HomeMy WebLinkAbout1998-12-04-Y2K-min.pdf Y2K Meeting Notes, December 4, 1998
Meeting Schedule
• Meetings for the Y2K Committee will be held every other Friday at 9 30
in the Selectmen's Meeting Room unless otherwise notified
Committee Policies
• L.Drive —A Y2K Folder with a series of subfolders has been created on
the L.Drive so everyone has access, at all times, to the files for the group
Please be sure to put your work, findings, etc. on this drive
• When sending email, please do it to the entire group
• We must prepare a uniform response letter to all inquiries/surveys about
our readiness situation/progress for Y2K. Beth Anne is calling Suzanna
• All phone calls/letters from the public regarding Y2K should be directed
to Beth Anne She will be the central point person so we can guarantees
uniform responses to all inquiries Vic will draft a paragraph for the
employee letter so all employees become aware of this responsibility
Letter to Employees
• All Y2K members should send comments/corrections/additions to the
Y2K letter to Beth Anne by Tuesday afternoon
• There will be 3 different modes of distribution
1 ) with paychecks for the Town on Friday, Dec 11, and for the School
on Friday, Dec 18 (pending Linda's finding a school member)
2 ) via email to all employees
3 ) posted in all Departments
Project Plan
• Our Immediate Goal is the build awareness of Y2K, guide the inventory of
the problem, and prepare a recommendation and time schedule for the
organization ASAP
• We all agreed that it would be good to sit down and prepare a plan for this
project. Further action towards this objective must be taken
• Discussed the use of Project Management Software, may just use Microsoft
Project Manager
Inventory of Each Dept.
• Connie gave us an overview of the basic inventory framework
(available for view- L./Y2K/inventory file) We all agreed to its use
- Changes will be made to the item list, leaving blank spaces for people
to fill in the blanks with whatever equipment they have and a template
for Departments will be created — Beth Ane
- All Departments, even those who've already completed inventories,
are required to fill in this sheet so the organization is standardized
- A deadline will be set for end of January/beginning of February
- Karen will present the inventory at the next Senior Management Team
meeting in mid-December It will then be the responsibility of the SMT
to insure that this is done within their Department by the deadline
Funding
• all members of the team agreed to search for Y2K funding sources
• talked about the possibility of recruiting technical volunteers from the
community
• Members thought that we didn't have enough time to propose an article in
Town Warrant
Consultant
• for now, each Department Head will assign a project manager to this task
and within each section of the department, a person will be assigned to
the project.
• we will do the inventory in-house and evaluate the need to outside
assistance based on this, and include it in our recommendation to the
Selectmen
Other
• Issues that arose
- Vic needs info on third party software
- All new equipment purchases must be Y2K compliant. Thus, proof
should be required, in writing, all future purchases Jim M is aware of
this?
- Probably will not be able to go over to the old phone system should our
current system fail Must talk to Jim M about this
- Ken Tromblay has volunteered to be the main contact person handling
this situation within the Fire Department. He cannot make the
meetings so another rep (probably Peter Torode) from the Fire
Department will be attending all future meetings He has discussed
this issue with Jack Q
Departmental Overviews
• Police Update (Steve could not make it, he submitted this)
- LPD has complete inventory done We are in the process of
contacting all vendors and providers In many instances, you can get
certificates of compliance right off the internet.
- We are prioritizing the combined dispatch (911) center We have not
discovered any insurmountable "glitches" to date
- Our in-house computer system is fully compliant and tested We have
done a complete property inventory @ LPD and posted it on our
network for review by LPD Y2K committee members This way,
everyone knows where the Y2K project stands
- Question for Vic-We have one question For some of our older stand-
a-lone p c 's, will be have testing software? Will M I S provide the
software? Or does each department have to purchase software?
- Vic responded that all Windows 98 systems are compliant and that all
Office 97 systems will be compliant once he and Jon use special Patch
Software to check all computers. He said that most have been tested
and there are problem computers in the library and the COA. Vic has
the software
• MIS
• Fire
- 95% complete
Tasks
- VIC
- Y2K email list
- get paragraph on phone call/letter referral to BA for employee letter
by tues
- LINDA
- get school members —John and Ron or Steve
- KAREN
- present inventory to SMT 12/15/98
- CONNIE
- update MMT on 12/16/98
- BETH ANNE
- invite Suzanne to meet with us to discuss legal issues
- distribute employee letter
- remind Rick about Ratheon program
- Contact Suzanna about the letter for the town and draft one
- change inventory set up and make template
- create possible inventory list items to accompany inventory
- ALL
- develop list of possible inventory and send to Beth Anne
- Get changes to Beth Anne for the letter by Tuesday
- Funding search
r)
1 `