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HomeMy WebLinkAbout1999-08-09-Y2K-rpt Comprehensive Report.pdf Awareness/Communication Team Comprehensive report, August 9, 1999 Objective The Awareness/Communication Team is concentrating its efforts on education and information distribution. Our audience is the community, and the town employees. Our mission is to • Present coordinated, unified, and accurate information and responses to inquines about Lexington's Y2K status; • Proactively communicate our progress towards being prepared for Y2K, and • To have a positive influence on our audience. The awareness team is made up of the following individuals. • Joe Marano, Economic Development Officer, Team Chair • Ray Carberry, Citizen Representative • Steve Con,Police • Donna Hooper, Town Clerk • Diane Snell, COA • Rosa Tsai, Library • Linda Vine, Assistant Town Manager The Team meets twice a month, and since we were formed in March 1999, we have met nine times. The Team's general plan is to focus its efforts on educating the public and the town employees about the Y2K issue, and about what the Town is doing to address potential problems. The information presented should provide an update on the Town's progress, what other state and federal governmental agencies are doing, contingency planning, a timeline for action, and what the citizens should do to get ready The key is to present timely infoiniation and alleviate fear without creating alarm. In accordance with the Lexington Y2K plan,the Awareness/Communication Team is using a number of methods to "get the word out" to our citizens and businesses. Press Releases The Team is producing a senes of monthly press release covenng vanous Y2K related topics. The press releases provide mfoiniation on Lexington's progress toward being Y2K ready,tips on personal preparation and readiness, and mfoiniation on links to Y2K resources and information. Similar to the approach adopted by the Amencan Red Cross, the team has chosen a conservative approach to advising our citizens on personal preparedness. In general, we advise that citizens approach Y2K as if there were an approaching winter stow!. To date we have issued four press releases (see May, June, July, and August press releases attached). Press releases are distributed to a variety of recipients including: all public schools,pnvate secondary schools, the public libranes, the police and fire departments, as well as interested community groups such as the Y2K group, and Last Night '99 (see attached for the complete distribution list) The Team requests that each recipient then distribute the information as written, and as they see fit. In addition, each press release appears in the Minuteman publication. The team plans to continue to produce a monthly press release. Future press releases will provide more detailed recommendations and information about personal preparedness. • Awareness/Communication Team 2 Comprehensive report,August 9, 1999 Other Written Material The Team's work has appeared in the Town newsletter distributed with the latest tax bills, the last two Council on Aging newsletters, the Fall Recreation brochure, and the latest Chamber of Commerce newsletter In addition,the Team's work was featured in a recent newsletter that was distributed to Town employees (see attached) We will continue to provide matenal for these publications. The Team has obtained and distributed over 500 brochures prepared by the Amencan Red Cross entitled Y2K. What You Should Know (see attached) These brochures are available at the police and fire departments,Town Hall, and the public libranes. The Team is also making other Y2K readiness information available for the public. For example, copies of Y2K readiness checklists geared toward households and businesses are available at the Town Hall, the Library, and the Senior Center(see Y2K and Your Family, and Y2K and Your Business, attached)., We will also provide the checklists to those who request information from the town Work is bemg done on special Y2K educational centers at the Town Hall,the Library, and the Senior Center The educational centers will help the Team provide education matenal and information to the public The plan for the educational centers is for a table to be set up in a prominent location ion each of the buildings. The team is working on a brochure that will be a special mailing to each household. The brochure will provide an explanation of the Y2K issue,have a section of frequently asked questions, and discuss personal Y2K preparation and readiness. Web Page The Team has created a Y2K web page. The page is updated as new information is available and press releases are produced. The web page includes a copy of the Town Y2K Readiness Program, a copy of all