Project Civic Access – Arlington and DOJ ADA Compliance Arlington County Government Presenter: Anna Maynard, M.S. ADA Coordinator Office of the County Manager

Audit for Compliance with Title II (ADA) and Section 504 of Rehab. Act 1973  Accessibility of Programs by Public Entity  Selected at Random October 2004  Welcoming Arlington to Project Civic Access for a Compliance Review  15 Days Later a Questionnaire  Guide for Small Towns

Request for Information  To Narrow the Scope of the Review  To Recognize Efforts to Comply  Identify Additional Steps for Compliance  Information Request Covered 10 Areas

DOJ Request for Information  Copy of Documents Public Notice Self Evaluation Transition Plan Grievance Procedures  Teletypewriters (TTY’s) List with Numbers Indicating location Telephone Relay Service & Policy and Use Procedures  Sidewalks Policies and Procedures

DOJ Request for Information Cont.  Voting Voter Registration Processes & Procedures Polling Places  Domestic Violence Shelters  Security and Emergency Preparedness  Use of Internet  Effective Communication  Employment  ADA Coordinator

Managing the Review  Arlington Established a Compliance Review Team Educate the Team Coordinate Assign Tasks and Accountabilities Your Submission Should Show Accessibility Identify Accessible Locations for the Review Identify locations Being Remodeled Request Contractors to Report on ADA Compliant Modifications

Managing the Review, Cont.  List all Facilities, Parks and Recreation Places Where Programs Operate and Services are Provided.  ID Alternative Locations Where the Program or Service is Provided that are Accessible.  Conduct a Self Assessment ( if time permits )  Locate and Review Your Transition Plan  Conduct Regular Meetings and Update the Team

Compliance Team Resources  Resources allocated to the Review Manager for the Project People Equipment Locations Support & Contract Services DOJ Liaison

Conducting the Review  Agree on a Schedule for the Review  Designate a Representative for the Tour  Designate a Representative for Each Facility with Knowledge of the Location  Ask the DOJ Group for Feedback and Advice at Every Step

Completion of the Review  DOJ will Issue a Full DRAFT Report of Findings and Overview of Actions Taken Review Report Negotiate over Findings and Corrections Develop an Executive Report with Recommendations Cost/Estimate Modifications and Repairs Develop a Budget to Address ADA Compliance Findings

Action Plan  Present Recommendations and the Agreement Negotiated with DOJ to the Manager or Mayor and to the Board or Council Seek Authorization to Sign Agreement and Commitment to Comply Have a Signing Ceremony with DOJ  Budget Three years to Meet Compliance, and Ongoing  Develop an Action Plan Establish your Goal Develop Objectives Identify the Actions to Take

Action Plan, Cont.  Create Subcommittees by Areas of Expertise  “Flesh out” Objectives and Actions  Coordinate Assignments  Set Timetables  Include Disability Advisory Groups  Execute the Action Plan  Self-Audit for Compliance  Your Agreement will be on DOJ Web Page

Documenting the process Develop a tracking system—”The Matrix”  LOCATION  DESCRIPTION  START DATE  FINISH DATE  ESTIMATED COST  ACTUAL COST

Technical difficulty for compliance  EASE 1 - MINOR EFFORT TO COMPLY  EASE 2 - MEDIUM EFFORT TO COMPLY  EASE 3 – SIGNIFICANT EFFORT COMPLY

EASE 1 EXAMPLE Relocate signage

EASE 2 EXAMPLE OLD LOCATION NEW LOCATION

EASE 3 EXAMPLE ACCESSIBLE PARKING SPACES REINSTALL RAMP FOR ACCESS AND VAN ACCESSIBLE SPACE

Documenting the process –The Matrix

Reporting documentation  LOCATION  BEFORE AND AFTER PHOTOS  DOJ REFERENCE NUMBER  DOJ NON-COMPLIANCE DESCRIPTION

Sample Monthly Report ARLINGTON COUNTY AGENCY NAME ADA UPDATE MONTH: XXXXXXX 1) PROJECTS COMPLETED NUMBEREST/COST a) TOTAL AVAILABLE: $XXXXXX b) EXPENDED THROUGH CURRENT MONTH TOTAL $XXXXXX c) ESTIMATED COST TO DATE TOTAL $XXXXXX FUNDS REMAINING $XXXXXXX 2) MATRIX (see attachment) 3) DOCUMENTATION OF COMPLETED ITEMS (see attachments)

Sample Monthly Report ARLINGTON COUNTY FACILITIES MAINTENANCE BUREAU ADA UPDATE MONTH: April ) PROJECTS COMPLETED AGENCY NUMBEREST/COST DES 98 $65,563 PRCR 42 $ 99,516 COMPLETED PROJECTSTOTAL 140 a) TOTAL AVAILABLE: $440,000 b) EXPENDED THROUGH 4/1/06 DES PRCR TOTAL $ 0 $ 0 $0 c) ESTIMATED TO DATE DES PRCR TOTAL $65,563 $99,516 $165,079 FUNDS REMAINING $440,000 - $165,079 (EST) = $274,921 2) MATRIX (see attachment) 3) DOCUMENTATION OF COMPLETED ITEMS (see attachments)

Photo documentation

NON-COMPLIANT COMPLIANT (Fin Date 2/20/06) AttJ P4 #1 hiii and AttJ P4 #1iii (same in both restrooms) -Central Library “The bottom edge of the lavatory apron is mounted in the men’s toilet room at 27 inches and in the women’s toilet room at 26 ½ inches above the finished floor. Provide a lavatory with the top of it’s rim or counter 34 inches or less above the finish floor; and knee and toe clearances to comply with [ADA] fig. 31.”

Photo documentation AttI P11 #6aii Arlington Arts “The van accessible parking reserved for persons with disabilities lacks the appropriate signage. At van accessible spaces, provide a “Van-Accessible” sign located below the International Symbol of Accessibility such that the sign cannot be obstructed by vehicles parked in the space.” NON-COMPLIANT COMPLIANT ( FIN DATE 5/12/06)

Photo documentation AttI P5 # 3c WESTOVER Drinking Fountain. The drinking fountain control requires more than 5 pounds of force to operate. Provide a drinking fountain with controls mounted on or near the front edge that are operable with one hand, that require 5lbf or less to operate and that can be operated without tight grasping, pinching, or twisting of the wrist NON-COMPLIANT COMPLIANT ( FIN DATE 4/14/06)

Annual reports to DOJ  Written narrative of items completed to date  Photo documentation of physical changes  Include website, communication and training compliance  Address pending items and items completed ahead of schedule