ADA Grievance Procedure

The City's Complaint/Grievance Procedure is established to meet the requirements of the ADA [28 CFR Part 35.107(b)] to provide prompt and equitable resolution of complaints alleging any action that would be prohibited by Title II of the ADA which requires non-discrimination on the basis of disability in state and local government services.

This procedure may be used by anyone who wishes to file a complaint alleging discrimination on the basis of disability by in the provision of services, activities, or programs of the City of Medford. This procedure does not apply to complaints of employment-related disability discrimination, which are subject to the City’s personnel policies.  

A grievance complaint is a report of alleged discrimination on the basis of disability in services, activities, or programs of the City of Medford. If this has happened to you, please file your grievance complaint by one of the methods below. File as soon as possible, no later than 60 days after the incident. This procedure does not apply to complaints of employment-related discrimination. 

If you need alternate format communication, a modified procedure, or other assistance, please contact the ADA Coordinator, Bonnie Huard, at 541-774-2074 or email ada@cityofmedford.org. 

Online

Step 1.Gather your information.

Along with your name and preferred contact information, your complaint should include this key information:

  • When did this occur? Date and time
  • Where did it happen? What City facility was it? Address, if known.
  • What happened? How were you discriminated against?
  • Which department, program or person was involved? 
  • What remedy do you think would resolve the situation?
  • Any other supporting information to explain your complaint.

Step 2.Submit the above information by email.

  • Email to ada@cityofmedford.org 

Step 3.ADA Coordinator will investigate.

  • Your complaint will be reviewed for complete and timely information.
  • You will receive an acknowledgement receipt within 10 business days.
  • The incident will be investigated through an informal but thorough process, considering all information from your report and the City department and/or people involved.
  • You may be contacted for additional information.
  • Your suggested resolution will be considered.

Step 4.ADA Coordinator will respond.

  • You will receive a written response to your complaint as soon as investigation can be completed.
  • Response will be sent no later than 30 business days from date complaint received.

Step 5.You may request reconsideration.

If you are not satisfied with the resolution provided by the ADA Coordinator, you may request a reconsideration.

  • Request for reconsideration must be made within 30 business days of receiving the ADA Coordinator response. 
  • Request should be made by email to legal@cityofmedford.org, explaining why you want the matter reconsidered.
  • The City Manager or designee will then review the matter and investigation. 
  • You will receive a written answer within 30 business days after receipt of request to reconsider. 
  • The determination of the City Manager is final for the City of Medford.

 

 

 

Mail

Step 1.Gather your information.

Along with your name and preferred contact information, your complaint should include this key information:

  • When did this occur? Date and time
  • Where did it happen? What City facility was it? Address, if known.
  • What happened? How were you discriminated against?
  • Which department, program or person was involved?
  • What remedy do you think would resolve the situation?
  • Any other supporting information to explain your complaint.

Step 2.Write and mail complaint grievance letter.

  • Write a letter with the information listed above in step one. 
  • Mail complaint to: 

City of Medford ADA Coordinator
City Hall
411 W 8th Street, Room 260
Medford OR 97501

Step 3.ADA Coordinator will investigate.

  • Your complaint will be reviewed for complete and timely information.
  • You will receive an acknowledgement receipt within 10 business days.
  • The incident will be investigated through an informal but thorough process, considering all information from your report and the City department and/or people involved.
  • You may be contacted for additional information.
  • Your suggested resolution will be considered.

Step 4.ADA Coordinator will respond.

  • You will receive a written response to your complaint as soon as investigation can be completed.
  • Response will be sent no later than 30 business days from date complaint received.

Step 5.You may request reconsideration.

If you are not satisfied with the resolution provided by the ADA Coordinator, you may request a reconsideration.

  • Request for reconsideration must be made within 30 business days of receiving the ADA Coordinator response. 
  • Request should be made by email to legal@cityofmedford.org, explaining why you want the matter reconsidered.
  • The City Manager or designee will then review the matter and investigation. 
  • You will receive a written answer within 30 business days after receipt of request to reconsider. 
  • The determination of the City Manager is final for the City of Medford.

Phone

Step 1.Gather your information.

Along with your name and preferred contact information, your complaint should include this key information:

  • When did this occur? Date and time
  • Where did it happen? What City facility was it? Address, if known.
  • What happened? How were you discriminated against?
  • Which department, program or person was involved? 
  • What remedy do you think would resolve the situation?
  • Any other supporting information to explain your complaint.

Step 2.Call ADA Coordinator.

If you need to make your complaint report by phone as an accommodation due to your disability, you may call the ADA Coordinator at 541-774-2074 to make arrangements.

  • The complaint report would then be received through recorded phone interview. 
  • Extra time will be needed for transferring the recorded information into written format.  
  • A written record of complaint, or alternate format if needed, will then be sent to you for review.  
  • You will need to confirm the complaint information is complete.  
  • The processing time allowance for your complaint begins once your confirmation of complaint content is received.  

Step 3.ADA Coordinator will investigate.

  • Your complaint will be reviewed for complete and timely information.
  • You will receive an acknowledgement receipt within 10 business days.
  • The incident will be investigated through an informal but thorough process, considering all information from your report and the City department and/or people involved.
  • You may be contacted for additional information.
  • Your suggested resolution will be considered.

Step 4.ADA Coordinator will respond.

  • You will receive a written response to your complaint as soon as investigation can be completed.
  • Response will be sent no later than 30 business days from date complaint received.

Step 5.You may request reconsideration.

If you are not satisfied with the resolution provided by the ADA Coordinator, you may request a reconsideration.

  • Request for reconsideration must be made within 30 business days of receiving the ADA Coordinator response. 
  • Request should be made by email to legal@cityofmedford.org, explaining why you want the matter reconsidered.
  • The City Manager or designee will then review the matter and investigation. 
  • You will receive a written answer within 30 business days after receipt of request to reconsider. 
  • The determination of the City Manager is final for the City of Medford.