REPORT TO COUNCIL
SUBJECT
Title
Update on the Human Relations Commission First Year of Work and Use of Interpretation Software (Wordly)
Report
BACKGROUND
On January 12, 2021, Councilmember Alysa Cisneros sponsored a study issue on creating a Human Relations Commission (HRC) focused on addressing unfair treatment in the community based on race, gender, sexual orientation, citizenship, or other protected characteristics (Study Issue OCM 21-02). Co-sponsored by Councilmembers Fong, Din, and Melton, Council ranked the study issue as part of the 2021 Study/Budget Issues Workshop. Staff presented findings during a Council study session in March 2022. With majority support from the Council, the FY 2022/23 Budget included ongoing funding to support the establishment of the Commission.
As part of a successful recruitment process, the City Council appointed a Spanish-speaking English language learner (ELL). Given the high cost of translation services needed to support the newly established HRC, staff researched and found a lower-cost alternative option. The City contracted with Wordly, a company providing real-time artificial intelligence (AI) translation services in over 50 languages.
The Commission began meeting in July 2023. In September 2023, the City Council requested a Council report on the HRC’s first year of work and the effectiveness of AI software usage for translation services in City programs and services. This memo summarizes the work and accomplishments of the HRC and evaluates the efficacy of the City’s Wordly pilot.
EXISTING POLICY
Council Policy 7.2.19 on Boards and Commissions
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” with the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is an organization or administrative activity that will not result in a direct or physical change in the environment.
DISCUSSION
Setting the Human Relations Commission Work Plan
Staff developed Human Relations Commission work plans for 2023 and 2024, emphasizing foundational knowledge, social identities, and community engagement. The goal was to empower Commissioners with training in belonging, allyship, and intergroup dialogue, encouraging them to explore and understand how their identities influence their perceptions of the community.
2023 Work Plan: Comprehensive Training in Belonging, Allyship, Inclusion, and Social Justice
The first six months of HRC commissioners' work plan was dedicated to training (Attachment 1). This allowed them to understand their roles within the community and responsibilities. They began with training on Intergroup Dialogue (IGD), which brings together individuals from diverse backgrounds to engage in open and constructive conversations about social identities, privilege, oppression, and power dynamics. Commissioners received 12 hours of training that covered the essential elements of the four distinct stages of IGD:
1. Group Beginnings
a. Commissioners focused on establishing trust and setting group norms.
b. They shared personal experiences to build a foundation of active listening and mutual respect.
2. Exploring Differences and Commonalities:
a. Commissioners explored their social identities and discussed the impact of privilege, oppression, and power dynamics.
b. Emphasis was placed on recognizing both differences and commonalities within the community.
3. Dialogue on Hot Topics:
a. Commissioners practiced conflict resolution and empathy to handle sensitive topics effectively.
4. Action Planning and Alliance Building:
a. Commission developed preliminary action plans to address identified issues.
b. They focused on building alliances and working collaboratively to achieve community goals.
This introduction to Intergroup Dialogue enabled Commissioners to engage constructively with controversial issues and take proactive steps towards meaningful community changes. It fostered understanding, empathy, and inspired collaborative action. It also highlighted the power of dialogue and action in driving positive transformation.
Empowered with these new skills, the HRC invited several community organizations like Sunnyvale Community Services, Sunnyvale for Equity in Education, and Sunnyvale Neighborhood Association Leaders. They also sponsored three community presentations during United Against Hate Week in November. Staff facilitated two in-person events, titled Six Steps for Responding to Everyday Bigotry with one session offered in English and another in Spanish. Staff also offered a Zoom webinar titled Antisemitism and Islamophobia at Home in the Shadow of a Foreign Crisis in partnership with the Islamic Networks Group. The first two events had a combined attendance of 24 people, while the webinar attracted 81 participants.
2024 Work Plan: Defining and Refining the HRC Focus
The work plan for 2024 was designed as a flexible guideline, encouraging commissioners to leverage their skills and insights in shaping community initiatives organically (Attachment 2).
The Commissioners first focused on identifying their interests and areas to explore with the community. They invited various community organizations to present to the commissioners, including the Sunnyvale Neighborhood Association Leaders, the Advisory Committee on Accessibility (ACA), Sunnyvale for Equity in Education, the Bay Area Jewish Coalition, the Asian American Parents Association, AAPI Silicon Valley, Lideres de la Comunidad (Community Leaders), and others. Subsequent meetings were dedicated to determining their focus, leading to the identification of three key areas: the immigrant experience, the multi-heritage experience, and addressing othering and bullying.
For 2024, the HRC is sponsoring several events, which are coordinated by City staff. Council approved $15,000 per year for HRC community events:
The HRC will host an LGBTQ+ Listening Forum in collaboration with the Santa Clara County Office of LGBTQ Affairs and the Sunnyvale Library (Attachment 3). Community members are invited to share their views and ideas on how best to support the LGBTQ+ community. This event is scheduled for Wednesday, September 4, from 6 to 8 p.m., in the Library’s Program Room.
The HRC’s Immigrant Experience through Storytelling Circles is scheduled for Saturday, September 29, from 2 to 4 p.m. (Attachment 4). This event will spotlight the stories of Sunnyvale immigrants, who constitute 50% of the community. It will highlight their successes, resilience, challenges, and new beginnings. Commissioners will facilitate these conversations, sharing their stories to encourage others to share their own. The goal is to foster unity and build allyship. Participants will be able to communicate in their preferred languages, creating a more authentic and inclusive experience. Participating organizations include the County of Santa Clara Division of Equity and Social Justice, AACI, Welcoming America, and I Am An Immigrant.