press releases, the Town's Y2K Readiness Disclosure, and links to other Y2K site(see excerpts attached) One of the most useful parts of the web page is the links to other Federal and State Government, and Public Utility web pages. These pages provide advice on preparation and readiness, as well as Y2K information and readiness statements from the companies that provide our utilities. Public Meetings The Team is currently planning a Y2K Awareness presentation at the Semor Center The presentation will be made on October 191999 at 10.00 a.m. The presentation will include reports from representatives from the town, Y2K readiness experts, and the utility companies. The team is also organizing a Y2K Awareness program for the public The date of that is still undetermined but will take place in October or November The Team is also cooperating with a citizen group known as the Lexington Y2K Group to provide them with up-to-date information on personal Y2K preparation and readiness, and on the Towns' preparation and readiness activities. Other Ways to Distribute Information Cable Television. Awareness/Communication Team 3 Comprehensive report, August 9, 1999 One of the techniques that the Team has discussed as a way to distribute infoimation is cable television. Cablevision has public access channels that could be used as one way to infoini the public The options would include a taped show, text scroll, or a local access show At this point, the Team has decided to request that Cablevision air the presentation made at the public forum at the Senior Center Dedicated Telephone Line. The team has discussed the need for and role of a dedicated Y2K telephone line. It raised a number of issues that the Team feels would minimize its usefulness. It was agreed the line would be put "on hold" for now, and kept as an option for the future. Future use of the telephone may be as a place for citizens to ask questions or request infonnation, or as a way for the town to distribute information. Outreach To Abutting Communities The Team made telephone contact with each of the abutting communities to Lexington. We found that with the exception of Concord, that Lexington is doing significantly more outreach to its citizens than these other communities. The benefits of making these contacts are quite numerous. Each of the communities that we contacted offered to share mfoiination, techniques, and resources with us. A member of the Bedford Y2K team and Information Systems manager even came to Lexington to share information and ideas with us. A copy of the results of the telephone poll are attached for you infoimation. Conclusion The Team believes that the monthly press release program, the web page, distribution matenal produced by others, the distribution of matenal by mail, and our public forums will well serve our citizens and businesses. For Immediate Release June 7, 1999 Contact: (781) 862-0500 extension 278 TOWN OF LEXINGTON Y2K PROGRESS REPORT The Town continues its efforts to prepare for the year 2000, or Y2K. Our goal is to provide the Town with uninterrupted operations and continued service to the community, and to help our citizens be aware of preparations to consider The Town Y2K team includes representatives from all municipal depai lnients, as well as the school department and local citizens. Sub-teams have been established and are hard at work checking computers and systems, vendors and suppliers that may affect operations, and safety systems by our Police, Fire, and Water Departments. A team is also responsible to provide up- to-date information on the Town's progress, and a team is working on contingency plans in case of need. The Y2K team has met with representatives from the "Last Night '99" celebration to incorporate this celebratory event in the overall planning for Y2K. Plans are going well and many systems are in their final stage for readiness. Citizens should plan for the Y2K event as they would for a weekend snowstorm. Make preparations to obtain your supplies, including water, extra battenes, non-spoiling food and medical prescnptions, and find ways to keep warm in the event of a temporary loss of heat. The Town is working hard to make Y2K trouble-free. Progress reports on various efforts will be provided. Citizens may obtain additional information from brochures available at the Cary Library, Town Office Building, Senior Center, and Police Department. Information is also posted on the Town's web site at httn.//natnot.ci.lexmaton.ma.us. The President's Council on Year 2000 has set up a toll-free line, 1-888-USA-4-Y2K, offenng information of interest to consumers in common areas such as power, telephones, banking, government programs, and household products. Established in 1998, the Council is responsible for coordinating the Federal Government's efforts to address the Year 2000 problem. The Council's member agencies are to offer support to public and pnvate sector organizations within their policy areas. Visit the Council via the Internet at httn.