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HomeMy WebLinkAboutDocumentation_Workshop_Tab 03_03/04/2019Memorandum To: Honorable Mayor and Village Council Thru: James M. Weinand, Acting Village Manager From: Lori McWilliams, MMC, Village Clerk Keith Davis, Attorney Brad Gomberg, IT Director Date: 3/4/19 Subject: Discussion on ADA Website Compliancy Background Please see the attached ADA Transition Plan, which explains the issues and background. Recommendation This is an item that will require council direction on how to proceed. Three options have been included in the attached Transition Plan. Financial Impacts There are significant financial impacts no matter which route the Village decides upon. All options will require additional staffing to ensure we continue to offer a transparent yet compliant website. On behalf of the Village Manager and staff, this agenda item is submitted for your review and consideration. ADA Transition Action Plan [ c)ckgrowid The Village's website (Village of Tequesta Website) is the primary source of information regarding the Village's departments, services, programs and facilities. This communication tool had close to 111,000 visitors last year an increase of 38% over the prior year. We understand that accessibility is not about technology, but about people. What we are doing Right • The Village of Tequesta Clerk's Office initiated a third -party audit (Attachment A) of the Village's website who identified numerous issues. Civic Plus reviewed the audit and ran four compliancy checks of our site using software such as Audio Eye and WAVE. Each scan provided different ADA error results, however, overall we were advised the Village has a high quality site that was not riddled with errors and that it was easy to navigate. • The Village has an ADA Statement, as required and additional information regarding website accessibility that references accessibility design guidelines, browser accessibility information, additional plug -ins and supported assistive technology. • The Village has provided a way for visitors to request accessible information or services by posting a telephone number or email address on the Village's homepage under "I'd Like To" and selecting ADA Statement. • The Village of Tequesta Clerk's Office has established the following plan to address website compliancy. Current Issues/Problems Accessibility is not about technology, it is about people. 56.7 million Americans have some type of disability, either visual, hearing, motor or cognitive. Federal law under Title II specifically applies to state and local governments and protects qualified individuals with disabilities from discrimination based on disability in services, programs, and activities provided by state, and local entities; and Title III extends protections to public accommodations, including the internet. Per ADA (Section 508) our website is expected to conform to WCAG 2.0 Level AA. In order to conform, our site must POUR — perceivable, operable, understandable and robust. 1. Perceivable a. Provide text alternatives for non -text content b. Provide captions and other alternatives for multi -media c. Create content that can be presented in different ways, including by assistive technologies, without losing meaning d. Make it easier for users to see and hear content 2. Operable a. Make all functionality available from a keyboard b. Give users enough time to read and use content c. Do not use content that causes seizures d. Help users navigate and find content 3. Understandable a. Make text readable and understandable Page 1 of 8 b. Make content appear and operate in predictable ways c. Help users avoid and correct mistakes 4. Robust a. Maximize compatibility with browsers and user tools The Department of Justice has signaled that it favors private settlements rather than judicial rulings, and as such, there have been a large number of activist lawsuits in Florida. The steps to accessibility include: 1. Adopt a visible accessibility policy (completed) 2. Provide an accessibility contact (completed) 3. Establish an Audit Priority Plan (transition plan) 4. Implementation Plan (transition plan) 5. Remediation Plan (transition plan) 6. Engage and enlist our disabled community (transition plan) 7. Provide accessibility support resources for end users (transition plan) The Clerk's Office is working towards compliance to ensure our disabled residents and visitors are able to access our content without issue. Goals and Objectives To increase the extent to which disabled users can participate in the Village's website. Our key objective is to reduce and eliminate barriers to access to the website and ensure full participation for those who have a disability, medical condition or other access needs. The Village goal is the meet the A/AA WCAG compliancy standards. There are accessibility issues on most websites that are out of our control due to the limitations of third -party vendors and our current content management system. Planned Initiatives 1. Continue maintaining the current level of access on the Village's website 2. Set up a procedure to assure a quick response to users with disabilities who try to obtain information or services as per our ADA Statement. 3. Provide training to staff responsible for maintaining the website, ensuring all are aware of Section 508 of the Rehabilitation Act. This requirement would apply to any person in any department with authority to update any Village maintained webpage. 