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HomeMy WebLinkAboutItem 8.2 Y2K Readiness Report CITY CLERK FILE # 520-30 A GENDASTATEMENT CITY COUNCIL MEETING DATE: (September 21, 1999) SUBJECT: Y2K Readiness Report Report Prepared by Jason Behrmann, Management Assistant ATTACHMENTS: 1. Vendor Matfix 2. Y2K Vendor Letter and Reply Form 3. Neighborhood Watch Gazette 4. Website Information RECOMMENDATION: ~/Receive Report FINANCIAL STATEMENT: Where. possible, the City has incorporated Y2K preparations with other scheduled and budgeted upgrades and renovations. There are no future significant Y2K related expenses anticipated with the possible exception of January 1, 2000 overtime expenses. DESCRIPTION:, Simply put, Y2K is a programming flaw that will cause some time-sensitive computer systems to realfunction at the turn of the century. Any piece of equipment with date-sensitive data is potentially at risk. -The problem comes from hardware and software that denote' years in two-digit formats such as "98" for 19982 The glitch will occur in the Year 2000, when some computers may be fooled into thinking the year is 1900. Others may interpret the year 2000 as a meaningless "00", which could cripple information systems, causing them to crash and corrupt or lose data~ In addition to computer problems, there is the potential failure of embedded chips functioning as microprocessors and control units. Embedded chips are found in such diverse devices as security systems, vehicles, sprinkler systems, ATM's, and traffic signals. The true extent of the problem and possible repercussions has been the subject of much debate among business leaders, government officials, academies and economists. Their assessments vary greatly; some · predict only a few minor annoyances, while others warn of anarchy and chaos. Staff concurs with FEMA COPIES TO: ITEM NO. ~ K21GIcc-mtgslformslforra-as.doc Associate Director Lacy Suiter, who observed that "it is difficult to imagine a Y2K scenario that would trigger widespread physical consequences that threaten lives and property." Although total systems collapse is highly. unlikely, the outcome is very much uncertain, and the City must prepare for the worst.- This report is intended to inform the Council as well as the public of the steps the City of Dublin is taking to ensure a smooth transition into the new millennium AWARENESS: The Y2K problem has been in the news media consistently over the past few years. In 1998 the City recognized the need to upgrade and replace many of its older computer hardware and software systems to ensure Y2K compliance. Many of these upgrades and replacements were performed and completed before the end of 1998. At about the time that these upgrades were being completed, the City Manager realized the need to identify and correct other vulnerable systems, and requested that a task force be formed. This action was critical to ensure that the City had an early start on addressing Y2K related issues and ultimately to ensure that the City and its residents would not be sig'nificantly impacted by the Y2K problem. INVENTORY: Julie Carter, Assistant to the City Manager and Sue Barnes, Management Assistant were assigned to jointly take the lead role and coordinate the activities of the Y2K Task Force. The Task Force consisted of representatives from each department. The first meeting was held March 3, 1999 to identify all potential Y2K problems. A preliminary list was developed, based on items that had been previouslyidentified .as potential problems by other cities. Each department representative used this list as a starting point and then worked to research and identify every system in their department .that could potentially be affected by Y2K. The Task Force eventually compiled a comprehensive list identifying 67 systems, contractors, vendors and services that could be affected by Y2K. The inventory matrix (Attachment I) includes items directly used by the City for its daily operations and its delivery ofpublic Services as well as information pertaining to other services provided to Dublin residents that are not directly provided by the City such as gas, electricity, water etc. The majority of the inventory was completed on March 26, 1999 with a few additional items being added later. ASSESSMENT: The next step in the process involved contacting all of the vendors and service providers to determine their level of Y2K compliance. Staff developed templates for both the vendor letter and vendor response form (Attachment 2)in order to standardize department communications. The letters were mailed to all of the vendors, contractors and service providers by March 26, 1999 with a requested response date of April 9, 1999. All but 13 of the written responses were received by the deadline. Throu~dh subsequent staff follow-up, all responses were eventually received. The City was pleased to learn that many of the products and systems were already Y2K compliant and most vendors and sendee providers had specific plans to reach compliance prior to January 1, 2000. There were a few products that were identified as being non- compliant, but in every case, the City had already made plans to upgrade or replace those products. Staff continues to follow-up with those vendors who have promised compliance prior to January 1, 2000 but to date, have not yet achieved full compliance. While most vendors state that they are doing everything possible to ensure product compliance and that they will be ready for the New Year, in almost every case, they have also stated that they cannot guarantee that no problems will occur. Many vendors have: stated that they have developed contingency plans in the event that they experience unanticipated problems. 