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Home My WebLink AboutICDBG-04-III-1-SR CloseoutCOMMERCE i~ LABOR Date: May 12, 2006 To: The Honorable Tammy DeWeerd Mayor, City of Meridian 33 E. Idaho Avenue Meridian, ID 83641 From: Andrea Lindberg Regarding: ICDBG-04-III-1-SR I'3ERK KEMPTHORNE, GOVERNOR ROGER ~. MAOSEN, DIRECTOR ~~~~ I ., MaY z 2 zoos ~:ity ai R~teridian "itv Cterk t}ffi~~- THE FOLLOWING DOCUMENTS HAVE BEEN PROVIDED TO YOU FOR YOUR: Review: ^ Action: ^ Signature: ^ ^ CONTRACT (Sign both copies and return to our office.) ^ EXECUTED CONTRACT (Retain document in your project file.) ^ CONTRACT AMENDMENT (Sign both copies and return to our office.) ^ EXECUTED AMENDMENT (Retain document in your project file.) ^ ENVIRONMENTAL RELEASE (Retain document in your project file.) ^ FINDING OF EXEMPTION (Retain document in your project file.) ^ SUBCONTRACT APPROVALS (Retain document in your project file.) ^ ADDITIONAL CLASSIFICATION ^ CONTRACT AWARD APPROVAL ^ BID DOCUMENT APPROVAL ^ PHONE CONVERSATION FOLLOW UP ^ OTHER C:(~MMFNTS- Enclosed: Closeout document. Please retain a copy in your files. cc: Jennifer Tomlinson STATE STREET OFFICE ~ 700 West State Street ~ P.O. Box 83720 ~ Boise, Idaho 83720-0093 ~ Tel: 208-334-2470 • Fax: 208-334-2631 • Web: cl.idaho.gov Equa( Opportunity Employer COMMERCE & LABOR DIRK KEMPTHORNE, GOVERNOR ROGER B. MADSEN, DIRECTOR May 12, 2006 The Honorable Tammy DeWeerd Mayor, City of Meridian 33 E Idaho Avenue Meridian, ID 83641 RE: Closeout -City of Meridian ICDBG-04-III-1-SR Dear Mayor DeWeerd: Congratulations on the successful completion of your city's 200r Idaho Community Block Grant Senior Center project. The city has met all the grant requirements concerning accountability and financial management, procurement, citizen participation, job creation and project completion. Please retain the attached closeout document in your project file for a period of three years commencing from the date the closeout documents were executed by the department. The city will still be required to submit a final audit to the Legislative Auditor according to your closeout agreement. Upon approval of this audit, the grant will be officially closed out. If you have any questions please contact Andrea Lindberg, Community Development Specialist at (208) 334-2650 Ext. 2173. Sincere ,.~ _.- ~` Roger B. Madsen Director RM:sd cc: Jennifer Tomlinson --_ _ - - - STATE STREET OFFICE • 700 West State Street • P.O. Box 83720 • Boise, Idaho 83720-0093 • Tel: 208-334-2470 • Fax: 208-334-2631 • Web: cl.idaho.gov Equal Opportunity Employer Closeout Agreement This Agreement is made by and between the Idaho Department of Commerce (IDC) and the City of Meridian. In reliance upon, and in consideration of mutual representations, IDC and the Grantee agree to close Project No. ICDBG 04-III-1-SR without a final grant audit. Since costs have been incurred subsequent to the audit report performed by Eide Bailey for the period of FY 05, the Grantee agrees to remit to final audit for Fiscal Year ending 05. Further it is agreed the amount of any costs that are disallowed by the final audit will be remitted to Idaho Commerce and Labor. The final audit has been reviewed and accepted. Idaho Department of Commerce ig ature Pi anna C1 nii~ Typed Name ('nroro„n; t37 Development Managgi Title .~~'~ ~ D Date Mayor Title Date Tammy DeWeerd Typed Name Final Performance Report Grantee City of Meridian Contract Number ICDBG-04-III-I-SR Project Type: PF Housing _ ED SC/CC X Other National Objective: LMI X Slum & Blight IM Threat Prepared By: Jennifer Tomlinson Telephone 322-7033 ext. 227 Date 11/4/05 Project Activities Provide a detailed narrative of completed activities. The discussion should include specific activities accomplished, how they were accomplished, who was involved, and how the activity relates to the overall project. At the very least, provide a paragraph describing the grantee's activities for each of the applicable project areas: Professional Services (Grant Administration, Engineering, Legal, etc.) The City of Meridian sent out a Request for Proposals for Grant Administration to six Certified Grant Administrator on January 20, 2004. The proposal due date was February 2, 2004 and two proposals were received one from Sage and one from Doherty and Associates. Based on completeness and other criteria, Sage was selected as the Certified Grant Administrator and entered into a Professional Services Contract with the City of Meridian on February 17, 2004. The City published a request for proposals for architectural and construction management services twice in the Valley Times on June 7 and 14, 2004. The City received four proposals for architectural services and determined Johnson Architects ranked highest among those received. On November 19, 2004 the City entered into an Architectural Services Contract with Johnson Architects. The City utilized local fund to pay for Architectural Services. Construction: The City used the competitive sealed bid method of procurement for selecting the construction contractor for the project. Construction bids were advertised on March 7 and 14, 2005and the bid opening was March 22, 2005. A debarred check