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Home My WebLink About1999-12-14-Y2K-rpt Contingency Plan for the Y2K Event.pdf TOWN OF LEXINGTON CONTINGENCY PLAN FOR THE Y2K EVENT ...., i %. 4 op Cr ty ere. P , % � m a � � � w lj j -..•.;0114,APRIL 19tH DECEMBER 14, 1999 Submitted By- The Y2K Team Karen Simmons, Team Chair Ray Carberry, Citizen Steve Corr, Police Steve Ellis, School Information Technology Arthur Flavin, Revenue William Hadley, DPW Cynthia Johnson, Library Joseph Marino, Economic Development John Moynihan, School Connie Rawson, MIS Peter Torode, Fire TOWN OF LEXINGTON CONTINGENCY PLAN FOR THE Y2K EVENT Submitted by the Town of Lexington Y2K Team This document is a compilation of contingency plans from town departments The purpose of the document is to provide a working reference to address the Y2K rollover (the date transition from December 31, 1999 to January 1, 2000) The index key is as follows 1 Police Department 2 Fire Department 3 Department of Public Works • Water Distribution System • Wastewater Collection System • Snow Removal • Town Building Functions/Protections • Communications • Trash Collection and Disposal • Transportation/Fuel 4 Town Manager's Office 5 Information Systems 6 Office of the Town Clerk 7 Public School Buildings 8 Social Services / COA • Visiting Nurses and Community Health Vendor for Senior Health Monitor Program • Cooperative Elder Services Vendor for Adult Day Health Services • Minute Man Home Care Contractor for Congregate and Home Delivered Meal Programs 9 Finance • Access Financial System • Retirement Financial System 10 Library • Operations • Services 11 Inspectional Services 12 Recreation • Communication System • Credit Card System 12. RECREATION DEPARTMENT - COMMUNICATION SYSTEM Y2K CONTINGENCY PLAN 1. OBJECTIVE OF THE PLAN • To provide a communication system to reach the Program Coordinator during an emergency 2. CRITERIA AND PROCEDURES FOR ACTIVATING THE PLAN • If the pager system fails this plan will be activated and has a minimum capability of 96 hours 3. ROLES, RESPONSIBILITIES, AND AUTHORITY • The Recreation Director or Recreation Administrative Assistant will be in charge of activating and implementing this contingency plan The Director or the Administrative Assistant will inform the Program Coordinator that the satellite is down and that the contingency plan is going into effect. 4. PROCEDURES FOR OPERATING DURING OR AFTER SYSTEM FAILURES. • To ensure effective communication, the Program Coordinator will call or report to the office every two hours when out on site 5. RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS • Technical support-The Program Coordinator will contact and work with Page Net until the satellite is up and running again 6. CRITERIA AND PROCEDURES FOR RETURNING TO NORMAL OPERATIONS • Correct any disruptions caused by the satellite failure 7. ESTIMATED COST OF THE PLAN • No associated expenses are needed with this plan 8. TESTING THE PLAN • Prior to December 31, 1999, the Recreation Director will provide directions to department employees on the specifics of the plan, as well as to inform them on the possible disruptions in schedules Town of Lexington 12-1 12/8/1999 Y2K Contingency Plans 9. POST-EMERGENCY PLAN • The Recreation Director will meet with the personnel who assisted in the implementing of the plan to determine how well it worked, as well as any changes that might need to be made for future emergencies Prepared by• Karen Simmons Date 11/29/1999 Department/Agency Head /.(12,44 . - (SIGNATURE) Date f.3/e7q Town of Lexington 12-2 12/8/1999 Y2K Contingency Plans RECREATION DEPARTMENT - CREDIT CARD SYSTEM Y2K CONTINGENCY PLAN 1. OBJECTIVE OF THE PLAN • To provide a normal level of service to the community, while continuing to generate revenue for services provided 2. CRITERIA AND PROCEDURES FOR ACTIVATING THE PLAN • If credit card system fails, this plan will be activated and has a minimum capability of 96 hours 3. ROLES, RESPONSIBILITIES, AN AUTHORITY • The Recreation Director or Program Coordinator will be in charge of activating and implementing this contingency plan The Director or designee will assign workers in the department to assist in revenue collection as needed 4. PROCEDURES FOR OPERATING DURING OR AFTER SYSTEM FAILURES. • Other forms of payment—The department will operate by accepting cash or check. This money will be accounted for and brought up to the treasurer's office on a daily basis If necessary, we can also take a customer's credit card number and expiration date, which would be processed once the machine is working again 5. RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS • Personnel—Two recreation employees will be used for most operations If necessary, the Recreation Supervisor, and the Recreation Program Coordinator will assist in the operation • Technical support-The department staff will work with Nova Information Systems to correct any disruptions in service from their network. 6. CRITERIA AND PROCEDURES FOR RETURNING TO NORMAL OPERATIONS • Correct any disruptions caused by the credit card machine failure • Staff will return to normal day to day operations Town of Lexington 12-3 12/8/1999 Y2K Contingency Plans 7. ESTIMATED COST OF THE PLAN • No associated expenses are needed with this plan 8. TESTING THE PLAN • Prior to December 31, 1999, the Recreation Director will provide directions to department employees on the specifics of the plan, as well as to inform them on he possible disruptions in schedules 9. POST-EMERGENCY PLAN • The Recreation Director will meet with the personnel who assisted in the implementing of the plan to determine how well it worked, as well as any changes that might need to be made for future emergencies Prepared by• Karen Simmons Date 11/29/1999 Department/Agency Head rQ-k,42-t./ (SIGNATURE) Date ),9/, Town of Lexington 12-4 12/8/1999 Y2K Contingency Plans • I', 11. INSPECTIONAL SERVICES Y2K CONTINGENCY PLAN 1. PURPOSE • The purpose of this plan is to provide guidance in case of loss of service of any Priority 1 or 2 items identified in the Lexington 2000 Inventory • Applicable Equipment: According to this inventory, the only Priority 1 or 2 items in Inspectional Services are personal pagers Pagers are identified as Priority 2 due to the possible need to contact personnel during emergencies 2. PROCEDURE • Prior to leaving the office on the first working day in the year 2000, all field personnel who use pagers are to follow the following procedure 1 The pager is a back-up means of communication All personnel with pagers also have either car radios or cell phones, which is the primary means of communication Therefore, test the radio and/or cell phone prior to leaving the office If either the radio or the cell telephone is operating, no further action is necessary 2 If both the radio and cell telephones are not operating, test the pager's operation If the pager is operating, notify the department clerk to contact you via pager 3 If the radio, cell telephone and pagers are all not functioning, test the telephone system prior to leaving the office If the telephone system is operating, call in to the office every hour on the hour Leave an itinerary with the department clerk prior to leaving the office 4 If the telephone system is not working, and all other above modes of communication are also not working, the inspector is to visit the office every other hour on the hour, and is to leave an itinerary with the department clerk prior to leaving the office Prepared by Steven Frederickson Date 11/29/1999 Department/Agency Head A,,1\_____ (SIGNATURE) Date )2 J dol Q cf Town of Lexington 11-1 12/8/1999 Y2K Contingency Plans 10. LIBRARY OPERATIONS Y2K CONTINGENCY PLAN Library operations consist of the purchase of office supplies and the acquisition of materials for library collections, the payment of utilities, the booking of Internet access, the booking of museum passes, and notification of patrons who have reserves or fines 1 OBJECTIVE OF THE PLAN • To insure that library operations proceed smoothly regardless of any failures in any of the systems at vendors with which the library does business 2 CRITERIA AND PROCEDURES FOR ACTIVATING THE PLAN • All bills will be paid before December 15, 1999 • U S Post Office will be informed of alternate delivery options should the library be forced to remain closed because of lack of heat, water, and/or electricity • A cut off date for ordering library materials will be established in December; this will allow for the delivery and payment of bills in November and December • Supply orders will be placed in October, November, and December to insure that there are sufficient supplies to operate through the end of January 2000 • Alternate means of stamping materials to be sent out will be arranged in case of failure of the Pitney Bowes meter (which has a compliance statement on its website) • All delivery providers will be informed of alternate delivery options should the library be forced to remain closed because of lack of heat, water, and/or electricity • The Metrowest Regional Library system will contact the library in case of delivery system problems • Museum passes will be booked (beginning in November 1999) for January 2000 An information sheet will be given to everyone who books a pass for January 2000 informing them of procedures for determining whether the library is open • No programs will be scheduled for the first two weeks of January 2000 • Internet time will be signed up for the first week of January 2000 An information sheet will be given to everyone who signs up informing them of procedures for determining whether the library is open Town of Lexington 10-1 12/8/1999 Y2K Contingency Plans • Book drop will remain open even if the library is not operational • In December 1999, it will be advertised that January 2000 will be a fine free month • All critical information on any staff computers will be downloaded onto disks/zip drives in case of computer problems (all computers are y2k compliant) 3 ROLES, RESPONSIBILITIES AND AUTHORITY • The library administration will be responsible for the coordination for the purchase and payment of all supplies as well as the payment of bills before December 15, 1999 It will establish with the U S Post Office and all other delivery companies (including the Metrowest Regional Library System) alternate delivery options should the library be forced to remain closed • The library administration, in conjunction with the staff will insure that all library materials have been ordered by the agreed upon date in November 1999 The library administration and the staff will create materials to be distributed to the public in December 1999 informing of the fine free month in January 2000 and the policy for museum passes and Internet bookings • The library staff will make sure that any programs planned for 2000 are not scheduled for the first two weeks of January 2000 4. PROCEDURES FOR OPERATING DURING OR AFTER SYSTEM FAILURES • The library administration will arrange for extra staffing during the first two months of January in order to establish normal operations as quickly as possible 5 RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS • Should the library be forced to remain closed, the book drop will be open to accommodate all patrons who wish to return library materials • Should the library be forced to remain closed, a secure area will be designated for the delivery of all supplies, mail, and regional book deliveries • Should the Pitney Bowes postage meter be non-functional, stamps sufficient to cover the cost of postage will be on hand Town of Lexington 10-2 12/8/1999 Y2K Contingency Plans 6. CRITERIA AND PROCEDURES FOR RETURNING TO NORMAL OPERATIONS • Complete restoration of all ordering and bill-paying systems, postage meter, and all information that was on computer systems prior to December 31, 1999 re-installed 7. ESTIMATED COSTS OF THE PLAN • $0 00 Prepared by Carol A. Mahoney, Director, Cary Memorial Library Date 11/29/1999 l Department/Agency Head C,c,in,�G�n ct1'r(nnAa (SIGNATURE) Date � � )car y c,-eCv-6 6 �--- -re ,-.r GLZ Town of Lexington 10-3 12/8/1999 Y2K Contingency Plans LIBRARY SERVICES Y2K CONTINGENCY PLAN Library services consist of collections and staff housed in two buildings the main library and the East Lexington branch Because of the holiday weekend, both of these are scheduled to be closed to the public from 5pm on Thursday December 31, 1999 until 9 a m Monday, January 3, 2000 or for fifty-two hours of the ninety-six hour period contingency plan time frame 1. OBJECTIVE OF THE PLAN • In order for the main library and the East Lexington Branch to open, all utilities must be fully functional and the Minuteman Library Network must be operational The objective is to establish a way to communicate to both staff and public should these utilities not be operational 2. CRITERIA AND PROCEDURES FOR ACTIVATING THE PLAN • During the month of December 1999 newspaper and newsletter articles, handouts, and a section of the library web page will be prepared informing the public that if the main library and the East Lexington Branch are without utilities they will remain closed and a message will be put on the answering machine, no message on the machine will also be an indication that both libraries are closed • Memos will be distributed to library staff informing them that if the main library and the East Lexington Branch are without utilities they will remain closed and a message will be put on the answering machine, no message on the machine will also be an indication that both libraries are closed • On January 1, 2000, if the main library and the East Lexington Branch are not operational, signs will be placed on the front door of the East Lexington Branch and the front and back doors of the main Library as well as in the display cases above the book drop and on the library lawn • On January 1, 2000, a library staff team will walk through both the main library and the East Lexington Branch checking to see if all systems are operational • On January 1, 2000, if the libraries are not operational, library administration will communicate this to the Minuteman Library Network Central Site and the Metrowest Region either through cell phone or email from any other library in the Network that may be operational • Before December 30, 1999 the fish tank in the Children's Room of the main library will be taken home by a library staff member Town of Lexington 10-4 12/8/1999 Y2K Contingency Plans 3 ROLES, RESPONSIBILITIES, AND AUTHORITY • The library administration will inform the staff as to the contingency plans for January 1, 2000, will designate a staff team to perform a walk-through on January 1, 2000, and will create the message for the answering machine • The library administration, in conjunction with the library staff will prepare information for the newspaper, newsletters, and web page • The library administration will also take responsibility for notifying the Minuteman Library Network and the Metrowest Regional Library System • The library administration will work with the Department of Public Works to make sure that the oil tanks at the main library and the East Lexington Branch are full by the week of December 27, 1999, it will work with the Department of Public Works to make sure that all emergency lights are operational • In conjunction with the Department of Public Works, and the Lexington Fire Department, the library administration will address any failures in the electrical, telephone, and alarm systems The library administration will coordinate efforts with the Department of Public Works Water and Sewer Department to see that public bathrooms are operational and address any failures 4 PROCEDURES FOR OPERATING DURING OR AFTER SYSTEM FAILURES • On January 1, 2000 the library administration with the walk-through team and the Department of Public Works will determine whether or not the main library and the East Lexington Branch buildings are operational If they are not, the buildings will remain closed The library administration will work with the DPW to address these failures and re-open the buildings when they have successfully been addressed 5 RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS • The buildings of both the main library and East Lexington Branch Library are the responsibility of the Department of Public Works with the assistance of the library administration, therefore there will be no need of extra library staff to assist in any problems with the buildings • The automated circulation system for the main library and East Lexington Branch are the responsibility of the Minuteman Library Network, therefore, no extra library staff will be needed to address system failures Town of Lexington 10-5 12/8/1999 Y2K Contingency Plans • Should the Minuteman Library Network services be temporarily suspended, extra staff will be needed to check out books manually and to enter these records into the system when it is re-established • Should the library be closed beyond the normal holiday closing, additional staff will be scheduled at every desk (5 additional staff-members) to