. Note that with either the Consecutive or Simultaneous approach, more than one interpreter will typically be needed to allow for breaks during events longer than an hour. 4.3.2.2.2 SI Virtual: When providing SI for a virtual or on-line meeting, it is necessary to ensure that the virtual meeting format can accommodate this need. It may be necessary to allow extra time to familiarize with any additional needs related to a particular virtual meeting platform. For example, additional interpreters may be needed to interpret oral or translate written questions or comments during the course of a virtual meeting. 4.3.3 Three to four business days before the event: Share meeting format (in-person or virtual) and materials (agendas, facilitator’s script, presentation slides, etc.) with the interpretation vendor. This will allow the interpreters to research technical terms, ask questions about intended meanings, etc. 4.3.4 Two to one business day before the event: Consider setting up a meeting with the interpreters in person or by phone to go over the meeting agenda and other details. Provide the interpreters with background regarding the purpose of the event, the potential questions that could be raised by participants and others. In the same or a different setting, brief the facilitators and presenters scheduled for the meeting about the plan for interpretation. Coach presenters to use short, simple sentences whenever possible and to allow time for interpreters to keep pace with the flow of the presentation, especially if Consecutive Interpretation is used. 4.3.5 Two to one business day before the event: Confirm with the vendor, ask for the names of the interpreters (if you have not received them already), and be sure to provide the vendor with a contact name and phone number for interpreters to use for last minute concerns (like difficulty finding the meeting location). This is especially important if your meeting will be after hours or at a location where you can not be easily reached (like the PSB auditorium or Washington Street Conference Center) 4.3.6 Day of event: Test all audio equipment ahead of the published event start time, ideally in the very room for in-person or digital platform for virtual, where the event will take place. For in-person use of SI equipment, you may want to have extra batteries available as well. Should headset/transmitter equipment fail, re-arrange the seating in the venue so that those requiring interpretation can sit in a designated area within audible range of the interpreters. Make sure interpreters have access to water and other needed amenities.

4.3.7 During the event: Provide support to both meeting presenters and interpreters as required. Monitor the performance of audio equipment and adjust as needed. For virtual events, be sure to have an agreed upon way to communicate with interpreter(s) since you will not be in the same physical location. Consider recording both the English and interpreted audio feeds. Remind participants and interpreters of the need for breaks. Note issues with respect to interpretation that may arise as the meeting unfolds. 4.3.8 After the event: De-brief with the presenters, participants and interpreters as time allows to better understand any interpretation issues that may have surfaced. Follow up as appropriate to remedy any misunderstandings among meeting participants. Note improvements that could be made for the next meeting or event. Consider disseminating interpreted audio and/or video of the event to interested/affected people needing language assistance and to the public at large.

4.4 Translation and Interpretation by County Staff Currently the County has many staff with bilingual or multilingual skills. Bilingual staff whose skills have been assessed and who have interpretation or translation as part of their job duties may provide these services. If certified staff are providing language services as part of their job duties, their position description/classification should be updated to reflect that role. The bilingual pay policy and designation form can be found here: https://www.co.washington.or.us/Support_Services/HR/Policies/HRPolicies/index.cfm

4.5 Interpretation by a Friend or Family Member County staff will generally discourage the use of family members, including children, or other informal interpreters for people seeking language assistance. However, if people seeking language assistance prefer to use an interpreter of their choosing they may be permitted to do so, at their own expense, in place of or as a supplement to the free language services provided by the County. Exceptions to this guidance may be made at the discretion of departments based on the level of content importance, privacy, conflict of interest, availability of contracted resources and other aspects unique to the situation. If people seeking language assistance opt to use, at their own expense, and interpreter of their choosing, the County may still provide a certified interpreter. In these instances where an informal interpreter is requested, staff should consider doing the following: 4.5.1 Inform the person seeking assistance that a County-provided interpreter can be made available at no charge. 4.5.2 Document, in the person’s file or another appropriate place, the offer of a County- provided interpreter and the person’s refusal and/or preference to use a family member or friend as an interpreter. 4.5.3 Explain to the person seeking assistance that when a family member or friend serves as an interpreter, issues can arise including confidentiality, privacy or conflict of interest. If

it becomes apparent that the family member or friend is not competent or appropriate for any of these reasons, competent interpreter services should be provided instead.

4.6 Interpretation by Other Clients/Patients/Residents As a general matter, the customers, patients, residents should not be used to interpret in order to ensure confidentiality of information and accurate communication, unless staff determine at their discretion that circumstances warrant such a use.

5 Web-based Content Washington County’s website is currently using the Google Translate widget to allow users to select from among the countywide Safe Harbor languages on web pages published to the County’s main website.

5.1 To prompt translation of any page on the County’s main website, follow this procedure: 5.1.1 Look to the header or footer of each County web page for the “Select Language” logo. 5.1.2 Select a target language. 5.1.3 Observe the translation of text within the main content area. Note that graphics and images using text will NOT be translated. 5.1.4 Issues with translation quality can be directed to the Information Technology Services Division’s ServiceIT portal (https://washcoprod.service-now.com/sp?id=index) or by calling 503-846-4000. ITS will assess the issue and communicate with Google as appropriate.

6 Goals and Performance Metrics for Vital Document Translation: The County Administrative Office, Office of Equity, Inclusion and Community Engagement will conduct an annual “Four Factor” assessment of language assistance needs including changes in demographics, types of services or other needs that may require reevaluation of this policy and its procedures. In addition, key users/stakeholders will regularly assess the efficacy of these procedures, including but not limited to working with contracted vendors for language services, equipment used for language assistance, complaints filed by customers and feedback from customers and community organizations.

7 Quality Assurance All products, materials and services will be regularly reviewed for quality assurance. This process will vary depending on the products and services being reviewed but will include both an internal and external process where appropriate and relevant.

Attachment A Language Selection Card

Attachment B

Language Preference Card

Attachment C Translation Decision Visual Guide

Attachment D Interpretation Decision Visual Guide

Attachment E Language Services Vendors

Attachment A: Language Selection Card Interpretation Services Available

Arabic Laotian . . .