was completed on March 23, 2005 and the construction contract was awarded to KMO Inc. A preconstruction conference was held on April 14, 2005 and construction began on April 18, 2005. A notice of substantial completion was issued on July 27, 2005. Environmental Review: The project consisted of structural improvements to the Meridian Senior Center and included brining the men's and women's restrooms up to modern code with handicap accessible stalls in both restrooms as well as new interiors for each of the facilities. Upgrades to the kitchen as well as external access were also accomplished. A finding of exemption was made on June 18, 2004 and the Department of Commerce concurred on January 5, 2005. Citizen Participation: The Citizen Participation Plan was approved and signed by the City on February 17, 2004.. A Notice of Public Hearing was published in the Valley Times on February 13, 2004 for the initial public hearing which was held on February 24, 2004. A Notice of Public Hearing was published in the Valley Times and the 50% complete public hearing was held on June 21, 2005. • Section 3: KMO Inc. hired no section 3 employees for this project. • Acquisition: None • Civil Rights: The residential Anti-Displacement and Relocation Assistance Plan were adopted by the City of Meridian on February 17, 2004. • Fair Housing: Fair Housing will be monitored as part of the LP Business Expansion Project, ICDBG-04-III-26-ED. • ADA/504: ADA/504 will be monitored as part of the LP Business Expansion Project, ICDBG-04-III-26-ED. Project Benefits A. Project Accomplishments Proposed Benefits: The restrooms are small, antiquated, and do not accommodate wheelchair patrons. Improvements will create fully accessible restrooms for both men and women by extending current restroom area into an existing storage area used by Central District Health. Food storage needs will be moved to storage at the opposite end of the dining area. The ceiling insulation and fluorescent lighting is open to the food preparation area through plastic grid ceiling panels in the kitchen. Besides the "open" grids between glass fixtures, and food, there are also health-related issues concerning the ability to clean ceiling and wall surfaces in the kitchen. Staff using this kitchen prepared 400 meals every weekday. Temperatures in the kitchen often exceed 107 degrees given inadequate ventilation in this area. Improvements will install drywall on the ceiling, recessed and enclosed lighting, cleanable surface panels, and install exhaust unit(s) to address the temperature issues without the expense of a special HVAC system. The dining area has two exits now -the west entrance (discussed below) and adouble-door exit on the north side that exits into a narrow, graveled area between two parts of the facility. This east exit does not meet IBC Requirements for emergency access and must be moved to the other side of the facility. Improvements will create a new; single-door exit with ADA ramp and new sidewalk between this exit and the west exit below. This west side entrance is used to access the dining room and gift shop. It currently has steep stairs and does not meet UBC/ADA Requirements. Improvements will create a fully accessible entrance with ADA ramp. B. Accomplished Benefits: All of the proposed actions were accomplished making the Senior Center a more comfortable environment as well as a more efficient operation of distributing meals to seniors unable to travel. C. Numerical Benefits Benefits: Public, Downtown, ED ~- Amount In Application (Linear feet, Size or Numbers) Actual Accomplished (Linear feet, Size or Numbers) Distribution Service Connections Fire H drants Service Meters Reservoir LMI Assessments LMI Connections Street Sidewalk Other (building im rovements) 9,784 sq. ft of Center space 9,784 sq. ft. of Center space B. National Objectives Met 1. Proposed National Objective: The project entails rehabilitation and upgrade of an existing senior citizen center, thus constituting an eligible activity as defined by Rule 011.05. The sole beneficiary of this project will be senior citizens; a constituency presumed to meet the U.S. Department of Housing and Urban Development's definition of low to moderate income, as stated in rule 016.33a. 2. Actual: The renovation of the Senior Center met the National Objective under rule 011.05 as well as expanded the services that are provided by the Center. 3. Numerical LMI Benefits Cate o Pro'ected Actual % Pro'ected % Actual Total or Project Population Benefited 419 419 100 100 LMI 335 335 100 100 Minority Population Benefited 25 25 100 100 ED Projects Positions (FTE) Salary or E uivalent (Numbers) (Numbers) Challenged Numbers Sales Mana er Administrative Shift Su ervisor Sales Customer Service Maintenance Production Su ort Production Total D. Describe the benefits (paid vacation, sick leave, training, health insurance, etc.) offered with these positions. C. Describe the recruitment process for the above-mentioned jobs. Final Performance Report Project Schedule Using the project schedule from the ICDBG contract or latest contract amendment, list each activity with its proposed date of completion and its actual date of completion. Project