4. Solicit feedback from the disabled community a. Ask our focus group to test the accessibility of our site and report back on ease of use and any errors or warnings they encounter b. Encourage input improvements c. Encourage input on which pages should be given high priority for change d. As issues are discovered, add them to our ADA Transition Plan 5. PDF files a. Review and remove all PDF files that are not ADA A/AA compliant b. Rebuild files to ensure compliancy c. Repost files to website 6. Scan website quarterly using a website scanner (Audioeye or WAVE) to determine errors or warnings a. Remove all files or pages that are not ADA A/AA compliant b. Rebuild files and pages to ensure compliancy c. Repost files and pages 7. Continue to work with third -party vendors encouraging them to offer ADA A/AA compliant sites Page 2 of 8 8. Ensure that all links are kept current and working 9. Make sure alternate tags, long descriptions and captions are used on pictures and videos 10. Make sure all online forms and tables are accessible 11. Communicate to residents about the standards or guidelines that are being used Page 3 of 8 Initiative 1. Set up a procedure to assure a quick response to users with disabilities who try to obtain information or services as per our ADA Statement. Timeline April 2019 All Departments Initiative Notes Extra Staff Hou 2. OPTION 1- Continue maintaining the current level of Until Council takes OPTION 1— Initiative will be access on the Village's website (see Option 1 below) other action Village Clerk brought before Council at the OPTION 2 — Remove portions of the Village's website such OPTION 2 — 3/4/19 Workshop as the Document Center and Agenda Center and only put All for direction on up the Agenda and Minutes. To receive additional Departments moving forward. information (Ordinances, Resolutions, Agreements, Orders, and agenda backup) a public record request will OPTION 3 — need to be made. IMPORTANT NOTE: Option 2 limits our All transparency by removing a majority of our documents Departments from easy viewing and retrieval by a large segment of our community. (see Option 2 below) OPTION 3 — Remove all of the Village's Document Center and Agenda Center prior to 3/4/19 and going forward only put up ADA compliant records. IMPORTANT NOTE: Option 3 limits our transparency by removing all documents prior to 3/4/19 from public viewing and retrieval by a large segment of our community. (see Option 3 below) 3. OPTION 1- Review and tag all images in the Village's Until Council takes OPTION 1— OPTION 1— At least 3.5 years of full Document Center with appropriate descriptions to meet other action Village Clerk time staff (conservative estimate) ADA A/AA compliancy OPTION 2 — OPTION 2 — Not quantifiable, OPTION 2 - Review and tag only the images of those All however will take a great deal of records that have been requested through a Public Departments staff time to ensure every document Records Request with appropriate descriptions to meet adequately meets ADA. ADA A/AA compliancy OPTION 3 — AII OPTION 3 — OPTION 3 — Ensure all records going forward from 3/4/19 Departments Not quantifiable, however will take a on that will be uploaded onto a Village portal (agenda great deal of staff time to ensure Page 4 of 8 Initiative backup, resolutions, agreements, ordinances, etc.) meet Timelline .- every document adequately meets ADA guidelines. ADA. 4. Provide training to staff responsible for maintaining the December 2019 Any person Bring in an ADA website, ensuring all are aware of Section 508 of the in any expert —there will Rehabilitation Act. This requirement would apply to any department be a cost for this person in any department with authority to update any with Village maintained webpage. authority to update any Village maintained webpage and any person who submits documents to the Clerk's Office for inclusion on the website. 5. Solicit feedback from the disabled community July 2019 Village Clerk Send out call for 10 hours to organize focus group disabled focus and analyze feedback group via Smoke Signals, social Time not quantifiable as to fixing media and web errors a. Establish a focus group to test the accessibility of our September 2019 Village Clerk site and report back on ease of use and any errors or warnings they encounter b. Focus group to report back on ease of use, any errors March 2020 Village Clerk they encounter c. Focus group to provide input on which pages should March 2020 Village Clerk be given high priority for change d. As issues are discovered, add them to our ADA Ongoing Village Clerk Transition Plan for action Page 5 of 8 6. PDF files Village Clerk a. Review and remove all PDF files that are not ADA July 2019 until • Boater's • Apply for a 15-30 minutes to review each A/AA compliant complete Guide Job webpage and 1-2 hours each page to • Village Map • Apply for a remove all non -compliant files • Village Clerk • Senior Permit • Building Citizen • Beach The list to the left is only major • Community Services Access pages and does not include the Development • Community • Browse subpages under the major headings. • Parks and Calendar Bids and Recreation • Government RFPS The entire webpage will need to be • Human Links Local / • Council audited and fixed Resources State Contact • Police • Pay Your • Contact • Fire Rescue Water Bill Staff • Finance • Traffic • Emergency • Public Works Information Alerts • Water • Employees • Water Utilities Restrictions Only • Water • Council • Hurricane Distribution Member Bios Informatio • Manager • Council n • Legal Procedures • Pay Water • Residents — • Document Bill Tequesta Center • Reserve a Businesses • Ethics Park/Pavili • Emergency • Mayor on Notifications Communicati • Search • Resident ons Code Services • US 1 • Smoke • Smoke Signals Improvemen Signals is • Submit Fix- * Budget it Form • Tastes of • Submit Tequesta Record Tour Request • ADA • View Statement Budget Page 6 of 8 • Access • View Email Records Disclosure • Apply for • Volunteer Business License b. Rebuild files to ensure compliancy July 2019 until Village Clerk 1-3 hours to rebuild files depending complete on complexity of file c. Repost files to website July 2019 until Village Clerk 1-3 hours to repost files depending complete on number of files to repost 7. Remove and relink all "Click Here" references July 2019 until Village Clerk 10-15 minutes each click here complete reference (not including research time) 8. Scan website quarterly using a website scanner (Audioeye Quarterly — Village Clerk Time not quantifiable as to fixing or WAVE) to determine errors or warnings January, April, July, errors October a. Remove all files or pages that are not ADA A/AA Quarterly — Village Clerk Time not quantifiable as to fixing compliant January, April, July, errors October b. Rebuild files and pages to ensure compliancy Quarterly— Village Clerk Time not quantifiable as to fixing January, April, July, errors October c. Repost files and pages Quarterly— Village Clerk Time not quantifiable as to fixing January, April, July, errors October 9. Continue to work with third -party vendors encouraging Ongoing Village Clerk them to offer ADA A/AA compliant sites 10. Ensure that all links are kept current and working July 2019 until Village Clerk complete 11. Make sure alternate tags, long descriptions and captions July 2019 until Village Clerk are used on pictures and videos complete 12. Make sure all online forms and tables are accessible July 2019 until Village Clerk complete Page 7 of 8 13. Communicate to residents about the standards or May 2019 Village Clerk guidelines that are being used November 2019 May 2020 November 2020 Via Smoke Signals 14. Build out all webpages going forward to ADA A/AA All sites from here Village Clerk compliancy standards on 15. Review website for videos and remove as they are not December 2019 Village Clerk closed captioned 16. Create transcripts for all videos that are to be placed All videos from Village Clerk online here on 17. Amend the Transition Plan to include the "Website Following Village Clerk Accessibility Conformance Evaluation Methodology' as completion of timing and staffing allows. A recommended procedure to Items 1-11 evaluate websites and includes considerations to guide evaluators and to promote good practice. (Website for Accessibility Conformance Evaluation Methodology) Page 8 of 8 Chapter 5 Website Accessibility Under Title II of the ADA In this chapter, you will learn how the nondiscrimination requirements of Title II of the ADA apply to state and local government websites.' Chapter 5 answers the following questions: ■ Which provisions of Title II of the ADA apply to websites? ■ What technologies do people with disabilities use to access the Internet? ■ How do poorly designed websites pose barriers to people with disabilities? ■ What steps can state and local government agencies take to ensure website accessibility for people with disabilities? A. Why Should Websites Be Accessible? The Internet has dramatically changed the way state and local governments do business. Today, government agencies routinely make much more information about their programs, activities, and services available to the public by posting it on their websites. As a result, many people can easily access this information seven days a week, 24 hours a day. Many government services and activities are also provided on websites because the public is able to participate in them at any time of day and without the assistance of government personnel. Many government websites offer a low cost, quick, and convenient way of filing tax returns, paying bills, renewing licenses, signing up for programs, applying for permits or funding, submitting job applications, and performing a wide variety of other activities. The Americans with Disabilities Act (ADA) and, if the government entities receive In 2003, the Department of Justice issued a technical assistance document addressing website accessibility entitled, "Accessibility of State and Local Government Websites to People with Disabilities." This technical assistance document can be accessed on the ADA Home Page at www.ada.gov. Chapter 5: Website Accessibility (May 7, 2007) Page 1 of 10 federal funding, the Rehabilitation Act of 1973 generally require that state and local governments provide qualified individuals with disabilities equal access to their programs, services, or activities unless doing so would fundamentally alter the nature of their programs, services, or activities or would impose an undue burden.2 One way to help meet these requirements is to ensure that government websites have accessible features for people with disabilities, using the simple steps described in this document. An agency with an inaccessible website may also meet its legal obligations by providing an alternative accessible way for citizens to use the programs or services, such as a staffed telephone information line. These alternatives, however, are unlikely to provide an equal degree of access in terms of hours of operation and the range of options and programs available. Example: Accessing Online Tax Forms If posted on an accessible website, tax forms need to be available to people with disabilities in an accessible format on the same terms that they are available to other members of the public — 24 hours a day, seven days a week, without cost, inconvenience, or delay. A staffed telephone line that sent copies of tax forms to callers through the mail would not provide equal access to people with disabilities because of the delay involved in mailing the forms. As you will see, making a website accessible means following a few relatively simple steps. 