Nepali Chinese (Cantonese & Mandarin) 廣東話請指認您的語言，以便為您提供免費的口譯服務。

English Romanian Română Point to your language. An interpreter will be called. Indicați limba dumneavoastră. Va fi solicitat un The interpreter is provided at no cost to you. interpret. Interpretul vă este oferit gratuit.

Farsi/Persian Russian Ρусский Укажите язык, на котором вы говорите. Вам вызовут переводчика. Услуги переводчика предоставляются бесплатно.

German Deutsch Somali Af-Soomaali Zeigen Sie auf Ihre Sprache. Ein Dolmetscher wird Farta ku fiiqluqadaada… Waxa laguugu yeeri gerufen. Der Dolmetscher wird Ihnen kostenlos doonaa turjubaan. Turjubaanka wax lacagi kaaga bereitgestellt. bixi mayso. Hindi हिंदी Spanish Español अपनी भाषा को इंगित करें। जिसके अनुसार आपके Señale su idioma y llamaremos a un intérprete. लिए दुभाषिया बुलाया जाएगा। आपके लिए दुभाषिया El servicio es gratuito. की निशुल्क व्यवस्था की जाती है। Hmong Hmoob Tagalog/Filipino Tagalog Taw rau koj hom lus. Yuav hu rau ib tug neeg Ituro sa iyong wika. May tatawagang tagapagsalin. txhais lus. Yuav muaj neeg txhais lus yam uas koj Ang serbisyo ng tagapagsalin ay ibinibigay nang tsis tau them dab tsi. libre. Telugu Japanese 日本語あなたの話す言語を指してください。無料で通訳サービスを提供します。

Khmer/Cambodian ខ្មែរ (កម្ពុជា) Ukrainian Українська សូមចង្អុលភាសាអ្នក។យើងនឹងហៅអ្នកបកប្រែ Вкажіть мову, якою ви говорите. Буде викликано ភាសាមកជូន។ អ្នកបកប្រែភាសានឹងជួយអ្នដោយ перекладача. Послуги перекладача надаються មិនគិតថ្លៃ។ безкоштовно.

Vietnamese Tiếng Việt Korean 한국어 귀하께서 사용하는 언어를 지정하시면 해당 언어 Hãy chỉ vào ngôn ngữ của quý vị. Một thông dịch 통역 서비스를 무료로 제공해 드립니다. viên sẽ được gọi đến, quý vị sẽ không phải trả tiền cho thông dịch viên.

Rev. 10/2020 3 EASY STEPS TO USING LANGUAGE SERVICES

FOR LANGUAGE ASSISTANCE for a person with limited English proficiency please contact one of the language services providers under contract with the County. A current list can be found here https://horizons.co.washington.or.us/ 1 SupptSvcs/Purchasing/index.cfm

DEPARTMENT/DIVISION PREFERRED LANGUAGE SERVICE PROVIDERS 2

RECORD THE TRANSACTION ON HORIZONS In the right column, under Programs select Limited English Assistance Log and complete the form with this information: • Date • Language • Mode 3 • Department • Division (optional) • Community (optional, only if volunteered by the person seeking language services) Attachment B: Language Preference Card

Preferred Language Card Preferred Language Card I speak Spanish I speak Spanish I need language help. Please give me I need language help. Please give me a qualified or certified interpreter in a qualified or certified interpreter in my spoken language. Please note this my spoken language. Please note this language in your permanent records language in your permanent records Thank you! Thank you!

Title VI of the Civil Rights Act of 1964 Title VI of the Civil Rights Act of 1964 requires all federally funded agencies to requires all federally funded agencies to provide free language access services. provide free language access services.

Preferred Language Card (Spanish 2020) Preferred Language Card (Spanish 2020)

Preferred Language Card (Spanish 2020) Preferred Language Card (Spanish 2020) Tarjeta de Idioma Preferido Tarjeta de Idioma Preferido Hablo español Hablo español Necesito ayuda de idiomas. Favor Necesito ayuda de idiomas. Favor de darme un intérprete calificado o de darme un intérprete calificado o certificado en español y registre mi certificado en español y registre mi idioma en el expediente permanente. idioma en el expediente permanente. ¡Gracias! ¡Gracias!

Tarjeta de Idioma Preferido Tarjeta de Idioma Preferido Hablo español Hablo español Necesito ayuda de idiomas. Favor Necesito ayuda de idiomas. Favor de darme un intérprete calificado o de darme un intérprete calificado o certificado en español y registre mi certificado en español y registre mi idioma en el expediente permanente. idioma en el expediente permanente. ¡Gracias! ¡Gracias!

