Information Services Advisory Board

MINUTES

December 7, 2006, 5:30 p.m.

Town Hall Campus

Council Large Conference Room #10035

316 N. Academy Street, Cary, North Carolina

www.townofcary.org

Call to Order

The meeting was called to order at 5:37 p.m.

Present

Donna Bravo (5:40 p.m.), Lee Douglas, Mark Evangelista, John Fitzpatrick, Tangie Hofer, Nazi Kite, John Nolander, Staff Liaisons Susan Moran and Teri Peralta

Absent

Terra Brown-Shelton, Dayna Guzik, Frank DeVita, and Council Liaison Julie Robison

Approval of Minutes

Mr. Fitzpatrick moved to approve the minutes from the November 2, 2006 meeting.  Ms. Kite provided the second and the minutes were approved unanimously.

Old/New Business

2006 Annual Report – Review and Vote

Mr. Evangelista thanked Mr. Nolander and Mr. Fitzpatrick for their assistance in coming up with the final report.  After a brief discussion it was agreed that some adjustments would be made to make the document more user friendly.

Ms. Bravo arrived at 5:40 p.m.

Mr. Douglas moved that the Annual Report be submitted to the Clerk’s office with the noted changes.  Ms. Bravo provided the second and the motion carried unanimously.

Old/New Business

Foreign Language

Mr. Evangelista introduced Ms. Moran to speak for the Town’s current use of foreign language.  Ms. Moran stated that the only language that the Town currently translates a limited amount of information into is Spanish, noting that these materials fall into one of two categories – internal or external documents. Internal documents include materials designed for employees and potential employees such as job applications, orientation, benefits and safety information, and internal communication surveys, while external documents consist of materials designed for public use such as the Town’s Citizen’s Guide to Services, health and safety messages, and materials associated with Block Grant or affordable housing information.

Ms. Moran went on to explain that the Town does not currently have a policy statement from Council concerning translation and there has not been direction given to do it or not to do it.  She noted that citizens need basic information to be safe and healthy and the Town uses the resources necessary to have some confidence that this happens.  Ms. Moran noted some disadvantages faced in allocating resources for translation purposes.  For example, some Spanish-speaking citizens are illiterate in both English and Spanish.  She also discussed the question of equity, noting that are more Asian citizens than Hispanic in Cary, which is different than other places in the region.  She also acknowledged the feeling by some that no tax dollars be spent on translation and that English be the only language that Town information appeared in.

Ms. Moran continued by explaining that several ideas have been considered, including putting a translation service on the Town’s Web site. However, at the time it was decided that it was better to let people use the free services available to them which could then be applied to our Web site along with the rest of the Internet.  On the other hand, when translated materials are printed, they are also made available on the Town’s Web site.

Ms. Bravo noted that since Cary has become so international, she would like to find a way to make translation services for Chinese and Japanese made available.  Ms. Kite noted that she serves as president of a Persian association and on the board of directors of the recent international festival.  She stated that she has never run into a problem with illiteracy in this language.  She then explained that the city of Raleigh has book of translation services available in the area, and it was noted that hospitals and police often use these services.  Ms. Kite agreed to bring the book for further evaluation by the Board, and Mr. Evangelista asked her to make a presentation to the Board at a future meeting.

Mr. Evangelista then invited comments on services available to English-speaking citizens looking to learn other languages.  Mr. Fitzpatrick noted that while translation services may be needed to care for the health and safety of citizens, especially in an emergency situation, learning a foreign language might be more realistically achieved through cultural avenues, such as through a community center.  These are things that might be promoted on the Town’s Web site rather than beginning from scratch.  He noted that while the listing of translation services would be a good tool for those in emergency services, it would likely be far too costly to provide materials in the many languages used throughout the Town.

Ms. Hofer indicated that there are many resources available, and Ms. Kite added that most cultural organizations offer language classes.  There was mention of putting links to these various organizations on the Town’s Web site, but Ms. Moran explained that it was too early in the process to make that decision and that policy and other considerations would have to be reviewed. She agreed that it was appropriate for the board to express a position on the relative appropriateness of the Town’s evaluation of its foreign language communications.

The Board agreed that there is some value to the Town working with foreign languages.  Mr. Nolander commented on the cultural diversity of the Town, noting that further discussion might provide a touchstone for policymakers on the subject.  Ms. Bravo added that when a font is embedded, the online reader can see the information in their language but explained that with some languages, such as Chinese, each character takes up two bytes rather than one.  She also cautioned that getting any kind of translation service on the Web would still require a great deal of human involvement because technology is just not capable of accurately translating the nuances of languages.

Mr. Fitzpatrick suggested looking at other municipalities that may have been through this process on a larger scale, such as Washington D.C., to see what they have done.  Ms. Moran reminded the Board to focus on what they would like to accomplish and why, and then begin to consider solutions.  Dialogue continued about possible obstacles such as policy and funding which led to the conclusion that the board should do more research and then bring the information to Council, thus paving the way for future possible progress.

Ms. Moran reminded the board that part of their commission is to come up with new ideas, findings, and recommendations and then Council will determine if those recommendations will be pursued.  Mr. Evangelista added that topics discussed at ISAB meetings become public record to which citizens can refer at any time.

Old/New Business

Dynamic Message Sign Input

Mr. Evangelista asked if anyone had found any further documentation to add to this topic.  No one did, and it was agreed that the topic need not be addressed at future meetings.

Comments

a. Statement of Findings

The Board approved the Annual Report for submission to the Clerk’s office.  They also agreed that there is significant value in continuing their discussion of foreign language communication and would like to bring more substantive findings to the next meeting. 

b. Citizen Comments

Mr. Nolander stated that his neighbors were happy with the leaf pick-up this year.

c. Member Comments

Mr. Evangelista reminded members that some terms would be ending with the next meeting and encouraged as many as possible to be in attendance.

Administrative

The next meeting will be held on Thursday, January 4, 2007 at 5:30 p.m. in the Council Large Conference Room #10035, 316 North Academy Street, Cary, N.C.

Adjournment

The meeting adjourned at 6:45 p.m.