Activi Contract Date Actual Date Grant Award 5.04 7.04 Environmental Release 5.04 6.04 Bid Document A royal 7.04 2.05 Bid O enin 9.04 3.05 Debarred Check 9.04 3.05 Pre-Construction Conference 10.04 4.05 Start Construction 10.04 4.05 Establish 504 Review Comrriittee 9.04 N/A Construction 25%Com lete 11.04 5.05 Construction 50% com lete 12.04 6.04 U date 504 Self-Evaluation 9.04 N/A Second Public Hearin 12.04 6.05 Construction 75% Com lete 12.04 6.05 Monitorin Visit 2.05 10.05 Construction Com leted and Acce ted 1.05 7.05 Final Re ort 3.05 11.05 Project Closeout 4.05 11.05 Project Audit Completed and Submitted 10.04 11.05 If actual dates vary from the contract dates, explain the difference. Acquisition of property pushed the bidding process back. CERTIFICATION I, the undersigned, do hereby certify that the information contained in this report is true and correct and accurately reflects the accomplishments of the grant project. Mayor ~~'2 2 "® S Signature - - Title Date (~~~rdt.~c ~ ~ ~ C` ~ Lin-rr:~ `/- 2 2-pS~ Final Financial Report Grantee: City of Meridian Contract Number: ICDBG-04-III-1-SR Prepared By: Jennifer Tomlinson Telephone: 322-7033 ext 227 Date: 1/20/06 I. Matching Funds A. Match Expenditures - In the table below, please list those matching funds identified in the grantee's ICDBG contract or latest contract amendment. Source of Funds Amount Pled ed Actual Spent Difference USDA-RD Grant EDA Grant Other Fed Grant DEQ Grant ITD Grant De t Water Res Grant Other State Grant Foundation Grant Local Cash/Bond/Loans Cit In-Kind 6,375 6,375 Volunteer Donations Private Cash 54,574 61,561 6,987 Private In-Kind 10,654 10,654 Other Total 71,603 79,434 6,987 B. Match Expenditure Differences - If applicable, list by item those matching sources not fully spent and explain by the funds were not fully expended. Additional funds from the Seniors cash account were utilized to pay for change orders to the original construction contract as well as to pay for asbestos testing, concrete work and the use of a dumpster for a different project. C. Volunteer/ln-Kind/Force Account - If applicable, describe the processes used to track and value the labor used. Financial Services -Please list the name, address and phone number for the following: Final Financial Report ILI. Final Payment Request Step One Complete the ICDBG Drawdown Closeout Worksheet Step Two Fill out the standard ICDBG Request for Funds form and in the request number box write FINAL and attach it to this report. Step Three If the grantee plans to close the grant with unexpended grant funds, please type the amount to be returned in Section V of this report. IV. Certification of Recipient and Special Conditions It is hereby certified that all activities undertaken by the Recipient with funds provided under the contract agreement number ICDBG-04-III-1-SR have, to the best of my knowledge, been carried out in accordance with the contract; that proper provision has been made by the Recipient for the payment of all unpaid costs and any unsettled third-party claims; that the Idaho Department of Commerce is under no obligation to make any further payment to the Recipient under the contract in excess of the amount identified in "Final Request for Funds" dated _ hereof; and that every statement and amount set forth in this document is true and correct as of this date. Special Conditions: s of Elected Official //-22-0~ Date ~~~ ~ y ~~j ~~~~c- fir- 2 2 -~.5 Tammy DeWeerd Mayor of Meridian Typed Name and Title of Chief Elected Official v. Idaho Department of Commerce Date This Certificate of Completion is hereby approved; therefore, I authorize cancellation of the unutilized contract commitment and related funds reservation and obligation of $ ~~ gnature of IDC Authorized O ial ~~~ o~ Date Dianna Clough/Community Development Manager ICDBG-04-III-I-SR Typed Name and Title of IDC Authorized Official Contract Number ~.. ~"r".dd5 ~~~~~~ -, ~ cu co 0 ~ ~ ~ ~ ~ ~ o ~ :° c a ~ ~ ~ N ° by ~ °' n.... ~ O W r' ~ ~. a~ vii O ~ „~~' ~ ~ G a ~ W ~ C7 0. ~. ?: is °: by o ~ ~~~ ~~ ~ co ICI ~ p" w x ~ °' ~ °w o a y n ~ ~ ~ O ,.5 'C G °c ~ ~ ~ o <" a o ~ ~ ~ o C'~ c ~ ~n d ~ ~ ~ ~ ~ K ~ C ~ n C) o. a. ~ ~~ ~ w ~ ~ o ~ °' o w x n ~ Pay Request Numbers ~ i' '~ h.,~ O m ~ ~ ~ cl~ f--~ ~ ~ w '--~ N r-~ ~ •-~ O ~ 00 J 01 Ch ~ W N ~ p p ~ d r . ~ A~ ~ ~ C ~ ~ ~ ~ N N W ~ N ~ f"rD C'"' ~--~ p N O A O O cn O N ~ C d v, ~ ~ ~ ~ ~ ~r1 ~ ~• ~ oo ~ ~ Do o, N v, 01 ~- ~ y r" oNO o ~ ~ ~ ~O O A d ~ ?~ ~ v, v, v, . ~ ~ C. 0 ... 0 0 ° 0 ° 0 ° o ° vN, ° ~ ° ~ 00 °o o o o o o o ¢ • O p• ~ A CD ~ • Oq -~ C :~ ~ n ~ O A CS ~. ... 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N i N 7 ~ f~D S C D • ~ ~ A tD ~ ~ ~ .yi O d a T Z m D r n ro EA Efl Efl Efl Efl GH ffl ~ v O W ~ C fD N ~ ~ K M ~ N O O r+ v O O O ~ 0 7 N O 0 ~D .~ C N 7 N m C 0 a v O Q ~ ~ N O ~O 0 O ~ _ v m ^~ ~~ ~v O ~ 3 ~ ~ ~ ~ ~ o cD < ~ m ^~ 3 O m n ~_ /"1 ~~ ~ O ~ 7 ~ rh v OC 0 C (Q ~ ~ N [n .