2 28 C.F.R. §§ 35.149, 35.164. Chapter 5: Website Accessibility (May 7, 2007) Page 2 of 10 A Few Basic Terms To understand the basics of website accessibility, you need to know a few terms: webpage — an Internet -based document, usually in HTML format, that can contain a wide variety of information and multimedia content. website — a collection of webpages that is hierarchically organized around a homepage. web browser — a computer program that downloads webpages. It is the program installed on your computer that you use to access webpages on the Internet. HTML — short for "hypertext mark-up language," a common mark-up language used to present webpages. It tells the web browser how information should be structured and accessed. screen reader — a computer program that speaks written text. It allows a person to listen to the written text on a webpage or in a computer program. Screen readers read only text; they cannot describe pictures or other images, even if the images are pictures of text. HTML tags — specific instructions understood by a web browser or screen reader. One type of HTML tag, called an "alt" tag (short for "alternative text'), is used to provide brief text descriptions of images that screen readers can understand and speak. Another type of HTML tag, called a "longdesc" tag (short for "long description"), is used to provide long text descriptions that can be spoken by screen readers. refreshable Braille display — an electronic device that translates standard text into Braille characters and uses devices such as rounded pins on a refreshable display to create Braille text that can be read by touch. B. Online Barriers Faced by People with Disabilities Many people with disabilities use assistive technology that enables them to use computers. Some assistive technology involves separate computer programs or devices, such as screen readers, text enlargement software, and computer programs that enable people to control the computer with their voice. Other assistive technology is built into computer operating systems. For example, Chapter 5: Website Accessibility (May 7, 2007) Page 3 of 10 basic accessibility features in computer operating systems enable some people with low vision to see computer displays by simply adjusting color schemes, contrast settings, and font sizes. Operating systems enable people with limited manual dexterity to move the mouse pointer using key strokes instead of a standard mouse. Many other types of assistive technology are available, and more are still being developed. Poorly designed websites can create unnecessary barriers for people with disabilities, just as poorly designed buildings prevent some people with disabilities from entering. Access problems often occur because website designers mistakenly assume that everyone sees and accesses a webpage in the same way. This mistaken assumption can frustrate assistive technologies and their users. Accessible website design recognizes these differences and does not require people to see, hear, or use a standard mouse in order to access the information and services provided. 1. Common Problems and Solutions in Website Accessibility Let's look at several common problems and solutions. This is a small sample of relatively basic problems with web design. Resources providing more detailed information on accessible website design are provided at the end of this Chapter. a. Problem: Images Without Text Equivalents Blind people, those with low vision, and people with other disabilities that affect their ability to read a computer display often use different technologies so they can access the information displayed on a webpage. Two commonly used technologies are screen readers and refreshable Braille displays. As discussed above, a screen reader is a computer program that speaks the text that appears on the computer display, beginning in the top -left corner. A refreshable Braille display is an electronic device that translates text into Braille characters that can be read by touch. These assistive technologies read text. They cannot translate images into speech or Braille, even if words appear in the images. For example, these technologies cannot interpret a photograph of a stop sign, even if the word "stop" appears in the image. Because they only read text, screen readers and refreshable Braille displays cannot interpret photographs, charts, color -coded information, or other graphic elements on a webpage. For this reason, a photograph of a mayor on a city's website is inaccessible to people who use these assistive technologies, and a blind person visiting the website would be unable to tell if the