deal with the backlog of materials returned to the library during that period • Storage space will be needed for books returned during any period that the Minuteman Library Network has been down 6. CRITERIA AND PROCEDURES FOR RETURNING TO NORMAL OPERATIONS • Restoration of heat, electrical system, water/sewer, telephone service, elevator service, alarms (fire and burglar), and the Minuteman Library Network online systems, and the Metrowest Regional Library delivery system • All manual charges and discharges of books entered into the automated system All returned books discharged electronically and restored to the shelves 7 ESTIMATED COSTS OF THE PLAN • $0 00 8 POST-EMERGENCY PLAN • The library administration along with the Department of Public Works will review the plan for effectiveness and efficiency during emergency conditions and will make recommendations for additions or modifications Prepared by. Carol A. Mahoney, Director, Cary Memorial Library Date 11/29/1999 Department/Agency Head ('a ,��, 4,4,„,,, _ (SIGNATURE) Date .;e I)i 9 (4-AZ Town of Lexington 10-6 12/8/1999 Y2K Contingency Plans 9. FINANCE DEPARTMENT ACCESS FINANCIAL SYSTEM (ALPHA) Y2K CONTINGENCY PLAN 1. OBJECTIVE OF THE PLAN • To provide and maintain secure financial operations for payroll, accounts receivable, and accounts payable operations 2. CRITERIA AND PROCEDURES FOR ACTIVATING THE PLAN • All necessary operations will be either scheduled or done pre-Y2K in order to avoid the identified 96-hour contingency period Delays of daily work will be backlogged and resolved within a week of the event. • If the integrated computerized financial systems do not work properly or at all due to a Y2K problem on January 1, 2000 or the down time exceeds 96 hours the Finance Department systems contingency deals with the unavailability of the financial computer systems as a whole There are four integral parts to the financial systems, Admins database, Access Software, Alpha hardware and VMS software If any of these fail due to Y2K then the computerized financial systems will be unavailable The Finance department will revert to manual processes and systems with an eye toward updating the computer systems upon their availability The cost ramifications will depend entirely upon the length of the problem Each of the four components has been addressed as to their Y2K compliance and will comply according to the vendors. • The primary financial institution used by the Town (Bank Boston) must be operational 3. ROLES RESPONSIBILITIES AND AUTHORITY • The Finance Director will make implementation decisions The Assistant Finance Director and Revenue Officer will support. 4 PROCEDURES FOR OPERATING DURING OR AFTER SYSTEM FAILURES • Assumptions 1) Electricity is working 2) The Town has access to cash in one of two bank accounts with check writing capability • The finance departments will print out reports showing in detail account receivable balances as well as payroll and a/p records for salary numbers and vendor Town of Lexington 9-1 12/8/1999 Y2K Contingency Plans addresses, etc immediately prior to year-end The intent of this strategy is to take a snapshot of our records prior to year-end This will allow manual processes to function as well as provide data to implement a new system if necessary • The following are the 4 critical systems supporting the financial operations of the Town 1) A/P • Will have a final warrant dated December 23 for 1999 • First warrant for 2000 will be scheduled for January 14 but could be delayed if necessary • Emergency checks such as debt payments will be manually written and back up information will be kept for a later time to enter into the computer system • A manual warrant process will be implemented if necessary 2) Payroll • First payroll for Jan 2000 will be completed by December 30, 1999 • If the system fails manual checks will be written by Jan 5 for payroll dated Jan 7 and any subsequent warrants until the system returns • If direct deposit fails with the bank manual checks will be written for those individuals upon notification from bank • Flexible spending included 3) Revenue Collections • Delay posting collections to systems for up to 10 business days • No interruption to daily bank deposits —will keep manual log of payments 4) Billing • Not needed to do next billing cycle for R.E or P P until April 1 • If system still down at that time can reuse previous file that printer has from previous billing • Water/Sewer billing can be on an estimated manual basis 5. RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS • In the event that the system becomes completely unusable, manual processes and records would support the financial operations Supplies such as checks (ap & payroll) will be sufficient as items used for automated process can also be used for manual If the delay were extensive, additional personnel could be required to support the manual processes If financial resources are available, these personnel could come from an agency such as Accounttemps 6. CRITERIA AND PROCEDURES FOR RETURNING TO NORMAL OPERATIONS Town of Lexington 9-2 12/8/1999 Y2K Contingency Plans • All financial data systems available as well as power and banking services 7. ESTIMATED COST OF THE PLAN • The contingency plan of 96 hours would result in minimal expense • If the situation exceeds 96 hours expenses in the need for additional labor could result in the amount of$2,000-$10,000 • The Finance team is scheduled to begin investigating available municipal financial software in September A short list of replacement vendors will be developed in the event it is necessary to entirely replace our current applications due to a Y2K problem. The reports run at year-end together with manual transaction records kept after Y2K would be used to implement the new computer system The cost associated would be in the $200,000 -$275,000 range based upon current knowledge A better estimate will be available once the investigation process begins. 8. TESTING THE PLAN • Prior to December 31, 1999, the Finance Department will provide training to its employees on how to implement this plan Prepared by Arthur J Flavin Jr Date 11/29/1999 Department/Agency Head - ._ __ (SIGNATURE) Date /711)-A 9 Town of Lexington 9-3 12/8/1999 Y2K Contingency Plans sufficient monies will be transferred to the Custodial Account held outside Bank Boston prior to 12/31/99 • The non-contributory retirement payroll of nine retirees is maintained and produced on the Town's Access/Alpha system In the event that this system is unavailable, the payrolls for these retirees would be produced manually • The accounts payable aspect of the retirement system is also handled via the Access/Alpha platform Again, in the event of this system being unavailable this would become a manual process (6-20 checks) 5. RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS • In the event that any system becomes completely unusable, manual processes and records would support the financial operations Supplies such as checks will be sufficient, as items used for automated process can also be used for manual 6 CRITERIA AND PROCEDURES FOR RETURNING TO NORMAL OPERATIONS • All retirement data systems available as well as power and certain banking services 7. ESTIMATED COST OF THE PLAN • The contingency plan of 96 hours would result in minimal expense 8. TESTING THE PLAN • Prior to December 31, 1999, the Retirement Department will review implementation of this plan. Prepared by- John Ryan Date 11/29/1999 Department/AgencyfHead (SIGNATURE) Date ' ''/ Soi Town of Lexington 9-5 12/8/1999 Y2K Contingency Plans 8. SOCIAL SERVICES/COA DEPARTMENTS Y2K CONTINGENCY PLAN Following are contingency plans for the Social Service Department and for three vendors considered critical to the operation of the department. Each vendor has documented that it is Y2K compliant. 1. OBJECTIVE • To prepare for the effective response of emergency respondents through the use of a database with accurate identifying information on all individuals who receive services from the Social Service Department or from the Senior Center These services include Senior Health Monitor, TeleCare, Meals on Wheels, the Adult Social Day Care Program, Friend to Friend and other identified senior and non-senior clients identified by the Human Services Coordinator The individuals participating in these programs are considered to be at risk if their services were to be terminated due to a Y2K emergency Social Work staff could also respond to additional residents not currently receiving departmental services 2. CRITERIA AND PROCEDURE FOR ACTIVATING THE PLAN • Emergency respondents are contacted or made aware of an individual in need 3. ROLES, RESPONSIBILITY AND AUTHORITY • Outreach and Intake Social Workers directly on duty will assess and respond to referrals from the Police Department. • Social Service Department Director assigns duties and monitors overall plan • Adult Day Care Program Director pre-plans with individual families The Adult Day Care Program Director will decide if the Day Care facility has working utilities and can be open 4. PROCEDURES FOR OPERATING UNDER SYSTEM FAILURES • If utilities were not functioning the Senior Center and the Adult Day Care Program would be closed Prior to that closure, individual clients, their families and utility companies would be contacted, using cell phones and database • If facilities were open, emergency foodstuffs for participants would be available at each location Town of Lexington 8-1 12/8/1999 Y2K Contingency Plans 5. RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS • The Outreach and Intake Social Workers of the Social Services Department will be accessible by cell phone to the Police Department to respond to referrals requiring Social Work assistance The Social Worker will respond to the referral by telephone or if assessed to be necessary, in person They will be available according to the following schedule • Friday, Dec. 31, 1999 12 00 PM - 12 00 Midnight: Amy Yang 617-775-6640 • Saturday, January 1, 2000 12 00 AM - 12 00 Midnight: Steve Baran 781-254- 9224 • Sunday, January 2, 2000 12 00 AM - 12 00 Noon Amy Yang 617-775-6640 • Sunday, January 2, 2000 12 00 PM - 12 00 Midnight. Steve Baran 781-254- 9224 6. CRITERIA AND PROCEDURES FOR RETURNING TO NORMAL OPERATIONS • As of January 3, 2000, Social Workers will return to current protocol for response to Police Department Referrals Protocol is that the Officer leaves a message for department Social Workers on the telephone for Social Workers to which they respond 7. ESTIMATED COST OF THE PLAN • There will be no additional costs to residents or to the Town of Lexington 8. TESTING THE PLAN • The database and its effectiveness in identifying residents will be tested • The database will be reviewed, updated and revised 9. POST-EMERGENCY PLAN • Post emergency evaluation by department Social Workers • The database will be updated and reviewed for complete and accurate information Prepared by. Nancy Freed Date 11/29/1999 Department/Agency Head (SIGNATURE) Date \,9--1 � q z� l / Town of Lexington 8-2 12/8/1999 Y2K Contingency Plans VISITING NURSES AND COMMUNITY HEALTH: VENDOR FOR SENIOR HEALTH MONITOR PROGRAM Y2K CONTINGENCY PLAN 1. OBJECTIVE OF THE PLAN • To maintain services to current clients identified to be at medical risk 2. CRITERIA AND PROCEDURE FOR ACTIVATING THE PLAN • If department Social Workers determine the need by a home visit by VNCH, they will contact the VNCH Team Manager, Kathy Weaver, RN directly, page # is 781-766- 4655 Nurses from VNCH will be on call from December 31, 1999 — January 2, 2000 3. ROLES, RESPONSIBILITY AND AUTHORITY • During December 1999, all clients will continue to receive a weekly or biweekly nursing visit. Plans, medication, medical equipment and emergency contacts will all be discussed and reviewed Medication will be requested and delivered earlier than current schedule to assure their delivery • Client files will continue to be updated with each visit and care plan change Complete, hard copies will be provided for the COA Outreach Social Worker, the Intake Social Worker and individual nurses and the administration of Visiting Nurses and Community Health throughout December 1999 • VNCH nurses, during home visits to every client in November and December 1999 will provide the Police Department and 911 phone numbers to them and to their families for(refrigerator) posting and immediate access 4 PROCEDURES FOR OPERATING UNDER SYSTEM FAILURES • See Section 3 above 5. RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS • Visiting Nurses and Community Health • The Social Service Department Outreach and Intake Social Workers 6. CRITERIA AND PROCEDURES FOR RETURNING TO NORMAL OPERATIONS • The Visiting Nurses and the COA Social Worker will resume established schedule for client home visits As determined by Nurse and Social Worker, and reviewed weekly, each Senior Health Monitor client is seen weekly, biweekly or monthly Town of Lexington 8-3 12/8/1999 Y2K Contingency Plans 7. ESTIMATED COST OF THE PLAN • 1 The current Senior Health Monitor contract between VNCH and the Town of Lexington, via the Social Service Department will be charged the current rate of $35 00 per visit for each emergency visit from 8 00 AM — 8 00 PM December 31, 1999 to January 2, 2000 8. TESTING THE PLAN • No additional testing is required to implement this plan • VNCH and the Outreach Social Worker will continue established client home visit schedule • The database will be regularly updated 9. POST EMERGENCY PLAN • The post-emergency plan is that the Outreach Social Worker and VNCH conduct a post test. Prepared by Nancy Freed Date 11/29/1999 Department/AgencyyHeead , (SIGNATURE) Date \(R/ 3I I 9 Town of Lexington 8-4 12/8/1999 Y2K Contingency Plans COOPERATIVE ELDER SERVICES: VENDOR FOR ADULT DAY HEALTH SERVICES Y2K CONTINGENCY PLAN 1. OBJECTIVE OF THE PLAN • To continue to provide services, support and information to individuals and families served in this Adult Day Health Program 2. CRITERIA AND PROCEDURE FOR ACTIVATING THE PLAN • The plan will be activated if telephones and utilities to the two facilities are disabled • Staff and the agency's Executive Director will plan with clients and their families beforehand for the possibility of caring for their family member at home • Staff will be stationed at the Arlington and at the Burlington sites to assist families if these sites are closed 3. ROLES, RESPONSIBILITY AND AUTHORITY • Cooperative Elder Services operates two sites, one in Burlington and the other in Arlington Arlington operates Monday— Friday and Burlington operates Monday— Saturday January 1, 2000 falls on a Saturday, so if telephones and utilities are disabled at the Arlington site, client services will not be disrupted for the next 48 hours If telephone and utilities to the Burlington site are disabled, Burlington will be closed on Saturday, January 1 If this site is closed, the Executive Director and other staff will be stationed there to assist clients and their families If telephones and utilities remain disabled on January 3 and beyond, both sites will be closed Staff will proactively prepare clients and their families for this possibility and will remain at each site to assist clients and their families 4 PROCEDURES FOR OPERATING UNDER SYSTEM FAILURES • See 3 above 5. RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS. • Cooperative Elder Services • Social Service Department and Council on Aging 6. CRITERIA AND PROCEDURES FOR RETURNING TO NORMAL OPERATIONS. • Reactivation of telephones and utilities to the Arlington and Burlington sites • Clients and their families will receive immediate communication regarding program reopening, in person if required, from Cooperative Elder Services staff Town of Lexington 8-5 12/8/1999 Y2K Contingency Plans 7. ESTIMATED COST OF THE PLAN • There will be no additional costs to the client or to the Town 8. TESTING THE PLAN • No additional testing is required to implement this plan, which is largely in place now for weather related closings 9. POST EMERGENCY PLAN • The post emergency plan is to return to established client service schedules Prepared by- Nancy Freed Date 11/29/1999 Department/Agency Head Ilk i-N'.