PreferidoEl Titulo VI de la Ley de PreferidoEl Titulo VI de la Ley de Derechos Civiles de 1964 requiere que Derechos Civiles de 1964 requiere que todas las agencias financiadas por el todas las agencias financiadas por el gobierno federal brinden servicios gratis gobierno federal brinden servicios gratis de acceso a idiomas. de acceso a idiomas. Attachment C: Translation Decision Visual Guide How much to translate? When to translate? Symbols & pictures • Illustrations or diagrams to convey meaning of content. Step 1 Step 2 Step 3 Step 4 • Limited use of any language. • Especially important for life safety/emergency related content. What is the What is the What level of What • Moderate- to high-resource targeted proportion of importance is resources are impact. effort More people relying on geography? the content? available? Full translation a non-English • Every word of content is translated • Countywide If a) non-English (written, audio or video) into • Urban unincorp- language in the . identified lang. (steps 1 & 2), Life safety/ language need in orated areas targeted geography? emergency consider audience education level. targeted geography • Important to ensure due process. • Specific city/cities If more than 1,000 or exceeds thresholds • Moderate- to high-resource impact. • Rural area . Prevention/ 5% of people in the in Step 2, and b) the • Community preparedness targeted geography importance of Summary Participation pages "speak English less content is high… • A summary of the content is Organization(s) . Community translated into all the languages than very well," use what • Library service engagement/ then identified by steps 1 & 2, but consider translating/ resources are available consider the education level of area(s) governance interpreting using to follow one or a targeted audience. • SO Patrol Area(s) • Include statements offering to next two steps as a combination of the • Project-specific . Other content translate the full document upon guide. following options. request. area • Low- to moderate-resource impact. Cover page • Statements describing the main topic/concept of the underlying content & offering to translate upon request are translated into all the languages identified by steps 1 & 2. • This list of statements would appear as a single sheet, poster, graphic, etc. Less effort Version: 10/16/2020 • Low- to moderate-resource impact. Attachment D: Interpretation Decision Visual Guide What mode of interpretation? When to provide interpretation? Simultaneous w/ headsets • Allows all participants to be in the same Step 1 Step 2 Step 3 Step 4 room and experience the meeting on roughly equal terms Does the meeting What is the • Allows event to proceed without perceived What level of What delay Preferred relate to a specific proportion of • Requires use/lease of equipment and importance is resources are testing prior to event geography? people relying on • Potential for equipment failure a non-English the content? available? • Best mode for in-person meetings and If a) non-English presentations that have larger numbers of • Countywide language in the . Life safety/ language need in participants, such as public meetings • Urban unincorp- targeted geography? emergency related geography orated areas Simultaneous w/ If more than 1,000 or exceeds • Specific city/cities . Prevention/ designated area 5% of people in the thresholds in Step • Rural area preparedness 2, and b) the • Separates participants receiving targeted geography interpretation from others participants, • Community "speak English less importance of creating an unequal dynamic Participation . Community • Allows event to proceed without perceived than very well," content is high… Organization(s) engagement/ delay, some cross-talk may be audible consider translating/ then use what Used for large gatherings when physical • Library service governance • interpreting using resources are available space accommodates a designated area area(s) next two steps as a to follow one or a • SO Patrol Area(s) . Other content guide. combination of the • Project-specific following options. Consecutive area • Allows all participants to be in the same room and experience the meeting on roughly equal terms • Requires all participants to be patient as Acceptable more time is needed to complete interpretation as the meeting unfolds • Best for one-on-one or very small group interactions, such as client meetings

Version: 10/16/2020 Attachment E: Language Services Vendor

INTERPRETING/TRANSLATION MATRIX

Contractor Phone City State Zip HIPAA Compliant* Email/Websites PO Number Language Summary Information Pricing Sheet

Certified Languages Bill Reed: 503-484-2319 4800 SW Macadam Ave., Yes [email protected] 169896 Nearly all Languages Telephone interpreting, both on Click for Pricing International Suite 400 demand and scheduled. Portland, OR 97239 Cervera-Juanes, Rita 503-927-5318 918 NE Sunrise Ln. No rita [email protected] 170236 Spanish Interpreting services for degraded Click for Pricing Hillsboro, OR 97124 media specific to the Sheriff's Office. Conta, Mark 503-703-2989 5119 Worth Way No [email protected] 178097 Spanish On-site interpreting services Click for Pricing Caldwell, ID 83607 (Is in Hillsboro area most weeks) Cyphers, Yesenia 503-806-7303 221 NE 76th Ave, No [email protected] 169631 Spanish On-site interpreting services. Click for Pricing Hillsboro, OR, 97124 Galvan, Rosa 503-887-9217 1617 NW 209th, Aloha, No [email protected] 169632 Spanish On-site interpreting services. Click for Pricing OR

Gaucha Translations LLC 503-929-8476 7710 SW 184th Ave. Yes [email protected] 181262 Spanish Written translation services. (See Call Translator Aloha, OR 97007 attachments to PO for marketing and for Pricing Pricing pricing information per State Price per State Price Agreement) Agreement #DASPS-3270-19

Kale, Neela 503-523-8902 12625 SW Colony Ln., No [email protected] 169985 Spanish Written translation services. Click for Pricing Apt. 34, Beaverton, OR 97005 Language Line Services, Translation email: Language Line Services Yes [email protected] 171745 Nearly all Languages Written translation, telephone and Click for Pricing Local Rep: Richard Cummings [email protected] One Lower Ragsdale Drv. video interpreting services. 1888-898-1471 & copy Rick Cummings at: Bldg 2, Monterey, CA [email protected] 93940 Telephone Interpreting: 1-866-874-3972 Video Interpreting: call Rick Cummings at 1-888-898-1471 Contractor Phone City State Zip HIPAA Compliant* Email/Websites PO Number Language Summary Information Pricing Sheet

Leone, Nancy 503-939-6441 840 NW Pebble Beach No [email protected] 169812 Spanish On-site interpreting services. Click for Pricing Way, Beaverton, OR 97006 Linguava Interpreters, Inc. 503-265-8515 7931 NE Halsey Su. 305 Yes [email protected] 169550 Nearly all languages Written translation services as well as Click for Pricing Robin Fouche Portland OR 97213 including American Sign telephone, video, and on-site Language interpreting services.

Mylingo LLC 503-515-9418 6598 NE Cherry Drive No [email protected] 178331 Nearly all Languages Written translation services as well as Click for Pricing Leticia Munoz #301 telephone and on-site interpreting Hillsboro, OR 97124 services.

