5.1. SR 07-17-1995~~r ~~
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TO:
FROM:
MEMORANDUM
Mayor & City Council
ITEM 5.1
Sandra Thackeray, City Clerk P ,~/
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DATE: July 17,1995
SUBJECT: Update on American With Disabilities Act Study
By Julee Quarve-Peterson
On July 25, 1994 the City Council authorized the City to enter into a contract with Julee
Quarve-Peterson (JQP) to assist the city in complying with the American With Disabilities
Act. (ADA) Julee Quarve-Peterson has completed this study and has provided the city
with a complete self evaluation report which contains an evaluation of the City's
programs, policies, services, benefits and facilities. An executive summary of this report is
included in your packet.
Julee Quarve-Peterson will be present during the July 17, 1995, City Council meeting to
give the council a brief overview of the American With Disabilities Act Study which her
firm completed for the City of Elk River.. Julee Quarve-Peterson will speak to the Council
about the City's role and action needed for the City of Elk River to come into compliance
with the American's With Disabilities Act law. She will also be available to answer any
questions the Council may have about the ADA study.
Prior to the City Council meeting the City will be holding a 5:00 public participation
meeting. This meeting is required by the ADA law to make the findings of the study as
meaningful as possible by requesting the participation of anyone who wishes to contribute
to the study in any way.
ACTION REQUESTED
Motion to accept the American with Disabilities Act Study as presented by Julee Quarve-
Peterson, Inc.
s:~admin~council~azneric. doc
13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • (612) 441-7420 • Fax: (612) 441-7425
Executive Summary City of Elk River
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EXECUTIVE SUMMARY
The City of Elk River in its continuing efforts to provide an appropriate living and work
environment for residents and employees has just completed a thorough evaluation of its
programs, policies, services, facilities and communication plan for compliance with
applicable laws, codes, and design guidelines pertaining to access..
It was the charge of Julee Quarve-Peterson, Inc. (jqp, inc.) to assist in the development of
the self-evaluation process. The Self-Evaluation Report presented by jqp, inc. is divided
into the following categories:
^ Policies, .Procedures, Services Benefits
• Recommendation Report
• ADA Task Force Committee Members and Meeting Information
• Recommendations to Existing Documents
• Contract Recommendations
• Evacuation Procedures and Equipment
• Recommendations regarding Lease Agreements
• Staff Training
•
^ Communication Plan
• Recommendation Report regarding the City of Elk River's Communication
Plan
• Recommendations to Existing Documents
• Assistive Listening Devices
• Closed Captioning
• Sample of Large Print
• Information regarding Auxiliary Aids: sign language interpreters, braille, large
print, etc.
• TDD/TTY Information: suppliers, recommendations on where to advertise
TDD number, etiquette
^ Facility Evaluations
• Facility Evaluations for each Building and Park within the City of Elk River
• Recommended Action Plan
• Product Information
• Grab bar Installation Sheet
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julee quarve-peterson, inc. Page 1
Executive Summary City of Elk River
^ Transition Plan
• • Elements of a Transition Plan
- • Transition Plan for the Buildings
• Transition Plan for Parks
^ Public Forms
• Recommendation Report
• Public Notice and Documentation where Advertised
• Public Participation Notice and Documentation where Advertised
• Grievance Procedure
• Request for Accommodation Form
^ Attachments
• Materials reviewed to produce the Self-Evaluation Report
• Disability related Organizations
The following summaries are the conclusions of jqp, inc. regarding issues which are
• recommended to be addressed by the City of Elk River to assist in moving towards
compliance with applicable accessibility laws:
POLICIES PROCEDURES SERVICES AND BENEFITS
^ Review the Facility Reports presented by jqp, inc. to identify issues for upgrade to
improve structural accessibility at each site.
^ Upon review of the Facility Reports, determine whether program modifications are
necessary or if structural modifications will be necessary.
^ Develop a transition plan which identifies the City's plan of action for improving
structural accessibility at each site.
^ Continue to ensure staff is aware of options in making programs accessible for the
community members with special needs and how to request modifications to
accommodate a particular need.
^ Continue to inform the community regarding the City's efforts to improve
accessibility to facilities and programs.
julee quarve-peterson, inc. Page 2
Executive Summary City of Elk River
^ Review options to enact a procedure for responding to requests for modifications
• such as a "Request for Accommodation" form.
^ Continue to identify if there are individuals who may need special accommodations
to effectively participate in the City of Elk River's programs or activities.
^ Continue to ensure the City does not require individuals to pay a fee different from
other program participants.
^ Continue to ensure the City's programs and policies do not exclude individuals with
disabilities from participation.
^ At such time all contracts are renewed or new contracts are created, ensure that the
City has notified each contractor of its responsibilities for providing contracted serves
in anon-discriminatory manner.
^ As lease agreements are renewed, continue to incorporate language which would
benefit the City of Elk River's. responsibilities regarding accessibility compliance.
COMMUNICATION
^ Continue to develop a process to identify special needs the City of Elk River should
• be aware of to effectively communicate with the community.