+ Q l~ O ~ ~ O V ~ N O T O = ~ ~ W v N O O O O W Sage Community Resources 1001 South Orchard St. Boise ID 83705 208-322-7033 Invoice City of Meridian 33 E. Idaho Avenue Meridian ID 83642 11/4/2005 Invoice # : 506 Order # : J. Tomlinson Description: Final Closeout for ICDBG-04-III-I-SR $1,000.00 Total Amount Due TITLE I I SECTION 5 0 4 SELF-EVALUATION for compliance with the Americans with Disabilities Act G `/~ - 1,~~ C~~°~ ~}f} ~ ~~ ~~ ~ g G ~ City of Meridian, Idaho Mayor Tammy de Weerd Draft 12/14/04 Prepared on behalf of the City of Meridian by: Sage Community Resources 10624 West Executive Drive Boise, Idaho 83704 With fundingprovided bv: Idaho Community Development Block Grant City of Meridian TITLE II SECTION 504 SELF-EVALUATION TABLE OF CONTENTS Part 1: Program Accessibility ............................................................................. 1 Part 2: Employment ........................................................................................ 5 Part 3: Facilities Accessibility .................................................. .......................... 9 Part 4: Communications ................................................................................... 10 Part 5: Complaint Procedure .............................................................................. 12 Attachments: A. Reasonable Accommodation Form B. Transition Plan C. Idaho Relay System D. Policy Regarding Nondiscrimination on the Basis of Disability Grievance Procedure Sample Notice of Nondiscrimination 2 PART 1. PROGRAM ACCESSIBILITY: 2. Who is designated as responsible for coordinating this City's compliance with the Americans with Disabilities Act? Name: Will Berg Title: City Clerk Agency: City of Meridian Address: 33 E. Idaho Avenue Meridian, ID 83642 Telephone Number: (208) 288-4433 Identify the persons with disabilities who assisted in the completion of this self- evaluation and describe their participation. IndivicE or sdv~ocate to review amd $ive it~xut. 3 Briefly describe the nature of the City's programs, including their purpose, scope, activities and participants. The City of Meridian provides police and fire protection, p~l_a_n_n_i_n~ an zomn and building departments, and water and sewer services. The City operates p~ ublic library nunicipal cemete (?), city parks and owns a city golf course operated through a manag m ni contract. 4. List the sources that govern the administration of the City's programs, including statutes, rules, policies, manuals and other guidelines. ADA Regulations as well as Personnel Manual and Council resolutions. 5. 6. Have individuals with disabilities used the City's services in the past? Have there been obvious difficulties or complaints from individuals with disabilities about their participation in a particular program, service or activity? If yes, list the problems or complaints. 1 7. What response have you made to deal with those specific problems or complaints? If your office cannot accommodate a certain disability, what do you do? If needed, the City of Meridian will seek assistance from the Idaho Human Rights Commission and other appropriate state, federal, or non-profit organizations for technical assistance. 9. Describe any services provided by the City to particular disability groups. Tl~ City Likarary provides large print amd audio.. tape sraterials. T'he Library. par~era with the Cody Partnerships, a private business flint pmwidea level tli~rapy for individuals with disabilities #~- provide research space and matesrial$. T~+o t living sof3tware proms ware purcha~d, .and are available can the library's P~~ com~tcrs. Er~amett Public Luy was featured is the Ja~a/Feb Ztlfl3 Publ~ Libr$ros m~ with. as artis;le written by Marsha. 1~erle, Library Director, entitled "Challenge Your Iabrary to Stave Challenged Individuals." 10. If you have a separate or special program for the individuals with disabilities, how do you ensure that they may also participate in programs available to the general public? N/A. 11. Describe any program eligibility or admission criteria, licensing standards or procedures for participation in any aid, benefit or service provided by the City that may directly or indirectly: a. Deny a qualified individual with a disability the opportunity to participate in or benefit from the aid, benefit or service; The City of Meridian has no program eligibility or admission criteria that would deny a qualified individual with a disability the opportunity to participate in or benefit from any aid, benefit or service. b. Afford an opportunity for participation or benefit that is not equal to that afforded others; The City of Meridian has no program eligibility or admission criteria that would deny a qualified individual with a disability the opportunity to participate in or benefit from any aid, benefit or service. c. Provide a qualified individual with a disability with an aid, benefit or service that is not as effective in affording equal opportunity to obtain the same result, gain the same benefit, or reach the same level of achievement as that provided to others; The City of Meridian has no program eligibility or admission criteria that would deny a qualified individual with a disability the opportunity to participate in or benefit from any aid, benefit or service that is not as effective in affording equal opportunity to obtain the same result, gain the same benefit, or reach the same level of achievement as that provided to others. d. Provide