//www v2k.gov/ ##### For Immediate Release July 19, 1999 Contact: (781) 862-0500 extension 278 Please re-print as submitted NATIONAL Y2K EFFORTS There has been a lot of discussion about what's being done nationally to solve the Year 2000 computer problem. The local Y2K Team for the Town of Lexington through its Community Awareness Committee wishes to provide Lexington residents with a variety of resources. The following is a list of many useful Y2K resources. • Log on to the President's Council on Year 2000 Conversion web site at www v2k.eov for the latest national and Federal Y2K readiness information, as well as links to a multitude of other important Y2K related sites. • Call the Council's toll-free line 1-888-USA-4-Y2K for regularly updated Y2K information on a wide range of topics such as power, telephones, banking, government programs, and household products. Pre-recorded information is available 7 days a week, 24 hours a day Y2K information specialists are available to provide additional information to callers from 9 a.m. to 8 p.m. (Eastern Time),Monday through Friday • Call the Small Business Administration's toll-free line 1-800-U-ASK-SBA for a schedule of Y2K educational events for small businesses in your area. Also, contact the Y2K Help Center for Small Business 1-800-Y2K-7557 for free information on Y2K compliance and tools to help small businesses prepare for the Year 2000 Additionally, we would like to provide you with an alphabetical list of other web sites. American Red Cross - httn.//www.redcross.ore/v2k.html Department of Energy -httn.//home.doe eov/v2k/v2k.htm Department of Health and Human Services- www.hhs.eov/v2k Department of Transportation-www v2ktransnort.dot.eov Federal Reserve Board -www.federalreserve.aov/v2k General Services Administration(GSA) Community Y2K Guide- httn.//www.rtvohcv usa.eov/mks/vr2000/community/communitv.htm GSA Y2K for Kids -httn.//www.itnolicv nsa.eov/mks/vr2000/kidsv2k.htm Small Business Administration-www.sba.eov/v2k Social Security Administration-httn.//www esa.eov/esacio/ssav2kb1.htm Town of Lexington Y2K-htto.//natnot.ci.lexm2ton.ma.us/Y2K/index.htm. Free Internet access is available at Cary Library, the East Branch Library, and the Senior Center Y2K Awareness/Communication Team Press Release Distribution List 'Publication Name Contact Name Street# Street Name Zip Code Type of Resource Publication Frequency Deadline for Publication Notes [ !Armenian Sisters Academy Sister Veronica,Principal I 20 Pelham St 024211 Newsletter Unknown at this time. !Board of Selectmen Peter Enrich 1625 Massachusetts Ave 02420 Elected Officials Bowman School I Dr Malcolm Astley Principal 91 Philip Rd 02421 Newsletter i Unknown at this time. I Bridge School Barbara Manfredi,Principal 55 Middleby Rd 02421 Newsletter Unknown at this time. I I Cary Library(Main&East Branch) Carol Mahoney Director 1874 Massachusetts Ave i 0242111nternal Bulletin Board Open N/A Chamber of Commerce Marcy Quill,Executive Director 1875 Massachusetts Ave 024201 Newsletter Quarterly 1 May 21 for June issue Clarke Middle School Pamela Houlares,Principal I 17 Stedman Rd 024211 Newsletter I Unknown at this time. COA Diane Snell 1475 Massachusetts Ave 024211 Newsletter Monthly May 20 for June issue Community Therapeutic Day School Nancy Fuller Director 187 Spring St 02421 Newsletter Unknown at this time. Cotting School Dr Carl Mores,Executive Director 453 Concord Ave 02421 Newsletter Unknown at this time. Diamond Middle School Joanne Hennessy Principal 991 Hancock St 02420 Newsletter Unknown at this time. Estabrook School 'David Horton,Principal I 1171 Grove Street 02420 Newsletter Unknown at this time. Fire Station Jack Quinlan,Fire Chief I 45 Bedford St I 0242011ntemal Bulletin Board Open IN/A Fiske School Sara Brooks,Principal 34A Colony Road I 024201 Newsletter Unknown at this time. I Friends of Cary Library Jackie Davison 86 Spring Street , 024211 Newsletter Semiannually Mid-September for October I Harrington School David Crump,Principal I 1461 Maple Street 02420 Newsletter Unknown at this time. I Hastings School Richard Rogers,Principal 26181 Massachusetts Ave 02421 Newsletter Unknown at this time. 