2 An important aspect of assessing how other service providers are readying for Y2K was achieved through a' Y2K compliance workshop sponsored by the City of Pleasanton on May 26, 19992 The workshop was held with the purpose of exchanging ideas and issues on .what Tri-Valley service providers were doing to address the Y2K issue. Those attending the meeting included P.G.&E., Zone7 (Alameda County Flood Control and Water Conservation District), Dublin San Ramon Services District, Pacific Bell, Alameda County, City of Pleasanton, City of San Ramon, City of Livermore and City of Dublin. Julie Carter represented the City at the meeting.: At the workshop, each agency presented what they have done and are doing to address the issue. The City was very encouraged by the meeting and pleased to learn of the level of effort devoted to the Y2K issue. Each of those organizations providing essential services to City of Dublin and its residents have assured the City that they are taking all ofthe necessary steps to ensure compliance and that residents can be confident that they will not experience a major interruption of service on January 1, 2000. CONTINGENCY PLANNING: While staff is making every effort to ensure minimal service interruptions, and is confident that Y2K will bring only minor inconveniences to City staff and residents, the troth is that no one knows exactly what to expect. Because of this uncertainty, staff has prepared contingency plans in anticipation of a "worst case scenario." These plans will help ensure that City services and operations will run smoothly and efficiently, even in the unlikely event of a multiple system failure. . The largest part of the City' s contingency planning efforts have focused around ensuring continued operations in the event of prolonged power failure and or computer systems failure~ All Departments have developed manual procedures for all vital operations and services. For example, the Finance Department may experience difficulties with the eomputerized accounting system (even though the vendor has ensured-Y2K compliance). This would affect the processing of cash receipts, issuing of cheeks to vendors, and issuing of payroll checks. In this ease, the Department is prepared to hand write any required accounts payable and payroll checks and open the cash drawers manually and issue handwritten cash receipts to customers. Manual alternatives to computerized or electrical systems are an important part of the City's contingency planning efforts. Other service providers such as Dublin San Ramon Services District and Zone 7 have also indicated that they have developed contingency plans that would allow manual operations of all of their vital systems. In case of a power failure, the City has diesel powered backup generators at both the Civic Center and the Fire Station. The generator at the Civic Center has a 2,000 gallon diesel tank and is wired to run all of the major areas of the Police _wing and will provide some emergency lighting and basic operations for the Administration wing. It is anticipated that this generator could run up to 300 hours or 12.5 days on one tank. The generator at the Fire Station is somewhat smaller at 100 Gallons and could run for approximately 24 hours on one tank but can be refueled if needed. The generators are tested weekly and are kept fully fueled at all times. Another major element of the City' S Y2K contingency planning effort is evaluating staffing requirements on and around the New Year. The City is currently in the process of compiling a list of staff who will be available to respond to any Y2K related emergency over the Holiday weekend. These are employees in addition to the scheduled on-duty and on-call Police and Fire. personnel, who would be able to staff the City' s Emergency Operations Center (EOC)'in the event of an emergency~ Currently, the Alameda County Sheriffs Office and the Alameda County Fire Department do not have plans to increase staffing above their normally enhanced staffing levels on and around the New Year and are not denying vacation requests to employees. Both agencies are expected to release official New Year' s Eve contingency plans 3 by the end of October. At this time, it appears that a large portion of the County's contingency plans will focus around the EOC. The County has informed us that the County EOC, located in Dublin, will be ~ partially activated and staffed by County Sheriff and Fire personnel and will be available to assist the City of Dublin with any Emergency response and coordination. MCE will also have staff available to respond to any public works related situation. PUBLIC OUTREACH: Perhaps just as important as getting the City ready for Y2K, is the communication of the City's efforts and other Y2K related information to Dublin residents. The City has initiated a Y2K public information program. The program's goal is to educate residents about Y2K. The following is a list of topics addressed in the City's Y2K public information program: 1) What is the Y2K bug and what are its potential impacts? 