Oregon Certified Interpreter 503-213-3191 Yes [email protected] 169618 Nearly all Languages Written translation services as well as Click for Pricing Network, Carlos Nunez telephone and on-site interpreting services. PLEASE NOTE: Medical rates are charged based off the time scheduled, the minimum or the actual hours interpreting, whichever is MORE. Passport To Languages, Inc., 503-297-2707 6443 SW Beaverton Yes [email protected] 169542 Nearly all languages Includes written translation as well as Click for Pricing Erik Lawson Hillsdale Hwy, Su. 390 including American Sign telephone, onsite and video Telelanguage, Inc., 1-800-514-9237 514 SW 6th Ave., 4th Yes [email protected] 169635 Nearly all languages Includes written translation as well as Click for Pricing Floor, Portland OR 97204 including American Sign telephone and onsite interpreting Language. County Customer services. no. is #1385, each dept. assigned a code. TRANSLAT, Inc. 971-249-2520 4130 SW 117th Ave, Stu No [email protected] 178330 Spanish Language On-site interpreting services and Click for pricing Martin Conta A #243 written translation services. Beaverton, OR 97005

Valdivia, Jorge 503-579-9677 14335 SW Beefbend No [email protected] 169704 Spanish Written, spanish translation services. Click for Pricing Road; #S6 Tigard, OR 97224

WORK SESSION Item #5 WASHINGTON COUNTY BOARD OF COMMISSIONERS

Session Date: November 3, 2020 Length of Time Requested: 30 minutes UPDATE ON SUPPORTIVE HOUSING SERVICES (SHS) LOCAL Title of Topic: IMPLEMENTATION PLAN (LIP) AND TIMELINE FOR COMPLETION Department: CAO Presented by: Ruth Osuna Name(s) & Title(s) Deputy County Administrator

LIST OF ADDITIONAL DOCUMENTS OR PRESENTATIONS: Power Point Presentation

PURPOSE & DESIRED OUTCOME: The purpose of this presentation is to provide the Board of Commissioners an update on the planning efforts to complete the SHS LIP and begin the discussion with the Board on two topics: proposed timelines for completing SHS planning efforts and regional coordination. POLICY QUESTIONS FOR THE BOARD TO CONSIDER: With the very limited timeline in which to complete the LIP, should Washington County consider extending the timeframe for completing the LIP?

Begin to consider when it is appropriate for Washington County to collaborate on specific regional programs to address collective community needs and, when to retain autonomy to serve Washington County’s specific needs. Tri-county coordination is informative and valuable and encourages a regional system, however, autonomy may also be needed to most effectively deliver services and manage the Supportive Housing Services Program within Washington County.

SUMMARY OF TOPIC: Staff last presented information to the Board in June 2020 after the voters passed the Metro Supportive Housing Services Measure 26-210. Since that time, a Local Implementation Planning (LIP) Committee has convened five times to advise the County regarding elements of the local implementation plan. Additionally, two consultants have been engaged to conduct and convene community engagement activities and to complete the written Washington County local implementation plan.

The Housing Services Department has created a new page on its website to provide information regarding the Supportive Housing Services Program’s implementation, current meetings and activities. Additionally, an internal work team which includes staff from the Housing Services and Health and Human Services Departments, the Offices of Equity and Inclusion and Community Development, and the CAO/BOC, has been meeting weekly to guide planning efforts.

(continued) SUMMARY OF TOPIC (continued):

Weekly meetings have been held with the other two counties, Clackamas and Multnomah, to coordinate planning efforts to ensure that similar and consistent approaches are implemented regionally and are reflected in their respective plans.

The tri-county coordination has been extremely informative. Washington, Clackamas and Multnomah counties recognize that a regional approach is required to close services and resource gaps. For example, local data alone cannot be relied on if the region is going to make a significant impact on reducing the number of houseless persons or prevent more individuals and families from becoming houseless. And, we know that people experiencing homelessness are being served in more than one of the counties.

Current data collection by jurisdiction is a part of the traditional siloed systems developed when the homelessness and housing crisis was more localized and less severe. An early discovery in the local implementation planning efforts has highlighted that aggregating data for all three counties is needed to design a plan and system that is truly regional in nature. It has also highlighted the need for more outreach workers in Washington County to ensure there is an accurate count of individuals and families who are homeless. Washington County’s current Built for Zero program which is designed to know all homeless by-name is informing the county of gaps in adult shelter and homeless outreach activities that are portals of entry into the homeless response system.

This data collection provides information on Population A1 which is 75% of the SHS Program’s focus and Population B which is 25% of the focus. All people currently served in Washington County in Population A equals 376. In Population B the number served is significantly higher at 3,494. However, at least 24,260 households experienced homelessness across the region over the course of 2017 (HRAC report). Of these 24,260 households, 4,936 of these households align with Population A and are likely in need of supportive housing. The remaining 19,324 households align closely with Population B and likely need rent assistance and lighter supportive services. The SHS Program will provide greater choice for where people want to live in the region because resources will be available throughout the region.

To supplement community engagement activities, research, along with coordination among the three counties, staff is using information to develop the local implementation plan from six previously completed reports including:

v A Road Home: Community Plan to Prevent and End Homelessness (2018) v 2020-2024 Consolidated Plan (2020) v Governance, Costs, and Revenue Raising to Address and Prevent Homelessness in the Portland Tri-County Region, Portland State University (2019) v Tri-County Equitable Housing Strategy to Expand Supportive Housing for People Experiencing Chronic Homelessness (2019) v Housing Justice in Washington County: Findings from Coalition of Communities of Color Housing (2019) v Improving Permanent Supportive Housing Service Delivery in Washington County (2020)

1 Priority Population Investment Distribution: 75% of SHS funds will be devoted to services for Population A, defined as: Extremely low-income; AND have one or more disabling conditions; AND are experiencing or at imminent risk of experiencing long-term or frequent episodes of literal homelessness. 25% of SHS funds will be devoted to services for Population B, defined as: Experiencing homelessness; OR have a substantial risk of experiencing homelessness.

SUMMARY OF TOPIC (continued): Lastly, in discussions with the three counties there is a shared understanding that in order to create a much more significant regional program, all local implementation plans will need to take a phased approach. It is envisioned that in the first years of the SHS Program, staff capacity will need to be a major focus in order to implement this enhanced program. Staffing will need to be hired not only for the Housing Services Department and Health and Human Services Department, but also in the Support Services Department to support finance, procurement and human resources.

With the potential for funding for homeless programs to triple and, possibly quadruple, over the next 10 years, the SHS Program will significantly impact several County organizational areas. Already the CAO office has hired a SHS Program Coordinator who should begin in early November. This position will be responsible for managing and guiding the implementation of SHS Program across several County departments.

Timing for Completion of the Local Implementation Plan Below are two options for the Board’s consideration. While it is our preference to complete the development of the LIP by the end of the calendar year, this presents some concern related to how much time is provided for the public comment period which enhances the county’s community engagement and outreach regarding the proposed LIP.