'Last Night'99 Cindy Savage 21 Fletcher Avenue 02420 Organinization Affected by Y2K (Lexington Christian Academy IJ.Barry Koops,Headmaster I 48 Bartlett Ave I 02421INewsletter Unknown at this time. Lexington Clergy Association Rev Helen Cohen,First Parish Church 7 Harrington Road 02421 Interested Citizen Unknown at this time. Group Lexington High School I Phillip Lanoue,Principal I 2511 Waltham St I 024211 Newsletter 'Unknown at this time. I Lexington Internal Newsletter (Linda Vine,Assistant Town Manager I 16251 Massachusetts Ave 024201 Newsletter Unknown at this time. I INo firm schedule set Lexington Minuteman NewspaperJoseph Gibbs,Editor I 91 Merriam St 024201 Newspaper Weekly [Weekly-Mondays Lexington Montessori School IGaeleen Canning,Head of School I 1301 Pleasant Street 024211Newsletter Unknown at this time. I Lexington Y2K Committee Carol DiGianni 10 Sherman St 02420 Interested Citizen Group,Lexington Y2K Committee Minuteman Science Technical High Ronald Fitzgerald,Principal 758 Marrett Rd 02421`Newsletter Unknown at this time. School 'MSG Newsletter I William Hadley I 201 Bedford St 02420 Newsletter I Semiannually with tax bills I May 3 for June bills Police Station Chris Casey Police Chief I 1575 Massachusetts Ave 02421 Internal Bulletin Board Open IN/A School Administration Dr Carla Brooks Baehr Interim 1557 Massachusetts Ave 024201Internal Bulletin Board Open N/A Superintendent Selectmen's Newsletter Linda Vine,Assistant Town Manager 1625 Massachusetts Ave 02420 Newsletter Semiannually Senior Management Team Richard White,Town Manager 16251 Massachusetts Ave 02420 Town Office Building Richard White,Town Manager 1625i Massachusetts Ave 02420 Internal Bulletin Board Open 1N/A Town Web Page 'Steven Frederickson I 1625 Massachusetts Ave I 024201 Web Page On-line N/A Waldorf School (Susan Morris,Administrative Chairperson I 739 Massachusetts Ave 02420 Newsletter Unknown at this time. 'Note:The Awareness/Communication Team intends to make a monthly"press release"submission to each of these publications/resources.The cover letter will suggest that the press release be included in a regular edition of each INote:Deadlines must typically be moved up a week to allow for review by Karen Simmons and legal counsel. I I I I 1 I I I 1 8/10/1999 '-1 --k4V.&.•'''' '- 3. ,. .,:ft, „,,, ..5,,, ..Q..,,,,,,,,,,4.:,,..._ ,,,, . „.k,.,,,,,,. ,-,,_-,,,,,.„..,.... i:,.....,......,021-s,,,,,„,..., ,-- 0/1„. Qr-o.I bet,',n1*yea,rs: pthe.2040410. ,_ah,ROilacr,,AT. v_ ,iffmgew...,,,a,ruipe ,, -, ''',P1 ,se ,. pi; q t'• Pi ..„,•,'„4.0..4$-:-,,4',... ,,, 0,',,t,-.1,-,,,I,',14t907.',.t:',7 " ':i..4.' - '^.-V.: s _ ''' o,..„,,., , •41,',..k./ .... 4 , ,if) i,,woortiveig-exitosoteetelieffigopitigq0,: ptloopApplmo,i, ''''''''''''''' - - • " - ---v,,-,-,-.1.,,,,,-;1.:;;?,:vg,-,A,kli---,-,.:k.-‘,. ''',411;44.tefor,:tiiideOpe OW)-dis,a-061S4Milvrpoiegi,:knitts AM ;: ' til ,kor 4,1, 1 ''.:%&. -:,..,f-i, , i.t. • ' .,-., f e., ,..l, A,..:-. -# -Di a e - 1. " — -• - -14 14' ''''2i' "4' ''4 ''';'''..'' 06 P' ' w i x c, ,- lorg Ndr.:0.koffi;T,Q4,9445,...6Pablmkfil,„ e 19:,.900#40,10mwtfpf_ ...,got -,... w ,a ) ,,,,, -, „ ,, .,,,,,,,-- ,,..p,p.,,,,,,,,,v..., ,f': .,,-, - ':,-,,,' --,---,5,,,,,,•-,.,,,,,,,:,,,,,v,,,,,, -,,,'.,,,,, , '44e-,•itspoleittiiii effectf-4141144qt yoz4aniito46::bepivored. „i-: „....,„____,,,,,..„,,......„,_,:,, , ..._, QUESTIONS, l' •i t''''; i lam, _ problem havebeep viorkiaxIo:rnaolve.It,and a ;'" :41f, 11EQUENTIYASKED - ,. ec .•,..-' •,,,-,' , ,_;•: greitt-deatoprogyes$4000.4,44,, • ,.„ ..,..,..„ ,„,, you ., -,.. .,,,", , ,..„...,-...„ .. ..„, , . .. . '40:t4micts-eitite'4itirhy are , viottxtillidglir2firptifibleiiig':liappen? '3.0(100i rki , ., • il-„, ,oe.;10.4. 0,4 u;c11,4,111.3.wproopt.131,! 14,,,as it p 11,sip4sipl t.0.,,ticipateY2K-,pToblems may happen '110 tfit% , ,.„.0,--pie*.es'.',.a.44104 createthe.ei4y'dayi of computers,When Tenuity in compiiteis was scarce -Df,041,Tal;,-.1,999,at midalgIA,Itlanye,xperts predict that 411eproblemis more hIcely,to be a • RHO 115:4; peNSteTil.(Me4iveta few years rather than a ., .. , " I and expensive.Programmers took shortcuts when+ . W el " '; • • '•' -' ,-()41 ' 4-75. ''''' 43)g) , , (NOW) used. .,, ., 4' ;ever .possible:to save space.-Instead of Using a four- digit code for year dates,a two-digit entiy was used.This practice persisted,long after the need for saving space was elinfibated;Theiwo-digit code single`erash:"" ...,,,--.Fifti.,. For exanipk,there may be a computer-based , :-.g. II problem,with:other dates, , 14 7.... M"• 4 , K) l'.- 4 '',a -,()kl a.b 1 A., . -,4, , ..,,. ; also was used in embedded chips,which-exist in sucll 15 APO 9,1999, --:: 0 1 , which is the 99th day of -7 I ,mtiy devices that control processes,functions, , :..'