For United Against Hate Week, the HRC will offer a free two-day training on Allyship Building on September 25 and 26 from 1 to 4:30 p.m. via Zoom. This training focuses on bridge-building to pursue social justice for everyone. It centers Black, Indigenous and People of Color (BIPOC) and other marginalized people, working on oneself, and influencing others. It will be facilitated by nationally recognized leader Whitney Parnell from Service Never Sleeps.
The HRC is also overseeing a Sunnyvale Community Needs Assessment, providing input on the draft scope of work. Staff released the request for proposals on June 21, 2023. The HRC will be involved in the assessment and review the findings and forward recommendations the City Council.
Translation Software Pilot Evaluation
The use of Wordly, a translation software based on artificial intelligence, has facilitated communication between commissioners and the public. Its benefits include providing real-time closed captioning on screen in multiple languages. It allows the ELL Commissioner to read a Spanish translation in real time. While she speaks in Spanish, others read an English translation in real time.
The City purchased 100 hours of automated translation services from Wordly in August after testing the service. The City pays $150/hour using Wordly compared to live interpretation, which would cost $300-400/hour.
Below is a summary of Wordly usage:
|
Total City Usage (as of 6/28/24) |
67.85 hours |
|
HRC Usage (as of 6/28/24) |
28.33 hours |
|
Total Presenters |
178* |
|
Total Attendees |
357* |
|
Users English |
222* |
|
Users Spanish (Mexico and Spain) |
132* |
|
Users Bengali |
1 |
|
Users Finnish |
1 |
|
Users Serbian |
1 |
*Total counts (not unduplicated)
Survey Summary
Feedback was collected using an anonymous ten-question survey (Attachment 5). Commissioners also discussed Wordly during their July 11 meeting. Respondents included both commissioners and individuals who had presented or attended a meeting using Wordly. Two surveys were distributed, one in English and one in Spanish, with identical questions. In total, there were 10 responses in English and two in Spanish, yielding a combined total of 12 responses.
Feedback on Wordly highlights its effectiveness in providing real-time translation and improving meeting flow. Users appreciated the immediate access to translations that enhance understanding, especially for those who are hard of hearing or need to revisit information. The absence of delays for translation and the seamless side-by-side display of languages were noted as significant advantages, making meetings more accessible and efficient. However, there are some challenges, including occasional glitches and technical issues, particularly with multiple microphones. Respondents also reported some translation inaccuracies. Despite these issues, users recognize that the technology is improving over time and value its potential for enhancing communication. Suggestions include continuing to address technical problems and refining translation accuracy to better capture the speaker’s intended message.
Staff Plan to Improve Efficacy of Translation Software Use
Based on user feedback, staff prepared a plan to address user feedback and concerns. This work will be completed using existing staffing levels as capacity permits, eventually training additional City staff on the use of Wordly and facilitating the gradual expansion of the software’s use to other public meetings.
1. Address Technical Issues: Staff will continue to address technical issues by working closely with Wordly to troubleshoot and resolve recurring problems. Improving the overall reliability of the translation service may involve having a Wordly representative on hand during HRC meetings to address specific issues related to microphone interference.
2. Enhance Translation Accuracy: Staff will work to enhance the accuracy of translations, especially for complex or nuanced content. Staff will encourage users to submit problematic words and phrases. Staff can help train the AI system to better recognize and translate frequently used terms, ensuring more accurate and contextually appropriate translations.
3. Create a Feedback Loop: Staff will establish a feedback loop to monitor performance and gather insights on translation quality. The collected feedback will be used to make iterative improvements and adapt the system to better meet user needs.
4. Explore Supplementary Tools: For two or three meetings, a human translator will be contracted to provide a comparison with the automated translation. This will help assess the effectiveness of the automated system and determine if having both human and/or automated translation is beneficial for crucial meetings.
Despite the challenges, users recognized Wordly’s potential to enhance communication. Therefore, staff recommends continuing the Wordly pilot program and expanding its use to other commissions and public meetings. This expansion will enhance communication and accessibility in public meetings, benefiting a broader audience.
FISCAL IMPACT
There is no fiscal impact to receiving this update. In addition, Wordly was included in the FY 2024/25 Budget and no budget amendments are needed to continue its use.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the NOVA Workforce Services reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
ALTERNATIVES
1. Receive update on the Human Relations Commission and use of Wordly.
2. Provide alternative direction to staff.
STAFF RECOMMENDATION
Recommendation
Alternative 1: Receive update on the Human Relations Commission and use of Wordly.
Levine Act
LEVINE ACT
The Levine Act (Gov. Code Section 84308) prohibits city officials from participating in certain decisions regarding licenses, permits, and other entitlements for use if the official has received a campaign contribution of more than $250 from a party, participant, or agent of a party or participant in the previous 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
A check or “Y” in the checklist below indicates that the action being considered falls under a Levine Act category or exemption:
SUBJECT TO THE LEVINE ACT
___ Land development entitlements
___ Other permit, license, or entitlement for use
___ Contract or franchise
EXEMPT FROM THE LEVINE ACT
___ Competitively bid contract
___ Labor or personal employment contract
_x_ General policy and legislative actions
Staff
Prepared by: Fernanda Perdomo-Arciniegas, Equity, Access and Inclusion Manager
Reviewed by: Jaqui Guzmán, Deputy City Manager
Reviewed by: Sarah Johnson-Rios, Assistant City Manager
Approved by: Tim Kirby, Interim City Manager
ATTACHMENTS
1. Human Relations Commission Work Plan 2023
2. Human Relations Commission Work Plan 2024
3. LGBTQ+ Listening Forum Flyer
4. The Immigrant Experience through Storytelling Circles Flyer
5. Wordly Survey English & Spanish Results