2) How is the City of Dublin preparing for Y2K? 3) What can residents do individually, as families, and as neighbors to'prepare for possible Y2K problems? and 4) Where can residents fred additional Y2K resources in order to thoroughly educate and prepare themselves? To address these topics, the City has produced several Y2K informational pieces and is in the process of developing others:The City has written a brief article that was included in the Neighborhood Watch Gazette, which was distributed by the Police Department in April 1999 (Attachment 3). The Gazette was distributed to approximately 1,375 Households in the City of Dublin. The City has also recently completed a section on the City of Dublin website addressing Y2K issues entitled "Y2K and You" (Attachment 4). City staff is also currently developing a Y2K layout to be included in the 1999 Winter Activities Guide, which will be distributed in November, 1999. The back page of the guide will be devoted entirely to Y2K, and will be a full color layout. CONCLUSION: The City of Dublin has devoted many hours and resources to ensure that the City and its residents are prepared for whatever may occur on January 1, 2000. The City has taken steps to ensure that its systems are compliant as well as to confirm that other service providers are prepared for Y2K. The City has also developed contingency plans and is engaged in an active public information program. The City Council and Dublin residents can be confident that the City is taking all necessary precautions in order to ensure that police, fire, transportation, and other essential programs and services will continue to operate smoothly when the new millennium is ushered in. 4 Finance Department: i'roducl HDL Property Tax Software HDL Business License Software HDL Sales Tax Software Bank of America Bamtrac Bank Balance Software Accounting System Microsoft Windows Based Software Products, including: Word,Excel, Powerpoint Windows 98, Windows NT Access, Outlook, Internet Explorer, Publisher State of California LAIF Investment Union Bank (Investments) Cell phones Y2K Cmnpliance Inventory Vendor Dale Date llLeply Ltr. Sent Rec'd. Hinderliter, De Llamas and 3-99 3-23-99 Associates Bank of America 3-99 4-5-99 BRC N/A Microsoft 3-99 From Web Site LAIF 4-99 Union Bank 4-99 Cellular One 4-99 4-99 4-99 Info from web site Comlmny's Response Property Tax: Compliant Business License: Epoch compliant (will handle data until 2039) New version is being rewritten, which wilt be compliant. Sales Tax: Compliant In process--anticipate compliance; contingency plans in place in case there are any problems N/A - Year 2000 compliance issues addressed in contract with vendor All systems are fully compliant. Y2K patches have been installed citywide. Passed all Y2K compliance tests No problems anticipated Has been working on problem dince 1997, and anticipates no interruption of service. Police Department: Product TRAK Jail Alarm Vehicle Fuel Supply System Evidence Tracking System Edwards Fire Panel Card Access Security Cell Phones Pagers Vehicles Fax Machine Vendor Social Tech, Inc. Bay Alarm Edwards Systems Tecl-mology McMillan Technology Sprint Airtouch/Motorola Astro Business Systems Ltr. Sent 03 -29-99 03 -29-99 03 -29-99 03 -29-99 3 -29-99 03 -29-99 04-20-99 Reply Rc'd O4-01-99 04-09-99 4-99 4-99 4-30-99 5/26/99 From web site Company's Response Working on compliance--waiting on Microsoft patches-expect to have a CD ROM software upgrade out in October. Compliant Not affected by Year 2000 issues-- mechanical system Not compliant--however it will be upgraded before the end of the year Not affected by Year 2000 issues Not Compliant--however it's being replaced with the renovation-due to be completed in April 2000. Old system will continue to function after Jan. 1, 2000, but will display incorrect date. Engaged in review and testing;-- began fully-integrated testing during 4tn qtr, 1998--anticipates compliance Product is compliant and Airtouch is working to ensure that support services are compliant No problems anticipated No problems anticipated Fire Department: Product Alameda County Fire Vehicles Public Works Department: Vendor County Contact: Darrel Karg Date Sent Request by telephone on 5-2-99 Date Rec'd 5-6-99 Company's Response Wide Area Network systems upgraded in July 1999--CAD and other software is compliant--All equipment will be functional, but may display wrong dates--working on plans for New Year's Eve 1999 No problems anticipated Product Irrigation Irrigation Irrigation Traffic Signals HVAC Elevators Fire Alarm Panel Security System Water and Waste Water Service Maintenance Vendor Irritrol Rain Master Rain Bird Intersection Development Carrier Corp. National Elevator GS Edwards Westinghouse / McMillan DSRSD MCE Date Ltr. Sent 3/26/99 3/26/99 3/26/99 3/25/99 3/25/99 3/25/99 3/25/99 3/25/99 8/12/99 Date Reply Rec'd 4/9/99 3/31/99 4/9/99 3/31/99 Website 3/31/99 5 -7-99 4/1/99 