different or separate aids, benefits or services to individuals with disabilities unless necessary to make them as effective as those provided to others; The City of Meridian has no program eligibility or admission criteria that would provide different or separate aids, benefits, or services to individuals with disabilities unless necessary to make them as effective as those provided to others. e. Provide significant assistance to another person or entity that discriminates on the basis of disability; The City of Meridian has no program eligibility or admission criteria that would provide significant assistance to another person or entity that discriminates on the basis of disability. f. Deny a qualified individual with a disability the opportunity to participate as a member of planning or advisory boards; The City of Meridian has no program eligibility or admission criteria that would deny a qualified individual with a disability the opportunity to participate as a member of planning or advisory boards. g. May otherwise limit the enjoyment by a qualified individual with a disability of any right, privilege, advantage or opportunity enjoyed by other recipients. The City of Meridian has no program eligibility or admission criteria that would otherwise limit the enjoyment by a qualified individual with a disability of any right, privilege, advantage, or opportunity enjoyed by other recipients. 12. For any item identified in questions 1-10 as excluding or limiting qualified individuals with disabilities from participating in or benefiting from the City's aids, benefits and services, describe the steps taken to modify the City's policies, practices and procedures. N/A 13. For any item identified in questions 1 - 10 as excluding or limiting the participation of or benefit by individuals with disabilities and (b) that will not be modified, explain why modification would fundamentally alter the nature of the service, programs or activity, or why the criterion is necessary to the provision of service. N/A 14. If any forms are required for admission to the City's program or services, is the following assistance provided? a. audio tape b. braille c. reader d. aide e. mailed to homes f. large print g. interpreter h. other assistance as requested 15. Do forms contain a notice that the City complies with the ADA and will offer accommodation for disabilities? Yes. Provide satx~-les - Meetiag notices, job apps, .etc. 4 PART 2. EMPLOYMENT: Describe the City's policies, practices or procedures that are taken to ensure that there is no discrimination based on disabilities in the following areas: a. recruiting advertisements - All recruiting advertisements for the City of Meridian include a brief description of job, minimum qualifications and projected starting date. Cut off date and time for acceptance of applications and a statement that the City of Meridian is an equal opportunity employer are also included. The City of Meridian lists employment openings with the State Department of Labor Job Service office in Meridian. If needed, the City of Meridian will seek assistance from the Idaho Human Rights Commission, Idaho Department of Employment, and/or other appropriate source of technical assistance in implementing its employment procedures. b. processing of applications - After the closing date and time, the appropriate department head reviews all applications. The top applicants are scheduled for interviews. If needed, the City of Meridian will seek assistance from the Idaho Human Rights Commission, Idaho Department of Employment, and/or other appropriate source of technical assistance in implementing its employment procedures. c. employment testing - Additional testing to supplement the application may be required for law enforcement. Standard clerical tests may also be administered for clerical positions. If needed, the City of Meridian will seek assistance from the Idaho Human Rights Commission, Idaho Department of Employment, and/or other appropriate source of technical assistance in implementing its employment procedures. d. interviewing - Interviews are scheduled by the department head who has the authority to hire for the position. Police department positions are hired through the use of a selection committee. If needed, the City of Meridian will seek assistance from the Idaho Human Rights Commission, Idaho Department of Employment, and/or other appropriate source of technical assistance in implementing its employment procedures. e. orientation - The City of Meridian provides each new employee with a copy of the City's Personnel Manual and assures that the employee has read and understands the requirements, policies, and procedures of his/her position. If needed, the City of Meridian will seek assistance from the Idaho Human Rights Commission, Idaho Department of Employment, and/or other appropriate source of technical assistance in implementing its employment procedures. f. promotion, transfer, demotion, layoff, reinstatement including changes in compensation resulting from these actions - The City of Meridian strongly believes in promoting its employees. All City employees are encouraged to apply for any position they feel