New federal ADA requirement for posted materials worries trustees over cost and logistics

Trustees were briefed that the Department of Justice requires presentation materials posted on the city website (including pension board agenda backups) be accessible under current ADA/WCAG standards, and that the city has set an early compliance timeframe that will affect managers, actuaries and other plan service providers.

The clerk and counsel described the scope: presentation slides, graphs and vendor books that are part of agenda packages may need text alternatives, proper color contrast and screen-reader compatibility. The board heard that the city’s deadline for compliance is April 7, 2026, and that many providers may lack in-house capacity to convert documents. The attorney advised that if a provider expects to charge to convert materials the provider must notify the board and the parties would decide whether to accept any charge.

Trustee concerns and possible responses: - Operational burden and cost: Trustees worried about disparate conversions if each vendor handled compliance differently; one trustee suggested the city provide a centralized conversion process so materials are standardized. - Posting workarounds: Trustees discussed the possibility of posting only the agenda (not backup materials) where permissible, but counsel warned that materials presented at a meeting and later posted as part of the record may still require compliance. - Next steps: The clerk will coordinate with the city compliance office, advise vendors of the requirement and place an item on the next agenda so the board can clarify posting policy and decide whether to authorize limited conversion costs.

A trustee described the technical requirements in practical terms: screen-reader support, captions for media, and sufficient color contrast for visual materials. The board agreed to treat the issue as a city-level operational matter and requested that the clerk bring guidance back for the March meeting.