8/16/99 5/6/99 Company's Response Not Affected--only keeps track of day of week and time of day Compliant Not Affected Compliant Not Affected--only keeps track of day of week and time of day Not Affected--no memory documentation off from computer Compliant Not compliant--plan to replace system with building renovation- due to be completed in April. Old system will continue to function after new year but will display incorrect date. No problems anticipated. Vital systems can be operated manually. Contingency plan in place. No problems anticipated Telephone Service Telephone Servlce AT&T Pacific Bell Electrical Power PG&E Animal Services Alameda County Sheriff's Deparhnent Parks and Recreation Depart~nent: 8-11-99 Product Vendor Date Ltr. Sent Cell Phones Cellular One 3-26-99 Escom Software Chemical Controller (pool) Class Registration Software Santa Barbara Control Systems Dublin Library Protection One Konica Sharp Library Services Shannon/Senior Center Alarm Systems Copier Cash Registers 3 -26-99 3-26-99 3 -26-99 3 -26-99 From Web Site Frotn Web site From Web Site 8-19-99 Date Reply Rec'd From Web Site 5-18-99 5-18-99 5-18-99 5-18-99 From Web Site From Web Site All systems compliant- working on contingency plans. As of June 30th PacBell has completed all upgrades to major computer systems and networks. All major systems are Y2K compliant As of August 15, 1999 they have completed inventory, assessment and remediation and are over 98% complete with testing. Expect to be completely Y2K compliant by the end of the year. Preparing contingency plans. Compliant Company's Response Has been working on problem since 1997, and anticipates no interruption of service. Compliant Installed new chip in May to make unit Y2K compliant (no cost to City) Compliant Compliant Compliant Does not track 4-digit years, so no problems will be experienced Laser Printers Printer/Scanner/Copier Hewleft-Packard Hewlett-Packard Planning/Building Department: Product Building Iuspection Services Vendor Linhart, Petersen, Powers & Associates Date Ltr. Sent Telephone request From Web Site From Web Site Date Reply Rec'd. 6/12/99 Compliant Compliant Company's Response Testing completed--no problems anticipated City Manager's Office: Product Voice Mail Crossing Guard Services Dental Insurance Retirement System Veudor NEC All City Management Delta Dental ICMA Retirement Corporation Date Ltr. Sent 4-99 3 -24-99 3 -24-99 3 -24-99 Date Reply Rec'd Info from Web Site 8/9/99 3-29-99 4-1-99 Company's Response Coinpliant Compliant Code renovations completed 12/98--systems tested in stand- alone environment; completed 3/5/99~A11 systems compliant on June 30, 1999. Compliant Recognition Awards Benefits Solid Waste Services Life Insur,'mce Life Insurance insurance Health Benefits Health Benefits Health Benefits Terryberry Company PERS Waste Management, Inc. Prudential Standard Insurance Company ABAG Kaiser Foundation Lifeguard Maxicare 3-24-99 3 -24-99 3 -24-99 3-24-99 3-24-99 3-24-99 3 -24-99 3-24-99 4-1-99 4-9-99 3-29-99 Web Page 4-2-99 4-8-99 Web Page 3-30-99 Web Page Compliant Utilizing a temporary solution until new on-line member and employer transaction project is complete General ledger and accotmts payable and receivable systems are compliant. Embedded chips on incinerators and monitoring wells will be replaced by end of 1999. All systems are compliant Replacing older systems, remediating existing systems, and purchasing new, compliant systems. Major systems are all compliant. All hardware, software and databases are compliant- contacting 3rd party vendors All services will be compliant by the Year 2000. Core systems remediated and tested--certified 90% of systems as co~npliant- remainder compliant by end of 3rd quarter 1999. verifying plans of vendors--developing business continuance plans in the event of problems All services including business operations will be compliant by January 2000. Health Benefits llealth Benefits Health Benefits Health Benefits Health Benefits Health Benefits Credit Union Services Cmmnunity Cable Television Cable Television Services PacificCare Blue Cross Blue Shield CIGNA AETNA-U.S. Healthcare Healthnet First United Credit Union CTV TCI 3 -24-99 3 -24-99 3 -24-99 3-24-99 3 -24-99 3-24-99 3 -24-99 3-24-99 3-24-99 4-26-99 4-26-99 4-9-99 3-30-99 4-9-99 3-29-99 3-31-99 3 -24-99 5-6-99 Pacific Care systems were 99.9% compliant as of June 1999. 100% compliance anticipated by October, 1999 All remediation work was complete 1/99--independent review of remediation and testing efforts is underway contingency plans being developed Completed renovation of mission- critical systems--completed renovation of non-critical systems--following up with 3rd party vendors--finalizing contingency plan More than 98% of identified projects have been completed-- desktop computers have been or will be replaced, medical devices have been evaluated, and 3rd party vendors are being monitored. Remediation of mission-critical systems is complete--Testing is complete. Do not anticipate any problems Remediation and testing are complete. Y2K compliant All systems are Y2K compliant All systems are Y2K compliant Critical systems will be compliant by the end of the third quarter 1999. March 23, 1999 (rNSERT ADDRESS) Dear (INSERT