..........y American A14)pf tt.,-,, '.4Aft machines(like cars),building ventilation systems, the year,or on 9/9/99 In Red Cross aiii-iqk Y,'1 0i,I, , the past,a series of nines elevators,and fire and security alarni systems, ,., We'll be there. i Of,)(5 ''',-)iv,- .i4, ;-ii -.34 e p T 4-, :',i, which are part of our evetyday lives. was used to indicate termina- - ,td o IA, tion of a computer program,and some experts ..,411-1 - - When the year 2000 comes,programs that have been coded with two-digit year codes will not believe that when all nines show up in a date sequence,some computer systems could read it as iii P ',:i4 31 - R% 0 syeearsnsitiv2e00cal0cahuladtito9n0s0Orli the fiscal pdirsoti;gaiiiiiisihndb eutwdee,sentimthee. a programaiteisomiiisiasotimoneccoommnceanrndi.vgarding yearn0e dates in those organizations with fiscal years that start earlier than December 31, 1999 thiincoemoywspinarisawyhobatnes,p,orrroesbhulloewmsts laromnegayunthopeycrcuediwilctil:wite.wi.ThNdoeesogpnorodeead .100 P1 el Americangovernments; 1 IN '-ri ... news is that federal,state,and local banks and other financial institutions;retail busi- Also,the year 2000 is a leap year,and the leap year date 02/29/00 may be a problem for some , ., ( Red Cross We'll be there. nesses,and every other group affected by this computer programs as well. ARC 44891 4414" . Awareness/Communication Team Comprehensive Report, August 9, 1999 LIST OF ATTACHMENTS ✓ Press Releases ✓ May 5, 1999 ✓ June 7, 1999 ✓ July 19, 1999 ✓ Press Release Distribution List ✓ The Lexington Messenger, June 1999 ✓ Y2K - What You Should Know, American Red Cross ✓ Y2K and Your Family ✓ Y2K and Your Business ✓ Excerpt From Web Page Town of Lexington Year 2000 Readiness Program (page 1) ✓ Excerpt From Web Page Town of Lexington Disclaimer and Year 2000 Readiness Disclosure (page 1) ✓ Excerpt From Web Page Links to Related Sites ✓ Results of Telephone Poll on Awareness/Communication Efforts, Other Communities For Immediate Release May 5, 1999 Contact: (781) 862-0500 extension 278 TOWN OF LEXINGTON PREPARES FOR Y2K Many months ago, the Town formed an interdepartmental team to study potential impact on Town governmental functions due to the transition to the new millennium, and work to mitigate any problems. The Team's objective is to study, understand,plan, and educate the Town and its citizens about potential issues with the Town's computer systems, electronic devices and third party services, and to be able to provide Town services at and after the turn of the century The Team is responsible for identifying potential issues, and assessing, testing and correcting situations that may impact town services. Our pnmary goal, as we enter the year 2000, is to have uninterrupted operations and continued service to the community, and to help our citizens be aware of personal preparations to consider An inventory of Town operations and systems is complete and potential issues are being reviewed. This review can take many forms. fixing, replacing the item, or redefining the service provided or relied upon, or even determining that a system will not be impacted. Contingency plans are being completed and excellent progress is being made by the Y2K Team and various subcommittees. Town staff has also attended meetings with State and Federal groups to coordinate efforts. More information will be provided as we near the date. If you would like more information on Y2K,please visit us on the Internet, our location is httn.//natnot.ci.lexinnton.ma.us. Internet access is available at Cary Library,the East Lexington Branch Library, and Semor Center ##### Y2K and YOUR FAMILY-- Massachusetts Emergency Management Agency Page 1 of 3 Download Y2K and YOUR FAMILY flyer(worddownload file) Massachusetts Emergency Management Agency Y2K and YOUR FAMILY This is a check list to help you and your family prepare for unlikely,but possible, consequences from Y2K disruptions. You should prepare as you would for an approaching New England winter storm. Stock supplies to last a week or so. Don't hoard, but consider stocking up on foods you normally eat that are non-perishable and pick up a few extra items each time you shop That way the expense is low, and if you don't need them, you haven't lost any money since it's food you normally eat. Water Store potable water in empty soda bottles. Seal tight, and store enough for each person for a week or so A normal active person requires about two quarts of water a day Also consider water for hygiene—washing,brushing teeth, flushing toilets, etc. Money You might want some money on hand in case ATMs or credit cards have Y2K difficulty If you do,just take enough you feel comfortable with, and take it out ahead of time—don't wait until December Flashlights and extra batteries Portable radio and extra batteries Extra Blankets Tools(Hammer,nails-to hang blankets over open doorways to conserve heat) Sleeping Bags Insulated underwear(It will be winter-time) Knit caps Gloves Waterproof boots First aid kit First aid book Fire extinguishers Check your smoke detectors and have extra batteries Deck of Cards, games(For kids—of all ages—if there is no TV) Books Diapers http.