that they are qualified to fill. If needed, the City of Meridian will seek assistance from the Idaho Human Rights Commission, Idaho Department of Employment, and/or other appropriate source of technical assistance in implementing its employment procedures. g. job assignments - A job description is provided to all employees along with a copy of the City of Meridian's Personnel Manual. h. job classifications - See response to 1-g. above. i. use of vacation and sick leave, unpaid leave of absence, compensatory time, EAL - All City of Meridian full-time employees earn vacation and sick leave. Vacation or annual leave accrual is based upon the number of years the employee has worked for the City. Leave accrual and use are outlined in the City of Meridian's personnel manual. ~. opportunity for and financial support of training opportunities, conferences The City of Meridian actively encourages employee self-improvement and professional development. The City will pay for classes, training, etc., which will assist an employee in the performance of his/her job. k. health and insurance benefits - All City of Meridian full-time employees are provided medical insurance. The City of Meridian contributes to the PERSI retirement program. Other insurance options are available at the employee's expense. 1. City-sponsored activities, including recreational or social programs - N/A. Are there any City spox~or~i programs? 6 2. Describe how you ensure that any employment-related criteria (including minimum qualifications and testing requirements), which would adversely affect the opportunities of individuals with disabilities, are related to the job and are a business necessity. Individuals with disabilities will be given the same consideration when applying for a position they feel they are qualified to fill. If needed, the City of Meridian will seek assistance from the Idaho Human Rights Commission, Idaho Department of Employment, and/or other appropriate source of technical assistance in implementing its employment procedures. 3. Describe how the City responds to a request for an accommodation in testing (where applicable) and the hiring interview. The City of Meridian shall provide the individual its Reasonable Accommodations Process forms and follow the established guidelines therein. If needed, the City of Meridian will seek assistance from the Idaho Human Rights Commission, Idaho Department of Employment, and/or other appropriate source of technical assistance in implementing its employment procedures. 4. Describe the steps taken by the City to ensure that nondiscriminatory questions are asked in a hiring interview. No policy is currently in place. If needed, the City of Meridian will seek assistance from the Idaho Human Rights Commission, Idaho Department of Employment, and/or other appropriate source of technical assistance in implementing its employment procedures. 5. Describe the steps that are taken to determine if an individual with a disability is capable of performing the essential functions of a particular job, with or without a reasonable accommodation. If an individual does not request a reasonable accommodation, then the individual will be expected to perform their job responsibilities as any other employee. The City of Meridian, however, shall provide the individual its Reasonable Accommodations Process forms upon request and follow the established guidelines therein. If needed, the City of Meridian will seek assistance from the Idaho Human Rights Commission, Idaho Department of Employment, and/or other appropriate source of technical assistance in implementing its employment procedures. 6. Describe the process the City uses to determine whether a request for a reasonable accommodation on the job can be granted or would cause undue hardship. In accordance with 24 CFR, Part 8, the City of Meridian will review its financial and administrative burden in providing any accommodation requested to evaluate its reasonableness, impact of the position, and the City. If needed, the City of Meridian will seek assistance from the Idaho Human Rights Commission, Idaho Department of Employment, and/or other appropriate source of technical assistance in implementing its employment procedures. 7. Describe the steps taken by the City to ensure that inappropriate pre-employment medical examinations or inquiries are not conducted. Pre-employment drug testing is required for all non-clerical staff. Otherwise, only applicants for law enforcement are required to take pre-employment medical examinations as part of their P.O.S.T. certification process. Law enforcement applicants are required to meet the minimum physical requirements for P.O.S.T. certification and also are required to take a psychological evaluation. 8. Describe the City's policy or procedure for maintaining the confidentiality of employee medical information, voluntary self-identification of disability, and requests for accommodation. All City of Meridian employee records are kept in a locked file cabinet and the City Clerk and Human Resources Officer are is the only persons who have access to this cabinet. All employee issues requiring a decision of the City of Meridian are discussed in Executive Session. 