Template revised April 12, 2018.
COMMISSION
AGENDA MEMORANDUM
Item No.
11a
BRIEFING ITEM
Date of Meeting
March 12, 2024
DATE: February 28, 2024
TO: Stephen P. Metruck, Executive Director
FROM: Bookda Gheisar, Senior Director, Office of Equity, Diversity, and Inclusion
SUBJECT: Briefing of action items from Language Access Order 2023-05 and request for a
multiphase extension to complete the remaining deliverables, moving the due date
on these deliverables from February 29, 2024 to February 28, 2026
EXECUTIVE SUMMARY
In April 2023, the Port of Seattle Commission adopted Order 2023-05 to advance language access.
The Order directs the Port to develop a language access policy and plan to ensure the inclusion
of non or limited English speakers, including those who are hard of hearing or deaf, in the use of
Port services and facilities; and the Port wide implementation of a plan directing divisions with
public services to offer language assistance including translation and/or
interpretation. The policy makes language access a permanent, ongoing commitment by the
Port of Seattle in every department and every division.
The Order set into motion the design and implementation of a Port-wide assessment of current
practices (including a review of publicly facing documents, resources, signage, websites, social
media sites, and forms); the development of a guidance manual for departments to create
language access plans; and a proposal for budgeting resources necessary to effectively
implement this policy.
The Order identified nine key deliverables noted in the table below. Several of these deliverables
have a completion due date of February 29, 2024. Five of the deliverables have been completed.
One deliverable has been slightly modified but is also complete. Three of the deliverables will
require further research, cohort input and analysis, and time for completion.
Action: OEDI requests an extension of two years to complete the remaining deliverables,
moving the due date on these deliverables from February 29, 2024, to February 28, 2026.
1. Guidance Manual – for department and division use.
2. Compensation Policy – for employees who are tasked with interpretation services outside
of their regular job duties.
3. Department Annual Language Access Plans – focusing on goals, implementation,
reporting, and budget inclusion.
COMMISSION AGENDA – Briefing Item No. 11a Page 2 of 5
Meeting Date: March 12, 2024
Template revised September 22, 2016.
ASSESSMENT CONDUCTED
To understand the current state of the Port’s language access strengthens and weaknesses, a
Port-wide department survey was developed, distributed, and analyzed. Forty-one (41)
departments participated (including External Relations), meaning that one hundred percent of
the Port departments completed the survey. Next, a similar survey was created for local non-
profit and community partners’ input. This helps us understand the current community
landscape. One hundred fifty (150) community partners were sent the survey, and 60
responded, reflecting a 44% participation rate.
To take a deeper dive at the department level, a cohort of representatives from high usage
departments was formed. The cohort consists of the 18 departments noted below. The cohort
meets twice per month and has been instrumental to providing both quantitative and qualitative
data. They have also provided input to both innovative and practical solutions.
High Usage Departments
AV 911 Dispatch
AV Police Department
AV Capital Program Management + FI
AV Public Records Request
AV Commercial Management
AV Security
AV Customer Experience
Boating, Operations + Security
AV Environment & Sustainability
Central Procurement Office
AV Fire Department
Diversity in Contracting
Marine Maintenance
Port Construction Services
Ground Transportation
Cruise Operations
AV Facilities + Infrastructure
External Relations
Key Findings:
Key findings from the department surveys and cohort sessions include the following:
•
Most departments interact or communicate with the public or with Limited English
Proficiency (LEP) individuals.
•
Aviation Customer Service and Accessibility have the most frequent engagements and
variety of interactions.
•
Formal processes surrounding language assistance services are uncommon.
•
Across all departments, trainings about language assistance services are rare.
COMMISSION AGENDA – Briefing Item No. 11a Page 3 of 5
Meeting Date: March 12, 2024
Template revised September 22, 2016.
•
Survey responses suggest a desire for processes, standards, and supports to be
established Port-wide.
Key findings from the community survey include the following:
•
Interpersonal modes of sharing information, such as personal connections
and community meetings, were most preferred.
•
Information about jobs and contracting opportunities are the most important to have
available in other languages.
•
Although computer-generated translation tools are seen as useful by most, few agree
that they are accurate.
•
The need for Language Access Services varies across communities.
•
Many participants were aware of difficulties accessing Port information within their
community, including problems navigating the Port website and accessing job
opportunities.
ADDITIONAL BACKGROUND: LANGUAGE ACCESS DELIVERABLAES & TIMELINE
Green- completed.
Orange- modified but done.
Yellow- need more time, asking for an extension.
#
Deliverable
Timeline
1
Language Access Assessment (Port-wide)
OEDI shall conduct an assessment of
every
department and of the most critical materials
that need translation, the need for interpreters,
and the level of training and implementation
necessary.
2
Language Access Community Survey
External Relations shall conduct a
prioritized
assessment of its most critical internal and
external facing communications and determine
the level of resources needed to implement
language access in the department’s materials
and programming.
3
Assessment of Aviation Division
External Relations shall also collaborate with
OEDI in assessing the Aviation Division.
COMMISSION AGENDA – Briefing Item No. 11a Page 4 of 5
Meeting Date: March 12, 2024
Template revised September 22, 2016.
4
Language Access Guidance Manual
By September 2023, OEDI and ER shall start to
collaborate to develop a Language Access
guidance
manual.
-
January (Q1)
2026
5
Language Access Cohort Formation and on-
going meetings/collaboration/learning
OEDI and External Relations shall begin to
provide departments and divisions technical
assistance for establishing and/or updating
annual language access plans. This technical
support shall include budget planning for
departments to resource language access
strategies and implementation.
Ongoing –
February (Q1)
2026
6
Language Access Department Plans
Departments and divisions shall establish and/or
update their language access plans on an annual
basis starting no later than 2025.
January (Q1)
2025
7
Compensation Policy for Interpretation
Per the 2022 Salary and Benefits Resolution,
Human Resources shall propose a policy and
compensation model for Port employees who
are tasked with interpretation services outside of
their regular job duties prior to the 2025 budget
development.
December (Q4)
2024
8
Technical support and Training
The Office of Equity, Diversity, and Inclusion is
designated co
-lead to provide technical support,
oversight, and program management duties in
fulfillment of this order. External Relations is
designated co
-lead to provide technical support
for departments to execute language access plan
strategies related to the Port's external facing
operations and outreach activities in fulfillment
of this order.
9
Commission Briefing
OEDI and External Relations shall provide a
report to the Executive Director and the
Commission on lessons learned and future
considerations related to this order to establish
language access plans and tools across the Port.
COMMISSION AGENDA – Briefing Item No. 11a Page 5 of 5
Meeting Date: March 12, 2024
Template revised September 22, 2016.
ATTACHMENTS TO THIS BRIEFING
(1) Order No. 2023-5 Language Access Policy and Plan
(2) Presentation slides
(3) Appendices
(4) Samples of work
(5) Language Access Assessment
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS
April 11, 2023 – The Commission authorized ORDER 2023-05 (item number 10b order)