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CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report

November 5, 2018
ORDERS OF BUSINESS

TO: Honorable Mayor and City Council Members

SUBMITTED BY: Agnes Martelet, Environmental Compliance Manager and Robert Harary, P.E., Director
of Public Works
APPROVED BY: Chip Rerig, City Administrator

SUBJECT: Resolution 2018-108, Approving the ADA Evaluation and Transition Plan

RECOMMENDATION:
Receive a presentation by staff and adopt Resolution 2018-108, approving the City’s ADA Evaluation and
Transition Plan.
BACKGROUND/SUMMARY:
Over 55 million Americans – 18% of our population – have disabilities, and, like all Americans, participate in a variety
of programs, services, and activities provided by their state and local governments. This includes people who became
disabled while serving in the military. And, by the year 2030, approximately 72 million baby boomers will be over age
65 and need services and surroundings that meet their age-related physical needs.

In 2010, the United States Department of Justice ordered local governments to adopt accessibility standards
under the Americans with Disabilities Act (ADA) to eliminate discrimination on the basis of disabilities. The
purpose of an ADA Evaluation and Transition Plan (ADA Plan) is to outline compliance with these federal
regulations, identify all facilities needing retrofits to comply with the ADA, and mitigate the City's potential
exposure for non-compliance.

In March 2018, the City Council adopted Resolution 2018-024 authorizing the City Administrator to execute a
Professional Services Agreement with Kasavan Architects, and their subconsultant William Holl, a certified
access specialist, for a not-to-exceed fee of $80,400, for preparation of the ADA Plan.

From April to August 2018, Mr. Holl conducted detailed site inspections at the following 20 City-owned buildings
and facilities:

1. City Hall
2. Fire Station
3. First Murphy House
4. Flanders Mansion
5. Forest Theater
6. Main Library
7. Park Branch Library
8. Police Station
9. Public Works Building and Corporation Yard
10. Scout House
11. Senior Housing Parking Garage
12. Sunset Center and adjacent buildings
13. Vista Lobos
14. Public restrooms at Del Mar
15. Public restrooms at Devendorf Park
16. Public restrooms at First Murphy Park
17. Public restrooms at Forest Hill Park (upper)
18. Public restrooms at Forest Hill Park (lower)
19. Public restrooms at Picadilly Park
20. Public restrooms at Scenic & Santa Lucia

For each facility listed above, Mr. Holl performed quantitative surveys and prepared a technical report. These
reports include descriptions and photographs of every accessibility barrier covering: on-site parking, signage,
and exterior path of travel, and inside each building: restrooms, drinking fountains, counters, sinks, and interior
path of travel. Each report also includes a permit history, historic building preservation references, and barrier
violations citing federal Title II ADA regulations, the California Building Code, California Civil Code, and/or other
federal and state requirements.

These technical reports are included as appendices to the overall ADA Evaluation and Transition Plan which
was prepared by Kasavan Architects. The ADA Plan provides:

· An Executive Summary
· Description of the field survey process
· Narrative of accessibility and undue burden
· Priorities for accessible barrier removals (i.e ADA-related safety
corrections prioritzed higher than existing, but now outdated ADA facilities)
· City priorities with emphasis on conforming facilities serving the largest
number of people
· Correction strategies, such as identifying corrections that could be done in-
house by maintenance staff versus longer-term capital improvement projects involving design
and construction
· Generalized time frames for barrier removal
· Preliminary cost estimates to retrofit each barrier

Priorities for barrier removal will be given to facilities with higher frequency of use by the public, such as City Hall
and the Harrison Memorial Library, and to accessibility barriers that pose a safety issue. Many small, in-house
maintenance projects and short-term, on-call contractor-supported projects are proposed to be completed over
the next 10 years provided that funds are made available each year in the annual Capital Improvement Plan
(CIP). More complex or costly projects will likely be deferred beyond 10 years out or when an existing City
building undergoes renovation.

The ADA Plan is available in the office of the City Clerk or can be found on the City’s website, on the Public
Works Department page at https://ci.carmel.ca.us/public-works.