The Tables I and II below provide the timelines regarding completion of the Local Implementation Plan. Table I is a more condensed timeline and Table II provides an extended timeline to provide more time for public comment and review by the Board.

TABLE I – Current Timeline with a 2.5 Week Public Comment Period

DATE Meeting Information to be Presented Presenter 11/10 Board of Commissioners – SHS Community Engagement Anita Yap Work Session Report 12/3 LIP Committee Draft I - LIP Heather Lyons 12/15 Board of Commissioners – Draft I – LIP with LIP Committee Heather Lyons Work Session comments 12/16 – Public Comment Period Draft II - LIP CAO/HS/HHS 1/4 Begins for 2.5 Weeks 1/12 Board of Commissioners – Draft III – LIP with public comments Heather Work Session Lyons/CAO 1/26 Board of Commissioners – Final Approval of LIP Heather Regular Board Meeting Lyons/CAO 2/2 Board of Commissioners – Added Meeting if Board would like Regular Board Meeting to review a Draft IV of the LIP 2/5 Approved LIP Submitted CAO to Metro for Approval

SUMMARY OF TOPIC (continued):

TABLE II – Expanded Timeline with a 4 Week Public Comment Period

DATE Meeting Information to be Presented Presenter 11/10 Board of Commissioners – SHS Community Engagement Anita Yap Work Session Report 12/3 LIP Committee Draft I - LIP Heather Lyons 12/15 Board of Commissioners – Draft I – LIP with LIP Committee Heather Lyons Work Session comments 12/16 Public Comment Period Begins Draft II - LIP CAO/HS/HHS – for 4 Weeks 1/13 1/26 Board of Commissioners – Draft III – LIP with public comments Heather Work Session Lyons/CAO 2/2 Board of Commissioners – Final Approval of LIP Heather Regular Board Meeting Lyons/CAO 2/9 Board of Commissioners – Added Meeting if Board would like Regular Board Meeting to review a Draft IV of the LIP 2/12 Approved LIP Submitted to CAO Metro for Approval

Update on Supportive Housing Services Program

November 3, 2020 County Administrative Office co.washington.or.us Purpose

• Provide the Board of Commissioners an update on planning activities to complete the Supportive Housing Services Program Local Implementation Plan (LIP). • Review timeline for completing the Final Draft of the LIP and submittal to the Metro Oversight Committee for review. • Provide the Board of Commissioners an opportunity to request additional information.

co.washington.or.us County Administrative Office 2 Policy Questions

Board is requested to consider the following: Regional work versus Washington County specific needs. Consider the current timeline to complete the local implementation plan.

co.washington.or.us County Administrative Office 3 Planning and Implementation Activities

In May 2020 voters approved the Metro Supportive Housing Services Measure 26-210. Since then we have: • Convened a 21-member Committee to advise the County regarding elements of a local implementation plan as required by the Measure.

• Convened an internal team including Housing and Health and Human Services, Offices of Equity and Inclusion, Community Development and the CAO/BCC.

• Created a new page on the Housing website to inform the public of planning activities and meetings.

• Engaged two consultants to assist with technical writing and community engagement efforts.

co.washington.or.us County Administrative Office 4 Regional Activities

Ongoing Tri-County Collaboration and Coordination

• Weekly meetings with tri-county partners held to ensure alignment and regional coordination. • Data collection and possibly regional coordination regarding procurement, training and capacity building, rental assistance and supportive services. • Provide people of color and historically marginalized communities easier access to a regional system and similar services across the tri-county area.

co.washington.or.us County Administrative Office 5 Focus Populations

As written in the ballot language, funding must be allocated using the following formula:

• 75% of funding for those who are:

 Extremely low-income (30% AMI or less); AND  One or more disabling condition; AND  Experiencing or are at imminent risk of experiencing long-term or frequent episodes of literal homelessness

• 25% of funding for those who are:

 Experiencing homelessness  Or have a substantial risk of experiencing homelessness

co.washington.or.us County Administrative Office 6 Elements of the LIP

 Governance  Racial Equity Analysis  Inclusive Community Engagement  75%/25% Allocation of Funding  Current Investments and Needs and Gaps Analysis  Planned Investments  Regional Access Coordination  Procurement Plan  Geographic Equity  Evaluation and Outcomes Reporting

co.washington.or.us County Administrative Office 7 Current Timeline

SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY • Affordable • Plan template • Complete • Community • Final draft to design and community engagement Metro County Board report to Board Housing Bond components engagement • County Board with feedback • Racial Equity and SHS • Community Approval analysis Program Engagement • Definitions • Final approved (CoC/HSSN, (Interventions: • Current • Draft LIP to County Board draft submitted HPAC, lived Housing and Investment to Metro for experience, Services) to analysis • Public approval BIPOC) support regional • Planned Comment procurement Period (2.5 • Geographic Investments Equity analysis • Metrics and drafted weeks) Outcomes • Procurement strategy developed

co.washington.or.us County Administrative Office 8 Questions

co.washington.or.us County Administrative Office 9 WORK SESSION Item #6 WASHINGTON COUNTY BOARD OF COMMISSIONERS

Session Date: November 3, 2020 Length of Time Requested: 30 minutes Title of Topic: PROPOSAL TO ELIMINATE LIBRARY OVERDUE FINES Department: Cooperative Library Services Presented by: Lisa Tattersall, Cooperative Library Services Manager Name(s) & Title(s)

LIST OF ADDITIONAL DOCUMENTS OR PRESENTATIONS: PowerPoint presentation Staff report

PURPOSE & DESIRED OUTCOME: Present the proposal from WCCLS and member libraries, adopted and recommended by the WCCLS Executive Board, that the Board of Commissioners eliminate overdue fines for all library users in order to advance our equity goals.

POLICY QUESTIONS FOR THE BOARD TO CONSIDER: · Does the Board wish to eliminate the collection of overdue fines and waive existing overdue fines on accounts in order help advance WCCLS equity goals? · Does the Board wish to distribute $70,417.63 in net overdue fine revenue collected by WCCLS back to member libraries?