-4------_ (SIGNATURE) Date lc;— \3 191 { 1 Town of Lexington 8-6 12/8/1999 Y2K Contingency Plans MINUTE MAN HOME CARE: CONTRACTOR FOR CONGREGATE AND HOME DELIVERED MEAL PROGRAMS Y2K CONTINGENCY PLAN 1. OBJECTIVE • To respond to system failures and to maintain service levels 2. CRITERIA AND PROCEDURE FOR ACTIVATING THE PLAN. • During December clients will receive additional meals and shelf stable foodstuffs • Clients and their families will be educated and informed of plan by Minute Man Home Care • If current volunteers are not able to deliver meals, the staff of Minute Man Home Care will complete deliveries and check on individual client recipients 3. ROLES, RESPONSIBILITY AND AUTHORITY • From September through December 1999 Minuteman Home Care is conducting a campaign to educate and inform its congregate and home delivered meal clients • Minuteman Home Care will supply to all clients receiving home delivered meals additional meals and shelf stable meals in December 1999 • Minuteman Home Care and its Site Manager located at the Lexington Senior Center will maintain an accurate and complete data base as well as hard copies of all information and records concerning congregate and home delivered meal clients • The Minuteman site manager will operate as the liaison to Minuteman Home Care to handle client needs and emergencies 4. PROCEDURES FOR OPERATING UNDER SYSTEM FAILURES • See 3 above 5. RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS. • Minuteman Home Care • Bateman Foods, Inc • Lexington Social Service Department and Council on Aging 6 CRITERIA AND PROCEDURES FOR RETURNING TO NORMAL OPERATIONS. • Available volunteer drivers will resume delivering meals and checking on individual client recipients Town of Lexington 8-7 12/8/1999 Y2K Contingency Plans • Minuteman Home Care staff will continue to assist in meal delivery and client check- in 7. ESTIMATED COST OF THE PLAN • There will be no additional costs to the clients or to the Town 8. TESTING THE PLAN • No additional testing is required to implement this plan, which is currently in place in anticipation of extreme weather conditions 9. POST EMERGENCY PLAN • The post-emergency plan is to return to established luncheon and Meals on Wheels delivery schedule Prepared by• Nancy Freed c \ Date 11/29/1999 1 Department/AgencyHead 4 • SIGNATURE) Date \aI c� I g 11 I J Town of Lexington 8-8 12/8/1999 Y2K Contingency Plans 7. PUBLIC SCHOOL BUILDINGS Y2K CONTINGENCY PLAN The Public Schools include Bowman, Bridge, Estabrook, Fiske, Harrington and Hastings Elementary Schools, Jonas Clarke and William Diamond Middle Schools, Lexington High School, and the School Administration Building 1. OBJECTIVE OF THE PLAN • To ensure the operation of Heating Plants and provide electrical power from 6 00 p m , December 31, 1999, through 7 00 a m , January 3, 2000 Due to the lack of emergency generating equipment the goal is to prevent freeze ups in the buildings 2 ROLES, RESPONSIBILITIES, AND AUTHORITY • The Director of Facilities in conjunction with the Superintendent of Schools shall be charged with implementing this contingency plan The Director of Facilities shall assign the maintenance/custodial staff including the electrician and HVAC maintenance staff All maintenance and the Superintendent of Schools shall have Cellular(Nextel) phones to communicate with each other, police, fire and public works personnel The staff will be on stand by from 6 00 PM December 31,1999 through January 3,2000 with the ability to work within one hour of being contacted 3. BUILDING CRITERIA • Lexington High School is a listed emergency shelter All other buildings will need to be heated at a minimum of 55 degrees to prevent damage from freezing pipes School Fuel/Heat Type I Generator Lexington High School (Main Building) #4 Oil/Steam N/G (temp ) Lexington High School (Science Building) #4 Oil/FHW N/G Clarke Middle School Electric Rental Diamond Middle School #4 Oil/Steam 0 K. Bowman #2 Oil/Steam I 0 K. j Bridge #2 Oil/Steam 0 K. 1 Estabrook #2 Oil/Steam/FHW N/G 1 Fiske #2 Oil/Steam N/G I Harrington #2 Oil/Steam N/G 1 Hastings #2 Oil/Steam 0 K. 1 Administration Gas/Steam W/G 4. PROCEDURES FOR OPERATING FROM 12/31/99 - 1/3/00 • All Oil Tanks to be topped off week of 12/27/99 Town of Lexington 7-1 12/8/1999 Y2K Contingency Plans • Lexington High School If the campus is used as a shelter, a minimum of four(4) Custodial Personnel will need to be available at all times while the shelter is operating These personnel will handle interior traffic and assignments, as well as provide security for areas off limits The main boiler plant can be operated with a temporary generator rated at 80 kW or larger (A portable 80KW is in storage at 201 Bedford Street) The school dept. electrician shall make provisions for temporary hook-ups during the month of December The Science building heating plant will be drained and water shut down to prevent freezing in the event that power is interrupted for more than eight hours Note. Lexington High School has been designated as the site for Lexington's First Night Celebration Lexington High School has no substantial emergency power in the Main Building and only minimal emergency power in the Science Building • Clarke Middle School This building is all electric Currently, the emergency generator is out of service The P B C has asked H M F H for specifications to Bid and install a new 75 KU generator prior to October 1, 1999 Work is proceeding on these plans, but no final install date has been guaranteed The building currently has a 125 kW generator rented from W.A. Kraft. At the September 15 meeting of the PBC they approved bidding out of sequence the purchase and temporary installation of a 100KW generator (At this time, the install date is not known) • William Diamond Middle School This site has a generator that will provide enough power to operate one heating boiler and support equipment. The 50 kW generator will also provide minimum lighting in the halls and the area adjacent to the auditorium This site should be considered as an alternate shelter site Arrangements for the public works dept. to deliver fuel every eight hours have to be confirmed • Bowman/Bridge Elementary Schools These plants have 15 kW generators which will be modified at the switch to provide power to one boiler, feed pump, and lighting in the Boiler Rooms • Estabrook/Fiske/Harrington Elementary Schools These buildings currently have no permanent source of emergency power Since obtaining emergency generators to run these buildings does not appear to be an option the heating plants will be drained and water shut off, if power if lost for more than eight hours If power is available for eight hours in twenty-four than the need for draining the heating plants will not be necessary • Hastings Elementary School This plant has a 50 KW that provides power for the heating plant and emergency lighting in the building The generator has a 50-gallon Town of Lexington 7-2 12/8/1999 Y2K Contingency Plans diesel tank. Arrangements for the public works dept. to deliver fuel every eight hours have to be confirmed 5. RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS • Personnel 3 maintenance staff per shift (each shift will be 12 Hours) • Equipment: One rental generator and one temp Generator (DPW), 8 cellular phones, flash lights, 4 service vans, and two small emergency generators (for lighting and power tool operation) 6 CRITERIA AND PROCEDURES FOR RETURNING TO NORMAL OPERATION • Disconnect any emergency power source and cycle down generators • Restore HVAC equipment to normal operation • Refill and bleed all systems that may have been drained (Both school dept. and contracted service) 7 ESTIMATED COST OF THE PLAN Personnel 110 Maintenance and custodial staff($280 X 80 hrs) $22,400 j I Equipment I generators and Misc Equipment $12,000 Total Labor and Equipment $34,400 8. TESTING • The School Department will schedule testing of the plan during October 1999 Prepared by John Moynihan Date 11/29/1999 Department/Agency Head _ � 1 (vi-,v•- ti (SIGNATURE) (67Date /-4? J Town of Lexington 7-3 12/8/1999 Y2K Contingency Plans 6. OFFICE OF THE TOWN CLERK Y2K CONTINGENCY PLAN 1. OBJECTIVE • This Contingency Plan addresses proper procedures and actions to take regarding issues and concerns with which the Town Clerk's Office must be aware in times of emergency to provide for its ongoing operation in its role of serving the townspeople and other governmental offices 2. CRITERIA AND PROCEDURE FOR ACTIVATING PLAN • In times of emergency, Town Clerk Donna Hooper is the immediate contact regarding any issue or matter for which the Clerk's office has direct or indirect responsibility or involvement. • The primary functions of the Office of the Town Clerk are conducted during routine business hours, from 8 30 a m to 4 30 p m Certain functions, including those required for elections, town meeting, and unusual occurrences, require staffing and office access and functionality during non-traditional hours at virtually any time of day • The ongoing provision of services from the Office of the Town Clerk require access to everyday resources including access to vaulted materials, electrical power, town- wide computer system network and the Commonwealth of Massachusetts Central Voter Registry system • The Clerk's office conducts many routine functions requiring computer usage and maintains many records and documents in electronic format. However, entry to the Town Office Building and Town Clerk's Office allows staff access to hard-copy records pertaining to vital records for births, marriages, and deaths as well as voter registration and other office records • The majority of functions conducted by the Office of the Town Clerk, and the documents maintained and accessed, may be performed with minimal inconvenience or interruption in service in the absence of computer systems and electrical power 3. ROLES, RESPONSIBILITIES AND AUTHORITY • Routine functions conducted by the Town Clerk's Office are summarized in the foregoing chart. Responsibility comes under the purview of the Town Clerk, Assistant Town Clerk, and assisting staff persons Major functions requiring electrical power include Town of Lexington 6-1 12/8/1999 Y2K Contingency Plans • Access to Central Voter Registry System (CVR) • Access to Town-wide Network Computers • Photocopy & Fax machines • Electric Typewriter • A substantial amount of information maintained in the Town Clerk's Office is in electronic format, with a hard-copy backup Also maintained are other documents and records not fully computerized Summary of Major functions, Format & Backup Function Electronic Hard-Copy Contingency Plan Action Format Backup Annual Census CVR Census Census Returns Alpha & Database Returns Marked Birth/Marriage/Death None Certificates Vault Access & Back-up Records Certified Format/Record Abstract Board & Committee ACCESS Board & Print Quarterly Listing Appointments Database Committee Jan/Apr/July/Oct Appointment Letters Business Certificate ACCESS Registration Print Quarterly List Registration Database Forms Jan/Apr/July/Oct Claims None Filings made Hand-stamp receipt, process accordingly Dog License ACCESS List of Print Quarterly List Database Licensed Dogs Jan/Apr/July/Oct Election Results CVR Printed Quarterly Back-up Extracts Database Checked-Voter Jan/Apr/July/Oct List Public Meetings ACCESS Semi-Weekly Manual Summary by Data Database Posting Uniform Commercial Code None UCC Filings Filings Violations ACCESS Tickets Quarterly printout(Jan, Apr, Database July, Oct) to augment ongoing posting of database on "L" drive & Police Dept. notification Voter Registration CVR Registration Print Quarterly List Cards Town of Lexington 6-2 12/8/1999 Y2K Contingency Plans 4. PROCEDURES FOR OPERATING DURING SYSTEM FAILURES • Although many functions of the Town Clerk's Office are consistent throughout the year, some operations vary according to time of year and election year cycle Procedures highlighted below constitute the major functions, which should be of concern during system failure • Official Recording Officer& Certifier Recording and certification duties related to official actions of the Town, filings, signing of notes for borrowing, keeper of the seal, recording of tax liens, receiving and circulating of notices of claims and legal actions, etc may be continued in the least favorable of circumstances • Required Action Vault, Town Seal, and time stamp must be accessible • Chief Election Officer/Board of Reaistrars Central Voter Registry (CVR) operation, Planning & Conduct of Elections, Poll Access and Setup, Coordination and oversight of voter registration procedures and setup and administration of polling sites, recruitment and training of election workers, and campaign finance administration requirements comprise primary election functions Elections are routinely scheduled and require much preparation which may be severely impacted by any emergency or interruption to access of resources • Required Action by Primary Component • Voter Registration - Manual, decentralized mail-in process which is entered into CVR system • CVR - Computer system documenting voter registration, census, list of voters, absentee ballot and voter activity is maintained and supported by the Elections Office of the MA Office of the Secretary of State Unavailability of system for voter registration circumvented by use of voter extract to generate list. Back-up extract on diskette on quarterly basis in ACCESS and run as needed Lack of system functionality may also be justification for rescheduling an election • Poll Access and Setup — Access and setup of polls occurs through cooperative efforts of the school department and "host" sites as well as the preparation and delivery work conducted by public works department personnel Police Detail Duty officers are also key components to security and delivery responsibilities Police Detail Officer availability (as well as that of other public safety/public works personnel) may require assignment of alternative duty officers — i e Special Police to be appointed by Town Manager • Election Officer Availability and Poll Operation Emergency Procedure is required for delivering/retrieving election officers to and from polls, as well as emergency evacuation procedure and alternate site locations for conduct of an election should the need arise Town of Lexington 6-3 12/8/1999 Y2K Contingency Plans • Absentee Ballot Tracking - Ideally tracked via CVR system Paper back-up if system inoperable Tracking printed daily Subsequent failure would pick-up after last printout • Ballots - Paper ballots for scanning Votes may be secured until scanning capabilities operational Worst case scenario - hand-count paper ballots • Accu Vote Optical Scanners - Scanners on service agreement for immediate service Worst case scenario - scan ballots as late as possible, or hand count ballots • List of Registered Voters - Registered voters maintained in CVR. Periodically transfer file to disk to maintain information • Public Records Officer Records Manager Recording Officer Public Meetings. Primary functions include membership maintenance of all boards and committees, administering oath of office to elected/appointed members, provide open meeting/conflict of interest laws, post meetings of governmental bodies, oversee records management program and provide access to public records • Reauired Action by Primary Component • Committee Membership Maintenance - Membership maintenance is maintained on an ongoing basis, data entered into ACCESS database, notifications and necessary materials issued Current membership listing should be printed upon every change and filed in Committee file Most commonly requested printout of labels is primarily for Board of Selectmen/Town Meeting Members One set of mailing labels for these officials should be maintained on file and available at moments notice Upon distribution/use a replacement set should be printed • Oaths and Laws - The Oath requirement has been significantly reduced by having the majority of elected/appointed persons affirm faithful discharge of duties by written statement rather than verbal oath Required Laws are mailed to appropriate persons US Postage stamps should be available for manual mailings should postage machine be inoperable • Meetings — Public Meeting postings, currently entered into MS ACCESS database, printed, posted on bulletin board and WEB page, continue to be posted regardless of database maintenance Following any recovery from power/computer unavailability the database will be updated and posted on the bulletin board and web site Manual system should also recognize filing processing process if only one copy of required postings is received • Records Management and Public Record Access — A disaster recovery plan should be developed for the retrieval and recovery of records and Town of Lexington 6-4 12/8/1999 Y2K Contingency Plans documents which may be impacted by flood, fire, etc Included in the plan should be means by which public record vault and storage facilities may be accessed by persons other than those maintaining keys or access codes The inventory of storage locations, primary access person(s), and keys/code for access is required • Licensing Officer Licenses issued by the Office of the Town Clerk include Marriage and Dog licenses • Required Action by Primary Component: • Marriages - In an emergency, licenses may be completed in a fully manual basis and are obtainable from another community if the need arises • Dogs — Dog licenses/invoices are currently generated from an MS ACCESS database In the absence of the computerized capabilities, the license renewals could be delayed until available However, a duplicate copy of the database should be stored on disk on a quarterly basis to allow for access if needed An updated printout of licensed dog information should be printed on a quarterly basis for access by the Animal Control Officer, Police Department, and Town Clerk's Office • Town Meeting Clerk: Town Meeting is called by the Board of