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APRIL I9'
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MEMORANDUM
TO• Richard J White, Town Manager
FROM Linda Crew Vine, Assistant Town Manager
DATE November 3, 1998
SUBJECT Year 2000 Challenge
Background on Y2K or the Year 2000 Problem. The year 2000 problem is the inability of
many computers and computer-based devices to handle dates correctly when the year changes
from 1999 to 2000 The Y2k problem is the result of a purposeful decision made a number of
years ago to store memory in only two digits. Dates were stored with six digits instead of eight,
for example 01/01/99 instead of 01/01/1999 Computers may recognize 01/01/00 as the year
1900 or may fail to recognize it properly resulting in failed systems.
What does this mean and how extensive is this problem for Lexington and other
municipalities? All equipment that relies on embedded process controllers (microchips) will be
affected. Microchips can be found in an array of items from elevators to telephone switches,
traffic lights, electric utility substations, as well as standard office equipment. The following
provides an abbreviated look at what systems could be impacted by computers that fail to
function properly when January 1, 2000 arrives
• Billing, record-keeping, payroll, tax collection and similar systems
• Building systems, such as fire, security and HVAC
• Traffic control devices
• Communication systems general and 911 Emergency Response Systems
• Emergency vehicles for police and fire
• EMS equipment
• Sewage pump stations
• Water treatment systems
• Electric utilities
In May of 1998 staff from Hansom Air Base met with Senior Management Team and the School
Department to assist in educating communities on the Y2K problem. As a result of their
guidance departments begin to look at potential vulnerable public functions over which they had
responsibility In September Susanna Burgett, Esq with Palmer and Dodge addressed both
senior and middle management staff to further educate the town of the potential risks we could
face Her presentation highlighted the need to address the Y2K problem both from a technical as
well as management perspective Additionally, if we are to address this issue comprehensively
we need to plan from a centralized fashion and begin to share information and resources. To this
end, I am recommending we appoint a Year 2000 Compliance Team to assist and guide the town.
Year 2000 Team Recommendation. The following staff has either been involved in their
respective departments or has expressed an interest in assisting the Senior Management Team to
address the challenges we face as we approach 2000
Steve Corr, Police Department 2
Ken Trembly, Fire Department / > `" !
Vic Rivera, MIS Department
Connie Rawson, Cary Memorial Library
Bill Hadley, Department of Public Works, liaison Middle Staffing Group
Karen Simmons, Recreation Department, liaison Senior Management Team
Beth Anne Sobieszczyk, Town Manager's Office, staff support
Please let me know if you should need further information regarding the Y2K problem or would
like to recommend additional staff to serve on this team.
CC Senior Management Team Members