SUMMARY OF TOPIC: Public libraries historically assessed overdue fines in order to incentivize the timely return of library materials. However, there is no current data that shows overdue fines achieve this goal; in fact, evidence shows that overdue fines are counterproductive and keep users away from the library. Evidence from the past decade shows that eliminating overdue fines reduces barriers to library usage for historically underserved communities, results in an increase in the return of long overdue materials and frees up staff time for more productive interactions with library users.

The staff report attached outlines WCCLS and member library directors’ recommendation, supported and adopted by the WCCLS Executive Board, that the Board of Commissioners eliminate overdue fines for all Washington County library users.

Proposal to eliminate library overdue fines

wccls.org Process

• June 2020: Library directors across the cooperative discuss and support proposal • July 2020: WCCLS Executive Board discussed proposal • September 2020: WCCLS Executive Board voted to bring this recommendation to the Board of Commissioners

wccls.org WCCLS’ commitment to racial justice

WCCLS is committed to the Washington County’s Board of Commissioners’ resolution “to [dismantle] long-standing systems, programs, policies and practices that may have historically created obstacles to the success of people of color, members of ethnic communities and any marginalized group.” WCCLS is committed to making progress on our strategic plan objective of increasing participation by underserved populations by reducing barriers to access.

wccls.org How do overdue fines currently work?

wccls.org Myths about library overdue fines

wccls.org The reality of library overdue fines

wccls.org wccls.org This Photo by Unknown Author is licensed under CC BY-SA Race, poverty and library access

• Data from cities around the country show that race, poverty and barriers to library access are linked

wccls.org Percentage of accounts blocked due to fines

14%

12%

10%

9% 9%

8% Countywide average 7%

6% 6% 6%

5% 5% 5%

2% 2%

Hillsboro Cornelius Forest Grove Beaverton Tualatin Tigard Hillsboro North Plains Sherwood Banks Beaverton Garden West Slope Cedar Mill Aloha Bethany Shute Park Main Brookwood Murray Home Scholls wccls.org Will people return library materials on time? Will people practice civic responsibility? • Chicago Public Library saw a 240% increase in returned books in the month after they eliminated overdue fines in September 2019. • Salt Lake City’s Public Library saw late returns drop from 9% to 4% after fines were eliminated. • In the High Plains Library District in Colorado, 95% of materials are returned within a week of their due date.

wccls.org Will libraries lose revenue?

• Overdue fine revenue has already been shrinking: • No fines on children’s library materials • Digital titles do not accrue fines • In FY19-20, $1 out of every $4 in overdue fines assessed were not collected • Libraries agree that the lost revenue is less important than the gains in equitable access for our communities

wccls.org Proposal

• Effective January 22, 2021: • Eliminate the collection of overdue fines • Delete existing overdue fines on accounts • Eliminate use of collection agency • Extensive public communication effort to invite users back • Continue to charge replacement fees for items lost or damaged • Libraries will keep equity at the forefront when working with patrons

wccls.org à These accounts would have $1,481,920.52 waived 111,487

12,200 people would have library access restored ß 12,200

226,254 à These accounts have no fines

11,832 Remain blocked due to fines from lost items ß

wccls.org How many people is 12,200?

• 7,600 people fit in the Hillsboro Stadium • 12,000 high school students in Beaverton School District • The City of Cornelius is estimated to have 12,225 residents

wccls.org Distributing online fine payment revenue

• WCCLS provides centralized online fine payment at wccls.org • We propose to distribute the net revenue to libraries to help offset the cost of this proposal: $70,417.63 total • This would require Board action as a future consent agenda item

wccls.org Discussion

wccls.org

Recommendation to Eliminate Overdue Fines Presented to the Washington County Board of Commissioners November 2020

Introduction Public libraries historically assessed overdue fines in order to incentivize the timely return of library materials. However, there is no current data that shows overdue fines achieve this goal; in fact, overdue fines are counterproductive and keep users away from the library. Evidence from the past decade shows that eliminating overdue fines reduces barriers to library usage for historically underserved communities, results in an increase in the return of long overdue materials and frees up staff time for more productive interactions with library users.

The COVID-19 pandemic has exposed inequalities in our communities. Public libraries play a critical role in the well-being and education of our communities, and public library service should be accessible to everyone, especially now. Eliminating overdue fines is a significant action that would demonstrate our commitment to service, access and equity.

This document outlines WCCLS and member library directors’ recommendation, supported and adopted by the WCCLS Executive Board, that we eliminate overdue fines for all Washington County library users.

Equity and WCCLS’ Strategic Plan In our racial justice statement, WCCLS stated that we are “committed to the Washington County’s Board of Commissioners’ resolution ‘to [dismantle] long-standing systems, programs, policies and practices that may have historically created obstacles to the success of people of color, members of ethnic communities and any marginalized group.’ WCCLS’ strategic vision for Washington County is a curious, engaged, and literate community where everyone is welcome and thrives…. We are committed to making progress on our strategic plan objective of increasing participation by underserved populations by reducing barriers to access.”

Eliminating overdue fines is an evidence-based way to reduce one significant barrier to library access. According to the Urban Libraries Council, “[r]esearch shows that communities of color are more likely to be impacted by unpaid library fees and are grappling with a higher percentage of suspended library cards. This is a growing concern for many municipal leaders who want better ways to engage and support community residents.

Overdue library fees often represent a very small fraction of a library’s operating budget, yet disproportionately affect communities that have income insecurity or individuals with low incomes. Late fees add up and become insurmountable for some families when forced to choose between paying the fee or buying food. For many, this is a reminder of past injustices within public institutions.” Recommendation to Eliminate Library Overdue Fines

Literature Review 1 Our neighboring library system in Multnomah County eliminated overdue fines in July 2020. Fort Vancouver Regional Library District went fine free in 1970 after an internal study that showed the cost of collecting fines did not outweigh the amount of revenue collected.