//www.state.ma.us/y2k/persprep/MEMAY2KFamily.htm 7/28/1999 Y2K and YOUR FAMILY -- Massachusetts Emergency Management Agency Page 2 of 3 Baby formula Toilet Paper Pointed shovel Paper plates Keep your gas grill full Only use it outside, never in the house Firewood Prescription medicine supply Aspirin Talk to neighbors—you can "pool" some items—exchange ideas Check with your Town Hall, Police, &Fire Dept. for additional Y2K news Your parents, grandparents—inform, reassure,help them prepare Home medical monitoring equipment—check with maker for Y2K compliance Programmable Thermostats—check compliance Security Systems—check compliance A few other ideas or suggestions Your personal computer You might want to check your computer makers web site. They should be able to tell you Y2K compliance status, or provide a download to fix it if needed. Financial Records. Make paper copies of financial records you have on your computer, copies of bank statements, investments, insurance papers, if you have a business-your accounts receivable. Obtain a Social Security benefit statement, and your credit report. Copy your utility bills for proof of meter readings. BEWARE of scam artists. The Federal government is pnntmg an extra $70,000,000,000 in paper money Scam artists will be targeting this, as well as people's fears. MEMA Acting Director Bud Iannazzo Massachusetts Emergency Management Agency 400 Worcester Road Framingham,MA 01701 (508)820-2000 For additional information and assistance,please contact yourMEMA Area Director Area I Area II Area III Director Kevin Tully Director Thomas Rodger Director John Pappas Post Office Box 116 Post Office Box 54 Post Office Box 1190 Tewskbury,MA 01876-0016 Bridgewater,MA 02324-0054 Belchertown,MA 01007 (978)640-9500 (508)697-3111 (413)323-6306 FAX(978)851-9500 FAX(508)697-8869 FAX(413)323-6398 http.//www.state.ma.us/y2k/persprep/MEMAY2KFamily.htm 7/28/1999 Y2K and YOUR BUSINESS --Massachusetts Emergency Management Agency Page 1 of 3 Download Y2K and YOUR BUSINESS flyel(worddownload file) Massachusetts Emergency Management Agency Y2K and YOUR BUSINESS This is a check list to help you and your business prepare for unlikely, but possible consequences from Y2K disruptions. It is by no means a complete list, but it's a good place to start. Ensure you have paper copies of essential computer records Accounts Receivable, Payroll data, Personnel Files, Mailing lists, Maintenance Schedules, Customer Data Base, Company history, etc. Review your company Staffing Plans around key Y2K dates. Some dates to watch. Sept 9, 1999 Many computer systems use 9999 for file purge. Jan 1, 2000 Rollover may halt, confuse or disrupt systems. Feb 29, 2000 Some systems may not recognize 2000 as a leap year Oct 10, 2000 The first time a date field is completely filled. Dec 31, 2000 Some systems may not recognize the 366th day Check Y2K compliance of your computers, software, control and process equipment, and your safety and maintenance equipment and systems. Examples of equipment to check for Y2K compliance. Controllers Alarms Lighting Robots Air monitonng/leak detection devices Hazard communication databases Underground storage tank monitors Secunty systems Generators Lab instruments Environmental control systems Controllers for refrigeration, valves,pumps, sensors and analyzers Programmable control systems Safety shutdown systems Fire detection systems http.//www.state.ma.us/y2k/persprep/MEMAY2KBusiness.htm 7/28/1999 Y2K and YOUR BUSINESS -- Massachusetts Emergency Management Agency Page 2 of 3 Explosive suppression systems Elevators and conveyors Develop contingency plans, or business continuity plans in the event that you, or your vendors experience disruptions of services. Discuss Y2K and your plans with all your employees. Contact your Community Officials and Emergency Management personnel to exchange information and develop partnerships. Encourage your employees to help themselves and you by developing "Disaster Resistant Families." (See MEMA's Y2K and YOUR FAMILY and FEMA's information handouts regarding family disaster planning.) SEE THE FOLLOWING FOR ADDITIONAL INFORMATION: www epa.gov Environmental Protection Agency Includes guidance on wastewater systems, and has Y2K alerts and updates. www osha.gov Occupational Safety and Health Administration site. www.sba.gov Small business Administration. Information specific to business and Y2K. Also has links to major corporations that post their Y2K status. www chemsafety gov Chemical Safety and Hazard investigation Board (CSB) www gao gov'special.pubs/bcpguide.pdf General Accounting Office. Provides a guide "YEAR 2000 COMPUTING CRISES: BUSINESS CONTINUITY AND CONTINGENCY PLANNING". w ww.nist.gov:y2k National Institute of Standards and technology Lots of good data. Small manufactunng firms can also get assistance from the Manufacturing Extension Partnership by calling 1-800-MEP-4MFG. www year2000 com This site has a list of year 2000 vendors and consultants. www.state.ma.us/y2k Massachusetts Information and Technology Division. Lists State agency compliance status, and has samples of contingency plans and BUSINESS CONTINUITY PLANS www fema.gov Federal Emergency Management Agency www.state.ma.ushnema Massachusetts Emergency Management Agency Massachusetts Emergency Management Agency 400 Worcester Road,Framingham,MA 01701 http.