HomeMy WebLinkAbout1998-12-18-Y2K-min.pdf Y2K MEETING NOTES, December 18, 1998
• Attendees Bill Hadley, Vic Rivera, Susanna Burgett, Karen Simmons, Beth
Anne Sobieszczyk, Peter Torode, Connie Rawson, and Steve Corr John
Moynihan was not able to attend at the last moment.
• Logistics
• Reschedule Jan 1 meeting —tentatively scheduled for Monday, January
4, 1999 from 1-3 p m in the SMR.
• The groups agreed to send a representative to the MMA Conference on
January 15 to attend the meeting "Y2K— Issues for Cities and Towns"
The details of which still must be finalized (see below)
- htto.//www mma.ora/mma/annual meeting/index.html
Y2K--Issues for Cities and Towns. Sponsored by the Massachusetts
Interlocal Insurance Association and the Massachusetts Municipal Association
The Year 2000 computer bug will affect virtually every community in
Massachusetts. Disruptions at one location will cause numerous problems at
others. While most municipal officials understand what the problem is, many are
uncertain about what to do next. This workshop will examine key questions and
offer strategies, resources, and publications to assist cities and towns in handling
embedded systems, establishing contingency accounts, and dealing with the
public and the press.
Time Friday, 4-5 15 p m.
Panelists:Val Asbedian is director of the Information Technology Division's
Strategic Planning Group and a selectman in Bedford. David Davies is director of
information technology services for the Department of Revenue's Division of
Local Services.
Moderator Jeffrey Siena is loss control manager for the Massachusetts Interlocal
Insurance Association.
• Legal Issues with Susanna Burgett
• Legal disclosure issues as they relate to the following political, securities
(bond documents), contracts, auditors, unknown777'79
• Readiness Disclosure letters (assigned—see tasks below) All letters
must be accurate, consistent, conservative, and sent from a centralized
point.
• Working with Vendors—We must know whether or not our vendors are
compliant. A letter or website may not be good enough, all items must be
tested and upgraded wherever possible We need to get a
comprehensive list of contacts held by each Department using the
inventory list. Susanna offered to look at the contracts involving critical
systems or those with very high value
• The question was raised — What is the definition of compliance? Do
vendors and users see it differently? We determined that it is different
based on the system being evaluated Those with a single system /one
vendor and those systems with incorporated systems / many vendors
The latter is where we expect to see most of the problems
• Legal issues surrounding purchasing - Vic reported that Jim McLaughlin is
using the MA Y2K Compliance statement on all purchase orders
• Peter Torode was concerned with the Department's Defibrillators
Susanna agreed to forward letter's she saw on a listserve related to this
topic
• Letter to Employees
• sign off
• Distribute to schools? If so, how? Printing? - (must talk with John)
• How about the Housing Authority? - this is a question for Steve Hatch — (I
was away from the meeting for a few minutes and missed this discussion)
• Project Plan
• Long-Range Planning
• Connie, Karen and Beth Anne will set up time to draft a plan next week
• Public Relations - Brainstorm
• Meet with the SMT periodically thoughout the next year—what should
(and can) be our role with citizens — do we play a role in dealing with
public outcry and sociology We don't want to be extremely out in the
forefront. Perhaps we can be a partial resource — host meetings and
invite the state
• It was suggested that we make a presentation at the March 22 Town
Meeting —we will see how far along we are at when the time comes
• get a citizen representative?
• letter in the Minuteman? on website?
• Opportunity for companies to sponsor community seminars — Ratheon-
piggy back on their lead and get help, volunteers from the technical
companies in town to work with us
• Tasks
- prepare letter for citizens and vendors (Beth Anne— send to
Susanna for review)
- prepare letter for landlords (Susanna)
- prepare inventory & process letter for Dept. Heads (Beth Anne)
- Email to Comm for Brainstorming about meeting with the
surrounding towns and Hanscom (Beth Anne)
- Get a comprehensive list of contacts held by each Department,
with a one sentence description of the contract - include in
letter to Dept. Heads (Beth Anne)
- get Alpha replacement chip going (Vic)
- Think of others who can tell us more about Y2K as it affects our
community— i e Hanscom, Ratheon and other companies in
Lexington (all)
- Contact Steve Davis of Mont. Co , MD to see what works —Also
may want to check out Lubbock, TX.
- check into monthly state meetings and whether or not we can
attend (Beth Anne) —we can attend the meeting- next meeting
is Jan 8 and the discussion will be about Contingency Planning
and Business Continuity Planning
- check with Dave Davies about they are doing regarding small
utilities —explicit piggy-backing is most efficient (Beth Anne)