NAME): The City of Dublin is working diligently to identify products and services currently in use at the City, which may experience a date-sensitivity problem, including Year 2000 difficulties. Since your company is a service provider for the City of Dublin, we would like to receive an update on your Y2K compliance efforts. We are requesting an official compliance/noncompliance statement regarding the following service: (INSERT SERVICE) Please complete the attached statement, and return it by April 9, 1999, to the following address: Sue Barnes City of Dublin P.O. Box 2340 Dublin, CA 94568 Thank you for your assistance. If you have any questions, please don't hesitate to call me at (925) 833-6650. Sincerely, Sue Barnes Management Assistant 1 of 2 ATTACHME~ 2 City of Dublin Y2K Compliance Statement Date: Contact: Address: Company Name: Telephone Number: Service Provided: I certify that our internal systems relative to the City of Dublin are Y2K compliant. At this time, I cannot yet certify that ours systems relative to the City of Dublin are Y2K compliant. We are taking the following steps to investigate and achieve compliance (Please attach additional sheets if more information is required): Date by which we anticipate compliance: Our systems relative to the City of Dublin are not Y2K compliant. The systems will be made compliant by taking the following steps: Return by April 9, 1999, to: Sue Barnes Management Assistant City of Dublin P.O. Box 2340 Dublin, CA 94568 2 of 2 NEIGHBORHOOD WATCH 6AZE-TTE Vol. 2 - 1999 National Night Out: Two Nights Of Involvement For the past six years. Dublin Police Services has hosted aNational Ni~nt Out barbecue on the fn:st Tuesday in August along with thousands of other cities across the country. This year we're doing it a day early - the barbecue will be on MondagZ, Au~mzst 2nd (see enclosed flyer for more details). This year we would like to encourage you to hold a neighborhood event on Tuesday, August 3rd and invite' us to drop in for a visit. It can be as simple as neighbors gathering on someone's lawn to reacquaint themselves, or as elaborate as a potluck and games for the kids. Re- member, the theme for National Night Out is "Give Neighborhood Crime and Drugs A GOING AWAY PARTY". Depending on how many requests we get for officers to stop by, we may have to limit the number of visits we can make. So get your requests in early. HELPING TO KEEP YOU I:NFORMEr Preparedtie## by: Sue Barnes, City of Dublin Management Assistant "The Millermiiam Bug,", or the Y2K problem, has been i: · the news a lot recently, but have you thought about how i could affect you? What should you do? First, assess you own situation. Do you use computers in your home or business? Do yo~ have any equipment with time-sensitive dam? If so, contac the manufacturers of your hardware and software, to inquire about the compatibility of the prc~duct. Many companies nox~ have websites that address this issue. While businesses and public agencies are taking steps tc avoid problems, there is still a potential for unforeseen situa- tions. Make sure you are prepared in case any basic services are cut off. It is important to be ready for any emergency, including winter storms, floods, earthquakes or Y2K related situat; '~. Work together as a family and neighborhood. ',~t~ Here are some basic steps to take: BLOCK CAPTAINS** This newsletter has been purposely created on plain paper so that it may be reproduced by you and distributed to your neighbors. Use this area to personalbe the newsletter. Paste your article over this area before du- plicating. D Post eme~ency telephone numbers by phones. At home, include an out-of-state contact, where family members can check in if separated. Stock emergency supplies, and assemble a disaster supplies kit; replace stored water [] [] [] $ and food every year. Keep an eme~ency kit ~ji in your car in the event that you can't get home. [] Conduct fire and emergency evacuation drills. [] Decide where and when to reunite with your family. [] Find out about disaster plans at your children's school or daycare. Arrange in advance to have someone pick them up and care for them if you are unable to get to them. Keep an adequate supply of prescription medicine, and other necessary items, both at home and at work. Be prepared for potential transportation delays, e.~., : BART, airlines, traffic signals, etc. Have copies of bank statements, insurance policies and any other importa'-* c, .... ;a A ....... ,~ ATTACHMENT 3 LIPCOMING EVENTS Ma~ 29: Childrens Bicycle Rodeo Location: Frederiksen Elementary School .,._, 7243 Tamarack Drive :' rime: 10:00 AM - 1:00 PM Helmets must be worn! Lunch will be providetL Aug'ust 2: NationaI Night Out Location: Dublin Swim Center 8157 Village Parkway Time: 7:00 PM: 9:00 PM ;Bring your swimsuits.t Summer Safety Tips: No matter how hot it gets - never leave doors or windows unlocked or open when you are not in the immediate area to monitor them. This includes garage doors. Know who your ct-;ild's play mates are: names, addresses, phone numbers. Review bicycle safety rules With all family mem- bers. ~, Have your child attend our bicycle rodeo so they can test their riding skills. ~ Crime never takes a vacation even thoug~h you might. /" Be sure to alert family or neighbors when you will be gone. Have them keep an eye on your house. Use timers on lights and radios to make the house seem occupied. i" B Ready To Ride It Out - information on ~ getting your household ready for a  disaster. -~"= gl Neighborhood.Self Help Disaster Task Guide - information for working towards disaster prearedness on a neighborhood level. Contact the Crime Prevention Office for your copy of these publications. 