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CCRPC updates Language Access Plan to emphasize interpretation, add procedures for vital documents
Summary
The Executive Committee reviewed revisions to the commission’s Language Access Plan, including updates to Title VI language, an added endnote on an Executive Order about English, a new procedures section on vital documents developed with legal counsel, emphasis on interpretive services over mass translation, and a pledge to set a five-business-day response window for requests.
Anne Nelson Stoner, outreach and engagement manager for the Chittenden County Regional Planning Commission, presented an updated Language Access Plan to the Executive Committee on April 7 that adds procedural guidance and clarifies how the commission will handle requests for interpretation and translation.
Stoner said changes include updates to the Title VI and Civil Rights Act section, and a new endnote addressing a recent Executive Order about English that does not alter federal obligations to provide language access. She described new guidance developed with legal counsel on identifying and processing "vital documents," added a Procedures for Vital Documents section and expanded Appendix A to list vendors and services that CCRPC can use for interpretation and translation support.
The revised plan emphasizes using CCRPC resources to provide interpretation services for meetings rather than attempting comprehensive document translation in every case, reflecting feedback from the CEAC. Stoner said the federal standard for translation may not meet the needs of the region and staff want to prioritize interpretive services and targeted translations where most needed. Jacki Murphy asked whether the plan should set a five "business" day window to respond to requests; Stoner agreed to add that timeframe.
Staff recommended the Board review the updated plan at its April meeting as an information item before a planned Board vote in May. Committee members supported additional drafting and review; no formal action was taken at the Executive Committee meeting.
The action items going forward are that staff will make the five-business-day clarification and bring the updated LAP to the Board in April for review and to the May meeting for a possible vote.