//www state.ma.us/y2k/persprep/MEMAY2KBusiness.htm 7/28/1999 New Page 2 Page 1 of 1 4 Readiness Programj Disclaimer ! cW ^! il Press Releases ;1"'` _ t �.. -''L� ..� r . Links ,r:: , � e ( � " �` M'U :het tf •,, y{ tet ryJ Y L 4 15r;'I.°' n Town Of Lexington 'E �- ', - �, _ Mani Page - : .,.$r _,.:; $ MORN ' Introduction2. — i77s and the .,,i FW §�' Purpose of Introduction and the Purpose of this Plan tj s R� ,� this Plan Z 3 3 till/6 - The Lexington Year 2000 Team was formed to study t. APRIL 19' <F ,N •‘" impacts on Town governmental functions due to the tr-j Summary of the year 2000 and to work to mitigate any impacts. Thi the Issue mission is to achieve seamless processing for all of the> systems and applications, resulting in uninterrupted oru Our Action service to the commumty Plan r� Time Line for Action The Lexington Y2K Team goals are to understand, pl ��kr educate the Town about potential issues with compute Awareness and software, electronic devices, receipt of third party:> and the ability to provide Town services at the turn of the c.:i Organizing Team is responsible for identifying any potential issue: for Action and testing and remediating any situations that might i provision of Town services because of Year 2000 techv Inventorying related causes. Our pnmary goal is to ensure that the ltd Systems, services is maintained at the current level. v Equipment, al and Interfaces Y2K technology-related causes are identified as incorrw with the dates, incorrect date arithmetic and non-recognition ori Outside leap year The Town's Y2K program charts a method - can use to identify and correct systems that may be aft Assessing the Y2K. The program distinguishes between types of sys�= Situation delineates responsibilities, and creates a reporting mec.-a periodic updates to Town officials. Fixing and Testing for Essentially, each department is being asked to conduct- Compliance, assessment of its own computer systems, embedded te -1 Conversion and suppliers of goods and services to determine whit.' and truly at nsk. This assessment will be centralized and it , Replacement two levels through the Y2K Team and within departrr' on this we can then determine appropriate actions to a;'_ a.yy.. P'u t9}.` _..�'�::.:' .......�` ; mai .: http.//patnot.ci.lexington.ma.us/Y2K/New_default_y2k.htm 8/10/1999 Disclaimer Page 1 of 1 1` .L11 i ''''14* 1 I 1/ fi 000 40 rjjf lam . .w The Town of Lexington is providing information via this website as a public service for the purpose of informing the Citizens of the Town of Lexington regarding the Year 2000 Computer Issue. The information contained in this website is a Year 2000 Readiness Disclosure pursuant to the federal Year 2000 Information and Readiness Disclosure Act. Use of this website is offered to you (the "User") conditioned on the acceptance, without modification, of the terms, conditions and notices contained herein. User access and use of this website constitutes acceptance, without modification, of the terns, conditions and notices contained herein. PLEASE NOTE that users of this website are responsible for checking the timeliness, accuracy, completeness, and/or applicability of all information themselves. The Town makes no representations, guarantees, or warranties as to the timeliness, accuracy, completeness, or applicability of the information provided via this website. References and links to websites outside the "patnot.ci.lexington.ma.us/" website/domain are provided for informational purposes only The Town does not endorse and makes no representation regarding those websites or any of the information contained therein. The Town does not venfy or exert editonal control over information contained on pages outside of the "patnot.ci.lexington.ma.us/" website/domain. The Town does not recommend or endorse any of the products, services,vendors, consultants, or documentation referenced in this website, any other websites linked to by this website, or any other websites referred to by this website. Any mention of products, services, vendors, consultants, or documentation is for informational purposes only The Town specifically disclaims any and all liability for any claims or damages that may result from providing this website or the information it contains, including any references to websites (or information contained therein)maintained by third parties and linked to or from the Town's website. Linking to,mirronng or framing this website without the permission of the Town of Lexington is prohibited. June 4, 1999 http.