image is a photo, a logo, a map, a chart, artwork, a link to another page, or even a blank page. Chapter 5: Website Accessibility (May 7, 2007) Page 4 of 10 Solution: Add a Text Equivalent to Every Image Adding a line of simple HTML code to provide text for each image and graphic will enable a user with a vision disability to understand what it is. Add a type of HTML tag, such as an "alt" tag for brief amounts of text or a "longdesc" tag for large amounts, to each image and graphic on your agency's website. The words in the tag should be more than a description. They should provide a text equivalent of the image. In other words, the tag should include the same meaningful information that other users obtain by looking at the image. In the example of the mayor's picture, adding an "alt" tag with the words "Photograph of Mayor Jane Smith" provides a meaningful description. In some circumstances, longer and more detailed text will be necessary to convey the same meaningful information that other visitors to the website can see. For example, a map showing the locations of neighborhood branches of a city library needs a tag with much more information in text format. In that instance, where the map conveys the locations of several facilities, add a "longdesc" tag that includes a text equivalent description of each location shown on the map — e.g., "City Center Library, 433 N. Main Street, located on North Main Street between 41h Avenue and 5`h Avenue." b. Problem: Documents Are Not Posted In an Accessible Format State and local governments will often post documents on their websites using Portable Document Format (PDF). But PDF documents, or those in other image - based formats, are often not accessible to blind people who use screen readers and people with low vision who use text enlargement programs or different color and font settings to read computer displays. Solution: Post Documents in a Text -Based Format Always provide documents in an alternative text -based format, such as HTML or RTF (Rich Text Format), in addition to PDF. Text -based formats are the most compatible with assistive technologies. Chapter 5: Website Accessibility (May 7, 2007) Page 5 of 10 c. Problem: Specifying Colors and Font Sizes Webpage designers often have aesthetic preferences and may want everyone to see their webpages in exactly the same color, size and layout. But because of their disability, many people with low vision do not see webpages the same as other people. Some see only small portions of a computer display at one time. Others cannot see text or images that are too small. Still others can only see website content if it appears in specific colors. For these reasons, many people with low vision use specific color and font settings when they access the Internet — settings that are often very different from those most people use. For example, many people with low vision need to use high contrast settings, such as bold white or yellow letters on a black background. Others need just the opposite — bold black text on a white or yellow background. And, many must use softer, more subtle color combinations. Users need to be able to manipulate color and font settings in their web browsers and operating systems in order to make pages readable. Some webpages, however, are designed so that changing the color and font settings is impossible. Solution: Avoid Dictating Colors and Font Settings Websites should be designed so they can be viewed with the color and font sizes set in users' web browsers and operating systems. Users with low vision must be able to specify the text and background colors as well as the font sizes needed to see webpage content. d. Problem: Videos and Other Multimedia Lack Accessible Features Due to increasing bandwidth and connection speeds, videos and other multimedia are becoming more common on the websites of state and local governments. Today, some government entities use their websites to post training videos for their employees, feature automated slide shows of recent public events, and offer video tours of local attractions. These and other types of multimedia can present two distinct problems for people with different disabilities. People who are deaf or hard of hearing can generally see the information presented on webpages. But a deaf person or someone who is hard of hearing may not be able to hear the audio track of a video. On the other hand, persons who are blind or have low vision are Chapter 5: Website Accessibility (May 7, 2007) Page 6 of 10 frequently unable to see the video images but can hear the audio track. Solution: Include Audio Descriptions and Captions Videos need to incorporate features that make them accessible to everyone. Provide audio descriptions of images (including changes in setting, gestures, and other details) to make videos accessible to people who are blind or have low vision. Provide text captions synchronized with the video images to make videos and audio tracks accessible to people who are deaf or hard of hearing. 2. Other considerations when developing websites: ■ include a "skip navigation" link at the top of webpages that allows people who use screen readers to ignore navigation links and skip directly to webpage content; ■ minimize blinking, flashing, or other distracting features; ■ if they must be included, ensure that moving, blinking, or auto -updating objects or pages may be paused or stopped; ■ design online forms to include descriptive HTML tags that provide persons with disabilities the information they need to complete and submit the forms; ■ include visual notification and transcripts if sounds automatically play; ■ provide a second, static copy of pages that are auto -refreshing or that require a timed -response; ■ use titles, context, and other heading structures to help users navigate complex pages or elements (such as webpages that use frames). 