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HomeMy WebLinkAbout1999-01-04-Y2K-min.pdf Y2K Meeting Notes, January 4, 1999 Attendees Karen Simmons, Connie Rawson, Steve Corr, Peter Torode, Ron Hallee (school dept. representative for John Moynihan), Bill Hadley, Beth Anne Sobieszczyk Next Meeting Friday, January 15, 1999, from 10-12 am in the Selectman's Meeting Room • Letters — all letters can be found in the Letter file of the Y2K folder • Employees —The letter to all Town employees will be distributed with the Jan 8 paychecks Ron and Beth Anne will talk to John Moynihan about the distribution of letters for the schools, which are scheduled to be handed out with Jan 15 paychecks Please note that some school employees get paid on the same schedule as town employees These employees will receive letters in the town distribution on the 8th • Department Heads -This letter will be distributed to all Senior Management Team members at their meeting on January 5 All other Department Heads will receive them this week. These include John Moynihan, Karla Baehr, Bob Bowyer, and a representative from LexHab (see below) • Citizens — complete • Vendors -complete • Landlord — complete - Based on meeting discussion, the letters have been modified using the following suggestions - use Town Manager letterhead for all letters - replace the word Problem with Issue • Purchasing Contracts —we will ask Vic to talk with Jim McLaughlin about getting Y2K language in all purchasing contracts There is still equipment on the market that may not be compliant. • Departmental updates • LexHab — Beth Anne is contacting them to determine what we are responsible for at the LexHab facility, what's their tie-in to us? Are we responsible for ensuring their readiness? • Recreation — completed internal inventory The designated Park staff is going to complete the inventory of the Pool Complex, Res and Pine Meadows • Library —2 different networks Tested and OK. The terminal server, which distributes data to the slave terminals is not leap year compliant. They have completed their inventory There are many PCs that will not survive because they are pre-Pentiums For this reason and for Network upgrades they need to buy many new computers in the next two years • Police — Inventory complete Concerned about using Excel, never done before Collecting compliance letters Gave the physical plant information to Steve Hatch who is supposed to get back to him • Fire— Computer systems — Peter asked whether or not Departments were responsible for listing computers not maintained or owned by the town We decided that yes they should be listed if they are used to perform a function for the Town HAZ MAT— Peter was asked to contact the Dept. of Fire Services to inquire about the equipment on HAZMAT vehicles maintained by the Department. • Schools — MIS Department— Ron Hallee - 13 fiscal routers are not compliant, still waiting to hear about the other computers - Not sure about Cablevision but in touch with them - Bridges/HUB is compliant. - Servers are complaint. - Network monitoring software is compliant. - CENTREX Phone system is not, Ron understands that an upgrade is due to arrive in June - no idea about the alarm and physical plant items— ask John M - the financial system is compliant. - Ron informed us that Pentium 1 processors are not necessarily compliant and their BIOS still need to be checked MACs are safe (VIC needs to follow up on this item and report back to the Committee at the next meeting ) • DPW—started inventory— room by room Currently talking to outside agencies about equipment. Heard that they are all set for traffic lights - getting it in writing Steve Hatch is responsible to compete the inventory of all town buildings (except schools) Each Department will send information to Steve by 1/20/1999 • Proiect Plan - (By the way -we have to develop this into a formal presentation by mid-February ) We laid-out the objectives of the plan, all of which will be worked on simultaneously We began to work on the first one — AWARENESS — see next page SCOPE —To become a Y2K-compliant community A Y2K compliant community is one in which all functions, both privately and publicly operated, within a local community will be operating and interacting normally into the year 2000 and beyond OBJECTIVES SUB-OBJECTIVE Establish Project Team Project Preparation - Budget - Human Resources - companies - staff - volunteers Awareness (see below) Inventory - select inventory method - identify systems for inventory Assessment - prioritize items - determine costs -time - people - money - testing Conversion/Replacement Implementation -train staff AWARENESS Public Relations and Deliverables Staff - letter with paycheck - post letter in all departments - write progress update in June Citizens - web page - (BA talk with Steve Frederickson) - examine possibility of getting it onto community web-page until Steve's is complete - citizen letter - send to all who call/write in - post in public places library circulation desk, Town Hall, more???? - Article in Minuteman before Town Meeting, after inventory - develop a packet for Town Meeting - Cable — can be a great medium of information distribution (Steve Corr knows what to do on this) - Involve Citizens in the process???— define and discuss Corporations/Businesses - Invite Joe Marino—the Town's Economic Development Officer, to join the Committee Joe can play an integral role in helping us develop relationships with Lexington's businesses and corporations (Karen will talk with Linda to discuss his invite) - chamber of Commerce involved? -talk with Joe Committee - intercommunication - how to handle citizen phone calls — Beth Anne - between departmental subcomittees Other Communities and State - attend state meetings - organize community roundtable with surrounding towns - MMA? Write Project Plan for BOS • Tasks —think about the plan. Peter - contact the Dept. of Fire Services to inquire about the equipment on HAZMAT vehicles maintained by the Department. Beth Anne - contact Steve F about web pages - contact LexHab - Distribute letters - work with John M - send out letters to surveys received/citizens Karen - talk with Linda about Joe Marino Vic - talk with Jim McL. about purchasing - Ron informed us that Pentium 1 processors are not necessarily compliant and their BIOS still need to be checked MACs are safe (VIC needs to follow up on this item and report back to the Committee at the next meeting )