//patnot.ci.lexington.ma.us/Y2K/disclaimer/Disclaimer.htm 8/4/1999 Links Page I of 2 1 U.S. Governmental Resources do iii ' I ;LI )i E.E g t ! z Federal Aviation Administration's Y2K Program Federal Communications Commission Y2K Information `i 3o L '114 E U.S Senate Special Committee on the Year 2000 Technology Problem ire1 .'s L'' 1 E t .? , .1 tL IL, lc .c: E ill t >c Federal Trade Commission "Y2K? Y 2 CARE" State of Massachusetts Governmental Resources Massachusetts Year 2000 Home Page Resources and Services for Small Businesses The Commonwealth of Massachusetts Department of Telecommunications and Energy Other On-line Information Resources http.//patriot.ci.lexmgton.ma.us/Y2K/links/Lmks.htm 8/4/1999 Links Page 2 of 2 American Red Cross and the Year 2000 MITRE -Y2K Solutions Utilities Boston Gas Boston Edison IWRA MBTA Cablevision RCN Telecommunications AT&T Bell Atlanto, GTE MCI SPRINT FCC Last edited June 4, 1999 http.//patnot.ci.lexmgton.ma.us/Y2K/hnks/Lmks.htm 8/4/1999 Results of Telephone Poll on Awareness/Communication Efforts; August 9, 1999 Other Communities Y2K Awareness/Communication Team Name Contact Names and Telephone Awareness and Communication Efforts Numbers Arlington Joe Mixes 781 646-1000; Arlington has a Y2K team of both town employees and a Al Minervini 781 316-3333 few citizens. Bedford Sherwood Ives 781 275-1111 Bedford has a team of people working on Y2K. They have placed an article in the local paper and are working on a web page. The town administration has met with the Chamber of Commerce. Bedford's relatively small population allowed it to take advantage of a free Department of Revenue review of its Y2K status. Bedford has also employed the firm of SRO as consultants. Belmont Mel Klekner 617 489-8213 Left messages for a call back. Burlington Jim Round 781 270-1600 Burlington is focusing its efforts on internal meetings and ensunng that the town is ready They have considered putting a pamphlet together for the public, but no action has been taken on that yet. They will have a team of employees staffing the town offices on new year's eve. They have also conducted a special meeting with the local nursing home. Concord Joe Lenox, Fire Chief Concord is quite busy with awareness and 978 318-3450; communication efforts. There are four groups working on Y2K in Concord. Dan Sack,Power Plant • The Town administration has a team of department 978 318-3101, heads that are focusing their efforts on internal meetings and ensuring that the town is ready Their Nancy James, Chamber of general recommendation to citizens is to prepare as if Commerce there were an approaching winter storm. 978 369-2771, • The Chamber of Commerce held a panel meeting on Y2K in January and has another scheduled for Court Booth, Adult Education September 23 The panel included representatives 978 318-1540 ext. 151 from the town as well as the utility companies. The September next panel will include a similar group of speakers. • An ad hoc citizen group has formed and is hosting neighborhood meetings and organizing community based efforts. • A group with the adult and community education department is involved in Y2K education. They are conducting neighborhood based training sessions on preparedness and organizing neighborhoods and communities. Results of Telephone Poll on Awareness/Communication Efforts 2 Other Communities Lincoln Chuck Miller 781 259-2608 Lincoln has a group of employees focusing on ensunng that the town is ready They are working on contingency and preparedness planning for the Town. To date they have not embarked on an awareness effort but are considering a web page and other ways to communicate with the public. Waltham Mike O'Brien The Waltham disaster management team is leading their 781 893-4040 ext. 3014, Y2K efforts. They have met with State Officials, and have scheduled a"table top" exercise for later this fall. John Langley 781 893-4040 ext. The Mayor's office is working on a mailing for the 3043, public but has not sent anything out yet. Bernie Mullen, Civil Defense Director Winchester Joe Bonner 781 721-7133 Winchester has not made a concerted outreach effort,but is focusing its efforts on internal meetings and ensuring that the town is ready They Y2K team have met with the Board of Selectmen and will meet with them again to discuss the Town's readiness. They do not have a web page. Woburn Andy Crane 781 932-4434 Left messages for a call back.