Selectmen and conducted by the Moderator The Town Clerk and staff record member attendance, maintain minutes of the meeting, and normally audiotape the meeting In times of emergency, the Town Clerk, Town Counsel and Moderator would convene to confirm legality of the meeting and quorum, with possible adjournment to another time • Required Action by Primary Component: • Coordination of Services - Provisions for the ongoing conduct of the meeting should be coordinated with the Moderator and representatives from other departments including Town Manager, Fire, Police, and Public Works Battery powered backup for lighting and time keeping are required for the Town Clerk to perform required duties Additional lighting, public address, and heating capabilities are required for the comfort and convenience of the meeting • Quorum/Attendance — Attendance is maintained manually Updated listing should be created as changes in membership occur, but no less frequently than semi-annually Town of Lexington 6-5 12/8/1999 Y2K Contingency Plans • Registrar of Vital Statistics Births, Marriages and Deaths are recorded on an ongoing basis and transmitted to the MA Department of Vital Statistics on a monthly basis • Required Action by Primary Component: • Monthly Department of Vital Statistics submittals should not be interrupted by any power/computer failure Index and recording system is manual Proposed legislation and regulations for a statewide electronic system will impact services and should be evaluated for emergency measures at the time of enactment. Issuance of certified copies may be completed through producing an "abstract" of the record if photocopy is not possible Creation of Death Certificates may be impacted by availability of burial permit from the Health Department. Coordinated efforts would assist in document creation • Ancillary Services Related services include serving as Notary Public, US Passport Acceptance Agency, and optional issuance of the State's Fish and Game licenses • Required Action by Primary Component: • Ancillary services would be put on "hold" until resolution of emergency situations All are discretionary and would provide minimal inconvenience to residents • Most records and information are maintained on the Office's networked computer "G" drive, requiring password accessibility if the system is operational • Additional "hard-copy" records are in file cabinets requiring key access or the office vault, requiring combination access The Town Seal, maintained in the office vault, is hand operated and requires no electrical power The electrical time clock for documenting receipt of time-sensitive documents is backed-up by a manual stamp Notary Public seals are manual • The Town Clerk and, in her absence, the Assistant Town Clerk, are authorized signatories on documents requiring certification A manually operated signature stamp is maintained for both the Town Clerk and the Board of Registrars 5. RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS • Resources to access for continued office operation during emergency operations include 1 The Office Procedures Manual 2 Public Records — Contacts & Access Procedures (to be developed) 3 State Statutes and Reference Materials, including Town By-Laws, Appointments, Officers, and Authority Town of Lexington 6-6 12/8/1999 Y2K Contingency Plans 4 Central Voter Registry Reference Materials & Contacts 5 CVR Director, Judy Kingsley Langone @ 1-800-443-5710 6 Asst. Dir of Elections Harry Petrucci @ 1-617-727-2828 7 Emergency Staff Contacts Town Clerk, Assistant Town Clerk, Senior Clerk, and Senior Clerk. • The Town Clerk's Office must coordinate and partner with a number of departments to ensure continuation of necessary and key services in time of emergency • Elections Efforts must especially be made to provide for the problem-free conduct of elections Partnering efforts for elections include Selectmen, Town Manager, Police, Fire, School and Public Works Departments Also, emergency communications with election workers and Board of Registrars, along with clear operational and evacuation procedures, are needed • Town Meeting Partnering with Town Departments including Selectmen, Town Manager, Fire, Police, Public Works, and Town Moderator is also a necessity for the success in the conduct of Town Meeting • Records Management: The Town's cross-departmental record retention, storage, retrieval and preservation initiatives may require assistance for records threatened by fire or floods For intervention purposes, access to storage locations is necessary for departmental staff, Records Manager, and Fire Department personnel 6. CRITERIA AND PROCEDURES FOR RETURNING TO NORMAL OPERATIONS • Return to normal operations requires minimal action for staff and citizenry Documentation of all actions taken during emergency operations shall be reviewed within one week of the end of emergency operations for transfer to appropriate electronic or other system 7. ESTIMATED COST OF PLAN • It is projected that the Town Clerk's Office may function in emergency mode with minimal expense Any additional staff required to assist the Town Clerk, during times other than normal working hours, would require additional compensation Other than for flooding or fire situations, which may damage permanent record storage facilities, no other major expenses are anticipated Any damage to permanent record storage facilities would require a significant amount of funding to alleviate the problem and treat or preserve damaged records or materials Town of Lexington 6-7 12/8/1999 Y2K Contingency Plans 8. TESTING THE PLAN • The bulk of this plan is based upon proper backup of electronic data and creation of manual procedures, which are normally based upon support of electric or electronic equipment. Testing shall be conducted quarterly by producing copies of data/information referenced in the plan 9. POST-EMERGENCY PLAN • Much of the work for which the Town Clerk's Office is responsible may be completed with minimal interruption in the case of an emergency, loss of electrical power or computer network availability • Scheduling for hard-copy backup and electronic backup on a routine basis is critical for the smooth transition from an electronic system to a system based upon a hard- copy backup Access to various departmental vaults and storage facilities should also be made possible • Reversion to routine procedures will require minimal action Primary concerns include • Check office equipment, especially ensuring date/time stamps are correctly reset; • Record manually created documents/materials in respective electronic databases, • Issue public releases regarding any follow-up action citizenry may need to take should deadlines have been waived or any planned activities postponed or cancelled, and • Conduct assessment of emergency operations successes and failures and update required plan actions accordingly • The diversity of responsibilities and coordination required with various town departments and Office of the Secretary of State-Elections Division imposes the greatest challenge to the Office of the Town Clerk should an emergency situation arise Prepared by Donna M Hooper, Town Clerk Date 11/29/1999 i Department/Agency Head /67144-- , 4100/ (SIGNATURE) 0 Date Z/2 Y/11.? Town of Lexington 6-8 12/8/1999 Y2K Contingency Plans 4. PROCEDURES FOR OPERATING DURING AND AFTER SYSTEM FAILURES • The following is a list of the servers and their roles Revere E-mail Reliant Web Server Redcoat Engineering Software Parker DPW Applications Liberty Police Applications Assessor Assessors Applications Minuteman PDC Munroe File Server (G , H , L ), software applications Alpha VMS Financial Software Application • The criticality of the town LAN and WAN is the storage of data and the continuity of service Therefore, the MIS contingency plan focuses on 1 Data recovery issues • Servers All servers have hardware or software RAID control • The Primary Domain Controller is backed up by the Backup Domain Controller • Tape Backups of user files on each server are run every night. Archive tapes are stored in the Cary Hall Vault. 2 Power failure issues • All servers have uninterruptible power supplies that keep them running long enough for a piece of software called Powerchute to bring the programs down safely In the event of a power failure, the servers will not be usable after 20 minutes unless connected to an alternative power source • The optimal situation for the Network is to invest in a generator for the Computer Room The UPS system would condition the power as the generator kicks on and the network would be usable • Another option would be an isolated conditioned power supply • If there is no generator available we will wait until power is available to bring the Network back. Town of Lexington 5-2 12/8/1999 Y2K Contingency Plans • If these options are not available, we recommend shutting the network down during periods of expected power problems (New Years weekend) 3 Recovery of Malfunctioning Equipment: • Servers • The PDC is backed up by the BDCs • Images of all servers would be on one file server • An additional tape backup of each server system will be made one week prior to December 31, 1999 • Switching Device • If the switch malfunctions it could take a day or two to purchase a new one Expense prohibits having one available as an extra A switch can be purchased within hours • Patch Panel • In the event of a problem, find electricians who are on call 24 hours • Hubs • There are three hubs in the Computer Room All are allegedly Y2K compliant. If one fails there are other hubs that can be borrowed from individual departments • Personal Computers • Very few problems have been discovered with hardware We have identified and ordered replacements for machines that failed Y2K hardware tests • If hardware does fail due to unforeseen problems, the machines will be replaced • TASK Remind all end users of the critical nature of saving to their network drives We do not back up individual machines 4 Connectivity Issues • Internal Cabling • All users are connected to the Network via Category 3 or 5 cabling Currently, there is no identification of users in the Computer Room This should be done as soon as possible since cable problems would be nearly impossible to troubleshoot with the current lack of information • Identification of end users has been accomplished as of 8/99 Town of Lexington 5-3 12/8/1999 Y2K Contingency Plans • External Network. • There is a possibility that the I-loop will malfunction If this is the case, we will have no e-mail connectivity with off-site locations • We will have no Internet access • If Internet Access is a criticality, a dial up connection can be made with our new Town Dial-up Account. • Task. make sure that OWA is working correctly (Outlook Web Access) • Off-site Email connectivity is important but cannot be restored until the (- loop is restored • In an emergency, files can be transferred via a free Internet email account. • VMS ALPHA NETWORK. • The VMS Alpha Network is especially critical to the operation of the Finance Department. The Contingency plan for software and hardware will be reported by Finance and is located in Section 9 5 Power Issues • The Server has a power conditioner • The case for a generator is important for the Alpha There is no software that brings the software down in appropriate order so that when power is lost, the system often has problems on restart. • Action Call School MIS Department to restart Alpha 6 Connectivity Issues • The same internal cabling issues exist for this system • Documentation and mapping are essential, as part of contingency, but should be in place as a "best practice" procedure • Task Identify all users and ports (Done) • Task Remove Terminal Server DEC250 and reroute users 7 Software Contingencies • MIS Contingency Plans cover the following software • Microsoft Operating Systems • NT40 • Windows 98 • Microsoft Office Suite • Microsoft Office Professional 97 • Outlook98 • Norton Anti-Virus Corporate Solutions • All products claim compliance, some with upgrades and patches If this software fails, MIS will seek immediate solutions from Vendors Town of Lexington 5-4 12/8/1999 Y2K Contingency Plans • Third party software contingencies are the responsibility of each department. ' The MIS department recommends that all departments use the following precautions for safeguarding information stored in databases, spreadsheets and documents • Print out all tables and important documents • Store reports and tables on floppy disks and Zip drives • Table printouts should be done in the first week of November and the last week of December 8 Worst Case Scenario • If all of the above contingencies are not effective and there are any network failures, work will continue on individual PCs and will be uploaded to the network when it is operational • If the PCs are not operational, work can continue on paper and then can be input when systems are functioning once again • If the entire Computer Room fails, we will work on paper until equipment is fully restored 5. ROLES, RESPONSIBILITIES, AND AUTHORITY • Personnel A representative from MIS, the MIS Coordinator, plans to be on site on December 31 to ensure a smooth transition to Year 2000 6 RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS • Personnel MIS Coordinator, Network Administrator, Network Technician • Consultants • Equipment Vendors • Electrician • Computer Managers • Bill Gates 7. ESTIMATED COST OF THE PLAN • No cost with out generator purchase Town of Lexington 5-5 12/8/1999 Y2K Contingency Plans 8. TESTING THE PLAN • The MIS Department plans to test the entire network during the month of November • Dates will be rolled over on all servers • The PDC will be taken off-line and a BDC will be promoted • Server system software will be restored from a backup 9. POST EMERGENCY PLAN • This contingency plan will be reviewed annually to reflect any changes in the network. Prepared by Connie Rawson Date 11/29/1999 1 Department/Agency Head � �S/`' - (SIGNATURE) Date D e,9 5 Town of Lexington 5-6 12/8/1999 Y2K Contingency Plans 4. TOWN MANAGER'S OFFICE Y2K CONTINGENCY PLAN 1. OBJECTIVE • This Contingency Plan addresses proper procedures and actions to follow regarding issues and concerns of which the Town Manager's Office must be aware in times of emergency to provide for ongoing operation in its role of serving the community and other governmental entities The Town Manager's Office must coordinate the efforts of all town departments to ensure continuation of necessary and critical services in the event of an emergency The Town Manager will approve all necessary financial and human resources in order to adequately respond to the emergency Close communication will be maintained with the Board of Selectmen, State, Regional and Federal Authorities 2. CRITERIA AND PROCEDURE FOR ACTIVATING PLAN • In times of emergency, Town Manager Richard White is the immediate contact regarding any issue or matter for which the Manager's Office has direct or indirect responsibility or involvement. • The primary functions of the Town Manager's Office are conducted during routine business hours, from 8 30 a m —4 30 p m Certain functions, including meetings of the Board of Selectmen and the Annual Town Meetings, require staffing and office access and functionality during non-traditional hours • The ongoing provision of services from the Town Manager's Office requires access to everyday resources including town-wide computer system network, electrical power, and phone system access • The Town Manager's Office continues to conduct many routine functions and maintain many files and documents in electronic format. However, entry to the Town Office Building and Town Manager's office allows staff to access hard-copy records pertaining to Boards and Committees, Computer/Information Systems, Facilities and Construction, various policies and procedures, budget/financial documents, community services, general government information, human resource information, Inspection and Community Development, Legal Affairs, Human Services, Public Safety, Recreation / Culture, and Schools Please refer to hard copy reference book regarding the comprehensive filing system "Lexinaton Town Manager's Office File Classification System" All subject, personnel and medical files are contained with-in a vault located in the Town Manager's Office This vault can be accessed mechanically Town of Lexington 4-1 12/8/1999 Y2K Contingency Plans • The majority of functions conducted by the Town Manager's Office, and the documents and files maintained and accessed, may be completed with minimal inconvenience and interruption in service in the absence of computer systems and even electrical power 3. ROLES, RESPONSIBILITIES AND AUTHORITY Staff Town Manager's Office • The Town Manager oversees the daily operations of the Town, advises and administers the policies and procedures of the Board of Selectmen and enforces Town by-laws In the event of an emergency the Town Manager would maintain close communication with the Board of Selectmen and the Senior Management Team in the oversight of critical