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A memo for your council

One page, in the format your board already reads. Print it, fill in the blanks, and put it in the packet.

Memorandum

To
Board of Trustees / Council
From
, Town Clerk
Date

Subject: Monthly accessibility upkeep for the documents we post

What it is

Readable Town, a Diego Luján Studio initiative, scans our website each month, fixes the agendas, packets, minutes and notices we post so screen readers can read them, has a person check every file, and keeps a dated Readable Record of the work. It does not change our website or add anything to it.

Why now

The federal ADA Title II web rule requires governments under 50,000 people to meet WCAG 2.1 Level AA by April 26, 2028 (28 CFR 35.200, as amended April 20, 2026). In Colorado, state accessibility law has applied since July 1, 2024. New documents posted after that date must meet the standard; older ones may fall under narrow exceptions.

Cost and term

$1,500 per year, one flat price per town, for a one-year term, invoiced once a year on net 30 terms. This is below the amount that requires competitive bidding under our purchasing policy: .

Who does the work, and what it touches

Readable Town does the monthly work; the clerk keeps posting as usual. It handles only documents we have already made public, and it needs no login to our website and no access to resident data. Fixed files and the monthly record are delivered through a town portal. A W-9 comes with the first invoice.

Recommendation

Approve a one-year agreement with Readable Town for monthly accessibility upkeep of posted documents, beginning .