833-6686 NEIGHBORHOOD WATCH GAZETTE is a publication of the Crime Prevention Office Dublin Polic~ Services 100 Civic Plaza Dublin, CA 94568 (925)833-6670 GARY THUMAN, Chief of Police AL CI-L4NARRIA, Detective Sergeant LINDA BAILEY, Crime Prevention Officer ROSE MACIAS, Community Safety Assistant CRIME TRENDS //,:~ / The following residential area activity was reported from 3anuary throu~-~ March. AUTO BURGLARIF, S: 7500 block 8700 block 8400 block 8400 block 7800 block 7900 block 8600 block I 1700 block 8000 block 6800 block I 1400 block 7900 block 7100 block 7900 block 8000 block Amarillo Road Augusta Court Cavalier Lane Deervale Road Donahue Drive Elgin Lane Fenwick Way Harlan Road Iglesia Drive Langrnuir Lane Marwick Drive Millbrook lane San Ramon Road Via Zapata' - Via Zapata ** Remember to remove all valuablesJ~om the b~terior of your vehicle and lock aH doors and windows. Note: Two suspects were arrested in relation to an auto burglary on April 3rd. It is unknown at this time how many of the burglaries they may be responsible for. Thanks to Deputy Castelluecio for his observation of the suspects and the midnight shift crew for their pursuit and ultimate ar- rest of the suspects. AUTO TFrEFTS: 8600 block 6800 block 8500 block 11200 block 7100 block 8400 block 7200 block Beverly Lane Brighton Drive Galindo Drive Rolling Hills Drive San Ramon Road Wicklow Lane Thanes Court RESIDENTIAL BURGLARIF, S: 7000 block 8600 block 11400 block 8400 block 8500 block 7500 block 8000 block 8000 block Amador Valley Blvd. Beckett Way Bay Laurel Galindo Drive Galindo Drive Honey Court Iglesia Drive Via Zapata ** Remember to securely lock all doors and windows even if you'll only b'e away from the home for a short time. ** Securely lockyour vehicle even if it is in the garage. ** Garage doors should be kept closed at all times unless you are in the garage area. * * Reinforce strike plate areas with a four holedplate secured with a minimum of two 3" screws. ** Report any sUspicious persons or activity to the police immediately. y2k T.FIJE, CITY OF DUBLI N SERVICES Y2K and You What is the Y2K Problem? City of Dublin Y2K Preparedness Y2K Individual and Family Preparedness Additional Y2K Resources {Links) Disaster Supplies Kit What is the Y2K Problem? "The Millennium Bug," or the Y2K problem, has been in the news a lot recently, but have you thought about how it could affect you? Simply put, Y2K is a programming flaw that will cause some time-sensitive computer systems to realfunction at the turn of the century. Any piece of equipment with date-sensitive data is potentially at risk. The problem comes from hardware and software that denote years in two-digit formats such as "98" for 1998. The glitch will occur in the Year 2000, when some computers may be fooled into thinking the year is 1900. Others may interpret the year 2000 as a meaningless "00", which could cripple information systems, causing them to crash and corrupt or lose data. in addition to computer problems, there is the potential failure of embedded chips functioning as microprocessors and control units. Embedded chips are found in such diverse devices as secudty systems, vehicles, sprinkler systems, ATM's, and traffic signals. As recently as 1996, manufacturers were shipping chips that were not Y2K compliant. It is estimated that between 2 and 5 percent of all embedded chips will fail. The true extent of the problem and possible repercussions have been the subject of much debate by business leaders, government officials, academics and economists. Their assessments vary greatly; some predict only a few minor annoyances, while others warn of anarchy and chaos. Although total systems collapse is highly unlikely, the outcome is very much uncertain, and the Y2K problem itself is very real. Back to Top City of Dublin Y2K Preparedness The City has been actively working to ensure that City residents are not adversely impacted by any Y2K problems as we transition into the new millennium. When the City began its Y2K preparations in 1998, the first priority was to make sure that all of our internal systems were Y2K compliant. Once all of the systems were identified, City staff went to work to replace older systems and to upgrade hardware and software. The City has recently completed the installation of many new computers and upgraded software to ensure that the City's computer network is entirely Y2K Page 1 of? http :~www. ci. dublin. ca.us/htrnl/y2k. html ATTA C H M E NT 4 y2k / 5 ~j' if compliant. The second challenge facing the City was to ensure that all 3rd party vendors and contractors were Y2K compliant. All of the City's vendors and contractors have been contacted and most have reported that their systems are compliant and will not experience any problems when the Year 2000 