town functions • Richard J White, Town Manager • Linda Crew Vine, Assistant Town Manager • Candy McLaughlin, Management Analyst • Rose Ducharme, Benefit Coordinator • Gayle Shattuck, Personnel Analyst • Marie McDonnell, Office Manager • Michael Baker, Management Intern • Monica Tutschka, Management Intern • Matthew Allen, Department Clerk Board of Selectmen • The Board of Selectmen is a representative policy making body The Selectmen are responsible for the general direction and management of the property and affairs of Town government. In the event of an emergency the Town Manager will maintain close communications with the Board of Selectmen and provide timely operational updates • Peter D Enrich, Chairman • Elizabeth B Eddison • Jeanne K. Krieger • Catherine M D Abbott • Dawn McKenna Senior Management Team • The Senior Management Team works in concert with all departments, the Board of Selectmen and the residents of Lexington In the event of an emergency the Senior Management Team will coordinate the activities of their departments in unison with other town departments, and provide operational updates to the Town Manager • John Ryan, Finance Director • Chris Casey, Police Chief Town of Lexington 4-2 12/8/1999 Y2K Contingency Plans • John Quinlan, Fire Chief • George Woodbury, DPW Director • Donna Hooper, Town Clerk • Karen Simmons, Recreation Director • Steve Frederickson, Community Development • Carol Mahoney, Library Director • Connie Rawson, MIS Director • Nancy Freed, Director of Social Services • Note Town Manager, Assistant Town Manager and Management Analyst are also members of the Senior Management Team Town of Lexington 4-3 12/8/1999 Y2K Contingency Plans Town of Lexington Organizational Chart Residents/Citizens of Lexington 1 I Town 1 Board of ' School Meeting i Selectmen a Committee Library Trustees Educational , Programs I Cary Mem oriel Library 3 I Legal € i Town 1 Comptroller Counsel i t Manager I I I 1 I I I Community 1 Public i i Culture & Human Community i 1 General F 1 Services I Safety t 1 Recreation i Services j 1 Development •' 1 Government t — Engineering — Com bined —Library —Council on —Inspections —Selectmen's — High way Dispatch Programs Aging —Conservation Office — Parks & — Police —Recreation —Veterans —Historic —Manager's Grounds — Fire Services Districts Office —Waste — Emergency —Preventative —Public Health —Town Management Medical Services —Animal Control Committees — Building Services —Board of —Finance Maintenance Appeals —Town Clerk —Transportation —Planning —Water —Economic Enterpnse Development — Sewer Enterprise Town of Lexington 4-4 12/8/1999 Y2K Contingency Plans 4. PROCEDURE FOR OPERATING DURING SYSTEM FAILURES • Summarized below are actions, which should be taken to ensure continued office operations in times of emergency* A. The File Classification System for the Town Manager's Office should be referenced if assistance is needed regarding general governmental operations B The following information is maintained in electronic format on the G-Drive for the Manager's Office with hard copy back up located in the vault. Uniform Documents Publications Administrative Directives Personnel Boards and Committees Phone List Budget/s Professional Development Compensation Review Policies and Procedures Collective Bargaining Revenue Information Fees & Charges Selectmen Orientation Guide File Classification Selectman /Town Manager Act Affirmative Action Plan Strategic Planning Job Descriptions Town Web Information Recruitment Process & Town Meeting Brochures Town Report Personnel Evaluations Wage Analysis Health & Wellness Information Wage Team Insurance & Claims Workers Compensation Permits & Leases Y2K Comprehensive File • The following routine functions conducted by the Town Manager's Office require electrical power • Access to the Town-wide Network Computers and Alpha • Usage of photocopy machine for duplication of hard-copy documents/information • Usage of FAX machine for transmittal of information • Typewriter • Access to telephones to maintain communication • The following do not require electrical power • Vault is secured by combination locks and is accessible without power • Staff accessibility to Town Office Building is mechanical Town of Lexington 4-5 12/8/1999 Y2K Contingency Plans 5. RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS FUNCTION PLAN Oversight of all town departments The Town Manager or designee in the event of an in partnership with Senior emergency will maintain close communication with Managers appropriate Senior Managers and other staff to ensure appropriate staff and financial resources are made available The dispatch center will be used as a command station for use by the Town Manager and others. In the event of a Y2K Rollover problem that impacts return to work, the Town voice mail system will be used to communicate to employees. Y2K contingency plans for all town departments are on file in the Town Manager's Office Advise and administer the policies The Town Manager or designee will maintain close and procedures of the Board of communication with the Board of Selectmen in the Selectmen, and enforce Town By- event of an emergency The Y2K Contingency laws and town meeting actions plans for general government have been coordinated and reviewed by appropriated staff Responsible for community The Town Manager or designee in the event of an relations / communication emergency will act as spokesperson for the town, coordinating all the information released to the public. Accountable for all personnel All personnel record, processes and other related functions including recruitment information can be found on hard copy in the vault. and selection, maintain personnel records, policies and procedures, The Town Manager will reserve the right to revoke wage and classification process, vacation and other forms of leave during an required and mandated reporting emergency event. Responsible for training and staff Safety and Emergency Response Training is development programs incorporated into the staff development programs for police and fire services All departmental personnel will be fully trained on the Y2K contingency plan for their division/unit. The Comprehensive Emergency Management Plan for the town was updated as of 7/1/99 MEMA will be assisting the town in conducting a tabletop exercise on Y2k readiness on November 22, 1999 Town of Lexington 4-6 12/8/1999 Y2K Contingency Plans FUNCTION PLAN Responsible for operating and All electronic versions of the operating and capital capital budgets budgets will be hard copied during the transition into the Year 2000 All departments will be asked to hard copy budget and planning information during this time frame to ensure continuity for all town operations Oversight for Town Meeting All electronic versions of article and warrant Preparation preparation will be hard copied during the transition into the Year 2000 Board of Selectmen's Office, Town Clerk's Office and the Town Manager's Office will maintain close communication to insure all information is hard copied and filed Responsible for insurance Benefit information for all employees will be hard programs such as group life, copied prior to the transition into 2000 dental, medical and deferred compensation Health, life, dental, workers compensation, police and fire medical, and deferred compensation vendors have been contacted to determine Y2K readiness for their divisions Management of town property and All town property and lease information is hard leases copied Responsible for maintenance of All financial information is hard copied financial records, preparing bill Refer to the contingency plan for the Finance schedules and processing Department for further details departmental payroll Responsible for risk management All necessary measures are being taken to avoid function, including property and liability issues in the event of a Y2K emergency professional liability insurance Detailed information can be found in departmental policies, worker's compensation, contingency plans for town government operations and unemployment requirements The Y2K remediation team includes legal counsel. Attention is given to liability review, warranties, disclaimers and incorporating documentation practices to establish due diligence All policies and documents associated with these programs are hard copied and can be referenced using the File Classification System for the Town Manager's Office 6. CRITERIA FOR RETURNING TO NORMAL OPERATIONS • Return to normal operations in the Town Manager's Office will require minimal action for staff Documentation of all actions taken during emergency operations shall be reviewed within one week of the end of emergency operations for transfer to appropriate electronic or other system. Town of Lexington 4-7 12/8/1999 Y2K Contingency Plans • Return to normal operations for all of town government will depend upon the department operation/s and can be found in the individual contingency plan for each department. Post incident analysis will be conducted and after action report filed 7 ESTIMATED COST OF PLAN • It is projected that the Town Manager's Office may function in emergency mode with minimal expense The cost projections for all other Town Departments can be found in individual contingency plan The Town Manager will approve all necessary financial and human resources in order to respond to the emergency 8. TESTING THE PLAN • The operations of the Town Manager's Office are based upon proper backup of electronic data and creation of manual procedures, which are normally based upon support of electric or electronic equipment. Departmental testing protocols can be found in contingency plans for each department. Tabletop exercises will be conducted on November 22, 1999 for the entire town operations Prepared by Linda Crew Vine, Assistant Town Manager Date 11/29/1999 / / r / / Department/Agency Head ,(c/ rc�u L-24, (SIGNATURE) Date l a/ / QQ < < Town of Lexington 4-8 12/8/1999 Y2K Contingency Plans 3. DEPARTMENT OF PUBLIC WORKS Y2K CONTINGENCY PLANS The enclosed Department of Public Works preliminary contingency plans are based upon a system/function approach We have identified certain critical functions that must operate and have developed plans to ensure that they will In so doing, we took into account the components of the systems, which make up those functions The critical tasks/functions we identified are Water/Sewer delivery systems Snow removal Building functions/protection Communications Trash collection and disposal Transportation/fuel In general, we plan to have approximately 20 employees on site to monitor critical systems during the transition from 2000 hours on December 31, 1999 to 2000 hours on January 4, 2000 All contingency plans will have been tested as appropriate and personnel trained well in advance Once the basic concept is approved, our follow-on tasks are to • Correctly size and identify specific equipment purchase needs • Purchase supplies and store • Modify any items such as HVAC systems to adapt to plan • Test all plans • Review entire equipment list to ensure that all items are covered under one or more system contingency plans. • Prepare information packets • Make any contract modifications A number of issues should be addressed early Certain items of equipment, particularly generators and necessary controls for their connection, and certain supplies for winterization may become difficult to find or expensive as we get closer to December 31, 1999 There are already indications on the Internet of long lead times on large generators Critical Tasks/Functions 1 Water Distribution System 2 Wastewater Collection System 3 Snow Removal 4 Town Building Functions/Protections 5 Communications 6 Trash Collection and Disposal 7 Transportation/Fuel Town of Lexington 3-1 12/8/1999 Y2K Contingency Plans DEPARTMENT OF PUBLIC WORKS Y2K CONTINGENCY PLANS - WATER DISTRIBUTION SYSTEM Our water system is part of the MWRA water supply The water originates from the Quabbin Reservoir 1. OBJECTIVE OF THE PLAN • To provide normal supply and pressure within our water distribution system 2. CRITERIA AND PROCEDURES FOR ACTIVATING THE PLAN • In cooperation with the MWRA in ensuring the operation of the pump stations to provide water supply to the Town of Lexington for ninety-six (96) hours beginning on December 31, 1999, at 2000 hours through January 4, 2000, at 2000 hours. • The MWRA system is a gravity flow system of which 15 to 20% of the total flow is pumped Our pressure is controlled by two MWRA pumping stations, (Brattle Court and Spring Street in Arlington) Both pumping stations have fixed generator units in place The MWRA is purchasing temporary generators that will be on site and ready for use if necessary • Emergency telephones numbers for the MWRA Control Center will be given to the Central Dispatch, Y2K control room, and the Water/Sewer Supt. • Residents will be asked to conserve and restrict water use during the weekend (January 1st and 2nd) • Pressure tests will be conducted to verify pressures at the high points in town 3. ROLES, RESPONSIBILITIES, AND AUTHORITY • The Water/Sewer Supt. and/or the Foremen will be in charge of implementing and activating this contingency plan The Supt. and/or Foremen will assign workers as needed 4. PROCEDURES FOR OPERATING DURING OR AFTER SYSTEM FAILURES • Two employees will monitor the high points in town for pressure • If MWRA pumping system fails, we will use the fire department's pumper truck to increase pressure at the higher elevations • Communicate with the MWRA Control Center Town of Lexington 3-2 12/8/1999 Y2K Contingency Plans • The Water/Sewer Supt. will inform the Manager of Operations of any system failures and update him regularly • If failure of administrative functions (i e Computers, databases) occur, employees will use written documentation and manual filing systems to record payroll, water billing, and associated parameters 5. RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS • Personnel —2 water/sewer employees per shift. Each shift will be 12 hours • Equipment—one pick up truck for transportation 6. CRITERIA AND PROCEDURES FOR RETURNING TO NORMAL OPERATIONS • Restore normal supply pressure to the distribution 7. ESTIMATED COST OF PLAN • Labor$4,800 00 - 2 employees @ $25 00/hour for 96 hours 8. TESTING OF PLAN • Pressure testing was conducted at the highest points within the distribution system in the month of October 1999 The MWRA will be updating us on their contingency plans and testing of such plan 9. POST EMERGENCY PLAN • The Water/Sewer Supt. will meet with his staff involved in monitoring the pressures to check if there were any changes in normal pressure Information will be analyzed and if necessary changes in plan will be made for future emergencies Town of Lexington 3-3 12/8/1999 Y2K Contingency Plans DEPARTMENT OF PUBLIC WORKS Y2K CONTINGENCY PLANS - WASTEWATER COLLECTION SYSTEM The Wastewater Collection System consists of nine lift stations, an alarm system, and gravity sewer lines 1. OBJECTIVE OF THE PLAN • To provide normal wastewater discharge 2. CRITERIA AND PROCEDURES FOR ACTIVATING THE PLAN • To ensure the operation of the lift stations, a crew of 6 employees will monitor the system for ninety-six (96) hours beginning on December 31, 1999, at 2000 hours through January 4, 2000, at 2000 hours until it is clear that there are no problems with the operation of the sewer system If a problem exists, an assessment will be conducted The ninety-six hour coverage will continue, although the number of employees may be reduced depending on the assessment of the problem. The Water/Sewer Superintendent will update the Manager of Operations on a daily basis 3. ROLES, RESPONSIBILITIES, AND AUTHORITY • The Water/Sewer Supt. and/or the Foremen will be in charge of implementing and activating this contingency plan The Supt. and/or Foremen will assign workers as needed 4. PROCEDURES FOR OPERATING DURING OR AFTER SYSTEM FAILURES • Two employees will monitor the main sewer pumping station • Four employees will monitor the remaining eight sewer pumping stations (4 stations each) • Two portable generators will be used to provide power to the sewer lift stations in case of loss of electricity • If necessary, the vacuum truck can take care of the Brigham Road and Bowman Street stations If the main pumping station is operating, the two employees will assist in vacuuming these stations • The Water/Sewer Supt. will inform the Manager of Operations of any system failures and update him regularly Town of Lexington 3-4 12/8/1999 Y2K Contingency Plans • If failure of administrative functions (i e Computers, databases) occur, employees will use written documentation and manual filing systems to record payroll, sewer billing, and associated parameters 5. RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS • Personnel — 6 water/sewer employees per shift. Each shift will be 12 hours • Equipment—two portable generators, one vacuum truck and three pick-up trucks for transportation 6. CRITERIA AND PROCEDURES FOR RETURNING TO NORMAL OPERATIONS • Restore electricity to all sewer pump stations • Disconnect any portable generators, gas up generators, and put away • Clean up any overflows that may have occurred 7. ESTIMATED COST OF PLAN • Labor$14,400 00 6 employees @ $25 00/hour for 96 hours 8. TESTING THE PLAN • The plan was tested during a weekend in September 1999 9. POST EMERGENCY PLAN • The Water/Sewer Supt. will meet with his staff and review the effectiveness and efficiency of the plan If necessary, changes will be made to plan for future emergencies. Town of Lexington 3-5 12/8/1999 Y2K Contingency Plans DEPARTMENT OF PUBLIC WORKS Y2K CONTINGENCY PLANS - SNOW REMOVAL Snow removal operations consists of 151 miles of streets, 30 town vehicles and 30 private contractors. 