9. Describe the training or other measure taken to ensure that employees and supervisors do not subject individuals with disabilities to discrimination because of insensitivity or lack of knowledge. All City of Meridian management staff are encouraged to attend any training sessions made available through the Idaho Association of Cities. Employees will be paid regular wages while attending these training events. The City Clerk/Human Resources Officer attends many other meetings where such training is provided. PART 3. FACILITIES ACCESSIBILITY: 1. List all facilities (including surrounding grounds and parking lots), or portions of facilities, used for the City's activities. Meridian City Hall Fire Station, Police Station, eri~ublic Libra ,Golf Course, City Park(s) and~Ci-tyiCemeta ?). (See attached transition plan) 2. Identify the person or entity responsible for evaluating the architectural accessibility of the City's facilities and for taking corrective action. Include name, address and phone number. Will Berg, City Clerk (?) 33 E. Idaho Avenue Meridian, Idaho 83642 208-888-4433 3. Complete the Architectural Barriers Checklist and, to the extent removal of architectural barriers is within the control of the City, prepare a transition plan. See Attachment "B". 4. For each "no" answer in the Architectural Barriers Checklist, what alternative methods of providing service are employed to provide accessibility in areas that serve the general public? See Transition Plan in Attachment "B". 5. Describe the procedures used to evacuate individuals with disabilities during an emergency (consider visual, hearing, mobility and learning disabilities). Exit signs are visible and lighted throughout the building. The transition plan provides a schedule to upgrade all smoke alarms /emergency egress signs to have a strobe light for the hearing- impaired. 9 PART 4. COMMUNICATIONS: Describe the steps taken by the City to ensure that communications with applicants, participants and members of the public with disabilities are as effective as communications with others. All Meridian City Council Meetings, Planning and Zoning, and other meetings and public hearings are held in a handicapped accessible facility. Information presented in all notices and advertisements make note of this as well as inform persons with disabilities that the City of Meridian will make reasonable accommodations upon advance request. The City of Meridian shall provide any individual its Reasonable Accommodations Process forms upon request and follow the established guidelines therein. Verbal requests may also be accommodated. If needed, the City of Meridian will seek assistance from the Idaho Human Rights Commission and other appropriate state, Federal, or non-profit organizations for technical assistance. 2. Describe the auxiliary aids and services that will be furnished where necessary to afford an individual with a disability an equal opportunity to participate in and benefit from the City's services, programs or activities. The City of Meridian will provide auxiliary aids and services which may include, but not be limited to, qualified interpreters, assistive listening devices, note takers and written materials for individuals with hearing impairments, and taped texts, qualified readers, and large print materials for individuals with vision impairments. 3. Describe how an individual with a disability may request assistance and express their preference for aids and services. Any individual with a disability may make a verbal or written request for a reasonable accommodation. The City of Meridian shall provide any individual its Reasonable Accommodations Process forms upon request and follow the established guidelines therein. If needed, the City of Meridian will seek assistance from the Idaho Human Rights Commission and other appropriate state, Federal, or non-profit organizations for technical assistance. 4. Describe how the City will use TDD (telecommunications device for the deaf) or relay telecommunications systems to communicate with those who have impaired hearing or speech, including training of staff. The City of Meridian will use the Idaho Relay System See Attachment C for information. 5. If you use TDD's, identify their locations, telephone numbers and phone directories in which the numbers are listed. to 6a. If the public uses the phones at the City, is there at least one designated phone that is hearing-aid compatible? The Meridian Public Library has one public use phone. Large digital pads are provided and an adjustable volume control. The City has no other phones available for public use. 6b. If you use relay services, list the name of the company and type of service. The City of Meridian will use the Idaho Relay System See Attachment C for information. 7. Are your TDD or relay service phone numbers printed on all City brochures, notices and letterhead? No. Relay service access will be added to posted notices. 