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HomeMy WebLinkAbout5C - Appointment of Y2K Coordinator ;f €?~ ~::~ STAFF AGENDA REPORT MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: NOVEMBER 2, 1998 5C BRET WOODSON, ASSISTANT CITY MANAGER CONSIDER APPROVAL OF RESOLUTION 98-XX APPOINTING Y2K COORDINATOR DISCUSSION: Historv The Year 2000 problem is an important and complex issue that requires extensive thought and planning on the part of Cities across the State and the Nation. The problem, if not addressed, has the potential to disrupt essential city serVIces. Staff has been aware of this issue and has taken numerous steps to prepare for the problems. For example, most all of our personal computers are Y2K compliant, our voice mail system has been upgraded, our finance software has been converted, and we have budgeted for various software and hardware revisions necessary to address other identified problem areas. Current Circumstances The League of Minnesota Cities (LMC) recently developed an action guide for cities titled "A Year 2000 Action Guide" to help cities prepare for the Year 2000. This guide is very comprehensive and contains sections on the following: the problem; organization of city efforts; inventory; assessment & vendor contact; fixes and testing; contingency planning; liability & contracts; LMCIT coverage; Media & Community Relations; and newsletters, articles, & resources. The section on "Organization of City Efforts" suggests that each city should do the following: (1) establish a policy statement; (2) appoint a Y2K Project Coordinator; and (3) form a city Y2K Team. The City formed a Computer Committee back in April to deal with computer related issues such as this. The committee is in the process of drafting a policy statement expressing the importance of this wide ranging issue. In addition, the committee is in the process of examining each department and each service that the City provides 16200 Eagle Creek Ave, S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER to see what the potential problems are with the Year 2000 issue. Issues For the past six months the City's MIS Coordinator Larry Dushek has been assuming the roll of Y2K Coordinator for the City of Prior Lake. The LMCIT suggests that a formal Resolution is a good way of showing the City's committment to this problem. Therefore, a resolution is attached for City Council consideration that formally appoints Larry Dushek as the City's Y2K Coordinator. It is important for the City Council to realize the importance and the priority that this issue needs to have. Each one of our computer committee members will be working closely with each of their departments to assess the potential impact of the Year 2000 on each City service. Listed below is the intended schedule that the Committee will follow. October - November, 1998: Prepare a list of City functions and services, prioritizing them by how critical they are to protecting public health and safety. November - January, 1999: Determine all Year 2000 problems with priority on the most critical functions. Inquire to appropriate vendors and manufacturers as to whether or not there are problems, and what the vendor has planned to deal with it. January - April, 1999: Mter the equipment and systems have been identified that have Y2K problems, the fixes and testing need to be planned and implemented to ensure that they actually work. The three basic ways to address noncompliant systems are to repair the noncompliant component with an upgrade, replace the unit, or abandon the system. In deciding which fix is appropriate for each situation, the Y2K Team will need to do the following: 1.) Specify actions needed to fix potential Y2K problems, taking into account the City's prioritization of critical systems, and budgetary and personnel constraints; 2.) Schedule timetables for conversion or replacement of critical systems; and 3.) Determine what resources will be needed to successfully complete the project. Y2KCOORD.DOC April - June, 1999: Contingency planning and emergency preparedness. Even if the city identifies all equipment and systems with potential Y2K problems, and receives information from vendors on what problems exist and how to fix those problems, the City may not have the time, money or personnel to implement and test Y2K fixes before the year 2000. Plus, even if manufacturers and vendors communicate that they are not aware of any Y2K problems with their product, failures and malfunctions could still occur. Fiscal ImDact As mentioned earlier in the report, the City has already invested time and resources into upgrading our finance software, voice mail, and most personal computers. The potential impact of unanticipated Y2K problems is unknown. There are no additional funds included in the 1999 budget as a contingency for the potential problems associated with the Year 2000. Conclusion The City's Y2K Team, along with the Y2K Coordinator will continue to work on this very important issue. We will keep the City Council updated through the entire process. We will also be updating the public on our efforts by featuring updates in the Wavelength. ALTERNATIVES: The Council has the following alternatives: 1. Approve, as part of the Consent Agenda, Resolution 98- XX Appointing MIS Coordinator Larry Dushek as the City's Y2K Coordinator. 2. Deny the Resolution and provide direction to staff. RECOMMENDED MOTION: Alternative #1 - Approve as part of the Consent Agenda fSOlution 98-XX Appointing a Y2K Coordinator for the ity of Prior Lake. rJj ~ Reviewed bY:C/ :Jles. City Manager Y2KCOORD,DOC RESOLUTION 98-XX RESOLUTION APPOINTING Y2K COORDINATOR. MOTION BY: SECOND BY: WHEREAS, the City of Prior Lake recognizes that the Year 2000 problem involves more than just a computer issue; and WHEREAS, the City of Prior Lake recognizes that all of its departments and services may be impacted by the Year 2000 problem; and, WHEREAS, the City of Prior Lake has adopted a policy establishing the Year 2000 problem as a top priority for all city operations; and, WHEREAS, the City of Prior Lake in this policy sets forth its commitment to identify, address and resolve potential problems created by Year 2000 issues and to make its best effort to . ensure continuity of essential city services; and, WHEREAS, the City's efforts to minimize the potential impact of the Year 2000 problem will likely involve multiple city operations and outside organizations; and WHEREAS, the City believes that coordination of all persons working on the Year 2000 problem on behalf of the City is essential to the efficiency and effectiveness of the City's overall Year 2000 effort; and WHEREAS, the City pledges to create contingency and community preparedness plans to reduce the possible effects of computer and operational system failures throughout the community; and WHEREAS, the League of Minnesota Cities has requested that cities designate a contact person to receive information on the Year 2000 problem; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, hereby: Y2K.DOC .... 1. Appoints Larry Dushek, MIS Coordinator to serve as the City's Year 2000 Project Coordinator. Passed and adopted this 2 day of November, 1998. YES NO I Mader I Kedrowski Petersen Schenck Wuellner Mader Kedrowski Petersen Schenck Wuellner {Seal} City Manager City of Prior Lake Y2K.DOC