Peter Bromberg, Executive Director of the Salt Lake City Public Library, says that since going Map of fine-free libraries in the continental U.S. Retrieved July 09, 2020, from https://endlibraryfines.info/fine-free-library-map/ fine-free in 2017, the library has seen a rise in the number of new patrons (3.5%) and a higher number of borrowed books (10%).

This section answers some of the common questions raised about going fine-free from the professional literature and experiences of public libraries across the country. Will patrons return library materials on time without fines? • Chicago Public Library saw a 240% increase in returned books in the month after they eliminated fines in September of 2019. • Salt Lake City’s Public Library saw late returns drop from 9% to 4% after fines were eliminated.

Will patrons practice civic responsibility if we eliminate fines? • In fine-free libraries, patrons are responsible to return materials, and will have to pay for them if they are lost or damaged. • According to the High Plains Library District in northern Colorado, which eliminated fines in 2015, “the fear that fines were the only thing between civilization and chaos has proved unfounded: 95 percent of materials are returned within a week of their due date.” • “Overdue fines do not turn irresponsible patrons into responsible ones, they only distinguish between patrons who can afford to pay for the common mistake of late returns and those who cannot.” (San Francisco Public Library white paper)

How do fines affect lower-income and historically underserved patrons? • In San Francisco, “patrons across all branches accrue fines at similar rates, but locations serving low-income areas have higher average debt amounts and more blocked users.” • In Seattle, “the branches with the highest proportion of accounts blocked for overdue fines are all in parts of Seattle that are both poorer and more diverse than the city as a whole.” • Prior to New York City’s fine forgiveness program, according to NYPL’s CEO, “20% of our 400,000 juvenile and young adult patrons had blocked library cards; nearly half of those were concentrated in the poorest quartile of our branches.”

1 Unless otherwise noted, all information in this summary is quoted or cited from this resource published April 2020: Unrein, Sabrina. (2020). “Overdue Fines: Advantages, Disadvantages, and How Eliminating Them Can Benefit Public Libraries.” Syracuse, NY: iSchool Public Libraries Initiative at Syracuse University.

Recommendation to Eliminate Library Overdue Fines

Fine-Free Implementation at WCCLS These proposed changes were agreed to by the WCCLS Executive Board at their meeting on September 30, 2020. Due to COVID-19, no fines are currently being assessed. Overdue fines • No overdue fines will be charged starting January 22, 2021. • Existing overdue fines on patron accounts will be deleted on January 22, 2021. Processing fees • Processing fees are a legacy fee and are no longer assessed. • Processing fees remaining on accounts will be deleted on January 22, 2021. Replacement fees for lost materials • Replacement fees will continue to be charged. • Existing replacement fees will not be deleted on January 22, 2021. • If a lost item is returned in circulating condition, the replacement charge will be removed from the patron’s account. Use of collection agency to encourage the return of long-overdue materials Important note: collection agency activity for library materials does not impact patrons’ credit reports. • Libraries will no longer user a collection agency to encourage the return of long-overdue materials. • Libraries and WCCLS will work together to determine alternate ways to communicate with patrons to encourage the return of long-overdue materials.

Fiscal Impact At the countywide level, 111,487 people would have $1,481,920.52 in fees waived from their accounts. This would allow 12,200 people to be able to once again access library services. An additional 11,832 people would continue to be blocked from access, due to replacement charges over $20 on their accounts. Libraries have committed to working with these still blocked patrons in a proactive and positive way to resolve their accounts, keeping equity principles in mind. Our work to ensure equitable access to libraries is on-going and does not end with this initiative.

See page 5 of this report to see a detailed breakdown at the countywide level.

With the growth of digital lending (digital books are fine-free) and the elimination of fines on youth materials in 2017, overdue fine revenue has already been shrinking over the past few years. In addition, what fines/fees are assessed is not the same amount as what is collected. For example, 75% of overdue fines that were assessed countywide in FY19-20 were actually collected. Just 7% of replacement fees that were assessed countywide in FY19-20 were actually collected. Library directors and the WCCLS Executive Board agree that the equity gains for our communities outweigh the potential lost revenue.

Recommendation to Eliminate Library Overdue Fines

Communication Plan If this recommendation is adopted by the Board of Commissioners, WCCLS will take the lead on communication at the cooperative level. We’ll develop a bilingual English/Spanish public communication plan, which will include at least:

• Information and FAQs on wccls.org, including alert banner at the top of the page • Mass email newsletter to all library cardholders • “Welcome back” emails to patrons who were previously blocked but are no longer • Press release and outreach to local reporters • Social media posts (with paid promotion) • Consistent communication assets for libraries to use (graphics and messaging) • Working with individual libraries to determine if additional targeted communication to specific communities or language groups is needed

We will also create support materials and information for library staff including timeline, staff-specific FAQs, etc.

Centralized Online Fine Payment Revenue Distribution WCCLS proposes to distribute to libraries all revenue that has been collected by WCCLS using the cooperative-wide online payment portal after we recover the cost to provide the service. This distribution will help offset the loss in fine revenue that may have been budgeted for locally in FY20-21.

From October 1, 2018 through June 30, 2020, WCCLS collected $84,6990.32 in gross revenue online. The online fine payment service for that time period cost WCCLS $14,272.69 to deliver. See page 6 of this report for detailed distribution amounts. Revenue for each library was determined by which library the patron was registered with at the time they paid the fine.

In July 2021, library directors will look at revenue collected centrally by WCCLS during FY20-21, decide whether the amount merits another distribution and bring a recommendation to the Executive Board.

Next Steps Implementation tasks for WCCLS if the Board approves this proposal:  Put item on future Board consent agenda for distribution of online fine payment revenue to member libraries.  Coordinate library director conversation about various system settings that need to be agreed- upon by January 22, 2021.  Work with integrated library system vendor to waive fees.  Adjust system-wide software settings.  Develop and implement public communication campaign.  Build information and resources for library staff support, including updating policies/procedures.