8. If the City determines that equally effective communication cannot be provided, attach a statement from the head of your agency or designee describing (a) the reasons why the service, program or activity would be fundamentally altered or would result in undue fmancial and administrative burdens, and (b) what other action will be taken to provide the benefits or services to the maximum extent possible. N/A 9. Describe how the City will ensure that meetings, hearings and conferences will be held in accessible locations. All Meridian City Council meetings, Planning and Zoning, and other meetings and public hearings are held in a handicapped accessible facility. Information presented in all notices and advertisements make note of this as well as inform persons with disabilities that the City of Meridian will make reasonable accommodations upon advance request. 10. Describe how the City will provide auxiliary aids or services on request. The City of Meridian shall provide any individual its Reasonable Accommodations Process forms upon request and follow the established guidelines therein. If needed, the City of Meridian will seek assistance from the Idaho Human Rights Commission and other appropriate state, Federal, or non-profit organizations for technical assistance. 11 PART 5. COMPLAINT PROCEDURES: 1. How do you notify employees of their right to file complaints alleging disability discrimination? Written notification of the complaint is made by the employee through processes provided in the City of Meridian Personnel Manual. Also see Attachment D for City of Meridian Grievance Procedure which was adopted by the Meridian City Council as Resolution #425 on February 17, 2004. 2. Describe how you will make known the City's procedure for prompt and equitable resolution of complaints alleging violations of Title II of the ADA. The City of Meridian has adopted its Policy regarding Non-Discrimination on the Basis of Disability via Resolution #424_ and published this Policy in the Valley Times on 3/2/04. See Attachment E. 12 ATTACHMENT A Reasonable Accommodation Form 13 NOTICE OF RIGHT TO REASONABLE ACCOMMODATION If you have a disability and you need .. . • a change in the rules or policies or how we do things that would make it easier for you to use the facilities or take part in the City's programs, or • a change in the way we communicate with you or give information, you can ask for this kind of change, which is called a REASONABLE ACCOMMODATION. If you can show that you have a disability and if your request is reasonable, if it is not too expensive, and if it is not too difficult to arrange, we will try to make the changes you request. We will give you an answer in twenty (20) days unless there is a problem getting the information we need or unless you agree to a longer time. We will let you know if we need more information or verification from you or if we would like to talk to you about other ways to meet your needs. If we turn down your request, we will explain the reasons and you can give us more information if you think that will help. If you need help filling out a REASONABLE ACCOMMODATION REQUEST FORM or if you want to give us your request in some other way, we will help you. You can get a REASONABLE ACCOMMODATION REQUEST FORM from the Meridian City Clerk, 33 E. Idaho Avenue Meridian, ID 83642. 14 REQUEST FOR A REASONABLE ACCOMMODATION Name Phone Address 1. The following member of my household has a disability: 2. Please provide the following change or changes so that the person listed above can use City facilities or participate in the City's programs. Please be specific about what you need. You may use the other side of this form if necessary. I need this reasonable accommodation because: 4. You may verify the need for this request by contacting: Name Will Berg, City Clerk Address 33 E. Idaho Avenue Address Meridian, ID 83642 Phone (208) 888-4433 5. Please use this space to list any company or organization that might help us provide you with this request for a Reasonable Accommodation. (If you don't know of any, we will try to get this information ourselves.) I give you permission to contact the above individual for purposes or verifying that I or a family member needs the reasonable accommodation requested above. Signed 15 Date LETTER TO VERIFICATION SOURCE FOR REASONABLE ACCOMMODATION REQUEST Dear: Enclosed is a form signed by his or her need for a reasonable accommodation. asking you to verify The applicant in question has requested the accommodation described on the enclosed form. Please indicate on that form whether you believe the accommodation is necessary and will achieve its stated purpose. You may also add any other information that would be helpful in making the right accommodation for this person. This form should not be used to discuss the person's diagnosis or any other information that is not directly relevant to the request for an accommodation. Please note that the applicant has signed the form requesting you to answer the questions. You can call Will Berg at (208) 888-4433 if you have any questions. Thank you. Please return the form to: Will Berg, City Clerk 33 E. Idaho Avenue Meridian, ID 83642 ATTACHMENT B Transition Plan (INSERT TRANSITION PLAN HERE -LANDSCAPE) ATTACHMENT C Idaho Relay System ATTACHMENT D Policy Regarding Nondiscrimination on the Basis of Disability Grievance Procedure Sample Notice of Nondiscrimination