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HomeMy WebLinkAbout1998-11-03-Y2K-rpt.pdf A Quo �7T5 �c o ,� � 7 W s II 3 l00 �^ APRIL I9' fXINC P 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