1. OBJECTIVE OF THE PLAN • To be able to plow snow and keep the roads passable 2. CRITERIA AND PROCEDURES FOR ACTIVATING THE PLAN • Private contractors will be notified in October, when they sign their contract to plow, to be available the 31st of December 1999 through the 3rd of January 2000 if necessary We will request a weather update the 30th of December of 1999 If there is a forecast of a storm, we will have all personnel and private contractors in 3. ROLES, RESPONSIBILITIES, AND AUTHORITY • The Manager of Operations and the Highway Supt. will be in charge of implementing and activating this contingency plan The Supt. will assign workers as needed 4. PROCEDURES FOR OPERATING DURING OR AFTER SYSTEM FAILURES • If failure of administrative functions (i e Computers, databases) occur, employees will use written documentation and manual filing systems to record payroll (overtime) and associated parameters 5. RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS • Personnel 70 - $1,750 00 per hour • Equipment: 30 town - $450 00 per hour 30 private - $2,100 00 per hour 6. CRITERIA AND PROCEDURES FOR RETURNING TO NORMAL OPERATIONS • Streets are clear of any snow 7. ESTIMATED COST OF PLAN • Labor $168,000 00 96 hours charge to snow • Equipment $244,800 00 96 hours charge to snow Town of Lexington 3-6 12/8/1999 Y2K Contingency Plans 8. TESTING THE PLAN • In October all contractors will be notified that they may have to be available New Years Eve through January 3, 2000 if necessary for snow removal A list of contractors available for this period will be posted and distributed to the Highway Supt. and the Director of Public Works/Engineering 9. POST EMERGENCY PLAN • The Highway Supt. will meet with the Director of Public Works, the Manager of Operations, the Water Supt., the Public Grounds Supt. and route checkers to review the results of the plan for effectiveness and efficiency of the plan If necessary, changes will be made to the plan for future emergencies Town of Lexington 3-7 12/8/1999 Y2K Contingency Plans DEPARTMENT OF PUBLIC WORKS Y2K CONTINGENCY PLANS - TOWN BUILDING FUNCTIONS AND/OR PROTECTIONS The Town Buildings include the following Town Office Building, Cary Memorial Hall, Police Station, Main & East Lexington Fire Station, Department of Public Works Facility, Westview Cemetery, Cary Memorial & East Lexington Libraries, Senior Center*(see below), and the Visitor's Center 1. OBJECTIVE OF THE PLAN • To provide normal function of Heating, Ventilation, Air Conditioning (HVAC) systems and electricity to these buildings 2. CRITERIA AND PROCEDURES FOR ACTIVATING THE PLAN • To ensure the operation of the building HVAC systems, two maintenance employees will monitor the Buildings for ninety-six (96) hours beginning on December 31, 1999, at 2000 hours through January 4, 2000, at 2000 hours until it is clear that there are no problems with the operation of the buildings' HVAC system If a problem exists, an assessment will be conducted The Public Building Maintenance Superintendent will update the Manager of Operations on a daily basis 3. ROLES, RESPONSIBILITIES, AND AUTHORITY • The Building Maintenance Supt. and/or Assistant Supt. will be in charge of implementing and activating this contingency plan They will assign workers as needed • Building Criteria • Operating Level all town buildings have been decided upon as whether to be a critical building to be operating and running in relation to short term and long term failure of building systems and operation Critical (Must be Always Open and Operatina) Cary Hall (Designated as a shelter for Y2K) Police Station Main Fire Station Department of Public Works Operations Town Office Building Jean Road Water Tower Town of Lexington 3-8 12/8/1999 Y2K Contingency Plans Not Critical (Can be Maintained but Not Critical for Operation) East Lexington Fire Station Cary Memorial Library East Lexington Library Cemetery Senior Center* Visitor's Center (Buildings to be maintained to prevent pipes freezing) Source of Heat for Buildings and Load Rate Cary Hall Oil Fired Steam 60 Amp Police Station Dual Fuel Gas, Oil 120 Amp Main Fire Station Duel Fuel- Gas, Oil 20 Amp Department of Public Works Natural Gas 60 Amp Town Office Building Fed From Cary Hall 160 Amp from Cary Hall East Lexington Fire Station Gas Fired Steam 20 Amp Cary Memorial Library Oil Fired Steam 20 Amp East Lexington Library Oil Fired Steam 20 Amp Cemetery Oil/Forced Hot Water 20 Amp Senior Center* Electric Heat 20 Amp Visitor's Center Gas/Force Hot Water 20 Amp Jean Road Water Tower Propane 50 Amp General procedures for operating during or after system failures • Two employees will monitor each building by conducting site visits to the buildings on a rotational basis • The Main Fire Station and Police Station have their own contingency plan which encompasses HVAC and Electricity, however, maintenance will also be provided from our personnel and failure support is included in this contingency plan • Generators will be used to provide power to run the HVAC systems in case of loss of electricity Two additional backup generators (rental or bought) will be on hand to float to buildings where needed • To avoid pipe freezing, eight propane pots 300lb (100,000 BTU)/with propane tanks to be available to locate in buildings, in addition, two portable "salamander" torpedo heating units If main fire station is operating efficiently, two additional salamander units will be available • All fuel tanks for machines and buildings for HVAC and backup will be filled by December 30, 1999 Backup fuel kerosene, propane, diesel, and gasoline, to be in appropriate storage and locations Town of Lexington 3-9 12/8/1999 Y2K Contingency Plans • Two vehicles (trucks) to be available for transporting floating generators, fuel, parts, etc, and inspection of buildings • Five two-way hand held radios will be used for portable and localized communications Old- fashioned telephones with solely telephone jack power necessity will be placed within HVAC component rooms or chosen areas of buildings • Flashlights and standing work lights (propane) to be used for visibility for repairs • Two Porta-Watz, AC-DC converters, to be used for providing power to handheld power tools and lights for repair of HVAC systems. • All parts and stock to be full for repair of systems • If failure of administrative functions (i e Computers, databases) occur, employees will use written documentation and records for information, and manual filing systems to record data, payroll, billing, and parameters related to each specific department within each building Procedures for operating during or after system failures for individual buildings Building System Information Cary Hall • Oil fueled system Generator to provide electricity to building for use as a shelter in emergency situations Generator to provide adequate lighting for P M hours If generator fails, use of generator to handle more than load rate will be used This generator will be a floating generator to provide service to other buildings if primary generator operates • All fuel for systems to operate Cary Hall to be fully topped off and backup fuel to be stocked or available from maintenance crew Police • To Follow Police Department's Contingency Plan Station • If maintenance is needed, the building crew will provide service • Dual-fuel system Generator to provide normal operation of Police Department for backup Floating Generator(Handle 20 Amps) to be accessible if primary generator fails • All fuel for systems to operate Police Station to be fully topped off and backup fuel to be stocked or available if needed Main Fire • To Follow Fire Department's Contingency Plan Station • If maintenance is needed, building department to provide service • Dual-fuel system to provide normal operation of Main Fire Station for backup Town of Lexington 3-10 12/8/1999 Y2K Contingency Plans Procedures for operating during or after system failures for individual buildings Building System Information • Floating Generator(Handle 20 Amps) to be accessible if primary generator fails • Use of Department's " Salamander" heating units to be used for heat if needed • All fuel for systems to operate Main Fire Station to be fully topped off and backup fuel to be stocked or available if needed Department • Natural Gas system. Generator to provide normal operation for the of Department of Public • Public Works for backup Floating generator(Handle 60 Amps) to be Works accessible if primary generator fails • All Fuel for systems to operate the Department of Public Works HVAC and Electric systems to be fully topped off and backup fuel to be stocked and available if required Town Office • All operations of Town Office Building are received from Cary Hall's Building systems and • also supported by it's generator; therefore, an old working Army diesel generator will be used to service the building A floating generator(Handle 60 Amps)to be provided if needed in case of Army generator failure • All fuel in the generator to be full and extra fuels to be in stock. Jean Rd • The building is operated by a 6000Kw/120 volt propane generator Water which functions to provide power for radio equipment and Tower transmissions for communication parameters A floating generator (handle 60 Amps) to be provided if required in case of propane generator failure East • Gas fired system Generator to provide normal operation to the East Lexington Lexington Fire Station If generator fails, and a floating generator is Fire Station not designated for one of the critical buildings, then it may be used to provide operation to building However, if all floating generators are being used, then the use of the "Salamander" units or propane pots will be used to avoid pipes from freezing Operations in the building will be paused until full restoration has occurred • The East Lexington Fire Station is to be designated first to receive a floating generator if one is available in regards to the critical buildings • All fuel in the generator to be full and extra fuels to be available Town of Lexington 3-11 12/8/1999 Y2K Contingency Plans Procedures for operating during or after system failures for individual buildings Building System Information Cary • Oil fired system Generator to provide normal operation to Cary Memorial Memorial Library Library • For generator failure, a floating generator will be provided if one is available according to the critical building situations Propane Pots and "Salamanders" to be used for prevention from freezing of pipes, in association, the building will be closed for operations until fully restored • All fuel to be topped off and extra fuel to be available East • Oil fired system A Floating generator will be needed if the oil-fired Lexington system fails Library • The availability of the floating generator relies on the critical buildings' necessity for them. "Salamanders" and propane pots to be used to maintain buildings piping system. The building will be closed for operations until fully restored Cemetery • Oil, Forced Hot Water system Generator to provide normal operation to the Cemetery Building The availability of a floating generator follows the same planning noted above for Cary Memorial Library • All fuel to be topped off and additional to be provided if needed *Senior • Electric System. The Senior Center is located in the Muzzy Center Condominium Complex. The Muzzy Condominium is owned by the Muzzy Condominium Association and the owner is responsible for providing maintenance for the building The Town of Lexington will ensure that the Muzzy Condominium Association is providing maintenance to the building in order to support the residents who frequent the Senior Center building Visitor's • Gas Fired System A Floating generator will be needed if the gas- Center fired system fails • The availability of the floating generator relies on the critical buildings' necessity for them "Salamanders" and propane pots to be used to maintain buildings piping system The building will be closed for operations until fully restored 4. RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS • Personnel — 2 Building Maintenance employees per shift. Each shift will be 12 hours • Equipment—Three portable generators, four"salamanders", twelve propane pots, two Porta-Watz, two standing work lights, three 100lb propane tanks, and two pick- up trucks for transportation Town of Lexington 3-12 12/8/1999 Y2K Contingency Plans • For sprinkler system failure during fire The Fire department will connect to Siamese connection to pump water through sprinkler system. • Cary Hall as shelter Generator to provide limited lighting to building For fuel availability beyond backup, pilots run on natural gas, will change valving to accommodate propane 5 CRITERIA AND PROCEDURES FOR RETURNING TO NORMAL OPERATIONS • Restore HVAC and electricity to all buildings • Disconnect any portable generators, gas up generators, and put away • Replenish repair stock for building maintenance 6. ESTIMATED COST OF PLAN • Labor $4,800 00 2 employees @ $25 00/hour for 96 hours • Equipment—Additional to Town's existing stock required to support this plan Equipment Unit Cost Total Cost Two generators (Handle 20 Amps) Provided to town at N/C One generator(Handle 60 Amps) Provided to town at N/C *Two "Salamander" heating units @ $230 00 $460 00 *Ten propane heating pots @ $250 00 $2,500 00 *One Porta-Watz converter @ $400 00 $400 00 *Three 100lb propane tanks @ $60 00 $180 00 Total Equipment $3,540 00 Total Labor + Equipment -$ 8,340 00 (* Note Equipment to be obtained from vendor if existing equipment failure occurs at year roll over period Vendor to be contacted to confirm availability of resources) 7. TESTING THE PLAN • The operating systems are currently functioning and working properly The winterizing plan was put into effect in September, October, and November of 1999 to test the plan in association with shutting down building operations or keeping them functional within the parameters outlined in this plan 8 POST EMERGENCY PLAN • The Building Maintenance Superintendent and staff will meet with the Director of Public Works to review the efficiency and effectiveness of the plan If necessary, changes will be made for future emergencies Town of Lexington 3-13 12/8/1999 Y2K Contingency Plans DEPARTMENT OF PUBLIC WORKS Y2K CONTINGENCY PLANS - COMMUNICATIONS The Communication System consists of telephones, cellular telephones, pagers, two- way radio system, and fax machines. 