Fines and fees to be waived from accounts with the proposed changes

Fee Totals to Processing Processing Collection Waive Overdue item Charge Fee Agency & Patron Counts

Fees assessed in FY19-20 $402,666.89 $382,456.89 $0.00 $0.00 $20,210.00 Fees actually collected in FY19-20 $298,963.43 $285,817.84 $1,787.55 $0.00 $11,358.04 Total amount to waive from accounts $1,481,920.52 $1,037,001.86 $284,263.45 $645.00 $160,010.21 Total registered patrons (snapshot from 06/30/20) 337,741 Total patrons who would see fines waived 111,487 Total patrons currently blocked at $20 24,032 Total patrons who would remain blocked at $20 after waive 11,832 Total patrons freed to use the library again 12,200

Fines and fees remaining on accounts after the proposed changes Non- Remaining ILL NSF Damaged Lost Replacement resident Misc. fees Fee Totals Charge charges item Item Charge card fee Fees assessed in FY19-20 $1,026,773.80 $4,762.50 $399.95 $3,751.82 $9.50 $10,086.40 $0.00 $1,007,763.63 Fees actually collected in FY19-20 $88,658.43 $4,480.00 $322.40 $3,005.67 $6,662.62 $6.50 $74,181.24

Recommendation to Eliminate Library Overdue Fines

Central online payment revenue proposed to distribute to member libraries This spreadsheet covers revenue and cost to As % of total $ Library's portion Net revenue provide the service from 10/1/2018 through Gross revenue 6/30/2020 collected online of cost recovery to be distributed Aloha Community Library $838.65 0.99% $141.34 $697.31 Banks Public Library $400.71 0.47% $67.53 $333.18 Beaverton City Library $16,610.62 19.61% $2,799.35 $13,811.27 Beaverton Murray Scholls $4,520.33 5.34% $761.80 $3,758.53 Bethany Library $3,562.16 4.21% $600.32 $2,961.84 Cedar Mill Library $7,383.47 8.72% $1,244.32 $6,139.15 Cornelius Public Library $2,252.89 2.66% $379.68 $1,873.21 Forest Grove City Library $3,980.33 4.70% $670.80 $3,309.53 Garden Home Community Library $1,591.77 1.88% $268.26 $1,323.51 Hillsboro Brookwood Library $19,621.25 23.17% $3,306.73 $16,314.52 Hillsboro Shute Park Library $4,128.97 4.88% $695.85 $3,433.12 North Plains Public Library $1,681.65 1.99% $283.41 $1,398.24 Sherwood Public Library $2,491.80 2.94% $419.94 $2,071.86 Tigard Public Library $8,855.71 10.46% $1,492.44 $7,363.27 Tualatin Public Library $5,137.96 6.07% $865.89 $4,272.07 West Slope Community Library $1,632.05 1.93% $275.05 $1,357.00 $84,690.32 100.00% $14,272.69 $70,417.63

WORK SESSION Item #7 CLEAN WATER SERVICES BOARD OF DIRECTORS

Work Session Date: November 3, 2020 Length of Time Requested: 30 minutes CWS BUDGET-TO-ACTUAL REPORT FOR FISCAL YEAR 2020-21: Title of Topic: Q1 (JULY-SEPT) Department: Business Services Presented by: Kathleen Leader, Chief Financial Officer Mark Jockers, Government & Public Affairs Director

LIST OF ADDITIONAL DOCUMENTS OR PRESENTATIONS • PowerPoint presentation

PURPOSE & DESIRED OUTCOME Update the Board of Directors on Clean Water Services’ current financial performance and financial outlook.

POLICY QUESTIONS FOR THE BOARD TO CONSIDER Background information for future discussions regarding utility rates and charges. No policy requests at this time.

SUMMARY OF TOPIC 1. Current fiscal year financial performance (fiscal year to date as of September 30, 2020). 2. Impact of planned operations and utility rate increases. 3. Next steps.

CWS BUDGET TO ACTUAL REPORT FOR FY21:Q1 (JULY-SEPT)

November 3, 2020

Kathleen Leader Chief Financial Officer FY 2020-21 BEGINNING FUND BALANCE

• Service Fees Collected FY 2020: CWS 4.9% growth compared to historical average of 4.5% - 5.0% Wholesale Cities 4.7% growth compared to historical average of 4.5% - 5.0%

• Budget spend down FY 2020: Operating 84% compared to historical average of 87% Capital 75% compared to historical average of 74%

• Increase in reserves FY 2020: Non-restricted increased by $4.7 million Restricted increased by $7.0 million % OF BUDGETED REVENUE COLLECTED BY QUARTER % OF BUDGET SPENT BY QUARTER QUARTER 1 COMPARISON BY FISCAL YEAR

$50,000,000

$45,000,000

$40,000,000

$35,000,000

$30,000,000

$25,000,000

$20,000,000

$15,000,000

$10,000,000

$5,000,000

$- FY17 FY18 FY19 FY20 FY21

CWS Cities Industrial SDCs - CWS SDCs - Cities Expenditures FISCAL IMPACT OF DEFERRING RATE INCREASES $300 6.00%

$250 5.00%

$200 4.00%

$150 3.00% Millions

$100 2.00%

1.00% $50

0.00% $- FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 Revenue Based on Planned Increases Revenue Based On Planned Increases Planned Rate Increases Revised Rate Increases Average 4.8% Average 5.5% if no increase in FY21 FUND BALANCE FORECAST

$400,000,000

$350,000,000

$300,000,000

$250,000,000

$200,000,000

$150,000,000

$100,000,000

$50,000,000

$- FY 18 FY 19 FY 20 FY 21 FY 22 FY 23 FY 24 FY 25 Actuals Actuals Actuals Budget Forecast Forecast Forecast Forecast

Departmental Expenditures Debt Service Capital Projects Other Fund Outlays Operating & Non-Operating Revenues Ending Fund Balance NEXT STEPS

• November 10 work session: EcoNW update on regional economic impact of COVID-19 • November 17 work session: Rates & Charges Update to discuss proposed rate increases • December 1 regular meeting: Public Hearing on Rates & Charges THANK YOU