The Fiscal Year 2018/19 CIP allocated $20,000 to begin barrier removals, many of which will be performed in
City Hall throughout the remainder of this fiscal year. Nearly one thousand barriers were noted in the inspection
reports. Collectively, the estimated cost to remove all barriers and comply with ADA in all City-owned facilities is
$3.4 million.

In addition to the building evaluations and ADA Plan completed by Kasavan Architects, Public Works conducted
a field survey of City street intersections and parks to determine the quantity and costs of accessibility ramps.
The results of that survey indicated that a total of 259 ramps need to be constructed, or reconstructed, to meet
current ADA requirements. The rough cost estimate for this work is $1.5 million. A majority of these ramps will
be constructed or upgraded in conjunction with asphalt paving projects over many years.
FISCAL IMPACT:
There are no fiscal impacts associated with receiving a presentation by staff nor approving the ADA Evaluation
and Transition Plan.

The balance of $19,600, being the difference from the Fiscal Year 2017/18 Capital Improvement Program
(CIP) budget of $100,000 less the Kasavan Architects professional services contract amount of $80,400, will
be returned to the Measure D fund balance.

The total estimated cost to make all City buildings and facilities ADA-compliant is $3.4 million; however, many of
the costly identified improvements may be considered undue burdens and deferred indefinitely or until a major
renovation occurs for that facility. An additional amount of $ 1.5 million is estimated to upgrade all City street
intersections and parks to be ADA-compliant.
PRIOR CITY COUNCIL ACTION:
In June 2017, the City Council adopted the Fiscal Year 2017/18 Capital Improvement Program Budget which
authorized the ADA Transition Plan, funded by $100,000 from Measure D.

In March 2018, Council adopted Resolution 2018-024 authorizing the execution of a Professional Services
Agreement with Kasavan Architects for a not-to-exceed fee of $80,400, for preparation of the ADA Plan.

In June 2018, Council approved the FY 2018/19 Capital Improvement Plan budget, which allocated $20,000
from Measure D for initial ADA upgrades.
ATTACHMENTS:

Resolution No. 2018-108, ADA Transition Plan


Attachment 1

CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2018-108
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA APPROVING
THE CITY’S ADA EVALUATION AND TRANSITION PLAN
WHEREAS, over 55 million Americans – 18% of our population – have disabilities, and, like all
Americans, participate in a variety of programs, services, and activities provided by their state and local
governments; and
WHEREAS, the United States Department of Justice ordered local governments to adopt
accessibility standards under the Americans with Disabilities Act (ADA) to eliminate discrimination on
the basis of disabilities; and
WHEREAS, in March 2018, the City Council awarded a Professional Services Agreement with
Kasavan Architects and their sub-consultant William Holl, a certified access specialist, for preparation
of an ADA Evaluation and Transition Plan; and
WHEREAS, detailed inspections were conducted at 20 City-owned buildings and facilities,
covering on-site parking, signage, the exterior path of travel, restrooms, drinking fountains, counters,
sinks, and interior paths of travel; and
WHEREAS, based on the detailed inspection reports, an overall ADA Evaluation and Transition
Plan was prepared by Kasavan Architects which identified nearly one thousand barriers; and
WHEREAS, the ADA Evaluation and Transition Plan provides a roadmap for the City to
eliminate ADA barriers based on implementation strategies, timelines, and prioritizing criteria, such as
making corrections in higher public use buildings and ADA-related safety issues first; and
WHEREAS, the Public Works Department completed a field survey of the City’s streets and
parks, identified a total of 259 accessibility ramps and other ADA issues, and incorporated those
findings into an appendix in the ADA Evaluation and Transition Plan.

NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-
THE-SEA DOES HEREBY:
Approve the City’s ADA Evaluation and Transition Plan.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this
5th day of August 2018, by the following roll call vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ABSTAIN: COUNCILMEMBERS:

SIGNED: ATTEST:

_______________________ ___________________________
Steve G. Dallas, Mayor Thomas A. Graves, MMC
City Clerk