1. OBJECTIVE OF THE PLAN • To provide a communication system for emergency response due to Y2K failures for a minimum of 96 hours 2. CRITERIA AND PROCEDURES FOR ACTIVATING A TWO-PART PLAN • Part 1 (non-weather emergency scenario) presumes a total loss of electric power, phone and cellular service, and will be activated on or before 12/31/99 at 2000 hours • Part 2 (on-going or predicted weather emergency scenario) presumes that Part 1 is activated and that a weather-related emergency is either underway or predicted 3. ROLES, RESPONSIBILITIES, AND AUTHORITY • The Supt. of Public Grounds and the Town Engineer will be in charge of implementing and activating this contingency plan The Supt. will assign workers as needed 4. PROCEDURES FOR OPERATING DURING OR AFTER SYSTEM FAILURES • Part 1 (non-weather emergency scenario) • A baseline staffing contingency of 10 employees of various grades for each of three shifts (including one person to be designated as DPW Dispatcher), plus Superintendents, will be provided to cover essential services over the New Year's weekend and to deal with any minor situations that arise and/or require DPW assistance Twenty-one repeaterless hand-held portable radios, as well as car and truck radios, will be available DPW communication with Police and Fire will be handled through Central Dispatch because it can communicate using the DPW frequency while Cruisers and Fire Apparatus cannot. In addition, one repeaterless portable radio will be provided to a Police Captain and one to a Fire Captain. Since Sewer and Water Division personnel will be active in maintaining the pump stations, staff from other Divisions will assist them under the non- weather emergency scenario • DPW personnel, each in a town vehicle and equipped with a portable radio not requiring a repeater, will be located in seven sections of the town as follows Harrington School, 146 Maple Street; Bowman School, 9 Philip Road, Clarke Middle School, Stedman Road, Lexington High School, 251 Waltham Street; Town of Lexington 3-14 12/8/1999 Y2K Contingency Plans Wm. Diamond Middle School, 99 Hancock Street; Estabrook School, 117 Grove Street; and Hastings School, 2618 Massachusetts Avenue, to serve as section Communication Hubs (CH's), and as Y2K Emergency Aid Locations (Y2K-EALs) • There will be 19 Y2K Emergency Aid Locations (Y2K-EALs) throughout the town A Police or Fire employee will staff 12 of the Y2K-EALs, and will have direct contact with the Police/Fire/EMS dispatch center The other 7 Y2K-EALs will be staffed by DPW employees, who will also have direct contact with the Police/Fire/EMS dispatch center • The 19 EALs will be in operation from 1000 p m , December 31, 1999, until 2.00 A.M on January 1, 2000 The hours for the Y2K Emergency Aid Locations will be extended only if necessary • Part 2 (on-going or predicted weather emergency scenario) • Part 1 will already be activated CH's will communicate with section personnel and equipment either in person directly when the personnel go to the CH location or via portable and/or truck/car radio if within range The range for portable hand- held radios is specified to be five miles However, due to terrain, our expectation is a range of two miles. • Four staff members will be assigned as "runners" to go back and forth between the CH locations and the DPW Facility (Barn) as necessary to carry information and/or instructions Each will have a portable radio Three spare portables will remain at the Barn in chargers wired to a standby generator Four portables will be given to the Superintendents This coverage will continue until the weather or other situation passes, or until 7 a m., Monday, Jan 3, when the normal workweek begins 5. RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS • Personnel • Part 1 10 staff various grades from DPW • Part 2 All DPW personnel who normally respond to weather emergencies assigned to regular responsibilities as well as to serve as eight CH's, four runners, four Superintendents • Equipment • Part 1 23 portable radios • Part 2 12 radio-equipped town vehicles (pickups, cars), all other DPW and hired weather emergency equipment. 6. CRITERIA AND PROCEDURES FOR RETURNING TO NORMAL OPERATIONS • Restoration of electric power, phone and cellular service Town of Lexington 3-15 12/8/1999 Y2K Contingency Plans • End of weather emergency • Recall personnel to barn • Fully charge all portables 7. ESTIMATED COST OF PLAN • Part 1 • Labor Minimum $ 48,000 00 - 20 employees @ $25/hour for 96 hours • Equipment: 15 new portable radios = $ 7,500 00 (15 @ $500 00 each) 8. TESTING THE PLAN • Test of the plan was conducted in September 1999 • Part 1 8 Must have 23 portable radios on hand and distributed as follows 1 to Police Captain 1 to Fire Captain 1 to Dispatcher at 201 Bedford Street 4 to Superintendents 1 to Sewer Pump Station Foreman 3 spares in chargers at 201 12 held at 201 for standby use • Part 2 1 Must have 12 standby portable radios distributed as follows 8 to CH's— in addition, CH's must be assigned to sections 4 to runners— in addition runners must be assigned to sections 2 Must have 8 vehicles assigned for CH's 3 Must have 4 vehicles assigned for runners 9. POST EMERGENCY PLAN • The Manager of Operations will meet with the personnel who assisted in implementing the plan to determine the efficiency and effectiveness of the plan If necessary, changes will be implemented for future emergencies Estimated Total Cost of Plan Labor $10,000 for the first 24 hour period Equipment: $11,040 Estimated Total Cost: $21,040 Town of Lexington 3-16 12/8/1999 Y2K Contingency Plans DEPARTMENT OF PUBLIC WORKS Y2K CONTINGENCY PLANS - TRASH COLLECTION AND DISPOSAL The Curbside Collection system consists of the weekly collection of household trash and the every other week collection of recyclable materials from every household in Lexington Each week this constitutes approximately 225 tons of trash and 80 tons of recyclables Should the existing system fail, each household would not experience a problem until January 3, 2000 No contingency is needed for the first 96 hours If the Y2K problems were to persist for two weeks, each household would miss two trash pickups and one recyclable pickup The low temperatures this time of year would freeze any putrescible wastes and, as a result, there would be no odor issues and health issues would be greatly reduced Nevertheless, the perceived health issues and public expectations dictate the need to develop a contingency 1. OBJECTIVE OF THE PLAN • To provide normal curbside collection 2 CRITERIA AND PROCEDURES FOR ACTIVATING THE PLAN • Our waste hauler, Waste Management, Inc (WMI), has indicated that they are Y2K compliant. We do not expect any problems with their ability to pick up trash The larger more likely scenario is the plant at North Andover(MRI) will shut down and be unable to receive the trash. The plant has obligations to provide for alternative disposal in the event of certain circumstances, however, Y2K will likely put this into the realm of a legal battle in which our citizens get caught in the middle Therefore, we must assume the responsibility and develop a contingency • The North Andover plant notifies us they cannot receive the trash • WMI notifies us they cannot haul the trash 3. ROLES, RESPONSIBILITIES, AND AUTHORITY • The Director of Public Works and/or Manager of Operations will coordinate in notifying WMI and North Andover(MRI) in the event of a problem 4. PROCEDURES FOR OPERATING DURING OR AFTER SYSTEM FAILURES • Scenario 1 MRI cannot receive trash MRI is responsible to provide an alternative disposal site per the contract. Coordination with WMI has already been coordinated to provide another alternative in the event MRI cannot fulfill their responsibility We will establish a transfer station at the Hartwell Avenue Composting Facility for the trash trucks to unload onto larger haulers WMI would then transport to their landfill in New Hampshire or another landfill if necessary Town of Lexington 3-17 12/8/1999 Y2K Contingency Plans • Scenario 2 Waste Management cannot haul the trash Under this scenario, the Town is not capable of collecting the trash using DPW labor and equipment. Our trucks are not suitable for this task and we cannot count on the availability of the labor if there are any snow removal operations Our plan is to prepare notices to be delivered to every resident notifying them of the problem and providing them a place to bring their trash Space will be set aside at the Hartwell site We will assign two individuals and a front-end loader to the site and have residents bring their trash there The material will be stockpiled there for later delivery to an appropriate disposal site 5. RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS • Notices will be delivered by DPW employees as we already do now for other operations • The site will require two personnel from the organization The composting site is normally shut down at this time of year We can use the same personnel and equipment that supports that operation augmented by one other full time employee This will impact snow operations 6. CRITERIA AND PROCEDURES FOR RETURNING TO NORMAL OPERATIONS • Once we receive notice that the plant is back in operation or WMI is able to haul again, this operation will end Notices will need to be distributed and the Hartwell site should stop accepting trash two days thereafter 7. ESTIMATED COST OF PLAN • The estimated cost of this plan is difficult to determine It is dependent upon where the trash is hauled, what the tipping fees will be and the level of responsibility accepted by MRI Stock piling at the Hartwell site for later transport could cost from $1,500 to $3,000 assuming the material went to North Andover If North Andover assigns no liability to the towns for missed GAT, then we could actually save money if the market tipping fee trends remain constant at roughly half what we pay MRI This could be offset if the material must be hauled to New Hampshire because of increased hauling costs If MRI assumes no liability, then the potential worst case is $40,000 to $45,000 for the GAT Clearly, we will make a decision at the time that will minimize our exposure Therefore, we can assume the cost will be limited to the $1,500 to $3,000 plus labor to deliver notices Town of Lexington 3-18 12/8/1999 Y2K Contingency Plans 8. TESTING THE PLAN • The North Andover plant cannot be tested by Lexington, however, the DPW workers will review the contingency plan for their responsibilities for Y2K in September 1999 9 POST EMERGENCY PLAN • The Director of Public Works will meet with the staff involved for the solid waste contingency the first week in January 2000 to review the plan for effectiveness and efficiency of the plans If necessary, changes will be made to the plan for future emergencies. Town of Lexington 3-19 12/8/1999 Y2K Contingency Plans DEPARTMENT OF PUBLIC WORKS Y2K CONTINGENCY PLANS - TRANSPORTATION/FUEL The Fuel System consists of 10,000-gallon gasoline tank and a 10,000-gallon diesel tank. The Transportation System consists of 26 gasoline vehicles and 35 diesel vehicles 1. OBJECTIVE OF THE PLAN • To provide sufficient level of fuel for the vehicles 2. CRITERIA AND PROCEDURES FOR ACTIVATING THE PLAN • All vehicles utilizing the fuels system combined an average of 9,945 gallons of gasoline and 9,894 gallons of diesel during December and January for the last three winters We will contract with our supplier, Global Petroleum, to fill both the gasoline and diesel tanks the third week of December • Vehicle 47 will be full of 70 gallons of diesel fuel • Vehicle 36 will have four 5-gallon containers of gasoline • Arrangements will be made with C & W Transportation to supply gasoline and diesel fuel if needed 3. ROLES, RESPONSIBILITIES, AND AUTHORITY • The Superintendent of Water/Sewer and the Equipment Foreman will be in charge of implementing and activating this contingency plan The Supt. will assign workers as needed 4. PROCEDURES FOR OPERATING DURING OR AFTER SYSTEM FAILURES • The stand-by generator will supply power to operate the fuel dispensing system • There is a manual override switch to by-pass any computer malfunction A written account of fuel used in this mode will be required All automatic functions will be shut down • Two manual suction pumps will be used to pump both the gasoline and the diesel fuel from the tanks to the vehicles • If failure of administrative functions (i e Computers, databases, fuel tracking) occur, employees will use paper slips and manual filing systems to record gallons pumped to vehicles and machinery Town of Lexington 3-20 12/8/1999 Y2K Contingency Plans 5. RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS • Personnel -- 2 mechanics per 12 hour shift. • Equipment— 2 mechanic vehicles and 2 manual suction pumps 6. CRITERIA AND PROCEDURES FOR RETURNING TO NORMAL OPERATIONS • Restore electricity 7. ESTIMATED COST OF PLAN • Labor—$4,800 00 - 2 employees @ $25/hour for 96 hours • Equipment— purchase of manual suction pump by December 27, 1999 • 2 manual fuels suction pumps @ $500 00each 8. TESTING THE PLAN • The plan was tested during the same weekend in September 1999 that the sewer pumping stations are tested 9. POST EMERGENCY PLAN • The Equipment Foreman will meet with the staff involved and review the plan for effectiveness and efficiency of the plans If necessary, changes will be made to the plan for future emergencies COST Total Cost of Department of Public Works Transportation/Fuel Contingency Plan is approximately $10,000 for the first 24-hour period Prepared by George A. Woodbury, Director and William P Hadley, DPW Y2K Coordinator Date 11/29/1999 Act,-, 7 Department/Agency Head .c-c/..4 „ /./. , (SIGNATURE) r __A— Date /2.1(P/moi Town of Lexington 3-21 12/8/1999 Y2K Contingency Plans 2. FIRE DEPARTMENT Y2K CONTINGENCY PLAN 1. OBJECTIVE OF THE PLAN • The purpose of this plan is to provide guidance in the prevention and management of interruptions in operations The primary anticipated cause of interruptions is the Y2K phenomenon This plan will address the issues raised by Y2K but should also have value for other types of incidents 2. CRITERIA AND PROCEDURE FOR ACTIVATING THE PLAN • Activation of the contingency plan will be at the discretion of the senior fire officer present based on need and/or failure of resource(s) The plan is designed to maintain a 96 hour minimum duration The Chief and Assistant Chief will be notified if the plan is implemented Required personnel will also be notified Telephone, pagers and in person means will be utilized to notify 3. ROLES, RESPONSIBILITIES AND AUTHORITY • The senior fire officer as determined by the chain of command and seniority (Chief, Assistant Chief, Senior Captain present, Senior Lieutenant present) shall have the responsibility and authority to implement the plan 4. PROCEDURES FOR OPERATING DURING OR AFTER SYSTEM FAILURES • As soon as a resource failure is determined, the backup resource should be deployed or notification made to the source of the resource made (i e Bedford Fire, be advised our rescue is out of service) Resources from outside the Town should not be deployed if they are also primary resources for that agency (i e the Bedford Rescue would not be requested to cover at HQ and would be called only if needed for a response) Resources that would be deployed and staffed by Lexington personnel would be requested on an immediate basis (i e Boston spare engine) 5. RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS • Personnel Emergency operations can become lengthy, often without warning Fire Department personnel should have adequate personal resources to function independently for at least four days at a time (96 hrs ) The value 96 hours was selected based on the federal government's capability to respond to relief requests within a 72 hour period We do not expect personnel to be required to work beyond that length of time without break, providing the opportunity to replenish personal resources Town of Lexington 2-1 12/8/1999 Y2K Contingency Plans Asset Contingency Quantity Responsibility 1 Food 10 meals Individual Clothing 4 Changes Individual Footwear 2 Pair Individual Water I 50 Gallons I Department Medication 4 Day supply Individual Toiletries & 4 Day supply Individual Miscellaneous • Extra Personnel As an added measure of preparedness, the department will staff 1 extra engine, 1 extra ambulance, and 1 dispatcher dedicated to fire dispatch only, for the period from 1800 12/31/1999 to 1800 01/01/2000 • Emergency Response Equipment:The Department maintains a compliment of apparatus to respond to various types of emergencies Under ordinary circumstances the Department maintains enough equipment so that the failure of one fire engine could be compensated for internally In extraordinary circumstances the resources required would be solicited as outlined in the table below The command staff is responsible to implement this section by calling the headquarters of the respective agency listed Asset/ 15` request 2"° request 3f0 request urgency Engine Urgent From running card From running card From running card I Ladder Urgent From running card From running card From running card Ambulance From dept. Nearest available Urgent inventory (existing policy) Command From Dept other town dept Urgent Engine non Boston Other Metro Nearby non-Metro urgent Ladder non Boston Other Metro Nearby non-Metro urgent Ambulance non From dept. Nearest available Nearest available from urgent inventory (borrow Burlington, own quarters Reading, Winchester) CO Meter Mutual aid Mutual aid Hayden Ice Rink community community Defibrillator Download at Other community or Maintain internal archive software hospital hospital w/software until fix Town of Lexington 2-2 12/8/1999 Y2K Contingency Plans Asset/ 1" request 2"° request 3f° request urgency Incident report Dumb terminals Record by hand computer Rely on Police Dept. until fix system contingency Mobile radios Portables and metro Cell phones, face to Fire alarm circuits and comms unit face handsets Pulse oximeter Take manually, Purchase assess 02 Sat replacement unit visually Portable radios Cell phones, face to Metro comms and face Haz mat SAEDs Other models in Rely on fast arrival inventory of Medic Units SAED trainer Not time urgent; test Jan 1, replace or fix • Fire Department Infrastructure and Utilities The Fire Department has established systems in place to maintain operations when ordinary utility failures occur This plan will identify those contingencies and extraordinary redundancies as much as possible 1 Asset 1" Resource 2"° Resource 3r° Resource Telephones Cell phones Vocalarm Fire alarm circuits and handsets Water MWRA tanker Mutual aid & drafting HQ Heat Fuel oil changeover (natural gas (ensure full tanks fueled) week of 12/25) HQ electric Ensure generator Use portable fuel supply is gensets to power topped off week of critical functions 12/25 East Lexington Natural gas fueled Use portable electric generator gensets to power critical functions East Lexington Shutdown building Heat (natural and winterize gas only) HQ Fire alarm Purchase battery powered