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HomeMy WebLinkAboutCouncil Resolution 858RESOLUTION NO. gS~ A RESOLUTION ADOPTING A YEAR 2000 (Y2K) PLAN FOR THE CITY OF CENTRAL POINT WHEREAS, the impacts of the Year 2000 (Y2K) problem are unknown and uncertain, with predictions ranging from minimal impacts to catastrophic results;. and WHEREAS, the City of Central Point acknowledges that failure to address the Y2K problem with due diligence could result in the disruption of critical City functions and services that its residents and businesses depend upon; and WHEREAS, the City of Central Point has completed an extensive identification, analysis and evaluation of all critical City functions and services that may be affected by the Year 2000 (Y2K) problem; and WHEREAS, the City of Central Point has deterniined that it is appropriate to utilize available resources to correct deficiencies within these critical functions and services to ensure that tliey are Y2K compliant. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Central Point hereby adopts the Year 2000 (Y2K) Plan for the City of Central Point attached hereto in a good faith effort to prevent any disruption of critical City functions and services to the residents and businesses of Central Point as a result of a Y2K failure; and BE IT FURTHER RESOLVED that the City Council of the City of Central Point hereby authorizes the expenditure of funds to correct Year 2000 problems. subject to budgetary limitations and delegates the discretion to determine these expenditures to its City Administrator in the overall best interests of the public. Passed by the Council and signed by me in authentication of its passage this ~l`day of Sr° ~ ~- 1999. ----_,- Mayor Bill Walton ATT S Deputy City Recorder APPROVED by me this ~ay of~ja~, 1999. ~ ~_ Mayor Bill Walton CITY OF CENTRAL POINT YEAR 2000 (Y2K) PLAN Executive Summary Many concerns regarding the Year 2000 (Y2K) problem have been raised about the impact that it will have on local communities. Opinions regarding this impact vary greatly. Whatever the impact, the City of Central Point wishes to be prepared and to that end has prepared a Y2K plan. The plan documents the progress of the City in addressing the Y2K problem in our conununity. Its purpose is to ensure that critical City functions and services are not interrupted before, during or after January 1, 2000. The Y2K plan will continue to be modified and adapted to meet changing conmmnity needs and address Y2K problems and issues that may arise. The plan identifies critical City functions and services,. analyzes the automated systems that support them and evaluates their Y2K. readiness. Any needed repairs and/or replacement of these systems to ensure Y2K compliance are then made and the systems are tested to ensure that they operate properly. Contingency plans are prepared in the event of equipment malfunctions or problems with outside suppliers that may affect the City's ability to function and deliver services. To the greatest extent possible, the City has investigated the Y2K readiness of our outside vendors and suppliers of equipment, supglies, materials and utilities. Finally, the Y2Kplan is appliedto all other non-critical City functions and services. Overview The Year 2000 or Y2K problem stems from an effort by early computer programmers to save computer memory by identifying the year with two digits (99} instead of four digits (1999). This has led to the belief that on January 1, 2000 some computer systems and other equipment Yhat rely upon microchips will read "00" as meaning dze year 1900 instead of the year 2000. It is further believed that this date recognition. problem could cause system malfunctions and even failures. The actual impact of the Y2K problem on local communities and throughout the world varies depending on who you talk to. Predictions range from economic devastation with no electrical power or safe drinking water to minor inconveniences associated with isolated systems. The range of possible problems is wide and the potential impacts are severe. However, the problem has been known about for some time and aggressive efforts are being made by governments, schools, utilities, businesses and manufacturers to mitigate these impacts. Whatever happens as a result of the Y2K problem, the City of Central Point is committed to ensuring that City operations and services will be able to continue without disruption before, during and after January 1, 2000. To that end, the City has prepared a Y2K plan to document the City's efforts to achieve Y2K readiness and to reassure its citizens, businesses and industries. Components of the Y2K Plan 1. Identifying the most critical functions and services that the City performs or provides. The City has identified the following functions and services as critical to the health and safety of the community: Police, fire protection, emergency medical service, dispatch, water and sewer service, public utilities; traffic signals, fuel, commm~ications, building facilities, purchasing, finance systems and administration. 2. Analyzing the automated systems that support the City's critical functions or services. The analysis of these systems has been ongoing since September 1998. Each City department is tasked with identifying and inventorying equipment, computer hardware and computer software that could be affected by the Y2K problem. Inforn7ation is collected from manufacturers and maintenance providers regarding the Y2K compliance of these systems. 