3. Identifying other barriers to access Technology is changing, and many website designers are using creative and innovative ways to present web -based materials. These changes may involve Chapter 5: Website Accessibility (May 7, 2007) Page 7 of 10 new and different access problems and solutions for people with disabilities. This Chapter discusses just a few of the most common ways in which websites can pose barriers to access for people with disabilities. By using the resources listed at the end of this Chapter, you can learn to identify and address other barriers. C. Developing an Action Plan For Providing Accessible Websites Now you know that some types of content and format on webpages can pose barriers for people with disabilities. The next steps are to develop an action plan to fix web content that is currently inaccessible and implement procedures to ensure that all new and modified web content is accessible. The website accessibility checklist included in this section helps you assess what needs to be done. A well -designed action plan would include the following steps: I. Establish, implement, and post online a policy that your webpages will be accessible and create a process for implementation. II. Ensure that all new and modified webpages and content are accessible. • Check the HTML of all new webpages. Make sure that accessible coding is used. • Make sure that websites are designed so they can be displayed using the color and font settings of each visitor's browser and operating system. • If images are used, including photos, graphics, scanned images, or image maps, make sure to include a text equivalent, by adding "alt" tags or long descriptions, for each. • If you use online forms and tables, make those elements accessible by labeling each control (including buttons, check boxes, drop -down menus, and text fields) with a descriptive HTML tag. • When posting documents on the website, always provide them in HTML or a text -based format (even if you are also providing them in another format, such as PDF). Chapter 5: Website Accessibility (May 7, 2007) Page 8 of 10 III. Develop a plan for making your existing web content accessible. Describe your plan on an accessible webpage, and encourage input on how accessibility can be improved. Let visitors to your website know about the standards or guidelines that you are using to make your website accessible. When setting timeframes for accessibility modifications to your website, make more popular webpages a priority. IV. When updating webpages, remember to ensure that updates are accessible. For example, when images change, the text equivalents in "alt" tags and long descriptions need to be changed so they match the new images. V. Ensure that in-house staff and contractors responsible for webpage and content development are properly trained. Distribute the Department of Justice technical assistance document "Accessibility of State and Local Government Websites to People with Disabilities" to these in-house staff and contractors on an annual basis as a reminder. This technical assistance document is available on the ADA Home Page at www.ada.gov. VI. Provide a way for visitors to request accessible information or services by posting a telephone number or email address on your home page. Establish procedures that ensure a quick response to users with disabilities who are trying to obtain information or services in this way. VII. Periodically enlist disability groups to test your pages for ease of use; use the feedback they provide to increase the accessibility of your website. Vill. Ensure that there are alternative ways for people with disabilities to access the information and services that are provided on your website. Remember, some people may not have, or be able to use, a computer. D. Resources Following are a few of the many resources available to assist state and local governments in making their websites accessible: ■ "Accessibility of State and Local Government Websites to People with Disabilities," a technical assistance document released by the Department of Justice in 2003. Chapter 5: Website Accessibility (May 7, 2007) Page 9 of 10 ■ www.access-board.gov, the website of the Architectural and Transportation Barriers Compliance Board (known as "the Access Board"), which establishes the standards used by the federal government to ensure that its electronic and information technology is accessible to people with disabilities; ■ www.508.gov, the website of the Federal Information Technology Accessibility Initiative; ■ www.ittatc.org, the website of the Information Technology and Technical Assistance Training Center; ■ www.cast.org, the website for the Center for Applied Special Technology, a nonprofit, educational organization working to expand educational opportunities for all, including individuals with disabilities, through technology; ■ 1-800-949-4232 (voice and TTY), the ADA and IT Technical Assistance Centers (www.dbtac.vcu.edu). Chapter 5: Website Accessibility (May 7, 2007) Page 10 of 10