smoke detectors East Lexington Purchase battery fire alarm powered smoke detectors Town of Lexington 2-3 12/8/1999 Y2K Contingency Plans 6. CRITERIA AND PROCEDURES FOR RETURNING TO NORMAL OPERATIONS • When the senior Fire officer has determined that primary resources are repaired or replaced, backup resources may be returned to their previous status This should be done only when reasonable surety testing has been performed Notifications should be made to outside agencies at that time (i e , Bedford Fire, our rescue is back in service) 7. ESTIMATED COST OF THE PLAN • $5,500 plus the cost of repair or replacement of any resources failed, or backup resources borrowed (indeterminate) 8. TESTING THE PLAN • All apparatus and equipment will be checked as per department policy weekly • Operational tests of all apparatus, equipment, radios, and phones that may be Y2K susceptible will be conducted after 0001 on 01/01/2000 Testing of all phones shall be delayed for 10 minutes to avoid demand surges and possible failures to the phone system that might result. The 911 phone system test is covered in the Police Department plan 9. POST EMERGENCY PLAN • A report will be generated by the person in direct supervision of any failed resource within 24 hours detailing The identity of the resource, the time and date of failure, the likely cause for failure, the substitute resource deployed, and any adverse impact that the failure had on operational capability The report will be forwarded up the chain of command to the Chief of Department. Prepared by. Peter Torode Date 11/29/1999 Department/Agency Head ). ,,,,JI----' ?4 /(--- -, (SIGNATURE) Date / --' f c 7/ Town of Lexington 2-4 12/8/1999 Y2K Contingency Plans 1. POLICE DEPARTMENT Y2K CONTINGENCY PLAN 1. OBJECTIVE OF THE PLAN • To maintain a continuity of appropriate public safety services, thereby minimizing any threat to public safety, health and critical infrastructure Federal and State Government emergency management officials have recommended that the general public prepare for the Y2K phenomenon in a way that they would for a major storm These plans have been formulated with that recommendation as a guideline 2. CRITERIA AND PROCEDURES FOR ACTIVATING THE PLAN • The Chief of Police, or his designee, (hereafter referred to as simply"the Chief")will assign police resources to designated areas of the town as outlined in sections 4 & 5 of this plan. This contingency plan is based on a minimum on 96 hours unless the Chief determines that the plan needs to be extended or discontinued Officers have been alerted that all days off and vacations for a minimum of four days starting on December 31, 1999 may be suspended pending the need of their services during the 96-hour period Any requests for leave must be approved by the Captain James Kilmartin 3. ROLES, RESPONSIBILITIES, AND AUTHORITY • The Chief will be in charge of activating and implementing this contingency plan The Chief will assign Police Officers as needed If additional Police Officers are needed beyond those specified in this plan, they will be ordered into service • The Police Department building will be utilized as the "Emergency Operations Center'; hereafter referred to as the "EOC" Officials from various town departments, including, but not limited to, Police, Fire, and DPW will be in attendance at the EOC during the 96 hour plan to assist in the coordination and response to any situations that may arise These officials will be identified in each department Y2K Contingency Plan Police officials present at the EOC will be determined by the Chief In the event that the Chief is not available, the departmental organizational chart and chain of command will be followed 4 PROCEDURES FOR OPERATING DURING OR AFTER SYSTEM FAILURES • Electrical Power There are two separate electrical feeds for the Police Department building When power is lost a back up generator automatically becomes operational and that system supplies the needed power to the Police Department building Should this system not function we have arranged to have a back up generator on standby and will be hooked up by the Town of Lexington's head of Maintenance Town of Lexington 1-1 12/8/1999 Y2K Contingency Plans (Steve Hatch) The existing generator was stress tested and run for 24-48hrs well in advance (October 1999) by the maintenance staff(Steve Hatch) In addition, the generator was serviced on November 24, 1999 to ensure that the building electrical needs would be fully supported • Commanding officers will be alerted to switch to generator power manually, if there are any indications of"brown-outs" or"power spikes" that may impact computer systems The switchover process will be reviewed and documented so that Commanding Officers are aware of the process well in advance of December 31, 1999 It is recognized that electrical surges or restrictions may occur before midnight on December 31, 1999 • Heat for the Police Department building The current heating system can be fueled by both natural gas and oil This dual system is designed for back-up protection According to Wayne Medlin (Supervisor for the Maintenance Department), our current system can be switched over by him in a matter of five (5) minutes Wayne Medlin will be working on the night of December 31, 1999 and will prioritize the EOC system switchover if the need arises The oil tank will be topped off two (2)weeks prior to December 31, 1999 according to the D P W Contingency plan The oil tank is a 2000-gallon capacity tank and the estimated time it will hold us is two (2) weeks The Captain of Operations will confirm the fuel fill-up as scheduled • Communications In the event that the EOC's regular telephone systems fail, back up (cellular technology) phones that have an additional "direct connect" feature similar to a walkie-talkie will be used The Police Department will utilize the assistance of the Town's Y2K Communication Teams community awareness campaign alerting the public to our emergency telephone back-up plan which will include, at a minimum, publishing the telephone numbers of at least six (6) cellular telephones in the local newspaper four(4) weeks prior to December 31, 1999 The public awareness campaign will also include information indicating where police officers can be directly contacted at neighborhood and business "emergency aid locations" as described later in this plan All of these police officers will have the ability to communicate with the EOC and will be wearing distinctive clothing (police uniform with orange traffic vest) for ease of identification • Police/Fire Radio Communication There is a generator in place at the Jean Road water tower should there be a loss of power, which would keep the radio antennas working This generator will be physically tested and serviced by the Kraft Company in November 1999 As a back up to this, we will use the "Direct Mode" on our radio system, which effectively bypasses the main antennae system Since this back-up system has a restricted range of about 5 mile, the police cruisers will be centrally located to maximize communications The "Direct Connect" feature of the back-up telephones as previously described will also act as a back-up system At least one Town of Lexington 1-2 12/8/1999 Y2K Contingency Plans cellular telephone will be assigned to Fire Department Headquarters in order to maintain communication with Fire Personnel in the event that the Voc Alarm (intercom system between the Dispatch Center and the Fire Department) fails • Call Management System. Should the computer aided dispatch (CAD) system fail, we will implement a call management system where calls for service received at the EOC will be prioritized and appropriately dispatched This system will be supervised by the on duty Commanding Officer Pre-printed call-log form cards (provided through the Captain of Operations Office) will be available to the dispatchers in case of any CAD failures This will allow the dispatchers to handprint log and record information until such time that it can be entered into the CAD system • Response and Equipment: All Police vehicles will be required to have a full tank of gasoline no later than 22 00hrs on December 31, 1999 This will be done at the DPW fuel depot. The DPW has a fuel contingency plan in place that covers fueling of town vehicles • All officers will be required to check their cruisers prior to the start of the shift on December 31, 1999 to make sure that all of the normal equipment is in place in the cruisers The Police Mechanic will be asked to review equipment needs well in advance of this date to ensure that emergency equipment is in working order and sufficient supply The Captain of Operations will be advised of any supply needs • Extra equipment and supplies to be acquired through the Captain of Operations Office prior to December 31, 1999 include • Wooden Construction Horses • Detour Signs • Flares • No Parking Signs • Wooden Stakes, Stapler, Staples • Traffic Vests • Flashlights (12) 3 cell • 6 Volt Lamps • Extra Batteries for the flashlights and 6 volt lamps • Portable Stop Signs (40) for the major intersections • Water Bottles for Personnel at least twelve (12) 5 gallon bottles • Food for Personnel working on the night of December 31, 1999 • Emergency Aid Locations Will be staffed by a Police Officer or Firefighter depending on the location from 22 00 hours on December 31, 1999 until 0200 A.M on January 1, 2000 The Chief will determine the length of time that these locations need to be staffed beyond these hours Town of Lexington 1-3 12/8/1999 Y2K Contingency Plans • Lowell Street at North Street (Mobil Gas Station) • Lowell Street at Woburn Street (My Cleaners) • Massachusetts Ave at Bow Street (Laundromat) • East Lexington Fire Station Massachusetts Ave • Lexington Police Department Massachusetts Ave • Lexington Center Massachusetts Ave (2 Officers) • Lexington Fire Dept. Headquarters Bedford St. at Worthen Road • Bedford St. at N Hancock St. (Heritage Mobil) • Bedford St. by Eldred St. (Holiday Inn Express) • Marrett Road by Lincoln Street (Five Forks Shell) • Waltham St. at Marrett Road (Mobil Gas Station) • Waltham St. at Concord Ave (Texaco Gas Station) • Housing of Prisoners In the event we are unable to adequately house prisoners in our Police Department building an arrangement has been made with the Middlesex County Sheriffs Office We have been given authorization to house up to twelve (12) prisoners with the Middlesex County Sheriff The housing will be either at the Cambridge jail or if that is not available then the second choice will be the Billerica House of Correction If neither of these two facilities are available then the Sheriffs Department will be utilizing a hanger at Hanscom Air Force Base • Mutual Aid Agreements with contiguous police departments and agencies will remain in effect during this time in the event that additional public safety services are necessary 5. RESOURCES AVAILABLE TO SUPPORT EMERGENCY OPERATIONS • Personnel All officers will be available for duty for the 96-hour time frame specified in this contingency plan • On December 31 1999, the following work schedule will be implemented The seven junior officers on days off will be required to work on the night of December 31, 1999 The three junior officers working the C-shift will be held over until 02 00 A.M on January 1, 2000 or until relieved or dismissed from duty by the Chief depending on need The four junior A-shift officers scheduled to be at work by 11 45 on December 31, 1999 will be required to report to work several hours earlier at 22.00 Hrs There will be one officer assigned in eight marked police cruisers from 22.00 hrs on December 31, 1999 until relieved or dismissed from duty by the Chief If officers are required to stay on duty for extended periods of time, the shifts will be divided into two twelve (12) hour shifts per day • Dispatchers There will be three (3) dispatchers assigned to the C-shift on December 31, 1999 There will be two dispatchers assigned to the A-shift with Town of Lexington 1-4 12/8/1999 Y2K Contingency Plans the distinct possibility that one or more dispatchers will get held over for a period of time on the A-shift. The Chief will dismiss the dispatchers from duty depending on need • Cadets There will be one (1) Police cadet assigned to the B-shift December 31, 1999 There will be three (3) Police cadets assigned to the C-shift on December 31, 1999 • Police Mechanic The police mechanic will be assigned to work the C-shift on December 31, 1999 • Sworn Personnel All Lexington Police Department sworn employee's that are not already scheduled to work will be required to check in with the commanding officer on Saturday, Sunday and Monday January 1,2,3 by 8.00 A.M At that time the officers will be informed whether they will be required to report for duty or released for the day This procedure will continue for the next two day's (January 2,3 2000) or until the Chief or his designee determines that the emergency circumstances no longer exist. They should be prepared to respond to work within a two-hour time frame at any time during these four(4) days if not already assigned to a particular assignment. If an officer is unable to communicate with the commanding officer via telephone, it will be the responsibility of that officer to report in person to the commanding officer • See the General Order regarding these personnel orders, dated October 7, 1999 for reference 6. CRITERIA AND PROCEDURES FOR RETURNING TO NORMAL OPERATIONS • Disconnect any portable generators, and return them • Replenish any supplies that were used • Restoration of electric power, phone and cellular service • Release all officers that were held over as a result of this plan • Complete data entries into the computer aided dispatch system 7 ESTIMATED COST OF THE PLAN • Personnel. 9 Police Officers to staff the designated Emergency aid Locations from 22 00 hrs 12-31-99 until 02 00 01-01-00 4 Hours @ $32 00 per hour-$1152 00 • Extra Dispatcher for C-shift on 12-31-99 @ $26 71 per hour for eight hour shift - $213 74 • 3 Cadets working at @ $10 00 per hour for eight hour shift -$240 00 • Police Mechanic at @ $ 26 71 per hour for eight hour shift -$213 74 Town of Lexington 1-5 12/8/1999 Y2K Contingency Plans • Personnel Costs should the need arise that twelve (12) hour shifts are implemented 7 Police Officers each day eight hours overtime (4 hours per twelve (12) hour shift.) = $1991 36 per day/four(4) days equals $7965 00 • Nextel Telephones (24) • Nextel Telephones (Model 500 plus) which has the capability of Digital Cellular Service along with the Nextel Direct Connect Feature Cost for twenty-four(24) Nextel Phones with the service plan is $2674 80 • Wooden Construction Horses To be supplied by the DPW if needed or$15 00 per construction horse for the DPW to make • Detour Signs $35 00 per sign for the DPW to make the signs • Flares 6 Boxes of Flares (36) per box @ $75.24 per box Total $451 00 • Cardboard No Parking Signs 1000 signs @ $235 00 • Wooden Stakes to be supplied by DPW if needed • Stapler Arrow Model T50 Staplegun $19 00/Staples 14 mm 1000 per box $2.19 per box • Traffic Vests Twelve (12) vests @ $40 00 per vest =$480 00 • Flashlights (12) 3 cell Rayovac Industrial Waterproof Flashlight Model # 13D-13 @ $7 99 each-Total $95 00 • 6 Volt Lanterns Emergency Lantern Model #WH5 (12) @ $11 49 each-Total $137 00 • Extra Batteries for the flashlights and 6 volt lamps (72 C size Batteries) for Industrial Flashlight-$108 00/Extra Batteries for 6 Volt Lanterns $6 00 each-Total $72 00 • Portable Stop Signs (40)We have eight (8) need 32 more Thirty-two (32) @ $35 00 each = $1120 00 • Water Bottles for the Emergency Operations Center (E 0 C ) at least twelve (12) 5 gallon bottles @ $8 00 per 5 gallon bottle for(12 ) -$96 00 • Food for personnel working the night of December 31, 1999 Cold Cut Platters and Coffee-$200 00 Town of Lexington 1-6 12/8/1999 Y2K Contingency Plans • The total approximate cost for these contingency plans is $15,000 00 8. TESTING THE PLAN • Prior to December 31, 1999, the Lexington Police Department will provide training to its employees on how this plan will be implemented Emergency generator equipment and telephone systems will be tested no later than 11/15/99 The Y2K Team will conduct a tabletop exercise or other pre-event test as approved by the Town Manager 9. POST-EMERGENCY PLAN • The Police Chief will meet with the personnel who assisted in implementing the plan to determine how it worked If necessary, changes will be made to the plan for future emergencies. Prepared by• The Lexington Police Department Y2K Contingency Team (Captain Kilmartin, Lt. Det. S Corr, Lt. Raposa, Sgt. R. Ham and Sgt. Anderson) Date 11/29/1999 Department/Agency Head C._. )\AAAA O 9/'`' Cr~ (SIGNATURE) Ci- Date I o'-' ��` l Town of Lexington 1-7 12/8/1999 Y2K Contingency Plans Police Department 1 Fire Department Department of Public Works Town Manager's Office Information Systems Office of the Town Clerk ` r ae N **Sri eikk-:64A � .,.....,) '`E ; � Public School Buildings % . � c 1 Social Services / COA r" Finance 10 Library Inspectional Services Recreation