^ Reconfirm that all written communication includes the phrase announcing that the
document can be presented in an alternate format upon request, i.e. braille, large
print, tape, etc.
^ Continue to alert appropriate staff on the availability of services to convert written
communication into an alternate formats upon request.
^ Ensure all printed announcements regarding activities, i.e. City Council meetings,
Park and Recreation brochures, City sponsored events, etc. indicate the availability
of auxiliary aids or services upon request. Examples of auxiliary aids or services
include: a sign language interpreter, assistive listening device system, etc.
^ The City of Elk River should purchase an assistive listening device kit to be available
for all City activities and special events including City Council meetings, tours, Park
and Recreation programs, park events, etc.
^ Once an assistive listening device kit is purchased, advertise its availability by placing
the international symbol of accessibility for hearing loss in all. postings,
announcements and brochures as well as within each facility.
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julee quarve-peterson, inc. Page 3
Executive Summary City of Elk River
^ Submit a letter to the cable channel. requesting that all information be communicated
" to both persons with visual impairments (all information to be read) as well as
persons who may be hard of hearing or deaf (closed captioning/sign language
interpreter).
^ Continue to ensure staff is aware of the availability of auxiliary aids and services and
the process to request an auxiliary aid or service.
^ Continue to respond to an individuals request for auxiliary aids or services on a case
by case basis.
^ The TDD telephone number should be advertised wherever the City of Elk River's
regular phone numbers occur.
^ Ensure the TDD number appears in locations where department telephone numbers
are advertised.
^ Identify if additional TDDs are needed for placement in individual departments
which receive high public contact or departments which are not located in City Hall.
Possible locations may include the Police Department, Fire Department and Library.
^ Where appropriate, upgrade building alarm systems to incorporate a visual alarm
system.
• ^ Inform staff as to how they should respond to evacuating persons with disabilities in
the event of an emergency. Identify if equipment is necessary to evacuate persons
with disabilities.
^ Indicate the location of accessible features on maps provided to the public, i.e.
parking, toilet rooms, paths of travel, ramped entrances if different from the main
entrance, etc.
FACILITIES EVALUATION
^ Review the Facility Reports presented by jqp, inc. to identify issues for upgrade to
improve structural accessibility at each site.
^ Proactive recommendations under the RECOMMENDED ACTION PLAN
are accessibility issues which are encouraged to be upgraded within the near
future. These recommendations typically present the greatest impact in
improving accessibility at a site or are considered "inexpensive" or "easy to
implement".
•
julee quarve-peterson, inc. Page 4
Executive Summary City of Elk River
^ Those items listed as short term recommendations in the RECOMMENDED
ACTION PLAN are recommended to be implemented within forthcoming
years. These recommendations are important in providing an accessible
environment but may require a greater level of planning, the potential
involvement of an architect and/or outside contractor and may require
separate budgeting.
^ Long range recommendations are accessibility projects which do not critically
affect the impact on accessibility but are still necessary to provide full
accessibility. Each report should be reviewed at such time the facility
undergoes repair, replacement, or remodeling.
^ A reactive approach should be taken to accommodate a qualified employee's
request for accessibility upgrades to provide an appropriate work
environment. It is encouraged that City of Elk River establish a procedure
to communicate with employees to determine appropriate needs.
^ Ensure all projects which involve new construction, repair, replacement or
remodeling are fully accessible.
TRANSITION PLAN
^ Complete the Transition Plan provided within the report, identifying:
^ probable costs;
^ the time frame for removing the barrier; and
^ and the person responsible for each project.
PUBLIC NOTICES
^ Advertise a Public Notice which informs the public the City of Elk River is currently
undergoing an accessibility evaluation. Ensure the Public Notice is advertised in
alternate media formats in addition to facility postings, i.e. radio, television,
newspaper.
^ Insert documentation. into this binder that the Public Notice has been announced in
alternate formats to maintain a record of the City of Elk River's efforts to
communicate with persons who have different types of disabilities.
J ^ Allow the public the opportunity to provide input regarding the City of Elk River's
efforts to improve accessibility.
julee quarve-peterson, inc. Page 5
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julee quarve-peterson, inc. Page 6
KeY for Facility Accessibility Summary Grid
Key for colors used to describe the Level. of accessibility of each site:
Green = Element is fully accessible. No additional modifications are
necessary.
Yellow - Minimal modifications. are necessary to the element to make
it fully accessible. Modifications can. typically be completed
by staff or at a minimal cost. Most of the issues are
.typically a result of inaccessible hardware.
Examples of typical issues may .include:
^ restrping the accessible parking stalls or installing reserved
signage;
^ .providing accessible hardware;
^ reducing the tension of a door closer,
^ beveling a threshold with a piece of wood, metal or concrete;
^ lowering fixtures within a toilet room such as a towel dispenser
or mirror, installing grab bars, repositioning a toilet paper
dispenser, etc.
Red = Element is significantly inaccessible or requires several
accessibility upgrades. Modifications may require special
buageting or the involvement of an outside professional, i.e.
architect, contractor, etc.
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julee quarve-peterson, inc. Page 1
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