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Home My WebLink AboutDocumentation_Workshop_Tab 05_06/03/2019Agenda Item #5. ar r� Ja" �G�ia Workshop STAFF • R� S9tl� Meeting: Workshop - Jun 03 2019 Staff Contact: Keith Davis Department: Legal Discuss Request for Accommodation (ADA) Letter by Juan Carlos Gill See attached Memo POTENTIAL MOTION / DIRECTION REQUESTED: attachedSee Memo ADA Compliancy Memo 6-3-19 Juan Carlos Gill Letter Gill RAcc Response 2019 Page 68 of 77 Agenda Item #5. Memorandum To: Honorable Mayor and Village Council Thru: James M. Weinand, Acting Village Manager From: Lori McWilliams, MMC, Village Clerk Date: 5/20/19 Subject: Request for Accommodation — Juan Carlos Gill On May 2, 2019, the Village Clerk's Office received the attached "Request for Accommodation" letter from Mr. Gill. Prior to receiving this letter, the manager asked me to look into companies that could remediate our website files to make them ADA compliant. The lowest cost remediation I could locate is $3.95 hour through ADA Site Compliance. Mr. LaBadie (their representative and a Tequesta resident) ran a crawler on our page and found 2,252 files and documents that require remediation: Website documents & files 2,252 X $3.95 = $8,895.40 If we were to do the ADA remediation in-house of our website files/documents, the cost would run approximately $81,072 to hire a part-time staffer to remediate the files (2 hours per page X $18/hour = $81,072). Recommendation: Hire ADA Site Compliance to remediate all website files/documents. This will save staff time and ensure all current website files are compliant. Going forward, staff would be responsible for ensuring their webpage files were compliant. After receiving Mr. Gill's letter, legal asked Mr. Gill requested from the Village's Doc crawler on our Document Center for the d remediate: me what it would cost to remediate the files iment Center. Mr. LaBadie again ran his ites requested and found 17,392 records to Agenda & Documentation 2016-2018 17,392 pages X $3.95 per page = $68,698 Page 69 of 77 Agenda Item #5. Mr. LaBadie recommended the Village remove any files from our document center that are not required in order to lower future costs of remediation. However, as Council has discussed, that would remove transparency. Going forward, as we need to remediate or create ADA documents, it would be a flat rate of $3.95 per page. He advised it takes approximately 2 weeks to remediate 1,000 pages. Recommendation: No recommendation by the Clerk. Page 70 of 77 r, JUAN CARLOS GIL 2656 SW 28a' Avenue Miami, FL 33133 3/26/19 Via US Mail Village of Tequesta, Florida 345 Tequesta Drive Tequesta, FL 33469 Attn: Lori McWilliams, Village Clerk/Admin PIO REQUEST FOR ACCOMMODATION Dear Lori McWilliams; RECEIVED tAlAY - 2 IM VILLAGE CLERKS OFFICE On 3/25/19 I went to your information site (the website www.teauesta.orel trying to learn about the governmental functioning of the Village of Tequesta, Florida through the documents you provide within your site. I am legally blind, so I depend on a screen reader to help me understand electronic documents. My screen reader would not work with your electronic documents. I was specifically interested in documents related to the budget of the Village of Tequesta, Florida (electronic documents) for 2018, 2017, 2016 and 2015 and all Village Commission agendas and back up material for year 2018, 2017 and 2016. Would you please make these documents accessible in your site so that they will work with screen readers? 1 have visited www.tequesta.org in the past and I continue to desire to visit www.tequesta.org in order to become an active participant in the Village of Tequesta, Florida governmental process and to become informed about the programs, services and activities offered by the Village of Tequesta, Florida as related to my intended future visits to the Village ofTequesta, Florida. Your site has many other electronic documents other than the specific ones which I have asked for above. In addition to the specific documents listed here, can you also make the other electronic documents within your site accessible so that they will work with screen readers so I don't have to take the steps to ask for each document in a mail request? I appreciate your reply as soon as possible. Thank you, -p X m uan o 1 m V_ O r Agenda Item #5. �I■ DAVIS ASHTON, P.A. May 7, 2019 Juan Carlos Gil 2656 SW 28th Avenue Miami, Florida 33133 Keith W. Davis, Esq. Florida Bar Board Certified Attorney City, County and Local Government Law Email: keith@davisashtonlaw.com Re: Request for Accommodation, Village of Tequesta, Florida, Website Documents. Dear Mr. Gil: I have been provided with your correspondence dated March 26, 2019 originally received by Tequesta Village Clerk McWilliams on May 2, 2019, regarding the above referenced matter. The Village appreciates (as have many other municipalities to whom you have sent the identical letter you sent to Tequesta) your appetite for learning about its governmental functions, and we welcome you to personally attend any public Village functions as you promise you intend to do. Our Village Council meets regularly on the second Thursday of each month at 6:00 pm in the Tequesta Village Council Chambers. Be advised that the Village has already implemented a comprehensive Website Transition Action Plan. In 2018, the Village initiated a third -party website audit for ADA compliance. Said audit identified compliance issues which the Village has since been diligently working on resolving. However, this is a work in progress and it is both laborious and time consuming. This is not a process that can be completed "over -night" but it is a process that is well underway. For your convenience, I have attached a copy of the Village's Website Transition Action Plan to this letter. In terms of the specific documents that you have requested to review (the 2015-2018 Village budgets and 2016-2018 Village Council meeting agendas and back up materials), we have prioritized the effort to ensure the readability of these documents via screen reader. Village staff is working with multiple service providers to obtain the most efficient conversion available. Nevertheless, your request captures voluminous documents which will take time to fully convert. It is our hope that this process Oust for the records you have requested) can be completed in the next 120 days; however, this timeframe cannot be guaranteed. We will advise you periodically as the documents you have requested have been uploaded in a readable format. In the meantime, should you 701 Northpoint Parkway, Suite 205, West Palm Beach, FL 33407 1 p 561-586-7116 1 f 561-586-9611 www.davisashtonlaw.com ♦ LEADING EXPERTS IN LOCAL GOVERNMENT LAW AND ETHICS Page 72 of 77 Agenda Item #5. May 7, 2019 Response to Request for Accommodation require any further assistance, please contact the Village Clerk by calling (561) 768- 0443 or by e-mailing the Village Clerk at Imcwilliams@tequesta.org. Once again, on behalf of the Village, its officials and staff, we are excited that you (a resident of Miami) are interested to learn more about Tequesta. We look forward to meeting you in person during your upcoming promised visit. Enclosure cc: J. Weinand, Acting Village Manager L. McWilliams, Village Clerk Sincerely, Keith W. Davis, Esq. Village Attorney 2 Page 73 of 77