3. Evaluating the Y2K readiness of the City's critical functions or services. This evaluation involves both City systems and contacting vendors and suppliers regarding their ability to continue to provide goods and services to the City without Y2K impact. It is then used to determine what repairs, replacements and contingency plans are required to ensure Y2K readiness for the City's critical functions or services. 4, Resolving identified deficiencies b}~ repairing, replacing or bypassing equipment, automated systems, vendors and suppliers. All City equipment, computer hardware and computer software are evaluated and, if found to be Y2K deficient, are either repaired or replaced to ensure Y2K readiness. Every effort has been made to contact vendors, suppliers and service providers to the City to ensure their Y2K readiness as well. 5. Testing critical systems to ensure proper operation and Y2K readiness. City equipment, computer hardware and computer software are tested to verify they will perforni as certified or predicted. Where full testing is not possible, the City will rely upon the professional evaluation of staff, manufacturers or suppliers. Some computer software is still undergoing installation and testing, but will be fully operational by January 1, 2000.. 6. Preparing contingency plans for all of the City's critical functions or services. Contingency plans will be developed to address potential disruptions of Gity functions or the delivery of City services due to the malfunctioning of City equipment or the failure of City vendors, suppliers and service providers to attain fu14Y2K readiness. 7. Applying. the Y2K plan to all other non-critical City functions or services. The Y2K plan is applied to all other non-critical City functions or services concurrently with critical functions or services dependent upon the anrount of available resources. These non- critical functions or services include: street maintenance, park maintenance, planning, building, engineering and some administrative and finance services. Some functions ofthese services are important for the continued efficient operation ofthe City, but are not considered critical. Critical Functions and Services Application of the Y2K plan to the City's critical functions and services has gone well. Most of these functions and services have already been certified to be Y2K compliant and the rest will receive certification prior to December 1, 1999. The following highlights the significant steps taken to ensure that each of the City's critical functions and services will perforni without any interruption before, during and after January 1, 2000: Police, fire protection, emergencv medical and dispatch services. All Police Department vehicles, computers and software have been repaired or upgraded and. are Y2K compliant. Fire protection and emergency medical services are provided to the City by Jackson County Fire District No. 3. Dispatch services are provided to the City by the City of Medford. Neither of these agencies anticipates any interruption of service as a result of the Y2K problem. City water and sewer services. The Gity's water and sewer systems are primarily gravity fed systems with mechanical or manually operated controls that are not date sensitive. The City purchases its water from the Medford Water Commission which operates the Duff Water Treatment Plant on the Rogue River. The Bear Creek Valley Sanitary Authority operates the City's sewer system. Neither ofthese agencies anticipates any interruption of service as a result of the Y2K problem. Traffrc signal operation. Traffic signals throughout the City are mechanical devices that are not date sensitive and are Y2K compliant. If power is unavailable, portable stop signs will be placed at busy intersections until service is restored. Public utility services. The public utility providers that serve residents and businesses within Central Point include Pacific Fower, Avista Utilities, US West Communications, Falcon Cable Television as well as numerous long distance telephone, cellular telephone and Internet access providers. The City is working with these service providers to reduce the possibility of any interruption of service due to the Y2K problem. Citv building facilities operation. The City's heating and air conditioning systems for public buildings have been analyzed and are not date sensitive. A backup electrical generator will be installed at City blall for use in the event of a power outage. Fuel and communications. The City will install a temporary fuel storage tank at the Public Works shop for use in the event that gasoline pumps are off line due to the Y2K problem. Communications radios for both the police and public works operations have been analyzed and are Y2K compliant. Administration. purchasing and finance functions. The City Admiuistrator is the Y2K coordinator for the City ofCentral Point. This entails monitoring City efforts to achieve Y2K compliance as well as similar efforts by neighboring communities and service providers that may impact the delivery of services to residents and businesses in Central Point. The City Administrator and City Department Heads comprise the Y2K team that are responsible for ensuring that critical City fractions and services are sustained before, during and after 7anuary 1, 2000. The Finance Department has completed the upgrade to its computer hardware and. software systems making them YZK compliant. Some non-critical finance functions are still being worked on to ensure their Y2K readiness. All purchases of new equipment and computer hardware/software are now required. to have a warranty of Y2K compliance.