rolls around. The remaining vendors have indicated that they are not yet compliant but that they are on schedule to be compliant by the Year 2000. The City is also testing all essential systems, so there will be no surprises when January 1,2000 ardves. In addition, the City has contacted other service providers'within the City such as water and wastewater services, animal services, telephone, cable, gas and electricity. They have all informed us that they have either made or are in the process of making all of the necessary system replacements and upgrades to ensure Y2K compliance. However in almost every case, vendors, contractors and other service previders have stated that while they are doing everything possible to ensure product and service compliance, they cannot guarantee a problem-free New Year. Because no one really knows exactly what will occur when the Year 2000 arrives, the City is taking additional steps to ensure that Dublin residents will not be severely impacted. The City has a back-up diesel powered generator that can be used to ,power all ofthe City's vital systems in case of a power failure. The generator will help ensure uninterrupted City services. Where appropriate, the City has also developed plans that would allow manual operations of City functions such as making payroll and vendor payments. The City is also in the process of compiling a list of staff who will be available to respond to any Y2K related emergency over the Holiday weekend. These are employees in addition to the scheduled on-duty and on-call Police and Fire personnel. The Alameda County Shedffs Emergency Operating Center located here in Dublin will also be partially activated and staffed to coordinate an emergency response, should the need arise. Again, we don't anticipate any major problems associated with Y2K but it is always important to be pmpared. Dublin citizens can be confident that the City is taking necessary precautions to ensure that police, fire, transportation and other essential resources and services will continue to operate smoothly when the new millennium is ushered in. For additional information on the City's Y2K plan, please contact: Jason Behrrnann Management Assistant-Y2K Coordinator 925-833-6657 jason.behrmann(~.ci.dublin.ca.us Back to Top Y2K Individual and Family Preparedness What should you do? First, assess your own situation. Do you use computers in your home or business? Do you have any equipment with time-sensitive data? Do you have electronic equipment with an "embedded chip" (For example: fire and security alarm systems, programmable thermostats, and consumer electronics, key Page 2 of 7 http ://vv-crw. ci. dublin. ca.us/html/y2k.html 8/31/99 y2k cards, garage door openers etc)? If so, contact the manufacturers to inquire about the compatibility of the product. Many companies now have websites that address this issue. To locate Y2K compliance information from a vadety of vendors, try the website http://www. vendor2000.com. While businesses and public agencies are taking steps to avoid problems, there is still a potential for unforeseen situations. Make sure you are prepared in case any basic services are cut off. It is important to be ready for any emergency, including winter storms, floods, fire, earthquakes, or Y2K-related situations. Families and businesses can--and do--- cope with disasters by preparing in advance and working together as a team. These basic steps should be taken in every home or business: · Post emergency telephone numbers by phones (fire, police, ambulance, etc.). At home, include an out-of-state contact, where family members can check in if separated. * Stock emergency supplies and assemble a disaster suppries kit for every person in your household to last several days to a week; replace stored water and food every yean Keep an emergency kit in your car in the event that you can't get home. · Decide where and when to'reUnite with your family or co:workers. · Find out about disaster plans at your children's school or daycare. Arrange in advance to have someone pick them up and care for them if you are unable to get them. · Keep an adequate supply of prescription medicine, and other necessary items, both at home and at work. You may not be able to get from one to the other. · Conduct fire and emergency evacuation drills. Precautionary measures specific to Y2K: · Have some extra cash on hand in case ATM and Credit card transactions cannot be processed. · Keep your gas tank full but don't wait to fill up until Dec 31st because the lines may be extremely long. · Be prepared for potential transportation delays, e.g., BART, aidines, traffic signals, etc. The California Governor"s Office of Emergency Preparedness has put together an excellent publication that details what you should be doing to prepare for Y2K. The document can be accessed at their website http://www.oes.ca.Qov Households that are prepared for any natural or man-made disasters will be in good shape to deal with any Y2K problems that could adse. While there may be some reason for concern, there is no reason to panic. As the Y2K deadline approaches, rumors and false alarms may abound. At such times, it is best to turn to reliable news sources for accurate information. Back to Top Page 3 of 7 http ://www. ci. dublin. ca.us/html/y2k. html 8/31/99 y2k /5' -~/~ Additional Y2K Resources (Links) There are a number of other resources available on-line to help you prepare for the Year 2000, The following list is by no means exhaustive, but should provide you with adequate and reliable information. Government Sites o State of California- http://www.vear2000.ca,gov o Federal Emergency Management Agency- http://www.fema..qov o The Amedcan Red Cross- http://www.redcross.om, o United States Senate Special Committee on the Year 2000 Technology Problem http://www.senate..clov/~y2k o The President's council on Year 2000 Conversions http://www. Y2K,.~ov o TheYear 2000 page of the Board of Governor of the Federal Reserve Bank http://www, bo.cl.frb.fed.us/y2k Small Business Help o Small Business Administration- http:/twww.sba..clovtV2k o Bank of America Guide for Small Businesses - http:llwww.bankofamerica.comly2kl o The Small Business Advisor website- http:llwww.iscmare.coml¥2k.htm Free Web Testing Tools o http://www. nstl.com o http:/twww. d,qhtime.com o http://www. patssb.com/ Various Sites from Non-Profits, Private Companies and Individuals o American Red Cross Y2K site - http:llwww.redcross.orclldisasterlsafetyly2k.html o The Year 2000 Informatiod Center- http://www.year2000.com o Global Y2K Economic Awareness- http://www. Vardeni.com o Global Millennium Foundation- http://www.globalmf.or,q o Electric Utilities and Year 2000- http://www. euy2k.com o IBM's Year 2000 website- http:llwww.so~ware.ibm.comlVear2000 Back to Top Disaster Supplies Kit The following are some suggestions for preparing a Disaster Supplies Kit. This kit is an important step in preparing your family for any emergency. Remember to rotate Page 4 of 7 http :-//www. ci. dublin. ca. us/html/y2k.html 8/31/99 y2k supplies to maintain freshness, Water Plan on storing I gallon of water per person per day. Store in sound plastic containers such as soft ddnk bottles. Avoid containers that will decompose or break, such as milk gallons or glass bottles. Never use a container that has held toxic substances. Food Store at least a 3-day supply of nonperishable food. Select foods that require no refrigeration, minimal preparation or cooking, and little or no water. For example - ready-to-eat canned meats, fruits and vegetables. Be sure to have a non-electric can opener and utility knife available. First Aid Kit Assemble a first aid kit for your home and one for each car. The kits should include, at a minimum: · Sterile adhesive bandages in assorted sizes · Assorted sizes of safety pins · Cleansing agent/soap · - Latex gloves · Sunscreen · Non-prescription drugs · Roller bandages · Scissors · Tweezers · Needle · Moistened towelettes · Antiseptic · Thermometer · Tubes of petroleum jelly or other lubricant Tools and Supplies · Paper cups, plates, plastic utensils · Emergency preparedness manual · Battery-operated radio and extra batteries · Flashlight and extra batteries · Some cash and change · Non-electric can opener and utility knife · Fire extinguisher - small canister ABC type · Tent · Pliers · Tape · Matches in a waterproof container · Aluminum foil · Plastic storage containers · Paper, pencil · Needles, thread · Medicine dropper Page 5 of 7 http ://www. ci. dublin. ca.us/html/y2k. html 8/31/99 y2k · Shut-off wrench, to tum off household gas and water · Plastic sheeting · Map of the area Sanitation · Toilet paper, towelettes · Soap, liquid detergent · Personal hygiene items · Plastic garbage bags and ties · Plastic bucket with tight lid · Disinfectant · Household chlorine bleach Clothing and Bedding * At least one complete change of clothing and footwear per person · Sturdy shoes or work boots · Rain gear · Blankets or sleeping bags · Hat and gloves · Thermal underwear · Sunglasses Special Items Remember family members with special requirements, such as infants and elderly or disabled persons. For example, baby formula, bottles, diapers, medications, denture needs, extra eyeglasses, prescription drugs). important Family Documents Keep these records in a waterproof, portable container. · Will, insurance policies, contracts deeds, stocks and bonds · Passports, social security cards, immunization records · Bank account numbers · Credit card account numbers and companies · Inventory of valuable household goods, important phone numbers · Family records, such as birth, marriage, death certificates Pets Don't forget to have adequate supplies of food and water on hand for your pets. Also, make sure you have a leash and pet carrier available, Financial Establish an up-to-date file for all benefits received (i.e. Medicare, Medical, Social Security, pension fund, etc.) Obtain and organize current copies of all financial records (i.e. banking statement, trust accounts, credit reports, stock portfolio with associated values, etc.) Back to Top Page 6 of 7 http ://v~zw. ci. dublin. ca.us/html/y2k. html 8/31/99 y2k Home Government Services Business CommunitV Copyright 1997, 1999 City of Dublin, California. All fights reserved. Created and Maintained by citilinks Let Yourself be Heard! Click Here to E-mail your comments and suggestions Recreation Search Page 7 of 7 http:/twww. ci. dublin. ca. us/html/y2k.html 813 1199